ACH Record Manager Part Two


Hello, and Thank you for joining me today to learn about RBC Express’ ACH Record Manager This video is the second in a 2 Part series In this video – We will be looking at a how to create Payment Files using the Payment Groups and Records set up in Part one Before we continue – here is a brief reminder from the last video The ACH Record Manager is an online payments service that can be used 2 different ways: the first is to make Direct Deposits for outgoing payments such as payroll, vendors or suppliers The second is to to collect incoming, Preauthorized Payments for purpose like rent, or fees and dues Your RBC Express profile may allow for one or both of these payment types The steps to set up an ACH payment file will be the same for both types The only difference is in the client number that you select at the begining your client number contains an acronym PAP for incoming payments or PDB or PDS for outgoing payments Starting from the Home page use the blue banner at the top of your screen Select the tab labelled Payments, Transfers & Deposits under the ACH Direct Payment & deposits heading choose Create Payment Files If you are always collecting or disbursing payments of the same dollar amount you can use this page right away However, if the dollar amount of your payments changes from one payment file to the next you will start the process by going to Global Changes on the left hand side menu to update the dollar amounts of your payment records We recommend you begin by choosing the update all amounts option and enter zero this ensures that the amounts previously sent or received will be cleared from the Records next choose update individual amounts and continue on this page you will be presented with the list of all Records in the Group and you can update the amount that needs to be collected or paid out in the file If you leave a Record as zero that Record will not be included in the file that customer will not be debited or credited this page will show you up to 10 Records at a time if there are multiple pages you can select Next or Save and Continue to move through the list now that our amounts are up to date we are ready to send the actual payment file On the left hand side menu, is a heading for Payment Files select the link that says Create Regular On this page you will have your client number or client numbers a box labelled Payment Groups and a calendar where you will select the due date of the file If you have multiple client numbers you will start by choosing the number and clicking on Filter to display the groups attached to that number if you only have one client number your groups will automatically appear in the Payments Groups box Click on the name of the group so that it is highlighted in blue next select the due date option if all payments in the file should be paid on the same day select that date form the calendar however, if there are multiple different due dates select individual due dates keep in mind that ACH payments may take up to one business day to process depending on the financial institution of your customers ACH payment files can be future dated up to a maximum of 6 months to review I have indicated my client number selected my group, which contains the records and chosen a date for the file now I can select continue this next page will review the details of the file that is about to be submitted to RBC in this blue and grey chart we can see the File Creation Number the total number of payments and the total amount of the file and again, and zero dollar payments will not be included in this file we strongly recommend that your view and save the View Detail report available in this chart this report displays the content of the file this is an opportunity to double check the amount its also important as your account would be debited or credited for the total of this file so this is an opportunity to save a copy of a breakdown report to save the report choose printer friendly version for a PDF copy and now your are ready to submit your file and what happens next depends on your organizations approval rules the rules are created by the Administrators of your profile and they outline whether users can create payment files independently or if they need approval from others If you are an approver you will be prompted to enter your password the same one used to sign into RBC Express and a Token – which is a small device which displays a 6 digit passcode If you are not an approver you will be clicking submit for approval and another user will sign in and approve the file with their password and token to approve a payment file created by another user Use the Payments, Transfers & Deposits tab on the blue banner at the top of your screen and select the more link under the ACH heading this will take you to the summary page on this page pendingink payments will be represented with a hyperlink to view the contents of this file use the details button on the far right and select the view file content this report is similar to the one that the creator of the file will be saving and this can also be saved or printed for your records to complete the approval select the blue back button to return to the approval page and use the select box on the left to click approve and enter your password and token number once a payment file has been fully approved and released the summary page will show that that file is no longer pending it will now be complete but to fully confirm the status of the file we need to check in the Service Reports and Data Files option under the reports heading on the left hand side each time an ACH payment file is released this page will generate an Input Verification and Edit Report this report confirms that we have recieved for file and it will flag any issues that may prevent RBC from processing the payments within the file here we have an example of a good report on the top left is your organizations name and client number on the top right is the four-digit file creation number and file creation date the report contains a list of transaction statuses this is where we can see how many payments were in the file and total dollar amount this section is also where potential issues will get flagged you will notice transactions held for correction or T-Errors which is what will happen if there is an individual payment within the file that cannot be processed you will also notice transactions blocked which you will see if the whole file cannot be processed here is an example of an Input Verification and Edit Report with errors near the top of the report will be the reason for the error this will tell you whether it is a single transaction being held or the whole file that has been blocked if you file has been blocked in addition to the error on this Report you profile’s registered contacts will receive courtesy email to which they can respond to have the file unblocked or deleted if you have a single transaction being held for correction that can be addressed directly within the RBC express platform by using the ACH Payment Manager the Payment Manager will be visible on the left hand side of the ACH menu just above the Service Reports option to modify or delete a t-error or other future dated payments you will be using the Inquire/Modify feature for more information on modifying or deleting payments we recommend that you watch the ACH Payment Manager video if you have any questions about the features shown in this video you can always contact the client support centre our phone number is at the bottom of your screen at all times

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