Skip to main content

Electronic Fund Transfer Configurations

The Electronic Fund Transfer (EFT) feature allows administrators to export batch payment data into a flat file for external bank processing and subsequently reconcile the returned transaction statuses. Its primary purpose is to seamlessly manage recurring subscriptions or bulk payments directly through your banking institution. This article is intended for OPS-COM administrators.

Setup byand Tomahawk

Configuration

If youyour willorganization beplans usingto use EFT as a payment method, you must provideconfigure Tomahawkyour withspecific bank client number in the client number.system. This identifier is provided by theyour banking institution (e.g., Royal Bank of Canada) and dictates where the funds will be deposited.

Tomahawk Assistance: Depending on your initial onboarding process, the identifierTomahawk theysupport useteam may have already entered this information for you.

wv1image.png

To verify or update this configuration:

  1. Hover over System Configuration and click System Settings.

  2. Scroll down to depositlocate the Payments section.

  3. Enter your bank-provided client number into the appropriate EFT configuration field.

  4. Save your system settings.

Using this Feature

The EFT workflow consists of two main administrative phases: generating the export file to send to your account.bank,

and

Thislater information can be setup underupdating the Paymentssystem sectionbased ofon the Managebank's Systemtransaction Settings page.report.

image.png

Creating EFT Files tofor Send to yourthe Bank

Once theuser subscriptionsubscriptions isare properly set up and you have performed a system rollover, you can exportgenerate the flat file that containscontaining the pending EFT information. This file can be sent to your bank for processing. For details about submitting this to your bank, please contact your representative at the Royal Bank of Canada.  

  1. Go to

    Hover over Payments and click EFT Export.

  2. Download the paymentsgenerated menuflat andfile.

    select
    3. EFT
  3. Export.

    Submit  This will generate thethis file you need to send to your banking institution.
    representative

    image.pngfor processing according to your institution's specific procedures.

Marking EFT Items as Paid

 or Failed

After your bank processes the flat file, they will provide you with a return report detailing which submitted payments were successful and which were declined (e.g., due to insufficient funds). You must manually update these statuses in OPS-COM.

  1. Once the

    Hover paymentover has been processed at the bank, a report will be made available to you by your Banking institution. This report will contain information about what payments you submitted were successful.  You can update the OPSCOM systemPayments and mark these as paid or NSF. To do this go to the Payment Menu and selectclick EFT Process.Process

    image.png.

  2. The

    Review the list of pending transactions on the Electronic Funds Transfer Process windowwindow.

    opens.
    3. Here
  3. you have

    Adjust the abilitystate for each payment using the available checkboxes.

  4. Click the Mark as Indicated button to select three states forfinalize the payments:
    process and update the system records.

-Available WaitingActions -and States:

  • Waiting: This is the default status of theall payment.newly exported payments. If thea specific payment has not yet been fully processed ator confirmed by the bankbank, leave the payment record in Waiting status.
    - Paid -     Toggle this statedefault bywaiting clickingstate.

    on

  • Paid: Enable the  Paid checkbox.checkbox to mark the transaction as successfully processed and deposited.

  • Failed: Enable the
    - Failed -     Select this checkbox if the payment failedwas forreturned, anydeclined, reason.or Thisflagged as NSF by the bank. Selecting this action will automatically return the specific item to the user's profile as awaiting payment and archive the failed transaction record.

    Once you have completed this process click Mark as Indicated to finalize the process.

    image.png

Best Practices and Considerations

  • Prompt Reconciliation: Always process your bank's return report in OPS-COM immediately after receiving it. Delaying the EFT reconciliation process can result in users continuing to hold active permits despite having failed payments on their accounts.

  • Bank Compatibility: The standard flat file generated by the EFT Export tool is specifically formatted to align with the Royal Bank of Canada (RBC). If you are using a different banking institution, please contact support@ops-com.com to confirm compatibility or discuss custom formatting options.

Back to top