Page tree

 To add a bank account
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Select Bank Accounts, then click Add.
  4. On the Bank Account tab, enter the appropriate information.
  5. On the Additional Information tab, enter the bank account's Next Check Number and Next ACH/Online Ref. #.
  6. Select Print AP Check Copy to print a copy of Accounts Payable checks, and enter a Comment if necessary.
  7. On the ACH Setup tab, enter your ACH Setup information. This option is only available if you use either the Payroll or Accounts Payable modules.
  8. To add another bank account, select Add Another. Otherwise, click OK.
 To update a bank account's information
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Click Bank Accounts.
  4. Select the account you want to edit, then click Edit.
  5. Update the information on the Bank Account, Additional Information, and ACH Setup tabs as necessary. You cannot change the bank account code.
  6. When finished, click OK.
 To delete a bank account
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Click Bank Accounts.
  4. Select the account you want to delete, then click Delete. You cannot delete a bank account that has transactions posted to it, accounts assigned to it, or is assigned to a checking account.
  5. When the confirmation message displays, click Yes.
 To print a bank account report
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Click Bank Accounts, then click Print.
  4. To include the general ledger checking or savings account numbers, select Include Detail?. Selecting this option also displays the last statement date and last statement balance, as well as any comments on record.
  5. To display items marked as not active, select Include Inactive Lists?.
  6. To display the report before printing, click Preview. Otherwise, click Print.

Useful Information

Below are fields in the ACH Setup tab and their equivalents in banking terminology.

ACH Setup Tab
ACS TerminologyBanking Terminology
Bank Rt #Immediate Destination
Bank NameImmediate Destination Name
Company/Originator Rt #Immediate Origin
Company NameImmediate Origin Name
Company IDCompany Identification

Overview

You can add or enter bank accounts when you set up the General Ledger. They are physical accounts at the bank your organization does business with. You must set up at least one bank account before you can post transactions.

A bank account is the actual account your organization has established with a financial institution, and a check account is the cash (asset) G/L account that prints on your balance sheet. Each checking account must be associated with a bank account. 

You can add a new bank account at any time, and you can edit a bank account's information, such as the next check number, next ACH/Online reference number, and bank account name if it changes. However, once bank account codes are set, you cannot change them. Bank codes must differ from payee codes because the bank account is also listed as a payee.

If a bank account has a balance, you cannot make it inactive. If you receive a message that the account still has a balance, create journal entries to zero out the accounts, then mark the savings and checking accounts as inactive, then deactivate the bank account.

When setting up your chart of accounts, you can set up multiple checking accounts and associate them with a single bank account. This allows you to reconcile a single bank account while keeping separate checking accounts in ACS at the same time.

For example

At the bank, you may have an account called "Church Checking." In ACS, you want to track two different checking accounts, "Operating Checking" and "Restricted Checking."

In this example, you would set up one bank account in ACS called "Church Checking" in Define Lists. In the chart of accounts, you would set up two checking accounts called "Operating Checking" and "Restricted Checking" and assign both to the "Church Checking" bank account.

Additional Field Information

Enable ACH?
Select to allow creation of ACH files in the ACS Accounts Payable or Payroll modules.

Bank Rt #
Enter your bank's routing number. This is the information your receiving bank uses to debit your account for the total direct deposit amount. If you are required to send a balanced file to your bank, the routing number that displays in the Bank Rt # field may be your bank's routing number or the routing number of your originating institution.

Bank Name
Enter the bank name.

Company/Originator Rt #
Enter your organization's originator routing number.

Company Name
Enter your organization's name.

Company ID
Enter your organization's company ID number.

Separate Destination Bank
Select to enter a separate destination bank. Then, enter the second bank's routing number and name.

Create a Balanced File
Select to create a balanced ACH file. A balanced file shows the individual credit amounts going into the employees' or vendors' accounts as well as the total debit amount coming out of your organization's account. If selected, enter the bank's routing number and account number.

Send file in advance
Select to send the ACH file to the bank one or two days in advance.

Fill with 9s
Click to place all nines (9) at the end of the ACH file. Some banks require that the file ends in all nines even if the record count is divisible by 10.