EFT Options Screen Guide

On the EFT Processing Options screen, you can select options that specify how EFT files are generated and how documents are emailed.

This includes the option to encrypt bank details displayed in EFT Processing and to password protect remittance advices.

Tip: Different fields and functionality can be available on the EFT Setup and EFT Transactions screens depending on the selected options.

Open EFT > EFT Setup > Options

A/P Tab 

Use the A/P Tab to configure EFT Options to create Payment Files

A/P Tab Fields and Controls

Select this option, to allow or disallow the selection of a range of AP Payment batches from the EFT Create File form.

  • If set to "No", you may only select a single AP Payment batch for file creation.

  • If set to "Yes", you may select a range of AP Payment batches using the finders. One EFT file will be created for the range of batches selected and the bank will default to the bank code of the first batch in the range.

Select this option if you wish both posted and unposted AP Payment batches to be displayed by the Finder on the EFT Create File form.

  • If you select "Yes" both posted and unposted AP Payment  batches will be displayed via the Finder.

  • If you select "No", only posted AP Payment batches will be displayed via the Finder.

Select this option to control what happens when a vendor is not defined in EFT Vendors.

  • Skip the vendor and continue the export - selecting this option enables a tick box on the EFT Create File screen which will allow you to determine whether an error is generated for each run. EFT Create File will ignore all transactions for AP Vendors  which have not been defined in EFT Vendors and produce a file for those AP Vendors which have been defined in EFT Vendors.

  • Display an error and abort the export - selecting this option will generate an error message for each AP Vendor which is not defined in EFT Vendor and abort the export. The EFT Vendor can then be added and the file export resumed.

Select this option to allow selective records from an A/P Payment batch to be transmitted via EFT.

Select this option to allow multiple vendor bank account details, per EFT file type.

Tip: If you only make EFT transactions from one bank account and only have one EFT File Type in use, do not select this option and use the default EFT File Type. This simplifies the data entry and reduces the risks of duplicate account details.

Select "Entered" to enable 2-step approvals of EFT Vendor details.

Only users with Security rights to Approve/View Unencrypted Vendor Bank Details can set the status to "Active".

Status needs to be Active to create an EFT File.

Tip: Refer to: Approving changes of EFT Vendor/Customer/Employee details for details on how to use this option.

Select the appropriate action for duplicate Branch/Account numbers for EFT Vendors:

  • Ignore: no validation

  • Warning: you can enter duplicate details, but users receive a warning message.

  • Error: you cannot enter duplicate details.

Select this option to encrypt bank details on the Sage 300 screens. When the Encryption option is selected:

  • Users with "View only" security rights will only see the last 4 digits of the Vendor Bank & Account details.

  • Any pre-existing records in EFT Vendor will be encrypted.

  • When generating an EFT File to upload to the bank, the unencrypted values will automatically be inserted into the file.

Note: When you first select the "Encrypt" option, all existing bank details are encrypted.
Tip: When using the option to Encrypt details, use Sage 300 Security Groups for EFT and include a limited number of users in a group with rights to "Approve/View Unencrypted Vendor Bank Account Details".

Select this option if you wish to password-protect a Remittance Advice when emailing it to the Vendor.

Important! The option to add a password to the PDF is only available if sending emails through EFT SMTP. So you need to configure the A/P Email server details.

Enter the formula for the password the Vendor will use to open their Remittance Advice PDF.  (See Password Formulas for more details.)

Tip: You can view the auto-generated password for each Vendor in EFT Vendors.

Enter the master password for all Vendors' Remittance Advices, if required.  If used, any encrypted PDF can be opened using either the Vendor’s password or the Master password.

A/P Email Tab

The Email tab lets you define your email server. When you fill in the email option on the EFT Processing Options, it will email directly to your email server using the selected service. You can email documents using 2 methods, SMTP with basic authentication or App password or Microsoft Graph (when using Microsoft Office 365 and SMTP basic authentication is not enabled).

Email Service

SMTP (Simple Mail Transfer Protocol). You can use your own SMTP server, or an SMTP service.

Example: SMTP Email Examples

Microsoft Graph. This service sends email via Microsoft Office 365. It is generally used when SMTP Basic authentication is not enabled in Office 365.

Refer to Office 365 and Microsoft Graph

Note: Microsoft Graph is available in the latest product updates for Sage 300 versions 2020 and above, since October 2022.

: smtp.domain.com:587 Enter the details of the SMTP Server you want to email from.

: There is no specific field for the Port in Orchid modules. You can specify a port number after filling in the email server details.  After the email server name, enter “:xx” i.e. colon  xx where xx is the port number required.

Tip: The default port is generally port 587 with TLS.  

Example: smtp.office365.com:587

and : Enter a correct combination of Email user and password

Note: If using multi-factor authentication and App password, enter the App password you create in he Email Password field. Refer to Using Orchid Modules with Office365 App Passwords

: Enter the email address to be used when sending email.

Example: Orchid.Systems.Modules@gmail.com . You can also enter it in the format {name} <{address}> e.g. Orchid Systems <Orchid.Systems.Modules@gmail.com>

Note: Depending on the SMTP server you use, this address may need to match the one you enter in the Username field, or may not work unless you set up an email alias. Consult your SMTP server documentation for details about sending email.

Microsoft Graph:

This service sends email via Microsoft Office 365 where basic authentication is not enabled to use SMTP.

Refer to Office 365 and Microsoft Graph

. Enter the tenant ID (alternatively called the directory ID) from your Microsoft 365 account.

. Enter the client ID (alternatively called the application ID) from your Microsoft 365 account.

. Enter the client secret from your Microsoft 365 account.

Tip: This is actually the secret , not the one called Secret ID. It is the one that you only see once when you first create the client secret.

Tip: The client secret is valid for 2 years maximum. You may need to create a new client secret if emailing with MS Graph suddenly stops working.

. Enter the email address to be used when sending email.

-A/R Tab

Use the A/R Tab to specify options to use when creating A/R Files to process Direct debit and AR Refunds files.

Allow EFT file creation from a batch range?

Select this option, to allow or disallow the selection of a range of AR Receipt batches from the EFT Create File form.

  • If set to "No", you may only select a single batch for file creation.

  • If set to "Yes", you may select a range of AR Receipt batches using the finders. One EFT file will be created for the range of batches selected and the bank will default to the bank code of the first batch in the range.

Allow unposted batches to be selected?

Select this option if you wish both posted and unposted AR Receipt batches to be displayed by the Finder on the EFT Create File form.

  • If you select "Yes" both posted and unposted AR Receipt batches will be displayed via the Finder.

  • If you select "No", only posted AR Receipt batches will be displayed via the Finder.

If a customer is not defined in EFT Customers

Select this option to control what happens when a customer is not defined in EFT Customers.

  • Skip the customer and continue the export - selecting this option enables a tick box on the EFT Create File screen which will allow you to determine whether an error is generated for each run. EFT Create File will ignore all transactions for AR Customers which have not been defined in EFT Customers and produce a file for those AR Customers which have been defined in EFT Customers.

  • Display an error and abort the export - selecting this option will generate an error message for each AR Customer which is not defined in EFT customers and abort the export. The EFT Customer can then be added and the file export resumed.

Allow Selective receipts from an A/R Batch

Select this option to allow selective records from an A/R Receipt or Refund batch to be transmitted via EFT.

Allow Multiple Customer bank account details, one per EFT File Type

Select this option to allow multiple Customer bank account details, per EFT file type.

When creating the EFT File, EFT will use the bank account details for the specified EFT File Type if it exists. If there is no entry for the Customer and EFT File Type combination, then it will use the default bank account details for the Customer (ie where the EFT File Type is blank).

Tip: If you only make EFT transactions from one bank account and only have one EFT File Type in use, do not select this option and use the default EFT File Type. This simplifies the data entry and reduces the risks of duplicate account details.

Default Customer Status

Select "Entered" to enable 2-step approvals of EFT Customer details. Refer to Approving changes of EFT Vendor/Customer/Employee details for details.

Only users with Security rights to Approve/View Unencrypted Customer Bank Details can set the status to "Active".

Status needs to be Active to use the record (EFT Vendor, Customer or Employee) in the Create EFT File process.

Duplicate Branch / Accounts

Select the appropriate action for duplicate Branch/Account numbers for EFT Customers:

  • Ignore: no validation

  • Warning: you can enter duplicate details, but users receive a warning message.

  • Error: you cannot enter duplicate details.

Encrypt Bank details

Select this option to encrypt A/R Customers bank details.

Only the last 4 digits are displayed on the screen if your security profile does not include: Approve/View Unencrypted Customer Bank Account Details

Note: When you first select the "Encrypt" option, all existing Customers' bank details are encrypted.
Tip: When using the option to Encrypt details, make sure that you use Sage 300 Security Groups for EFT so that only a limited number of Admin users can change the EFT Options. Refer to Adding Security.

Use Remittance Advice Password?

Select this option if you wish to password-protect a Remittance Advice when emailing it to the Customer.

Important! The option to add a password to the PDF is only available if sending emails through EFT SMTP. So you need to configure the A/P Email or A/R Email server details in EFT Options.

Password Formula

Enter the formula for the password the Customer will use to open their Remittance Advice PDF.  (See Password Formulas for more details.)

Tip: You can view the auto-generated password for each Customer in EFT Customers.

Customer PDF Master Password

Enter the master password for all Customer Remittance Advices, if required.  If used, any encrypted PDF can be opened using either the Customer’s password or the Master password.

A/R Email Tab

The Email tab lets you define your email server. When you fill in the email option on the EFT Processing Options, it will email directly to your email server using the selected service. You can email documents using 2 methods, SMTP with basic authentication or App password or Microsoft Graph (when using Microsoft Office 365 and SMTP basic authentication is not enabled).

Email Service

SMTP (Simple Mail Transfer Protocol). You can use your own SMTP server, or an SMTP service.

Example: SMTP Email Examples

Microsoft Graph. This service sends email via Microsoft Office 365. It is generally used when SMTP Basic authentication is not enabled in Office 365.

Refer to Office 365 and Microsoft Graph

Note: Microsoft Graph is available in the latest product updates for Sage 300 versions 2020 and above, since October 2022.

Refer to EFT Processing Email Tab for details to configure the fields.

Tips:

If left blank, EFT Processing will use the SMTP Details on the A/P Email Tab.

If A/P Email tab SMTP details are also blank, Sage 300's configuration to send emails will be used.

Primary File Type Tab

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

  • 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.

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.

Default Advice Tab

This tab lets you define default Crystal reports for advices and reports generated in EFT Processing, including AP Remittance advice, AR Direct Debit advice, AR Refund Remittance Advice, Payroll Remittance advice, Payroll Payslip/Paystub report, Payroll Releve 1 and T 4 reports.

You can also use this Tab to configure a folder to save the payslips/stubs PDF.

How to use: 

If you define default reports on this tab, then when printing remittance advices, the forms will default to the Crystal report form setup on this tab.  

Important! If a user does not have the security to "Select Remittance Advice Layout", then they will not be able to override this default.

 

Default A/P Remittance Advice

To set one of the defaults, click the browse button and browse the network to find the appropriate Crystal form.

Default A/R Direct Debit Advice

To set one of the defaults, click the browse button and browse the network to find the appropriate Crystal form.

Default A/R Refund Advice

To set one of the defaults, click the browse button and browse the network to find the appropriate Crystal form.

Default Payroll Remittance Advice

This form is used when sending Payroll Remittance Advices. To set one of the defaults, click the browse button and browse the network to find the appropriate Crystal form.

Refer to EFT Payroll Print Remittances Advices

Payroll Payslip/stub report

Enter or browse to find the relevant Sage 300 CP or UP Payslip/stub report from the relevant CPxxA or UPxxA directory (e.g. CPCHK4A.RPT in the CP71A folder if you run version 2024).

Payroll Relevé 1s report

Enter or browse to find the CTR1BLK.RPT Sage 300 Payroll Relevé 1 report from the relevant CTxxA directory (e.g. CT73A\ENG\CTR1BLK.RPT). This applies only to Canadian Payroll.

Payroll T4s report

Enter or browse to find the CTT4BLK2..RPT Sage 300 Payroll T4 report from the relevant CTxxA directory (e.g. CT73A\ENG\CTT4BLK2.RPT).This applies only to Canadian Payroll .

Payroll T4As report

Enter or browse to find the CTT4A..RPT Sage 300 Payroll T4As report from the relevant CTxxK directory (e.g. CT73K\ENG\CTT4A.RPT).This applies only to Canadian Payroll .

Payslip / Paystub Print Directory

Enter the UNC path for the parent directory where the Payslip/stub PDF files are to be saved.  EFT Processing will automatically create a subfolder for each Sage 300 Company and a sub-folder for each Employee ID.

Note:

If you select "Use Remittance Advice Password" option on the Payroll Tab, the password is used to save a copy of the PDF payslips.

However, the pdf attached to payroll emails (both payslips and remittance advice) only has a password if you send emails through EFT SMTP and you have configured A/P Email Server or Payroll Email server details in EFT Options. Attached PDF files don't have a password when using Sage SMTP Server or Outlook.

EFT Processing Remittance Advice Report Formats

EFT Processing includes default remittance advice Crystal Reports in the ELxxA>ENG folder.

Note: If you need to amend the reports, you can use Sage 300 Customization Directories.

EFT Processing installs with the following A/P remittance advice formats, with different payment formulas:

  • ELPAY01 – payment date is based on the date when the EFT file was created/generated.

  • ELPAY02 – payment date is based on the Batch Date.

  • ELPAY03 – payment date is based on the Batch Entry Date.

  • 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.

EFT Processing installs with the following A/R remittance formats:

For A/R Receipts

  • ELREC01 – payment date is based on the date when the EFT File was created/generated.

  • ELREC02 - payment date is based on the receipt entry date.

For A/R Refunds

  • ELREF01 – payment date is based on the date when the EFT File was created/generated.

  • ELREF02 - payment date is based on the refund entry date.

For Payroll remittance advices

  • ELPRL01: Payment date is based on the payroll Period End date.

For Payroll payslips/paystubs and T4 and Releve 1 forms

  • Crystal Forms are included in the Sage 300 Payroll module and not in EFT Processing.

Relevé 1s, T4s and T4As reports only apply to Canadian Payroll.

The reports are located in the CT73K\ENG folder (not CP73AA\ENG)

If you modify the default Sage report, make sure it is tested thoroughly. Refer to testing tips in the Payroll upgrade tips

Global FSN

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.

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

Payroll Tab

Use the Payroll Tab to configure EFT Options to create Payroll Files.

Allow EFT file creation from a payroll pay period end range?

Select this option, to allow or disallow the selection of a range of Payroll pay periods from the EFT Create Payroll File form.

  • If set to "No", you may only select a single Payroll pay period for file creation.

  • If set to "Yes", you may select a range of Payroll pay periods using the finders. One EFT file will be created for the range of Payroll pay periods selected and the bank will default to the bank code of the first pay period selected.

If an employee is not defined in EFT Employees

Select this option to control what happens when an employee is not defined in EFT Employees.

  • Skip the employee and continue the export - selecting this option enables a tick box on the EFT Create Payroll File screen which will allow you to determine whether an error is generated for each run. EFT Create Payroll File will ignore all transactions for Employees  which have not been defined in EFT Employees and produce a file for Employees which have been defined in EFT Employees.

  • Display an error and abort the export - selecting this option will generate an error message for each Payroll Employee which is not defined in EFT Employees and abort the export. The EFT Employee can then be added and the file export resumed.

Allow Selective payments from a Payroll pay period

Select this option to allow selective records from a payroll pay period to be transmitted via EFT.

Default Employee Status

Select Entered, Active or Inactive as the default employee status. Use security to control who can make employees active in Payroll.

Encrypt Bank details

Select this option to encrypt Employee's bank details on the Sage 300 screens. When the Encryption option is selected:

  • Users with "View only" security rights will only see the last 4 digits of the Employee Bank & Account details.

  • Any pre-existing records in EFT Employee will be encrypted.

  • When generating an EFT File to upload to the bank, the unencrypted values will automatically be inserted into the file.

Note: When you first select the "Encrypt" option, all existing bank details are encrypted.
Tip: When using the option to Encrypt details, make sure that you use Sage 300 Security Groups for EFT so that only a limited number of Admin users can change the EFT Options.

Primary Bank

The Primary bank is used as the default file type on the Employee Setup Screens for field labels.

You can add up to 50 extra fields for Employee.

Use Remittance Advice Password?

Select this option if you wish to password-protect PDF Files attachments (Remittance Advice and payslip/stub) when emailing PDF to the Employee.

This option is also used to password protect the Payslip/stub file saved if you configure a Print folder in the EFT Options > Default Advice Tab.

Important! The option to add a password to the PDF attached to emails is only available if sending emails through EFT SMTP. So you need to configure the Payroll Email server or the A/P Email server details.

Password Formula

Enter the formula for the password the Employee will use to open their Remittance Advice PDF.  (See Password Formulas for more details.)

Employee PDF Master Password

Enter the master password for all Employees' Remittance Advices, if required.  If used, any encrypted PDF can be opened using either the Employee’s password or the Master password.

Payroll Email Tab

Use the Payroll Email Tab to define the service and related details used to email payroll advices.

The Email tab lets you define your email server. When you fill in the email option on the EFT Processing Options, it will email directly to your email server using the selected service. You can email documents using 2 methods, SMTP with basic authentication or App password or Microsoft Graph (when using Microsoft Office 365 and SMTP basic authentication is not enabled).

Email Service

SMTP (Simple Mail Transfer Protocol). You can use your own SMTP server, or an SMTP service.

Example: SMTP Email Examples

Microsoft Graph. This service sends email via Microsoft Office 365. It is generally used when SMTP Basic authentication is not enabled in Office 365.

Refer to Office 365 and Microsoft Graph

Note: Microsoft Graph is available in the latest product updates for Sage 300 versions 2020 and above, since October 2022.

Refer to EFT Processing Email Tab for details to configure the fields.

Tips:

If details are left blank, EFT Processing will use the SMTP Details on the A/P Email Tab.

If they are both blank, EFT Processing uses the default Sage 300 method of sending e-mail via Microsoft Outlook client or SMTP Details on Sage 300 Advanced ERP Company Profile.

Related tasks

Steps for setting up EFT Processing