ACH Batch Configuration FAQ

Overview

This article answers common questions about ACH Batch Configuration in Aclarian. Use it to better understand how ACH files are created, how payments are processed, and how related features such as AutoPay, SmartPayables, and Positive Pay fit into the workflow.

Frequently asked questions

What is ACH Batch Configuration?

ACH Batch Configuration controls how ACH payment files are created and delivered in Aclarian. It determines whether payments are grouped on a schedule, batched manually, or sent immediately when they are submitted.

What batch modes are available?

Aclarian offers three ACH Batch Configuration modes:

Automatic Batch
Manual Batch
No Batch

Each mode affects when the ACH file is created and when GL Cash Posting appears.

What is the difference between Automatic Batch and Manual Batch?

Automatic Batch processes payments at scheduled intervals, such as hourly, every 3 hours, or daily. Manual Batch delays processing until a user batches the payments from the dedicated batch screen.

In both modes, the GL Cash Posting does not occur or appear until after the transaction has been batched.

What happens in No Batch mode?

In No Batch mode, the payment file is created immediately when the payment is submitted and dropped directly to the client’s SFTP site.

The GL Cash Posting occurs automatically when the payment form is approved.

How does AutoPay affect payment processing?

When AutoPay is enabled, Aclarian uses the vendor profile to determine how the payment should be processed.

Vendors set up for ACH receive an ACH payment.
Vendors who are not set up for ACH are sent to SmartPayables for physical check printing and mailing.

When AutoPay is disabled, payments are queued for manual check batch processing.

What is SmartPayables?

SmartPayables is the external service used to print and mail physical checks for vendors who are not paid by ACH.

When does the GL Cash Posting appear?

The timing depends on the ACH Batch Configuration mode.

In Automatic Batch and Manual Batch, the GL Cash Posting does not occur or appear until after batching.
In No Batch, the GL Cash Posting occurs automatically when the payment form is approved.

Where are ACH batch actions logged?

All ACH batch actions are logged in the ach-transactions Slack channel, including related error notifications.

How are payments labeled in reports?

Payment reports categorize payments based on how they are processed.

Common labels include:

ACH
Physical Check
Manual Check

What is the difference between a Physical Check and a Manual Check?

A Physical Check is generally printed and mailed through SmartPayables or another check process. A Manual Check is printed manually from Aclarian.

What output types does AutoPay create?

AutoPay can generate several output types depending on the payment method:

AutoPay Check
AutoPay ACH
AutoPay Off

Each output type reflects how the payment is being handled in the system.

What is Positive Pay?

Positive Pay is a bank security feature used to help prevent check fraud. It creates a file listing issued checks, including voids, for submission to the bank.

How is the Positive Pay file delivered?

Positive Pay files can be delivered in two ways:

Automatically, by sending the file to an SFTP site on a schedule
Manually, by generating the file for upload to the bank’s website

Does Positive Pay apply to ACH payments?

No. Positive Pay applies to checks, not ACH transactions.

How does the system decide whether a payment is ACH or check?

The system first checks whether AutoPay is enabled. If it is, the vendor’s payment settings determine whether the payment is processed as ACH or sent to SmartPayables for physical check printing and mailing.

If AutoPay is not enabled, the payment is queued for manual check batch processing.

Summary

ACH Batch Configuration affects how ACH files are created, when GL Cash Posting appears, and how vendor payments move through the system. This FAQ provides a quick reference for understanding the most common ACH processing scenarios in Aclarian.