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Field List

Adding a Bank

Adding distribution codes

Deleting a bank account

About Banks

Use the Banks window to:

  • Add a new record for each physical bank account (that is, for each bank account on your chart of accounts).
  • Edit information for existing bank accounts. You can change any fields except the bank code, the multicurrency option, and the statement currency.
  • View the approximate bank balance during the month, click the Balance tab.
  • Delete the record for a bank you no longer use.

Note: The steps in this help topic apply to the Sage HRMS desktop product. Navigation and available features may differ in the premium web version of Sage HRMS.

To see information about a tab on the Banks window, click the tab name below.

Use this tab to enter identifying information for the bank account.

You need to enter: 

  • The number of the next deposit batch for this account.
  • The maximum error amount that the bank accepts without investigating the cause of the error.
  • General ledger accounts for the bank and for clearing errors posted during bank reconciliation. If you do not use Sage HRMS Payroll General Ledger, you can enter the account number from another system.

You can optionally enter the bank's transit number and the bank account number. You find these numbers encoded on the bottom of your checks; sometimes referred to as MICR #s, or Magnetic Ink Character Recognition numbers.

Use this tab to select the following:

The operating account for this bank.

The account to which are posted small discrepancies between the bank statement and the general ledger.

In a multicurrency bank, if the transaction currency is not the same as the statement currency, errors are posted to the Exchange Gain/Loss accounts as chosen on the Currency tab, rather than to the Write-Off account.

The account that is used for writing off credit card charges applied to a deposit. The charges will be written off during bank reconciliation in the same way that bank errors are written off.

Do not select an account that has the Post To Account field set as prohibited.

Enter the address (up to 60 characters), telephone and fax numbers (up to 30 characters each), and contact person (up to 60 characters) of the bank account.

You can change the information after adding a bank record.

Use the Check Stocks tab to enter printing information for checks drawn on the bank account.

For each physical check stock you use with this account, you need to:

  • Enter a code and the next number to assign to checks drawn on this account.
  • Select the type of stock whether you are printing combined, sequential, or separate checks and advices.
  • Select the report specifications for the check and advice forms you use.

    • You normally keep your reports specifications in the Customization Directory or in the folder for the language associated with the check forms you have specified (for example, in the \ENG folder, if your checks use the English language). When a check is ready to be printed, the program searches for the file you name in these folders. If it cannot find the file, you can use Browse to specify the file location.

  • Select the language that you want to display on the body of the check. The language you select here is a default; the language set up in individual employee and vendor records takes precedence when you print checks in Payroll. You can also change the default at the time of printing for other types of checks you issue from this bank account.

You can change the information on this tab after saving the bank record.

Check Stock: If you are setting up check printing information for a bank, type a unique code, up to six alphanumeric characters, to identify your check stock. The check stock is composed of the physical check forms, combined with report specifications and the check language. When you print checks for your program, select one of the check stock codes defined for the bank. The description for the code and its type are displayed in the Print Checks window.

Next Check Number: If you are setting up check printing information for a bank, type the number that you want to assign to the next check drawn on this account. When you print checks for your program, Sage HRMS Payroll assigns numbers sequentially to the checks in the batch, beginning with this number. When you post the checks, Sage HRMS Payroll updates the next check number in the bank record. You can edit the number at any time, if necessary.

Check Form: If you print checks only, or checks combined with direct deposit advices, type the file name of the Crystal Report specification for the check form. If you are not sure of the file name, click Browse to display a list of files by drive and folder.

This tab displays up-to-date information for a bank account, including:

  • The last statement date, the last reconciliation date, and the year and period to which the reconciliation was posted.
  • If there is no posted reconciliation for the bank, the program displays the year and period from the oldest year for which a fiscal calendar was created.
  • The closing balance of the last bank statement to which the account was reconciled.
  • The total of all deposits outstanding as of the last reconciliation plus subsequent deposits, including post-dated deposits that have been entered in Sage HRMS Payroll.
  • A total of all withdrawals outstanding as of the last reconciliation, plus any withdrawals issued since that date. This figure includes post-dated checks that have been entered in Sage HRMS Payroll.
  • The current balance, which is the sum of the last statement closing balance, plus deposits, less withdrawals. Because this amount includes items that have not yet cleared the bank, and because your bank may have cleared items that you not have recorded in Sage HRMS Payroll, this figure may not match the account balance calculated by your bank.