BACS/ABA and cheque run (block management)

Owned by Fiona Wilson
Last updated: Jul 04, 2022
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines where to access the BACS and Cheque Run - including how to remove items or produce different payment types, plus how to produce your agent remittance details

This area is where the physical payment out of the system is carried out

1. Access option from main menu & select client account

From the main menu:

  • Click Block

  • Select Daily Accounts Processes

  • Click BACS/ABA and Cheque Run

  • Select the appropriate client account from the list and click Accept

2. BACS and Cheque Run screen

  • At the bottom of the screen, Total Payments and Total Payable figures are shown for each of the key groups

  • This screen will attempt to pay everything that is outstanding; however, there may be instances where this is not desirable, for example: supplier invoices may only be processed on a certain day of the week
    From the above screen, click the red X next to the supplier totals to remove all payments with that type; specific lines can also be removed by un-ticking the item (on left of line)

  • Check the payment method for each line - i.e. BACS, Manual or Cheque - to make sure the correct type for each item is being created

  • Before the BACS/ABA file and cheques are prepared, a report can be run to ensure that the figures are correct before posting, click Print (top right) and select Excel Report

Items will be in red if there is an impending issue with that particular line - usually due to incorrect or incomplete bank details - issues need to be rectified before you can proceed with that payment

Use Universal Search to look for the associated record*, once found - add in the relevant bank details and save (or to go to the estate record, right-click over the entry and click Show estate)

* supplier/agent/freeholder/leaseholder

3. Creating a BACS/ABA export file 

Once the amounts have been checked, the BACS/ABA file should be created and any manual cheques produced

From the the BACS/ABA and Cheque Run screen (in step 2):

  • Click Prepare
    The Prepare BACS/ABA and Cheques screen will be displayed

  • Ensure the BACS file path is correct

  • Click Prepare BACS/ABA file 
    A message will be displayed to confirm when the file has been created

 

Preparing cheques and manual payments:

  • Cheques: enter the cheque start number and click Prepare Cheques

  • Manual: click the Post Payments link and enter references for each of the payments

Depending on the selections made on the screen before, some areas of this screen could be greyed out



4. BACS/ABA file created

Once the file has been created:

  • The BACS file can be accessed via View BACS file

  • Click Supplier remittance advices to produce and print/save

 

If you have paid the agent, you will now be able to produce the agent remittance:

  • Click Print agent remittance details

  • Select Excel Report
    This spreadsheet is the summary of fees to provide a business overview - it is vital to produce this report from this screen as it cannot be recreated at any other point