Batch and download ACH files using the new workflow
This article explains how to use the new Combined ACH workflow to batch ACH files and download them for processing. The workflow is accessed directly from the Payroll menu and replaces the previous method of managing combined ACH files.
Where to find Combined ACH
Combined ACH is now available directly in the Payroll menu. There are two entry points:
- Payroll > Post-pay run activities > ACH file batching — to create combined ACH files
- Payroll > Post-pay run activities > Download batched ACH files — to download files that have already been batched
ACH file batching
The ACH file batching screen shows all ACH files that have not yet been processed through the new Combined ACH workflow.
Filtering your view:
- Use the tabs at the top to switch between Net Pay and Garnishment ACH files.
- Use the pay run type filters to narrow results by: Scheduled, Adjustment, Special, or Manual.
- Use the date range dropdown next to the search bar to hide older unbatched files you do not wish to see.
Other options on this screen:
- Export: downloads a copy of all pay runs that have not yet been batched.
- Selecting a pay run name opens the post-pay run screen for that payroll.
Note: The Total Amount shown is the total value of the ACH file, not the total cost of the payroll.
Creating a batch
Select the ACH files you want to combine. Once selections are made, the following options appear:
- Item count: shows how many files are currently selected.
- Make batch: prompts you to name the batch and moves the selected transactions to the Download batches view.
- Refresh ACH data: updates direct deposit details with the most current information from each employee's card.
- Clear selection: deselects all currently checked files.
Important: Refreshing ACH data cannot be undone. Once completed, the updated information will replace whatever was previously on file.
Download batches
Download batches has a similar layout to ACH file batching and shows all batches that have been processed. Each batch displays a status:
| Status | What it means |
| Downloaded | The file has been downloaded. Shows the ACH admin who approved it and the timestamp. |
| Not downloaded | The batch has been approved but not yet downloaded. |
| Rejected | The batch was rejected. Rejected files cannot be downloaded or rejected again. Use Batch status filters to hide them from view. |
Selecting a batch name opens a slide-out panel with details of the combined files, including check dates, item counts, and ACH amounts. Choosing a pay run name within the panel opens the post-pay run screen for that payroll.
Downloading a batch
You can download from either the slide-out panel or directly from the Download batches view. When downloading, you will be prompted to enter:
- Clearing date
- Bank account to use
- Option to combine employee net pay totals if the same employee appears in multiple ACH files within the batch
Rejecting a batch
You can reject a batch from the slide-out panel or directly from the Download batches screen. Rejecting a batch returns all transactions in that batch to the ACH file batching view, where they can be selected again and placed into a new batch. The original batch will show a Rejected status in Download batches.
If you reject a previously downloaded file, you will receive a warning that shows who originally downloaded the file and confirms that the transactions will return to the ACH file batching page.
With this updated workflow we do have the ability to restrict the approval and download of Combined ACH files to Super Admins. If you would like to enable this feature, contact Greenshades support for assistance.