From the General Ledger screen, select the Maintenance menu and then Checking Accounts.
Note: If desired, to access the Checking Accounts File from Accounts Payable or Payroll, select the Options menu from the Accounts Payable or Payroll screen, Direct Deposit Options, and then Checking Accounts.
At the Checking Accounts screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the checking account in the Checking Account ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Enter a description for the checking account in the Checking Account Description field. The description can be up to 40 characters long.
If applicable, select the Override Accounts Payable Cash Account with Selected Reconciliation Account field to use the selected Reconciliation Account as the cash account to be credited when checks are written from this checking account in Accounts Payable (instead of the Accounts Payable Cash Account as specified in the Fund File). A checkmark will appear in the box if the field is selected.
Note: The Override Accounts Payable Cash Account with Selected Reconciliation Account field can only be selected if there is just one Reconciliation Account (per fund) selected.
Tip: To use a checking account with this field selected, complete the Override Checking Account ID field on a batch of select invoices to pay, or enter the appropriate checking account in the Checking Account ID field within the Prepaid Information section of an invoice for a prepaid check or automatic payment.
Complete the Direct Deposit Information section.
If direct deposit will be processed for the checking account, enter the ID of the direct deposit header record to use in the Direct Deposit Header Record 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.
If applicable, enter the ID for the direct deposit debit record to include in the direct deposit file for the checking account in the Direct Deposit Debit Record 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.
Note: Typically, this field is only completed if debit records are required by your bank, or it could also be completed if direct deposit will be processed from more than one checking account (refer to the Note under Step 1 on the Accounts Payable Direct Deposit Setup Checklist or the Payroll Direct Deposit Setup Checklist for more information on direct deposit processed from two or more checking accounts).
To have a check written during a Payroll check cycle for the total amount of the direct deposit transactions included in the direct deposit file for the particular checking account, enter the ID of the payee for which to issue the check in the Direct Deposit Payee 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. Leave this field blank to only include the direct deposit transactions for the particular checking account on the direct deposit file. Typically, this field is only completed by school districts who have direct deposit set up to only be dispersed from one checking account at the bank but employees are being paid from multiple checking accounts (so a check for the total amount of the direct deposit transactions from each of the other checking accounts is written and deposited into the one checking account from which the direct deposit will be taken).
Note: This field is only applicable for direct deposit transactions in Payroll and is not used for direct deposit transactions in Accounts Payable.
Complete the Accounts Payable Default Check Format Information section.
Enter the name of the check setup (as created within the Check Setup - Vendors option) to use as the default when printing checks for the particular checking account in Accounts Payable in the Vendor Checks field, or click the down-arrow button to select the correct one.
If applicable, enter the name of the check setup (as created within the Check Setup - Vendors option) to use as the default when printing (and emailing, if applicable) direct deposit stubs and printing automatic payment stubs for the particular checking account in Accounts Payable in the Vendor Direct Deposits field, or click the down-arrow button to select the correct one.
Note: The default check setups can also be defined within the Check Setup - Vendors option; if the fields are updated here, the changes will also be reflected in the Check Setup - Vendors option.
Complete the Payroll Default Check Format Information section.
Enter the name of the check setup (as created within the Check Setup - Employees option) to use as the default when printing checks to employees for the particular checking account in Payroll in the Employee Checks field, or click the down-arrow button to select the correct one.
If applicable, enter the name of the check setup (as created within the Check Setup - Employees option) to use as the default when printing direct deposit stubs to employees for the particular checking account in Payroll in the Employee Direct Deposits field, or click the down-arrow button to select the correct one.
If applicable, enter the name of the check setup (as created within the Check Setup - Employees option) to use as the default when emailing direct deposit stubs to employees for the particular checking account in Payroll in the Employee Email Direct Deposits field, or click the down-arrow button to select the correct one.
Enter the name of the check setup (as created within the Check Setup - Payees option) to use as the default when printing checks to payees for the particular checking account in Payroll in the Payee Checks field, or click the down-arrow button to select the correct one.
If applicable, enter the name of the check setup (as created within the Check Setup - Payees option) to use as the default when printing direct deposit stubs and automatic payment stubs to payees for the particular checking account in Payroll in the Payee Direct Deposits field, or click the down-arrow button to select the correct one.
Note: The default check setups can also be defined within the Check Setup - Employees option or the Check Setup - Payees option; if the fields are updated here, the changes will also be reflected in the appropriate Check Setup - Employees or Check Setup - Payees option.
All the account numbers defined in the Chart of Accounts with an account type of 1 for Current Asset that are not tied to any other checking account appear in the Reconciliation Accounts List. Select the current asset accounts in the Reconciliation Accounts List to include in the check reconciliation process for the particular checking account. To select an account, click the box for the Selected column to the left of each desired account number. A checkmark will appear in the box if the account is selected.
Note: If the Override Accounts Payable Cash Account with Selected Reconciliation Account field is selected, be sure to select only one Reconciliation Account (per fund).
Only if your school district is set up with multiple logins (for example, 9999, 9999B, and 9999C) for the same database, the Multiple Federal ID Checking Account field will appear at the bottom of the screen. Select the Multiple Federal ID Checking Account field to include the checking account when generating the Quarterly 941s, Employee W2s, and/or Vendor 1099s with the current login. A checkmark will appear in the box if the field is selected.
Note: This field is for a school district that has two Federal ID Numbers used with one database (for example, one for the General Fund and one for the Food Service Fund) and must generate 941s, W2s, and/or 1099s for each Federal ID (fund). In this case, then select only this field for the appropriate checking account for the first login (for example, 9999) and Federal ID for the corresponding fund. Then login to the database with the second login (for example, 9999B), edit the Federal ID number so it is correct, and then select this field for the appropriate checking account for the second login (fund).
Click the Save button.