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Total Addenda Records in ACH File

  • 1.  Total Addenda Records in ACH File

    Posted Nov 01, 2017 04:08 PM
    Hello everyone,

    I am back with another question, but this time about ACH files.
    We are creating an ACH file where our client is sending multiple invoices to the bank. We are very close to having everything working, but we are having a small issue.

    The ACH file lines are setup as follows:
    File Header
    Company Batch Header
    Entry Detail
    Entry Detail Addenda
    Company Batch Control
    File Control

    The information pertaining to the payment is located in the Entry Detail and each invoice is listed in the Entry detail Addenda.
    Our issue is with the 2 lines at the bottom, Company Batch Control and File Control.

    I wanted to use an example so let's say we are paying 2 companies. Each vendor is paid with 1 check regardless of whether they have multiple invoices or not.

    Company A
     Invoice 1
    Company B
     Invoice 1
     Invoice 2
     Invoice 3

    In the Company Batch Control line, I have a field that needs to note how many checks are being written. There are 2 companies being paid so that is 2 checks.
    I could not find this field so as a work around I used 'The Number of Credits'. This seems to work but I am not sure if there are any flaws that could appear later down the road with this logic.

    The File Control line is the real issue. I need to note the Total Number of Addenda Records so in this example the correct number would be '4'. I have read some articles on Addenda lines and it says to use the 'Detail + Addenda Count' but this counts every line from Company A to Invoice 3. So in this example it returns the number '6'. If I use the 'Addenda Count', it returns the '3'. I think it may be counting the number of addenda lines in the last invoice.

    Does anyone have a solution for this and know the correct field (or how to create it)?
    Most of the articles I read said the issue was because the addenda lines cannot be counted until after they are listed, but this is at the VERY bottom of the file.
    I also heard that you can have each invoice paid separately but I do not know how to do this for only the ACH files or what would need to be done to make that happen.

    Please let me know your thoughts!
    Thank you!

    ------------------------------
    Rebecka McKinney
    IntelliPoint Technologies
    Barboursville WV
    ------------------------------


  • 2.  RE: Total Addenda Records in ACH File

    TOP CONTRIBUTOR
    Posted Nov 02, 2017 12:22 PM
    Unfortunately, the addenda count feature has never worked correctly in Dynamics GP.  Users have been asking for this since GP2010 when we were told that GP would be CTX compatable, which requires a functioning addenda count.  There are several Microsoft Connect requests to fix this.  You may want to vote for them.  You can work around this by hard coding the addenda count at one and using payment settings to create a separate payment for each invoice.

    ------------------------------
    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
    ------------------------------



  • 3.  RE: Total Addenda Records in ACH File

    Posted Apr 03, 2019 11:52 AM
    You can work around this by hard coding the addenda count at one and using payment settings to create a separate payment for each invoice.

    Lou,
    Can you elaborate on how we can hard code the addenda count at one?  We are seeing some companies in our system are able to print the addenda lines but other companies are not.  I do not know if we can get this fixed across the entire environment but I want to try your workaround until we can figure it out.

     #addenda​

    ------------------------------
    Anna Logan
    Rockbridge
    Columbus OH
    ------------------------------



  • 4.  RE: Total Addenda Records in ACH File

    Posted Nov 02, 2017 12:23 PM
    Edited by Rebecka McKinney Nov 02, 2017 12:27 PM
    How do you go about changing that payment section? I looked for it before and could not figure out where to do it for ACH checks. I know you can do it for regular checks when you build a batch.

    ------------------------------
    Rebecka McKinney
    IntelliPoint Technologies
    Barboursville WV
    ------------------------------



  • 5.  RE: Total Addenda Records in ACH File

    TOP CONTRIBUTOR
    Posted Nov 02, 2017 04:26 PM
    It's the same checkbox - One Check Per Invoice - that you use for normal checks in the build batch window.

    ------------------------------
    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
    ------------------------------



  • 6.  RE: Total Addenda Records in ACH File

    TOP CONTRIBUTOR
    Posted Apr 09, 2019 11:23 AM
    I am copying these steps from another post....
    Unfortunately, my comment above is still valid.  Microsoft's work around for this issue is to email remittance advices to vendors when you generate EFT payments.
    As to how you hard code the addenda count at one, here are the steps:
    In the EFT File Format maintenance screen, you should use the CCD+ or PDP+ format type.  These are the NACHA formats that include addenda.
    In the Detail line type, set the Addenda Record Indicator to 1 as a constant
    In the Addenda line type on that format, set the Addenda Count field to 1 as a constant.
    Then map the Payment Detail field to the GP table and field where your addenda detail will be found.
    I have attached a field mapping document for these windows.  However, always check the file mapping reference document from your bank to validate your map layout.

    ------------------------------
    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
    ------------------------------

    Attachment(s)

    pdf
    CCD Addenda Mapping.pdf   322K 1 version


  • 7.  RE: Total Addenda Records in ACH File

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 02:26 PM
    Is it possible to modify the addenda count after creating the file? I am creating a custom ACH file that will be send to a third party who will make the payments on our behalf and their file format requires there to be a footer record that counts the number of addenda line items. We cannot send one payment per invoice. I am thinking that if I can open the file after it is created and change the number manually, at least GP got me 99% of the way there. Thoughts? Any "gotchas" that I am not foreseeing?

    ------------------------------
    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
    ------------------------------



  • 8.  RE: Total Addenda Records in ACH File

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 04:12 PM
    Sure.  You would need to test it thoroughly of course as it's not s supported solution.
    Its's also kind of risky.  It's very easy to make a mistake and mess up the file.
    If you go that route, simulate everything that could go wrong and develop an recovery process so you can be prepared when somebody messes up.  And it will happen.

    There are plenty of 3rd party processors that can do the ACH for you.  Check out Mekorma Advanced Payments​.

    ------------------------------
    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
    ------------------------------



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