How to regenerate the Electronic Funds Transfer file for Payables Management in Microsoft Dynamics GP

Applies to: Dynamics GP 2013Dynamics GP 2010

INTRODUCTION


This article describes how to regenerate the Electronic Funds Transfer (EFT) file in Payables Management for Microsoft Dynamics GP.



RESOLUTION:
By design, the EFT file name is unique and no longer overwrites the previous EFT file as it did in the past, therefore, the functionality to regenerate the EFT file no longer exists. At this point, your only options are:

Option 1 - Restore a backup of the company database (of before the checkrun was posted) to a Test company. Then regenerate the checkrun with the same restrictions, same EFT numbers and post. Then generate the EFT file in the Test company and send this EFT file to the bank. If you do not have a Test Company, use this KB article to create one:

871973 --Set up a test company that has a copy of live company data by using SQL Server 7.0, SQL Server 2000, SQL Server 2005, SQL Server 2008, or SQL Server 2012
http://support.microsoft.com/kb/871973

Option 2 - If you do not have a backup, then make a new backup of the live database and restore it to a test company. Then void all the EFT payments, which will cause the applied invoices to move back to open status. Then regenerate the checkrun with the same restrictions, same EFT numbers, and post. Then regenerate the EFT file again. (Do this in a Test Company if possible and make sure the new checkrun is exactly the same as it was in the Live company.) Refer to the section below on how to void the payments if needed. 

Option 3 - Manually manipulate a past EFT file. This is difficult to do if you have totals and counts in the footer lines. (This option is not supported.)

 

More Information



Information about the EFT file name

Microsoft Dynamics GP creates the EFT file name based on the following information: 
  • The file name in the Payables Domestic Payments field and in the Payables Foreign Payments field in the Checkbook EFT Payables Options window. To the open Checkbook EFT Payables Options window, point to Financial on the Card menu, click Checkbook, click EFT Bank, and then click Payables Options.
  • The Checkbook ID.
  • The user date.
  • The index number for the next EFT file to be generated.
The EFT file name uses the following format:
[The file name in the Checkbook EFT Payables Options window] space [checkbook ID] space [user date] dash [index number for the next EFT file]
Consider the following scenario. The file name in the Payables Domestic Payments field in the Checkbook EFT Payables Options window is PMT-Domestic. The checkbook ID is CHKBOOK, the user date is 04/15/2007, and the index number is 2. In this scenario, the EFT file name is as follows:
PMT-Domestic CHKBOOK 20170415-0002.txt

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How to void and then reenter each payment to repopulate the CM20203 table and the CM20202 table

Use one of the following methods to void each payment. After you void each payment, run the Select Checks procedure again to generate the EFT file.

Method 1

Use this method only if the payment is fully applied and if the payment is in the history tables. To void the payment, follow these steps:
  1. On the Transactions menu, click Purchasing, and then click Void Historical Transactions.
  2. In the Void Historical Payables Transactions window, click to select the Void check box for the payment that you want to void.
  3. Click Void.
  4. When you are prompted to print the posting journals, select the destination, and then click OK.
  5. Close the Void Historical Payables Transactions window.

Method 2

Use this method if the following conditions are true:
  • The payment is partially applied.
  • The payment has the Open status.
  • The debit documents that the payment is applied to are in the history tables.
To void the payment, follow these steps:
  1. Create an additional invoice for the amount that remains to be paid. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Transaction Entry.

    2. In the Payables Transaction Entry window, enter an invoice for the vendor who has the payment that you want to void. Next, enter a value in the Purchases field for the amount that remains to be paid. Leave the Batch ID field blank.
    3. Click Post.

    4. Close the Payables Transaction Entry window, select a destination when you are prompted to print the posting journals, and then click OK.
  2. Apply the additional invoice to the payment. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Apply Payables Documents.
    2. In the Vendor ID field, click the vendor who has the additional invoice that you want to apply.

    3. In the Document No. field, click the payment.

    4. Next to the additional invoice that you created, click to select the Apply check box.
    5. Click OK.
  3. Void the payment. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.
    2. In the Void Historical Payables Transactions window, click to select the Void check box for the payment that you want to void.
    3. Click Void.
    4. When you are prompted to print the posting journals, select the destination, and then click OK.
    5. Close the Void Historical Payables Transactions window.
  4. Void the additional invoice that you created in step 1. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Void Open Transactions.
    2. In the Vendor ID field, click the vendor who has the invoice that you want to void.

    3. Click to select the Void check box for the invoice that you want to void.
    4. Click Void.
    5. When you are prompted to print the posting journals, select the destination, and then click OK.
    6. Close the Void Open Payables Transactions window.

Method 3

Use this method if one of the following conditions is true:
  • The payment and all the invoices that the payment is applied to have the Open status.
  • The payment has the Open status, and the payment has not been applied to any invoices.
To void the payment, follow these steps:
  1. Unapply the payment. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Apply Payables Documents.
    2. In the Vendor ID field, click the vendor whose payment you want to unapply.
    3. In the Document No. field, enter the document number of the payment.
    4. Select each invoice to which the payment was applied, and then click Unapply.
  2. Void the open invoice. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Void Open Transactions.
    2. In the Vendor ID field, click the vendor whose payment you want to void.

    3. Click to select the Void check box for the invoice that you want to void.
    4. Click Void.
    5. When you are prompted to print the posting journals, select the destination, and then click OK.
    6. Close the Void Open Payables Transactions window.

References


For more information, click the following article number to view the article in the Microsoft Knowledge Base:

853307 How to regenerate an Electronic Funds Transfer for Payables file in Microsoft Great Plains