Article ID: 945955 - View products that this article applies to.
This article contains guidelines to follow when you generate Electronic Funds Transfer (EFT) files or EFT prenote files in Electronic Funds Transfer for Payables Management in Microsoft Dynamics GP 10.0 and higher versions, and Receivables Management in Microsoft Dynamics GP 2010 and higher versions.
Follow these guidelines to generate EFT files or EFT prenote files:
Note Before you follow the instructions in this article, make sure that you have a complete backup copy of the database that you can restore if a problem occurs.
How to Start a SQL Query Tool:1. Folllow the appropriate method below:
2. Click on the 'new query' button at the top and select the company database from the drop-down menu.
MORE INFORMATIONCommonly Asked Questions:
Q1: When does a support case for EFT assistance become a consulting expense? How long can I keep an EFT support case open?
A1: Setting up the EFT file format would be considered a consulting expense. Each support incident should be scoped to address 1 field or error message per case. Each new question or error message that can be researched separately from the original scope defined in the case should be put on a new support case. So if the bank rejects the test EFT file and gives you a new error message to troubleshoot, we ask that you open a new support case for the new issue. These guidelines are published in the Ebanking configurator section of KB 850201:
850201 Guidelines that Microsoft support professionals use to determine when a support case becomes a consulting engagement for Report Writer, SmartList Builder, SQL scripts, Business Alerts, VB Script, Modifier/VBA and eBanking Configurator Files
Q2: How do you install EFT for Payables or EFT for Receivables? And how do you verify it is working?
A2: EFT for Paybles was moved into the core dictionary in Microsoft Dynamics GP 10.0 and higher versions, and EFT for Receivables was moved into the core dictionary in Microsoft Dynamics GP 2010 and higher. Therefore, there is no separate installation anymore. The only requirement is that the module is listed in your registration keys.
To activate EFT, click on Tools under the Microsoft Dynamics GP menu, point to Setup, point to System and click Registration. Make sure the appropriate module of EFT Payables or EFT Receivables is marked as appropriate.
To verify it is working for the respective module, click on Cards, point to Purchasing (or Sales), and click on Vendor (or Customer). Enter a Vendor ID (or Customer ID) and click on the Address button. If you see a button named EFT BANK in the lower right corner of the Vendor (or Customer) Address Maintenance window, then EFT is working.
Q3: Are you able to send 'invoice' information in the EFT file?
A3: Yes, this is called the 'Addenda' line. You will need to map out the Line Type for the 'Addenda' line on the EFT file format according to your bank's specifications.
Q4: Are you able to send multiple addenda lines in the EFT file?
A4: The functionality for addenda lines works differently in different versions of Dynamics GP, so the answer will depend on what version you are using. In GP 10.0, you are able to send only 0 or 1 addenda line per payment. GP 10.0 does not have functionality to include multiple addenda lines for one payment. In GP 2010 RTM, you are only able to send 0 or All addenda lines per payment. However in GP 2010 SP2, additional functionality was added so you can send 0, 1, or All addenda records for each payment by utilizing the newly added checkbox for "Detail Line Addenda" found on the EFT File Format Maintenance window. More information on this topic can be found in KB 2551488.
2551488 Multiple Addenda Lines in the EFT file in Microsoft Dynamics GP
Q5: Are you able to put multiple invoice numbers in one addenda line?
A5: No. Each addenda line would store the information for each invoice that makes up the payment. So for example, if you have 6 invoices that make up the payment, you would get 6 addenda lines if you chose to include all the addenda lines. There is no functionality to include all 6 invoice numers on the same addenda line at this time.
Q6: Are you able to configure any EFT file format to produce a "Check Printing File" format? ( Many banks are now offering this service to print checks and require an XML format where each addenda line would be in it's own remittance format.)
A6: No. At this time, Microsoft Dynamics GP does not offer or support "Check Printing File" formats. The xml format where each remittance information is listed in it's own grouping would need to be a customization. If you would like to request a customization for this, please open a support case to ask to be put in touch with MBS Professional Services and include a copy of your bank's requirements for the file format setup. We also encourage you to vote on this product suggestion in the MS Connect product suggestion database so this functionality can be reviewed for a future enhancement:
Q7: Does the EFT banking information flow through an upgrade?
A7: The banking information on the vendor and the checkbook are brought through the upgrade. The banking information on the vendor will be written to the SY06000 table and will use the vendor's main address found on the Vendor Maintenance card. The only information that is not brought through the upgrade is the EFT file format. You will need to re-set up the EFT file format in GP 10.0 or GP 2010, by either setting it up from scratch yourself, or picking from one of the standard formats already supplied in the pick-list. It may be helpful to make screenprints of the file format setup in GP 9.0 to refer to. GP 10 and GP 2010 have standard file formats available to choose from, as published by the National Automated Clearning House (NACHA). We code to these standard published formats, so if your bank requires any other format, or a customization to the standard format, we would consider that to be a consulting request.
Q8: What EFT file formats are supplied in GP 2010 and GP 2013?
A8: GP 10.0 and GP 2010 and GP 2013offer ten standard EFT file formats that are published according to the standard requirements set by the federal banking agencies and National Automated Clearing House (NACHA). One user-defined file format is also available so the user can set it up however they wish. Use the below KB to see how the Bank Groups in GP 9.0 correspond to the new File Formats offered in GP 10.0 and GP 2010:
945789 How EFT for Payables Management bank groups in Microsoft Dynamics GP 9.0 correspond to EFT format types in Microsoft Dynamics GP 10.0
This KB article shows how the tables are cross-referenced from version GP 9.0 to GP 10.0 and GP 2010:
Q9: What if my bank uses a file format that varies slightly from one of the standard formats offered in GP?
A9: The EFT file formats available in Microsoft Dynamics GP are set up to follow the US Government and NACHA (National Automated Clearing House Association) published formats. These are published standard requirements. The formats build into Microsoft Dynamics GP are built to conform to the required fields in these standard formats. Therefore, if your bank requires a format that varies slightly from one of the standard formats offered in GP, you may be referred to MBS Professional Services to pursue a consulting service for the customization.
Q10: My bank does not use any of the EFT File formats listed in GP. How can I create a new format to comply with my bank?
A10: You can use the user-defined EFT file format to create your own format. However, you are responsible for setting it up and testing it. Microsoft is not able to support your custom format. We will help you with one field or error message per case. If you would like assistance setting up the file format, Microsoft can help through a consulting engagement, which is a billable expense to you. You can also try to set up the format yourself. If you tackle this yourself, we suggest setting up another sample format using one of the formats in the system such as the PPD format as a reference so you can see how the fields are mapped and you can mirror your format the same way. This should help you accomplish most fields. However, all the fields you need may not be available, or may appear to be available but don't work (such as counts or totals). Any assistance to obtain a field that currently is not available or doesn't work would have to be handled through a consulting engagement. Just because the field appears to be available in the mapping in GP does not necessarily mean that it will work. You will need to test generating the EFT files to see the final result.
Q11: How do you set up settlement lines for the EFT File format? (Or the bank is asking for a total debit or credit line in the footer that will offfset the file. )
A11: A settlement line is basically where the bank is asking for debit and credit lines in the EFT file that will balance each other out. You can have one settlement line per detail line, or one settlement line for the whole file. The below KB shows you how to correctly set up one settlement line for the whole file:
2026313 Settlement Line calculates incorrectly in the Electronic Funds Transfer (EFT) file for Payables Management in Microsoft Dynamics GP
Q12: What is an IAT format?
A12: The IAT formats are provided to accommodate changes in the IAT (International ACH Transaction) rules as mandated by the NACHA and OFAC organizations for use with international ACH files.
Q13: What does PPD and CCD mean for the standard US NACHA files? What does the + mean next to each?
A13: These types mean:
Q14 : Why is the Bank/Transit Routing number in the EFT file set set to 10 digits if most US routing numbers are only 9 digits long?
A14: The Transit Routing number field is meant to hold the 9 digits of the routing number, plus the 1 Check Digit number behind it. The bank may split these two fields separately on your bank specifications, so you can choose if you want to lump them together in one field in your EFT file mapping, or split them out as two fields. For example, if the check digit is always 1, then you can split this into two fields. Have the bank routing number populate in to the first field, and then hard-code the second field as a constant of 1.
Q15: How do I handle the Bank Transit Routing routing number when it is only 8 digits long in Canada?
A15: Canada used to have an 8 digit routing number, but changed it to 9 digits to match the United States. They just added a 0 in the front of the existing 8 digit routing number.
Q16: Why don't the 'count' lines work in all the line type rows?
A16: Unfortunately, the count fields may be available to select in the mapping for any line, but they do not work in all the Line Types at this time.
Addenda Count - only works in the Addenda Line type. This count field does not work in the Detail line, or Batch Control line or File Control line.
Line Count, Detail Count, Detail + Addenda Count, Detail Count, Total Number of Debits, Total Number of Credits will only work in the Batch Control and File Control lines. These fields will not work in File header, Detail or Addenda lines.
This is currently by design and will be considered as a future enhancement.
Q17: The bank is asking me to add pad blocks or 'block count 10' to the EFT file format. What does that mean?
A17: Pad Blocks are where the bank requires the EFT file to have a certain number of lines in it. For example, if they require a Pad Block of 10, this means that they want the file to be in multiples of 10 lines. So if the file is 22 lines, the system will need to add 8 dummy lines so the total line count of the file is 30. Or, if the file is 49 lines long, then the system would only need to add 1 dummy line to get the file to be 50 lines. The total number of lines of the file needs to be in a multiple of 10. The EFT File Format Maintenance window includes a section to Add Pad Blocks. So for this example, you would mark the checkbox for Add Pad Blocks and Pad Lines in Multiple of 10. Furthermore, the bank will also indicate what character to print in the dummy lines and how many characters across. Usually they have you add a Pad Character of '9' and the Number of Pad Chars to be 94, which is the standard width of a line, so the 9's get printed all the way across the padded line. You must consult your bank's requirements and set this section up according to your bank's requirements.
Q18: If a value does not fill the entire field in the EFT file, how do you fill the rest of the field with zeroes or spaces?
A18: In the EFT File Maintenance window, there is a Pad Char field on each line. Leave this field blank if you want the field to have spaces. Or put a 0 in this field, if you wish for the unused portion of the field to be padded with 0's. The zeroes will be padded in the remainder of the field based on whether you set the data in the field to be right or left justified.
Q19: In the PM Paid Transaction History file, there is a field called the 'Transaction Description'. This field prints blank and doesn't pull the description from the invoice.
A19: The Transaction Decription field is available to pull into the file, however it pulls the description on the 'payment' and not the invoice. Therefore it produces a blank field since the payment does not typically have a description associated with it. The Transaction Description associated with the invoice is not a standard field, and so is not supported to be populated from the invoice at this time. If you need this functionality at this time, this would be considered a consulting request for a customization.
Q20: How do you get the document number for the invoice to print in the addenda line?
A20: To get the Document Number for the invoice, you will need to map it as follows:
TABLE: PM APPLY TO HISTORY FILE
FIELD: APPLY TO DOCUMENT NUMBER
Q21: I have keyed multiple invoices to one vendor in Microsoft Dynamics GP. Some of the invoices were keyed to an Address ID with banking information and some of the invoices were keyed to an Address ID without EFT banking information. When I build the check batch or EFT batch, it does not work the way I expect. How do the invoices pull into the check and EFT batches?
A21: The functionality for how check and EFT batches pull has changed across versions of Microsoft Dynamics GP as follows:
Q22: How do you log a product suggestion?
A22: The Development team has created a product suggestion database named MS Connect. They do read each and every product suggestion entered and give it a priority rating based on several critieria such as:
Q23: How do I get the File Creation Date in Julian date format? (For example, the Julian date format is ‘0yyddd’ where yy is the last two digits of the year and the ddd is the day of the year that that date falls on out of 365 days. So for example, September 24th, 2011 would be in 011267 in Julian format.)
A23: To accomplish the Julian date format, you would have to utlize two fields as follows:
a. Open the EFT file format and select the File Header line type.
b. Click on the File Creation Date field. Set it to a length of '1' and map it to a Constant value of 0.
c. Click to put your cursor on the next line and in the top menubar click on Edit and choose Insert Row and it will insert a new row above the line your cursor is on.
d. In the new field, name it 'File Creation Day' and map it as System Date. Then expand the line and for the Date Format, choose either YY+Day Number or just Day Number as needed. (Not all banks require the YY.)
Q24: When I key a manual payment in Payables and mark the EFT checkbox, why are these showing up in the SafePay file as a check?
A24: If the vendor is not set up for EFT, then the system will treat the manual payment as a check and include it in the Safe Pay file, even if you mark it as an EFT type when you keyed the manual payment. It will still be treated as a check no matter what for vendors not set up with EFT. The work-arounds are to use the 'cash' type instead of EFT for non-EFT vendors, or set the vendor up with EFT and then rekey the manual payment. The 'cash' type is not included in the Safe Pay upload.
If the vendor is set up for EFT, the system will default to the EFT checkbox automatically and it will not be included in the Safe Pay file.
Q25:Can Microsoft provide a list of banks that use specific EFT File formats?
A25: Unfortunately, Microsoft is not able to certify which banks use which formats, due to liability reasons and also due to the fact that banks are ever-changing which formats they use, which makes managing that information impossible. Certain banks also may require specific fields that are not 'required' on the standard published format. Therefore, you must contact the bank directly to see what formats they will accept and provide you with a requirements document for the format they require. Then you will have to modify a format in the EFT File Format window in Microsoft Dynamics GP to see if the deviated field is possible or not. Contact Microsoft Dynamics GP for a consulting engagement if you need to have the file customized to pull information that is not readily available.
Q26:The bank will not accept my EFT file because the sequence number in the EFT file name is -0001 and we already uploaded an EFT file with that same sequence number today. The next file we generated was also generated with the same -0001 sequence number.
Q26: The naming convention for the EFT files (on Microsoft Dynamics GP 10.0 and higher versions for EFT Payables, and Microsoft Dynamics GP 2010 and higher for EFT Receivables) is comprised as follow:
The EFT FILENAME is pulled from the filename designated in the Payables Options or Receivables Options tab for the output paths on the checkbook.
The CHECKBOOK ID is the Checkbook ID used on the checkrun.
The DATE is the system date.
The SEQUENCE NUMBER will increment off the other EFT files saved to the same path/folder with the same name. The sequence number will increment accordingly for the next EFT file generated. So if you generated an EFT file today with the sequence number of -0001. Another EFT file generated today will increment to -0002 saved to the same location. However, if you delete the first file with the -0001 sequence number first, then the second file will not see it and start over and use the -0001 sequence number again. This is a problem with most banks as they will consider it a duplicate file. When you generate a file the next day, the date will change, so it will start over at -0001 again. So be sure not to delete the EFT files from the location the files are being saved to if you generate more than one EFT file per day.
The SEQUENCE NUMBER is pulled from the filename designated in the Payables Options or Receivables Options tab for the output paths on the checkbook. If no extension such as .txt is designated here, then no extension will be added to the resulting EFT file generated.
Q27: Can I have credit memo's show on the EFT file?
A27: No. The credit memo is applied to the invoice as a separate process. The EFT file is only paying the 'net amount' remaining that is due. Therefore the credit memo information is stored in a different table and not available to be pulled into the EFT file.
Q28: If I void the EFT payment, will the credit memo automatically unapply from the invoice too?
A28: In Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010, when you void a payment, only the net amount of the payment will become open again. The credit memo remains in tact against the invoice. (Note: This functionality was changed in Microsoft Dynamics GP 2013.)
In Microsoft Dynamics GP 2013, when you void the EFT payment, the credit memo will also be unapplied from the invoice at the same time.
Q29: In the Checkbook EFT Bank Maintenance window, how does the Communication Type and Application fields work? Will GP automatically upload my file directly to the bank?
A29: Microsoft Dynamics GP has no automatic wasy to send the file to your bank. The Communication Type is used to either launch the program to use to upload the EFT to the bank, or open the internet link for your bank to upload the EFT file. GP is just opening the software or link for you, but can't go any further. Your program or bank's software will take over at that point, or you must manually proceed to upload the file. You should check with your bank, as some bank's software may have functionality to automatically grab the file from a specified location, but that accomplished for the functionality present in your bank's software.
Q30: When I import in an EFT File format for Payables, the Payables tables are not listed. Receivables tables are listed for Table Name. Is this a bug?
A30: This issue #61119 was corrected in SP3 for Microsoft Dynamics GP 2010. Or you can update the SERIES column on the EFT File Format directly in the SQL Table to point to Payables Management, by executing the below script aganst the company database in SQL Server Management Studio:
--Enter the EFT File Format ID for the XXX Placeholder above before executing this script. For the Series, Payables = 4 and Receivables = 3.
Article ID: 945955 - Last Review: December 19, 2012 - Revision: 13.0