Managing direct deposit files

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Accounting CS integrates with Kotapay to enable you to send electronic payments of your clients' payroll directly to their employees' checking or savings account and make payments to non-taxed employees and child support payments.Use the Manage Files dialog to do the following:

  • Preview selected files or transactions.
  • Reverse the transactions for a client or for individual employees.
  • Recreate the ACH files.
  • Preview or print the ACH Detail Report or the ACH Condensed Report.
  1. Choose Actions > Process Direct Deposit.
  2. Click the Manage Files button to open the Manage Files dialog.
  3. Use the filtering field to reduce the number of files displayed in the grid.  You can choose to display only the ACH files created today; in the current month, quarter, or year; or in the prior month, quarter, or year.
  4. In the Manage Files dialog, mark the checkbox(es) next to the client transactions you want to view and/or modify.
  5. Click the plus sign to the left of any ACH file to view the detailed list of individual transactions.
  6. To recreate selected files, click the Recreate File button. Regular direct deposit files will be recreated in the default file location. If you are using Kotapay to transmit ACH files, the selected file will be recreated and transmitted to Kotapay.

    Note: To recreate a modified version of the ACH file that includes only some of its original transactions, return to the Actions > Process Direct Deposit screen, select the range of the processed ACH files to display in the grid, click the + sign to expand the file information, mark the checkboxes for the transactions you wish to include in the new ACH file, and then click the Create Files button.

  7. To run a condensed ACH report, click the Condensed Report button (only active if one or more transactions are marked in the grid).
  8. To run a detailed ACH report, click the Detail Report button (only active if one or more transactions are marked in the grid).
  9. To reverse a transaction, mark the checkbox next to any ACH file (this marks all individual transactions within the file) or next to an individual transaction within the ACH file and then click the Reverse Transaction button.


    • The Reverse Transaction button is unavailable for prior ACH transactions that were already reversed, any ACH file entry that has an addenda record, and any ACH files that have a method of Kotapay.
    • Reversing a direct deposit transaction has no effect on the original employee payroll check. To remove the amount from employee earnings, you still need to edit the original payroll check. When you reverse, delete, or void checks, the application adjusts any related payroll liabilities with a negative amount.
    • If you are using International ACH Transactions (IAT) please note that reversals are handled on a best-effort basis. The rules for reversing files and reversing entries vary by country and, in some countries, such transactions may be prohibited.
  10. In the Process Direct Deposit File dialog, accept or change the file name and click OK to create the reversed ACH file.

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