Creating an ABA file for batch payments processing in bank, from IPA Books+.

Legacy KB ID: 5632

Question

How do I generate a batch payment (ABA file), for my payments to the supplier? I wish to upload the payments file to the bank and pay the suppliers in bulk, rather than making an individual bank transfer or writing a cheque.

Generating a batch payments to your supplier from IPA Books+.

Answer

You can create an ABA file for processing your bank payments. The ABA file can hold one or more payments to same or multiple different suppliers.

This will significantly reduce your processing time and any human errors if they were to be processed manually.

Who does this apply to?

IPA Books+ user.

Solution / Workaround:

Steps involved are:

Step 1: Setting up your Internet banking to accept ABA file.

Step 2: Setting up IPA Books+. This process involves entering your bank details in the bank account/s and suppliers bank details in their record.

Step 3: Enter the payment/s to your supplier in IPA Books+.

Step 4: Export those payment/s into single ABA file.

Step 5: Upload the file to your bank for processing.

Detailed steps.

Step 1: Setting up your Internet banking to accept ABA file

Before you can upload the ABA files to your bank portal, you will need to speak with your bank to get access to your special online login account, where you have the ability to upload the ABA file.

Note: Not all login has this ability.

Step 2: Setting up IPA Books+.
You will have to configure your book by adding the bank details such as BSB, account numbers and accounts names etc in your bank account and supplier’s record. As these details are required when exporting the payments (ABA) file to the bank.

Entering Bank details on your bank account:

a) Go to Banking and Bank Accounts.

b) Navigate to your bank accounts and select spanner icon on the right end of the bank name, to edit the account.

c) Scroll down to Financial Institution Details section.

d) Fill out all the details like Bank Name, Account name, BSB, Account Number, APCA # etc

e) 

f) Save and close.

Entering Suppliers bank account details.

a) Go to Contacts and then Suppliers

b) Navigate to the supplier and select it to edit it.

c) Go to the bank details tab and enter the details for bank Account Name, BSB and Account Number.

d) 

e) Save and close.

Step 3: Enter the payment/s to your supplier in IPA Books+.

Important: When you are recording the payment, you need to set ‘payment method’ set as ‘Direct Deposit’. If it is not selected, those payments will not be available for export to ABA file.

Step 4: Export those payment/s into single ABA file.

Once you have made the payments to supplier/s you can export those payments into ABA file for processing through your bank.

a) Go to Banking and Bank Payments.

b) Select Add button on the right of the page.

c) You will get to the ‘Create bank payment file’ dialog box.

d) Select the bank account from where the payment is to be made, date and enter the reference to the payment.

NOTE: The date entered here is the date bank will process the payments. You can only select present or future date. This is the date when the funds are released from your bank.

e) Select Create.

f) Select ‘Add payment item’. a list of payments will appear which can be ticked or unticked as per your requirements, to be included in the ABA export file. Only the payments you have selected will be included in the export file.

g) Click Select once you have ticked the payments.

h) 

i) Now click on ‘Generate file’ button to create the ABA file. You will be asked to give the file name and destination. Select Save once ready to export.

j) The ABA file will now be downloaded.

Step 5: Upload the file to your bank for processing.

Login to your internet banking and upload the ABA file you created earlier for Processing.

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