Payments by EFT

Creating an EFT Payment Batch

NOTE:  It is important to always Process EFT payments BEFORE processing other types of payments, as this will remove them from the overall listing and allow for easier selection of cheque payments. If you do not run the EFT payments first, you run the risk of accidentally creating cheques for the EFT invoices, which will need to be voided, and reconciled, creating additional steps.

To process EFT payments navigate to:  

Payments > Payment Processing > Bill Payment Processing > Select Bank Account

All unpaid invoices with payment type of EFT related to that bank account and within the date range will be listed at the bottom of the window

Select invoices to be paid.

Click “SUBMIT”

Controller (and back-up) receives auto-notification via email to approve.  Approved...

CFO (and back-up) receives auto-notification via email to approve.  Approved...

EFT file can be found at:  Payments > Payment > Payments File Admin

Upload file to Vancity

Send out Notifications: Payments > Payment > Payments File Administration – Click on EFT batch, click button “Email Notifications” and then select items for Notifications.

Editing an EFT Batch

If you need to edit an EFT Batch that has been created (e.g. remove an invoice payment from the batch), you can cancel the batch and re-create it using one of the following methods depending on the circumstances:

  • If the file has been created, but not yet uploaded to Central 1, you can ROLLBACK the batch, which will cancel the batch and delete all of the invoice payments.
  • Recreate the batch using the steps in “1. EFT Payments”, above
  • If the file has been created, AND has been uploaded to Central 1, you need to REVERSE the batch, which will cancel the batch and create a reversing Journal Entry for each of the processed payments.

If you notice an error in a batch, it is best to reject the batch at the approval stage, and it will be sent back to A/P to correct and re-submit.

Uploading an EFT Batch for Processing

EFT’s are processed via the Central1 CAFT systems once EFT’s receive final (2nd level) approval in NetSuite. The EFT file needs to be downloaded from NetSuite and uploaded to the CAFT site for processing as follows:

Download EFT payment file from NetSuite

  1. In NetSuite navigate to: Documents > Files > File Cabinet > Folder “Electronic Payment Files"
  2. Select “The Foundation Payment Files” or “The Society Payment Files”
  3. Download appropriate file (most recent)

CAFT Payment

  1. Log into Central1 CAFT at [email protected]
  2. Select appropriate Originator ID “The Foundation” or “The Society” and select “Go”
  3. Select bar “Upload CAFT Data File”
  4. Select “Choose File” and browse to select appropriate file
  5. Select “Upload Data File”
  6. Screen will load with file details
  7. Review and select either “Accept” or “Decline”
  8. Confirmation screen appears
  9. Email confirmation will be sent.