Note: The instructions below are for entering direct deposit information for a vendor; in order to pay a vendor through direct deposit, be sure to complete all the steps on the Accounts Payable Direct Deposit Setup Checklist.
From the Accounts Payable screen, select the Maintenance menu and then Vendors.
At the Vendors screen, enter the ID of the vendor to set up for direct deposit in the Vendor ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
Click the Direct Deposit tab.
Select the Direct Deposit field. A checkmark will appear in the box if the field is selected.
Enter the account number of the checking or savings account for the vendor for where the payment will be deposited in the Account Number field. The account number can be up to 17 digits long.
Enter the correct 2-digit standard transaction number in the Direct Deposit Transaction Code field, or click the down-arrow button to select the correct one. The most commonly used codes are 22 for a checking account deposit and 32 for a savings account deposit.
Enter the ID of the direct deposit bank used by the vendor in the Direct Deposit Bank ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the appropriate code to identify the entry class for the direct deposit payment in the Standard Entry Class Code field, or click the down-arrow button to select the correct one. Typically, PPD for Prearranged Payment and Deposit Entry is used if the direct deposit payment will be made to an account for a person, and CCD for Corporate Credit or Debit is used if the payment will be made to an account for a business. If unsure, verify with the vendor (or your bank) to determine what class code should be used.
If required by the vendor, enter the additional information regarding the transaction in the Addenda field. The addenda information can be alphanumeric and up to 80 characters long. Use an asterisk (*) as the delimiter between data elements within the addenda information, and use a backslash (\) at the end of the addenda information as the terminator.
Note: The reserved words available within the School Accounting System to be used within the addenda information in Accounts Payable are: *INVOICE to include the invoice number in the addenda; *AMOUNT to include the amount; *AMTDEC to include the amount using a decimal point; *CHECKDATE to include the date of the check formatted in six digits as yymmdd; and *EOM6 to include the end of month date (as based on the check date) formatted in six digits as yymmdd. For example, enter the addenda as *INVOICE*AMOUNT\ to have the invoice number and amount included in the addenda record created with the direct deposit transaction (entry).
Tip: The School Accounting System creates a maximum of one addenda record per direct deposit transaction (entry). If multiple addenda records are needed for a vendor (for example, addenda records listing each invoice being paid to the vendor), use multiple check sequences on the invoices to create multiple direct deposit entries each with its own addenda record.
Click the Save button.