Creating and Transferring the Final ACH File

This section provides information for creating the final ACH file and transferring the file to the bank draft service provider.

The Create Batch process must be run before you can create the final ACH file.

There are two ways to create the final ACH file.

Create the file automatically, by setting up a Global Policy that prompts the system to create the ACH file whenever the batch is approved.
Create the file manually, by selecting Ledger—Direct Rent and then selecting Create Final ACH File.

Important Caution

Each month, you must move the current ACH file out of the output directory* before you send it to the bank draft service provider. Otherwise, additional transactions will be added to the ACH file already sent, causing duplicate data to be forwarded to the bank draft service provider the next time the ACH file is sent.

*The output directory is AmsiWeb\eSiteWeb\Output.

You may set a policy so the system will automatically create the ACH file. To set up the policy, select Setup— Policies—Global—Batch, Bulk, Transfer tab, and select Automatically create ACH entries when batch approved.

This policy works behind the scenes to create the ACH file, saving you from having to move between menu options and perform additional steps to manually create the ACH file before approving the batch.

Use the following to understand the functionality provided by the policy’s settings.

Checked

When you approve the batch, the system prompts you to create the ACH file and generate the Direct Rent Transaction Report without having to access any other menu options.

Unchecked

Requires you to select Ledger—Direct Rent and run the Create Final ACH File option before the system allows you to approve the batch. Refer to the following section for details.

Once all transactions have been reviewed and approved for accuracy, you may use Direct Rent to create the final ACH file that the bank draft service provider will use to debit the resident's checking account. For specific instructions, see the topic Direct Rent Task Selection Tab.

Note

Only companies that elect not to create the ACH file automatically via Global Policy setup, as explained above, would create the final ACH file manually.

Once you have the final ACH file, how you get the file to the bank draft service provider depends on arrangements you have with that provider. The file may be emailed, FTP’d, copied to CD, etc. The actual transfer is not limited to any one method.