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The BACS Payment Builder is used to create ‘small’ single or bulk BACS payments without needing to create and import a separate payment file.
When using the Payment Builder a user manually keys in payment information and builds up an overall payment file. Payments are individually validated in the same way as importing a payment file - as is the submission as a whole.
The Payment Builder is useful for smaller submissions but is not designed for larger submissions containing many payments.
Set a Payment Reference
Start by giving the submission a reference. This can be up to 18 characters long and is used by you and your colleagues to identify the submission during submission workflow and reporting. You should give the submission a straight forward and easily identifiable name such as ‘Jan 14 Payroll’
Setting a Group
In PayGate all payment are made within a group. Before you can create your payment you must choose a group from the group selector drop down list. The selector contains all of the groups that you are currently a member of.
Setting a Contra Narrative
You can optionally set a contra narrative using the textbox marked contra narrative. This field can be up to 18 characters long.
If the contra record is left blank then PayGate will use the ‘Originating Account Name’ field of the group’s account. You can view this field by hovering over the bank icon next to the Group selector. Hovering over the icon will display the group details inspector that includes useful group information including the Originating Account Name.
Setting the Payment Date
By default, PayGate Desktop will automatically choose the next available BACS processing date. PayGate takes into account weekends and other BACS non-processing dates such as UK public holidays.
If you want to set a future processing date you can manually change the date using the payment date picker. To manually change the processing date either click on and edit the date directly into the date text box or click the calendar icon to bring up the date picker.
PayGate actively prevents users from picking an incorrect date. Incorrect dates are those in the past, weekends or other non-Processing days and dates too far out into the future.
Adding payments
To add a payment to the submission complete the following fields:
Click the button marked ‘Add’ to add the new payment to the submission.
As you add payments to
the submission they will be viewable in the Payments Grid.
If required add more payments to the submission by repeating the previous steps.
Editing / Amending payments
Depending on your group rights you may be able to amending payments that have been added to the submission. To edit a payment click the ‘Edit’ link to the left of the payment line of the payment grid. Note: this link will be hidden if your group configuration does not allow you to edit payments.
Clicking ‘Edit’ will take you into Edit Payment Mode. The payment line will turn green indicating Edit Payment Mode. In this mode you can edit the payment items. Depending on your browser, you may need to scroll right to reach some of the fields.
When
you have finished editing the payment, click ‘Update’ the save the
changes. If you have previously validated the payments then the submission
will need to re-validated.
Validate the Payments
The payment data is now imported into PayGate but before we can create a submission file and send it to BACS we must validate the payments. Payment validation searches through the imported payment data and runs a series of tests and rules against the data to ensure the payment will be able to be processed without error.
Among the tests run are:
Validation is mandatory and cannot be skipped or circumvented.
Validation Results
During validation am individual payment can produce one of three results.
Result
Description
Pass
No
problems found with the payment instruction
Warning
Validation has issued a warning. Users should inspect
the warning to determine if there is a problem with the payment data
Fix
An
error has been found and the submission cannot proceed until the error has
been corrected.
if validation passes then you will see a green results bar and you can proceed straight to step 4.
Payments that contains Warnings
If validation results in warning then you should read each validation result to determine if the submission should proceed. If necessary remove or edit any incorrect payments and re-run validation.
If you wish to continue with the submission despite the warnings then you must tell PayGate that you accept the warning(s). Tick the Accept Warning box and proceed to Step 4.
Payments that contain Errors (Fixes)
An instruction marked as ‘Fix’ will definitely fail further along the submission. If the validation results contains fixes (Errors) then you must either remove or correct the invalid payments before proceeding.
Step 4 - Create the Submission
Click the button marked 'Create Submission. PayGate will format the payments into a BACS ready file and issue action requests to the members of the group that can sign the payment file.
The Creation stage of the submission work has now been completed.
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