Direct Deposit Processing Options

Build

Use the Build Direct Deposit File process to create a file for transmission to the appropriate financial institution.  The file contains non-zero direct deposits and all prenotes.  This process also provides an option to print the Direct Deposit File Report, which lists the amount of the direct deposit for each employee.  This routine updates the Direct Deposit Build Date.  You can run this process more than once, if necessary.

Notes:

• If the Direct Deposit Transaction Code is a Send Code and the Prenote Date is less than ten days prior to the Direct Deposit Effective Date, then an error message will print on the Build Transmission File Report.

• If the Direct Deposit Transaction Code is a Prenote Code, a prenote is written to the direct deposit file with a zero amount.  After the file is transmitted, the Prenote Date is updated for each affected employee.

• For more information, refer to the topic, Advanced Feature - Setting Up Direct Deposit.

From the Direct Deposit Processing window, select Build and the following screen is displayed.

Run Code

Click the appropriate Run Code in the drop-down list. (predefined)

Note:  To build the direct deposit file for all Run Codes at once, click All Run Codes.

Type

Click a type of function in the drop-down list.  (predefined)

• 1 - Build Direct Deposit File:  Builds the file, prints the Build Transmission File report with the completion messages and has an option to generate the direct deposit File report Type 2.  Always run this option before Type 2.

• 2 - Direct Deposit File Report:  Prints the report listing the direct deposit amounts for each employee.  Run this report after Type 1.  Retain the report for a complete audit trail.

Effective Date

The Direct Deposit Effective Date defaults to the Check Date entered during Edit Payroll Check Dates, but you can change it.  .(MM/DD/CCYY)

To build the direct deposit file or to generate the report, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

Or, to escape from the routine, click Cancel .  Keyboard shortcut:  [ALT + c]

Print Report

After the export file is built, this report message is displayed.  To print the report, click Yes.

Export

Use Export Direct Deposit File during the Payroll Run to create the direct deposit export file, which is formatted for later transmission to the bank.

From the Direct Deposit Processing screen, select Export and the following screen is displayed.

Destination ID

To load the correct export file name and path, enter the Destination ID that was defined during Direct Deposit Export Destination Maintenance.  (up to 20 characters)

Note:  The Destination ID also defines the file type and the file definition (layout).

Destination File

Leave the default value for the path and the export file name or to search for a different file name and path on your system, click Browse.

Example:  c:\payrollexport\prdirdep.txt

Notes:

• This path is defined for the Destination ID during Direct Deposit Export Destination Maintenance.  Although you can override it, it is usually correct to leave the default value.

• You can store the export file on your local drive (c:\) or on a server.

• All folders specified in the path (payrollexport in the example) must exist at the time you run the Export Direct Deposit File process.  

To build the export file, click Export .

Export Completion

Processing messages display in the right panel.  Make sure Processing Complete displays when the process is finished.

 To close the window, click Done  

Update Prenote Dates

Use Update Pre-note Dates function to set the dates on any new direct deposit employees with the Direct Deposit Transmitted Date as the beginning of their 10-day pre-note period.  It is recommended that you run this step with every payroll even if there aren’t any new direct deposit employees in the pay period. For employees still in the prenote period, the program updates the transmission date in the employee deduction bank for net pay and in the employee scheduled deductions for direct deposit deductions.

IMPORTANT:  NDS recommends that you do not process Update Prenote Dates until your financial institution confirms that they received the direct deposit transmission file and it is correct.

From the Direct Deposit Processing screen, select Update Prenote Dates and the following screen is displayed.

Transmission Date

Enter the Direct Deposit Transmission Date, which contains the date you plan to transmit the direct deposit file to the bank.  

Note:  The Transmission Date, usually today's date, must be a predetermined number of lead days before the Direct Deposit Effective Date, so the bank has enough lead time to process the transactions.  The DD-Days Table controls the number of lead days required.

To start the process, click Proceed.

When the process is finished, the following messages will be displayed.

 To close the screen, click Done .