Produce and List BACS

Use this report to produce a BACS listing for all BACS-paid employees. A file called ?_WGBACS.OUT or, in the case of NatWest Autopay, ?WGBACS.TXT (where ? is the company ID) is created within the DATA subfolder of the application's folder. If a file of this name exists, you can choose whether to overwrite it.

Important Note - Bankline: If you use the NatWest or RBS Bankline product to produce BACS files in bulk format, the reference you enter in the Bulk List Template Ref. field must be the same as the reference used when the bulk payment list was set up in Bankline.

Box

Description

Value Date

The date that determines the BACS payment date.

This only applies if the BACS System box on the Payroll - Utilities - Set Options form is set to 'AIB', 'BANK IRELAND', 'BANKLINE AD HOC', 'BANKLINE BLK', 'BANKLINE STD', 'BOS', 'HSBC', 'ROYLINE BLK' and 'ROYLINE STD'.

Payment Ref

This identifies the payment as it will be known to the remitter.

This only applies if the BACS System box on the Set Options form is set to 'BANKLINE AD HOC'.

These three boxes only apply if the BACS System box on the Set Options form is set to 'AIB' or 'BANK IRELAND'.

Volume ID

Default BACS Volume ID for the Volume Header Label. This can be both characters and numbers but would typically be '000001'. This is a reference that you decide on, it is not provided by your bank.

Auth ID

Default BACS Authorisation ID for the Volume Header Label. This is provided to you by your bank.

Service User Number

The Service User Number (SUN) provided to you by your bank or BACS Approved Solution Supplier (BASS).

This box is displayed if you use the Standard 18 BACS format (selected from the BACS System list on the Payroll - Utilities - Set Options form). The Standard 18 format includes the random string used for RTI purposes, which is a HMRC requirement for employers who use a Service User Number when paying employees by BACS. This format is currently supported by Allied Irish Bank, Bank of Scotland, Bank of Ireland, Barclays Bank, HSBC, Lloyds TSB and BACS Approved Solution Suppliers (BASS).

You must only use this if your bank or BASS has told you that the format is suitable and has given you a (SUN) Service User Number.

You can leave this box blank when you create your payment file. If you do leave it blank you must enter the SUN in your banking software instead.

Volume No

Default BACS Volume number for the Volume Header Label.

If any details in the report are wrong after the BACS list is created, make the necessary amendments for the employees on the Processing form, run the Calculation again, and then run the Produce and List BACS command again.

To Produce and List BACS

Important - BACS Payments: If you pay your employees by BACS using either the 'STDBACS RTI' or the 'Standard 18' format (selected on the Payroll - Utilities - Set Options form), you must create your BACS file in the Payroll - Payment Reports - Produce & List BACS command before sending your Full Payment Submission to HMRC.

When these formats are used, the Produce & List BACS command creates a random reference 'string' that is included in the payment file and is used to create a cross reference ‘hash’ number for each employee included in the Full Payment Submission. This is used by HMRC to reconcile the BACS payment data against the pay details in the Full Payment Submission. If you do not create the BACS file before sending the FPS, HMRC will not be able to do the reconciliation.

  1. Open the Payroll folder and then click Payment Reports or click the Payroll & HR tab on the Ribbon Bar and then click Payroll - Payment Reports.

  2. Click Produce & List BACS.

  3. If you are using groups, in the Select Payroll Groups list, click to select the group(s) you want to process and then click OK.

  4. Update the boxes that are enabled for your bank.

  5. Click OK.

  6. On the Publisher form, click the tab to select the output device you want to use and then complete any settings or options you want to apply to the output device. To process the output, click Publish.

A warning message is displayed if a BACS file that was created earlier still exists in the folder. This may be because it was not transmitted to your bank using your BACS software. You are asked whether you want the existing BACS file to be renamed to allow the new BACS file to be created. You must then make sure both BACS files are transmitted to your bank.