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Credit Card/ACH Batch Details

This is used to edit and process the individual batches.

Layout / How-To (Regular Batches)

When batches are created, they are placed into an "Open" status. This means that individual lease payment requests may be added and deleted from the batch. Payment requests may be made either from the Credit Card/ACH screen, or by any of the mass add methods available from this screen.

Add (Load) Methods
Press the Get Customers button to open the load options panel.

There are four methods for adding payment requests to the batch. All of these methods are sensitive to the locations that are currently marked. If you need to change the marked locations, please exit back to the main menu to set them. The methods are:
  • All active deals. This will go through all active deals and will pull every deal which has an active credit card/ACH defined.
  • Recurring payments or Weekly. This will either load all active deals which have an active recurring payment for the day entered into the Day "1" field, or, it will load all active deals which are marked for a specific day of the week as indicated.
  • Payments due. This will load all active deals which have a payment due in the range of days entered into the Day "1" and Day "2" fields.
  • Look up individual deal. This will provide a list of all active deals with an active credit card/ACH defined. This is a slow method, so if you have a lot of payments to add, it would be quicker to go to each lease's Credit Card/ACH screen and add them to the batch from there.
  • All, using recurring day as Settle Day. This will load all active deals which have an active credit card/ACH defined and has been set up on the recurring payment screen. (Will not work with CIBC80.) The recurring payment day will be used as the day on which the payment will be taken from the customer's account. If you need the settlement day, but wish to use a different load option, then use the Tools menu to set the settlement day after loading the screen.

    Note: No payments will be loaded for deals at or past the scheduled end date.

    Batch Processing
    Once all of the payment requests have been added to the batch, press the Check for Errors button. Each payment will be reviewed to ensure that account numbers appear valid and that you have data entered into the required fields. Error messages will be placed into the Message column and errors will be tallied at the top of the screen. Errors will also be highlighted and displayed with a red font.

    All errors must be corrected before batch processing may continue. Use the Delete button to delete those entries which cannot be corrected.

    When no errors remain, the next step is to export the batch for processing. Do this by pressing the Export Batch button at the top of the screen. A save window will pop up and ask you to specify the folder to which the batch will be exported. (The ALMSysSQL\Data folder is the initial default, but the program will remember the last folder to which you saved.) Once data has been exported, no additional records may be added to the batch.

    The batch file name assigned is long and complicated, and cannot be changed. The format of this name for TransFirst is ssssssaaaaaaaa1S000.yymmdd, where:
  • ssssss is your assigned sender ID
  • aaaaaaaa is your assigned account number
  • 1 is the number of sub-batches in the file (credit cards and ACH entries are separated into different sub-batches)
  • S tells the processor that it will be uploaded through the secure upload process
  • 000 is the number of the batches exported from ALMSys for the day
  • yymmdd is the current date

    The format of this name for NACHA is NACHA-yyyymmdd-nnnnnn.txt, where:
  • yyyymmdd is the current date
  • nnnnnn is the automatically assigned ALMSys batch number

    Batches are typically uploaded to the processor via secure FTP. The website access for this is provided to you by your processor.

    TransFirst
    Use the help guide provided to you in order to upload the exported batch for processing. Processing should only take a minute or two. When processing has been completed, a file will be provided that contains the processing results. Please download this file into the same folder which contained the batch that you uploaded.

    Use the Import Batch Results button in order to apply the processing results to the batch. ALMSys will interpret the batch and convey the results in the Process Results and Message columns. Records with errors will be highlighted and have a red font.

    At this time, there is no automatic method of resubmitting records with errors for processing. You may print these records by selecting Reports - Batch Report: Errors Only from the pull-down menu.

    All Types
    The next step is to post payments for the batch. Do this by pressing the Post Payments button at the top of the screen. (Payments will be posted only for those records that do not have any processing errors.) At any time after payments have been posted, you may run the Payments Posted report from the Reports pull-down menu. Payments for deals which have been terminated will be posted against the TermPayments file.

    There are no further processing steps to take for this batch.

    Layout / How-To (Leveraged Financing Batches)
    Leveraged financing payment batches are used for crediting your leveraged financing banks with ALL payments posted on a given date (but only for those deals with leveraged financing set up).

    To begin, press the Get Customers button to open the load options panel. Select the date on which payments were posted, and press the Load button. Customer data will appear in the grid as gray lines. The leveraged financing bank data will appear as black text on a white background, with "**BANK**" as the account number. This line is a summary of all of the customer lines for that bank. Additional data on this line is as follows:
  • # (Deal Number): This is the leveraged financing bank number.
  • Reporting Name: The name of the leveraged financing bank.
  • Total Payment: If the amount paid equals the normal payment amount, then the payment amount from the leveraged financing screen is used. Otherwise, the amount paid is used.
  • Base Amount: The total lease payment of the customer.
  • Tax Amount: The leveraged financing payment.
  • CC#: The count of customers for that bank in this batch.
  • Extended Order #: The leveraged financing bank number.

    If you sort this list by Extended Order #, then you would be able to see the detail records, followed by the bank record, for each bank.

    The Total Payment amount for a customer detail line may be edited by right-clicking on the detail line and selecting Edit Total Amount from the pop-up menu. After editing the amount, press OK and the screen will be recalculated for you.

    Press the Recalculate Batch button to recalculate the screen.

    Press the Check for Errors button to make sure that each bank has been set up for ACH. If not, you will need to go to Leveraged Financing Bank Maintenance to provide ACH information for the bank.

    All errors must be corrected before batch processing may continue. Use the Delete button to delete those entries which cannot be corrected. (You must delete all leveraged financing detail records for a specific bank before the bank record itself may be deleted.)

    When no errors remain, the next step is to export the batch for processing. Do this by pressing the Export Bank Batch button at the top of the screen. A save window will pop up and ask you to specify the folder to which the batch will be exported. (The ALMSysSQL\Data folder is the initial default, but the program will remember the last folder to which you saved.)

    Only the leveraged financing payment amounts (Total Amount) will be sent to the bank. Other amounts have been provided for reference only.

    Use the Import Batch Results button in order to apply the processing results to the batch. ALMSys will interpret the batch and convey the results in the Process Results and Message columns. Records with errors will be highlighted and have a red font.

    The Leveraged Financing Cash Deposit by Bank report may be generated via the pull-down Reports menu. This report may be e-mailed to the bank by right-clicking on the bank record and selecting to e-mail the report. You must have an e-mail address established in the Leveraged Financing Bank Maintenance.

    There are no further processing steps to take for this batch.