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Set up and use ePayments

Created on  | Last modified on 

Summary

You can use the ePayments option within your TASBooks software to automate your supplier payments by creating a file that can be imported into your bank's electronic banking software. You won't need to enter the payments information twice, saving you time and money.

Resolution

Set up your bank account to use ePayments

  1. On the menu bar, click Cash Book, point to Bank Accounts then click Maintain Bank Accounts.
  2. If a System Configuration Program window appears, click OK.
  3. Select the relevant bank account, then click Edit.
  4. In the ePayments section, click Enabled.
  5. From the ePayment Service list, click your banking software.

    If the bank software you use isn't in the list, you can download and install the relevant bank component from the UK or Ireland versions of My Sage.

  6. Click Configure.
  7. Complete the Sage eBanking Configuration window where required:

     

    Common directory The directory where the e-Payment files and e-Reconcile statement files save to.To amend this, enter the path to the data or click Browse to locate the directory.
    Override common directory If you don't want to use the same directory for e-Payment files and e-Reconcile statements, select this check box.
    Statement Reconciliation Service This is the directory where the statement files from your banking software save to.. To amend this, enter the path to the data or click Browse to locate the directory.

    You can also enter the file extension your banking software saves the statement files as, for example, TXT. This ensures only files with that extension appear in the Import window.
    Payment file options

    This is the directory, file name and extension of the e-Payments file that your on-line banking software uses. To amend this, enter the path to the data or click Browse to locate the directory.

    If you don't enter a file identifier, the file name is the date in the format DDMMYYYY. For example, 01012018.

     

     

  8. Click OK, then click Save.
  9. Repeat the above steps for each bank account that you want to use ePayments for, then click Save.

To set up your suppliers to use ePayments

  1. On the menu bar, click Purchase, point to Suppliers then click Maintain Suppliers.
  2. Click on the Supplier Code link, or press F2 on your keyboard.
  3. Double-click on the relevant supplier.
  4. Click the Settlement Disc / ePayments / Notes tab.
  5. Under the Supplier Bank Details heading, complete the following information:
Use ePayments Click Yes.
BACS Ref Enter the BACS reference number.
Beneficiary Enter the name of the supplier’s bank account.
Bank Name Enter the name of the supplier’s bank.
Sort Code Enter the sort code for the supplier’s bank account.
Acct Num Enter the account number for the supplier’s bank account.
Payment Ref If the payments are going to a building society account, enter the building society reference here.
BIC

If applicable, enter the BIC number for the supplier’s bank.

A BIC (Bank Identifier Code) is used to advise a bank how to route payments to an overseas bank. You will normally find your bank’s BIC shown on your bank statement.

 
IBAN

If applicable, enter the IBAN number for the supplier’s bank account.

An IBAN (International Bank Account Number) is a standard format for accurately quoting bank account details when making international payments. You will normally find your accounts IBAN shown on your bank statement.

 

              6. Click Save, then click Yes then click Cancel.

 

Generate a payment using ePayments

  1. On the menu bar, click Purchase, point to Payments on Account then click Enter / Allocate Purchase Ledger Payments.
  2. From the Bank list, click the relevant bank account.
  3. In the Date box, enter the payment date.
  4. Click on the Code link, then double-click the relevant supplier to open their record.
  5. Under Payment Details, in the Method list , click ePayment.
  6. In the Amount box, enter the payment value, then click Save.
  7. You must now allocate the saved payment. To do this, complete one of the following options:

 

Manually allocate to invoices Double-click each item you want to allocate the payment against, then click Save. You should choose this option if you want to enter a discount, overpayment or underpayment.

 
Automatically allocate to invoices (oldest first) Automatically allocate the payment to the oldest outstanding invoices, then click OK then click Save.
Leave payment to be allocated later Leave the payment as a payment on account, without allocating it against any outstanding invoices then click OK.

        8.Click Cancel.

        9. Repeat the above steps for all payments that you want generate using ePayments.

To create an ePayment file

  1. On the menu bar, click Cash Book, point to ePayments then click View/Manage ePayments.
  2. To delete an ePayment, select the relevant payment, then click Delete.
  3. To put an ePayment on hold, select the relevant payment then click Hold.
  4. To send all your payments and create a file to import into your banking software, click Send All.

Alternatively, to send one payment, select the appropriate payment then click Send.

  1. To see a detailed breakdown of the payments, click Show Details.
  2. Once you're happy with the payment details, click OK.
  3. Click Save, then click OK.

You've now successfully created the ePayments file and can import it into your banking software. For more information about how to do this, please contact your bank.

 

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