Bank accounts

Security

Set up bank account records for the checking and savings accounts you need to track in Bank Reconciliation. Bank accounts are the basis for check printing and reconciliation.

If you participate in electronic banking, you can also set up ACH information for your bank accounts.

Each bank account is associated with one or more check registers. The GL merge process automatically generates transaction detail postings for any GL account referenced by a bank account.

Create a bank account

Set up EFT information

Tip

AccountingWare recommends you take a screen capture of the Bank Account tab and provide it to your bank so they can provide you with the values you need to complete the direct deposit information.

Open the bank account record that you want to set up EFT for.
In the first blank row in the EFT table, select "ACH" from the Type drop-down list.
Note
Once you select a value in the Type column and tab off the detail line, the Type field becomes disabled. If you select the wrong type, leave the detail line, and then need to change it, you must delete the detail line and enter a new detail line with the correct type. This precaution prevents you from changing the type in error and losing set-up information.
If the bank account is used for Accounts Payable EFT payments or for printing AP checks, mark the AP checkbox. AP can only be marked on one detail line. Both AP and PR can be marked on the same detail line; this is typical. This checkbox is only visible if the Accounts Payable package is installed.
If the bank account is used for payroll direct deposits or for printing payroll checks, mark the PR checkbox. PR can only be marked on one detail line. Both PR and AP can be marked on the same detail line; this is typical. This checkbox is only visible if the Payroll package is installed.
If you want to include additional information about this EFT profile, enter details in the Memo field.
In the Information section in the ABA Routing Number field, enter the bank's routing number. Currently, the ABA routing number is only used when the offsetting entry is included in the ACH file.
In the Last Detail Sequence Number field, type the starting number for detail records. This value is automatically updated when a direct deposit file is created and the checks are marked as disbursed in Payroll. The detail sequence number occupies positions 9-15 of the Trace Number in a direct deposit file.
From the Settlement Date Format drop-down list, select how to fill in the tens digit of the settlement date for months or days less than 10. Your options are:
- Spaces
- Zeros
If you want the ACH file to include the offsetting entry for the transactions in the ACH file, mark the Create Offsetting Entry checkbox. If your bank will make the offsetting entry, ensure the checkbox is cleared.
From the Service Class Code drop-down list, select the code to indicate the type(s) of transactions in the ACH file. Your options are:
- 200. The file contains both credit and debit entries. If you marked the Create Offsetting Entry checkbox, you should select this option.
- 220. The file contains only credit entries.
In the Security Header section, if your bank requires the ACH file to include security header information, mark the Include Security Header checkbox.
If you marked the Include Security Header checkbox, the Text field is enabled. Enter the text of the security header as provided by your bank. Notice that the Length field below keeps track of the number of characters entered so that you can verify the header is the correct length.
In the Immediate Destination section in the Routing Number field, enter the routing number of the receiving point bank. Typically, the first position is blank, followed by the four-digit Federal Reserve routing symbol, the four-digit ABA institution ID, and the check digit. The routing number is part of the File Header record and is required.
In the Name field, enter the name of the receiving point bank. The immediate destination name is part of the File Header record and is optional.
In the Company section in the ID field, enter the ID assigned to your company by the bank. The first character of the ID, the prefix, is one of the following values:
- 1. Indicates that the ID is the IRS Employer ID (EIN).
- 3. Indicates that the ID is the Data Universal Numbering System (DUNS) number.
- 9. Indicates that the ID is a number assigned by the bank.
In the Name field, enter your company name as it appears on your ACH contract with the bank. The company name is part of the Company/Batch Header record and is required.
In the Originating DFI ID field, type the originator's routing/transit number as assigned by the bank. This number is part of the Company/Batch Header record and the Company/Batch Control record and is required.
In the Immediate Origin section in the Routing Number field, enter the routing number of the sending point bank or the company tax ID (EIN/TIN). Typically, the first position is blank, followed by the four-digit Federal Reserve routing symbol, the four-digit ABA institution ID, and the check digit. The routing number is part of the File Header record and is required.
In the Name field, enter the name of the sending point bank or company. The immediate origin name is part of the File Header record and is optional.
If you need to set up another EFT profile for this bank, repeat steps 2-19.
When you finish, save your changes.

Set up Canadian EFT

Open the bank record that you want to set up Canadian EFT for.
In the first blank row in the EFT table, select "Canadian" from the Type drop-down list. The Canadian EFT fields load in the bottom half of the window.
Note
Once you select a value in the Type column and tab off the detail line, the Type field becomes disabled. If you select the wrong type, leave the detail line, and then need to change it, you must delete the detail line and enter a new detail line with the correct type. This precaution prevents you from changing the type in error and losing set-up information.
If the bank account is used for Accounts Payable EFT payments or for printing AP checks, mark the AP checkbox. AP can only be marked on one detail line. Both AP and PR can be marked on the same detail line; this is typical. This checkbox is only visible if the Accounts Payable package is installed.
If the bank account is used for payroll direct deposits or for printing payroll checks, mark the PR checkbox. PR can only be marked on one detail line. Both PR and AP can be marked on the same detail line; this is typical. This checkbox is only visible if the Payroll package is installed.
If you want to include additional information about this Canadian EFT profile, enter details in the Memo field.
In the Canadian section in the Last Detail Sequence Number field, enter the starting number for detail records. After initial setup, this field is system-maintained.
In the User Number field, enter the originator ID assigned to you by the bank.
In the User Name field, enter the long form of your company name.
In the Abbreviated User Name field, enter the short form of your company name. (This name may appear on your statements and may be assigned to you by the bank.)
In the Addressee field, enter the five-digit destination data centre code.
In the Branch Number field, enter the five-digit code that identifies the bank branch. (The last digit of the branch number typically indicates its geographical location.)
In the Bank Number field, enter the three-digit code that identifies the financial institution.

Note

A leading zero followed by the bank number and then by the branch number constitute the routing number.
In the Currency Code field, select the three-character ISO currency code. This code must match the currency assigned in your service agreement. Your options are:
- CAD. Canadian dollars
- USD. US dollars
If you need to setup another Canadian EFT profile for this bank, repeat steps 2-13.
When you finish, save your changes.

Bank Accounts Listing

Purpose

The Bank Accounts Listing provides a list of the bank accounts defined in Bank Reconciliation.

Content

For each bank account included on the report, the listing shows:

description
bank name
bank account number
account type
whether the bank account has been flagged as obsolete.

In addition, you can include one or more of the following:

EFT information
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Bank Reconciliation > Setup > Bank Accounts folder.
Start the report set-up wizard.
- To report on all or a filtered subset of bank accounts:
  1. Right-click the Bank Accounts folder and select Select and Report > Bank Accounts Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected bank accounts:
  1. In the HD view, select the bank accounts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular bank account from the Bank Account window:
  1. In the HD view, locate and double-click the bank account to report on. The Bank Account window opens with the bank account loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- EFT Information
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Bank accounts

Bank Account Record ID

Bank

The bank where the bank account resides.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Name

A unique name for the bank account.

Description

A description of the bank account.

Bank Account tab

Bank Account Number

The account number of the bank account.

Account Type

The type of bank account. Valid options are:

Checking
Savings

GL Batch

The GL batch for statement adjustment postings.

EFT table

Type

The type of EFT profile defined on the current row. Valid options are:

ACH
Canadian

Note

Once you select a value in the Type column and tab off the detail line, the Type field becomes disabled. If you select the wrong type, leave the detail line, and then need to change it, you must delete the detail line and enter a new detail line with the correct type. This precaution prevents you from changing the type in error and losing set-up information.

If marked, indicates the EFT profile is used for Accounts Payable EFT payments or for printing AP checks. AP can only be marked on one detail line. Both AP and PR can be marked on the same detail line; this is typical. This checkbox is only visible if the Accounts Payable package is installed.

If marked, indicates the EFT profile is used for payroll direct deposits or for printing payroll checks. PR can only be marked on one detail line. Both PR and AP can be marked on the same detail line; this is typical. This checkbox is only visible if the Payroll package is installed.

Memo

Additional information about the EFT profile defined on the current row.

ACH

The following fields are visible when you select "ACH" in the Type field.

Information

ABA Routing Number

The bank's routing number. The routing number is used for automatic clearing of banking information. It contains routing and identifying information that allows any clearinghouse or financial institution in the United States to determine the correct bank. Currently, the ABA routing number is only used when the offsetting entry is included in the ACH file.

Last Detail Sequence Number

The starting number for detail records. This value is system-maintained after initial setup whenever a direct deposit file is created and the checks are marked as disbursed. The detail sequence number occupies positions 9-15 of the Trace Number in a direct deposit file.

Settlement Date Format

The characters to use to fill in the tens digit in settlement dates with months and/or days less than 10. Valid options are:

Spaces
Zeros

Create Offsetting Entry

If marked, this checkbox indicates the ACH file should include the offsetting entry for the transactions in the file. If your bank makes the offsetting entry, ensure the checkbox is cleared.

Service Class Code

The code that indicates the type(s) of transactions in the ACH file. Valid options are:

200. The file contains both credit and debit entries. If the Create Offsetting Entries? checkbox is marked, this option should be selected.
220. The file contains only credit entries.

Security Header

Include Security Header

If the checkbox is marked, indicates that ACH files should include security header information. Some banks require the security header.

Text

The security header information, provided by your bank, which will be included at the top of your ACH files. This field is enabled if the Include Security Header checkbox is marked.

Length

The length of the security header content in the Text field. Use this information to verify that the header length is correct.

Immediate Destination

Routing Number (with Prefix)

The routing number of the receiving point bank. Typically, the first position is blank, followed by the four-digit Federal Reserve routing symbol, the four-digit ABA institution ID, and the check digit. The routing number is part of the File Header record and is required.

Name

The name of the receiving point bank. The immediate destination name is part of the File Header record and is optional.

Company

ID (with Prefix)

The ID assigned to your company by the bank. The first character of the ID, the prefix, is one of the following values:

1. Indicates that the ID is the IRS Employer ID (EIN). (This is the prefix typically used.)
3. Indicates that the ID is the Data Universal Numbering System (DUNS) number.
9. Indicates that the ID is a number assigned by the bank.

Name

Your company name as it appears on the ACH contract with the bank. The company name is part of the Company/Batch Header record and is required.

Originating DFI ID

The originator's routing/transit number as assigned by the bank. This number is part of the Company/Batch Header record and the Company/Batch Control record and is required.

Immediate Origin

Routing Number (with Prefix)

The routing number of the sending point bank or the company tax ID (EIN/TIN). Typically, the first position is blank, followed by the four-digit Federal Reserve routing symbol, the four-digit ABA institution ID, and the check digit. The routing number is part of the File Header record and is required.

Name

The name of the sending point bank or company. The immediate origin name is part of the File Header record and is optional.

Canadian

The following fields are visible when you select "Canadian" in the Type field.

Canadian

Last Detail Sequence Number

The starting number for detail records. After initial setup, this field is system-maintained.

User Number

The originator ID assigned to you by the bank.

User Name

The long form of your company name.

Abbreviated User Name

The short form of your company name. (This name may appear on your statements and may be assigned to you by the bank.)

Addressee

The five-digit destination data centre code.

Branch Number

The five-digit code that identifies the bank branch. (The last digit of the branch number typically indicates its geographical location.)

Bank Number

The three-digit code that identifies the financial institution.

Note

A leading zero followed by the bank number and then by the branch number constitute the routing number.

Currency Code

The three-character ISO currency code. This code must match the currency assigned in your service agreement. Valid options are:

CAD. Canadian dollars.
USD. US dollars.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Registers tab

The Check Registers pane shows the Check Registers HD view filtered to show all check registers for the selected bank account.

Double-click a row in the pane to drill down to its record in the Check Register window.

Transactions tab

The Bank Transactions pane shows the Bank Transactions HD view filtered to show all bank transactions for the selected bank account.

Double-click a row in the pane to drill down to its record in the Bank Transaction window.

Voided Forms tab

The Voided Forms pane shows the Voided Forms HD view filtered to show all voided forms for the selected bank account.

Double-click a row in the pane to drill down to its record in the Voided Form window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Common accesses available on bank accounts

Access	A user with this access can...
Change	Use the mass change action on bank accounts.
Custom Fields	Create and edit custom fields for bank accounts.
Data	Have read-only access to bank accounts from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete bank accounts.
Edit	Edit bank account records.
Export	Export bank account records from ActivityHD.
Import	Import bank account records into ActivityHD.
New	Create new bank account records.
Read	Have read-only access to bank account records.
Report	Run reports with bank account information.
Report Designs	Create and edit report designs with bank account information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to bank accounts.
Shared Filters	Create and edit shared filters on bank accounts.
Visible	View the Bank Accounts folder in the Navigation pane.

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