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Easily Create & Transmit ACH Files

Mapping - Basic:

Prepare an import file with at least the following minimum fields:

--Vendor

--Amount/Paid

--Invoice Number

ctx-fields

The fields that you prepare for your report are directly related to your Trading Partner's requirements. Additional fields such as purchase order, trace and adjustments will be covered in the section below - 'Mapping - Advanced'.

Importing and Mapping

Use the import wizard to import the file.  At the mapping screen, map the example above as:

ctx-mapping-fields

ACH_Name_Internal - This populates the payee's name in the payment line, as well as provides as a 'look-up' field to the Profile.

Amount_Payment_RMR - Map your detailed invoice amounts using this field.

Note the last three letters of the field may indicate an EDI 'segment'.  This will be covered in the next topic.  The RMR segment refers to the 'Remittance' segment.

Invoice_Number_RMR - Map your detailed invoice numbers using this field.

Continue with the Import Wizard until finished.  Afterwards, you can create and transmit the file, just as you would any other ACH file.

 

Mapping - Advanced:

In addition to the information listed in the Basic section above, the addenda records can contain the following detailed information.

The fields below relate to the detailed information you are importing and mapping.  In the EDI output, you will see additional segments.  These are header and footer records which are created automatically by the system.

Notes:

--The CTX setup window referenced below can be accessed from the 'Settings' tab > 'ACH Setup'.  

--You do not need to map every field.  The fields below which have not already been mentioned in the 'Basic' section are used infrequently.

Fields:

Remittance

Used to provide remittance information.  The Invoice_Number_RMR and Amount_Payment_RMR are always used.

Type_RMR

Do not map unless otherwise instructed to.  Default is set to 'IV' = Invoice. The default can be set on the CTX setup window to Invoice, Purchase Order or Accounts Receivable Open item. If importing different types in the same file, use the following two character abbreviations:

IV - Invoice

PO - Purchase Order

R7 - A/R Open Item

Notes:

--If you want to include both an invoice and purchase order number, leave the default alone as invoice - and use the reference section below as the purchase order.

--To specify a default not listed above, simply enter it in the CTX setup window.

Invoice_Number_RMR

Invoice number, or number as identified in Type_RMR

Amount_Payment_RMR

Amount to be paid

Amount_Total_Invoice_RMR

Used when the total invoice amount is different from the amount paid.  Difference can be accounted for in either an adjustment (example - back order, short shipment, damaged goods), or from use of payment discount (example 2% 10, net 30)

Amount_Discount_RMR

Used to indicate amount taken as a prompt payment discount (example 2% 10, net 30).  Do not use this field to show other adjustments.

 

 

Reference

Used when a purchase order (or other information) number is supplied in addition to the invoice number in the remittance segment.

Type_REF

Default setting is 'PO', and can be updated on the CTX setup window.

If importing different types in the same file, use the following two character abbreviations:

PO - Purchase Order

R7 - A/R Open Item

BM - Bill of lading

VV  - Voucher

Note: To specify a default not listed above, simply enter it in the CTX setup window.

PO_Number_REF

Purchase order number, or number as identified in Type_REF

PO_Description_REF

Free form description.  As with all descriptions, do not use an asterisk or backslash.

 

 

Trace

Enables you to reference the transaction back to your internal system.  An example would be a check number to an accounts payable system

Trace_TRN

Trace number (actually an alphanumeric field).

 

 

Date/Time

Used to specify the date of the information in the remittance (RMR) tag.

Type_DTM

Do not map unless otherwise instructed to.  Default is set to '003' = Invoice. The default can be set on the CTX setup window to Invoice, Purchase Order or Contract Effective. If importing different types in the same file, use the following three digit abbreviations:

003 - Invoice

004 - Purchase Order

092 - Contract Effective

Date_DTM

Use local settings - US MM/DD/YYYY; UK DD/MM/YYYY.

 

 

Adjustments

Used to transmit payer-generated debit/credit memos.

Adjustment_Amount_ADX

Amount.  Sign is stripped away and is determined by 'type' below.

Note: The following equation should be true - the system will not alter your entries:

Amount_Payment_RMR = Amount_Total_Invoice_RMR -  Amount_Discount_RMR +/- Adjustment_Amount_ADX

Adjustment_Type_ADX

Two character code indicating debit or credit memo:

01

Pricing Error

03

Extension Error

04

Item not acceptable - Damaged

05

Item not acceptable - Quality

06

Quantity contested

07

Incorrect Product

11

Returns - Damaged

12

Returns - Quality

59

Item not received

75

Total order not received

81

Credit as agreed

CM

Covered by credit memo

Adjustment_Description_ADX

Alphanumeric description

 

 

Name

 

Name_Full_NM1

Individual or organization name.  Do not map unless otherwise instructed to as it can be duplicative of the N1 segment.

 

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