1. In QuickBooks, change the designated bank account from its current default to your new ‘clearing account’ and under method select ‘Direct Debit’
2. Importing Bill Payment from QuickBooks into Telpay for Business:
- Open Telpay for Business. From the main menu, select ‘Payable Files’
- Make sure that ‘Accounts Payable’ is selected
- Click the ‘Auto Import’ button in the middle of the File Processing screen
3. Your payments will now appear. Selected billers will appear in Telpay for Business as below. You must configure each biller before submitting your payments to Telpay. To configure the biller, select the ‘Edit’ pencil as circled
4. The Import Biller screen will be displayed. The first step is to choose the classification/type of the biller you are paying. Select the 'Find' button to search Telpay’s online biller list
5. Once you select 'Find', Telpay will either:
- Option 1) not find a match for the biller but, allow you to create your own biller and add it to the Telpay system.
- Option 2) find a matching biller
Option 1) No Matching Biller found:
If no matching billers are found or they are not suitable, select ‘Create your own Biller’
- Confirm the Biller Account No. for accuracy by re-entering it in the second box. If you have not made changes to the account number, simply click in the second box and the software will inform you that confirmation is not required
- Enter in a fax number of email address
- If you are creating a new biller, you may enter their banking information in the section provided at the bottom of the screen. This information is optional, but if you supply it, it ensures that your payment will be made electronically
- Select 'OK' to confirm this biller. You will be returned to the File Review screen. Your biller will be highlighted in color to indicate that it has been configured
Option 2: Find a matching biller:
If the search finds one or more matching billers, select the correct one by clicking on the appropriate biller name in the list. Additional details about the biller will be displayed. If the details are acceptable, select ‘Use this Biller’
6. After choosing ‘Create your own Biller’ or ‘Use this Biller’, the Biller Account No. should be verified. QuickBooks does not store vendor account numbers, therefore Telpay will automatically insert your biller’s phone number as the account number. We recommend that you override the phone number with your account number, if one has been assigned to you by your biller, to ensure that the biller can easily match your electronic payment to your account. Telpay for Business will use the account number that you enter for subsequent payment imports
- Confirm the Biller Account No. for accuracy by re-entering it in the second box. If you have not made changes to the account number, simply click in the second box and the software will inform you that confirmation is not required
- Enter in a fax number of email address
- If you are creating a new biller, you may enter their banking information in the section provided at the bottom of the screen. This information is optional, but if you supply it, it ensures that your payment will be made electronically
- Select 'OK' to confirm this biller. You will be returned to the File Review screen. Your biller will be highlighted in color to indicate that it has been configured
- For billers who are individuals, you must enter their banking information in the space provided (it is not optional for paying individuals/funds transfers. Once the banking fields have been filled, the OK button will activate
7. Once you have configured all of your billers, select ‘Next’
8. Confirm the file contents and then select ‘Next’
9. Enter Authorized Officer’s password, or email for approval and then select ‘Select Payment Option'
10. You will be presented with the Funding screen. Choose your preferred funding option, and then select ‘Send Payments’
11. Once payments have been transmitted to Telpay, import your journal entry
- Journal entry: Dr Clearing Account / Cr Bank
12. The path to your journal entry can be found on your transmission reports
13. Once your system has successfully connected to Telpay, you will receive a Transmission Report which you can print or continue. This report will be stored in the history of your Telpay for Business software
14. You will then be required to back up your system. Select a network drive or an external drive. Then select 'Backup'
15. If you are using a Clearing Bank Account, a journal entry will be created that you can import back into QuickBooks which will debit your Clearing Account to zero it out and credit your operating bank account for the lump sum amount of the net deposits.
Prior to importing your journal entry for the first time, you will need to set up three new vendors in QuickBooks.
We suggest you copy and paste the names listed here to ensure accuracy.
- Bank (Telpay WTHDRWL)
- Payables Import File
- 200 Payroll Deposit
To import the journal entry, in QuickBooks, go to:
- File
- Utilities
- Import
- IIF Files
- Browse to the drive where your Telpay resides
- Select 'Billpay'
- Select 'Telpay' and select your access number folder
- Select “TGLEXP”
- Select 'Quick.IIF' File
- If you check your "Chart of Accounts” you will notice that your Clearing Account is now at zero
Telpay will collect all of your vendor’s bank account information. Or encourage your vendors to submit their banking details to you by sending them a notification. We have prepared a template letter that has been used successfully by many customers to notify their Billers. Download the template Notify Your Suppliers letter and modify the messgae to suit your requirements.