Maintaining Bank Accounts

Modifying/Working with a Bank Account

To modify a bank account and further set parameters for it, locate it on the Financial > Setup > Bank Accounts screen and click the corresponding "Properties"  button.  This brings up the "Modify Bank Account" screen, which is slightly different for "Accounts Payable" accounts than for others:

Fields on this screen:

• Active flag - This should be checked when the account is to be used and unchecked for historic accounts or accounts that should not be used for other reasons.  It effectively enables/disables the account.
• Code & Name cannot be altered.
• Description - The short description that accompanies the bank name in all "bank account" drop downs.  Use this to distinguish multiple accounts from the same bank from one another.
• Account Number - The actual account number.  This is required in order to save the information on this screen.
• NACHA Bank Id (Routing Number) - This is the bank routing number and is required for direct deposit.  It is required.
• Positive Pay File Format - use the drop-down to select the format your bank uses for Positive Pay.  NOTE:  This feature is setup for you by Genesis staff.
• Account Type - How the account will be used.  The choices are:  "Payroll, Agency and Accounts Payable".  This is required.
• Next Check Number - The next check number must be entered in order to generate the proper check number on the checks printed.  This check number should match the number on the next check you are printing.
• Next Advisement Number.  Next advisement number for direct deposit.  Can be any number.  Most districts start at #1 and just let the system continue to assign.
  • NOTE:  the ability to change the next check number and advisement number is a special permission.  Your system administrator should assign this permission to those in the district who should have this ability.
• Checkboxes - check the box(es) if this bank account can be used for Vendor Various and/or Revenue Refund payments

Click Save to store the information.

Funds

The 'Funds' panel is only available for Accounts Payable bank accounts.   An Accounts Payable account can be designated as the bank account for one or more specific Accounting Funds.  This also links to the Funds screen

ACH File Generation Settings

Financial > Setup > Bank Accounts > ACH Setup

These settings are for direct deposit ACH files used for Payroll generated from this bank account.  Your Genesis Account Representative will complete this setup for you.

Enabling/Disabling and Deleting Bank Accounts

Method 1:  Modifying the Account Parameters

To enable or disable a bank account, locate it on the Financial > Setup > Bank Accounts screen and click the corresponding properties button.  On the "Modify Bank Account" screen, the "Active" flag controls whether a bank account is enabled or disabled.  To enable the bank account, check the "Active" check box.  To disable the bank account, uncheck the "Active" check box.  Click Save.

Method 2: Enable/Disable Accounts Directly on the Financial > Setup > Bank Accounts Screen

Each accounts "Active" flag can be updated directly from this screen:

To enable an account, ensure that its "In Use" checkbox is checked.  To disable it, ensure that the "In Use" checkbox is unchecked.

The master "In Use" checkbox in the list header toggles all the checkboxes in the list.

There is no save button - checking or unchecking the In Use checkboxes requires no save.

Deleting a Bank Account

Accounts that have not been used may be deleted.  An account that is not referenced by any internal record - that has never been used to move or manage money via SchoolFi, can be deleted from the Payroll→Setup→Bank Accounts screen.  If the account has been used, a message will appear that showing the bank account is in use.  In this case you would need to disable the account instead of deleting it.