Disbursements (ABA & BPAY): Create a Disbursement BPAY file

Creating and managing ABA and BPAY disbursement files

Create a Disbursement BPAY File

Qualifiers

  • The client has a Clients / Packaging Defaults record

  • You have receipted the pay run

  • Since the receipt was posted:

    • the scheduler job autoPostClaims has run

    • the scheduler job autoBuildClaims has run

    • the scheduler job autoPostPayments has run

  • You have created an ABA file today

Select

  1. Navigate to Accounts / Export / BPAY - Disbursements (BPAY)

  2. Click New

  3. ABA Type - choose 'Company' if you maintain one bank account for your clients. Choose 'Client' if you maintain a separate bank account for the client

  4. Client Code - leave this field blank if you process all client disbursements together in a company bank account. Lookup or enter the client's code, tab off this field. If there are no transactions, you will be alerted, click OK to exit the screen

  5. The calculated total for the file is displayed

Preview Reports

  • Output Name - select either the 'Preview Company' or 'Preview Client' to review the transactions that will be included in the batch

  • Click Print

Create the Batch

  1. Transaction Date - pick or enter the bank processing date you need for this file

  2. Click Create

Transaction Report

  • Run the transactions report for a breakdown of the bpay records for recordkeeping, or to create a banking upload file

  • Output Name - 'Transactions'

  • Click Print

  • You may also have a custom report configured for your banking upload that can be generated

Create a Disbursements ABA File

Qualifiers

  • The client has a Clients / Packaging Defaults record

  • You have receipted the pay run

  • Since the receipt was posted:

    • the scheduler job autoPostClaims has run

    • the scheduler job autoBuildClaims has run

    • the scheduler job autoPostPayments has run

Select

  1. Navigate to Accounts / Export / BECS - Disbursements (ABA)

  2. Click New

  3. ABA Type - choose 'Company' if you maintain one bank account for your clients. Choose 'Client' if you maintain a separate bank account for the client

  4. Client Code - leave this field blank if you process all client disbursements together in a company bank account. Lookup or enter the client's code, tab off this field. If there are no transactions, you will be alerted, click OK to exit the screen

  5. The calculated total for the file is displayed

Preview Reports

  • Output Name - select either the 'Company Preview' or 'Client Preview' to review the transactions that will be included in the batch

  • Click Print

  • Customised reports can be created for you to enable detailed data checks before batches are created

Create the Batch

  1. Transaction Date - pick or enter the bank processing date you need for this file

  2. Click Create

  3. Click Export

Scheduler Jobs

Scheduler jobs can be configured to:

  • Create a client event and email an EFT Disbursements Report to the client

Next Steps

  • Create a Disbursement BPAY file

  • Delete a Disbursement ABA file

Delete a Disbursement ABA File

Qualifiers

  • You need to Unwind a pay run because the ABA file total is incorrect

  • You have only recently finished processing the client's pay run

  • No transactions that belong to a future pay run have been posted (i.e. un-wanted transactions will not be selected for disbursement)

Select Client

  1. Navigate to Accounts / Export / BECS - Disbursements (ABA)

  2. BECS ID - enter or lookup the required record

  3. Confirm this is the correct record to delete

  4. Status - check the status is 'Pending'. If it is not:

    • Click Edit

    • Status - update to 'Pending'

    • Click Save

    • You will be warned of this change

    • Click OK

  5. Click Delete

  6. You will be warned of this change

  7. Click OK

Delete a Disbursement BPAY File

Qualifiers

  • You need to Unwind a pay run because the BPAY file total is incorrect

  • You have only recently created the file

  • No transactions that belong to a future pay run have been posted (i.e. un-wanted transactions will not be selected for disbursement)

Select Client

  1. Navigate to Accounts / Export / BPAY - Disbursements

  2. BPAY ID - enter or lookup the required record

  3. Confirm this is the correct record to delete

  4. Status - check the status is 'Pending'. If it is not:

    • Click Edit

    • Status - update to 'Pending'

    • Click Save

    • You will be warned of this change

    • Click OK

  5. Click Delete

  6. You will be warned of this change

  7. Click OK