BACS/RTI
Note: Your BACS and FPS details need to be set up in the Payroll deskop application before it can be used in the Payroll web application. This should already have been set up by your system administrator.
You will be unable to access the BACS/FPS tab until you have completed Run checks:
On the BACS/FPS tab, you are able to Create BACS and FPS or Create just FPS. The first tab will allow you to create a BACS file and submit it at the same time for a single company, and the Create just FPS file will allow you to submit an FPS for multiple companies at once:
Create BACS and FPS
In this tab, you can see a list of your created BACS files, as well as create new ones.
To create a BACS file, click the Create BACS file button:
The Create BACS file window will open, where you need to enter a File name (this is the name of the file that will be available to download), the BACS process date and the Payment date:
Then, choose the Submission type and what to Include in payment, using radio buttons. The radio buttons are defaulted to BACS as a company and Pay the full amount:
Choose the appropriate settings for this Payroll. For the Include in payment options, they each do the following:
Pay the full amount – this creates a BACS file with the full net pay for each Employee in the Payroll cycle. This option should be used for the first payment of each pay period.
Pay unpaid amount only – this creates a BACS file that only contains the changes made since the last BACS file was produced. Use this if you make additional payments to Employees in this Payroll cycle after initial payments have been made.
Finally, use the drop-down menu under Company settings to choose which company to create the BACS file for, and use their settings (specified in Payroll desktop version):
Click Create and run BACS file to continue:
A pop-up window will appear, informing you that the BACS process has been completed, and your totals for employees paid and total payment:
Click OK to dismiss the window.
You can then access the created BACS files from the Create BACS and FPS screen. On this screen, you can click Download BACS to download your BACS file:
There is an FPS button on each of the BACS files, which will allow you to make individual FPS submissions for the companies:
When you open the FPS menu, the BACS file will be automatically selected, and the BACS process date and BACS payment date will be filled in.
You can tick This is the last submission of the year if appropriate, as well as use the drop-down menu to select a reason for a late submission:
Finally, use the switch to mark whether this is a Test or a Live submission, and enter your FPS password. A Test submission will not be submitted to HMRC. Once the password has been entered, click Confirm and run:
Payroll will then begin to send your FPS to HMRC, and a Log will be generated as the steps are completed.
If the submission fails, the Log will inform you of this, and the FPS button will turn red and a notification will appear against the BACS file:
You can click Download log after an FPS to download the Log. This will download a .txt file to your downloads folder:
After a successful Live FPS has been submitted, you can then click the Download FPS button on the BACS file menu to download a .zip file containing the FPS:
Create just FPS
Instead of submitting an FPS after creating a BACS file for an individual company, you may instead make multiple FPS submissions without a BACS file at once using the Create just FPS. This is appropriate for situations where your BACS files are generated by an external company or bureau, or you want to submit it for multiple companies at once rather than individually.
On the Create just FPS screen, you will see a list of the submitted or failed FPS submissions, as well as a Create FPS file button. Click the Create FPS file button to begin:
Use the Companies drop-down menu to select which companies you wish to submit an FPS for, ticking all of those that apply:
You can tick This is the last submission of the year if appropriate, as well as use the drop-down menu to select a reason for a late submission:
Finally, use the switch to mark whether this is a Test or a Live submission, and enter your FPS password. A Test submission will not be submitted to HMRC. Once the password has been entered, click Confirm and run:
The FPS submission will then run, and generate a log that tells you whether it succeeded or failed. You can click Download log after an FPS to download the Log. This will download a .txt file to your downloads folder:
After a successful Live FPS has been submitted, you can then click the Download FPS button on the FPS file menu to download a .zip file containing the FPS:
Once an FPS has been submitted, you are ready to continue to the View summary tab of the Payroll cycle.
