The Transfer BACS buffer to BACS option is used if the BACS transactions are to be copied from the payroll module following confirming the payroll to the BACS Submission module for transmission to BACS without advancing the tax period of the payroll.
To access Transfer BACS buffer to BACS
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS MENU is displayed.
Select the Transfer BACS buffer to BACS option.
Note: If the payroll has not been confirmed for the current period the message Period payroll has not been confirmed is displayed at which point you should select the Exit option to return you to the payroll miscellaneous options menu and use the main payroll menu option called Confirm/reset period payroll. Confirming the payroll generates the BACS transactions within the payroll BACS buffer.
Select the OK option.
The Transfer BACS buffer to BACS form is displayed.
Transfer BACS buffer to BACS Form
The Transfer BACS buffer to BACS form is displayed when you select the Transfer BACS buffer to BACS option from the PR MISCELLANEOUS MENU.
What do you want to do or be advised about?
Use of the Transfer BACS buffer to BACS option
The Transfer BACS buffer to BACS option is used if the BACS transactions are to be copied from the payroll module following confirming the payroll to the BACS Submission module for transmission to BACS without advancing the tax period of the payroll.
Before the Transfer BACS buffer to BACS option is used ensure for audit purposes that you have run the Payroll Reports & enquiries menu option called BACS listing either in Print latest changes only mode if only the current transactions are to be reported on or in Print full BACS listing mode for the full payment summary for the current payroll period.
After you have run the transfer option perform the following processes:-
If the BACS module used for payroll is on a main accounts system and the payroll module is on a separate environment you must first extract the payroll transactions into the BACS Submissions module using the main accounts system, BACS Submissions module, Miscellaneous options menu option called Extract PR to BACS.
Use the BACS Submission module Reports & enquiries menu options called Display header summary or Print header summary and Display transaction summary or Print transaction summary to check the data within the BACS Submission module agrees to the data printed on the BACS listing.
Note: It is possible that there may be more than one batch of data generated as a result of using Transfer BACS buffer to BACS if BACS categories have been used.
If Batch authorisation is required within the BACS Submission module ask the authorisers of BACS batches to use the BACS Submission module main BACS menu option called Authorise batch in order for the batch or batches of data to be authorised.
Note: If the main BACS Submission menu does not show the Authorise batch option batch authorisation is not required.
Use the BACS Submission module export report option to export the batch of data to the 3rd party BACSTEL-IP package. This option will normally be present on either the BACS Submission Reports & enquiries menu or the BACS Submission User defined menu.
PUSH BUTTONS:
OK: Transfers the BACS buffer contents to the BACS Submission module. This button is disabled if there are no items awaiting transfer.
Cancel: Returns you to the PR MISCELLANEOUS MENU without transferring any BACS buffer transactions to the BACS module.
Help: Displays help on the current application in your default company browser.
Transfer BACS buffer to BACS messages
When using the Transfer BACS buffer to BACS option various checks are performed to ensure the correct operation of the payroll system. Any unusual data conditions are reported on the screen and require corrective action by you or the software support department.
You should if necessary use the control and F keys together to search for your message within this help file and then carry out the actions recommended below and then re-use the Transfer BACS buffer to BACS option until there are no messages. If you cannot find the message within this help file please report this to the software support department and seek advice on how to proceed.
Message User Information and Action
Use of this option is denied due to security restrictions You are expected to have access to all employee records with regard to the location and grade security in order to transfer the BACS transactions from the payroll to the BACS Submission module. A priority 8 Employee Records module user needs to use the Employee Records module system maintenance option called Passwords to check your password record for the locations you have access to and your highest accessible grade.
Error reading employee record system parameters A part of the employee record location/grade security check involves reading the employee record parameters. If this message is shown due to an error reading the parameters you should contact the software support department.
BACS not installed This message means there is no BACS company identifier defined within the current payroll company system parameters or the current payroll type parameter record. This message is unlikely to occur due to the Transfer BACS buffer to BACS menu option being suppressed when a BACS company is not present. If this message is shown you should contact the software support department.
BACS system parameters missing This message may only occur if either the payroll system is based within the main accounts system or if payroll resides in a separate environment using it's own BACS Submission module. The BACS system parameters in such circumstances have to be loaded in order for the BACS user number to be used in the batch of BACS data being generated. One reason for this message may be the BACS company itself has been deleted after being defined within either the payroll system parameters or payroll type parameters. If this message is shown you should contact the software support department.
Insufficient space in BACS files, transfer aborted This message may only occur if either the payroll system is based within the main accounts system or if payroll resides in a separate environment using it's own BACS Submission module. The amount of free space in the BACS transaction and BACS header files is checked to ensure the full batch or batches or data can be generated. Due to there being insufficient space a BACS Submission module user needs to use the BACS Submission module main menu options called Enter BACS acceptance to set the status of the batch headers to a lower case letter such as g or i followed by Delete accepted batches to delete the batches. If the error message continues to occur you should contact the software support department.
Remote XML BACS file already exists, requires priority 8 to overwrite it, or the XML file data should be extracted and batch status set to 'g', 'i' or 'A' if not required This message may appear if your payroll priority is below priority 8 and if a BACS batch of data for the current period number has been copied from the payroll environment to the main accounting system earlier. This will be either for the current payroll period or the same payroll period in a previous payroll year but the data has not been removed. You should ideally extract the earlier batch of data using the main accounts system, BACS submission module, Miscellaneous options menu option called Extract PR to BACS. Review using the BACS Reports & enquiries menu options the batch header and transactions created and either submit or export them them or as a priority 8 BACS user use the BACS Submission module main menu option called Add/mo dify batch headers to amend the batch status to a lower case g or i or upper case A letter. This will ensure if you are not intending to submit the batch of data that it is deleted off the BACS system.
Remote XML BACS file already exists, do you wish to overwrite it? This message may appear if your payroll priority is priority 8 or higher and if a BACS batch of data for the current period number has been copied from the payroll environment to the main accounting system earlier. This will be either for the current payroll period or the same payroll period in a previous payroll year but the data has not been removed. You should ideally extract the earlier batch of data using the main accounts system, BACS submission module, Miscellaneous options menu option called Extract PR to BACS. Review using the BACS Reports & enquiries menu options the batch header and transactions created and either submit or export them them or as a priority 8 BACS user use the BACS Submission module main menu option called Add/modify batch headers to amend the batch status to a lower case g or i or upper case A letter. This will ensure if you are not intending to submit the batch of data that it is deleted off the BACS system. You should only overwrite the earlier batch file if totally certain the earlier batch of data is not to be used.
Error creating XML file If the BACS module is being updated on a main accounts system from a separate payroll environment it is possible if a system becomes full for this error to be reported together with other errors. You should contact software support for the system to be reviewed:- checks will include location defined for the FTP remote BX address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error writing to XML file If the BACS module is being updated on a main accounts system from a separate payroll environment it is possible if a system becomes full for this error to be reported together with other errors. You should contact software support for the system to be reviewed:- checks will include location defined for the FTP remote BX address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error copying XML file If the BACS module is being updated on a main accounts system from a separate payroll environment it is possible if a system becomes full for this error to be reported together with other errors. You should contact software support for the system to be reviewed:- checks will include location defined for the FTP remote BX address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Remote file path does not exist If the BACS module is being updated on a main accounts system from a separate payroll environment it is possible if the system is incorrectly set up for this message to occur. You should contact software support for the system to be reviewed:- checks will include location defined for the FTP remote BX address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error loading payroll type record - (Record locked) The payroll type record is updated by ticking the field called BACS transfer as a part of the Transfer BACS buffer to BACS option. If this message occurs press RETURN. If the message continues ensure no other user is amending the payroll type record and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Error updating payroll type record The payroll type parameter record for the current payroll type has to be loaded for updating. In the event it cannot be loaded and this message is shown you should contact the software support department.
Employee ###### - record locked The payroll record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the payroll record and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Unable to read payroll record for employee ###### The payroll record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the payroll record and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Addition/deduction to BACS XXXX - record locked The addition/deduction BACS transfer record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the addition/deduction record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Unable to read addition/deduction to BACS record XXXX The addition/deduction BACS transfer record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the addition/deduction record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Benefit to BACS XXXX - record locked The benefit to BACS record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the benefit record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Unable to read benefit to BACS record XXXX The benefit to BACS record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the benefit record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Pension to BACS XX - record locked The pension to BACS record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the pension record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Unable to read pension to BACS record XX The pension to BACS record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the pension record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Court order ######## - record locked The court order record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the court order record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Unable to read court order ######## The court order record cannot be loaded and locked. If this message occurs press RETURN. If the message continues ensure no other user is amending the court order record within the current payroll type and try the process again. If this fails ensure all users are logged out of the payroll module for the current payroll company by using the Payroll System maintenance option called Prevent/allow access and then reset the module using the Payroll System maintenance option called Reset files in use. If this still is a problem contact the software support department.
Invalid BACS payment source The payment source is expected to be either P - Payment, S - Saving, A - Addition/deduction, B - Benefit, C - Court order or p - Pension. If another payment source type is found this error is reported. You should contact the software support department.
Period payroll has not been confirmed Transfer BACS buffer to BACS is only possible after the payroll has been confirmed. First check the current payroll period using the Display current period option from the PAYROLL menu, if the period is in the expected payroll period you should then use the Confirm/reset period payroll option on the main PAYROLL menu.
No records to process This message indicates that no BACS transactions were found for transfer despite the system originally reporting items available for transfer. Since there should be some BACS items to transfer this is an error condition that should be referred to the software support department.
Error posting batch ###### Your payroll system is creating a batch number ###### of BACS data and an error has occurred when creating the header or transaction record. If the error is due to either the data area or the index of the header or transaction file becoming full the data copied to the BACS module is removed. The payroll Transfer BACS buffer to BACS will fail and anything done so far for the Transfer BACS buffer to BACS will be reversed out. You should check the file usage of the BACS batch header and BACS transaction files in the BACS Submission module, System maintenance menu using the File usage statistics option and remove processed BACS batches using the main BACS Submission option caled Delete accepted batches. If the problem persists contact the software support department.
What is the next process?
Your next step in the payroll process is to use the Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
The overall process of running a payroll period may be summarised as follows:-
Make amendments to existing employees and create new employee and payroll records and if used, Human Resource records for joiners using either the main employee records or payroll menu option called Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records.
Input pay details option to input the main payroll details.
Enter sickness details option to input the sickness details if this option is to be used on your system.
Enter maternity details option to input the maternity details.
Enter paternity details option to input the paternity details.
Enter adoption details option to input the adoption details.
Enter court orders/CSL option to input the court orders and student loan collections.
Enter leaving dates option to maintain leavers and to re-instate payroll records to perform final irregular payments to left employees.
Calculate period payroll option to calculate the payroll.
Reports & enquiries option may be used at this or at any other entry stage to check the data that has been entered onto the system.
Print payslips option to first preview the payslips on screen or to print them on plain paper for checking and then to print the payslips followed by selecting the Update option.
Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
Print bank giros option to first preview and then to print bank giros if used as a payment method followed by selecting the Update option.
Confirm/reset period payroll option to freeze the input of the payroll and to generate nominal and optional BACS postings held at this stage within the payroll module.
BACS listing option to produce a BACS listing report if BACS is used.
Transfer BACS buffer to BACS option to copy the payment data to the BACS submission module on the main accounting system or the payroll system ready for transmission to BACS if BACS is used.
Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
Execute EOP options option to produce the reports set up for mandatory running within the payroll period - this is best left until you are satisfied with the accuracy of the payroll processed.
Reports & enquiries option to produce any other optional reports and at payroll year end mandatory reporting.
Select new period option after a nightly system backup to select into the next payroll period or payroll year including the optional copying of the nominal ledger postings to the main accounting system and any other BACS generated postings to the BACS submission module on either the main accounting system or the payroll system ready for transmission to BACS.
