AR – Lockbox Batch Processes

Accounts Receivable (A/R) Lockbox Batch Processes

Overview

The A/R Lockbox batch processes are used for processing multiple payments. These payments can be received in a file from a Lockbox service or can be entered manually or through a scan in the A/R Lockbox form in Govern.

For more information about lockbox user data entry, see the A/R Lockbox user form.

For more information about configuring the A/R Lockbox, see Setting Up the A/R Lockbox.

Documentation

To see this information as a pdf, click on the following link:
LockboxBatch.pdf

The A/R Lockbox Batch Process form provides options for the following:

Read More...

  • Validating a File
  • Loading a File
  • Processing Payments Directly from a File
  • Processing Payments from a Preloaded File

To access A/R Lockbox Batch Process form:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox batch process.
  3. Select the Batch Processes Explorer.
  4. Select the A/R Lockbox Batch Process.
  5. Select one of the following options:
  • Preload
  • Process from File
  • Process Preload File
  • File Validation Only

Running the Preload Batch Process

Run the Preload batch process in order to load a lockbox file to the Govern A/R_Lockbox_Header and Lockbox_Detail tables. Once the process is complete and the file is loaded to the database, it can be viewed on the A/R Lockbox form in Govern.

NOTE: This is the only one of the four Lockbox batch processing options that provides this functionality, viewing a file in the A/R Lockbox form.

The file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

Running the Process from File Batch Process

Run the Process from File batch process in order to load the payment data directly to the Govern A/R from a Lockbox file.

Like the Preload File process, the file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
When you run this process, the file can no longer be viewed on the AR Lockbox form in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific locaction.
  4. Click the Duplicate Bill option to create copies of the bills for the name selected as the Primary Index in the Mailing Index.
  5. Click the Run button to run the process and load the file to the database tables.

Running the File Validation Only Batch Process

Run the File Validation Only batch process in order to ensure that the Lockbox file is valid. Payments are loaded to a log file but are not stored in the database. The file cannot be viewed in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

 

 

101-ar-bp-036

 

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AR – ACH File Batch Process

Accounts Receivable (A/R) Automated Clearing House (ACH) File Batch Process

Overview

Transferred to 101-ar-bp-060, 101-ar-bp-61, and 101-ar-bp-062.

Prepare Data for ACH

You need to run the Prepare Data for ACH batch process for all subsystems, except Utility Billing.
This loads the ACH information to the AR_MASTER table and displays it on the Notes tab of the A/R Inquiry function for the applicable records.

The Prepare Data for ACH File process does the following:

  • Loads the ACH information to the following fields in the AR_MASTER table:
    • ACH_AMOUNT
    • ACH_ACTIVE_FLAG
    • ACH_FIXED_FLAG
    • ACH_INSTALLMENT
    • ACH_DATE
    • ACH_CYCLE (new)
  • Displays this information on the Notes tab of the A/R Inquiry function in Govern
  • Sets the Active Flag to Pending in the name form ACH information

In the Pending state, you can:

  • Modify the displayed amount
  • Change the Active Flag to Manually Deactivated.
    • Records set to Manually Deactivated are not included in the ACH File. Use this state for accounts that cannot be prenoted; for example, invalid accounts.

A/R Master ACH Fields

The fields updated include:

  • ACH Amount
    • This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount To override this value, for example, for partial payments, modify the field directly and click
  • Installment
    • If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).
  • Fixed Amount
    • This option is selected if the displayed amount is a fixed amount.
  • ACH Date
    • For the Prepare Data for ACH File process, this field displays the date the process was run.

 

 

101-ar-bp-037

 

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AR – Generate Refund Check Number Batch Process

Accounts Receivable (A/R) Generate Refund Check Number Process

Overview

You can choose any of the following methods for creating check numbers for refunds. The best depends on the requirements and preferences of the organization:

  • Automatic generation by the Generate Refund Check Numbers batch process
  • Automatic generation when a new refund transaction is saved in Govern
  • Manual entry when a new refund transaction is created in Govern

For details on the Refunds user form, see Refunds.

For details on the batch process, see Generate Refund Check Numbers batch process.
For general information on batch processes in Govern OpenForms, see Batch Processes

Run the Generate Refund Check Numbers batch process in order to generate check numbers for refund transactions separately from the transactions. This can be useful if you are creating multiple refunds for a single taxpayer or business.

NOTE: This batch process must be run before the refund transactions are posted; i.e, before running the Refund Posting batch process. See Refunds Posting.

This process generates check numbers for non-posted refunds only.

The Check Number is displayed with the record in the A/R Inquiry form under Balance Forward Details.

If the check number is created by the Refunds form in Govern, it is displayed when the transaction is saved.
If the check number is generated by the Generate Refund Check Numbers batch process, it is displayed when the batch process is completed.
If the Check Number is automatically created it is composed of the previous check number and the A/R cycle. To create a new check number, one is added to the previous number.
If you prefer to generate the check numbers for refunds separately, you can use the Generate Refund Check Numbers batch process. A setup is required in order to change the default.

Prerequisite

For the Generate Refund Check Number batch process, you need to deselect the Automatic Generation of Refund Check Numbers option in the General Settings Registry in GNA. The following setup is required:

  1. Launch GNA.
  2. Select General Settings Editor.
  3. The OpenForms General Setting Editor opens.
  4. Select Accounts Receivable from the Registry Filter text box.
  5. Deselect the Key Value option beside Accounts Receivable > Automatic Generation of Refund Check Numbers.
  6. Click Save.

When the Automatic Generation of Refund Check Numbers is deselected:

  • The Check Number field is not displayed on the Refund transaction form in Govern.
  • The Generate Refund Check Numbers batch process must be used in order to create check numbers.

Otherwise, if this option is selected, the Check Number field is displayed on the Refund transaction form in Govern.
If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Accessing the Generate Refund Check Numbers Batch Process

To access this batch process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Refund Check Numbers batch process.
  3. Open the Batch Processes Explorer.
  4. Select A/R Generate Refund Check Numbers*.
    The path varies according to the administrative setup.
  5. Select the applicable subsystem from the Subsystem drop-down list.
  6. Select the Deposit Number or Deposit Numbers to process.

When the Automatic Generation of Refund Check Numbers is deselected, the Check Number field is displayed on the Refund transaction form in Govern.
Otherwise, if this option is selected, the Check Number field is not displayed.

If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Scheduling a Generate Refund Check Numbers Batch Process

You can schedule this batch process to run at a later date or on a regular basis, such as daily, weekly, or monthly. Refer to the Govern Scheduler documentation for details.

Running a Generate Refund Check Numbers Batch Process

Click Execute to run the process immediately.

Notes on Govern for Windows Deployments

In Govern for Windows, a batch process for generating check numbers is available on demand, but has limited use.
For Savanah, the Check Number field is disabled
There is no automatic generation of check numbers if GEMS is selected as the G/L interface. Users enter a value in the GEMS_DEMAND_CHECK field.

 

 

101-ar-bp-038

 

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AR – Generate Payment Reversals BP

Generate Payment Reversals Batch Process

Overview

Payment reversal transactions (rev) are adjustments that are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly

Run the Payment Reversal batch process in order to void a group of payment transactions. This is useful if there are payments that were made in error or that were paid from accounts with insufficient funds (NSF).

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Payment Reversal Transactions and Processes

Payment Reversal Transaction Type

Payment reversal transactions (rev) are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly.

Creating Payment Reversal Transactions

Payment Reversal transactions can be created individually or in a batch. Both methods create Payment Reversal Transactions, which can be viewed or deleted from the A/R Inquiry form.
It is faster to generate these transactions in a batch, especially if you have a large volume to process. However, if it is important to note the warnings that are described under the section. Running the Generate Payment Reversal Batch Process.

See Generate Payment Reversal Batch Process following this section.
See Creating a Single Payment Reversal Transaction 101-ar-frm-026.
See Generate Payment Reversal Batch Process: 101-ar-bp-041

Posting Payment Reversals

After generating Payment Reversal transactions, whether individually or in a batch, you need to post them. To post a payment reversal, run the Payment Reversal Posting batch process. See Posting Payment Reversal Transactions. See
Payment Reversal Posting: 101-ar-bp-026

Business Rules for Payment Reversals

All posted payment transactions can be reversed, with the following exceptions. The following payment transactions cannot be reversed:

  • Not posted Payment: If a payment is not posted, you can edit or delete it on the Payment Data Entry form. However, a payment must be posted before you can create a Payment Reversal transaction or include it in the Generate Payment Reversal batch process.
  • Payment Reversal (rev): If a Payment Reversal exists, the original payment is already reversed and a new payment reversal cannot be created.
  • Payment Refunded (rf): If a Payment Refund exists, the original payment is already refunded and a new payment reversal cannot be created.
  • Payment Transferred (tri or trp): If a Payment Transfer exists, the original payment is already transferred and a new payment reversal cannot be created.

For details on transaction types, see Transaction Types

Setting Up the Generate Payment Reversal Batch Process

Run the Payment Reversal batch process in order to generate a group of payment reversal transactions. This is useful if there are payments that were posted with incorrect information or payments that were paid from accounts with insufficient funds (NSF).

This process generates Payment Reversal transactions. These can be viewed in A/R Inquiry, as shown in the following screen shot. These transactions cannot be modified, but they can be deleted.
To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 101-ar-bp-041 Generate Payment Reversals.
  4. Select the Transaction tab.

The Generate Payment Reversals batch process must run in the following

  • Transaction Mode: Synchronous
  • Transaction Type: Break if One Transaction Failed

Refer to the Govern Scheduler documentation for details on the standard setup.

Running the Generate Payment Reversal Batch Process

To run the Generate Payment Reversal Batch Process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Payment Reversal Batch Process.
  3. Open the Batch Process Explorer.
  4. Select A/R Generate Payment Reversal.
  5. Click the Parameters tab.
  6. The Date field displays the Entry Date of the Payment Reversal. By default, this is the current date.
    Click the drop-down arrow and select a different Entry Date if required.
  7. The Effective Date field displays the date that the payment reversal is applicable.
    By default, this is the current date. Click the drop-down arrow and select a different Effective Date if required.
  8. Select a reason for the payment reversals from the Justification Code drop-down list (Table: VT_USR_ARREASON).
  9. Enter any notes relevant to the Payment Reversal batch in the Notes field.
  10. Select the department responsible for the Payment transactions which you are reversing from the Department drop-down list
  11. Select a range of dates during which the payments you are reversing were posted in the To and From fields.All payments that match the criteria for the department and the range of dates are displayed by description and date.
  12. Select the payments that you want to reverse.
  13. Click Run.
  14. Click the Processing tab.

The following information is displayed:

Warnings

If selected payments were already reversed or cannot be reversed, they are listed by date and time.

Batch Process Information

  • Process Name: A/R Generate Payment Reversal
  • Payment Reversal Date: Entry Date
  • Payment Reversal Effective Date
  • Selected A/R Reason Code
  • Notes added to the Parameters tab
  • Department Code
  • Range of dates for selected posted payments
  • Maximum number of transactions posted
  • Transaction Mode and Type
  • Batch ID
  • User ID
  • Starting time
  • Total amount paid
  • Number of payments
  • Total amount reversed
  • Number of payments reversed
  • Total records to process
  • Total records processed
  • Ending time

Viewing a Payment Reversal Transaction

The section describes the Payment Reversal transaction data entry form.
To access this form:

  1. Open a Profile that has a Accounts Receivable module.
    The Accounts Receivable Inquiry form opens.
  2. Perform a search and select the required record.
  3. Right-click on a record in the Summary section of the A/R Inquiry form.
  4. Select Payment Reversal from the drop-down list If multiple records are available the Record Selection form appears
    You need to select the required record from this form.

The Payment Reversal form is divided into the following sections:

  • General Information
  • Detail
  • Comment
  • Payer Information

General Information

  • Subsystem The subsystem for the record or entry selected on the A/R Inquiry form is displayed.
  • Year This field displays the fiscal year of the record.
  • Bill Number This field displays the bill number for the selected record.
  • Cycle Code This field displays the Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).The Cycle Code is mandatory for the Real Property and Person Property Tax modules. It is used for tax billing cycles and is linked to the A/R Class Code in GNA.

Detail

  • Date This field displays the entry date for the payment reversal. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
  • Effective On By default this field is blank. If an effective date is applicable, click the calendar beside the field and select a new date. For example, you may want to enter the posting date.
  • Amount This field displays the amount of the reversal.
  • Full Payment Reversal: A full payment reversal can be used when there are multiple records associated with a single name. For example, Bob’s Building Supplies owns three properties. Bob has made an overpayment of $10,000.00 on each property for a total of $30,000.00. You can create a full payment reversal to include all properties in the same payment reversal. Select the Full Payment Reversal option. This displays the total for all property records.
    Note: The full payment reversal option is only valid when at least one payment has been received for multiple records.

Comment

  • Justification Code Select a Justification Code to explain the reason for the payment reversal (Table: VT_USR_ARREASON).
  • Deposit Number Depending on the options selected in GNA, deposit numbers can be automatically generated or user-defined. Automatically generated deposit numbers are composed of one or two of the following fields: date, last deposit, and user ID. This number can be modified if security permissions allow.
    If Deposit Management is activated, a drop-down list is added to the Deposit Information parameter. This is populated by the deposit numbers created in the Deposit Management form.
  • Do one of the following:
    Enter a new deposit number if required.
    Select a deposit number from the drop-down list.
  • Notes Enter any notes or comments applicable to the payment reversal.

Payer Information

  • Letter CodeSelect a Letter Code that identifies the type of letter sent to the payer; for example, D: Duplicate Payment, O: Over Payment, RV: Payment Reversal (Table: VT_USR_LETER_C).
  • Payer’s Name and Address This field is displays the payer’s name and address.
  • Click R to remove the displayed name and address record.
  • Click C to add a different name and address record. This opens the Name Search screen.

 

 

101-ar-bp-041

 

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ACH Batch Processes

ACH Batch Processes

Overview

There are three batch processes for maintaining ACH information and payment files.

  • ACH Prenotification File: This process is run first. It is run on all accounts to ensure that the information is valid.
  • ACH Prepare Data with Balance Due
  • ACH Generate File

Documentation

To see this information in pdf format, click on the following link: 100-ach-FileLayout

Setting Up the ACH Batch Processes

To configure the ACH Batch Processes:

  1. Launch GNA.
  2. Select Editors > Batch Process Editor.
    The Batch Processes used for ACH are:
    A/R – ACH Prenotification File
    ACH Prepare Data with Balance Due
    ACH Generate File
  3. Configure these batch processes as described in the Govern Scheduler documentation.

Adding the Batch Process to a Profile

Batch processes are accessed from a Profile in Govern. You need to link the batch process to all Profiles from which it is accessed.
To link the batch process to a Profile:

  1. Launch GNA.
  2. Select Editors > Profile Editor.
  3. Select the Profile to which you want to add the batch process, for example, Accounts Receivable.
  4. Select the Links tab.
  5. Select the batch processes that you want to add.
  6. Click OK on the Select the batch processes window.
  7. Click Save on the Profile Editor.

Running the ACH Pre-notification File

The ACH Prenotification File batch process generates a file that is sent to the banks. The bank verifies the file to ensure that the ACH Information and listed bank accounts are valid. This file contains prenotification codes and zero dollar amounts.

To run this process:

  1. Launch Govern.
  2. Open a Profile that contains the ACH Pre-notification File batch process.
  3. Select the Batch Processing explorer.
  4. Select the A/R – ACH Prenotification File.
  5. Select the subsystem with the ACH Information records that you want to validate.
  6. Select the applicable cycle code from the A/R Cycle Code drop-down list.This field appears for Real Property Tax and Personal Property Tax.
  7. Enter the fiscal year applicable to the ACH Information in the Fiscal Year field.
  8. Select Activate Pre-notification in ACH Info to automatically select the Prenoted option on the ACH Information by Name function in Govern when the batch process is successfully complete.
    When this option is selected, the record is not included in the next batch Prenotification File Generation process.
    If the Prenoted option is selected for a record, this indicates only that a Prenotification file has been created and that the selected record is included in this file.
    This does not necessarily indicate that the selected account is valid. If the bank finds that the account is invalid or any information is incorrect, you can select the Manually Deactivated flag in Accounts Inquiry.
  9. Click Start on the ACH File Processes form.
    The Prenotification File is accessible from the batch process form, if the process is run in Govern. If it is scheduled, it is accessible in the Govern Scheduler.

Running the “Prepare Data for ACH”

You need to run the Prepare Data for ACH batch process for all subsystems, except Utility Billing. This process loads the ACH information to the AR_MASTER table. This information is then displayed on the A/R Inquiry > Notes form for the applicable records.
To access this process in Govern:

  1. Launch Govern.
  2. Select the Batch Processing explorer.
  3. Open the Prepare Data for ACH batch process.
  4. Select the subsystem where the accounts are saved.
  5. Select the A/R Cycle Code from the Cycle Code drop-down list.
    This appears for the Real Property Tax and Personal Property Tax subsystems.Enter the fiscal year or accept the default.
    Do one of the following:
    For payments by installment, select the For Installment option and then select the installment from the drop-down list.
    For payments by amount, select the For Fixed Amount option.
  6. Double-click in the Charge Date field and select the date to be used for calculating charges. Interest and penalties are calculated as of this date.
  7. Click Start.

The Prepare Data for ACH File process does the following:

  • Loads the ACH information to the following fields in AR_MASTER:
    ACH_AMOUNT
    ACH_ACTIVE_FLAG
    ACH_FIXED_FLAG
    ACH_INSTALLMENT
    ACH_DATE
  • Displays this information on the Notes tab of the A/R Inquiry function in Govern:

 

Active Flag

The Prepare Data for ACH File process sets the Active Flag to Pending.
In the Pending state, you can:

  • Modify the displayed amount
  • Change the Active Flag to Manually Deactivated.

Records set to Manually Deactivated are not included in the ACH File. Use this state for accounts that cannot be prenoted; for example, invalid accounts.

ACH Amount

This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount. To override this value, for example, for partial payments, modify the field directly and click Save.
Installment
If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).

Fixed Amount

This option is selected if the displayed amount is a fixed amount.

ACH Date

For the Prepare Data for ACH File process, this field displays the date the process was run.

Generate the ACH File

Run this process to generate the ACH file that is sent to the bank to complete the ACH process. The ACH Information section of the A/R Inquiry function is automatically updated.
To run the Generate ACH File batch process:

  1. Launch Govern.
  2. Select the Batch Processing explorer.
  3. Open the Generate ACH File batch process.
  4. Select the subsystem where the accounts are saved.
  5. Enter the fiscal year or accept the default.
  6. Select the A/R Cycle Code from the Cycle Code drop-down list.
    This appears for the Real Property Tax and Personal Property Tax subsystems.
  7. Select the date in the Effective Date field.
    This is the date that the payment is collected.
    Do one of the following:
    For payments by installment, select the For Installment Only option.
    For payments by amount, select the For Fixed Amount option.
    For payments by both installment and fixed amount, select All Pending Records.
  8. Click Start.

The amounts generated in this process can vary from those in the Prepare Data for ACH File process if the Effective Date and Charge Date are different.

Generating the ACH File

The ACH File is available on the batch process form if the process is run in Govern. If it is scheduled, the file is available in the Govern Scheduler.
The ACH Information section of the A/R Inquiry function is updated as follows:

Active Flag

The Generate ACH File process sets the Active Flag to Transferred.
In the Transferred state, all ACH Information fields are display only; they cannot be modified.

ACH Amount

This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount.
Installment
If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).

Fixed Amount

This option is selected if the displayed amount is a fixed amount.

ACH Date

For the Generate ACH File process, this field displays the date of the payment transfer.

Layout of ACH Files Generated by these Processes

Column Name String Length Position From Position To Comments
Record type code 1 1 1 “1”
Priority code 2 2 3 “01”
City Bank routing number 10 4 13 1 blank ““
2-5 Fed. Res. Rt. Symbol
6-9 inst. ID
10 check digit
City ID 10 14 23 1 blank ““
2-5 Fed. Res. Rt. Symbol
6-9 inst. ID
10 check digit
Current date on workstation 6 24 29 yymmdd
Current time on workstation 4 30 33 hhmm 24 hr
Same day ID or Same day date 1 34 34 A-Z, 0-9
A=first, B=2nd
Z=26, 0=27
Note: If the date changes, restart at A
Record Size 3 35 37 “094”
Blocking Factor 2 38 39 “10”
Format Code 1 40 40 “1”
City Bank Name 23 41 63 Pad Right with blank characters
Organization Name 23 64 86 Pad Right with blank characters
Ref. code 8 87 94

Relate Topics

 

 

101-ar-bp-060

 

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ACH – BP Prepare Data

ACH Batch Process – Prepare Data

Version 6.0 Scheduled Release GA1609

Overview

For information on this batch process, see ACH Batch Processes

 

101-ar-bp-061

 

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ACH – BP Batch Process – Generate ACH File

ACH Batch Process – Generate ACH File

Version 6.0 Scheduled Release GA1609

Overview

For information on this batch process, click on the following link:

 

101-ar-bp-062

 

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