PeachPro sets you free
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PeachPro sets you free
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| PDD Payroll Direct Deposit |
Finally! Direct Deposit for Peachtree payroll. Identify employees who wish to have their paycheck sent to a bank account and with the new enhancement PDD it's a snap. Instead of the normal paper check, those with direct deposit will receive a remittance advice that contains the normal stub information in the usual format. Where the check normally printed now the employee's ID, name, remittance advice number, and date will print. Remittance advices are printed separately from regular paper checks so they can be printed on plain paper. Normal control reports are generated as is done with regular check printing.
You will have to make special arrangements with your bank to process the standard Automated Clearing House (ACH) file that Peachtree will generate. You will also need to obtain whatever software and file transmission devices your bank requires. With PDD Peachtree generates the ACH file and places it in a directory you specify. Setup procedures are shown below. The following options are displayed when you select Set Payroll Options from the menu:
+------- Program Options -------+ | | | O - Set Module Options | | | | P - Set Printer Assignments | | | | D - Direct Deposit Setup | | | +-------------------------------+ F10-Menu ShF10-Home mm/dd/20yy Generation No nn
After selecting Direct Deposit Setup the following screen appears:
+----------------------- Direct Deposit Setup -----------------------+ | Export File and Remittance Advice | | ACH Export File Path...........: C:\V11\EXPORT\ | | Last File Name.................: WD000001 | | Last Remittance Advice No......: 9000075 | | | | Company Bank Account Information | | Company Bank Account No........: 893240003134 | | Company Bank Branch.Name.......: TIGARD ONE | | Company Transit No.............: 325070760 | | Bank Account Type (Save/Check).: C | | PreNote........................: N | | | | Optional Bank Specific Requirements | | Alt Immed Destination Transit..: | | Alt Immed Destination Name.....: | | Alt Immed Origin Transit.......: | | Alt Immed Origin Name..........: | | File ID Modifier Range.........: To: | | Generate Offset Record (Y/N)...: | | ID Field in Offset Record......: | | Suppress Filler Block (Y/N)....: | +--------------------------------------------------------------------+ F8-Undo F10-Save mm/dd/20yy Generation No nn
This is where the main company PDD settings are initialized. The user must separately create a folder (directory) in which to store the ACH Export Files and enter this path in the form. The Last File Name is the eight-character ACH file name. Using your company ID followed by numbers is suggested. The Last File Name is incremented by one each time payroll is posted and an ACH file is created. This file name must end in numbers, not letters. The Last Remittance Advice No. is initially set by the user and updated automatically as remittance advices are created. It is important that the number range you use for remittance advices be different, and generally higher, than your check numbering sequence. The remittance advice number is stored internally in the same location as the check number to allow use of current control reports, etc. You will be able to distinguish a paper check from a remittance advice in those reports more easily if the numbering range is obviously different.
The next section provides space for the user to enter company bank account information. The Company Transit No. is key to identifying your ACH file. The ACH file also uses the Federal Tax ID for your company which is already available within Peachtree. The PreNote is not used for the company account but is essential when filling out similar data for each employee. After completing this screen press F10-Save for F8-Undo.
The next section is labeled "Optional Bank Specific Requirements". It is critical that you leave this section blank UNLESS YOUR BANK REQUIRES something other than the defaults in any of the fields specified in this section.
Alt Immed Destination Transit: This field is the ACH transit number which is inserted in the Immediate Destination field of the header record. If this field is blank, PDD uses the Company Transit Number in this field.
Alt Immed Destination Name: This field is the name which is inserted in the Immediate Destination Name field of the header record. If this field is blank, PDD uses the Company Bank Branch Name in this field.
Alt Immed Origin Transit: This field is the ACH transit number which is inserted in the Immediate Origin field of the header record. If this field is blank, PDD uses the Federal Tax ID for your company in this field
Alt Immed Origin Name: This field is the name which is inserted in the Immediate Origin Name field of the header record. If this field is blank, PDD uses your Company Name in this field.
File ID Modifier Range: _ To: _ The header record contains a 1 character File ID Modifier. ACH documentaion says "The File ID Modifier is provided in the File Header Record to permit multiple files created on the same date and between the same participants to be distinguished. Only upper case A-Z and numeric 0-9 are permitted." If you leave these 2 fields blank, PDD puts a 1 in this field the first time it is run. After that, it rotates thru the characters A to Z, incrementing one character each time it is run. Some banks limit this character range, in which case you would have to use these two fields. For example, you might put A to B which means PDD would alternate between putting A and B in this field. You can force it to put A in this field each time by putting the range as A to A.
Generate Offset Record(Y/N): Some banks require an offset record be generated to balance the direct deposit file. This record is just another Entry Detail Record which bears a 27 transaction code. If your bank requires this record, enter a "Y" in here; otherwise an offset record will not be generated.
ID Field in Offset Record: If you request an offset record, you may enter the 15 character Individual ID field for that record. Your bank may tell you what they want in that field. If you leave this field blank, the program will insert the first 15 characters of your company name in this field. This field is ignored if you do not request an offset record.
Suppress Filler Block: If the number of data records in the Direct Deposit File is an even multiple of the blocking factor (10) then the program normally adds a filler block of all 9s and includes that block in the count of blocks in the type 9 record. If you set this to "Y" then the filler block will NOT be included in the type 9 record block count. This parameter only affects the condition where the number of records is an exact multiple of 10.
Employee Setup
When maintaining employee information a new function key will be available on the Maintain Employees screen, F7-Dir Dep, as shown below:
DEPARTMENT..: 50 EMPLOYEE CODE..: KATB TITLE..: PERSONAL INFORMATION PROCESSING STATUS...: PC NAME.............: Bob Katz ADDRESS..........: 1743 Arrowhead Club Dr. ADDRESS..........: CITY,STATE.......: Atlanta, GA TOTAL TIME EMP. (Y/N): N ZIP CODE.........: 30305 CLASS PROFILE NAME...: SOC. SEC. NO.....: 643-93-2843 RES. PROFILE NAME....: PHONE............: 404-555-8322 TIME CLOCK TERMINAL..: COMMENT..........: Fencing & Gutters BADGE NUMBER.........: STATUS (A/I).....: A SECONDARY EMP. ID....: 0 DATE EMPLOYED....: 02/19/91 DATE TERMINATED..: / / LAST CHECK DATE..: 03/20/99 LAST CHECK NO....: 1512 LAST CHECK AMOUNT: 213.88 ACCEPT (Y/N): Y (T=TERMINATE, R=RE-ACTIVATE, D=CHANGE DEPARTMENT CODE) F6-User Def. F7-Dir Dep CtlF7-Notes F8-Undo F10-Done mm/dd/20yy Generation No nn
When F7-Dir Dep is pressed the user may input direct deposit information for this employee or edit existing information on the resulting popup window.
DEPARTMENT..: 50 EMPLOYEE CODE..: KATB TITLE..: PERSONAL INFORMATION PROCESSING STATUS...: PC NAME.............: Bob Katz ADDR+--------------------Employee Direct Deposit Setup--------------------+ ADDR| | CITY| Employee Code..................: 50KATB | ZIP | Activate Direct Deposit........: N | SOC.| Bank Account No................: | PHON| Transit No.....................: | COMM| Bank Account Type (Save/Check).: | STAT| PreNote (Y/N)..................: N | DATE| | DATE+---------------------------------------------------------------------+ LAST CHECK DATE..: 03/20/99 LAST CHECK NO....: 1512 LAST CHECK AMOUNT: 213.88 ACCEPT (Y/N): Y (T=TERMINATE, R=RE-ACTIVATE, D=CHANGE DEPARTMENT CODE) F8-Undo F10-Save mm/dd/20yy Generation No nn
The Employee Code is shown automatically and the user can activate or deactivate Direct Deposit for this employee. If "Y" is selected then the employee's bank account number and 9-digit transit number must be entered. The account type is then entered as either an "C" or "S".
The PreNote entry is essential to setting up the employee for direct deposit. It must be set to "Y" when the first payroll is run for an employee who has selected to use direct deposit. This prenote serves the function of checking that the bank account information is correct when the ACH file is transmitted to the bank. When set to "Y" a zero-dollar amount is sent in the ACH file and a regular paper check is printed for the employee. If the bank does NOT provide an error message to you, you can assume that the employee's bank account information is correct. It is essential that you manually switch the PreNote from "Y" to "N" and leave it "N" until the employee informs you of any changes in his/her account information. An example of a filled-in setup screen is shown below:
+--------------------Employee Direct Deposit Setup--------------------+ | | | Employee Code..................: 12BLAB | | Activate Direct Deposit........: Y | | Bank Account No................: 913463433283382 | | Transit No.....................: 223456787 | | Bank Account Type (Save/Check).: C | | PreNote (Y/N)..................: Y | | | +---------------------------------------------------------------------+
Check Processing Changes with Direct Deposit
The following Selections will be available when you select Payroll Checks from the menu:
+----- Select Option ------+ | P - Print Checks | | M - Enter Manual Check | | V - Void Check | | R - Print Remit Advice | +--------------------------+ F10-Menu ShF10-Home mm/dd/20yy Generation No nnWith PDD a new option is available to Print Remittance Advices. This is separated from standard check printing to make it easier for you to switch between check stock and plain paper.
When you run Print Checks, as normal, only those employees who have not selected direct deposit OR those with direct deposit, but who have their PreNote status set at "Y", will have paper checks printed, as usual. Those who have direct deposit established with PreNote set to "N" will have their informational remittance advices printed when option "R" is selected above. Printing remittance advices is very similar to printing checks, but screen labeling is changed to help you know which option you are processing. Select the normal Payroll Checks using F7-Chg Device. This is necessary so the stubs will print properly in compressed lines per inch format. The remittance advice number is provided automatically and remittance advice date defaults to today, but should be changed to the pay date.
PRINT CHECK MASK (Y/N): N STARTING REMITTANCE ADVICE NUMBER: 9000076
PERIOD ENDING DATE: 03/25/99 REMITTANCE ADVICE DATE: 03/25/99
mm/dd/20yy Generation No nn
After printing the remittance advices on plain paper a control report will be generated as shown below:
RUN DATE: 03/25/99 W.D. Peachtree & Company PAGE 1 RUN TIME: 10:45 AM Payroll Print Remittance Advice Control Report ----------------------------------------------------------------------------- CHECK DATE: 03/25/99 PERIOD ENDING DATE: 03/25/99 STARTING REMIT ADV NO: 9000076 LAST REMIT ADV NO: 9000081 TOTAL: 6 REPRINT: NO TOTAL REGULAR HOURS : 240.00 TOTAL OVERTIME 1 HOURS : 0.00 TOTAL OVERTIME 2 HOURS : 0.00 TOTAL EARNINGS : 2,479.60 TOTAL NON-DISB. EARNINGS : 0.00 TOTAL DEFERRED DEDUCTIONS : 0.00 TOTAL ALLOCATED DEDUCTIONS : 0.00 TOTAL DEDUCTIONS : 542.76- ------------- TOTAL NET PAY : 1,936.84 *** End of Print Remittance Advice Control Report ***
Control reports from both the check and remittance advice runs provide the record you need. You may reprint either checks or remittance advices as necessary.
Additionally, when running the final payroll register you may chose to print it by check number, as shown below. This would assist in separating those with direct deposit active from those receiving regular paper checks. The Print Payroll Register screen will appear as follows:
PERIOD ENDING DATE: 03/25/99 +---------SELECT OPTIONS----------+ | A - ALL DEPARTMENTS | | R - RANGE OF DEPARTMENTS | | M - MANUAL SELECTION | | C - ALL CHECKS BY CHECK NUMBER | +---------------------------------+ F10-Menu ShF10-Home mm/dd/20yy Generation No nn
FINAL PAYROLLREGISTER
RUN DATE: 03/25/99 W.D. Peachtree & Company PAGE 1
RUN TIME: 11:09 AM Payroll
Final Payroll Register
------------------------------------------------------------------------------------------------------------------------------------
PERIOD ENDING....: 03/25/99
GENERATION NUMBER: 69
REGULAR DISB. NON-DISB VOL. SS/ CHECK
CODE NAME EARNINGS MISC.INC MISC.INC DEDUCT. FED.WH. MCARE TAX #1 TAX #2 TAX #3 TAX #4 NUMB NET PAY
------ ------------- --------- --------- --------- -------- -------- -------- -------- -------- -------- -------- ------ ----------
12BLAB Bill Blast 461.54 0.00 0.00 0.00 44.57 28.62 17.50 0.00 0.00 0.00 1514 364.16
6.69
16ATHA Alma Atherton 370.00 0.00 0.00 0.00 37.62 22.94 17.97 0.00 0.00 0.00 1515 286.10
5.37
31RANA Amanda Range 230.77 0.00 0.00 0.00 27.33 14.31 7.54 0.00 0.00 0.00 1516 178.24
3.35
50HOFG Gary Hofman 315.20 0.00 0.00 0.00 22.62 19.54 8.72 0.00 0.00 0.00 1517 259.75
4.57
50KATB Bob Katz 268.80 0.00 0.00 0.00 26.26 16.67 8.09 0.00 0.00 0.00 1518 213.88
3.90
50SCOB Brad Scott 461.52 0.00 0.00 0.00 55.17 28.61 19.65 0.00 0.00 0.00 1519 351.40
6.69
12CLIC Cal Cline 320.00 0.00 0.00 16.00 33.94 19.84 11.16 0.00 0.00 0.00 %9000076 234.42
4.64
12DELO Oscar DeLaren 380.00 0.00 0.00 0.00 42.94 23.56 14.76 0.00 0.00 0.00 %9000077 293.23
5.51
16BROB Buster Browne 290.00 0.00 0.00 0.00 18.84 17.98 7.21 0.00 0.00 0.00 %9000078 241.76
4.21
31MORK Ken Moore 620.00 0.00 0.00 0.00 61.56 38.44 25.28 0.00 0.00 0.00 %9000079 485.73
8.99
31TAGM May Tagg 620.00 0.00 0.00 0.00 68.34 38.44 31.24 0.00 0.00 0.00 %9000080 472.99
8.99
50HOBJ Jerry Hobbs 249.60 0.00 0.00 0.00 12.78 15.48 9.01 0.00 0.00 0.00 %9000081 208.71
3.62
------ ------------- --------- --------- --------- -------- -------- -------- -------- -------- -------- -------- ------ ----------
COMPANY TOTALS 4587.43 0.00 0.00 16.00 451.97 284.43 178.13 0.00 0.00 0.00 3590.37
66.53
Once the final payroll register has been run you are now ready to post the payroll generation. This is the point where the ACH direct deposit file is created during post.
The following file was created as Wd000061.pwd in directory C:\V11\EXPORT\. It complies with the National Automated Clearing House Association rules used by banks nationwide. The lines of 9's at the end are there to close out the file.
101 32507076011234567899903251122E094101TIGARD ONE W.D. Peachtree & Compan 5220W.D. Peachtree & 3456789012PPDPayroll 990325990325 1325070760000001 623223456787913463433283382 000000000012BLAB Bill Blast 0223456780000001 63223456892323197439324 000002344212CLIC Cal Cline 0234568920000002 622672383427A382402 000002932312DELO Oscar DeLarent 0672383420000003 6226982342179173419328461234 000002417616BROB Buster Browne 0698234210000004 6326372389441982347 000004857331MORK Ken Moore 0637238940000005 62287354234267342133 000004729931TAGM May Tagg 0873542340000006 6228763241271I34232 000002087150HOBJ Jerry Hobbs 0876324120000007 62379823412091873412313241232000000000050HOFG Gary Hofman 0798234120000008 822000000805013982850000000000000000001936841234567890 325070760000001 9000001000002000000080501398285000000000000000000193684 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999
Now access this file and transmit it to your bank following the local procedures you establish with them. You will now reap the double benefit of having happier employees while reducing your check processing costs.
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