Troubleshoot bank files

Ensure bank file payments are enabled. Learn more.

When setting up your cheque account for bank file payments, fill in the following required fields: Account ID, Account number, Bank name, Name on the account, Country, Currency.

Ensure you enter the APCA, BSB, and account numbers in the following format:

• APCA number: Enter the unique six-digit number that identifies the company or individual. The APCA number is used by Australian banks to make direct payments.
• BSB number: Enter the six-digit number used to identify the particular branch of the Australian bank, three digits, followed by a hyphen, and three more digits.
• Account number: Enter the cheque account number for the supplier, up to nine digits, including hyphens and spaces. Account numbers can’t begin with a space.

1. Go to Cash Management > All or Setup > Accounts > Cheque.
2. Select the account for bank files.
3. Edit the Name on the account.
4. Select Save.

Ensure the bank file format you select for the supplier exactly matches the bank file format you select for the cheque account. For example, if you select Bank A file format for the cheque account, you'll want to select Bank A file format for the supplier.

To generate bank file payments, you need additional permissions.

The processing date on the payment file is taken from the Set payment date to field on the Pay Bills page. If your company is configured for payment approvals, the payment might be approved after the processing date on the file.

You can set the payment date to the current, past, or future date, as long as it is no more than twenty years in the past or ten years into the future.

Bank file payments support up to 500 AP purchase invoices in a bank file. Remove any additional AP purchase invoices beyond that number and try again.

When you set up suppliers and employees for bank file payments, you enter a reference number for each. Later, when you generate payment files, the reference number is derived as follows.

• The payment is for one AP purchase invoice or expense:

  • When there's a reference number on AP purchase invoice or expense, the payment file uses the AP purchase invoice or expense reference number.
  • When there's no reference number on the AP purchase invoice or expense, the file uses this supplier or employee reference number.

• The payment is for multiple AP purchase invoices or expenses:

  • When the AP purchase invoices or expenses have the same reference number, the payment file uses the AP purchase invoice or expense reference number.
  • When the AP purchase invoices or expenses have different reference numbers, the file uses this supplier or employee reference number.

When selecting the cheque account to be used for paying the AP purchase invoices you select, ensure you select the currency that matches the currency of the cheque account you are using to pay the AP purchase invoices and the supplier you are paying. For example, select AUD to pay an Australian supplier.

This error message refers to the BACs reference field of the supplier being paid. This field supports up to 18 alphanumeric characters. If you get this error, go to the supplier record and verify that there are no special characters in the BACs reference field.

The error message "WPB missing" appears when the entity making the payment was unsuccessful subscribing to Sage Cloud Services. Log a support case and we'll work to get the entity subscribed successfully.

Ensure you are connected to the Internet. Alternatively, the payment cloud server could be down temporarily.

If any errors have occurred in a payment request, you can view the errors by selecting View next to the payment request.

To view and handle errors in a bank payment file:

1. On the Bank File Payment Information page, examine the list of payments in the Bank file payments section.
2. In the Error column, select View to see any errors that have occurred in the corresponding bank file payment request. An Errors popup page is shown.
3. Select Print to print out the errors, or select Done.
4. Select the failed payment request and select Remove to remove the failed payment request from the bank payment file.

You can undo a payment by deleting the entire generated bank payment file, if you haven't yet uploaded the file to your bank.

If a bank payment file has failed, you can drill down to see what the error was. Sometimes the error might occur only in one payment within the payment file. If so, you can correct the error, generate a new bank file, and upload it. Or, you can generate a new bank file, making sure to leave out the failed payment, and upload the bank payment file.

When you delete a bank payment file, Sage Intacct removes the payment and the General Ledger entry.

To delete a payment from a bank payment file: 

1. Go to Cash Management > All > Payment files > Bank payment files.

2. In the Status column, select Delete next to the bank payment file you want to delete.

You can void a pending bank file payment by deleting it. The individual bank file payments will then go back to the Generate bank file page. If you already sent payments to the supplier, you'll need to contact your bank to alert them to void the payment on their side.

1. Go to Cash Management > All > Payment files > Bank payment files.

2. Find the bank payment file you want to void.

   The bank payment file must be in a pending state.

3. To void the entire payment file, select Delete

   The individual bank payments return to the Generate bank payment files page. At a later time, you can select them again and regenerate the file..

4. Optionally, you can void the entire payment request and reprocess the payment on the Pay AP purchase invoices page. (Go to Accounts Payable > All > Payments > Payment requests.)

You can void confirmed bank file payments in the Cheque Register. However, you'll need to contact your bank and let them know you need to void the payment. Bank file payments are posted after you confirm the bank file.

1. Go to Cash Management > All > Reports > Registers > Cheque.

2. In the Cheque Register, you can filter to find the payment you want to void, or select View to view all payments.
3. Find the payment and select Void.
4. You can then reprocess the payment on the Pay AP purchase invoices page where you can regenerate it in a new bank file.
5. After you edit the AP purchase invoice, to regenerate the bank file go to Cash Management > All > Payment Files, and select Generate bank payment files.

Sage Intacct supports the following banks in the United Kingdom:

• Barclays
• HSBC
• Lloyds
• Natwest
• Santander
• Virgin Bank