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Aug. 2019 Tips and Tricks (Aug. 12, 2019)

Autosoft -

Accounting Tip: Creating a NACHA File for the First Time 

If your dealership's bank subscribes to NACHA payroll standards, you can easily create and export a NACHA file to transmit direct deposit payroll data to your bank prior to posting the payroll to your general ledger. You must complete specific steps to set up the data in the system before you can generate the file to submit to the bank. The instructions below to assist you.

 

Verifying the Employee Bank Set up

First, you should verify that the bank information has been added to the Employee Master File for each employee. 

Step 1. Click Payroll on the Accounting main menu.

Step 2. Click Employee Information on the Payroll main menu. 

Step 3. Click Employee Master File on the Employee Information menu. The Employee Information screen appears. 

Step 4. Enter the employee number or click Employee List to select an employee. 

Step 5. Click the Statistical button. The Statistical screen appears.

Step 6. Click the Bank Info button on the Statistical screen.

BankInfo.jpg

Step 7. Enter the routing and account numbers from the employee’s voided personal check.

Step 8. Enter C or S in the Account Type field to signify whether the account is checking or savings, respectively.

Step 9. Enter a Y in the Direct Deposit field if the employee is currently utilizing direct deposit. Enter N if the employee is not enrolled in direct deposit.

Step 10. Click Save.

Step 11. Click Back on the Statistical screen.

Step 12. Click Save on the Employee Information screen. 

Step 13. Repeat these steps for each employee. 

 

Verifying the Printer Setup

Next, verify the printer setup contains the correct information.

Step 1. Return to the Dealership Payroll menu.

Step 2. Click Setup. The Payroll Setup menu appears. 

Step 3. Click Printer Setup. The printer Setup screen appears. 

Step 4. Make sure the employer bank account number, routing numbers, and bank name are entered in the appropriate fields on this screen. 

Printer.jpg

Step 5. Click Back to close the screen. The information is automatically saved. 

Step 6. Click Exit to return to the Dealership Payroll men. 

 

Verifying The Employer Federal Tax ID

You should verify your employer Federal Tax ID has been properly added to the system.

Step 1. Click Maintenance on the Dealership Payroll menu. The Record Maintenance menu appears.

Step 2. Click Year-End Closing & W2's. The Year-End Closing menu appears. 

Step 3. Click Print W2s. The Print W2s screen appears. 

Step 4. Enter the number in the Employers Federal ID/EIN field.

Step  5. Click Exit to return to the Year-End Closing menu.

Step  6. Click Print W3 Transmittal. The Print W3 Transmittal screen appears. 

Step  7. In box e. Federal ID/EIN, enter the tax ID for the dealership.

Step  8. Click Exit to close the screen.

Step 9. Click Exit until you are back at the Dealership Payroll main menu. 

Tip: To remove the direct deposit deduction amounts, if any, from employee deductions, use the Set Global Parameters option on the on the Payroll Setup menu. 

 

Generating the NACHA File

Once you have confirmed all of the setup information, you are ready to generate the NACHA file. Use the instructions below to generate the file. You must complete each step to properly generate the file. 

Step 1. Run your payroll and verify that it is correct.

Step 2. Print the checks on plain paper. DO NOT USE CURRENT CHECK NUMBERS. Select a check number range that will not interfere with your current number set.

Step 3. Update Payroll to Accounting, but DO NOT POST YET.

Step 4. Return to the Dealership Payroll menu.

Step 5. Click Reports. The Print Employee Records menu appears. 

Step 6. Click Payroll Transmissions. The Payroll Exports menu appears. 

Step 7. Click Generate NACHA File.

Step 8. The system defaults to the last payroll date. If you want to use a different date, enter the month and day. 

Step 9. Click OK when prompted to verify you want to compile the file. 

Step 10. Click Include or Exclude when prompted to include or exclude the total debit entry dollar amount. 

Step 11. The system displays a message indicating a file named NACHA_yymmddhhmm.txt has been saved in the C:\ASITEXT folder. Click OK to acknowledge the message. This is the file you will upload to your bank. 

Step 12. The system displays a message that the NACHA file will remain in the c:\ASITEXT folder until it is manually deleted from the folder. Click OK to acknowledge this message. 

Step 13. Once the bank has confirmed your payroll file, you can post payroll to the general ledger. You should also move the NACHA file to a more secure location or delete it at this time. 

Tip: You can use the "plain paper" checks you printed as the as pay stubs for the payroll.

 

BONUS TIPS

Adding a Payroll Department

Accounting Payroll & Backups (Webinar)

 

Fixed Ops Tip: Customizing ERO Parts Request Notifications

Did you know that as of the 7.6.5 DMS release you can customize ERO Parts Request notifications to display the way you want them to display? Learn more below!

A new ERO Part Request section has been added to the More Operating defaults screen. The existing ERO Parts Request parameters have been moved to this section, and two new parameters have been added.

ERO.jpg

The Use notification sound setting allows you to specify if you want the notifications to use sound. Enter Y for yes or N for no. If you select Y, the system will play the “Train Whistle” sound when a parts request comes in and then every time the notification displays based on the time setting in the next field. 

The Notification Timing field allows you to specify the frequency for the notification display. Enter the time in seconds, and the system will display the notifications accordingly. (The default time is 25 seconds.) For example, if you set this field to 60 (for 60 seconds), the ERO Parts notification will display every 60 seconds until you dismiss it.

 

BONUS TIPS

ERO Parts Request (User Guide)
Adding Additional Parts Operating Defaults

 

 

Sales and F&I Tip: Swapping the Buyer and Co-Buyer on a Deal

Did know you can swap the buyer with the co-buyer on a deal with one click? Just go to the Buyer page on the deal and click Swap Buyer/Co-Buyer. It’s that simple. The buyer on the deal becomes the co-buyer, and the co-buyer becomes the buyer. Switching them back is as simple as clicking the button again.

swapBuyer.jpg

 

BONUS TIPS

Using the Buyer and Co-Buyer Action Buttons
Adding a Co-Buyer to a Deal

 

 

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