Set Up an ACH Processor

The first step in setting up ACHClosed Automated Clearing House — An electronic network for financial transactions in the United States. Transactions within our software can be made by either check or ACH. in Millennium® is to configure ACH for each ACH processor to which you will be sending ACH files.

Whether you are creating an new ACH processor or editing an existing one, follow these steps:

  1. Select System > Setup > Misc tab.

The system displays the Miscellaneous page. Use this page to set up an ACH entry for each ACH processor.

  1. Select ACHSetup from the drop-down list above the items list:

This selection controls the format information of the ACH file, as well as reporting options. You set up the options via sub-tabs. You can define options for “log in” and “log out” commands used during file transmission.

If you send ACH files to multiple financial institutions, you must use ACHSetup for each ACH processor to accommodate each processor’s file specifications.

  1. To add a new ACH processor, click on the yellow asterisk button:

The system displays the Enter Code for New ACH Code dialog:

  1. Type an abbreviation or ID for the ACH processor in the text field and click the OK button.

The system adds the new ACH processor to the item list on the Miscellaneous page.

  1. Be sure your new ACH processor is selected (highlighted in the items list) and fill in the fields of the various sub-pages. Each section that follows explains each sub-page.

ACH Setup sub-tab

  1. Click on the ACH Setup sub-tab.

The system displays the ACH processor’s ACH Setup sub-page:

From top-to-bottom and left-to-right, the fields in the ACH Setup sub-page are as follows:

Table 2-29: ACH Setup sub-page fields
Field Description
Description Enter the name of the ACH processor or financial institution receiving the file.
Path

Enter the full UNC (Uniform Naming Convention) path where the ACH file will be created.

The UNC path should be one that is available to the process server user account; for example:

\\ServerName\drive\sharedfolder\subfolders\

Millennium® will put all of this ACH processor’s ACH files into this directory.
Use ACH Directory Click this button to change the value of the Path field to the default ACH directory of your Millennium® installation.
Filename

It is a good idea to leave this field blank. If you enter a name in this field, the system assigns the ACH file this name every time it is created, overwriting older files each time.

If you leave this field blank, the system assigns each file a new name using the convention ACHMMDDYY.NNN, where MM is the month, DD is the day, YY is the year, and NNN is the sequential number created that day.

For example, the file ACH010209.002 represents the second ACH file created on January 2nd, 2009.
Default ACH Setup

If you put a check in this check box, this ACH processor’s setup will be the default value in the drop-down list in the ACH Warehouse.

Note: This field should be checked for the ACH processor to which you’ll be sending all or most of your ACH files.Be sure to check it on one of your ACH processor setups, as it will most likely speed up the process.
  1. Enter the appropriate information into each field.
  2. Save your work by pressing F11 or clicking the “Save” diskette icon.

Report sub-tab

  1. Click on the Report sub-tab.

The system displays the Report sub-page:

The fields in the Report sub-page are as follows:

Table 2-30: Report sub-page fields
Field Description
Print Report If you put a check in this check box, the system prints the ACH Transaction Report each time you create the ACH file.
Print Destination Use this drop-down list to select the printer on which the ACH Transaction Report will be printed.
  1. Enter the appropriate information into each field.
  2. Save your work by pressing F11 or clicking the “Save” diskette icon.

Header sub-tab

You will need the information from one of your existing ACH files and/or from your ACH processor in order to enter most of the Header sub-page information.

  1. Click on the Header sub-tab.

The system displays the Header sub-page:

From top-to-bottom and left-to-right, the fields in the Header sub-page are as follows:

Table 2-31: Header sub-page fields
Field Description
Immediate Destination ABA Enter the 9-digit ABA number of the ACH processor receiving the money.
Immediate Destination Name

Enter the name of the ACH processor receiving the money.

The NACHA format uses a maximum of 23 characters. If the name is 24 characters or more, it is truncated. If the name is less than 23 characters, it is padded with spaces.
Immediate Origin ABA Enter the 9-digit ABA number of the ACH processor sending the money.
Immediate Origin Name

Enter the name of the ACH processor sending the money.

The NACHA format uses a maximum of 23 characters. If the name is 24 characters or more, it is truncated. If the name is less than 23 characters, it is padded with spaces.
Originating DFI Enter the first 8 digits of the routing number for the Depository Financial Institution (DFI) originating the entries.
File Modifier Enter the 1-character file ID modifier, which is used to distinguish among multiple files. Label the first file A (must be a capital letter). Valid entries include A through Z, followed by 1 through 9.
Ref Code [optional] Enter a reference code you can use for internal accounting purposes.
Use CCD for All Payments (except Dir Dep)

Always put a check in this check box—unless your ACH processor tells you not to!

Normally, direct deposit transactions are coded with PPD in an ACH file. CCD transactions should be used for all of your transactions except direct deposits; however, some financial institutions will not accept anything but PPD transactions from their customers.
Use CCD for Tax Payments

Put a check in this check box to force CCD on tax payments only.

If you check Use CCD for All Payments, this check box is disabled.
  1. Enter the appropriate information into each field.
  2. Save your work by pressing F11 or clicking the “Save” diskette icon.

Login sub-tab

  1. Click on the Login sub-tab.

The system displays the Login sub-page:

  1. Leave this text area blank unless your ACH processor requires a special login record in the ACH file. If the ACH processor does, it will tell you what to enter.
  2. Enter the appropriate information into each field.
  3. Save your work by pressing F11 or clicking the “Save” diskette icon.

Logout sub-tab

  1. Click on the Logout sub-tab.

The system displays the Logout sub-page:

  1. Leave this text area blank unless your ACH processor requires a special login record in the ACH file. If the ACH processor does, it will tell you what to enter.
  2. Enter the appropriate information into each field.
  3. Save your work by pressing [F11] or clicking the “Save” diskette icon.

User Scripts sub-tab

This sub-page is where you can set the values for six of the ACH fields within the file. You determine the information contained in each field through VBScripts.

You can add, modify, and delete scripts.

  1. Click on the User Scripts sub-tab.

The system displays the User Scripts sub-page:

From top-to-bottom and left-to-right, the fields in the User Scripts sub-page are as follows:

Table 2-32: User Scripts sub-page fields
Field Description
ACH Field

A default script exists for each of the six ACH fields. The default scripts produce a standard ACH file.

Use this drop-down list to select one of the six ACH fields, in order to add, modify, or delete a VBScript related to that field in the ACH file format. Valid entries are:

  • BatchHeader / CompanyName—Batch Header (record 5), Company Discretionary Data (field 4).
  • BatchHeader / CompanyID—Batch Header (record 5), Company Name (field 3).
  • BatchHeader / CompanyData—Batch Header (record 5), Company Identification (field 5).
  • DetailRecord / IndividualName—Detail Record (record 6), Individual Identification Number (field 7).
  • DetailRecord / IndividualID—Detail Record (record 6), Individual Name (field 8).
  • DetailRecord / Discretionary—Detail Record (record 6), Discretionary Data (field 9).

For more information on discretionary field scripts, seeUser Scripts for ACH Discretionary Fields.

Test and Save Script Click this button to test the script you entered. An example of what Millennium® would include in the ACH file is displayed in the Result field.

Important: In order to save the scripts to the Millennium® database, you must use the Test and Save Script button.

  1. Select an ACH field from the ACH Field drop-down list.
  2. Copy and paste a default script (or your own script) in the text area.

You can copy the default scripts from Default ACH Discretionary Scripts or download them from KB article 990.

  1. Click the Test and Save Script button to ensure you get the proper result.
  2. Repeat Select an ACH field from the ACH Field drop-down list. through Click the Test and Save Script button to ensure you get the proper result. for each ACH field.
  3. Save your work by pressing F11 or clicking the “Save” diskette icon.