SECTION 18.104.22.168 - DEBTOR RECEIPTS - SEND TO EFT
USAGE: This function is only available if you have the EFT option enabled. The purpose of this function is to extract a list of all invoices that can be paid by direct debit. This of course will only work if you have the relationship with your clients where you are able to directly extract payment from their accounts. The function allows you tag any appropriate transaction, and will produce a report and a file suitable for import to the bank EFT programs.
If you are using the Card Option, this menu option will present you with a menu, as follows.
Here you can choose to either use the standard EFT extract, as discussed below, or the PREPAID option (see SECTION 22.214.171.124U.2).
DISCUSSION: Before you can extract a report, you must tag at least one Debtor as a credit type 4 (see SECTION 1 - DEBTORS). You will also need to enter the bank details. In certain installations, you are also asked certain masking information, specific to that installation, which will mask the extraction to certain limits.
As this program updates the bank, if you are running multi-banking, you will first have to choose which bank you wish to attach the payments to. It is not possible to choose more than one bank.
For certain installations, there is the option to certain ranges:
INCLUDE “TERMFEE” This option includes Debtors in the group TERMFEE. If you wish to exclude these Debtors, enter N.
INCLUDE NON “TERMFEE” This option includes Debtors with a group other than TERMFEE. You must enter Y to either this or the previous question. You can answer Y to both.
SITE RANGE This option allows you to enter a range of Sites. By default, the lower limit is 000 and the upper limit is 999. If you leave these fields as the default, no checks will be made. If you enter a value other than the default, HiFinance will exclude any transaction that has no SITE= value in the description or SITE=XXX where XXX is less than the lower limit or higher than the upper limit. This is usually used where the operator has changed and you need to limit the payments to one Site. In this case, make the lower and upper limits the site number.
When the SEND TO EFT program starts, it will scan the Debtor transaction file. The program will extract any debit transaction that is:
a) attached to an EFT Debtor,
b) can be paid on the current day, eg the correct day of the week or month,
c) completely un allocated,
d) has not been previously tagged as REJECTED,
e) has been around for long enough to pass the AFTER WAITING DAYS trigger.
When the scan has finished, you will be presented with the following screen:
The following function keys are available:
<F1> This will tag the highlighted line as ACCEPTED. This will tell the program that the current invoice may be paid via the bank interface. Most transactions will be tagged this way.
<F2> This will tag the highlighted line as REJECTED. This will tell the program that the current invoice should never be paid via the direct banking facility. The transaction will be tagged as such and will never come up in this report again. You will then have to manually deal with this transaction. You would use this facility when the customer tells you not to extract a specific invoice from their account because the might, for instance, be paying it by cheque. Also, if an invoice is in dispute, you should tag it here, so that you cannot accidentally extract the money automatically.
<F3> This will tag the highlighted line as DEFERRED. This will tell the program that the current invoice should put back into the transaction file because you don’t wish to extract the money today. The transaction will come back as a “payable” item when you run the report next time (assuming that the date criteria match),
<F4> This will cause the program to print a list of the list, as it currently stands. You can use this as an intermediate list, to tick off your choices. You should print the report at least once. If you try to update the file, and you have made changes since the last report print, you will be reminded to print the report again. The report is suitable for manual input to an on-line banking data entry screen. It can be thus also be used when your on-line system fails to import the transfer file, see below.
<F5> This will display the details of the invoice in the lower portion of the screen. The format of this display is similar to that in the DEBTOR ENQUIRY function (see SECTION 1.1). You can also print the details, if this is helpful.
<F6> This will set all transactions to the ACCEPTED status.
<F7> This will set all transactions to the DEFERRED status.
<F10> This option will only become live when you have set the status to every line to something other than blank. When you press <F10> you will be asked print the report, unless you have just printed it. You must answer YES or NO to this question. After the report has been printed you will be asked to confirm the update. There is no way back if you answer YES so it is important to make sure that all is completely correct before you proceed.
The program will export a file called XXX-ODP.ABA, where XXX is your company code as defined in SYSTEM PARAMETERS. Case is not important. This file is in the main data directory, eg h:\hf5data\comp1\hor-odp.aba. This file can then be directly imported to the bank EFT programs. You will still need to accept the transactions within this program.
Files updated by the Send to EFT program:
Debtor transaction-file: Each transaction will be tagged with either ACCEPTED, REJECTED or DEFFERED, and time stamped so that the DEBTOR TRANSACTION ENQUIRY program can display the status. The transactions are not tagged as paid. This is a separate function, which you do, when the bank tells you that the moneys have been transferred into your account.