DBD: Recording ACH Payments
If you process ACH payments externally through a virtual banking terminal, use the following procedure to accurately record and track them as ACH transactions within DB/d.
Bank Code Configuration:
Accounts Payable > System > System Setup > Bank Accounts
Set up a unique bank code to isolate these transactions and enable the generation of a dedicated AP Monthly Disbursement report.
- Bank Code: Enter
ACH(or an alternative distinct code). - Cash GL Account: Enter the same Cash GL Account used for your primary Operating account, as virtual terminal ACH payments are traditionally drafted from this account.
- Last Check Number Used: Specify a unique numbering scheme entirely outside of your normal physical check range. This ensures ACH entries are easily identifiable on financial reports.
- Alternate Bank Code: Enter your primary operating bank account code. This setting allows these specific postings to display correctly in Bank Reconciliation (BREC) for the desired account.
- Check Printing Flex Format Code: Enter
P.
⚠️ DO NOT check the Create combined PDF for Check Batch option.
When entering invoices, assigning the ACH bank code upfront ensures they are excluded from standard operating account payment selections.
When you are ready to issue payments, choose one of the following two options to post them in DB/d:
- Option 1: Manual Check Entry — Select the ACH bank code and manually choose the specific invoices being paid.
- Option 2: Check Processing — Utilize standard check processing. The P check format will generate a check image that explicitly identifies the invoices paid via ACH.
