FAQ Number : T26                                   Latest Update: 03/11/11

Paying by BACS from Private Funds Manager

PFM now exports a payment file from the Payments area for use with your existing BACS processing program.  To use this facility, first add the suppliers BACS details and also the Schools BACS details.  You also need to choose which BACS option you wish to use.

Setting up Supplier banking details for BACS

Setup – Suppliers – View/Amend/Add  - new fields for banking information for use with BACS payments in Payments area.   Add

·         Account number

·         Sort Code

·         Account Name  -   NB for Bankline, this field must be LESS THAN 18 characters, or it will cause the BACS import to error. Please do not enter the '&' character, even if it is in the account name, as this also causes a BACS error. Use 'and' or leave a space.

·         Reference (eg short version of their name)

Setting up Schools details for BACS

FILE – School Address

Add details necessary for BACS link - BACS details option with fields for:

·         School Name and address to appear on remittance

·         Service user Name

·         Bank account number

·         Sort Code

·         Account Name

Choosing BACS type

File – BACS Type  .  Select option required

Creating the BACS file

To create the BACS file go to Payments,  enter payments required but instead of a cheque number enter B for Bacs. Enter invoice details in the NOTES column. When ready, click on BACS button.  If remittances are required choose to either PRINT or EMAIL advices.

Your BACS file will have been created and can now be imported into your BACS processing system.   The location of the BACS file is automatically copied to your Clipboard (as if you used Edit-Copy or Ctrl C)  so most Bacs systems simply need the path name for the file created – go into your BACS and where it asks for the file name/path use CTRL-C to copy it from your clipboard.