Watch this training video on how to setup and process direct deposit paychecks for your employees.
Follow the steps
If you prefer to follow step-by step guidance, use the steps below.
Set up General Ledger (GL) accounts
Create three GL accounts in GL, Accounts, Maintain Chart of Accounts.
Holding Account - Account to hold payroll funds between debiting the payroll expense and disbursing to the bank account
Fees Expense Account - The account to post processing fees your bank charges you for its service
Fees Cash Account - The account to credit for the processing fees. NOTE:Use your existing cash account if desired
Define Direct Deposit Parameters
Select PR, Transfer, Direct Deposit Parameters.
Complete all the fields. Contact your financial institution for assistance.
Enroll employees
NOTE:Employees must fill out and sign an Employee Direct Deposit Authorization Form to enroll in direct deposit. Contact your financial institution for assistance.
Select PR, Employees, Maintain Employees, Direct Deposit.
Enter the account information from the authorization form.
If your financial institution requires a prenote, select the Send prenote check box. NOTE: Although banks no longer require prenotes, we recommend ensuring the file will transmit correctly.
Select the Active check box to turn on direct deposit for the employee.
E-mail advices check box. Check the box if the employee desires the direct deposit advice emailed.
If checked, the employee E-mail must have a valid email entered in Maintain Employees
If an employee desires E-mail advice, no pay stub will print. TIP:If an employee also wants a printed pay stub, use the PR, Reports, Check Voucher
If unchecked, the pay stub will print when processing payroll checks
Complete the information for each employee using direct deposit.
Create and send prenote file
Select PR, Transfer, Transmit Direct Deposit.
Set the Include prenotes radio button to Only.
Click OK.
A message displays to indicate the name and location of the file. Make note of this information.
The system creates the file BWPAYDDCOMPANYID.nnn and stores in your Sage BusinessWorks directory
The value for COMPANYID is your company ID. The nnn extension is a three-digit number EXAMPLE:BWPAYDDSAMPLE.123
Contact your financial institution for instructions on transmitting the file.
Process payroll
Enter time cards in PR, Processing, Time Card Entry.
Calculate the time cards in PR, Processing, Automatic Payroll Calculation.
Print the Payroll Register and verify the time cards are correct.
Print the payroll checks in PR, Processing, Print Payroll Checks.
Select the Direct deposit radio button.
For employees with E-mail advice, select the E-mail button. All employees with E-mail advice will process.
The process will return to the print checks window to print pay stubs for employees who opted out of E-mail advice.
Verify payroll for accuracy
Go to PR, Reports, Payroll Register.
For Reporting period, select Current pay period.
Review the checks for accuracy.
Void and reprocess any checks that need corrections
Create the direct deposit File
Browse to PR, Transfer, Direct Deposit Preview Report. CAUTION:The information on this report will be in the NACHA file you send to your bank. Ensure the amounts are correct.
If you need to make any corrections, do so before going to the next step. Some items to check on the report.