ACH Files

  • Updated on Aug 28, 2024
  • Published on Mar 15, 2024
  • 14 minute(s) read
  • Stephanie Schmidt
  • Julie Woloszyn
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The ACH Files screen provides the User with an area to review current and historical outgoing and incoming ACH files.

The ACH Files screen is visible only with applicable permissions.

ACH Files Overview

To view historical ACH activity, Users will click the Outgoing Files or Incoming Files tab and provide searching and filtering information. Users may search and filter across the following column categories:

  • File Date
  • File ID
  • File Name
  • Effective Date
  • Type
  • Status
  • OFAC Status
  • Total Debits
  • Total Credits
  • Entry/Addenda
  • Last Modified
  • Date Approved

Sorting and filtering is available on all columns. Click the arrow next to the column header to sort the column. The orange arrow indicates which column is currently sorting the information. Search within a column by typing information into various search boxes located just under the column header, or by utilizing the column dropdown, if available. Once the desired search information has been entered, a list of outgoing ACH files is displayed. To clear filters, click the x located in the search box, or click the Clear filters option at the top right side of the card. To see additional ACH file detail columns for Outgoing files, click and slide the grey bar located at the bottom of the columns.

The User may export the list of ACH information to a PDF document by clicking the Export to PDF button.

Users may upload a pre-created outgoing ACH file by clicking the Upload File button. To create a new, one-time outgoing ACH file, Users will click Create New and select the appropriate type of ACH transaction from the dropdown list.

To view transactions from a specific file, click the hyperlinked file name in the File ID column.

For uploaded or manually-created outgoing ACH files, Users will perform dual control functions by selecting the Approve, Reject, or Cancel buttons in the Action column. Users may download outgoing and incoming ACH files by clicking the download icon next to the ACH File Name.

At the bottom of the outgoing ACH screen, Users are informed that files noted with an asterisk indicate that multiple effective dates are contained in a file, and that the Same Day ACH cutoff time is 3:15pm, CST.

Lastly, Users can see the current day exposure limits for debits and credits on the outgoing files screen, as well as current pending and originated file totals. This will assist the User in determining if a temporary exposure limit request may be needed for the day.


Outgoing ACH Files

On the Outgoing Files tab, Users may view, create or upload originations, or take action on (Approve, Reject, or Cancel) outgoing ACH files.

Outgoing ACH files are submitted to the Federal Reserve Bank throughout the day (all in Central Standard Time):

  • 9:00am
  • 11:30am
  • 1:00pm
  • 3:00pm
  • 3:20pm
  • 4:30pm
  • 7:00pm
  • 9:00pm
  • 11:00pm


View Outgoing Files

To view an outgoing file, click the File ID hyperlink.

All batches included in the file will display. Standard ACH transactions will display on the Standard tab, and international ACH transactions will display on the International tab. The number of batches included on the tab will be reflected next to the tab header.

If desired, a User may download the file by clicking the Download button located in the upper right of the screen. 

Users may create a PDF of either a Detail Report or a Transaction List by selecting the appropriate option from the Export to PDF dropdown.

To search within a file, enter text into the Search this ACH File field and click the Search button, or use the column headers located within the batch. Using the Search this ACH File field will search across the following fields:

Batch

  • Company Name
  • Company Entry Description
  • Company Discretionary Data
  • Company Descriptive Date
  • Originating DFI ID (8 characters)
  • Originator Identification (IAT)

Entry

  • Receiving DFI Routing Number (9 characters)
  • Receiving Account
  • Receiver Name
  • Identification Number
  • Discretionary Data
  • Trace Number

 To view batch detail, click the radio button for the specific batch. All entries within the batch will be displayed.

Click Back to ACH Files List in the upper left to go back to the main ACH Files screen.


Originate ACH Files

There are multiple ways for credit unions to originate ACH files. These types of actions are completed on the ACH Files screen on the Outgoing Files tab.

Outgoing ACH transactions may be manually created, manually uploaded, or uploaded by the credit union's data processor via a Secure File Transfer Protocol (SFTP). Manually created files may be turned into templates once all entry detail has been completed. For more information on utilizing the SFTP option with your data processor, please reach out to Member Services.

Manual ACH File Entry

To create a new outgoing ACH file:

  1. Navigate to the Money Movement module
  2. Click the ACH tab
  3. Click ACH Files
  4. The screen defaults to the Outgoing Files tab
  5. Click Create New
  6. Select the type of ACH transaction to originate from the dropdown
    1. Origination
    2. IAT Origination
    3. Electronic Federal Tax Payment
    4. Return
    5. IAT Return
    6. Return: Dishonored
    7. Return: Contested Dishonored
    8. Notice of Change
    9. IAT Notice of Change
    10. Notice of Change: Refused
    11. Acknowledgement
    12. Acknowledgement: Refused

The User will be directed to the Create ACH Origination wizard (screens may vary from what is shown depending on the type of ACH transaction selected in step six).

File Header

  1. Create a File Name, or select a Template from the dropdown if any have been created
  2. (Optional) Reference Code 
    1. The field should not contain more than 8 characters
  3. Immediate Destination auto-populates
  4. Immediate Origin auto-populates
  5. Click Next Step
  6. Select the appropriate Standard Entry Class Code
  7. Provide the Company Name
    1. The field should not contain more than 16 characters
  8.  (Optional) Company Descriptive Date
    1. The field should not contain more than 6 characters
  9. Select the appropriate Service Class Code
    1. This will identify the types of credits that will be included in the file - debits, credits, or mixed
    2. In most cases, the Mixed Debit and Credit Entries option is utilized, as this allows for sending offsetting transactions
    3. Some SEC codes require a specific Service Class Code
  10. Provide the Company ID
    1. The field should not contain more than 10 characters
    2. This will most often be a "1" followed by the tax-ID or a "9" followed by the credit union's routing number
  11. (Optional) Company Discretionary Data
    1. The field should not contain more than 20 characters
  12. Select the Effective Date
  13. Provide the Company Entry Description
    1. The field should not contain more than 10 characters
    2. This will appear on a statement to help identify the payment, for example: loan pymt, invoice, payroll, etc.
  14. Originating DFI Identification field auto-populates
  15. Click Next Step

Batch Header

The User may opt to add a single or multiple entries.

  1. Click Add Entry button
  2. In Add Entry Details for Batch pop-up, select the appropriate Transaction Code
  3. Provide the Amount
  4. Enter the Receiver DFI ID
    1. The field requires 9 characters 
    2. This is the routing number of the receiving financial institution
  5. Enter the Receiver Account
    1. The field should not contain more than 17 characters
  6. Create the Receiver Name
    1. This is the person that is going to receive the debit or credit entry
    2. The field should not contain more than 22 characters
  7. Enter the Individual Identification Number
    1. This is typically the member's account number at the credit union
    2. The field should not contain more than 15 characters
  8. Provide the Discretionary Data
    1. This may be used to include a code of significance to the credit union - there is no standardized interpretation for the value of this field
    2. The field should not contain more than 2 characters
  9. If needed, an offsetting transaction may be created to post at the credit union, for example, if a loan payment is being created this field may be utilized to create a second ACH transaction that will come to the credit union and post to the member's account
    1. select the Offset Account Type
      1. ex. savings, checking, loan, GL
    2. Enter the Offset Account ID
      1. This is the account number or GL at the credit union that should receive the offset transaction
    3. Offsetting transactions may only be used if a mixed debit and credit file is being created
  10. If necessary, click the Exclude toggle to prevent the entry from being originated in the file
    1. Set Exclude to Yes to prevent the transaction form originating in the file
  11. If the entry has been excluded, a Release Date can be used to schedule the date when the exclusion of the transaction will be reset to NO and the entry will begin originating in the file
  12. If necessary, provide an End Date to automatically remove the entry from the template once the end date has occurred
  13. If needed, an Addenda Record may be added
    1. This may include additional information related to the payment
  14. Click Save

Repeat the previous steps to include any additional entries to the file. Once all entries have been added, click Next Step. 

Review

All added entries will display on the screen:

Confirm that all of the entered information is correct. Clicking the radio button of the batch will display all of the related entries. If necessary an additional batch may be created from this screen. Follow all of the steps for creating a batch and adding entries. Once all batches and entries have been added, click Next Step.

Complete

Determine the Final steps to be taken. Any of the boxes may be checked or unchecked:

  • Originate this file now: Moves the file into the ACH Files screen to await approval from a second User at the credit union
  • Save this file as a template: Allows the file to be saved as a template for additional use in the future, and if desired, may be connected to a recurring schedule 
    • When this box is checked, the User must provide a Template Name
    • If a Recurring Schedule is required, select the frequency from the Recurring Schedule dropdown:
    • Provide the details of the recurring schedule, and a preview of the schedule details will display:

Click Create to move the file to the Outgoing Files tab on the ACH Files screen for approval from a second User at the credit union.

Files with future-dated File Dates will display one business day prior to the File Date. The File Date range should be adjusted by the approving User in order to review the file.

Files created with templates that include schedules will require approval by a second User. These steps may be found in the ACH Templates article.

All added entries will display on the screen:


Manually Uploading Outgoing ACH Files

Users may upload outgoing ACH files created within the core system or provided by an ACH vendor. Files must be in 94 block character NACHA formatting (this may be uploaded in TXT format). 

Users may upload a file to the Outgoing Files for the multiple days' activity. Files will be validated by the Beastro system, and will automatically separate multiple effective entry dates to originate on the correct day (one business day prior to the effective entry date). Use the date fields to filter to future dates to see portions of files that have been separated. Files containing multiple effective dates are noted with an asterisk.

Specifications for CSV File Upload

The CSV spreadsheet must remain in the following order and saved as a .CSV to upload into Beastro:

  • 1st Row - Leave column A through column F blank, Column G begins batch header information
    • Column G = SEC Code - Format to General, limited to 3 characters
    • Column H = Originator Name - Format to General, alphanumeric and limited to 16 characters
    • Column I =  Originator ID - Format to General, 10 alphanumeric characters, first character must start with 1, 3, or 9
    • Column J = Company Entry Description - Format to General, 10 alphanumeric characters
    • Column K = Effective Entry Date - Format to General, YYMMDD where YY= year, MM= two-digit numeric month, DD= two-digit day of month
  • 2nd Row and going forward must contain the following information (column A through column F are used for 6 record information gathering)
    • Column A = Name - Format to General, limited to 22 characters, including spaces
    • Column B = Social Security Number or ID Number - Format to Number, zero decimal places, do not use 1000 separator
    • Column C = Amount - Format to Number, two decimal places, do not use 1000 Separator
    • Column D =  Financial Routing and Transit Number - Format to Text
    • Column E = Account Number - Format to Text, 17 alphanumeric characters
    • Column F = Account Type - two-digit number (withdrawals: 27 checking, 37 savings; deposits: 22 checking, 32 savings)

Example:


File Upload Errors

If any errors are present in the uploaded file, an error message will display and each file with an error will be noted:


Clicking the error icon will identify what the error is with the entry:


The entry may be edited or deleted by clicking the Edit or Delete hyperlink.

Uploaded File Validation

Once a file has been uploaded, the User may click the radio button to review the transactions included in batch. Once the User is satisfied that the uploaded batch is as expected, the User will click Originate.


A message displays once the file has been uploaded successfully.


If the monetary limits for the User or the credit union have been reached for the day, the file will reflect an Error status on the ACH Files page, Outgoing Files tab:


Click the File ID hyperlink to review the error message.


Clicking the error icon displays the error message:


The credit union will need to either increase the User's monetary limit, or request a temporary exposure limit increase. User Administrators may increase monetary limits. Users with the ACH Solutions Authority have the ability to request exposure limit changes. Please review the ACH Limit Requests article for more information on how to request a temporary exposure limit increase.

Once the limits have been appropriately adjusted, the uploaded file will need to be validated. The User will click the Validate button to refresh the status of the file to reflect In Review / Pending Approval.

Taking Action on Outgoing Files

For outgoing ACH files that need dual approval, a second User will navigate to the Outgoing Files tab of the ACH Files screen.

The second User may review the transaction information by clicking the File ID hyperlink, and then clicking the radio button to review the transaction information. 

If the second User would like to review the original transaction related to a return or notification of change, there is an option to click the Original hyperlink in the Linked Transactions column.


Additional transaction information may be reviewed by clicking the blue down arrow in the transaction detail.

Transactions awaiting review will display options to Approve, Reject, or Cancel from within the transaction detail. 

If the User does not elect to review the transaction information, the Approve, Reject, or Cancel buttons are also displayed in the Action column. 

The second User will select the appropriate button to send, reject, or cancel the transaction.

Outgoing files are forwarded to the Federal Reserve Bank at specific times throughout the day. If the file has not been sent, Users will have the opportunity to cancel files. Once a file has been sent, it may not be cancelled.

A Note on Cancelling Files

Outgoing files are forwarded to the Federal Reserve Bank at specific times throughout the day. If the file has not been sent, Users will see the option to cancel files. Once a file has been sent, it may no longer be cancelled. This option is available through the Search


Incoming Files

On the Incoming Files tab, Users may view or take action on (return, send correction) incoming ACH files.

Incoming ACH files are received from the Federal Reserve Bank throughout the day (all in Central Standard Time), around approximately:

  • A File - 10:30am
  • B File - 2:30pm
  • C File - 4:45pm
  • D File - 7:45pm (on the day before a weekend/holiday, such as a Friday, the D File typically arrives from the FRB after 10:00pm)
  • E File - 10:15pm (typically delivered the day prior to the next business day over weekends/holidays, such as Sundays, and is delivered around 7:30pm on those days)
  • F File - 2:15am

To view an incoming file, click the File ID hyperlink.

All batches included in the file will display. Standard ACH transactions will display on the Standard tab, and international ACH transactions will display on the International tab. The number of transactions included on the tab will be reflected next to the tab header.

If desired, a User may download the file by clicking the Download button located in the upper right of the screen. 

Users may create a PDF of either a Detail Report, a Transaction List, or a Settlement Report (settlement totals by date contained in a file) by selecting the appropriate option from the Export to PDF dropdown.


Hyperlinks at the top of the screen indicate if the file contains any Returns or Corrections. Click the View All Returns or View All Corrections hyperlinks to view, and if necessary, take action on, those specific transactions within the file.

To search within a file, enter text into the Search this ACH File field and click the Search button, or use the column headers located within the batch. Using the Search this ACH File field will search across the following fields:

Batch

  • Company Name
  • Company Entry Description
  • Company Discretionary Data
  • Company Descriptive Date
  • Originating DFI ID (8 characters)
  • Originator Identification (IAT)

Entry

  • Receiving DFI Routing Number (9 characters)
  • Receiving Account
  • Receiver Name
  • Identification Number
  • Discretionary Data
  • Trace Number

To view batch detail, click the radio button for the specific batch. All transaction entries within the batch will be displayed.

Click Back to ACH Files List in the upper left to go back to the main ACH Files screen.

Taking Action on Incoming Files

From within the batch, Users may select transactions upon which to take action; returns or notifications of change (NOC).

Once the User has identified a transaction that needs a return or NOC (see above steps related to searching a file), the following steps may be completed:

  1. Click the check box for an item that needs to be returned or an NOC created
    1. If multiple transactions in the file will be returned or changed with the same code, then the boxes for all of those transactions may be checked and the return or NOC reason will be applied to each of those transactions
  2. From the Take Action dropdown, select the appropriate action to apply to the transaction(s)
  3. Select the appropriate Return Code
  4. Click the Apply Return Info button
  5. The transaction(s) will update to reflect the selected code next to the transaction
  6. Click the Originate button
  7. The system will display a screen showing the return or NOC transaction detail, and the status will show In Review
  8. The User may click the radio button to display the return or NOC transaction information

The return or NOC transaction may be reviewed and sent by a second user on the ACH Files screen in the Outgoing Files tab.