How to reverse and remove Accounts Payable ACH Electronic Payments from the ACH file in Sage 100.

Description

How to void or reverse Accounts Payable ACH Electronic Payments and remove them from the ACH file.

Disclaimer

Backup Warning: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.

Resolution

Reverse the Electronic Payment in Manual Check Entry and update
AP_ACHGenerationDetail in Data File Display and Maintenance (DFDM).

• Reverse the Electronic Payment
  1. Open Accounts Payable, Main, Manual Check, and Payment Entry.
  2. In the Bank Code field, enter the bank code associated with the check to reverse.
  3. At the Payment Type field, click the drop-down and select Electronic Payment Reversal.
  4. In the Check No field, enter the ACH check number that is being reversed.
  5. In response to the question to Do you want to recall invoices paid by this electronic payment? click Yes to reopen the original invoice or click No leave the original invoices closed.
  6. If No is selected, click the GL Distribution button to select the general ledger account from the Lines tab.
  7. If Yes is selected, the invoice amount will be displayed with a negative amount on the Lines tab.
  8. Click Accept to save and update the changes.

Remove the Electronic Payment transaction from the ACH file.

*** Caution – Never edit an ACH file directly using Notepad (or any other editor). There are numerous check totals and internal file verifications. Doing so will almost certainly result in the file being rejected by your financial institution. Instead, modify the data per the steps below and regenerate the ACH file.

Delete the batch detail record from AP_ACHGenerationDetail.

1. Open Library Master, Utilities, Data File Display and Maintenance (DFDM).
2. Select ..\Mas90\Mas_xxx\Apxxx\AP_ACHGenerationDetail (xxx = company code)
3. Click Key Scan to display the list of records. Note the following:
   • The first six digits represent the batch number, which matches the batch number printed on the Direct Deposit Register.
   • Records with exactly six digits in the key are the AP_ACHGenerationDetail batch header records.
   • Records with more than six digits in the key are the detail records for that batch. Each detail record represents one check.
4. Select the detail record to be removed, and click the Delete key.

Perform either of the following, depending on whether the ACH file was already created:

1. If the ACH file exists, change the Transmitted field to N for the batch header record in AP_ACHGenerationsHeader file
   Note: “Transmitted” indicates whether the batch has been used to create an ACH file. It does not mean that the ACH files were sent to the bank.
   1. Click Key Scan again, and select the batch header record of the detail record deleted above.
   2. Click Edit, and select the Transmitted field.
   3. In the Change field, replace Y with N.
   4. Close DFDM.
   5. Open Accounts Payable, Check Printing and Electronic Payment, Generate ACH File and create a file for Batches Never Transmitted

2. If the ACH file does not exist, open Generate ACH File and create the ACH file as usual

Correct the Deposited YTD amount in Vendor Electronic Payment window in Vendor Maintenance, More, Electronic Payment by deleting the record from the AP_VendorElectronicPayHistory.M4T file.

1. Open Library Master, Utilities, Data File Display and Maintenance (DFDM).
2. Select ..\Mas90\Mas_xxx\Apxxx\AP_VendorElectronicPayHistory.M4T (xxx = company code)
3. Click Key Scan to display the list of records. Note the following:
   • The first two digits represent the vendor’s AP Division.  If Divisions are not set up for this company code the Division=00.
   • The next seven digits are the Vendor Number.
   • The next seventeen digits are the Vendor’s Bank Account Number
   • The next 9 digits are the Routing Number
   • The next six digits are the GL Fiscal Year and Period  YYYYMM
   • The next field is the Deposited Amount
4. Select the detail record to be removed, and click the Delete key.

Additional Information 

• This procedure does not create negative ACH transactions nor does it create negative records in the ACH file that you upload to the bank.
• If the funds have already been transferred to the vendor’s account, contact the financial institution to reverse the funds deposited to the account.
• The reversals are included on the Check Register and are included in the direct deposit total.