ACH Batch Configuration in Aclarian

Overview

ACH Batch Configuration is a key feature for managing ACH payments within Aclarian’s payment processing system, especially when AutoPay is enabled. It gives clients control over how ACH payments are processed for vendors and helps improve both payment efficiency and operational flexibility.

ACH Batch Configuration modes

ACH Batch Configuration includes three processing modes.

Automatic Batch

Automatic Batch groups payments at scheduled intervals, such as hourly, every 3 hours, or daily. The system then drops the payment file to the client’s SFTP site.

With this option, the GL Cash Posting does not occur or appear on the payment forms until the transaction has been batched.

Manual Batch

Manual Batch holds payments until they are batched manually through a dedicated screen. Once batched, the files are downloaded and archived to SFTP.

With this option, the GL Cash Posting does not occur or appear on the payment forms until the transaction has been batched.

No Batch

No Batch creates the file immediately when the payment is submitted and drops it directly to the client’s SFTP site.

With this option, the GL Cash Posting for the corresponding payment occurs automatically when the form is approved.

Key terms and processes

AutoPay

AutoPay automates vendor payments when it is enabled. The payment method is determined by the vendor profile.

When AutoPay is on:

• If the vendor profile is set to Pay via ACH, the system creates an ACH payment. This requires client setup with Aclarian.
• If the vendor is not set up for ACH, the payment details are sent to SmartPayables, which prints and mails a physical check to the vendor’s address. This also requires client setup.

When AutoPay is off:

• Payments are queued for manual check batch processing.

ACH

ACH, or Automated Clearing House, allows electronic transfers between bank accounts. It is typically faster and more cost effective than paper checks.

In Aclarian:

• Vendors marked for ACH in their profile receive payment directly to their bank account when AutoPay is enabled, after the payment file is sent to the client’s bank and clears.
• Vendors who are not set up for ACH receive physical checks through SmartPayables.

Check Provider: SmartPayables

SmartPayables is the external service used to print and mail physical checks for non-ACH vendors when AutoPay is enabled.

Payment types in reports

Payment reports, such as Payment Listing, Check Listing, and Payment Transaction Detail, categorize payments based on the vendor’s payment settings.

Common payment types include:

• ACH for electronic transfers to ACH-enabled vendors
• Physical Check for checks printed and mailed by SmartPayables or printed through another check process
• Manual Check for checks printed manually from Aclarian

AutoPay output types

AutoPay generates different output types depending on the payment method.

These include:

• AutoPay Check: A physical check mailed by SmartPayables without a stub
• AutoPay ACH: A record-keeping document that resembles a check stub and includes a watermark
• AutoPay Off: A blank check and stub with a system link, used for payments that are queued for manual check batch processing

Positive Pay

Positive Pay is a bank security feature used to help prevent check fraud by validating issued checks.

In Aclarian:

• If Positive Pay is enabled, the system generates a Positive Pay file that lists check details, including voided checks
• The file can be delivered automatically to an SFTP site on a schedule, such as daily or weekly
• The file can also be generated for manual upload to the bank’s website

How the process works

When a vendor payment is processed, the system follows this flow:

1. Check whether AutoPay is enabled.
2. If AutoPay is enabled, use the vendor profile to determine whether the payment should be processed as ACH or sent to SmartPayables for check printing and mailing.
3. If AutoPay is disabled, queue the payment for manual check batch processing.
4. Track the payment in reports as ACH, Physical Check, or Manual Check based on the vendor’s payment setup.
5. If Positive Pay is enabled, generate a file listing the applicable checks, including voids, for automatic or manual submission to the bank.

Summary

ACH Batch Configuration helps clients manage how ACH payments are created, grouped, and delivered in Aclarian. Combined with AutoPay, vendor payment settings, SmartPayables, and Positive Pay, it supports a flexible payment workflow that can be tailored to both ACH and check-based payment needs.