ScotiaConnect Integrated Payments Recipient Management Quick Reference Guide Table of Contents ScotiaConnect Recipients... 2 Creating Recipients... 2 Importing Recipients... 2 Creating a recipient import file... 3 Uploading the import file into ScotiaConnect... 5 Payment History... 6 For Further Assistance... 9 Version 2.1
ScotiaConnect Recipients Recipients in ScotiaConnect are used to store a payee s banking information, such as their transit number, institution code and account number. By adding your payees as a Recipient you will not need to add this information every time you create a payment. Creating Recipients To begin creating recipients go to Payments, Integrated Payments and select Manage Recipients. Recipients can be added manually or imported from a comma separated value file (CSV). To manually add a recipient, click the Create Recipient button: Enter all the information for your recipient, click continue, and then save when complete. Once the recipient information has been entered, the recipient may need to be approved depending on your entitlements. If an approval is required, the recipient will be in Entered status, otherwise it will be in Ready status: To approve a recipient, a user with approval authority will need to log in, click the checkbox next to each recipient, and then select Approve under the action column. Once approved, the recipient(s) will be in Ready status. Only recipients in Ready status can be used for creating payments. Recipients can be modified or deleted anytime by returning to the Manage Recipients tab and performing a search. Importing Recipients - 2 -
To import recipients using an existing comma separated value file, be sure to follow the import file specifications which are available in Appendix A. To complete the import, you must open the recipients maintenance tab as shown earlier in this guide, and then proceed to the Import Recipients section near the bottom of the page. Browse to your file and then select the Import Recipients button to continue. You will be prompted to confirm the import. After the import is complete, ScotiaConnect will display a confirmation message. To view a summary of the imported items, see the import summary from the ScotiaConnect Message Centre. Creating a recipient import file Once you have entered all your recipients, you can import an Excel file to create payments using the recipient information already stored in ScotiaConnect. This means your Excel file does not need to contain any banking information. The file fills in the variables such as date and amount in order to finalize payment creation. About the File: - 3 -
The header names must match the names shown in the sample below The Excel worksheet containing the payments must be named SDImport The Excel workbook must be saved in Excel 2003 format (.xls extension) Variable fields are amount and recipient ID and (maybe) due date and (maybe) customer sundry information The agreement number, CPA code and Sundry fields must be fixed. To do this, please format the cells in Excel as text to ensure leading zeros are not truncated. Note that some fields are left blank as these items are already stored in your recipient list. You must leave these fields in the file and leave them blank otherwise there will be issues with those payments (see screen shot below). o Column F: InstitutionCode o Column G: Transit o Column H: Account o Column I: PayeeName Tip: We suggest creating a blank Excel template to be used as a starting point when creating your payments file. This will ensure that fields will remain correctly formatted when adding payments. Column A: The File Agreement ID is the service group agreement number. The agreement number can be found at the bottom of the service group (note the preceeding SD or EO must not be included in your file): Column B: Whether the payment is a debit or a credit (D/C) Column C: The CPA Code for the payment (EFT) or Transaction Type Code (EDI/ACH) Column D: Amount Column E: The payment due date Column J: The PayeeRef field is the recipient ID that will be used to match the banking information from your recipient list. This ID must match an existing ID or the import will fail. This is also the payment number that will be used when sending the payment. Column K: Sundry is an optional field that is used for EFT payments. - 4 -
Uploading the import file into ScotiaConnect To load the file into ScotiaConnect, we recommend using the File Delivery service available within ScotiaConnect. To access File Delivery, go to Services, File Delivery and select Upload Files. Select the Agreement ID (starts with JO) and then select the Trancode PMTXLS. Next, browse to your Excel file. Note you can upload up to five files at a time from this page. Once the file is selected, click the Upload button to proceed. After the import is complete, your payments will be available in ScotiaConnect. To view the payments in the file, proceed to the File Summary tab within Integrated Payments. Next, select the Service Group and/or File ID. You can leave these as is if you want to broaden your search results or if you are unsure of what to enter. You will need to select the date that the file was imported into ScotiaConnect. Select Search to continue. - 5 -
To open the list of the payments within the file, you can select the File ID. Depending on your entitlements, you may need to have the payments approved before they can be submitted. Only payments in Ready status can be submitted for processing. You can also approve and submit payments from the file summary screen. Simply click the checkbox next to the File ID and select approve or submit from the action menu. Note you can also delete, disable and enable the payments in the file from this menu. Payment History Once the payments have been submitted you can view the status by opening the Search tab from within Integrated Payments. Enter your search criteria and then select Search to display the results on your screen, Report to display the results in a file based on your report preference, or Export to download the results into a data file. Note you must also populate the Export Information section near the bottom of the screen. - 6 -
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Appendix A Recipient Import File Specification Note the field names must be included in the header row of your file. All fields are separated by a comma. - 8 -
For Further Assistance Need Help? On any ScotiaConnect page, you will find a Need Help? link. Clicking that link will provide targeted help topics relevant to the page you re currently viewing. Online Customer Support Select the Help option at the top right of your browser to open our Online Customer Support knowledge base. A new window will be displayed where you can enter your question. Tutorial Videos The Tutorial Video link at the top right of your screen will open the Online Resource Centre with videos, documents and more to help you find answers to your questions regarding Scotiabank s products and services. Global Business Payments Technical Helpdesk- Monday through Friday, 8:00 a.m. to 8:00 p.m. ET. 1-800-265-5613 - Toll-free number within North America 416-288-4600 - Local Toronto area customers (800) 463-7777 - pour le service en français Email: hd.ccebs@scotiabank.com. Your email will be answered within 24-48 business hours. To book product training, please send an email to gtb.training@scotiabank.com - 9 -