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EFT File formats

  • 1.  EFT File formats

    Posted Apr 08, 2020 11:28 AM
    Setting up EFT in GP 2018- We have the formats for PPD and CCD set up.  When I create a payables batch, will GP create separate files for the bank on which ones these are?  Can my batch contain vendors that aren't EFT so I can print checks for them?  Will I have to keep all these separate?  Not sure how to make this easy.

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    Kellie Bennett
    Senior Accounts Payable Specialist
    AWL
    Mission KS
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: EFT File formats

    TOP CONTRIBUTOR
    Posted Apr 08, 2020 01:41 PM
    Hi @Kellie Bennett,

    Assuming you have everything else properly configured for EFTs (vendors set up, formats correct, etc.), GP CAN generate multiple EFT files from a single EFT batch in GP if the following is true:
    1.) You have multiple EFT file formats set up (which it sounds like you do).
    2.) You have told the checkbook to use ​different formats based on vendor. To check this, do the following:
          a.) Financial>>Cards>>Checkbook.  Select the checkbook in question on the checkbook maintenance window.
          b.) Click on "EFT" in the bottom right corner of the checkbook maintenance window.  The Checkbook EFT Bank Maintenance Window will appear.
          c.) Click on "Payables Options" in the bottom right corner of the Checkbook EFT Bank Maintenance window. The Checkbook EFT Payables Options window will apepar.
          d.) Ensure that the "File Format" is set to "Based on Vendor".  From there, make sure you assign the proper EFT file format to the designations.
                  **Note - this piece can be time consuming, but you can use class ID's ,SQL, macros, etc. to expedite the process if needed.              

    3.) Each vendor address that you will be remitting funds to must have the appropriate "File Transfer" type set on the  EFT Bank Maintenance window.  To do this:
          a.) Open the Vendor address you want to remit funds to by going to Purchasing>>Cards>>Addresses.  From there enter the vendor ID and address ID.
          b.) Click on the "EFT bank" button in the bottom right hand corner. The Vendor EFT Bank Maintenance window will appear.
          c.)  On this page, ensure that Vendor EFT information is included (routing number, account number, etc.) as well as the appropriate File Transfer Method.  This will
                determine which EFT format to use based on how you set up in Step #2. 

     From there, you should be able to do the prenotes and EFT process as normal.

    With regard to your question about checks and EFT's in a single batch, you cannot combine into a single payment batch.  When you create the batch you designate it as either a check batch or an EFT batch - there is no "mixed mode" so to speak.

    Does that make sense?  If you have any questions, please just let me know.

    Thanks,

    Samantha 

      


    ------------------------------
    Samantha Higdon ,CPA,CGMA
    Consultant
    Lagom, LLC
    Carmel IN
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: EFT File formats

    Posted Apr 08, 2020 01:57 PM
    Thank you Samantha.   I'll review our setups and and see if this is similar/same.

    ------------------------------
    Kellie Bennett
    Senior Accounts Payable Specialist
    AWL
    Mission KS
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: EFT File formats

    Posted Apr 14, 2020 03:53 PM
    We are set up and  moving along.  is there a Cash Requirements report that will separate EFT Vendors vs actual check vendors?  We will have both and want to run each that show one group is EFT so I can create that batch and same for my check vendors.

    ------------------------------
    Kellie Bennett
    Senior Accounts Payable Specialist
    AWL
    Mission KS
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: EFT File formats

    TOP CONTRIBUTOR
    Posted Apr 14, 2020 07:53 PM
    Edited by Samantha Higdon Apr 14, 2020 07:55 PM
    Hi @Kellie Bennett,

    Glad to hear you got the EFT's up and running!  I don't believe there's a report out of the box that will do exactly what you want (splitting EFT vs. check).

    EFT information is set at the vendor address level which means if you have a vendor that has multiple locations (address ID's) theoretically you could sometimes pay by check and sometime by EFT.

    However, that doesn't mean you can't get a little creative with GP's options to get you closer to what you want.

    Option 1: GP has a Cash Requirements report by going to Purchasing>>Reports>>​Analysis>>Cash Requirements. This report gives you "Ranges" that you can filter on....this is where the creativity comes in.
    A.) You could create a class ID (if you're not really using it for anything else) called "EFT" and one called "Check".  Then you could run the report on that filter range to effectively separate the invoices due.

    B.) You could use User-Defined 1 on the Vendor Maintenance card to do something similar.  The payables setup window (Purchasing>>Setup>>Payables) would let you rename it to something like "Eligible for EFT".  You could then run the report for Yes or No as appropriate.

    C.) Payment Priority - on the Vendor Card Options (Purchasing>>Cards>>Vendor>>Options), you could enter an "E" for EFT or a "C" for Check....and then run the report based on that range.



    Option 2: If you don't love the way the report looks naturally, you could achieve something similar using the same filter ranges (vendor class, User Defined 1, Payment Priority) and the Payables Transaction Smartlist (I'd add due date into the mix here) to create a new Smartlist Favorite.  Filters you'd want to consider using on the smartlist include:
        A.) Document Type - Invoices, Misc. Charges, finance Charge, etc. (i.e. basically not credit memo's, payments, returns, etc.)
        B.) Due Date - where due date is on/before your end date range for cash requirements analysis.
        C.) Payment Priority - "E" for EFT ....note you could substitute in the other suggested values (vendor class, user defined 1, etc.).  I'm just partial to payment
              priority because I've seen a lot of clients not using it, and it's a neat field with a lot of potential uses.
        D.) Current Transaction Amount  - must be greater than 0 (because if I've paid it already, I don't need to consider it here).
        E.) Void Status -obviously if I've voided the invoice, I don't need to consider it.

    Option 3:  If you are familiar or have resources who are, you could write a report from scratch in a number of delivery methods (excel, Smartlist, SSRS, etc.).  Here you could cross reference the invoices remit to address with the EFT SQL tables to say whether the remit to on the specific invoice has EFT records associated with the address ID.

    Options 1 and 2 work best if you always pay a vendor with either EFT of check (not sometimes 1 and sometimes the other).  Option 3 would be the way to go if you're sometimes one and sometimes another. 

    Does that make sense? If you have any questions, please just let me know.

    Thanks,

    Samantha

    ------------------------------
    Samantha Higdon ,CPA,CGMA
    Consultant
    Lagom, LLC
    Carmel IN
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: EFT File formats

    Posted Apr 16, 2020 08:37 PM
    Hi,
    I don't know if I am late to the game for your questions....
    but depending on your company and processes, the easiest way to get a cash requirements report for check vs EFT is to create the two cash disbursement batches and run the edit list.  You would want to use the proper parameters to create the batch... due date, vendor class, etc.
    I am a big user of Vendor Classes to manage the payables process.

    If all is good, there is no additional work.  Otherwise, edit the batch as needed to pay what is approved.
    This would only be suggested in certain types of companies.

    The other way would be to create a smartlist filtering on the voucher due date and a voucher/vendor/vendor address field that would indicate that it is an EFT/non-EFT payment.

    May not be an exact solution, but either would lead you to find what works best for your operation.

    ------------------------------
    Douglas Meade
    Business Solution Architect
    BrandForces
    Fort Lauderdale FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: EFT File formats

    Posted Aug 05, 2021 05:56 PM
    Hi Kelly,

    How do you do a macro to update the File Transfer Method on the Vendor EFT Bank Maintenance window? I've tried recording it starting from the Vendor Maintenance window, but nothing is in the macro and I think it's because I'm having to click on the Address button and then the EFT Bank button and it doesn't recognize I'm making any changes because I'm not in the original window I started the macro from. Any ideas?

    Thanks,
    Denise

    ------------------------------
    Denise Lewis
    Finance Systems Manager
    Folience
    Cedar Rapids IA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: EFT File formats

    GPUG ALL STAR
    Posted Aug 09, 2021 08:40 AM
    Hi @Denise Lewis,

    When doing Macro's (Sessions on how to do this are being taught at ​Summit this year https://www.summitna.com/) I always use @David Musgrave 's Mail Merge Macro technique



    ------------------------------
    Jo deRuiter
    🌟 GPUG ALL STAR
    💫Granite Award Winner
    Atlanta Chapter Leader
    Aisling Dynamics Business Solutions
    Business Applications Practice Manager
    jo.deruiter@aislingdynamics.com
    9518674366
    aislingdynamics.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


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