LloydsLink Commercial Banking Online (CBO) Migration Tool User Guide

LloydsLink Commercial Banking Online (CBO) Migration Tool User Guide

1 Introduction LloydsLink Commercial Banking Online (CBO) Migration Tool is specially designed to extract beneficiary information from LloydsLink to enable you to import this data easily into Commercial Banking Online. In this guide you ll find step-by-step instructions on using the tool and how to import beneficiary data into Commercial Banking Online. The tool will allow you to import beneficiary records contained in the Account Maintenance module as well as the beneficiary element of any Payment or PC Pay Templates. When the tool locates a domestic beneficiary record in Account Maintenance it will create a Bacs, CHAPS and Faster Payment record for each beneficiary. When it locates an International beneficiary record it will create a Euro and International record. You can select which beneficiaries you wish to export. Any beneficiary data that will not work in Commercial Banking Online will be highlighted as Non-compatible and put in a separate file. You will need to amend the beneficiaries in this file in LloydsLink before you attempt to import them into Commercial Banking Online. More information on Non-compatible beneficiaries can be found in Section 4.1 How will I know if a beneficiary is compatible and Section 8 Resolving non-compatible beneficiaries. There is also a Glossary in Section 9 Glossary of Terms which you can refer to for an explanation of any terms that you are unfamiliar with.

2 Getting started 2.1 To use the tool you need LloydsLink software version 7.50 or higher. Before you export any data we recommend you make a back-up of your existing LloydsLink software. 2.2 Check your LloydsLink software version Go to the LloydsLink Logon screen and the version is displayed underneath LloydsLink. If you already have version 7.50 or higher installed, skip to Section 2.3 Back up your existing LloydsLink. If do you not have version 7.50 or above, please call the Commercial Banking Online helpdesk on 0808 202 1390 (+44 1264 839 415 from a mobile or outside the UK) 1, and a disc explaining how to install the required software will be sent to you. 1 Lines are open Monday to Friday, 7:30am 6:00pm. Please have your Unique Reference Number ready when you call so we can verify your identity

2.3 Back-up your existing LloydsLink To find out where LloydsLink is installed on your PC, right-click the LloydsLink icon and select Properties. Select the Shortcut tab - the first letter in the Target box shows the drive letter where LloydsLink is installed.

2.4 Right-click on the Start menu on your PC. Select Explore. 2.5 Navigate to the drive where LloydsLink is installed this is in a folder named Llink. 2.6 Right-click on the Llink folder and select C

2.7 Navigate to the file location to store your backed up LloydsLink software, right click and select Paste.

3 How to install the LloydsLink CBO Migration tool 3.1 Download the LloydsLink CBO Migration tool and save it in a convenient and secure location. Do not run the LloydsLink CBO Migration Tool from its current location. For your security we will never phone or email you asking you to download software from another site, or for your log in details. If you receive unusual phone calls or emails, or have concerns about any other activity, please contact the LloydsLink helpdesk on 0345 900 2061. Lines are open Monday to Friday 8:00am to 6:00pm except public holidays. 3.2 Copy the CBO Migration Tool installation Cabinet file LL105_01 to the Llink\Data folder.

3.3 Go to LloydsLink\Set-up folder and double-click or Run Setup.exe 3.4 Continue to click Next until you reach the screen below. 3.5 Ensure the Install button is pushed in and click Next.

3.6 Type C:\LLINK\DATA where C: is the drive on which LloydsLink is installed and then click OK. 3.7 When the screen below appears select LloydsLink CBO Migration and click Next.

3.8 When the installation screen below is complete select Exit = 3.9 Log in to LloydsLink as a Security Manager (either MANAGER1 or MANAGER2). The LloydsLink CBO Migration icon will now appear on the homepage. You are now ready to use the LloydsLink CBO Migration Tool.

4 Things to check before you start extracting beneficiaries Before you begin extracting beneficiary data we recommend you check there are no errors in your beneficiary information and that your beneficiaries are compatible with Commercial Banking Online to speed up the extract process. 4.1 How will I know if a beneficiary is compatible? Some beneficiaries will not be compatible with Commercial Banking Online, for example if mandatory fields are left blank they cannot be imported to Commercial Banking Online. Up to four files will be exported to your chosen file location, depending on the options you choose: Compliant (CBOCompatible.csv) Lists beneficiaries that can be imported to Commerical Banking Online Non-compliant beneficiaries (CBONonCompatible.csv) Lists beneficiaries that cannot be imported to Commercial Banking Online Export Log (CBOExportLog.txt) Provides details on the beneficiaries that are non compliant to help you make changes if required. Duplicates (CBODuplicate.csv) Lists duplicate beneficiary data where the Beneficiary Name, Sort Code and Account Number are identical (except Bacs Beneficiaries, which are outlined in Section 4.3 Bacs Beneficiary Names).

4.2 Restricted beneficiaries The restricted beneficiaries function will not be available in Commercial Banking Online so all beneficiaries exported will be viewable by all users. If you do not want to include these beneficiaries in your extract, either delete them in LloydsLink or select the Specific beneficiaries option in Section 6 Select where to export the data to and choose the beneficiaries you want to extract. Any restricted beneficiaries located by the Utility will be listed in the Export Log. 4.3 Bacs Beneficiary Names Commercial Banking Online allows up to 18 characters for a Beneficiary Name for Bacs payments. Beneficiary names that are longer than 18 characters will be shortened when exported from the Beneficiary Library. Some beneficiary names may be become duplicated because of this truncation. The tool will treat a beneficiary as duplicate if the Beneficiary Name, Sort Code and Account Number and Reference are the same. Commercial Banking Online will treat a beneficiary as duplicate if the Beneficiary Name, Sort Code and Account Number are the same. It does not consider the Reference field. To ensure a beneficiary is moved to Commercial Banking Online, edit the name of the beneficiary in LloydsLink and complete the download process again.

5 How to extract your beneficiaries from LloydsLink 5.1 Open the tool by double-clicking the LloydsLink CBO Migration icon on the homepage. 5.2 You will see the Introduction screen. 5.3 Choose the type of beneficiary you d like to export from the three options displayed. We recommend you select All beneficiaries to export beneficiaries from both your account library and template batches. 5.4 Select whether you wish to export CBO Compliant (also referred to as Compatible beneficiaries), CBO Non-compliant beneficiaries or Both. We recommend you select Both to get a full set of data.

5.5 To include duplicate beneficiaries, tick I want to include duplicate beneficiaries. 5.6 Select Next. If you have any templates where the payment type is not compatible with Commercial Banking Online you will see the following pop up message. The templates will remain in LloydsLink and can be set up manually in Commercial Banking Online. Click OK.

5.7 The following screen will then be displayed. 5.8 Select All beneficiary accounts to include all beneficiaries in your extract file. 5.9 Alternatively, to only extract particular beneficiaries, select These specific beneficiaries and then choose the beneficiaries you want to include from the list displayed. 5.10 If no beneficiaries are selected, a warning message will be displayed, select No and go back and select the beneficiaries you wish to export. 5.11 Select Next to continue. NOTE - at this stage only Compatible beneficiaries are displayed. Section 8 Resolving noncompatible beneficiaries explains what to do with non-compatible beneficiaries. If you forget to select a beneficiary, you can continue with the extract and go back and extract the beneficiary at a later date by following steps 5.1 to 5.7.

6 Select where to export the data 6.1 Choose where you want to save the data export file. The default option is shown in the screen below. To change this, select the push button highlighted on the right hand side of the box in the screen and browse to the file location of your choice. 6.2 Select Export Details. Up to four files will be exported to your chosen file location, depending on the options you choose in Section 5 How to extract your beneficiaries. For example, if you selected to export Compliant and Non-compliant beneficiaries, two files (CBO Compatible.csv and CBO NonCompatible.csv) and an Export Log (CBO Export Log.txt) will be exported, plus a CBODuplicate.csv file if there are duplicate beneficiary details in your data.

6.3 If you make a mistake or want to review your selection, select Previous to go back to the previous screen. To start again select Restart. 6.4 If you re running the LloydsLink CBO Migration Tool for the second time or more, any files which were previously exported to the same file location will be overwritten. If you do not want this to happen, un-tick the Overwrite existing files box. 6.5 You will be asked to accept the Disclaimer, select Yes. 6.6 You will see a confirmation message. Click OK.

6.7 Close the LloydsLink CBO Migration Tool by clicking the X in the top right hand corner. 6.8 Log out of LloydsLink by selecting the Hand icon in the top left-hand corner.

7 How to import beneficiary data into Commercial Banking Online 7.1 Log in to Commercial Banking Online as a Primary Administrator. 7.2 Only users with the correct Payments Role can import the beneficiary file. To configure your Role Go to Administration, Manage Roles and then Role Maintenance 7.3 Select Modify from the dropdown menu next to the Role you wish to amend (If no Payments Role exists select Create a Role at the bottom of the screen and follow the steps to the Role Maintenance screen).

7.4 Go to the Admin tab. Select Setup, then Beneficiary Library and tick the All option 7.5 Go to the Payment Management screen and select the Manage Payments tab.

7.6 Select the Payments tab then the Beneficiary Library 7.7 Select Import 7.8 Use Browse to find the file location of the file you exported from LloydsLink.

7.9 Double-click on the file or select Open. 7.10 Select Import.

7.11 When the File Import Started window appears, click X to close it. 7.12 Manually refresh the page or select the Beneficiary library tab. The imported entries will appear. Depending on the size of your file this may take a few minutes. 7.13 Log out of Commercial Banking Online. Unless there are Non-Compatible beneficiaries you need to go back and fix or you need to create payment templates, the export and import process is now complete. 7.14 Recreate your LloydsLink payment templates on Commercial Banking Online Once your template beneficiary records have been imported into Commercial Banking Online you may want to: Set up a payment template Create a payment template group

8 Resolving non-compatible beneficiaries 8.1 How do I identify non-compatible beneficiaries? If you ve selected the Both or CBO Non-compliant option on the Introduction screen any beneficiaries in your data that are not compatible with Commercial Banking Online will be exported in a separate CBO Non-Compatible file. A separate Export Log file will detail the errors which need to be fixed before the beneficiaries can be imported into Commercial Banking Online. 8.2 How do I fix non-compatible beneficiaries? Log in to LloydsLink as a user. Select the Account Maintenance module, then in Payments Libraries find the Beneficiary record you want to fix. 8.3 Amend the non-compatible beneficiary. 8.4 Re-run the LloydsLink CBO Migration Tool extract process in Section 5 How to extract your beneficiaries from LloydsLink. 8.5 If you have already uploaded a Commercial Banking Online-compatible file please ensure that you use the selected beneficiary tab to select the records that you have amended to be compatible for Commercial Banking Online.

9 Glossary of Terms Account library beneficiaries: the account maintenance icon you use to view your beneficiaries. CBO Compliant beneficiaries: beneficiaries that are compatible with Commercial Banking Online and therefore can be exported with the Extract Tool and imported into Commercial Banking Online without further amendment. CBO Non-compliant beneficiaries: beneficiaries that are not compatible with Commercial Banking Online and therefore cannot be imported into Commercial Banking Online until they are amended. Export Log: Provides details on the beneficiaries that are non-compliant to help you make changes if required. Online service: Commercial Banking Online. Payment template beneficiary: see template batch beneficiary. Template batch beneficiary: a beneficiary within a template. Also referred to as Payment template beneficiary. Introduction screen definitions It is not possible to upload debit accounts or payment templates themselves into the online service: Debit accounts and payment templates will not be included in the extract from LloydsLink, only the beneficiary details within the template will be extracted and moved into the Account Library in Commercial Banking Online. Pending authorisation: if you are using dual control on your account maintenance library, accounts pending authorisation are beneficiaries which you ve amended or newly created and not yet authorised. Submission batches: a batch of payments that has already been sent to Lloyds Bank for payment. Template batches: a batch of payments that are in a template.