Gathering Data

ACH Universal > First Steps > ACH 101 > Gathering Data

Overview

ACH Universal creates (and then transmits) ACH files based on data you import.  Each accounting package uses its own method of storing and exporting this data.

Proper File Format

The data can be in any tabular-format.  By definition, a tabular format is one where the data is in columns and may or may not include headers.  The most popular choices for these files are:

This is by no means an exhaustive list, but these are the most popular choices as they are easy to generate.

You do not need to manually remove column headers, blank rows, footers, or summary information as ACH Universal will correctly process the transactions and ignore extraneous information.

ACH Universal will conform to your data so field order does not matter.  However, there are two possible methods your accounting system uses to store your data which directly impacts the import method (Ad Hoc or Profile-Based) that you use.

Ad Hoc

The Basic, or Ad Hoc, method, is that each entry in the file contains all the required information (Name, Account Number, ABA/Routing Number, Amount) to pay or collect from a customer, employee, or vendor.

Figure 1 - Ad Hoc file

Not all fields are visible as a name must also be included.  Each entry in the file contains enough information to generate an electronic payment.  If your data, after export from your accounting package, resembles this format, follow instructions for Ad Hoc File Imports.

Profile-Based

In many situations, it is preferable to separate information that is constant for a customer, employee, or vendor (such as name, an internal ID number, account number and routing number) from information that is variable (such as payment or collections amount).  The constant information is exported to a file called a profile while variable information is contained in a transaction file.  Each entry in the transaction file is linked to a profile through a lookup field (either name or an ID number).

Figure 2 - Profile-Based Files

In Figure 2 (above), transactions to companies such as Office Depot and Dell Computers for varying amounts are linked to their appropriate vendor profile via the Name.  ID number is usually the preferred lookup method.

Should I use Ad Hoc or Profiles?

There are advantages and disadvantages to each method.  The current layout of your data should determine whether you do Ad Hoc imports or Profile lookups.  The resultant ACH file will be exactly the same regardless of import method.

The advantage of an Ad Hoc file is that you can generate one-time payments without being forced to set up a profile for a party you will not need in the future (for example, a one-time office cleaning).

Profile-based imports make the transaction file very simple as all that is required is an amount and a lookup field.  Profiles are retained automatically by ACH Universal.

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