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Contents of the Create ACH Bank File Screen

Use the fields and options to configure the Create ACH Bank File screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Taxable Entity

Use this group box to enter taxable entity ID for which you are creating the direct deposit file. You establish taxable entity information on the Configure Company Information screen.

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the taxable entity for which you are creating the direct deposit file.

Pay Cycle

Use this group box to enter the pay cycle for which you want to create the ACH File (you can create only one pay cycle at a time). If you have a default pay cycle selected, that pay cycle defaults into this field.

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the pay cycle for which you want to update deductions.

Tax ID

The employer tax ID associated with the selected taxable entity ID displays in this field.

Field Description
Start

This field displays the start ID.

Sort By

Field Description
1st Sort

This field displays the first sort criteria for the direct deposit file. Currently, Employee ID is the only sort.

Options

Field Description
File Name

Enter the file name to be used for the creation of the file on the disk. Every time you create the ACH File, a new file is written.

To keep previous copies of the ACH File, we recommend that you use user-defined characters to identify each separate file. For example, use the month and day of the effective deposit date (BANK0731.DAT). If you have more than one pay cycle, include the pay cycle identifier in your numbering scheme if the month and day alone do not create a unique identifier, for example, BANKB42.DAT, where B represents bi-weekly, 4 represents April, and 2 represents the second bi-weekly payroll in April.

Note: You can create the ACH File as many times as necessary before transmitting it. Each time this selection is made, the old ACH File is overwritten by the new one. Any recreation of the ACH file must take place before you post the Payroll Journal.

W records without a check number and check date on the Employee Payroll table (Payroll Edit table) are included in the ACH file for employees that have an Active status for direct deposit.

File Location

Enter the location of the file you are creating. There are two ways to do this:

  • In the File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
  • Leave the File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.
Overwrite File

Select this check box to overwrite an existing file saved to the File Location, if it has the same file name.

File Data

Field Description
Tax ID Qualifier

This number precedes the tax ID for the selected taxable entity. This field defaults to 1, but you can modify it if instructed to do so by your financial institution.

Effective Date

Use this field to assign the effective date of the ACH File, which is also the date of the direct deposit of the payroll. Enter, or click to select, the date on which the bank must credit the employees' bank accounts with the paychecks. If paychecks are normally distributed on Friday, for example, enter Friday's date. It is very important that this date be the correct pay date.

Use SunTrust's Online Treasury Manage File Format

Select this check box if SunTrust's Online Treasury Manager software will be used to submit the ACH file.

Override Tax ID in the Company Identification Field (Record 5)

Select this check box to substitute the Tax ID in Record 5 with the value specified in the Company Identification field.

Company Identification

Enter the Company Identification for Position 41 – 50 in the Company/Batch Header Record.

Process

Click to create the ACH file.