Table of Contents

Overview

This guide covers Electronic Accounts Payable (eAP) setup and function. Electronic Accounts Payable allows you to transmit payments through your bank and generate a file to send ACH payments. Our current Partners are City National Bank and NACHA.

NACHA User Guide

Once eAP is setup, you can access the eAP Checks screen on the Process Printed Checks screen (A/P>Check Runs>Process Printed Checks).

Open

Payments will be included if:

1. The eAP checkbox on the Vendor is checked

2. The Check is marked for ACH

3. The Check amount is > 0

4. NACHA eAP setup is marked for ACH Only

Electronic Accounts Payable Checks Screen

This screen allows you to manage and transmit your ACH payments. There are three main screens, controlled by the “Record Type” dropdown.

1. Queued – All ACH Checks that met the criteria and are ready to be transmitted

2. Excluded – These checks were excluded from the normal queue, for one reason or another. See 4 required criteria above

3. Sent – These checks were previously transmitted and confirmed to be sent

Queued - Electronic Accounts Payable Checks

The queued section shows all Checks available to be sent to the bank.

Open

Transmit Checks

When you are ready to send your files out, we will need to select them and Transmit. This will create a file for your bank.

Step-by-Step

1. Open the Electronic Accounts Payable checks screen

   1. A/P>Check Runs>Process Printed Checks

   2. Click Go eAP Checks button

2. Select items to transmit

   1. Check Transmit next to checks

3. Transmit

   1. Hit the Transmit button at the bottom

   2. Confirm the prompts

4. Confirm Sent (when actually sent to the bank)

   1. When prompted, confirm if it was sent or not

Exclude Checks

If you need to remove checks from queue without transmitting, you can Exclude them.

Step-by-Step

1. Open the Electronic Accounts Payable checks screen

   1. A/P>Check Runs>Process Printed Checks

   2. Click Go eAP Checks button

2. Select items to Exclude

   1. Check the Ex box

   2. Record will immediately disappear

Excluded - Electronic Accounts Payable Checks

The Excluded Section of the screen shows Checks that weren’t eligible for the queue. You can move these to the queue manually.

Step-by-Step

1. Open the Electronic Accounts Payable checks screen

   1. A/P>Check Runs>Process Printed Checks

   2. Click Go eAP Checks button

2. Go to Excluded section

   1. Select “Excluded” from the Record Type dropdown

3. Select records to put into the Queue

   1. Check ReQ next to check to queue

Sent - Electronic Accounts Payable Checks

The Sent Section of the screen shows Checks that were previously transmitted and confirmed. You can move these back to the queue manually.

Step-by-Step

1. Open the Electronic Accounts Payable checks screen

   1. A/P>Check Runs>Process Printed Checks

   2. Click Go eAP Checks button

2. Go to Sent section

   1. Select “Sent” from the Record Type dropdown

3. Select records to put back into the Queue

   1. Check ReQ next to check to queue

City National Bank User Guide

Using the City National Bank integration is fairly straight forward. You will need to setup the account, as outlined under the Setup section, and you will need to work with us on finalizing setup. From there, your bank transactions will Sync every night.

Setup

In order to use eAP, you will need to setup your eAP account, Setup your bank, and setup the Vendors.

Step 1 - eAP Account Setup

This setup will connect your City National Bank or NACHA account to TRX.

Step-by-Step

1. Open eAP Setup

   1. BNK>Bank Accounts>Bank Account Entry/Query

   2. eAP Setup tab

2. Select your partner from the dropdown

3. Enter Host

4. Set Directory

5. Enter Credentials

   1. User

   2. Password

6. Select Checkboxes

   1. ACH Only

      1. Required for NACHA

      2. Optional for City National Bank

   2. Auto-Transmit Daily

      1. Does NOT work with NACHA

7. Enter Job Script

Step 2 - Bank Setup

Now that the eAP account has been setup in TRX, we can assign it to the bank.

Step-by-Step

1. Open the bank

   1. BNK>Bank Accounts>Bank Account Entry/Query

2. Hit F8

3. Use Up and Down arrow keys to cycle through records

4. Select your account

   1. EAP Partner Dropdown

5. Save Changes

   1. Hit Save button or F10

Step 3 - Vendor Setup

The last step is to setup the Vendors you want to have using eAP. You must fill in the Bank Account and Routing numbers for it to work.

Step-by-Step

1. Open the Vendor Record

   1. A/P>Vendors>Enter/Query Vendors

   2. Hit F7 to Lookup Vendor

2. Set Vendor to Payment type to ACH

3. Turn on “eAP Vendor” checkbox

   1. under the Misc tab

   2. This also turns on the ACH Email function

4. Enter Bank Account and Routing Number

   1. Required to work