Make an expenses BACSTEL file

You can use this option if your BACS software or internet banking site allows the upload of BACSTEL files (also known as BACS standard 18 files). Please note that to use this option, you MUST have a BACS user number specified in your company bank details. If this is blank, you will see an error message when you attempt to create the file.

Payments | BACS | Make an Expense BACSTEL file

The source account (company bank account) will be displayed at the top of the screen. These details will be the same as are used for the payrun BACS routines. Ensure you have the BACS user number completed.

There are some parameters on this screen that can be amended if necessary:

Today’s Date is automatically populated from your local machine’s system date and is used in the header of the BACSTEL file.

Processing Date holds the banking date immediately prior to the day payment is required. The date that the payment will reach the accounts will display to the right.

The Submission Number is a unique number generated to identify the file when it is submitted to BACS. It is a sequential number based upon the time of day; measured down to fractions of a second. This can be overwritten if required but when left as the default value, duplicated submission numbers will be avoided where you have multiple files to be submitted on the same day.

Run Description will default to say EXPENSES and can be overwritten if required. It is used to identify the transactions on the BACS file.

The BACS File Name displays the directory path and file name to be used when creating the file, it can be changed using the browse button to the right of the field. When a file is created, if the file already exists the user will be warned and asked to confirm that they want to overwrite it.

Next, select which set of account details on the employee records should be used on the BACS file. Select either First account or Second account.

Note: Care should be taken if there are bank details for both the first and second bank account details on the individual’s Base Data record and this option was run twice, for example first using ‘Pay to first a/c’ then ‘Pay to second a/c’, as the individuals could be paid twice. If the Pay to second a/c option is to be used it would be advisable to enter details in the second bank account for all individuals, even if the details are the same as for the first bank account; the Pay to second a/c option should then always be selected to pay expenses.

Lastly, select the Transmission Type. It is usually used when using IRIS Payrite’s batch processing options to generate the BACS file.

A Single Transmission is used when all the payments are made from the same bank account. The bank account details must be the same on all the payrolls being paid when running this option as part of a batch.

When payments for each payroll are made from different bank accounts you should select Multi-File Transmission. The bank account and BACS user number are taken from each payroll, a BACS Bureau number must be entered to use this option – the field for this is below the drop-down.

Click OK to create the file. When the file has been created, any records included will have their Pay Status field changed to 32 – in a BACS transfer file.