How to create an ACH Nacha File from QuickBooks - Part I

Step-by-Step Tutorial: Creating and Transmitting ACH Files with QuickBooks

1. Accessing Treasury Software and Creating a Sample Account:

   • Start by opening the Treasury software and select either ACH Universal or Canadian EFT from the welcome screen.
   • A sample account will open, configured for testing. To create your own account, select File > New Account > Create.

2. Setting Up ACH Universal in QuickBooks:

   • Ensure ACH Universal is installed and running on the same computer as QuickBooks.
   • Log in to QuickBooks as an administrator, be in single-user mode, and have only one QuickBooks company open.
   • When you go to the QuickBooks software integration window, a QuickBooks icon will flash in your taskbar, indicating access has been requested.
   • Grant permission for ACH Universal to connect to QuickBooks by selecting the appropriate option on the permission screen.

3. Connecting Bank Accounts and Custom Fields:

   • ACH Universal will display the list of bank accounts from the QuickBooks chart of accounts. Select the checking account.
   • During setup, three custom fields (bank account number, routing number, checking/savings indicator) are created in customer, employee, and vendor profiles in QuickBooks.
   • Do not manually create these fields, as ACH Universal generates them automatically.

4. Entering Transactions in QuickBooks:

   • Enter three transactions in QuickBooks: a vendor payment, a direct deposit, and a customer collection to demonstrate the process.
   • Use "Pay Bills" or "Write Checks" to record transactions. For example, pay a vendor like Cal Gas & Electric and assign check numbers.
   • For a customer collection, receive payments and select the customer. Enter the amount to be collected and use the deposit to dropdown to select.

5. Creating a Transmission File:

   • Go to the QuickBooks software integration window and select "View Transactions."
   • Review the transactions that need to be sent to the bank. Confirm totals and the number of records.
   • Select "Send Transactions to ACH Universal" to create the transmission file.

6. Completing the ACH File Setup:

   • Complete the ACH file setup by providing the necessary information for your test file.
   • For US users, fill in the required details. Canadian users should opt for the Canadian setup.
   • Your company ID is usually a one followed by your federal ID number and company name.

7. Saving and Transmitting the File:

   • Locate the transmission file and confirm the path and file name.
   • Your transmission file is ready to be sent to the bank for processing.

8. Final Checks and Next Steps:

   • Ensure the sample file format matches your transactions.
   • Confirm that the three sample transactions have been included in the file.

9. Further Learning:

   • Watch the next video on working with QuickBooks records for common and advanced tasks.

By following these steps, you can integrate ACH Universal with QuickBooks to create and transmit ACH files efficiently.