Generating & Approving ACH Prenotes for Customers

You have the ability to create a zero dollar pre-note of customer ACH information to submit to the bank to verify the validity of the ACH information before the “live” ACH file is sent. The customer pre-note process involves two main steps: generating and approving.

For more information on setting up ACH, please see the Direct Debit topic.

Note: In order to work with pre-notes in Tenant Accounts Receivable, you must first be given sufficient access rights using Master Setup. Ask your administrator to enable you with the appropriate pre-note task(s):

Generate ACH Pre-Notes

Hint: If you have the proper security rights, you are able to generate ACH pre-notes from any program which contains/uses the Select Bank Account screen.

1. From the Main Menu screen, click SETUP, select the Offices and Accounts tab, then click BANK ACCOUNTS. The Maintain Receivables Bank Accounts screen appears.
2. Click on the toolbar and select "Maintain Bank Account Info." The Select Bank Account screen appears with all bank accounts displayed in a table.
3. Highlight and select the bank account for which you want to generate pre-notes. (This is the account which handles your agency’s customer ACH accounts.)
4. Click on the toolbar. The Browse Unapproved ACH Pre-Note screen opens with all tenants with an unapproved pre-note displayed in a table.
5. Click and select “Generate ACH Pre-Note”. The Generate ACH Pre-Note Wizard is initiated.
6. If necessary, select the module for which you want to generate the pre-notes (all modules, Payables, Payroll, Receivables, or Section 8). By default, “All” WinTen² modules with pre-note abilities is selected.
7. By default, all pre-notes listed in the table will be included in the file sent to the bank. If you do not want to include a specific pre-note in the file, double-click on the “Yes” displayed in the appropriate customer’s Include column. To include a pre-note marked as “No”, just double-click again to change to “Yes”.

Hint: Click to check all checkboxes; click to uncheck all checkboxes.

8. If necessary, enter the file path, or where you want the pre-note file to be saved. (If you have program installed in T:\WinTen2 the default file location will display as your “T:\WinTen2\Exe” folder).
9. Click START to continue.
10. Review and confirm the information you have set up and click FINISH to generate the pre-note file. The file is now saved in the designated file location and can be sent to the bank at any time.

Approve the Pre-Notes

After generating the pre-note file, the bank will approve and verify the information. You must then manually approve the pre-notes in the program in order to cancel the “pre-note” designation you set up for the customers. If you do not complete the Approve process, the pre-note status will remain, pre-notes will be regenerated, and direct debit for the customer(s) will not be successful.

11. From the Main Menu screen, click SETUP, select the Offices and Accounts tab, then click BANK ACCOUNTS. The Maintain Receivables Bank Accounts screen appears.
12. Click on the toolbar and select "Maintain Bank Account Info." The Select Bank Account screen appears with all bank accounts displayed in a table.
13. Highlight and select the bank account for which you want to generate pre-notes. (This is the account which handles your agency’s customer ACH accounts.)
14. Click on the toolbar. The Browse Unapproved ACH Pre-Note screen opens with all tenants with an unapproved pre-note displayed in a table.
15. Click and select “Approve ACH Pre-Note”. The Approve ACH Pre-Note Wizard is initiated.
16. By default, all pre-notes listed in the table will be included for approval and the customers removed from pre-note status. If you do not want to include a specific customer pre-note in the approval, double-click on the “Yes” displayed in the appropriate customer’s Include column. To include a tenant marked as “No”, just double-click again to change to “Yes”.

Hint: Click to check all checkboxes; click to uncheck all checkboxes.

17. Click START to continue.
18. Review and confirm the information you have set up and click FINISH. The selected customers now no longer have pre-note status and the customer’s next payment will be correctly routed to the bank account you have set up for them.

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