RBC USER MANUAL - BULK EFT/ACH DATA INPUT TEMPLATE (EASTERN CARIBBEAN MARKETS ONLY) Published May 2018 This dcument prvides a step by step by guide n use f the Bulk EFT/ACH Input Template (Micrsft Excel). This client tl is targeted t business clients/users utilizing bulk EFT/ACH services: RBC Autmated Direct Credits and Electrnic Payrll and RBC Autmated Direct Debits.
RBC USER MANUAL - BULK EFT/ACH DATA INPUT TEMPLATE Caribbean Markets Only) (Eastern TABLE OF CONTENTS SUMMARY TABLE OF STEPS TO USE THE TEMPLATE... 2 DETAILED STEPS USING TEMPLATE FOR THE FIRST TIME... 3 Step 1- Save the Original RBC Bulk ACH Input Tl (Excel template)... 3 Step 2- Open the template and save as a new dcument... 3 Step 3 Cmplete Mandatry Originatr Infrmatin Sectin (A)... 4 Step 4- Cmplete Mandatry Recipient Infrmatin Sectin (B):... 6 Step 5- Add Transactins... 7 Step 6- Save Transactins/Files... 7 Step 7- Review Data... 7 Step 8- Save as CSV File... 7 Step 9- Submit Bulk ACH Files via Secure Email... 7 TAB GUIDE (Bttm f Interface Screen- Sectin C)... 8 DETAILED STEPS FOR REUSING TEMPLATE... 9 Step 1- Update effective date ptin... 9 Step 2- Make necessary changes t recipient data... 10 Step 3- Save as CSV File... 10 Step 4- Submit Bulk ACH Files via Secure Email... 10 Page 1 f 10
SUMMARY TABLE OF STEPS TO USE THE TEMPLATE STEPS 1. Save the riginal RBC Bulk ACH Input Template (Excel) 2. Open the template/tl and save as a new dcument DETAILS / PARTICULARS Using the Template fr the First Time Save the riginal template t yur cmputer r desired lcatin (available via www.rbc.cm/caribbean r sent via email frm RBC bank fficial) Open the template and save as a new dcument with a different name (e.g. Bulk ACH Input-April Salaries). In this way, yu will readily have access t an riginal versin f the template, in the event that yu need t capture different Originatr Infrmatin. e.g. use anther settlement accunt etc. in the future. N.B. Once captured in a file and saved, Originatr Infrmatin cannt be updated. Shuld yu need t change Originatr Infrmatin, access the riginal template, capture the infrmatin and save as a different file name. 3. Input Originatr Infrmatin Island, Branch and Batch Type 4. Input Recipient Infrmatin (fr first recipient n sheet) 5. Add Recipients in iterative prcess Institutin, Recipient Name, Recipient ID, Island, Institutin/Branch Transactin Class, Effective date, Accunt Type, Accunt Number,Amunt, Addenda (ptinal) and Effective Mass Update (when updating nly the date fr entire spreadsheet) Click Add transactin tab, at the bttm right crner f the user interface screen 6. Save/Clse Click n the Save/Clse tab n the right sectin f the interface screen t save data during capturing prcess 7. Review Data Click n View Spreadsheet tab t review data captured t spreadsheet. The View tab allws yu t change fcus t the Spreadsheet in the backgrund; frm there yu can select RETURN TO USER INTERFACE n the Spreadsheet t return fcus t the User Interface Click n Update tab t make changes t Recipient infrmatin (Using UP/DOWN ARROW) (Nte: Originatr infrmatin cannt be updated) 8. Save File as CSV The user is required t click n the Save file as CSV buttn n the right sectin f the interface screen. 9. Submit Bulk EFT/ACH File Email CSV file as an attachment, using RBC apprved secured mail mechanisms t Generic Email Bx t: RBCCECTSCACH@rbc.cm Reusing the Template/ Updating Effective Date 1. Open the template/tl Frm saved lcatin n yur cmputer prvided 2. Update Effective Date Click Effective Mass date buttn in the Excel sheet t change effective date and create new file 3. Make necessary changes t any applicable recipient data. Once a new date is selected, yu will ntably be allwed t make necessary changes t recipient data t prepare a new CSV file. Return t the User Interface and click n the Up/DOWN ARROW tab 4. Save Click Save 5. Save File as CSV The user is required t click n the Save file as CSV buttn n the right sectin f the interface screen 6. Submit Bulk EFT/ACH File Email CSV file as an attachment, using RBC apprved secured mail mechanisms t Generic Email Bx t: RBCCECTSCACH@rbc.cm Page 2 f 10
DETAILED STEPS USING TEMPLATE FOR THE FIRST TIME Step 1- Save the Original RBC Bulk EFT/ACH Input Tl (Excel template) T yur cmputer r desired lcatin (available via www.rbc.cm r sent via email frm bank fficial). Templates can be used t input: Payrll/Salary data 2. ACH Direct Credit data (any ther misc. credits t any payee e.g. vendrs) and 3. ACH Direct Debit data. Step 2- Open the template and save as a new dcument Open the template and save as a new dcument with a different name (e.g. Bulk EFT/ACH Input-April Salaries). In this way, yu will readily have access t an riginal versin f the template, in the event that yu need t capture different Originatr Infrmatin. N.B. Once captured in a file and saved, Originatr Infrmatin cannt be updated. Shuld yu need t change Originatr Infrmatin, access the riginal template, capture the infrmatin and save as a different file name. Yu will see the belw empty spreadsheet, as belw Next click n enable cntent Click n Return t User Interface (in rder t input data) Yu will see the belw interface: Page 3 f 10
Sectin A- ORIGINATOR INFORMATION FIELDS/ RULES FOR DATA FIELDS Step 3 Cmplete Mandatry Originatr Infrmatin (Business Client sending a file is the Originatr) ISLAND Click n drp dwn arrw and select the relevant island. BRANCH Select yur RBC/RBTT Branch, where yur business accunt is held. If yu are unsure f yur branch/transit, please see yur business depsit statement n the right f the address (in bld) ne f the fllwing Fr example, if Antigua & Barbuda is selected fr the Island field, then yu will see tw branches t select frm in the Branch fileld -: RBC_St Jhns_01600 RBC St Jhns_ 09725 BATCH TYPE - Selecting Credit Template Default. T use fr payrll r ther payment files such as vendr credits Selecting Debit Click n drp dwn menu and select Debit ptin if this is a cllectins file fr Autmated Direct Debit. Kindly nte that a frmal pre-authrized agreement (the Bank prvides a template) must be in place between yur cmpany (the Originatr) and the debit Receiver (the persn/cmpany yu are cllecting funds frm) befre debit files are submitted t the Bank, which must be validated by the Receiver s bankers. Yur cmpany is respnsible fr managing and string these agreements, which the Bank reserves the right t audit r request cpies. Separate files are required fr debit and credit items. Page 4 f 10
7 digit Accunt n. here Cmplete 12 digit accunt n= 5 digit Branch Transit and 7 digit Accunt n. e.g. 069751234567 5 digit Branch Transit here 123-456-7 Eastern Caribbean Dllar (XCD) RECIPIENT NAME Input the Receiver s full name (as it appears n their accunt) Maximum field length = 22 characters Allwable characters alpha-numeric and spaces nly (numbers 0-9, upper and lwer case A-Z, spaces) RECIPIENT ID Input applicable Receiver s identificatin, such as their emplyee number with yur cmpany r Natinal Identificatin Number etc. Maximum field length = 15 characters Allwable characters alpha-numeric and spaces nly (numbers 0-9, upper and lwer case A-Z, spaces) Where n infrmatin is available fr a receiver which is an individual, input: n details Where nt applicable where the receiver is an entity, input: nt applicable. Step 4- RECEIVING FINANCIAL INSTITUTION: Island - Click n drp dwn arrw and select the relevant island Institutin /Branch Click n drp dwn menu t select the EC ACH Financial Institutin where the electrnic transfer f funds will be transacted t an accunt at that institutin.. EFFECTIVE DATE- Select the settlement date fr the items frm the calendar. If yu chse t manual input a date this must be in yyyy/mm/dd frmat. Default value will be current date. Clients may input files with advanced effective dates up t a maximum f 3 business days in advance. Page 5 f 10
TRANSACTION CLASS- Credit items Yu can chse an ptin frm the available transactin class, click n the drp dwn menu and select ne f the fllwing ther transactin class ptins such as Salaries : Transactin Class Cheque DirecPay Dividend Insurance Pensin Salaries Debit items Yu can chse an ptin frm the available transactin class, click n the drp dwn menu and select ne f the fllwing ther transactin class ptins such as Insurance : Transactin Class Cheque DirecPay Dividend Insurance Pensin Salaries ACCOUNT TYPE.. Chequing (This will be mapped t C n the CSV file) Savings (This will be mapped t S n the CSV file) ACCOUNT NUMBER Fr an RBC business depsit accunt number, input yur applicable 12 digits (numeric nly) Must add 5 digit branch transit befre the standard 7 digit accunt number Numeric nly- maximum 16 digits. N spaces/dashes shuld be included in accunt numbers e.g. 12345678900 AMOUNT Input amunt t credit r debit Receiver accunt. Number frmat with tw decimal places nly e.g. 10000.00. N dllar sign ADDENDA- Optinal Field. Maximum 80 characters. Can be used fr cmments, particulars r additinal infrmatin, such as a biller reference number, invice number, plicy number etc. Transactin Cunt- N actin required. Transactins cunt will be autmatically displayed based n the number f transactins captured n this file. Page 6 f 10
Step 5- Add Transactins ADD T cntinue the iterative prcess t add mre recipients t a file, click n the Add Transactins Buttn at in the transactin sectin at the bttm right sectin f the interface screen. Autmatic errr prmpts will be displayed if there are identified errrs r missing items fr any f the mandatry fields, befre cmmitting the transactin t the Spreadsheet. N.B. Once the first transactin is added Originatr infrmatin cannt be mdified. Step 6- Save Transactins/Files SAVE / CLOSE Users shuld save items during this prcess, by clicking n the Save/Clse buttn n the right sectin f the interface screen Saves the data entered nt the Spreadsheet at any pint in time and clses the Excel / User Interface. SAVE FILE AS CSV The user is required t click n the Save file as CSV buttn n the right sectin f the interface screen. Saves data entered n the Spread sheet in required CSV file frmat. The user can select the lcatin (file flder) where the CSV file shuld be created. This buttn can be selected when there is at least ne (1) transactin n the Spreadsheet. Step 7- Review Data Click n View Spreadsheet tab t review data captured t spreadsheet. The View tab allws yu t change fcus t the Spreadsheet in the backgrund; frm there yu can select RETURN TO USER INTERFACE n the Spreadsheet t return fcus t the User Interface. Click n Update r Delete tab t make changes t Recipient infrmatin (Using UP/DOWN ARROW) (Nte: Originatr infrmatin cannt be updated). Step 8- Save as CSV File Save the cmpleted template as a CSV file in the designated flder Step 9- Submit Bulk EFT/ACH Files via Secure Email Prceed t email the spreadsheet using RBC apprved secured mail mechanisms t Generic Email Bx: RBCCECTSCACH@rbc.cm Page 7 f 10
TAB GUIDE (Right f Interface Screen) Spreadsheet Sectin: VIEW Prvides the user the ability t change fcus t the Spreadsheet in the backgrund; frm there the user can select RETURN TO USER INTERFACE n the Spreadsheet t return fcus t the User Interface. CLEAR Deletes all transactins cmmitted t the Spreadsheet. It is meant t be used after the Spreadsheet is saved using Save as a CSV file and is required t be cleared t start afresh. This buttn can be selected when there is at least ne (1) transactin n the Spreadsheet. SAVE / CLOSE SPREADSHEET Saves the data entered nt the Spreadsheet at any pint in time and clses the Excel / User Interface. SAVE FILE AS CSV Saves the data entered n the Spread sheet in CSV file frmat. The user can select the lcatin (file flder) where the CSV file shuld be created. This buttn becmes available and can be selected when there is at least ne (1) transactin n the Spreadsheet. Transactins Sectins: ADD - Validates each field entered (except Addenda) befre cmmitting the transactin t the Spreadsheet; apprpriate Errr Messages are displayed t ensure the crrect data type is entered. Nte all fields with the exceptin f Addenda are mandatry. Once the first transactin is added Originatr infrmatin cannt be mdified. CLEAR Clears data frm all the input fields f the Recipient Infrmatin Sectin n User Interface. DELETE Deletes the transactins f selected (Using UP/DOWN ARROW) Recipient frm the spreadsheet. The user will be prmpted t cnfirm deletin f the transactin displayed n the User Interface befre the transactin is deleted frm the Spreadsheet. This buttn can be selected n clicking UP/DOWN Arrw key i.e. after adding at least a single recrd t the spreadsheet (Nte: Originatr infrmatin cannt be deleted). UPDATE Allws changes t be made t any field f Recipient infrmatin selected (Using UP/DOWN ARROW) transactin. This buttn can be selected n clicking UP/DOWN Arrw key i.e. after adding at least a single recrd t the spreadsheet (Nte: Originatr infrmatin cannt be updated). UP / DOWN ARROW Mves and displays all recrds sequentially. UP Arrw mves backwards. DOWN Arrw mves frwards starting with the first rw f the Spreadsheet and ending with the last rw f the Spreadsheet. The ptin t UPDATE r DELETE a transactin is available as it is displayed nt the User Interface. UP/DOWN Arrw will be enabled after adding at least ne (1) transactin. On Clicking UP/DOWN Arrw UPDATE and DELETE buttns will be enabled. Page 8 f 10
SPREADSHEET Sheet1 is the user s main wrksheet. Transactins entered via the User Interface can be reviewed here. Transactin amendments (updates/deletins) shuld be dne using the User Interface, as this is the pint f data validatin. DETAILED STEPS FOR REUSING TEMPLATE Step 1- Update effective date ptin T reuse a previusly created/existing excel template, t create new CSV file with a new effective date (e.g. t pay mnthly salary n the next mnth): Click Mass Effective date Update buttn in the Excel sheet t change effective date and create new file. Page 9 f 10
When Mass Effective date Update buttn clicked, yu will have ptin t select a new effective date t update effective date. Step 2- Make necessary changes t recipient data Once a new date is selected, yu will ntably be allwed t make necessary changes t recipient data t prepare a new CSV file. Click Save/Clse Spreadsheet. Step 3- Save as CSV File Save the cmpleted template as a CSV file in the designated flder Step 4- Submit Bulk EFT/ACH Files via Secure Email Prceed t email the spreadsheet using RBC apprved secured mail mechanisms t Generic Email Bx: RBCCECTSCACH@rbc.cm END-OF-DOCUMENT Page 10 f 10