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Direct deposit

Frequently asked questions about Kotapay processing

Kotapay is a 3rd-party processing agent that processes funds electronically via the Automated Clearing House.
Accounting CS integrates with Kotapay specifically to process direct deposit payments for your clients using our application. Go to Kotapay.com/thomsonreuters for a detailed list of the Kotapay services available for firms using Accounting CS. You can contact Kotapay directly with questions at 866.431.9926.

Contact Accounting CS Support or Kotapay Customer Support

As a rule, direct any questions you have up to the point of selecting
Create Files
 in Accounting CS to Accounting CS Support. Once you reach the File Upload page in your Kotapay web account, contact Kotapay Customer Support at 866.431.9926 with any questions.

Direct deposit vendor payment files 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 Social Security number (SSN) or Employer Identification Number (EIN).
  • Vendors without an SSN or EIN, and vendors with an SSN formatted as XXX-XX-XXXX, are considered non-commercial vendors. The company entry description for their direct deposit transactions is PPD1099 PMT.
  • Vendors with an EIN formatted as XX-XXXXXXX are considered commercial vendors. The company entry description for their direct deposit transactions is CCDVENDOR PMT
If you don’t know the vendor’s EIN, enter
00-0000000
.

Pay your firm using ACH files for fees collected from clients

To create and transmit BILLING IMPND files through Kotapay, you need to use the impound feature with the Firm vendor in Accounting CS. Follow the steps to process billing impound ACH files using Kotapay.

Make ACH Credit payments for federal taxes using Kotapay

The Internal Revenue Service (IRS) highly recommends that all businesses make federal tax payments through the Electronic Federal Tax Payment System (EFTPS). 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 refer to the Financial Institution Handbook at www.eftps.gov.

Recreate a direct deposit file and retransmit it to Kotapay

Follow these steps to recreate an ACH file in its entirety:
  1. Select
    Manage Files
    .
  2. Select the ACH file to recreate.
  3. Select
    Recreate File
    .
Follow these steps to recreate an ACH file but include only some of its original transactions:
  1. Select
    Manage Files
    .
  2. Select the range of processed ACH files to display in the grid.
  3. Select + to expand the file information in the grid. Mark the checkboxes for the transactions you want to include in the new ACH file.
  4. Select
    Recreate File
    .

Previously transmitted files show up again to upload when transmitting ACH files to Kotapay

The application creates 2 files in the ACH file location (specified in the
Setup
,
File Locations
 window) each time you process an ACH file using Kotapay in Accounting CS.
  • The 1st file is the actual ACH file transmitted to Kotapay. It has an
    .ach
     file name extension.
  • The 2nd file is a corresponding file with an
    .itf
     extension. This 2nd file tells the application which ACH files to send to Kotapay during the transmission process.
note
When the communication is successful, the application deletes the existing
ITF
 file and replaces it with a
.response
 file.
If a problem happens during the communication process that prevents the response file from replacing the ITF file, the next Kotapay transmission completed using Accounting CS will include any ACH files with a corresponding ITF file in the file location.
To fix this issue, open the ACH file location specified in Accounting CS and manually delete the unnecessary ITF files.

This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Direct deposit,Payments,Payroll checks