Single ACH Transaction

The Single ACH Transaction screen allows you to submit a one-time ACH payment for an individual debtor. From this screen you can:

update Debtor information

create a Cosigner Payer

enter the details

enter the amount of the payment

enter a payment date

add a convenience fee to the payment

Single ACH Transaction

To access this screen, click the ACH button in the lower right corner of the main debtor screen. You will see two choices in the menu ACH PAYMENT TASKS popup.

Choose RUN A TRANSACTION to enter the SINGLE ACH TRANSACTION window.

Or

Choose RECURRING PAYMENTS to enter a post-dated ACH arrangement.

When you post a single ACH payment, the transaction is written in Collect! immediately and uploaded to Billing Tree, and processing confirmation is returned to Collect!. If the transaction is later charged back for any reason, the Reconciliation process will write a reversal. A separate transaction for the convenience fee, if applicable, is also posted in Collect! and processed same day.

When you run Reconcile ACH History from the menu path " Daily Administration\ Payments and Charges\Reconcile ACH", transactions which are due for processing in the date range since your last reconciliation are uploaded while any chargebacks or new payments made directly on the ACH portal are downloaded. Any unmatched transactions are written to an exception report located in the path CV11\bin\BillingTree\ACH.

We recommend that sites run their Reconcile ACH History daily. Multiple times per day is permissible; no duplication of payments or reversals can occur.

Users of CV11.6.2.7 and higher who are also licensed for the Scheduler Module now have an enhanced automation with the addition of the Reconcile process being added to the Scheduler Task list of options. You may run this process offline and unattended. Contact us at sales@collect.org for module pricing.

Name

Enter the payer's name if it is different from the debtor name already displayed.

By default, this field is filled with the Name from the Debtor screen. You can edit this name as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If it is a third party payer with a different name than any responsible party on the debt, select "To Cosigner". The system will save this information by creating a new Cosigner window with the Class ACH Payer. This Class must exist in your Cosigner pick list. Older versions of Collect! use "Other" as the Class.

Address

Enter the payer's Street Address. By default, this field is filled from the Debtor screen.

By default, this field is filled with the Address from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this address.

Address 2

This is an optional second Address line. By default, this field is filled from the Debtor screen.

By default, this field is filled with the Address 2 from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this Address 2.

City

Enter the payer's City. By default, this field is filled from the Debtor screen.

By default, this field is filled with the City from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this City.

State

Enter the payer's two character State code. By default, this field is filled from the Debtor screen. This is a required field by the correct 2-digit code.

By default, this field is filled with the State from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this State.

ZIP

Enter the payer's ZIP code. By default, this field is filled from the Debtor screen. Make sure your zip is valid. Billing Tree REJECTS records with invalid zip codes.

By default, this field is filled with the Zip from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this Zip.

Phone

Enter the payer's Phone number. By default, this field is filled from the Home phone number on the Debtor screen.

By default, this field is filled with the Phone from the Debtor screen. You can edit this as needed for the transaction. If you choose to save this information, the system will update the Debtor screen for you. If you are entering the info for a third party payer, the system will include this Phone.

Routing

Enter the Routing number for the Bank that this ACH payment will be drawn from. This is a 9-digit number and must match the routing number of the payer's bank.

When this transaction is processed, it is stored in the Debtor Detail Tab, in the ABA field, or stored to the Cosigner, if you choose to "Save bank information".

Acct #

Enter the payer's Bank Account Number. This must be the account that the ACH payment will be drawn from.

When this transaction is processed, it is stored in the Debtor Detail Tab, Account field, or to the Cosigner, if you choose to "Save bank information".

Type

Select the Type of bank account from the pick list provided.

When this transaction is processed, it is stored in the Debtor Detail Tab, field label Detail 1, or to the Cosigner, if you choose to "Save bank information".

Bank

Enter the name of the Bank this ACH payment will be drawn from.

When this transaction is processed, it is stored in the Debtor Detail Tab, Bank field, or to the Cosigner, if you choose to "Save bank information".

Save Bank Information

Activate this option with a check mark if you want to save the entered bank information to the debtor's Detail Tab, or to the Cosigner window.

To Debtor

This option will update the information on the Debtor account and in the Debtor Detail Bank, Account, ABA and Detail 1 fields, if you choose to "Save bank information".

This does overwrite any information that is presently entered into any of the target fields.

To Cosigner

Clicking the radio button for Cosigner will only be permitted if you have entered a name that is different from the auto-filled primary debtor name. This will create a Cosigner window if you choose to "Save bank information".

Amount

Enter the Amount of the ACH payment you are about to process.

Date

Select the payment Date of the ACH payment you are about to process.

Fee

This field displays the amount of the Convenience Fee.

This field is Read Only. You must check the "Apply fee" box for the amount of the convenience fee to auto-fill. Unless you have enabled each client to allow ACH convenience fees, the Fee amount will remain blank and the "Apply fee" check box will also be Read Only and not accessible. See Advanced Client Settings for more information.

Apply Fee

Check this ON to activate the convenience fee for this transaction and invoke display of the fee amount to be applied when the payment is processed.

If you have not enabled convenience fees for this Client, then the Apply Fee field will be greyed out. Please refer to Advanced Client Settings for details.

Total

This is the total amount that will be drawn from the bank account used for this transaction. This includes the amount for the convenience fee, if applicable.

The fee transaction is posted separately from the payment amount. The Total displayed is the sum of both the payment and the convenience fee amounts being withdrawn from the debtor's bank account for this transaction.

Password

This is your Billing Tree ACH Password. This is prefilled for you automatically after you have entered it for the first time for the current session.

Help

Select the HELP button for Help on Single ACH Transaction and related topics.

Cancel

Select the CANCEL button to close this screen without submitting the payment to Billing Tree.

Submit

Select the SUBMIT button when you are sure that you have entered all the required information correctly for the payment you are about to process.

When you select SUBMIT, the payment will be posted in Collect! and processed by Billing Tree when your company next runs "Reconcile ACH History".

You must run daily reconciles to keep your transaction uploads to Billing Tree current and your records up-to-date with NSFs received by Billing Tree along with external payments which debtors may be making directly on the ACH Gateway.

Transaction Details

After you have successfully processed a single ACH payment, you can view the resulting posting immediately in the Transaction Tab of the debtor account. You will receive a unique Reference Number in the User 2 field of the Transaction Detail Tab when ACH has cleared a payment. The Transaction Tab will also have a posting of the convenience fee, if applicable.

NSF Payments

When you reconcile ACH history, the module will download any reversals for payments not yet received in Collect!. Reversals would be any transaction which failed to clear, such as an NSF, Stop Payment or Hold. The convenience fee is also reversed provided your ACH Setup window contains reversal transaction type codes to be used.