Handling Wells Fargo Payments

The Wells Fargo Payments window helps you pay the invoices entered for Wells Fargo payments. The system marks the payable as paid with a fictitious check starting with WF. This notation "moves the liability" by creating a received purchase order for the Wells Fargo vendor to be applied appropriately to their accounts payable. In this way, when they do process the payment and you have the max limit set up, the system checks the combined payment to make sure that its over the amount. For example, a vendor may only accept credit card payments up to $5000 and after that require payment by check.

Before processing invoices by credit card through Wells Fargo, review the following control maintenance records for setup:

Set the Wells Fargo Payment Types control maintenance record with the credit cards that Wells Fargo accepts for your vendor. The system checks these settings before populating the purchase order and sending the order to the P/O Reconciliation Queue.
Use the Wells Fargo Payment Manager control maintenance record to define the payment restrictions and parameters for Wells Fargo Payment protocols.

The system assigns unique batch numbers for each payable when processed together. These batch numbers are helpful when voiding payments or researching batches.

Note: Wells Fargo checks and ACH payment information reconciled with the flat file are noted in the Disbursement Change Log when the reconciliation completes.

To pay invoices with a credit card for Wells Fargo:

From the A/P menu, select Wells Fargo Payments to display the payments window.
Complete the following fields for the Wells Fargo Payments:

Field	Description
Pay On Start Date	Enter the first and last dates in the date range for invoice selection. Note: Pay On Start Date field is not required.
Pay On End Date
Payable Branches	Enter the branch, branches, or territories for which you want to create the payment file.
Posting Branch	The branch to which payment is posted.
Posting Date	The date the payment has posted.
Payment Types	Select the type of payments that Wells Fargo accepts for your vendor: CHK - Checks. Physical check payments. DAC - Automatic Clearing House (ACH) for domestic transactions. CCR - One or more credit cards.
Bank Account	If using DAC, the bank account through which the payments must pass.
Next Check Number	Indicate the next check number that should be used.
Next ACH Number	Indicate the next ACH number that should be used.
Zero Dollar Checks	Indicate if zero dollar checks are accepted.

From the File menu, select Run.

Reviewing Processed Files

When the Wells Fargo file finishes processing, Eclipse messaging alerts the user that its complete. The system lists errors if something processed incorrectly or did not process at all.

For more information about these messages, see Reviewing Common Error Messages.

Voiding Wells Fargo Payments

Voiding Wells Fargo Payments works about the same as standard payments except that it displays which payment you are voiding. Voiding a Wells Fargo payment only voids the transaction in Eclipse. Nothing is sent to Wells Fargo. You must contact Wells Fargo to ensure the payment did not go through.

To void a Wells Fargo payment:

From the A/P menu, select Void Wells Fargo Payments to display the void window.
Use the Batch Number, Bank Account, or Payment # fields to locate the payment(s) you want to void.

Note: You can void a payment with just a Disbursement ID, if needed. This does not require a Batch ID or Check ID.

In the Void/Reverse field,select which option you need to perform.

Note: If a payment cannot be voided, the system displays a message and provides an option to reverse the payment.

In the Reuse Check # field, enter one of the following to determine whether to reuse the number displayed in the Check # field:
Yes - Reuses the check number on the next check. For example, if the check number you are voiding is for a check that the system thinks was printed but that you can still use, enter Yes. Enter Yes if you have cancelled the print job for a check run.
No - Does not reuse the check number on the next check. For example, if the check number you are voiding is for a check that has printed or was caught in a printer jam, or for a check on which you are stopping payment, enter No.

Note: If you want to reverse the check, enter No. You cannot reuse check numbers when you reverse a check.

Locate the payment you want to void and highlight it.
Click VoidPayment.