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Translator Tool for non-QuickBooks®

4.1 Installing the Translator Tool

  1. Log into KeyNavigator, and click on the File Translator Quicklink on the left side of the screen.

    File Translator Quicklink

  2. Click the Download button to launch the Save As or Run box. You can choose either.

    Save As or Run box

    The installation welcome screen provides you with the Cancel button to stop the install.

  3. Click Next to continue.

    Click Next to continue

  4. The End-User License Agreement screen provides the option to accept or not accept the terms in the license agreement. If you do not accept the terms, the install process will halt, and the system will not be installed.

    End-User License Agreement

  5. Select the I accept the terms in the License Agreement option.
  6. Click Next to continue.
    The Ready To Install screen provides you with the opportunity to click Back to review your settings. You may click Cancel to halt the installation.
  7. Click Install to continue.

    Click Install to continue

  8. A status screen allows you to monitor the installation progress.

    Monitor the installation progress

  9. The system displays a screen notifying you that the installation is complete.

    Installation is complete screen

  10. The following screen is where you can establish a password for the admin user. This can be changed at a later date if needed.

    The password must be 8-12 characters long and contain at least 2 numerical digits.

    Establish a password screen

  11. Next, choose either Payee Positive Pay or Standard Positive Pay.

    This cannot be changed without uninstalling or reinstalling the Translator Tool.

    Choose Payee Positive Pay

  12. Choose Retrieve the Data from a file on your computer.

    Choose Retrieve the Data from a file

  13. Select the second option, and choose Other from the drop down menu unless you are exporting a file from QuickBooks. QuickBooks users should refer to the QuickBooks version of the translator tool guide. If you are exporting a file from Peachtree, choose Other from the drop down menu even though Peachtree is a specific option.

    Choose Other from the drop down menu

  14. Click Finish. This will complete the initial set-up and launch the ARP Translator Tool.

    Click Finish

4.2 Set-up and Preferences

  1. This is the set-up and preferences menu of the ARP File Translator Tool. Click on the Accounts Tab which allows you to add accounts to the tool. You must include an account number and account name.

    When using QuickBooks and Peachtree default rules, the account name has to match what is in the file. This also applies to all rules whose settings look for an account name in the file.

    Click on the Accounts Tab

  2. Click on OK to add the desired account(s).
  3. Next, click on the arrow next to File Translator which will collapse the menu.
  4. Clicking on the Rule Wizard will display the available rules and allow you to create, export load, edit, and test and view the different rules. There are 2 available by default. QuickBooks and Peachtree are 1 line Payee Name rules and cannot be deleted. To create a new rule, click New.

    Add account number and account name

  5. The first screen allows you to name a rule, choose a file type, delimiter and terminated by. The rule name can be anything you want to name it. The file type delimited denotes that a comma or semicolon separates each field. The fixed format allows you to create a rule based on a fixed width format. This is useful if you have a text file that is one length, i.e. the data runs together. This example is of a comma delimited or CSV file which is the most common.

    Click on the Rule Wizard

  6. The following is where you define whether the file has a header, and if so, what to do with it. If there is a header, and you want to use it to check for duplicates, then choose Yes, setup header record rules. If the Excel file has a head, but you want to ignore it, choose Yes, but ignore the header on import. If there is not a header, choose No Header.

    Import Rule Wizard

  7. If you are establishing header rules, first, define how many header lines there are and then indicate which positions in the header record will check for duplicate files. To ignore the header records, simply indicate how many lines there are.

    Define if file has a header

  8. After choosing No Header, or entering in the lines of headers, you will choose if there are check totals in the file. The check totals will appear at the bottom of the file and will sum the individual checks. Choosing No Totals, or Yes, but ignore totals will take you to Step 10. If you are going to set up Totals rules, click Next.
  9. Next you will define where and how to validate record counts. This will be in the trailer of the file. You will have to choose which position it is in. Enter the data, and choose Next.

    Header information

  10. Click the drop down menu to choose the account you wish to use. If you established a header rule earlier, you can set the rule to validate the account number in the header. Once you have the account number added, click Next.

    How to validate record counts

  11. Next, define where the Translator Tool will look for the dollar amount in the Excel file, and whether or not it has a decimal in it. Below, define the date field and which format it is in. For example: 12/06/2011 or 12/06/11 from the drop down menu.

    The field positions are based on which columns that data is in when using a CSV file. Column A is field position 1, Column B is field 2, Column C is field 3, etc.

    Click next

  12. Fill in the check number position and the payee name field position. If this is Standard Positive Pay, the payee name field will not display.

    Fill in the check number position

  13. The Text Field Position is the optional data field. The Type Indicator is used for void items. Click on Map to define the field and what tool you should look for to determine if it is a void or not.

    You have to define a void field and an issue field if you are going to use this feature. The void column cannot contain a blank space or it will fail to upload the checks.

    Text Field Position

  14. Click on Next, then Finish to complete the Rule Wizard. This will take you back to the main screen, and your new rule will be visible.

    Click Finish to complete the Rule Wizard

4.3 Using the Translator Tool

  1. Once the rule is created, you click on Import Check Issue Data to import a file with a rule. Browse to find the file that was exported out of the accounting software to import into the tool. Clicking on the file once will select it. Next, choose the Import Rule. Click Import.

    Import Check Issue Data

  2. After the tool examines the file, the File Validation Results screen will appear. This is the summary of everything that the file contained. The valid/error column should display valid for all of the items listed. If not, it will give a reason in the Error Column. Double clicking on any record will open a detail window, and any errors will be displayed next to the field that contains the error. Once you have reviewed the file, and are ready to accept the checks, click on Accept File. If there are errors that need to be corrected, such as incorrect date format, click Reject File.

    File Validation Results screen

  3. After accepting the checks, a window will pop up to let you know how many checks were accepted. Click OK to take you to the Create Bank File screen.

    How many checks were accepted

  4. The Create Bank File screen is where you will export the file to a specific directory to be sent to Key. The file that is exported is a text file. Choose Browse and save the file to a directory on the computer that is easily accessible. It is recommended to name the file with the date in the file name.

    Once you click Export, you cannot delete the data from the system. The only way to clear the data is to uninstall and reinstall the tool.

    Create Bank File screen

  5. Once the file is exported, you can close the translator tool and send the file to Key.

4.4 Troubleshooting

Q: What if I forgot my password and I am locked out?

There are four user IDs available in the translator tool:

  • Admin
  • User1
  • User2
  • User3

When you install the translator tool on your computer, you are prompted to set a password for the admin ID. If you forget your admin ID, password, or get locked out, you can log on with a different user ID to reset your admin password.

Steps to reset your password for the admin user ID.

  1. Log on to the Key File Translator tool under a different ID.
  2. Enter the password. If this is the first time using this ID, the password will be the same as the user ID
  3. Click the Logon button.

    Click the Logon button

  4. You will be prompted to create another password for this ID.

    Create another password

  5. Select Setup & Preferences.

    Select Setup & Preferences

  6. Under Passwords tab, the user ID should be admin.
  7. Enter a new password for your admin ID.
  8. Click the Reset button.
  9. You will see a message Password has been updated.
  10. Click the Close button.