Configure Direct Deposits

Before you can generate direct deposits from GEM-CAR, you must configure your financial institution settings first. These configurations will allow you to pay your suppliers directly via direct deposit, as well as your employees if you have the “Employee Payroll” module. Note that you do not need your financial institution’s payroll service to benefit from direct deposits. To do this, you must choose one of the accounting accounts from the chart of accounts to link it to your financial institution. 

Click on Accounting > Chart of Accounts > Bank. In the bank account, make sure the option “This account is used for payments/receipts” is checked.

Then also check “Prompt to generate direct deposits when making payments”, another tab will automatically appear: Direct Deposits – Pre-authorized Payments.

Click on the Direct Deposits – Pre-authorized Payments tab to configure your financial institution’s parameters.

Click on Save and close.

To make things easier for you, you can select the name of your bank in the Choose your bank field, which will pre-fill some fields in the form. If your bank is not listed, you can choose the Other option which will allow you to enter the settings manually.

Note: your bank may not be supported if it does not use the standard format.

Start by entering your transit number, institution number, and account number. This information can be found on your checks or void cheque in the same order as presented in the form. Then, you need to enter your bank’s ACP clearing center number; this is automatically filled in if you selected your bank at the top of the form. In order to use your bank’s direct deposit service, you must be registered for their services. After registering, they will provide you with an ACP clearing number, which you will enter in the corresponding fields. If you use the same number for payroll, you can enter it in the multiple fields related to it.

The Name with your bank (short) and Name with your bank (full) fields are used to indicate the name that will appear on the direct deposits (usually your business name).

The File name field is not mandatory; use it only if your bank requires the direct deposit file to be named a certain way, which is usually not the case. There is also an available option, if the Payroll module is activated in your system, to enter different information for direct deposits generated by the Payroll module.

The Last number generated by the system field indicates the last direct deposit number generated by the system. By default, it will be set to 0 since no direct deposits have yet been generated. This value will then increment by 1 for each generated deposit.

Configuring Your Recipients

Now that your bank is properly configured, you need to have recipients to generate direct deposits. GEM-CAR allows sending direct deposits to suppliers or to human resources, provided that the Payroll module is activated. For suppliers, under the Terms tab, you can enter the supplier’s void cheque information (Transit/Institution/Folio). For human resources, the same three fields are available under the Info tab.

Your direct deposits are now configured and ready to use.

* Be careful not to reverse the numbers or enter incorrect ones, as the payment will not go through!