Create Transmission File

Transmission files are used to send payment transactions to financial institutions. You can include payments for multiple accounts in the same file. To be available for transmission, a payment item must meet the following criteria:

• Belongs to the Payment – Create Transmission File transaction code class
• Displays on a finalized receipt (i.e., has a Payment Status of Processed).

You must complete the following steps to use a Transmission File for Cash Receipts:

1. Define a bank account to use BACS-DATA, CPA or NACHA as the Default receipt type for Transmission File Default Information and configure the mapping.
2. Confirm that an Import/Export Payment Transmission File exists.
3. Ensure that bank account information has been added on the Payment Method tab in Contact Detail for the account.
4. In Transaction Code Configuration, create a transaction code with the Payment - Create Transmission File class code.
5. Your organization must decide whether or not to create an installment plan for payment transmissions.
6. Add the Payment / Installment Transaction to the client account.
7. Create the Transmission File by adding a receipt or performing the Create Transmission File action. Select the Payment - create transmission file option under Process Outstanding Transactions, and then select the transaction(s) added in the previous step.

To create and save a transmission file, do the following:

1. Access the Receipts area.
   1. To access the General Ledger area from the Home screen, do one of the following:

   1. • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

   To access the General Ledger from another area of the program, do one of the following:

   • Click Home > General Ledger on the menubar.
   • Click the down arrow next to Home on the options bar and select General Ledger.

   2. Click Receipts on the navigation panel or Areas > Receipts on the menubar.
2. Do one of the following:
   • Click Actions > Create Transmission File on the options bar.
   • Click Actions > Create Transmission File on the menubar.
   • Right click a receipt in the list and select Create Transmission File.
3. The Create Transmission File window displays. Select the bank account where you will be depositing the payments.
4. Select the Type of transmission file (this may default based on the bank account selected).
   • BACS - DATA: Used by financial institutions in the United Kingdom. If you select this type, you can only include payments for which the payment method (defined in Contact Detail) has a Country of Operation of United Kingdom.
   • CPA - 1464: Used by financial institutions in Canada. If you select this type, you can only include payments for which the payment method (defined in Contact Detail) has a Country of Operation of Canada.
   • CPA - 80: Used by financial institutions in Canada. If you select this type, you can only include payments for which the payment method (defined in Contact Detail) has a Country of Operation of Canada.
   • NACHA: Standard used by financial institutions in the United States. If you select this type, you will only be able to include payments for which the payment method (defined in Contact Detail) has a Country of Operation of the United States of America.
5. The Transmission file template may default based on the bank account selected, but you can select an alternate file if necessary.
6. The location where the file saves depends on the way you access Applied Epic:
• If you access Epic through a web browser, the file saves to your browser's default Downloads folder. Press [Ctrl] + J to open the Downloads folder in a new tab.
• If Epic is installed locally on your computer, click the Browse button to specify a destination for the exported file. If this template has a default destination assigned in Import/Export Configuration, it displays to the right of the Browse button, but you can select a different path if necessary.
7. In the Available Payments frame, use the Search where bar to select search criteria for locating payments. Click Find.
8. The list populates with processed payment items matching your criteria. Select the desired payments or click Select All. As you select payments, the Payments selected and Total placeholders at the bottom of the list update accordingly.
   
   To clear the list, click Clear Filter. Clicking Clear Filter also clears any selections you have made previously.
9. When you have selected all appropriate payments, click Finish.
10. You are prompted to save the file. Confirm the location and file name and click Save.
11. You are prompted, ”Do you wish to open this file now?” Click Yes to review the information.
    
    Note: A copy of the file is also accessible from the Attachments list of the vendor associated to this bank account.