How to send a BillPay

Sending an ACH or check to your Vendors

What is covered here?

  1. What is BillPay? 
    1. How does Abaca’s electronic payment system work?
    2. How does Abaca’s non-electronic payment system work?
  2. How to send a singular payment
    1. Paying Vendors with ACH (NO **)
    2. Paying Vendors with Checks (YES **)
  3. How to send a multiple payments through an upload
    1. Download the payments template
    2. Filling out the payments template
    3. Upload the payments template
  4. Troubleshooting

What is BillPay? 

BillPay is the general term for when you are paying one of your Vendors for a product and/or service. You can add Vendors by clicking on the side tab called: “Vendors”. All Vendors will need to provide a copy of W-9 and if they would like to be paid electronically, they will also need to provide an ACH form. Additionally, Abaca has a list of pre-approved vendors you can select from where no additional documentation will be required.

What payment method is sent to the Vendor is based on the Vendor’s preferences. 

  1. If they choose electronic, they will be sent an ACH
  2. If they choose non-electronic, we will mail a check.

If you ever have any questions, your Account Specialist is there to help you. 

How does Abaca’s electronic payment system work?

When you send an electronic BillPay, you are sending an Automated Clearing House (ACH) from your Abaca Online Banking account to the payee’s bank account, also known as a Vendor. An ACH network is a network used for electronically moving money between bank accounts across the United States. 

This process does not happen automatically. The submitted ACH will process the following business day and will take an additional business day to post in your transaction history. 

Below is a table to show the timeline of when you send a payment and how that Payment will be updated within your Abaca Online Banking portal. 

Payment submitted & approved

- Status = Pending

Money has moved

- Status = Process 

Transaction is created

- Shows up in your “Transaction History”

Monday 

Tuesday

Wednesday

Tuesday

Wednesday

Thursday

Wednesday

Thursday

Friday

Thursday

Friday

Saturday

Friday

Monday

Tuesday

Saturday

Monday

Tuesday

Sunday

Monday

Tuesday

If you schedule your payment for a future business day, it will be picked up and processed on that scheduled day.

The payment will arrive one day later if the next day is a bank holiday.

How does Abaca’s non-electronic payment system work?

For Vendors that prefer a non-digital payment option, we can process and mail a standard paper check. You still submit this payment through the portal, as if you were submitting an ACH payment. Please note that a $2 fee will be charged for all checks that are issued from Abaca Online Banking. The estimated timeline on the check arriving is between 7-10 days.


How to send a singular payment

When you submit a payment through the portal, you can send either an ACH or check to your Vendor based on the Vendor’s preferences. The process is the same on your end. If two (2) asterisks (**) appear to the right of the Vendor’s name, that means your vendor is set up to be paid via check. The absence of asterisks indicates that the vendor will be paid via ACH:

  1. {Your_Vendor} - Payment will be sent over ACH (electronically)
    1. How to pay your vendors with an ACH
  2. {Your_Vendor} ** - Payment will be sent with a check (non-electronically)
    1. How to pay your vendors with a check

If you would like to send multiple payments at once, click here

Paying Vendors with ACH (NO **)

This is for Vendors who have signed up for electronic payments. An ACH will be sent to the account and routing number on file.

  1. Login into your Abaca Online Banking
  2. Go to the Payments tab in the left hand menu
  3. Fill out the 4 required fields to make a successful payment:
    1. Vendor - Who would you like to pay?
      1. Only approved vendors will show up in this list. If you need to create a new Vendor, you can do that here.
    2. Date - The date you would like the payment sent on
      1. It defaults to today but future dates can be selected. 
    3. Amount - How much you would like to send.
      1. The BillPay maximum amount is 450K. If you would like to send more than $450,000, you may send a wire or split the payment into multiple instance.
      2. These are system limits, there are also user limits determined by the account admin.
      3. If you would like to adjust  limits within your organization, please reach out to your account specialist.
    4. Transaction memo - The description on the bank statement for what this payment is for. For example, you may choose to list your invoice number here.
  4. There are two optional fields you can check:
    1. Send Notification checkbox - If you check this, you will have the option to notify up to 4 other people.
    2. Include Invoice checkbox - You can upload a copy of your invoice. If you check this, you will be prompted to upload an attachment after you click: Submit Payment. Locate the file on your computer and click the Open button on the file upload window.

      5.  Click Submit Payment to submit your ACH payment

      Paying Vendors with Checks (YES **)

      This is for Vendors who have not signed up for electronic payments. A physical check will be mailed to them.

      1. Login into your Abaca Online Banking
      2. Go to the Payments tab in the left hand menu
      3. Fill out the 4 required fields to make a successful payment:
        1. Vendor - Who would you like to pay?
          1. If you do not see the vendor, please add them to your vendor list here.
        2. Date - The date you would like the payment sent on.
          1. It defaults to today but future dates can be selected.
        3. Amount - How much you would like to send.
          1. The BillPay maximum amount is 450K. If you would like to send more than $450,000, you may send a wire.
          2. These are system limits, there are also user limits determined by the account admin.
          3. If you would like to adjust  limits within your organization, please reach out to your account specialist.
        4. Transaction memo - The description on the bank statement for what this payment is for.
      4. There is one optional fields you can check:
        1. Include Invoice checkbox - You can upload a copy of your invoice. If you check this, you will be prompted to upload an attachment after you click: Submit Payment. Locate the file on your computer and click the Open button on the file upload window
      5. Click Submit Payment to submit your check payment

      Any customers that are being paid by Check will result in a $2 fee per check.

      Paper checks are available to all Abaca banking customers. They are subject to our off- platform check policies.


      How to send multiple payments through an upload

      Let’s say you have multiple payments out to multiple vendors, you can download, fill out and upload a templated csv file.

       

      In summary

      1. Download the payments template
      2. Filling out the payments template
      3. Upload the payments template

      Download the payments template

      1. Login into your account on Abaca Online Banking
      2. Go to the Payments page
      3. Click on the button: Upload Payment File

      4.  The file will be automatically downloaded and be named as “Payment Upload Template”

      Filling out the payments template

      Once you have downloaded the template from your Abaca Online Banking, follow these steps to ensure all information is uploaded accurately and without error:

      1. Fill out all the fields within the CSV
        1. PaymentEffectiveDate - Put the date into this format: MMDDYY
        2. PaymentAmount - Only numbers.
        3. VendorName - An approved Vendor within your account. Use the “CompanyName” field
        4. PaymentMemo - The description of what the payment is for.
      2. Make sure to “export / save as…” your spreadsheet as a csv file before the upload.

      Uploading the payments template

      When you have completed your payments upload template and verified that all information is accurate:

      1. Login into your account on Abaca Online Banking
      2. Go to the Payments page
      3. Click on the button: Upload Payment File

      4.   Your file manager will be opened. Select your filled out template file and click Open

      5.   Your payments will be uploaded to your account.


      Troubleshooting

      We have outlined the potential situations where you may run into an issue. If you are unable to resolve the issue, you may submit a ticket by clicking on the Submit Ticket tab.

       

      Payment exceeds allowed limit

      You will see this message under 2 scenarios: If you submitted a payment above your personal limit or the system limit. In either case,  the payment will not be submitted for processing..

      • Personal Limit - Your user limit is set during the onboarding of your account. If you would like to adjust your payment limit, your account’s admin must reach out to your account specialist. 
      • System Limit - The system limit for BillPay is $450,000. 

       

      BillPay Payment Statuses: (ACH & Check)

      1. Awaiting Approval (if needed) -  If the Payment needs to be approved, it will be sent to this status on submission. A user with the required approval access needs to approve the Payment.
      2. Pending - The Payment has been approved and is scheduled to be picked up by the bank.
        1. Timeline for ACH - After it’s been approved, until 6am the next day
        2. Timeline for Check - Typically happens in less than 1 hour.
      3. Processed - The Payment has been picked up by the bank and is on the path towards the Payee.
      4. Rejected - The Payment has been rejected by an Approval member.