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Front2Bax
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User Guide
Using
the software for the first time
User
Permissions Setting up Applications
Blue
Text
An optional action
Green
Text
A suggested action
Red
Text
Close form or stop current action
Magenta text Emergency terminate of entire program
No Status
Archived
Pending
Warning
Error
Signed
Transmitted
Confirmed
Rejected
Completed
Messages
Live
Deleted
Inactive
Resolved
Enter you user name and password and press the green Log In button.
For details of contact numbers and how to obtain support if you have a problem, press the Contact Details & Support button at the top of the screen.
To add a new user or to edit the
properties or permissions of an exiting user see Setting
up Users.
Select a Bureau.
Application details can be grouped under a bureau. You do not need to have a bureau number. If, for example, you wish to keep your direct debits separate from your payroll and purchase ledger payments, you could set up two bureaux ( without bureau numbers ), one to deal with payroll and purchase ledger and one to deal with direct debits. Users could be assigned rights to one and not the other.
If you do not set up more than one bureau you will not see the Bureau selection drop down.
Select the application for which you
wish to make a submission or for which you which to view past files and reports.
If you wish to change the details of the Application and have sufficient rights
to do so, you can press the Edit button
just above the Application dropdown.
Press the Create New Submission button to begin the process of transmitting a file to BACS. You will be prompted to select the file of payments, debits of DDIs that you wish to process.
Select a file to submit to BACS. You can press the Browse button to search for other files.
The Processing Day Calendar shows valid BACS processing days. A BACS processing day must be :
Ø
At least one day after the transmission date. It can be forward dated by
up to 30 days, so that you can submit transactions to be processed on a specific
day during the following month.
Ø
A valid banking day ( not Saturday, Sunday or a bank holiday ). The
Processing Day Calendar will show these days as unavailable.
Ø
One banking day prior to the date on which you wish the money to be
transferred. Setting the processing day to a Friday will result in the money
being transferred on the following Monday ( except in the cases of bank
holidays, when the money will be transferred on the Tuesday ).
Press the Select button. You will be returned to the main screen where you will see the total number of records, the total amount and the processing date for the submission.
If there are errors in the file then an
additional button will appear.
View Warnings
Errors have been detected in the file. You should review the errors by pressing
this button and ensure that they are acceptable before submitting the file.
There may, for example, be an invalid processing date in the file or the file
may contain irregular characters which have been replaced. You are strongly
advised to review the errors and ensure that the automatic corrections are
acceptable.
View Errors
There are significant errors in the file and it cannot be submitted. The
errors must be corrected in the input file and then the file must be re-selected
using the Create New Submission button.
If the totals are correct then you can optionally press the Sign File button to digitally sign the file. If you wish to change the certificate of view the raw data before signing the file you can do this by selecting the Certification tab. This is not mandatory since the submission itself is signed and access to the BACSTEL-IP site is via your digital signature. You would only really ever need to sign a file if you could not connect to BACS and you were submitting your file to a BACS bureau to send on your behalf.
You will only see the Add New File button if you have a BACS bureau number.
As a BACS bureau you can build
multi-file submissions by adding files to the submission or by importing a
multi-file submission from your account package, if it is capable of producing
one. The files contained within a submission are listed in the grid on the Files
tab.
Submit the file
If a card reader containing a valid card is not attached to the machine then this screen will not be available.
Having selected a submission on the Main
screen, press the Transmit button. The following screen will be shown :
Before the submission can be transmitted to BACS it must be signed. Press the Sign Submission Button and, when prompted, enter the PIN number for the card in your card reader. If you wish to change the certificate used then you should select the Certification tab and press the Change Certificate button
You should not need to press this button. You will be automatically logged in to BACSTEL-IP when you press the Submit Files or List Reports button. If you do press this button you will be asked to enter your PIN and then logged in to BACSTEL-IP
Submit the displayed file. If you are not currently logged in then you will be asked to enter your PIN and logged into BACSTEL-IP before the file is transmitted.
You should not need to press this button. You will be automatically logged out when the current actions for this submission have been completed.
When the selected file has been submitted a Submission Summary report is generated by BACS and returned to you. When this has been received the View Submission Summary button will flash. Press this button to see the detailed results of the submission and whether it has been rejected or accepted.
This will take you to the Report Criteria selection screen, where you can select reports to download from BACS.
End the current submission as soon as possible within the confines of the current implemented transmission protocol, ensuring that the submission is terminated correctly and that the user is logged out and signed off. The transmission of the file will not be completed unless the final slice is being transmitted, and no Submission Summary will be received.
Stop everything IMMEDIATELY and end the program. No more data will be sent and no reports received. The program will shut down and no error messages will be logged. For use in an emergency only.
Close the current screen..
The selected certificate will be used to authenticate the login to BACSTEL-IP. To change the certificate use the Change Certificate button. The following screen will be displayed :
You should select the certificate that you wish to use. If the certificate that you wish to use is not displayed then it may be resident on another smart card.
If you wish to view the raw data in the file about to be transmitted before it is signed then you should press the View Raw Data button on the Certification tab
Select the type of submission that you wish to make. If you select Structural Test then the structure of your file will be validated by BACS. If you select Full Test then the details of the file that you submit will be validated by your bank.
IF YOU DO NOT
SELECT A LIVE
SUBMISSION TYPE THEN YOUR FILE WILL NOT BE
PROCESSED.
You can connect BACSTEL-IP using the internet or you can connect to the BACSTEL-IP dial up extranet. The latter will require you to have a modem and a telephone line or an ISDN adapter and an ISDN line.
If this box is ticked then, immediately after the Submission Summary report has been received, the software will request a download of all reports from BACSTEL-IP that have not previously been accessed. If this box is not checked then you will need to download any required reports using the List Reports button.
If this box is ticked then the software will log the current user out of BACSTEL-IP after the session has ended ( i.e. all files have been submitted and all requested reports downloaded ).
If this box is not ticked then you will need to use the Log Out button to end your session with BACSTEL-IP.
Reports from BACSTEL-IP fall into a
number of categories :
This report is returned is returned by BACSTEL-IP immediately after the submission has been received. It shows whether the submission has been received and passed primary validation.
Input reports give details of files received by BACS and which have passed secondary validation.
Messaging reports give details of failed payments or debits. They may arrive several days after the file has been submitted.
Using the Report Selection Criteria screen you can select which reports you wish to download. The Report Types list lists all the types of reports. Tick the types that you want to search for. The Tree view on the right hand side of the screen lists all the applications for which you can download reports. Tick the Applications for which you wish to search for reports. Note that the Include previously accessed reports button will show all available reports and that pressing it will toggle it to Exclude previously accessed reports.
Press this button to list all available reports for the selected criteria. When the list is displayed you should select the reports that you wish to download before pressing this button.
Press this button to download reports.
Normal / XML / XHTML
You should select Normal. Selecting XML or XHTML will affect the operation of the system.
XML files cannot be displayed. XHTML files cannot be used to update the status of files on the system.
On the main screen press the View Saved
Reports button. The following screen will be presented, enabling you to double
click on the report that you wish to view or print :
The arrival report indicates the arrival of a BACS file.
The input report indicates that a BACS report has been processed by the banks.
The withdrawal report gives details of BACS submissions that have been cancelled by the submitter
The ARUCS ( Automated Return of Unapplied Credits Service ) report gives details of any payments that failed for a given submission
The ARUDD (Automated Return of Unpaid Direct Debits )
Including AUDDIS ( Automated Direct Debit Instruction Service ), AWACS ( Advice of Wrong Account for Automated Credits Service ) reports.
In future versions of the system a variety of notifications will be sent to consumers. This option is not available in the current version.
A variety of reports are available within the system.
In future versions of the software remittance advices will be available.
Tools tips can be switched on or off.
Press this button to add, edit or delete users. You can also use this button to grant or deny privileges or applications to selected users.
Update the ISCD.
Run this User Guide
The Control Point is used for grouping Bureaux and Applications.
If you change the text you should press Save
Changes and then Exit.
Description
Enter a description for the Control Point, e.g. your company name
If you are not operating as a BACS bureau you should not enter a bureau number. The bureau entry can be used to group Applications into logical groupings.
If you are operating as a BACS Bureau you should group your clients under one or more Bureau entries. Bureau entries can have the same BACS bureau number or different bureau numbers.
If you change the text you should press Save
Changes and then Exit.
Enter the name of the bureau, e.g. your company name. If you will be entering more than on bureau then the names should be different.
If you are operating as a BACS bureau you should enter your bureau number. If you are not a BACS bureau then you should leave this field blank.
Copies of reports and notifications of significant events for all applications grouped under this bureau number will be sent to the people or mail groups specified in this list.
Copies of reports and notifications of significant events for all applications grouped under this bureau number will be sent to the people or mail groups specified in this list as entries on the cc line
Copies of reports and notifications of significant events for all applications grouped under this bureau number will be sent to the people or mail groups specified in this list as entries on the bcc line ( no other recipients in the list will see that these users or groups have been sent a copy ).
An application is a set of details that are merged with a set of credits or debits to make a BACS submission. They identify the bank account from which the credits will be taken or into which the debits will be paid.
If you change any ofthe text you should
press Save Changes and then Exit.
The description of the Application ( e.g. Company A Payroll, Company B Pension Contributions, Company C VAT, etc.. ). This description is displayed in the program to enable the user to select the correct set of details. Any combination of text and numbers can be entered.
The type of transactions to be used with this BACS User Number. Most BACS User numbers are automatically set up to make payments. If you wish to collect Direct Debits you should contact your sponsoring bank.
If you are making payments you should tick 99 - Credit.
If you are collecting Direct debits you should tick : 01 - First Debit, 17 - Debit, 18 – Represented Debit and 19 – Last Debit.
If you will be issuing Direct Debit Instructions you should tick : 0N – New DDI, 0C – Cancel DDI and 0S – Set up DDI.
The BACS User Number for this application. If you are operating as a BACS Bureau you should enter the BACS User Number of your client.
The maximum amount of money allowed to be credited to or debited from this account in one file ( set of transactions ). A warning will be given if this amount is exceeded.
The maximum amount of money allowed to be credited to or debited from this account in a single transaction within a file ( set of transactions ). A warning will be given if this amount is exceeded.
The text to be printed on the bank statement of the account associated with this user number. If you are operating as a BACS Bureau his text will appear on your client’s bank statement.
The text to be printed on the bank statement of the person being paid or debited as a result of transactions created using this application.
The name of the bank account from which credits are to be made or into which debits are to be received.
The currency in which the transactions are to be made. Transactions in Euros are not currently possible ( June 2005 ) but will be implemented shortly. Until such time any sets of transactions that specify Euros as a currency will be processed as pounds with no rate conversion in operation.
The sort code of the bank account to be associated with this BACS User Number. Several bank accounts can be associated with a single BACS User Number.
The account number of the bank account to be associated with this BACS User Number. Several bank accounts can be associated with a single BACS User Number.
The path along which the files of payments or debits can be found. If your file is situated on a shared drive the path might be : ‘F:\Shared\Payroll\’. You can use the browse button ( with the three small dots on it ) to select a path.
The name of the file or type of file to be presented for submission to BACS. Wild cards can be used. Your file name might be : ‘Payroll Week 10.txt’ or ‘Pay*.txt’ or ‘Payroll Week ??.txt’
The type of file that contains your set of credits or debits. If the type of file that you will be using does not appear in the drop down list, or you are unsure of the type of your file you should contact your software supplier.
This is not currently in use.
Copies of reports and notifications of significant events for the application will be sent to the people or mail groups specified in this list.
Copies of reports and notifications of significant events for the application will be sent to the people or mail groups specified in this list as entries on the cc line
Copies of reports and notifications of significant events for the application will be sent to the people or mail groups specified in this list as entries on the bcc line ( no other recipients in the list will see that these users or groups have been sent a copy ).