A/P Electronic Payments Integration with EFT Networks

Eagle A/P Electronic Payments are created through the normal ‘Print Checks’ process Vendor Payments. However, instead of printing a physical check, you can send Vendor Payments automatically through electronic file transfer network (EFTN). The EFTN uses an automatic clearing house or ACH Automated Payment System. Once a payment is sent, an e-mail is sent to the vendor to let them know the payment is being processed, and what invoices are being paid.

Note: Eagle AP Electronic Payments is now available on 27.1 (27.0685.001/39.1010 or higher) or requires Patch 8225 for L27.

Eagle Setup Options

There are several pieces to setting up Eagle for electronic payments: ACON, AP option settings, and security.

ACON settings:

ACON - The Federal ID number is required here, to be used in the ACH file that is sent to the bank.
ACON – set the ‘Multiple Codes’ flag to ‘Yes’ to allow the use of multiple Bank Codes.

Set the following A/P options to Yes:

A/P Option 9011 Execute Separate Check Runs for Bank Codes Assigned - This option tells the check-payment process to look at the Bank Code set up in MVR when processing checks.
A/P Option 9013 Allow A/P Electronic Payments
A/P Option 9015 Use EFT Network to Transfer Vendor Payments through ACH. An Epicor Representative will enable this option once the customer has received the credentials from EFT Network.
MSY Option 5776 iNet Connect on System - This option is required for sending Statements to the Vendor by email.

Set the following security options:

MSE # 1095 – Ability to access and change the vendor’s ACH information. When this is set to Yes, the Accounts Payable tab of Vendor Maintenance (MVR) will have a link to ‘ACH’, which, when clicked, will allow the user to add or change the vendor’s ACH information.

Electronic File Transfer (EFT Network) Setup

Use the Secure Access window to setup your EFT Network.

Note: You must have the MSY Option 9015 Use EFT Network to Transfer Vendor Payments through ACH set to Yes. An Epicor Representative will enable this option once the customer has received the credentials from EFT Network.

To set up the EFT Network interface perform the following steps:

Open Secure Access in the Osprey Menu and enter the following credentials:

Password = AVATAR

At the Selection prompt in the Osprey Menu, type EFTNSET and press Enter.

On the EFTN Setup screen, enter the UserID, Password and File Code that was provided to you by EFT Network, Inc.

Enter the number of days to keep the transaction files on your Eagle server.

A value of 000 indicates that no files are to be deleted. The minimum value is 1 day but it is recommended to set this option to at least 30 days.

Note: Setting the option to at least 30 days allows you to retrieve the file in case of any issue in transmission occurs.

Tab to the action choice and type <S> to save the EFTN Setup. If you do not want to save what has been entered, type <Q> to quit the Setup.

Once you set up EFTNSET, an invoice for any vendor setup as ACH can be transmitted via EFT Network automatically.

ACH Bank Code Setup

Add a new Bank Code for the bank account that you want to use for processing ACH payments. The setup includes entering the bank’s routing number and the account number from which the payments will be withdrawn. This can be the same bank that you write paper checks from, but it will have to be a unique Bank Code in Eagle that tells the system these are ACH payments only.
You assign this Bank Code to the vendors you will be paying via ACH – in Vendor Maintenance (MVR) on the Accounts Payable tab select this code in the Bank field. You will also use this bank code for the check-printing process.

The Email Contact is the email address for your business. It will be used as the ‘From’ email address when the Eagle sends the vendor an email notifying them of the electronic payment.

The Payment Type A designates that this bank code is for ACH payments only. When using a bank code with Payment Type A, checks will not print, and an ACH file will be created when payments are posted.

Note: The ACH Bank Code cannot be the default bank code entered in ACON.

Adding Vendor ACH Information

For each vendor receiving electronic payments, enter the ACH Bank Code in the Bank field on the bottom left of the Accounts Payable tab in MVR.

Note: ACH payments will not be processed unless you have a Federal ID Number entered for the Vendor on the Accounts Payable tab.

Under the Bank field, click the ‘ACH’ link, and a screen will display to add and/or edit the vendor’s ACH information:

Routing Number – 9-digit Routing number for the Vendor’s bank that will receive the ACH payment.

Account Number – Vendor’s bank account number to send ACH payments to – alpha-numeric 17 digits.

Account Type – Determines if the account is a checking or savings account. Valid values are S (savings) or C (checking). Default is C.

Email Address – email address to send the notification of payment.

Note: As of Release 29.1, you can now add more than one email address in this field. Separate individual emails by a semi-colon. Each email in the list will receive the invoice notification:

Payment Type – Valid values are A (ACH) or C (Check). The default is C. ‘C’ can be used when you need to print a physical check for a normally-ACH vendor.

To Process ACH Payments:

From APMU, select invoices you want to pay.
The Bank Code column displays the code for that specific vendor. The ACH column indicates if that the vendor has the ACH information set up. When you choose to print checks, the Bank Code determines if this is an ACH check run.

If the Bank Code is set up for ACH and the Vendor is set up with the Bank Code and has their ACH account information entered, then checks will print for the ACH Vendors, but they will be marked VOID. In addition, the ROCK report is created for each check payment.

If you get a No valid checks to print in range selected message when trying to print checks for an ACH bank, review the following conditions:

An ACH Bank code is selected for the check run that matches the Bank Code entered in MVR for the vendor’s being paid by ACH.
The vendors selected have Federal ID number assigned.
The vendors selected have an email address entered in the ACH Information dialog of Vendor Maintenance (MVR).

To print checks for non-ACH vendors, proceed with the check-printing process and use a non-ACH bank.

Posting of the checks will do the following for ACH vendors:

The system uses the email address entered in the ACH information screen to send email notification to the vendor which includes the payment number, dollar amount, and the invoices being paid.
In AVIQ, the Payment Type column displays ‘ACH’ if the check is an ACH payment, and it will be blank if it is a normal paper check.

EFT Processing with Multiple-Store Systems

Each store could have separate bank accounts set up in EFT Networks to pay their Vendors, which would require different FileCodes from EFT Networks to be setup in Eagle. Based on what Store is processing checks that have multiple AP Directories, it uses that stores credentials when sending the payment information to EFT Networks to process the Payment to the Vendor.

For most retailers, only one set of EFTN credentials is needed. However, you can set up multiple credential sets, if needed. For either scenario, in Osprey, type in EFTNSET, and configure the credential setup.

Setting Up One Set of Credentials

If the same User ID and File Code are to be used regardless of AP directory, EFTNSET should be configured with a dash ( - ) in the store field. This only has to be done one once.
Type in the UserID, Password and File Code.

Note: You can press Enter to move from field to field.

Type <S> in the Action area to Save or type <Q> to Quit and close the window.

Setting Up Multiple Credential Sets and AP Directories

Type in the Store, UserID, Password and File Code.
Do this for each set of credentials provided by EFT Networks that you need to account for.

Note: You can press Enter to move from field to field.

Type <S> in the Action area to Save or type <Q> to Quit and close the window.

Deleting an Entry

To delete a store, or the – (dash) store, enter the store, then press enter. Blank the User ID field with the spacebar, then press enter.

Type <S> in the Action area to delete the entry.

Electronic Payments through EFTN Procedure

Post invoices normally through New A/P Transactions (ATMU) via RATJ.
Select required invoices in Selecting, Paying and Adjusting Invoices (APMU):

Print checks through APCM with the ACH bank code.
Post Checks and Print Check Register with APPC.

APPC is the vehicle that will transmit the electronic payments via EFT.

If the EFTN batch is successful, the following message displays in the File Transfer Audit Log in SHOWLOG:

If the EFTN batch is unsuccessful, the explanatory message displays in the File Transfer Error Log in SHOWLOG .