Home/ Troubleshooting/ Direct Deposits Do Not Balance

Direct Deposits Do Not Balance

Problem

Total debits and credits do not balance in the Direct Deposits Transmit screen.

For a Direct Deposit file to be accepted by your bank or ACH processor, the total debits must exactly equal the total credits. When they don't balance, you cannot transmit the file.

Solution

Follow these steps to resolve the imbalance.

Step 1: Fix index corruption

Index file corruption can cause direct deposit imbalances.

  1. Exit ProPay completely.
  2. Go to your ProPay working folder (typically C:\PAYSOFT\PROPAY26).
  3. Double-click the file DELCDX.BAT.
    • This deletes and rebuilds all index files.
    1. Start ProPay.
    2. Go to Client Functions > Electronic Processing > Employee Direct Deposit Bulk.
    3. Check if the file now balances.

    If the file balances, you're done. If not, continue to Step 2.

    Step 2: Regenerate the direct deposit file

    If the file is still out of balance, you must regenerate the entire Direct Deposit file by reprinting all Direct Deposit advice checks.

    Important: You can use regular paper for this process if you don't want to waste check stock.

    Delete existing credits:

    1. Go to Client Functions > Electronic Processing > Employee Direct Deposit Bulk on the ProPay Main Menu.
    2. Select the client that has the imbalance problem.
    3. Delete ALL credits for this client.

    Reprint all checks:

    1. Go to Paychecks > Print Payroll Checks on the Payroll Main Menu.
    2. Select Reprint checks for ALL employees.
    3. When prompted: "There are ___ checks already printed, would you like to clear the check numbers and re-print them?"
      • Select NO.
      1. When prompted: "___ checks to print. Okay to print?"
        • Select YES.
        1. For each employee, when prompted: "Check already printed - Re-print? Check # ___ for (employee name)"
          • Select NO for each employee.

          This process regenerates the direct deposit file entries without actually printing new checks.

          Verify the file balances:

          1. Go to Client Functions > Electronic Processing > Employee Direct Deposit Bulk.
          2. Verify that total debits now equal total credits.
          3. If balanced, you can now transmit the file.

          Understanding Direct Deposit Balancing

          A properly balanced direct deposit file contains:

          Credits (employee deposits):

          • Each employee's net pay deposited to their account
          • These are credits to employee bank accounts

          Debits (company withdrawals):

          • Total amount withdrawn from company bank account
          • This should equal the sum of all employee credits

          Formula: Sum of all employee credits = Company debit

          If these don't match, the ACH processor will reject the file.

          Prevention

          To avoid direct deposit imbalances:

          1. Don't manually edit direct deposit files - Always regenerate through ProPay
          2. Complete payroll processing - Ensure all checks are processed before transmitting
          3. Run DELCDX.BAT monthly - Prevents index corruption issues
          4. Verify balance before transmitting - Always check the balance in the Transmit screen
          5. Keep backups - Maintain current backups before processing payroll

          Related Topics

          ← Back to Index