Set up a vendor for bank file and ACH payments

Enabling direct payment to a vendor using a bank file involves selecting the following in the vendor record:

• ACH or bank file as your preferred payment method.
• Enable bank file payments as the payment service.
• The Payment country, currency, and relevant Bank file format.
• Other information, such as the vendor checking account number, and additional required fields, depending on the file format you use.

To import vendors in bulk and update vendor details with bank file information, see Bulk import and update vendors and employees with bank file details.

To view the Vendors list, go to Accounts Payable > All > Vendors.

Enable a vendor for bank file payments

Add a new vendor or edit the vendor record to support bank file payments.

1. Go to Accounts Payable > All > Vendors.

2. Do one of the following:

   • To add a new vendor: Select Create.
   • To edit a existing vendor: Select Edit at the end of the row.

3. Enter the following required information.

   Field	Description
   ID	Intacct provides two mutually-exclusive ways to add vendor IDs. You can: enter your own unique ID, or have Intacct create an ID for you using document sequencing. The Vendor ID can't be changed after the vendor is created. Best practices for creating identifiers An ID enables your company to keep track of a specific type of information, such as GL account, department, location, item, project, class, transaction, vendor, and customer. You can create IDs by adding them on the fly or by having Intacct automatically add them from a preset numbering scheme. Whichever method you choose, we recommend against using leading zeros as part of an ID. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zeros. Best practice: Use a character as a prefix to your ID; for example, C0001 for a customer ID. Workaround: if you must use leading zeros in IDs, convert the column of ID numbers to text format in Excel before importing the file content. Excel won't remove the leading zeros when you save the file. Remember to do this every time you use a template to import information that requires IDs.
   Name	The name of the vendor as it will appear on lists and menus across your company.
   Print as	The name that you want to appear on the following printed output for this vendor: bills advances adjustments checks 1099s If you enter a Print as name that's different than the 1099 name, both fields print on the 1099 form with the 1099 name printed on top. If both fields are the same, only one name prints.

4. Fill in the remaining fields as desired in the Vendor, Additional information, and Contact list tabs.

   For details on entering vendor information, see Create a vendor.

5. On the Payment information tab, in the Payment details section, select the Preferred payment method dropdown list and select ACH or bank file.
6. Optionally, in the Payment details section, select Merge payment requests. This allows Sage Intacct to create a single payment request for all bills associated with this vendor.
7. On the Bank file tab, select Enable bank file payments.

8. Select the Payment country field value that matches the country selected in the vendor record.

   For example, select Australia, or United Kingdom.

9. Enter the vendor details for the bank file according to the country you select, as shown in the field descriptions.
10. Fill in any remaining fields as desired in other tabs.
11. Select Save.

1. Go to Accounts Payable > All > Vendors.

2. Do one of the following:

   • To add a new vendor: Select Add.
   • To edit a existing vendor: Select Edit next to the Vendor ID.

3. Enter the following required information.

   Field	Description
   ID	Intacct provides two mutually-exclusive ways to add vendor IDs. You can: enter your own unique ID, or have Intacct create an ID for you using document sequencing. The Vendor ID can't be changed after the vendor is created. Best practices for creating identifiers An ID enables your company to keep track of a specific type of information, such as GL account, department, location, item, project, class, transaction, vendor, and customer. You can create IDs by adding them on the fly or by having Intacct automatically add them from a preset numbering scheme. Whichever method you choose, we recommend against using leading zeros as part of an ID. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zeros. Best practice: Use a character as a prefix to your ID; for example, C0001 for a customer ID. Workaround: if you must use leading zeros in IDs, convert the column of ID numbers to text format in Excel before importing the file content. Excel won't remove the leading zeros when you save the file. Remember to do this every time you use a template to import information that requires IDs.
   Name	The name of the vendor as it will appear on lists and menus across your company.
   Print as	The name that you want to appear on the following printed output for this vendor: bills advances adjustments checks 1099s If you enter a Print as name that's different than the 1099 name, both fields print on the 1099 form with the 1099 name printed on top. If both fields are the same, only one name prints.

4. Fill in the remaining fields as desired in the Vendor, Additional information, and Contact list tabs.

For details on entering vendor information, see Create a vendor.

5. On the Payment information tab, in the Payment details section, select the Preferred payment method dropdown list and select ACH or bank file.
6. Optionally, in the Payment details section, select Merge payment requests. This allows Sage Intacct to create a single payment request for all bills associated with this vendor.
7. On the Bank file tab, select Enable bank file payments.

8. Select the Payment country field value that matches the country selected in the vendor record.

   For example, select Australia, or United Kingdom.

9. Enter the vendor details for the bank file according to the country you select, as shown in the field descriptions.
10. Fill in any remaining fields as desired in other tabs.

11. Select Save.

Next step: Pay a vendor using bank file and ACH payments

Field descriptions

Fields are grouped by country.

Australia

Bank files field descriptions

Field	Description
Payment country	Select Australia.
Creditor account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor account name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BSB number	Enter the six-digit bank branch number of the vendor or employee bank.
Reference,	Enter a meaningful reference number to connect the bank file and the bills or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many bills and advances are included for a vendor payment. The payment is for one bill When there's a reference number on bill, the payment file uses the bill reference number. When there's no reference number on the bill, the file uses this vendor reference number. The payment is for multiple bills When the bills have the same reference number, the payment file uses the bill reference number. When the bills have different reference numbers, the file uses this vendor reference number. Enter a maximum of 18 alphanumeric characters in the Reference field.

Canada

Bank files field descriptions

Field	Description
Payment country	Select Canada.
Creditor account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor account name	Enter the name you want to associate with the creditor checking account.
Branch transit number	Enter the branch transit number for the account.
Bank number	Enter the bank number for the vendor or employee's bank account to which payments are made.

France

Bank files field descriptions

Field	Description
Payment country	Select France.
Creditor IBAN	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the bills or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many bills and advances are included for a vendor payment. The payment is for one bill When there's a reference number on bill, the payment file uses the bill reference number. When there's no reference number on the bill, the file uses this vendor reference number. The payment is for multiple bills When the bills have the same reference number, the payment file uses the bill reference number. When the bills have different reference numbers, the file uses this vendor reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

Ireland

Bank files field descriptions

Field	Description
Payment country	Select Ireland.
Creditor IBAN	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the bills or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many bills and advances are included for a vendor payment. The payment is for one bill When there's a reference number on bill, the payment file uses the bill reference number. When there's no reference number on the bill, the file uses this vendor reference number. The payment is for multiple bills When the bills have the same reference number, the payment file uses the bill reference number. When the bills have different reference numbers, the file uses this vendor reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

South Africa

Bank files field descriptions

Field	Description
Payment country	Select South Africa.
Homing account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Homing account name	Enter the account holder's name for the vendor or employee bank account to which payments are made.
Homing branch	Enter the six-digit bank branch number of the vendor or employee bank.
Type of account	Enter the account type for the vendor or employee's bank account to which payments are made. Value must be 1, 2, 3, or 4.
Beneficiary account code	Enter the beneficiary account code, alphanumeric up to 13 characters.
Proof of payment flag	Enter True, T (Yes) or False, F (No) to specify whether you want the proof of payment printed when the bank file payment batch is authorized.
User reference	Enter a meaningful reference number to connect the bank file and the bills or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many bills and advances are included for a vendor payment. The payment is for one bill When there's a reference number on bill, the payment file uses the bill reference number. When there's no reference number on the bill, the file uses this vendor reference number. The payment is for multiple bills When the bills have the same reference number, the payment file uses the bill reference number. When the bills have different reference numbers, the file uses this vendor reference number. Enter a maximum of 20 alphanumeric characters in the User reference field.
Creditor code	Enter the creditor code for the vendor's Standard Bank account. This option appears when you select Standard Bank NAMPAY SSVS Pre Format as the file format for your checking account.

United Kingdom

Bank files field descriptions

Field	Description
Payment country	Select United Kingdom.
Payment currency	Select the currency for vendor payments and employee reimbursements. EUR: This option uses the SEPA bank file format to make payments in EUR currency. GBP: This option uses a UK bank file format to make payments in GBP currency.
Creditor account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Beneficiary name	Enter the name you want to associate with the beneficiary checking account. Consult with your bank to determine the character limit for the account name. Use only alphanumeric characters.
Beneficiary sort code	Enter the six-digit bank branch number of the vendor or employee bank.
BACS reference	Enter a meaningful reference number to connect the bank file and the bills or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many bills and advances are included for a vendor payment. The payment is for one bill When there's a reference number on bill, the payment file uses the bill reference number. When there's no reference number on the bill, the file uses this vendor reference number. The payment is for multiple bills When the bills have the same reference number, the payment file uses the bill reference number. When the bills have different reference numbers, the file uses this vendor reference number. Enter a maximum of 18 alphanumeric characters in the BACS reference field. You can make this a required field for UK vendors and employees by selecting BarclaysNet Payment Ref file format for your UK checking account.

United States ACH

Bank files field descriptions

Field	Description
Payment country	Select United States
Payee account number	Enter the account number for the vendor or employee's bank account to which payments are made. For account numbers that are less than 10 digits, include leading zeroes so that it's at least 10 digits.
Payee name	Enter the account holder's name for the vendor or employee bank account to which payments are made.
Payee routing number	Enter the first 8 digits of the routing number for the account.
Account type	Enter the account type to which payments are made. Value must be one of the following 22 - Checking account 32 - Savings account
SEC code	Enter the SEC code for the account. CCD (Business) PPD (Personal)

More countries coming soon

We're expanding bank file payments to support more countries. Check the release notes for updates on when new countries are supported.