Electronic Disbursements & Payment Files in Edlio Accounting
While traditional paper checks remain common in school accounting, modern school districts frequently disburse athletic official stipends, vendor invoices, and employee travel reimbursements electronically. The Payment Files module inside Disbursements generates standardized electronic payment batches (ACH / NACHA / EFT formats) ready for upload to your banking institution.
đĄ Best-Practice Adoption Tip: Establish a dual-authorization routine for electronic payment files. Have your bookkeeper generate and export the NACHA/EFT file from Edlio Accounting, and have your school principal or district financial director log into the commercial banking portal to authorize transmission. This satisfies internal financial control requirements.
How to Generate a Payment File
Navigate to Disbursements in the main navigation menu.
Select the Payment Files tab.
Click the Generate Payment File button.
Select the payment method: Direct Deposit / ACH or Electronic Bank File.
Review the list of approved, unpaid invoices awaiting electronic payment. Check the boxes next to each voucher to include in this transmission batch.
Select the source Bank Account and verify the effective settlement date.
Click Create File. The system generates a numbered transmission batch and prompts you to download the formatted banking file.
Reconciling Electronic Payments
When an electronic payment file is generated, Edlio Accounting automatically creates matching disbursement voucher records assigned to each vendor. During monthly bank reconciliation, these entries will appear on the Disbursements reconciliation tab ready to clear against your bank statement electronic debit lines.
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