Job Aid Accounting – EPF Setup and Use

Version 1.0 Revised 08/18/2015

Electronic Payment File (EPF) Setup and Use

The Electronic Payment Lock Box File (EPF) process now supports the use of multiple bank accounts in one file. Lockboxes are a way for tenants to mail in payments to a bank or payment processing center. The payment stub contains information that allows the bank to process multiple types of payments and create a single electronic file for a housing agency. To setup and process EPFs in WinTen 2+:

Setup of Electronic Payment File Setup

  1. From the Home tab, type ‘electronic’ in the Search bar and click on the Electronic Payment File Setup link.

  1. To add a new EPF profile, click the + New button.
  1. You can change ProfileDescription if you want to.

  1. For BankAccount, select the bank account associated with the EPF profile.

  1. Cash Drawer – identify the cash drawer associated.

  1. Payment Type –For Payment Type, choose Automatic Withdrawal

  1. Default File Location – This is the location of where the EPF file be saved and stored.

  1. Default File Name –
  1. Type of File – Choose Fixed Field Length.

File Layout

  1. In this section, you can specify details such as Starting Position and Length of Field.

Address

  1. The Remittance Address is the location where statements will be sent.Note: This section only applies to instances where there is one remittance address.
  1. Enter the Billing Inquiry Addressif applicable.
  1. Click Save to save your changes to the EPF Profile.
  1. To make any edits to a profile, click on the profile and adjust any of the fields as needed. Click Save to save any edits.
  2. To delete a profile, highlight the profile and click the – Delete button.
  1. Click OK in the Delete? Popup window.

Mapping Developments to Specific Cash Drawers

  1. If you are processing payments that are in multiple bank accounts, you will need to map the developments to their cash drawers.Based on the development of the account (from EPF Account Number), the amount is deposited to the associated cash drawer.

Note: If mapping is used, but the file contains a development that is not mapped, a new error will be on the report displaying "No cash drawer mapping for development."

  1. Click on the Cash Drawer drop-down arrow and click on the Edit Development Mapping.
  1. A screen appears to setup up a cash drawer per development
  1. Click + New to add new mapping.
  1. Click inside the Development cell and use the scroll bar to select the specific development. Note: You can also type the development name to filter the results. Click on the specific Development name you want to select.
  1. Click inside the Cash Drawer cell and use the scroll bar to select the appropriate cash drawer for that development. Note: you can also type the cash drawer name to filter the results.Click on the specific Cash Drawer name you want to select.
  1. You can add as many developments and associated cash drawers as needed.
  2. Click – Delete to remove setup for a particular development.
  1. Click OK when prompted to delete the mapping.
  1. Click the yellow Exit door to exit the Electronic Payment File Development Mapping screen.
  1. Be sure to Save before exiting the Maintain Electronic Payment File Setup Options screen. Click Yes when prompted to save your changes.

Processing Electronic Payment Files in WinTen 2+

  1. From the Home tab, type ‘electronic’ in the Search bar and click on the Process Electronic Payment File Wizard link.
  1. The Process Electronic Payment File Wizard window opens. Select your Electronic Payment File Profile and click Next.
  2. If you select a profile from the drop down, it will select one bank account per file.
  3. If you check the box for File Contains Bank Account, you can process multiple bank accounts and cash drawers.
  1. Click Browse to locate the EPF.
  1. Locate the EPF stored on your computer/network and click Open.
  1. After selecting the file, click Next.
  1. You can view an errors or exceptions associated with the EPF by clicking on the View Electronic Processing File Exception Listing link.
  1. Select the appropriate Scribe Header and click Submit to load the report.
  1. Review the exceptions listed in the report and consult with your bank about the errors if needed.

Note: You can print, save, or export the report in a variety of formats.

  1. Click the red to close the Preview of the Electronic Processing File Exception Report.
  1. Return to the wizard and click Next. On the next step of the wizard, you can view the Electronic Processing File Pre-Posting Report by clicking on the View Electronic Processing File Pre-Posting Report link.
  1. Select the appropriate Scribe Header and click Submit to load the report.
  1. This report shows all the payments that will be processed and deposited into General Ledger.

Note: You can print, save, or export the report in a variety of formats.

  1. Click the red to close the Preview of the Electronic Processing File Pre-Posting Report.
  1. Click Next. On the final confirmation screen of the wizard, review the information and click Finish.

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