How to Manage NACHA Batches and BAI Return Files

This article describes enhancements to the NACHA Exports page within the FORTH system. It was developed for DNS account users who need to view, monitor, download, and reconcile NACHA payment batches and Valley Bank BAI return files within the FORTH CRM platform.

The article is organized into the following sections:

• Overview
• Prerequisites
• How to Access
• How it Works
• Troubleshooting / FAQ
• Assistance

Overview

Managing payment processing activity and account reconciliation requires clear visibility into transmitted payment batches and bank return files. The FORTH platform provides the ability to generate NACHA baches, and direct, read-only access to both manually generated and automated NACHA batches sent to Valley Bank, as well as processed BAI return files. By accessing these files directly inside the platform, you eliminate reliance on support teams, streamline daily file monitoring, and accelerate payment auditing processes.

Prerequisites

• Standard user access to the FORTH CRM.
• Assigned account permissions to access accounting and bank export pages.

How to Access

1. Log in to the FORTH CRM.
2. Click the Accounting tab.
3. Select NACHA Exports.
   

How it Works

DNS Loan Funding

Each DNS consumer has an escrow account at Valley Bank. Occasionally that account runs short - for example, a returned (NSF) payment or a bank fee can push the balance negative. When that happens, DNS needs a way to move money between its own processing account and the consumer's escrow account to bring things back into balance.

Two transaction types handle this, both generated from the same NACHA Batch page used for regular client payments and refunds:

Account Transfer (T) - moves money from DNS's processing account into a consumer's escrow account
Used when DNS is funding an advance to cover a shortfall in a consumer's escrow account.

ACH/Credit Fee (C) - moves money out of a consumer's escrow account back to DNS's processing account.
Used when DNS is recovering (recouping) money it previously advanced.

They're a matched pair - T moves money in, C moves money back out. Which one to use depends on the direction the money needs to move.

How to Generate a Batch

1. On the Nacha Export page, choose the Profile and Company
2. Set the Transaction Process Date range to cover the transactions you want to include
3. In the Transaction Type dropdown menu, select either:
   • Account Transfer (for T)
   • ACH/Credit Fee (for C)
4. Click Preview Batch at the bottom left.
   
5. Review the list of transactions that will be included. Any row with a problem (missing bank info, missing payee, invalid routing number, paused client, etc.) is flagged and automatically excluded from being checked - it won't be included in the file until the problem is fixed.
   
6. Click Create Batch. The batch will then appear under Existing Batches as Pending.
7. From there: Process the batch, then Upload to Valley to send it to the bank

Post-Batch Upload

Once the NACHA file is uploaded, the transaction sits as pending - it isn't marked complete yet. Each day, Valley Bank sends a file confirming what actually posted to each account. The system checks that file automatically and marks the transaction as cleared once it finds the matching entry.

Viewing NACHA Batches

1. Go to the Generate NACHA Batch tab. Both manually created batches and automated system batches appear in a single unified data grid.
2. Within the Existing Batches section, locate the batch using the default columns: Batch ID, Created At, Profile, Process Date, Effective Date, Debit Count, Debit Total, Credit Count, Credit Total, Total Items, File Total, Status, and Action.
3. Use Filter by Date at the top of the grid to narrow down batches by selecting a specific date range.
   
4. Check the Status column on the far right of the page to monitor the file lifecycle:
   

• Processed: The batch has been transmitted to Valley Bank and is awaiting settlement.
• Cleared: Valley Bank has sent an acknowledgment and settlement is complete.

5. Click Download NACHA under the Action column to download a copy of the NACHA file to your local device.

Viewing and Downloading BAI Batch Returns

1. Click the BAI Batch Returns tab on the NACHA Exports page.
   
2. Review the processed return summary grid displaying: Date, Bank, Debit Returns, Debit Count, UnAuth, Credit Returns, Count, and Action.
   
3. Locate unauthorized return counts easily by checking the UnAuth column.
4. Click the small eyeball icon under the Action column next to a return record (see right side of the image above) to open the transaction detail window. 
   
5. This window displays itemized details including:

• Account Number
• Date
• Contact
• Amount
• BAI Transaction Code
• BAI Description
• Bank Ref
• Customer Ref
• Text
• Reason

6. Click Export Text to download the transaction-level return details to your device.

Troubleshooting / FAQ

Why do I not see a batch that failed during generation?

Failed batch generations or unreadable return files are automatically hidden from the main user interface to prevent data errors. System failures are logged internally in the system process viewer. If a file is missing, contact your administrator.

Why are some files not available for download immediately?

Files become available for download only after secure cloud storage transfer is complete. If a file status does not allow downloading, refresh the page after a few moments.

Can I view files or batches from other accounts?

No. The system automatically restricts file visibility to ensure you only see NACHA batches and BAI return records generated for your specific account.

What happens if no records match my date filter?

The grid will display a "No Record Found" message. Adjust your date range filter to expand the search results.

Assistance

For further assistance, reach out to support@setforth.com.

Article Revision History