KOM I GANG” - AvtaleGiro
Contents
1. debits The payee may choose between notifying the payer via the bank or send his own notification to the payer Whether the payee chooses notification via bank or doing it himself depends on different conditions e Is it possible to submit payment claims by the deadline mentioned under the item Notification via bank see below e If invoicing is done continuously through the month it may be necessary for the payee to do the notifications e Is the number of payment specifications of such a character that it is possible to do the notification via bank e Are there attachments to the invoices e Would it be relevant to shift between notification via bank and sending own notification e Would it be relevant for some payers e g business customers to receive notification directly from payee while others private customers receive notification via bank e Should invoicing procedures invoicing time be changed E Choice A choice must be made regarding which type of notification is most appropriate for the payee 3 7 1 Notification via bank Notification via bank is the best solution for the payer since this together with a bank statement or an account status summary provided by an Internet banking service will provide the payer with the most complete overview of coming payments Notification via bank is conditional on the payee being able to submit payment claims in time for such a notification to take place When notificati2. and the payee must then be able to print an OCR giro Functional requirement For rejected AvtaleGiro payment claims it must be possible to print a replacement OCR giro 3 12 Payer s change of bank account The payer may change his debit account at any time Change of account will normally take place on the same day and go unnoticed by the payee In exceptional cases the payee may notice when the payer s method of payment changes from AvtaleGiro to ordinary OCR giro when the payer ends his relationship to his old bank When AvtaleGiro orders are registered by the new bank the method of payment will be changed back from OCR giro to AvtaleGiro based on file transfer from Nets 3 13 Updating accounts receivable Accounts receivable should be updated based on a file with OCR accounting data from Nets AvtaleGiro payments will be marked with transaction type 15 and should provide normal updating of accounts receivable Alternatively the payee may choose eGiro payment for the update of accounts payable Functional requirement AvtaleGiro payments with transaction type 15 should provide normal updates of accounts receivable either through OCR accounting data or eGiro payment 3 14 Reminder procedures We recommend that the payee applies the same reminder procedures for payers with AvtaleGiro as the payment method as for payers receiving ordinary OCR giro Functional requirement The reminder procedure should function th
3. nets Get started with AvtaleGiro p 1 16 CONTENTS L INTRODUCTION ccccccece cece cece e eee ee eee ence seen ee eee nen ee ee ene seen eee eee ee ee ae eens eeeaneeeeeaeeeeeaeeaneaeeas 3 2 PAYEE BANK cccceccee cece eee ee cece ee eee eee ence eens en ENNAN eee ee NEUEN ENEAN ERA ENNAN eee eee eee eee 3 21 PAPtGIPANES cenieni era bine foci ee a EEE e tidied ident eee dae 3 2 2 Description of the present situation cece cece eee eee eee teeta teeta eae 3 2 3 Working QrOUD tense cerca ktens eubed Sener ee oaddue ses E A AEE Eaa aa 3 3 FUNCTIONAL REQUIREMENT SPECI FI CATION ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 3 3 1 KID Customer identification ccc eee eee een eee teen iiaa 4 3 2 Offering AvtaleGiro ON iINVOICE cece cee ene een erent nena eae ed 4 3 3 Transfer of customer relatiOnShipS c cece cece cece eee ee eee ee eee teeta ene e ated 5 3 4 Change of KID as a result of AvtaleGiro adjustments c cece cece eee eee tees 5 3 5 Payer s method of PpayMeNnt ccc cce eee ee ene eee eee neta e nena tne a eed 5 3 6 MVOICING vecccde ven tincds lee ebiantddceevehe wid EEEE eewides eee wid de end ad bnew dawn ead 6 3 7 Notification via bank or notification from Payee cece cece e eee e eee ee teeta eae ea eed 6 3 7 1 Notification Via bank 0c cece te etna teen a teeta ened 6 3 7 2 Notification directly from Payee 6 eke eee
4. The easiest would be to print an OCR giro for the payer If this solution is chosen it should be done automatically Functional requirement When a payment deferment is registered an OCR giro for the payer should be printed in addition to sending a cancellation request p 9 16 nets The alternative is to send a new AvtaleGiro payment claim The new due date must be far enough ahead in time to enable compliance with the Nets submission deadline This should be automatic and not something the customer service representative has to remember Functional requirement When a payment deferment is registered the new agreed due date should be at least 12 days ahead in time The payment claim must contain a code for notification from payee and should be transmitted to Nets automatically The advice provided above applies in case of erroneous invoicing or when the payer is provided the opportunity to divide the due amount into several instalments 3 11 Following up rejected payment claims It is important to establish procedures for following up payment claims rejected by Nets This may be the case where the payer terminates his AvtaleGiro order with his bank at the same time as the payee generates new payment claims but the payee has not yet received a termination notice In such cases payment claims will be rejected by Nets since the AvtaleGiro order is no longer valid Rejected payment claims are documented on a list to the payee
5. The functional requirement specification with expected results should function as checks of the results of this phase When the quality assurance phase is completed the payee must remember to send a notification in writing to Nets to enable Nets to open the payee agreement with respect to all banks 8 LISTS OF RECEIPT FROM Nets During the quality assurance phase the payee will receive lists of receipt from Nets e List of receipt for read transmissions sent to the address registered as the data transmitter e List of receipt for read orders sent to the address registered as list recipient It is important to check that the lists are received by the right departments individuals and that they are understood with respect to error messages In particular this applies to the follow up of rejected payment claims 9 LAUNCH MARKETING The planning of the marketing of AvtaleGiro as method of payment towards the payee s customers ought to start upon the completion of the functional requirement specification When payee introduces AvtaleGiro it should be a goal that as many payers as possible will use this service The formulation of a strategy for the marketing and the argumentation to use should therefore start early Experience shows that Direct Mail is effective with respect to gaining volume for AvtaleGiro Direct Mail activities should primary contain a precompleted reply coupon with complete KID as well as a prepaid reply envel
6. eee eee aetna teen nnns 7 3 7 3 Right to disallow payer from reversing payment by sending notice four weeks before due date cece eee cette eee eee teeta e teeta nna ened 7 3 7 4 Design of own payer notification cece eect eee eee eee eae ee ene ne ened 7 3 7 5The payer s option to elect not to be notified cece eee ee ee eee eee eee eee 7 3 7 6The payee ought to suggest a monthly amount limit ccceseeseeeeeeeee eens 8 3 8 Cancellation of submitted payment claims submission date ccccceeeeeeeeees 8 3 9 Automatic transfer of transmissions to Nets cceee eee e cece eee eee eee eee teeta teeta ed 8 3 10 Customer inquiries complaints payment deferment ceeeee eee ees 8 3 10 1 Refer to Dank esta cece saen cine obi weddae exes Vedat ete etnies eect edie cede awit da ented endeceeties 9 3 10 2 Granting payer payment deferment through payee s own system 05 9 3 11 Following up rejected payment ClaiMS cece ceee cece eee eee eee teeta eae 10 3 12 Payer s change of bank ACCOUNT cece cece eee eee eee eee nee n ee teen a teeta 10 3 13 Updating accounts receivable 0 cece eee ee teeta ease ae tenes 10 3 14 Reminder procedures cccccee eee eee eee eee rnrn rnan rnrn nnns rnnr eee 10 3 15 Final invoice to payer termination of AvtaleGiro cceeceee cece nent eee 11 3 16 Receive all AvtaleGiro orde
7. TATION ccceceeceeeeeeeeeeeeeeeeeeeeseeeneeeeeaeseeeaeeeneeeeas 16 p 2 16 nets 1 INTRODUCTION This user guide is a supplement to the User Manual for AvtaleGiro The user guide is based upon experience particularly from payees with proprietary accounting and invoicing systems The aim is to give the payee the best start possible with AvtaleGiro However it is the payee s responsibility to evaluate to what extent this guide should be followed the choice of functional requirements and the consequences of these choices 2 PAYEE BANK 2 1 Participants A natural point for getting started with AvtaleGiro would be a meeting between the payee and his bank where the bank presents AvtaleGiro as a payment service It is important that the representation from the payee s organization taking part in the process is as broad as possible from the start This is important for forming a common platform for future work Participants in the meeting may e g represent Management Finance Accounting Marketing Customer Service IT If the payee is using an external software provider a representative from this company ought to be present 2 2 Description of the present situation A description of the present situation will make it easier to identify elements that will be affected by the introduction of AvtaleGiro In preparation of the meeting the payee ought to prepare a description of the current situation and present an outli
8. aining AvtaleGiro orders without changing the AvtaleGiro date of establishment for customers who are already correctly updated As payee we cover the payer s AvtaleGiro fee Mutual reconciliation of functional and technical requirement specification Payee must enter into agreement with his bank Preparation of test plan with expected results Implementation of internal test Implementation of test to from Nets Implementation of quality assurance Check to see that list of receipt from Nets is received by the correct person department Planning of launch marketing of AvtaleGiro to payers Preparation of training plans p 15 16 nets AMENDMENT LOG FOR THIS DOCUMENTATION ae DESCRIPTION OF AMENDMENT 2 0 This documentation replaces the first edition from 2000 01 06 2004 which does not have version number and is not dated Some minor adjustments made that are not specified below 01 06 2004 2 0 Gen The concept FBO standing payment order was changed to ene 06 2004 ey AvtaleGiro order Included paragraph about the payer s option to select no o 06 2004 notification Removed text referring to the option to confirm 01 06 2004 transmission by DATAFON 2 0 2 13 Added that the payee normally will not notice that the 01 06 2004 payer changes debit account Added eGiro payment as an alternative to OCR 01 06 2004 accounting data Included new paragraph encouraging pa
9. ange of the payer s method of payment is done automatically based on the file transferred from Nets The date for last change of payment method should appear on the customer inquiry screen When invoicing the payee must distinguish between payers according to method of payment On this basis the payee generates a file for Nets printing file for invoice with OCR giro A choice must be made regarding which type of notification is most appropriate for the payee Notification via bank must be possible It must be possible to send a specification of the payment claim If notification via bank is chosen it must also be possible to resubmit payment claims and to print own payer notification In case of direct notification the notification must be printed on forms without OCR giro Is it necessary to arrange for the dissemination of critical information outside the AvtaleGiro system The payee ought to suggest a monthly amount limit It must be possible to cancel complete payment claim orders It must be possible to cancel payment orders one by one p 14 16 nets Payment claims should be sent to Nets automatically In case of customer inquiries complaints payment deferment a choice must be made based on what is most appropriate for the payee Accordingly adjustments in the system must be made if necessary Refer to bank in case of payment defer
10. d If this is the case the payee is recommended to consider whether it would be appropriate to split invoicing on different accounts or to have different length KID on the different invoice types if applicable 3 18 Other functional requirements Based on payee s description of the present situation there may be other functional requirements that are specific to each payee During specification it is important not to forget functionality that may not directly linked to AvtaleGiro as method of payment but which affects different payee functions in other ways Examples of such functional requirements could be that the payers may be offered e Monthly payments in addition to quarterly payment e Optional monthly date of payment 3 18 1 AvtaleGiro paid by creditor Some payees may opt for the payer not paying a fee for AvtaleGiro payments For example in connection with a savings scheme or similar In such cases the payee may agree with his bank to cover the fee that would otherwise have been charged to the payer The size of this creditor paid fee is provided by the payee s bank Functional requirement As payee we cover the payer s AvtaleGiro fee p 11 16 nets 4 TECHNICAL REQUIREMENT SPECIFICATION The technical requirement specification will be built upon 2 main elements 4 1 The system specification for AvtaleGiro It is important that the payee ensures that he is using the latest version of the System Specifica
11. e s own system 3 10 1 Refer to bank The payee may always choose to refer the payer to the bank and to stop the payment there Banks have different offers to their payers with respect to stopping payments Common for all banks is that when a payer gets a deferment through an inquiry to the bank the payer always receives a written confirmation and an offer of an alternative payment method The alternative method of payment may be OCR giro or the option to resume payment via the bank s telephone or Internet banking service or a similar service 3 10 2 Granting payer payment deferment through payee s own system The alternative to referring the payer to his own bank is to make provisions for granting the payer deferment through one s own system To arrange for this in one s own system provides the opportunity for improved customer dialogue For example if the customer asks for a one month deferment you have the opportunity to ask the customer if the payment next month should be doubled When a deferment or waiver of payment is granted steps must be taken to ensure that the promise to the customer by the payee is fulfilled That is the risk of the account being debited on the due date in spite of a promised deferment by a customer service representative must be eliminated Functional requirement When a payment deferment etc is registered for a payer a request for cancellation of the submitted payment claim must be sent automat
12. e done deliberately and be well founded and documented A good starting point for working with the functional requirement specification will be for the participants to read the User Manual for AvtaleGiro from Nets 3 1 KID Customer identification Even though this item is technical in nature it is a natural starting point since the payee s use of the KID and the contents of the KID is at the core of AvtaleGiro In connection with AvtaleGiro the KID must consist of a unique notion that identifies the payer and which will be repeated as a fixed part of the KID each time the payer is invoiced Thus as KID the invoice number alone would not be sufficient In addition to the customer number the KID may contain type of payment If the payer has several business relationships with the payee a type of payment to identify each business relationship may be used in addition to the customer number E g the same person may subscribe to two different publications from the same publisher Thus each publication may be defined by its own type of payment product type This enables the payer to choose whether he wants to use AvtaleGiro for both or just one of the publications E Functional requirement the KID must contain customer number and payment type if applicable From experience we know that the payee will receive inquiries about the payer s KID This may come from the payer himself or from the bank Therefore the payee should ha
13. e payee ought to suggest an upper monthly amount limit himself that is appropriate for each payer The payee will often be the entity with the best knowledge of the payer s consumption etc and is thus best able to suggest the most appropriate amount limit Thus suggestions of relevant amount limits ought to be a natural part of mail shots etc being sent to payers offering AvtaleGiro Functional requirement In mail shots etc the payee must be able to suggest monthly amount limits for the payer 3 8 Cancellation of submitted payment claims submission date Take into account that erroneous invoicing may occur A whole invoicing run may go wrong or just with respect to one payer With AvtaleGiro it is possible to send a file requesting cancellation of payment claims already submitted Cancellation request must be received by Nets no later than 14 00 p m one business day prior to the due date In order to be able to cancel submitted payment claims the payee must have a copy of the submitted data or otherwise be able to reconstruct them Functional requirement It must be possible to cancel complete payment claim orders Functional requirement It must be possible to cancel payment orders one by one With respect to Nets submission deadlines the deadline mentioned above as well as in the User Manual for AvtaleGiro is the absolutely final deadline If transmissions are sent to Nets via the bank s systems an extra time margi
14. e same way for all payers p 10 16 nets 3 15 Final invoice to payer termination of AvtaleGiro When a payee customer relationship is terminated a final invoice is normally produced When the payer has had AvtaleGiro as his payment method the final invoice should contain a reminder for the payer to terminate AvtaleGiro with his bank E Functional requirement Final invoice must contain a reminder for the payer to terminate AvtaleGiro with his bank 3 16 Receive all AvtaleGiro orders from Nets There may be a need for the payee to periodically synchronize the payment methods of its payers with what has been registered in the banking system Thus the payee should adjust his system to enable it to receive files from Nets containing all customer relationships for which AvtaleGiro is the method of payment Functional requirement It should be possible to receive files from Nets containing AvtaleGiro orders without changing the AvtaleGiro date of establishment for customers who are already correctly updated 3 17 Will AvtaleGiro comprise all types of invoices from payee If some parts of the payee s invoicing do not offer AvtaleGiro as method of payment a solution must be found to solve this The payers will normally assume that the payee offers AvtaleGiro on all types of invoicing and it is therefore necessary to prevent that the payer establishes AvtaleGiro for a type of invoice for which this method of payment is not offere
15. eadline is 14 00 p m on a weekday 9 calendar days prior to due date Note that all files received on a holiday will not be processed until the following work day Exsuch as Christmas and Easter 3 7 3 Right to disallow payer from reversing payment by sending notice four weeks before due date Payer can demand payment reversed for a completed AvtaleGiro transaction if payer can prove that the amount exceeded what payer could have expected within reason Payee can disallow this right by sending notice to payer for an approaching payment no later than four weeks before debiting The notice must be written and at minimum contain information about payee amount what the amount is concerning and the date for debiting payer s account charge date Even if payer has elected not to receive notices payee must send a separate notice 4 weeks before due date to disallow payers right to reverse the payment 3 7 4 Design of own payer notification When the payee is notifying the payer directly the simplest would be to use the same editing layout of the invoice as used for payers receiving ordinary invoices with OCR giro However the notification must be printed out on blank sheets of paper forms without the OCR giro In addition it must be noted on the form that the payer s account will be debited the amount on the due date according to the agreement E Functional requirement Notification must be printed on forms without OCR giro We stro
16. h requirement should be specified Tests must verify that the payee s internal systems are working as assumed During this phase files from the payee to Nets should be created for e Payment claims e Cancellation requests When receiving test files from the payee Nets will run these through its own test system The purpose is to check that the files from the payee are correct according to the Nets system specification Nets will return test files to the payee based on the files received The payee should be able to read test files created by Nets into his system for e New and cancelled AvtaleGiro orders e OCR accounting data with AvtaleGiro payments In other respects please refer to User Manual for AvtaleGiro p 12 16 nets 7 QUALITY ASSURANCE The purpose of the quality assurance phase is to verify that the AvtaleGiro functionality works in practice For quality assurance the payee should pick some of his own employees plus employees of the payee s bank if applicable These individuals will function as payers and all the requirements specified in the functional requirement specification should be tested on these payers As with the testing phase a plan should be made for quality assurance All specified functional requirements are divided among the individuals participating in the quality assurance phase How many people it is necessary to use in the quality assurance will depend which requirements are specified
17. he giro form p 4 16 nets 3 3 Transfer of customer relationships The payee must ensure that it is not possible to transfer one customer relationship from one customer to another for instance the transfer of a subscription If this is permitted you risk that the payment method will also be transferred to the new customer This means that if AvtaleGiro is the payment method for the old customer the new customer may also get AvtaleGiro as payment method without asking for it At the same time the old customer s bank account will be charged for claims applying to the new customer E Functional requirement Transfer of customer relationships must not be possible or E Functional requirement A counter must be included as a permanent part f KID making it possible to differentiate owners in the customer relationship 3 4 Change of KID as a result of AvtaleGiro adjustments If the KID must be changed as a result of adjustments to AvtaleGiro the new KID standard should have a different length than the old one Otherwise you risk that the payer establishes AvtaleGiro with the old KID for the payee This is undesirable for the payee the payers and the banks alike If the KID must be changed as a result of adjustments to AvtaleGiro this may be an opportunity to consider whether it is possible to reduce the length of the existing KID 3 5 Payer s method of payment It must be possible to make a distinction between payer
18. ically The time at which the payer requested deferment etc must be taken into account If the request from the payer is too close to the due date it may be practically impossible for the payee to cancel the payment claim in time It may be necessary to institute a rule that payment deferments cannot be granted if the request is made later than 4 days prior to due date Mental checklists for customer service representatives in this respect are not advisable Thus there is need for automated procedures to aid the customer service representative Functional requirement If an attempt at granting payment deferment or cancellation of submitted payment claims for other reasons is made later than 4 days prior to due date customer service representatives should get the following prompt on the screen Sorry but the payment claim cannot be cancelled please contact your own bank this time When the payee cancels payment claims for an AvtaleGiro payer for example by granting a payment deferment the payer has no payment device OCR giro for effecting payment on the new agreed due date Thus the payee must assist the payer in effecting payment at the right time This could be done by the payee sending an OCR giro to the payer or by submitting a new payment claim for AvtaleGiro Choice A choice must be made based on what is most appropriate for the payee Accordingly adjustments to the system must be made if necessary see below
19. ment inquiries Arrangements must be made to provide for the granting of payment deferments in the payee s own system When a payment deferment etc is registered for a payer a request for cancellation of the submitted payment claim must be sent automatically If an attempt at granting payment deferment or cancellation of submitted payment claims for other reasons is made later than 4 days prior to due date customer service representatives should get the following prompt on the screen Sorry but the payment claim cannot be cancelled please contact your own bank this time When a payment deferment is registered an OCR giro for the payer should be printed in addition to sending a cancellation request When a payment deferment is registered payment will be made by AvtaleGiro New agreed due date is set at least 12 days into the future The payment claim must contain a code for notification from payee and should be transmitted to Nets automatically For rejected AvtaleGiro payment claims it must be possible to print a replacement OCR giro AvtaleGiro payments with transaction type 15 should provide normal updates of accounts receivable or the payee may choose eGiro payment CREMUL The reminder procedure should function the same way for all payers Final invoice must contain a reminder for the payer to terminate AvtaleGiro with his bank It should be possible to receive files from Nets cont
20. n must be added This must be clarified with each bank 3 9 Automatic transfer of transmissions to Nets In order to reduce the risk for exceeding the submission deadline for payment claims and cancellation requests an automatic transfer of the transmissions to Nets should executed after invoicing This is to avoid the process being dependent on an individual with respect to illness vacations etc This applies regardless of whether notification is sent via bank or directly by the payee If payment claims are not sent directly from the payee to Nets but via other intermediaries additional time margins must be added to ensure that the files arrive at Nets in time Functional requirement Payment claims should be sent to Nets automatically 3 10Customer inquiries complaints payment deferment Choices must be made about how the payee should treat AvtaleGiro payers in connection with complaints payment deferments etc For payers who have received invoice with OCR giro the payer may be given a deferment by stating that the OCR giro may be paid in for example 14 days For AvtaleGiro payers the payment will be effected on the due date unless it has been cancelled by the payee or stopped by the payer p 8 16 nets E Choice A choice must be made based on what is most appropriate for the payee Accordingly adjustments in the system must be made if necessary see item regarding Granting payer payment deferment through paye
21. ne in the meeting 2 3 Working group A working group should be established as early as possible to continue the work Formalization of tasks will provide a sense of ownership with respect to the work to be done rather than feeling they are being pulled in by random It is important that the working group is headed by a leader who is responsible for carrying on the process The outcome of the first meeting with the payee should be agreement on the preparation of a functional requirement specification as well as an activity and time schedule for this work The functional requirement specification remains the property the payee and should be prepared by the payee on his terms 3 FUNCTIONAL REQUI REMENT SPECIFI CATI ON This is supposed to be a functional requirement specification describing how AvtaleGiro will function for users in the payee organization The specification should contain fundamental perspectives on the intended functionality When the work on a technical requirement specification starts later on it is possible that some changes to the functional specification may be necessary HOWEVER by starting with a functional requirement specification there are initially no technical restrictions p 3 16 nets In this user guide we have outlined some areas that ought to be included in a functional requirement specification To the extent that functionality is removed during adjustment in preparation for AvtaleGiro it should b
22. ngly advise against printing the notification on an ordinary invoice form with OCR giro for example by X ing out the code line on the OCR giro Such a solution may easily lead to the giro form nevertheless being used for payment The result is that the payer pays the OCR giro and his account is also debited by AvtaleGiro 3 7 5 The payer s option to elect not to be notified The payer may agree with his bank to opt not to receive notification of upcoming payments Information about whether the payer wants to be notified or not must be sent to the payee as part of the file with information about AvtaleGiro orders of own customers If a claim is submitted with bank notification and the payer has opted out of notification the bank will not send a notification If the payee has critical information that needs to be communicated to the payer this must be sent directly from the payee to the payer Functional requirement Critical information e g about interest rate changes must be sent outside the AvtaleGiro system p 7 16 nets 3 7 6 The payee ought to suggest a monthly amount limit The payer should be able to set an upper limit for how much may debited from his account every month This is part of the agreement between the payer and his bank If the payer does not stipulate an amount limit most banks will suggest an amount limit which will apply to each payee The payee is not informed of the amount limit Thus th
23. on is sent via bank invoicing should normally not be done any later than the 25 of the month to ensure compliance with the deadline In case of errors this provides a sufficient margin of time for sending a new transmission to Nets The Nets submission deadline for payment claims to be notified via bank is 14 00 p m the last business day of the month for payment claims with due date from the 15 next month up to and including the 14 the following month Notification via bank may contain 42 specification lines of 80 characters specifying what the payment is for Functional requirement Notification via bank must be possible Functional requirement It must be possible to send a specification of the payment claim p 6 16 nets When notification is sent via bank the risk of not making the submission deadline for payment claims to Nets must be taken into consideration Thus an emergency procedure must be prepared to enable in such cases resubmission of payment claims coded with the fact that the payee will make the notification himself and printing the payer notification Functional requirement If notification via bank is chosen it must also be possible to resubmit payment claims and to print own payer notification 3 7 2 Notification directly from payee If notification directly from the payee is chosen the notification must be sent to payer at the latest 7 business days prior to due date The Nets submission d
24. ope Nets may offer assistance in connection with the launch marketing of AvtaleGiro 10 TRAINING By drawing on resources from different parts of the payee s organization in the work as early as possible it will be easier to determine the need for training at an early stage The quality assurance phase is a good time for training people involved in all the affected payee functions At this point the system will be ready for AvtaleGiro and it is possible to test different functions and the launch is just around the corner p 13 16 11 CHECK LIST nets L 1 1 AREA YES NO REASON Description of the present situation Working group formed Activity and time schedule prepared Reviewed User Manual for AvtaleGiro KID with customer number and payment type if applicable The complete KID must be shown on the payer inquiry screen Information about AvtaleGiro offer must be printed on the invoice The complete KID must be printed on the invoice and receipt parts of the giro form Transfer of customer relationships must not be possible A counter must be included as a permanent part of KID making it possible to differentiate between owners in the customer relationship Any changes to the KID completed The default value for the payer s method of payment should be OCR giro The payer s method of payment should be shown on the payer inquiry screen The ch
25. rs from Nets cece cece cece cette eee ee eta eeaene ene 11 3 17 Will AvtaleGiro comprise all types of invoices from payee ceeeeee eee 11 3 18 Other functional requireMents ccc eee eee eee tenet nena stata eee 11 3 18 1 AvtaleGiro paid by creditor cece cence eee eee eee eae e eee ne eaten 11 4 TECHNICAL REQUIREMENT SPECI FI CATIOON ccccceneeeeeeeeeeeseeeeeeeeeaeeeeeaeeaeeeeeaeeeeeeeeanee 12 4 1 The system specification for AvtaleGiro ccc eee eee e eae e neta ena aeee 12 4 2 The functional requirement specification ccc cece eee eect eee eee teeta eae nates 12 5 PAYEE S AGREEMENT WITH THE BANK c cccccseeeeeeeeeeeeeeeeeeseeeneeeeeeeaoeeeeeneeeeeaeeeeeaeeas 12 6 TEST INTERNAL TO AND FROM Nets ccccecceeeeeeeeeeeeeeseeeeeeeeeneeneeeeeneeeeeaeeneeaeeanes 12 7 QUALITY ASSURANCE cccceecee cece cece ee eeeeeeeeeeaeeeeeeeeaneeeeeneeeeeaeeeeeeeeaeeeeeaeeaneeeeaneeneuaees 13 8 LISTS OF RECEIPT FROM Nets ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeaeeaeeaeeaneseesaesneeaeeneeaeeanen 13 9 LAUNCH MARKETING cccccecceeee ee eeeeeeeeeeeeeeaeeeeeaeeaeeseeeneeeeeaeeaeeaeeaneseeaaeeeeeaeeaeeaeeanes 13 10 TRAINING oc ccc cence eee cece e eee ee eee ee seen ee eeee seen seen eee N eee eee eee eee 13 11 CHECK LIST cccccccceneeeeeee ence an eee eeeeneeeeeaeeeeeaeen ne eeeaneeeeeaeaneeeeeaeeneeaeeaaeeeeaneenenaeen 14 AMENDMENT LOG FOR THIS DOCUMEN
26. s that should be sent ordinary OCR giro and those that should be debited with AvtaleGiro Concretely there must be one field per payer identifying the payment method The default value for all must be a code for instance G indicating that an ordinary invoice with OCR giro should be printed e Functional requirement The default value for the payer s method of payment should be OCR giro Functional requirement The payer s method of payment should be shown on the payer inquiry screen When the payer confirms to his bank his desire to use AvtaleGiro as payment method the bank should register an AvtaleGiro order for this payer The bank should register the payee s account number and KID customer identification from e g a giro form that the payer brings to the bank The payee receives information about payers who want AvtaleGiro by file transfer from Nets Change of payer s method of payment is made on the basis of the file transferred from Nets On the basis of the KID the payee must identify the payer s customer number and payment type if applicable and on this basis change the payment method to e g A for AvtaleGiro If the payer no longer wants AvtaleGiro this information is also provided by Nets by file transfer and the payer s method of payment is reset to G for OCR giro Functional requirement The change of the payer s method of payment is done automatically based on the file transferred from Ne
27. tion from Nets 4 2 The functional requirement specification The functional requirement specification is a description of what need to be solved while the technical requirement specification describes how to solve it The work with the technical requirement specification will normally reveal issues that ought to have been included in the functional specification Similarly some of the functional requirements may involve such complex adjustments that it is not possible to develop the functionality It is important to update both requirement specifications with respect to these issues especially since the functional requirement specification may later be actively used in connection with testing quality assurance input to internal user manual and for training material 5 PAYEE S AGREEMENT WITH THE BANK In order to start with AvtaleGiro the payee must enter into an agreement with the bank with respect to using the service in addition to OCR giro agreement The agreement must have been received by Nets before test files are sent to Nets We recommend registering the AvtaleGiro agreement as closed This means that only the payee s bank may register AvtaleGiro orders during the quality assurance phase See item regarding Quality Assurance 6 TEST INTERNAL TO AND FROM Nets A test plan must be prepared containing at least the requirements established in the functional requirement specification The expected result for eac
28. ts The change of payment method must never be done in any other way e g by the payer calling a payee customer service representative The payer may establish AvtaleGiro orders in different ways e g by activating proposals presented through an Internet banking service or proposals enclosed with account statements The payee will often send out AvtaleGiro offers as part of a mail shot or something similar p 5 16 nets In addition it should be possible to tell when the payer s payment method was changed This is to make it possible to distinguish between invoices that are invoiced as OCR giro and as AvtaleGiro This may also be marked on each invoice E Functional requirement The date for last change of payment method should appear on the customer inquiry screen 3 6 Invoicing When invoicing the payee must distinguish based on payer s method of payment for example G and A between printing invoices with OCR giro and sending a debiting file to Nets with AvtaleGiro payment claims See item regarding Notification via bank or notification from payee E Functional requirement When invoicing the payee must distinguish between payers according to method of payment On this basis the payee generates a file for Nets printing file for invoice with OCR giro 3 7 Notification via bank or notification from payee Unless otherwise expressly agreed AvtaleGiro requires that the payer should be notified of upcoming
29. ve easy access to it for instance on the payer inquiry screen The KID shown on this screen must be a complete KID with the correct number of digits and the correct check digit This KID may be generated once and for all and be part of the fixed information on the inquiry screen In this context complete KID means The customer number fixed part of KID is shown as it is while the invoice number variable part is shown as zeroes A correctly calculated check digit is added EXAMPLE Customer Invoice Check Shown as number number digit Ordinary KID on invoice 12345 6789 2 1234567892 KID shown on screen 12345 0000 3 1234500003 amp Functional requirement The complete KID must be shown on the payer inquiry screen 3 2 Offering AvtaleGiro on invoice Payers who receive ordinary invoices with OCR giro should be made aware through the invoice that the payee is offering AvtaleGiro Information about KID and payee bank account should also be found on the invoice This makes it easier for the payer to get started with AvtaleGiro In order to reduce the number of inquiries to the payee regarding KID it should be printed on both the invoice and receipt part of the giro form with the prompt KID customer identification Functional requirement Information about AvtaleGiro offer must be printed on the invoice Functional requirement The complete KI D must be printed on the invoice and receipt parts of t
30. yee to suggest 01 06 2004 monthly amount limit in DM etc n New paragraph about AvtaleGiro paid by creditor 01 06 2004 pe Lal ee aa er rca eee a e I nummerering av punktene 2 10 Slettet punkt 2 10 f lgeseddel er sanert O O Z o To y O 3 7 3 Oppdatert teksten m v re mottatt p en virkedag a o 3 7 3 Nytt punkt om rette til tilbakef ring og varsling til betaer INNE p 16 16
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