Payment Approval (RSM users)

Clients using the automated bacs publishing service will be required to approve their payment files in the portal. Bacs files are published to the portal from InPay and InTime and nominated client users are prompted to approve the files before the payment is made. If an approval deadline is missed, RSM admin users can choose to process the file manually or reject it.

Bacs Options

Payment approval can be enabled for Payroll Services only. In the Service Edit page, under BACS OPTIONS select a Bacs Type of Auto Bacs with Approval.

If Is HMRC Payroll is checked then any HMRC payroll published to the client portal will appear against this payroll. There should only ever be one payroll selected for HMRC per client.

The number of approvals required (1 – 3) can be selected from the dropdown list. This is the number of client approvers that must approve the file before it will be automatically submitted to the Bacs system. The default is 1.

Note: The payroll service must be linked either to an InPay payroll or to InTime by setting the InTime Agency Public ID field.

Payment Approvers

To add an approver:

1. Start typing in the search box and suggested client users will appear in a list below the box.
2. Click on a suggestion to select it.
3. Either click on the Add button or press the Enter key to add the user to the list of approvers.
4. Click on the SAVE button.

Missed Approvals

If the client does not approve a file before the submission deadline the automated process can no longer happen. The deadline is 4.30pm on the last submission date that will allow the file to be processed in time for payment.

If a client misses the deadline they will be prompted to contact their payroll team. These files will appear on the Payment Approval, Missed Approvals page.

In this screen you will see information about the payment. To view the detailed transactions within the payment file, click on show details to expand the view. Account details are partially hidden for security.

You can choose to either process the missed file manually or reject it to be republished for client approval at a later date.

1. Select the new status in the dropdown list (either ‘Processed Manually’ or ‘Rejected’).
2. Enter a reason in the text box, giving more information about the action taken. If processing the file manually enter details of the client approval received verbally or via email.
3. Click on the SAVE button. 

Once you have updated the status of the payment it will disappear from this screen.

Approval History

Details of the payment files for all your payrolls will appear in the Payment Approval, Approval History screen.

You can filter files by client, submission date, status or search for matching text.

Updating Payment Status

Once the Bacs submission file is received the status of payments can be updated in the Client Portal.

From the Payment History screen click on Update status next to the payment file you want to update.

Select the new status, either Paid or Rejected. If the file has been rejected by BACS enter any further information in the Reason text box.

You can also update the serial number here for tracking purposes.

Once the status is updated click on the SAVE button.