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Business Cash Management

Frequently Asked Questions

What is the deadline for completing my file?

Files for deposits for debits must be completed by 3 PM the business day before you want the transactions to be effective. For example, if you want your employees to receive their pay on Friday you must complete the process by 3 PM Thursday.

I made a mistake on my payroll file. How can I fix it?

If you already clicked on the "Process" button it is no longer possible for you to stop or alter the file. Under certain circumstances the bank may be able to stop the file so you can process a corrected file. Call us as soon as you are aware of a problem.

What settings are required in my financial program to create a NACHA direct deposit file?

You will need to make certain entries in your financial software to produce NACHA files. While exact wording may vary slightly, in most cases the terms and settings below will be available to you. If you have been creating NACHA files for another bank and are switching to this bank, you will need to reset this information to match what is shown here.

  • Immediate Destination is 071000301
  • Destination Name or Immediate Destination Name is Federal Reserve Chicago.
  • Immediate Origin is 071123204
  • Immediate Origin Name is Morton Community Bank.
  • Company Identification is your company's EIN.
  • Entry Description would be the purpose of the deposit or debit (such as ABC Payroll or ABC Club Dues, with ABC being the company or organization name).
  • Originating DFI Identification is 07112320
  • Receiving DFI is 071123204
  • Account Number is your account at this bank
  • Record Delimiter Select, mark yes or place a checkmark
  • Balance Entry In some format you will find a setting to produce an offsetting transaction. Turning this on produces a credit or debit equal to the entire file amount to balance your account at the bank. It may be called Offsetting Debit, Offsetting Credit, Offsetting Entry, or Balance Entry Offsetting Transaction. You want this turned on. It may also ask the question in a reverse way, such as asking if you want to produce an out of balance file. You do not want to produce an out of balance file. You want to produce a balanced file.

How to create a batch using manual entry of items

Log On

Log on to internet banking using your unique Access ID and Password. Be certain the authentication Image and Passphrase which appear on the Password screen are correct.

Open ACH Manager

From the Funds Management menu, select ACH Manager.

Create the ACH Transfer

From the File menu click one time on New ACH Transfer, and then click the Submit button.

Enter Data

This is where you enter information about your batch and your employees (for payroll batches) or customers (for debit batches).

All fields are required.

Special Note — The difference between credit and debit batches: If you are processing a debit batch the Transfer From section will contain the fields for the entry of the individual items and the Transfer To section will be your account at this bank. If you are processing a Credit batch the Transfer To section will contain the fields for the entry of the individual items and the Transfer Fromsection will be your account at this bank.

  • ACH — Batch name
  • Description: This is just a name for your batch. It does not have to be unique. You may find it helpful to include a date in the name.
  • Recurring Frequency: This is only for batches which you wish to process automatically on a fixed schedule. You might use this for a salaried payroll in which everybody gets paid the same amount every time. Usually this will be left at "None."
  • Transfer Start Date: This is the date you want the transactions to post. For payrolls, this is the date you want your employees to receive their pay. If you selected a recurring frequency you would also have a field for Transfer End Date. That would be the last date you want the batch to process. A payroll batch recurring bi-weekly with a start date of 11/1/2011 and an end date of 10/31/2012 would automatically pay employees the same amount every two weeks for one year.
  • Transfer From
  • Account: Select your account at this bank.
  • Amount: The total amount of your batch.
  • Transfer To
  • Name: Your employee's or customer's name. This does not have to match their name exactly at their financial institution. You can send funds to Jim Jones even if at his bank he is known as James Jones.
  • ID: This is a unique ID for the recipient. It can be an employee number, Social Security Number, or any combination of letters and numbers you want. If you do not have any such identifier you can simply number them beginning 001.
  • Account Number: The account number which will be receiving the funds.
  • Account Type: Select Checking or Savings from the drop down menu. Failure to correctly identify the type of account can result in a posting failure or delay.
  • R/T Number: The nine digit routing number for the employee's or customer's financial institution. Routing numbers are always 9 digits. After you enter a routing number and move to the next field, the system will refresh and show you the name of the bank the routing number is connected to. The system can help you find routing numbers as well. To search for a routing number, click on the binoculars next to the R/T Number field. You will get a pop up screen which will allow you to search for a routing number by bank name or location.
  • Amount: The amount of money which is to be deposited to or drawn from the account. For payrolls this is actually the amount of money the employee receives, not their gross pay before deductions.
  • Description: Click on the Description link on each line item to enter a description of the transaction. This is what will appear on your employees' or customers' statement next to the amount and date. For payroll batches you would probably want the company name and the word payroll.
  • To add more lines to continue adding individual items, click on the "Add Row" link.

Save, Process, or Cancel the transaction

Save: To Save your batch without Processing it, click on the Save button. This is useful if you are working on a batch and need to return to it later. The system will not save an "incomplete" batch. The Batch Header information must be complete and each line item you started must be complete. In addition, the system will require that any saved batch displays a match between the total of the amounts for the individual items and the total amount of the batch.

Process: Clicking on the Process button will send your batch to the bank for further processing. Once you Process the batch you cannot cancel, delete or alter it. Be certain you are really ready for the batch to be finalized before clicking the Process button.

Cancel: This allows you to leave this screen, abandoning any changes you have made.

Processing the transaction

After clicking the Process button the next screen will verify that you have submitted a valid file and return the passed items shown. At this time your file has been uploaded and processed successfully. You may log out.


How to create a batch using an imported NACHA file

Log On

Log on to internet banking using your unique Access ID and Password. Be certain the authentication Image and Passphrase which appear on the Password screen are correct.

Open ACH Manager

From the Funds Management menu, select ACH Manager.

Create the ACH Transfer

From the File menu click one time on Import ACH Transfer, and then click the Submit button.

Import the NACHA file

Browse for your NACHA file, select the appropriate type of file from the Transfer Type drop down list and then click the Submit button. The file will import and produce a confirmation screen. The file totals should match what you intended for your batch total.

Review, Process, or Cancel the transaction

Review allows you to make any necessary changes in the file information, including changes to individual line items such as routing numbers, account numbers or names. Once you are satisfied with your changes you can click Save or Process.

Save will save your batch without Processing it. Files which are only saved will not process or be transmitted to the bank.

Process will send your batch to the bank for further processing. Once you Process the batch you cannot cancel, delete or alter it. Be certain you are really ready for the batch to be finalized before clicking the Process button. After clicking the Process button the next screen will verify that you have submitted a valid file and return the passed items shown. At this time your file has been uploaded and processed successfully. You may log out.

Cancel allows you to leave this screen, abandoning the file you have imported.

How to import a file not in the NACHA format

Overview

This process allows you to import a file which is not in a NACHA format. This type of file could be produced manually through a program like Microsoft Excel or it may be a file produced by an accounting program.

File Requirements

Each entry in the file will need to have a Name, Routing Number, Account Number, Amount, and a Transaction Code. The file can contain more information but those items are a minimum requirement.

The items in the file must be separated by a special character such as a comma or tab, and each entry must be on a separate line.

When a file is imported you will be guided through a process to create a template. If you import a similar file in the future you can reuse the template.

These are the only Transaction Codes you can use:

  • Deposit to a checking account — 22
  • Deposit to a savings account — 32
  • Withdrawal from a checking account — 27

Log On

Log on to internet banking using your unique Access ID and Password. Be certain the authentication Image and Passphrase which appear on the Password screen are correct.

Open ACH Manager

From the Funds Management menu, select ACH Manager.

If your session times out and you have not saved your work, you will lose the data you have entered.

Create the ACH Transfer

Select Import ACH Using Template and New Template. If the layout of your file does not change for future imports, you will be able reuse the template you are about to create. To reuse a template for similar files select Existing Template instead of New Template. To reuse a template your file must be separated by the same character and have the same columns as the original file you used when you created the template.

Browse for the file to import

Browse for your file. If you are reusing an already created template, there would be another drop down menu to the right from which you would select the template to use.

Set the Header information

1. Select the ACH Transfer Type from the drop down list.

2. If you are creating a new template, provide a name for it. That is how you will select it in the future to reuse.

Important Note: The name of your template will appear on the bank statement of the accounts you are paying or debiting. If you are doing a payroll you may want to name the template "Payroll."

3. If your file contains extra rows at the top or bottom which are not line item entries, enter the number of rows to ignore. This sample shows three rows which are titles and should not be imported. The preview you see may appear to contain blank lines which were not in your original file. Do not count these blank lines.

4. If the amounts in your file already have decimals (they probably do) then leave the Insert Decimal field at No.

5. Select the character which separates the columns in your file.

The file preview may not line up correctly. Longer names or account numbers can make the columns appear out of alignment. Do not worry about this.

These are the only Transaction Codes you can use:

  • Deposit to a checking account 22
  • Deposit to a savings account 32
  • Withdrawal from a checking account 27

Set the Header information

Describe the columns in your file by selecting the type of information in the columns from the drop down menus.

Your choices will be (required information is in bold):

  • Account Number
  • Employee Name
  • Amount
  • Payment
  • Relation Information
  • Discretionary Data
  • R/T Number
  • Effective Date
  • Transaction Code
  • Employee ID

The file preview may not line up correctly. Longer names or account numbers can make the columns appear out of alignment. Do not worry about this.

You may also Apply Additional Values to File in the next section. This generally is not necessary.

The Offset Account is the your account at this bank which will be debited if you are sending deposits, or credited if you are drawing funds. Select your Offset Account from the drop down menu.

The Effective Date is the date the transactions will be deposited to drawn from the accounts listed in your line items. For payrolls, you will make the effective date the date you want your employees to be paid. You file already contain a date (ulikely), or you can select a date from a calendar. If you choose Default Business Date the Effective Date will be set to the next business day.

Review Your File

This is a review of what you have done up to this point. If, on the previous screen, you chose "Prompt for Date" then you will be able to enter the date or click on the calendar and select a date.

If anything is wrong here (unlikely) you can click the Back button to return to the previous page.

Finish or Cancel Your File

This is a final review of your file. You can Cancel the entire process at this time or continue by clicking Finish.

Important Note: Finish will actually be the last step. You will have to "Process" the file in the next step. If you do not do that, the transactions will not happen.

Process or Cancel Your File

Clicking Process will send your file to the bank. You can still Cancel or Review at this time. Once you click Process you will not be able to stop or alter the file.

Processing the Transaction

After clicking the Process button the next screen will verify that you have submitted a valid file and return the passed items shown. At this time your file has been uploaded and processed successfully. You may log out.


How to create a batch by reusing an existing batch

Log On

Log on to internet banking using your unique Access ID and Password. Be certain the authentication Image and Passphrase which appear on the Password screen are correct.

Open ACH Manager

From the Funds Management menu, select ACH Manager.

Create the ACH Transfer

Select New ACH Transfer Using Existing Transfer. You can search for available transfers by entering a part of the transfer name and/or the transfer type in the Transfer Description and ACH Type selections. If you do not enter or select in those listings, the system will show all of the available existing transfers.

Select Batch

You will see a list of existing transfers. Choose from this list to create a new transfer based on the existing transfer. Here, the search only returned one possible existing transfer because part of the name and the transfer type were entered in the search parameters.

Enter Data

Make any necessary changes in the file information, including changes to individual line items such as routing numbers, account numbers names, or dollar amounts. If you enter new dollar amounts you will need to calculate a new total to replace the old total in the file. Once you are satisfied with your changes you can click Save or Process. Process will complete your transaction and send the file. Save will only save your changes. Files which are only saved will not process or be transmitted to the bank.

  • ACH — Batch name
  • Description: This is just a name for your batch. It does not have to be unique. You may find it helpful to include a date in the name.
  • Recurring Frequency: This is only for batches which you wish to process automatically on a fixed schedule. You might use this for a salaried payroll in which everybody gets paid the same amount every time. Usually this will be left at "None."
  • Transfer Start Date: This is the date you want the transactions to post. For payrolls, this is the date you want your employees to receive their pay. If you selected a recurring frequency you would also have a field for Transfer End Date. That would be the last date you want the batch to process. A payroll batch recurring bi-weekly with a start date of 11/1/2011 and an end date of 10/31/2012 would automatically pay employees the same amount every two weeks for one year.
  • Transfer From
  • Account: Select your account at this bank.
  • Amount: The total amount of your batch.
  • Transfer To
  • Name: Your employee's or customer's name. This does not have to match their name exactly at their financial institution. You can send funds to Jim Jones even if at his bank he is known as James Jones.
  • ID: This is a unique ID for the recipient. It can be an employee number, Social Security Number, or any combination of letters and numbers you want. If you do not have any such identifier you can simply number them beginning 001.
  • Account Number: The account number which will be receiving the funds.
  • Account Type: Select Checking or Savings from the drop down menu. Failure to correctly identify the type of account can result in a posting failure or delay.
  • R/T Number: The nine digit routing number for the employee's or customer's financial institution. Routing numbers are always 9 digits. After you enter a routing number and move to the next field, the system will refresh and show you the name of the bank the routing number is connected to. The system can help you find routing numbers as well. To search for a routing number, click on the binoculars next to the R/T Number field. You will get a pop up screen which will allow you to search for a routing number by bank name or location.
  • Amount: The amount of money which is to be deposited to or drawn from the account. For payrolls this is actually the amount of money the employee receives, not their gross pay before deductions.
  • Description: Click on the Description link on each line item to enter a description of the transaction. This is what will appear on your employees' or customers' statement next to the amount and date. For payroll batches you would probably want the company name and the word payroll.
  • To add more lines to continue adding individual items, click on the "Add Row" link.

Save, Process or Cancel the transaction

Save: To Save your batch without Processing it, click on the Save button. This is useful if you are working on a batch and need to return to it later. The system will not save an "incomplete" batch. The Batch Header information must be complete and each line item you started must be complete. In addition, the system will require that any saved batch displays a match between the total of the amounts for the individual items and the total amount of the batch.

Process: Clicking on the Process button will send your batch to the bank for further processing. Once you Process the batch you cannot cancel, delete or alter it. Be certain you are really ready for the batch to be finalized before clicking the Process button.

Cancel: This allows you to leave this screen, abandoning any changes you have made.

Processing the transaction

After clicking the Process button the next screen will verify that you have submitted a valid file and return the passed items shown. At this time your file has been uploaded and processed successfully. You may log out.


Understanding and resolving error messages


Exceeded Limit

You have a daily, weekly and monthly limit for the total amount of money you can credit or debit. A company with a weekly payroll of $7,800 might have limits of $10,000 daily, $10,000 weekly and $50,000 monthly. If you exceed any of your limits you will receive an error during processing. Under the red bar will be information detailing which limit was exceeded and by how much. Leave this screen open or note the type of error and amount and call the bank. The bank will review your limit request so you can process your transaction.

After your limit has been raised you will need to create a new batch. You will not be able to reopen the failed batch, but you can create a new copy by selecting New ACH Transfer Using Existing Transfer and locating and clicking on the failed batch. You do not need to enter any information in the Transfer Description or ACH Type fields.

Insufficient Funds

The bank requires that sufficient funds exist in your account the day before the effective date of a credit batch. The batch may not process if sufficient funds are not in the account. You may need to return to Business Internet Banking and transfer funds before attempting to process the batch again.

Session Has Expired

The Business Internet Banking application which is controlling ACH Manager will time out after 30 minutes of inactivity.

Activity in ACH Manager will not keep the session active. Business Internet Banking Does not recognize activity in the pop up window for ACH Manager. Only activity in Business Internet Banking, such as viewing your account, is recognized as activity to prevent a time out.

You are limited of 30 minutes of continuous work in ACH Manager

If your session times out and you have not saved your work, you will lose the data you have entered.

Validation

Errors which occur when you save or process a batch are usually very simple to fix. They are nearly all caused by one or more fields left blank. The error message will specify the field which is blank. The only error message not related to blank fields is "Debit and Credit amount are not equal." That error means that the total of all your entries does not equal the single total amount you entered next to your settlement account.

NACHA File Import

Importing a NACHA file which contains errors or conflicting information will not necessarily cause an error, but it may prompt that conflicting information exists. the system will permit you to import a NACHA file with an effective date which already is past, but the import screen will show a warning that the date is past. Also on the import screen will be an edit button to the right of the date which will allow you to manually alter the effective date.