prepare bank deposit - pays still staying in there

Hi mayfield 

Thank you for your post. You can process those payments to clear them off the list, then do a journal entry to fix the balance.

To clear the transactions in the Prepare Electronic Payments window:

1. Open the Prepare Electronic Payments window
2. Select all of the transactions
3. Click Record to create the bank / ABA file
4. Delete the bank file

After doing this you should speak to their accountant about doing a journal entry to offset this transaction as it may affect their bank reconciliation.

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thank you

I understand that I can do this, but what about in the future, why do they stay there?

when I record my deposits they disappear from here so I don't understand why the pays don't

Hi,

this answer still doesn't help - I can select all of the pays, which then does the transaction, but then they don't disappear from here like the deposits do?   why is it different?

Please help.

Hi mayfield 

My apologies I missed that the pay transactions are appearing in Prepare bank deposits window. Only funds received should be posted to the Undeposited funds account and appear in Prepare bank deposits. 

Can you confirm the following:

1. Open one of the pay runs and check what account is listed under Pay from Account?
2. Can you go to Setup > Linked Accounts > check what is listed under Bank Account for Undeposited Funds?

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Hi,

1.   Holding Account

2.   Holding Account

Hi mayfield 

Thanks for confirming. The accounts being the same would be why you are seeing the pay runs in the Bank Deposit window. 

The transactions that show in the prepare bank deposit will show any transactions coded to that Holding Account that has been linked. 

For a more detailed explanation on how linked accounts work, please refer to our Support Article on the topic: What are linked accounts? 

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Hi,

I've attached a copy of the payroll linked accounts, I'm not sure what is wrong with it.

I need each pay to go into the Holding Account, and then when I do the PrePare Bank Deposit - I need it to come out of the Holding Account and be recoded as a lump sum in the main bank account.  It is doing this correctly at the moment.    

So how do I do it differenty?

Hi mayfield 

As mentioned in the Help Article I provided earlier, the explanation for Bank Account for Cash Payments is as such:

This is the bank account from which you withdraw cash to pay employees. This includes employees you pay by manually transferring funds into their bank account (not via bank file or direct payments from AccountRight). Amounts will be posted to this account when you record a pay run, based on the employees whose Payment Method you've set to Cash. Alternatively, this can be a clearing account that helps you track the total cash that needs to be withdrawn from your bank account. 

As you have selected a clearing account instead of a bank account, then that is why it is showing those pays under Prepare Bank Deposit. 

The system has seen that you have put the holding account as the clearing account for the pay runs, so it has placed it in the list of transactions available when you are looking at the Prepare Bank Deposit window.

If that is not correct, I recommend choosing a different account for that linked account.

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