Prenote direct deposit 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.

Set the prenote status

To set up bank account information:
Select
Setup
, then
Bank Accounts
.
Select the
Direct 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,
tax agents,
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.
To prenote tax agent information:
Select
Setup
,
Firm Information
, then
Tax Agents
.
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.

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
.