18109 Training Manual - BULK UPLOAD_Layout 1 11/05/2016 10:06 Page 1 Freedom to BANKING CIRCLE WEB BULK UPLOAD SAXO PAYMENTS INTERNET BANKING
WHAT IS A BULK PAYMENT? A bulk payment is defined as a payment transfer that contains more than one payment. The Bulk File records can contain different accounts, value dates, beneficiaries and currencies. The Bulk File can be generated through Excel or your own ERP system. If you generate a Bulk File through your ERP system, please go to page 5. 2
HOW TO GENERATE A BULK FILE USE THE EXCEL SHEET GENERATE BULK FILE PROVIDED TO YOU BY SAXO PAYMENTS. For the purposes of this manual, a Bulk File generator file created by Saxo Payments will be used as an example. Your Relationship Manager at Saxo Payments can provide you with this Excel sheet. OPEN THE GENERATE BULK FILE SPREADSHEET & START IN THE INPUT SHEET. The green cell, D7, indicates where it will save the generated Bulk File on your computer. If you want the file to be saved somewhere else, change the Path in the green cell to match the destination folder on the computer where the file needs to be saved. If the selected folder doesn t exist, it will not be possible to generate the Bulk File. The Microsoft Visual Basic tool window will appear to show there is a mistake in the entered path. As a default, the requested execution date is the same as the day the file is generated, but it is possible to add days in cell I7. 3
HOW TO GENERATE A BULK FILE INPUT THE INFORMATION IN THE EXCEL SHEET. Information has to be entered into the blue table before the Bulk File can be generated. Please see the specifications below. Field name Description Mandatory/Optional Field length Valid characters User reference Notes To Beneficiary 1 Own reference which can be used for own reconciliation. This value can be found on the reconciliation and rejection reports. The value in this field should be unique and must not be the same for any 2 payments. Line 1 of payment details. Notes To Beneficiary 2 Line 2 of payment details. Optional 35 a-za-z0-9/-?:.+ Notes To Beneficiary 3 Line 3 of payment details. Optional 35 a-za-z0-9/-?:.+ Notes To Beneficiary 4 Line 4 of payment details. Optional 35 a-za-z0-9/-?:.+ Customer Id The customer ID for the debit account. Mandatory 9 0-9 Source Account The IBAN for the debit account. Mandatory 35 A-Z0-9 Account Currency Beneficiary Name The ISO currency for the debit account. (example: EUR). Name of the beneficiary. Beneficiary Address 1 Beneficiary Address 2 1st address line. 2nd address line. Beneficiary Address 3 3rd address line also referred to as city field. Fill with Country as 2-lettered ISO code and city name with postal code. For example: DK 2900 Hellerup GB - London EC2M 4AY SWIFT Code The SWIFT code for the beneficiary bank. Mandatory 35 A-Z0-9 Beneficiary Account Payment Amount Payment Currency Transfer Currency Bank account number of beneficiary (IBAN if applicable). Amount without 1000 separator and. as decimal separator (example: 1000.00). The currency of the amount. Example: if request is to transfer 100 USD as EUR then this value has to be USD. The currency of the transfer. Example: if request is to transfer 100 USD as EUR then this value has to be EUR. Mandatory 35 A-Z0-9 Mandatory 15 0-9. 4
HOW TO GENERATE A BULK FILE CHECK IF THE IBAN NUMBERS ARE TYPED IN CORRECTLY AND CURRENCY CHECK After all the information is included in the Excel sheet, you can tick the validation box to validate your entered beneficiary IBAN numbers. IBAN numbers can differ in format from country to country for example the length of the IBAN number. This validation only validates the format. If there is a mistake in the IBAN format, then the validation output will show as a red coloured cell with the text FALSE. If the IBAN format is correct, the validation output will show as a green coloured cell with the text TRUE. Note: The IBAN checker is only 90% correct (same as general IBAN checkers online). If the output is false, please contact your beneficiary for confirmation. You can also check if you have entered a payment instruction with two currency conversions. Your payment will get rejected if the payment currency is different from either the currency of the debit account or the transfer currency. 5
HOW TO GENERATE A BULK FILE GENERATE THE BULK FILE After all the information has been entered in the table select the button Generate Bulk File and the Bulk File will now appear as a csv document in the chosen folder. After the Bulk File has been generated successfully, it has to be uploaded in Banking Circle Web or through an API. Go to page 7. 6
SPECIFICATION OF THE BULK FILE WHEN GENERATED BY YOUR ERP SYSTEM Please see below the specifications for the Bulk File. Field name Description Mandatory/Optional Field length Valid characters Debit Customer ID The customer ID for the debit account. Mandatory 9 0-9 Debit Account The IBAN for the debit account. Mandatory 35 A-Z0-9 Debit Bank Branch The bank branch for the debit account. There is only one possible value in this field: 010 Mandatory 3 0-9 Debit Account Currency Payment Amount The ISO currency for the debit account. (example: EUR). Amount without 1000 separator and. as a decimal separator (example: 1000.00). Mandatory 15 0-9. Transfer Currency The currency of the transfer. Example: if request is to transfer 100 USD as EUR then this value has to be EUR. Value date ddmmyyyy Mandatory 8 0-9 Payment Type Fill with A (for ad-hoc/general payment type). Mandatory 1 A Beneficiary Name Name of the beneficiary. Beneficiary Account Bank account number of beneficiary (IBAN if applicable). Mandatory 35 A-Z0-9 Transfer Mode Only S for SWIFT is accepted. Mandatory 1 S SWIFT Code The SWIFT code for the beneficiary bank. Mandatory 35 A-Z0-9 Beneficiary Email Email for the beneficiary. Optional 40 a-za-z0-9-.@ Payment Details 1 Line 1 of payment details. Payment Details 2 Line 2 of payment details. Optional 35 a-za-z0-9/-?:.+ Payment Details 3 Line 3 of payment details. Optional 35 a-za-z0-9/-?:.+ Payment Details 4 Line 4 of payment details. Optional 35 a-za-z0-9/-?:.+ Correspondence Charges Only SHA for shared charges is accepted. Mandatory 3 SHA Narrative for Debtor This value can be used for additional narrative, but note that this value is not returned in reconciliation or error reports. Optional 35 a-za-z0-9/-?:.+ Narrative for Creditor This value can be used for additional narrative, but note that this value is not returned in reconciliation or error reports and it is not sent to the creditor (use Payment Details 1-4 instead). Optional 35 a-za-z0-9/-?:.+ Payment Currency The currency of the amount. Example: if request is to transfer 100 USD as EUR then this value has to be USD. User reference number Own reference which can be used for own reconciliation. This value can be found on the reconciliation and rejection reports. The value in this field should be unique and must not be the same for any 2 payments. Beneficiary Address 1 1st address line. Beneficiary Address 2 2nd address line. Beneficiary Address 3 3rd address line also referred to as city field. Fill with Country as 2-lettered ISO code and city name with postal code. Examples: DK 2900 Hellerup GB - London EC2M 4AY Intracompany Only N is accepted. Mandatory 1 N 7
HOW TO UPLOAD THE BULK FILE IN BANKING CIRCLE WEB LOG IN TO BANKING CIRCLE WEB Go to www.online.saxopayments.com and log in with your username, login password and One-Time- Password. SELECT THE TAB BULK TRANSACTIONS Select the option: Bulk File Upload 1. In the first field - Bulk Identifier - select International. 2. In the second field Encoding type used for the upload file - select DEFAULT. 3. In the third field - Upload File - select the Bulk File that was created as a text document previously using the Excel sheet or the CSV generated by your ERP system. 4. In the fourth field - Upload File Type - select CSV. 5. Choose Initiate. 8
HOW TO UPLOAD THE BULK FILE IN BANKING CIRCLE WEB CHECK THE STATUS OF THE FILE Once you have uploaded a file, select the File Reference Number. This will bring you to the Bulk File View window. Here you can see the status of the payment. If the text Processed or Pre Processed appear, then the payment format is OK. If Error appears, something is wrong with the uploaded payment file. This can be due to factors such as date format, account number, denied access to source account etc. Select the File Name to see the details of the error. 9
HOW TO UPLOAD THE BULK FILE IN BANKING CIRCLE WEB Click the link View Error to see which records in the file are causing the error. The details are downloaded in a text file. You will see the erroneous fields highlighted with a reference error code. Please find the relevant error code in the appendix attached at the end of the manual, entitled: Error Codes Specification. Correct the error in the payment file and upload the file again. IMPORTANT: If your authorisation type is ZERO, then the payment will now be processed. If your authorisation type is not ZERO, the payment has to be authorised by another user. The payment will not be processed before it is authorised. CHECK THE INDIVIDUAL PAYMENTS Each record will now be processed individually. This means that if one payment gets rejected it will not have any effect on the other records in the file. To check the payments please see Account Activity or Payments. 10
ERROR CODES SPECIFICATION An error file refers to the payment instruction file by using the same file name prefixed with ERR_. It will contain a narrative describing why the file was not accepted. A file cannot be partly accepted. The file is either fully accepted or fully rejected. The file can be rejected for the following reasons: Error reason Duplicate File Content Invalid Customer ID Invalid Debit Account Invalid Debit Branch Invalid Debit Account Currency Invalid Amount Description File with same previous content upload. No authorisation to customer. No authorisation to debit account. No authorisation to debit branch. Currency does not match currency for debit account. The amount is wrongly formatted. Amount shall be expressed without 1000 separator and. as decimal separator (example: 1000.00). Note that HUF and JPY don t have decimals. Transfer currency should match either debit or credit account currency Invalid Effective Date Invalid Value of ADHOC Flag Invalid Charges Date is illegally formatted. Date has to be formatted as ddmmyyyy. Value has to be A (for Ad Hoc). Saxo Payments only accepts SHA (for shared charges). Please enter valid Narrative Payment currency should same as either Source currency or Transfer currency Please enter valid Beneficiary Name Invalid Beneficiary Account Illegal characters used or the text is too long for beneficiary name field. Invalid Value for Transfer Mode Flag Only S (for SWIFT) is allowed by Saxo Payments. Invalid SWIFT code Invalid Payment Description 1 Invalid Payment Description 2 Invalid Payment Description 3 Invalid Payment Description 4 Invalid Debit Narrative Invalid Credit Narrative Please enter valid user reference number Invalid Beneficiary Address Line 1 IMPORTANT: If any of the above error codes appear, please go to the Bulk File Description table, and double-check the criteria. If you have any questions, please contact your Relationship Manager or email us at client@saxopayments.com Invalid Beneficiary Address Line Invalid Beneficiary City Invalid intercompany flag Intercompany flag should always be N. Either of the Debit Account, Branch or Currency is invalid. The Current Authorization Rules Do Not Allow This Transaction. Please contact your Administrator The debit account has to belong to the debit branch and the debit account currency has to match the currency for the debit account. Account authorisation missing for uploading the payment. 11