ACH-Property File Format
How to PDF document #240
NOTE: Voiding one line item in a batch will void all transactions in the batch. To remove one item for a batch, see Voiding an ACH.
The ACH function in PROMAS is intended to facilitate distribution check processing for those users who have an arrangement with their bank to transfer funds from their property management bank account directly to the owner’s designated bank account or who have signed up with our partner ACH.com to process payments to owners. It eliminates the physical printing of distribution checks by providing printed output for manual entry and an export file (see format below) that can be imported into the bank supplied ACH file creation program. The distribution checks are compiled, posted to each owner/partnership ledger, recorded as a single transaction to the bank account and then an export file is created.
PROMAS will create two export files. One that can be used to automatically import the dollar amounts and other pertinent information into the bank supplied ACH file creation program. If your bank needs a specific file format for uploading, please contact the Help Desk. We may be able to provide custom programming to match the bank's format. In lieu of importing the file, the printed report can be used to enter the dollar amounts into the bank supplied ACH file creation program (not recommended).
The second file format can be used to transmit to our third party partner ACH.com.
Outside PROMAS
The user must make arrangements with their bank to acquire the necessary software and set up procedures to use the file exported by PROMAS to create a file that can be processed at the bank. Contact Tech Support for the names of consultants who are experienced with converting our output into your bank’s input format.
Within PROMAS
The ACH parameters are set in the Advanced Scheduling function in the Owner/Property profile and the checking account setup in <<Setup, Account codes>>. The ACH processing is found in AP, Scheduled Payables, ACH Distribution Batch.
One Time
1.
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Go to Profiles, Owner Profile, Advanced Scheduling, Distribution Checks tab
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2.
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Mark the Distribute by ACH checkbox
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3.
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Enter the owner’s bank routing number
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4.
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Enter the owner’s bank account number
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5.
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Mark the checkbox if fhe recipient’s account is a savings account (for expanded output only).
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7.
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If using the expanded output format, go to <<Setup, Account Codes>>; Select the bank account from the Find List and click <Edit>; On tab 2 enter the Federal Reserve ID and the Bank ABA ID supplied by your bank; Click <Save>.
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Each Time
1.
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Go to AP, Scheduled Payables
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2.
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Mark the ACH Distribution Batch radio button
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3.
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Select the Bank Account
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5.
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Review the line item candidates and make changes as appropriate
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6.
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Click on the Report button and print the report
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8.
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Enter the Date to Post the Checks
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10.
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An information screen indicating that 2 ACH check export files have been created will display. The name and location of the files is included. You will have the option to open the folder and access the file. 2 files are created. One filename is in the format YYYYMMDD_HHMM_Legacy.XCK. This file has the fields needing to be transmitted to the bank. The second filename is in the format YYYYMMDD_HHMM_Priority.CSV.
The program can determine which format you need and open to that file you need.
a. One filename is in the format YYYYMMDD_HHMM_Legacy.XCK. This file has the fields needing to be transmitted to the bank.
b. The other filename is in the format YYYYMMDD_HHMM_Priority.CSV. It can be used by third party providers like ACH.com.
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The files should be in the C:\Users\ComputerName\Documents\Promas\Rental\Export folder unless the export folder has been redirected using the Landlord12.config file - see below.
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11.
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To create the file that goes to the bank, use the Legacy file to run the conversion program created by our consultant or supplied by your bank or created by us through custom programming. To use ACH.com, use the Priority file.
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The source file is the one created by PROMAS in step 10 with Legacy in the filename.
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The file created will have the same name but with a file extension of ACH.
That is the file to send to the bank.
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The sum of all line items posted will be posted to the bank account as an ACH Batch Check on the posting date. Each line item will post to the applicable owner/property ledger as a Cash Distribution (the account code selected in the Posting Table).
Note: ACH posting in AP, Scheduled Payables should be done prior to doing Distribution Checks. When distribution checks are compiled the ACH setup in the owner profiles is not considered. All owners with balances eligible for distribution will be listed as candidates. Thus even ACH owners will have distribution checks listed if they have funds available.
The legacy file format exported by PROMAS (not expanded format – no Federal Reserve ID or Bank ABA ID):
The file format used within the banking system is defined as NACHA. There is no standard NACHA format for the transmission of records from a customer to a bank. The NACHA format is used to transmit records from a bank or financial institution to the Federal Reserve or Clearing house. The NACHA file, which the banks use to get information from their customers, is based on the NACHA standard, but varies from bank to bank.
Each record has the format:
"owner name","bank routing number","owner account number","amount","Owner Short ID",CR/LF
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amount is in the format xxxx.xx
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the text CR/LF represents the ASCII single byte characters 13 and 10 respectively for carriage return, line feed
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includes the commas and quotes
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the records in the file represent ACH code 22 transactions
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if there is information in the owner check override field in the the owner profile, the first line will substitute for owner name as the first field of the record
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The file name will be yyyymmdd-hhmm.xck. When the file is created you will have the option to open the folder to work with or copy to a location of your choice.
Owner Name
The owner name in the CSV file is taken from the Permanent Name & Address field in the owner profile, up to 20 characters, unless:
| • | There is a name on the Management tab in the Name and Part-Time Address field and the Part-Time Schedule is in play. |
| • | There is a name in the Distribution Check Override field on the Checks & Statements tab in the profile. |
Expanded Format
If the Federal Reserve ID is entered in the bank account setup, then the ACH output file will include 3 additional fields: Federal Reserve ID, Bank ABA ID (if entered), Account type. Type will be "37" if the savings checkbox is marked, "27" if it is not marked.
Rejected Transactions
Most banks process the ACH batch as a single withdrawal transaction. If one of the transactions is rejected for any reason, the bank records a credit transaction in the amount of the rejected transaction. To record this transaction in PROMAS, use the GL, Journal Voucher function.
1.
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Go to <<GL. Journal Voucher>>.
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3.
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Enter a memo like "ACH transaction rejected".
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4.
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Select "Cash Distribution" as the account.
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6.
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Press Tab to create another line item.
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7.
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Select the affected bank account.
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8.
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The amount will fill in.
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If the bank changes the ACH withdrawal amount, you should void the ACH transaction in its entirety and redo it to match the batch.
Viewing ACH Transfers
To view an ACH transaction got to <<AP, Check History>>, ACH Tranfer tab. Highlight the transaction, click Edit, click General Ledger.
ACH Transactions to Savings Accounts
Some banks (very few) will reject a transaction that has the account type incorrectly indentified as checking in lieu of savings. The expanded output file beginning in Version 6.9 addresses that issue using the expanded format as explained above. Versions prior to version 6.9 have an alternative solution which should not be used by new ACH users.
Distribute Property Surplus Using Owner ACH
To distribute the surplus in a property to the various owners of that property according to their share, do the following:
| 1. | On tab 2 of the property profile mark the checkbox Distribute Surplus Using Owner ACH. |
| 2. | In the property profile, Advanced Scheduling, mark the Distribute by ACH checkbox. Enter Owner in the Bank Routing Number and Bank Account Number fields. |
| 3. | Set up each owner for ACH distribution in their owner profile, advanced scheduling. |
| 4. | Enter the owner name in the Distribution Check memo field on tab 3 of the owner profile. |
Lanlord12.config
This file can be created using Windows Notepad. It must be placed in the same folder as the Landlord12.exe file and named Landlord12.config. The entry ExportFolder= path will change the default folder for saving the export file to that path.
For example, if you type
ExportFolder=C:\Users\Public\PROMASExport
the export file created by the ACH function will be placed in the C:\Users\Public\PROMASExport folder.
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