Install and Use the Wells Fargo Payment Manager

Transcription

1 Install and Use the Wells Fargo Payment Manager USER GUIDE 3.11 VERSION 2.00 Intacct Corporation

2 User Guide ORATION. ALL RIGHTS RESERVED. THIS DOCUMENT, AS WELL AS THE SOFTWARE DESCRIBED IN IT, IS FURNISHED UNDER LICENSE AND MAY ONLY BE USED IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THAT LICENSE. THE INFORMATION IN THIS DOCUMENT IS PROVIDED FOR INFORMATIONAL USE ONLY, IS SUBJECT TO CHANGE WITHOUT NOTICE, AND SHOULD NOT BE CONSTRUED AS A COMMITMENT BY ORATION. ORATION ASSUMES NO RESPONSIBILITY OR LIABILITY FOR ANY ERRORS OR INACCURACIES THAT MAY APPEAR IN THIS DOCUMENTATION. IN NO EVENT WILL INTACCT, ITS DIRECTORS, OFICERS, EMPLOYEES OR AGENTS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMANGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND SO FORTH) ARISING FROM THE USE, OR INABILITY TO USE, THE INTACCT SOFTWARE OR ITS DOCUMENTATION. Intacct Corporation 125 South Market St. Suite 600 San Jose, CA (Main) (Customer Support) Feedback: comments to Intacct Technical Publications

3 Table of Contents Chapter 1 About the Wells Fargo Payment Manager...1 Chapter 2 Install the Wells Fargo Payment Manager...2 A. Complete the Request for Implementation Form...2 B. Configure the Wells Fargo Payment Manager...4 C. Configure Checking Account(s) for Payment Manager...5 D. Configure your Vendors...5 Chapter 3 Use the Wells Fargo Payment Manager...7 A. Create Payment Manager Payments...7 B. Submit and Manage Payment Batches...8 C. Drill Down Into Payment Details D. Void a Payment... 10

4 Preface About Intacct User Guides. Intacct has created an integrated information development system where both the online help system and the user guides draw on the same source information. Consequently, the procedures in this user guide are the same as those in the online help system. In addition, the user guide PDFs are linked to the help system so that you may easily and conveniently access as much related material as you wish. The online help system always contains up-to-date information. However, it may be possible that your copy of the user guide is outdated. The version number of the user guide appears on the front cover. You should verify that you have the latest one. In addition, not all changes are immediately reflected in the user guide PDFs, although the online help system is always kept exactly up to date. If the procedures in this guide do not seem to exactly match the Intacct software, refer instead to the online help system. For a complete list of user guides, or to verify you have the latest version, go to the User Guide page. Hyperlinks in this Document. You will find hyperlinked text throughout this document. Generally, these hyperlinks access a topic for additional information in the Intacct help system. When you click on one of these links in Adobe Acrobat, your computer launches a browser, and then displays the appropriate topic within the browser window. You may then use the help system as you normally would to print topics, access related information and so on. For more information on using the help system, click here. Getting more Information. At every step of the way, you can get additional information about the current screen on which you are located in the Intacct application by clicking the Help link at the top of the screen. A context-sensitive pop-up window displays a help topic that explains the purpose of the screen and the various functions within it. In addition, each of these context-sensitive help topics also has an online stepby-step section similar to those in this user guide that you can access by clicking a link at the beginning of the topic. Typographical Conventions. The symbol ">" denotes subordinate menu levels, whereas the symbol ":" denotes the specific command. For example, if you are instructed to select the Setup drop-down menu in the Company application, the text refers to Company > Setup. A colon precedes individual commands within the menu. For example, if you are instructed to adjust your user preferences, the terminology would be: Company > Setup: Preferences. The active portion in numbered steps is indicated in boldface. You can generally speed-read through the numbered steps just by looking at the boldface words. Keys you must press are also indicated in boldface. For example, to filter a list on the letter "T" the text would instruct you to enter [T] in the Filter Entry field.

5 PAGE 1 Chapter 1 About the Wells Fargo Payment Manager The Wells Fargo Payment Manager is the Wells Fargo bill payment facility with which you may pay your vendors via a printed outsourced check, wire transfer, or ACH (automated clearinghouse) transaction. The Intacct system connects to the Wells Fargo system such that you can create payment requests on the Intacct system that are electronically transmitted to Wells Fargo for processing the the actual payment. Enabling the Payment Manager service on the Intacct system allows you to add new pay method choices which you assign to your vendors. You may then choose these new pay methods in the Select To Pay screen of the Accounts Payable application. This creates a normal internal AP batch and also an external AP batch that you subsequently submit to Wells Fargo for payment processing. Wells Fargo then sends a hardcopy check, or transmits that data over the EFT or ACH network where it becomes a deposit transaction in the vendor bank account. You may drill down into the details of any payment, and you may void payments in the Intacct system. The Wells Fargo Payment Manager is a separate application to which you subscribe on both the Wells Fargo and Intacct systems. Implementation involves configuring both the Wells Fargo and the Intacct systems. To subscribe for this service, you complete a subscription form within the Intacct system. Intacct sends the completed application on your behalf to Wells Fargo. Wells Fargo staff then processes your application and, if approved, works with Intacct to configure your account to enable this service within the Intacct system. Both Wells Fargo and Intacct provide updates in the form of s to you regarding the processing of your application as well as the configuration of your Intacct account to use this service. APXP21

6 PAGE 2 Chapter 2 Install the Wells Fargo Payment Manager This chapter explains how to configure your company on the Intacct system to use the Wells Fargo Payment Manager. This process takes some time because you need to work with both Intacct and Wells Fargo so that your company on the Intacct system is properly connected to your Wells Fargo checking account. For more detail on the entire Payment Manger process, read About the Wells Fargo Payment Manager. Only system administrators may subscribe to this service and complete the following steps. However, you need not grant any other special permissions, other than the normal access to create checking accounts and enter vendor information. After you install the Wells Fargo Payment Manager service, you can create payments with new pay methods in the Select To Pay screen. For an online tutorial on how to create such payments, monitor the Wells Fargo payment batches, as well as view details and void payments, refer to Use the Wells Fargo Payment Manager. This chapter consists of the following procedures. A. Complete the Request for Implementation Form B. Configure the Wells Fargo Payment Manager C. Configure Checking Account(s) for Payment Manager D. Configure your Vendors A. COMPLETE THE REQUEST FOR IMPLEMENTATION FORM This page is an application form that is electronically submitted to Wells Fargo on your behalf by Intacct. The details of the form allow Wells Fargo personnel to know who you are, plan for the volume of traffic you want and understand your preferences. 1. Point to Company > Services: Subscriptions. The system displays the Subscriptions lister. 2 Click the Subscribe link for Wells Fargo Payment Manager. The system displays the first page the two-page Request for Implementation Form. Request Payment Manager Integration Section

7 PAGE 3 3 If you are an Existing Wells Fargo Customer, select this checkbox. You may or may not be a Wells Fargo Customer at this time, and this checkbox lets Wells Fargo know if you already have an account there. If not, they will help you establish one. 4 If you are an existing WF customer, enter your Wells Fargo Representative. A response in this field is required if you select the checkbox above. 5 Enter your Approximate Annual Revenue (thousands). This number indicates to Wells Fargo the approximate volume to expect. Primary & Secondary Implementation Contact Section 6 Enter the Name, Title, Phone Number, , Cell and Fax for both contacts. These fields are self-explanatory, and are required except for the cell and fax numbers. In the Intacct Implementation Contact Section 7 Review the Intacct Implementation Contact. Intacct populates this section with information so you can directly contact a specialist. 8 Click the Next Page button at the bottom of the first page. The system displays the next page of the implementation form. Business Address and Headquarters Office Address 9 Enter the Address 1, Address 2, City, State, and Postal Code for both your business address and headquarters address. These address are required, but may be the same address. Payment Types Section 10 Choose the Payment Types you want Wells Fargo to set up for you to use in their system. When the implementation is complete, the payment types you choose here become available in the Intacct system as new payment methods for your vendors. If you select the Implement checkbox for either the Domestic ACH or US Dollar Wires payment types, you may also choose to receive confirmations after Wells Fargo makes the payments. Note that Wells Fargo requires an approximation of the number of transactions you plan each month for their planning purposes. Domestic ACH. This option is for the standard automated clearinghouse system, and operates in the US only. ACH has been in use for over 30 years and is a secure, reliable private network that is not part of the Internet. US Dollar Wires. This option is for the standard wire transfer system or electronic funds transfer (EFT), and is limited to operating in the US only. Check Outsourcing. If you need to send physical checks to some of your vendors, select this option. The Intacct system sends the data necessary for printing the check (the payee, check number, amount and so forth), and Well Fargo handles the printing and mailing of the actual check. Later in the setup process you choose a check template so Wells Fargo know what format you want for your checks. Payment Manager Plus Section 11 Enable Payment Manager Plus, if you have arranged that service with Wells Fargo. Payment Manager Plus ACH and Wire Transfer transactions do not include detailed remittance data because the ACH network was never designed for it. Payment Manager Plus is the Wells Fargo solution for providing this information from you to your vendors. Without it, your vendors see transfers into their bank accounts with limited information regarding the source of and reason for the transfer. Payment Manager Plus sends discrete remittance information either as an accompaniment to the ACH and Wire transaction or altogether separately from the ACH and Wire transaction via or fax. When you configure your vendors for WFPM payments, you can select EDI, , or fax as the method for sending ACH and Wire remittance data to them. 12 Click the Submit button. The Intacct system electronically transmits the Request for Implementation form to Wells Fargo. After Wells Fargo processes your application, they send you an that contains your Payment Manager ID and the name of your Wells Fargo Banking Representative. Wells Fargo also sends Intacct an that contains a number of configuration settings that Intacct uses to configure your Intacct account to use the Wells Fargo Payment service.

8 PAGE 4 B. CONFIGURE THE After you submit your application form, the Intacct system removes the Subscribe link from the Subscriptions lister, and replaces it with a Configure link. Until your application has been processed by Wells Fargo, your Configuration Status is marked as Not Configured, which means you cannot yet use the Wells Fargo Payment Manager service within the Intacct platform. Both you and Intacct need to make changes in this screen to effect your enrollment. If you land on the following page soon after submitted your implementation form, you will see that nothing is enabled. Later, after Intacct receives instructions from Wells Fargo, the appropriate services show an enabled status. 1. Point to Company > Services: Subscriptions. The system displays the Subscriptions lister. 2 Click the Configure link for Wells Fargo Payment Manager. The system displays a new version the Request for Implementation Form. Enable Payment Manager Section 3 When you are ready to complete your setup, select the Enable Wells Fargo Payment Manager checkbox. Select this checkbox to enable the service after you receive a confirmation from both Wells Fargo and Intacct. Enabling the service allows you to complete the setup process, which includes configuring your checking account(s) and vendors to take advantage of the new payment methods. 4 Enter the Payment Manager Company ID and Wells Fargo Banking Representative. Enter this information from the confirmation you receive from Wells Fargo. Configuration Status Section This information is supplied by Intacct for you. 5 Monitor the Configuration Status. The status changes from Not Configured to Configured when both Wells Fargo and Intacct have completed the necessary configuration details. 6 Decide where you want to Post Payment Files To. The choices are Test and Production. Test allows you to experiment with this service and train your Accounts Payable staff before you go live with this feature. When you feel confident that the feature is working correctly for you, and your organization is ready to make the transition, notify your Intacct representative who will change your status from Test to Production on the date you wish. During the test mode, payments you create go through the entire set of Intacct and Wells Fargo processes, except that Wells Fargo does not actually send out the money. You need to void all test payments in the Intacct system so they do not appear on your books. 7 Verify if you have enabled Payment Manager Plus. This field lets you know if you have enabled Payment Manager Plus. Bank Accounts Enabled for Sourcing Payments Section 8 Review your Wells Fargo Bank Accounts. This section is also supplied by Intacct and lets you know what types of accounts you have created at Wells Fargo. This information has no effect on the operation of your accounting on the Intacct system. It is presented for you information only. Payment Types Enabled Section 9 Verify that the Payment Types Enabled are the ones you want. This section shows which types of payments you requested and if you requested confirmations to be sent to you. If you wish to add or remove an additional payment type or confirmations, contact your Wells Fargo representative. Wells Fargo makes the necessary changes in their system and then notifies Intacct to enable/disable that function on the Intacct system.

9 PAGE 5 C. CONFIGURE CHECKING ACCOUNT(S) FOR PAYMENT MANAGER Once your Intacct account is configured to use the Wells Fargo Payment Manager service, you must follow these steps to configure the checking account(s) you want to use with Payment Manager service. The system displays the fields in the next section so that you can configure specific checking accounts on the Intacct system to use it. The actual checking accounts themselves were already enabled during the WFPM implementation process at Wells Fargo by their staff. You must use one of those checking accounts here. This chapter assumes that you already know how to create a checking account on the Intacct system, and explains only those differences due to Payment Manager. If you have not created checking accounts previously, refer to Create Checking and Savings Accounts. 1 Select Cash Management > Records: Checking Accounts. The Intacct system displays the Checking Accounts lister. 2 If you are setting up a new checking account that Wells Fargo created for you, Click Add. If you want to configure an existing Wells Fargo account, click Edit. The system displays the Checking Account information screen with the Checking Account Information tab in the foreground. 3 Click the Accounting Information Tab. If the Wells Fargo Payment Manager service has been enabled for your company, you see three new fields at the bottom of the Account Information tab for the selected checking account. It is important to note that you can enable multiple checking accounts to use the Wells Fargo Payment Manager service. The only limitation is that the checking account needs to be a Wells Fargo checking account that was created by Wells Fargo during the WFPM implementation process. You must use one of those checking accounts here. 4 Select the checkbox Available for Payment Manager. Select this checkbox if you want this checking account to become available for use with the Wells Fargo Payment Manager. You must enable at least one checking account for WFPM. 5 If you enable this account for WFPM, and you are using ACH as a pay method, enter the ACH Company ID provided to you by Wells Fargo. The automated clearing house system requires a special identifier for your company. Wells Fargo supplies this information to you so that you may enter it here. 6 If you are using outsourced checks, select a Payment Manager Check Template ID. If you use printed checks with Payment Manager, you need to specify the template that Wells Fargo should use to print those checks. During your implementation, your Wells Fargo representative should have discussed the style of printed checks you want to use, and then gave you a template ID that corresponds to the style you chose. Enter that template number here. D. CONFIGURE YOUR VENDORS When you enabled Payment Manager, the system added a new Payment Manager tab to your Vendor Information screen. The Payment Manager tab allows you to specify the details of how you want Wells Fargo to pay the vendor. For example, maybe you use ACH for most of your vendors, but you have a few to which you must mail printed checks. More specifically, this tab specifies the available payment methods (ACH, Wire or Outsourced Check) with which you pay this vendor s bills. These choices then appear in the Pay Method drop-down of the Select to Pay screen when you are paying bills to that vendor. You also need to supply the payment processing details for each payment method you choose. In other words, if you want to pay bills by ACH or Wire Transfer, you need to supply the vendor bank routing and account number so the ACH system can deposit the funds into the correct account. 1 Select Accounts Payable > Records: Vendors. The system displays the Vendor lister. 2 Click the Edit link for an existing vendor. The system displays the Vendor Information screen Vendor tab in the foreground. 3 Click the Payment Manager tab. 4 Decide if you want to Enable ACH, Wire Transfer, and/or Check Outsourcing. These choices allow you to select which payment methods are applicable to this vendor. The system then makes these choices available in the Pay Method drop-down of the Select to Pay screen when you

10 PAGE 6 are paying bills. You should choose only those options that you want made selectable by users during the payment process. 5 Enter the ACH Configuration and Wire Configuration data. If you want to make ACH and or wire transfer (EFT) payments to this vendor, the ACH and EFT systems need to know information about that vendor to direct the payment into the correct account. You need to get these routing and account numbers from your vendor for the account into which they want to deposit your payments. 6 Select Demand Deposit Account as the Account Type. The available choice is Demand Deposit Account, which is a standard checking account. 7 Choose a Remittance Type. Your choices are CCD (Cash Concentration or Disbursement transactions) and CTX (Corporate Trade Exchange). CCD is the default and is typically used in business-to-business transactions characterized by higher volume and lower amounts. CTX is designed to support transfer of funds between trading partners. 8 If you signed up for Payment Manager Plus, choose the Remittance Type you want to send to vendors. If you want Wells Fargo to remittance information to the vendor, click the Remittance Delivery Type drop-down arrow and then click . Then type the vendor contact's address in the Remittance Address box below the Remittance Delivery Type box. If you want Wells Fargo to fax remittance information to the vendor, click the Remittance Delivery Type drop-down arrow and then click Fax. Then type the vendor contact's fax number in the Remittance Fax Number box below the Remittance Delivery Type box. If you use automated clearinghouse or wire transactions and you want Wells Fargo to deliver remittance information as part of the standard ACH payment receipt, click the Remittance Delivery Type drop-down arrow and then click EDI. No separate file containing remittance information will be sent to the vendor, so you do not have to provide an address or a fax number. You have now installed the Wells Fargo Payment Manager, and can create payments with new pay methods in the Select To Pay screen. For an online tutorial on how to create such payments, monitor the Wells Fargo payment batches, as well as view details and void payments, refer to Use the Wells Fargo Payment Manager. If you prefer a printable user guide with screen shots, download the Install and Use the Wells Fargo Payment Manager. ID: TA01-46

11 PAGE 7 Chapter 3 Use the Wells Fargo Payment Manager This chapter explains how to create payments within the Intacct system that are subsequently paid by Wells Fargo directly to your vendors. Depending on which methods you enabled, you can have Wells Fargo send a printed check to your vendors, or wire the money (also known as EFT), or directly deposit into the vendor's account via ACH (automated clearinghouse). This chapter also explains how to submit and manage batches of Payment Manager payments and drill down into details of payment transactions. Finally, you learn how to void a payment that is rejected by Wells Fargo or that you need to stop. This chapter assumes you have already completed the necessary installation and configuration steps. If not, refer to the online step-by-step tutorial Install the Wells Fargo Payment Manager. If you are not familiar with this subject, first read About the Wells Fargo Payment Manager. If you prefer a printable user guide with screen shots, download the Install and Use the Wells Fargo Payment Manager. This chapter consists of the following procedures. A. Create Payment Manager Payments B. Submit and Manage Payment Batches C. Drill Down Into Payment Details D. Void a Payment A. CREATE PAYMENT MANAGER PAYMENTS You create a payment with Wells Fargo Payment Manager service in the same manner as you would for any other payment, except that you choose a Wells Fargo bank account and one of the Payment Manager pay methods (Outsourced Check, Wire or ACH). This chapter assumes you are already familiar with paying vendors, and explains only that potion of the bill payment process that involves the Wells Fargo Payment Manager: Select To Pay. If you are not familiar with the AP payment process, read Step-by-step tutorial: Creating Payment Requests. Payment requests must go through the standard approval process, if you have one. In other words, you cannot transmit payment data to Wells Fargo until the payment request is in the Approved state. 1 Point to Accounts Payable > Select to Pay. The system displays the Select Bills to Pay filter screen so that you may reduce longer lists of eligible bills to a subset of just those that you want to pay.

12 PAGE 8 2 Make your selections and click the List button. The system displays the Select To Pay screen, and lists the unpaid bills that comply with the filter criteria. 3 Choose a Payment Manager-compatible Pay Method. Payment Manger-specific pay methods are established on a vendor-by-vendor basis. In other words, you define the PM pay method for this vendor in its Vendor Information screen (accounts Payable > Records: Vendors). If you select Outsourced Check for the vendor, the only choice you see here is Outsourced Check. The maximum choices are Outsourced Check, Wire and ACH. 4 Optionally, choose a Check Delivery Option. If you select Outsourced Check as the pay method, the system displays a new drop-down list so you may select Overnight Mail rather than Standard Mail. You can also select Return to Customer, which tells Wells Fargo to send the printed checks back to you so you can deliver them yourself to your vendors. 5 Choose a Wells Fargo Bank account that is configured for Payment Manager. You configure checking accounts for Wells Fargo Payment Manger via Cash Management > Records: Checking Accounts. 6 Complete the remainder of the choices on this page as you normally would and click the Save button. The system processes your selections and responds with its status. You have now created a payment request that is targeted to the Wells Fargo Payment Manager as its method of payment. Next you submit the payment data to Wells Fargo to effect the actual payment to the vendor. B. SUBMIT AND MANAGE PAYMENT BATCHES In this section, you practice submitting a payment batch. When you make Wells Fargo Payment Manager payments, the system creates two batches. One is a normal "internal" AP batch that contains the payment information in the Intacct system. Your accounting is based on this information. The other batch is an "external" batch that contains data specifically for Wells Fargo so they can process your payment transaction. The Intacct system transmits this external batch to Wells Fargo automatically as each internal payment batch is created using a Wells Fargo Payment Manager pay method (outsourced check, wire or ACH). The normal AP approval process must take place before the batch status becomes Approved. Only Approved payment batches may be submitted to Wells Fargo for payment processing. In other words, the system displays the Submit checkbox for a line that is approved. You may then select this checkbox and click the Submit button to transmit the information to Wells Fargo. If the approval process is not enabled or does not apply to the transaction amount, the payment batch is automatically granted the status of Approved. The Intacct system creates the batch when you create the payment(s). If you create a single payment, the batch contains one transaction. If you pay multiple vendors in the same session, or make multiple payments to one vendor (by selecting "One Per Bill" when making the payment), the batch contains multiple transactions. The system also divides batches by payment type. In other words ACH, Wire and Outsourced Checks payments each go to separate batches. The Delete link is available before you submit the batch, at which point the system removes it because the batch has already been transmitted to Wells Fargo, and Wells Fargo is in the process of paying it.

13 PAGE 9 You may drill down into the details of the batch by clicking the Batch Date link, which displays the Payment Manager Batch Details screen. Once in that screen, you may view the transaction details and void the Intacct side of the transaction. 1 Point to Accounts Payable > Records: Payment Manager Batches. The system displays the Payment Manage Batches lister. 2 Select the Submit checkbox for an approved payment batch you want to submit. The Submit Checkbox is displayed for approved batches that have not already been submitted. Select the checkboxes for the lines you want and click the Submit button to transmit the payment data to Wells Fargo. After you submit an Approved batch, the state becomes Submitted, which means that the data was transmitted to Wells Fargo, but the Intacct system has not yet had a response. The Submit checkbox is not displayed for submitted batches. 3 Click the Submit button. The system refreshes the screen. 4 Note the Status changes from Approved to Submitted. The Payment Status column shows you the processing stage of the batch. The possible states are as follows. In Approval. This means the payments in the batch are in the normal AP approval process, but have not yet been fully approved. A payment batch may contain multiple transactions that may or may not require approval. If a single payment transaction within the batch requires approval, then the entire batch has a status of In Approval. Approved. If approvals were required for any transactions in the payment batch, the payment batch status changes to Approved once these approvals are given. Otherwise, if no approvals are needed for a payment batch, the system automatically grants an Approved status. Any payment batch with a status of Approved can be submitted to Wells Fargo for payment processing. Submitted. After you submit a payment batch to Wells Fargo, the status is changed to Submitted, which means that the payment data was transmitted to Wells Fargo, but the Intacct system has not yet received an acknowledgment response from Wells Fargo. Accepted. This is the response from the Wells Fargo system that indicates the entire payment batch was successfully received into the Wells Fargo payment system. It is important to note that, at this point, the transactions have not yet been processed. They have only been received and accepted by Wells Fargo as valid transactions (that is, all necessary data is present and in the correct formats). Accepted w/ Exceptions. This is the response from the Wells Fargo system that indicates some of the payment transactions within the payment batch were accepted, but that at least one payment transaction was rejected by Wells Fargo. Intacct screens all payment transactions prior to sending them to Wells Fargo for correct data information and formats, but exceptions can still occur. 5 Examine the # of Transactions column. This column shows the total number of payment transactions contained within the batch. If you create a single payment, the batch contains one transaction. If you pay multiple vendors in the same session, or make multiple payments to one vendor (by selecting "One Per Bill" when making the payment), the batch contains multiple transactions. 6 Examine the Next Payment Processing Deadline column. This is the next date and time the Wells Fargo payment system will process transactions. ACH, wire and outsourced checks are run in batches at Wells Fargo. Batches submitted to Wells Fargo throughout the day are processed on the date/time indicated in this column. 7 Note the Delete links, or absence of them. The Delete link is only available before you submit the batch to Wells Fargo. Click this link to delete a payment batch before the Intacct system sends it to Wells Fargo for payment processing. After a payment batch is deleted, the Intacct system automatically deletes the payment transactions from the system, and treats the deleted payment transactions as if they never existed. After a batch is submitted to Wells Fargo, the Delete link is no longer available because the payment batch has already been submitted for payment processing.

14 PAGE 10 You may void an individual check if there is a delivery problem with it. 8 Click the Batch Date link to drill down into the details of the transaction. The system displays the Payment Manager Batch Details screen. This lister shows each transaction within a given batch and allows you to drill down into the details of that transaction. You may also void the Intacct side of the transaction in this screen. 9 Examine the Acknowledgement column. This column provides the response received by the Intacct system from Wells Fargo for this transaction. There are three possible acknowledgement states for a payment transaction line item. Approved. The transaction was successfully received by Wells Fargo Rejected. The transaction was rejected by Wells Fargo. This a link that you may click to display details about the reason why the transaction was rejected. Processed. The transaction was processed into a Wire or ACH payment. This state only applies to approved ACH and Wire transactions where the user has indicated that they wish to receive confirmation messages from Wells Fargo. The state of an approved ACH or Wire transaction changes to Processed when Wells Fargo sends a confirmation message for that line item. For an ACH transaction, Processed either means the transaction was successfully processed by Wells Fargo (occurs if the vendor has a Wells Fargo bank account and Wells Fargo simply transfers the funds from your account to the vendor s account), or Wells Fargo has sent the payment request to the ACH network for processing if the vendor s account is at another bank. For a Wire transaction, Processed means that Wells Fargo has submitted their payment request to the Federal Reserve for processing. 10 Examine the Confirmation column. The Confirmation column is only applicable to ACH and Wire transactions and displays the timestamp when Intacct received the confirmation message from Wells Fargo. The confirmation timestamp is a hyperlink and, when clicked, displays the confirmation message details received from Wells Fargo. This column displays a timestamp only if you have elected to receive confirmations for ACH and/or Wire transactions. C. DRILL DOWN INTO PAYMENT DETAILS This section shows you how to drill into the details of payment and that have not yet been submitted to Wells Fargo, as well as those that have been submitted. Depending on whether the transaction is submitted or not, you may see one of two detail screens. 1 Click the View link. If the transaction is not submitted, the System displays the View Transaction Details screen. After you submit the transaction, the system displays the Posted Payment screen. 2 Click the History tab to track the processing details. D. VOID A PAYMENT In the next steps, you practice voiding a payment. This negates the payment on the Intacct side only, and is typically used for those rare cases where the payment is rejected by Wells Fargo and never was processed by them. It does not automatically inform Wells Fargo to stop a payment that is otherwise processed normally. 1 Click your browser's Back button until you return to the Payment Manager Batch Details screen. 2 Click the Void link for a payment. The system pops up the Void Payment Date window. 3 Confirm the date, and click the Void Payment Date Submit button. The system returns you to the prior screen. Once you submit the batch to Wells Fargo, the payment data is sent, and the Wells Fargo system takes action on making the payment. If you void the transaction here, the Intacct system voids the payment from a bookkeeping perspective only. In other words, voiding here affects only the Intacct side. If the payment is rejected by the Wells Fargo system, you should void it here. If you must stop the payment, you need to contact Wells Fargo and have them either cancel the specific transaction, or stop the payment, and then void it here.

15 PAGE 11 3 After the Intacct system refreshes the screen, note that you have two lines instead of the original single line, and that both lines have a Voided status. When you void a payment, the Intacct system creates a new transaction that is the reverse of the transaction you are voiding. In other words, the transaction is not simply zeroed out, and there is an audit trail. This produces a net effect of zero for that transaction. Both transactions are labeled as Voided, however there are now two: the original payment, and the new transaction that reverses it. TB02-11

16 Intacct Corporation 125 South Market St. Suite 600 San Jose, CA (Main) (Customer Support)