Working with Kotapay and Accounting CS

Alerts and notices

Kotapay ( is a third-party processing agent that processes funds electronically via the Automated Clearing House.

Accounting CS integrates with Kotapay specifically to process direct deposit or online vendor bill payments for your clients using our application. For a detailed list of the Kotapay services available for firms using Accounting CS, see You can contact Kotapay directly with questions at 866.431.9926.

Related topics

Processing direct deposit with Kotapay

Online bill payments, overview

Direct deposit overview

Impound overview

Frequently asked questions (FAQs) about working with Kotapay

I am processing direct deposit payments for vendors, and my files are being transmitted as 1099 PMT files instead of VENDOR PMT files.

When you process direct deposit payments for vendors, the application determines the vendor type based on the format (or absence) of the SSN/EIN entered for the vendor.

If you don’t know the vendor’s EIN, enter 00-0000000.

I want to pay my firm using ACH files for the fees I collect from my clients for processing their payroll. Kotapay told me that my ACH files must be processed as CCDBILLING IMPND transactions, but my files are being transmitted as VENDOR PMT or 1099 PMT files. What am I doing wrong?

To successfully create and transmit BILLING IMPND files through Kotapay, you need to use the impound feature in conjunction with the Firm vendor in Accounting CS. See Processing billing impound ACH files using Kotapay.

I want to make ACH Credit payments for federal taxes using Kotapay. Where do I get the routing number and bank account number for the federal tax agents that are already set up in Accounting CS?

The Internal Revenue Service (IRS) highly recommends that all businesses make federal tax payments through the Electronic Federal Tax Payment System (EFTPS), because only financial institutions can initiate federal tax payments through ACH Credit. To get banking information for the IRS, contact the EFTPS Customer Service helpline at 800.555.4477 or view the Financial Institution Handbook at

How do I recreate a direct deposit file and retransmit it to Kotapay?

When I attempt to transmit my ACH files to Kotapay through the application, previously transmitted files show up again to be uploaded. What could be causing this?

The application creates two files in the ACH file location (specified in the Setup > File Locations dialog) each time an ACH file is processed using Kotapay in Accounting CS. The first file is the actual ACH file that is transmitted to Kotapay and has an .ACH filename extension. The second file is a corresponding file that has an .ITF extension. This second file tells the application which ACH files to send to Kotapay during the transmission process. Once an ACH file is successfully submitted or rejected by you on the File Upload page, Kotapay attempts to return a .response file to the file location specified in Accounting CS. When the communication is successful, the existing .ITF file is deleted and replaced with a .response file. But if a problem occurs during the communication process that prevents the .ITF file from being replaced by the .response file, any ACH files that still has a corresponding .ITF file in the file location will be included in the next Kotapay transmission done through Accounting CS. To fix this issue, open the ACH file location specified in Accounting CS and manually delete the unnecessary .ITF files.

If I need assistance processing direct deposit through Kotapay , when should I contact Accounting CS Support and when should I contact Kotapay Customer Support?

As a general rule, any questions that you have up to the point of actually clicking the Create Files button in the Accounting CS Process Direct Deposit screen and viewing the File Upload screen on the Kotapay website should be directed to Accounting CS Support. Once you reach the File Upload page in your Kotapay web account, direct all questions from that point on to Kotapay Customer Support at 866.431.9926.

Internal notes

Per Kyle Roberts on 11/18/2015

I recently worked with a customer that needed to know how Intercept files pulled the EIN information as the ability to override that is greyed out when enabling Intercept. After reaching out to Cindy Simon at Intercept, she provided the following information.

The EIN that comes in the files depends on what type of transactions are created.

If it’s a payroll, vendor, child support, taxpayment, agency batch, the EIN belongs to the Processor’s client.

If the processor creates a tax impound batch, then the EIN in the file is the processor’s.

All of the above the EIN is in the 5 record (batch header) in the ach file.

Process we go thru when a file is uploaded.
1. Verify login password are correct for a processor in our system
2. The tax id number in the batch belongs to the processor (theirs or their clients)
3. Verify application types for the EIN in the file (payroll, vendor etc)