Lesson #69
Payables – Print Checks function
After closing payroll and printing a final copy of the Resource Pay Statements report, the last task is to cut checks. You have 3 options in RB9 for generating paychecks:
- Print resource payroll checks from RB9.
- Export checks in NACHA format for direct deposits.
- Transfer checks to QuickBooks.
You do not have to use the same method for all resources; you select which resources get paid via which method when cutting checks.
In the Print Checks function, the current pay date (that was just closed) automatically appears in Pay Date (you can select a different closed pay date if desired). RB9 lists all of the resources being paid in the selected payroll along with their check amounts.
You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
Print checks
If you want to pay by check, you select which resources to pay. Then enter the starting check number and a memo field message, if desired.
RB9 creates a PDF file of the checks to print from Adobe Acrobat, and enters the check numbers and date in the paid resources’ listings in the results grid. RB9 creates the PDF according to your settings to print on your own voucher or standard business checks, including Quickbooks-compatible laser checks. Printed checks include the resource’s billing address instead of their home address if there is one in their RB9 profile.
Direct deposit
You can skip the hassles of printed checks, by direct depositing pay in your resources’ accounts instead. To prepare for direct deposit, you must do 3 things:
- Sign up for direct deposit with your bank.
- Set up your RB9 system preferences for direct deposit payables. (Some of this information is from your business account, the rest you can get from your bank when you sign up for direct deposit.)
- Enter your resources’s banking account number, routing number, and account type in their RB9 profiles.
Then select the resources in the Print Checks function whom you want to direct deposit paychecks for, export a NACHA-formatted file, and send it to your bank. They will transfer the funds for you. (NACHA stands for National Automated Clearing House Association, which has a system for electronic funds transfers, such as direct deposits, from one bank account to another.)
When you choose to export a NACHA-formatted file, you select the effective date of the deposit (default is two days from today). If any resource doesn’t have banking information in their profile, RB9 will stop the export and alert you to missing information. You can click a resource’s name in the Print Checks screen and add the information to their profile.
RB9 exports NACHA-formatted files with the file name “NACHA-[today’s date].txt” to send to your bank for processing.
QuickBooks checks
If you use QuickBooks to print resource payroll checks and deduct the amounts from your checking account, export pay information here to import into QuickBooks.
Select the resources in the current payroll whom you want to pay through QuickBooks and RB9 will export a file in QuickBooks IIF format to your desktop so you can import it into QuickBooks.
TIP: If you pay resources through QuickBooks, you can skip a step with RB9’s QuickBooks Integrator. By using the QuickBooks Integrator in Tools, you can import payroll directly into QuickBooks and eliminate the need to export payroll first.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: You can print paychecks directly from RB9, direct deposit checks, or export them to use in QuickBooks.
RB concepts in this lesson
Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.
