For help with the fields in the EFT Options setup window, review the fields listed below.
General tab
From the drop-down list, select the file format required by the bank. Note the following:
- CPA Standard 005 is the format that was implemented on June 4, 2001. Use this format if your bank requires the CPA Standard format that was implemented after June 4, 2000.
- CPA Standard 005 with Offset Record is the same format as CPA Standard 005 but also includes the offset records if reversals were made.
- CPA Standard – Existing was implemented prior to June 5, 2000.
- HSBC Bank Canada – Existing is for existing HSBC Bank Canada clients.
- HSBC Bank Canada – New ASCII is for new HSBC Bank Canada clients.
- HSBC Bank Canada with Offset Record is used if you have multiple accounts with HSBC Bank Canada. Contact your bank if you have any questions about which format to use.
- National Bank - 96 Byte Format is supported.
- National Bank - CPA Format - was called National Bank in prior releases of Sage HRMS Payroll.
- Royal Bank – Existing is for Royal Bank clients before December 1997.
- Royal Bank – New is for Royal Bank clients after December 1997.
- Sage 300 Direct Deposit is the only format supported by Sage 300 Direct Deposit.
- IAT Transfers is required for any payment transaction involving a financial institution outside the territorial jurisdiction of Canada.
Enter the originator (organization) number, 10 digits maximum (this number is supplied to you by your banking institution).
This field already contains the company name from the company setup.
You can enter an abbreviated version (up to 15 characters) of your company name. You should fill out this field.
(Optional) This number is issued to you by your bank (some banks may not require it). Refer to your bank guideline book or contact your local branch to determine the information required for this field. Each bank will use different formats with up to 5 characters.
The Item Trace Number field (next to the Data Center Number field) is only available if you chose the bank format "HSBC Bank Canada with Offset Record." This field will determine what is added to the Item Trace Number field in the output file. The selections available to you are:
- Zero Fill - The field will be populated with zeros. This is the default value.
- Blank Fill - The field will be populated with blanks.
The institution number (up to 9 digits), given to you by your bank, consists of the following:
- First digit is usually a zero (0).
- The next 3 digits are your bank’s number.
- The next 5 digits are the branch’s transit number.
This number is given to you by your bank (up to 12 numbers). If funds cannot be transferred to an employee’s account (because an employee has changed accounts), then the funds will be returned to the account indicated here.
Note: If a direct deposit cannot be transferred to an account for any reason, you only need to prepare a regular check from the above account. The process of issuing a check along with all underlying information has already been entered and posted, so this becomes a straight debit/credit situation.
(Optional) This user-defined field (up to 15 characters) is used by some banks to record employer and employee payroll records.
(Maintained by the system) At this time, the Caisse Desjardins is the only bank that requires this field (up to 11 characters). For the Alberta Treasury Branch, this field must be zero-filled.
(Maintained by the system) At this time, the Caisse Desjardins is the only bank that uses this field (two characters).
The default value for this field is 200.
Used by some banks to indicate the end of individual records in the file. See the guideline book from your banking institution prior to selecting this option. Most banks will require that you indicate the record’s end.
Some banks may require specific information to be placed at the beginning (header) or end (footer) of the file. Check with your company’s bank. Depending on the bank format that you chose, the program may automatically enter the required header and footer information.
Other tab
As you generate direct deposits, the system will automatically update this field with the generation date.
As you generate direct deposits, the system will automatically update this field with a sequential number.
This field is only available if you chose the bank format "IAT Transfer" on the General tab. The selections available to you are:
- Fixed to Fixed - The entry originates and is received as a fixed amount in the same currency denomination. This is the default value.
- Fixed to Variable - The entry originates as a fixed value but is received as a variable amount.
This field defines the reason for the payment. The Transaction Type field is only available if you chose the bank format "IAT Transfer" on the General tab.
This field determines the contents of this field in the EFT file. The default value is "Space Filled." The Foreign Reference Indicator field is only available if you chose the bank format "IAT Transfer" on the General tab.
This field contains the foreign exchange rate or reference number to execute the change. A blank field is the default value. The Foreign Exchange Reference field is only available if you chose the bank format "IAT Transfer" on the General tab.
The routing number provided by the company bank. The Immediate Destination field is only available if you chose the bank format "IAT Transfer" on the General tab.
The name of the bank where the file is being sent. This field is only available if you chose the bank format "IAT Transfer" on the General tab.
The ACH identification number provided by the company’s bank. This field is only available if you chose the bank format "IAT Transfer" on the General tab.
The company name. This field is only available if you chose the bank format "IAT Transfer" on the General tab.
The person originating the batch. This field is only available if you chose the bank format "IAT Transfer" on the General tab.
The ISO code used to identify the country in which the branch of the originating bank entry is located. This is a mandatory field and the default value is “CAN”. This field is only available if you chose the bank format "IAT Transfer" on the General tab.
A description for the purpose of the entry. The length of this field has a limit of 10 characters. The Company Entry Description field is only available if you chose the bank format "IAT Transfer" on the General tab.
General tab
From the drop-down list, select the file format required by the bank. Note that the IAT Transfers option is required for any payment transaction involving a financial institution outside the territorial jurisdiction of the U.S..
Insert the originator (organization) number, maximum 10 characters. If this number is not supplied to you by your bank, you should enter 1XXXXXXXXX where XXXXXXXXX is your nine digit federal tax ID number.
Enter your company name (20 characters maximum).
This field is optional, but we recommend that you use it. The most common entry is the name of your company, but you may want to use this as a way to define payrolls by divisions. (For example, if you have more than one office: east coast, west coast, mid-west and central, and you process separate payrolls from one central office). If all files go to the same bank for all divisions, you could install this product for each payroll setup and identify each file with the appropriate discretionary name.
You should enter an abbreviated version (16 characters maximum) of your company name.
This field cannot be edited. Code 200 will always be used (ACH entries Mixed Debits and Credits).
The default service class code is 200. Do not change this unless you have a specific need (for example, if your financial institution requires you to use a different code).
This code refers to the originator initiating the entry. Enter 1 or 2 as indicated below:
- Code 1. Identifies the user as a depository financial institution who has agreed to be bound by ACH rules. Code 1 will be the most frequently used.
- Code 2. Identifies the user as a federal government entity or agency not subject to ACH rules. This applies to government agencies which may be allowed to process the files themselves
Originator Depository Financial Institution Identification: enter the bank’s transit or routing number (9 digits). This information must be obtained from the bank.
This field contains the transit or routing number (9 digits) of the ACH operator or receiving point (usually the Federal Reserve) to which the file is being sent.
In the generated file, the first position of the 10 character field begins with a blank (already set) followed by the four digit transit number, the four digit ABA number, and the check digit.
Verify with your bank the transit and ABA numbers.
The Use Alternate option (next to the Immediate Destination field) is unavailable if you chose the bank format ACH (NACHA) Standard.
If your bank does not follow the ACH standard for the 9-digit Immediate Destination, select the Use Alternate option. Then, in the adjacent Alternate Immediate Destination field, enter your financial institution’s particular standard. You can enter 10 alphanumeric characters maximum, instead of 9 digits.
(Optional but recommended) This field is optional and allows the user to enter the name (23 characters maximum) of the institution receiving point to which the file is being sent.
This field contains the transit or routing number (9 digits) of the ACH operator or sending point that is forwarding the file. This number will be that of the bank (the same number as in the Originator DFI ID field) or this may be another number assigned by your bank such as your account number. The ODFI (the bank in most cases) may ask the Originator (you) to put the tax identification number in this field; however, the field must contain the routing number of the sending point when the file is delivered to the ACH operator.
If your bank does not follow the ACH standard for the 9-digit Immediate Origin, select the Use Alternate option. Then, in the adjacent Alternate Immediate Origin field, enter a value to override the ACH standard. You can enter 10 alphanumeric characters maximum, instead of 9 digits.
(Optional but recommended) This field is the name (23 characters maximum) of the ACH operator (user) or sending point that is forwarding the file.
Used by some banks to indicate the end of individual records in the file. See the guideline book from your banking institution prior to selecting this option. Most banks will require that you indicate the record’s end.
Some banks may require specific information to be placed at the beginning (header) or end (footer) of the file. Check with your company’s bank.
Other tab
As you generate direct deposits, the system will automatically update this field with the generation date.
As you generate direct deposits, the system will automatically update this field with a sequential number.
You cannot edit this field; the program assigns this number.
The options available from the list depend on the bank format you chose. If you chose ACH (NACHA) Standard, this field is unavailable to you. Otherwise, choose one of these transaction code options:
- 27– checking
- 37– savings
- Blank, if you chose the bank format CSB CoreState Bank, and an Offset Record is not required.
This field is also contained in the employee file. The bank will indicate the receiving DFI number to be used for the Offset.
The account number for the Offset Receiving DFI will be assigned by the bank.
As with the other offset fields, this information will come from your financial institution.
This field is only available if you chose the bank format "IAT Transfer" on the General tab. The selections available to you are:
- Fixed to Fixed - The entry originates and is received as a fixed amount in the same currency denomination. This is the default value.
- Fixed to Variable - The entry originates as a fixed value but is received as a variable amount.
This field defines the reason for the payment. The Transaction Type field is only available if you chose the bank format "IAT Transfer" on the General tab.
This field determines the contents of the Foreign Exchange Reference field in the EFT file. The default value is "Space Filled." The Foreign Reference Indicator field is only available if you chose the bank format "IAT Transfer" on the General tab.
This field contains the foreign exchange rate or reference number to execute the change. A blank field is the default value. The Foreign Exchange Reference field is only available if you chose the bank format "IAT Transfer" on the General tab.
A description for the purpose of the entry. The length of this field has a limit of 10 characters. The Company Entry Description field is only available if you chose the bank format "IAT Transfer" on the General tab.
The ISO code used to identify the country in which the branch of the originating bank entry is located. This is a mandatory field and the default value is “US”. The Originator DFI Country Code field is only available if you chose the bank format "IAT Transfer" on the General tab.