The Create Cheques process creates payment transactions. If payments are to be made using an Electronic Fund Transfer file imported into a banks software, then Generate EFT must be used to generate that file output. The normal process is to use Print Remittances to output remittances to suppliers and then use EFT to output the file for processing in the bank software.

NOTE: EFT can be used to generate commission payments. The procedure below details generating an EFT payment to pay suppliers.

To generate an Agent EFT message select Menu > Financials > Accounting > Accounts Receivable > EFT. There will be screen and field variations for agent EFT processing however the procedure to generate the document is the same as an Accounts Payable processing.

Generate EFT

1. From the Home menu, select Financials > Accounting > Accounts Payable > EFT.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Accounts Payable to go to the Accounts Payable menu to expand it:

      

   5. Click Create Cheques to go to the Create Cheques screen:

      

2. The Generate EFT screen will open with the Filter Tab open. Select the required Currency.
3. On the Generate EFT Filter Tab, enter the required filters to set the search criteria, selections can be filtered by:
   1. Currency (Mandatory)
   2. Transaction Date From/To
   3. Supplier From/To
   4. Reference From/To

   

4. Within the Generate EFT Filter Tab select by all, or specific Supplier Branch and/or Payment Type.
5. Check the completed screen.
6. Select the Analysis Tab, and if required filter by the 6 Analysis Codes attached to the Supplier.

   When the Analysis Tab is accessed, the available selections are in collapsed mode. Click the to expand the selections and the to expand a drop-down.

   For example:

   

   NOTE: If a selection is made using any of the analysis fields, an * appears next to the Analysis Name.

7. When selections have been completed, click Search to display results.

   

   1. Or select the Results Tab, all payment transactions that meet the search criteria will display under the Results Tab.

      

      NOTE: The to the left of the Select All/Unselect All can be used to hide the side panel. When the side panel is hidden, the Right Arrow is replaced by a Left Arrow which can be used to reveal the panel.

8. Click Select All to select all transactions.

   

   1. Or, Select the transactions to include in the EFT payment by clicking the required Check-Box(es) or the Generate Check-Box in the Transaction Details section.

      

9. Check the Completed Screen.
10. Click Generate to create the EFT Payment file.

    

11. A Generate EFT file screen will display.
12. Select a Document Format and an EFT Batch Date.

    

13. Click OK to keep the changes and save or update the entry.

    

14. Click Exit to discard any changes.

    

15. The standard Windows "Save As" dialogue will open and the file location and name can be entered.

    The file name will default to "eft-yyyy-mm-dd-Thh-mm-ss.txt" being "eft" and todays date and time.

    The file import software of some banks require specific file naming. The default file name can only be changed in the Save As dialogue.

    Example EFT File Output

    

The Generate EFT screen is separated into three tabs:

• Filter Tab



Selections can be filtered by Currency, Transaction Date From/To, Transaction Reference From/To, Supplier From/To and by all or specific Supplier Branch codes and/or Payment Types.

Note that this is the Branch of the Supplier, not the Booking.

NOTE: The Currency is the minimum selection that can be made before the Search button becomes active.

• Analysis Tab

The Analysis Tab allows filtering by the Supplier Branch and Department and the 6 Analysis Codes attached to the Supplier.

When the Analysis Tab is accessed, the available selections are in collapsed mode. Click the to expand the selections and the to expand a drop-down.



NOTE: If a selection is made using any of the analysis fields, an * appears next to the Analysis Name.

When selections have been completed, click the blue Search button or the Results tab and any booking services found that meet the search criteria will display under the Results Tab.

• Results Tab



NOTE: The to the left of the Select All/Unselect All can be used to hide the side panel. When the side panel is hidden, the Right Arrow is replaced by a Left Arrow which can be used to reveal the panel.

The screen is in three sections:

• Main Screen

  Any payment transactions which match the filter criteria display in rows on the left of the screen and have a selection check-box first and then shows the Supplier Code, Payment Transaction Reference, Transaction Date and the Payment Amount.

• Transaction Details

The Transaction Details section on the right of the screen shows the values of the currently highlighted transaction.



• Summary Details

The Summary Details section on the right of the screen shows: the total transactions found and their value, and the number that have been selected and their value.



Generate EFT Dialogue



Document Format

Select the required EFT template from the drop-down list.

EFT Batch Date

This field defaults to today’s date. It can be changed and if the bank’s EFT format supports it, this date can be written into the EFT file as the EFT batch date.

File Output

The standard Windows "Save As" dialogue will open and the file location and name can be entered. The file name will default to "eft yyyy-mm-ddThh-mm-ss.txt" being "eft" and todays date and time. The file is generated in plain text format.

Example EFT File Output



NOTE: Formatting of the EFT Message Definition is included in the Messaging User Manual. Advice from the local Tourplan Support Office is advised, as banks have their own formatting requirements.