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Prenote direct deposit files

You'll need to take the following steps to prenote files:

Send direct deposit files to the bank or the 3rd party that processes your ACH files.

include all the bank account, employee, and vendor agent information, but with zero amounts.

This enables the bank or 3rd party to verify all necessary information is present and correct. This helps them make sure that live ACH files won't be rejected.

note

While prenotes are supported with International ACH Transactions (IAT), the concept of prenotes is not supported in most countries around the world. In most cases, if you use IAT, you won't receive a response to your prenote.

Set the prenote status

To set up bank account information:

Select Setup
, then Bank Accounts
.

Select the Client Deposit
tab.

In the

Banks account prenote information

section, set the Status
to Prenote
.

Mark the Primary bank account
checkbox for one of the client's bank accounts.

note

Use the Primary bank account
when you prenote employees, and vendors. The application uses information from the primary bank account in the ACH file header record.

To prenote employee information:

Select Setup
, then Bank Accounts

Select the Direct Deposit
tab.

Set the Status
column to Prenote
for information you've not previously entered.

To prenote vendor information:

select Setup
, then Vendors
.

Select the Direct Deposit
tab.

Set the Status
column to Prenote
for information you've not previously entered.

Create the prenote file

Select Actions
, then Process Direct Deposit
.

Select Prenote
.

Mark the account checkboxes to process them.

tip

To process all the accounts listed, right-click
, then use Select All
.

To find banks for a client, drag Client Name
or Bank
to Group by
.

If an employee prenote is missing, go to Setup
, Employees
, then the Personal
tab and check for the following possible causes:

The hire date
is after your computer's system date.

An inactive date
is before your computer's system data.

Select Create Prenotes
from the Action
dropdown list, then Process
.

note

The application changes the Status
column to Waiting
, and enters the prenote date based on the system date.

Select Done
.

If you use Kotapay to transmit files:

Select Transmission Information
.

Verify you've entered your sign-in credentials.

Select OK
.

Mark the checkbox next to the prenote transactions, then select Create Files
.

Verify the file information, then select OK
.

note

After you select OK
:

The application stores regular prenote files in the default location shown at the bottom of the screen.

If you use Kotapay to transmit files, sign into Kotapay and transmit the files.

You can process prenotes with the current date.

If the bank or 3rd party doesn't accept the prenote file

Correct the information specified by the bank or 3rd party.

Select Actions
, then Process Direct Deposit
.

Select Prenoting ...
.

Mark the checkboxes next to the banks/third parties you need to prenote again.

note

The application will show the prenote status as Waiting
.

Select Create Prenotes
from the Action
dropdown list.

Select Process
.

note

The application shows Waiting
in the Status
column. It also enters the new prenote date based on the system date.

Select Done
to return to the

Process Direct Deposit

screen.

Mark the checkboxes next to the prenote transactions that you've created.

Select Condensed Report
or Preview Selected
if you need to print or preview a copy of the ACH file.

Select Create Files
.

In the Process Direct Deposit File
window, verify the file information, then select OK
.

Follow the steps for when the bank or 3rd party accepts the prenote file.

When the bank or 3rd party accepts the prenote file.

The application shows an

ACH File Creation

message to tell you it has created the files.

Select Actions
, then Process Direct Deposit
.

Select Process Direct Deposit
.

Select Prenoting
.

Mark the checkboxes for the accounts with accepted prenotes.

Select Change to Approved
from the Actions
dropdown list.

note

Take the following steps if want to change the status of accepted prenoted accounts to Approved
automatically.

Select Edit
, the Options
.

Select Actions
.

Select Process Direct Deposit
and change the status setting.

The application does this after 3 banking days after the bank or 3rd party prenoted the account.

Select Process
.

note

The application marks the accounts as approved. They are now ready for you to process to live ACH files.

To prenote accounts that already have Approved
status, mark the Include accounts with Approved status
checkbox to show approved accounts. Then you can make the necessary changes to the account in question.

This article applies to:

Product: acs-client-access
Subject: direct-deposit

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Learn

Prenote direct deposit files

Set the prenote status

Create the prenote file

If the bank or 3rd party doesn't accept the prenote file

When the bank or 3rd party accepts the prenote file.

This article applies to: