KeyTotalTreasury logo
Online Help

Payments


2. Payments

2.1 Payments List View

The Payments List View widget can be reached via ACH Home or the Payment Management section from the ACH Menu. You will find many options for managing your payments and customizing your payment list views.

Payments List View

Within the Payments List View widget, the default view is ‘Upcoming Payments’ which will display all ACH payments, in all statuses. The other View options available include:

  • All Payments
  • Approval Window Passed
  • Approved Payments
  • Future Dated Payments
  • Imported Payments
  • My Payments
  • Payments needing Repair
  • Payments Requiring Approval
  • Possible Duplicate Payments
  • Rejected Payments
  • Two Week Look Back
  • Upcoming Payments

To change your default view, click the dropdown menu, select your desired view then, click Set As Default button.

Manage dropdown

You can also manage the fields within the Payments List View widget:

  • Click on the gear icon after the last column header, click the checkboxes to select which columns that you want to see in each view.  Click Update.
  • Once the add columns window is closed, you can drag and drop your selected columns in the list to change their order.  You may need to use the scroll bar at the bottom of the widget to see additional columns.
  • Select Save View in the view dropdown to save your configuration.  You will also choose to name this view before saving.
  • You may save this new view as your default view by clicking the Set As Default button.

Along the bottom of the Payments List View widget are action buttons that allow you to Approve, Unapprove, Reject or Delete ACH payments shown in your list. The buttons you see are dependent on your role/access. At the top of the widget, here are additional links that allow you to go to other functions including Add a New Payment and Quick Entry.

Payments List View

2.2 Template List View

The Template List View widget can be reached via ACH Home or the Payment Management section from the ACH Menu. You will find many options for managing your templates and customizing your template list views.

Templates List View

Within the Template List View widget, the default view is ‘Active Templates’ which will display all active and approved templates. The other View options available include:

  • All Templates
  • Deleted Templates
  • My Templates
  • Rejected Templates
  • Scheduled Templates
  • Templates Pending Approval

To change your default view, click the dropdown menu, select your desired view then, click Set As Default button.

Manage dropdown

You can also manage the fields within the Template List View widget:

  • Click on the gear icon after the last column header, click the checkboxes to select which columns that you want to see in each view.  Click Update.
  • Once the add columns window is closed, you can drag and drop your selected columns in the list to change their order.  You may need to use the scroll bar at the bottom of the widget to see additional columns.
  • Select Save View in the view dropdown to save your configuration.  You will also choose to name this view before saving.
  • You may save this new view as your default view by clicking the Set As Default button.

Along the bottom of the Template List View widget are action buttons that allow you to Approve, Unapprove, Reject or Delete ACH templates shown in your list. The buttons you see are dependent on your role/access. At the top of the widget, here are additional links that allow you to go to other functions including Add a New Template and File Import.

Templates List View

2.3 Create a Payment

  • To create an ACH payment, select the Add a New Payment link at the top on the top of the Payments List View widget.

    Add a New Payment

  • From the Add a Payment screen, select your Payment Type from the drop down box.

    Payment Type

  • The Payment Type selected will determine the information you need to complete in the next section. In the example below, Cash Concentration / Disbursement has been selected. Once you select your Payment Type, click Continue.
  • Required information is indicated with a red asterisk. The Value Date (a.k.a. the effective date) is the date the payment will credit or debit the beneficiary; the payment may be sent for processing a day in advance. Use optional fields such as Batch Description, Descriptive Date, Company Discretionary Data or Internal Comments for your reference.

    Cash concentration

  • Complete the Beneficiary Section with the information required, including: Payee Name, Account Number and Bank Code (or ABA, Swift or Routing Number).
  • Based on payment type, Addenda can be added using a field that will count characters and provide the number remaining characters available.
  • Continue to add beneficiaries until your payment is complete.

    Payment

  • When payment entry details are complete, click the Submit button and a confirmation window will be displayed. You may also choose Save for Later or Cancel.

    Tip: Choose the “save the payment as a template for future use” to create a template with the information you just entered.

  • Use Quick Entry to utilize a template with one beneficiary and need to make a payment

The Payment Approval process is setup by your administrator. Certain payments may require multiple approvals by multiple users before being considered complete.

Payment approval

2.4 Approve Payments

You may approve payments multiple ways:

Note: Payments in an Entered Status require approval before they’re submitted for payment.

  • Payments can be approved via
    • From the ACH Home screen, within the Notifications widget, you may click on view for the payments and/or Transfers await your approval.
    • In the ACH Payments List View (via the ACH Home screen or the Payment Management screen), simply click the check box to the left of the individual payment and click Approve.
    • Or click on view dropdown for an individual payment, and select Approve.
    • Or click on View from the Actions column and use the action buttons at the bottom of the screen that allow you to Approve, Delete, Modify or Reject.
    • You may also select the checkbox next to the All header and then click Approve.
  • After your payment has been fully approved you will see a Confirmation box above the Payments List View widget, and the Status will change to Approved.

    Payment approved

2.5 Create a Template

  • To create an ACH template, select the Add a New Template link at the top on the top of the Template List View widget.

    Add a New Template

  • From the Add Template screen, select your Template Type from the drop down box.

    Template Type

  • The Template Type selected will determine the information you need to complete in the next section. In the example below, Cash Concentration / Disbursement has been selected. Once you select your Payment Type, click Continue.

    Template

  • Required information is indicated with a red asterisk. Use optional fields such as Batch Description, Descriptive Date, Company Discretionary Data or Internal Comments for your reference.
  • Complete the Beneficiary Section with the information required, including: Payee Name, Account Number and Bank Code (a.k.a. ABA, Swift or Routing Number). 
  • You may also create Prenotes, place the beneficiary on hold or exclusion dates.
  • Continue to add beneficiaries until your template is complete.
2.5.2 Recurring Templates
  • You may choose to make this template recurring by clicking the Make Recurring checkbox.
  • Upon checking the box, additional details will display including the start date, repeating patterns and end dates.

    You will also need to choose which action you desire when you transfer is scheduled for non-business days.

    Recurring Template

  • When template entry details are complete, click the Submit button and a confirmation window will be displayed. You may also choose Save for Later or Cancel.

2.6 Approve Templates

The Template Approval process is setup by your administrator. Certain templates may require multiple approvals by multiple users before being considered complete.

Template Approval

You may approve templates multiple ways:

Note: Templates in an Entered Status require approval before they’re utilized for payment.

  • Templates can be approved via:
    • In the ACH Template List View (via the ACH Home screen or the Payment Management screen), simply click the check box to the left of the individual template and click Approve.
    • Or click on view dropdown menu for an individual template and select Approve.
    • Or click on View from the Actions column and use the action buttons at the bottom of the screen that allow you to Approve, Delete, Modify or Reject.
    • You may also select the checkbox next to the All header and then click Approve.
  • After your template has been fully approved you will see a Confirmation box above the Template List View widget, and the Status will change to Approved.

Template Approved