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USING ACH IMPORT

TREASURY MANAGEMENT

CREATING AN IMPORT PROFILE

PINACLE®

ACH Import Tip Card

The Import feature of ACH can be used when you have a file containing batch, template, or receiver information, but instead of manually keying the information into ACH, you can import the information directly using an import profile. Batches created from imports will display in the list on the Batches page and must be authorized prior to processing. See the ACH Batch Management Tip Card for additional information about authorizing batches. The Import feature of ACH is frequently used to import spreadsheets or files created from your accounting package into ACH.

This Tip Card will assist you with the steps necessary to create and maintain import profiles as well as steps for importing your files.

> Creating an Import Profile

> Importing a Batch

> Importing a Template

> Searching for and Viewing the Imported File

> Searching for and Viewing an Import Profile

> Editing an Import Profile

> Deleting an Import Profile

Creating an import profile for receiver information is reviewed in this Tip Card. However, since importing receiver information is completed when actually creating a batch or template, see the ACH Batch Management or the ACH Template Management Tip Card for those instructions.

Before importing a file you must define the format by creating an import profile. Import profiles allow you to store information about the structure of a file that you will use to import data into the module. The module allows you to define your own file layout and format. Once an import profile is created, it can be used as often as needed.

Example: To import a comma-delimited file containing payroll data into ACH, you create an import format based on the payroll batch type and the characteristics of the import file.

Tax payments and child support payments cannot be imported into the module.

©2012 The PNC Financial Services Group, Inc. All rights reserved. PNC and PINACLE are registered marks of The PNC Financial Services Group, Inc (“PNC”).

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This table describes the types of import profiles you can create. When creating your import profile, you will select one of these options from the File Content Type field.

THIS FILE CONTENT TYPE… IS USED TO…

AND HAS THESE USES/CHARACTERISTICS...

Batches - Freeform Create a new batch without using a pre-existing template

Provides the ability to select the company batch header from the drop-down list or include batch header information with source data imported.

Is similar to Bulk Load but specific to payment type.

Uses NACHA, CSV, tab-delimited, or fixed length.

Batches - Templated Create a batch from an existing template

Uses the template name selected from the drop-down list or can include a template name in the file.

Uses ‘Match Records by’ criteria to update existing receivers in a template with amounts, status, and/or addenda.

No new receivers are created, can only update receivers.

Once a batch is created, you cannot import to it again, but you can manually update.

Uses CSV, tab-delimited, or fixed length but not NACHA.

Receivers - Batch Create a new batch without using a pre-existing template

Freeform only, but can then manually update or add receivers.

Uses NACHA, CSV, tab-delimited, or fixed length.

Receivers - Template Import new receivers into templates and/or modify existing receivers in templates

Can initiate using the Import button on a template when editing the template.

Can click on a checkbox to Zero All Amounts in File.

Uses NACHA, CSV, tab-delimited, or fixed length.

Templates Create a new template or edit an existing template

Can initiate using the Import Template selection on the Navigation Bar.

The batch created can be edited prior to submitting, can be retained and reused again, or can be retained and subsequent imports will update the data fields.

Uses NACHA, CSV, tab-delimited, or fixed length.

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THIS TERM/PHRASE… MEANS…

1 Log in to PINACLE. See the Logging in to PINACLE Tip Card for assistance.

2 From the Tabbed Modules Bar, click on ACH. The ACH Home page displays.

3 From the Navigation Bar, click on Import Profiles. The Import Profile page displays with a list of existing profiles.

4 Click on Create Profile and the Create Import Profile page displays.

5 Type a name in the Profile Name field.

6 Optionally, complete the Profile Description field.

7 Select the File Content Type using thefollowing to assist you.

There are five types of import profiles that can be created. See the table on the preceding page for additional information. Select one:

> Freeform batch - Select this option when you want to import a new batch without using a pre-existing template.

> Templated batch - Select this option when you want to import a batch using an existing template.

> Receivers for a batch - Select this option when you want to import receivers into a freeform batch without using a pre-existing template.

> Receivers for a template - Select this option when you want to import new receivers into a template or modify existing receivers in the template.

> Template - Select this option when you want to import a new template or update an existing template.

8 Select the appropriate File Format using the following table to assist you.

This choice defines the layout of your file (the order of the data elements) and your file’s format (the delimiter between data elements). The system supports the following user-defined file formats.

Delimited - Comma A file format that uses commas to separate fields.

Delimited - Tab A file format that uses tabs to separate fields.

Fixed Length A file format that contains data in a continuous string of characters and spaces. Each character and space defines a separate column. Each column has a number.

NACHA A standard electronic file format containing payments or related information that can be processed through the Automated Clearing House network.

9 At the Batch Type field, select the type of batch this profile will be for.

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10 Complete the remaining fields using the table below to assist you.

The fields that display will vary based on the selections you made in the previous fields.

End of Record Marker Indicate the method to designate the end of a line in your file. Options include: carriage return (CR), line feed (LR), and carriage return or line feed (CR/LF). Applies to user-defined file formats for all file content types; does not apply to NACHA file formats.

Header Lines Indicate the number of lines in your file that the application will ignore. For example, if Header Lines is set to 2, the application will ignore the first 2 lines in the import file and will begin parsing on line 3. Applies to user-defined file formats for all file content types; does not apply to NACHA file formats.

Date Separator Character

Indicate the character that you will use to separate values in your date fields. Options include: forward slash (/), period (.) and dash (-). Applies to user-defined file formats for all file content types; does not apply to NACHA file formats.

Date Format Indicate the format that you will use to import your date values. Options include: DDMMYY, DDMMYYYY, MMDDYY, MMDDYYYY, YYMMDD, and YYYYMMDD. Applies to user-defined file formats for all file content types; does not apply to NACHA file formats.

Amount Format Indicate the number of positions (from the far right) that you’d like the system to insert a decimal. Options include: as is, insert 1 position, insert 2 positions, insert 3 positions, and insert 4 positions. Applies to user-defined file formats for all file content types; does not apply to NACHA file formats.

Header Characters Indicate the header characters. If Header Characters is set to 2, this means that the first 2 characters in the import file are ignored and parsing of the import file begins with the 3rd character in the file, and continues from there (i.e. the first 2 characters are not skipped in each line).

Header Characters are specific to Fixed Length import formats. Do NOT enter a value in both the ‘Header Lines’ and ‘Header Characters’ fields.

Record Length Tell the system how to interpret where an import line ends and where the next line in the file begins via a length value for the number of characters per line.

Record Length is specific to Fixed Length import formats. Only applicable when End of Record Marker is ‘None’.

Field Number Indicate the position of a data field in your import file. Applies to user-defined file formats with delimiters (i.e. does not apply to fixed-length format).

Start Position Indicate the beginning of a data field in your import file. Applies to user-defined file format without delimiters (i.e. only applies to fixed-length format).

End Position Indicate the end of a data field in your import file. Applies to user-defined file format without delimiters (i.e. only applies to fixed-length format).

Use Value in File Indicate if the application should include the value in your import file for the data field specified. If you deselect this option, you must provide a default value for the field.

Default Value Define a value that will be used in lieu of the data in your import file for the data field specified.

USE THIS FIELD… TO…

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IMPORTING A BATCH

USE THIS FIELD… TO…

The following fields are applicable only when creating an import profile for either of the receiver profile types.

Zero All Amounts in File

Import all transaction amounts as $0.

This overrides any amount entered as a Default Value.

Receiver Update Logic Indicate the correct update data. Options include: Create New, Update Existing, and Update Existing and Create New.

Receiver Matching Logic

Indicate the correct receiver matching data. Options include: Receiver Name, Receiver ID, and Receiver Name and Receiver ID.

11 Click on Submit and a message displays indicating the profile was saved.

or

If errors are encountered, the specific errors are identified at the top of the page. Correct the errors and resubmit the profile.

12 Continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

You must use an Import Profile to import a batch. See Creating an Import Profile above for assistance. When importing a batch, keep the following in mind:

> You can import more than one batch in one import action if your data is in a NACHA formatted file. Otherwise, only one batch at a time can be imported.

> Imported data is subject to the same rules and validations as manually entered data. If an error is encountered, the entire file is rejected. Locate and fix the error in your file and resubmit the import.

1 Log in to PINACLE. See the Logging in to PINACLE Tip Card for assistance.

2 From the Tabbed Modules Bar, click on ACH. The ACH Home page displays.

3 From the Navigation Bar, click on Import Batch. The Import Batch page displays.

4 From the Import Profile Name field, click to select the profile you want to use for this import.

5 At the File to Import field, click on Browse to navigate to and select the import file containing the import data.

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IMPORTING A TEMPLATE

IF YOU WANT TO… THEN…

6 Click on Submit and a message displays indicating the import is being processed. Once the processing is complete, a message displays indicating if the import is successful or not.

> If the import is successful, the Import File Details page displays with a status of Successful. The import will also display in the list of batches with a status of Pending Authorization.

> If the import is unsuccessful, the Import File Details page displays with a status of Failed. Using the errors identified in the message, return to the file, correct the errors, and import the file again. The errors identified contain the following information to assist you:

> The line number in the import file where the error occurred. > Text indicating the cause of the error. > The line of text from the import file where the error occurred.

7 After importing is complete, continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

You must use an Import Profile to import a template. See Creating an Import Profile above for additional detail. You can import data to a new or existing template from a file. When importing a template, keep the following in mind:

> Only one template can be imported at a time.

> Imported data is subject to the same rules and validations as manually entered data. If an error is encountered, the entire file is rejected. Locate and fix the error in your file and resubmit the import.

1 Log in to PINACLE. See the Logging in to PINACLE Tip Card for assistance.

2 From the Tabbed Modules Bar, click on ACH. The ACH Home page displays.

3 From the Navigation Bar, click on Import Template. The Import Template page displays.

4 From the Import Profile Name field, click to select the profile you want to use for this import.

5 From the File to Import field, click on Browse to navigate to and select the file containing the import data.

6 Indicate if the data should be used to create a new template or update an existing template. Use the table below to assist you.

Create a new template > Click on the Create New Template radio button. The fields for a new template display.

> Complete the Template Name, Template Description, and Template Limit fields.

Update an existing template

> Click on the Update Existing Template radio button.

> From the Template Name field, select the template you want to update.

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7 Click on Submit and a message displays indicating the import is being processed. Once the processing is complete, a message displays indicating if the import is successful or not.

> If the import is successful, the Import File Details page displays with a status of Successful. The import will also display in the list of templates with a status of Pending Approval.

> If the import is unsuccessful, the Import File Details page displays with a status of Failed. Using the errors identified in the message, return to the file, correct the errors, and import the file again. The errors identified contain the following information to assist you:

> The line number in the import file where the error occurred. > Text indicating the cause of the error. > The line of text from the import file where the error occurred.

8 Continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

Once imported, you can view the details of the import file. You also have the option to view and save the file in the format in which it was received.

1 Log in to PINACLE. See the Logging in to PINACLE Tip Card for assistance.

2 From the Tabbed Modules Bar, click on ACH. The ACH Home page displays.

3 From the Navigation Bar, click on Imported Files. A list of all files imported by you displays.

4 Click on the View advanced search options link and the search fields display.

If you know the name of the file for which you are searching, enter it in the File Name field in lieu of performing an advanced search.

5 Complete the fields to identify the criteria on which you want to search. The more criteria you enter the more you will limit the results that display.

6 Click on Search and the files that match your criteria display.

7 Navigate the list using the following:

> Click on the First, Previous, Next, Last, and page number links to move through the list. > Click on any underlined column heading to sort the list by that field. > Click on any line item to drill-down to detail information. Click on Imported Files to go back to the list.

8 Optionally, click on a row and the Imported File Details page displays for the selected import.

9 Optionally, click on the View Original File link and the File Download dialog box displays.

> Click to indicate whether you want to open or save the original file.

10 Continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

SEARCHING FOR AND VIEWING THE IMPORTED FILE

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Once created, you can view the details of an import profile as well as edit or delete the profile. If your company has many import profiles, using the search tool will enable you to locate a file more quickly.

1 From the Navigation Bar, click on Import Profiles and the Import Profiles page displays with a list of available templates.

2 Click on the View advanced search options link and the search fields display.

If you know the name of the import profile for which you are searching, enter it in the Profile Name field in lieu of performing an advanced search.

3 Complete the fields to identify the criteria on which you want to search. The more criteria you enter the more you will limit the results that display.

4 Click on Search and the templates that match you criteria display.

> Click on the First, Previous, Next, Last, and page number links to move through the list. > Click on any underlined column heading to sort the list by that field. > Click on the Profile Name link to view the details of the profile.

5 After viewing is complete, continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

1 From the Navigation Bar, click on Import Profiles and the Import Profiles page displays.

2 Locate the profile to edit.

> Use the Search option to narrow your results. See Searching for and Viewing an Import Profile above for assistance.

3 Click on the Profile Name link and the details of the profile display.

4 Make the necessary changes. See Creating an Import Profile above and use the following steps to assist you:

> Click on Clear to undo changes.> Click on Cancel to return to the

previous page. > Edit any field as needed.

5 Click on Submit and the changes are saved.

SEARCHING FOR AND VIEWING AN IMPORT PROFILE

EDITING AN IMPORT PROFILE

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CIB 0812-095F

TREASURY MANAGEMENT

For further assistance, click on Contact Us on the PINACLE Utility Bar.

©2012 The PNC Financial Services Group, Inc. All rights reserved. PNC and PINACLE are registered marks of The PNC Financial Services Group, Inc (“PNC”).

DELETING AN IMPORT PROFILE

6 Continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.

1 From the Navigation Bar, click on Import Profiles and the Import Profiles page displays with a list of all profiles created by you.

2 Click to select the checkbox(es) next to the profile(s) you want to delete.

3 Click on Delete and a message displays asking for confirmation.

Once you confirm the deletion by clicking on submit, the profile is permanently deleted. There is not a holding area from which you can retrieve the deleted profile.

4 Click on OK. You are returned to the Import Profile list and all deleted Profiles are removed from the list.

5 Continue using the features of PINACLE by selecting another module or utility.

or

Log out. See the Logging in to PINACLE Tip Card for assistance.