EFT Processing AP FAQ
To implement 2-step approval, set the in EFT Options to Entered.
Refer to Approving changes of EFT Vendor/Customer/Employee details
EFT Options - Primary File Type Tab
Using a primary bank, field names can be tailored to the bank and optional extra fields can be enabled for Vendors, Customers and Employees.
Primary File Type Tab Fields and Controls
Select the Primary Bank File Type for this company. It is used to display fields on the EFT Vendor and Customer screens. Vendor and Customer fields can be re-labeled and extra fields enabled as defined in the file format (in the formats.ini or the userformats.ini).
Note: If you can't see certain field labels in EFT Vendors or EFT Customers, it is often because the EFT Primary Bank field is blank on the Primary File Type
Fields which can be re-labeled and validated on EFT Vendors/Customers":
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BSBNumber
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AccountNumber
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AccountName
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PaymentReference
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You can also turn on 50 extra fields (DestExtra1 to DestExtra50), based on the bank's requirements.
Note: You can also relabel, validate and add Extra fields to EFT Bank by selecting the bank's file type in EFT Banks. Refer to details in EFT Banks Setup Screen
The Primary File Type Tab is also used to enable the Encryption of Bank Details.
Encrypt Bank BSB/Acct.No
The following applies to the Encryption option on EFT Options A/R, A/P and Primary Bank.
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When the "Encryption" option is ticked, users with "View only" security rights will only view the last 4 digits of the bank details. The audit log for EFT files generated when Encryption is ticked will also show only the last 4 digits of the bank details.
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You can setup Users in a security group that includes the right to view "Unencrypted Details" (There are separate groups to View Unencrypted Vendor Bank Details, View Unencrypted Customer Bank Details and View Unencrypted Bank Account Details). Refer to Adding Security
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When the EFT File is generated, the unencrypted values will automatically be inserted in the file.
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If the Encryption option is selected after you have entered some EFT Customers or Vendors Bank Details, the existing records in EFT Vendors and EFT Customers setup will be encrypted. However, the audit log for files generated before Encryption was selected will not be encrypted. You will need to purge the audit log files if you want to remove all unencrypted data.
Tip: When importing EFT Vendors, EFT Customers and EFT Banks, you should not import the Encrypted Bank Branch and Account number and Credit Card Number fields (fields containing an "X"). These fields should only be set using the associated views, and set to the calculated encrypted value. - EFT Import functionality prevents such fields to be imported.
Positive Pay is a process that you need to send an EFT File for the bank for the checks/cheques you have issued. Without the matching details between the physical check/cheque and the details loaded to the bank, the bank will not honour the check/cheque.
The EFT Quick Tip video explains how to use EFT Processing in Sage 300 to create Positive Pay bank files.
EFT Quick Tip Video: Creating Positive Pay bank files for Sage 300
Setup EFT Vendors to email remittance advices
There are different options to configure Vendors in EFT Processing to email remittance advices.
EFT Vendors Setup
To use a different email address in A/P and in EFT Processing, select "EFT Vendor Email-To in the EFT Delivery Method and enter the Email address.
To send Advice to Multiple Email Addresses, you can enter the Email Addresses in the e-mail field separated by semicolon “;”.
The Email-to field is 250 characters long In the EFT Vendors Setup screen.
If you want to use the same email addresses in A/P and in EFT, select A/P Vendor Delivery Method in EFT and enter the email addresses in the A/P Vendor screen.
When using A/P Vendor delivery method, the following email addresses are used:
AP Vendor email address: enter the email address in the email field on the AP Vendor > Address Tab
AP Vendor Contact email address: you enter the email address in the AP Vendor contact tab
At the moment, if the AP Vendor's delivery method is set to "Multiple Contacts", it is recommended to set the EFT Vendor's delivery method to EFT Vendor Email To and enter the email address in the EFT Vendors screen.
EFT Customers and EFT Employees SETUP
Note: The same logic applies to EFT Customers and EFT Employees.
File Sequence No
The FSN field on the EFT Bank is next sequence number (the one that is going to be used for the next EFT Run).
If the file name is set to "File Sequence Number", this number is updated when you
Tip: If you need to reexport a file, set the file sequence number back by 1 to generate the file with the same number.
: defaults to the file type of the bank entered in EFT Bank Setup for the Payment/Refund/Receipt batch type selected. You can select another file type.
A customer in the UK creates standard BACS files as well as occasional Priority Payment files.
In EFT Bank Setup, set the file type to the most common used format: UK_HSBC_ISO20022BACS.
When the batch is for other payment type eg. Priority Payment, change the file type to UK_HSBC_ISO20022PP in the Create EFT File screen.
Note: If using a range, the file type will be the bank layout of the first batch selected.
EFT doesn't support uploading to SharePoint directly. To upload an EFT File to SharePoint, you would need to sync the appropriate SharePoint drive to a network folder or a local folder. Then setup the EFT File path as the local sync drive
The File Type field is optional. If this option is enabled, you have a Finder to select the EFT Vendor, and another to select the EFT File Type. You can then select a file type to record different bank account details for the Vendor according to the file type.
If you leave this field blank, then EFT will use the file type that has been assigned in EFT Options > Primary Bank Setup to label the fields and enable EFT Vendor extra fields.
Note: The File Type field is only available if you select "Allow multiple Vendor bank account details one per EFT file type in EFT Setup > Options > AP Tab. Change the option and restart the screen if you don't see the field.
Detailed example of setting up EFT Vendor is available: Setup EFT Vendor with multiple file types
You can gather the information in a spreadsheet as you can import the bank details in Orchid's EFT Processing in Sage 300.
We do not have a sample "letter" to email vendors as each region/bank uses more or less fields, and has their own terminology to describe the fields.
We recommend you use the standard Sage 300 report APLETT01.rpt and create a custom report APLETEFT.rpt. The custom report should include the appropriate fields on the message to be sent to the vendor.
Tip: To send to multiple addresses, use a semi-colon (;) to separate the email addresses. For example ronald@samplecompany.com; ronald.black@samplecompany.com;
The field is optional. If a vendor only has one bank account, you should leave the Vendor Remit-to code blank in EFT Vendors.
The Remit To gives you the option to record different vendor bank details for each Remit To location that has been setup in A/P Remit-To Location.
If you have multiple bank account details for the same vendor, then you can set up one EFT Vendor record per Vendor/Remit-to code combination in addition to the EFT Vendor record with the blank Remit-to code.
Detailed example is available: Setup EFT Vendor with multiple bank accounts
EFT Processing installs with the following A/P remittance advice formats, with different payment formulas:
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ELPAY01 – payment date is based on the date when the EFT file was created/generated.
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ELPAY02 – payment date is based on the Batch Date.
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ELPAY03 – payment date is based on the Batch Entry Date.
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ELPAY05 – payment date is based on the effective date selected when the EFT file was created/generated. This only applies if the EFT format you use supports effective date.
How does it work?
If you would like the AP Payment batch to post to Bank Services "in total", you can set up your EFT Bank as a "Clearing" bank type, and link it to the actual bank account, as shown below.
When you post your AP Payment batch against a Common Services Bank which has been configured in EFT Banks as a "Clearing" bank type (EFTCLEAR in the screen shot below), EFT Processing will automatically create a bank transfer between the EFT Clearing bank (EFTCLEAR) and the actual bank account (CCB in the screen shot below) and post the bank transfer.
Other scenarios to use clearing banks
While clearing bank is primarily used to post to Bank Services in Total, it can also be used to enable different bank settings (such as folder, file name and EFT File type) for the same bank.
