Create BACS export file

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This screen shows a list of the BACS payments to be processed and indicates when they are due. You can print off details of these payments for your records, generate a file to send to suppliers and create the export file to make the BACS payments.

1. From the Transactions records menu choose BACS.

2. Click the Create BACS export file tab.

   
   

3. Each payment has a status flag (coloured circle) in the left column and a due date column. The key is as follows:-

   • Red - overdue
   • Yellow - due within 7 days
   • Green - not due yet
   • Grey - no terms
   • Red outline - credit note applied

To print details of BACS payments to be processed

1. Select the entries which you require:
   
   • To select all the entries, tick the Selected heading box.
   • To select individual entries, set the toggle switch to Yes for each required line.
     Note that if you leave all of the entries set to No, all of the payments will be listed in the report.
2. Click BACS export list in the right-hand icon menu.
   The BACS Record Export List in the report viewer shows details of the selected entries which you can view or print.

To create the BACS file (and process payments)

1. The Anticipated payment date is the date you anticipate the payment to be made. It is recommended that you choose a working day for this date.
   Note: The anticipated payment date can mean either 'make payment on' or 'receive payment by' the defined date, depending on your specified bank. Please confirm with your bank which applies to you.

2. Select the entries which you wish to process:

   • To select all the entries, tick the Selected heading box.
   • To select individual entries, set the toggle switch to Yes for each required line.
3. Click Create Export. A pop-up is displayed which will depend on the remittance notification method for the lines that you have selected. If any of the lines have a Remittance Method of Print, then the first pop-up will enable you to generate the print out to send to the supplier:
   
   
4. Click on Generate Printed Remittances. This will open the report viewer from which you can print the remittance. You must generate the printed remittances before proceeding. Then click Next to advance to the next pop-up.

5. If any of the selected lines have Email as the Remittance Method, then the Email Remittances pop-up will appear:
   
   

6. Click Save zip file to download a zip file of individual remittance files, one for each supplier.  To see the remittance files you will need to open the .zip file, usually a double click does this. These should be emailed to the suppliers. Click Next when you have successfully saved these.

7. The final pop-up will now appear to enable you to download the BACS payment file:

8. Click on the button to download and save the file. This file will then be used as the input file for your BACS software. 

9. When you have successfully downloaded and saved the BACS file, click on Complete export. This will set the selected lines as paid: they can now be viewed in the BACS Remittance report. Note that there will be a BACS reference number generated for each supplier in each run. This number appears in the remittance advice (printed or emailed), the BACS remittance report and if viewing transactions in the Enquiries screen. It automatically increments so will be unique for each supplier/BACS run combination.

Some browsers, such as Chrome, default to downloading files to a 'Downloads' folder. Within the browser settings you can force the browser to prompt you where to save each file.

If something goes wrong

• If you change your mind about running the BACS process, you can Cancel at any point prior to clicking Complete export. The BACS reference numbers will be reset and you should delete any files you have downloaded or printed, such as remittance advices or the BACS payment file.