Post Auto Drafts

This Help File Page was last Modified on 02/24/2019

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Post Auto Drafts

This Help File Page was last Modified on 02/24/2019

Electronic Funds Transfer Payments and Pre-Approved Credit Card Payments are both convenient and secure.

The Post Auto Drafts Form is used to Automatically Draft both of these types of Pre-Approved Payments.

This also means your Subscriber's payment will arrive on time - avoiding a processing expense for them and assuring a timely payment to your Company.

The Subscriber's Auto Draft Setup information must be entered in advance.

 

Normally the Post Auto Drafts process:

a)Creates a Receipt record;

b)Allocates that Receipt to the appropriate Recurring Revenue Invoice;

c)When (if) an Auto Draft attempt fails for any reason, the User may be required to Unallocate and then Delete that Receipt record (this requirement is determined by the Payment Gateway being used by your Company).  

 

Note 1: See the Auto Draft Pre-Approved Payments chapter for more information.

 

Understanding the Post Auto Drafts Options:

To open the Post Auto Drafts Form:

a)From the Backstage Menu System Select File and Choose Receivable and Select the Post Auto Drafts option, or

b)From the Quick Access Menu, Select File and Choose Receivable and Select the Post Auto Drafts option, or

c)In the Receivables Tab on the MKMS Desktop, Click the Auto Draft Icon.

 

HelpFilesPostAutoDrafts

Post Auto Drafts Form

 

Period To Post - Define what Recurring Billing Period is being processed for Pre-Authorized Auto Drafts.

Year - Use the Drop-Down Selection List to Choose the Year that is being processed for Pre-Authorized Auto Drafts.

 

HelpFilesPostAutoDraftWrongYearMessage

 

A Year Selection message will be displayed if you Choose a Year that is not within the current Year.

Answer Yes to Confirm that this is what you wanted to do, or No to be able to reset the Year correctly.

Month - Use the Drop-Down Selection List  to Choose the Month that is being processed for Pre-Authorized Auto Drafts.

Cycle - If the Multiple Billing Cycles feature has been implemented, use the Drop-Down Selection List to Choose the Recurring Billing Cycle that is being processed for Pre-Authorized Auto Drafts.

 

File Type - This option appears below, but it's best to Choose the File Type now because it alters the requirements of this Post Auto Drafts Form by adding and/or changing some options, and/or removing others.

Locate this File Type field and use the Drop-Down Selection List - and if needed use the list's Right Slide Bar - to locate, and Choose, the appropriate File Format that is required by your Company's Payment Gateway.

 

Note: If your Company is using the InnoEPay service as its Payment Gateway you may also refer to the InnoEPay Options chapter for that information.

 

Batch No. - By default, it will be the calendar number of Today (when using InnoEpay as your Company's Payment Gateway, this field is not displayed).

Enter the appropriate number which, by default, will be today's date number which should be changed, as needed, based on your Company's adopted Batch Number Assignment method:

Note:  Be sure to read the Batch Number Assignment discussion in the Receipts chapter.

See Defining your Company's Batch Numbers discussion in the E-Payments chapter

See the "Setting the InnoEPay batch number default values" discussion in the InnoEPay chapter for that information.

 

Bank - The correct Bank Name will be automatically inserted based on the Bank assigned to the selected Recurring Billing Cycle.

 

Pay Date - By default, this will be Today.

Use the Drop-Down Calendar/Date Entry field  to Choose a different Date when these Invoices should be marked as Paid within the Accounts Receivable System.

This Pay Date should be on or after the Draft Date entered next.

a)Click on the Date field and type the desired Date using a MM/DD/YYYY format; or

b)Use the Drop-Down Calendar/Date Entry field provided to Choose the desired Date

 

Draft Date - By default, this will be Today.

Use the Drop-Down Calendar/Date Entry field  to Choose a different Date when these Invoices should be Drafted from the Subscribers Account.

This Draft Date should be on or before the Pay Date entered previously.

a)Click on the Date field and type the desired Date using a MM/DD/YYYY format; or

b)Use the Drop-Down Calendar/Date Entry field provided to Choose the desired Date

 

File Type - Whether or not the Generate EFT File option was Checked, if you have not already done so, use the Drop-Down Selection List with the list Right Slide Bar to locate, and Choose the appropriate File Format for the EFT or Payment Gateway system you are using.

This list of File Type options is updated periodically to accommodate additional processors.

 

HelpFilesEFTFileTypes

EFT File Types

 

HelpFilesEFTFileTypesSlideBar

File Type Right Slide Bar

 

Other Options:

Based on the EFT File option that is selected, some additional (but usually not all of these) options may (or may not) be presented.

1.When using InnoEPay as your Company's Payment Gateway, No Other Options will be displayed or required.  See the InnoEPay chapter for additional information.

 

HelpFilesPostAutoDrafts-InnoEpay

Post Auto Drafts dialog - InnoEPay File Type selected

 

2.See the Authorize.Net chapter for additional information.

3.See the NACHA chapter for additional information.

4.See the Hong Kong chapter for additional information.

5.See the Farmers National chapter for additional information.

 

Generate EFT File - If you will need an EFT file generated, Click this Generate EFT File? box.

 

Entry Desc - For Wells Fargo or NACHA: enter a brief Description of the purpose for these Charges.

 

HelpFilesPostAutoDraftsOptions-NACHA

 

Append Julian Date? - This option is only available if the Standard EFT format is selected.

 

HelpFilesPostAutoDraftsOptions

 

Post Credit Cards? - Except for CPA EFT (Canada), if this Auto Draft process posts both EFT Cash Deductions and Credit Card Charges, Check this box.

 

Use separate batch number for Credit Cards? - When appropriate, Click Yes and enter the desired Batch Number below.

Note 4:  See the "Batch Number Assignment" discussion in the Receipts chapter for more information about Batch Numbering.

 

HelpFilesSeparateBatchForCC

 

Credit Card Batch No. - This field will be activated and will become a mandatory entry and it will also be the calendar number of Today.  

Enter the desired Batch Number, as appropriate, which may (usually will) be different than Today.

Create Payments? - Check this box to have the system create the appropriate Payment (Receipt) records.

Use Tokens? - Check this box when the Merchant Services Processor (Beanstream) requires this feature.

 

Last Period Posted - The Year, Month and Billing Cycle for the most recent Auto Draft is displayed here.

 

Click Run to start the process.

 

When the Post Auto Drafts process is completed, if you are not using InnoEPay for your Company's Payment Gateway, you will be asked to save the Auto Draft File and will be offered a default Location and Name for that File

The EFT file to be transmitted is created automatically using the name you will be asked to specify.

 

HelpFilesPostAutoDrafts-SaveAutoDraftFile

 

Answer No, and follow the standard Windows® Save As... dialog to locate an appropriate place, and name the Auto Drafts file.

 

You must send the file to the Bank (or their third party payments processor - not required when using InnoEPay) using the format and transmittal method they require.

 

For General Ledger System Users:

a)When the Funds are received from each Subscriber, each Auto Draft Amount will be Credited (subtracted from) the Accounts Receivable Asset Account and Debited (added to) the associated Asset Account of the selected Bank

b)Because these Funds are Deposited Directly into the selected Bank, no Undeposited Funds Account Transactions are required.

 

Pre-Approved Electronic Funds Transfer Procedure

Open the Post Auto Drafts Form.

 

Period To Post - Define what Recurring Billing Period is being processed for Pre-Authorized Auto Drafts.

Year - Use the Drop-Down Selection List  to Choose the Year that is being processed for Pre-Authorized Auto Drafts.

 

HelpFilesPostAutoDraftWrongYearMessage

 

A Year Selection message will be displayed if you Choose a Year that is not within the current Year.

Answer Yes to Confirm that this is what you wanted to do, or No to be able to reset the Year correctly.

Month - Use the Drop-Down Selection List  to Choose the Month that is being processed for Pre-Authorized Auto Drafts.

Cycle - Choose the EFT Recurring Billing Cycle.

 

Batch No. - By default, it will be the calendar number of Today (when using InnoEpay as your Company's Payment Gateway, this field is not displayed).

Change this Batch Number, as needed following your Company's adopted Batch Number Assignment method.

Bank  - The correct Bank name (which has the EFT information you should have defined) should be inserted automatically.

Pay Date - Use the Drop-Down Calendar/Date Entry field to Choose the Date these Invoices will be marked as Paid within the Accounts Receivable System.

This Pay Date should be on or after the Draft Date entered next.

Draft Date - Use the Drop-Down Calendar/Date Entry field to Choose the Date that these Amounts will be Withdrawn (Drafted) from the Subscriber's Bank.

File Type - This option appears below, but it's best to Choose the File Type now because it alters the requirements of this Post Auto Drafts Form by adding and/or changing some options, and/or removing others.

Locate this File Type field and use the Drop-Down Selection List - and if needed use the list's Right Slide Bar - to locate, and Choose, the appropriate File Format that is required by your Company's Payment Gateway.

Note 5: MKS recommends InnoEPay be used for your Company's Payment Gateway.

 

HelpFilesPostAutoDrafts-InnoEpay

Post Auto Drafts Form - InnoEPay File Type

 

When InnoEPay is selected, there are no Other Options presented or required in the Post Auto Draft Form

Once InnoEPay is selected, it will become the default File Type in the Post Auto Draft Form

 

Other Options - Based on the selected File Type, additional options may be presented (None required or displayed when using InnoEPay).

Generate EFT File - If you will need an EFT file generated (and you do), Check Generate EFT File? box.

 

HelpFilesPostAutoDraftsEFTOptions

 

Check any of the other formatting boxes as may be required by your EFT Processor.

For Customers using the Canadian Payments Associations (CPA) option, be sure to select CPA EFT.

 

HelpFilesEFTFileTypes

EFT File Types

 

Click Run to start the process.

 

HelpFilesPostAutoDraftsForEFT

Post Auto Drafts for Electronic Funds Transfers

 

When the Post Auto Drafts process is completed, you will be asked to save the Auto Draft File and will be offered a default Location and Name for that File

Note: This is not required or displayed when using InnoEPay

 

The EFT file to be transmitted is created automatically using the name you will be asked to specify.

 

HelpFilesPostAutoDrafts-SaveAutoDraftFile

 

Answer No, and follow the standard Windows® Save As... dialog to locate an appropriate place, and name the Auto Drafts file.

 

You must send the file to the Bank (or their third party payments processor) using the format and transmittal method they require.

 

For General Ledger System Users:

a)When the Funds are received from each Subscriber, each Auto Draft Amount will be Credited (subtracted from) the Accounts Receivable Asset Account and Debited (added to) the associated Asset Account of the selected Bank

b)Because these Funds are Deposited Directly into the selected Bank, no Undeposited Funds Account Transactions are required.

 

Pre-Approved Credit Card Payments Procedure - Not required when using InnoEPay

Open the Post Auto Drafts Form.

 

Period To Post - Define what Recurring Billing Period is being processed for Pre-Authorized Auto Drafts.

Year - Use the Drop-Down Selection List to Choose the Year that is being processed for Pre-Authorized Auto Drafts.

 

HelpFilesPostAutoDraftWrongYearMessage

 

A Year Selection message will be displayed if you Choose a Year that is not within the current Year.

Answer Yes to Confirm that this is what you wanted to do, or No to be able to reset the Year correctly.

 

Month - Use the Drop-Down Selection List  to Choose the Month that is being processed for Pre-Authorized Auto Drafts.

Cycle - Choose the appropriate Credit Card Recurring Billing Cycle.

 

Batch No. - By default, it will be the calendar number of Today (when using InnoEpay as your Company's Payment Gateway, this field is not displayed)

Change this Batch Number, as needed following your Company's adopted Batch Number Assignment method.

 

Bank  - The correct Bank name (which has the EFT information you should have defined) should be inserted automatically.

Pay Date - Use the Drop-Down Calendar/Date Entry field  to Choose the Date these Invoices will be marked as Paid within the Accounts Receivable System.

This Pay Date should be on or after the Draft Date entered next.

Draft Date - Use the Drop-Down Calendar/Date Entry field to Choose the Date that these Amounts will be charged to the Credit Card.

File Type - This option appears below, but it's best to Choose the File Type now because it alters the requirements of this Post Auto Drafts Form by adding and/or changing some options, and/or removing others.

Locate this File Type field and use the Drop-Down Selection List - and if needed use the list's Right Slide Bar - to locate, and Choose, the appropriate File Format that is required by your Company's Payment Gateway.

 

Other Options - Based on the selected File Type, additional options may be presented (None required or displayed when using InnoEPay).

Generate EFT File - Check Generate EFT File? box.

 

HelpFilesPostAutoDraftsCC

Post Auto Drafts for Credit Cards

 

Click Run to start the process.

The file to be transmitted is created automatically using the name you will be asked to specify.

You must send the file to the Bank (or their third party payments processor) using the transmittal method they require.

Note: This is not required when using InnoEPay

 

Pre-Approved Multi-Processor Payment Procedure

Open the Post Auto Drafts Form.

Period To Post - Define what Recurring Billing Period is being processed for Pre-Authorized Auto Drafts.

Year - Use the Drop-Down Selection List to Choose the Year that is being processed for Pre-Authorized Auto Drafts.

 

HelpFilesPostAutoDraftWrongYearMessage

 

A Year Selection message will be displayed if you Choose a Year that is not within the current Year.

Answer Yes to Confirm that this is what you wanted to do, or No to be able to reset the Year correctly.

Month - Use the Drop-Down Selection List  to Choose the Month that is being processed for Pre-Authorized Auto Drafts.

Choose the Multi-Processor Service Provider Recurring Billing Cycle.

Batch No. - By default, it will be the calendar number of Today but is Not required or displayed when using InnoEPay.

Enter the appropriate number which, by default, will be today's date number but may be changed, as needed, based on your Company's adopted Batch Number Assignment method:

Note:  Be sure to read the Batch Number Assignment discussion in the Receipts chapter.

See Defining your Company's Batch Numbers discussion in the E-Payments chapter

See the "Setting the InnoEPay batch number default values" discussion in the InnoEPay chapter for that information.

 

Bank  - The correct Bank name (which has the EFT information you should have defined) should be inserted automatically.

Pay Date - Use the Drop-Down Calendar/Date Entry field  to Choose the Date these Invoices will be marked as Paid within the Accounts Receivable System.

This Pay Date should be on or after the Draft Date entered next.

Draft Date - Use the Drop-Down Calendar/Date Entry field  to Choose the Date these Invoices will be Paid and the Date these Amounts will be charged to the Credit Card.

File Type - This option appears below, but it's best to Choose the File Type now because it alters the requirements of this Post Auto Drafts Form by adding and/or changing some options, and/or removing others.

Locate this File Type field and use the Drop-Down Selection List - and if needed use the list's Right Slide Bar - to locate, and Choose, the appropriate File Format that is required by your Company's Payment Gateway.

 

Other Options - Based on the selected File Type, additional options may be presented (None required or displayed when using InnoEPay).

Generate EFT File - Check the Generate EFT File? box.

Post Credit Cards? - Check the Post Credit Cards? box

Set the Credit Card Batch Number

 

HelpFilesPostAutoDraftsMulti

 Post Auto Drafts for Both EFT & Credit Cards

 

Click Run to start the process.

 

When the Post Auto Drafts process is completed, you will be asked to save the Auto Draft File and will be offered a default Location and Name for that File

Note: This is not required or displayed when using InnoEPay

The EFT file to be transmitted is created automatically using the name you will be asked to specify.

 

HelpFilesPostAutoDrafts-SaveAutoDraftFile

 

Answer No, and follow the standard Windows® Save As... dialog to locate an appropriate place, and name the Auto Drafts file.

 

You must send the file to the third party payments processor using the format and transmittal method they require.

 

The file to be transmitted is created automatically using the name you will be asked to specify.

You must send the file to the third party payments processor in the format and transmittal method they require.

 

For General Ledger System Users:

a)When the Funds are received from each Subscriber, each Auto Draft Amount will be Credited (subtracted from) the Accounts Receivable Asset Account and Debited (added to) the associated Asset Account of the selected Bank

b)Because these Funds are Deposited Directly into the selected Bank, no Undeposited Funds Account Transactions are required.