BMO HARRIS ONLINE BANKINGSM FOR SMALL BUSINESS
Automated Clearing House (ACH)
User Guide
ACH USER GUIDE
TABLE OF CONTENTS
WELCOME....................................................................................................................................................6
Who should use this guide........................................................................................................................6
What it covers ...........................................................................................................................................6
How it is organized....................................................................................................................................6
What the symbols mean ...........................................................................................................................6
Where to get help......................................................................................................................................6
GETTING STARTED ....................................................................................................................................8
ACH Product Overview .............................................................................................................................8
ACH REPORTS....................................................................................................................................8
SECURITY............................................................................................................................................8
CREDENTIAL AUTHENTICATION ......................................................................................................8
LOGIN PASSWORDS ..........................................................................................................................9
APPROVALS
...............................................................................................................................9
Where to go from here ..............................................................................................................................9
INTRODUCTION TO ACH ..........................................................................................................................10
The Automated Clearing House Network ...............................................................................................10
How ACH payments are processed ........................................................................................................10
CREDIT AND DEBIT TRANSACTIONS.............................................................................................11
Credit transaction example .....................................................................................................................11
Debit transaction example.......................................................................................................................11
SETTLEMENT ....................................................................................................................................12
BATCH CYCLES, CUTOFF TIMES AND LEAD TIMES ....................................................................13
CUT-OFF TIMES ................................................................................................................................13
LEAD TIME .........................................................................................................................................13
MAKING PAYMENTS.................................................................................................................................14
Payment Types .......................................................................................................................................14
Creating Payments .................................................................................................................................14
DIRECT DEPOSIT..............................................................................................................................15
DISBURSEMENTS.............................................................................................................................18
BUSINESS DISBURSEMENT ............................................................................................................21
Collections ..............................................................................................................................................23
PERSONAL COLLECTION ................................................................................................................23
BUSINESS COLLECTION..................................................................................................................25
CHILD SUPPORT...............................................................................................................................27
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IMPORTING ACH FILES ............................................................................................................................30
ACH Upload or Import ACH Files. ..........................................................................................................30
Using the Payment Center......................................................................................................................30
SEARCH FOR PAYMENTS ...............................................................................................................32
ADVANCED SEARCH........................................................................................................................34
MODIFY PAYMENT ...........................................................................................................................35
ABOUT UPDATING PAYMENT RECORDS ......................................................................................38
ABOUT RECURRING PAYMENTS....................................................................................................38
VIEW OR PRINT PAYMENT DETAILS..............................................................................................41
DELETE PAYMENT ...........................................................................................................................44
WORKING WITH RECIPIENTS..................................................................................................................46
About Recipients, Recipient IDs and the Recipients Master List............................................................46
Adding or removing recipients in payments and templates ....................................................................46
ADDING RECIPIENTS TO A PAYMENT OR TEMPLATE.................................................................46
CHOOSE FROM RECIPIENT LIST....................................................................................................47
CREATE NEW (ONE-TIME) RECIPIENT ..........................................................................................49
Importing Recipient Files ........................................................................................................................50
FILE TYPES .......................................................................................................................................51
Importing Recipients ...............................................................................................................................53
REMOVING RECIPIENTS FROM A PAYMENT OR TEMPLATE .....................................................55
Creating a recipient in the master list .....................................................................................................60
Managing Recipients ..............................................................................................................................66
SEARCH FOR RECIPIENTS..............................................................................................................68
MODIFY A RECIPIENT ......................................................................................................................70
DELETE A RECIPIENT ......................................................................................................................78
USING TEMPLATES ..................................................................................................................................86
Unique template features........................................................................................................................86
PRENOTES ........................................................................................................................................86
OPTION TO LINK TEMPLATE RECIPIENTS TO THE MASTER LIST .................................................86
LINK A TEMPLATE RECIPIENT TO THE MASTER LIST .................................................................87
CONTROLS ON RECIPIENTS AND PAYMENT AMOUNTS ............................................................89
DIRECT DEPOSIT .............................................................................................................................90
DISBURSEMENTS.............................................................................................................................91
COLLECTIONS ..................................................................................................................................95
Working with templates...........................................................................................................................99
SEARCH FOR TEMPLATES ...........................................................................................................101
INITIATE A PAYMENT FROM A TEMPLATE.................................................................................103
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MODIFY A TEMPLATE ....................................................................................................................105
DELETE A TEMPLATE ....................................................................................................................107
APPROVING PAYMENTS AND TEMPLATES
.............................................................................108
Understanding approvers and authorizations .......................................................................................108
PAYMENT APPROVAL OPTIONS...................................................................................................108
TEMPLATE DUAL AUTHORIZATION OPTION
...................................................................108
The authorization process.....................................................................................................................108
TIPS FOR MANAGING APPROVALS..............................................................................................110
Authorization Procedures......................................................................................................................111
CHECK THE INFO CENTER............................................................................................................111
APPROVE A PAYMENT...................................................................................................................112
GLOSSARY OF TERMS ...........................................................................................................................116
APPENDIX A: ENTRY FIELD QUICK REFERENCE GUIDE ...................................................................118
Create/Edit [Payment Type] ..................................................................................................................118
PAYMENT INFORMATION PANEL .................................................................................................118
RECIPIENTS PANEL (PAYMENTS) ................................................................................................120
CREATE NEW (ONE-TIME) RECIPIENT WINDOW .......................................................................125
Create/Edit [Payment Type] Template...................................................................................................126
TEMPLATE INFORMATION PANEL................................................................................................127
Create/Edit Recipient (master list) and Edit Recipient (payment/template record) ..............................132
RECIPIENT INFORMATION PANEL ...............................................................................................132
CONTACT INFORMATION PANEL .................................................................................................133
SECONDARY ACCOUNT INFORMATION PANEL.........................................................................138
ADDITIONAL OPTIONS PANEL ......................................................................................................139
STANDARD BANKS PANEL (SEARCH WINDOW).........................................................................140
Payment Center ....................................................................................................................................141
PAYMENT SELECTION PANE ........................................................................................................141
PAYMENT INFORMATION PANEL (ADVANCED SEARCH WINDOW).........................................142
Recipients .............................................................................................................................................148
RECIPIENTS SELECTION PANE....................................................................................................148
RECIPIENT INFORMATION (ADVANCED SEARCH) WINDOW....................................................149
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ACH USER GUIDE
List of Tables
Figure 1: Automated Clearing House Network.................................................................................................... 10
Figure 2: ACH Credit Transaction ....................................................................................................................... 11
Figure 3: ACH Debit Transaction ........................................................................................................................ 12
Figure 4: ACH Settlement ................................................................................................................................... 12
Figure 5: ACH Batch Cycle ................................................................................................................................. 13
Figure 6: Create Payment Page.......................................................................................................................... 15
Figure 10: Payment Selection Search Pane ....................................................................................................... 32
Figure 12: Edit Payment Page ............................................................................................................................ 36
Figure 13: How to go to the Edit Payment or View (Sent) Payment pages. ....................................................... 37
Figure 14: View (Sent) Payment Page................................................................................................................ 42
Recipient Import txt file screen:........................................................................................................................... 51
Import Recipient Data Information source file defined ........................................................................................ 52
Figure 15: Create Recipient Page ....................................................................................................................... 61
Figure 16: Optional Secondary Account Information Panel — Create Recipient Page ...................................... 62
Figure 17: How to go to the Create Recipient Page (from Payments menu)...................................................... 62
Figure 18: How to go to the Create Recipient Page (from Recipients panel) ..................................................... 63
Figure 19: Recipients Page ................................................................................................................................. 67
Figure 20: How to go to the Recipients Page...................................................................................................... 67
Figure 21: Recipient Selection Pane ................................................................................................................... 68
Figure 22: Recipient Information (Advanced Search) Window ........................................................................... 69
Figure 23: Edit Recipient Page............................................................................................................................ 71
Figure 24: Edit Recipient Window (from payment or template) — for Individual ................................................ 75
Figure 25: Edit Recipient Window (from payment or template) — for Organization ........................................... 76
Figure 26: Standard Banks Window.................................................................................................................... 80
Figure 27: Standard Banks Window Search Pane.............................................................................................. 80
Figure 28: Create Template Page....................................................................................................................... 89
Figure 29: Initiate from Template Page............................................................................................................. 100
Figure 30: How to go to the Initiate from Template Page ................................................................................. 101
Figure 32: Edit Template Page ......................................................................................................................... 106
Figure 33: Payment Authorization Window ....................................................................................................... 110
Figure 34: Info Center on Home Page .............................................................................................................. 111
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ACH USER GUIDE
WELCOME
0B
Who should use this guide
10B
BMO Harris Online BankingSM for Small Business ACH User Guide is for BMO Harris Online Banking for Small
Business customers who use the ACH Payments option of the Cash Flow Management product line. This
option allows users to make or collect electronic payments via the Automated Clearing House (ACH) network.
What it covers
1B
The ACH User Guide covers ACH Payment functions and procedures of interest to operational users — i.e.,
those who make or approve ACH payments. It does not cover administrative procedures, such as managing
ACH entitlements or maintaining the preferred bank list. Those topics are covered in BMO Harris Online
Banking for Small Business Company System Administrator (CSA) Guide.
How it is organized
12B
The first chapter, Getting Started, gives you an overview of the ACH network and of the ACH functions
available to BMO Harris Online Banking Customers. The next chapters — Making Payments, Working with
Recipients and Using Templates — go into detail about ACH functions and tools. They begin with a general
discussion of the topic, followed by step-by-step instructions for performing the tasks associated with it. The
rest of the guide contains help and reference material, including Quick Links to Procedures, a list of procedures
with links to all the instructions given in this guide.
What the symbols mean
13B
Not all of the topics and procedures in this guide may pertain to your installation. To help you quickly see which
ones do, we use symbols to identify a particular version of the product or an optional product or feature being
discussed.
Topics and procedures that pertain only to special versions are preceded by an icon:
Multi-user version of BMO Harris Online Banking for Small Business
Template Dual Authorization Option — Add-on feature for multi-user systems that requires two
users to modify templates — one to make changes and one to approve them.
Where to get help
14B
Help in this document is provided in Appendix A: Entry Field Quick Reference Guide. This section describes all
the entry fields used on ACH forms and where you will find them; it also includes guidelines for filling them out
correctly.
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ACH USER GUIDE
If you need help while using BMO Harris Online Banking for Small Business, click Help at the top of any screen
or contact BMO Harris Online Services. (Look for the We’re Here to Help panel in the ACH Payment Center or
below any Info Center panel):
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ACH USER GUIDE
GETTING STARTED
1B
In this chapter we give you an overview of the BMO Harris Online Banking for Small Business ACH Payment
option.
ACH Product Overview
15B
The ACH Payment option enables you to make electronic payments and collections via the Automated
Clearing House Network, a nationwide network of financial institutions.
ACH payment types include direct deposit payments, disbursements, collections and child support payments.
Customers may choose which of these payment types to include in their setup.
Besides the ability to make and manage ACH payments, the ACH payment option includes enhanced reports
and security features.
ACH REPORTS
43B
Two sets of standard ACH bank reports are included with the Enhanced Reports package: Current Day ACH
Detail and ACH Summary reports. For information on using and customizing these reports see BMO Harris
Online Banking for Small Business Enhanced Reports User Guide.
SECURITY
4B
The ACH Payments option requires additional security to protect your accounts. Depending on whether you
have a single-user or multi-user setup, up to three types of security may be used at your site:

Credential Authentication

Signing Passwords

Approvals (Multi-user ACH installations only)
CREDENTIAL AUTHENTICATION
45B
Besides your login ID and password, which are your credentials, BMO Harris Online Banking for Small
Business requires two-factor credential authentication at login for all businesses using the ACH Payment
option. You authenticate your credentials by entering a PIN and a code number generated by an RSA
SecurID® token. Therefore you need this token with you whenever you sign on to BMO Harris Online Banking
for Small Business.
For information on logging in with and setting up your token see BMO Harris Online Banking for Small
Business RSA SecurID Token User Guide.
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ACH USER GUIDE
If you don’t have an RSA SecurID token, contact your Company System Administrator or BMO Harris
Online Services. You won’t be able to access your accounts without it.
LOGIN PASSWORDS
46B
Online Banking requires that users enter their passwords when creating, modifying or authorizing ACH
transactions. This prevents unauthorized persons from bypassing credential authentication by using a
workstation that was left unattended. Only the user who has signed on to the workstation can make ACH
payments from it.
APPROVALS
47B
In multi-user installations, BMO Harris Online Banking for Small Business requires that every ACH transaction
be approved by at least one other authorized user before the transaction can be completed. Above this
minimum requirement, you can choose to have additional approvers and set approval thresholds, as well as
require dual approval on changes to payment templates.
The approval process and instructions for approving payments and templates are discussed in the chapter
Approving Payments and Templates. Information on how to designate approvers and manage the approval
process is provided in the BMO Harris Online Banking for Small Business Company System Administrator
Guide.
Where to go from here
16B
The ACH User Guide is a reference book designed to serve a variety of customers. It’s not necessary to read it
cover-to-cover. You can go to just the topics that interest you and follow the links if you need more information.
Here are some suggestions for where to look first:
If you’re new to ACH payments, read Introduction to ACH. This chapter explains ACH terminology and how
ACH payments are processed.
To start making payments, go to Making Payments. This chapter talks about the different payment types and
includes step-by-step instructions for creating each one. It also discusses automatic recurring payments and
how to edit pending payments.
If you plan on re-using recipients in multiple ACH transactions, look at Working with Recipients. This chapter
covers how to create and maintain a central list of recipients and their associated banking information, as well
as how to enter and edit recipient information in payments and templates.
If you want to set up templates for ACH payments, see Using Templates. Templates simplify making common
ACH payments and let you set controls on how much or whom to pay.
Finally, if you are responsible for approving ACH payments at a company set up with multi-user access to
Online Banking for Small Business, read Approving Payments and Templates.
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ACH USER GUIDE
INTRODUCTION TO ACH
2B
The Automated Clearing House Network
17B
ACH payments are made through the Automated Clearing House interbank network. The ACH network has
central facilities for clearing electronic payments among participating financial institutions. Because they are
transmitted electronically, ACH payments are processed much faster than paper checks, which must be
physically handled.
Figure 1: Automated Clearing House Network
All ACH payments go through an ACH Operator also known as a clearing house. The clearing house forwards
payment instructions, distributes funds and settles the transactions of member organizations, which typically
send payments on behalf of their customers.
Although you don’t deal directly with the ACH, if you understand how ACH payments are processed you will
know what to expect.
How ACH payments are processed
18B
When you make an ACH payment, you give instructions to your bank and it sends these instructions to the
ACH clearing house, which routes them to the other financial institutions involved in the transaction. What
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ACH USER GUIDE
happens next depends on the type of payment you are requesting. Unlike checks, there are many types of
ACH payments and we discuss the ones you can make through BMO Harris Online Banking for Small
Business below. You’ll see they fall into two categories: (1) credit transactions and (2) debit transactions.
CREDIT AND DEBIT TRANSACTIONS
48B
In a credit transaction, your payment instructions tell the institutions involved to take funds from your bank
account and deliver them to one or more recipient accounts. In a debit transaction, funds are taken from
another party’s account and transferred into yours. In either case, when you are initiating the transaction, you
are considered the originator of the instructions and the other party is the receiver or recipient. The terms
“credit” and “debit” are applied from the point of view of the recipient. Of course, you can’t just tell a bank to
take money from someone else’s account and give it to you. You need written authorization from the recipient.
Credit transaction example
19B
Let’s say you operate an office supply company and you want to pay an employee by direct deposit. In this
case, the recipient is receiving money, so it is a credit transaction. You submit a direct deposit request through
BMO Harris Online Banking for Small Business, which verifies the information, debits your account and
forwards your instructions to the ACH operator. The clearing house then routes the transaction to the
employee’s bank, which credits the employee’s bank account.
Figure 2: ACH Credit Transaction
Debit transaction example
20B
Now let’s suppose you have leased office equipment to another business and you’ve agreed to collect the
money via an ACH payment. In this case the recipient of the payment instructions is paying you, so it is a debit
transaction. You submit an ACH collection request through BMO Harris Online Banking for Small Business and
BMO Harris forwards the instructions to the clearing house. The clearing house routes the instructions to the
recipient’s bank, which checks your authorization, debits the recipient’s account and notifies the clearing house
that the funds are available. The clearing house forwards that information to BMO Harris which then credits
your account.
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Figure 3: ACH Debit Transaction
SETTLEMENT
49B
After it’s been established that all the payment instructions have been carried out successfully, the clearing
house settles the transaction and disburses the funds. The date this occurs is called the settlement date, and
banks post the transaction to customer accounts as of this date.
Figure 4: ACH Settlement
From the time your ACH payment request is accepted until the transaction is posted is usually between one
and two business days. This depends partly on whether any problems were encountered in processing the
payment, but it also depends on the type of transaction and when it entered the ACH batch cycle.
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ACH USER GUIDE
BATCH CYCLES, CUTOFF TIMES AND LEAD TIMES
50B
ACH payments are not processed individually. Given the huge volume of transactions an ACH clearing house
deals with, that wouldn’t be efficient. Instead the clearing house accumulates transactions, sorts them by
destination and sends them in batch at prearranged times. The financial institutions processing ACH
transactions also accumulate and process them in batch.
That’s why BMO Harris, as well as other financial institutions, has cut-off times for submitting ACH payment
requests.
Figure 5: ACH Batch Cycle
CUT-OFF TIMES
51B
Cut-off times for BMO Harris Online Banking for Small Business vary depending on the type of ACH payment
and the business unit processing the request. The point to remember is that payment requests submitted
before the cut-off time will be sent in a batch that day; otherwise they will be sent on the following business
day. To find out what your cut-off times are, consult the documentation you received when you signed up for
ACH payments.
LEAD TIME
52B
Batch cycles are the main reason you or your recipient might not see a transaction posted immediately after
settlement. Some institutions run their batches overnight, so their transactions wouldn’t appear until the day
after they were settled. In any case, payments will always be dated as of the settlement date.
Still, if an employee is expecting a pay check, not seeing it posted on payday can be disconcerting. That’s why
we ask you to allow up to two business days lead time for credit transactions and one business day for debit
transactions, starting the day after your payment is sent for processing. That allows enough time for the
transaction to be posted to all the accounts involved.
Cut-off time and lead time are calculated into the default Effective Date that appears on the BMO Harris Online
Banking for Small Business payment entry form.
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ACH USER GUIDE
MAKING PAYMENTS
3B
In this chapter, we introduce you to the different ACH payment types you can originate from BMO Harris Online
Banking for Small Business and how to create each one. We also talk about how to use the Payment Center to
locate payment records and to edit or delete pending payments.
Payment Types
21B
The ACH payment types you can originate through BMO Harris Online Banking for Small Business are:

Direct Deposit — A credit transaction that transmits funds to one or more individuals.
Funds may be allocated to primary and secondary accounts for each recipient.

Disbursement — A credit transaction that deposits funds to the primary account(s) of one
or more recipients. If the recipients are individuals, it is called a personal disbursement. If
organizations, it is a business disbursement. The difference between an ACH
disbursement and a direct deposit payment is that disbursements may go to organizations
as well as to individuals and that a direct deposit payment may be split between two
accounts for a single recipient.

Collection — A debit transaction that collects funds from the primary accounts of one or
more recipients. If the recipients are individuals, it is a personal collection. If the recipients
are organizations, it is a business collection.

Child Support — A credit transaction that transmits funds to one or more child support
enforcement agencies.
The payment types that appear on your menu depend on your setup. You may not see all of them. Refer to
Creating for instructions for creating each type of payment.
Creating Payments
2B
You can create ACH payments for the following payment types:

Direct Deposit

Disbursements
Payments are created on a Create Payment page named for the payment type. There are minor variations on
these pages, but the basic elements are depicted in Figure 6
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ACH USER GUIDE
Figure 6: Create Payment Page
The page contains two panels: (1) the Payment Information panel, in which you enter the originator account
and effective payment date as well as any recurring payment information; and (2) the Recipient Information
panel, in which you enter one or more recipients and their payment amounts. If you initiate the payment from a
template, much of this information is filled in for you.
DIRECT DEPOSIT
53B
To create a direct deposit payment:
1. On the Payments menu, choose ACH >> Create Direct Deposit.
2. At Account, select an account from the dropdown list.
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3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You
won’t be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
the text box.)
next to
TIP: Use the default date that appears in the text box if you want the next available date with the
recommended lead time. It takes into consideration the cut-off time and the transaction type.
5. If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
a. Select How Often from the dropdown list; and
b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or
Template for instructions.)
7. In the Recipients table, at Amount, enter the amount to pay the recipient.
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8. If you want to provide additional instructions or more information about the payment, enter them at
Addendum.
9. If you want to change the amount to deposit to a secondary account, change the value under
Secondary Account Information.
10. Click Preview.
11. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.

If you want to edit them, click Edit.
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12. Click Submit.
Because ACH payments are scheduled for future payment dates, we do not check balances when you
submit them. Make sure there are sufficient funds in the account during the scheduled processing
period, or the payment may be rejected.
DISBURSEMENTS
54B
There are two types of ACH disbursements:

Personal Disbursement

Business Disbursement
Personal Disbursement
102B
To create a disbursement to individuals:
1. On the Payments menu, choose ACH >> Create Personal Disbursement.
2. At Account, select an account from the dropdown list.
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3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You won’t
be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
text box.)
next to the
TIP: Use the default date that appears in the text box if you want the next available date with the
recommended lead time. It takes into consideration the cut-off time and the transaction type.
5.
If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
a. Select How Often from the dropdown list; and
b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
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ACH USER GUIDE
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
7. In the Recipients table, at Amount, enter the amount to pay the recipient.
8. If you want to provide additional instructions or more information about the payment, enter them at
Addendum.
9. Click Preview.
10. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.

If you want to edit them, click Edit.
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11. Click Submit.
Because ACH payments are scheduled for future payment dates, we do not check balances when you
submit them. Make sure there are sufficient funds in the account during the scheduled processing
period, or the payment may be rejected.
BUSINESS DISBURSEMENT
5B
To create a disbursement to organizations:
1. On the Payments menu, choose ACH >> Create Business Disbursement.
2. At Account, select an account from the dropdown list.
3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You won’t
be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
text box.)
next to the
TIP: Use the default date that appears in the text box if you want the next available date with the
recommended lead time. It takes into consideration the cut-off time and the transaction type.
5. If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
a. Select How Often from the dropdown list; and
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b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
7. In the Recipients table, at Amount, enter the amount to pay the recipient.
8. If you want to provide additional instructions or more information about the payment, enter them at
Addendum.
9. Click Preview.
10. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.
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ACH USER GUIDE

If you want to edit them, click Edit.
11. Click Submit.
Because ACH payments are scheduled for future payment dates, we do not check balances when you
submit them. Make sure there are sufficient funds in the account during the scheduled processing
period, or the payment may be rejected.
Collections
23B
There are two types of ACH collection Personal Collection and Business Collection.
PERSONAL COLLECTION
56B
To create a collection from an individual:
1. On the Payments menu, choose ACH >> Create Personal Collection.
2. At Account, select an account from the dropdown list.
3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You won’t
be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
text box.)
next to the
TIP: Use the default date that appears in the text box if you want the next available date with the
recommended lead time. It takes into consideration the cut-off time and the transaction type.
5. If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
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ACH USER GUIDE
a. Select How Often from the dropdown list; and
b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
7. In the Recipients table, at Amount, enter the amount to collect from the recipient.
8. If you want to provide additional instructions or more information about the payment, enter it at
Addendum.
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9. Click Preview.
10. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.

If you want to edit them, click Edit.
11. Click Submit.
BUSINESS COLLECTION
57B
To create a collection from an organization:
1. On the Payments menu, choose ACH >> Create Business Collection.
2. At Account, select an account from the dropdown list.
3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You won’t
be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
text box.)
next to the
TIP: Use the default date that appears in the text box if you want the next available date with the
recommended lead time. It takes into consideration the cutoff time and the transaction type.
5. If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
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ACH USER GUIDE
a. Select How Often from the dropdown list; and
b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
7. In the Recipients table, at Amount, enter the amount to collect from the recipient.
8. If you want to provide additional instructions or more information about the payment, enter them at
Addendum.
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ACH USER GUIDE
9. Click Preview.
10. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.

If you want to edit them, click Edit.
11. Click Submit.
CHILD SUPPORT
58B
To create a child support payment:
1. On the Payments menu, choose ACH >> Create Child Support Payment.
2. At Account, select an account from the dropdown list.
3. At Description, enter a brief phrase identifying the payment. (Be careful to enter it correctly. You won’t
be able to edit it after you submit the payment.)
4. At Effective Date, select the expected settlement date from the pop-up calendar. (Click
text box.) It cannot be earlier than the Pay Date.
next to the
5. If you want this payment to be repeated periodically, select Make This Payment Recurring, and…
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ACH USER GUIDE
a. Select How Often from the dropdown list; and
b. Enter How Many times to repeat the payment. If you don’t want to set a limit, select No End.
6. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
7. At Addendum, click Edit Addendum. The Child Support Addendum window will be displayed. (Figure 7,
below)
Figure 7: Child Support Addendum Window (with example data)
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ACH USER GUIDE
8. Fill in the form. The required items are:





Application Identifier
Case Identifier
Pay Date
Child Support Amount
Non-Custodial Parent SSN
Optional items are:





Medical Support Indicator
Non-Custodial Parent First Name
Non-Custodial Parent Last Name
FIPS Code
Employment Termination Indicator
(See Child Support Addendum Window Help for a description of items in the Child Support Addendum
or click one of the items above.)
9. Click Save Addendum.
10. On the Create Child Support Payment page, click Preview.
11. When the preview window appears, review your entries.

If they are correct, type your login password at Enter Password.

If you want to edit them, click Edit.
12. Click Submit.
Because ACH payments are scheduled for future payment dates, we do not check balances when you
submit them. Make sure there are sufficient funds in the account during the scheduled processing
period, or the payment may be rejected.
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ACH USER GUIDE
IMPORTING ACH FILES
4B
ACH Upload or Import ACH Files.
24B
You can upload or import NACHA formatted ACH files from your bookkeeping/accounting software. Importing
your ACH direct deposit, payment or collection transactions for your customers, employees, vendors allows
you to upload your entries from your bookkeeping/accounting software saving you time from having to
duplicate keying the information in. Your bookkeeping/accounting software may need additional software to
actually create a NACHA formatted file for importing to our website. Go to Importing Recipient Files & ACH
Files.
Using the Payment Center
25B
Once you have a submitted an ACH payment, you can access it in the Payment Center:
Figure 8: Payment Center Page
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ACH USER GUIDE
The Payment Center page is divided into two main sections: The Payment Selection search pane on top, and
the Payments list immediately below it. (The third section, on the right, gives you access to the Info Center and
Help resources.) If the list is long enough, a page selection bar, which lets you jump to different pages of the
list, also appears at the bottom of the screen.
From the Payment Center page you can

Search for payments

Modify payment

View or print payment details

Delete payment
If you are an approver, you can also Approve a payment. Approvals are discussed in the chapter Approving
Payments and Templates.
To go to the Payment Center page:
1. Go to the Payments tab.
2. On the Payments menu, choose Payment Center — OR — choose ACH.
Figure 9: How to go to the Payment Center
OR
TIP: To save time, do not click the Payments tab, just point to it, then move the pointer down to the
Payments menu and click Payment Center.
31
ACH USER GUIDE
SEARCH FOR PAYMENTS
59B
The Payment Selection search pane (Figure 10, below) is used to find and display payments in the Payments
list. You can use the search pane to display payments from any date range; you can specify other criteria as
well. There are two ways to search for payments: (1) by changing the view on the search pane directly; or (2)
by changing the view by specifying more complex criteria in the Advanced Search window.
Figure 10: Payment Selection Search Pane
Changing the view by date, payment type or status
103B
If you want to do a simple search by date, payment type or status, you can change the view directly on the
search pane by selecting a payment type or payment status (or both) and specifying a date range:
When you click Change View, only the payments that match your criteria will be displayed in the Payments list:
If there are multiple pages in the list, a page selection bar appears at the bottom of the panel. This lets you
browse or jump to different pages of the list.
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ACH USER GUIDE
To search for payments by type, status or date range (simple search):
1. Go to the Payment Center page. (On the Payments menu, choose Payment Center.)
2. On the Payment Selection pane, under Select Date Range, enter the first and last effective dates of
the payments you want to view. (Click
to select a date from the calendar.)
3. If you want to view only one type of payment, select it from the dropdown list at Type.
4. If you want to view payments with a particular status, select it at Status.
5. Click Change View. Payments matching your criteria will be displayed in the Payments list.
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ACH USER GUIDE
ADVANCED SEARCH
60B
If you want to look for payments based on criteria other than date, type or status, or if you have more complex
selection criteria — if, for example, you’re looking for more than one type of payment — use the Advanced
Search window (Figure 11). .
Figure 11: Advanced Search Window — Payment Information
In the Advanced Search window, you enter selection criteria for the items by which you want to search. If you
enter values, the items containing the values you enter will be selected. For example, if you type “payroll” in the
Template Name box, any payments made from templates that have “payroll” somewhere in the template name,
such as “Employee payrolls for 2009,” would be selected.
When you click Search, your specifications for all the items are combined, so that only payments meeting the
combined criteria will be displayed in the Payments list.
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ACH USER GUIDE
See Payment Information Panel Help (Advanced Search) for more information about each item in the window
and how to enter selection criteria.
To search for payments using complex criteria (Advanced Search):
1. Go to the Payment Center page. (On the Payments menu, choose Payment Center.)
2. On the Payment Selection search pane, click Advanced Search.
3. When the Advanced Search window appears, enter your criteria. You can enter selection criteria for
the items below. (If you enter no selection criteria for an item, all values will be returned.) Search is
case sensitive. (“Company” and “company” are not the same.)












Reference ID
Template Name
Confirmation Number
Recipient First Name
Recipient M(iddle) I(nitial)
Company Name
Recipient ID
Payment Type
Status
Source Account
Effective Date
Payment Amount
See Payment Information Panel Help (Advanced Search Window) for more information, or click one of
the items above.
4. Click Search. Payments matching your combined criteria will be displayed in the Payments list.
MODIFY PAYMENT
61B
Sometimes you may need to modify a pending payment. This is done on the Edit Payment page.
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ACH USER GUIDE
Figure 12: Edit Payment Page
The type of payment appears in the heading, and some of the items that appear on the page may vary slightly
depending on the payment type, but basically, the page always contains two panels: (1) the Payment
Information panel, on which you can change, the account, effective date and recurring payment information;
and (2) the Recipients panel, on which you may change recipients and their payment amounts as well as
update addenda. See About updating payment records, below, for more information.
If the payment is a recurring payment, you can also specify whether your changes apply only to this particular
payment or to the entire series of payments. This option appears in the Recurring Payment pane above the
Payments Information panel. See About recurring payments, below, for more information.
Only pending payments can be modified. Payments that have already been sent to the clearing house can only
be viewed. You can tell whether a payment has been sent to the clearing house by checking its status.
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ACH USER GUIDE
A status of “Completed” means that the payment can no longer be modified. (“Completed” means only that
Harris has sent the payment to the ACH operator, not necessarily that the transaction has been processed
there or posted to your account. To see if a payment has been posted, go to the Account Register page.)
To go to the Edit Payment or View Payment page:
1. Go to the Payment Center page.
2. On the Payments list, under Payment, click the payment link of the payment you want.
Figure 13: How to go to the Edit Payment or View (Sent) Payment pages.
If the payment has not yet been sent, the Edit Payment page will be displayed. If the payment has
been sent, the View Payment page will be displayed.
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ACH USER GUIDE
ABOUT UPDATING PAYMENT RECORDS
62B
When you create a payment, all the necessary information, such as the amount, date, recipient’s name,
address and bank account number is saved in a payment record created especially for that payment. If you
initiated the payment from a template or selected a recipient from the Recipients master lists, a snapshot of
that information is taken from the source and copied into the payment record. This ensures that payment
records remain intact, even if the sources that were used to generate them are later changed.
Generally, you want changes to an individual payment to affect only that payment. But there are situations in
which you’d want to update payment sources too.
For example, if you want to make a payment to a client who just notified you of her new address, this change
may affect future payments. It would be useful to update the Recipients master list, as well as any templates
that reference this client, at the same time you enter the payment. That’s why whenever you enter or edit
recipient information in a payment record, you are always given the option to save this information to the
Recipients master list. (See Modify a recipient for more information.) This is a special copy function that is
available only for recipient information.
Keep in mind that once a payment record is created, it is independent of all other payment records and
sources. If you want pending payments to reflect changes made elsewhere, you must edit them separately.
This is especially important to remember for recurring payments, because recurring payment records replicate
themselves when they generate payments; they do not go back to their original sources for current information.
(See About recurring payments, below.)
ABOUT RECURRING PAYMENTS
63B
Recurring payments are payments that are repeated automatically. You can set up a recurring payment for
regularly scheduled payments like a monthly installment loan remittance, a weekly rent collection or a biweekly
payroll. This saves you from having to create each ACH payment individually. (For repeating payments that are
scheduled on demand, see Using Templates.)
To make a payment recurring, select the Make this Payment Recurring option, when you create or modify the
payment. Then specify how often you want the payment to repeat and how many times. You have several
options for how often to schedule recurring payments — weekly, biweekly, monthly, bimonthly, quarterly,
annually, every six months or every last day of the month — and you can specify a set number of repetitions or
continue the series indefinitely. You can convert a recurring payment back into a regular, one-time payment at
any time simply by unselecting the Make this Payment Recurring option.
Recurring payments are just like one-time payments with one significant difference: when the scheduled date
arrives, the recurring payment record replicates itself automatically, creating a new recurring payment for the
next date in the series; the original record then turns into a one-time, scheduled payment and is processed that
way.
If you specify a set number of repetitions, the value automatically decreases every time the payment record is
replicated. For example, if you had set up monthly ACH payments of an installment loan amortized over 12
months, and 6 payments had already been made, you’d see a “6” in the How many? box when you opened the
recurring payment record.
Recurring payments are easy to set up and, if you don’t make any changes, you don’t need to think about
them. However, if you modify a recurring payment, here are a few points to keep in mind:
1. The last scheduled payment in the series is the recurring one.
The recurring payment record, or the record from which future payments are generated, is always the
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ACH USER GUIDE
last one in the series, because each recurring record turns into a one-time (non-recurring) payment
after replicating itself. So if you want to make a change that affects future payments, make sure you
edit the latest record in the series. (DO NOT select the Make This Payment Recurring option for an
earlier scheduled payment, because that will create a new series.)
2. Only a recurring payment gives you the option of updating future payments.
One way to distinguish a recurring payment record from a one-time payment in the series is to open
the record for editing and look for the Recurring Payment option above the Payment Information panel.
(See Figure 12.) This option, which lets you choose whether to update only this payment or all (future)
payments in the series, appears only in a recurring payment record.
3. Updating the “entire series” of recurring payments affects only the payment you are editing
and future payments, not payments that have already been scheduled.
Think of the recurring payment record as a kind of “template” from which future one-time payments are
automatically generated. Once they are generated, however, they become independent, one-time
payments. If you want them changed, you have to edit them separately. (See About updating payment
records, above.)
4. Make sure you explicitly select the Recurring Payment option you want.
The Recurring Payment option, which is available only when you edit a recurring payment, lets you
choose whether to update just the current payment or the entire (future) series. It’s located above the
Payment Entry form (see Figure 12.) Recurring payment options include:
Current payment only
(Default) In this option when you submit your changes, the old information
is replicated as a recurring payment scheduled for the next date in the
series, and the current record, with your changes, is saved as a one-time
payment.
Entire series of payments Only the recurring payment record is modified when you submit your
changes; those changes will be replicated in future payments at the
appropriate time.
If you don’t make a choice, you get “The current payment only” by default, and if that’s not what you
wanted, making a correction requires you to delete one of the two payments that were saved because
of this choice, and modify the other. You must also re-establish the sequence of the recurring
payments.
For example, if you delete the future (recurring) payment, you’d have to modify the current payment to
make it a recurring payment. (Remember it became a one-time, regular payment after replicating the
old version of itself.) That means you’d need to know how many payments were remaining in the
series. (To create a recurring payment, you must enter values for How often? and How many?). But if
you delete the current (one-time) payment, you’d have to update the recurring payment again with your
changes, as well as set the date back to the previous one in the series and increment the How Many?
counter to the correct number of remaining payments.
That’s why it’s always better to explicitly choose the option you want.
5. Recurring payment information is not automatically updated. It’s up to you to keep it current.
If you create a recurring payment from a template or take its recipient information from the Recipients
master list, keep in mind this information will not be reflected in future recurring payments. Updates to
sources have no effect on recurring payments, even if those payments have not yet been scheduled.
Remember that recurring payments replicate themselves from existing payment records, so each
payment in the series is already “pending” in that its payment record already exists. Pending payment
records are independent from their sources; they are always updated separately. (See About updating
payment records, above.) To update future recurring payments you must update the current recurring
payment record.
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ACH USER GUIDE
To modify a pending payment:
1. Go to the Payment Center page.
2. On the Payments list, under Payment, click the link for the payment you want to edit (Use the Payment
Selection search pane if you don’t see the payment on the list.) Only pending payments (i.e., payments
with a status other than “Completed”) may be modified. If you choose a pending payment, the Edit
Payment page will be displayed.
3. If you want to add or remove recipients, see Adding or removing recipients in payments and templates
for instructions. If you want to edit recipient information, see Modifying a recipient in payments or
templates.)
4. Edit any other items you want to change. The items on the Payment Information panel you can edit
are:





Pay To/Pay From
Effective Date
Make This Payment Recurring
(If recurring) How Often
(If recurring) How Many or No End
(See Payment Information Panel Help for a description of items on the Payments Information panel or
click one of the items above.)
The items on the Recipients panel you can edit are:


Amount
Addendum
Also, if this is a direct deposit payment and recipients have elected to split payments between
accounts, you may edit Secondary Account Information. (See Recipients Panel Help for descriptions of
items on the Recipients panel, or click one of the items above.)
5. If you are editing a recurring payment record, at Recurring Payment, select one of the following
options:
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ACH USER GUIDE


The current payment only — choose this option if your changes should be applied only to
the payment you are editing.
The entire series of payments — choose this option if you are changing the number of
occurrences (How Many Times or No End) or if your changes should be applied to this
payment and to all future payments in this series. For Help, click Recurring Payment. (See
also About recurring payments.)
6. Click Preview.
7. When the preview window appears, review your entries.


If they are correct, type your login password at Enter Password.
If you want to edit them, click Edit.
8. Click Submit.
VIEW OR PRINT PAYMENT DETAILS
64B
As discussed earlier, one way to view details of payments is to click the payment link in the Payments list:
This displays the Edit Payment page for pending payments and the View Payment page for payments that
have already been sent to the clearing house.
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ACH USER GUIDE
Figure 14: View (Sent) Payment Page
Another way to see payment details is to view the transaction receipt, which is also available from the Payment
Center’s Payments list. This method is useful for printing payment records, since the transaction receipt has a
printable view for all payments, pending and sent.
To view or print payment details:
1. Go to the Payment Center page.
2. On the Payments list, under Reference ID, click the Reference ID link of the payment you want to view
or print. (Use the Payment Selection search pane if you don’t see the payment on the list.)
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ACH USER GUIDE
The Transaction Receipt window will be displayed.
3. To print, click Print Screen.
4. When the printable view appears, click Print Screen.
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ACH USER GUIDE
DELETE PAYMENT
65B
Deleted payments are considered errors and therefore they do not require approval. Only pending payments
can be deleted.
To delete a pending payment:
1. Go to the Payment Center page.
2. On the Payments list, under Payment, click the payment link of the payment you want to delete. (Use
the Payment Selection search pane if you don’t see the payment on the list.) Only pending payments
(i.e., payments with a status other than “Completed”) may be deleted. If you choose a pending
payment, the Edit Payment page will be displayed.
3. Click Delete.
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ACH USER GUIDE
4. When the preview window appears, type your login password at Enter Password.
5. Click Delete.
BE CAREFUL ABOUT DELETING PAYMENTS. No warning message is given prior to deleting and once
a payment is deleted, it can’t be recovered.
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ACH USER GUIDE
WORKING WITH RECIPIENTS
5B
This chapter covers creating and maintaining a central list of recipients and their associated banking
information, as well as entering and editing recipient information in payments and templates.
About Recipients, Recipient IDs and the Recipients Master List
26B
All ACH transactions involve at least one recipient. Because ACH transactions are electronic, the recipient
information entered with the payment must include the recipient’s bank account and bank routing number, or
ABA number, as well as the recipient’s name. Other contact information, such as a telephone number or e-mail
address, is also useful if there are issues with a payment and the recipient needs to be contacted. In BMO
Harris Online Banking for Small Business, recipient information is collected in a recipient record that is
identified by a recipient ID — a name you create that represents a combination of the recipient and its primary
bank account (or, in the case of some direct deposits, its primary and secondary bank accounts).
Because ACH customers often work with the same recipients, BMO Harris Online Banking for Small Business
gives you the option of storing recipient records in a central list, where they can be kept current and re-used for
multiple payments. This list is referred to as the “Recipients master list” or simply the “master list.” If you save a
recipient in the master list, the recipient ID you choose must be unique.
If you don’t intend on using a recipient again, you can enter just the required minimum recipient information
directly into the payment. This is called a “one-time” recipient. A recipient ID is still required, however, because
until the payment is sent, you have the option of copying recipient information to the master list.
The Recipients master list is discussed in more detail in Creating a recipient in the master list and in Managing
Recipients.
One-time recipients are discussed in the next section, Adding or removing recipients in payments and
templates.
Adding or removing recipients in payments and templates
27B
This section discusses procedures for adding and removing recipient information in payment records and
templates.

Adding Recipients to a Payment or Template

Removing recipients from a payment or template
For information on creating, modifying or deleting recipients in the Recipients master list, see Creating a
recipient in the master list and Managing Recipients.
ADDING RECIPIENTS TO A PAYMENT OR TEMPLATE
6B
When you create a payment or a template, you are required to have at least one recipient. You have two
options for adding recipients:
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ACH USER GUIDE

Choose from Recipient List

Create New (One-Time) Recipient
These choices are presented as links at the top of the Recipients panel.
The simplest way to add recipients is to select them from the Recipients master list (Choose from Recipients
List option). Each record on this list contains all the necessary details about the recipient’s bank account(s).
If the recipient you want is not on the master list or if the recipient’s primary bank account is not the one you
want to use, you must create a new recipient record. You can do this either by Creating a recipient in the
master list (and then creating the payment using the Choose from Recipient List option) or by creating a onetime recipient in the payment (Create New option). In either case you will need to know the recipient’s bank
account number, including the ABA number of the bank, and the type of account (i.e., checking, savings or
loan).
You will also need to provide a recipient ID. (See About Recipients, Recipient IDs and the Recipients Master
List.) The recipient ID is a “nickname” you create to identify a unique recipient/bank account combination. This
is mainly for ensuring there are no duplicate records in the master list; but if you are entering a one-time
recipient, the ID need not be unique. Just enter something that will help you identify the recipient.
The new recipient information you enter into a payment can be used for only that payment, or it can be copied
to the Recipients master list where it may be used again. You can copy a payment’s recipient information up
until the time the payment is sent. For templates, there is no time limit, but if you think a recipient will be used
in other payments, it’s better to copy the information right away and maintain it in one place.
CHOOSE FROM RECIPIENT LIST
67B
To add recipients to a payment or template (Choose from Recipients List):
This procedure assumes you are in the process of creating or editing a payment or template.
1. On the Recipients panel, click Choose from Recipient List.
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ACH USER GUIDE
2. When the Recipients window appears, select one or more recipients from the list. (Only recipient types
appropriate to the payment type will be shown — i.e.., a business disbursement will show only
organizations, not individuals.)
3. When you have finished selecting recipients on the page, click Submit.
4. If the list is longer than one page, use the page selection bar to scroll through pages. You must submit
recipients from a page before going to the next. When you have finished submitting recipients, click
Done.
The selected recipients are added to the Recipients panel.
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ACH USER GUIDE
CREATE NEW (ONE-TIME) RECIPIENT
68B
To add a new or one-time recipient to a payment or template (Create New):
This procedure assumes you are in the process of creating or editing a payment or template.
1. On the Recipients panel, click Create New.
The Recipients window will appear. The items that are displayed vary depending on whether the
payment type involves individuals or organizations.
2. If this recipient is an individual, enter the following information:






Last Name
First Name
Recipient ID
ABA Number
Account Number
Account Type
(See Create New (One-Time) Recipient Window Help for a description of items in the window or click
one of the items above.)
3. If this recipient is an organization, enter the following information:
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ACH USER GUIDE





Recipient Name
Recipient ID
ABA Number
Account Number
Account Type
(See Create New (One-Time) Recipient Window Help for a description of items in the window or click
one of the items above.)
4. If you want to save a copy of this recipient information in the Recipients master list, select Save. (If you
do not copy it to the master, the recipient information will be saved only in the payment or template to
which it is being added.)
5. If you want to create more recipients, click Add Another Recipient.
6. When you are finished entering recipients, click Submit. The recipients you created are returned to the
Recipients panel.
Importing Recipient Files
28B
Importing your list of customers, employees, vendors allows you to upload your entries from your
bookkeeping/accounting software saving you time from having to duplicate keying the information in. You may
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ACH USER GUIDE
also import a NACHA payment file to add recipients and/or for submit the payments in the file for processing.
Your bookkeeping/accounting software may need additional software to actually export your recipient or
transaction information to the file types available for importing to our website.
FILE TYPES
69B
There are two import file types used to upload recipient data:

txt and csv files (Comma Delimited Text files) – Usually created by downloading from your accounting
software to a spreadsheet which is saved as a CSV file type. You can also generate a text file following
the format defined below.

ach and txt files – This is a NACHA file which is a standard format used by all financial institutions for
processing transactions between institutions electronically.
Comma Delimited
104B
Files saved with txt extension and specific format to import.
Recipient Import txt file screen:
ACH file
105B
An ACH file iIs in the NACHA format. This is a standard format used by all financial institutions for processing
transactions between institutions electronically.
When a customer uploads an ACH file, they are actually giving the Bank a file in the NACHA format that the
financial institution can then download and process.
If the customer imports a file, they are simply importing the recipient’s information from their PC. The bank will
create the ACH formatted file when transactions are initiated based on the imported information. Import files
require the customer to identify the structure and intent of the file being imported. Whether uploading or
importing files, the customer is able to create profiles to import data into templates and payments for future
use.
The only option to upload/import recipient list is when creating a template (e.g., Direct Deposit, Child Support,
etc). When importing the recipient list it can be in three file extension types: ..ach, .csv or .txt. This is useful for
the customer when the customer is making recurring payments for multiple recipients eliminating the reentering of individual recipient names and other information each time. This feature reduces time, mistakes or
duplicate entry.
The Import Recipient File Format table below outlines how each record within the Comma Delimited file should
be arranged, from left to right, to be used as an Import Recipient Information record. Each line in the file
represents a specific Recipient and each piece of recipient information, except for the Last Name, First Name,
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ACH USER GUIDE
and Middle Initial of an individual Recipient, each field is separated by a comma. Remember ACH files will be
in the NACHA format instead.
Text Format Layout
Import Recipient Data Information source file defined
Text File Formatted Recipient Data Example:
Trellight Jane A,012345678,987654321,99988899,checking,300.00,Bonus
Hounts John B,123456789,987654321,99988898,savings,,
Smitthea John,123456789,987654321,99988897DDA,checking,,
Shinter Mio I,22345678,987654321,99988896DDA,savings,,
PLEASE NOTE: The comma delimited source file should only contain Recipients of a single type
(individual or business/company). A comma-delimited file does not require a header or footer
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ACH USER GUIDE
Import Recipient File Format Table
106B
Comma Delimited Field
RECIPIENT_NAME
(If Recipient Type = Individual, this field
contains the entire name in LastName
<space> FirstName <space>
MiddleInitial> format).
Import Information column
H
Last Name and First Name where
Template Payment Type = PPD
Maximum
Characters
Required or
Optional?
22
R
Or
Company Name where Template
Payment Type = CCD
RECIPIENT_ID
Recipient ID
15
R
ROUTING_NUMBER (ABA Routing
Number)
Bank Identifier
9
R
ACCOUNT_NUMBER
Account Number
17
R
ACCOUNT_TYPE
(Must be denoted as ‘Checking’ or
‘Savings’)
Account Type
N/A *
R
AMOUNT (Optional)
Default Amount - the default amount
to appear when using the template to
make a payment.
10
O
MEMO (Optional)
Addendum
80
O
When importing, you can select any template import from the template list but, you can only import or upload
ACH and Comma Delimited file types. By giving your template a unique name and saving it, your template will
be placed in the template list.
Default Amounts column must be greater than zero or left blank. A zero value may be detected after an
import, but it cannot be saved as a Default Amount. You will be allowed to modify the Default Amount
after checking the box for Save All new recipients to the Master Recipient List. A page will display at
which time you can modify the zero value or leave the field empty.
Importing Recipients
29B
You can Import Comma Delimited Files or ACH formatted files (NACHA format).
107B
You can import multiple recipients and default amounts into the Master Recipient List saving you time and rekeying.
To import files:
1. Go to the Payments tab >> Templates >> choose any Template.
2. Choose an Account at the Pay From drop down.
3. Enter a unique template name in the Template Name box.
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4. Type an amount in the Total Maximum box (optional).
5. Under Recipients, click the Import column link. The Import Recipients page displays.
6. Choose a File Type from the drop down (i.e., ach, csv, txt).
7. At File Name click Browse and locate the file to be imported.
8. Click Submit.
9. In the Import Information page, review the imported recipient information.
10. Check the box for “Save all new recipients to the Master Recipient List”. If you just want to save the
recipients to the template and not the Master Recipient List then leave the box unchecked.
11. Click Submit.
12. When the template page displays, scroll down and review the Recipients list. You can edit the ‘Default
Amount’ if you wish it to be different than the ACH payment or what was entered in the comma
delimited file. This field can also be left blank but not zero.
13. Click Preview.
14. The Template Information preview page displays, scroll up to see data. Use the inner scroll bar to view
data top to bottom.
15. If you need to make a change click on ‘Edit’ at the bottom of the page to return to the template page.
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16. Click Submit at the bottom of the Recipient list to add to the “Master Recipient List” or if you want to
also create a payment click the ‘Submit and Initiate Payment’ to add to the “Master Recipient List” and
submit the ACH payment at the same time. If the file uploaded was a comma delimited file you will see
the Create Direct Deposit page so you can enter or verify the amount before submitting the payment.
17. Initiate From Template page displays a green checkmark with a Successful Submit message.
18. Locate the Templates section to see the imported file link located under the Template Name column
heading.
REMOVING RECIPIENTS FROM A PAYMENT OR TEMPLATE
70B
When you remove a recipient from a payment, you delete that recipient’s information from the payment record.
Generally, this does not delete the recipient from BMO Harris Online Banking for Small Business, unless you
created a one-time recipient for only that payment. If you initiated the payment from a template or selected the
recipient from the Recipients master list, the recipient continues to exist in those source records until you
delete it there. (See About updating payment records for more information.)
There are slight differences in the ways payments and templates display recipients on the screen and in the
options that are available for removing them. These are discussed in more details in the sections below.
Remove recipients from a payment
108B
There are two methods for removing recipients from a payment. The first method may be used only for
payments that were created directly — i.e., payments not initiated from a template. The second method may be
used for any payment; however, because payments initiated from a template do not allow new recipients to be
added, the second method does not permit you to remove all recipients: at least one recipient must remain in
the payment.
BE CAREFUL ABOUT REMOVING RECIPIENTS. Removing a one-time recipient from a payment deletes
the information permanently. If you’re unsure about a recipient, save it to the Recipients master list
with a new recipient ID before removing it. You can always delete the record from the master list later.
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To remove recipients from a payment (Method 1):
This procedure applies only to payments that were created directly. (For payments initiated from templates,
see Method 2.) It assumes you are in the process of creating or editing a payment.
1. On the Recipients panel, in the far right column, select the recipients you want to remove. (To select all
of them, select the column heading.)
2. Click
(Remove) at the bottom of the column. (DO NOT CLICK Delete beneath the panel. This
deletes the payment.)
The selected recipients are removed from the payment. (You must save the payment for these
changes to be saved.)
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To remove recipients from a payment (Method 2):
This procedure must be used for template-generated payments. It may also be used as an alternative method
for other payments. You cannot remove all recipients using this method. (To remove all recipients, use Method
1.)
RECIPIENTS REMOVED FROM TEMPLATE-GENEREATED PAYMENTS ARE REMOVED
PERMANENTLY. You can’t add any recipients to these payments.
This procedure assumes you are in the process of creating or editing a payment.
1. On the Recipients panel, in the far left column, unselect the recipients you want to remove. (You must
leave at least one recipient selected.)
2. Click Preview.
When you return from the preview window, the unselected recipients are removed from the Recipients
panel. (To save your changes you must save the payment.)
Remove recipients from a template
109B
Recipients aren’t typically removed from templates, because recipients can’t be added to template-generated
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payments. That’s why its usually better to leave them in the template and remove them on the payment level.
However, if a recipient will no longer be used for future payments, it should be removed from templates.
There are two ways to remove recipients from a template, individually (single method) or as a group (multiple
method). The “multiple” method, which can be used for removing one or more recipients, is faster than the
“single” method, which can remove only one recipient at a time, but the single method lets you look at the
recipient record’s details before removing it.
BE CAREFUL ABOUT REMOVING RECIPIENTS. Removing a one-time recipient from a template deletes
the information permanently. If you’re unsure about a recipient, save it to the Recipients master list
with a new Recipient ID before removing it. You can always delete the record from the master list later.
To remove recipients from a template (multiple):
This procedure assumes you are in the process of creating or editing a template.
1. On the Recipients panel, under Delete, select the recipients you want to remove. (To select all of them,
select the column heading.)
2. Click
(Delete) at the bottom of the column.
(DO NOT CLICK
beneath the panel. This deletes the template.)
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The selected recipients are removed from the template. (You must save the template for these
changes to be saved.)
To remove a recipient from a template (single):
This procedure assumes you are in the process of creating or editing a template.
1. On the Recipients panel, under a recipient name column, click the link for the recipient you want to
remove. (The column headings vary slightly depending on the type of payment and whether the
recipients are individuals or organizations.) The Edit Recipient Window will be displayed where you
can review the recipient record. (See Figure 24.)
2. Click Delete. The selected recipient is removed from the template. (You must save the template for this
change to be saved.)
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Creating a recipient in the master list
30B
This section discusses creating re-usable recipients in the Recipients master list. For information on creating
one-time recipients, see Adding Recipients to a Payment or Template.
If you intend to use a recipient in more than payment, it’s better to create a recipient record in the Recipients
master list; you won’t have to re-enter the recipient information for each payment or template.
Although you can create one-time recipients elsewhere and copy them to the master list, you normally create
re-usable recipients on the Create Recipient page (Figure 15), since more options are available to you there.
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Figure 15: Create Recipient Page
The Create Recipient page contains three standard panels: (1) Recipient Information, which contains the
recipient’s name and ID; (2) Recipient Contact Information; and (3)
Primary Account Information, which contains information about the recipient’s bank account and bank. It also
contains a link to the Standard Bank List, which lets you look up the ABA numbers of all U.S. banks.
An optional fourth panel appears when you elect to provide secondary account information for Direct Deposit
payments (Figure 16). This option is available only for recipients that are individuals, not for businesses or
other organizations.
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Figure 16: Optional Secondary Account Information Panel — Create Recipient Page
To go to the Create Recipient page:
Method 1 (from Payments menu):
1. Go to the Payments tab.
2. On the Payments menu, choose Recipients >> Create Recipient.
Figure 17: How to go to the Create Recipient Page (from Payments menu)
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TIP: To save time, do not click the Payments tab, just point to it, then move the pointer down to the
Payments menu, point to Recipients and click Create Recipient.
Method 2 (from Recipients panel):
1. Go to the Recipients page.
2. On the Recipients panel, click Create Recipient.
Figure 18: How to go to the Create Recipient Page (from Recipients panel)
TIP: Use Recipient ID to provide more information about recipients and their accounts, since only the
recipient’s name, ID and account number appear on the payment detail. For example, if a recipient
uses different accounts for collections and disbursements, you can enter that information in the
Recipient ID — e.g., “Jones-Disbursements” and “Jones-Collections”.
To create a new recipient in the Recipients master list (from Create Recipient page):
1. Go to the Create Recipient page.
2. On the Create Recipient page, in the Recipient Information panel, select whether this recipient is an
individual or an organization:

If the recipient is an individual — e.g.., a private person, or a sole proprietor or partner of a
business, select Individual.

If the recipient is a company, a government agency, or any other corporate entity, select
Business.
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3. Fill in the form in the Recipient Information panel. For recipients who are individuals, the required items
are:



First Name
Last Name
Recipient ID
For recipients that are organizations, the required items are


Company Name
Recipient ID
(See Recipient Information Panel Help for a description of all the items on the panel or click one of the
items above.)
4. If this recipient is an individual and you want to split Direct Deposit payments between two bank
accounts, select Optional Setting in the Recipient Information panel.
5. If you want to add the recipient’s contact information, fill in the form on the Recipient Contact
Information panel. All of the items are optional.
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(See Recipient Contact Information Panel Help for a description of the items.)
6. Fill in the first part of the form in the Primary Account Information panel.
The required items are


Account Number
Account Type
(See Primary Account Information Panel Help for a description of all the items on the panel or click one
of the items above.)
7. On the Primary Account Information panel, select or enter the bank at which the primary account is
held. Four alternative methods for identifying banks are shown on the page. Only the first three are
used for ACH payments. Choose one of the following methods:



Method 1: if the recipient’s bank is on your company’s Preferred Bank list, select the bank
from the dropdown list at Bank. After you have made your selection, do not enter anything
else on this panel.
Method 2: if you know the recipient bank’s routing number, enter it at ABA Number. After
you have made your entry, do not enter anything else on this panel.
Method 3: if you don’t know the recipient bank’s routing number, click the
Standard Bank List link to search for the bank.
The Standard Banks Window will be displayed. If you submit a bank from this list, the remainder of the
panel is filled in for you.
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8. If this recipient is an individual and you want to split Direct Deposit payments between two bank
accounts, fill in the Secondary Account Information form (If you don’t see the Secondary Account
Information panel, select Optional Setting in the Recipient Information panel. (Step 4.)
The required items are





Account Type
Account Number
Bank or ABA Number
Payment Allocated By
Payment Allocation
(See Secondary Account Information Panel Help for a description of all the items on the panel or click
one of the items above.)
TIP: If you don’t know the ABA number of the secondary bank, click Standard Bank List in the Primary
Account Information panel to look it up. (It is displayed in the Bank Identifier column.) After you have
jotted down the number, click Cancel (or Back if you looked up the details) to exit the window without
submitting a selection.
9. Click Preview.
10. When the preview window appears, review your entries. (If you want to edit them, click Edit.) When
you are finished, click Submit.
Managing Recipients
31B
In this section, we discuss how to maintain recipient records in the Recipients master list. We also discuss how
to update recipients in payments and templates.
The Recipients master list is the central repository for recipient records used in templates and future payments.
The Recipients master list is located on the Recipients page (Figure 19).
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Figure 19: Recipients Page
The Recipients page is divided into two sections: The Recipient Selection search pane on top, and the
Recipients panel immediately below it.
On the Recipients page you can search for recipients, modify a recipient and delete a recipient. You can also
go to the Create Recipient Page where you can add new recipients to the master list.
To go to the Recipients page:
1. Go to the Payments tab.
2. On the Payments menu, choose Recipients.
Figure 20: How to go to the Recipients Page
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TIP: To save time, do not click the Payments tab, just point to it, then move the pointer down to the
Payments menu and click Recipients.
SEARCH FOR RECIPIENTS
71B
You can search for recipients on the Recipient Selection pane (Figure 21).
Figure 21: Recipient Selection Pane
To search for a recipient by name, enter one or more letters at Find Recipients.
When you click Find, only the recipients with names beginning with the letter sequence you entered are
displayed on the page. For individuals, the search applies to the beginning of the first, middle or last name.
For organizations, the search applies to the beginning of the organization name. You can use an asterisk (*) as
a wildcard to search for a letter sequence within a name.
If you want to search for recipients using other criteria, click Advanced Search. Then enter your selection
criteria in the Advanced Search window (Figure 22).
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Figure 22: Recipient Information (Advanced Search) Window
See Recipients Information (Advanced Search) Window Help for more information on entering criteria in this
window.
To search for recipients by name (simple search):
1. Go to the Recipients Page. (On the Payments menu, choose Recipients.)
2. On the Recipient Selection Pane, at Find Recipients, do one of the following:

(To find a match at the beginning of the name) Enter one or more letters.
— OR —

(To find a match anywhere in the name) Enter an asterisk (*) followed by any number of
letters. (Entering only an asterisk will return all recipients.)
3. Click Find. The recipients matching your criteria will be displayed in the Recipients panel. To clear the
filter, run another search or exit the page.
To search for recipients using compound criteria (advanced search):
1. Go to the Recipients Page. (On the Payments menu, choose Recipients.)
2. On the search pane, click Advanced Search.
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3. When the Recipient Information (Advanced Search) Window appears, enter your criteria in one or
more boxes. (See Recipients Information (Advanced Search) Window Help for instructions on entering
selection criteria.)
4. Click Search. Only recipients matching all of your criteria will be displayed in the Recipients panel. To
clear the filter, run another search or exit the page.
TIP: When using Advanced Search, enter the minimum information necessary to locate the recipients
you want. If you enter too much information and it isn’t entered exactly as listed, you might not find
what you’re looking for.
MODIFY A RECIPIENT
72B
You can edit recipient records in the master list as well as in payments and templates.

Modifying a recipient in the master list

Modifying a recipient in payments or templates
One thing to keep in mind when modifying recipients is that the master list is essentially being kept for creating
future payments, not modifying existing ones, so any changes you make to recipients in the master list have no
effect on payments that have already been scheduled. If you want to modify recipient information in pending
payments, you must edit each payment separately. (See About updating payment records.)
This is not the case for templates, however, since templates are also used for generating future payments.
That’s why updates to the master list are reflected in templates, provided their recipients have been linked to
the master list. (See Option to link template recipients to the master list.)
Also, whether you are updating payments or templates, you always have the option of copying their recipient
information to the master list.
Modifying a recipient in the master list
10B
Master list recipients are modified on the Edit Recipient page (Figure 23).
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Figure 23: Edit Recipient Page
The Edit Recipient page contains three standard panels: (1) Recipient Information, which contains the
recipient’s name and ID, (2) Recipient Contact Information and (3) Primary Account Information, which contain
information about the recipient’s bank account and bank. It may also contain an optional fourth panel,
Secondary Account Information, if the recipient is used for Direct Deposit payments and payments are split
between two accounts.
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To modify a recipient in the master list:
1. Go to the Recipients Page. (On the Payments menu, choose Recipients.)
2. On the Recipients list, under Recipient Name, click the link for the recipient you want to edit. (Use the
Recipient Selection pane or the page selection bar if you don’t see the recipient on the list.)
The Edit Recipient Page will be displayed.
3. On the Recipient Information panel, edit the items you want to change.
For recipients who are individuals, the items you can edit are





First Name
MI (Middle Initial)
Last Name
Recipient ID
Optional Setting
For recipients that are organizations, the items you can edit are



Company Name
Recipient ID
Optional Setting
(See Recipient Information Panel Help for a description of all the items on the panel or click one of the
items above.)
4. If you want to edit the recipient’s contact information, enter your changes on the Recipient Contact
Information panel. (See Recipient Contact Information Panel Help for a description of the items.)
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5. If you want to edit the recipient’s primary bank account information, enter your changes on the Primary
Account Information panel. (See Primary Account Information Panel Help for further descriptions.)
Four alternative methods for identifying banks are shown on the page. Only the first three are used for
ACH payments. If you want to enter a new bank, choose one of the following methods:



Method 1: if the recipient’s bank is on your company’s Preferred Bank list, select the bank
from the dropdown list at Bank. After you have made your selection, do not enter anything
else on this panel.
Method 2: if you know the recipient bank’s routing number, enter it at ABA Number. After
you have made your entry, do not enter anything else on this panel.
Method 3: if you don’t know the recipient bank’s routing number, click the Standard Bank
List link to search for the bank. The Standard Banks Window will be displayed. (See
Search for banks in the Standard Banks list for instructions.) If you submit a bank from the
list, the remainder of the panel will be filled in.
6. If this recipient is an individual and you want edit Secondary Account Information for direct deposit
payments, enter your changes in the Secondary Account Information form. (If you don’t see the
Secondary Account Information panel, select Optional Setting in the Recipient Information panel.)
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(See Secondary Account Information Panel Help for a description of the items.)
TIP: If you don’t know the ABA number of the secondary bank, click Standard Bank List in the Primary
Account Information panel to look it up. (It is displayed in the Bank Identifier column.) After you have
jotted down the number, click Cancel (or Back if you looked up the details) to exit the window without
submitting a selection.
7. Click Preview.
8. When the preview window appears, review your entries. (If you want to edit them, click Edit.) When
you are finished, click Submit.
Modifying a recipient in payments or templates
1B
When creating or editing a payment or template, you can edit recipient information by clicking a recipient link
on the Recipients panel.
Clicking this link displays the Edit Recipient Window. The items shown in the window depend on whether the
recipient is an individual (Figure 24) or an organization (Figure 25). There are also some variations that depend
on the type of payment and whether you are editing a payment or a template.
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Figure 24: Edit Recipient Window (from payment or template) — for Individual
In any case, the edit window always contains four standard panels: (1) Recipient Information, which contains
the recipient’s name and ID, (2) Contact Information , (3) Primary Account Information, which contains
information about the recipient’s bank account and bank and (4) Additional Options, which lets you copy any
updates you make here to the Recipients master list as well.
If this is a Direct Deposit payment or template, the window also contains a fifth panel, Secondary Account
Information, for a second bank account.
Other variations include different Recipient Information panels for individuals (Figure 24) and organizations
(Figure 25), and a delete button that appears only for templates. This lets you remove the recipient from the
template after reviewing its information.
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Figure 25: Edit Recipient Window (from payment or template) — for Organization
To modify a recipient in a payment or template:
This procedure assumes you are in the process of creating or editing a payment or template and that it has at
least one recipient.
1. On the Recipients panel, under a recipient name column, click the link for the recipient you want to
edit. (The column headings vary slightly depending on the type of payment or template and on whether
the recipients are individuals or organizations.)
The Edit Recipient Window will appear. (See Figure 24 for an individual or Figure 25 for an
organization.)
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2. On the Recipient Information panel, edit the items you want to change. The items that appear on this
panel will vary depending on whether the recipients for this payment type are individuals or
organizations.
For recipients who are individuals, the items you can edit are:




First (Name)
MI (Middle Initial)
Last (Name)
Recipient ID
For recipients that are organizations, the items you can edit are


Company Name
Recipient ID
(See Recipient Information Panel Help for a description of all the items on the panel or click one of the
items above.)
3. If you want to edit the recipient’s contact information, enter your changes on the Contact Information
panel. (See Contact Information Panel Help for a description of these items.)
4. If you want to edit the recipient’s primary bank account information, enter your changes on the Primary
Account Information panel. (See Primary Account Information Panel Help for a description of these
items.)
5. If this recipient is an individual and you want edit Secondary Account Information for direct deposit
payments, enter your changes in the Secondary Account Information form. (If you don’t see the
Secondary Account Information panel, you must save this recipient to the master list (see Step 6,
below) and edit the information there. (See Modifying a recipient in the master list.)
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(See Secondary Account Information Panel Help for a description of the items.)
6. If you want to copy these changes to the Recipients master list, select Save to Master List on the
Additional Options panel.
If you choose to copy the information and this recipient is not already on the master list, a new entry
will be created with this record’s Recipient ID; if the Recipient ID is already in use, you must change
the ID before your copy request will be accepted. (See Additional Options Panel Help for more
information.)
7. Click Submit.
DELETE A RECIPIENT
73B
You can delete recipients in the master list and you can remove them from payments and templates.

Deleting a recipient from the master list

Deleting recipients from payments and templates
The Recipients master list is the central repository for recipients used in templates. As such, templates often
contain links to recipients in the master list. If you delete a recipient in the master list, you also delete that
recipient from any templates that are linked to it. (Removing a recipient from a template or payment does not
delete it in the master list, even when the records are linked.) Therefore, if you want to delete a recipient from
the master list, but keep it in a template, you have to unlink the recipient. (See Option to link template
recipients to the master list for more information.)
Deleting a recipient from the master list
To delete a recipient from the master list:
1. Go to the Recipients Page. (On the Payments menu, choose Recipients.)
2. On the Recipients list, under Recipient Name, click the link for the recipient you want to delete. (Use
the Recipient Selection pane or the page selection bar if you don’t see the recipient on the list.) The
Edit Recipient Page will be displayed.
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3. Click Delete.
4. When the confirmation window appears, click Delete. The recipient is deleted from the master list as
well as from any templates in which the recipient was linked to the master.
Deleting recipients from payments and templates
12B
Deleting a recipient from an individual payment or template is referred to as removing the recipient, because it
doesn’t necessarily delete the recipient from BMO Harris Online Banking for Small Business. If that recipient is
being maintained in the Recipients master list, it is still available for other payments.
The procedures for removing recipients from payments and templates are covered in Removing recipients from
a payment or template, above.
SEARCH FOR BANKS IN THE STANDARD BANKS LIST
13B
When you create or edit a recipient in the Recipients master list, you have the option of looking up the ABA
number of the primary bank by searching the Standard Banks List.
Clicking this link opens the Standard Banks window (Figure 26).
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Figure 26: Standard Banks Window
The Standard Banks window contains a search pane, a listing of all U.S. banks and a page selection bar. You
can locate a bank by entering selection criteria in the search pane or use the page selection bar to browse
through pages. If you submit a bank from the list, the bank’s ABA number and other information is
automatically entered into the recipient’s Primary Bank Information form.
Using the search pane
14B
The search pane sets a filter that controls which banks are displayed in the banks list. You can use the search
pane (Figure 27) to search for a bank by name or by first letter.
Figure 27: Standard Banks Window Search Pane
To search by name, select “Bank Name” from the Search by box and enter your criteria in the Search for box.
(You may use an asterisk as a wildcard to represent any number of characters.)
When you click Search, only the banks that match your criteria will appear in the list:
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Another way to search is to click the first letter of the bank’s name at Search by Name and use the page
selection bar to page through the banks beginning with that letter.
Notice that when you click a letter, it appears in the Search for box:
If the result list is long, you can refine your search by adding more letters in the Search for box. That way only
the banks beginning with those letters will appear on the list.
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Procedures for all of these searches, as well as instructions for retrieving an ABA number and inserting it into
the Primary Account Information form, can be accessed using the links below:

Searching by bank name

Searching by first letter

Inserting bank information into a recipient record
Searching by bank name
This procedure assumes you are creating or editing a recipient in the Recipients master list and that the
recipient record is open. (If not, go to the Recipients page and click on a recipient name to open the record.)
1. On the Primary Account Information panel, click Standard Bank List.
The Standards Banks Window will be displayed. (See Figure 26.)
2. On the search pane, at Search by, select “Bank Name” from dropdown list.
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3. Enter your criteria in the Search for box. (See Standard Banks Window Help for more information.)
4. Click Search. All banks matching your criteria are displayed in the bank list.
Searching by first letter
To search for a bank by first letter(s):
This procedure assumes you are creating or editing a recipient in the Recipients master list and that the
recipient record is open. (If not, go to the Recipients page and click on a recipient name to open the record.)
1. On the Primary Account Information panel, click Standard Banks List.
The Standards Banks Window will be displayed. (See Figure 26.)
2. On the search pane, at Search by Name, click the first letter of the bank’s name. Only banks starting
with that letter will appear in the list. If more than one page begins with that letter, use the page
selection bar to page through the banks.
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3. If you want to refine your search, enter more letters in the Search for box. (See Standard Banks
Window Help for more information.)
4. Click Search. All banks matching your new criteria are displayed in the bank list.
Inserting bank information into a recipient record
15B
When creating or editing a recipient on the master list, you can use the Standard Bank list to fill in primary
account information about the bank, including its ABA number. This option is available only from the Recipients
page. If you edit a recipient in a payment or template, the Standard Bank list is not available.
To insert bank information into a recipient record (master list only):
This procedure assumes you are creating or editing a recipient in the Recipients master list and that the
recipient record is open. (If not, go to the Recipients page and click on a recipient name to open the record.)
1. On the Primary Account Information panel, click Standard Banks List.
The Standards Banks Window will be displayed. (See Figure 26.)
2. On the banks list, under Bank Name, click the bank you want. (Use the Standard Banks Window
Search Pane and the page selection bar to locate it.)
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3. When the Bank Information window appears, click Submit. The ABA number and other bank
information is entered in the Primary Account Information form.
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USING TEMPLATES
6B
In this chapter, we talk about templates for generating payments. It covers features unique to templates as well
as how to create, modify and use templates to create payments.
Templates are models you use to create payments. They save time because they contain information you
commonly enter into payments, such as recipients and default payment amounts, and you can edit this
information when you generate payments from them. But templates also have features you can’t get with
directly created payments.
Unique template features
32B
Working with templates is much the same as working with directly created payments, but templates have a few
capabilities payments don’t have. These features include

Prenotes

Option to link template recipients to the master list

Controls on recipients and payment amounts
PRENOTES
74B
A template generates multiple payments, so it’s useful to be able to verify whether recipient information is
correct before you use it. You can do this with prenotes.
A prenote is a notification that verifies the recipient’s bank account. If you elect to send a prenote, BMO Harris
Bank contacts the recipient bank and asks it to confirm the recipient’s account information. According to ACH
rules, the recipient bank has six business days to respond. This is called the prenote expiration period. During
this time, you won’t be able to make payments to this recipient until the prenote expires.
PRENOTES require six business days to process. Templates using prenotes cannot be used until the
prenote expiration date.
Prenotes aren’t absolutely necessary, since errors are usually caught when the first payment is made, but they
can provide assurance that there won’t be any issues with particular accounts, especially if you plan on making
numerous payments.
Instructions for sending prenotes are included in the procedures for creating and editing templates.
OPTION TO LINK TEMPLATE RECIPIENTS TO THE MASTER LIST
3B
Because templates exist to generate future payments, it’s important to keep their recipient information current
and to maintain it in one place. You can do this by linking template recipients to the Recipients master list, and
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maintaining the information there. That way, any time you update a recipient in the master list, the templates
using that recipient are automatically updated.
LINK A TEMPLATE RECIPIENT TO THE MASTER LIST
75B
To link a template recipient to the master list:
1. Go to the Initiate from Template page.
2. On the Templates list, under Template Name, click the link for the template you want. (Use the
Template Selection Parameters search pane or the page selection bar if you don’t see the template on
the list.)
The Edit Template Page for the payment type will be displayed. (See Figure 32.)
3. On the Recipients panel, under a recipient name column, click the link for the recipient you want to link
to the master list. (The column headings vary slightly depending on whether the recipients are
individuals or organizations.)
The Edit Recipient Window will appear. (See Figure 24 for an individual or Figure 25 for an
organization.)
4. On the Additional Options panel, select Save to Master List.
5. Click Submit.
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6. Click Preview.
7. When the preview window appears, click Submit.
8. Any updates to the recipient in the master list will now be reflected in this template. Also, any changes
you make to the recipient in this template will update the master list.
Unlink a template recipient from the master list
16B
To unlink a template recipient from the master list:
1. Go to the Initiate from Template page.
2. On the Templates list, under Template Name, click the link for the template you want. (Use the
Template Selection Parameters search pane or the page selection bar if you don’t see the template on
the list.)
The Edit Template Page for the payment type will be displayed. (See Figure 32.)
3. On the Recipients panel, under a recipient name column, click the link for the recipient you want to
unlink from the master list. (The column headings vary slightly depending on whether the recipients are
individuals or organizations.)
The Edit Recipient Window will appear. (See Figure 24 for an individual or Figure 25 for an
organization.)
4. On the Additional Options panel, unselect Save to Master List.
5. Click Submit.
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6. Click Preview.
7. When the preview window appears, click Submit. Any updates to this recipient in the master list or in
this template will now be independent of each other.
CONTROLS ON RECIPIENTS AND PAYMENT AMOUNTS
76B
You can add or remove recipients in a template, just as you can in a payment; the difference is that when a
template is used to initiate a payment, that payment is limited to the recipients defined in the template. Users
can remove recipients from the payment, but they can’t add any. This enables the template designer to limit
which recipients may be used in payments.
The template designer can also set a not-to-exceed payment amount for a template. (This is in addition to any
transaction limits set for the user.) If the aggregate total of payments to recipients exceeds the template limit,
that payment can’t be submitted.
Instructions for using both of these features are included in the procedures for creating and editing templates.
Creating templates
17B
You can create templates for the same payment types you have for directly created payments:

Direct Deposit

Disbursements

Collections

Child Support
Templates are created on a Create Template page for the specific payment type. There are minor variations on
these pages, but the basic elements are depicted in Figure Figure 28.
Figure 28: Create Template Page
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Usually you can start using a template immediately after creating it. (Exceptions are templates with prenotes
and templates that require approvals. See Prenotes and Approving Payments and Templates for more
information.)
DIRECT DEPOSIT
7B
To create a template for direct deposit payments:
1. Go to the Create Direct Deposit Template page.
 On the Payments menu, choose Templates >> Create Direct Deposit Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Direct Deposit” from
the dropdown list.
2. On the Template Information panel, at Pay From, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
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7. If you want to enter a default payment amount for a recipient, enter it at Default Amount. (You can
enter or change the amount when you create the payment.)
8. If you want to provide additional instructions or more information, enter it at Addendum.
TIP: In templates, use the Addendum as a reminder to enter additional reference information, such as
invoice or purchase order numbers, when payments are created.
9. Click Preview.
10. When the preview window appears, review your entries.


If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and
Initiate Payment.

If you want to save the template for later use, click Submit.
The template is saved on the Initiate from Template page.
DISBURSEMENTS
78B
Disbursements may be made to individuals (personal disbursements) or to organizations (business
disbursements).
Personal Disbursement
18B
To create a template for disbursements to individuals:
1. Go to the Create Personal Disbursement Template page.
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 On the Payments menu, choose Templates >> Create Personal Disbursement Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Personal
Disbursement” from the dropdown list.
2. On the Template Information panel, at Pay From, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
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7. If you want to enter a default payment amount for a recipient, enter it at Default Amount. (You can
enter or change the amount when you create the payment.)
8. If you want to provide additional instructions or more information, enter it at Addendum.
TIP: In templates, use the Addendum as a reminder to enter additional reference information, such as
invoice or purchase order numbers, when payments are created.
9. Click Preview.
10. When the preview window appears, review your entries.



If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and Initiate
Payment.
If you want to save the template for later use, click Submit. The template is saved on the
Initiate from Template page.
Business Disbursement
19B
To create a template for disbursements to organizations:
1. Go to the Create Business Disbursement Template page.
 On the Payments menu, choose Templates >> Create Business Disbursement Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Business
Disbursement” from the dropdown list.
2. On the Template Information panel, at Pay From, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
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4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
7. If you want to enter a default payment amount for a recipient, enter it at Default Amount. (You can
enter or change the amount when you create the payment.)
8.
If you want to provide additional instructions or more information, enter it at Addendum.
TIP: In templates, use the Addendum as a reminder to enter additional reference information, such as
invoice or purchase order numbers, when payments are created.
9. Click Preview.
10. When the preview window appears, review your entries.
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


If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and Initiate
Payment.
If you want to save the template for later use, click Submit.
The template is saved on the Initiate from Template page.
COLLECTIONS
79B

Collections may be made from individuals (personal collections) or from organizations
(business collections).
Personal Collection
120B
To create a template for collections from individuals:
1. Go to the Create Personal Collection Template page.
 On the Payments menu, choose Templates >> Create Personal Collection Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Personal Collection”
from the dropdown list.
2. On the Template Information panel, at Pay To, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
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5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
7. If you want to enter a default payment amount for a recipient, enter it at Default Amount. (You can
enter or change the amount when you create the payment.)
8. If you want to provide additional instructions or more information, enter it at Addendum.
TIP: In templates, use the Addendum as a reminder to enter additional reference information, such as
invoice or purchase order numbers, when payments are created.
9. Click Preview.
10. When the preview window appears, review your entries.



If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and Initiate
Payment.
If you want to save the template for later use, click Submit.
The template is saved on the Initiate from Template page.
Business Collection
12B
To create a template for collections from organizations:
1. Go to the Create Business Collection Template page.
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 On the Payments menu, choose Templates >> Create Business Collection Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Business
Collection” from the dropdown list.
2. On the Template Information panel, at Pay To, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
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7. If you want to enter a default payment amount for a recipient, enter it at Default Amount. (You can
enter or change the amount when you create the payment.)
8. If you want to provide additional instructions or more information, enter it at Addendum.
TIP: In templates, use the Addendum as a reminder to enter additional reference information, such as
invoice or purchase order numbers, when payments are created.
9. Click Preview.
10. When the preview window appears, review your entries.



If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and Initiate
Payment.
If you want to save the template for later use, click Submit. The template is saved on the
Initiate from Template page.
Child Support
12B
To create a template for child support payments:
1. Go to the Create Child Support Template page.
 On the Payments menu, choose Templates >> Create Child Support Template.
— OR —
 On the Initiate from Templates page, at Create New Template, select “Child Support” from
the dropdown list.
2. On the Template Information panel, at Pay From, select an account from the dropdown list.
3. At Template Name, enter a unique name for the template. (Be careful to enter it correctly. You won’t be
able to edit it after you submit the template.)
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4. If you want to set a not-to-exceed amount for the template, enter it at Total Maximum Payment
Amount.
5. Add one or more recipients to the Recipients table. (See Adding Recipients to a Payment or Template
for instructions.)
6. If you want to verify the accuracy of a recipient’s bank account number before using the template,
select the recipient under Prenote. (To select all recipients, select the column heading.)
7. Click Preview.
8. When the preview window appears, review your entries.



If you want to make changes, click Edit.
If you want to use the template immediately after saving it, click Submit and Initiate
Payment.
If you want to save the template for later use, click Submit. The template is saved on the
Initiate from Template page.
Working with templates
34B
After you have a created a template, you can access it on the Initiate From Template page.
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Figure 29: Initiate from Template Page
The Initiate from Template page is divided into two main sections: The Template Selection Parameters search
pane on top, and the Templates list immediately below it. If the list is long enough, a page selection bar, which
lets you jump to different pages of the list, appears at the bottom of the list.
From the Initiate from Template page you can do the following tasks:

Search for templates

View or print payment details

Modify a template

Delete a template
If you are an approver, you can also

Approve a template
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Approvals are discussed in Approving Payments and Templates
To go to the Initiate from Template page:
1. Go to the Payments tab.
2. On the Payments menu, choose Templates — OR — choose ACH >> Initiate from Template.
Figure 30: How to go to the Initiate from Template Page
— OR —
TIP: To save time, do not click the Payments tab, just point to it, then move the pointer down to the
Payments menu, and click Templates.
SEARCH FOR TEMPLATES
80B
You can search for templates on the Templates Selection Parameters pane (Figure 31) of the Initiate from
Template Page.
Figure 31: Template Selection Parameters Pane
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You can search by template name, by account, by payment type or by any combination of these items. To
search for a template by name, you can enter the full name or you can substitute an asterisk (*) as a wildcard
to represent one or more letters.
When you click Change View, only the templates matching all of the criteria you entered are displayed on the
panel.
If there are multiple pages in the list, a page selection bar appears at the bottom of the panel. This lets you
browse or jump to pages of the list.
To search for templates:
1. Go to the Initiate from Payment page. (On the Payments menu, choose Templates.)
2. On the Template Selection Parameters Pane, enter your selection criteria for one or more of the
following items: (Entering no criteria means you want all values for that item.)
a. At Template Name,
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 Enter the template name
— OR —
 Enter part of the template name and one or more wildcards (*).
b. At Select Account, select a bank account from the dropdown list.
c.
At Select Payment Type, select one or more payment types from the list. (You can select
multiple items by holding <Ctrl> as you click.)
3. Click Change View.
The templates matching all of your criteria are displayed in the Templates panel. To clear the filter, run
another search or exit the page.
INITIATE A PAYMENT FROM A TEMPLATE
81B
When you initiate a payment from a template, you create a new payment that copies information from the
template into a new payment record. Templates available for creating payments have an option button in the
Select column of the Templates list.
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To initiate a payment, you select the payment option button for the template you want. Sometimes the payment
option does not appear on the list. This occurs when templates are unavailable for creating payments.
A template is unable to create payments under the following conditions:

If all its recipients have prenotes that have not yet expired. (See Prenotes for more
information.) *

If the template requires approval after being created or modified. (See Approving
Payments and Templates.)
To initiate a payment from a template:
1. Go to the Initiate from Template page.
2. On the Templates list, under Select, click the payment option of the template you want to use. (Use the
Template Selection Parameters search pane or the page selection bar if you don’t see the template on
the list.)
3. Click Initiate Payment. The Create Payment Page will be displayed filled in with information from the
template.
4. Select the recipients to include in the payment. (By default, all available recipients are selected. See
To remove recipients from a payment (Method 2) for instructions on removing recipients.)
5. Edit any items you want to change. The items on the Payment Information panel you may edit are
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



Date
Make This Payment Recurring
(If recurring) How Often
(If recurring) How Many or No End
(See Payment Information Panel Help for a description of items on the Payments Information panel or
click one of the items above.)
The items on the Recipients panel you may edit are


Amount
Addendum
Also, if this is a direct deposit payment and recipients have elected to split payments between
accounts, you may edit:

Secondary Account Information
(See Recipients Panel Help for descriptions of items on the Recipients panel, or click one of the items
above.)
6. Click Preview.
7. When the preview window appears, review your entries.


If they are correct, type your login password at Enter Password.
If you want to edit them, click Edit.
8. Click Submit.
MODIFY A TEMPLATE
82B
Templates are modified on an Edit Template page for the specific payment type. There are minor variations on
these pages, but the basic elements are depicted in Figure 32.
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Figure 32: Edit Template Page
To modify a template:
1. Go to the Initiate from Template page.
2. On the Templates list, under Template Name, click the link for the template you want to edit. (Use the
Template Selection Parameters search pane or the page selection bar if you don’t see the template on
the list.). The Edit Template Page for the payment type will be displayed. (See Figure 32.)
3. If you want to add or remove recipients, see Adding or removing recipients in payments and templates
for instructions. If you want to edit recipient information, see Modifying a recipient in payments or
templates.)
4. Edit any items you want to change. The items on the Template Information panel you may edit are


Pay To/Pay From
Total Maximum Payment Amount.
(See Template Information Panel Help for a description of all items on the
Template Information panel or click one of the items above.) The items on the Recipients panel you
may edit are



Prenote
Default Amount
Addendum
(See Recipients Panel Help for descriptions of items on the Recipients panel, or click one of the items
above.)
5. Click Preview.
6. When the preview window appears, review your entries.
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

If they are correct, type your login password at Enter Password.
If you want to edit them, click Edit.
7. Click Submit.
DELETE A TEMPLATE
83B
To delete a template:
1. Go to the Initiate from Template page.
2. On the Templates list, under Template Name, click the link for the template you want to delete. (Use
the Template Selection Parameters search pane or the page selection bar if you don’t see the template
on the list.)
The Edit Template Page for the payment type will be displayed. (See Figure 32.)
3. Click
(not Delete
).
4. When the confirmation window appears, click Delete.
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APPROVING PAYMENTS AND TEMPLATES
7B
This section is for users designated as approvers for businesses that have multi-user access to BMO Harris
Online Banking for Small Business. It covers procedures for approving ACH payments and payment templates.
For information on designating approvers and administering approver entitlements, see BMO Harris Online
Banking for Small Business Company System Administrator Guide.
Understanding approvers and authorizations
35B
PAYMENT APPROVAL OPTIONS
84B
ACH payments submitted on behalf of businesses that have multi-user access to BMO Harris Online Banking
for Small Business require formal approval from at least one other authorized user before they can be
scheduled. This second user must be a designated approver who is authorized to make similar payments.
Beyond this minimum requirement, BMO Harris Online Banking for Small Business offers several payment
approval options, such as the ability to set transaction thresholds requiring additional approvals. If your
company requires more than one approval for a payment, the additional approval must be made by qualified
approver(s) who have not already approved the transaction.
If you are unsure about what types of payment approvals your company requires or what payments you are
qualified to approve, talk to your CSA.
TEMPLATE DUAL AUTHORIZATION OPTION
85B
Some businesses also require formal approval on changes to templates. This option is called Template Dual
Authorization. If your company uses this option, any template created or modified by one user must be
approved by a second user who is a designated approver before the template can be used to initiate
payments.
The authorization process
36B
Any time someone successfully submits a transaction or a template that requires approval, that item goes into
a pending state until all the required approvals are obtained. The pending state is shown in the item’s status:
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If you are qualified to approve the item, the status will show as a link:
Clicking the link opens an authorization window that allows you to either accept or reject the pending item:
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Figure 33: Payment Authorization Window
If you approve the item and no further approvals are needed, the payment or template becomes active. In the
case of ACH payments that means the transaction is scheduled. In the case of templates, it means the
template can used to initiate payments.
However, if all the required approvals are not obtained, the payment or template can remain as pending
indefinitely. That’s why, as an approver, it is important to make sure no outstanding items are waiting for your
approval.
TIPS FOR MANAGING APPROVALS
86B
1. Check the Info Center for items requiring approvals.
Eligible approvers are notified of pending approvals in the Info Center (Figure 34, below) until the end
of the scheduled transaction date, if there is one.
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Figure 34: Info Center on Home Page
The number to the right of the approval indicates the number of items requiring approval. See Check
the Info Center, below, for more details on using the Info Center.
2. Have approval alerts sent to your e-mail address.
Approval alerts are among the optional alerts to which users can subscribe. Create alerts for the types
of approvals that require your attention and have them sent to your e-mail address. (See Online
Banking Help or Guide to BMO Harris Online Banking for Small Business for more information on
alerts.)
3. Periodically check for pending approvals.
Go through the screens where pending approvals appear and check for items that might have been
missed. (Remember to change the view so that it covers the period since your last check.) This is
important because once a pending transaction passes its scheduled date it no longer appears in the
Info Center.
Authorization Procedures
37B
CHECK THE INFO CENTER
87B
To check the Info Center for pending approvals:
1. Go to any page with an Info Center panel. (e.g., Click the Home tab.)
2. On the Info Center panel, look for items pending approval.
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3. Click the link to view pending items.
APPROVE A PAYMENT
8B
To approve a payment:
1. Go to the Payment Center page. (Click the Payments tab or click Payments Approvals link from Info
Center.)
2. In the Status column, click the authorization link of the item you want to approve.
3. When the authorization window appears, you may add a memo by entering it in the Memo box of the
Authorization Memo panel:
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4. Click Approve.
To reject a payment:
1. Go to the Payment Center page. (Click the Payments tab or click Payments Approvals link from Info
Center.)
2. In the Status column, click the authorization link of the item you want to reject.
3. When the authorization window appears, you may add a memo by entering it in the Memo box of the
Authorization Memo panel:
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4. Click Reject. APPROVE A TEMPLATE
To approve a template:
(Requires Template Dual Authorization feature)
1. Go to the Initiate from Template page. (Choose Payments >>Templates from the Payments menu or
click Templates Approvals link from Info Center.)
2. On the Templates panel, in the Status column, click the authorization link of the item you want to
approve.
3. When the authorization window appears, you may add a memo by entering it in the Memo box of the
Authorization Memo panel:
4. Click I Accept.
To reject a template:
(Requires Template Dual Authorization feature)
1. Go to the Initiate from Template page. (Choose Payments >>Templates from the Payments menu or
click Templates Approvals link from Info Center.)
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2. On the Templates panel, in the Status column, click the authorization link of the item you want to
reject.
3. When the authorization window appears, you may add a memo by entering it in the Memo box of the
Authorization Memo panel:
4. Click I Decline.
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GLOSSARY OF TERMS
8B
ABA number (or routing number)
American Banking Association number. A nine-digit number that
identifies a specific financial institution. Also referred to as the routing
number or the routing/transit number.
ACH
Automated Clearing House — a nationwide, store-and-forward
network managed by the Electronic Payments Association known as
NACHA. The ACH network provides central clearing facilities for the
electronic exchange of payments among member financial institutions.
ACH Operator (or clearing house)
A central ACH clearing facility through which financial institutions
transmit or receive ACH instructions and which settles ACH
transactions. The Federal Reserve and the Electronic Payments
Network are ACH Operators.
ACH authorization
A written or otherwise authenticated agreement between an originator
and a receiver allowing ACH payments to be deposited in or
withdrawn from the receiver’s account at a financial institution. For
ACH credit transactions, authorization may be verbal.
clearing house (or ACH Operator)
A central ACH clearing facility through which financial institutions
transmit or receive ACH instructions and which settles ACH
transactions. The Federal Reserve and the Electronic Payments
Network are ACH Operators.
credit transaction
An ACH transaction in which an originator transfers funds into a
receiver’s account.
debit transaction
An ACH transaction in which funds are collected from a receiver’s
account and transferred to an originator’s account. Debit transactions
require written authorization from the receiver before funds can be
collected.
effective entry date
The date the originator expects the payment to take place. The ACH
Operator uses the effective entry date to determine the settlement
date.
NACHA
The Electronic Payments Association (National Automated Clearing
House Association). A national trade association that administers the
ACH network and establishes the standards, rules and procedures for
the exchange of electronic payments throughout the United States.
originator
Any individual, corporation or other entity that initiates an ACH
transaction according to an agreement with a receiver.
posting
The recording of debits and credits to individual account balances.
prenotification (or prenote)
A non-dollar entry sent by an originator to the receiver’s financial
institution to notify it that a live-dollar transaction will soon follow and
to verify the receiver’s account number. The receiver’s financial
institution has six business days to respond to the notification.
recipient (or receiver)
Any individual, corporation or other entity that has authorized the
originator of an ACH transaction to transfer funds to or from the
116
ACH USER GUIDE
receiver’s account. The term “receiver” relates to the direction of the
payment instructions, not the funds. (For example, in a debit
transaction, the receiver’s financial institution receives instructions to
transfer funds out of the receiver’s account.)
routing number
See ABA number.
settlement
A transfer of funds between two parties in cash, or on the books of the
Federal Reserve, made to complete one or more transactions (subject
to final accounting).
settlement date
The date on which a settlement took place as recorded on the books
of the Federal Reserve.
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ACH USER GUIDE
APPENDIX A: ENTRY FIELD QUICK REFERENCE GUIDE
9B
Create/Edit [Payment Type]
38B
Payments are created and edited on pages for their specific payment type (e.g., Create Direct Deposit, Edit Business Disbursement). The payment types are
(1) Direct Deposit, (2) Personal Disbursement, (3) Business Disbursement, (4) Personal Collection, (5) Business Collection and (6) Child Support. The items
that appear on these pages vary somewhat, depending on the type of payment and whether recipients are individuals or organizations. Variations are noted in
the tables below.
PAYMENT INFORMATION PANEL
89B
Description/(Comments)
Recurring Payment
Type
Account/ Pay
To/Pay From
Required
(Appears above the Payment Information Panel only
on Edit Payment page and only for recurring payment
records) Option button indicating whether the
changes apply only to the current payment record or
to future payments as well.
Yes
(Not editable) The type of payment being created
N/A
(Account appears on Create payment page; Pay To or
Pay From appears on Edit payment page, depending
on whether payment is a credit (Pay From) or debit
(Pay To) transaction.)
Default Value
The current
payment only
Valid Entries/Choices
Examples
Choose one:
○ The current payment only
○ The entire series of payments
Yes
N/A
(None)
The originator bank account to be used in this
transaction. If this is a credit transaction (i.e., direct
deposit, disbursement or child support payment), funds
will be withdrawn from this account. If it is a debit
transaction (i.e., collection), funds will be deposited into
this account. (Any transaction limits in effect for this
user will be applied to the aggregate amount of the
transaction, even if it is a debit transaction.)
118
N/A
Select from dropdown list of
accounts
“Business Disbursement”
ACH USER GUIDE
Description
Description/(Comments)
Required
(Editable on Create payment page only ) A
reference name for the payment.
Yes
Default Value
Valid Entries/Choices
Examples
32 characters maximum
“Copier Lease”
“Plumbing Invoice 10-255”
“Loan repayment for
announcement ad”
(Aside from the Confirmation Number, which is system
generated, this is the only other field that identifies the
payment on the Payment Center screen (Payment
column).
Effective Date
The expected settlement date. (Allow one business day
for debit transactions and two days for credit
transactions, after the expected send date. The system
includes these factors, as well as the cut-off time, in
calculating the default date, assuming the next available
send date.)
Authorization Memo (Appears on Edit Payment page - not editable) The
comments made by the last person who authorized this
payment.
Yes
First available
date with the
recommended
lead time.
Select date from calendar: (You
may select any business day at
least one day from today and no
more than one year away.)
For Child Support payments,
Effective Date may not be earlier
than the Pay Date, set by Child
Support Enforcement.
N/A
N/A
N/A
Yes (checked)
No
(unchecked)
Select a period from dropdown list:
One Time Only
Every Week
Every Two Weeks
Every Month
Every Two Months
Every Three Months
Every Six Months
Every Year
Every Last Day of Month
Make This
Payment
Recurring
Checkbox indicating whether this payment is to be
repeated regularly. (If “Yes”, How Often and How
Many Times or No End appear on the screen)
No
No (unchecked)
How Often
(Appears only if Make This Payment Recurring is
selected)
No
“One Time Only”
The period of the payment cycle or when the payment
is repeated (e.g., every week).
Used together with How Many Times or No End
which set the number of times the payment is
repeated.
(Selecting “One Time Only” has the same effect as
unselecting Make This Payment Recurring —
anything entered in How Many Times or No End is
ignored.)
119
N/A
ACH USER GUIDE
How Many Times
or No End
Description/(Comments)
Required
(Appears only if Make This Payment Recurring is
selected)
Yes, if a
payment
period is
specified
in How
Often
The number of times the payment is repeated. Used
together with How Often, which specifies the payment
period.
Default Value
Valid Entries/Choices
Examples
Enter either a number from “1” through
“9999” in the How Many box
— OR —
Select (check) the No End box.
Entering a number in the How Many box, sets a limit
on the number of payments; checking the No End box
allows the payments to continue indefinitely.
(If How Often is set at “One Time Only”, anything
entered in How Many Times or No End is ignored.)
Transaction
Reference Number
(aka Reference ID)
N/A
(Appears on Edit Payment page – not editable) The
system-generated identifier for this payment record. (If
this is a recurring payment master, the first payment in the
series will retain the original Reference ID and a new
Reference ID will be generated for each subsequent
master in the series.)
N/A
N/A
N/A
Status
(Appears on Edit Payment page – not editable) The
internal processing status of the payment. Payments go
through various stages before being sent to the ACH
network. Status codes reflect the stage in which the
payment is currently. (“Completed” indicates the
payment has completed all internal processing and has
been sent to the ACH network; it does not mean the
payment has been made.)
N/A
N/A
N/A
Pending Add Approval
Pending Mod(ify)
Approval Add Partially
Approved Mod(ify)
Partially Approved
(Approval) Overdue
Scheduled
Completed
RECIPIENTS PANEL (PAYMENTS)
90B
Description/(Comments)
Required
Default Value
120
Valid Entries/Choices
Examples
ACH USER GUIDE
Selection box
Description/(Comments)
Required
Default Value
Valid Entries/Choices
A checkbox indicating whether to include this
recipient in this payment.
At least
one
recipient
must be
selected
Yes (checked)
Yes (checked) No (unchecked)
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
(This box is used to remove recipients from the
current payment that were included in a template or a
recurring payment.)
Recipient Name
(Visible only if the recipient is a corporate entity,
not an individual. Not editable on this panel. Click
link to Edit Recipient.)
The name of the recipient
Last Name
(Visible only if the recipient is an individual. Not
editable on this panel. Click link to Edit
Recipient.)
Last name of the recipient
First Name
(Visible only if the recipient is an individual. Not
editable on this panel. Click link to Edit
Recipient.)
First name of the recipient
Recipient ID
(Not editable on this panel)
The user-created identifier for this recipient.
Account Number
(Not editable on this panel)
The recipient bank account to be used in this
transaction. If this is a credit transaction (i.e., direct
deposit, disbursement or child support payment),
funds will be deposited into this account. If it is a
debit transaction (i.e., collection), funds will be
withdrawn from this account.
121
Examples
ACH USER GUIDE
Description/(Comments)
Secondary
Account
Information
(Direct Deposit
only)
Required
(Appears for Direct Deposit and only if Recipient has
been set up to receive money in a secondary
account.)
Default Value
Valid Entries/Choices
Amount specified in
Recipient record
If percentage, value must be
between 0 and 100.
Examples
Percentage: “50”, “33.33”
If fixed amount, value must be
between zero (0) and Amount.
Amount of money to deposit into the secondary
account. The amount is expressed as either a
percentage or a fixed quantity.
(Only the value may be edited here, not whether it is
a percentage or a fixed quantity. To change that
information, edit the Recipient.)
Amount
Amount of money to credit or debit this
recipient’s account.
Yes
A valid dollar amount >0 up the
maximum transaction amount
allowed this user. It must be in one
of the following formats (no $ sign):
If this is a credit transaction (i.e., direct deposit,
disbursement or child support payment), this amount
will be deposited to this recipient’s account. If it is a
debit transaction (i.e., collection), this amount will be
withdrawn from the recipient’s account.
#
.##
Edit Addendum
Window
Additional information about this transaction. If this is
a Child Support payment, this field is reserved for
information required by the child support
enforcement agency. It contains a link to another
window, Edit Addendum, where you enter this
information.
#,###
Not allowed:
“$50” (uses $ sign);
“–50” (negative number);
#,###.##
Only if
payment
type is
“Child
Support”
“Purchase Order A-2000”
“Final installment on bridge
loan” “New Year’s Bonus”
(Linked to Addendum. Available only if this is a
Child Support Payment.)
Recipient Name (Child (Not editable)
Support)
Child support enforcement entity that is
receiving the payment.
“5,000.00”
#.##
(Any transaction limits on the originating account in
effect for this user will be applied to the aggregate
amount of the transaction, even if it is a debit
transaction.)
Addendum
“50” “.50” “0.50” “5000.00”
“5,000”
N/A
N/A
122
ACH USER GUIDE
Description/(Comments)
Required
Default Value
Valid Entries/Choices
ABA Number (Child
Support)
(Not editable)
N/A
N/A
Must be a valid ABA number
Data Segment
Identifier (Child
Support)
(Not editable) EDI Data Segment Identifier for
N/A
N/A
“DED”
Application Identifier
(Child Support)
A two-character code required by the
recipient’s EFT/EDI system.
Examples
The nine-digit American Banking Association
routing number (or transit code) of the recipient’s
financial institution.
Child Support deductions
Yes
Select from dropdown list.
Yes
Minimum: 1 character
(“CS” is the abbreviation for child support.
Unless you are instructed otherwise by the
recipient, select “CS” from the dropdown menu.)
Case Identifier (Child
Support)
The identifier that was assigned to the case by the
child support enforcement entity.
Maximum: 20 characters.
(Obtain this information from the recipient.)
You may include letters, digits,
spaces or special characters, but
do not enter any asterisks (*) or
Pay Date
(Child Support)
The date the child support payment is due. (This date
is established by the child support enforcement entity.
Obtain this information from the recipient)
Yes
Enter any valid date in one the
following formats:
MM/DD/YYYY M/D/YYYY M/D/YY
Or select a date from the pop-up
calendar.
123
“01/29/2010” “1/29/2010”
“1/29/10”
Not allowed: “1-29-2010”,
“JAN 29 2010”
ACH USER GUIDE
Child Support
Description/(Comments)
Required
The amount of the child support payment.
Yes
Default Value
Amount (Child
Support)
Valid Entries/Choices
Examples
A valid dollar amount between 0
and 9999999999 (or 10 characters
max). It must be in one of the
following formats (no $ sign):
“0” “50” “.50” “0.50”
#
“$50” (uses $ sign);
.##
#.##
#,###
“5000.00” “5,000”
“5,000.00” Not allowed:
“–50” (negative number);
“10000000000” (too many
digits) “1,000,000.1” (>10
characters)
#,###.##
Non-Custodial
Parent SSN
(Child Support)
Social Security number of the employee who is
providing child support.
Medical Support
Indicator (Child
Support)
Option button indicating whether the employee (noncustodial parent) has health insurance available at
place of employment.
Non-Custodial Parent
First Name (Child
Support)
The first name of the employee who is
providing child support.
Yes
No (off)
Must use nine-digit format :
“123456789”
######### (No hyphens)
Not allowed: “123-45-6789”
Yes (on) = health insurance
available
No (off)
No
Maximum length: 10 characters
Maximillian (more
than 10 characters) =
“Maximillia”
No
Maximum length: ten characters
Maximillian (more
than ten characters) =
“Maximillia”
No
Minimum length: five characters
(If the name is longer than ten characters, do not
abbreviate. Enter only the first ten characters.)
Non-Custodial Parent
Last Name (Child
Support)
The last name of the employee who is
providing child support.
FIPS Code (Child
Support)
Federal Information Process Standard code
assigned to the child support enforcement entity
that is receiving the payment.
(If the name is longer than ten characters, do not
abbreviate. Enter only the first ten characters.)
Maximum length: seven characters
(Obtain this information from the recipient.)
124
ACH USER GUIDE
Description/(Comments)
Employment
Termination
Indicator (Child
Support)
Required
Option button indicating whether the employee who
is providing child support is no longer employed at
this organization.
Default Value
Valid Entries/Choices
No (off)
Yes (on) = employee is no longer
working at this organization
Examples
No (off)
(This should be used only to notify the child
support enforcement entity.)
CREATE NEW (ONE-TIME) RECIPIENT WINDOW
91B
This window appears when the Create New link is clicked on the Recipients panel of a payment or template.
Save
Description/(Comments)
Required
Checkbox indicating whether to save this recipient to the
Recipients master list.
No
Default
Value
No
(unchecked)
(If this box is selected, you must enter a Recipient ID that is not
already on the list for this recipient type.)
Last Name
(Appears only if Payment Type is Direct Deposit, Personal
Disbursement or Personal Collection.)
Valid Entries/Choices
Examples
Yes (checked) — save
the recipient to the
master list
No (unchecked) — save the
recipient in this payment
Yes
(none)
Any text. Maximum length:
15 characters
Yes
(none)
Any text. Maximum length:
15 characters
Yes
(none)
Any text. Maximum length:
35 characters
Last name of the recipient.
First Name
(Appears only if Payment Type is Direct Deposit, Personal
Disbursement or Personal Collection.)
First name of the recipient.
Recipient Name
(Appears only if Payment Type is Business Disbursement,
Business Collection or Child Support Payment.)
The name of the recipient organization.
125
“Amalgamated Widget
Corp.” “Illinois Dept. of
Family Services”
“UNISEF”
ACH USER GUIDE
Recipient ID
Description/(Comments)
Required
A user-defined identifier for this recipient
Yes
Default
Value
(none)
(Used to uniquely identify a recipient record on the Recipients
master list. Also useful for providing additional information about
recipients or their accounts when a recipient has multiple recipient
records — i.e., when recipient has multiple bank accounts —
because only the recipient’s name, ID and account number
appear on payment screens.)
Valid Entries/Choices
Any text. Maximum length:
50 characters
If Save is checked (i.e., to
save this recipient to the
master Recipient list), the
Recipient ID cannot already
be on the list for this
recipient type.
Examples
“Jane Jones-Payroll Acct”
“IOU Bank-Vacation
Home
Mortgage Acct”
ABA Number
The nine-digit American Banking Association routing or transit
code of the recipient’s bank.
Yes
(none)
Must be a valid ABA number
“071025661”
Account Number
The recipient’s bank account number
Yes
(none)
Numerals, letters or hyphens
only. Maximum length: 34
characters
“123456789”
Account Type
The type of bank account recipient has —
Yes
(none)
Select from dropdown list
e.g.., checking, savings or loan.
Create/Edit [Payment Type] Template
39B
Templates are created and edited on pages for their specific payment type (e.g., Create Direct Deposit Template, Edit Business Disbursement Template). The
payment types are (1) Direct Deposit, (2) Personal Disbursement, (3) Business Disbursement, (4) Personal Collection, (5) Business Collection and (6) Child
Support. The items that appear on these pages vary somewhat, depending on the type of payment and whether recipients are individuals or organizations.
Variations are noted in the tables below.
126
ACH USER GUIDE
TEMPLATE INFORMATION PANEL
92B
Pay To/Pay From
Valid Entries/Choices
Yes
Default
Value
(None)
Yes
(None)
Any text. 32 characters maximum
Description/(Comments)
Required
( Pay To or Pay From appears on the Create Template page,
depending on whether the template is for credit (Pay From) or
debit (Pay To) transactions.)
Examples
Select from dropdown list of
bank accounts.
The originator bank account to be used in this template. If it is for
credit transactions (e.g.., direct deposit, disbursement or child
support payments), funds will be withdrawn from this account. If it
is for debit transactions (e.g.., collections), funds will be
deposited into this account.
Template Name
(Not editable on Edit template page.) A unique name for the
template.
(This name, along with payment type, account and who last updated
it, appears in a list on the Initiate from Templates page. It should
contain enough descriptive information to differentiate it from other
templates of the same type.)
“Contractor
Payroll”
“Electric
Bills”
“Acme Copier C198234
Rental”
Payment Type
(Not editable)
N/A
N/A
N/A
N/A
Total Maximum
The type of payment this template will produce.
The not-to-exceed amount for the batch (i.e., all recipient
amounts added together.)
No
(None)
Leave blank or enter a valid
dollar amount >0 up the
maximum transaction amount
allowed this user. It must use
one of the following formats (no
$ sign):
#
.##
#.##
#,###
“50” “.50” “0.50” “5000.00”
“5,000”
Payment Amount
(If the aggregate amount (debited or credited)
to recipients exceeds this amount, the payment cannot be
submitted.)
#,###.##
127
“5,000.00”
Not allowed:
“$50” (uses $ sign);
“–50” (negative number);
ACH USER GUIDE
Prenote
Description/(Comments)
Required
A checkbox indicating whether to send a prenote verify the
ownership of recipient’s account.
No
Default
Value
No
(unchecked)
(Not editable. Used only if Prenote is selected.)
Yes (checked) — Send a prenote
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
If Prenote has been selected, the date on which the prenote
verification period ends.
The template may be used to create payments after this date.
(The date does not appear until the prenote transaction is sent to
the ACH Operator. If the prenote fails, you will be notified by
Harris Online Services.)
Recipient Name
(Visible only if the recipient is a corporate entity, not an
individual. Not editable.)
The name of the recipient. (Click link to edit
recipient.)
Last Name
(Visible only if the recipient is an individual – not editable.)
Last name of the recipient
(Click link to edit Recipient.)
First Name
(Visible only if the recipient is an individual –- not editable.)
First name of the recipient. (Click link to edit
Recipient.)
Recipient ID
(Not editable)
Examples
No (unchecked) — Do not
send a prenote
(Prenote verification requires six business days to complete. If this
option is selected, the template cannot be used until the prenote
has expired. See Prenote Expire Date. )
Prenote Expire Date
Valid Entries/Choices
The user-created identifier for this recipient.
128
N/A
ACH USER GUIDE
Account Number
Valid Entries/Choices
N/A
Default
Value
N/A
N/A
N/A
N/A
No
(none)
Leave blank or enter a valid
dollar amount >0 up the
maximum transaction amount
allowed this user. It must be in
one of the following formats (no
$ sign):
#
.##
#.##
#,###
Description/(Comments)
Required
(Not editable)
Examples
N/A
The recipient bank account to be used for these transactions. If
this is a credit transaction template (i.e., direct deposit,
disbursement or child support payment), funds will be deposited
into this account. If it is a debit transaction template (e.g..,
collection), funds will be withdrawn from this account.
Secondary
Account
Information
(Not editable. Appears only for Direct Deposit and only if
Recipient has been set up to receive money in a secondary
account.)
N/A
Amount of money to deposit into the secondary account. The
amount is expressed as either a percentage or a fixed quantity.
Default Amount
The default amount of money to enter for this recipient in
payments generated from this template. (This amount may be
modified when the payment is created.)
If this is a credit transaction (e.g.., direct deposit, disbursement or
child support payment), the amount of the payment will be
deposited to this recipient’s account. If it is a debit transaction
(e.g., collection), the amount will be withdrawn from the recipient’s
account.
#,###.##
Addendum
Edit Addendum
Window
(Not available for Child Support templates.) Optional
boilerplate information.
No
(None)
N/A
N/A
(Linked to Addendum. Available only if this is a Child Support
Payment.)
Recipient Name (Child (Not editable)
Support)
Child support enforcement entity that is receiving the
payment.
129
Any text. 80 characters maximum
“50” “.50” “0.50”
“5000.00” “5,000”
“5,000.00”
Not allowed:
“$50” (uses $ sign);
“–50” (negative number);
“[Enter Purchase Order
Number]”
ACH USER GUIDE
Valid Entries/Choices
N/A
Default
Value
N/A
N/A
N/A
“DED”
Description/(Comments)
Required
ABA Number
(Not editable)
(Child Support)
The nine-digit American Banking Association routing number (or
transit code) of the recipient’s financial institution.
Data Segment
(Not editable) EDI Data Segment Identifier for
Identifier
Child Support deductions
Application
A two-character code required by the recipient’s
EFT/EDI system.
Identifier
(Child Support)
Case Identifier
(Child Support)
Examples
Must be a valid ABA number
Yes
Select from dropdown list.
Yes
Minimum: One character
(“CS” is the abbreviation for child support. Unless you are
instructed otherwise by the recipient, select “CS” from the
dropdown menu.)
The identifier that was assigned to the case by the child support
enforcement entity.
Maximum: 20 characters.
(Obtain this information from the recipient.)
You may include letters, digits,
spaces or special characters,
but do not enter any asterisks
Pay Date
(Child Support)
The date the child support payment is due. (This date is established
by the child support enforcement entity. Obtain this information from
the recipient)
Yes
Enter any valid date in one
the following formats:
MM/DD/YYYY M/D/YYYY
M/D/YY
Or select a date from the popup calendar.
130
“01/29/2010” “1/29/2010”
“1/29/10”
Not allowed: “1-29-2010”,
“JAN 29 2010”
ACH USER GUIDE
Description/(Comments)
Child Support Amount The amount of the child support payment.
Required
Default
Value
Yes
(Child Support)
Valid Entries/Choices
Examples
A valid dollar amount between 0
and 9999999999 (or ten
characters max). It must be in
one of the following formats (no
$ sign):
“0” “50” “.50” “0.50”
#
.##
#.##
Social Security number of the employee who is providing child
support.
Yes
Parent SSN
Medical Support
Indicator (Child
Support)
Option button indicating whether the employee (non-custodial
parent) has health insurance available at place of employment.
Non-Custodial Parent
First Name (Child
Support)
The first name of the employee who is providing child
support.
No (off)
The last name of the employee who is providing child
support.
Federal Information Process Standard code assigned to the
child support enforcement entity that is receiving the payment.
“123456789”
######
### (no
Not allowed: “123-456789”
Yes (on) = health
insurance available
No
No (off)
Maximum length: 10 characters
No
Maximum length: 10 characters
No
Minimum length: five characters
Maximum length:
seven characters
(Obtain this information from the recipient.)
131
“–50” (negative number);
Must use nine-digit format :
(If the name is longer than ten characters, do not abbreviate.
Enter only the first ten characters.)
FIPS Code (Child
Support)
“$50” (uses $ sign);
#,###.##
(If the name is longer than ten characters, do not abbreviate.
Enter only the first ten characters.)
Non-Custodial Parent
Last Name (Child
Support)
Not allowed:
“10000000000” (too many
digits) “1,000,000.1” (>10
characters)
#,###
Non-Custodial
“5000.00” “5,000”
“5,000.00”
Maximillian (more
than 10
characters) =
“Maximillia”
Maximillian (more
than 10
characters) =
“Maximillia”
ACH USER GUIDE
Description/(Comments)
Employment
Termination
Indicator (Child
Support)
Required
Option button indicating employment status of the employee who
is providing child support
Default
Value
No (off)
Valid Entries/Choices
Examples
Yes (on) = employee is no
longer working at this
organization
(This should be used only to notify the child support
enforcement entity.)
No (off)
Create/Edit Recipient (master list) and Edit Recipient (payment/template record)
40B
RECIPIENT INFORMATION PANEL
93B
Description/(Comments)
Recipient Type
(Editable only when recipient is being created)
Option button indicating whether recipient is a
person or an organization.
Required
Default Value
Valid Entries/Choices
Examples
Yes
Individual
Select one:
Individual: sole
proprietor, partner,
employee, private
individual e.g. Jane
Jones, Esq.
Business: company,
government body, not-forprofit institution or any
corporate entity e.g.,
Amalgamated Widget Corp.
Illinois Dept. of Family
Services UNISEF
○ Individual = a person
○ Business = an organization
(This field affects required fields: First (Name) and
Last (Name) are required for “Individual” recipients;
Company Name is required for organizations. It also
affects the types of payments a recipient may
participate in: Direct Deposit, Personal Disbursement
and Personal Collection payments may go only to
“Individual” recipients; Business Disbursement,
Business Collection and Child Support payments
may go only to organizations.)
First (Name)
(Used only if Recipient Type = Individual) First
name of the recipient
Only If
Recipient
Type =
Individual
Any text. Maximum length: 32
characters (15 characters in Edit
Recipient window)
MI (Middle Initial)
(Used only if Recipient Type = Individual) First
letter of recipient’s middle name
No
Any text. Maximum length: ONE
character (5 characters in Edit
Recipient window)
132
ACH USER GUIDE
Required
Description/(Comments)
Default Value
Valid Entries/Choices
Examples
Last (Name)
(Used only if Recipient Type = Individual) Last
name of the recipient
Only If
Recipient
Type =
Individual
Any text. Maximum length: 32
characters (15 characters in Edit
Recipient window)
Company Name
(Used only if Recipient Type = Business) The
name of the recipient
Only If
Recipient
Type =
Business
Any text. Maximum length: 35
characters
“Amalgamated Widget
Corp.” “Illinois Dept. of
Family Services” “UNISEF”
Recipient ID
A user-defined identifier for this recipient
Yes
Any text. Maximum length: 50
characters
“Jane Jones-Payroll
Acct” “IOU BankSummer Home
(Used to identify a recipient record, since the
recipient’s name might not be unique. It may also be
used to provide additional information about
recipients or their accounts when a recipient has
multiple records — i.e., when the recipient has
multiple bank accounts — since only the recipient’s
name, ID and account number appear on payment
screens.)
Optional Setting
(Editable only if Recipient Type = Individual. Does
not appear in the Edit Recipient Window) A checkbox
indicating whether to provide secondary account
information for Direct Deposit payments.
Mortgage Acct”
No
No (unchecked)
Yes (checked) = Provide secondary
account information for Direct Deposit
payments
No (unchecked)
(If checked, the Secondary Account Information
panel will be displayed at bottom of page. Secondary
account Information is for split Direct Deposit
payments only — i.e., when a portion of the direct
deposit payment goes into one account and the rest
goes into another. If more than one account is
needed for other types of payments, separate
recipient records must be created for each account.)
CONTACT INFORMATION PANEL
94B
Street Address
Description/(Comments)
Required
The recipient’s street address
No
Default Value
133
Valid Entries/Choices
Examples
Any text. Maximum length: 32
characters per line (35 characters in
payment record)
354 N. Milwaukee Ave.
Buckingham Palace
Rd.
ACH USER GUIDE
City
Description/(Comments)
Required
The city where the recipient is located
No
Default Value
Valid Entries/Choices
Examples
Any text. Maximum length: 32
characters (35 characters in
payment record)
Libertyville
State/Region
The state where the recipient is located.
No
Select from dropdown list
Zip/Postal Code
The postal code where the recipient is located
No
Any text. Maximum length: 11
characters
London
60048
60048-1234
Country
The country where the recipient is located
No
Select from dropdown list.
Phone Number
The recipient’s phone number.
No
Any text. Maximum length: 32
characters
7185541327
+1 (718) 554-1327
x1234 (+44) (0)20 7930
4832
E-mail Address
The recipient’s e-mail address.
No
Must have a valid e-mail address
format.
manager@h
ercompany.c
om
H
Cannot use special characters
other than @, underscore (_),
hyphen (-) and period (.)
Account Number
The recipient’s account number
Yes
Account Currency
(Not editable) The monetary unit of the
recipient’s account. Only the U.S. dollar
is allowed for ACH payments.
N/A
Account Name
(Not available on Edit Recipient Window –
i.e., in payment record) An optional, userdefined name for the account
No
Numerals, letters or hyphens
only. Maximum length: 34
characters
U.S. Dollar
Abc-12345-001
N/A
Any text. Maximum length:
32 characters
134
1234567890
“Preferred
Disburseme
nt
ACH USER GUIDE
Account Type
Description/(Comments)
Required
Dropdown list specifying the kind of
account this is.
Yes
Default Value
Select one from dropdown
list: “Checking” “Savings”
“Loan”
(Some types of accounts may not be valid
for all transactions — i.e., a loan account
may not be used in collection payments.)
Enter Recipient’s Bank
(Preferred) Bank
(Alternative 1)
Valid Entries/Choices
Yes
Choose from one of four alternatives to
enter information about the recipient’s bank
or financial institution. (Alternative 4 is
valid only for international wires.)
For ACH payments, select
or enter a bank using
alternative 1, 2 or 3 below.
For wires, use 1, 2, 3, or 4.
Dropdown list of company’s preferred banks
Select bank from dropdown
list
If the recipient’s bank is on your
company’s Preferred Bank list, select a
bank from this dropdown list.
(If you select a Preferred Bank, do not enter
any information for the remaining
alternatives.)
Standard Bank
List (link)
(Alternative 2)
Select bank from window
(Not available on Edit Recipient Window
— i.e., in payment record) Link to the
Standard Bank search window.
This link lets your search the list of all banks
in the American Banking Association
(includes all U.S. banks).
(When you make a selection, ABA Number
(Alternative 3) and Bank Name, Street
Address, City, State/Region, Zip/Postal
Code and Country (Alternative 4) are filled
in )
135
Examples
ACH USER GUIDE
Description/(Comments)
ABA Number
(Alternative 3)
Required
Default Value
The nine-digit American Banking
Association routing or transit code of the
recipient’s bank.
Valid Entries/Choices
Must be a valid ABA number
Examples
071025661
If you select a bank from the Preferred
Bank List (Alternative 1), you may not
enter anything in this field.
(If you select the bank from the Preferred
Bank
List, leave this field blank. If you select the
bank from the Standard Bank List
(Alternative
Bank Name (Alternative (Used only for wires) The name of the bank.
4)
Only for wires with
no ABA number
Any text. Maximum length: 32
characters
(If you select the bank from the Preferred
Bank
Street Address
(Alternative 4)
“Tenth National Bank”
If you select a bank from the Preferred
Bank List (Alternative 1), you may not
enter anything in this field.
List, leave this field blank. If you select the
bank from the Standard Bank List (Alternative
2), this information is filled in for you.)
(Used only for wires)
Any text. Maximum length: 32
characters
The bank’s address. (Do not include city or
state, unless the bank is located outside the
U.S. or Canada.)
“10 Main St.”
“Twelve 17th St., N.E.”
(If you select the bank from the Preferred
Bank List, leave this field blank. If you select
the bank from the Standard Bank List
(Alternative 2), this information is filled in for
you.)
City (Alternative 4)
(Used only for wires) The city in which
the bank is located.
Only for wires with
no ABA number
Any text. Maximum length: 32
characters
(If you select the bank from the Preferred
Bank List, leave this field blank. If you select
the bank from the Standard Bank List
(Alternative 2), this information is filled in for
you.)
136
Chicago
ACH USER GUIDE
Description/(Comments)
State/Region
(Alternative 4)
Required
Default Value
(Used only for wires) The state, province
or region in which the bank is located.
Select from dropdown list.
If Country = U.S. or Canada, you
must select a valid state, province or
region in the selected country.
(If you select the bank from the Preferred
Bank List (Alternative 1), leave this field
blank. If you select the bank from the
Standard Bank List (Alternative 2), this
information is filled in for you. Otherwise, if
the state or province is not on the list or if not
applicable, select “Select a State/Region”
and enter item in Street
Zip/Postal Code
(Alternative 4)
(Used only for wires) The postal code for
the area in which the bank is located.
Valid Entries/Choices
Only for wires with
no ABA number
Any text.
Only for wires with
no ABA number
Select country from dropdown list.
(If you select the bank from the Preferred
Bank List (Alternative 1), leave this field
blank. If you select the bank from the
Standard Bank List (Alternative 2), this
information is filled in for you.)
Country (Alternative 4)
(Used only for wires) The country in which
the bank is located.
(If you select the bank from the Preferred
Bank List (Alternative 1), leave this field
blank. If you select the bank from the
Standard Bank List (Alternative 2), this
information is filled in for you.)
137
Examples
ACH USER GUIDE
SECONDARY ACCOUNT INFORMATION PANEL
95B
Secondary account information is available only in individual recipient records (not organizations) because it is used for Direct Deposit payments only.
Description/(Comments)
Required
Yes
Default Value
Valid Entries/Choices
Account Type
Dropdown list specifying the kind of account (e.g..,
Checking, Savings or Loan)
Account Number
The recipient’s bank account number
Yes
Account Currency
(not editable) The monetary unit of the
recipient’s account.
N/A
Choose from one of two alternatives to enter
information about the recipient’s bank or financial
institution.
Yes
Select or enter a bank using
alternative 1, or 2.
Dropdown list of company’s preferred banks
Only if an
ABA
number is
not entered
Select bank from dropdown list
Only if a
Preferred
Bank is
not
selected
Must be a valid ABA number
Yes
Select one:
(Enter Recipient’s
Bank)
(Preferred) Bank
(Alternative 1)
If the recipient’s bank is on your company’s
Preferred Bank list, select a bank from this
dropdown list.
Examples
Select from dropdown list: (“Loan” may
not be valid for all transactions — e.g.,
collections.)
Numerals, letters or hyphens only.
Maximum length: 32 characters
“US Dollar”
1234567890
Abc-12345-001
N/A
(If you select a Preferred Bank, do not enter any
information for ABA Number.)
ABA Number
(Alternative 2)
The nine-digit American Banking Association
routing or transit code of the recipient’s bank.
(If you select the bank from the Preferred Bank
If you select a bank from the Preferred
Bank List (Alternative 1), you may not
enter anything in this field.
List, leave this field blank.)
Option button indicating how money should be
Payment Allocated By
allocated: (1) as a fixed dollar amount or (2) as a
percentage of the overall payment.
○ Dollar Amount
○ Percentage
Used with Payment Allocation which
specifies the amount of the allocation
138
071025661
ACH USER GUIDE
Payment
Allocation
The amount to allocate to the secondary account.
Used with Payment Allocated By which sets the
type of allocation.
Yes
If dollar amount, value must be
between 0 and 999999999 or (nine
characters max) in a valid currency
format (no $ sign):
If Payment Allocated By = “Dollar Amount”
Payment Allocation specifies the exact amount to
deposit. If “Percentage”, it specifies the percentage
of the overall payment (e.g., if the overall payment
were $120, a value of “25” would deposit $30 (25%
of $120) into the secondary account.)
Dollar Amount: “50”,
“5,000.5”, “5000.00”,
“5,000”
Percentage:
If percentage, value must be
between 0 and 100 (2 decimal
places max) in a valid percent
format (no % sign).
“30”, “33.3”, “33.33” Not
Allowed:
“$500” (uses dollar
sign) “30%” (uses
percent sign)
ADDITIONAL OPTIONS PANEL
96B
This panel is available only from the Edit Recipient Window (payment or template records).
Save to Master List
Description/(Comments)
Checkbox indicating whether to save this
recipient to the Recipients master list.
Required
No
Default Value
No (unchecked)
Valid Entries/Choices
Yes (checked) — save the
recipient to the master list
No (unchecked) — save the
recipient in this payment or
template only
(If you choose “Yes” and this is a payment, the
master list will be updated when you submit
the changes to this recipient, whether you save the
payment or not. If this is a template, you
If you choose “Yes” and this recipient
was not taken from the master list (i.e.,
this is a one-time recipient), you must
enter a Recipient ID that is not already
on the list for this recipient type.
must save the template before the master list will
be updated.)
139
Examples
ACH USER GUIDE
STANDARD BANKS PANEL (SEARCH WINDOW)
97B
This panel appears in a window when the Standard Bank List link on the Primary Account Information panel is clicked. It is not available from the Edit Recipient
Window (accessed from payment or template record).
Search by
Description/(Comments)
A dropdown list showing fields you can search.
Search by is used together with Search for to
determine where to look for the value entered value
in Search by
Required
No
Default Value
“Bank Name”
Valid Entries/Choices
Select one field from the dropdown list:
Examples
“Bank Name”
“Bank Identifier“
“Country”
Also used with Search for name. When a
Search for name letter is clicked, “Bank Name”
is automatically selected.
(“Bank Name” is the only relevant selection here.
The Standard Bank List is also for other functions;
“Bank identifier” and “Country” pertain to those
uses.)
Search for
An entry box for your search criteria. Does partial
word searches beginning with first character in
the field. Used with Search by which specifies
which field to search for this value. (To run the
search, click the Search button.)
No
(blank)
Also used with Search by name. When a Search
by name letter is clicked, the letter is entered in
the Search for field.
Search by name
A row of linked alphabet letters representing the
first letter in bank’s name. Clicking one of these
letters returns all the banks beginning with this
letter in the bank list. (not case sensitive)
No
(none)
Used with Search by and Search for. When a
Search for name letter is clicked, the letter is
entered in the Search for field and the Search by
field is set to “Bank Name”; the search is
automatically executed. .
140
Any text. 28 characters maximum. (Do
not use quotes or special characters
unless they are in the value you are
searching for)
“Harris” — returns all
banks beginning with the
word “Harris” (not case
sensitive)
(You may use an asterisk (“*) as a
wildcard to represent any letter or
group of letters)
“H” – returns all banks
beginning with the letter
“H”.
ABCDEFGHIJKLMNOPQ
RSTUVWXYZ
“*America*” — returns all
banks containing
“America” in their
Clicking “A” — returns all
banks beginning with the
letter “A”
ACH USER GUIDE
Payment Center
41B
PAYMENT SELECTION PANE
98B
Type
Description/(Comments)
A dropdown list showing the ACH payment
types you can search by.
Required
No
Default Value
(none)
This field is used together with Status and Select
Date Range to determine which payments to display.
If you don’t select a Type, all payment types are
returned in the results list.
Status
A dropdown list showing the ACH payment
status code you can search by.
Valid Entries/Choices
Select from dropdown list:
Direct Deposit
Personal Disbursement
Business Disbursement
Personal Collection
Business Collection Child
Support Payment
No
(none)
This field is used together with Type and Select
Date Range to determine which payments to
display. If you don’t select a Status, all status
codes are returned in the results list.
Select from dropdown list:
Pending Add Approval
Pending Mod(ify) Approval
Add Partially Approved
Mod(ify) Partially Approved
(Approval) Overdue
Scheduled
(Payments go through various internal processing
stages before being sent to the ACH network. Status
reflects the internal processing stage in which the
payment is currently; it does not indicate the overall
status
Completed
— i.e.., “Completed” indicates the payment has
completed all internal processing and has been sent
to the ACH network; it does not mean the payment
has been made.)
141
Examples
ACH USER GUIDE
Select Date Range
From/To
Criteria for selecting payments by Effective Date,
the user-requested settlement date of the
payment. Payments within the range of selected
dates are returned.
New session
(after Login):
From: one week
before today
This field is used together with Type and
Status to determine which payments to
display.
To: one month
from today
Returning to
page: the last
range that was
set by Change
View button
Enter a specific date
—OR—
Formats allowed:
“01/29/2010” “1/29/2010”
“1/29/10”
Select a range of dates (inclusive).
Dates may be entered in one the
following formats:
Not allowed: “1-292010”, “JAN 29 2010”
MM/DD/YYYY
M/D/YYYY
M/D/YY
You can also select a date from the
pop-up calendar.
PAYMENT INFORMATION PANEL (ADVANCED SEARCH WINDOW)
9B
This panel appears in a window when Advanced Search is clicked.
Reference ID
Description/(Comments)
Criteria for selecting payments by Reference ID, the
system-generated transaction identifier.
Required
Default Value
(blank — i.e.,
select
everything)
Payments with Reference IDs containing the criteria
you enter are selected. If you leave the field blank, all
reference IDs are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
142
Valid Entries/Choices
Any text. 32 characters
maximum. (Do not use quotes,
asterisks or other special
characters unless they are in the
values you are searching for.)
Examples
Entering “060” returns
payments with Reference
IDs containing the
characters” 060”.
e.g., “060703”,
“306071”,
“332060”.
ACH USER GUIDE
Template Name
Criteria for selecting payments by the name of the
template that generated the payment.
(blank — i.e.,
select
everything)
(Use only if the payments you are looking for were
initiated from a template.)
Any text. 32 characters
maximum. (Do not use quotes,
asterisks or other special
characters unless they are in the
values you are searching for.)
Payments with template names containing the
criteria you enter are selected. If you leave the field
blank, all template names (including blanks) are
selected. (Search is case sensitive.)
e.g., “PayrollGeneral”,
“Contractor
Payrolls”,
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Confirmation
Number
But not
“Adjustments to payroll”
(Wire payments only) The Fed/SWIFT
Confirmation Number. Before confirmation, the
MoneyNet Sequence Number may be displayed
(blank — i.e.,
select
everything)
Any text. 32 characters
maximum. (Do not use quotes,
asterisks or other special
characters unless they are in the
values you are searching for.)
(blank — i.e.,
select
everything)
Any text. 32 characters maximum. (Do
not use quotes, asterisks or
(Not used for ACH payments — leave blank)
Payment
Description
Entering “Payroll”
returns payments that
were generated from
templates with names
that contain “Payroll”
(case sensitive).
Criteria for selecting payments by Payment
Description, the user-created name for the payment.
(Appears under Payment column in Payments list)
other special characters unless
Payments with Payment Description containing the
criteria you enter are selected. If you leave the field
blank, all Payment Descriptions are selected.
(Search is case sensitive)
they are in the values you are
searching for.)
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
N/A. Not used in ACH
payments.
Entering “Repair” returns
payments with
descriptions that contain
“Repair”. (case sensitive)
“Roof Repair”, “Car
Repaired”
But not
“Invoice for
repairing car”,
“Copier
143
ACH USER GUIDE
Recipient First Name
Criteria for selecting payments by First Name of
recipient. (Use only for Direct Deposit, Personal
Disbursement and Personal Collection payments.)
(blank — i.e.,
select
everything)
Payments with first names containing the criteria you
enter are selected. If you leave the field blank, all
First Names are selected. (Search is case sensitive.)
Any text.
(Do not use quotes, asterisks or
other special characters unless they
are in the values you are searching
for.)
Entering “Rob” returns
payments with First Name
containing “Rob” (case
sensitive).
e.g., “Robert”, “Roberta”
(Search looks only at recipient information that was
saved with the payment record, not at recipients in
the permanent Recipients list.)
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Recipient MI
(Middle Initial)
Criteria for selecting payments by the middle name
(MI) of recipient. (Use only for Direct Deposit,
Personal Disbursement and Personal Collection
payments.)
((blank — i.e.,
select
everything))
Payments with middle names containing the criteria
you enter are selected. If you leave the field blank, all
middle names (including blanks) are selected.
(Search is case sensitive.)
Any text.
(Do not use quotes, asterisks or
other special characters unless they
are in the values you are searching
for.)
Entering “E” returns
payments with
recipients whose
middle names contain
“E” (case sensitive).
e.g., “E”, “Ema”
(Search looks only at recipient information that was
saved with the payment record, not at recipients in
the permanent Recipients list.)
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
(Although the field is called MI (middle initial) and no
more than one character is permitted in the
permanent Recipients list, the MI field in
144
ACH USER GUIDE
Recipient Last
Name
Criteria for selecting payments by Last Name of
recipient. (Use only for Direct Deposit, Personal
Disbursement and Personal Collection payments.)
((blank — i.e.,
select
everything))
Payments with last names containing the criteria you
enter are selected. If you leave the field blank, all
Last Names are selected. (Search is case sensitive.)
Any text.
(Do not use quotes, asterisks or
other special characters unless they
are in the values you are searching
for.)
(Search looks only at recipient information that was
saved with the payment record, not at recipients in
the permanent Recipients list.)
Entering “Smith” returns
payments with recipients
whose last names contain
“Smith” (case sensitive).
e.g., “Smith”,
“Smithson”,
“SilverSmith”
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Company Name
Criteria for selecting payments by Company Name
(or Recipient Name on Edit payment screen). (Use
only for Business Disbursement, Business Collection
and Child Support payments.)
(blank — i.e.,
select
everything)
Any text. 35 characters maximum. (Do
not use quotes, asterisks or
other special characters unless
Payments with company names containing the
criteria you enter are selected. If you leave the field
blank, all company names are selected. (Search is
case sensitive.)
they are in the values you are
searching for.)
(Search looks only at recipient information that was
saved with the payment record, not at recipients in
the permanent Recipients list.)
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
145
Entering “Rep” returns
payments with
organizations whose
names contain “Rep”
(case sensitive).
e.g., “Reporters
Anonymous”, “Car Repair
King”
ACH USER GUIDE
Recipient ID
Criteria for selecting payments by Recipient ID, the
user-created identifier for the recipient.
(blank — i.e.,
select
everything)
Payments with Recipient IDs containing the criteria
you enter are selected. If you leave the field blank, all
Recipient IDs are selected. (Search is case
sensitive.)
Any text. 40 characters maximum. (Do
not use quotes, asterisks or
other special characters unless
they are in the values you are
searching for.)
(Search looks only at recipient information that was
saved with the payment record, not at recipients in
the permanent Recipients list.)
Entering “60” returns
payments with recipients
whose Recipient IDs
contain”60”
(case
sensitive).
e.g., “60”,
“306071R”.
“R60”,
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Payment Type
Checkboxes for selecting payments by Payment Type.
No (unchecked)
for all payment
types.
Use checkboxes to select one or more ACH
payment types, or leave all unselected (no
selection criteria).
Yes (checked) = select payments of
this payment type
No (unchecked) = do not select
payments of this payment type if at
least one other type is checked
Payments of the types you checked are selected. If
you selected no types, all payment types are
selected.
All unchecked = same as all
checked — i.e., select every
payment type.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
146
Selecting both “Business
Collection” and
“Personal Collection”
returns all payments
with a Payment type of
either “Business
Collection” or “Personal
Collection” — i.e., all
collections.
ACH USER GUIDE
Status
Checkboxes for selecting payments by Status. Use
checkboxes to select one or more ACH status
No (unchecked)
for all status
codes.
codes, or leave all unselected (no selection criteria).
Yes (checked) = select payments
with this status code
No (unchecked) = do not select
payments of this status if at least one
other status is checked
Payments with the statuses you checked are
selected. If you select no status codes, all
payments are selected.
All unchecked = same as all checked
— i.e., select every status code.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Source Account
Dropdown list for selecting payments by the
originator’s Account. (Only one account can be
selected.)
(blank — i.e.,
select
everything)
Payments originating with the selected account are
returned. If you do not select an account, all accounts
are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
147
Select an account from dropdown list
Selecting “Completed”
and “Scheduled” returns
all payments in the
Payment Center with a
status either of
“Completed” or
“Scheduled”
ACH USER GUIDE
Effective Date
Criteria for selecting payments by Effective Date,
the user-requested settlement date of the
payment.
(blank — i.e.,
select
everything)
—OR—
Formats allowed:
“01/29/2010” “1/29/2010”
“1/29/10”
Select a range of dates (inclusive).
You may enter either a specific date or a range of
dates (but not both).
Dates may be entered in one the
following formats:
Payments with the selected date(s) are
returned. If you do not enter any dates, all dates
are selected.
MM/DD/YYYY
M/D/YYYY
M/D/YY
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
Payment Amount
Enter a specific date
Not allowed: “1-292010”, “JAN 29 2010”
You can also select a date from the
pop-up calendar.
Criteria for selecting payments by Payment Amount.
(blank — i.e.,
select
everything)
You may enter either a specific amount or a
range of amounts – but not both.
Enter a specific amount —OR— Enter a
range of amounts (inclusive)
Amounts may be between 0 and
9999999999 (or a maximum of 10
characters) and must use one of the
following formats (no “$” sign):
Payments with the specified amounts are
selected. If you do not enter any amount, all
payments are selected.
#
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
payments meeting the combined criteria will be
displayed in the Payments list (i.e., criteria are joined
with logical AND).
.##
#.##
#,###
“50” “5000.00” “5,000”
Between “0” and “10,000”
Not allowed:
“$50” (uses $ sign);
“–50” (negative number);
“10000000000” (too
many digits)
“1,000,000.1”
(too many
characters)
#,###.##
Recipients
42B
RECIPIENTS SELECTION PANE
10B
Description/(Comments)
Required
Default Value
148
Valid Entries/Choices
Examples
ACH USER GUIDE
Find Recipients
Criteria for selecting recipients by name.
No
(blank)
Any text. 30 characters maximum.
For individuals, the first, middle or last name is
searched. For organizations, the company name is
searched.
An asterisk (*) may be used as a wildcard.
Search begins with first letter of the name,
unless preceded by a wildcard.
“h” -- returns any
individuals with a first,
middle or last name
beginning with “H” or
any organization with a
name beginning with “H”
(not case sensitive).
“*har” – returns all
recipients that have the
letter sequence “har”
somewhere in their name.
(To run the search, click Find. To search using more
advanced criteria click Advanced Search and enter
criteria in the Recipients Information (Advanced
Search) Window.)
RECIPIENT INFORMATION (ADVANCED SEARCH) WINDOW
10B
This window appears when Advanced Search is clicked.
Recipient Type
Description/(Comments)
Criteria for selecting recipients by Recipient Type —
i.e., whether recipients are individuals or
organizations/business.
Required
Default Value
(blank — i.e.,
select
everything)
Recipients of the type you specify are selected. If you
leave the field blank, all recipients are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
recipients meeting the combined criteria will be
displayed in the Recipients list (i.e., criteria are
joined with logical AND).
149
Valid Entries/Choices
Select a type or leave blank.
Examples
ACH USER GUIDE
Recipient Name First
Criteria for selecting recipients by First Name of
recipient.
(blank — i.e.,
select
everything)
Any text. 32 characters maximum.
Recipients with first names matching the criteria
you specify are selected. If you leave the field
blank, all recipients are selected. (Search is not
case sensitive.)
e.g., “Robert”, “Roberta”
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified for this field
are combined with those specified for all other fields
in the Advanced Search window. Only recipients
meeting the combined criteria will be displayed in the
Recipients list (i.e., criteria are joined with logical
AND).
Recipient Name
MI (Middle Initial)
Entering “Rob*” returns
recipients with First
Name beginning with
“rob”. (not case
sensitive)
Entering “*rob*” returns
recipients with a First
Name containing “rob”
e.g., “Terrobina“,
“Hearthrob”
((blank — i.e.,
select
everything))
Criteria for selecting recipients by the middle
name (MI) of recipient.
Recipients with middle names containing the criteria
you enter are selected. If you leave the field blank, all
middle names (including blanks) are selected.
(Search is not case sensitive.)
Any text. 32 characters maximum
Entering “e” returns
recipients with
recipients whose
middle names begin
with “e” (not case
sensitive)
e.g., “E”, “Ema”
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified for this field
are combined with those specified for all other fields
in the Advanced Search window. Only recipients
meeting the combined criteria will be displayed in the
Recipients list (i.e., criteria are joined with logical
AND).
Entering “*e*“ returns
recipients whose middle
names contain “e” e.g.,
“Manuel”
150
ACH USER GUIDE
Recipient Name
Last
Criteria for selecting recipients by Last Name of
recipient.
(blank — i.e.,
select
everything)
Any text. 32 characters maximum
Recipients with last names containing the criteria you
enter are selected. If you leave the field blank, all
Last Names are selected. (Search is not case
sensitive.)
e.g., “Smith”,
“Smithson”,
Entering “*smith*”
returns
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified for this field
are combined with those specified for all other fields
in the Advanced Search window. Only recipients
meeting the combined criteria will be displayed in the
Recipients list (i.e., criteria are joined with logical
AND).
Company Name
Entering “Smith*”
returns recipients
whose last names
begin with “smith”
(not case sensitive
recipients whose last
names
Criteria for selecting recipients by Company
(blank — i.e.,
select
everything)
Name
Any text. 35 characters maximum.
contain “smith” e g
Entering “rep” returns
organizations with
names begin with “rep”
(not case sensitive)
Recipients with company names containing the
criteria you enter are selected. If you leave the field
blank, all company names are selected. (Search is
not case sensitive.)
e.g., “Reporters
Anonymous”, Entering
“*rep*” returns
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
organizations with names
for this field are combined with those specified
containing “rep” e.g., “Car
Repair
for all other fields in the Advanced Search window
Ki
151
”
ACH USER GUIDE
Recipient ID
Criteria for selecting recipients by Recipient ID, the
user-created identifier for the recipient.
(blank — i.e.,
select
everything)
Any text. 40 characters maximum.
Recipients with Recipient IDs containing the criteria
you enter are selected. If you leave the field blank, all
Recipient IDs are selected. (Search is not case
sensitive.)
Entering “*60*” returns
recipients with Recipient
IDs containing
”60” (not case sensitive)
e.g., “60”, “R60”,
“306071R”.
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
for this field are combined with those specified
for all other fields in the Advanced Search window.
Only recipients meeting the combined criteria will be
Street Address
Criteria for selecting recipients by Street
(blank — i.e.,
select
everything)
Address.
Any text. 40 characters maximum per
line.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all street
addresses are selected. (Search is not case
sensitive.)
Entering “*e*” returns
recipients with street
addresses containing
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
”e” (not case sensitive)
th
e.g., “1234 East 64 St”,
“60 E. Adams Street”,
th
“1234 17 Street, N.E.”
for this field are combined with those specified
City
Entering “60*” returns
recipients with street
addresses beginning
with “60”, e.g., “60 E.
Adams Street””
for all other fields in the Advanced Search window.
O l
i i t
ti th
bi d it i
ill b
Criteria for selecting recipients by City. Recipients
containing the criteria you enter are
(blank — i.e.,
select
everything)
selected. If you leave the field blank, all cities
Any text. 40 characters maximum.
Entering “Y*” returns
cities beginning with
“C” e.g., “Yonkers”
(not case sensitive)
Entering “*y”
returns cities
ending with “y”
e.g.,
“Punxsutawney”
are selected. (Search is not case sensitive.) You
may use an asterisk (*) as a wild card. When you
click “Search” the criteria specified
for this field are combined with those specified
for all other fields in the Advanced Search window
152
ACH USER GUIDE
State/Region
Dropdown list for selecting recipients by state or
region.
(blank — i.e.,
select
everything)
Select a state/region from the
dropdown list or leave blank.
(blank — i.e.,
select
everything)
Any text. 40 characters maximum.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all
states/regions are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
recipients meeting the combined criteria will be
displayed in the Recipients list (i.e., criteria are
joined with logical AND).
Zip/Postal Code
Criteria for selecting recipients by zip or postal code.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all cities are
selected. (Search is not case sensitive.)
Country
Entering “60*” returns
recipients with postal
codes beginning with
”60” (not case sensitive)
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
e.g., “60048”
for this field are combined with those specified
Entering “*60*” returns
recipients with postal
codes containing “60”
for all other fields in the Advanced Search window.
Only recipients meeting the combined criteria will be
displayed in the Recipients list (i.e., criteria are
Dropdown list for selecting recipients by
country.
e.g., “R60 AB2”
(blank — i.e.,
select
everything)
Recipients containing the criteria you enter are
selected. If you leave the field blank, all
states/regions are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
recipients meeting the combined criteria will be
displayed in the Recipients list (i.e., criteria are
joined with logical AND).
153
Select a country from the
dropdown list or leave blank.
ACH USER GUIDE
Phone Number
(blank — i.e.,
select
everything)
Criteria for selecting recipients by phone
number.
Any text. 40 characters maximum.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all phone
numbers are selected. (Search is not case sensitive.)
Entering “60*” returns
recipients with phone
numbers beginning with
”60”
e.g., “606-555-1212”
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
Entering “*60*” returns
recipients with phone
numbers containing “60”
for this field are combined with those specified
e.g., “+60 2 1234-1234”
for all other fields in the Advanced Search window.
Only recipients meeting the combined
E-mail Address
(blank — i.e.,
select
everything)
Criteria for selecting recipients by e-mail
address.
Any text. 40 characters maximum.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all e- mail
addresses are selected. (Search is not case
sensitive.)
Entering “A*” returns
e-mail addresses
beginning with “a”
(not case sensitive)
e.g.,
“acustomer@sample.com
H
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
for this field are combined with those specified
Entering “*A*”
returns e-mail
addresses
containing “a”
for all other fields in the Advanced Search window.
Only recipients meeting the combined
Account Type
Dropdown list for selecting recipients by the
originator’s Account Type.
(blank — i.e.,
select
everything)
Recipients containing the criteria you enter are
selected. If you leave the field blank, all
states/regions are selected.
When you click “Search” the criteria specified for this
field are combined with those specified for all other
fields in the Advanced Search window. Only
recipients meeting the combined criteria will be
displayed in the Recipients list (i.e., criteria are
joined with logical AND).
154
Select an account type from the
dropdown list
ACH USER GUIDE
Account Name
(blank — i.e.,
select
everything)
Criteria for selecting recipients by account
name.
Any text. 40 characters maximum.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all account
names are selected. (Search is not case sensitive.)
Entering “*savings”
returns recipients with
account names ending
with ”savings” (not case
sensitive)
e.g., “Joe’s Savings”
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
for this field are combined with those specified
for all other fields in the Advanced Search window.
Only recipients meeting the combined
Account Number
(blank — i.e.,
select
everything)
Criteria for selecting recipients by primary
account number.
Any text. 40 characters maximum.
Recipients containing the criteria you enter are
selected. If you leave the field blank, all account
numbers are selected. (Search is not case
sensitive.)
Entering “1*” returns
recipients with accounts
beginning with “1”
e.g., “123456789”
Entering “*1” returns
recipients with account
ending with “1”
You may use an asterisk (*) as a wild card. When
you click “Search” the criteria specified
e.g., “987654321”
for this field are combined with those specified
for all other fields in the Advanced Search window.
Only recipients meeting the combined
ABA Number
Criteria for selecting recipients by primary account
ABA number, the nine-digit American Banking
Association routing or transit code of the recipient’s
bank.
(blank — i.e.,
select
everything)
Any text. 40 characters maximum.
Entering “1*” returns
recipients
whose
primary account routing
numbers begin with “1”
e.g., “123456789”
Entering “*1” returns
recipients with primary
account routing
numbers ending with
155