Collect Processor is a Yardi-owned and operated payment processing system. It pulls ACH, X9 (CHECKscan), and WIPS transactions from your Yardi database and sends them to Yardi’s third-party service provider. The service provider sends the transactions to the Federal Reserve Bank or the automated clearing house network, which settles the transactions. Finally, the funds are deposited in the properties’ accounts.
The Collect Processor Report shows the processing status of posted ACH, X9, and WIPS transactions. Review this report on a daily basis so you can resolve rejected transactions in a timely manner.
Note: This report is also a good troubleshooting tool when you have an ACH transaction that does not match the Bank Deposit. You can use this report to identify the missing payment as a separate deposit.
The report has two modes: a summary view and a detail view. In the summary view, each row represents a group of transactions. If at least one of the transactions that are being summarized has been rejected, the text in that row appears in red.
From the summary view, you can click in a row to open the detail view, which shows all the transactions in that group. Rejected transactions appear in red, and accepted transactions appear in black.
To generate the Collect Processor Report
Go to Reporting > Electronic Payments > Collect Processor.
Complete the filter as needed. The following fields require explanation:
Status | See the list of statuses at the end of this article. |
Summarized By | The method for grouping transactions in the summary view of the Collect Processor Report: Deposit: Breeze groups transaction by Breeze deposit number. Receipt Batch: Breeze groups transactions by receipt batch number Collect Batch: Breeze groups transaction by collect batch number and then property. |
File Type | X9: Paper checks that were scanned using CHECKscan. ACH: Payments made by direct debit. WIPS: Payments made by the Walk-In Payment Service. |
Click Display. The report appears, in the summary view. In this example, the transactions are summarized by Receipt Batch.
Right side of the report:
A transaction may be rejected by Collect Processor or the service provider. If at least one of the transactions that are being summarized in a row is rejected, the text in that row appears in red. When you drill down to view a listing of the transactions summarized in a row, the text for the rejected transactions appears in red and the text for the other transactions that have been accepted for processing appears in black.
When you click on a line, the detail view opens:
Right side of report:
From the detail view, you can drill down to individual receipt records.
Payment Processing Timeline
This section provides a walkthrough of the primary status path a transaction takes during payment processing and also the exception paths that are possible.
The payment processing timeline begins when ACH, X9, and WIPS transactions are posted. At this point the transactions are in Breeze, and they have the status Not Sent. The transactions are waiting for the next pull by Collect Processor. In the Collect Processor Report, the following fields display numbers or amounts: Batch Count and Batch Amount.
Every banking business day, Collect Processor logs into the Breeze database and pulls any pending ACH, X9, and WIPS transactions.
A transaction is pending when:
It is posted,
Has the status Not Sent, and
Does not match the Future or Expired criteria
During the pull the transactions have the status Sent. Depending on how many transactions are pending, the pull may finish in a few moments or it may take an hour or longer.
After the pull, Collect Processor logs out of the Breeze database. The transactions have the status Received and the following fields now display numbers or amounts: Sent Date, Received Count, Received Amount, and Received Date. For the transactions that were just pulled, the rows in the report appear in red. If Collect Processor rejected a transaction it has the status Received - Failed.
Collect Processor prepares the transactions to be sent to the service provider.
Collect Processor pushes the transaction files to the service provider.
After a few minutes or perhaps several hours, the service provider gives an update to Collect Processor that indicates whether or not it has accepted the transactions. This update is called an acknowledgment.
Collect Processor logs into the Breeze database and updates the statuses of all the transactions it sent to the service provider. The transactions have the status Processed and in the Collect Processor Report, the following fields now display a count or an amount: Processed Count and Processed Amount. For the transactions that were processed today, the rows in the report appear in black text. If the service provider rejected a transaction it has the status Processed - Failed. In this case the row that the rejected transaction is summarized in appears in red text. Also, if a transaction was rejected by Collect Processor (see step 3), the row that that transaction is summarized in also appears in red text. After you address a rejected transaction you can change the status of the batch that the rejected transaction is in to Failed - Reconciled.
Online Payment Statuses
Not Sent | The transaction is posted and waiting to be pulled by Collect Processor. |
Sent | During the pull, transactions are given this status. Typically, there is a short time window during which a transaction matches this status. |
Received | The transaction was successfully pulled by Collect Processor and the transaction is in one of the following scenarios: |
Received-Failed | The transaction was successfully pulled by Collect Processor, but Collect Processor did not send it to the service provider. A typical reason for this scenario is a duplicate transaction. A duplicate transaction matches the following criteria: same amount, same tenant, same bank account number, and same collect batch. Click the number in the Batch Count field to access a drill-down screen. Look in the Reason field to see the reason why Collect Processor has rejected the transaction. |
Processed | Collect Processor has sent the transaction to the service provider and the service provider has accepted the transaction. This status is assigned to the transaction after the service provider has acknowledged the transaction. |
Processed-Failed | Collect Processor has sent the transaction to the service provider and the service provider determined there is an issue with the transaction. When a transaction has this status the service provider does not process the transaction, and you must make an alternative arrangement with the tenant to pay the charges. This status is assigned to the transaction in Breeze when the service provider has acknowledged the transaction. Click the number in the Batch Count field to access a drill-down screen. Look in the Reason field for the reason why the service provider has rejected the transaction. |