A Quick Guide to your Bacs Reports
Are you familiar with the different reports produced by Bacs Payment Schemes Limited (Bacs), the organisation behind Direct Debit and Bacs Direct Credit in the UK? If the reports are not being retrieved and the information acted upon, there could be a higher likelihood of failed or incorrect collections / payments – a pain for both service users and customers alike. Following is a quick guide to Bacs reports:
How do you get hold of Bacs reports?
Bacs generated reports can be accessed in one of two ways:
- The service user or nominated Bureau can access the reports from the Payment Services website. Log-in to https://paymentservices.bacs.co.uk either using your contact ID and password (ASM), or PKI, where you will need to use your smartcard and PIN. You can download all reports / select the type of reports you wish to access, and can select which Service User Number you wish to access these for. Note: You can set-up an email alert notification system so that you can be informed when new reports are available. For more information on this you should contact your sponsoring bank or building society.
- The reports can be automatically downloaded into the Service Users Bacstel-IP software.
What Bacs reports are available?
Available Bacs reports include:
- Input reports (live and test).
The input report is Bacs formal acknowledgement to the service user that its collection file has been Input. The report will detail the total number and value of transactions and will list any amended or rejected items which have failed Bacs validation e.g. invalid destination sort code.
- Withdrawal reports – generated if you have to withdraw a file due to error after it has been inputted by Bacs.
- ARUDD (Automated Return of Unpaid Direct Debits) reports
Available on day 4(5) of the unpaid cycle, this report details the Direct Debits that have been returned unpaid by the paying banks. The report lists all returned Direct Debits for each Service User Number for any one processing day.
- AUDDIS (Automated Direct Debit Instruction Service) reports
This report details why AUDDIS transactions have not been successful. There are three ‘record types’: D = Advises return of a ‘0C’ which is a cancelled DDI, N = Advises return of a ‘0N’ which is a new or re-instated DDI and S = Advises return of a ‘0S’ which is a converted DDI.
- ADDACS (Automated Direct Debit Amendment and Cancellation Service) reports.
An ADDACS report notifies service users of a change to a customer’s Direct Debit Instruction (DDI). Where there is a change to the bank account details of a DDI, the first line shows the original details of the DDI; the underlined sort code and account number are the new details. You must update your records to use these new details for future Direct Debit collections against this DDI.
- DDIC (Direct Debit Indemnity Claim) advice reports
If an error has been made either by the service user or the paying bank, then under the terms of the Direct Debit Guarantee a payer is entitled to an immediate refund. If an Indemnity is raised, the Indemnity Claim Report will be forwarded containing a reason code to explain the reason for the Indemnity.
- ARUCS (Automated Return of Unapplied Credits Service) reports
If the correct account cannot be identified or the payment cannot be applied for any reason, the funds will be returned by the Receiving Bank to the remitting organisation’s bank account no later than Day 5 of the Bacs Processing Cycle (Day 1 being Input Day). A report, advising that the payment has not been applied and providing reasons why, will be made available to the Service User.
- AWACS (Advice of Wrong Account for Credits Service) reports.
An AWACS report notifies service users of any changes to a Bacs Direct Credit payment,such as where bank or building society account details have changed. The first line shows the original details; the underlined sort code and account number are the new details. You must update your records and use these new details to ensure future payments are credited correctly.
These reports are designed to provide complete information about the transactions that have been submitted under a given Service User Number – and the outcome of these, e.g. which ones have been rejected and why. The reports contain reason codes e.g. for why the Direct Debits have been unpaid, e.g. Instruction cancelled, refer to payer, payer deceased etc. Actions undertaken by the Service User following receipt of the report will depend on the reason code provided.
Why is it important to access and use these reports?
The Service Users’ Guide and Rules prompt service users to take action on the information within their Bacs reports in a timely manner (for example, ADDACS and AWACS advices must be actioned within three working days).
If the Bacs reports aren’t collected and action taken on them regularly, then both the service user and the customer can suffer. For example, not acting on the information in an ADDACS report might result in a Direct Debit being incorrectly collected from a customer’s old bank account instead of their new bank account after they have switched their bank. It could also result in a failed collection which will impact upon cash flow – as well as require administrative resource to check for the error and correct it.
Need more information about Bacs reports?
If you are unsure about what information is contained within Bacs reports – or how it should be used, please see further details on our website under Bacs reports. If you feel that training in how to use these reports would be beneficial, please contact us to discuss your questions, or read more details about our training options.