User Guide for Payroll Service (APS+)

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1 User Guide for Payroll Service (APS+) - Payment by File Upload - Payment by Preset Template No part of this document may be reproduced, stored in a retrieval system of transmitted in any form or by any means, electronic, mechanical, chemical, photocopy, recording or otherwise without prior written permission of: Malayan Banking Berhad Virtual Banking 1 Ang Mo Kio Street 64, Maybank Center, Page 1 of 61

2 Table of Contents Contents 1 First-time login to Maybank Business Internet Banking Create a GIRO Payroll using Automated Payment System Plus (APS+) Payment by File Upload Preparation of data file in.txt file format Submission of text file Approve submission Checking of statuses for past transactions Payment by Preset Template Registration of accounts for First Time Setup Employee Records Maintenance Add new Employee Records View Employee Records Edit Employee Records Delete Employee Records Template Maintenance View Templates Edit Template Delete Template Make Payment Approve Submission Checking statuses of past transactions Notifications For Employers (a) After adding employee records (b) After editing employee record (c) After deleting employee record(s) (d) After maker submit payment and approver approve payment (e) After the Bank process your payment (f) After updating the address(es) under Preferences menu option For Employees (a) After the Bank has credited salary to your employees Stop Payment Troubleshooting Page 2 of 61

3 1 First-time login to Maybank Business Internet Banking 1.1 Have your PIN Mailer, Letter with your Access ID and New Security Token ready before you login to Maybank Business Internet Banking for the first time 1.2 Launch the Internet Browser and type in Check the top menu bars and click on Maybank Online Banking and you will see the screen on First Time Login / Sign Up for Page 3 of 61

4 1.3 Review the Terms and Conditions, then click to move to next screen. 1.4 Under Credential, select Access ID Enter your Access ID & PIN Page 4 of 61

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1.5 Upon your first successful PIN verification, you can create: Your Username, between 6 and 16 alphanumeric characters. Please note that your Username cannot be changed after you have created it.

6 1.5 Upon your first successful PIN verification, you can create: Your Username, between 6 and 16 alphanumeric characters. Please note that your Username cannot be changed after you have created it. Hence, please choose carefully. Your Password, between 8 and 12 alphanumeric characters, is case sensitive, i.e. Johnny is not the same as JOHNNY. 1.6 Once your Username and Password are confirmed, you will be promoted to activate your Security Token. Click on the link to activate your Security Token. When prompted, enter the 10-digit Serial number found on the back of the New Security Token. Page 6 of 61

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9 2 Create a GIRO Payroll using Automated Payment System Plus (APS+) You can pay your employee(s) within Singapore using APS+, whose payroll information is kept separate from the other GIRO payments. APS+ offers two submission methods: a) Payment by File Upload Submit payment by uploading a file for processing b) Payment by Preset Template Add employee records, submit the payment instructions and save the instructions as a template for future use The process flow for APS+ submission requires the company to assign Authorised users with Creation function (aka Creator) and Approval function (aka Approver) to submit and authorise the transaction online. The number of Authorised Users required in the APS+ submission will depend on the assigned Approver s mandate and Number of Approvers required to authorise a transaction of the company. The cut-off time for APS+ approval is 4pm. This means the transaction must be fully approved before 4pm of the same day it was created. Otherwise, the transaction will expire and must be re-submitted again. 2.1 Payment by File Upload Preparation of data file in.txt file format Step 1 Enter the details in a Microsoft Excel spreadsheet Download the template from BIB after you login under APS+ service, or get it from your Account / Relationship Manager. Page 9 of 61

Tan Ah Lian Sam instead of Tan Ah Lian, Sam Please delete the first row (headers in bold print) before sav] ing the file Put a dash - in

10 Check the Automated Payment System Plus (APS+) data file format below. Enter the data according to the field name. Remove comma from Name column e.g. Tan Ah Lian Sam instead of Tan Ah Lian, Sam Please delete the first row (headers in bold print) before sav] ing the file Put a dash - in the [Remark] column if not in use. Leave the branch column blank Format [Amount] Column as Number with 2 decimal places and avoid using 1000 separator Remove comma (,)from all cells in [Name] column e.g. put as Tan Ah Lian Sam instead of Tan Ah Lian, Sam. Page 10 of

11 Step 2 Save the file as CSV format Save the file as a CSV (Comma Delimited) file format from the Save as type dropdown list. E.g. 23Marchsalary.csv. You may choose another filename for your data file. The file name of the CSV file can only have a maximum of 20 characters, including the extension.csv. Page 11 of

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13 You will notice that the filename will appear on the tab ensuring that you have already converted the Excel file into a CSV format. Check if entering A/C No. that if the account number starts with zero, this is captured Page 10 of 61

14 Step 3 Convert it to txt format Go to the source where you saved the CSV file. In this example, we have saved it in the Desktop. Right click the CSV data file and click Open With and select Notepad. Page 11 of 61

15 The Notepad file will look something like this: Page 12 of 61

16 Thereafter, save the file as text file (i.e 14maysalary.txt ) in Notepad format as it appears below. File name has a maximum limit of 20 characters, including spacing and the.txt extension. Ensure that Save as type is Text Document [*.txt]. Now, you re ready to login to Business Internet Banking (BIB) and upload your text file. Page 13 of 61

17 2.1.2 Submission of text file The following screenflow will show the step-by-step process of a Creator and Approver submitting the APS+ text file. Note that the actual process for your company may vary depending on the company s assigned User Control Option and Approval Mandate. Step 1 Go to Payment By File Upload>New Submission under APS+ Services Upon logging in the secured site, check the top menu bars and click on Page 14 of 61

18 Click on at the Left menu. Click on Page 15 of 61

appear once you have chosen the account number.

19 Step 2 Upload File You will be routed to a page with the title From this page you will need to choose / input the following data before you upload your text file: a) b) c) * * The account balance and account name will appear once you have chosen the account number. The filename in Payment Type can be used once within a calendar month. E.g. if [Payment Type] Salary1 has been used 5 June, it cannot be used again in 25 June. Page 16 of 61

20 Click on to pull the file for submission from the hard disk. Page 17 of 61

Click on button to proceed with the validation of the data file, which will be done automatically by the system. It will only take a few seconds to validate the data file.

21 Click on button to proceed with the validation of the data file, which will be done automatically by the system. It will only take a few seconds to validate the data file. Note: If there is an error found in the uploaded data file, the screen below will appear showing the record number and the error message. Check and correct the mistakes in the record(s) and then save the data file. Repeat Step 2 Upload File. Page 18 of 61

22 Upon completion of the File validation, click on the button to proceed with the submission. Page 19 of 61

23 The next screen will show you the summary and details of the text file you have uploaded. If you are OK with the details, click the button to proceed with the next screen (OTP page). Page 20 of 61

24 Step 3 Confirm transaction with One-Time Password You will be required to key-in a One-Time Password (OTP) in order to proceed with the submission of the APS+ text file. You can review the details of the uploaded file by clicking on the button. Click to complete the Creation. Page 21 of 61

Step 4 Check status after creaton Upon confirmation of OTP by the system, the following message will appear in the next screen: Successful. Transaction pending approval from signatory / authoriser.

25 Step 4 Check status after creaton Upon confirmation of OTP by the system, the following message will appear in the next screen: Successful. Transaction pending approval from signatory / authoriser. The webpage will also show the summary of the APS+ text file you have submitted for your reference. The Creator must inform the Approver to login to Business Internet Banking to do the necessary approval for the uploaded APS+ text file. Note: For companies with following setup AND the Creation part will also be the Approval part if the submission is done by an Authorised User with Approval function. Page 22 of 61

26 2.1.3 Approve submission Step 1 Find the transaction to approve The Authorised User with Approval function (aka Approver) will need to login to Business Internet Banking in order to approve the submitted APS+ text file. At homepage, you simply need to go to the tab in the top menu bar. Page 23 of 61

27 Once inside the Transaction Approval page, select Transaction Category in the dropdown list. Click the button to proceed. as Page 24 of 61

28 Step 2 Approve the transaction On the next screen, you will see a list of transactions pending for Approval. Select the transaction that needs to be approved then click the button to proceed. Page 25 of 61

29 Step 3 Approve with OTP The next screen will require the Approver s OTP to proceed with the approval of the submitted APS+ file. You can review the details of the APS+ file by clicking on the button. After keying in the OTP, click on the approval. button to proceed with the Page 26 of 61

30 Here s a sample screen if you click on details of the text file by clicking on the the button. button. You have an option to print the Page 27 of 61

31 Step 5 Check Status after Approval The final screen will show this status upon proper validation of the Approver s OTP: Successful. Transaction has been approved by all required signatories/ authorisers. If the company requires more than 1 Approver to complete the APS+ transaction, the expected message here will be: Successful. Transaction pending approval from signatory / authoriser. The process under items 1.4 How to Approve will be repeated by the other Approvers until all required approvers in relation to the assigned Approval Mandate of the company are able to approve. The Approval Mandate of a company can either be Any One, Any Two, Any Three or Customised Mandate. After the successful submission of APS+ file, you can monitor the status of the text file by clicking on the hyperlink in the final screen. Page 28 of 61

2.1.4 Checking of statuses for past transactions In order to enquire the status of the submitted APS+ text file, go to the hyperlink under APS+ Services.

32 2.1.4 Checking of statuses for past transactions In order to enquire the status of the submitted APS+ text file, go to the hyperlink under APS+ Services. To view further details on a particular file, click on the hyperlink in the column. Here are the different possible statuses of an uploaded APS+ file: Status Pending Expired Cancelled Batch Stopped Validation Completed Data Uploaded Batch Rejected What it means Transaction is pending for approval by all required authorisers/signatories Transaction has not been approved before the cut-off time, thus expired and needs to be re-submitted Transaction has been cancelled by a Creator Transaction has been stopped arising from your instructions Transaction has been approved by all required authorisers/signatories. Transaction has been acknowledged by the Bank and pending to be processed on Value Date Transaction has been rejected by the Bank. The final status should be showing as Data Uploaded as end state if sent out the batch successfully. Page 29 of 61

33 2.2 Payment by Preset Template Registration of accounts for First Time Setup 1. Click on on the top menu bar. Step 1 2. From the left navigation menu bar, click Payment by Preset Template > Any of the menu options. You will be prompted to register your accounts for the purpose of the receiving payment notifications. Step 2 Page 30 of 61

3. You must specify at least 1 valid email address, up

34 3. You must specify at least 1 valid address, up to 3 addresses. Step 3 4. Follow on-screen instructions to generate a One-Time Password (OTP) from your Token. Key in OTP and click Confirm. Step 4 Page 31 of 61

5. The following screen shows that the email

35 5. The following screen shows that the address(es) have been successfully updated. Click on the hyperlink to carry with first-time setup. Step 5 6. Click on Add Employees Records. Step 6 Page 32 of 61

2.2.2 Employee Records Maintenance 2.2.2.1 Add new Employee Records 1.

36 2.2.2 Employee Records Maintenance Add new Employee Records 1. If you are adding new employee records for the first time, you will see the following screen. Otherwise, you can proceed with Step 2. Note The maximum number of employees you can add is Enter the required details in the relevant fields to set up the employee record. You can enter up to 5 employee records at one time. Step 1 Page 33 of 61

37 3. Follow on-screen instructions to generate a One-Time Password (OTP) from your Token. Key in OTP and click Confirm. Step 2 4. After adding employee records, you can either click: i. Add more employee records, you will be re-directed to Step 2 under Section , or ii. Make Payment, which you will be re-directed to Step 1 under Section Page 34 of 61

38 Step 3 Page 35 of 61

2.2.2.2 View Employee Records 1. From the left navigation menu bar, click Employee Records. The table of employee records previously added will be displayed accordingly. Step 1 2.2.2.3 Edit Employee Records 1.

39 View Employee Records 1. From the left navigation menu bar, click Employee Records. The table of employee records previously added will be displayed accordingly. Step Edit Employee Records 1. On the table of employee records, click on the hyperlink of the employee you would like to edit. Step 1 Page 36 of 61 You can maintain up to a maximum of 50 employee records for each company.

In the event if you have entered the wrong Employee name and/or Employee Reference No, you can delete this employee record and and re-add again.

40 2. Click Edit to amend on the selected employee record. Step 2 You can maintain up to a maximum of 50 employee records for each company. 3. You can amend the following fields such Bank, Account Number, Address and Comments. In the event if you have entered the wrong Employee name and/or Employee Reference No, you can delete this employee record and and re-add again. By way of editing the Bank and Account Number, it will not stop any payment transactions that have been submitted. Step 3 Please submit the Stop Payment Form if you want to stop any payments. Page 37 of 61

41 4. Follow on-screen instructions to generate a One-Time Password (OTP) from your Token. Key in OTP and click Confirm. Step 4 5. The screen will show you that the employee record has been updated successfully. Page 38 of 61

42 Delete Employee Records 1. Select the required employee record(s) and Click Delete Selected Records. Step 2 2. Click Confirm to delete the selected employee record. Page 39 of 61

3. The below screen will show you that the employee record has been deleted successfully. 2.2.3 Template Maintenance 2.2.3.1 View Templates 1.

You can maintain up to a maximum of 10 templates. Each template can contain a maximum of 20 employees.

43 3. The below screen will show you that the employee record has been deleted successfully Template Maintenance View Templates 1. From the left navigation menu bar, click Template List. The table of previously saved templates will be displayed accordingly. You can maintain up to a maximum of 10 templates. Each template can contain a maximum of 20 employees. Step 1 The employee records can be duplicated in each template, but in total, the company can only add 20 employee records for the service. Page 40 of 61

2.2.3.2 Edit Template 1. From the left navigation menu bar, click Template List.

44 Edit Template 1. From the left navigation menu bar, click Template List. The table of previously saved templates will be displayed accordingly. Step 1 2. On the table of template list, click on the hyperlink of the template you would like to edit. Step 2 Page 40 of 61

By default, the employee records are checked from your last saved

45 3. Click Edit to amend on the selected template. Step 3 4. You can amend the following fields such Comments and Amount. By default, the employee records are checked from your last saved record. You can amend on the Amount if there are any changes. Page 41 of 61

46 5. Key in One-Time Password (OTP) from your Token and Click Confirm. Step 5 Page 42 of 61

6. The screen will show you that the template has been updated successfully. 2.2.3.

47 6. The screen will show you that the template has been updated successfully Delete Template 1. Select the required template(s) and Click Delete Template(s). Step 2 Page 43 of 61

48 2. Click Confirm to delete the selected template. 3. The below screen will show you that the template has been deleted successfully. Page 44 of 61

Step 1 This table serves as a guide on the cutoff timings for the payment submission and approval, as well as the schedule for the crediting of funds. 2.

49 2.2.4 Make Payment 1. The following screen is the landing page for Make Payment. Click Make Payment to proceed with payment. This table shows the list of Payment by Preset Template transactions pending processing by the Bank. Please take note and avoid making duplicate payment submissions. Step 1 This table serves as a guide on the cutoff timings for the payment submission and approval, as well as the schedule for the crediting of funds. 2. If you have previously saved your payment instructions as template(s), you will be able to see the saved templates on the below screen. Otherwise, you can proceed to Step 3. Aside from choosing your saved templates, you can also make ad-hoc payment(s) to your employee(s). Page 45 of 61

3. Enter the required details in the relevant fields to set up the payment information. You have an option to save the payment instructions as a template for future payments.

50 3. Enter the required details in the relevant fields to set up the payment information. You have an option to save the payment instructions as a template for future payments. You can select up to 8 business days in advance of Value Date. Select the employee(s) you wish to make payment to Enter the amount to be paid to your employee(s). Enter template name to save as a template for future use Page 46 of 61

51 4. Key in One-Time Password (OTP) from your Token and Click Confirm. Step 2 Page 47 of 61

52 5. The following screen will show you that the payment has been successfully submitted but pending approval. Page 48 of 61

2.2.5 Approve Submission 1. The relevant authorized user(s) with approval function is/are to log in to Business Internet Banking (BIB) to approve the transaction.

53 2.2.5 Approve Submission 1. The relevant authorized user(s) with approval function is/are to log in to Business Internet Banking (BIB) to approve the transaction. At BIB homepage, click the tab on the top menu bar. Step 1 2. Select APS+ under Transaction Category dropdown. Click the button to proceed. Step 2 Page 49 of 61

3. You will see a list of transactions pending for Approval.

54 3. You will see a list of transactions pending for Approval. Select the transaction that needs to be approved then click the button to proceed. Step 3 4. The following screen requires the Approver to key the OTP from his/her token. You can review the details of the APS+ file by clicking on the button. After keying in the OTP, click on the button to proceed with the approval. Click to review details of the transaction Step 4 Page 50 of 61

55 5. The following screen requires the Approver to key the OTP from his/her token. You can review the details of the APS+ file by clicking on the button. After keying in the OTP, click on the button to proceed with the approval. Page 51 of 61

2.2.6 Checking statuses of past transactions 1. From the left navigation menu bar, click Transaction Inquiry. The table of past transactions will be displayed. 2.

56 2.2.6 Checking statuses of past transactions 1. From the left navigation menu bar, click Transaction Inquiry. The table of past transactions will be displayed. 2. To find out the payment details, click on the hyperlink under Payroll Period Step 1 Step 2 Example Below are the transaction details for Batch 3 Payroll Page 52 of 61

57 Below is the list of possible values for Approval Status and Payment Status. Approval Status Pending Approved Expired Cancelled What it means Transaction is pending for approval by all required authorisers/signatories Transaction has been approved by all required authorisers/signatories Transaction has not been approved before the cut-off time, thus expired and needs to be re-submitted Transaction has been cancelled by a Creator Payment Status Batch Stopped Validation Completed Data Uploaded Batch Rejected File Return What it means Transaction has been stopped arising from your instructions Transaction has been approved by all required authorisers/signatories Transaction has been acknowledged by the Bank and pending to be processed on Value Date Transaction has been rejected by the Bank. Transaction has been processed by the Bank and salary is credited to your employees 3. To print a copy of the Payment Instruction Status Report, click on the File Return hyperlink under Payment Status. (Note: Report will only be available when the payment instructions are successfully processed) Step 3 Page 53 of 61

58 4. The below screen shows the details of the Payment Instruction Status Report. Click Print to print the report. Step 1 Page 54 of 61

59 Notifications For Employers (a) After adding employee records Every time you add new employee record(s), the following with the subject Registration of new employee via APS+ Payroll Service will be instantly triggered to all the addresses maintained under Preferences. (b) After editing employee record Every time you edit an employee record, the following with the subject Update of employee record via APS+ Payroll Service will be instantly triggered to all the addresses maintained under Preferences. Page 55 of 61

60 (c) After deleting employee record(s) Every time you delete employee record(s), the following with subject Deletion of employee record(s) via APS+ Payroll Service will be instantly triggered to all the addresses maintained under Preferences. (d) After maker submit payment and approver approve payment After you have made and approved salary payment, the following with subject Request for Salary Payment via APS+ Payroll Service will be instantly triggered to all the addresses maintained under Preferences. Page 56 of 61

61 (e) After the Bank process your payment After the Bank has processed your payment successfully, the following with subject Status of Salary Payment Request via APS+ Payroll Service will be triggered to all the addresses maintained under Preferences. (f) After updating the address(es) under Preference menu option Every time you update the address(es) under Preferences, the following with the subject Registration of new address(es) via APS+ Payroll Service will be instantly triggered to all the updated recipients provided. Page 57 of 61

62 For Employees (a) After the Bank has credited salary to your employees After the Bank has successfully credited the salary to your employees, the following with subject Notification on Salary Payment from [your company name] will be triggered to all the addresses updated under Employee Records. Page 58 of 61

63 3 Stop Payment 3.1 If you need to stop the submitted APS+ file, click on. You only need to print out the Stop Payment Form and have it signed by your Authorised Signatories. 3.2 Stop payment will only be accepted if request is done at least 1 Working Day before the batch file s Value Date. Every successfully stopped batch file costs S$50 (service fee), which will be debited in the company s funding account. Page 59 of 61

64 4 Troubleshooting Here are some common issues encountered during file upload. After the data file is uploaded for validation, records with errors will be highlighted with an error message as in the screen. Here is the sample layout. Validating Record in Progress Possible File Data / Format Error Encountered Record 1 -aaaaaaaaaa Record 2- bbbbbbbbb Uploading Terminated. Batch Rejected. Please close the browser window and try again You will not see this screen if all records in the data files are in the correct format. The error messages are stated in plain language. Proceed to the data file in the Notepad format to make the correction, save the file and proceed from step 1.2 again. The common errors are: 1. Invalid characters found in the file, e.g,, / etc (single quote, double quote, slash) 2. Missing, as a separator between fields 3. Additional, found at the end of a record 4. No file selected or file name is longer than 20 or empty file 5. Invalid data fields length 6. Amount field contains error, e.g. $ sign entered, decimal point not used. 7. Blank line found between the data file 8. Incomplete records, characters, numerals found after the last record 9. Name field is blank 10. Invalid Maybank account number (which will be validated online) 11. No of record more than 3000 in the file 12. Wrong data file submitted, e.g. graphic file, MP3 file Page 60 of 61

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User Guide for Outward Interbank GIRO (OBG) For Direct Debit (Collections)

User Guide for Outward Interbank GIRO (OBG) For Direct Debit (Collections) No part of this document may be reproduced, stored in a retrieval system of transmitted in any form or by any means, electronic,