The HMRC BACS payments option will only appear on the PR MISCELLANEOUS OPTIONS menu if the BACS payments to HMRC payroll system parameter is ticked and either the BACS company payroll type parameter or the BACS company payroll system parameter has a BACS company identifier entered on set up by an Autoline consultant and you are a priority 8+ user.
The HMRC BACS payments option is used to generate a BACS batch containing two transactions that pay the HMRC Accounts office the PAYE and NIC amounts.
To access HMRC BACS payments
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 HMRC BACS payments option.
Select the OK option.
The Enter HM Revenue & Customs PAYE/NIC amounts for tax reference ###/XXXXXXXXXXXX form is displayed.
Enter HM Revenue & Customs PAYE/NIC amounts for tax reference ###/XXXXXXXXXXXX Form
The Enter HM Revenue & Customs PAYE/NIC amounts for tax reference ###/XXXXXXXXXXXX form is displayed when you select the HMRC BACS payments option from the PR MISCELLANEOUS MENU.
What do you want to do or be advised about?
Use of the HMRC BACS payments option
The HMRC BACS payments option is used to generate a BACS batch containing 2 transactions:-
PAYE items
NIC items
Before the HMRC BACS payments option is used ensure for that all payroll types included in the PAYE reference for the required payment have been processed, agreed as correct and advanced into their next payroll periods. Refer to the period payroll reports to calculate the payment amounts.
Make PAYE payment: Tick this check box to allow the PAYE payment to be made and press the TAB key.
PAYE amount: Once the Make PAYE payment check box has been ticked enter the PAYE amount to be paid.
Make NIC payment: Tick this check box to allow the NIC payment to be made and press the TAB key.
NIC amount: Once the Make NIC payment check box has been ticked enter the NIC amount to be paid.
Click OK
Click OK to confirm you wish to make a PAYE payment of the amount advised otherwise click Cancel.
Click OK to confirm you wish to make a NIC payment of the amount advised otherwise click Cancel.
Provided you have confirmed at least one of the transactions with an amount of money being paid a BACS batch will now be generated in the BACS module or the BACS transaction details will be stored in a file ready for extraction on the main accounts system.
You will now be returned to the PR MISCELLANEOUS MENU.
After you have run the HMRC BACS payments 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 entered via the HMRC BACS payments option.
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: Proceeds to create a BACS batch within the BACS Submission module or creates a transaction file that may be extracted on the main accounts system.
Exit: Returns you to the PR MISCELLANEOUS MENU without creating a BACS batch within the BACS module or creating an extract file.
Help: Displays help on the current application in your default company browser.
Set up of the HMRC BACS payments option
The BACS module needs to be installed by an Autoline consultant on either the main accounts system or on the separate payroll environment.
A priority 8 user needs to set up the BACS fields listed below on the HMRC BACS payments TAB using the System maintenance menu, System parameters option.
BACS payments to HMRC: Tick this checkbox
HMRC BACS company: Enter a company identifier
HM Revenue & Customs accounts officeS: Select either Shipley or Cumbernauld
PAYE payments reference: Your HMRC supplied PAYE reference.
NIC payments reference: Your HMRC supplied NIC reference.
HMRC BACS payment messages
When using the HMRC BACS payments 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 HMRC BACS payments 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
HMRC BACS sort code is invalid The HMRC BACS sort code should be system generated and consist of 6 digits. Please contact the software support department for your system to be checked.
HMRC BACS account number is invalid The HMRC BACS account number should be system generated and consist of 8 digits. Please contact the software support department for your system to be checked.
HMRC BACS account type is invalid The HMRC BACS account type should be system generated and consist of 1 digit. Please contact the software support department for your system to be checked.
HMRC BACS PAYE reference not set A priority 8 payroll user needs to correct the HMRC BACS PAYE reference on the HMRC BACS payments TAB using the System maintenance menu, System parameters option.
The HMRC BACS PAYE reference is supplied by HMRC and is validated using an HMRC supplied algorithm.
HMRC BACS NIC reference not set A priority 8 payroll user needs to correct the HMRC BACS NIC reference on the HMRC BACS payments TAB using the System maintenance menu, System parameters option.
The HMRC BACS NIC reference is supplied by HMRC and is validated using an HMRC supplied algorithm.
BACS not installed The BACS company identifier is either entered on the HMRC BACS payments TAB using the System maintenance menu, System parameters option or is by default defined as the BACS company from the System parameters or Payroll type parameters. If none of these fields are set the message is shown. Please contact software support to check your system set up.
BACS system parameters missing The system is unable to successfully load the BACS system parameters for the defined BACS company on the local BACS system. Please contact software support to check your system set up.
Insufficient space in BACS files, transfer aborted Your payroll system is creating a BACS batch consisting of one BACS header record and either two or three BACS transaction records. Either the BACS header file or the BACS transaction file has insufficient space. 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.
Error posting batch ###### Your payroll system is creating a BACS batch consisting of one BACS header record and either two or three BACS transaction records and an error has occurred when creating either the BACS header file record or one of the BACS transaction file records. If the BACS file is full the partially created batch is deleted. 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.
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 HMRC BACS payment batch 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 A dd/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.
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 HMRC BACS payment 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 ca se 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.
