EFT Processing installs with a number of system defined file formats.  These formats are contained in a file formats.ini which is found in the ..\Sage\ELxxA directory.

Additional bank formats are added on demand by the Orchid support team for supported versions of EFT Processing.

Amending File Formats

The formats.ini file should never be changed on site. In the latest product updates, the formats.ini file includes a hash calculation to ensure the file is not tampered with. If the file is amended in anyway, it cannot be used in Create EFT File and you will receive an error message.

To change an existing bank format (or create a new one), copy the original bank format from the formats.ini file to the userformats.ini file and make the required changes.

Note: If you change the default formats.ini file, you get a "File Hash" Error when using the file in Create EFT File function.

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

Fields which can be re-labeled and validated on EFT Vendors/Customers":

• BSBNumber

• AccountNumber

• AccountName

• PaymentReference

• 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.

• 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.

• 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

• When the EFT File is generated, the unencrypted values will automatically be inserted in the file.

• 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.

EFT Processing will keep all transactions until you elect to clear completed EFT transactions up to and including a certain creation number.

Note:  Once this data is purged it will not be available for reporting.

Use the View/Clear Completed EFT Logs to

1. Check which batches have already been processed in EFT Processing and where the file has been created.

2. Clear completed EFT file transactions.

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.

• 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.

• 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

• When the EFT File is generated, the unencrypted values will automatically be inserted in the file.

• 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.

Save settings in Create EFT File

To save the settings used regularly, use the standard Sage 300 functionality in the Settings Menu > Save Settings As Default.

Save Settings saves the following fields: Description, Reference and Skip/Display error for each batch type.

Web Screens Installation

Web screens for Orchid modules rely on Extender for ease of deployment and maintenance. To run the EFT Processing web screens, you need to install and activate Extender, even if you don't have a license for Extender.

Key Steps to install

• Install Latest EFT Processing update

• Install Extender latest product update (PU9.00 and above)

• Activate Extender in all companies where you want to use the web screens

Step 1: Transfer the custom format to the new version (or new server):

Locate the userformats.ini file in the Sage 300 programs directory, or customization directory, in the previous version or old server.

Copy it over to the ELXXA directory in the programs directory (or customization directory if you are using customization directories).

Example: If you are upgrading from version 2023 to version 2024, you need to copy the files from EL70A to the EL71A folder.

You generally update the userformats.ini file in a Text Editor. If you have saved the file in the correct folder as described above, but you get an error message that the file type doesn't exist, check that the file is saved with UTF-8 encoding.

EFT Options - Global FSN Tab

This tab allows you to assign a Global File Sequence Number (FSN) across all EFT banks. The Global FSN setup is used if you want to issue a single File Sequence Number across multiple banks.

Global FSN Fields and Controls

You have 10 Global File System Numbers that you can allocate to multiple banks on the EFT Banks screen. Allocating the same Global File System Number to 3 banks (for example), will result in AP Payment Batches or AR Receipt batches from all 3 banks being allocated a sequential number from the same source number. 

Note: If the EFT File format includes the Global File Sequence Number, you need to select the "Global File Sequence Number" option to name the file.

Global FSN 1 .. 10

Enter a unique FSN.(File Sequence Number) Up to 10 Global FSN can be used.

Refer to Global File Sequence Example

When processing a file layout, EFT Create File first checks the userformats.ini file for the bank selected.  If found, it uses the layout from the userformats.ini.  If not found, it uses the format from the system formats.ini file.

EFT Processing Subscription License

Requirement! Web Screens for EFT Processing are only available if you have a subscription license for EFT Processing.

Recreating an EFT file

If the file has already been exported, you are prompted to re-create the file.

The user needs have the "Recreate EFT File" security group selected in Administrative Services.

Refer to EFT Security > Recreate EFT Files

Note: This is a new security option in the latest EFT product updates for Sage 300 versions 2019 and above (October 2021).