Subscribe to the SSDT Newsletter by clicking here.  Your email will be added to a distribution list. 

Options When Direct Deposit Information is Returned by Your Bank

You receive word from your bank that direct deposit information has been returned, now what? The steps involved really depend on the situation. Let’s step through some possible scenarios and the process involved with each of these situations.

• The bank returned an employee’s direct deposit. This employee only has one direct deposit account.

  • Reissue the returned direct deposit as a direct deposit with updated direct deposit information.

    • Go to Payments>Payroll>Direct Deposits tab.  On the Direct Deposits grid, locate the correct payment number and direct deposit amount line.

    • Click the Generate icon. A pop-up window will appear. The current Account Number, Routing Number, and Direct Deposit Type should populate. Update any of these fields to reflect the correct information. Click Generate File. This saves the ACH_XXXXX.TXT file to your computer.

    • Upload the ACH_XXXXXX.TXT file to your bank.

  • Reissue the returned direct deposit return as a physical check.

    • Go to Payments>Payroll>Direct Deposits tab.  On the Direct Deposits grid, locate the correct payment number and direct deposit amount line.

    • Check the checkbox and select Reissue.

    • A pop-up window will appear.

      • Bank Account = Select the appropriate bank account from the drop down.

      • Reissued Date = Select the appropriate date from the calendar option.

    • Click Confirm.

    • Another pop-up window will appear. Check the Payroll Check checkbox and select Print.

    • Another pop-up window will appear.

      • Output Format = XML if printing using a third party printing software

      • File Name = Checks.xml is the default. Can be changed if desired.

      • Print Full Check = Checkbox is defaulted based on how the System>Configuration>Check Reprinting Configuration>Print Full Check checkbox is marked.

      • Memo = Optional. Allows a message to be printed in the memo area when the check is printed.

    • Click Print Checks.

    • Submit the XML file to your printing software.

    • Click Done.

• The bank returned an employee’s direct deposit. This employee has multiple direct deposit accounts; however, only one of the direct deposit accounts was returned.

  • Reissue the returned partial direct deposit as a direct deposit with updated direct deposit information.

    • Go to Payments>Payroll>Direct Deposits tab.  On the Direct Deposits grid, there will be a separate line for each of the employee’s direct deposit amounts. Locate the correct payment number and direct deposit amount line.

    • Click the Generate icon. A pop-up window will appear. The current Account Number, Routing Number, and Direct Deposit Type should populate. Update any of these fields to reflect the correct information. Click Generate File. This saves the ACH_XXXXX.TXT file to your computer.

    • Upload the ACH_XXXXXX.TXT file to your bank.

  • Reissue the returned partial direct deposit as a physical check.

    • Go to Payments>Payroll>Direct Deposits tab.  On the Direct Deposits grid, there will be a separate line for each of the employee’s direct deposit amounts. Locate the correct payment number and direct deposit amount line.

    • Check the checkbox and select Reissue.

    • A pop-up window will appear.

      • Bank Account = Select the appropriate bank account from the drop down.

      • Reissued Date = Select the appropriate date from the calendar option.

    • Click Confirm.

    • Another pop-up window will appear. Check the Payroll Check checkbox and select Print.

    • Another pop-up window will appear.

      • Output Format = XML if printing using a third party printing software

      • File Name = Checks.xml is the default. Can be changed if desired.

      • Print Full Check = Checkbox is defaulted based on how the System>Configuration>Check Reprinting Configuration>Print Full Check checkbox is marked.

      • Memo = Optional. Allows a message to be printed in the memo area when the check is printed.

    • Click Print Checks.

    • Submit the XML file to your printing software.

    • Click Done.

• The bank returned an entire direct deposit file due to the file containing a record(s) that has an invalid account/routing number(s). The complete file with the corrected account/routing number(s) needs to be created and the entire corrected file needs to be resubmitted.

  • Go to Payments>Payroll>Direct Deposits tab.  Locate the payment number.

  • Click Generate icon.  A pop-up window will appear. The current Account Number, Routing Number, and Direct Deposit Type should populate. Update any of these fields to reflect the correct information. Click Generate File. This saves the ACH_XXXXX.TXT file to your computer.

  • Go to Reports>ACH Submission>ACH Submission tab.  Select pay date (it may be necessary to check the ‘Display All Payrolls’ to display the payroll needed) and click Generate Report.  Verify the updated information has been corrected and all information is accurate.  Click the Generate Submission File option. This saves the ACH_XXXXX.TXT file to your computer.

  • Upload the ACH_XXXXXX.TXT file to your bank.

User Based Balance Checking

User Based Balance Checking adds warnings or errors in USAS that are configured per user to prevent or allow transactions from posting to negative accounts.

Open

When a user initiates a transaction like creating a Requisition or Purchase Order, this will check the amount of the transaction items compared to the balance of each account code used and show a message to warn the user if it will cause the account to have a negative balance. Each individual user can be configured to receive warnings or errors at the Budget and/or Appropriation level.

• Warning: A message will display but the user can still choose to proceed with posting the transaction

• Error: A message will display and the user cannot proceed with posting the transaction

There are a few steps required to get started with User Based Balance checks in your software.

1. The first step is to enable the User Based Balance Checking Module. This must be done by a user with access to the System > Modules page. This is usually only available to system manager or admin roles so you may need to work with your ITC for this setup. Click the + in the first column next to User-Based Balance Checking Module to enable the module.

Open

2. The next step allows you to customize which specific situations errors occur. This is determined by which Rules are enabled in the software. Accessing the System > Rules page also requires access typically restricted to system manager or admin roles. 
   The enabled rules will determine which situations have an error for users that are not allowed past negative budget or appropriation. This gives you an opportunity to customize which situations and for which transaction types users will receive errors when exceeding the balance.

3. The last step is to configure each individual user. This will determine if a user will receive warnings or errors when they encounter a situation that would cause a negative on an account. USAS Manager access has the permissions to update and maintain these settings on the System > Users page.

   1. Allow Negative Appropriation: If unchecked,  the user will receive errors when posting to negative appropriation balances.

   2. Allow Negative Budget: If unchecked, the user will receive errors when posting to negative budget balances.

   3. Warn on Negative Amounts: Only applicable if negative amounts are permitted. If negative amounts are permitted and this is checked, it will issue a warning when encountering negative balances.

• SSDT Wiki

• September Release Recap

• Newsletters Home Page

• SSDT Documentation

• USAS Documentation

• USPS Documentation

• Inventory Documentation

• SSDT YouTube Channel

• USPS YouTube Playlist

• USAS YouTube Playlist

• Inventory YouTube Playlist

We know how important it is to provide as much information as we can regarding State Software reports. We recently covered a session with ITC support staff on a Deep Dive into Reports Generation, providing an in-depth look into USAS report generation and best practices when running template and canned reports. So many helpful tips packed into this recording. Don’t miss it!

Did You Know?

Don’t Forget…It’s Time to Update the EMIS Fiscal Year

Before processing your Initial Staff and Course Collection for fiscal year 2024, it is imperative the USPS EMIS fiscal year be updated. To change the EMIS fiscal year to 2024, go to System>Configuration>EMIS Reporting Configuration>Fiscal Year and enter 2024.

Please note:  Many ITCs update this for their districts.  Please work with your ITC to verify who's responsible for updating the EMIS Configuration Fiscal Year.

Did You Know?

Improvement made to AR billing item description & Vendor view

The Accounts Receivable Billing Description has been lengthened to accommodate 3000 characters. This can be very useful when users have to include required details on their E-Rate billings for example. 

The Customer field on the AR Billing has also been widened to accommodate longer customer names.   Prior to this change, the user could not see the entire customer’s name to select the correct one.  Now you can see more detail to ensure the selection is the customer/vendor that you want to select.