PrismHR Help · Public documentation for Microsoft 365 Copilot
This file is a combined export of PrismHR help topics in ACH. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_Clear_Lock.htm
Path: PD/ACH/Admin/ACH_Clear_Lock.htm
Do not clear the lock on ACH processing features until you have verified that no one at your organization is engaged in processing any ACH files. If they are, do not use the ACH Clear Lock feature.
To clear the lock:
After ensuring that no users are actively working in any ACH forms, click Clear Lock.
Click Yes to confirm that you want to clear the lock.
Click OK.
Related Topics
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_File_for_External_Payroll.htm
Path: PD/ACH/Admin/ACH_File_for_External_Payroll.htm
Processing ACH for external payroll (your organization’s clients) involves two forms:
ACH Processing: View a summary of ACH transactions ready to send to the bank and create or process batches of transactions.
ACH Batch Control: Complete processing for the selected batch.
Note: Note: The first time you open the form each day, you might see a warning message. Click Continue to proceed.
The ACH Processing form lists all unposted batches (unless you use the filters at the top).
Note: To process multiple ACH files, select the checkboxes that only display for the following actions:
Start ACH Process
Finish ACH Process
Retry ACH Process
When you select at least one action checkbox for processing, Build File displays and the Actions links are disabled. (Click Select All to select all files for processing.)
Important! During multiple file ACH processing, the system locks the ACH forms and displays one of the following warnings when users try to access them:
[Image: screenshot]
Click OK to continue, then after one hour users can try accessing the ACH Clear Lock form again to unlock the forms. However, if the system has not finished processing the files another warning displays, “Multi-File ACH has not completed processing. If you clear the lock you could interrupt the creation of ACH files. Are you sure you want to clear the lock?” Click Yes to clear the lock.
[Image: screenshot]
Click OK to continue and try again later.
Note: See Performing Multiple ACH Processing for detailed information.
The Status indicates whether the files are available or if the batch is in process.
The other columns display the ACH Originator Names, the ACH Batch ID (if the batch is in progress), the total number of journals included in that batch, and other relevant totals.
If you do not assign an ACH Originator to a bank account and transactions are processed through that bank account, a message displays at the bottom of this form for each missing ACH Originator. For example:
[Image: screenshot]
These messages list the number of journals that would be available for processing, if the ACH Originator was assigned in the Bank Accounts form.
Clicking the ACH Originator Missing link opens the Bank Accounts form where you can add the ACH Originator for the bank account in the ACH Processor ID field on the ACH Setup panel.
Note: Note the following:
Once a user creates a batch, you can process the transactions included in the batch into a file and send it to the financial institution.
Creating the batch locks the transactions in the batch; any new transactions created when users post payrolls will not be added to the ACH batch, which allows payroll processors to continue working while you work on the ACH batch. Those new transactions wait for a future ACH batch.
The buttons at the top right are available to users who can access the associated forms.
Completed ACH Transactions is for reprinting reports, downloading the original ACH file, or reopening the ACH batch to rebuild the file; see Viewing and Rebuilding Files for External Payroll ACH Batch.
Hold Management enables you to place direct deposits on hold before sending them to the financial institution, or to release direct deposits from hold so they can then be sent; see Holding/Releasing Direct Deposits (External Payroll).
To process ACH for external payroll:
Note: If your organization has specified an offset account on any of the bank accounts included in the ACH batch, the system creates the offset entry regardless of the selection in the File Type Limiter drop-down. If your bank requires strict credit-only or debit-only files (files with no offsetting entries), then you must ensure that there are no offset entries defined for those accounts.
— Use the Child Support Filter to indicate whether you want to build the ACH file with Child Support and Other, Child Support Only, or Not Child Support transactions. The default is to include all transactions.
— Click Refresh to filter the list to show only the selected transactions. It might take a brief moment for the list to update. For example:
[Image: screenshot]
Note: Note the following:
When you click Start ACH Process, the system creates an ACH batch and assigns the journals to that batch. The ACH Batch Control form then opens.
When you click Retry ACH Process or Finish ACH Process, the ACH Batch Control form opens.
If the batch was put on hold, you can click Review Holds to manage the hold (see Holding/Releasing Direct Deposits (External Payroll)).
To start the multiple ACH process, select your files and click Build File, which locks the files. The following message displays, “The Multi-File ACH process will now start. You will receive an email when the process has been completed. Do you want to continue?” Click Yes to run the ACH process. (The ACH Processing form closes.)
PrismHR is responsible for defining and setting up the SFTP server for clients when processing multiple ACH files.
The ACH Batch Control form summarizes the transactions included in the batch.
[Image: screenshot]
The reports are available only while you remain in the ACH Batch Control form. If you exit the batch after running the reports and then you return to it later, you must regenerate the reports to see the output. The data in the reports will not change because the transaction list is locked once you create the batch.
Note: There is at least one text file; there may be more depending on the format and the transactions. Send all text files to your financial institution.
Note: Note: Text files can have either the .txt or .csv extension, depending on their format.
Reset Batch: This button is available until you build the ACH file. Click this button if there is an issue with the ACH batch and you want to delete it. The transactions in the original batch are released and made available for inclusion in a new batch.
Close: Click this button to close the ACH Batch Control and return to the Pending ACH Transactions form.
Exit ACH Processing: Click this button to close both of the windows.
Related Topic
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_File_for_Internal_Payroll.htm
Path: PD/ACH/Admin/ACH_File_for_Internal_Payroll.htm
Processing ACH for internal payroll involves two forms:
ACH Processing (Internal Payroll): View a summary of ACH transactions ready to send to the bank and create or process batches of transactions.
ACH Batch Control: Complete processing for the selected batch.
The ACH Processing (Internal Payroll) form lists all unposted batches (unless you use the filters at the top).
Note: To process multiple ACH files, select the checkboxes that only display for the following actions:
Start ACH Process
Finish ACH Process
Retry ACH Process
When you select at least one action checkbox for processing, Build File displays and the Actions links are disabled. (Click Select All to select all files for processing.)
Important! During multiple file ACH processing, the system locks the ACH forms and displays one of the following warnings when users try to access them:
[Image: screenshot]
Click OK to continue, then after one hour users can try accessing the ACH Clear Lock form again to unlock the forms. However, if the system has not finished processing the files another warning displays, “Multi-File ACH has not completed processing. If you clear the lock you could interrupt the creation of ACH files. Are you sure you want to clear the lock?” Click Yes to clear the lock.
[Image: screenshot]
Click OK to continue and try again later.
Note: See Performing Multiple ACH Processing for detailed information.
The Status indicates whether the files are available or if the batch is in process.
The other columns display the ACH Originator Names, the ACH Batch ID (if the batch is in progress), the total number of journals included in that batch, and other relevant totals.
Note: Note the following:
Once a user has created an internal payroll batch, you can process the transactions included in the batch into a file and send it to the financial institution.
Creating the internal payroll batch locks the transactions in the batch; any new transactions created when users post payrolls will not be added to the ACH batch, which allows payroll processors to continue working while you work on the ACH batch. Those new transactions wait for a future ACH batch.
The buttons at the top right are available to users who can access the associated forms.
Completed ACH Transactions is for reprinting reports, downloading the original ACH file, or reopening the ACH batch to rebuild the file for internal payroll; see Viewing and Rebuilding Files for Internal Payroll ACH Batch.
Hold Management enables you to place direct deposits for internal payroll on hold before sending them to the financial institution, or to release direct deposits from hold so they can then be sent; see Holding/Releasing Direct Deposits (Internal Payroll).
To process ACH for internal payroll:
Note: If your organization has specified an offset account on any of the bank accounts included in the ACH batch, then the system creates the offset entry regardless of the selection in the File Type Limiter drop-down. If your bank requires strict credit-only or debit-only files (files with no offsetting entries), then you must ensure that there are no offset entries defined for those accounts.
— Use the Child Support Filter to indicate whether you want to build the ACH file with Child Support and Other, Child Support Only, or Not Child Support transactions. The default is to include all transactions.
— Click Refresh to filter the list to show only the selected transactions. It might take a brief moment for the list to update. For example:
[Image: screenshot]
When you click Start ACH Process, the system creates an ACH batch and assigns the journals to that batch. The ACH Batch Control form then opens.
When you click Retry ACH Process or Finish ACH Process, the ACH Batch Control form opens.
If the batch was put on hold, you can click Review Holds to manage the hold; see Holding/Releasing Direct Deposits (Internal Payroll).
To start the multiple ACH process, select your files and click Build File, which locks the files. The following message displays, “The Multi-File ACH process will now start. You will receive an email when the process has been completed. Do you want to continue?” Click Yes to run the ACH process. (The ACH Processing form closes.)
PrismHR is responsible for defining and setting up the SFTP server for clients when processing multiple ACH files.
The ACH Batch Control form summarizes the transactions included in the internal payroll ACH batch.
[Image: screenshot]
The reports are available only while you remain in the ACH Batch Control form. If you exit the batch after running the reports and then you return to it later, you must regenerate the reports to see the output. The data in the reports will not change because the transaction list is locked once you create the batch.
There is at least one text file; there may be more depending on the format and the transactions. Send all text files to your financial institution.
Note: Note: Text files can have either the .txt or .csv extension, depending on their format.
Reset Batch: This button is available until you build the ACH file. Click this button if there is an issue with this internal ACH batch and you want to delete it. The transactions in the original batch are released and made available for inclusion in a new batch.
Close: Click this button to close the ACH Batch Control and return to the ACH Processing (Internal Payroll) form.
Exit ACH Processing: Click this button to close both of the windows.
Related Topic
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_Hold_Management_External.htm
Path: PD/ACH/Admin/ACH_Hold_Management_External.htm
Use the ACH Hold Review and Maintenance form to place direct deposits on hold before sending them to the bank, or to release direct deposits from hold so they can then be sent to the bank.
After selecting the filter settings and then selecting Find Journals, the form displays direct deposits that are already on hold, not on hold, or both, according to the selected filter settings. You can also filter your view to debit or credit transactions only, or filter to view records for a specific client, bank ID, batch, pay date, or employee.
To place direct deposits on hold:
On Hold Status: Select the status you want to view from the drop-down (Yes, No, Both). The default is Yes.
Pay Date: Select a date to see transactions from that pay day.
Client: Select one client to see transactions associated with that client.
Employee ID: Enter an employee’s ID to see transactions associated with person.
Payroll Batch: Select a payroll batch ID to see transactions from that payroll.
Bank Account: Select a bank account ID/name to see transactions originating from that financial institution.
Debit/Credit: Select which transactions you want to see from the drop-down (Debit, Credit, Both).
The list populates with transactions that match your filter settings, displaying the following information:
Hold: The hold status for the transaction. If selected, the transaction is on hold.
Journal ID: The ACH journal for the transaction.
Bank Account: The bank account ID where the money will be either debited or credited.
Type: The account type (checking or savings).
Company: The client ID associated with the transaction.
Payroll: The payroll ID for the payroll that included the transaction.
Pay Date: The date of the payroll that included the transaction.
Employee ID: The employee ID, if any.
Name: The employee name, if any.
DB/CR: Specifies whether the transaction was a debit or a credit.
Routing: The ABA routing number (also called a transit number) for the checking account where the money will be either debited or credited.
Amount: The amount of the transaction.
Click All On Hold to place all transactions in the list on hold.
Click All Off Hold to remove the hold status from all transactions in the list.
Note: Note: You cannot place a transaction on hold if it is in an ACH batch.
Click Save to save any changes, then click OK in the confirmation message that notifies you of the number of records that changed.
When you are finished, click the Close button or [Image: screenshot] to exit the form and clear the ACH Lock.
You can remove holds on direct deposits in the system.
Note: The Delete button only displays when the On Hold Status is set to Yes.
To remove a hold from the system:
Set the On Hold Status to Yes, then select Find Journals. The list of journals on hold displays.
Select a journal that displays in the list.
Click Delete. A warning displays:
[Image: screenshot]
Related Topics
Processing ACH for External Payroll
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_Hold_Management_Internal.htm
Path: PD/ACH/Admin/ACH_Hold_Management_Internal.htm
Use the ACH Hold Management form to place direct deposits for internal payroll on hold before sending them to the bank, or to release direct deposits from hold so they can then be sent to the bank.
After selecting the filter settings and then selecting Find Journals, the form displays direct deposits that are already on hold, not on hold, or both, according to the selected filter settings. You can also filter your view to debit or credit transactions only, or filter to view records for a specific client, bank ID, batch, pay date, or employee.
On Hold Status: Select the status you want to view from the drop-down (Yes, No, Both). The default is Yes.
Pay Date: Select a date to see transactions from that pay day.
Company: Select one internal client to see transactions associated with that client.
Employee ID: Enter an employee’s ID to see transactions associated with person.
Bank Account: Select a bank account ID/name to see transactions originating from that financial institution.
Debit/Credit: Select which transactions you want to see from the drop-down (Debit, Credit, Both).
Payroll Batch: Select a payroll batch ID to see transactions from that payroll.
The list populates with transactions that match your filter settings, displaying the following information:
Hold: The hold status for the transaction. If selected, the transaction is on hold.
Journal ID: The ACH journal for the transaction.
Bank Account: The bank account ID where the money will be either debited or credited.
Type: The account type (checking or savings).
Company: The client ID associated with the transaction.
Payroll: The payroll ID for the payroll that included the transaction.
Pay Date: The date of the payroll that included the transaction.
Employee ID: The employee ID, if any.
Name: The employee name, if any.
DB/CR: Specifies whether the transaction was a debit or a credit.
Routing: The ABA routing number (also called a transit number) for the checking account where the money will be either debited or credited.
Amount: The amount of the transaction.
Click All On Hold to place all transactions in the list on hold.
Click All Off Hold to remove the hold status from all transactions in the list.
Note: Note: You cannot place a journal on hold if it is in an ACH batch.
Click Save to save any changes, then click OK in the confirmation message that notifies you of the number of records that changed.
When you are finished, click the Close button or [Image: screenshot] to exit the form and clear the ACH Lock.
You can remove holds on direct deposits in the system.
Note: The Delete button only displays when the On Hold Status is set to Yes.
To remove a hold from the system:
Set the On Hold Status to Yes, then select Find Journals. The list of journals on hold displays.
Select a journal that displays in the list.
Click Delete. A warning displays:
[Image: screenshot]
Related Topics
Processing ACH for Internal Payroll
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/ACH_Journal_Edit_and_Entry.htm
Path: PD/ACH/Admin/ACH_Journal_Edit_and_Entry.htm
Use the ACH Journal Edit/Entry form to enter a new ACH journal or modify or delete an existing ACH journal.
[Image: screenshot]
To enter a new ACH journal or modify an existing ACH journal:
Enter a Journal ID if you want to modify an existing ACH journal. The ACH journal information populates the form.
Click Create New Journal if you want to create a new ACH journal.
Note: After entering or selecting the Employee ID, if you try to change it a message displays, “Please cancel and start new entry to change Employee.” Click Cancel and re-enter the ACH journal information.
Enter the Effective Date for the journal, which is the date the account should be debited or credited.
Enter the ID of the payroll Checking Account where the debited funds will be deposited or the credited funds withdrawn.
From the Debit/Credit drop-down, indicate whether the journal is debit or credit:
Debit: The transaction will draw funds from the client or employee’s account.
Credit: The transaction will deposit funds into the client or employee’s account.
Enter the Amount to debit or credit. To create a prenote transaction, enter 0.
From the Checking/Savings/HSA drop-down, indicate the receiver’s account type:
Checking
Savings
Employee HSA to Savings or Employee HSA to Checking, depending on whether the employee’s direct deposit accounts are set to Savings or Checking, respectively
Company HSA to Savings or Company HSA to Checking, depending on whether the employee’s direct deposit accounts are set to Savings or Checking, respectively
After selecting one of these options, the system automatically populates the account information and the account type.
Note: The HSA options only display in the Checking/Savings/HSA field if the selected employee has HSA set up in their Deposit information on the Employee Details form.
After making a selection, if you’re doing a client-only transaction the Default Checking Account Transit and Account Numbers panel displays.
[Image: screenshot]
Note: This panel also displays for employee transactions, but only if the employee does not have direct deposit setup in the system.
ID of the account in the From Checking Account field
Client ID in the From Company field
Client location in the From Location field
The default ABA Transit Number and the DFI Account Number populate for the value that you entered.
If the selected employee or client has a checking or savings account, the system automatically populates that account number in the Transit Number and DFI Account Number fields.
If the ACH journal pays an invoice, enter the Invoice Number.
Select ACH on Hold if you want to place the journal on hold.
Note: Note the following when working with journals on hold:
If you place one or more journals from a reopened batch on hold, the system removes those journals from the original ACH batch and places them in a new batch.
Any consolidation of amounts with other journals in the original batch will be undone.
If you choose to remove the journals from hold and process the new batch, the system does not apply a duplicate payment to the client invoice. (The system assumes that the invoice was updated when the first ACH file was built, but for some reason the funds were not actually received.)
Important! It is the user’s responsibility to ensure that the system did not process a debit or credit in the original file before reopening an ACH batch and building a new file with any of the original journals. Any duplicates that were already paid in the original file will be paid again.
Select Suppress Cash Accounting if you want to suppress generating the accounting journal for this transaction.
You can enter Change Comments as needed if you are modifying an existing ACH journal.
Click Save.
Note: Before saving a new ACH journal, if you defined a Miscellaneous Item of ACHSUSP (ACH On Hold/Charge Suspense account) on the G/L Setup form, you must define a G/L account associated with that item. Otherwise, the system displays the following error message when you try to save the journal, “The ACH Suspense Account must be defined at System / Change / G/L Setup to save this record.”
To view audit logs:
Enter or select the Company ID.
Enter or select the Journal.
Select Audit Logs. The File Audit form displays.
Note: The Audit Logs link does not display if you do not have access to the File Audit form. To gain access, you must manually add this form to your user role.
To delete an existing ACH journal:
Select the Company, then select the Journal for deletion. The journal’s information displays.
Click Delete. A warning displays:
[Image: screenshot]
Select Yes to permanently erase the record from the system.
Click Close. The system releases the ACH lock.
Related Topic
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Adjust%20Client%20ACH%20Bill%20Day.htm
Path: PD/ACH/Admin/Adjust Client ACH Bill Day.htm
Use this form to change the day of the ACH for client billing. This ACH day is used when the ACH files are generated.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under Operations|Change, click Adjust Client ACH Bill Day.
To adjust the ACH bill day for a client, complete the following:
Under Client ID, enter the Client ID of the client whose ACH bill day needs to be adjusted.
Under Number of Days to Adjust ACH Transactions by, enter the number of days (which may be negative) by which to adjust the processing of the ACH. Please note that this will only avoid weekends, but not bank holidays.
Click Save to save the changes.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Changing_ACH_Billing_Day.htm
Path: PD/ACH/Admin/Changing_ACH_Billing_Day.htm
This setting allows your organization to adjust the pay date for employees ACH pay dates that differ from the pay date of the payroll batch if it falls on a holiday or a weekend. Access this feature by selecting Client > Client|Change > Client Details and then click the Payroll tab.
See “Setting Alternate Pay Dates” in the Client Administration User Guide for more information.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Completed_ACH_Transx_External.htm
Path: PD/ACH/Admin/Completed_ACH_Transx_External.htm
Viewing and rebuilding files for an external payroll ACH batch involves two forms:
Completed ACH Transactions: View a summary of completed ACH batches.
ACH Batch Control History: Reprint reports or reopen an external payroll ACH batch to rebuild the file.
By default, the ACH Originator ID field displays All and the list includes all completed batches. You can enter an ACH Originator ID and then click Refresh to see only the completed batches that have been posted for the specified ACH originator.
You can filter the list by dates; the default Start Date is one week before the current date, and the End Date is the current date. Enter different dates and then click Refresh to see only the completed batches posted during that date range. For example:
[Image: screenshot]
Note: You can select multiple ACH transactions by selecting the ACH Batch ID checkboxes.
The ACH Batch Control History form summarizes the transactions included in the posted batch.
There is at least one file; there may be more depending on the format and the transactions. Send all files to your financial institution.
Note: The Build Review Reports button is disabled for completed ACH transactions. (This button is still enabled for any ACH batch that is not completed, including reopened batches.) Instead, you can use ACH reports in the Report Center for these transactions.
One of the following messages displays when you click this button for completed transactions, depending on the form you are accessing:
ACH Batch Control History form: When you click Build Review Reports for a completed ACH batch the following message displays, “ACH reporting for completed ACH batches is now available in Report Center.”
ACH Batch Control form: After creating the ACH file, when you click Build Review Reports for a completed ACH batch the following message displays, “Build Review already completed, you can access the reports by clicking the links on the screen.”
In place of this disabled functionality, you can use the following ACH reports in the Report Center for completed ACH transactions:
ACH File Cash Receipt Audit: Includes details of ACH cash receipt transactions. (Data from ACH history.)
ACH History: Includes detail and summary views of the ACH File History (see pivot). Now includes columns for Child Support and Garnishment Deposits. (Data from ACH history.)
ACH Reconciliation Net: Includes net ACH amounts for payroll invoices, child support, and electronic garnishments. (Data from ACH history.)
ACH Resubmission by Transmit Date: Includes details of ACH resubmission transactions. (Data from ACH history.)
Note: See the Report Center documentation for information on how to build report views.
After processing multiple ACH files, you can download the created bank files by selecting at least one ACH Batch ID checkbox to display Download File. For example:
[Image: screenshot]
Select the checkboxes and click Download File. A message displays, “Download ACH Files?” Click Yes to download the files. A new window opens displaying the downloaded ACH files in a .zip file, which you can open and save to another location.
Note: You can use this method in case the system did not automatically download the files to the SFTP server.
Related Topics
Processing ACH for External Payroll
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Completed_ACH_Transx_Internal.htm
Path: PD/ACH/Admin/Completed_ACH_Transx_Internal.htm
Viewing and rebuilding files for an internal payroll ACH batch involves two forms:
Completed ACH Transactions: View a summary of completed ACH batches.
ACH Batch Control History: Reprint reports or reopen an internal payroll ACH batch to rebuild the file.
By default, the ACH Originator ID field displays All and the list includes all completed batches. You can enter an ACH Originator ID and then click Refresh to see only the completed batches that have been posted for the specified ACH originator.
You can filter the list by dates; the default Start Date is one week before the current date, and the End Date is the current date. Enter different dates and then click Refresh to see only the completed batches posted during that date range. For example:
[Image: screenshot]
Note: You can select multiple ACH transactions by selecting the ACH Batch ID checkboxes.
The ACH Batch Control History form summarizes the transactions included in the posted batch. For example:
[Image: screenshot]
There is at least one file; there may be more depending on the format and the transactions. Send all files to your financial institution.
Note: The Build Review Reports button is disabled for completed ACH transactions. (This button is still enabled for any ACH batch that is not completed, including reopened batches.) Instead, you can use ACH reports in the Report Center for these transactions.
One of the following messages displays when you click this button for completed transactions, depending on the form you are accessing:
| Options | Description |
|---|---|
| Build Detail Report | Displays the ACH File Detail Report. |
| Cash Receipt Details Report | Displays the ACH File Cash Receipt Detail Report. |
| Build Summary Report | Displays the ACH File Build Hash Total Report. |
Note: These are the same reports that the system creates when you complete the ACH process for the first time, which display in the ACH Batch Control form by selecting Build Review Reports.
In place of this disabled functionality, you can use the following ACH reports in the Report Center for completed ACH transactions:
ACH File Cash Receipt Audit: Includes details of ACH cash receipt transactions. (Data from ACH history.)
ACH History: Includes detail and summary views of the ACH File History (see pivot). Now includes columns for Child Support and Garnishment Deposits. (Data from ACH history.)
ACH Reconciliation Net: Includes net ACH amounts for payroll invoices, child support, and electronic garnishments. (Data from ACH history.)
ACH Resubmission by Transmit Date: Includes details of ACH resubmission transactions. (Data from ACH history.)
Note: See the Report Center documentation for information on how to build report views.
After processing multiple ACH files, you can download the created bank files by selecting at least one ACH Batch ID checkbox to display Download File. For example:
[Image: screenshot]
Select the checkboxes and click Download File. A message displays, “Download ACH Files?” Click Yes to download the files. A new window opens displaying the downloaded ACH files in a .zip file, which you can open and save to another location.
Note: You can use this method in case the system did not automatically download the files to the SFTP server.
Related Topics
Processing ACH for Internal Payroll
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Direct%20Deposit%20Form%20Settings.htm
Path: PD/ACH/Admin/Direct Deposit Form Settings.htm
Use this form to specify the maximum number of bank accounts that can be set up for an employee.
Note: Note: This form does not use Client Access Group Security.
To access the form, click the Back Office menu. Under System|Change, click Direct Deposit Form Settings.
To set up the Direct Deposit form:
| Field | Description |
|---|---|
| Direct Deposit Form Settings | |
| Maximum Number of Bank Accounts Allowed | Enter the maximum number of bank accounts to be set up for an employee. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/PreACH_Maintenance_for_Pay_Groups.htm
Path:
PD/ACH/Admin/PreACH_Maintenance_for_Pay_Groups.htm
Use the Pre-ACH Maintenance panel of the Pay Groups form to set up client pre‑ACH processing for that pay group.
[Image: Pre-ACH Maintenance panel]
To set up Pre-ACH Maintenance for client pay groups:
In PrismHR, open the Pay Groups form (found in the Payroll menu under Payroll|Change).
Make sure that the correct client is selected. If not, click the client name at the top of the form and then select the correct client.
Enter the Pay Group code. The form populates with the information for that pay group.
Expand the Pre‑ACH Maintenance panel.
If appropriate, select the number of Pre‑ACH Days. The system sends a pre‑ACH file ahead of the regular ACH file by the number of days selected. This number must be less than the cycle length for the feature to work correctly.
If your organization is not using pre‑ACH processing for this pay group, you must set this field to ‑‑Select‑‑.
| Pre-ACH Amount Type | Details |
|---|---|
| Average | Use the pre‑ACH invoice fields to specify an average for up to five invoices. You can enter any information in the Pre‑ACH Invoice Number and Pre‑ACH Invoice Amount columns, because the system does not verify it. For example, if you are setting up a pre‑ACH prenote on the client for the first time and plan to use five invoices for the average that will typically be around $10,000, you can enter five “starter” invoices using any invoice number (for example, START1, START2, START3, and so on) and enter $10,000 for each. When the system processes a real payroll, it drops the first starter invoice from the list and inserts a real invoice at the end. After the first five payrolls, all the starter invoices are no longer on the list. The system sends pre‑ACH prenotes using the average of the invoices in the list. After five payrolls, the average will be based on actual data. - The system lists each Pre‑ACH Invoice Number in the chain for seeking the current average to pre‑ACH. You can enter different invoice numbers. - The Pre‑ACH Invoice Amount is each invoice’s contribution amount. You can enter a different amount to force a new average. The Current Average displays below the table. |
For each pay group, the daily Pre-ACH program compares the in-progress batch number with the batch number entered in this field. If these are identical, the system skips the in-progress batch for Pre-ACH processing. When you enter the ID of a previously completed batch, you indicate that PrismHR needs to process the in-progress batch for Pre-ACH. The system will evaluate the in-progress batch for processing, create the appropriate ACH entries, and automatically update this field with the in-progress batch number. This prevents double entries from occurring.
Note: Note: In the case where Pre-ACH entries were already created for a batch, but this batch was later deleted and re-created (therefore giving it a new batch number), you must manually update this field with the new batch number. For example, assume a Pre‑ACH prenote was sent for batch 202202, but for some reason you decided to delete that batch and create the next regular payroll batch to replace it. If the system assigns number 202205 to the new batch, you must change the value in the Pre-ACH Batch Number field from 202202 to 202205. This ensures that PrismHR does not re-transmit the Pre-ACH entry.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Register%20Rebuild%20History.htm
Path: PD/ACH/Admin/Register Rebuild History.htm
Use this form to generate a Register Rebuild Log showing the tax register rebuild logs every time the company tax register was rebuilt. You cannot find this form using normal search as this form is built into the Register Rebuilds form.
Note: Note: Client Access Group Security is enabled on this form.
To access this form, click the Back Office menu. Under Operations|Action, click Register Rebuilds. On Register Rebuilds, click History Report button to open the Register Rebuild History form.
To view the company tax register rebuild history report:
Field — Description
Client ID — This field is optional. You can enter the client ID or click the Client ID link to select one from the Select Client dialog box. Leave this field blank to select all clients.
Year — Defaults to the current year. Select the year for which you want to run this report from the drop-down.
Click Run to run the report. The Register Rebuild Log opens on the screen.
The Register Rebuild Log has the following columns:
Company ID
Client Name
Year
Register Rebuild Date
Register Rebuild Time
Register Rebuild User
Register Rebuild Reason
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Admin/Resubmit_an_ACH_Item.htm
Path: PD/ACH/Admin/Resubmit_an_ACH_Item.htm
Use the Resubmit an ACH Item form to resubmit an individual ACH transaction within an ACH file.
For example, you might need to do this if the account number for the employee was incorrect and the receiving financial institution accepted all of the other transactions in the file but not that one. (You can often prevent this issue by going through the prenote process.)
[Image: screenshot]
To resubmit an individual ACH transaction within an ACH file, do the following:
Note: Note: The Employee ID or Client ID, Original Transmit Date, ACH transaction Amount, and New Amount fields are read-only.
Enter the ID of the payroll Checking Account from which the credited funds will be drawn or to which the debited funds will be deposited.
From the Debit/Credit drop-down, indicate whether the transaction is debit or credit:
Debit: The transaction will draw funds from the client or employee’s account.
Credit: The transaction will deposit funds into the client or employee’s account.
Enter ABA Transit Number of the receiver’s bank or other financial institution.
Enter the DFI Account Number of the receiver’s bank or other financial institution.
From the Checking/Savings drop-down, indicate whether the receiver’s account is a checking or savings account.
If the transaction pays an invoice, enter the Invoice No.
If applicable, enter the Add On Fee for the transaction.
Enter the New Transmit Date on which the ACH will be transmitted. It must be a date in the future.
Click Resubmit to resubmit the ACH item with changes. You can also click Cancel to close the ACH item without submitting changes.
Related Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_ACH_Network.htm
Path: PD/ACH/FrontMatter/ACH_UG_ACH_Network.htm
The Automated Clearing House (ACH) Network is a nationwide system that uses electronic payments exclusively, rather than physical checks or forms. The electronic transactions are passed between financial institutions, corporations, and consumers throughout the country.
The following illustration is based on a figure published by the National Automated Clearing House Association (NACHA), that explains the basic transaction flow within the ACH network.
[Image: screenshot]
To make the illustration about ACH participants more specific:
These include payroll transactions and commercial transactions.
Originating Depository Financial Institution (ODFI) for each client (or your own bank).
In PrismHR, the ODFIs to which you send the ACH files are known as “ACH originators,” which is a simpler way to describe them—even though, technically speaking, your organization is the originator.
There may actually be two ACH operators involved—one for the ODFI, one for the RDFI (Receiving Depository Financial Institution)—if both institutions do not use the same operator.
The ACH operator sends the ACH transactions to the appropriate RDFI.
The RDFI transmits the ACH transactions to the receiving employees (for payroll direct deposits, usually) or companies (for commercial transactions).
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Chapter_Client_Setup.htm
Path:
PD/ACH/FrontMatter/ACH_UG_Chapter_Client_Setup.htm
After completing system-level setup, you can customize the ACH transaction information at the client level according to each client’s accounts and requirements. You can also maintain employee direct deposit information.
When your organization signs a new client, when they hire a new employee, or when there is any financial institution change, you would define and administer the proper bank account and ACH processing information.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Chapter_File_Tasks.htm
Path: PD/ACH/FrontMatter/ACH_UG_Chapter_File_Tasks.htm
ACH file tasks involve building the ACH file and sending it to your ACH originators. They can also include any review or maintenance you need to perform on the ACH files.
The features you use for processing ACH are found in the Back Office menu under Operations|Action. When a user opens a form, that feature is locked and no other users can access it until the user is finished. This prevents multiple users from processing the same files, which would result in erroneous duplicate ACH transactions. This locking feature is called “concurrency control”.
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Chapter_PreACH_Processing.htm
Path:
PD/ACH/FrontMatter/ACH_UG_Chapter_PreACH_Processing.htm
Pre-ACH processing allows your organization to send a file days before you run a payroll to ensure that all transactions can be fulfilled.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Chapter_System_Setup.htm
Path:
PD/ACH/FrontMatter/ACH_UG_Chapter_System_Setup.htm
Your organization can define ACH transaction information at the system level and then administer it individually at the client level, depending on their accounts and needs.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Intended_Audience.htm
Path: PD/ACH/FrontMatter/ACH_UG_Intended_Audience.htm
The contents are for users who are:
Involved in ACH processing
Familiar with the use of an internet browser
Note: Note: Unless you have permission to access system-level features, you cannot set global ACH information.
Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. You should also have general knowledge of ACH processing. Explaining industry-specific topics other than the use of this software product is outside the scope of this document.
This document does not cover the specifics of transmitting your ACH files to financial institutions. Your organization and the financial institution should have an established procedure for this.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Intro.htm
Path: PD/ACH/FrontMatter/ACH_UG_Intro.htm
The ACH online help explains the functions and features of ACH processing in PrismHR.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/ACH_UG_Processing.htm
Path: PD/ACH/FrontMatter/ACH_UG_Processing.htm
PrismHR can create the ACH files you must send to various financial institutions. A simplified version of the ACH process in PrismHR is illustrated below.
[Image: screenshot]
To make the illustration about ACH participants more specific:
PrismHR processes your payroll and writes records to a repository known as the ACH Journal.
You periodically (once a day or perhaps more often) “build” your ACH, which creates a file according to the ACH rules set forth by the National Automated Clearing House Association (NACHA).
In addition, when you build your ACH, PrismHR also creates reports and backs up the ACH Journal and the NACHA directory. The replicas are the ACH History and NACHA Archive, respectively.
When PrismHR builds the “NACHA file”, it automatically clears out the records from the ACH Journal.
The NACHA file is the file you send to one or more financial institutions, known as ACH originators.
If, for whatever reason, you need to resubmit an ACH transaction, PrismHR uses the ACH History to create a resubmittal file you must edit before you build your ACH.
Specific information concerning NACHA formats, records and files are beyond the scope of this guide.
For more information about NACHA’s ACH record format specifications, please refer to the latest ACH Rules, one of the documents published by NACHA.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/External_Payrolls.htm
Path: PD/ACH/FrontMatter/External_Payrolls.htm
External payrolls are for the clients managed by your organization.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/Internal_Payrolls.htm
Path: PD/ACH/FrontMatter/Internal_Payrolls.htm
Internal payrolls are typically for a “client” that is used for your organization’s employees. Internal clients are maintained in System Parameters; see Setting Miscellaneous Parameters.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/Overview_PreNote_Process.htm
Path: PD/ACH/FrontMatter/Overview_PreNote_Process.htm
Typically, you use pre-ACH processing to protect your organization from unacceptable situations with high-risk clients. You transmit a prenote—a non-dollar entry to alert the receiving bank that an ACH transaction is forthcoming—that allows you to verify that there are no problems with the forthcoming transaction, or resolve any issues that might be revealed by the pre-ACH process. This assures that your organization does not lose money on transactions that would not be fulfilled by a client.
The system sends the pre-ACH file a number of days (usually 5–7) ahead of the regular ACH file. The amount you transmit in the pre-ACH can be equal to either:
An arbitrary figure, or
The average of the last n regular payrolls run (for example, the average of the last 5 regular payrolls).
The system uses the pre-ACH amount to “settle out” on the invoice. For example:
The average of the last five invoices for a client is $1120.50. Your organization processes regular payroll runs on Thursday for Friday pay days.
You elect to perform pre-ACH processing five days before the payroll runs, therefore, you transmit a pre‑ACH on Mondays.
When you process the actual payroll on Thursday, for Friday’s pay date, the system then “settles” the balance. If the client’s actual payroll is $1100.00, the system sends them a $22.50 credit. If it is more, the system sends an ACH charge to them for the balance due.
Essentially, the pre-ACH processing allows your client companies to have a “floating deposit” of their average payroll, which is always in transit. However, they get to use that floating deposit each week.
As part of the process, your accounting department must ensure any pre‑ACH that does not clear (or “bounces”) is marked immediately. After they check the bank’s list of bounces each morning, the accounting department must then:
Handle any “bounced” ACH accounts.
Set the value of the Payroll Processing Through Date field to reflect that the accounting department has handled/entered all of the bounced ACH files received from the bank that day.
See Locking the Payroll Processing Through Date.
After the accounting department sets the Payroll Processing Through Date field, you can process or post any pre‑ACH prenote.
PrismHR runs the pre-ACH process once a day, the first time a user opens the ACH Processing or the ACH Processing (Internal Payroll) form. While this process runs, users will typically see a message that reads “Please wait - processing Pre-ACH.”
The pre-ACH process will not run again on the same day unless a user sets up pre‑ACH on a pay group that did not have it before. The system will run it again the next time a user opens one of the forms. The system will not duplicate any transactions if it runs the process more than once in a day; it only creates new transactions.
You would not want to send a pre-ACH on Monday when the payroll department is likely to complete the payroll processing on Tuesday for the Friday pay day. If the pre-ACH processing exposes on Wednesday that the transaction will not be properly fulfilled, it is too late to recover from that.
If the financial institution is delayed in notifying you of an upcoming problem identified by the pre‑ACH process, you run the risk of processing a payroll that will ultimately bounce. In such cases, you will have only collected (or refunded) the difference from what you thought you were getting in the pre‑ACH run.
If you administer the process carefully, however, you can limit your risk, especially where ACH bounces are predictable at two days or fewer.
Your organization must decide when each pay group should use pre-ACH processing. The process is a rule based on pay groups, not clients. You must select the One Payroll/Pay Group option in the Client Details Payroll tab so that the system correctly assigns the credits for pre-ACH processing. (Selecting this option ensures that PrismHR always processes weekly and biweekly payrolls separately, even on weeks where they pay on the same day.)
If your organization decides to implement the pre-ACH processing feature for the first time, you should begin slowly to ensure that it behaves as desired.
This figure illustrates the flow of pre-ACH processing.
[Image: ACH flowchat, showing how the Journal relates to manual prenotes, builds, NACHA files, ACH.HISTORY, and NACHA.ARCHIVE]
Related Topics
Client Details Controlling Client Payroll Processing
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/FrontMatter/Provisions_for_ACH_Processing.htm
Path:
PD/ACH/FrontMatter/Provisions_for_ACH_Processing.htm
The ACH processing in PrismHR requires that your organization be set up to use ACH originators and consolidated ACH processing.
Note: Note: Non-consolidated ACH will not be supported in the near future.
The ACH processes bypass the normal security filters. Any user who has access to the external or internal ACH processes must be someone who can have access to all relevant clients and employees. (External processing is for your organization’s clients while internal processing is for your organization’s employees.) Some forms expose pay amounts, therefore you must only grant access to the ACH features in user roles for users who ought to be allowed to see them.
Access to processing for internal payrolls is separate from processing for external payrolls, and user access to each feature is controlled separately.
Only one user at a time can access the ACH processing options. This ensures that data is not accidentally duplicated.
Service Providers with access to System|Change|User Roles can only be assigned Full or Deny access options for the following ACH Processing forms:
| Process ID | Form Name |
|---|---|
| ACH.HISTORY*RETRANSMIT.ENTRY | Resubmit an ACH Item |
| ACH.JOURNAL*EDIT | ACH Journal Edit |
| ACH.JOURNAL*HOLD.REVIEW | ACH Hold Management (External Payroll) |
| ACH.JOURNAL*INTERNAL.HOLD.REVIEW | ACH Hold Management (Internal Payroll) |
| ACH.ORIGINATORS*EXTERNAL.ACH.BUILD.START | Pending ACH Transactions (External Payroll) |
| ACH.ORIGINATORS*EXTERNAL.ACH.START.FORM | ACH Processing External Payroll |
| ACH.ORIGINATORS*INTERNAL.ACH.BUILD.ENTRY | Pending ACH Transactions |
| ACH.ORIGINATORS*INTERNAL.ACH.BUILD.START | Pending ACH Transactions (Internal Payroll) |
| ACH.ORIGINATORS*INTERNAL.ACH.START.FORM | ACH Processing (Internal Payroll) |
| ACH.ORIGINATORS*INTERNAL.POSTED.ACH.INQUIRY | Completed ACH Transactions (Internal Payroll) |
| ACH.ORIGINATORS*POSTED.ACH.INQUIRY | Completed ACH Transactions (External Payroll) |
Note: Note: Service Providers cannot be assigned the Inquiry access option for the ACH Processing forms listed above.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Reference/ACH_Lock_Errors_PHR.htm
Path: PD/ACH/Reference/ACH_Lock_Errors_PHR.htm
There are two possible error messages that can prevent a user from running an ACH process in PrismHR due to the processes being locked.
ACH is locked by {user’s name} at a different session. Locked on {date} at {time} Continue?
This error occurs when a user is disconnected while running an ACH process and attempts to continue after logging back in.
It also displays if the user is logged into two or more different sessions (such as having PrismHR open in two windows or tabs at the same time) and they attempt to run any of the ACH processes in both of them.
Solution: The user can regain control of the ACH processes by clicking Yes.
If the user had only one session open, they can continue with the ACH process they wanted to run.
If the user had more than one session open, they can continue in the active session and they will lose control of the ACH process in any other sessions.
ACH is locked by {user’s name} Locked on {date} at {time}
This error occurs when another user is (or was) running one of the ACH processes.
Solution:
Make sure that the user named in the error message is not actually engaged in an ACH process or working in any ACH menu option. If they are, do nothing.
Note: Note: If they were disconnected while running one of the processes and did not attempt to continue where they left off, then it is safe to clear the lock.
If they are not working in an ACH process:
Open ACH Clear Lock (found in the Back Office menu under Operations|Change). If you do not have access to ACH Clear Lock, work with another user at your organization who does.
Click Clear Lock.
Click Yes to confirm that you want to clear the lock.
Click OK.
See also Clearing the Lock on ACH Processing Features.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Setup/ACH_Originators_for_Consolidated.htm
Path: PD/ACH/Setup/ACH_Originators_for_Consolidated.htm
An ACH originator is a financial institution to which a client sends ACH files. The financial institution becomes the “originating DFI” by submitting the transactions to the ACH network. If you process ACH transactions for clients, each client can have a different financial institution. Use the ACH Originators form to maintain records for each institution.
Use the ACH Originators panel to maintain the financial institution information.
To maintain financial institution information, do the following:
Go to the ACH Originators form on the System|Change menu.
Complete the following fields in the ACH Originators panel:
Field — Description
Processor ID — Enter a Processor ID for the financial institution. The PrismHR Customer Support Team recommends that you use easy-to-remember abbreviations for the processor IDs.
Processing Bank ID — Enter the Processing Bank ID, which is the bank-assigned number that identifies your service bank as the destination of the ACH input files. In line 101, it occupies 10 characters, beginning at position 4.
Processing Bank Name — Enter the Processing Bank Name that processes the ACH file on behalf of your organization. This is the originating depository financial institution (ODFI).
Processing Company ID — Enter the Processing Company ID of the originating company that sends ACH files to the bank. Typically, this is the taxpayer ID of the entity sending the files to the bank.
Processing Company Name — Enter the Processing Company Name of the organization that sends ACH files to the originating bank. Typically, this is the employer’s name.
Customer Data Sender ID — Enter the Customer Data Sender ID.
Reference Code — Enter an optional Reference Code that describes the input file for internal accounting purposes. The system uses this in positions 87 through 94 of the file header record. Note: If the Trace Number Prefix field is left blank, PrismHR uses the first eight (8) digits of the originating bank’s ID.
Trace Number Prefix — Enter the Trace Number Prefix, which is the first eight characters of the trace number that the system will enter in positions 80 through 94 in the entry detail record. (If you leave this field blank, the system uses the first eight digits of the originating bank ID.)
Header Trace Number — Enter the eight-character custom number to automatically include it in positions 80-87 of both the Company/Batch Header and Company/Batch Control records within the NACHA file. (This number meets the specific formatting requirements of certain financial institutions, such as credit unions.)
ACH File Options — Select the ACH File Options to use.
Insert End-of-Transmission Character — Select Insert End-of-Transmission Character to include the end-of-transmission character at the end of the ACH deposit file.
End-of-Transmission ASCII Character — If you have chosen to insert an end-of-transmission character, select the End-of-Transmission ASCII Character to use.
Note: Note: When users process consolidated ACH files, they will name the file and choose the location on their system where they want to save it.
If you enter an override file name here, the system always uses that file name when writing to the NACHA directory. Users will overwrite files with the same name.
To override the ACH naming convention enter the base name of the files transferred to your PC in the PC File Name field, where the first character must be alpha. (The date and “.txt” extension are included in the downloaded filename.) For example, using PHOTO1 as the base name could display the downloaded filename as PHOTO120200101.txt.
Indicate the format used for the Child Support EFT Addenda Format. The default is Fixed and you can choose to set it to Variable.
Enter the number of business Days Into Future for ACH Selection. The system selects ACH transactions to submit to the ACH originator. This overrides the global setting in System Parameters; if you enter a negative number, the system holds the ACH until after its expected due date, which you can use to hold garnishments.
Select Separate Child Support Batches by Company to separate child support batches by client.
Select Separate ACH Batches For Debits/Credits to create separate payroll ACH batches within the file for credit and debit transactions. This applies only when you are separating child support batches by company.
If you use Cachet or Wells Fargo, or want to process a Reverse Wire Transfer for ACH processing, select the appropriate Third Party Format.
Note: Note the following:
If you select Cachet or Wells Fargo, a panel displays at the bottom of the form (see the following sections for the relevant information).
If you select Reverse Wire Transfer, the following warning displays:
[Image: screenshot]
Click OK to continue, then perform the tasks listed in the warning (see the “Setting Up Reverse Wire Transfer Format” section, below).
If required, enter the header and footer records unique to the ACH originator, if required. The system appends these to the start and end of each file, respectively.
[Image: screenshot]
Enter the ACH File Header Record for each line in the file header.
Enter the ACH File Footer Record for each line in the file footer.
If you selected Cachet for the Third Party Format, complete the fields in the Cachet panel.
[Image: screenshot]
Complete the following information:
Note: Note: Cachet prefers the net collection method, so typically you would select this option. If needed, contact the PrismHR Customer Support Team to verify.
Select Generate Cachet Net Collection Funding to use the net collection funding method.
Enter the Net Collection Bank Account to which to post net fund debits. The offset account on this bank account should be the one to which to credit funds.
Enter the number of days prior to any pay date that a funding transaction should take place in the Cachet Funding Transaction Days Prior to Pay Date field.
Select Suppress Child Support EFT from Funding Debit Amount if your organization does not use Cachet to process child support transactions.
Enter the Cachet File Name Prefix for the transaction file sent to Cachet.
To override the days prior to pay date for one or more clients:
| b. | Enter the number of days for the client in the Override Days Prior Pay Date field. |
|---|
If you selected Wells Fargo for the Third Party Format, complete the fields in the Wells Fargo panel.
[Image: screenshot]
Complete the following information:
Enter the Wells Fargo Control No assigned by Wells Fargo Bank.
Enter the CEO Company ID assigned by Wells Fargo Bank.
Related Topics
Setting Up ACH Parameters for Bank Accounts
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Setup/ACH_Parameters_for_Bank_Account.htm
Path: PD/ACH/Setup/ACH_Parameters_for_Bank_Account.htm
An ACH parameter is a piece of information that is included in an ACH transaction. To set up the ACH parameters for a bank account, you first need to open the Bank Accounts form (found in the Back Office menu under System|Change) and then enter the Account ID.
The fields that are available in the ACH Setup panel depend on whether your organization is using consolidated or company ACH file processing (set in System Parameters). Refer to the instructions that match the setup in your system.
When Consolidated ACH File Processing Used in System Parameters is set to Yes, the ACH Setup panel displays as shown below.
[Image: screenshot]
Enter or select the ACH Processor ID. See Using ACH Originators to learn about creating ACH processors.
Enter the Company Name (Batch Header), which is the name of the client who owns this checking account. This name appears in positions 5–20 of the Company Batch Header Record.
Enter the Company Identification# (Batch Header), which is the client identification number used only on the batch header. Typically, this consists of a 1 followed by the 9-digit EIN.
Enter the Company Identification# (CCD Batch Header), which is an optional client identification number used on the CCD batch header. Typically, you enter a value only when advised to do so by your financial institution.
Enter the Company Identification# (PPD Batch Header), which is an optional client identification number used on the PPD batch header. Typically, you enter a value only when advised to do so by your financial institution.
Enter the Company Identification# (Offset), which is an identification number used on the offset detail form when this account is specified as an offset account.
If the service bank requires you to provide a different account number for offset transactions, enter the Immediate Destination Identification # (Offset).
Enter the Originating DFI Identification # assigned by the service bank. It is 8 characters and appears on the lines that begin with 52 and 82 in positions 80–87.
Enter the PC File Name, which is an optional field used as the base name of files transferred to your computer. The system also appends the date and .txt extension to the end of the name you indicate in this field.
Select Use Suspense Accounting if this bank account should use suspense accounting. When selected, ACH transactions are tracked in a “suspense” account and do not move to the cash account until the ACH batch file is created. That allows users to easily reconcile account balances based on transactions processed by the bank. See Suspense Accounts.
Do not select Process As Wire (only for special File Formats) unless directed to do so by a PrismHR Customer Support Team representative. It is only for custom-designed file formats.
The Company setting uses ACH originators and generates consolidated ACH files sorted by company.
[Image: screenshot]
Enter or select the ACH Processor ID. See Using ACH Originators to learn about creating ACH processors.
Enter the Immediate Destination Identification # that identifies the service bank as the destination of ACH input files.
If the service bank requires you to provide a different account number for offset transactions, enter the Immediate Destination Identification # (Offset).
Enter the Immediate Origin Identification # assigned by the service bank. In the 101 record, this occupies the 10 characters beginning at position 14. If you use headers, this is typically the account number, and could be longer than 10 characters.
Enter the Company Identification# (Batch Header), which is the client identification number used only on the batch header. Typically, this consists of a 1 followed by the 9-digit EIN.
Enter the Company Identification# (CCD Batch Header), which is an optional client identification number used on the CCD batch header. Typically, you enter a value only when advised to do so by your financial institution.
Enter the Company Identification# (PPD Batch Header), which is an optional client identification number used on the PPD batch header. Typically, you enter a value only when advised to do so by your financial institution.
Enter the Company Identification# (Offset), which is an identification number used on the offset detail form when this account is specified as an offset account.
Enter the Company Name. This can be up to 16 alphanumeric characters, and appears in the 101 record starting at position 64.
Enter the Company Name (Batch Header), which is the name of the client who owns this checking account. This name appears in positions 5–20 of the Company Batch Header Record.
The Reference Code is optional; use it to refer to your input file for internal accounting purposes.
Enter the Trace Number Prefix, which is the first 8 digits of the Trace Number entered in positions 80–94 of the Entry Detail Record. If this field is blank, PrismHR populates it with zeroes.
Enter the Company Name (Batch Header), which is the name of the client who owns this checking account. This name appears in positions 5–20 of the Company Batch Header Record.
If required, enter the ACH File Header Record(s), which is unique to the financial institution. This information is placed at the beginning of the ASCII file.
Enter the full DOS File Path Name (Unix Host Only) to which to download the ACH files built for the checking account. Include the (backslash) at the end of the path name.
Enter the PC File Name, which is an optional field used as the base name of files transferred to your computer. The system also appends the date and .txt extension to the end of the name you indicate in this field.
Enter the NACHA Directory Override File Name (NT Host Only), which is the file name used instead of a standard file name when PrismHR writes to the NACHA directory.
If your organization uses a bank script to transfer your ACH file to a financial institution that requires the use of a certain file name. If you enter an override file name in this field, the system will always use that file name when writing to the NACHA directory.
This process assumes that there will not already be a file by the same name in the directory when writing to the directory. If it finds an existing file, the system displays a message that gives the user the choice of whether to overwrite the existing file.
Enter the destination ACH Bank Name used in the header record of the ACH file. If left blank, the system uses the Bank Name.
Select Suppress EOT Character to suppress appending the end-of-transmission character (Char(26)) at the end of the ACH deposit file.
Enter the Slash Replacement Character that PrismHR replaces with a slash when it builds the ACH file. For example, ^.
Select Use Suspense Accounting if this bank account should use suspense accounting. When selected, ACH transactions are tracked in a “suspense” account and do not move to the cash account until the ACH batch file is created. That allows users to easily reconcile account balances based on transactions processed by the bank. See Suspense Accounts.
Related Topics
Setting General System Parameters
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Setup/ACH_Settings_in_System_Params.htm
Path: PD/ACH/Setup/ACH_Settings_in_System_Params.htm
Settings in System Parameters control some ACH features for all clients.
PrismHR processes ACH information using the consolidated method, which sends one file for multiple checking accounts. This method works well for organizations that process payrolls with the client’s checking accounts.
Note: Note: The non-consolidated method is not supported in PrismHR.
To set the ACH processing method:
[Image: screenshot]
Yes: Use the consolidated method, which processes multiple checking accounts for one ACH originating bank. Your organization will process ACH using the features in PrismHR.
Company: Use the consolidated method with company batching, which processes multiple checking accounts for one ACH originating bank and sorts by client.
These settings control other basic ACH behaviors in PrismHR.
[Image: screenshot]
Enter the Maximum ACH Batch amount to process in a single ACH transaction batch. The system moves any amount in excess of this amount to the next batch in the file.
Enter the Minimum ACH Window, which is the minimum number of days required to process ACH transactions. Any payroll batch with an ACH transaction must be at least this many days in the future; if it is not, then the system will generate paychecks to print instead of ACH transactions.
Enter the ACH Billing Days Offset, which is number of days to offset ACH for invoicing. If the system should draft the ACH the day before the payroll, for example, enter -1 in this field.
Enter the number of Days Into Future for ACH Selection after which PrismHR selects ACH transactions to submit to the ACH originating bank.
Click Save.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Setup/Client_ACH_Setup_Information.htm
Path: PD/ACH/Setup/Client_ACH_Setup_Information.htm
Set up ACH information if the client pays by direct debit using the Electronic Billing panel Client Details.
To set up the ACH information for a client, open Client Details (found in the Client menu under Client|Change) and then select the Billing tab.
Note: Note: If it is not set to the client you need to edit, click the name near the top of the page and then select the correct client.
| Field | Description |
|---|---|
| ACH Status | Select a direct debit status: - Active: ACH is enabled for the client. Note: When you select Active, a warning displays stating that you must enter the client’s ABA/Routing Number, Account Number, and Account Type (see below). Click OK to continue, then proceed with entering the required information. - Inactive: ACH is not enabled for the client. - ACH by Location: The system uses ACH information from the Worksite Location records. Note: When you select ACH by Location, a warning displays stating that the Bill by Sort (see above) must be set to Location and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Worksite Location (see below). Click OK to continue, then proceed with entering the required information. - ACH by Division: The system uses ACH information from Division records. Note: When you select ACH by Division, a warning displays stating that the Bill by Sort (see above) must be set to Division and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Division (see below). Click OK to continue, then proceed with entering the required information. - Wire Transfer Client: After calculating payroll and reviewing reports, the processor must wait for the client to wire the money before proceeding with payroll. - Prenote: The client is in prenote (preauthorization) status for the account. The effects of the ACH options are further controlled by other settings on the Control tab in the Client Details form. Specifically: ACH Hold Threshold; After Post, Pre Mail Hold; and After Post, Pre Mail Threshold. (For details about these settings, see Setting Client Control Parameters.) |
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/ACH/Setup/Employee_Direct_Deposit_Setup.htm
Path: PD/ACH/Setup/Employee_Direct_Deposit_Setup.htm
Employee direct deposit information can be set up during their onboarding process, through EP, or another employee self-service tool. You can also maintain the direct deposit information for an employee using Employee Details.
To maintain the direct deposit information for an employee, open Employee Details (found in the HR menu under HR|Change), enter the Employee ID, and then select the Deposit tab.
You can set the status for all direct deposits using the Status panel.
To set direct deposit status:
From HR|Change, select Employee Details. The Employee Details form displays.
Enter or select an Employee.
Select the Deposit tab.
Complete the following fields in the Status panel:
| Field | Description |
|---|---|
| Deposit Status | Select the Deposit Status: - If the status is Active, PrismHR generates an ACH entry for the voucher. - If the status is Inactive, PrismHR produces a pay check during payroll processing for the net amount of the pay voucher. Note: If an employee is terminated and the If ACH, Turn Off ACH? field is enabled on the Employee Termination form, all records for the employee’s direct deposit become inactive. |
You can maintain the accounts where direct deposits are made using the Direct Deposit Information panel.
To maintain the accounts for direct deposits:
| Field | Description |
|---|---|
| Type | Select the bank account Type for the deposit transaction: - Checking: A checking account. - Savings: A savings account. - EE HSA to Checking: Employee’s HSA contribution to checking account. - Co HSA to Checking: Company’s HSA contribution to checking account. - EE HSA to Savings: Employee’s HSA contribution to savings account. - Co HSA to Savings: Company’s HSA contribution to savings account. - Payroll Deduction: Routes payroll deduction amounts via ACH to a designated account. Note: The Payroll Deduction type is only available for service providers. - Non-ACH Transmittal: Transmittal not processed by ACH. - Deduction 1, Deduction 2, Deduction 3: Voluntary ACH deduction. Selecting these options automatically populates the Method field as Fixed and the Amount field as 0.00, which cannot be changed. In addition, you cannot set the Limit if you select one of these option types. > Note: Note the following: - These options only display if you enable the VOLUNTARYDEDACH custom feature code on the System Parameters form. - During ACH processing, the system processes the deduction (direct deposit) the same as it does for checking accounts, where it displays as a credit in the ACH reports and through to the bank file. (Note: These deduction options only apply to a checking account.) Note: If you select the EE HSA to Checking or EE HSA to Savings bank account type, you must also select the Co HSA to Checking or Co HSA to Savings bank account type. If you do not make this selection, a warning displays because HSA accounts should include both an employee and a company entry. |
You can set exclusion amounts using the Amounts Excluded from Direct Deposit panel. If the same amount applies to all Direct Deposit exclusions, enter the amounts for each exclusion type.
To set exclusion amounts:
| Field | Description |
|---|---|
| DD Exclude Voucher Types | Select the DD Exclude Voucher Type against which this exclusion amount applies: - Regular: Only regular checks - Vacation: Only vacation checks - Supplemental: Only supplemental checks |
You can store employees’ account information for pay on-demand processing using the Pay On-Demand Account panel.
Note: Note the following:
Employees can only have one pay on-demand account where these types of funds will be deposited.
You can only use a pay on-demand account when the payroll is marked as Manual in the payroll options. (The system ignores this account for any other payroll type.).
The system records changes made to the pay on-demand account information in the audit log.
Payrolls set to Pay On-Demand ignore the settings in the Amounts Excluded from Direct Deposit panel.
To store employees’ account information for pay on-demand processing:
| Field | Description |
|---|---|
| Status | Select the Status of the direct deposit pay on-demand account: - Active: Deposits are active. - Inactive: Deposits are inactive. |
Note: Note the following:
If you complete some of the fields but not all of them and click Save, the following error message displays, “You must complete the Pay On-Demand Account setup on the direct deposit section.” Click OK to continue.
A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)