PAYING EMPLOYEE EXPENSES BY EFT PART 3

In part 1 – We went thru the Steps to setup the Company EFT Information. In part 2 – We went thru the Steps to setup the Employee as a Vendor and the Steps to setup the Employee EFT Information. In this Section we will go thru the Steps to Generate an EFT PreNote File and the Steps to Enter the Employee Expenses.

Steps to Generate the EFT PreNote File

If required by your Bank send a PreNote File using the Banks required Transmission Method.
A PreNote File will contain Company Banking Information as well as the Employee’s Banking Information.
The Bank should give feedback that the information received is correct/incorrect.
Make corrections as necessary.

Step 1
Go To Financial >> Cards >> Checkbook. Select the EFT Checkbook. Click on EFT Bank. Click on Payables Option. Click on Generate PreNotes. This Opens the Generate PreNotes Window.

Step 2
Select Vendors Only
Select Prenote Format ID from the Drop Down List
Select Prenote Date

Step 3
Select Process

Select Continue

Step 4
Go to the location listed in the message and submit the file to the Bank via their required File Transmission Method.

Entering Employee Expenses

Now that you have sent the PreNote File to the Bank and made the necessary changes. It is time to Enter the Employee Expenses.

Step 1
Enter Employee Expenses – Go To Purchasing >> Transaction Entry
Enter a Description – example Employee Expenses
Enter a Batch ID already setup or Enter a new Batch ID
Enter Document Date
Select a Vendor ID – example EE-0000001 (the Employee Vendor ID that you setup for the Purpose of paying Employee Expenses
Address ID – Auto-Populated from the Vendor Card
Remit to ID – Auto-Populated from the Vendor Card
Payment Terms – Auto-Populated from the Vendor Card
Currency ID – Auto-Populated from the Vendor Card
Document Number – Enter the Document Number (this is a required field)
PO Number – optional – Enter Information if Available
Shipping Method – optional – Enter Information if Available
Tax Schedule ID – optional – Enter Information if Available
Purchase – Enter the Amount of the Expense (no other information is necessary to enter on this screen)
Click Distributions
Verify the Account Numbers / Distributions / Amount are correct.
Click OK – Returns to Payables Transaction Entry Window
Click Save
Continue Entering Employee Expenses until Completed.

Step 2
Post the Accounts Payable Batch
You have now sent the PreNote File to the Bank and Entered the Employee Expenses. In Part 4 we will pay the Employee’s via EFT and send the File to the Bank.


Tricia Chase | Senior Business Software Consultant

As a Senior Business Consultant, Tricia has performed various roles for customers including conducting design sessions, integrating data, training GP and 3rd Party modules, troubleshooting data issues, and acting as interim controller. Tricia has over 20 years of experience as an accountant and over 15 years of experience with Microsoft Dynamics GP usually working with the Accounting / Finance Teams or the HR / Payroll Teams.  Prior to KTL, Tricia worked for various partners and as an Independent Consultant.  She has worked with various industries including:  Construction, Trucking, Health Care, and State Government.  Tricia holds a B.S. in Accounting from St. Mary of the Plains College in Dodge City, Kansas.

Share this post

Related Posts