1.1 Install AutoPay version 1.15 from
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1 AutoPay Help Sheet Revised 2 nd September 2013 SEPA XML Migration (for AIB customers) 1 Install version Install AutoPay version 1.15 from Install the new Bank Branch File to your C:\MSL\IMPORT folder This file is also available for download from Run AutoPay You will be asked to update the Bank Branch file, as follows: Click OK on the screen above and in the next screen the folder C:\MSL\Import will be opened and you must select the file NewApBranch.Dbf and click OK. The new file will be installed and your files will be Re-Indexed. Once you complete the above steps, your AutoPay system will continue to function in EMT mode but you will have the capability to migrate to SEPA at a time that suits you in conjunction with your bank.
2 2 SEPA Migration 2.1 What action do you need to take to get set up with AIB? The first step in switching to SEPA is to provide AIB with two pieces of paperwork - the AIB SEPA Direct Debit Creditors Agreement Form and a sample version of the Mandate you will use to signup new DD customers after you switch over to SEPA. Below is a link to the AIB SEPA Direct Debit Creditors Agreement Form, which you will need to sign and return to your Branch. Also below are links to a sample Mandate and a brochure "The SEPA Sample Mandate - Explained" to help you to design your SEPA Direct Debit Mandate. When this is ready it should be submitted to your branch along with your completed AIB SEPA Direct Debit Creditors Agreement Form. AIB SEPA Creditors Agreement Form SEPA Direct Debit Mandate - Explained AIB Sample SEPA Direct Debit Mandate Additional help on preparing your sample SEPA Direct Debit Mandate Having already successfully migrated customers to SEPA Direct Debits AIB have identified some common mistakes customers make in designing their SEPA Direct Debit Mandates. Common Mistakes 1 The mandate is missing required fields 2 The company s details are handwritten on the SEPA DD Mandate. 3 Legal text must state creditors name and be pre-printed 4 Company s old, 6 digit, EMTS ID / Originator Identification Number (OIN) number shown on SEPA DD Mandate instead of new 13 digit SEPA OIN 5 The Unique Mandate Reference (UMR) field Correction A SEPA DD mandate is required by the SEPA Regulations to have a specific set of fields, please see our brochure The SEPA Sample Mandate Explained for details of the key fields. Your company name and address and must be pre-printed or stamped on the mandate form before it is given to the customer to sign. The SEPA DD Mandate has legal text that must be on the mandate, the legal text has 2 places where your company name must be included. Your SEPA Originator Identification Number (OIN) also known as the SEPA Creditor Identifier that will replace your existing EMTS ID/OIN. The SEPA OIN / Creditor ID number must be pre-printed or stamped on the mandate form before it is given to the customer to sign. Please contact our SEPA helpline if you need to confirm your new SEPA OIN. The Unique Mandate Reference (UMR) field must state to be completed by Creditor. Also the heading is commonly mistaken for the SEPA Direct Debit Mandate title, it should be clearly identified as a Unique Mandate Reference field. Once your paperwork is checked by AIB the AIB SEPA Customer Migration Team will be in contact to confirm that the new SEPA Payment Files service has been added to your ibb profile. AIB can also provide you with further information such as your SEPA Creditor ID (OIN) or user guides for SEPA on ibb. If you have any comments or queries for AIB, please don t hesitate to contact the AIB SEPA helpdesk by phone on or at: sepa@aib.ie.
3 2.2 Switch your AutoPay software to SEPA mode When you have completed the above tasks and you have confirmed that your bank is ready to accept SEPA XML files you can switch your AutoPay system to SEPA mode. You must first ensure that your bank has provided you with your SEPA Originators Identification number (OIN) sometimes called Creditor Identifier number (CIN). This is a 13 character code containing both letters and numbers. Click on the SEPA XML Migration button which is to the right of the toolbar. This will switch the system temporarily to SEPA mode and allow you to check that your customer data converts correctly i.e. that all Bank Account numbers convert to valid IBAN numbers. You must read the notes that are displayed on screen. Do not select the option to Switch permanently to SEPA XML just yet. 2.3 Check that Customers (or Suppliers) IBAN numbers have been correctly converted You must run one or both of the following reports: Customer List with no IBAN (if you are processing Direct Debits) Supplier List with no IBAN (if you are processing Credits) If any Customers (or Suppliers) appear on the above reports, it means that the migration program was unable to determine their IBAN number. You must obtain the correct IBAN number for any Customers (or Suppliers) listed. Please contact Mercury Software for further assistance with this.
4 2.4 Enter your SEPA OIN number and check your own IBAN number Go to Data Maintenance Own Bank Details and enter your SEPA User ID Debits (or Credits if relevant). This relates to the SEPA OIN number which your bank will have provided to you. You must also check that your IBAN number is correctly displayed and if it is not you must enter it. 2.5 Revert to EMT (if necessary) Up to this point, for any reason, you can revert the system back to EMT mode by clicking on Revert to EMT. For example, if you have Customers (or Suppliers) that did not convert with IBAN numbers and you would like some time to obtain the IBAN numbers. If you do revert back to EMT you can continue to create EMT files and you can then return to SEPA mode again at anytime as described above. 2.6 Permanently switch to SEPA To permanently migrate to SEPA click on Switch Permanently to SEPA XML. Please note that this procedure cannot be reversed. Once this has been confirmed, the program will close and you will need to restart it.
5 3 SEPA What s new? 3.1 IBAN & BIC codes used instead of Bank Account numbers and Sort Codes IBAN (International Bank Account Number) is an internationally accepted format for identifying Bank Accounts. e.g. IE33AIBK BIC (Bank Identifier Code) identifies a particular bank. e.g. AIBKIE2D These codes are now used as the primary references for bank accounts instead of Bank Account number and Sort Code. When you migrate to the new version of AutoPay, the software will automatically convert your Bank Account numbers and Sort Codes to IBAN and BIC codes. You do not need to request this information from your existing customers. 3.2 Mandate Signature Date This is a new field which identifies the date on which a Customer has signed a Direct Debit Mandate form. This date must be input for each new Customer setup in AutoPay. For existing Customers it will be assigned automatically during the migration process. 3.3 EMT files replaced by XML files The EMT files which were previously created and submitted to your bank for processing are now replaced by XML files. XML is an internationally recognised standard and this is the most significant change to the software in order to meet the requirements for SEPA. 3.4 New Transaction Codes for Direct Debits The new Transaction Codes are as follows: FRST First Direct Debit Used to identify the first SEPA Direct Debit to be processed for this customer. Previously referred to as 01. RCUR Recurring Direct Debit Used to identify that a transaction is not the first Direct Debit to be processed for this customer and is part of a sequence of Direct Debits for this customer. Previously referred to as 17. FNAL Final Direct Debit Used to identify that a transaction is the final Direct Debit to be processed for this customer. Once a FNAL transaction is processed, no further Direct Debits can be processed for this customer. Previously referred to as 18. OOFF Once Off Direct Debit Used to identify that a transaction is once-off Direct Debit for this customer. Such a customer cannot have had any prior Direct Debits and can have no further Direct Debits following the Once-Off Direct Debit. This is a new Transaction Code. This facility was not available previously. The Transaction Code will be determined automatically by the software but you may change the Transaction Code if necessary.
6 3.5 New Direct Debit Processing Date requirements When creating a Direct Debit XML file, the software will calculate the Date to Process. This is the date on which your customer s bank accounts will be debited and your bank account credited. This date will be set as follows: If your list of Debits contains any FRST or OOFF transactions, the date will be set as today s date + 6 working days. OR If your list of Debits does not contain any FRST or OOFF transactions, the date will be set as today s date + 3 working days. You should not set the date earlier than described above, if you do so, your XML file will be rejected by your bank. However, you may set the date later than described above, i.e. you may send your file earlier than the 3 or 6 day timeframe, but please check the maximum timeframe with your bank before doing so. 4 Note re. Import option If you are importing transaction data into AutoPay via a CSV or TXT file, the layout of the file required has not changed, i.e. it can still contain Bank Sort Code and Bank Account Number and the import program will convert these to IBAN codes. Therefore, you do not need to modify your import files to include IBAN numbers. However, there is one important issue regarding importing Direct Debit transaction data for new customers i.e. first time Direct Debit transactions. These customers will be added to the Customer database but their Mandate Signature Date field will not have a date assigned. Before creating an XML file, you must set the Mandate Signature Date for each new customer. You will not be able to create the XML file until this is done.
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