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

An Introduction to ACH in Govern OpenForms
Standard ACH File Layout
Batch Processing