From the Payroll screen, select the Check Cycle menu and then Create Direct Deposit File.
The Check Cycle Batch Search screen will appear.
Select the batch for which to create the direct deposit file by double-clicking on the desired batch.
On the Create Direct Deposit File screen, the description for the selected batch appears in the Batch Description field. To change the batch at this time, click the down-arrow button or the Find button.
If the specified payroll batch is a Pay Off Contracts type with separate date sequences, enter the date sequence for which to create the file in the Date Sequence field, or click the down-arrow button to select the correct one. The default for the first date sequence (1) will appear, but can be changed.
Enter the date the file is created in the File Creation Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current date will appear as the default, but can be changed to a future date.
Note: Contact your bank to determine how many days in advance to create the file before a check cycle.
Enter the date the transactions will be processed and the money will be deposited into the employees' and payees' accounts in the Effective Entry Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The date entered as the Check Date for the specified batch will appear as the default, but can be changed to a future date.
Note: Contact the bank to determine what date should be entered here.
Enter the description for the direct deposit in the Company Entry Description field. The description can be alphanumeric and up to 10 characters long. The default of PAYROLL will appear, but can be changed.
In the File Name field, enter the correct path (drive and folders) and file name for the direct deposit file, or click the Search button to select the correct path. The name and location specified the last time the direct deposit file was created will appear as the default, but can be changed.
Enter the correct 1-digit modifier code for the direct deposit file in the File ID Modifier field. The code entered the last time the direct deposit file was created will appear, but can be changed. Typically, the file modifier code is A.
Select the Uppercase All Fields field if your bank requires that the information included in the direct deposit file be in all uppercase letters. A checkmark will appear in the box if this field is selected.
If there are multiple date sequences for the selected payroll batch, the Combine All Date Sequences field is enabled. If applicable, select the Combine All Date Sequences field to create only one direct deposit file (for each direct deposit header record, if applicable) containing the direct deposit entries for all the date sequences. A checkmark will appear in the box if the field is selected.
If changes were made to the account number, transaction code, bank, standard entry class code, or addenda for an employee or payee while in the middle of the check cycle, the Use Updated Direct Deposit Account Information field will be enabled. If applicable, select the Use Updated Direct Deposit Account Information field to use the updated information when creating the direct deposit file. To see the employees or payees with changes to the applicable direct deposit fields, click the Show Details button located to the right of the Use Updated Direct Deposit Account Information field.
Note: Only the changes affecting the account number, transaction code, bank, standard entry class code, or addenda are processed if this field is selected; changes to the amount, activating or inactivating, or the removal or addition of direct deposit are not processed.
The information for the direct deposit header record (or records, if applicable) utilized when creating the direct deposit file (or files, if applicable) appears in the Direct Deposit Header Records List. If a direct deposit header record is defined with the Enable Editing on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field (column) can be changed as needed.
Click the Execute button.
A message will appear after the file(s) is created; click OK.
A section for Results will appear in the lower left-hand corner of the screen listing the name of the file(s) and the total number of entries included in the file(s).
Note: To print the information in the Results section, print the Payroll Messages Report or the Payroll Options Report under the Reports menu.