User Guide: Setup > Loan Setup > Automated Payments
NLS Interface
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Automated Payments

Note

Please contact your bank or ACH/AFT processing company to obtain the required information for setting up automated payments in NLS. Different organizations will have different requirements as to where certain information appears on the file. It is strongly recommended that the information entered in each of the fields in the NLS automated payments setup is verified with your bank and a payment on a single loan is tested before initiating automated payments on a wider scale.

Note

For NLS versions prior to 5.5.1/5.6, Automated Payments is listed as ACH in Loan Setup.

The global automated payment setup is in Setup > Loan Setup > Automated Payments. Automated payment data about your company is entered here.

You must add data for at least one ACH/AFT header and one ACH/AFT company. Additional headers are required only if:

  1. more than one Federal ID Number is used in your business or
  2. more than one bank or institution is to be used to process the automated payment

ACH Header


To add a new ACH Header, click Add.
ACH Header ID A sequential, unique, number assigned by NLS to identify this particular ACH header code in the database.
ACH Header Name Your name for this particular ACH Header code. This information does not appear in the ACH file. It is here to help you identify the ACH header code in NLS.
Payment Method Select from the available payment methods in NLS. The selected method will be the payment method used on the pending transactions created by the ACH, and subsequently will be the payment method on the payments that are posted by those pending transactions. The standard payment method of ACH will be selected by default.
Immediate Destination

Identifies the party to which the file is being delivered. It contains the (ABA) Routing Number of the ACH Operator – TCB Services. Precede the routing number with a space.

Example

If a bank's routing number is "012345678", a standard nine-digit code , enter " 012345678" with a <space> preceding the first digit for a total of 10 characters.
Immediate Destination Name The name of the ACH, bank, or receiving point for which the ACH file is destined. Use the exact name as used or required by the receiving entity.
Immediate Origin

The Immediate Origin field identifies the sender of the file. It can be the routing number of the ODFI – ABC Trust or your EIN (Employer Identification Number) from the IRS. Precede the number with a space.

Example

If the EIN is "00-1234567", enter " 001234567" without the hyphen and with a <space> preceding the first digit.
Immediate Origin Name The name of the ACH Operator or sending point (typically your company name) that is sending the file. This field has a maximum limit of 23 characters.
Prepend Header This field is not a part of the NACHA specification and is optional. Additional information requested by banks can be entered here and will appear as the very first line on the ACH. Use only as directed by the ACH recipient.
Advanced

Click Advanced Ellipsis to open the Advanced dialog.

Force ACH to use the filename location

Sets the option to force ACH files to be saved to a specific location using a predetermined filename. When the option to Force ACH to use this filename & location is selected, the location and filename of the ACH file cannot be changed during the ACH creation process.

The filename can be configured to use a date/time stamp using variables.

%m Month as decimal number (01 – 12)
%d Day of month as decimal number (01 – 31)
%y Year without century as decimal number (00 – 99)
%Y Year with century as decimal number
%H Hour in 24-hour format as decimal number (00 – 23)
%I Hour in 12-hour format as decimal number (01 - 12)
%M Minute as decimal number (00 – 59)
%S Second as decimal number (00 – 59)

Example

ACH%y%m%d-%H%M%S.txt would result in a filename of ACH170120-132301.txt if the file was saved on January 20, 2017 at 1:23:01 PM.
SFTP the ACH File

NLS 5.7 and later

Select this option to save the SFTP connection settings which will be used when making SFTP connections. Please obtain the necessary information needed to connect to the server from the financial institute processing your ACH file.

Host The hostname of the SFTP server which may be in domain/subdomain (sftp.example.com) format or as an IP address (10.0.0.0). The protocol (sftp://) is assumed and is not specified.
Directory The directory on the SFTP server where the ACH file is to be saved.
Username The user name to use to log in to the SFTP server.
Password Password to use to log in using the specified user name. Password is stored encrypted.
Port The port number used to connect to the SFTP server. Typically TCP port 22.

NLS 5.14 and later

Select an SFTP setting as configured in Setup > System > SFTP Settings.

ACH Company

More than one ACH Company may be specified in NLS if you have divisions within your organization or may be servicing loans from another entity and wish to keep finances separate.


Click Add to add a new ACH Company.
ACH Company ID A sequential, unique, number assigned by NLS to identify this particular ACH company code in the database.
ACH Company Name Your name for this particular ACH company code. This information does not appear in the ACH file. It is here to help you identify the ACH company code in NLS.
Company Name The value of this field is established by the Originator for purposes of further identifying the source of the entry and for descriptive purposes for the Receiver. Maximum of 16 characters.
Company Discretionary Data Optional. This field in the Entry Detail Record allows ODFIs to include codes of significance only to them, to enable specialized handling of the entry. There will be no standardized interpretation for the value of this field. It can either be a single two-character code or two distinct one-character codes, according to the needs of the ODFI and/or Originator involved. The field must be returned intact for any returned entry.
Company Identification The Company Identification is an alphanumeric code used to identify an Originator. The Company Identification Field must be included on all pre-notification records and on each entry initiated pursuant to such pre-notification. Typically this would be your EIN (Employer Identification Number) from the IRS. Precede the number with a space.
Company Entry Description Optional. The Originator establishes the value of this field to provide a description of the purpose of the entry to be displayed back to the Receiver. The field must contain the word “REVERSAL” (left justified) when the batch contains reversing entries. The field must contain the word “RECLAIM” (left justified) when the batch contains reclamation entries. This field must contain the word “NONSETTLED” (left justified) when the batch contains entries which could not settle.
Originating DFI Identification

The Routing Number is used to identify the DFI originating entries within a given batch. Use your bank's routing number or ABA number minus the last digit.

Example

Standard ABA number is nine digits long. Enter only the first eight digits in this field.
If the ABA number is 123456789, enter 12345678.
Standard Entry Class Code

The ACH Standard Entry Class (SEC) Code is used to designate how the transaction was authorized by the originator. This is a 3-character code that identifies the entries in the batch. Consult with your bank or ACH processing company to determine which entries need to be specified.

AUTO5.13+ Select this to allow for SEC code selection during ACH creation.
CCD5.13+ Cash Concentration and Disbursement
POP5.13+ Point-of-Purchase entries
POS5.13+ Point-of-Sale entries
PPD Prearranged Payments and Deposit entries for consumer items
RCK5.13+ Re-presented Check entries
TEL Telephone initiated entries
WEB Authorization received via the Internet
Discretionary Data5.13+
Optional. Populates position 77-78 in Entry Detail Record.
Individual ID To Use Used for your own reference. Choose from loan number, account reference number, or contact number. The entry will be put in field 7 of the ACH file.
Individual Name To Use Used for your own reference. Choose from Loan Name, Loan Shortname, Last Name or Company Name of the contact that the loan is on, or First and Last Name or Company Name of the contact that the loan is on. The entry will be put in field 8 of the ACH file.
DR | CR Control5.4+

This option will prevent credits or debits from flowing into a file.

Allow Debits Only This default setting will only allow debits to be created under the company record.
Allow Credits Only Only allow credits to be created under the company record. This company will not be shown where ACH is added as a payment on a loan.
Allow Debits and Credits Allow both debits and credits to be created under the company record.
Advanced
Offset each batch to create a balanced record

Select this option if it is required by the bank or ACH processing company. Click … to enter the account information.

Example

Three debit ACH (drawing funds from customers account) is created in the amount of $10, $20, and $30 each. Creating a balance record would add another line in the ACH (credit) in the amount of $60 to be deposited to the specified bank account.
Addenda

The addenda record can be specified using variables.

%N Account Name
%L Loan Number
%S Shortname
%a Loan Acctrefno
%Z Zip code
%T State
%CIF_DETAIL_UDF# Contact Detail UDF. # designates the UDF number.
%CIF_DEMOGRAPHICS_UDF# Contact Demographics UDF. # designates the UDF number.
%CIF_FINANCIALS_UDF# Contact Financials UDF. # designates the UDF number.
%LOAN_DETAIL1_UDF# Loan Detail 1 UDF. # designates the UDF number.
%LOAN_DETAIL2_UDF# Loan Detail 2 UDF. # designates the UDF number.

Example

To create an output that consists of a zip code (padded with blank spaces if it is less than 5 characters long) + SPACE + State (2 character abbreviation) + SPACE + Acctrefno (prepended with 0 if the length is less than 10 digits):
Enter: %5Z %2T %010a
Which will result in: 92630 CA 0000012345
ACH Reversal Return Codes

If the bank sends an exception file, and that file is in the standard return format, the file may be imported. This will cause automatic reversal of the corresponding payments. Depending upon the reversal return code sent for the payment in question by the bank, NLS will automatically reverse the payment as an NSF or as a standard reversal. The determination of which reversal return codes constitute an NSF is made on the ACH Reversal Return Codes tab of the ACH Company setup.



Representment

When an ACH transaction fails, the invalid transaction must be reversed and the transaction “re-presented” or re-sent at a later date. The representment feature in NLS automates this process.

Click File > Setup then expand Loan Setup and click ACH. Click the Company tab then the Representment tab.

On the Main slider in the shortcut bar click Setup then Loan Setup then ACH. Click the Company tab then the Representment tab.

NLS can attempt up to two re-presentment cycles. Select the First checkbox then choose from the drop down list, the number of days after the ACH is returned that the re-presentment should be made. Select all Return Codes that will trigger a re-presentment from the list.

Select the Second checkbox to set up a second re-presentment if needed.

Now, when a NACHA return file from a bank is imported into NLS, any invalid transaction matching the return codes will be reversed and a new ACH payment made on the specified number of day(s) after the return.

NLS 5.6 and later

ACH representment will not satisfy a promise to pay that was broken by the initial return.
Relationship

NLS 5.7 and later

The Relationship tab allows for assigning relationships between the header and company. The company can have multiple headers associated with it.


Select Active for each header to associate it to the company.

Options

NLS 5.6 and later

The Options tab allows for setting rules exclusions.


Continue drafts after Maturity By default, ACH drafts end upon the maturity date of the loan. If the mature loan is not paid off, it may be necessary for the drafts to continue. Selecting this option will allow drafts to continue after maturity.
Do not adjust draft down to loan balance on payoff By default, whenever an ACH draft will result in a payoff that overpays the loan, the draft amount will be adjusted down to just payoff the loan, so that no refund is required. Selecting this option will override that default.
Draft scheduled payments (including impound) only Only available when the frequency type is set to Billing. When selected, only scheduled payments are included in ACH drafts.
Do not resubmit if resubmit is greater than payoff5.7.2+
When selected, ACH/AFT will not be resubmitted if the amount being resubmitted is greater than the payoff amount.
Do not resubmit if customer revoked ACH/AFT5.7.2+
When selected, ACH/AFT will not be resubmitted if the ACH/AFT on a loan is in a disabled state.
Suspend resubmit if a resubmit was returned5.7.2+
When selected, ACH/AFT will not be resubmitted if the previous representment was returned unpaid.
Do not resubmit if active PTP exists5.7.3+
When selected, ACH/AFT will not be resubmitted if there are any active PTP.
Do not charge NSF fee when resubmit returns5.7.3+
When selected, a NSF fee will not be assessed if a representment is returned.
Do not resubmit if conflict w/ scheduled ACH/AFT5.7.3+
When selected, a representment that is set fo “Next Known Payday” will not occur if another ACH/AFT is scheduled for the same date.
Macro

NLS 5.7.7 and later

A macro can be used to determine which ACH/AFT company is to be used for an automated payment for loans in specific loan groups or belonging to specific branches.

Click to enter a XML macro to be used to determine the ACH/AFT company. See Segmented GL Macro for additional info on XML macro syntax.

SAMPLE XML

<MACROS>
    <MACRO> <!--MACRO Name is not required for ACH/AFT macro-->
        <!--if Branch number is 11 then Automated Payment Company ID is 1-->
        <CONDITION RESULT="1">
            <BRANCHNO>11</BRANCHNO>
        </CONDITION>
        <!--if Branch number is 12 then Automated Payment Company ID is 2-->
        <CONDITION RESULT="2">
            <BRANCHNO>12</BRANCHNO>
        </CONDITION>
    </MACRO>
</MACROS>

The macro can be selected for use in Setup > Loan Group > Servicing Options and in Branch Setup. Select {USE MACRO} from the ACH/AFT Company drop down list.


Figure - Loan Group setup with {USE MACRO} selected

The ACH/AFT Company drop down list in the Automated Payments dialog will be populated with the results of the macro.

AFT Header

NLS 5.5.1 and later

To add a new AFT Header, click Add.
AFT Header ID A sequential, unique, number assigned by NLS to identify this particular AFT header code in the database.
AFT Header Name Your name for this particular AFT Header code. This information does not appear in the AFT file. It is here to help you identify the AFT header code in NLS.
Originator's ID Used to identify the originator. An invalid value will result in the AFT being rejected.
Destination Data Center

Unique number identifying the Data Center to which the file is being delivered.

Direct Clearer Communication Area Optional. Leave blank unless instructed by the Direct Clearer.
Currency Code Identifier Use "CAD" for Canadian dollar.
Prepend Header This field is not a part of the CPA specification and is optional. Additional information requested by banks can be entered here and will appear as the very first line on the AFT. Use only as directed by the AFT recipient.
Advanced

Sets the option to force AFT files to be saved to a specific location using a predetermined filename. When Force ACH to use this filename & location is selected, the location and filename of the AFT file cannot be changed during the AFT creation process.

The filename can be configured to use a date/time stamp using variables.

%m Month as decimal number (01 – 12)
%d Day of month as decimal number (01 – 31)
%y Year without century as decimal number (00 – 99)
%Y Year with century as decimal number
%H Hour in 24-hour format as decimal number (00 – 23)
%I Hour in 12-hour format as decimal number (01 - 12)
%M Minute as decimal number (00 – 59)
%S Second as decimal number (00 – 59)

Example

AFT%y%m%d-%H%M%S.txt would result in a filename of AFT170120-132301.txt if the file was saved on January 20, 2017 at 1:23:01 PM.

NLS 5.7.2 and later

Select SFTP the AFT File to save the SFTP connection settings which will be used when making SFTP connections.

AFT Company

NLS 5.5.1 and later

More than one AFT Company may be specified in NLS if you have divisions within your organization or may be servicing loans from another entity and wish to keep finances separate.

Click Add to add a new AFT Company.
AFT Company ID A sequential, unique, number assigned by NLS to identify this particular AFT company code in the database.
AFT Company Name Your name for this particular AFT company code. This information does not appear in the AFT file. It is here to help you identify the AFT company code in NLS.
Originator's Short Name The name of the originator of the transaction. May be replaced by the Originator's Long Name when identifying the originator of the transaction to the payee/payor.
Originator's Long Name The name of the originator of the transaction. May be used to replace the Originator's Short Name when identifying the originator of the transaction to the payee/payor.
Institutional IDs for Returns The routing information of the institution branch or office to which items will be returned.
Acct# for Returns The Originating Direct Clearer's user's account number, if any, maintained at the branch/office identified by the Institutional ID Number for Returns.
Transaction Type

Used to identify the type of payment.

Cross Reference Number (flag)

Used to identify the transaction for your own reference (e.g. loan number, account reference number).

Payee Name (flag) The name of the account to be credited.
DR | CR Control

This option will prevent credits or debits from flowing into a file.

Allow Debits Only This default setting will only allow debits to be created under the company record.
Allow Credits Only Only allow credits to be created under the company record. This company will not be shown where AFT is added as a payment on a loan.
Allow Debits and Credits Allow both debits and credits to be created under the company record.
Advanced
Offset each batch to create a balanced record

Select this option if it is required by the bank or AFT processing company. Click … to enter the account information.

Example

Three debit AFT (drawing funds from customers account) is created in the amount of $10, $20, and $30 each. Creating a balance record would add another line in the AFT (credit) in the amount of $60 to be deposited to the specified bank account.
Addenda

The addenda record can be specified using variables.

%N Account Name
%L Loan Number
%S Shortname
%a Loan Acctrefno
%Z Zip code
%T State
%CIF_DETAIL_UDF# Contact Detail UDF. # designates the UDF number.
%CIF_DEMOGRAPHICS_UDF# Contact Demographics UDF. # designates the UDF number.
%CIF_FINANCIALS_UDF# Contact Financials UDF. # designates the UDF number.
%LOAN_DETAIL1_UDF# Loan Detail 1 UDF. # designates the UDF number.
%LOAN_DETAIL2_UDF# Loan Detail 2 UDF. # designates the UDF number.

Example

To create an output that consists of a zip code (padded with blank spaces if it is less than 5 characters long) + SPACE + State (2 character abbreviation) + SPACE + Acctrefno (prepended with 0 if the length is less than 10 digits):
Enter: %5Z %2T %010a
Which will result in: 92630 CA 0000012345
AFT Reversal Return Codes

If the bank sends an exception file, and that file is in the standard return format, the file may be imported. This will cause automatic reversal of the corresponding payments. Depending upon the reversal return code sent for the payment in question by the bank, NLS will automatically reverse the payment as an NSF or as a standard reversal. The determination of which reversal return codes constitute an NSF is made on the AFT Reversal Return Codes tab of the AFT Company setup.

Representment

NLS 5.7.2 and later

To attempt a representment of an AFT, select First then choose from the drop down list, the number of days after the AFT is returned that the re-presentment should be made. Select all Return Codes that will trigger a re-presentment from the list.

When a AFT return file from a bank is imported into NLS, any invalid transaction matching the return codes will be reversed and a new AFT payment made on the specified number of day(s) after the return.

If Next Scheduled Due Date or Next Known Paydate is selected, a representment will not occur if more than 30 days have elapsed since the creation date specified in the reversal file.

Relationship

NLS 5.7 and later

The Relationship tab allows for assigning relationships between the header and company. The company can have multiple headers associated with it.


Select Active for each header to associate it to the company.

Options

The Options tab allows for setting rules exclusions.


Continue drafts after Maturity By default, AFT drafts end upon the maturity date of the loan. If the mature loan is not paid off, it may be necessary for the drafts to continue. Selecting this option will allow drafts to continue after maturity.
Do not adjust draft down to loan balance on payoff By default, whenever an AFT draft will result in a payoff that overpays the loan, the draft amount will be adjusted down to just payoff the loan, so that no refund is required. Selecting this option will override that default.
Draft scheduled payments (including impound) only Only available when the frequency type is set to Billing. Only scheduled payments are included in AFT drafts.
Do not resubmit if resubmit is greater than payoff5.7.2+
When selected, ACH/AFT will not be resubmitted if the amount being resubmitted is greater than the payoff amount.
>Do not resubmit if customer revoked ACH/AFT5.7.2+
When selected, ACH/AFT will not be resubmitted if the ACH/AFT on a loan is in a disabled state.
Suspend resubmit if a resubmit was returned5.7.2+
When selected, ACH/AFT will not be resubmitted if the previous representment was returned unpaid.
Do not resubmit if active PTP exists5.7.3+
When selected, ACH/AFT representments are disabled if an active or open PTP exists on the loan.
Do not charge NSF fee when resubmit returns5.7.3+
When selected, loans whose ACH/AFT representments are returned will not be assessed a NSF fee.
Do not resubmit if conflict w/ scheduled ACH/AFT5.7.3+
When selected, ACH/AFT will not be resubmitted if the representment is set to Next Know Paydate and an ACH/AFT is already schedule for the same date.
Macro

NLS 5.7.7 and later

See the Macro section under ACH Company.

Notifications Tab

NLS 5.6 and later

When a bank sends an exception file and that file is imported into NLS, an email listing all loans that returned an error for that effective date can be sent to the specified Email Address.

Select an email server from those that has been configured in Setup > System > Communication.



Updated: 2019.04.08


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