Herring Bank ACH Direct Deposit

1. Logging In

Access the Herring Bank ACH Direct Deposit system by navigating to the login page and entering your credentials.

1. Go to the Herring Bank homepage and click the "Client Login" button in the top right corner.
2. Enter your username (account number or login ID) in the first field.
3. Enter your password in the password field.
4. Click the "Sign In" button to continue.

2. Security & User Settings

Master User Setup

When you first log in, you may be asked to set up a "Master User" to comply with security protocols. The master user has full administrative access and can create sub-users.

Password Requirements

For security, all passwords must meet the following requirements:

• Must be case-sensitive
• Must contain at least one number
• Must contain at least one special character (!@#$%^&*)
• Minimum 8 characters recommended

User Management

The User Management screen allows you to configure permissions for each user:

Permission	Description
Phone Communication	Allow user to communicate with support over the phone
Upload Files	Allow user to upload and release ACH files
View File History	Allow user to view past uploads and account activity
Manage Bank Accounts	Allow user to add, verify, and delete bank accounts
Approved Files	Allow user to approve files for checkout (two-party review)

3. Uploading Files

There are different types of file uploads depending on your account type:

Single Client Upload

If you are uploading one file per client:

1. Click the "Upload Files" menu item or use the drag-and-drop area.
2. The top of the screen shows the pay date. By default, dates in your file will be used as the effective date.
3. Click "Choose File" next to the appropriate client name.
4. Select the ACH/NACHA file from your computer.
5. Click "Upload" to process the file.

Batch Upload (Multiple Clients)

If you upload a single file containing multiple clients:

1. Click "Choose File" for the batch upload option.
2. Select your consolidated ACH file.
3. The system will prompt you to match companies in the file to their NPC account numbers.
4. Use the dropdown to select the correct client for each batch.
5. Click "Continue" once all clients are matched.

Avoiding Duplicate Uploads

The upload screen displays "Recent Files" (last 3 days) at the bottom. Check this list before uploading to avoid duplicate files, which may incur deletion fees.

Reviewing Your Upload

After uploading, you'll see a summary screen showing:

• All transactions in the file
• Withdrawals (shown in red)
• Deposits (shown in green or black)
• Any errors detected in the file

Click "View Detail" to see individual items. If everything looks correct, click "Process" to continue.

4. File Approval Process

The two-party review feature requires files to be approved by a second user before processing.

How It Works

1. User A uploads a file (must have "Upload Files" permission).
2. The file enters "Pending Approval" status.
3. User B with "Approved Files" permission logs in and sees a new "Approved Files" menu option.
4. User B reviews the file details and clicks "Approve Selected Files".
5. A confirmation dialog appears. Click "OK" to confirm.
6. The file is sent for final processing.

5. Bank Account Management

Penny Verification Process

New bank accounts must be verified using small test deposits:

1. Click the "Bank Accounts" menu option.
2. Pending verifications are listed on the main screen.
3. Click "Verify Now" next to the account.
4. Enter the penny amount that was deposited (e.g., 0.45).
5. Click "Submit" to verify.

Setting a Primary Bank Account

The primary account is used for credit returns and as the default withdrawal account:

1. Go to "Bank Accounts" and select the client.
2. Click "Go" to see all active accounts.
3. Click "Make Primary" next to the desired account.
4. Confirm your selection in the popup.

Deleting a Bank Account

To remove an old or incorrect bank account:

1. Go to "Bank Accounts" and select the client.
2. Click "Go" to see all accounts.
3. Click "Delete" next to the account to remove.
4. Confirm the deletion in the popup.

6. Exporting Files

Export Debits

To extract debit transactions (company withdrawals) from an uploaded file:

1. Select the file you want to export from the Files section.
2. Click the "Export Debits" button.
3. Choose the effective date for the export.
4. The system creates a balanced ACH file with an offsetting credit to Herring Bank.
5. Download the generated NACHA file.

Export Credits

To extract credit transactions (employee payments):

1. Select the file in the Files section.
2. View the Credit Export preview section showing batch header information.
3. Click "Export Credits".
4. Choose the effective date.
5. All credits are combined into a single batch with an offsetting debit to Herring Bank.

Export History

View all past exports in the Export History section. Each export shows:

• Export ID and timestamp
• Effective date
• Number of batches and entries
• Total debits and credits
• File size and download button

7. Managing Errors & Returns

Red Stop Sign Errors

When a file has errors, you'll see a red stop sign indicator. Common errors include:

• Invalid routing numbers
• Missing account information
• Incorrect file format

Handling Returns

When a transaction is returned by the receiving bank:

1. The return appears in the Returns section with its return code.
2. Click "Edit" to view and correct the information.
3. Update the routing number, account number, or account type as needed.
4. Click "Save" to store the corrected information.

8. ACH Return Codes Reference

Code	Description	Action Required
R01	Insufficient Funds	Contact payee; may need to resubmit
R02	Account Closed	Obtain new account information
R03	No Account/Unable to Locate	Verify account and routing numbers
R04	Invalid Account Number	Correct the account number
R05	Unauthorized Debit	Obtain proper authorization
R06	ODFI Requested Return	Contact your bank
R07	Authorization Revoked	Do not resubmit; contact payee
R08	Payment Stopped	Contact payee for new authorization
R09	Uncollected Funds	May resubmit after funds are available
R10	Customer Advises Not Authorized	Obtain valid authorization
R16	Account Frozen	Contact payee for resolution
R20	Non-Transaction Account	Use a different account type