Generating a BACS flat file payment run

Note: BACS flat file processing is not available for CloudSuite Distribution. Instead, use Electronic AP payment remittance.

This is the recommended operational flow for processing checks and paying vendors:

  • Identify the BACS invoices due for payment.

    You must set up the Vendor Cash Requirements Report as a stored report that is run every morning outside of working hours. No special settings for BACS are required for the ranges and options. If there are vendors set up for BACS, the report includes a **Remittance Totals** section that provides a total of BACS vendors; for example, Remittance BACS: 5.00.

  • Review the BACS invoices to pay.

    No special settings for BACS are required for setting your ranges and options.

    Optionally, use Vendor Edit Payment Selection Entry to determine which invoices are to paid, or use it to make any changes on particular invoices.

    Use Vendor Entry Pay Invoices Due Report to pay all of the invoice payment records scheduled and qualified to be paid. This report updates Accounts Payable and General Ledger, and provides the journal number that is required to run Vendor Entry Check Print Report.

  • Generate a BACS payment run.

    Run Vendor Entry Check Print Report to pay BACS invoices. You must select the BACS processing option and specify a BACS ID Number. Use the journal number assigned in Vendor Entry Pay Invoices Due Report.

  1. Select Vendor > Entry > APE Reports > Check Print.
  2. Click either New Stored or New One-Time.
  3. Specify the report, printing, and scheduling information.
  4. Click Next.
  5. On the Range page, specify any appropriate ranges.
  6. On the Options page, specify this information:
    1. In Journal #, specify the journal number.

      You can find the journal number from the reports created when you identified the invoices due for payment and reviewed the invoices to pay. You can also find the journal number in the Journal view of GL Journal Inquiry.

    2. In Reprint?, select No.
    3. In Beginning Check #, specify 0 (zero).
    4. In Check Date, specify the date you want to display on the remittance.
    5. In Print Check Numbers, select No.
    6. In Bank #, specify the bank with the BACS Format.
    7. In (V)endor #, (N)ame, (Z)ip Code Order, retain the default. The option applies only to check payments.
    8. In (A)ttached, (S)eparate, or (O)verflow Stubs, specify S.
    9. In Printer for Separate Remittance, in Printer Options, set this option to send to a file name, not a printer. This allows for reprints.
    10. In Print Zero Amount Checks, select No.
    11. In Print to EDI Where Appropriate, select Yes.
    12. In EDI Flat File Directory, specify the path of the folder where the BACS flat file output is to be saved. Otherwise, this field contains that file path specified in the Outbound EDI field in SA Company Setup.
    13. In Beginning Trace #, specify 0 (zero).
    14. In Use CRSB For Beginning Check Number?, retain the default. This option applies only to check payments.
    15. In Print Full Reference Field (2nd Line)?, retain the default. This option applies only to check payments.
    16. In BACS Processing?, select Yes to create the BACS flat file (<BACS format>_<bankno>.TX) and output to the designated directory.
    17. In BACS ID Number, specify the BACS payment reference.
    18. In Pay Disputed Vendors?, retain the default, No. Otherwise, specify Yes to pay disputed vendors. A vendor is flagged as disputed in Vendor Setup.
  7. Click Next.
  8. If you are creating a stored report, enter a job name or number. Otherwise, click Finish.
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