To create a new company BACS account

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The procedure to create a new company BACS account is as follows:

  1. Navigate to Quick Menu > Rents > Configuration > BACS Account Setup. The BACS Account Setup window is displayed.
  2. Click on New BACS Account 1. All fields are activated ready for data entry.
  3. Using the Company drop-down field, select the company to which this BACS account is linked.
  4. Enter a Description for the BACS account into the field provided 2.
  5. Select the corresponding Sort code for the BACS account using the spy-glass icon (), or type in the value directly i.e. the unique six digit identifier for the bank and branch combination. The Search Bank Branch window is displayed.
  6. Enter sufficient bank branch details into the fields provided and click on Search. The Search Bank Branch Results window is displayed, returning all possible matches.
  7. Activate the Select tick box against the row containing the exact record match or use Refine Search to enter different criteria; click on Confirm.
  8. Enter an Account reference for the BACS account into the field provided i.e. an internal reference for the bank account into which direct debit payments will be received.
  9. Enter the Service User Number into the field provided i.e. the unique Originator Identification Number (OIN) issued to the housing organisation as part of the direct debit application process.
  10. Using the DDI mandate communication definition drop-down field, select an appropriate communication definition to be employed i.e. the written agreement issued to the tenant, authorising the housing organisation to take rent payments at agreed intervals.
  11. Using the Schedule communication definition drop-down field, select an appropriate communication definition to be employed i.e. the written confirmation of the direct debit payment schedule.
  12. Using the Valid week days drop-down field, multi-select all days of the week that will be eligible for direct debit payment processing, or choose the All option, as required 1.
  13. Using the Valid month dates drop-down field, multi-select all dates on which a direct debit payment may be collected, or choose the All option, as required.
  14. Using the Suspense account drop-down field, select the 'holding area' account employed for any payments where the identification is unclear.
  15. Enter the Payment batch output file path into the field provided i.e. the destination folder for all direct debit payment batch files.
  16. Using the BACS processing calendar drop-down field, select the desired calendar to steer the BACS submission framework.
  17. Where AUDDIS is employed by the housing organisation to send new direct debit instructions to their tenants' banks electronically, activate the Use AUDDIS? tick box provided; enter the supporting AUDDIS batch output file path into the field provided.
  18. Using the Invoice account types drop-down field, multi-select the range of 'invoice based' accounts that will be included in the Direct Debit bulk update calculations 3.
  19. Using the Invoice transaction types drop-down field, select the specific transactions that will be incorporated within the overall Direct Debit calculation, with the derived value being apportioned in accordance with the payment frequency i.e. Invoice, Credit Note, Adjustment.
  20. Choose an Effective from date for this BACS account i.e. the date on which it came into effect 4.
  21. Choose an Effective to date if the BACS account is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the BACS account will be continually valid.
  22. Click on Save 5. The new BACS account is displayed in the alphabetical list 6.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New BACS Account button is inactive.

2 System validation rules ensure that the description entered for each BACS account is unique for the effective period.

3 For those rent accounts where an invoice is to be submitted for all incurred charges across a defined period, the Invoice Based attribute must be ascribed to the corresponding account type parameter.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 The Created by and Created date fields are automatically populated with the name of the end user creating the BACS account and current system date respectively.

6 To amend the details of an existing BACS account, select an account from the alphabetical list (or type its name into the Search BACS Account field) and repeat steps 5 through 22. By default the list is filtered to show Current BACS accounts. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations.


See related topics...

Direct debit mandates overview

To create a new bank branch

To create a new direct debit payment batch

To define a rent account type parameter value