Note: Before beginning electronic funds transfers, the receiving bank often requires a prenote authorization file. This is a test record sent to the bank to ensure the file transmits correctly with the proper coding and account numbers.
For this procedure to work, EFT must be configured in Configuration and Employees
Note: If this process is being done in Accounts Payable, please replace "Employee(s)" with "Vendor(s)".
- In Records, Employees, open the Employee record
In Student Billing 7 refer to How to configure Electronic Funds Transfer in Student Billing 7
- Select the Bank Info tab
- Ensure Computer Check is selected in the Pay this employee by field
Note: The employee record will not save if payment method is EFT Check but the EFT status on the bank is Prenote
- Open the active EFT bank
- Select Prenote as the EFT status
- Add the Pre-note status to all applicable employees
Note: Since this file is being generated to be validated by the bank, you have the option to make the changes to one "test" employee.
- Open Payroll, Query and click New on the menu bar
- Select Employee as the type and Dynamic as the format
- On the Criteria tab, expand Employee Bank Information
- Highlight EFT status and click Select
- Select Equals as the Operator
- Select Prenote authorization as the Value
- Click OK
- On the Output tab, select Employee Full Name if desired (not required)
- Select File, Save from the menu bar and name query as Prenote Authorization
- Open the Banks and click Create Prenote Authorization File from Administrative Tasks
- In the Create Prenote file for employees in this group, select the Prenote query created in step 5
- Enter the Output file name and path (e.g., c:\eft\prenote.ach), and click OK.
- Modify the EFT Parameters and make any changes to the information shown on this screen
- Click Create Prenote File Now
- Browse out to the Output path to find the prenote authorization file and transmit the file to the bank