RPM User Guide
Import ACH Deposits
Select Import ACH Deposits from the File, Import/Export menu to open this screen. This screen is used to import deposit transactions from a file provided by your bank.
There are two standard formats available.
The CSV file is a comma delimited file with the following fields:
Transaction Date
Amount
Social Security Number/Claim Number
Deposit Type
Client Name
The fixed length text file is a text file with the following format:
Transaction Date: 8 characters, positions 1- 8
Amount: 10 characters, positions 9 - 18
Social Security Number: 9 characters, positions 19 - 27
Claim Number: 3 characters, positions 28 - 30
Deposit Type: 50 characters, positions 31 - 80
Client Name: 50 characters, positions 81 - 130
If your deposit file is not in one of the above formats, your specific file format will need to be added as a custom format to RPM. Regardless of the format, all of the above fields must be included in your deposit file to be able to import deposits automatically into RPM. Contact our office for more information about customizing RPM for your deposit file format.
Import
The first step is to import the file provided from your bank. Select the import file using the Select File button.
Once the file has been selected, click the Import button to import the file into RPM. When the file has been imported, the date of the file will be displayed in the Last Imported Deposit File Date.
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File
Report
The second step is to run the Unmatched and Matched Deposit reports. Select the report you want to run and click the Report button.
The Unmatched Deposits report shows deposits from the file that will not be posted for one of the following reasons:
There is no RPM client matching the social security or claim number in the deposit file. The client must be added or the social security number or claim number must be entered for the client on the Client Information screen.
There is a matching client but the client is not assigned to the selected account. The account must be added for the client on the Client Information screen.
There is a matching client but the client is inactive. The client's status must be changed to Active on the Client
Information screen.
Errors shown on the Unmatched Deposits report should be corrected before continuing the post process or those transactions can be entered manually.
The Matched Deposits report shows deposits for which there are matching client social security numbers or claim numbers in the system. These deposits will be imported to the appropriate client when the deposits are posted.
Post
The third and final step is to post the deposits. By default, the date from each imported transaction will be used as the deposit date. Change this to a different date by selecting the Other Deposit Date option and entering the date you want to use instead. Click the Post button to post the deposits into the RPM transaction register.
After the deposits have been posted, you can report on transactions included in a specific import file using Reports,
Transactions, Imported Deposits.
Use the Reset Transactions screen under the Utilities, Transaction menu to remove the deposits imported for a selected process date. This can only be done if the transactions have not been reconciled.
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RPM User Guide
Configuration
The Configuration button will only be enabled if you have a custom NACHA deposit import file set up for configuration.
You can use this option to configure any additional deposit types that are added or changed in your file after the initial configuration.
Each deposit type that has been imported in any of your deposit files will be shown. To configure a deposit type, you have to assign the location for the SSN/Claim Number and the Client Name as well as the corresponding RPM
Deposit Type to be used for that type of deposit. The Report button will print a report showing the detailed deposits in the last import file. You can use that report to find the location of the SSN/Claim Number and the Client Name. There are three possible locations for the information:
Detail ID (up to 15 characters) - this often contains the SSN/claim number.
Detail Name (up to 22 characters) - this often contains your company name or the client name.
Addenda Info (up to 80 characters) - this is not always available. If it is available, it may contain the SSN/claim number and/or the client name.
The position numbers are shown on the report for each column: Detail ID, Detail Name and Addenda Info. Once you enter the Located In and Start and End positions for both the SSN/Claim Number and the Client Name, you can run the report again to see the results. When you close the Import Configuration screen, you should import the latest file again if you made any changes to the configuration.
Not all deposit types will contain a SSN/Claim Number for importing deposits. If you have a type that does not contain that information, you can check the Not Used option to ignore that type. Those deposits will show on the Unmatched
Deposits report and will have to be entered manually in RPM.
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