Payments ABA

The Payments (ABA) file can be used for scheduled payments posted in Payments / Periodic.
The set-up for the Payments (ABA) file is detailed below.

References

Refer to the Australian Payments Clearing Association website: http://www.apca.com.au/ and their Direct Entry Fact Sheet for more information.

The following programmer blog is also helpful: http://ddkonline.blogspot.com.au/2009/01/aba-bank-payment-file-format-australian.html

Supplier Set-up

• Suppliers / Account “BSB Number” and “Bank Account Number” must be populated

• Suppliers / Account “ABA Format Type” must be selected appropriately from either Supplier or Payment Reference

ABA Format Type ‘Supplier’

‘Supplier’ is the default format. Use this to make payments to the supplier’s bank account. Each payment will be shown as a separate row.

ABA Format Type ‘Payment Reference’

Use ‘Payment Reference’ to make a separate payment to a subsidiary bank account for each vehicle contract.
This is done by combining the supplier’s “BSB” and the contract’s “Supplier Ref” to work as the bank account for payment.
This feature was created for finance payments being made to St George, who run a subsidiary account for each contract.

You will see a payment alert if any contracts are not linked to a driver record, and you won’t be able to post the payment. This is because the driver’s name forms part of the ABA file.

The Contracts / Payments “Supplier Ref” field is not restricted to 9 characters, but if used in this ABA file, the records can only be 9 digits long. If it is longer, you will get an alert and the Text (ABA) will not print.

These validations are not applied to contracts when the Contract Type “Group” is Salary Packaged.

ABA file fields

Visit the Bank Account Setup page for the setup requirements. The table below lists which fields are populated into the ABA file from the banking tables.

Useful Queries

select ba.bank_account_id,
 ba.gl_code_id,
 ba.bank,
 ba.account_name,
 ba.account_name_short,
 baam.process_type,
 baam.aba_description,
 baam.apca_number,
 baam.aba_self_balancing_flag
from gl_bank_accounts as ba
inner join gl_bank_account_aba_mappings as baam
on baam.bank_account_id = ba.bank_account_id
and process_type = 'payables';

Payments 1st Payment Due

Finance

Below are the data population rules that are applied to a finance payment, unless edited by the user.

• Contract / Finance “Finance Due Day” is populated if:

  • Contract / Finance “Finance Start” is entered or edited AND

  • Suppliers / Account “Pay Due” has a valid stored value (see Finance Due Day page for full details)

• Contracts / Payments “Periods Deferred” updates from:

  • Contracts / Finance “Finance Deferred” if populated

  • Otherwise left blank or manually entered

• Contracts / Payments “Due Day” updates from:

  • Contracts / Finance “Finance Due Day” if populated

  • Otherwise defaults to 1

  • Can be manually overridden

• Contracts / Payments “1st Payment Due” updates from:

  • Contracts / Finance “1st Payment Date” if populated

  • Otherwise calculated as the first occurrence of the Due Day after Contract Start date

  • If “Periods Deferred” is populated, the date is shifted forward by that number of months

Subsequent payments are scheduled using the appropriate “Due Day” if the periodic interval is Monthly.
Other intervals such as Weekly and Fortnightly cascade from the “1st Payment Date”.

Finance Date Examples

Insurance

The “1st Payment Due” date is populated as follows (in preference order):

• Populate with Contracts / Insurance “Start Date” if present

• Otherwise populate with the “Due Day” date occurring in the month following Contracts / Billing “Contract Start” date

Notes:

• “1st Payment Due” can be edited to any desired date

• Changing “Due Day” and/or “Periods Deferred” updates the date if no schedule exists and no Insurance Start Date exists

• Subsequent payments follow Monthly / Weekly / Fortnightly scheduling rules

Insurance Date Examples

Roadside Assistance

The “1st Payment Due” date is populated as follows (in preference order):

• Populate with Contracts / Vehicle “Start Date” and set Due Day to the start date day if blank

• Otherwise use Due Day date in month following Contract Start date

Notes:

• Default Due Day is 1

• “1st Payment Due” can be edited manually

• Changes to Due Day or Periods Deferred update schedule if no existing schedule exists

Roadside Assistance Date Examples

Management Fee

The “1st Payment Due” date is populated as follows (in preference order):

• Due Day default is 1

• Uses Due Day in month following Contracts / Billing “Contract Start” date

Notes:

• “1st Payment Due” can be edited to any desired date

• Changes to Due Day and/or Periods Deferred update schedule if no existing schedule exists

Management Fee Date Examples