Set up a supplier for bank file and ACH payments

Enabling direct payment to a supplier using a bank file involves selecting the following in the supplier record:

  • ACH or bank file as your preferred payment method.
  • Enable bank file payments as the payment service.
  • The Payment country, currency, and relevant Bank file format.
  • Other information, such as the supplier  number, and additional required fields, depending on the file format you use.
Subscription

Accounts Payable

Cash Management

Sage Cloud Services
Regional availability

Bank file payments are only available between banks that use the same currency in the following countries:

  • Australia
  • Canada
  • France
  • Ireland
  • South Africa
  • United Kingdom
  • United States
User type

Business user with admin privileges
Permissions

Cash Management

  • Bank files: List, View, Manage

Accounts Payable

  • Suppliers: List, View, Add, Bank Details*, Unmask Bank Details*

*Required to access the supplier's account information for bank file payments
Configuration

ISO country codes are enabled.

Bank file payment option selected in Sage Cloud Services.

Ensure bank file payments are enabled in the you will use to pay the supplier.

See Configure Sage Cloud Services for details.
Restrictions

Bank file payments are only available between banks that use the same currency outside the US.

To import suppliers in bulk and update supplier details with bank file information, see Bulk import and update suppliers and employees with bank file details.

To view the Suppliers list: Go to Accounts Payable > All > Suppliers.

Enable a supplier for bank file payments

Add a new supplier or edit the supplier record to support bank file payments.

Alternatively, you can import suppliers in bulk and update supplier details with bank file information, see Bulk import and update suppliers and employees with bank file details.

  1. Go to Accounts Payable > All > Suppliers.

  2. Do one of the following:

    • To add a new supplier: Select Create.
    • To edit a existing supplier: Select Edit at the end of the row.

  3. Enter the following required information.

    Field Description

    ID

    Intacct provides two mutually exclusive ways to add supplier IDs. You can do one of the following:

    The Supplier ID can't be changed after the supplier is created.

    An ID enables your company to keep track of a specific type of information, such as GL account, department, location, item, project, class, transaction, supplier, and customer. You can create IDs by adding them on the fly or by having Intacct automatically add them from a preset numbering scheme.

    Whichever method you choose, we recommend against using leading zeros as part of an ID. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zeros.

    Best practice: Use a character as a prefix to your ID; for example, C0001 for a customer ID.

    Workaround: if you must use leading zeros in IDs, convert the column of ID numbers to text format in Excel before importing the file content. Excel won't remove the leading zeros when you save the file. Remember to do this every time you use a template to import information that requires IDs.

    Name

    The name of the supplier as it will appear on lists and menus across your company.

    Print as

    The name that you want to appear on the following printed output for this supplier:

    • AP purchase invoices
    • advances
    • adjustments
    • cheques
    • 1099s

      If you enter a Print as name that's different than the 1099 name, both fields print on the 1099 form with the 1099 name printed on top.

      If both fields are the same, only one name prints.

  4. Fill in the remaining fields as desired in the Supplier, Additional information, and Contact list tabs.

    For details on entering supplier information, see Create a supplier.

  5. On the Payment information tab, in the Payment details section, select the Preferred payment method dropdown list and select ACH or bank file.
  6. Optionally, in the Payment details section, select Merge payment requests. This allows Sage Intacct to create a single payment request for all AP purchase invoices associated with this supplier.
  7. On the Bank file tab, select Enable bank file payments.

  8. Select the Payment country field value that matches the country selected in the supplier record.

    For example, select Australia, or United Kingdom.

  9. Enter the supplier details for the bank file according to the country you select, as shown in the field descriptions.
  10. Fill in any remaining fields as desired in other tabs.
  11. Select Save.

  1. Go to Accounts Payable > All > Suppliers.

  2. Do one of the following:

    • To add a new supplier: Select Add.
    • To edit a existing supplier: Select Edit next to the Supplier ID.

  3. Enter the following required information.

    Field Description

    ID

    Intacct provides two mutually exclusive ways to add supplier IDs. You can do one of the following:

    The Supplier ID can't be changed after the supplier is created.

    An ID enables your company to keep track of a specific type of information, such as GL account, department, location, item, project, class, transaction, supplier, and customer. You can create IDs by adding them on the fly or by having Intacct automatically add them from a preset numbering scheme.

    Whichever method you choose, we recommend against using leading zeros as part of an ID. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zeros.

    Best practice: Use a character as a prefix to your ID; for example, C0001 for a customer ID.

    Workaround: if you must use leading zeros in IDs, convert the column of ID numbers to text format in Excel before importing the file content. Excel won't remove the leading zeros when you save the file. Remember to do this every time you use a template to import information that requires IDs.

    Name

    The name of the supplier as it will appear on lists and menus across your company.

    Print as

    The name that you want to appear on the following printed output for this supplier:

    • AP purchase invoices
    • advances
    • adjustments
    • cheques
    • 1099s

      If you enter a Print as name that's different than the 1099 name, both fields print on the 1099 form with the 1099 name printed on top.

      If both fields are the same, only one name prints.
  4. Fill in the remaining fields as desired in the Supplier, Additional information, and Contact list tabs.

    5. For details on entering supplier information, see Create a supplier.

  5. On the Payment information tab, in the Payment details section, select the Preferred payment method dropdown list and select ACH or bank file.
  6. Optionally, in the Payment details section, select Merge payment requests. This allows Sage Intacct to create a single payment request for all AP purchase invoices associated with this supplier.
  7. On the Bank file tab, select Enable bank file payments.

  8. Select the Payment country field value that matches the country selected in the supplier record.

    For example, select Australia, or United Kingdom.

  9. Enter the supplier details for the bank file according to the country you select, as shown in the field descriptions.
  10. Fill in any remaining fields as desired in other tabs.

  11. Select Save.

Next step: Pay a supplier using bank file and ACH payments

Field descriptions

Fields are grouped by country.

Australia

Bank files field descriptions
Field Description

Payment country

Select Australia.

Creditor account number

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Creditor account name

Enter the name you want to associate with the creditor .

The character limit for the account name is 32. Use only alphanumeric characters

Creditor BSB number

Enter the six-digit bank branch number of the supplier or employee bank.

Reference,

Enter a meaningful reference number to connect the bank file and the AP purchase invoices or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many AP purchase invoices and advances are included for a supplier payment.

  • The payment is for one AP purchase invoice

    • When there's a reference number on AP purchase invoice, the payment file uses the AP purchase invoice reference number.

    • When there's no reference number on the AP purchase invoice, the file uses this supplier reference number.

  • The payment is for multiple AP purchase invoices

    • When the AP purchase invoices have the same reference number, the payment file uses the AP purchase invoice reference number.

    • When the AP purchase invoices have different reference numbers, the file uses this supplier reference number.

Enter a maximum of 18 alphanumeric characters in the Reference field.

Canada

Bank files field descriptions
Field Description

Payment country

Select Canada.

Creditor account number

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Creditor account name

Enter the name you want to associate with the creditor .

Branch transit number

Enter the branch transit number for the account.

Bank number

Enter the bank number for the supplier or employee's bank account to which payments are made.

France

Bank files field descriptions
Field Description

Payment country

Select France.

Creditor IBAN

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Creditor name

Enter the name you want to associate with the creditor .

The character limit for the account name is 32. Use only alphanumeric characters

Creditor BIC

Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.

Creditor address details

Enter the address details as required.

End-to-end identifier

Enter a meaningful reference number to connect the bank file and the AP purchase invoices or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many AP purchase invoices and advances are included for a supplier payment.

  • The payment is for one AP purchase invoice

    • When there's a reference number on AP purchase invoice, the payment file uses the AP purchase invoice reference number.

    • When there's no reference number on the AP purchase invoice, the file uses this supplier reference number.

  • The payment is for multiple AP purchase invoices

    • When the AP purchase invoices have the same reference number, the payment file uses the AP purchase invoice reference number.

    • When the AP purchase invoices have different reference numbers, the file uses this supplier reference number.

Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

Ireland

Bank files field descriptions
Field Description

Payment country

Select Ireland.

Creditor IBAN

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Creditor name

Enter the name you want to associate with the creditor .

The character limit for the account name is 32. Use only alphanumeric characters

Creditor BIC

Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.

Creditor address details

Enter the address details as required.

End-to-end identifier

Enter a meaningful reference number to connect the bank file and the AP purchase invoices or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many AP purchase invoices and advances are included for a supplier payment.

  • The payment is for one AP purchase invoice

    • When there's a reference number on AP purchase invoice, the payment file uses the AP purchase invoice reference number.

    • When there's no reference number on the AP purchase invoice, the file uses this supplier reference number.

  • The payment is for multiple AP purchase invoices

    • When the AP purchase invoices have the same reference number, the payment file uses the AP purchase invoice reference number.

    • When the AP purchase invoices have different reference numbers, the file uses this supplier reference number.

Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

South Africa

Bank files field descriptions
Field Description

Payment country

Select South Africa.

Homing account number

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Homing account name

Enter the account holder's name for the supplier or employee bank account to which payments are made.

Homing branch

Enter the six-digit bank branch number of the supplier or employee bank.

Type of account

Enter the account type for the supplier or employee's bank account to which payments are made. Value must be 1, 2, 3, or 4.

Beneficiary account code

Enter the beneficiary account code, alphanumeric up to 13 characters.

Proof of payment flag

 Enter True, T (Yes) or False, F (No) to specify whether you want the proof of payment printed when the bank file payment batch is authorized.

User reference

Enter a meaningful reference number to connect the bank file and the AP purchase invoices or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many AP purchase invoices and advances are included for a supplier payment.

  • The payment is for one AP purchase invoice

    • When there's a reference number on AP purchase invoice, the payment file uses the AP purchase invoice reference number.

    • When there's no reference number on the AP purchase invoice, the file uses this supplier reference number.

  • The payment is for multiple AP purchase invoices

    • When the AP purchase invoices have the same reference number, the payment file uses the AP purchase invoice reference number.

    • When the AP purchase invoices have different reference numbers, the file uses this supplier reference number.

Enter a maximum of 20 alphanumeric characters in the User reference field.

Creditor code

Enter the creditor code for the supplier's Standard Bank account. This option appears when you select Standard Bank NAMPAY SSVS Pre Format as the file format for your .

United Kingdom

Bank files field descriptions
Field Description

Payment country

Select United Kingdom.

Payment currency

Select the currency for supplier payments and employee reimbursements.

  • EUR: This option uses the SEPA bank file format to make payments in EUR currency.

  • GBP: This option uses a UK bank file format to make payments in GBP currency.

Creditor account number

Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.

Beneficiary name

Enter the name you want to associate with the beneficiary .

Consult with your bank to determine the character limit for the account name. Use only alphanumeric characters.

Beneficiary sort code

Enter the six-digit bank branch number of the supplier or employee bank.

Creditor address details

Enter the address details as required.

BACS reference

Enter a meaningful reference number to connect the bank file and the AP purchase invoices or advances to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many AP purchase invoices and advances are included for a supplier payment.

  • The payment is for one AP purchase invoice

    • When there's a reference number on AP purchase invoice, the payment file uses the AP purchase invoice reference number.

    • When there's no reference number on the AP purchase invoice, the file uses this supplier reference number.

  • The payment is for multiple AP purchase invoices

    • When the AP purchase invoices have the same reference number, the payment file uses the AP purchase invoice reference number.

    • When the AP purchase invoices have different reference numbers, the file uses this supplier reference number.

Enter a maximum of 18 alphanumeric characters in the BACS reference field.

You can make this a required field for UK suppliers and employees by selecting BarclaysNet Payment Ref file format for your UK .

United States ACH

Bank files field descriptions
Field Description

Payment country

Select United States.

Payee account number

Enter the account number for the supplier or employee's bank account to which payments are made. For account numbers that are less than 10 digits, include leading zeroes so that it's at least 10 digits.

Payee name

Enter the account holder's name for the supplier or employee bank account to which payments are made.

Payee routing number

Enter the first 8 digits of the routing number for the account.

Account type

Enter the account type to which payments are made. Value must be one of the following

  • 22 -

  • 32 - Savings account

SEC code

Enter the SEC code for the account.

  • CCD (Business)

  • PPD (Personal)

More countries coming soon

We're expanding bank file payments to support more countries. Check the release notes for updates on when new countries are supported.