Pay file processing allows you to take a file downloaded from your bank and import it into Access Charity CRM, which will then try to match the bank file entries to pledges and memberships within the system.
This can be useful for linking standing order payments which have been received into your bank account with the pledges or memberships created for those payments.
📌 Note: Pay file types must be set up via the Data Feeds form within the Data Tools module before it can be used in the Payment Files form. The Payment Files form follows a workflow procedure to help you through the process.
Create a payment file template
In order to configure Access Charity CRM to accept the format of payment files specific to your organisation you will need to use the Data Feeds wizard to create a template for the file format.
Click Data Tools, then click File Upload.
Select One-Off in the menu.
Select New from the dropdown in the toolbar to open the Data Feeds wizard.
Enter a template name, then click Browse to find your payment file.
Click the button in the Type field and select Pay File.
The description will populate automatically.
Click the Save As dropdown arrow and select Template Only.
Click Next.
Map fields from your payment file to CRM fields.
Unmapped fields won’t be imported.
Click Next to move forward.
📌 Note: You don’t need to add dupe rules.
Click Save when finished.
Your payment file template is now ready, and the template details will appear in the Templates form.
Process a payment file
Once your template is ready, you can process payment files.
Click Finance, then click Pay Files.
Click New and select New Payment.
Use the dropdown in the Pay File Type field to select your file.
⚠️ Important: Make sure the file has already been imported through the Data Feeds form.
Enter a description, and if you know them, add the expected number of items and expected value.
Click Save.
This starts the workflow and takes you to Load Pay File.
Load pay file
At this stage, select the file you want to process.
Click Select File on the toolbar, then click Browse to locate your file.
The file will show in the Pay File Details group on the Details tab.
Click Upload and Match Workflow.
Your file will upload and the system will try to match payments to pledges and memberships.
If the data fails to upload, check the Import Status tab for details.
Upload and match
The Unique Ref 1 and Unique Ref 2 columns that appear in the Payment File Data sublist will be linked with the Statement Text 1 and Statement Text 2 fields that appear on both the Accounts tab on the Pledges form and the Payer tab of the Membership form.
Available options in the Payment File Data sublist
Match Payment to any Pledge.
Match Payment to any Membership.
Set Check to OK.
Recheck Line.
Update Associated Account Details.
Update Associated Unique Refs.
Change Instalment.
Delete.
📌 Note: If you select Set Check to OK by mistake, use Recheck Line to reset. Then use Rematch Payments in the toolbar to reverify.
Toolbar options
Rematch Payments: Rematches all payments not already imported.
Update Refs: Updates references in pledges and memberships.
Once you’ve checked all matched payments, add them to a batch:
Click Add to Batch in the toolbar.
Select an existing batch or create a new one.
Choose Yes to view and approve payments in the batch.
Click Complete Workflow to finish processing the pay file.
Complete
Once complete, there are no further options. If you need to amend any details, use the workflow buttons at the top of the form to revisit any stage.