Running Direct Entry EFT Export

The Direct Entry Export process allows you to either pay accounts or draw money from accounts electronically by creating a file that can be uploaded to a Bank.
The following criteria is required for a transaction to be listed for export to pay an account:
- The Transaction type is Payment, Creditor Cash Sale or Debtor Cash Credit.
- The Banking Type field on the transaction must be set as Direct Deposit.
The following criteria is required for a transaction to be listed for export to draw money from an account:
- The Transaction type is Receipt, Debtor Cash Sale or Debtor Cash Credit.
- The Banking Type field on the transaction must be set as Authorised Withdrawal.
The process can be rolled-back if required.

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Direct Entry Export

Mandatory Prerequisites

Prior to running the Direct Entry Export Process, refer to the following Topics:

Cash Book (Bank Account) Chart of Account - Maintaining Chart of Accounts

Bank Profile - Maintaining Bank Profiles

Transactions recording payments - These are Payments, Creditor Cash Sales and Debtor Cash Credits.
Transactions recording receipts - These are Receipts, Debtor Cash Sales and Creditor Cash Credits.

Screenshot and Field Descriptions

Export Type: this is a drop down list of the export file types to create:

Payments - pay accounts file type.

Receipts - draw money from accounts file type.

Cash Book: this is a drop down list of the Cash Book (Bank Account) chart of accounts.

Show: this is the option to display:

To Be Exported: transactions not exported before.

Already Exported: transactions previously exported.

Export Date: this is the date associated with the export file. It will be displayed when To Be Exported is selected.

Exported: this is a drop down list of dates on which exports were processed, allowing the user to specify which batch to display or roll-back. It will be displayed when Already Exported is selected.

Date: this is a selection filter for the transaction date range to include.

Transaction (Year / Period / Number): these fields are for filtering the selection of transactions to a particular year, period or individual transaction number.

The following fields display values set up for the Cash Book (Bank Account) in Maintaining Bank Profiles

BSB \ Account: this is the BSB and number for the bank account..

Bank Code: this is an approved Financial Institution abbreviation.

User Name: this is your User Name.

User Number: this is your User Identification Number.

Remitter: this is name of the originator of the entry.

Description: this is the default description of what the file is for. It can be changed for each file.

EFT File Format: this is the Electronic Funds Transfer export file format.

Report: this is the reporting options:

Summary: list of transactions to be exported or have already been exported.

Remittance: formal report to send to Creditors listing the invoices that have been paid electronically.

Report Header: this is the options for displaying the report header on the report. This is only enabled when the Report - Summary option is selected.

Source table: this contains rows of transactions to be processed for the export file. The check box in the Process column can be clicked to include / exclude lines.

Results table: this will display the transactions that are processed and ready to be exported.

How Do I : Create a Direct Entry EFT File for paying accounts electronically

Select Payment from the Export Type drop down list.
Select a Cash Book (Bank Account) from the drop down list.
The Source table will populate with transactions to be exported.
Change the Export Date if required.
Enter values in the selection filter value fields Date and Transaction as required.
Click the check box in the Process column of the Source table to include / exclude lines. In addition, if required, filter the Source table for specific lines to process. Refer to How Do I : Create a Filter on a Grid to see how to do this.
Change the text in the Description field if required.
Click the Application tool-bar push button: Application Toolbars to process the transactions to be exported.
The Results table will populate with the transactions processed. It will highlight if the transactions are able to be exported or if there are any set up errors detected. If the EFT File Format is specified as Self Balancing, a self balancing line will be added.
If all the transactions processed are ready to be exported, click the Application tool-bar push button: Export and confirm that you wish to export them to a file.
Select the location to save the file to and press the Save button.
Refer to instructions provided by your Bank on how to upload the file.

How Do I : Create a Direct Entry EFT File for drawing money from accounts electronically

Refer to How Do I : Create a Direct Entry EFT File for paying accounts electronically noting the following fields:

Select Receipt from the Export Type drop down list.

How Do I : Print a Remittance of Invoices paid electronically to send out to Creditors

Select Payment from the Export Type drop down list.
Select a Cash Book (Bank Account) from the drop down list.
If the transactions have already been exported select the Show - Already Export option then select a date and time from the Exported drop down list.
In the Report options select Remittance.
Click the Application tool-bar push button: View or Print.

How Do I : Roll-back a Direct Entry EFT File export

Select an Export Type from the drop down list.
Select a Cash Book (Bank Account) from the drop down list.
Select the Show - Already Export option.
Select a date and time from the Exported drop down list.
Click the Application tool-bar push button: Rollback and confirm that you wish to roll-back the export.

A Roll-back should not be performed if the file has already been uploaded to the Bank.