Disbursements (ABA & BPAY): Setup

Creating and managing ABA and BPAY disbursement files

Setup

Bank Accounts

Each company must be linked to its own bank account record
A GL Code record is required for each Bank Account. This is used in the Receipts Module

BECS File Details

Create a becs record for each company. This is used on the BECS screens. (* = 'becs')
Create a payables record for the Vehicle company. This is used on the Payments / Periodic screen. (* = 'payables')

BPAY File Details

Create a bpay record for the Salary Packaging company. This will be used on the BPAY screen. See the table

Disbursements

Check and add the records required in table to run the following reports.

Insert and update scripts available in the tasks noted in System Notes.

BECS / Disbursements (ABA) Output Options - Client Balance Check Client Summary
BECS / Disbursements (ABA) Output Options - Company Balance Check

Useful Queries

Bank Accounts

SELECT * FROM gl_bank_accounts; SELECT * FROM gl_codes WHERE account_type = 'bank';

BECS File Details

SELECT * FROM gl_bank_account_aba_mappings; SELECT * FROM gl_bank_account_aba_mappings WHERE company_id IS NULL;

BPAY File Details

SELECT * FROM gl_bank_account_bpay_mappings; SELECT * FROM gl_bank_account_bpay_mappings WHERE company_id IS NULL;

Screen Reports - Disbursements

SELECT * FROM gb_report_queries WHERE sub_page IN ('disbursements') ORDER BY sub_page, name;

ABA

The Disbursements (ABA) file is used to pay salary packaging disbursements into the nominated bank account for the benefit.

The Disbursements ABA file page details how the file is compiled.

Filters

Filter	Type	Description
BECS ID	Lookup	Lookup or enter the batch number of an existing batch. Also you can search using "Client Code" if the BECS batch was created using the "ABA Type" of 'Client'

Buttons

Filter	Type	Description
New	Button	Click this when you want to create a new batch

Field Descriptions

BECS ID (Display) - This is blank if you are creating a new batch. If you are reviewing an existing batch, the "BECS ID" is displayed
ABA Type (List Box) - Two options are available: 'Client' and 'Company'. Where there are no client bank accounts, the list box will not be required, and 'Company' will be defaulted in. It is not editable
Bank Account (List Box) - This field will be enabled when "Bank Account Type" equals 'Company'. Where "Bank Account Type" equals 'Client', the field is disabled, and no editing options made available
Client Code (Lookup) - If the ABA Type is 'Client', then a Client Code needs to be entered or selected. If the ABA Type is 'Company', you can enter a Client Code to limit the file to only records for that client
Pay Cycle (Drop List) - The Contracts / Billing "Periodic Interval" is used to identify the pay cycles of the selected transactions. If there is only one pay cycle in use for the selected company or client, that pay cycle will default into this field. Only select a pay cycle if you want to limit the batch selection to one pay cycle
Control Invoices (Num) - Calculates or displays the number of invoices that will be paid. i.e. payments and / or approvals
Control Items (Num) - Calculates or displays the number of rows that are in the selection for posted approvals and payments
Control Total (Num) - Calculates or displays the total amount of the batch

Company Preview

Company Balance Check - This report screen report can be added to your system to show a balance summary of each contract, so you can review and troubleshoot any issues before you create the ABA file. Contact Catch-e Support if you want this report to be added
Company Preview (Preview) - When you have selected the "ABA Type" of 'Company', run this screen report to preview transaction records before the ABA batch is created. This report groups transactions to show the payment lines that will be created in the ABA file

Client Preview

Client Balance Check (Client Summary) - This report screen report can be added to your system to show a balance summary of each contract, so you can review and troubleshoot any issues before you create the ABA file. Contact Catch-e Support if you want this report to be added
Client Preview (Preview) - When you have selected the "ABA Type" of 'Client', run this screen report to preview transaction records before the ABA batch is created. This report groups transactions to show the payment lines that will be created in the ABA file

Posted

Transactions (Report) - Select a BECS ID and run this report to review transactions in the batch. This report shows each transaction in the batch, but in the ABA file, some records may be grouped

View Mode

Print - The content of the BECS export file can now be printed before being created. Where there is no data to report, the button will be inactive
Export - Click to generate the Disbursements ABA file
Edit - Edit to update the batch's "Status" and to add "Notes"
Delete - Click to delete the batch. You will be alerted to confirm this. Deleting a batch will update the status to 'deleted'. Deleted batches are no longer visible. Delete button is only enabled when "Status" is pending (Access to this field can be role restricted)

Edit Mode

Create - Will be active when data is available to export. Select to create export file. Where multiple bank accounts in use, a bank account must be selected to activate the button
Cancel - Select to return to BECS export page to allow process to begin again with no action being executed

Validations and Alerts

Below are alerts you may see during this process and the reasons why they have happened. In most cases, you should be able to identify a data error and once corrected, Save or Post the record.

On Navigation to Accounts / Export / BECS / Disbursements (ABA) Screen

Alert	Description
Banking details require set up!	There are no bank account records in your system. Contact your Account Manager to help you set up your banking details and configure this feature

New

Alert	Description
Nothing to disburse!	There are no outstanding payments to disburse. Click on OK to be returned to the screen

New - "ABA Type" is 'Company'

Alert	Description
No disbursements found for Bank Account {account_name}	If you are sure there are transactions available to be paid for a client from your selected bank account, check the following: Clients / Packaging Default - a record has been created for the client. Clients / Packaging Default "Client Bank Account" - is unchecked. If checked, the system will not look for these transactions

New - "ABA Type" is 'Client'

Alert	Description
Client Code '{Client Code} requires further setup in Packaging Defaults: - Bank Account Name is empty - ABA Description is empty	You have selected a client that does not have complete banking details. Go to Clients / Packaging Defaults to complete the required fields

BECS ID

Alert	Description
Missing or misconfigured company bank details	If the client's bank details are missing this error can occur

Create

Alert	Description
Transaction Date is blank!	A disbursement file cannot be created if this date is missing
Warning! Disbursements cannot be exported for the following payees:	The listed payees have missing bank details. This error can occur if a user has removed the Payee's banking details after an approval and/or payment has been raised and posted but has not yet been paid. To correct these errors, go to the Employees / Items tab and add or correct the details in the "BSB Number" and "Bank Account Number" fields for the listed payees. Up to eight (8) records can be displayed on the alert message pop-up. If more than eight records have missing bank details, they will show progressively as displayed records are corrected and the invalid list reduces. Note that bank account numbers can only be 9 characters long. If there are records that you cannot update at this time, you can still create a file for the valid records by clicking Create. Payments that have missing bank details will be skipped. The invalid records will be displayed again the next time you create a disbursements file
Warning! There are disbursements due for export but none can be exported due to insufficient data! Supplier / Employee: {supplierid} / {driverid}	This alert occurs where the listed suppliers or employees have missing bank details (like the alert above) and there are no valid records that can be selected to create a disbursement file. i.e. all the payments that need to be disbursed are linked to records with missing bank details
Warning! No disbursements can be found for Client Code {clientcode} / Bank Account {account_name} Client / Company	This alert occurs where there are no pending disbursements for the selected Client when the "ABA Type" = 'Client' or for the selected Bank Account when the "ABA Type" = 'Company'. Check to see that you have posted the Claim(s) and/or Payment(s) you are expecting to see in the batch. Alternatively, to troubleshoot "Client" confirm the setup of the Client's Banking Details. To troubleshoot "Company" Bank Account(s) refer to the setup requirements

Export

Alert	Description
BECS ID - Missing or misconfigured company bank details	Check that the selected company has a record stored in the table. The field must be populated, it cannot be NULL
Print failed, check client banking details! Client: {given_name} {surname} Account: {bank_account}	Go to the Employees / Items tab and add or correct the details in the "BSB Number" and "Bank Account Number" fields for the listed payees
File cannot be generated. Contact Support	Since this batch was originally created, the stored aba file has been corrupted and can not be re-created. This scenario could happen if multiple bank accounts have been set up since the batch was created, which means due to the data constraints, the file can no longer be reconstructed automatically

Delete

Alert	Description
BECS batch ({becs_id}) will be deleted. ABA files cannot be used and disbursements will need to be re-issued. [OK] [Cancel]	This alert occurs when deleting a batch