The Create Student Refund Invoices window automatically creates the IV (invoice) transactions for use in Checks/Electronic Payments processing.  If a student is set up to receive payments electronically, when the Checks/Electronic Payments to be Issued Report is run, they will show up on the Select Invoices for Payment window to receive an e-payment; otherwise, students will show as getting a physical check.

1. In order for electronic payments to function properly, you will need to check the settings on the following windows:

Window	Setting	Reason
Payment Prefix	Allow Electronic Pmts?	This checkbox will determine which bank accounts will be allowed to use electronic payments.
Group Permissions	Allowed Functions	Use this window to grant users access to the required windows in J1 Desktop. These include Clear Payment Processing Lock, Electronic Header/Footer, and Electronic Payment Configuration.
Electronic Payment Configuration	ACH File Creation	This window will allow you to set up the ACH file that is created during electronic payment processing. Make sure all the information is complete and correct.
Vendors	Electronic Payment tab	From this tab, you are able to setup the bank account information for each vendor.
Subsidiaries	Electronic Payment tab	From this tab, you are able to setup bank account information for each student.



2. When you are sure your settings are correct, open the Checks/Electronic Payments To Be Issued Report window. The Select Invoices For Payment window will open automatically, if it doesn't, click the Select Different Invoices... button.
   
3. On the Select Invoices For Payment window, retrieve invoices using the Subsidiary Group and other search criteria.
   

   In the Cash Available section, as you select invoices, the details will change to show you the number of invoices and amount that would be paid as well as the amount of cash before and after payments.



4. When a list of invoices appear, select the invoices you want to pay. Notice as you select invoices that the totals bar at the bottom of the window update to show you the total number of checks, epayments, and cash value.
   
5. Once you have selected the invoices, you can click Print to receive a printable list of all selected invoices for the next pay run, or you can select Proceed to Pay Invoices to go back to the Checks/Electronic Payments To Be Issued Report window where you can continue with the payment process.
   
6. On the Checks/Electronic Payments To Be Issued Report window you will see the total number of invoices and the total amount. If this is incorrect, you can click the Select Different Invoices... button to update your selection.
   
7. In the Select Check/Electronic Payment Number and Date section, enter the correct values.
   

   If your physical checks and electronic payments are issued under the same payment prefix (such as AP), you must be careful not to allow duplication or overlap between them. Be sure to select a starting electronic payment that will provide the appropriate numerical spread, failure to establish this spread will result in complications and errors during the payment process.



8. Once you have entered the information necessary to issue payments, click the Flag Invoices With Check/EPay Numbers button.

	Once you flag the invoices, if there are any printed checks, you must process them before issuing more. If you try to open the Checks/Electronic Payments To Be Issued Report window you will receive a warning that the process is locked because there are still checks being processed.
	Do not rerun the Checks/Electronic Payments to be Issued Report option again until the checks & electronic payments from the initial run have been processed or payment numbers will be overwritten.



9. Open the Print Register, Checks and Electronic Payments window to determine the EPayment Options, file name and destination, and to edit the Electronic Header/Footer. Click OK.


10. After you click OK, you will see several reports including the ACH file. Review the reports to confirm that the checks and payments are correct.
    
11. You have completed the electronic payment process.

 

Using the direct deposit option can help reduce time and costs by eliminating the manual process of printing, stuffing, and mailing invoices and checks. Direct deposits also cut down on the possibility of fraud and the possibility of check amounts being altered after printing.

 

If there are duplications within the same prefix, the system will not be able to process the payments. When choosing your beginning electronic payment number, consider the volume of physical checks you currently issue to determine the appropriate numerical spread. The check/electronic payment number can go up to 2,147,483,647.

 

When issuing a student refund it possible to enter a refund manually on the Create Vendor Invoices window and print a check immediately.