Create BACS File

Use the Create BACS File command to create a BACS or Single Euro Payments Area (SEPA) file for those payments authorised using the Authorise BACS command. The payments must then be transmitted to the bank using its banking software product.

If the Purchase Ledger to Nominal option is selected on the Options tab of the System Manager - Maintenance - Company Profiles form, you need to identify the bank account that the payments will be paid from.

Box	Description
BACS Payment Software	The BACS Option to be used for the BACS payment file. If your licence includes SEPA (Single Euro Payments Area) you can set up to two options for BACS payments from the Set Options form. Each option can include a different banking file format. You may need to set up more than one system if you pay some suppliers from one bank account and other suppliers from another bank account. For example, you may need to pay some suppliers in Sterling and other suppliers in Euros using the SEPA format. The first option is selected on the Set Options form; the second using the Additional BACS Options form from the Action menu on the form. You choose the relevant BACS system when you create the BACS payments files. This box is enabled only if you have set up an additional BACS option from the Purchase Ledger - Utilities - Set Options form.
Bank Account	This is the bank account from which the payment will be made. You can select a bank account if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form.
Value Date	The date that determines the BACS payment date. This only applies if the BACS Payment Software box on the Purchase Ledger - Utilities - Set Options form is set to 'AIB', 'BOS', 'BANK IRELAND', 'BANKLINE', 'BANKLINE AD HOC', 'HSBC', 'NW PAYMGR' and 'NORTHERN BANK'.
Payment Ref	This identifies the payment as it will be known to the remitter. This only applies if the BACS Payment Software box on the Purchase Ledger - Utilities - Set Options form is set to 'BANKLINE AD HOC'.
These three boxes apply to 'AIB', 'BANK IRELAND', 'STANDARD 18' and 'SEPA BOI'.
Volume ID	Default BACS Volume ID for the Volume Header Label, supplied by the bank.
Auth ID	Default BACS Authorisation ID for the Volume Header Label, supplied by the bank.
Volume No	Default BACS Volume number for the Volume Header Label, supplied by the bank.
Euro Currency BACS File	Select to create the BACS file in Euros.
These boxes apply to 'SEPA CT'.
Requested Execution Date	Important: This date is important. If necessary double check with your bank to be certain about the date that you enter here. This is typically the day before the payment needs to be received by your supplier. For example, if the payment needs to be received on Friday you must enter Thursday's date. The Allied Irish Bank (AIB) refers to this date as the 'Debit Date'. Other banks may use different terminology.
Payment Ref.	The reference that identifies the payment that will be included in the payment file.
Important: Do not select these 'Specify' boxes unless your bank requires the related information.
Specify Batch Booking	This identifies to your bank that it should process all the payments in the file as a single batch entry using the sum of all transactions included in the payment file. Select to indicate that all the payments should be processed as a batch payment.
Specify Instruction Priority	This defines the urgency or order of importance that you would like the bank to apply to the processing of the payment instruction. Select to set the instruction priority in the payment file to 'High' if required.
Specify Category Purpose Code	This is used to trigger special processing when in the banking system and defines the reason for the payment using a code from a pre-defined list. Select to enter a four character code (as published in a category purpose code list) to be included in the payment file.
Test Indicator	This box is displayed only if the Test Payment File option is selected on the Purchase Ledger - Utilities - Set Options form. It is available so that you can enter an optional description of up to thirty letters, numbers or special characters (!" and so on) that is included in a payment file to indicate to the bank that the file is for a test. Important: We advise that you leave this empty unless your bank provides you with specific authorisation text for test submissions. Even if a description is not entered the payment file will still be a test file because the Test Payment File box on the Set Options form is selected. If you are not going to send a test submission, clear the Test Payment File option. A test payment file is not marked as being sent to your bank. This means that you can send as many test files as required without the file being marked as having been sent to the bank for live processing.

Box

Description

BACS Payment Software

The BACS Option to be used for the BACS payment file.

If your licence includes SEPA (Single Euro Payments Area) you can set up to two options for BACS payments from the Set Options form. Each option can include a different banking file format. You may need to set up more than one system if you pay some suppliers from one bank account and other suppliers from another bank account. For example, you may need to pay some suppliers in Sterling and other suppliers in Euros using the SEPA format.

The first option is selected on the Set Options form; the second using the Additional BACS Options form from the Action menu on the form. You choose the relevant BACS system when you create the BACS payments files.

This box is enabled only if you have set up an additional BACS option from the Purchase Ledger - Utilities - Set Options form.

Bank Account

This is the bank account from which the payment will be made. You can select a bank account if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form.

Value Date

The date that determines the BACS payment date.

This only applies if the BACS Payment Software box on the Purchase Ledger - Utilities - Set Options form is set to 'AIB', 'BOS', 'BANK IRELAND', 'BANKLINE', 'BANKLINE AD HOC', 'HSBC', 'NW PAYMGR' and 'NORTHERN BANK'.

Payment Ref

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

This only applies if the BACS Payment Software box on the Purchase Ledger - Utilities - Set Options form is set to 'BANKLINE AD HOC'.

These three boxes apply to 'AIB', 'BANK IRELAND', 'STANDARD 18' and 'SEPA BOI'.

Volume ID

Default BACS Volume ID for the Volume Header Label, supplied by the bank.

Auth ID

Default BACS Authorisation ID for the Volume Header Label, supplied by the bank.

Volume No

Default BACS Volume number for the Volume Header Label, supplied by the bank.

Euro Currency BACS File

Select to create the BACS file in Euros.

These boxes apply to 'SEPA CT'.

Requested Execution Date

Important: This date is important. If necessary double check with your bank to be certain about the date that you enter here.

This is typically the day before the payment needs to be received by your supplier. For example, if the payment needs to be received on Friday you must enter Thursday's date.

The Allied Irish Bank (AIB) refers to this date as the 'Debit Date'. Other banks may use different terminology.

Payment Ref.

The reference that identifies the payment that will be included in the payment file.

Important: Do not select these 'Specify' boxes unless your bank requires the related information.

Specify Batch Booking

This identifies to your bank that it should process all the payments in the file as a single batch entry using the sum of all transactions included in the payment file.

Select to indicate that all the payments should be processed as a batch payment.

Specify Instruction Priority

This defines the urgency or order of importance that you would like the bank to apply to the processing of the payment instruction.

Select to set the instruction priority in the payment file to 'High' if required.

Specify Category Purpose Code

This is used to trigger special processing when in the banking system and defines the reason for the payment using a code from a pre-defined list.

Select to enter a four character code (as published in a category purpose code list) to be included in the payment file.

Test Indicator

This box is displayed only if the Test Payment File option is selected on the Purchase Ledger - Utilities - Set Options form. It is available so that you can enter an optional description of up to thirty letters, numbers or special characters (!" and so on) that is included in a payment file to indicate to the bank that the file is for a test.

Important: We advise that you leave this empty unless your bank provides you with specific authorisation text for test submissions. Even if a description is not entered the payment file will still be a test file because the Test Payment File box on the Set Options form is selected. If you are not going to send a test submission, clear the Test Payment File option.

A test payment file is not marked as being sent to your bank. This means that you can send as many test files as required without the file being marked as having been sent to the bank for live processing.

Warning: Once the BACS or SEPA file is created, payments in the file cannot be removed or modified in the application. If you need to remove or amend payments, do so in your banking software before the file is sent to the bank. To remove a payment before the file is created, use the Delete (F4) command on the Action menu.