This unit offers a detailed, step-by-step guide on generating Vendor Payment (VP) ABA Electronic Funds Transfer (EFT) files within SapphireOne. By following this process, your organisation can ensure that Vendor Payments are handled both efficiently and accurately.
If you intend to use EFT payments, please ensure the following prerequisites are met before proceeding:
- The Vendor’s preferred payment method is set to Electronic Funds Transfer (E.F.T).
- All required bank account details for the Vendor have been accurately entered.
- The feature is compatible with the Australian ABA file format.
These settings are essential to ensure successful processing of EFT transactions within SapphireOne.
- Navigation – Go to Accounts Mode > Accounts Payables > Accounts Payables Inquiries and then select the Transactions item. Sapphire one will display the Vendor Transactions list screen displaying a list of all current Vendor transactions in the data file.
- Opening Transaction – Double Click to modify the specific Vendor Payment (VP) transaction you wish to process.
- Share/Print Icon – Click on the small arrow to the right of the share icon and a small drop down menu will be displayed.
- Share/Print menu – From this drop down menu, select Generate EFT File. A Process Payments alert will be displayed.
- Process Payments alert – When this alert is displayed, select the Payment option. and then select OK.
- Bank Account list screen – From this list select the bank account from which the payment will be made and then select the OK button.
- Transactions Report alert – This alert screen will be displayed next. It should default to Email, Remittance and ABA file for EFT. Alter these as required, although for EFT payments these options should be selected as default.
- Generating file – When the blue Process button is clicked on, the software will display the next screen where the individual invoices for the this EFT payment for the Vendor are selected.
- Payment Selection screen – This screen displays all current un-allocated invoices for the Vendor currently being processed.
- Invoice Selection – Select the invoice(s) that you wish to include in this EFT payment. As each invoice is selected, a small plus sign (on Windows) or a tick mark (on Mac) will be displayed at the end of the corresponding invoice line.
- Processing Invoices – Once the selected invoices have been selected click on the Process… button in the lower right hand corner of the screen.
- ABA Company Info – This screen is displayed next.
- Automatic Data entry – Most of the data on this screen is automatically populated from the details entered into the Companies master record in Utilities mode.
- Bank Account Numbers – The user will note that the Bank Account ID number and Prefix backgrounds are in Red. These numbers must be entered correctly by the user now. Only then will the blue OK button be displayed allowing the user to process this EFT payment.
- Available Options – There are a number of buttons and a drop down menu across the bottom of the screen as follows:
- Printing menu – Offers three options, Plain Paper and Custom Report 1 & 2.
- Print Remittance – Print a standard Remittance.
- Email Remittance – Email a standard Remittance.
- Checking data entry – Review all entered information to ensure accuracy. Verify that bank account numbers and other data sourced from the Company’s master record are correct.
- ABA Generation – Click the OK button to initiate ABA file generation. The Save alert screen will then be displayed.
- Save alert – This is the final step. Your operating system will prompt you to name and choose a location for the ABA file. On a Mac, the default filename is Untitled. Once ready, click Save.
- Save button – Click the Save button to immediately generate the new ABA file.
- Are You Sure – A confirmation dialog will appear with two options
- Cancel – Aborts the entire process. Use this to exit without saving.
- Yes – Confirms and locks all transactions processed in this ABA procedure.
For more detailed information, refer to the Accounts Mode > Accounts Payables > Accounts Payables Data Entry > Payables Vendor Payment article.