System Controller Cash Bank Accts Tab

Transcription

1 Reference Sheet System Controller Cash Bank Accts Tab You use this tabbed page to define all system level bank accounts associated with processing payroll for the system. Note If you are setting up ACH, also refer to the Automated Clearing House (ACH) Guide. To work with system level bank accounts, select the System > Controller > Cash > Bank Accts tab. Millennium displays the Bank Accounts page and sub pages, as shown in Figure 1: Figure 1: Bank Accounts page The sections that follow explain the tabbed sub pages of the Bank Accounts page. M3-SysCCshBAcctsT-RS-SB

2 System Controller Cash Bank Accts Tab General sub-tab Use this sub tab to define the properties of the bank account. Click on the General sub tab. The system displays the sub page shown in Figure 2: Figure 2: General sub-page Description Account Transit Next Check # Account/Transit for ACH Checking Service Bureau Bank Account Print Company Address on Check Enter the full description of the bank account. Enter the bank account number. Enter the nine digit code that represents the ABA transit number of the bank. It is found at the bottom left corner of a check. For more information, see ABA Transit Routing Number on page 3. Enter the next check number to be issued when the bank account is used. This number is updated with each check generation process. Enter the bank account number and ABA transit number to be used for ACH transactions. These two fields must be filled in. Used for ACH identification, put a check in this check box if the bank account is a checking account. Put a check in this check box if this account belongs to the service bureau and should be tracked in the service bureau general ledger (SBGL). If you check this box, the system creates SBGL entries during payroll processing. Put a check in this check box to set the default for all companies that the company s address will print on the check. If you check this box, do not enter information in the fields under the Account Name/Address sub tab. 2 Millennium 3 Reference Sheet

3 Release 3.29 Bank Information sub-tab Use this sub tab to enter the detailed bank account information. You can obtain this from a cancelled check or copy of a check for the account you are setting up. Click on the Bank Information sub tab. The system displays the sub page shown in Figure 3: Figure 3: Bank Information sub-page ABA Transit Routing Number Fractional Routing Number Bank Name Address, City, State, Zip Enter the nine digit code that represents what can be called the transit routing number, the routing transit number (RTN), the ABA transit number, or simply the ABA number of the bank. It is found at the bottom left corner of a check. This number is derived from the system originated by the American Bankers Association (ABA). The transit number appears in two forms on every check: the MICR form (the main form, or ABA number, that you enter in this field), and the fraction form (see Fractional Routing Number below). Enter the routing number that resembles a fraction. It is found at or near the top right corner of a check. Include the slash character. You do not have to enter the two prefix digits that are followed by a dash character. For example, if the check shows a fractional number of /6789, you enter 2345/6789. This number serves as a back up to the ABA number (see ABA Transit Routing Number above). Enter the name of the bank. Enter the address information for the bank. M3-SysCCshBAcctsT-RS-SB

4 System Controller Cash Bank Accts Tab Account Name/Address sub-tab Fill in this sub tab to create the default name and address information to be printed on checks and/or vouchers using this account. Note Do not enter information in these fields if you put a check in the Print Company Address on Check check box. If a company wants to use different name and address information, define that information under the Master Company Setup > Demographics tab. Also, fill in the company name on this sub tab for the banks you will be using for ACH transfers. The name you enter will appear on the detail record of the ACH file (some banks require this). Click on the Account Name/Address sub tab. The system displays the sub page shown in Figure 4: Figure 4: Account Name/Address sub-page Name Address, City, State, Zip, Country Use this name/address on face of check Enter the name of the company. Enter the address information for the organization. Put a check in this check box to use the name and address from this subpage when printing the face of a check, overriding the information found elsewhere. 4 Millennium 3 Reference Sheet

5 Release 3.29 Check Messages sub-tab Use this sub tab to display brief messages on the face of the check or voucher. Click on the Check Messages sub tab. The system displays the sub page shown in Figure 4: Figure 5: Check Messages sub-page Check Message 1, Check Message 2 Direct Deposit Voucher Message Enter a short message that appears on the right side of the check, above the Pay line. You can enter Payroll Check or Void After 90 Days or Payroll Direct Deposit Voucher or something similar. [Optional] Enter a short message that appears on the direct deposit voucher, directly above the employee name and address. You can enter This is a Direct Deposit Voucher or Do Not Cash or something similar. Signature Logo sub-tab Click on the Signature Logo sub tab. The system displays the sub page shown in Figure 4: M3-SysCCshBAcctsT-RS-SB

6 System Controller Cash Bank Accts Tab Figure 6: Signature Logo sub-page Signature Logo Print Logo on check Enter the UNC path and file name of the signature bitmap file image. Click the [...] button to browse for the file. Enter the UNC path and file name of the logo bitmap file image. Put a check in this check box to print the logo (from the Logo field) when printing the face of a check, overriding the information found elsewhere. Adding Bank Accounts To create a new bank account: 1. Click the yellow star button in the page header: Figure 7: Yellow star button to add an item The system displays a pop up window in which you define the label for the new bank account: Figure 8: New Bank Account dialog 6 Millennium 3 Reference Sheet

7 Release Enter a descriptive label for this New Account and click the OK button. Do not use the System Account fields. Note Each account code ID must be unique. Make each one descriptive as to the nature of the account; for example, SysPR or DefaultTax. The code can be up to ten characters, must be alphanumeric, and should not contain any special characters or spaces. The system creates a new account code, adds it to the items list, and puts the cursor in the Description field of the General sub tab. 3. Fill in the appropriate information for this new bank account. Deleting Bank Accounts To remove a bank account: 1. Highlight the bank account in the items list. 2. Click the black X button in the page header: Figure 9: Black X button to delete an item The system removes the bank account. Note You cannot delete a bank account once it has been used. Company Bank Account Changes Tip A best practice recommendation is that if you need to change a bank account, change the description of that account to DO NOT USE or something similar. Following this tip allows an audit trail and the account information to remain, while hopefully preventing others from trying to use the account because of the new description. M3-SysCCshBAcctsT-RS-SB

8 System Controller Cash Bank Accts Tab 8 Millennium 3 Reference Sheet