Direct Deposits #
Overview #
ProPay’s payroll software provides a streamlined process for managing and transmitting direct deposits to your ACH processor or financial institution. This article covers the key aspects of handling direct deposits, including transmission, troubleshooting, and alternative methods for paycheck distribution.
Accessing Direct Deposits #
- Click on “Client Functions”
- Select “Electronic Processing”
- Choose “Employee Direct Deposits”
Direct Deposit Transmission Process #
Reviewing Direct Deposits #
- The screen displays a list of all direct deposits ready for transmission
- Options to Edit or Delete transactions are available
- Normally, no changes are needed as entries are created during Check printing
Verifying Totals #
- Check total Debits and Credits
- Credits: Deposits into employees’ bank accounts
- Debits: Charges to employers’ bank accounts
- Ensure the difference equals zero
- If totals don’t match, refer to TROUBLESHOOTING DIRECT DEPOSITS section
Settlement Date #
- The “Settle Date” represents the day bank accounts are debited or credited
Exporting the File #
- Click “Export” to create a NACHA compatible text file
- File naming convention: 8-digit filename with .TXT extension (e.g., 55010424.TXT)
- First 4 digits: Sender’s unique ID
- Last 4 digits: Month and day
Uploading to ACH Processor #
- Access your ACH Processor’s web link
- Look for an “Upload File” option
- Import the text file created by ProPay
- Follow your ACH Processor’s specific instructions
PRE-NOTES (Optional) #
While no longer mandatory by NACHA regulations, some banks may require PRE-NOTES. If needed:
- Exit to DOS and navigate to the ProPay NACHA file directory
- Type EDIT <FILENAME> to open the file
- Locate type “6” records (lines starting with “6”)
- Modify Transaction Codes:
- Change “22” or “32” to “23” (Prenote Credit)
- Change “27” or “37” to “33” (Prenote Debit)
- Change the Amount to zero
Troubleshooting #
Printing Paper Checks Instead of Direct Deposits (Entire Payroll) #
If the entire Direct Deposits file is rejected:
- Go to Employer set-up-Page-4
- Uncheck the “Employee Direct Deposits” box
- Navigate to Paychecks => Print Paychecks
- Re-print all checks
Printing a Paper Check for a Single Employee #
If one employee’s direct deposit is rejected:
- Go to Employees and select the affected employee
- Click on Direct Deposits
- Change the % and Amount of Direct deposit to 0.00
- Go to Paychecks => VOID Paychecks and void the subject paycheck
- Re-enter it under the same pay date
- Go to Paychecks => Print Payroll Checks for “Selected Employees”
- Select the new paycheck and reprint it
Additional Help #
For further assistance:
- Use the help menu within the ProPay payroll software
- Visit our website: https://www.paysoft.com
Feedback #
We value your input! If you have suggestions for improving this documentation or encounter any issues not addressed here, please contact our support team through the ProPay software or website.