Recent Changes:
6.151 - Added a new setting for 'Select SEC code'. This will allow the users to use different SEC codes for bank draft files created for customers based on their type of entity.

System Setup

  • Data Entry > Enter/Edit User Security > Security Rights tab > UB tab
  • Option to view bank draft information on Inquire Customer Master
  • The UB System File can also be accessed through this menu

Parameters > UB System File > Special

  • Check Bank Draft in "Track in Master"

Parameters > UB System File > Bank Draft

  • Fed Tax ID Number – the organization’s Federal Tax ID number
  • Service Class Code - Should be set to 200
  • Discretionary – Normally set to “Utility Bill”
  • Entry description – Normally set to “Util Bill”
  • Verify the following codes with the bank
    • Checking prenote code - Should be set to 28
    • Debit code – Should be set to 27
    • Credit code
    • Savings prenote code – Should be set to 38
    • Savings code – Should be set to 37
  • Originating Financial Institution and Name
  • Immediate Destination and Name
  • Bank Routing Number and Bank Account Number – Allows a credit record to be created when the bank draft file is created. These fields are required only if the Credit Record checkbox is selected.
  • Select SEC code - If checked will allow the user to select different SEC codes for bank draft customers based on the 'Type of entity' they are set to.
    • For individuals - Possible values are PPD or CCD. This will be visible only if the 'Select SEC code' setting is set.
    • For businesses - Possible values are PPD or CCD. This will be visible only if the 'Select SEC code' setting is set.
  • Drive, Directory, and Filename – The location where the file will be written
  • Filename for businesses - Will be visible only if the 'Select SEC code' setting is set.
  • Bank Draft Payment Code -– When bank drafts are posted, the system automatically writes the payments using the code specified as the Bank Draft Payment Code. If a code is not indicated on this screen, the system uses the Payment Code from the Enter/Edit UB Customer window
  • Bank Draft Message – Printed on the customer’s utility bill to indicate that their account will be drafted (e.g., “Paid by Draft”)
  • Carriage Return -– Will the file be written with carriage returns?
  • Pad Nines – Will the file be written with pad nines?
  • Header Record - Does a header record need to be included in the file?
  • Draft Credits – If selected, the system will subtract payments or credits before drafting the customer’s bank account
  • Credit Record – Should be selected if your bank requires a credit record to be created with the bank draft file. If you select this checkbox, you must also specify a Bank Routing Number and Bank Account Number.
  • File ID Modifier – Should be set to A
  • Tax ID Modifier
  • Draft Day Settings - Add one or more days of the month to "Days Selected" (cannot exceed 28) - Select a day and click on "Assign" to assign this day to all bank draft participants

Customer > Enter/Edit UB Customer > Locations tab > Billing Options button

  • Bank draft status - The Bank Draft Status allows you to identify the status of the customer’s bank draft setup:
    • Not Participating
    • Pre-Notification
    • No Longer Participating
    • Participating
    • Temporarily Not Partic (temporarily not participating)
    • Pre-Note Temp Not Partic (pre-notification temporarily not participating)
      When a customer initially signs up for bank draft, the code is normally entered as Pre-Notification. This allows the bank to test the customer’s routing and account number information. During the pre-notification status, the customer receives a normal bill. After the bank draft payments have been posted by using the ‘Post Bank Draft Payments’ option, the system changes the status from Pre-Notification to Participating.
      If the status is set to Temporarily Not Participating, the system automatically sets them back to Participating after the bill run is complete.
  • Payment code - Used to automatically record the bank draft payment as soon as the ‘Post Bank Draft Payments’ option is run
  • Routing code - This number is usually nine digits long and normally is at the beginning of the series of numbers located on the bottom of the customer’s check
  • Bank account - Used to identify the customer’s bank account number, which usually follows the routing number in the series of numbers located on the bottom of the customer’s check
  • Bank account last change date
  • Is savings account - Optionally, you may have the payment drafted from a savings account. A bank code must be set in the UB System File prior to creating bank draft
  • Bank draft amount – The amount to be drafted from the customer’s account
  • Draft Day - The default and drop-down selections are obtained from the system file settings

Customer > Customer Master Report

  • Has an option to include current bank draft customers only

Customer > Mailing Labels

  • Has an option to include current bank draft customers only

Billing > Bill Run Wizard > Billing Criteria

  • Bank Draft Dates - This section will not be visible unless bank drafts are being tracked
  • Single Date - Choose this option if a single date is wanted for all bank drafts in the bill run
  • Multiple Dates - Choose this option and select a month and year to use the system file draft day settings for the bank drafts in the bill run

Billing > Bill Run Wizard > Create Bank Draft

  • This screen will not appear unless bank drafts are being tracked
  • The available Bank Draft Date is determined by previously selected bank draft date settings