Agency Direct Deposit

Overview

Updated 07/07/2021

The Agency Direct Deposit sub tree allows you to set up Direct Deposit accounts to pay an Agency through the ACH process. 

When the direct deposit information has been set up, see Process Payroll for information on the next steps.

The page is separated into three tabs - Bank Setup, Bank History, and Bank Setup Error.

Bank Setup Tab

The Bank Setup tab on the Direct Deposit item of Agency section is used to add and edit bank information related to the agency.

Add a Direct Deposit Account (Bank)

1. Navigate to Main Menu > Front Office > Agency > Direct Deposit
   
   
2. Click the New Bank button on the upper-left corner of the grid. This will clear any existing information in the Bank Information group at the bottom of the page.
   
   
3. Select a bank from the drop-down menu in the Bank Name field.
   
   Note: Set up bank information in Admin Tools: Config Bank for this information to auto-populate.
   
   
4. Enter the routing number for the bank in the Routing Number field, if not already populated.
   
   
5. Indicate the type of account being used for the direct deposit from the drop-down menu of the Account Type field.
   
   

   Option	Description
   Checking	The Agency's checking account..
   PayCard	The Agency's PayCard.
   Savings	The Agency's savings account.

6. Enter the account number for the direct deposit in the Account Number field.
   
   
7. In the Amount Type drop-down menu, Remaining Amount will be shown, because the agency deposit is based on the money that is left over from other deposits.
   Note: The "Amount" field will be grayed out and the "Remaining Amount" does not need to be entered.
   
   
8. Indicate where on the grid you want the bank to appear by selected the desired order from the Sequence field.
   
   

   Option	Description
   1	Funds will be deposited into this account first. If there is only one bank listed, it will automatically have a value of "1."
   2 +	Funds will be deposited into these accounts in the order that is noted.  For example, after funds have been the account labeled "1" they will be deposited in the accounts labeled "2," "3," etc. in that order.

9. Select the prenote date from the calendar of the Prenote Send Date field.
   
   
10. Select the prenote approval date from the calendar in the Prenote Approve Date field.
    
    Note: The previous two options are affected by the IsPrenoteRequired and PrenoteApprovalDay Config Options.
    
    
11. Indicate that the bank is active by checking the Active checkbox.
    Note: "Remaining Amount" can only be selected for one active bank. 
    
    
12. Click Save Bank in the upper-left of the grid to save data.
    Note: When the bank information has been successfully saved, the "Save Bank" button will be changed to "New Bank.

Edit a Bank

1. From the grid, click on the bank to edit.
   
   
2. Click on fields to be edited.
   
   
3. Update content in the fields.
   
   
4. Click Save Bank in the upper-left of the grid to save data.

Bank History Tab

The Bank History tab records prior direct deposits issued by a particular bank.

The information that is displayed on the Agency Bank History tab:

Field	Description
Bank Name	Name of the bank issuing the direct deposit.
Check Date	Date the check was issued.
Check Number	Identification number of the issued check.  Note: Avionté assigns a check number to a transaction even if ACH/Direct Deposit was used for the transaction.
ACH Date	Date the ACH cleared.
Amount	The amount of the direct deposit.

Bank Setup Error Tab

The Bank Setup Error tab displays any errors that occur during the bank setup process.

The information displayed on the Bank Setup Error tab:

Field	Description
Bank Name	The name of the bank attached to the error.
Account Number	Identification number of the account attached to the error.
Error Message	Briefly describes the error that occurred during the set up process.

After identifying errors, return to the Bank Setup tab to make the corrections required to alleviate the error.

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