When you have gone through the Suggested Payments screen and have selected or approved the transactions you wish to move to the next stage of the payment run, you can process the Remittance BACS for these transactions.
To ensure that you can process the selected or displayed transactions, you have to make sure that all relevant checks have been carried out and all transactions are ready to be processed.
All of our enquiry type screens have the same look and feel and functionality for consistency purposes.
You can run enquiries against all records or just a specific record.
You can apply filters to ensure that only the transactions you're interested in are displayed in the enquiry window.
Access to enquiry windows is controlled by your Security Profile.
Check your company bank details
The system will not stop you from running the Remittance BACS without the bank details on your company record, but the BACS export won't allow you to progress further, so you should make sure it is all set up to be able to go through the full process.
Click System, then Company and then click on the Settings tab.
Check your organisation's bank details are recorded correctly.
The required fields are as follows:
Sort Code
Account Number
Account Name
Account Ref.
All other fields are optional. IBAN No and SWIFT/BIC code are only necessary where international payments are used.
The BACS Format field only refers to setting a default within the system, which appears when processing the payment run. You can change this at the time of processing the remittance if required.
Check your supplier's bank details
Click Creditors then Suppliers.
Note: All suppliers are displayed for you. You can narrow down you search using advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Click on Account Code or Supplier Name to set the relevant record into edit mode and click on the Settings tab.
Note: The Action Panel automatically opens from the right-hand side of the screen. You can close the panel by clicking on the arrow icon on the right-hand side middle of the screen.
On the Settings tab, scroll to the Bank section and complete the relevant bank information, along with a BACS reference.
The required fields are as follows:
Account Number
Bank Name
Sort Code
Account Number
BACS Reference
The IBAN No and SWIFT/BIC code are only necessary where international payments are used.
Check if you are using compulsory sub ledgers
When the Compulsory Entry Fields for subledgers is on, you must select transactions to process that are assigned to the same sub ledger.
To check if this option is on:
Click System then Options and then click on System Options.
Click on the Options tab and check if the Compulsory Entry Fields for sub ledger is selected.
When selected, you can only process transactions that have the same sub ledgers otherwise a validation error will prevent you from being able to process on the Process Remittance BACS screen.
Where you have selected credit notes and invoices to process, the total value of the remitted balance cannot be less than zero or you are presented with a validation and cannot progress on the Process Remittance BACS screen any further.
Create the remittance
Click Creditors then Transactions and then click Remittance BACS.
Note: All purchase transactions that are ready to process are displayed. You can narrow down the search by using the Advanced Filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
When not using payment approval, select all the transactions you want to process and where using payment approval, check that the list of transactions is correct.
The Payment Date defaults to today's date and can be changed.
Click Process to open the Process Remittance BACS screen.
Note: When all information is correct, a green toast message pops out at the bottom of the right-hand side of the screen to let you know that the remittance has been validated successfully.
Enter a Payment Ref. Check other details are as expected.
Select the required BACS Export Format.
At the bottom, click one of the following options:
Email and Save will prepare the payments and send out the remittances via email, if there are no email details available for any one or many suppliers on the Export, a new window will open allowing you to enter these before the process completes.
Preview Document will show you a list of the remittances which have been prepared to be sent out.
Save will prepare the Payments without sending out any remittances.
Cancel will take you back to the Remittance BACS screen.
The BACS Export screen contains information about the screen and its functionality while the BACS Export processing article guides you through the BACS export steps and the BACS file generation.