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User Guide - Bottomline Technologies

1. mee Sech E O O O O O O O O O O NO NO NO NO NO AN NO NO NO h O OD O1 O1 E E oo oO ch O Your The submission has been Please ensure the submission is signed by submission has signed by a contact who is not jan associated contact If you have any Document Edition Date 04 07 2012 180 1989 2012 Albany Software Limited User Guide Albany ePAY Code 1027 Your been rejected Your been rejected Your been rejected Your been rejected Your been rejected Your been rejected been rejected been rejected Your been rejected Your been rejected been rejected 1034 been rejected n Sech CA O O O O Q3 oo NO NO NO NO gt oo Q3 NO NO bh bh do do 00 00 Document Edition Date 04 07 2012 submission has submission has submission has submission has submission has Your logon has Your logon has submission has submission has Your logon has Your logon has The signature on your The submission has been submission has signed by a contact that is not active on BACSTEL IP The submission has been signed by a contact that is not active on Secure IP The submission has been signed by a contact that does not have signing privileges The submission has been signed by a contact that does not have signing privileges Bacs does not recognise your submitting
2. Limitations on correct file format may present error messages Albany ePAY recognises a number of fields and can interpret and deal with the data Other fields can be created for reference but Albany ePAY will ignore their contents Delete Line or Field If you need to remove a row from the Lines or Fields lists move your mouse pointer to the far right column The X symbol will appear Click this symbol Contra A False Figure 68 Delete element row A message will request confirmation for the deletion Click Yes to proceed or No to retain the row Line order For any file format the order of the lines in the grid can be changed with the caveat that the transaction row must be last and the contra row must be the penultimate in the list i e directly above the transaction row To change the row order position the mouse pointer over the button on the far left of the row A box will appear around the button Click and hold to grab the row and then drag and drop it to its new position If the rules described above are broken an error message will load by False False True True Figure 69 Row reordering Delimited field order For delimited file formats it is possible to move field definition rows up down to determine the order within the input definition This is essential for the successful validation of delimited files where the position of the field determines where the system will look for it in the input file Fo
3. Package ID SFP 5625 Enable communications logging Figure 21 Bacs connections 4 4 2 Proxy settings Depending upon whether your organisation uses a proxy server to connect to the Internet you may have to enter this information in the Settings tab of the screen If not already set up your system administrator will be able to furnish you with the relevant information for this to happen Document Edition Date 04 07 2012 23 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup 45 System Settings To access the System Settings screen navigate to System Setup and click System Settings System Settings Cancel E gt l i Securty Settings Logout users after 600 seconds of inactivity Passwords must be at least 1 characters C Passwords must contain alpha and non alpha characters Remember and prevent re use of the last 1 passwords Passwords expire after 1 days Lock users out after 2 failed login attempts within 1440 minutes Figure 22 System Settings The System Settings information includes Setting Deseription Logout users after XXX The value here specifies the maximum period of inactivity in the program before the seconds of inactivity user is required to re enter his her login password The maximum number of seconds that can be set is 3600 Passwords must beat This option specifies the requirements for the minimum number of characters least XX
4. In the lower pane of this screen are three tabs which can provide additional more detailed information concerning the selected row in the upper pane 1 File Details A variety of information is supplied in the File Details tab examples of which are shown in the following illustration Inthe Errors and Warnings sub tabs there is a clear indication of errors that will be rejected and warnings for transactions that will be processed Accepted Errors Warnings Source Count Values GEP Count Walues GEF Credits 27 5 395 20 Bee d 230 20 Debits D 0 00 Debits 0 0 00 DDIs n a DDIs 0 n a Other 0 0 00 Total 22 Total E These transactions will NOT be included Errors Warnings Source Errors Warnings Source Count Values GBP Credits 3 B33 70 Count Values GBF edie 24 5675 40 Debits 0 0 00 Debits 0 0 00 DOls O nea DDIs 0 Ais Other n a n a Other 0 0 00 Total 3 Total 24 These transactions will be included Original transactions from source application Figure 100 File details examples 2 History Document Edition Date 04 07 2012 104 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments The History tab provides a more detailed history of the payment process so far for the selected submission This includes the stages through which the payment file has passed who performed the actions and when they were completed File Details His
5. organisational unit OU organisation O and country C Dormancy period A period normally 13 months from Direct Debit Instruction DDI lodgement or last Direct Debit payment after which a paying bank will drop details of a DDI because no payments have been collected Dual Administration A feature of some versions of Albany ePAY that requires most administrative changes to be authorised by two administrators thus providing a greater level of administrative security Document Edition Date 04 07 2012 197 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix F Glossary Term or Abbreviation Definition or Description Due date The debit date as advised to the payer in the advance notice from the originator Duplicate file A duplicate has the same number of records with the same total using the same Service User Number on the same day ECBS European Committee for Banking Standards eCOLLECT Albany s powerful collections management tool that ensures unsurpassed control and visibility of Direct Debit DD collections EDI Electronic Data Interchange an electronic method for the interchange of documents such as invoices and receipts Albany eDOCS can use EDI as well as email faxing and other electronic transfer methods eDOCS Albany s eDOCS is a complete e document distribution solution Enabling the production of a range of documents such as purchase orders remittance advices and invoices eDOCS distr
6. If your system uses Dual Administration creation or deletion of users and any of the following modifications will be held pending Dual Administration confirmation see paragraph 5 1 E Sign on name a Disallow log on E Password a Group membership At the point at which you save the changes the following message will be displayed Dual Administration Pendi Figure 36 Dual Administration Pending When incremental changes are pending the Dual Administration Changes menu item is emboldened and the number of pending changes is shown in brackets to the right Only users with rights to do so can see the menu item and confirm or accept the changes Groups In the navigation area select Administration and under User Settings select Groups Groups are not available in the Small Business Edition The Groups screen allows you to place users into logical groupings by organisational function or job role This helps when assigning permissions described in paragraph 5 7 as permissions are easier to organise in respect of groups of personnel with common responsibilities rather than designing individual permissions for each user which can be time consuming and difficult to maintain Document Edition Date 04 07 2012 40 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration By default a group called admins is created and contains the initial administration user For security reasons it is imperative
7. O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports den By 8 Be S QQ 100 B B M1 Backward Forward TIFF naa LG oro fous oro 16 1 1 4 rr 12 o 1 Bi 6 ts et ws Albany ePAY Validation Report Detailed Albany ePAY Payment method Bacs Service User Number 123456 Direct Test Structural test 000009 Currency Sterling 40 09 26 40 09 26 40 09 26 40 09 26 Transactions summary Contras 30 93 94 30 93 94 Account number 51343955 51343955 51343955 51343955 51343955 51343955 51343955 51343955 51343955 51343955 51343955 12345676 12345676 Account name MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS MR AND MRS THOMAS COMPANY LTD COMPANY LTD Accepted Trn value code 1 01 99 0 99 99 1 01 0 01 Reference REFERENCE010000000 REFERENCE020000000 REFERENCE030000000 REFERENCE040000000 REFERENCE050000000 REFERENCE060000000 REFERENCE070000000 REFERENCE080000000 REFERENCE090000000 REFERENCE100000000 REFERENCE110000000 000009 01 DIRECT T 000009 02 DIRECT T Processing date 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 23 Aug 2011 Figure 127 Example detail
8. O z det Direct Testing new tem het Payroll Details Lines 4 Fields File Format Name Copy of Payroll Reference Albany Test Data Type Line Delimited Separator Description Used for payroll data Figure 71 File format copy Ensure that you start by changing the default Name for the new file format At this point it may be useful to save the copy before you start to make amendments Change the elements as described in paragraph 5 10 2 It is recommended to save regularly as at each save the changed data is validated If you make many changes between saves it becomes harder to track which items may be invalid Blank file format Albany does not recommend creating a completely blank file format as does not include any valid information by default However if you wish to do so click excluding the filter arrow to the right of the button You must complete all the details and have a full understanding of the attributes you need to include for your selected file format type Albany suggests that you plan the design carefully before beginning in consultation with the information provided in Appendix D File Format Definitions and paragraph 5 10 2 Export file format A file format can be exported from the system as follows 1 select the file you wish to export 2 Click to open a Directory Browser dialog Document Edition Date 04 07 2012 76 1989 2012 Albany Software Limited User Guide Albany ePAY Ch
9. depending on the profile The input file is copied to a processing directory as soon as Albany ePAY picks it up and before it is imported either through the scheduler or through manual validation The copied file is renamed by joining the payment profile name and the current date time to the file name This ensures that the filename is unique in the processing folder The original file may be deleted or left in the original location depending on the settings described in Appendix A Payment profile processing rules Validation Validation is the first of several steps in the payment process Some of these steps have more than one stage but the main sections are indicated in the top right of the wizard forms Validate Authorise and Send The current section is illustrated in colour while previous and future steps are illustrated in black and white Document Edition Date 04 07 2012 87 1989 2012 Albany Software Limited User Guide Albany ePAY 1 Select Options Chapter 6 Payments Unless automated to start the validation process you need to specify the parameters or options for the payment These include the Payment Method and the Payment Date Ifthe payment profile has been initiated automatically using a schedule validation is conducted automatically In this case the payment method will always be the default and the payment date will be the next available Payroll Select Payment Method Payment Method Bacs
10. rejected payment file was not signed i If you are signing the payment file and the problem persists please contact your solution supplier or ii If you believe you do not require a payment file level signature please contact your sponsor to discuss 1204 FPS Your payment You are required to sign individual Please try retransmitting the payment file has been payment files however your file Please note one of the following rejected payment file was not signed i If you are signing the payment file and the problem persists please contact your solution supplier or ii If you believe you do not require a payment file level signature please contact your sponsor to discuss 1205 Bacs Your submission There is an error in the structure of Please contact your solution supplier your submission The XML payment file header was invalid 1205 FPS Your submission There is an error in the structure of Please contact your solution supplier your submission The XML payment file header was invalid 1201 1202 1202 1203 1203 1204 Document Edition Date 04 07 2012 173 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1206 your submission The XML payment file header sequence number was not numbered consecutively Your payment The payment file has been signed file has been by acontact who is not recognised rejected by Bacs Your payment The payment
11. Once you have included the email recipients and closed the dialog the names will appear with the relevant prefix in the Recipients box Next you must specify a Subject for the email This can be the same as the name you chose for the settings or something else that will be informative to the recipient You can enter a Message if you wish but this is optional Document Edition Date 04 07 2012 142 1989 2012 Albany Software Limited User Guide Albany ePAY 8 6 4 8 7 SS Processing Reports GR Submission Reports 50 Es Returns and Advices 15 Chapter 8 Reports Export In the Export Details area as with the email you choose a format for the reports to be exported The choice of formats is the same but the export can be in a different format from that used in email if required Next choose the location for the exported file This can be a network location if required Click the button on the right of the Export to box to open a Directory Browser Navigate to the location you wish to use and click OK The path now appears in the Export to box You can type the full path of the location in the Network Path box in the Directory Browser if necessary Activate and Save When you have made all the changes you wish switch back to the Report Delivery tab By default the report delivery is On Hold You must ensure that the Active option is selected for the report delivery to take place Once this is done click ll to sav
12. Select Payment Date December 2010 MTWHT F 29 30 1 678 91 13 14 15 1 20 21122 23 27 28 29 30 31 2 Payment Method Validation January 2011 M T WT FS 5 1 2 A 456759 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 12 3 4 5 6 Authorisation Send Payment Date 24 Dec 2010 Key H Today 1 Available day Non processing day a Payment date Validate Cancel Figure 81 Validate Select the Payment Method from the box provided There may be one or more to choose from This may be just Bacs but may also include Faster Payments or another such as RBS Bankline Only one payment method can be transmitted at a time 3 Payment Date Next look at the Select Payment Date area A Key on the right explains the types of indicators but do note that today s date is clearly indicated The illustration above shows a Bacs three day payment Submissions can be set up as early as 30 days in advance which ever payment method has been selected This is indicated in bold text A Bacs submission takes three working days The earliest date for submission is assumed to be the current Document Edition Date 04 07 2012 88 1989 2012 Albany Software Limited User Guide Albany ePAY 6 2 3 Chapter 6 Payments date as long as it is a working day The date of payment is indicated in blue FPS completes within 24 hours normally much less Other payment methods will have their own rules Fo
13. The scheduler will ignore files that are in the input directory and are in progress If the original file is not deleted then it will be used again at the next scheduled time but will still have duplication warnings applied Ability to delete files lt is an implementation responsibility to ensure that the original file can be deleted if that option is configured e g that the file is not read only and that suitable permissions exist and that files can be moved in and out of the processing archive directories Filename displayed in status bar of wizard The filename displayed in the status bar of the wizard will be that of the working filename rather than the original filename Processing directory location The location of the processing directory is not user configurable it is a folder named In Progress or similar under the input directory Albany ePAY will create the folder if it does not already exist Document Edition Date 04 07 2012 165 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix C File handling Input file copy failure If it is not possible to copy the input file to the processing directory e g can t create in progress folder no disk space insufficient permissions etc then validation will fail and a suitable file error describing the problem will be presented to the user in the wizard and within the File Details for the voided payment The Original input file will not be deleted in
14. To specify the export details click the filter arrow to the right of the Export as box to indicate the format of the files that will be stored Click the button to the right of the Export to box to specify the location to which the reports will be added Click OK to close the Report Delivery Settings dialog The report delivery instruction now appears in the list d Edit Report Delivery instructions To edit one of the items select the instruction you wish to change click 4 to reopen the Report Delivery Settings dialog or double click the row Continue as above to change and save the instructions e Delete Report Delivery instructions To delete one of the report delivery settings select the instruction you wish to change and click X You will be asked to confirm deletion f Activate If the settings you have created are to be used you must activate them Ensure that in the Report Delivery Settings dialog the Active option is selected 4 Save Changes When you have created new or made any changes to an existing profile you must save the changes You will be prompted if you forget To save all changes click d Click 1 when complete Permissions Once a profile has been created the ability to use the profile process any part of a submission is governed in a separate area for permissions Each profile is listed as are all users and groups set up on the system For each profile a series of checkboxes is available
15. as shown in the illustration below Click OK to close the Certificate Selector and Save to close the Change user certificate dialog Document Edition Date 04 07 2012 102 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Browse For Smart Card Certificates Show All Certificates 5 HSM Certificates Logon Pin Valid From E ajr albany co uk A 08 Apr 2010 08 Apr 2012 ALBANYCA DC alban ALBANYCA DC alban 30 Nov 2005 11 Mar 2014 ALBANYCA DC alban Figure 99 Certificate selector dialog The new certificate details will now appear on the wizard form 6 6 Pending payments When payment processing needs to be completed by more than one person for example when each stage of the process has permissions set for a different person after the initial validation has taken place using the wizard access for another person to the partly completed process is through the Pending screen Click Payments and click Pending on the left or click the Pending link on the right A Pending screen grid will load By default the view displays all pending payments that is payments that are in process and require further action If you wish to see only those payments which require action from you change Display All Items to Display My Items To do this click the arrow to the right of Display All Items on the toolbar and select Display My Items Now only those items assigned for action by you
16. case contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the value of a payment instruction The value was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the value of a payment instruction The value was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a Direct Debit instruction A destination account number used was all zeroes There is an error in the value Please check the details used If correct of standard credit record details were used there may be an error in Originating sort code should be the structure of your submission in which same for all records in file case contact your solution supplier 186 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 2001 FPS Your payment There is an error in the value Please check the details used If correct file has been of standard credit record details were used there may be an error in rejected Originating Account numbe
17. older than xx days 2 Archive Notice the warning message displayed Normally a default location for the archive is already set but if not ensure that the Archive Location check box is checked and click to the right to browse to a suitable archive location You can also specify if the archive is to be in a flat format or a tree format If you are not sure which it should be check with your system administrator Once you are satisfied with the settings click lad Document Edition Date 04 07 2012 22 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup 4 4 Bacs Connections Select System Setup Bacs Connections to access the Bacs Connections screen where your connection to Bacs is defined By default it is supplied with correct settings for both Bacs 3 day Service and the Faster Payments Service and should not need any maintenance 4 4 1 Default connection The default connection setting is for Internet Fixed If you need to change this to the Extranet Fixed option select it and click v The Default column will reflect the change Bacs Connections Cancel Show As List e e e Name Default L3 Extranet Fixed PY Internet Fixed Yes Details Connection Name Extranet Fieed Bacs 3 day URL https paymentservices extranet bacs co uk submissions submission webapp Package ID SFP4220 Faster Payments URL httos iplservices voca com submissions submission webapp
18. over the Internet using asymmetric key encryption It is normally layered beneath application protocols such as HTTP For example a secure web page can be identified as HTTP with SSL when the web address begins HTTPS Submissions are the grouping of different customer s signed files submitted to clearing system operator as one file You can have single submissions or groups of submissions Service User Number a unique six digit number allocated by a Sponsoring Bank It identifies you to Bacs and is normally linked to one or more applications The Service User Number is an integral part of sending payments through Bacs It is used for validation of you as an authorised user of the BACSTEL IP service A Bureau Service User will have a B plus a five digit number i e Bnnnnn occasionally referred to as a BUN Document Edition Date 04 07 2012 201 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix F Glossary Term or Abbreviation Definition or Description SWIFT Society for Worldwide Interbank Financial Telecommunication SWIFT operates and regulates the secure network used to transmit many of the inter bank electronic payment messages A plain text file format normally TXT TIFF Tagged Image File Format a file format used for still image bitmaps but often used to provide a cross platform image of a text file ToDDaSO Transfer of Direct Debit and Standing Orders a service to assist customers when movin
19. pending the arrival of the appropriate processing day It should be noted that it is the responsibility of Bacs to ensure that the output described above is received by the recipient banks building societies in sufficient time for it to be distributed to their branches However it is the responsibility of the recipient bank building society to ensure that the records are applied to the destination accounts on entry day day three The shortest period of time in which the Bacs processing cycle can be completed is three consecutive British bank working days These working days are known as processing days and exclude Saturdays Sundays and British bank holidays These exclusion days are known as non processing days The window for processing runs then from Monday to Friday from the start of the working day until 23 30 meaning that for example submissions made after 23 30 on a working day would not begin processing until the following working day Day 3 Entry day This is the day the payment instructions credit debit the destination accounts It should be noted that where the ultimate destination account is held at a third party organisation for example a building society that does not receive output direct from Bacs it is the responsibility of the third party to ensure that the payment instructions are applied to accounts held by them It is not the Document Edition Date 04 07 2012 10 1989 2012 Albany Software Limited User Guide Al
20. such as a bank to issue Digital Certificates to people and organisations that need to trust each other It is generally used in conjunction with IP The certificates are used by their holders to prove their identity They can also digitally sign documents and transactions The signature proves the authenticity of the transaction and also proves that the data exchanged has not been modified or tampered with Digital signatures are now accepted in a court of law The same technology is also used to encrypt data in transit so nobody other than the intended recipient can read tt Processing cycle See Bacs processing cycle Processing day Proxy server Purchase ledger The Processing day is the second day of the Bacs processing cycle and is the day on which banks process details A server between a client application such as a Web browser and a real server It intercepts all requests to the real server to see if it can fulfil the requests itself If not the request is forwarded to the real server Proxy servers have two main purposes to improve performance and filter requests The purchase ledger is the theoretical accounts book used to record purchases and relates directly to supplier payments RBS Royal Bank of Scotland RBS Bankline Remote server A payment processing application unique to RBS Albany ePAY can process payments up to a specific point without a SUN The payment file is then exported to RBS Bankline for
21. 0 eset tre teenteteretseneeteniens 23 Edictos yt oo 121 Bacs LIMIS eser a a nono cra ranr ano ranranaran os 80 SEN 4 Mit USAGE TaD EE 81 Electronic funds transter occooocooocoooccooecooccoooecececcecceeceee 1 Bacs non processing DAYS En 30 End of day eopnflgouratlon 19 Bacs payment authorisation EE 13 e O 10 Bacs SUN INFOrmation En 82 A EAA See Troubleshooting Bacs Pee GE 48 EXCIUSIVI Tias ease e e geg 59 85 Associate EE 50 Export file format aain 76 pan AGROUNI Kee EE ee Faleg to Gonnet 150 Bank Account Validation Manual update 28 l Faster payments service oocccocccccccnccccnnoconnccnnnccanononans 11 Bankin sace Ae 12 To 41 Calendar for non processing days coccccncanonncinnonncnonoss 30 File fomate iiss ii iirrrerirerri rreran 69 168 E d lee EE 101 Add new Line or Aed 73 Change password EE 5 A 75 Complete payments cccessesseseescesssesseseeseersereesees 109 Create EE 75 Connect to Server failure coccoocccccconcncccononononos 150 SE A AA e Contact Albany Software Lid 3 Edi ti 73 Copy eu E 19 SE 73 168 Copy from profile EXPO EE 76 Payment Profile Schedules nnnnnnnnnneennnneeeannneeeeneeeea 65 Ting erte EE 71 Report Download Profile Schedules ssesseeeeneennnennnns 128 LINE OGGI EE 74 Create a new file format aana 75 SLAM POSO BEE TS Create groupe ececsececsecerscersecersecersecersecersererseteneacen 41 A ncseartentendeetuiendiieatamcced luis 1
22. 109 6 8 1 Payment e E EE 109 v KEE e E EN 110 7 1 Create new payment ran 112 TAL Attach toa payment pro Menciona 113 7 2 Miri PP A 114 7 2 1 Add Mee ie n TE UU EE 114 7 3 IMPOR ere inte EE 115 7 4 Bley maintenance EE 118 7 4 1 EEN 118 7 4 2 SElSCUING CONLACS tame a a ee eek eee ae 118 7 4 3 nn a a 120 7 4 4 Sleeve Le d gege E 121 7 4 5 He E aE a 121 7 4 6 Delete contact recorde 121 8 REDONS esen an E 122 Document Edition Date 04 07 2012 iv 1989 2012 Albany Software Limited User Guide Albany ePAY 8 1 Repon DIS ei LEE 122 8 1 1 WIGAN Tet e AA e vat o EE 123 8 1 2 PINGS sd WANS ld 124 8 1 3 A O 124 8 1 4 e EE 125 8 2 Report Downoad Gi ge EE 125 8 2 1 Create a new Report Download Profile ccoooooccconcccconccnnonocancnnnononanonnnoos 125 8 2 2 ees le Le EE 127 8 2 3 View an existing Report Download Profile ooooccccnncccnoooonncccnnncnnnonannnnnnos 131 8 2 4 Na ES E 131 8 3 Submissi REPON Seti oa 131 8 3 1 From the payment wizard oooccncccnccnncococcnccconcnncnnnnnnnononcnnononnnnnonannnnnnanrnnnnnnnnnnnnanennss 132 8 4 Returns and Advices A 135 8 5 Reiles EE 139 8 6 A a a a 139 8 6 1 A 140 8 6 2 Selectro ee hee eebe erte 140 8 6 3 o EE 140 8 6 4 ACV Ale ANC SAV EE 143 8 7 Report DOWNIO AC AGU VILY EE 143 8 8 Repor naming CONVENTIONS E 144 9 GUSTOM SNG GIS ea E E 146 9 1 aa O E OE A 146 9 2 ate un e EE 147 E ge NN E ln 148 71 TA UE A A E 150 1
23. 12 2010 16 49 50 be Authorised 22 12 2010 16 49 44 o Confirmed 22 12 2010 16 25 34 go Validated 2212 2010 16 23 33 Certificate Details Issuer Corporate TestCertficate Expiry Date 01 Jan 4099 Subject Name ComorateTestCertficate Sign this payment Bacs 22 30 la MULTI C path_and_name_of file in_procezz Figure 85 Authorisation signing mandatory Certificate details At the bottom of the form you will see Certificate Details From here you can view or if necessary change the certificate before the payment Is sent Document Edition Date 04 07 2012 93 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments nia O O O O Gea All issuance policies All application policies Issued to CorporateTestCertificate Issued by CorporateTestCertificate Valid from 30f 11 2005 to 11f 03 2014 Issuer Statement Learn more about certificates Figure 86 View certificate Service user number 1273456 Certificate name AL BANYCA DC albany DC co DC uk Expiry date 11 Mar 2014 Ven Gegen Gegen Figure 87 Change user certificate History An additional area is at the bottom of the form displaying a grid of the History At this stage there is only one row referring to the validation stage of the wizard The history will update with each stage so that there is a record of which user conducted each stage if it was successful and a full date time stamp Docu
24. 2011 ePAY Errors Payroll Eros Report 16 11 2011 Figure 125 View Reports dialog Document Edition Date 04 07 2012 132 1989 2012 Albany Software Limited User Guide Albany ePAY Document Edition Date 04 07 2012 Chapter 8 Reports You will see that the first column displays the Report Type the report Name and the Created Date The report Name is compiled from the name of the profile used and the report type You can view the reports immediately by double clicking the report name or selecting the report and clicking B Albany ePAY Type Reference lee tb Qe ee ps 2 Qe ge 100 13 Direct Test Structural test 000009 Currency Sterlimg Submission summary Sort code 30 93 94 12345676 30 93 94 12345676 Account number A ted _ _ __ _ Count Value GBP Count 3 3 01 0 5 4 04 0 3 0 00 0 Accepted Account name Count COMPANY LTD 3 COMPANY LTD DEI iv Backward E WE VE foe ne te Boe EE fort t FS ed Value GBP 0 00 0 00 0 00 m Value GBP code 3 01 17 Forward e 11 1 4 Validation Report Summary Albany ePAY Payment method Service User Number To Count 3 5 3 Processing date 23 Aug 2011 23 Aug 2011 tal _ __ _ Value GBP 3 01 4 04 0 00 Payment date 24 Aug 2011 24 Aug 2011 TIFF 000009 02 DIRECTT Figure 126 Example summary report 133
25. A Payment profile processing rules You may find it useful to print out the appendix and make relevant notes before starting For example are you going to archive the input files after processing If so where do you want to put them Have you made provision for their storage You will need to have a valid file format definition to match the format of the input files This will have to be imported into ePAY see paragraph 5 9 4 with appropriate file locations created and defined for the input file Expired certificate Invalid or inactive smart card If you encounter errors for an invalid smart card this may be due to a number of problems It is likely that you will need to contact your sponsoring bank but before you do so or call Albany Support follow the diagram below as this will help to identify the issue and if necessary identify the organisation you need to contact to resolve the issue You may also find it useful to read through paragraph 5 7 6 of this document Document Edition Date 04 07 2012 154 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting Figure 147 Bacs User Certificate expired or missing Document Edition Date 04 07 2012 155 1989 2012 Albany Software Limited User Guide Albany ePAY 11 7 11 7 1 11 7 2 11 8 11 9 11 9 1 Chapter 11 Troubleshooting Hanging on Validation If you are experiencing a problem with validation where after the valida
26. Albany ePAY Chapter 5 Administration In the Basic view ensure that you check each of the rows so that you will know what needs to be completed Each time you click on a row an arrow will appear to the right to allow you to select from a suitable list except the File name and location and Archive folder each of which provides a button that will open the appropriate browse dialog to allow you to locate and specify the required location for each In each case check the description on the right and choose the correct option where presented a Basic view 9 Advanced view Submission Type Structural test ge Gg EE Transaction type From source data Specifies the type of the Service user number From source data submission Driginating account used Hom source data File format File name and location Archive folder Not Used Payment Library Archive folder for void files Not Used Delete input file No Figure 48 Processing rules Basic view The Payment Library feature may not necessarily be available or set up To switch to the Advanced view click in the Advanced view option at the top of the tab Document Edition Date 04 07 2012 54 O 1989 2012 Albany Software Limited User Guide Albany ePAY Basic view Advanced view El Bacs Three Day Specific Rules Audit record interval Date bump action Invalid payment date action Transaction type O Faster Payments Specific Rules Invalid date ac
27. Albany ePAY software Much of the information contained in here is also included in the online help which is always at your fingertips while working with Aloany ePAY This document provides more detailed and illustrated information with conceptual background information that the online help lacks Albany ePAY is intelligent payments management ensuring security from both external interference and internal misuse This system can be used for both payroll and supplier payments with confidence that personal details regarding salary are not compromised as the two sets of data are maintained completely independently and are confidential from unauthorised users Albany ePAY is configured specifically for your working practices For this reason the views presented in this help system may vary from the exact edition of the software that you are using particularly since this software integrates with all accounting and payroll applications not just the one you use Albany ePAY is the fast and effortless way for businesses to transfer funds electronically supporting a variety of payment methods and routes including Bacs 3 day payments and Faster Payments Service FPS Albany ePAY supports both payment and collection of funds eliminating traditional paper based methods such as cheques giros and cash It holds a high level of information available during processing after submission and from a management perspective as well as full audit trails reconcilia
28. Demand Complete No reports available Admin 16 Nov 2011 16 17 Custom On Demand Failed System Error while querying availab Admin 16 Nov 2011 16 17 Custom On Demand Failed Cancelled by user Admin o 16 Nov 2011 16 05 Custom On Demand Complete 4 reports downloaded Admin o 16 Nov 2011 14 24 Custom On Demand Complete 4 reports downloaded Admin Figure 138 Report Download Activity expanded Although the purpose of this screen is to view report activity it is also possible to view any of the listed reports can be viewed by double clicking the report name 8 8 Report naming conventions When BACS reports are created for export or email the following naming convention is used ServicelD_ReportTypelD_ReportlD_ReportName ext For clarity the following table describes each component of this name The SUN of the report Bacs Report Type ID e g 7004 for AUDDIS Rejection report refer to the Bacs spec for a full list of codes The ID of the REPORTBASE database table row Bacs filename without the extension The extension of the format being exported e g XML Exported emailed file names for the Albany ePAY processing report including the Submission Summary are ServicelD ReportTypelD ReportlD ReportName ext ReportID_ ReportName ext The SUN is not included for this type of report Reports created in earlier versions will not be able to include the Bacs ReportTypelD in the export name as they were created befor
29. If you cannot see the Payments Manager it means that your licence does not include it To open a library double click the name The navigation area on the left will change to display a sub folder with the name Contacts followed by the library name you selected The Libraries screen now shows all the contacts in that library if there are any as shown in Figure 97 Document Edition Date 04 07 2012 111 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager Contacts Payroll a i i CN a P e Ti ed Ka de Ss Sg Display All Items E Search in Company name e for Ga Hold Account reference Company name Amount Payment referenc Transaction type Date Loi b C 020 07 D2 0 00 a c007104160567 99 Direct Credit A poem E EE ELN EEC LEI NL AECE Te opera E AAB Supplies OOO ALBANY Siw 414 99 Direct Credit E EEES TALENT ELE Te EISES 0 00 AL BU 99 Direct Credit K Payment Contact Address Ka Details Company Payment reference arc00104160567 ALB Name Transaction type 33 Direct Credit e Destination account Payment date none k Account name On hold F Sort code 000000 Account number Oo000000 Comments Figure 108 Contact records 7 1 Create new payment library Navigate to Payments Manager Libraries In the Libraries screen click Any entries you add will affect all records that are later added to this library 1 Details In the lower pane in the Detai
30. Report Delivery e 17 Now 2011 08 46 Custom On Demand Complete 4reports downloaded Accounts 1 Les Report Download Activity 16 Nov 2011 16 38 Custom On Demand Failed System Error while querying availab Admin SECH q 16 Nov 2011 16 25 Custom On Demand Complete 8 reports downloaded Admin 16 Nov 2011 16 22 Custom On Demand Failed System Error while querying availab Admin 16 Nov 2011 16 22 Custom On Demand Failed System Error while querying availab Admin e 16 Nov 2011 16 21 Custom On Demand Complete 1 reports downloaded Admin 16 Now 2011 16 20 Custom On Demand Failed System Error while querying availab Admin 16 Now 2011 16 18 Custom On Demand Failed Cancelled by user Admin 16 Nov 2011 16 18 Custom On Demand Complete No reports available Admin 16 Nov 2011 16 17 Custom On Demand Failed System Error while querying availab Admin 16 Nov 2011 16 17 Custom On Demand Failed Cancelled by user Admin 6 16 Nov 2011 16 05 Custom On Demand Complete 4 reports downloaded Admin 6 16 Nov 2011 14 24 Custom On Demand Complete 4 reports downloaded Admin Document Edition Date 04 07 2012 Figure 137 Report Download Activity screen 143 1989 2012 Albany Software Limited User Guide Albany ePAY To view the detail of individual reports click to expand the list Chapter 8 Reports Report Download Activity is Processing Reports Pil Submission Reports 50 Returns and Advices 15 Adminis
31. Today 21 07 2011 Figure 63 Schedule calendar control Set the schedule Finally when you wish to you can click OK to save the schedule However if you wish to start the schedule running and have not already done so ensure that you click the Active option button at the top right of the form before clicking OK You can reopen the schedule to do this if you prefer The schedule is now saved and automatically attached to the profile When payments are initiated using the scheduler the scheduled profile uses the default payment method only and if the profile is configured to prompt for a date then the schedule will use the next available date Dual Administration control If your system uses Dual Administration creation of new profiles or amendments to profiles will be held pending Dual Administration confirmation See paragraph 5 1 At the point at which you save the changes the following message will be displayed 68 1989 2012 Albany Software Limited User Guide Albany ePAY 5 10 Chapter 5 Administration Dual Administration Bech Figure 64 Dual Administration Pending When incremental changes are pending the Dual Administration Changes menu item is emboldened and the number of pending changes is shown in brackets to the right Only users with rights to do so can see the menu item and confirm or accept the changes File Formats The file format definition file determines the data that will be int
32. an error in the structure of your submission in which case contact your solution supplier Credit card specific response codes 1939 Bacs Your submission There is an error in a credit Please check the details used If correct card record The merchant details were used there may be an error in number was not all numeric the structure of your submission in which case contact your solution supplier 1940 Bacs Your submission There is an error in a credit Please check the details used If correct card record The merchant details were used there may be an error in number is all zeroes the structure of your submission in which case contact your solution supplier 1941 Bacs Your submission There is an error in a credit Please check the cardholder number used has been card record The cardholder was numeric If it was all numeric there may rejected number was not numeric be an error in the structure of your followed by spaces submission in which case contact your solution supplier 1942 Bacs Your submission There is an error in the Please check the details used If correct has been account details of an details were used there may be an error in rejected unapplied automated credit Ithe structure of your Submission in which record An originating case contact your solution supplier account number was zero filled Currency code response codes Code Service Message petaile ae 1551 Bacs For info
33. be related to the job name or initials depending on the convention used Fill in the remaining fields with appropriate information as required For full functionality of the software you must provide a valid email address and password The User properties you can supply are E Sign on name E Description R Email address El Full name E Department E Position a Security level m Disallow log on see paragraph 5 4 3 for more information E New password E Confirm password this must be identical to the entry in the New password box a Require user to change password at next log on this is used to ensure the user chooses his her own password within parameters that can be specified on first logging on Once you have completed as much information as required click lal If one of the mandatory fields such as the password box has not been completed a message will load to inform you of the fact Notice the Y icon to the right of the box showing which box has the error Click OK to close the message and complete the information correctly before clicking tal again If you accidentally click 11 you can click the Cancel button to abort the creation of a new user You will be asked to confirm cancellation Click Yes to confirm cancellation or No to continue with creation Add group membership If you need to add a Group Membership for the account ensure that the appropriate user account is selected On the right of the Details pan
34. case contact your solution supplier There is an error in the account details of a payment instruction An originating sorting code was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a payment instruction An originating sorting code was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a payment instruction An originating account number used was not all numeric Please check the details used If correct account details of a payment details were used there may be an error in instruction An originating the structure of your submission in which account number used was not case contact your solution supplier all numeric There is an error in the You have submitted a payment Please check the details used If correct instruction with a zero value details were used there may be an error in the structure of your submission in which case contact your solution supplier You have submitted a payment Please check the details used If correct instruction with a zero value details were used there may be an error in the structure of your submission in which
35. click the Include Unknown checkbox to include payments that relate to unknown SUNs where the information may have been supplied from the Input file rather than registered directly in Albany ePAY or to payments that do not require a SUN such as an RBS Bankline payment 8 6 2 Select reports In the lower area there are three sections one for processing reports produced internally by Albany ePAY one for Bacs Submission Reports and one for Bacs Returns and Advices A checkbox is provided at the top for each of these so that all applicable reports can be selected quickly Alternatively you can check each required report individually 8 6 3 Recipients In order to specify email recipients or an export location switch to the Recipients tab An example of this screen is shown in the following illustration Document Edition Date 04 07 2012 140 1989 2012 Albany Software Limited Albany ePAY User Guide Chapter 8 Reports Report Delivery 7 id A Cancel Show As Details SA Email Recipients Export to Processing Reports Please select the report delivery recipients location Email Export Email Details Export Details Sendas RTF Export as HTML Up Elm Recipients G admins Exportta ChePAY Data Subject Processing Reports Message a Figure 134 Report Delivery recipients By default the report is not emailed or exported In each case prior to specifying the settings click the ap
36. days Do Not Run a Time Start at 09 00 00 then 60 iH until 17 00 00 El eru input file has been found F an input file is not found during this time then report an eror Range of Recurrence Start Date 09 05 2011 le nd Date 09 05 2071 Figure 60 Schedule form Each payment profile can hold a single schedule but configured correctly it will run at the times you specify As you create a schedule if you wish you can copy a previously designed schedule from another profile For this reason the name for the schedule should assist in identifying what the schedule represents Using the Name box type a name for the schedule You will find it useful to use the name as a short but clear description for possible copying at a later date This copy facility can be seen in the Copy From Profile selector to the right There is no link existing between the schedules in the two profiles once a copy has been made so individual changes can be made to each without them being reflected in the other Until a Name is provided for the schedule the OK button is not enabled Copy From Profile If a schedule has already been established in another profile you can copy the schedule from this profile In the profile click the Schedule button and then click the Copy From Profile filter at the top of the Schedule form Profiles with schedules will be listed the name of the profile followed by the name of the schedule Select the one you wish to us
37. ePAY client an attempt will be made to start the service In this case you may see a Failed to Connect message similar to that shown below Document Edition Date 04 07 2012 150 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting MES PRES The Albany e PAY service on machine localhost could not be found or is not running Click to attempt to start the service on the above machine Figure 144 Failed to Connect message If you see this message the name displayed in bold with be the name of the machine on which the server is installed In the above illustration this is the same machine as the one being used to run the client but yours may differ In any case click the Start Service button An attempt will be made to start the Albany ePAY service on the server to which the client is attempting to connect If there are no other issues the server should start after a short while during which the progress bar below the button will show that the attempt is being made If the attempt to start the service fails the above dialog will expand to display the following Document Edition Date 04 07 2012 151 1989 2012 Albany Software Limited User Guide Albany ePAY 11 4 11 4 1 Chapter 11 Troubleshooting La Failed to Connect Z 11 k n The Albany ePAY service on machine localhost could not be found or is not running Click to attempt to start the service on the above mac
38. each of the steps Exclusive actions Extranet An Extranet is a private secure network that allows the sharing of information between authorised users An Extranet can be accessible through the Internet or it can be a direct connection between two points of contact For example your company may have a website that is open to all but sections to which access is limited and secure That section is an Extranet an example of an extranet includes OASIS Open Access Same Time Information System FPS Faster Payments Service this is an initiative that facilitates almost real time payments via Bank internet accounts Telephone banking services or viaa service similar to Bacstel IP using a Secure IP network for Bacs Direct Credit submitters including Bacs approved bureaux FIP File Transfer Protocol a protocol that allows users to copy files between their local system and any system they can reach on the network effectively a fast internet method for the transfer of data GUI Graphical user interface HSM Hardware Security Module provides an alternative to a Smart Cards and Smart Card reader for organisations looking to automate the process of authorisation and or submission HTML HyperText Markup Language the predominant language for web pages Document Edition Date 04 07 2012 198 1989 2012 Albany Software Limited User Guide Albany ePAY Term or Abbreviation HTTP HTTPS IBAN Indemn
39. for each report to be selected This can also be used to deselect reports selected either using the Ctrl or the Shift key Deleting reports only applies to Bacs reports associated with a submission e those listed in the Returns and Advices screen lt does NOT apply to Albany ePAY reports When a report is deleted it is removed from the system completely and does not need to be archived purged by the periodic housekeeping process A copy is not kept Unread reports that are deleted are removed from the unread count Document Edition Date 04 07 2012 124 O 1989 2012 Albany Software Limited User Guide Albany ePAY 8 1 4 8 2 8 2 1 Chapter 8 Reports Sort Reports can be sorted by any of the column data in ascending or descending order To sort a list of reports click the column header by which you wish to sort Sorting is normally by alphanumeric values with the exception of the date columns which are sorted by date Report Download Profiles In order to automatically download Bacs reports configuration is simple and includes an option to schedule automatic downloading This feature also allows the configuration of more than one report download profile For example a profile can be configured to collect Input Reports multiple times per day to allow them to be tied to their associated submissions and another for downloading the remaining returns and advices only once each week Create a new Report Download Profile
40. has timed out and has been terminated by Secure IP Please re connect to Secure IP An internal server error has occurred at Bacs Please restart your submission and if the problem persists please contact Bacs An internal server error has occurred at FPS Please restart your submission and if the problem persists please Your software requested that the submission be aborted Therefore your submission has been terminated Your software requested that the submission be aborted Therefore your submission has been terminated UHL1 record response codes 1501 Bacs Your submission has There is an error in the structure of your submission Please contact been rejected supplier A valid UHL1 record did not follow a HDR2 record your solution A valid UHL1 record did not follow a HDR2 record your solution 1501 FPS Your submission has There is an error in the structure of your submission Please contact been rejected supplier Document Edition Date 04 07 2012 190 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages UTL1 record amount response codes Please contact your solution 1811 Your submission There is an error in the structure of your submission The has been rejected monetary total of credit payment instructions in UTL1 is not numeric Bacs FPS Your submission There is an error in the structure of your submission The has been reject
41. if correct opens the main screen m If you place a check mark in the Change password once logged in check box the application will prompt you to change your password once you have successfully logged in Document Edition Date 04 07 2012 4 1989 2012 Albany Software Limited User Guide Albany ePAY 3 3 Chapter 3 Basic Concepts When you log in for the first time we advise you to change your password at the earliest opportunity for security purposes The Password box is case sensitive Make sure you do not have Caps Lock on accidentally when attempting to enter your password The Username box is not case sensitive The system administrator can also set the password to expire and require you to choose another In this case the Change password once logged in check box will already be checked and disabled so that you must change your password Rules for password selection will be set by your system administrator Passwords are case sensitive You will not be able to log in if the maximum number of licensed users has been exceeded unless you are an administrator user Consult your system administrator if you are unsure lf your Username and or Password do not match any stored within the security database you are given two more opportunities to log on before Albany ePAY closes Click the Cancel button to close Albany ePAY without logging in Incorrectly entering your password three consecutive times may result in your user account
42. is an error in the structure of your been rejected submission A valid HDR2 record did not follow a wour solution HDR1 record supplier 1401 FPS Your submission has There is an error in the structure of your been rejected submission A valid HDR2 record did not follow a your solution HDR1 record supplier Logon and submission response codes Code Service message Details Action oS 1001 Bacs Your The last request slice that Bacs Please contact your solution supplier submission has received was not the one been rejected lexpected 1002 Bacs Your payment There is no valid relationship Please contact your sponsor to discuss your file has been between the bureau submitting profile for Bacs Payment Services rejected the payment file and the payment originator 1002 FPS Your payment There is no valid relationship Please contact your sponsor file has been between the bureau submitting rejected the payment file and the payment originator and the file is not signed 1004 Bacs Your You have attempted to transmit Please ensure you have not already submission has la submission with the same transmitted this submission to Bacs on the been rejected submission serial number as current processing day If you have not another submission for the please amend the submission serial number same service user number and lin the VOL1 and retransmit the submission processing day that has If you require assistance please contact a
43. item has pending changes awaiting Dual Administration approval Dual Administration Require Dual Administration approval for changes to the following Notifications Figure 26 Awaiting approval Once the change is accepted or rejected by another authorised user the checkboxes are re enabled and the warning bar is removed Disabling To disable a single feature of dual administration remove the checkmark from the feature to be disabled It is not possible to disable Dual Administration for any administrative area while there are pending changes in progress for that area If dual administration is enabled for any of the administrative areas it is not possible to remove System Settings permissions from a user or group or delete a user or group with this permission if doing so would leave a single user with the System Settings permission User permissions can be removed explicitly by changing user permission directly or implicitly by removing the user from a group with that permission Notifications In order that each request for confirmation of changes is dealt with as quickly as possible you can specify that authorised users are notified To activate this feature check the Send notifications to approvers for all events checkbox If notifications are required each of the authorised users must have a valid email address registered in Albany ePAY in user properties described on page 37 System Maintenance The S
44. lal The contact is now saved and ready to use 5 6 2 Modify contact details Select the name of the contact you wish to change in the upper pane and edit in the Details tab in the lower pane As soon as you begin changing either the name or the description the al button will be enabled and when you have finished click lal If you wish to discard the changes click Cancel 5 6 3 Delete contact In the event that you need to remove the details of a contact select the name of the contact from the list in the upper pane and click X You will be asked to confirm deletion of the specified contact Click Yes to confirm deletion or No to keep the contact 5 7 Permissions The purpose of permissions is to provide increased security and control over which users are able to perform different tasks rather than giving all users full access and control To simplify the process permissions can be set for individual users or for groups In addition defaults for new payment profiles or payment libraries are included to save repeated maintenance but any previously set up profile or payment library is listed separately Without carefully established permissions the payment process may encounter difficulties and be halted as a result In order to restrict unauthorised users from viewing data additional permissions mean that for example some users may not be able to view all of the menu items So a user who does not have the Setup permission for Use
45. left and click the gt button to add it to the list on the right To add more than one item at a time hold down the Ctrl key as you click each item to select them and then click gt It is important not to have email notifications sent out unnecessarily Check that the correct people or groups will be notified in each instance To remove an item from the list on the right click the item or items using the Ctrl key and click lt When you are satisfied that the list is correctly populated click OK The name s of users groups or contacts you selected now appear in the Send a notification if a schedule download fails to box User names are prefixed with U Group names with G and Contact names with C Click ll to 8 2 4 Notifications save the profile save the settings 8 3 Submission Reports Navigate here from the Reports menu Submission Reports The following is an example of the Submission Reports screen in the default compact mode Submission Reports Figure 123 Compacted Submission Reports Document Edition Date 04 07 2012 131 IL Processing Reports 2 e E Gil y gt A e y O e D Profile Earliest Payment Later Payment Payment Creation Submission E ia tl da Reference Name Credits Debits Date zez Type ServicelD Gate Type 3 eae 000009 Payroll 43442 0 00 09 12 2011 09 12 2011 Bacs 123456 16 11 2011 Structural T_ 8 000008 Payroll 40 763_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 201
46. leie EE 111 Figure TOG COMAS leed 112 Foure 109 Alach payment ora yoa gree aia ae ees 113 Foure 1107 IMPONCOMAClS dial WEE 116 Figure Ti File Leigo ER i Lu e LEE 116 Fig re 112 Select single conta CU EE 118 Foure RE Ee url el e risacala dd till daba 118 Figure 114 Print contacts dialog ssnneenssnneennnseeetnnntrtnnrtnsrtttrtestntttttrtttttttntrttntn ttrt nEEEEEnn AEE EEn nEn Enee n Enten enn 119 Figure 1 15 COmlactS repon O ecaast saci bul a la 120 Figure 116 Contacts search result example ooocccccccoonconnccononcnnnononancnnnnonnnnnnnnnononnnnnnnonnnnnnnnnonanrnnnononanennnns 120 ACUISTA elek lie A O A A 121 Figure 118 Unread repont ere EE 123 Figure 119 New Report Download Profile econ ies 126 Figure 120 New hourly report retrieval schedule A 128 Figure 1121 COPY SChEd lE sti a A NN es hw eee 128 Figure 122 Report schedule start date ia 130 Figure 123 Compacted Submission ee 131 Figure 124 Expanded Submission Reports ccccccoocccncccccncccnncnnnoncnononnnancnnnnnnnnncnnnnonnnnrnnnnnnnnrnnnnnnrnnrrnnnnnnanennnns 132 FIQUre 125 VIEW REDOMS ClalOG RE 132 Figure 126 Example summary report ius 133 Figure 127 Example detailed te a 134 Figure 128 View Reports dialog showing read report 135 Figure 129 Select Report Bled 135 Figure 130 Reports retrieval Criteria selechon NEEN 136 Figure 131 Report retrieval Report selechon NENNEN EEN 138 Figure 132 Example Returns and Advices screen results 1
47. means that the input report will not include any audit records If a number is specified other than O the interval at which audit records are included will be set So a value of 5 would result in the inclusion of every 5th transaction as an audit row in the Bacs input report or a value of 100 would result in the inclusion of every 100th transaction as an audit row in the Bacs input report Date bump action Specifies how invalid dates should be handled An invalid date is any non Earlier working day so at the time of writing this is Saturdays Sundays and all Later other public holidays specified in the Bacs non processing days list Lateris set as the default value and is probably the most appropriate This means that the date is bumped forward to the next available valid date If you wish to prevent processing occurring completely in the event of an invalid date you should set it to Error If you wish to receive a warning but continue with the payment set it to Warn in this case the original date will remain but on receipt Bacs will activate its own bump actions which will move it to the next available valid date The Earlier setting will choose the next available date prior to the one specified if this is invalid an error will be returned and the file will not be processed Error a Warn Invalid payment date Next Describes how to handle transactions with dates prior to the next available Next available action availabl
48. on system Specifies the type of the submission Structural test is designed for local Structural test internal testing the file is not processed to Bacs Full testis designed for a Full test test that will pass to Bacs and so return errors on the Bacs system but is marked as test and is not fully processed Live is used for live payment submissions Live Specifies whether transactions with invalid account codes are excluded or allowed to continue with a warning If set to Warn this makes provision for Error account details that are valid but have not yet been added to the EISCD database This also includes account numbers and sort codes that are outside the standard format Specifies whether the duplicate checking criteria should prevent the Warn transaction from proceeding or allow it to continue with a warning Error Duplicates are detected when all the following criteria are found by Albany ePAY to be the same Credit amounts Credit count Debit amounts Debit count SUN 160 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix A Payment profile processing rules Default Meee ct une o os e Archive folder Not used The location to which file based input data will be archived if applicable Not used Click L to activate archiving and select the folder location This is used ifa Specified running record is to be held of old payment files After the payment run is location made the paymen
49. or click the T button again you may need to click on the button twice to return focus to the form The columns you select to be displayed will be remembered between sessions for each user on the current workstation so each user can keep their own preferences in this respect as long as they are using the same workstation where they set up the preferences If any user logs on to a different workstation he she will need to set them up again on that workstation if required 9 1 Pinning columns If you decide that you want to display a larger number of columns than will comfortably fit on your screen you can pin one or more essential columns in place before scrolling left or right To pin a column look at the label at the top You will see a pin symbol to the right of the label Click this symbol to pin the column The pin will change to vertical and the column label text will change to grey Now try scrolling left or right The column will remain pinned on screen If you pin a column that is not positioned on the left that column will automatically move to the left When you pin more than one column they will all be pinned to the left in the order in which you pin them The following illustration shows three pinned columns and three columns that are not pinned Reference H Status H Payment Date 4 Profle Stage Payment Method Figure 140 Column labels Document Edition Date 04 07 2012 146 O 1989 2012 Albany Software Limited U
50. rica a 147 ACCESS e 150 Daily EEGEN tege ee Eege ee 79 Payment Profile Schedules coccion 67 Account locked oooooooconoccoocoocoonconcnnonc cnn nononancnnnons 5 24 Report Download Profile schedules oocooooooooiooooonosors gt 129 Activate Database DaCkup vino ti EE 28 Report Download Profile schedules 130 Delete e EE 121 Activate your Smart Card 49 Delete payment oannnannnannnannnnnnnnnnnnnnnnnnnnnnnnnrnnnnnne 107 Active Delete pending pavment 107 Payment Profile Schedules ecceceseeeeeeeeteeeeeeeeeeeees 66 Delete TEDOS mecano ar 124 Add Bacs service user number AAA 82 RE 39 Add originating account 78 Disable user account 39 Albany Software Lmted en neerrreeeeneee n 2 Disable user ACCOUNTS oooccccccccnnnnnncccccnononononnnnnnnnnnnnnass 35 AW nie E ZU Downloading Returns and Advicesg eee 135 ere egene Saheim ae piece a ces es 21 Dual aS Te a 32 Associate a Bacs User Certificate An 48 AcGept Reject chain tia 33 Attach library to payment profile 113 Pending ems tad lidia 32 Automatic DAaCKUD cccccccsecececeseesececeeestscecereecevereeeren 28 NOTES EE 33 Automatic Updating EE 27 Se AOM a A ro EF oO 59 Dr tetra 34 Ee HEI 150 Select multiple TOW tinas 33 Bacs 3 day ProC SSing i 10 Sn EE aba eta 33 Ep CA EE 10 Dual Administration Settings sees 24 4 PU 10 Edita to Mtra eels 73 PROCESSING day alas ta 10 Edit an originating account 80 Bacs CONNECTIONS
51. same day or next day processing Regular expressions Syntax used to search files for patterns of similar data This is a server that is in a separate location to your system Document Edition Date 04 07 2012 200 1989 2012 Albany Software Limited User Guide Albany ePAY Term or Abbreviation Sales ledger SEPA SFTP Smart Card reader SMTP SOAP Appendix F Glossary Definition or Description When you authorise a payment file it is assigned to a submission If you decide you no longer wish to send that file with that submission you must revoke the authorisation lt removes the payment file from submission and revokes the authorisation that placed the file into a submission Rich Text Format an improved formatting text format generally used for simple text files The sales ledger is the theoretical accounts book used to record sales and relates directly to amounts received Single Euro Payment Area A single payment area in the EU to allow consumers and businesses to move currency across the EU as easily safely efficiently and inexpensively as it does within current national borders This inter bank standard has prompted a number of third party organisations to develop solutions to meet the growing demand of organisations for streamlined cost effective global payments to replace the expensive time consuming and unreliable systems currently in place Secured FTP File Transfer Protocol a
52. selected and an appropriate date set for the task to be processed Assuming the task can be processed via Faster Payments it will pass through all the normal processing stages and be submitted to be with Bacs by no later than 23 00 on the day of submission The task is submitted through the transaction to Faster Payments Once this point is reached the transaction cannot be cancelled The service sends the payment to the receiving bank where the destination account is held after checking that all the relevant details are included and properly formatted and then debits the sending bank Once the receiving bank has received the transaction it will check that it is for a valid account and will send a message back to Faster Payments that it has accepted the payment or if there is an error that it has rejected the payment On confirmation that all is correct at the receiving bank Faster Payments credits the receiving bank with the funds and notifies the sender that the transaction has been completed successfully The receiving bank credits the destination account with the money received and the recipient should be able to access funds within two hours of payment receipt However it must be understood that at any stage either the sender or receiving bank may carry out additional checks on transactions which could delay a small number of payments 3 8 3 Transaction limit There is a maximum limit placed on the value of each payment sent
53. single slice request has been successfully The transmission has been processed and FPS is ready to receive the next can continue successfully request slice transmitted T200 Bacs Your submission Your submission has been transmitted successfully No action has been and all payment files that have been accepted will be required transmitted passed on for full validation processing at Bacs successfully Warnings may have been issued Please see the application warning code or codes for more information application warning code or codes for more information T300 Bacs You can start your Your request to start a new submission has been The submission submission successful can continue T300 FPS You can start your Your request to start a new submission has been The submission submission successful can continue Document Edition Date 04 07 2012 187 O 1989 2012 Albany Software Limited T200 FPS Your submission Your submission has been transmitted successfully No action has been and all payment files that have been accepted will be required transmitted passed on for full validation processing at FPS successfully Warnings may have been issued Please see the User Guide Albany ePAY Error codes ode Service El Oo O G DI CH Nm The live submission service Is unavailable FPS The submission service is unavailable The test submission service is unavailable Bacs Bacs BACS Payme
54. software Bacs does not recognise your submitting software Your submitting software has not been approved by Bacs Your submitting software has not been approved by FPS Your submitting software is not linked to the submitting service user Your submitting software is not linked to the submitting Corporate The submitting software has not supplied a software package identifier in the logon request The submitting software has not supplied a software package identifier in the logon request 181 Appendix E Response messages Bacs Your submission has Submission cannot be read been rejected Please re sign the submission and retransmit If this problem persists please contact your solution supplier Please ensure the submission is signed by an active contact If you have any concerns please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the submission is signed by an active contact If you have any concerns please contact your sponsor to discuss your profile for Faster Payment Services Please ensure the submission is signed by a contact that has signing privileges If you have any concerns please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the submission is signed by a contact that has signing privileges If you have any concerns please contact your sponsor to discuss your profile for Faster Payment Services P
55. step unless an HSM is licensed and installed see paragraph 3 10 2 send In this step you will send the payment file to your Clearing and Settlement Mechanism CSM If you use a Smart Card system please ensure that you have your Smart Card and Authorise This step can include from one to three stages depending on the configuration Normally signing will be required at one of the authorisation stages If signing is required by the payment method signing must be conducted at one of the authorisation steps Please its associated PIN ready as you will need them to complete the step unless an HSM is licensed and installed see paragraph 3 10 2 6 2 Wizard Navigate to the Payments area and click New in the Payments menu on the left or click the New link on the right You may see one or several Payment Profiles set up for you to use These can be arranged as icons or as a detailed list Document Edition Date 04 07 2012 86 1989 2012 Albany Software Limited User Guide Albany ePAY 6 2 1 6 2 2 Chapter 6 Payments i Show 4s Details Payment profile SUN Payment Method Start Method Last Sent Submission ww Monthly Payroll Albany Payroll Manual A Weekly Payroll Albany Payroll Bacs Manual Structural te d Expenses Albany Payroll Bacs Manual Structural te i Supplier Payments Albany Ledger Bacs Manual Structural te 4 Maintenance Collections Albany Debits Bacs Manual Structural te Sla 4d Hoc Payments Albany
56. that have been updated on hold New items items on hold are not put on hold Comma separated variable This is a file with fields separated by a pre defined character referred to as a delimiter In a CSV file this is most commonly a comma Document Edition Date 04 07 2012 117 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager When you are ready click Import The view will automatically switch to the Progress tab so that you can view the progress of the import Depending on the number of records and your system this time this takes will vary When the import is complete the Close button is enabled Click this to close the dialog You will now see the records added to the library 7 4 Library maintenance Select Payments Manager Libraries and double click the library you wish to edit All the records for the selected library are listed in the upper pane 7 4 1 Print If you wish you can print all or some of the contact records listed and include all or some of the information If you wish to print some of the contact records but not all you must first select the contact records An individual contact record is selected by clicking at the far left of the contact record row as shown in the following illustration Hold Account rete DENNOO HARADI POWEOO TT DE Kid Figure 112 Select single contact 7 4 2 Selecting contacts If the rows you want to select are c
57. the centralised and timely provision of details of indemnity claims submitted for them and reduced costs because the settlement occurs without them needing to submit entries through whatever mechanism they currently use Debit A transaction that debits an account Decryption The process of converting encrypted data back into its original form so it can be understood To easily recover the contents of an encrypted signal the correct decryption key is required The key is an algorithm that undoes the work of the encryption algorithm Alternatively a computer can be used in an attempt to break the cipher The more complex the encryption algorithm the more difficult it becomes to eavesdrop on communications without access to the key Delimiter A divider character between separate fields in a file that indicates a record or field boundary within a body of text for example the comma is normally the delimiter in a CSV file Destination account The account to which a transaction is addressed Digital Certificate An electronic credit card that establishes your credentials when doing business or other transactions on the web It is issued by a certification authority A digital certificate contains your name a serial number the expiration date a copy of the certificate holder s public key used for encrypting and decrypting messages and digital signatures and the digital signature of the certificate issuing authority so that a recipi
58. the output file is correct In this case switch to the appropriate tab and click the Output button You can then view the CSV output file that was generated for the transactions Click OK to close the Output window 6 5 Certificate details At the bottom of the form you will now see Certificate Details To view the certificate click the View button Click OK to close the Certificate form Document Edition Date 04 07 2012 101 1989 2012 Albany Software Limited Albany ePAY User Guide Chapter 6 Payments General Certification Path A Certificate Information This certificate is intended for the following purpose s e All issuance policies e All application policies Issued to CorporateTestCertificate Issued by CorporateTestCertificate Valid from 30 11 2005 to 11 03 2014 Issuer Statement Learn more about certificates Lo Figure 97 User certificate If the certificate has expired click the Change button below the View button Change user ce ficate Associated To User administrator ISSUINGAUTHORITY Type Smart Card cate mame E demo 2demo com Demo Certificate Expirydate 21 Jun 2016 Figure 98 Change user certificate example In the Change user certificate dialog the existing certificate details are displayed Click Select Certificate and choose a current valid certificate from those available
59. the screen number the licence number and the full build number An example follows Document Edition Date 04 07 2012 7 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 3 Basic Concepts 31 May 2012 11 43 Administrator 8003 31603 0 0 0 00 Date Time Username creen number Licence number Full build number Figure 8 Status bar information You may be asked to supply some of this information if you need to call Albany Support 3 5 2 Hiding areas of the screen To aid your view on some of the screens it is possible to collapse areas of the screen to provide an improved working area To hide the lower area of the screen click le on the right at the top of the screen The lower area will be hidden and the upper area expanded to fit the screen You will see that the button has changed to k Click lei to reveal the hidden area again The same technique is used to hide the upper pane by clicking LJ and lud on the right of the lower area 3 5 3 Views Once a menu item is selected from the left or one of the icons on the right is used to open a specific screen this screen will appear in the working area on the right If this too contains icons you may be able to change the view to further suit your requirements For example where icons are displayed the view can be changed by clicking the Show As button to display Thumbnails Tiles Icons List or Details When displayed in D
60. the user or users you wish to disable To select more than one hold down the Ctrl key as you click the user name Click the Disable selected accounts button in the Details tab in the lower pane 3 Send messages to selected accounts To send a message to one or more users currently logged on select the user or users you wish to contact To select more than one hold down the Ctrl key as you click the user name Document Edition Date 04 07 2012 35 1989 2012 Albany Software Limited User Guide Albany ePAY 9 3 9 4 Chapter 5 Administration Type the message in the Messaging box and click Send messages to selected accounts button in the lower pane User Settings The User Settings area covers several areas of functionality Items covered in this area can include a Users paragraph 5 4 a Groups paragraph 5 5 El Contacts paragraph 5 6 E Permissions paragraph 5 7 Bl Bacs User Certificates paragraph 5 8 If Dual Administration is active for User Settings see paragraph 4 6 when a change is made to the User Settings a message similar to the following will be displayed on screen Dual Administration Pending The requested changes must be approved before they can take effect Figure 33 Dual Administration Pending message Click OK to close the message Changes are accepted or rejected by another qualified user before they are visible see paragraph 5 1 2 The message will var
61. this case Within a scheduled environment a new payment will be created and voided each time the schedule runs until the core issue is resolved by the user This failure will trigger an email on error to notify them that payment has failed if notification on error is configured On closure of the schedule window no additional error conditions need to be created if the file has not been successfully input during the window as the user will have the opportunity to be advised of the previous errors during the window Validation failure file treatment A payment that fails validation is considered voided and therefore the working file will be moved to the voided archive directory and renamed should one be configured Working file archiving failure If it is not possible to move the working file to an archive directory for example where there are file permission issues then an error will be logged in the server log file and the working file will remain in the processing directory Inability to delete files If it is not possible to delete the input file from the input directory or the working file from the processing directory for example due to file permission issues then an error will be logged in the server log file and the working file will remain in the processing directory Document Edition Date 04 07 2012 166 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix C File handling Input file arri
62. through Faster Payments with the initial maximum value for standing orders and for individual payments set to 100 000 per item per day All banks have to accept incoming payments of up to 100 000 At the time of writing most banks will process sending transactions of up to 100 000 although there may still be some that limit this to 10 000 Document Edition Date 04 07 2012 11 1989 2012 Albany Software Limited User Guide Albany ePAY 3 8 1 3 9 3 9 1 3 9 2 Chapter 3 Basic Concepts Banks Using direct corporate access DCA to transfer directly to Bacs using FPS can only be conducted directly by Barclays However other banks support their own methods for this Two examples of these are described in paragraph 3 9 Other payment methods Other payment methods may be available depending on individual requirements the following example describes one such alternative Each is individually licensable and includes specific permissions so that if a user does not have the permission assigned that user will not be able to select the payment method RBS Bankline Royal Bank of Scotland customers may use a specific method called RBS Bankline Albany ePAY users submit the special bulk Faster Payments files to RBS Bankline by exporting a payment file from their chosen accounts or payroll package into Albany ePAY for processing This is separately licensed for Albany ePAY RBS Bankline is a Faster Payments type design
63. to view or change security settings Internet Local intranet Restricted sites Trusted sites A This zone contains websites that you trust not to damage your computer or your files Security level for this zone Custom Custom settings To change the settings dick Custom level To use the recommended settings cick Default level A Enable Protected Mode requires restarting Internet Explorer Default lewel Reset all zones to default level Apply Figure 148 Trusted sites The example shown in the above illustration is from Windows 7 When you click the Sites button the Trusted sites dialog opens In the Add this website to the zone box type hitps aloany co uk and click the Add button You will see the address added to the Websites list below Click again in the Add this website to the zone box and type httos albany uk net and click the Add button Click Close and then OK Return to Albany ePAY and check that the Verify data is now being updated correctly 11 9 2 Clock synchronisation Another likely cause for verification failure is your system clock You set your computer clock manually as long as you are sure of the current time It doesn t have to be precise but should be set to the correct date and within 1 minute of Greenwich meantime GMT A quick way of checking is to visit the website http www thetimenow com The quickest method for accessing your system clock is to click the clock displayed
64. tthis time times please see the FPS Payment Services web site No test submission can be entered at this time Please try again when the test submission window is open For details of the opening times please see the Bacs Payment Services web site Cannot use BACSTEL IP Please try again when the live submission window is open For details of the opening times please see the Bacs Payment Services web site Please try again when the Secure IP submission window is open Unavailable For details of the opening times please see the FPS Payment Services web site Please contact your Bacs has received was not supplier the one expected The last request slice that FPS has received was not the one expected The slice that your software sent is larger than the maximum slice size provided in the start submission request The request that your software has sent contains supplier an invalid header 188 Please contact your Supplier Please contact your supplier Please contact your 1989 2012 Albany Software Limited User Guide Albany ePAY Code Bacs Your submission Your submission cannot be started Your submission cannot be started Your submission has been terminated Your submission has not been recognised by Bacs T600 Your submission has not been recognised by FPS 7 7 J 7 O Ol a a a al O CA NO NO Documen
65. verified for structural integrity to ensure that they can be restored El Use password In the event of a requirement to restore a backup this password will be required lt is predefined by Albany support and is available to them when the restore takes place Albany recommends the use of the password in order to protect the confidential content of the database E Number of backups to retain A new uniquely named file will be created for each backup operation so this option will control how many of those files are kept by the system For example if the value is set to 10 then when the 10th file is created the oldest of the backups created determined by the date or time of the file will be deleted The default number of backups to retain is 60 however any number between 1 and 999 can be specified Document Edition Date 04 07 2012 29 O 1989 2012 Albany Software Limited User Guide Albany ePAY 4 7 3 4 7 4 Chapter 4 System Setup To run a backup manually click the Run Now buiton If all the settings are correct the backup will proceed A message will inform you that the process has started and the Last Status column in the upper pane will change to Task Started Once the backup is complete the Last Status column will state Task Completed To create a backup schedule click the Schedule button Information on setting up the schedule is provided in paragraph 4 7 4 Non Processing Days This provides a list of dates w
66. will be listed 6 6 1 Resume the wizard To resume the wizard and continue with the next step of the process either double click the appropriate row in the grid in the upper pane or select it and click gt This will jump directly to the correct stage in the Payments Processing Wizard If you do not have permission to continue with the next step for the selected payment this button will be disabled To progress more than one payment select the first payment file row to be progressed and while holding down the Ctrl key click another payment file row Repeat until all payments to be progressed are selected Document Edition Date 04 07 2012 103 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments When multi selecting for the purpose of progression of payments all selected payment files must be at the same stage of processing To select a number of rows that are contiguous select the first row hold down the Shift key and select the last row 6 6 2 Pending screen tools As well as resuming the wizard from here there are also other tools provided to assist you in dealing with pending payments A grid at the top of the screen shows details of all payments still in process Each row indicates a separate payment process The columns in the grid provide useful information on these payments The Pending screen grid can be customised to suit your requirements Refer to chapter 9 for more information
67. 00006 10000002 20000002 Account name MF K SMITHERS CLARE HALL MF MI JONES MISS F J SMITH MRS KL LOWELL MF A CLARKE PETER HUDSON LUCY MORRIS SUZIE OSBORNE EMMA HAGUE MRS P DAVIS MF TOM SULLY AR Accepted amount 1 590 00 1 120 12 2 876 16 2 200 88 1 750 10 3 100 01 1 987 80 980 10 2 322 67 3 123 22 989 10 1 967 80 Transaction reference MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL AS23447 57 22235304 MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL MONTHLY PAYROLL Processing date 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 21 Apr 2010 1111 Figure 95 Detailed report example Tools are provided so that you can print search change the zoom change the number of pages you see at a time switch pages change format export and email To close these reports click X in the top right corner 6 4 Payment file Normally the Payment File will clearly display 9 to show that there are no issues with the processing of the file However the first time a profile is used this may be useful in spotting errors in the Payment File In this case there will not be any Submission Details at the top of the form instead 7 will appear with the text There were file errors To track down the errors in the file click the Details button to the righ
68. 1 1 Service USEF permissions and acCessg rttr reosrtn rtrt eeeenn 150 TERI Backup talule nese AE 150 11 1 2 Input Output folders cccooonnnnccnnccccncononccnnnncnnnonnnnncnnnnnnnnnnnnnnrrnnnnnnnnnnanrrrnnnnnnnnnnnas 150 11 2 elen Ee le Reine 150 11 3 Falcao DON o doit 150 11 4 Inability to import AN input file ccooooncnnccccconnnnccccnnncnnonononcnnncnonancnnnononancnnnnononnnnnonnnnns 152 TANI GEET timado 152 1142 Fie Formar conlie ossia Een a 153 11 5 PONG SOUD EE 154 11 6 Expired certificate Invalid or inactive smart card AAA 154 leg Hanging ON We e In EE 156 E AAA a a 156 UN A A 156 11 8 Unable to Send ccccceecccccccaeseceeeceeeeeceeecaeeeceeeceeaseceeeseaeseceeseaeaueeesssaaaeeeessuaaeeeeessaaeseeesssaaass 156 11 9 Verify Update failure AAA 156 OT e Ee Re 156 11 92 lt GIOCK SYNCATOMIS de Maa co iii 157 TL93 Database EE 158 Appendix A Payment profile processing rules 159 APpendheB Transacion Beie 164 Appendix G EMS Il lisas AAA AAA AAA AAA 165 Appendix D File Format Definitions kk 168 Document Edition Date 04 07 2012 vV 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages escindida 172 APPENA JOSSA AA e o 194 Document Edition Date 04 07 2012 vi O 1989 2012 Albany Software Limited User Guide Albany ePAY List of Illustrations PIQUE 1 ABOUT TNS a DPIC ATION atada AAA AA 2 Figure lee Leiag ll tel Let EE 3 Fare o EOG Ii c
69. 1 Structural T_ y Report Download Profiles 000007 Payroll 41 339_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ Report Delivery 000006 Payroll 44949_ 0 00 30 11 2011 30 11 2011 Bacs 123456 16 11 2011 Structural T_ i Report Download Activity o 000005 Payroll 44 949 0 00 22 11 2011 22 11 2011 Bacs 123456 16 11 2011 Structural Te 000004 Payroll 44949 _ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ 7 000003 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te 000001 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Click to the left of a submission row to view the available reports for that submission Submission Reports Blea 1B U Reference ME Credits Debits Dee Lea E Roe eet NIM seine a Penile m 000009 Payroll 43 442_ 0 00 09 12 2011 09 12 2011 Bacs 123456 16 11 2011 Structural T_ a 000008 Payroll 40 763_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ 000007 Payroll 41 339_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ a Payroll 44 949_ 30 11 2011 30112011 16 11 2011 Structural T_ Report Type Name Report Created Date Status ePAY Summary Payroll Summary Report 16 11 2011 14 17 58 ePAY Detailed Payroll Detailed Report 16 11 2011 14 1
70. 100000 Description SUN Description Figure 77 Bacs SUN information Document Edition Date 04 07 2012 82 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 14 Payment Profile Notification Templates In order that notification of errors and workflow completion can be provided a separate notification configuration tool is used This is then attached to respective customer payment profiles To set this up Select Administration and under Payment Settings select Payment Profile Notification Templates The Payment Profile Notification Templates screen provides a mechanism to set up a system facilitating the reporting of errors and workflow completion The following is an example of the screen Payment Profile Notification Templates A Ka Cancel Show Ae List TE M Paroi Details Notification group Template name Payroll Notify on file eror Finance Director User m Notify an wordlow completion User Figure 78 Payment profile notification templates 5 14 1 Creating a new template To create a new Template follow these steps 1 Click L1to create a new template object The new item will appear as a default Template name in the Details tab in the lower panel Overtype or replace this name with the name you wish to use You can now choose if you want to provide notifications for errors and or completion For error notification you need to specify whi
71. 30 11 2011 16 11 2011 Structural T_ Report Type Name Report Created Date Status i ePAY Summary Payroll Summary Report 16 11 2011 14 17 58 ePAY Detailed Payroll Detailed Report 16 11 2011 14 17 58 ePAY Warnings Payroll Waming Report 16 11 2011 14 17 58 Reference WS Credits Debits a t Eater Service ID SZ allenic 63 000005 Payroll 44 949 0 00 22 11 2011 22 11 2011 Bacs 123456 1611 2011 Structural Te 6 000004 Payroll 44549_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ a 000003 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 1611 2011 Structural Te 000001 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te Figure 93 Expanded submission reports list Double click to open a report or select it and click L Selected reports can also be printed E emailed El or exported Lx If you cannot find a specific report search tools are provided to assist you 6 3 1 From the payment wizard Once you have started the Payment Wizard you can view reports directly on the current submission by clicking the Reports button on the right of the Submission Details area of the wizard A number of reports are normally available to view for a submission provided you have permission to view them in which case you can view the reports immediately by double clicking the report name or selecting the report and clicking UL Examples follow Document Edition Date 0
72. 38 Figure 139 Repon RE e EE 140 Figure 134 Report Delivery recipients ccccseecccccsseceeeeeseeeeeeeeeeeseeseeeeseaeeeeseaseeesseeeeessaeeeesaeeeeesseneensnaeeees 141 FIGUKE 1 35 SelECL report dl so 142 Figure 136 Select email recipients dialog nnn000nnne000nnnnnnennnnnosrnnnresrnnnreosrnrnrnssnrrrrssrnrrrrsnnnrrensrnrreesenrerenne 142 Figure 137 Report Download Activity Screen iii da 143 Figure 138 Report Download Activity expanded cccccccooocccncccccocconcccnnnncnnnonnnnnonnnnnnnnnnnnnnonnnnnnnnnnnnnrnnnnnnnnnrannns 144 Figure 139 Cnoose Columns dial sii a ad 146 Figure 140 e Ee ie Re 146 Foure E Ak GONG LEO FOCI ares et eet de eet de tac ue ed ate et ease etal Peale sade oes detected 147 Figure 142 Web el 148 Figure 143 Albany Support Web Page 149 Figure 144 Failed to Connect message 151 Document Edition Date 04 07 2012 Ix 1989 2012 Albany Software Limited User Guide Albany ePAY Foure 1457 Fale message E 152 Figure 146 Unable to import input Te 153 Figure 147 Bacs User Certificate expired OF MISSING cccccccooonccnnocononcnnnnonnnncnnonononnnnnononnnnnnnnnnnanennnonnnanennnnss 155 Figure 149 KEE 157 Figure 149 File Hanging alada A IA Widest 167 Document Edition Date 04 07 2012 X 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 1 Introduction Introduction Welcome to the Albany ePAY user guide This document is designed to complement the
73. 4 07 2012 98 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Reports Viewer E deb Print amp J z Gei Ei UE B a 151 68 Backward GI Forward fac ei gt Gi Le EE ee Pe ee ee IIA 5 aa paG EEN a Albany e 4 small business edition Validation Report Summary Monthly Payroll Albany ePAY Submissionret 000004 Currency Sterling SUN 000001 Bacs Transactions summary Total Rejected Accepted Bacs limits transactione Total amount transactione Feiected amount transactions Accepted amount exceeded 24 44949 49 U 0 00 24 44 949 49 No Transaction summary Contras Sort Account Accepted Tm Processing Payment Statement code number Account name amount code date date reference 00 00 00 00007595 ALBANY SOFTWARE 44 949 49 17 21 Apr 2010 22 Apr 2010 00000401 MONTHLY e Figure 94 Summary report example Document Edition Date 04 07 2012 99 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Reports Viewer ga Print En E ER ala Albany eP Y small business edition Validation Report Detailed Monthly Payroll Albany ePAY submissionref 000004 Currency Sterling SUM 000001 Bacs Sort code 00 00 00 09 00 00 05 00 00 08 00 00 08 00 00 08 00 00 05 00 00 09 00 00 08 00 00 7 00 00 00 00 00 00 00 00 Account number 10000000 20000002 20000000 BO000002 10000004 10000004 oo000008 DUU BOO00008 300
74. 5 9 Payment Promesa 52 5 9 1 Create payment E 52 5 9 2 VOM MIO Wes ad leia 58 5 9 3 EE O A EE 64 5 9 4 Dual Administration Control 68 5 10 PE OUI EC 69 5101 Import le TOM Asarco EE 71 5 102 Edit actile toma e Ee Tt e clarin a nia 73 510 3 Created New Tile TO rMal nia a aos 75 SO EXPO meto Nati EE 76 Document Edition Date 04 07 2012 jii 1989 2012 Albany Software Limited User Guide Albany ePAY 5 11 lge dl Te ACCOUN EE 78 SAT re e tee EE 78 Oi AddongNang account 78 Salle E e El Me d e EE 79 SATA Eth ancOnginalinG accOun EE 80 iio BemoveanondNaung account dd a 80 5 12 Ste lei 80 5 13 Bats SUN INTOM aUON EE 82 5 14 Payment Profile Notification Templates AAA 83 5 14 1 Creating a new TEM Cl al ee EE AE 83 ele Dele temple aaa 84 5 143 Attach toaproile 84 6 FRAMES a eee pee Res 85 6 1 Processing KE ee TEE 85 6 2 Wiza BE 86 6 2 1 ValliGation CO ala D EE 87 6 2 2 NM lef we EE 87 6 2 3 A E E 89 6 2 4 AUTO e o o id o il ee 92 6 2 5 ETag 96 6 3 SUBMISSION PE DOMS E 97 6 3 1 PONY ING payment E re EE 98 6 4 RA MSM iodo dada 100 6 4 1 ia A eevie oes 101 6 4 2 Elei EE 101 6 5 Certificate detalS unit aa 101 6 6 Pending PAYMENT AE AAA AE AAA 103 6 6 1 A e EE 103 6 6 2 Pending Screen tools src caia 104 6 6 3 SM ge TI 105 6 6 4 Delete pavment 107 6 6 5 Refresh the screen 107 6 7 o eo cma ee bacste buh ament cose telat camees 108 6 7 1 Transaction processing details AA 109 6 8 Complete paymenlS cnica
75. 5 l l CCAS O O 125 Transaction Details EE 101 Report Download Schedules Transaction limit Payment Method occ conos 126 EE ee 11 PRS tts Se a che ted CoN oe St cats ae cee a a 11 Report naming Comventons 144 l Reports 100 Transaction Drocecdure 11 EEN CH Transfer Speed EE 1 Mee 124 TPOUDIESMOOUNG me riada 150 OU dais anota 124 Backup Talle vaina dsd 150 Mark as read enred cccccccccccccucceccecccccccceccccenceneencens 123 Connect failure rs aaa talado 150 Report Download Activity O EE 143 Input files EE aa 153 Report Download Profles 125 Input Output folder ACCESS EEN 150 Returns and Advices ES Re te AEE EE TE a REE 135 Profiles EE EEGEN 154 A 139 Send failure ENEE 156 To 125 Submission TESPONSE eme 1115111111511111 151 111111 150 Submission reports e 97 131 Validation failure Ant Sege dave kissd hatte ete wd Sule hdd Ta EE ETTA Se 156 RO EE 122 Verify Update failure e EEEEEEEEEEEEEEEEEEEEEEEEEEEEEE 156 Response Messages iO 172 Unread reports PE A A O AE II DA 122 Resume payment WiZ Alesanco taba ct CD di 103 User Settings A A E O E OEE 36 Returns and AVICES nono nooo nono nn rra 135 SN OP TE Bea EE 36 Run once Add group membership ccoooocccnnccccnnocccnnccnnnnnnccnnncnnnnanonos 37 Payment Profile Schedules ENEE 67 Create DTN 37 Report Download Profile schedules 429 Delete EE 39 Schedule DISA EEE E ed 35 Dia Tee e ai EEN 39 Bank Account Validation Updates ees 28 en De Dave GEN 30 VE We Une EE 39 S Ge E EE Se NAG Cl
76. 65 Create payment profiles cccceccecsecessessesessersesereerees 52 IGT A a a 124 Greate USES od rates ans reli he ee eat oka Zeg hate te 37 Glossary EE 194 Current user activity cccccccsssscsesccsesecseseeesseeeeseeee 34 Grid ele DEE 146 Customising OMS anto cados 146 Group membership Cutomising grids 0 0 EE 37 Pinning COIUMNS seii 146 PROMOVE EE 39 Document Edition Date 04 07 2012 203 1989 2012 Albany Software Limited User Guide Albany ePAY Index EE 40 41 Payment libraries Ee 41 Attach library to payment profile 113 De idas 41 42 A DIEN er oe ee ENE ad 112 Member 37 DEMO 110 Modif V EE 41 42 RTE er Ee EE 121 le 42 EdIFCONAC IS nenna a 121 SW 9 Hold CONtaCtS coocconcncnncnrinacacarinanrnac crac rancc rn nc c anar anc aran 121 Hide Show TE 8 Import eomacts A bee ad Nee AE dE dee fee GS 116 Library maintenance cd 118 Hold or release contact recorde ccccoocccccoccccccoocnnono 121 E a E EE 114 HSBC ExPOlbeccoconononnonnnararananonoronororararar cn ro rororareraranasos 12 Pini COMAC O 118 e EE 13 Release contacts EE 121 DOM THE Tomat oreuon iia 71 Search contact edd 120 Import input file failure c e 153 Select Contactar tas 118 Import library Contacts oooononnonnoninonconcciacccincanins 116 Payment Method Report Download Schedule nnanaaannnnnnneeeeeenssrennnn reenen 126 MPLA EE 10 E eeii ma l ment MethOdS INDUL HE Tarea baaa 153 CS S i gie E fifi
77. 7 58 ePAY Warnings Payroll Warning Report 16 11 2011 14 17 58 S Reference HE Credits Debits ele ieee Paracel Eo Fecal O EE e 000005 Payroll 44 949 0 00 22 11 2011 22 11 2011 Bacs 123456 16 11 2011 Structural Te m 000004 Payroll 44 949_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ o 000003 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te a 000001 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te Figure 124 Expanded Submission Reports Double click to open a report or select it and click a examples are supplied in Figure 126 and Figure 127 Selected reports can also be printed 3 emailed or exported l using the buttons provided on the toolbar Mark reports read or unread by selecting the row s and clicking either Mark As Read or Mark Unread These buttons are not enabled until you select one or more report types Hold down the Ctrl key as you click on report types to select more than one 8 3 1 From the payment wizard Once you have started the Payment Wizard you can also view reports directly on the current submission by clicking the Reports button on the right of the Submission Details area of the wizard Detailed and summary reports are available to view for a submission ePAY Summary Payroll Summary Repot 16 11 2011 ePAY Detailed Payroll Detailed Report 16 11 2011 ePAY Warnings Payroll Warming Report 16 11
78. 989 2012 Albany Software Limited User Guide Albany ePAY Appendix D File Format Definitions E s POR Line Length Length of the line Numeric up to Mandatory Not present Not present 9999 numbers IsContra Indicates that this line definition is for contra entries True False Mandatory Mandatory Mandatory IsStart Indicates that this line begins the block of data to be read for True False False Mandatory Not present Mandatory fixed width files only IsTransaction Indicates that this line definition is a transaction entry True False Mandatory Mandatory Mandatory Field Element Document Edition Date 04 07 2012 169 1989 2012 Albany Software Limited User Guide Albany ePAY Start Appendix D File Format Definitions The starting position of the field within the line Numeric up to 9999 numbers Mandatory Not Mandatory present Length The length of the field Numeric up to 9999 numbers Mandatory Conditionally ef Mandatory Name The name of the field A list of the fields currently recognised by Albany ePAY is provided on page 171 Other fields can be used and included for reference but Albany ePAY is not programmed to do anything with the data A literal used to detect a specific type of line The data type that can be used in the field Select from the Known Fields listed Conditionally Optional Conditionally on page 171 or enter free e max mandatory mandatory 100 Free Text u
79. 989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments If you wish to continue with the payment without changes you can click the Confirm button but you need to be sure that this will not impact on payments that may be excluded as the result of incorrect information in the input file such as invalid employee bank account data on a payroll where the affected employee may not be paid In the event you are processing a payment using a separately licensed payment method such as RBS Bankline the screen may be slightly different as the following illustration demonstrates Note that the Submission Type is indicated as Bankline export file and there is no Service User Number supplied as this is not applicable Validation Authorisation Send Confirm validation Submission Details Submission Type Bankline export file Payment Date 18 Aug 2010 Payment Method RBS Bankline Reference 000001 Service User Number N A Reports e Payment File File OK Desk Transactions D There were transaction wamings Details Accepted Warnings Court Values GBP Count Values GBP Credits 27 2 525 10 Credits 27 2 525 10 Debits 0 0 00 Debits 0 0 00 DDis 0 n a DDis 0 n a Other n a n a Total 27 Total 27 These transactions will be included Figure 83 Confirm RBS Bankline 1 Reports A number of reports are available to view for the submission 2 Payment File Normally the Payment File will clearly display 9 to sh
80. AY the Smart Card issued by your sponsoring bank must be set up correctly When your card is issued the sponsoring bank will also supply activation instructions which you should follow If you have any problems with this procedure you should contact your sponsoring bank who will be able to assist with this You will need to have the Smart Card reader connected to your workstation with the Smart Card inserted 5 8 1 Check that the certificate is active You can quickly and easily check that the Smart Card is active as follows 1 Open Internet Explorer and go to the following website https oaymentservices bacs co uk 2 When prompted click the Sign or Sign amp Submit button on the web page and enter your Smart Card PIN 3 If you are successfully logged in you will know that your card is fully active If not you must contact your sponsoring bank to complete activation Once you have confirmed that your card is active you need to ensure that all the certificates from your Bacs Smart Card have been registered exported to the local certificate store on your workstation and are ready to be used for Bacs submissions Document Edition Date 04 07 2012 49 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 8 2 Register the Certificates 1 In Windows from the Start menu locate normally in All Programs the Gemplus or Gemalto menu and open either the Gemsafe or Classic Client Toolbox Lo
81. Administration Description Validate Authoris 2of3 3of3 Send Void View Det Setup Administrative functions Sei II III TD BacsReporis III poo pp DD FileFormats IL III STO General Administration po po O GlobalContacts po y LU Report Download Activity S Y UL Report Download Profiles ll O gees O ecs YY TT qq AH restan e Brest Simin AO Figure 40 Expanded permissions Under the Direct Submissions area all profiles stored on the system are listed This offers an opportunity to specify permissions for access to stages of a payment for individual users or user groups So if you need to set up a specific user or group of users to have access to some but not all of the stages in processing a particular payment you can do so here Permissions are added by clicking on a check box so that it has a check mark or removed by clicking an already checked box to remove the check mark If permissions are viewed for a single user who already has inherited group permissions these will appear as checked but disabled outlined in the following illustration in red and cannot be removed for a single user whilst a member of the group that has the permissions allocated It is possible however to allow additional permissions indicated in the following illustration with the standard green check mark Each licensed payment method is listed below the Administrative functions Descript
82. Albany ePAY User Guide Supporting software version 1 8 0 Document edition date 4 July 2012 Documents are subject to change without prior notice and with immediate effect Albany Software Limited Albany House Omega Park Alton Hampshire GU34 20 A B A NI Y T 44 0 1420 547600 F 44 0 1420 547601 info albany co uk www albany co uk Registered in England and Wales No 236601 2 1989 2011 Albany Software Limited Company Confidential All rights reserved S o f L W a r e User Guide Albany ePAY DISCLAIMER Albany Software Limited makes no representations or warranties regarding the contents of this document We reserve the right to revise this document or make changes in the specifications of the product described within it at any time without notice and without obligation to notify any person of such revision or change COPYRIGHT NOTICE This document is copyright All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of Albany Software Limited INTELLECTUAL PROPERTY WARNING The contents of this document and the software it describes are the intellectual property of Albany Software Limited The ideas contained in this document must not be disclosed to any third party TRADEMARK NOTICE Albany ePAY is a registered trademark of Albany So
83. Also any file warnings are displayed An example is shown in the following illustration File Details History Accepted Count Yalues GBP Credits d 36 30 Debits O 0 00 DDIs o nta Total 3 Figure 105 Sent payments file details Errors Warnings Source Count Yalues GBP Credits 1 0 00 Debits O 0 00 DDls O nia Other 0 0 00 Total 1 Theze transactions will NOT be included File Warnings amp Errors The History tab shows the stages through which the payment file has passed who had performed the actions and when they completed History Validated 18 08 2010 14 42 07 E Authorised and signed 18 08 2010 14 41 59 18 08 2010 14 47 48 Figure 106 Sent payments history Administrator Administrator Administrator Buttons are provided on the toolbar to refresh the screen access help and open details for a selected row In addition to the File Details and History in the lower pane you can also select a row and click to open the Transaction Processing Details dialog From this you can access reports from the processing Document Edition Date 04 07 2012 108 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments 6 7 1 Transaction processing details Select a payment row in the grid and click to open the Payment Details form See paragraph 6 6 3 for more information You can also view Summary and Detailed Reports on the Re
84. Day Configuration Chapter 4 System Setup Time at which to start the end of 2759 L Cr day processes l Save Run every working day at 43 59 starting on 19 Dec 7011 On public holidays dont run Report Collection How long n days a Live orfal 0 5 1 See Test submission remains at Collect Reports status awaiting retrieval of the associated Input File s before moving to a status of Complete Figure 17 End of day configuration In this screen you can set the Time at which to start the end of day processes using the spinner provided Normally this time will be at the latest time before midnight at the end of a working day to allow for all processes for that day to be conducted The date is automatically set from the current day Click the Save button to save the changes 4 2 1 Report Collection This section allows you to specify the period for which Live or Full Test submission report data is held before transfer to Complete status Use the spinner arrows to set a required value from 0 to 30 days and click Save The default period is set to 30 days 4 3 Purging and Archiving Navigate to System Setup Purging and Archiving An example of the specific area of the screen is shown in the following illustration Document Edition Date 04 07 2012 20 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup Purging and Archiving a Cancel Show Ae List EI Aud
85. E E GN GN N N Co do al O1 Document Edition Date 04 07 2012 179 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1016 Bacs Your A technical error has occurred Please try retransmitting the submission If issi the problem persists please contact Bacs Please try retransmitting the submission If issi the problem persists please contact FPS been rejected Bacs You have submitted a multifile The payment files should be sent in submission has Submission however as you separate submissions If you have any been rejected are not a bureau service user concerns please contact your sponsor to this is not permitted discuss your profile for Bacs Payment Services been rejected not linked the problem persists please contact your sponsor to discuss your profile for Bacs Bacs Your You are submitting on behalf of Please ensure the submission is sent by a submission has la service user to whom you are contact associated with the service user If Payment Services been rejected not linked problem persists please contact your sponsor to discuss your profile for Faster Your You are submitting on behalf of Please ensure the submission is sent by a submission has la Corporate to whom you are Contact associated with the Corporate If the Payment Services been rejected you have any concerns please contact your sponsor to discuss your profile for Bacs Bacs Your You do not
86. Eed EE 35 Figure 33 Dual Administration Pending message cccoocccnccoccnnccconnncoconcnnnnnnnnnnnnnnnnononnnnnnnnnnnnonannnnonannnnennananess 36 Figure 34 Group memberebn nne 38 Figure 35 Active group Ban Ee e EE 39 Figure 36 Dual Administration Pending WEE 40 Figure 375 Permissions Soria a ooo 43 Figure 38 Users tab showing group memberen 44 Figure 39 Groups tab showing Membership ica da is 44 Figure 40 ern ehn Ee TEE 45 Foue 41 lait Ree Ee EE 45 Figure A2 APPrOvVal Pending BEE 48 Figure 43 Permission changes pendmg cccccooccnnccnnccnncconcnnccnnnnncononcnnonnnrnnnonannnnnnnnrnnnrnnnnnnnnnnrnnnnnnrnnrnnnrnnconanennss 48 Figure 44 Bacs user certificates screen 0 0 ecccccseeccccaeeeeeeceeeeecaeeeeeaeeeeeesseeeesseeeeeseaeeeessaeeesesaneessseeeeeesseeeenens 49 Figure 45 Certificate selector dialog ccccooconccnnccononconncnonancnnncnonancnnnononnnnnnnononnncnnnnnnnnnrnnnnnonanrnnnonnnancannns 51 Figure 46 Dual Administration Pending Message cccooccnccccncnncononnnnoconcnncnnnnnnnnnonnnnononnnnnnnnnnnnonannnnonnnnnnennananes 52 Document Edition Date 04 07 2012 vii O 1989 2012 Albany Software Limited User Guide Albany ePAY FIGURE A Protile descriptos lados 53 Figure 48 Processing rules BASIC view 54 Figure 49 Processing rules Advanced view 55 PIQUE 507 Al aGh pa Menta 56 Foure St Report delivery Seting EE 56 PIQUE O25 EI UR SLY Seting EE 57 Figure 53 ere lee e E e EE 60 F
87. LBANYCA DC alban Figure 45 Certificate selector dialog a The default option is normally to browse for Smart Card Certificates If you use a Smart Card continue with this option If your certificate is not automatically displayed in the grid at the bottom of the window click to check the Show All Certificates check box Select your certificate from the list and click OK to close the dialog box The remaining read only fields are populated with the relevant information for the certificate you selected b If you use HSM as your signing solution the HSM Certificates area of the dialog box will be active allowing you to search for and select the HSM certificate Enter your HSM Logon and Pin and the appropriate Slot Id 5 When you have checked that the information displayed is correct click lal to save the record for the new certificate Payment Settings Use the menu on the left or the links on the right to select specific areas Items contained in this area can include a Payment Profiles paragraph 5 9 a File Formats paragraph 5 9 4 Originating Accounts paragraph 5 11 E Bacs Limits paragraph 5 12 El Bacs SUN Information paragraph 5 13 m Payment Profile Notification Templates paragraph 5 14 If Dual Administration is active for Payment Settings see paragraph 4 6 when a change is made to the Payment Settings a message similar to the following will be displayed on screen Document Edition D
88. Ledger Bacs Manual Structural te da Enicrption Demo Albany Ledger Bacs Manual Structural te S Manual Payments Albany Ledger Bacs Manual Structural te EF Manual Collections Albany Debits Bacs Manual Structural te Figure 79 Payment profiles detailed list Validation database While you are using the wizard sort codes and account number types will be validated against a sort code database This database should be updated once a month on a schedule however if the connection cannot be established for this to take place you may see the following bar appear on the screen The bank account validation database is out of date Please use the Update option in the System Maintenance function to check for new updates Figure 80 Validation database update required Details on updating the database is described in paragraph 4 7 1 and scheduling for automatic update is described in paragraph 4 7 4 If you cannot update the database successfully refer to paragraph 11 9 for troubleshooting help Run payment profile To run one of these profiles either double click the profile you wish to run or select it and click This will start the wizard to take you through all the steps When the payment profile is initiated the location of the payment file specified in the profile is accessed and the information it contains is read by the system to determine the detail for the payment This may or may not include library detail see chapter 7
89. Navigate to Reports Report Download Profiles In the Report Download Profiles screen on the right existing profiles will be listed in the upper pane To create a new profile click LI A new profile item is created In the Report Retrieval tab replace the default Name for the new item with a useful descriptive name At this point you should save the profile even though you may not have made any specific selections Once saved you will see that the Schedule button in the Report Retrieval tab is enabled Document Edition Date 04 07 2012 125 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Report Download Profiles Show As Details A A Cancel Name Payment Method new tem Report Retrieval Name Payment Method Bacs 5 Retrieve all Retrieve all unread reports eporttype Arrival reports AWACS reports Input reports Test input reports ARUCS reports ARUDD reports Generic test input reports Last Run Date Last Run Status Next Run Date Schedule Retrieve a filtered list Previous D All Include generic test reports Onby unread reports Figure 119 New Report Download Profile There are a number of options presented in the tab to allow a precise configuration to specific which reports will be included based on several possible criteria These are a Payment Method Any licensed payment method can be selected for report retrieval from th
90. OL1 your solution record of your submission was not the same as the _ supplier service user number your software included in the HDR1 record Document Edition Date 04 07 2012 177 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1302 FPS Your submission There is an error in the structure of your single file Please contact has been rejected submission The service user number in the VOL1 your solution record of your submission was not the same as the supplier service user number your software included in the HDR1 record 1303 Bacs Your submission There is an error in the structure of your submission Please contact has been rejected The file identifier in the HDR1 record was not equal tolyour solution the file identifier in the XML payment file header Supplier has been rejected The file identifier in the HDR1 record was not equal tolyour solution 1303 Your submission There is an error in the structure of your submission Please contact the file identifier in the XML payment file header has been rejected The service user number in the HDR1 record was your solution invalid 1304 Your submission There is an error in the structure of your submission Please contact 1304 Your submission There is an error in the structure of your submission Please contact has been rejected The service user number in the HDR1 record was your solution Bacs Your submission has There
91. ON EE 23 4 4 1 TEE HE ee 23 4 4 2 PROXY Settings EE 23 4 5 A AA A 24 4 6 Dual Administration SEN Ee 24 4 6 1 A ON 25 4 6 2 A AN 27 Document Edition Date 04 07 2012 ii 1989 2012 Albany Software Limited User Guide Albany ePAY 4 6 3 PNG UINICAU ONS ance est ec A tseaaeh oe data 27 4 7 System E e E En e sins 27 4 7 1 Bank ACCOUNT V AIIGALION EE 28 4 7 2 Automatic WACK UD SE 28 4 7 3 Nonm Processing DAYS casa aaa 30 4 7 4 EOI Schedule tias iaa iii ia 30 5 Ateliere tele EE ER Bet 8 EE 32 5 1 Dual Administration Changes ssassn e ai ea 32 5 1 1 Sne 33 5 1 2 Accept e E at 33 5 1 3 Show Pending Or All WeQUeCSIS EE 33 5 1 4 EE dee 33 5 2 EE EE EE ee ee 34 WSS de Le aes eh cs o ae Oates lean ute ts 36 5 3 Be Lee BEE 36 5 4 BEE 36 5 4 1 BEE 37 5 4 2 BIZ ee EE 39 5 4 3 Maintaining user accounts E 39 5 4 4 Dual Administration Control 40 5 5 ele 40 5 5 1 real drops EE 41 5 5 2 MOGITY group detalla a ees eee 41 5 5 3 Delle e e EE 41 5 6 COMM ACIS A A Mek ele kh A ee net ee 41 5 6 1 Geale COMLAC IS ois tc tee 41 5 6 2 Modify CONTACT Ce tall Stevia kes ict e eee 42 5 6 3 RTR e GE 42 5 Staue LEE 42 5 7 1 PS 44 5 7 2 ROU S tara diia 44 5 7 3 Modify etc Ee CN 44 5 7 4 N T 2576 TE 46 5 7 5 Administrative TUNCUONS ii nnne 46 5 7 6 Dual Administration tad id 47 5 8 Bacs User der 48 5 8 1 Check that the certificate Ce EE 49 5 8 2 Kielener 50 5 8 3 Associate a user Bacs User Certificate and GN 50 Sud 51
92. Payments oe ee Aa a 4 110 0 GEET D EE P EEE A Peto Cha Debits a Payment rich Payment SE a E Cs rie PRI 000009 Payroll 43 442_ 0 00 09 12 2011 09 12 2011 Bacs 123456 16 11 2011 Structural T_ 000008 Payroll 40 763_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ ag Report Download Profiles 000007 Payroll 41 339_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ Report Delivery 000006 Payroll 44 9_ 0 00 30 11 2011 30 11 2011 Bacs 123456 16 11 2011 Structural T_ Ges Report Download Activity o 000005 Payroll 44949 0 00 22 11 2011 22 11 2011 Bacs 123456 16 11 2011 Structural Te 000004 Payroll 44949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ o 000003 Payroll 44 949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te o 000001 Payroll 44949 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural Te Figure 92 Compact submission reports list Click to the left of a submission row to view the available reports for that submission i Blea Je U Reference ME Credits Debits eeh a et eae Service ID SZ SE m 000009 Payroll 43 442_ 0 00 09 12 2011 09 12 2011 Bacs 123456 16 11 2011 Structural T_ w 000008 Payroll 40 763_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ a 000007 Payroll 41 339_ 0 00 18 11 2011 18 11 2011 Bacs 123456 16 11 2011 Structural T_ a 30 11 2011
93. User Guide Albany ePAY Chapter 5 Administration 5 7 1 Users tab When the Users tab is active and a user selected the pane to the right will display the groups that the user is a member of This may be a single group or many but will normally be at least a single group Users Groups Search Selected user is a member of e a administrat Meios GG amp Manager 1 Manager 2 2 Manager 3 User 1 Figure 38 Users tab showing group membership 5 7 2 Groups tab When the Groups tab is active and a group selected the pane to the right will display the members of the selected group Not all groups have to contain any members some will contain one or two and others may contain many Membership depends on the size and requirements of your organisation Users Groups Search Users who are members of this group RD RD De EI EI E amp a ta ha Manager 2 admins Managers Figure 39 Groups tab showing membership 5 7 3 Modify permissions For a group or a single user activate the appropriate tab and select the group or user for whom you wish to modify permissions In the upper area related items are listed together for ease of access such as Administrative functions If necessary expand the appropriate permissions area by clicking the nn symbol beside it Document Edition Date 04 07 2012 44 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5
94. View file details button File Details form In this dialog information on limits can be viewed by clicking Limit information The Limit Information dialog displays the account limits applying to the payment file and the current limit usage with values for remaining credit and debit limits a View transactions button Transaction Details form This form is described in paragraph 6 4 1 a Change Assignee button Reallocate Task This feature is designed so that where necessary a task can be reassigned to another user who has been assigned appropriate permissions Clicking the Change Assignee button will open the following dialog Select the name of the alternative user and click OK to complete the assignment Document Edition Date 04 07 2012 106 O 1989 2012 Albany Software Limited User Guide Albany ePAY 6 6 4 6 6 5 Chapter 6 Payments Select a userto allocate this task to SystemUser Administrator Figure 104 Change Assignee You can also view reports on the Reports tab These are the reports that were created in the first stage of the processing wizard See paragraph 6 3 Submission reports for more information You can view reports on the Reports tab These are the reports that were created in the first stage of the processing wizard To view a report double click its row or select it and click The report will open in a Separate window from which it can be viewed printed emailed or exported You can a
95. WIFT BIC standard BICs can comprise of 8 or 11 characters and include a bank code 4 characters a country code 2 letters a location code 2 characters and an optional branch code 3 characters Branch A Branch is a department or office of a financial institution identified by a sort code BUN Bureau User Number this is the identification number allocated by Bacs for use by one Bureau submitter business when sending files for multiple businesses which may or may not be legally or financially linked to the bureau The number is used by the Bacs clearing service to trace the submissions back to the originating submitter The BUN is provided to the business by the bank and always is prefixed with a B to differentiate it from a SUN followed by a 5 digit number Bureau The role of the Bureau is to deliver payments via the payment services at VocaLink commonly referred to as Bacs on behalf of its customers A Bureau is accredited by Bacs undergoing rigorous inspections at regular intervals Different categories of bureaux are Commercial Submitting data to Bacs on behalf of a totally independent third party customers Bank offering members service direct In house commercial group working solely for the group and submits data to Bacs incorporating either a single company that has different user numbers for different applications or a company group where each individual company has its own user number s Calenda
96. Y Chapter 6 Payments If you are using RBS Bankline payment method you will move directly to the Export stage in which case you will merely need to click the Export button and the wizard will be complete without signing In this case the history will record as Authorised and Exported or Confirmed and Exported as applicable The file will have an information message recorded against it that specifies a successful export of data detailing the path and filename written this will be displayed in the final step of the wizard Once all required authorisation stages are complete including signing at one of the stages the payment is ready to send The next step of the wizard will reflect this The payment is now ready to send If progress is restricted depending on system settings a suitable message will appear on the form You must click Finish in this case Another user will complete the wizard in order to send the payment If there are no restrictions you may continue with the next step 6 2 5 Send Whether you are proceeding directly from the final authorisation step or only have permission for the sending step and are now joining the process the result is the same If you are joining the process you will have done so from the Pending screen As during the Validation step you can access the submission reports for more detailed information by clicking the Reports button You can also view and even change the certifica
97. Your submission There is an error in the structure of your submission Please contact has been rejected The count of credit payment instructions in UTL1 is not your solution supplier FPS Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier Your submission There is an error in the structure of your submission Please contact has been rejected The count of Direct Debit instruction records in UTL1 is your solution not all numeric supplier Your submission There is an error in the structure of your submission Please contact has been rejected The count of credit payment instructions in UTL1 does your solution not contain the correct count of credit payment supplier instructions and debit contra records since the preceding UHL1 record Your submission There is an error in the structure of your Submission Please contact has been rejected The count of credit payment instructions in UTL1 does your solution not contain the correct count of credit payment supplier instructions since the preceding UHL1 record Your submission There is an error in the structure of your Submission Please contact has been rejected The count of debit payment instructions in UTL1 does your solution not contain the correct count of debit payment Supplier instructions and credit contra records since the preceding UHL1 record Your submission There is an error in the structure of you
98. acs Payment Schemes sort code related information as well as information held in the Reeds Sorting Code Directory Albany s account validation and collections management solutions utilise the EISCD to perform fast accurate validation of account numbers and sort codes see also EISCD International Organization for Standardization Internet Service Provider A financial limit agreed with the sponsoring bank on an individual account to restrict the value passing through that account for a fixed period Local Master Key The LMK gives the HSM an identity that is unique to the organisation using that HSM The LMK is backed up to Smart Cards which are used to restore the HSM in a Disaster Recovery situation The process of the paying bank accepting the Direct Debit Instruction DDI 199 1989 2012 Albany Software Limited User Guide Albany ePAY Term or Abbreviation Migration AUDDIS Modulus Checking Non interactive Z O O Z Originating account Outside line dialling prefix Payment date PDF PIN PKI Appendix F Glossary Definition or Description The process by which an originator transfers non AUDDIS Direct Debit Instructions DDIs to the automated AUDDIS system see also AUDDIS Modulus checking is used by Albany s solutions to check the validity of account numbers for a sorting code This allows organisations to check the possible validity of account details prior to submi
99. addresses have been set up and recipients are able to receive them you can arrange for reports to be emailed to one or more users groups or contacts You can also arrange for reports to be automatically exported to a file location you specify Navigate to Reports Administration Report Delivery You can create one or more report delivery settings as required Click LJ on the toolbar In the Report Delivery tab in the lower pane type a name for the settings This name must be unique It is useful if the name you choose describes which reports will be included Document Edition Date 04 07 2012 139 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Report Delivery ed AN Cancel Show As Details E gt Name Active Email Recipients Export to i Processing Reports Report Delivery Name Processing Reports Active On Hold ePAY Processing Reports FP Bacs Submission Reports Bacs Retums and Advices Submission Summary E Input Bacs E Input Faster Payments Fl AWACS E DDICA E UAC User Copy E UDD User Copy E Withdrawal E Unknown Figure 133 Report Delivery screen 8 6 1 Select SUNS You can choose to select reports that relate to any SUN registered in Albany ePAY by clicking the filter arrow to the right and selecting one or more from the list provided You can also select all SUNs from this list or click the All checkbox to the left If necessary you can
100. aid Direct Debits to the originator and its Bank AUDDIS Automated Direct Debit Instruction Service a way of sending a message electronically via Bacs to set up a Direct Debit Audit trail A regressive process that allows you to see how users and groups are using the system Authentication A method of confirming the identity of a Smart Card in conjunction with a PIN It is also the process of determining whether someone or something is who or what it is declared to be In private and public computer networks including the internet authentication is conducted commonly through the use of logon passwords Knowledge of the password is assumed to guarantee that the user is authentic Each user registers initially or is registered by someone else using an assigned or self declared password On each subsequent use the user must know and use the previously declared password AWACS Advice of Wrong Account for Automated Credit Service BAB Bacs approved bureau a commercial bureau awarded approval status by Bacs for payment processing on behalf of others BACS Banks Automated Clearing System Bacs Ltd Bacs Payment Schemes Limited This is the membership based industry body which promotes best practice amongst those companies who offer automated payment services and is responsible for the associated payment clearing and settlement Document Edition Date 04 07 2012 194 1989 2012 Albany Software Limited User Guide Albany
101. ailable non processing days in the future sorted in ascending date order Any stored dates earlier than the current system date are not displayed The following illustration shows the default schedule for Non Processing Days This can be changed to suit the requirements for each organisation socio EEN Name Non Processing Days Please select the recumence options for this schedule O Diaby Every 28 day of the month Weekly EE Time ao Connect to Albany to retieve data at 23 00 00 4 Range of Recurrence Start Date 30 01 2012 le 31 12 9998 Figure 29 Default Non Processing Days schedule Using the options provided this can be changed to a weekly or even daily schedule if deemed necessary lt is worth considering the issues with an increase in scheduling frequency where it may have an impact on performance Albany Software Ltd considers a monthly schedule suitable for most organisations Document Edition Date 04 07 2012 31 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 Administration Administration is conducted by a specific type of administrative user who can set up the initial access rights for anyone using the system This includes all users and their permissions within the system This administrator depending on the licence purchased may also be able to set up groups of users and their permissions This area of the application provides three groups of a
102. allowing for the rule title and its associated value A third column provides a short description of each row when selected The rules are grouped as follows in the Advanced view the payment methods visible will depend on those licensed and those selected on the Profile Description tab a Bacs Three Day Specific Rules a Faster Payment Specific Rules General Bacs Rules e General Rules These apply to any payment regardless of chosen method Your system may also be licensed for other payment methods which in turn may have their own rules grouped and attached such as RBS Bankline or HSBC Export Document Edition Date 04 07 2012 55 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration In either the Basic view or the Advanced view a short explanatory description for the currently selected rule is displayed in the right hand panel For more information see Appendix A Payment profile processing rules in which more detailed notes are provided to assist you If you wish to see more of the rules on screen at a given time click Lal to expand the tab This will cause the contents of the Processing Rules tab to fill the available client area of the application Click ld will return the client area of the application window to what it was before Alternatively you can move your mouse pointer over the area dividing the upper and lower panes until the pointer icon changes to then click and drag u
103. alue 10000 00 Transaction credit limit value 20000 00 File limit Limit type Periodic limit parameters days File debit limit value File credit limit value Figure 74 Bacs Limits Screen Click 11 the application creates a new item in the item list below Select the originating account to which you wish to apply limits from the originating account drop down list in the Details tab Select the Bacs SUN to associate with the originating account from the Document Edition Date 04 07 2012 80 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Bacs SUN list Click to apply either Item limits or File limits using the options Item limits apply on a per transaction basis for individual transactions there for if you select Item limits you must enter values for credit and debit limits If you select File limit select a period over which the limits will operate from the Limit type list If you select Periodic you must then specify the number of days from the adjacent Periodic limit parameters days box Then enter the debit and credit file limit values Details Limit Usage Limit Originating account EXPENSES Le Bacs SUN 100000 tem limit Transaction debit limit value Transaction credit limit value File limit Limit type Feriodic Periodic limit parameters days 144 File debit limit value 10000 00 File credit limit value 20000 00 Figure 75 Bacs limits When you have entered the information c
104. apter 5 Administration Select the location and name for the file Network Path C Program Files amp 86 Albany ePay Client Ey ePay Client File Size Boa Coig D Ea log Da Resource Ea XSL Ce ePay Server H a Support E r Analog Devices co Avaya DC Common Files SA IcoFX 1 6 a InstallShield Insta Ee Internet Explorer DICH Microsoft Office ca Microsoft SDKs Ee Microsoft SQL Ge DCH Microsoft SQL Se Ee Microsoft Synchr a Microsoft Visual a Microsoft Visual O i B0 Microsoft Visual m t Payroll xml Figure 72 File format export 3 Select the folder in which you wish to store the exported file format 4 Click OK to save the file Click Cancel at any time without clicking OK to abort the export Document Edition Date 04 07 2012 77 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 11 Originating Accounts Originating accounts reference data is setup in the Originating Accounts screen To access this screen in the navigation area select Administration and under Payment Settings select Originating Accounts An example of this screen is shown in the following illustration Originating Accounts gt Ka Cancel Show As List TE Le ANOTHER ACCOUNT e EXPENSES Details Originating account Account name ACCOUNT NAME Description Main account Sort code 000000 Account number 00001111 Account type Main acco
105. as supplied in the UHL1 record If you submission will have any concerns please contact your be overridden by sponsor Bacs The submission will be processed on the processing day This is was supplied in the UHL1 record If you required for the file type have any concerns please contact your sponsor esch sch dl O1 00 N Bacs Please contact your solution supplier structure of your submission the work code in UHL1 was not a valid work code Document Edition Date 04 07 2012 184 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1508 FPS Your submission There is an error in the has been structure of your rejected submission the work code in UHL1 was not a valid work code Your submission There is an error in the has been structure of your submission rejected be numeric There is an error in the structure of your submission Your submission has been rejected be numeric Your payment file has been rejected The processing day in your submission file is not valid It should be same as earliest processing date defined in the start submission header the processing day was supplied in the UHL1 record The Submission file is rejected Standard debit and credit response codes Code Service Message Message 1931 Bacs Your submission There is an error in the account details of a payment instruction A destination sorting code was
106. at will facilitate the merging of data when a processing file is used in addition to a payment library It becomes the account reference This can be created in one of three ways selected from this box From source file this takes the account reference directly from the import source file Auto increment this will create a unique number for each contact record incrementing the number with each new contact record as it is added Sort code account number this generates the key automatically from the known sort code and account number for each contact record by concatenating the two together as one long number so sort code 00 11 22 and account number 01234567 will become 00112201234567 providing a unique key for the contact kep i From source file Suto ncrement T Sort code account number This check box is populated by default so that all bank account details will be validated against the validation database for more information on the validation database refer to paragraphs 4 7 1 and or 6 2 1 Set all items Select this check box if you want all items in the library to be put on hold so that payments on hold cannot be processed allowing further checks after the import is complete Set new items Select this check box if you want only new contact records added to the library as a result of on hold the import to be put on hold Updated items are not put on hold Set updated Select this check box to put any contact records
107. ate 04 07 2012 51 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Figure 46 Dual Administration Pending message Click OK to close the message Changes are accepted or rejected by another qualified user before they are visible see paragraph 5 1 2 The message will vary depending on the change addition or deletion made 5 9 Payment Profiles The Payment Profiles screen allows you to setup and maintain your payment profiles Payment profiles are at the heart of the software and contain all the processing rules which must be applied to payment files and submissions before they can be submitted to your Clearing and Settlement Mechanism CSM A payment profile contains supporting information required to allow payment files to be submitted This includes for example valid payment methods SUN date handling rules the file format definition what processing steps need to be undertaken workflow From the Payment Profiles screen you can create completely new profiles or edit existing ones To edit a profile click on it and the application displays the stored settings for it in the Details panel at the bottom of the window 5 9 1 Create payment profiles To create a payment profile select Administration and under Payment Settings select Payment Profiles The Payment Profiles screen is displayed on the right If this is the first profile created and none already exist you have a single op
108. ated the wizard displays the file path and the name of the working input file in the status bar unless this feature has been disabled Document Edition Date 04 07 2012 89 1989 2012 Albany Software Limited Albany ePAY User Guide Chapter 6 Payments Company Payroll Validati Ka e Confirm validation 5 gt E4 Ce Validation Authorisation Send Submission Details Submission Type Structural Test Payment Date 30 Nov 2011 Payment Met d Payment File v File OK Transactions O There were transaction errors Count Values GBP 1 0 00 0 00 1 1 mia 1 0 00 Je 4 These transactions will NOT be included Bacs 22 30 4 MULTI CAData Files Input Figure 82 Confirm validation Where there are errors or warnings as shown above you can examine the issues and if necessary make changes to the input file Click the Details button to the right of the error or warning symbol to view the information See also paragraph 6 4 Errors and warnings can include the following E File warnings An example of this might be where ePAY identifies a potentially duplicated payment file that has been previously submitted a Transaction errors An example of this might be an input file requesting payments for zero values m Transaction warnings An example of this might be payments requested for bank account details that are not supplied in the verification database Document Edition Date 04 07 2012 90 1
109. ave a small number of records to add or even a single record this is possibly the simplest way in which to add the record Ensure that the correct library is selected If the wrong library is active select Libraries in the navigation pane and double click the library name on the right This will activate the library so that its name appears in the title bar for the newly created Payroll library You will see that its name in the title bar includes the word Contacts Each record in the library is referred to as a contact To add a single record click A new record is created and the lower pane is enabled All the information is optional i e you can save the record without adding any data This allows you the flexibility to complete only as much as you need Once you begin to enter information however you may find that other information will be required An example of this is the Destination account area If you complete any part of this you must complete it all In the lower pane you add information for the payment as follows Document Edition Date 04 07 2012 114 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager Item Description Details This area is for the payment details Complete this if the amount is known particularly for a single payment If the payment is to be regular such as monthly and always the same amount this can also be entered with confidence This is normally an int
110. ayment Bacs 22 30 4 MULTI Cipath and name_ot_file_in_process Figure 84 Authorise 1 of 3 In the bottom right of the form you will see a checkbox labelled Sign this payment By default it is checked When this box is checked signing will be required when the Authorise buiton is clicked If you are unable or do not wish to sign at this stage click in the box to remove the checkmark If only a single authorisation stage is configured this box cannot be unchecked and the payment must be signed If you are unable to do so you cannot proceed Document Edition Date 04 07 2012 92 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Authorisation with signing must be conducted in at least one of the authorisation stages No matter how many stages have been configured if the final authorisation stage is reached without being previously signed it must be signed before authorisation can be completed In this case the Sign this payment checkbox will be checked and disabled so that it will not be possible to continue without signing Once the payment has been signed the checkbox will no longer appear on later authorisation stages Payroll Authorise 3 of Authorise 3 of 3 rh SE Ga Validation Authorisation Send Submission Details Submission Type Structural Test Payment Date 24 Dec 2010 Reference 000006 Payment Ale v File OK Transactions v Transactions OK wi Authorised 22
111. bany ePAY Chapter 3 Basic Concepts responsibility of the bank building society that receives the output on their behalf and then passes it to them 3 4 Transaction limit The transaction limit for a Bacs transfer is 999 999 999 99 however this amount will also be dependent on limits agreed on a per customer basis 3 8 Faster Payments Service The Faster Payments Service FPS enables electronic payments made over the Internet to be processed in hours rather than days This service runs alongside the existing Bacs three day service This payment method operates a one day cycle but may process in as little as two hours from submission and is also referred to as Faster Payments Use of Faster Payments or any other payment method using Albany ePAY is licensed separately 3 8 1 Processing period It is possible to send payments on a 24 hour basis although you should check with your bank when transactions occur close to midnight on any given day This operates seven days a week excluding British bank holidays 3 8 2 Procedure Transactions are processed into Albany ePAY and a decision is made regarding whether the transaction file may be processed by Faster Payments or whether it needs to be sent through the three day service Once the decision is made that the transactions can be sent via Faster Payments a date normally today is selected If it is not possible to process the task via Faster Payments the three day service is
112. bany ePAY Chapter 7 Payments Manager Navigate to Payments Manager Libraries and double click the library you wish to import contact records into on the right This topic describes the method for importing contact records from a file You must have a suitable file with the data as well as a correctly set up File Format that will define the columns in the data file so that the contact records can be imported successfully with data mapped to the correct locations Click r the Import Contacts dialog will load Settings 7 Progress Fle Information File File format Import Actions Merge type Transaction code Key Validate account details Set all items on hold Set new items on hold Set updated items on hold Figure 110 Import contacts dialog In the File Information area click l to the right of the File box This will open a Directory Browser dialog in which you navigate to the location for the file you wish to import Select the file name and click OK You will now need to select the File format definition to use with the imported contacts Click the arrow to the right of the File format box and select the file format you wish to use with the selected file as shown in the example below Fle Information File C ePAY Data Unput Files Albany Supplier csv m File format Payments Manager Contacts Import Actions e Figure 111 File format import If the file format you need is not al
113. being locked out If this occurs contact your system supervisor You may also be requested to change your password from time to time Close the application When you wish to close the application click the X button in the top right corner of the window The main application window will close and you may also see the following message as connections to the Albany ePAY database are closed Closing server connections please wait Figure 4 Logging off Change password The rules concerning your password will vary depending on your system set up You may be required to change your password on a regular basis and this may include rules about the type of password and whether or not you are permitted to reuse an old password You must check with your system administrator for details on the rules If you are forced to change your password for any reason including a routine change at the point of login there will be a check mark against the Change password one logged in check box highlighted in red in the following illustration Once you have logged in with your old password you will be required to enter a new password in accordance with the system rules Document Edition Date 04 07 2012 5 1989 2012 Albany Software Limited User Guide Albany ePAY 3 5 Chapter 3 Basic Concepts Enter your usemame and password Usemame Administrator Password Change password once logged in Figure 5 Forced password change You
114. can also trigger if your system permits a manual change of password To do this click in the Change password one logged in check box at normal login You should enter your old password to login as usual You will then be required to enter the new password in the Change password dialog that will load immediately after login You must repeat entry of the new password to avoid typing errors Enter your new password in both the boxes below New password Repeat new password Figure 6 Change password dialog Click OK once you have successfully entered the new password twice Interface Albany ePAY is designed to maintain a simple look and feel As with any window Albany ePAY can be maximised minimised or resized according to your requirements Document Edition Date 04 07 2012 6 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 3 Basic Concepts a Albany ePAY New Start manual processing for selected Payment Profiles Pending View or action payment files for which processing has started but have not been sent Sent b View payment files that have been sent but for which J activity is not yet complete Complete View payment files that have been sent reconciled and funds collected paid Figure 7 Application screen 3 5 1 Status bar information The status bar is visible at the bottom of the main screen on the left This displays the current date and time the identity of the current user
115. cat S ayment profile notification QrOUDS cceeeeeee eens Input Output folder ACCESS ccccooocccccccconccnnccconnnnnnss 150 y p SE ies Payment profile notification templates 000 00000000 83 NES il ACC EE 6 Lib c EN e EE 83 a Se DESEN s Ree eet TE 52 EES BEE 56 Licence GENEE 2 Create payment protles iiien 59 LIMON ess 4 Payment profile notification templates EECHER 83 Lmt Usage taD EE 81 Report Delivery SettingS ooocoonncnnonccnocnnonccinancnanacananas 56 Links alle ee Eet Bette Ee ee dee 64 ME ee eg 148 WOT ITIO E iinei i aa e Ea a E 58 Logona EE 4 Payment SUING E 51 Maintaining YSE accGounle ono nono nro nn 39 Payment WI ed 85 Mark reports as reade pre cece ccccccccccccnnccccccenccece 123 Payment Wiza DEE EE 87 Message to Us Sites 35 EEN eeh ee 85 Modulus Checking EEN 28 PAULIN e WEEN 92 tech seat egene Al 30 Complete EE 109 OM 85 Monthly Pending 103 Payment Profile Schedules En 67 sy q BAF PO een eee te Pe A ee Pre ae een Pe 96 Report Download Profile schedules ete 129 EH ee 108 Naming conventions for reports Ee 144 SE E 86 Navigation Menu ii e dia 8 Ve Ierd EE 87 89 Height adjustment aina 9 Payments Manager 110 Width adjustment dE a E E dee de 8 Create new library eege 112 Next available date impon Library Contacts tasar casa 116 Payment Profile Schedules n00nnnnnnnn0annnnnnneennnnnnnnennenne 68 LDP ANY GOMA IS citas aa eebe 114 Non processing days Manual update 000
116. cate Certificates enter your Smart Card PIN and click Login Click Register all This will export the Smart Card Certificates to the Windows certificate store If you see a warning message that you are about to install a root certificate click Yes to confirm that you wish to do this 4 Click OK to the message that informs you that the certificates were registered and close the Gemsafe or Classic Client Toolbox 5 8 3 Associate a user Bacs User Certificate and SUN To create the association between a user a Bacs User Certificate and a SUN under Administration User Settings select Bacs User Certificates If an expired certificate has been associated and remains in the list remove the old outdated certificate before setting up the new one 1 Click the application creates a new item in the item list below 2 Select a User sign on name from the drop down list 3 From the drop down list select the appropriate Service user number for the certificate you wish to set up 4 Click Select Certificate to display the Certificate Selector dialog box Document Edition Date 04 07 2012 50 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Certificate Selector Smart Card Certificates Show All Certificates 6 HSM Certificates Logon Pin Slot ld Valid From las uer E ajr albany co uk A 08 Apr 2010 08 Apr 2012 ALBANYCA DC alban ALBANYCA DC alban 30 Nov 2005 11 Mar 2014 A
117. ccount Reference An identifier added to an originating or destination account record to aid in identification ACH Automated Clearing House a term used in the USA and other locations See CSM ADDACS Automated Direct Debit Amendment and Cancellation Service These messages are generated by changes to bank account details which affect the Direct Debit instructions set up for an account Additional Contact AC A type of contact linked to a service user An additional contact cannot be given any privileges to maintain their service user or other contacts but can still be allocated a Smart Card with privileges to sign submit payments and download reports Advance Notification The notice period normally 10 working days plus postal time given to the payer in respect of the date of debiting and the amount to be debited Agency bank Any bank participating in the Bacs Direct Debiting Scheme who is not a sponsor Amalgamation of Multiple or combined payments relating to more than one contract collected payments under a single Direct Debit Instruction DDI APACS Association for Payment Clearing Services API Application Programming Interface an interface that allows an application program that is written in a high level language to use specific data or functions of another program ARUCS Automated Return of Unapplied Credits ARUDD Automated Return of Unpaid Direct Debits this is the service that Paying Banks use to return unp
118. ceipt of order through to mplementation training and technical upport our dedicated team is on hand to uide you every step ofthe way in Ve Keeping your business exempt from major disruption is part of Albany s support service ensuring you can continue processing your payments and collections should disaster strike Failure to implement a reliable Disaster Recovery solution or contingency plan could have significant consequences for your business dont wait until ifs too late Customer Support Our dedicated customer support area features the latest product updates important information FAQ s and a variety of different downloads for Albany solutions a Direct Debit Best Practice Operating System Compatibility for Albany products u Important update required for A DAC Sip Support Services At Albany Software we offer a range of support services to ensure that you get the most out of your software Our dedicated technical support staff are available for via phone and email between 8am and 8pm excluding Bank Holidays ensuring the quick resolution of any queries you may have regarding your software or online service Our expert consultants are also on hand to provide services such as consultancy installation and project management ensuring even organisations with the most complex requirements receive the optimum configuration for their software ENRON New to Albany Our Solutions Request a Callback Subscrib
119. cel Show As Details U E Last Run Last Run Last Status Next Run a Bank Account Validation 11032012 11 27 Task Started 12032012 23 5 m Database Backup 11032012 11 24 Task registered 2 Non Processing Days 11032012 11 26 Task Completed 2603 2012 220 Details Backup Details Run Now Backup Folder C Program Files AlbanyePAY Server Backup Lo Schedule Schedule Verity backup when finished Use password Number of backups to retain 60 E Y Figure 28 Database Backup You will see that by default a schedule has not been setup indicated by the lack of information shown in the Next Run column in the upper pane Backup details that you can specify are a Backup Folder The location in which backups are stored You can leave the default path or click and browse to a different location if required The default path is that which is expected by ePAY but if the ePAY server and the SQL server are not in the same server location this path must be changed to the location that SQL server will expect In addition backups are run as a NETWORK SERVICE For this reason it is imperative that the NETWORK SERVICE user is able to read and write to the backup location If you experience any problems with backup contact your system administrator who will be able to ensure that this access is enabled a Verify backup when finished This is a SQL process checked by default It is recommended that backups are always
120. ch groups and or users should be notified in the event of an error Click L to the right of the Notify on file error box This will open the Pick Recipients dialog where you can select the individual users groups or contacts that are to receive notification of any file errors Ifa valid email address has not been set up for any user nominated to receive notifications either individually or as part of a specified group an error message will inform you of the fact when you save the template Select User Group or Contact from the Show Names from box The list below will adjust accordingly Select the identity of the user group or contact you wish to add from the list on the left and click the gt button to add it to the list on the right To add more than one item ata time hold down the Ctrl key as you click each item to select them and then click gt Document Edition Date 04 07 2012 83 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Itis important not to have email notifications sent out unnecessarily Check that the correct people or groups will be notified in each instance To remove an item from the list on the right click the item or items using the Ctrl key and click lt 6 When you are satisfied that the list is correctly populated click OK The name s of groups or users you selected now appear in the Notify on file error box User names are prefixed with U Group names wi
121. characters required in a user password The maximum number that can be specified is 100 Check this box to ensure that users must include both alphabetical and non alphabetical characters in a new password alpha characters Remember and prevent Check this box if you wish to restrict reuse of previous passwords Specify the re use of the last X number of passwords that cannot be reused in the box provided The maximum passwords number of passwords that can be held in history for this purpose is 100 Passwords expire after Check this box to specify password expiry for all passwords The number of days X days before password expiry is indicated in the appropriate box For example if all user passwords are to be changed monthly for security reasons you can specify this here normally by checking the box and setting 31 days as the expiry period Lock users out after A Check this box to prevent possible fraudulent access attempts Specify the number failed login attempts of allowable attempts and the period in which these failures may occur So for within YYY minutes example this could be set to a maximum of five attempts in a thirty minute period If the user fails to login according to these specifications the account will lock and the user will need to contact the system administrator to reset the lock 46 Dual Administration Settings Dual Administration is a feature of Albany ePAY that adds an additional layer of security by requiring
122. cnnnonnnns 12 88 S l 7 SIGNING Heourement 95 ecurrence SINAN CANS EE 13 Payment Profile Schedules n00nnnnnnnnaannnnnnneennnnnennennnnne 66 Report Download Profile scheles 429 Sort Code E EE 30 Register Bacs User Certificates cccccccccccccccccccccecccee 50 Sort Code Gubettutons 30 Remove an originating account 80 JA 125 Remove group membership s ses snsnennnaraininnnnnrarareen 39 Start date Reordering grid columns 147 Payment Profile Gchecdules 68 Oat A A NAS Report Download Profile schedules ssssneeseseeneeeeen 130 Report Dele e il eis 139 Start time missed Ae 143 Emaldetails 141 Report Download Profile schedules n0nnnnn0nnnnnaaannnane 130 EXPO UCI ssl iia 143 Start time missed OM A O a O 141 Payment Profile Gchedufes En 67 On ii citas 143 US Dacia 7 EE rueda aii 140 Stop ON warnings OF effors EE 61 Select reports EE 140 Submission reports EEN cane desis easel titanate eas 97 131 Select SE EE EE EE 140 Submission TESPONSE ETTONS csscccsssessssesesssecessseeeee 150 Report Delivery Settings L E ee of ore eee 96 YU A A 82 Report Download ney EE 143 System clock synchronisation c ccssccccssesssesceseeeeese 157 Een Profile 105 System Maintenance visa 27 DE ee EE ee Time window po nied Profile schedules 130 Payment Profile Gchecdules 67 REESEN EE es Report Download Profile schedules ccc seeseeceeeseeseee 129 ificati Me be l Transaction code 113 115 164 Report Download Droiles 12
123. d If this falls outside the valid processing by Bacs date range the payment instruction will be processed on the latest valid processing date within the range If you have any concerns please contact your sponsor has been used processing day 1915 Bacs Warning A The processing day of a The affected payment instruction will be processing day payment instruction is processed on the processing day of the will be overridden more than 39 calendar payment file the UHL1 date If you have by Bacs days after the processing concerns please contact your sponsor day of the payment file in UHL1 1916 Bacs Warning A The processing day of a The affected payment instruction will be processing day payment instruction has processed on the processing day of the will be overridden already passed payment file the UHL1 date If you have any by Bacs concerns please contact your sponsor 1917 Warning A The processing day of a The DDI will be processed on the current processing day Dec Debit Instruction is working day If you have any concerns please will be overridden not the current contact your sponsor by Bacs processing day or is Payment item structure response codes 1901 Your submission There is an error in the structure of your submission Please contact has been rejected A payment instruction in the submission contained an your solution unrecognised transaction code supplier Bacs 1901 FPS Your submiss
124. d in bold in the Group Membership area The view can be narrowed to show only those groups the selected user is a member of by clicking the filter arrow and selecting group membership only Document Edition Date 04 07 2012 38 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Group Membership Qs Be Display all groups Figure 35 Active group membership Remove group membership All groups that a user is a member of are displayed in bold To remove a group membership for the user in edit mode click the group name in the Group Membership box and click ox To save the changes click la 5 4 2 Delete user account You can delete accounts for example when a user leaves an organisation however you may wish to consider carefully if the account should be deleted or perhaps edited or changed instead Should you decide to go ahead with deletion of a user click A You will be asked for confirmation before the user account is deleted Click Yes to delete the user or No to cancel deletion 5 4 3 Maintaining user accounts Maintenance of user accounts generally concerns changes to group memberships changes of name for example on marriage or a change in circumstances a Change user account details Select the sign on name of the account you wish to change from those available and edit the details in the lower pane as required Click lal when changes are complete E Cancel changes If you w
125. d you set a value from this field and find it is incorrect you will have to delete the account and re create it with the correct settings However if the group main account already contains individual group accounts you will encounter further problems For this reason it is recommended that you create the account structure with extreme care so that you will not need to edit it later Once a main account has been created grouped individual accounts can be created The Main account box is only enabled when the account type is set to Group Individual and allows you to specify which Main account the Group Individual account is to be aggregated into where more than one main account has been created When you completed entry and selection of all the correct information click ll to save the record for the new account 5 11 3 Usage information Once you have created your new account and allocated it to be used by one or more Payment Profiles you can check back later to the Usage Information tab to identify which Payment Profiles use which accounts however be aware then when the Originating Account Is first set up there will be no Usage Information available Document Edition Date 04 07 2012 79 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 11 4 Edit an originating account To access the Originating Accounts screen select Administration and under Payment Settings select Originating Accoun
126. dministrative tasks User Activity User Settings and Payment Settings The items visible to each user depend on two factors the licence and the current viewing permissions Le you may be licensed for the use of user groups but your individual access permissions may not allow you to view this feature For example it is normal that only users with full administrative permissions will be able to view User Activity User Activity The User Activity area provides access with appropriate permissions and licensing to the following a Dual Administration Changes paragraph 5 1 a Current User Activity paragraph 5 2 5 1 Dual Administration Changes If Dual Administration is licensed and set up this area will allow access and management of a number of changes that are monitored for the purpose Dual administration will only be accessible to users who have been given express permission to do so within the framework of Albany ePAY This feature is not normally available in the Small Business Edition If set up changes that require secondary authorisation for approval will be listed here with a separate row for each change shown in bold where the change awaits acceptance or rejection The menu label is displayed in bold with the number of changes awaiting approval shown in brackets to the right of the label as shown in the following illustration D Dual Administration Changes 4 Figure 30 Dual Administration pending items Clic
127. e The form will adjust to show the selected schedule You can then edit it manually if you wish You may also wish to change the name that has been completed automatically on import Document Edition Date 04 07 2012 65 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Active Figure 61 Copy schedule On Hold By default a new schedule is placed On Hold on the right Only change this to Active when you are ready for the schedule to run You can also change from Active to On Hold at any time if you wish to pause or stop the schedule for any period for example when you wish to check modify or update the schedule Recurrence The occasions when a schedule can be initiated are extremely flexible The default option is a single One Time Only You can make the schedule regular by choosing Daily Weekly or Monthly For each of these selected options further selections are presented on the form Some examples follow Recurrence One Time Only Every 1 gt Days Daily Recurrence One Time Only Every 1 week s on Monday Tuesday Wednesday Thursday Friday Daily o Weekly Recurrence J One Time Only Run January February March April May June July August Septemt e on the Daily AAA J Weekly First Monday Monthly On non working days Do Not Run hd Figure 62 Schedule recurrence options Document Edition Date 04 07 2012 66 1989 2012 Albany Softwar
128. e 43 Permission changes pending This alert message bar will disappear once the relevant permissions have been approved or rejected 5 8 Bacs User Certificates Select Administration and under User Settings select Bacs User Certificates The Bacs User Certificates screen allows you to associate registered Bacs user certificates Supplied with your Smart Card or HSM with a Bacs Service User Number and user account Adding a Bacs User Certificate in this screen connects a valid certificate on your system with a user able to make payments Each certificate can be associated with one or more users Without this association a user will be unable to use a Smart Card or HSM to process payments An example of the Bacs User Certificates screen here Document Edition Date 04 07 2012 48 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration AN Cancel Show As List E gt w AdminUser 123456 ES SystemUser 123456 Ed User 123456 ES User 123456 ES Usera 123456 Details User Certificate User sign on name AdminUser Service user number Select Certificate View Certificate lssuer Corporate TestCertificate Type Smart Card Certificate name ComorateTestCertficate 8 Expiry date 01 Jan 2099 Figure 44 Bacs user certificates screen Any user who will be conducting payments on the system must be associated here with a valid SUN Before payments can be made using Albany eP
129. e Limited User Guide Albany ePAY Chapter 5 Administration The following recurrence patterns are available for selection a One Time Only Run once performs the selected step within one specified window only and does not have a recurrence pattern once that window is complete Within the Run once schedule a start schedule date selection is mandatory The default is the current date and the selected date must not be earlier than the current date a Daily The Daily schedule option performs the configured tasks every day There is an option to repeat the schedule every x days where x is configurable from 1 to 999 m Weekly The Weekly schedule option performs the configured tasks at weekly intervals with an option to repeat the schedule every x weeks where x is configurable from 1 to 999 There is an option to select the day s of the week on which the task runs Monday Friday is selected by default E Monthly The Monthly schedule performs the configured tasks at monthly intervals with an option to repeat the schedule On fixed day s of selected month s OR On a relative day e g the last day of the month of selected month s In addition you determine if the payment is initiated on a non working day or not Non working days for the scheduler are defined as Sat Sun and Bank Holidays The default is not to run in which case the next available working day will be used instead You select the options
130. e SUN Arrival Report 936259 26 Jan 2012 00 00 26 Jan 2012 10 44 26 Jan 2012 Report retrieved successfully by Administration UAC User Copy UAC User Copy 936259 26Jan201200 00 26Jan2012 10 44 26 Jan2012 Report reineved successfully _ ay Sinaia canine Pocket UDD User Copy UDD User Copy 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Report reineved successfully_ Generic Test Input Generic Test Report 936259 26 Jan 2012 00 00 26 Jan 2012 10 44 26Jan2012 Report retrieved successfully by Raport Dalivery Generic Test Messaging Generic Test AUDDIS Bank_ 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Reportretrievedsuccessfully_ _ Les Report Download Activity Withdrawal Withdrawal Report 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Report retrieved successfully ADDACS ADDACS Advice Report 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Report retneved successfully_ AUDDIS Bank Returned AUDDIS Adv 936259 26 Jan 2012 00 00 26 Jan 2012 10 44 26 Jan 2012 Report retrieved successfully by AWACS AWACS Advice Report 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Report retineved successfully_ DDICA DDICA Advice Report 936259 26Jan201200 00 26Jan201210 44 26Jan2012 Report reineved successfully_ Arrival Arrival Report 123456 26Jan201200 00 26Jan201210 44 26Jan2012 Report retneved successfully UAC User Copy UAC User Copy 123456 26 Jan 2012 00 00 naan 26 Jan 2012 10 44 mo an 26 Jan 2012 Report retneved successfully _ Fi
131. e all the functionality available in Albany ePAY 3 1 Editions and licensing Albany ePAY is available in several different editions including the small business edition and the mid range edition Some of the features documented here may be unavailable in the Small Business Edition for example Groups in administration This will also vary depending on individual licensing for your product Some of the features are designed specifically for administrators who will be able to set up and maintain user accounts payment profiles and other features of the software Not all users will want or need to do so For these users some of the features may be hidden from view or merely inaccessible Once permissions have been set up for users and or groups the fundamental view may vary depending on the permissions set for the current user Paragraph 5 7 describes this in more detail Illustrations in this document are examples only 3 2 Logging in To log into Albany ePAY a Enter your user name and password into the Username and Password boxes on the Log In dialog an example of which is shown in the following illustration A Log in to Albany ePAY APA sa vu Enter your usemame and password Usemame Usemame Password Change password once logged in Figure 3 Log in The Username is not case sensitive but the Password is a Click the OK button to start the log in process Albany ePAY validates your Username and Password and
132. e customer relationships in an organised manner Clearing and Settlement Mechanism CSV Comma separated variable This is a file with fields separated by a pre defined character referred to as a delimiter In a CSV file this is most commonly a comma A unit of information corresponding to a debit or credit transaction Date Bumping A method by which Bacs will make automatic alterations to payment dates when they fall on a date which is unavailable for processing e g a bank holiday DCA Direct Corporate Access Part of the Faster Payments service which provides a same day clearing payment service to UK member banks DCA will provide banks business customers with direct access to the Faster Payments Service FPS clearing service in a very similar way that Bacstel IP provides access to Bacs Direct Debit Instruction the authority signed by a customer allowing the Originator to collect DD payments from the customer s account Document Edition Date 04 07 2012 196 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix F Glossary Term or Abbreviation Definition or Description Direct Debit Indemnity Claims Automation this looks to automate the flow of paper from banks to service users and provide for the automated settlement of the resultant sums of money involved Banks will benefit from reduced paper flows and certainty of settlement of the values involved Service users will DDICA benefit from
133. e file format The Lines amp Fields tab contains the detailed structural definitions for the current file format definition Provision is made for simple editing see paragraph 5 10 2 The following is a simple example Document Edition Date 04 07 2012 70 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration i 4 Start of New File Transaction Contra A Relds Mame Start Position Length Value Format Mask ls Last Field Xx DestinatonAccountSortCode 1 8 NNNNNN AlphaNumeric False o E a y pres User4ccountT ype 2 1 Numeric False DestinationAccountName 24 18 AlphaNumeric False Amount 42 10 H HH AlphaNumeric False Reference 54 18 AlphaNumeric True a New field AlphaNumeric Figure 66 Lines amp Fields The upper area defines the Lines required This may be a single line or multiple depending of the complexity of the format For each selected line defined in the upper area a number of fields are defined in the lower area where the required position of the first character in the field is specified as the Start Position the length of the field in the Length column a required value in the Value column the format in the Format column and the Mask column indicating the data type 5 10 1 Import file format Import a file format as follows 1 Click to open a Directory Browser dialog 2 Navigate to the location of the file you wish to import as shown in the
134. e invalid do not report report action characters are found in the originator name field in a payment file generate line in report Invalid reference report do not report Specifies what report action should happen if one or more invalid do not report action characters are found in the reference field in a payment file generate line in report Originating account From source The account from which credit payments will be made and into which debit From source used data collections will be received Any bank account that has been stored on your data system can be selected Specified accounts stored on your system Payment date Specifies the date on which funds should arrive in the recipient s account From source data Next available Prompt Document Edition Date 04 07 2012 162 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix A Payment profile processing rules Default Meee ct ne tor e Payment Library The payment library used by this profile to create complete transactions None Any library set up on your system can be selected Specified libraries stored on your system Prompt information records in the input data No Specifies the type of reports to be created as part of the validation process Summary No Reject entire file on Specifies if the entire file should be rejected if an error occurs on a Yes transaction error transaction If set to no the processing will cont
135. e it was being stored and for the same reason their ReportName column will only have the Bacs Report ID and not the more verbose name that is now stored Document Edition Date 04 07 2012 144 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports The same naming convention is applied when reports are manually emailed exported unless you choose to input a specific filename during the process Document Edition Date 04 07 2012 145 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 9 Customising grids 9 Customising grids The columns available to view in any of the Pending Sent or Complete screens can be customised to suit your requirements You can also customise the Reporting screen grids To customise the view click H on the toolbar This will open a Choose Columns dialog to the left Choose Columns Fm File Trans Payment Date Credit Total Debit Total SUN Customer Profile Payment Method Submission Type Stage Next Step Status Onginating Account WM EF Fa F Ed Ej Si L Figure 139 Choose Columns dialog A list of all the possible columns you can have displayed indicates those currently selected and displayed with a checkmark to the left Add or remove checkmarks to hide or display columns by clicking in the boxes as required When you have set up the columns the way you want either click the X in the top right corner of the Choose Columns dialog
136. e list provided by clicking the filter arrow to the right Bacs indicates the 3 day Bacs payment method which is always listed If you have another available you can select it as an alternative a Retrieval selection Below the Payment Method selection options are provided to a Retrieve all Retrieves all available reports even if already viewed Retrieve all unread reports This is the default option and will ignore reports that have already been downloaded E Retrieve a filtered list This option allows powerful and specific filtering of which reports are to be downloaded when using this profile Once selected the Report Filter area is enabled A description of usage is provided in the following table Document Edition Date 04 07 2012 126 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports tem Description SUN Service User Number When a specific SUN is selected only reports for that SUN will be included Report type A list of reports available for download for the Payment Method selected When selecting the Report type click the name If you wish to select more than one report type hold down the Ctrl key as you click is report type you wish to include The report types available depend on the requirements applicable to the payment method selected Include all available specified reports regardless of date Previous X days This indicates the number of days for which you require the re
137. e payment date literally what to do if the payment is being sent too late for Error the specified payment date in the three day cycle Transaction type From source Specifies the type of each transaction lf set to From source data the type Credit data will be read from the input file Debit From source data Bankline Specific Rules Invalid Date Action Next Specifies how invalid dates should be handled Next available available Error Document Edition Date 04 07 2012 159 1989 2012 Albany Software Limited User Guide Albany ePAY MA _ Faster Payment Invalid date action Specific Rules Transaction type General Bacs Rules Service user number Submission type General Rules Action if account code invalid Action on suspected duplicated files Document Edition Date 04 07 2012 Move to current day From source data Structural test Warn Warn Appendix A Payment profile processing rules Default Meee punto E os ee The location to which file based output data will be written Click L to Not Used activate archiving and select the folder location Folder specified Specifies how invalid dates should be handled Move to current day Error Specifies the type of each transaction If set to From source data the type Credit will be read from the input file From source data This is the service user number for this payment profile From source data Named SUNs stored
138. e the changes The reports specified will now be delivered automatically according to your instructions Report Download Activity This feature provides an interface that summarises the outcome of each download operation both manual and scheduled and also shows activity that is currently in progress such as those activities that are currently downloading Although you may be able to set up Report download profiles you may not schedule automatic downloads from Bacs unless there is an HSM licensed and installed on your workstation see paragraph 3 10 2 for more information The SystemUser must be associated with a valid Bacs User Certificate see paragraph 5 7 6 To view the report download activity navigate to Reports Report Download Activity Reports that have been downloaded are listed showing when they were downloaded and by whom If linked to a Report Download Profile this is also indicated as well as the schedule if applicable Report Download Activity Date Started 17 Nov 2011 09 22 User Profile Custom Schedule On Demand Status Complete Summary 4 reports downloaded Admin Administration 17 Nov 2011 09 22 Custom On Demand Complete No reports available mr 17 Nov 2011 09 16 All for Company SUN Single Failed No HSM certificates found for Syste SystemUser r Aessen 17 Nov 20110913 AWACS dail Dail Failed No HSM certificates found for Syste SystemUser r a y y yste Sys wep
139. e to our Newsletter Albany ONLINE Request a Support Callback Please include details of any error messages and the point at which they appear and or a detailed description ofthe problems you are experiencing Name we Company Email me Telephone Number A Licence Number where applicable eee Figure 143 Albany Support Web Page Document Edition Date 04 07 2012 149 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting 11 Troubleshooting lt is not expected that you will encounter errors in the conduct of your tasks However in the case of configuration errors or hardware setup you may encounter problems As a first port of call it is recommended that you check for possible solutions here before referring to Albany Support as the solution may be simple and quick and save you time 11 1 Service user permissions and access If the service user does not have sufficient access to relevant folders on the server machine there are likely to be problems with for example archiving backing up and processing a payment file Some examples follow 11 1 1 Backup failure If you have automatic backup configured but encounter problems it is most likely that this is a result of access permissions set up incorrectly on the server Your system administrator should be able to resolve this by ensuring that the NETWORK SERVICE user has full read write access to t
140. e you will see the Group Membership pane with by default all groups displayed If you do not see all groups displayed click the Display button and select all groups Document Edition Date 04 07 2012 37 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Details User Properties Group Membership Sign on name User4 s Display all groups Description Senior Finance Manager PS L IR Email address aaa company co uk Add to group S Finance Management Full name Afirstname Asecondname pag lt 4 Budgets Department Finance 2 Payroll Position Senior Finance Manager Security level 1 Disallow log on New password Confirm password Require user to change password at next logon 1 Figure 34 Group membership From the groups listed select the group you are going to add the user to and click Ge Once the user is added the name of the group becomes emboldened to show membership Repeat this procedure to add the user to another group if required You can add a user to more than one group at a time by holding down the Ctrl key as you click the group names before clicking amp Click lal to save all the information If you forget to click lal when you move away from the Users screen you will be prompted to save the changes Once the user has been added to one or more groups when the user name is selected in the Users screen the groups that user is a member of are displaye
141. ePAY Appendix F Glossary Term or Abbreviation Definition or Description Bacs notifications Delivered via Bacs to provide business critical data in a standardised format for reintegration with 3rd party applications or provision in a readable format Formats include ADDACS ARUCS ARUDD AUDDIS AWACS Bacs processing cycle The Bacs processing cycle is a three day cycle based on the following terms Day one is the Input day Bacs can receive payment details up to 9 00pm Day two is the Bank Processing day The banks process the details on this day Day three is the Entry day This is the date that transactions are acted upon The Input day Processing day and Entry day cannot fall on a weekend or a Bank holiday BACSTEL IP An upgrade to the existing BACSTEL service which employs Internet Protocol combined with PKI security Whenever the word bank appears it refers to a bank or building society Bank grade file A bank grade file contains payments on behalf of many people all paying from one or more treasury accounts rather than their own accounts BASS Bacs Approved Software Service Solution suppliers wishing to market Bacs connectivity packages submit their products for testing and if approved may market themselves as suppliers of Bacs approved solution software BIC Bank Identification Code These are used to uniquely identify financial institutions to facilitate cross border automated payments as defined by the S
142. ect contact your sponsor Please check the SUN used If it is correct contact your sponsor Please check the date used for your submission Please restart your submission and if the problem persists please contact your supplier Please restart your submission and if the problem persists please contact your supplier 1989 2012 Albany Software Limited User Guide Albany ePAY Code Your submission has been terminated O O LU Di O FPS Your submission has been terminated Your submission has been terminated Your submission has been terminated Your submission has been terminated Your submission has been terminated Your submission has been aborted 7 CO CO 00 00 N N Y Y O O O O sch Your submission has been aborted Appendix E Response messages Service Message perans oe Seen During Bacs Payment Services validation processing your Submission was terminated Please see the application error code or codes for more information These During FPS Payment Services validation processing your Submission was terminated Please see the application error code or codes for more information These terminated and what action you should take Please re connect to BACSTEL IP The application web logic session has timed out and has been terminated by BACSTEL IP The application web logic session
143. ect Debit first collection Direct Debit regular collection 9 Direct Debit re presented 9 Direct Debit final collection E Automated return of unpaid Direct Debit first collection E N Automated return of unpaid Direct Debit regular collection G 00 Automated return of unpaid Direct Debit re presented Automated return of unpaid Direct Debit final collection Debit contra a credit record to balance debit records N Interest payments N Dividend payments 07 zero 7 Automated teller collection Claims for unpaid cheques Credit card debit Credit card refund Direct Debit Instructions DDIs ON zero N OC zero C OS zero S Direct Debit Instruction conversion instruction m m NO Yes Yes 17 Direct Debit regular collection e 18 Direct Debit re presented 1 e o oo 19 Direct Debit final collection Yes U1 Automated return of unpaid Direct Debit first collection U9 Automated return of unpaid Direct Debit final collection 1 za Interestpayments 1 Vs Z5 Dividendpayments 1 Ve 13 Claimsfor unpaid cheques oo o E1 Creditcarddebit o d o Direct Debit Instruction new instruction M MO N J Direct Debit Instruction cancellation instruction lt D LI Document Edition Date 04 07 2012 164 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix C File handling Appendix C F
144. ed by the Royal Bank of Scotland but holds its own set of rules for each transaction in the file as follows a The number of transactions per file is limited to 4 000 If this number is exceeded a new file will be generated automatically for the additional transactions This additional file will have a unique name m All payments must be credits a Payments cannot exceed 100 000 a Values must be in sterling El Processing is for the current date or the next working day a Input files must be in the correct RBS Bankline format When the file is processed Albany ePAY validates the file to ensure that every bank account number and sort code is valid and in addition checks the rules listed above Once successfully validated and confirmed Albany ePAY produces a CSV file which is then exported for submission via RBS Bankline RBS Bankline does not use a SUN in the normal manner but compiles a payment file which is validated and then sent to the RBS Bankline system for processing HSBC Export As with RBS Bankline HSBC offers their own alternative route for Faster Payments The following rules apply for setup and validation separately licensed for Albany ePAY a The export format can be the STD18 output that is normally transmitted to Voca a The maximum number of transactions that an HSBC file can contain is 32 000 a There are no specific cut off times or maximum transaction values for HSBC therefore the standard faster payment
145. ed monetary total of credit payment instructions in UTL1 is not numeric Bacs Your submission There is an error in the structure of your submission The Bacs Your submission There is an error in the structure of your submission The has been rejected monetary total of credit payment instructions in UTL1 did not contain the correct monetary total of the credit payment instructions and debit contra amounts since the preceding UHL1 Your submission There is an error in the structure of your submission The has been rejected monetary total of credit payment instructions in UTL1 did not contain the correct monetary total of the credit payment instructions and debit contra amounts since the preceding UHL1 Bacs Your submission There is an error in the structure of your Submission The has been rejected monetary total of debit payment instructions in UTL1 did not contain the correct monetary total of the debit payment instructions and credit contra amounts since the preceding UHL1 Your submission There is an error in the structure of your Submission The has been rejected monetary total of debit payment instructions in UTL1 did not contain the correct monetary total of the debit payment instructions and credit contra amounts since the preceding UHL1 Bacs Your submission There is an error in the structure of your submission The has been rejecteditotal value of credit contra records did not equal the total Your submission There
146. ed report Tools are provided at the top of the window so that you can print search change the zoom change the number of pages you see at a time switch pages change format export and email To close these reports click X in the top right corner When you have finished with the reports click Close in the bottom right corner of the View Reports dialog Once the reports listed in the View Reports dialog have been read they will no longer be displayed in bold as shown in the following illustration Document Edition Date 04 07 2012 134 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports ePAY Summary Payroll Summary Report 16 11 2011 ePAY Detailed Payroll Detailed Report 16112011 ePAY Warnings Payroll Warning Report 161114011 ePAY Errors Payroll Error Report 16 11 2011 Figure 128 View Reports dialog showing read reports In addition to the above if you have any preconfigured Report Download Profiles you can run them from the Submission Reports screen To do this click the filter arrow to the right of the L button Any existing Report Download Profiles are listed Select the one you wish to run submission Reports e All Bacs for Company ARUCS ARUDD t Figure 129 Select Report Download Profile The Reports Retrieval wizard will load with an option to change the criteria selection if needed Change the criteria if you need to and click Next
147. ems in this Category Notifications Send notifications to approvers for all events Figure 24 Payment Settings unavailable Once sufficient users have permissions to approve in one or more categories you will be able to select which of the settings to apply the Dual Administration feature to The potential areas of control fall under three categories as follows with a checkbox supplied for each Check the boxes for those to be enabled Dual Administration Settings Cancel SA Dual Administration Require Dual Administration approval for changes to the following E System Settinas 7 User Settings E Payment Settings Notifications E Send notifications to approvers for all events Figure 25 Dual Administration settings for selection 1 System Settings These settings are generally related to security 2 User Settings This area covers users groups and permissions 3 Payment Settings This area covers all elements relating to modification of payment data Once Dual Administration is applied and one or more of the settings checkboxes has been checked when l is clicked all the checkboxes are disabled and a warning appears at the top of the screen until another user has accepted rejected the changes Document Edition Date 04 07 2012 26 O 1989 2012 Albany Software Limited User Guide Albany ePAY 4 6 2 4 6 3 4 7 Chapter 4 System Setup Dual Administration settings Cancel E gt This
148. ent can verify the certificate is genuine Digital Signature An electronic rather than a written signature that can be used to authenticate the identity of the sender of a message or the signer of a document It also can be used to ensure that the original content of the message or document that has been conveyed is unchanged A digital signature can be used with any kind of message whether it is encrypted or not simply so that the receiver can be sure of the sender s identity and that the message arrived is intact A digital certificate contains the digital signature of the certificate issuing authority so that anyone can verify that the certificate is genuine Direct credit An electronic payment processed by Bacs Payment Schemes and made direct to a bank or building society Direct debit A payment of an agreed amount collected from a customer s bank account by an originator on request The amounts and dates may vary from payment to payment Direct debit guarantee The guarantee offered by the paying banks to payers in respect of the Direct Debit Scheme specifying their rights and safeguards Direct Submitter A service user that sends payment information directly to Bacs This means that by using a piece of software such as Albany ePAY payment files are sent to Bacs so that no middleman is involved Distinguished Name each Smart Card user is assigned a unique distinguished name comprising of details such as the contact name CN
149. eption of a Run Once schedule pattern it is possible to select that the schedule will repeat until E Further notice default OR E A specified date If this is selected the default value will be the current date The selected date cannot be earlier than the current date If you have chosen a repeat recurrence you can also select the date on which the schedule will cease by selecting the End Date checkbox and specifying from the provided calendar control the required date Range of Recurence Start Date 15 08 2011 Ly E End Date 15 08 2021 4 August 2011 Mon Tue Wed Thu Fri Sat Sun Et mmm O 25 21 28 29 2 8 9 10 1 12 B 16 17 18 19 20 2 3 AM 25 26 27 22 30 2 1 2 3 Today 15 08 2011 Figure 122 Report schedule start date Set the schedule Finally when you wish to you can click lal to save the schedule However if you wish to start the schedule running and have not already done so ensure that you click the Active option button at the top right of the form before clicking OK You can reopen the schedule to do this if you prefer The schedule is now saved and automatically attached to the profile Click Exit to close the Schedule dialog If you forget to save the schedule when you click exit you will be prompted to do so Document Edition Date 04 07 2012 130 1989 2012 Albany Software Limited User Guide Albany ePAY 8 2 3 Chapter 8 Reports View an existing Repor
150. er 02 Jul 2012 13 50 s Processor 1 02 Jul 2012 13 51 de Processor 2 02 Jul 2012 13 53 dd Details Control Messaging Logging out an account will take effect immediately however any account can log back in again should they so wish Log out selected accounts Disabling an account prevents logon but does not force them out of the system immediately disabled account must be re enabled before they can use the system again Disable selected accounts Send message to selected accounts Last activity 02 Jul 2012 13 50 02 Jul 2012 13 51 02 Jul 2012 13 53 Figure 32 Current user activity You cannot see your own activity within this screen You are only able to see the activity on other user accounts and similarly log other users out disable other user accounts or send other users messages In addition to simply providing information the Current User Activity screen also facilitates the following 1 Forcing User Log Off To force a user to log off select the user or users you wish to log off To select more than one hold down the Ctrl key as you click the user name Inthe event of an emergency when all users need to be logged off click the first in the list hold down the Shift key and click the last in the list to select all users Click the Log out selected accounts button in the Details tab in the lower pane 2 Disable selected users To disable the accounts of users select
151. er Payments provides only an input report Document Edition Date 04 07 2012 137 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Please select the reports you wish to download Generation Date 22 Aug 2011 00 00 22 Aug 2011 00 00 Processing Date Aug 2011 Aug 2011 Type REFT Arrival Report AWACS REFT Input Report ARUCS Report ARUDD Report Withdrawal Report ADDACS SHIRE oe HG 123456 123456 723456 73456 7 22 Aug 2011 00 00 22 Aug 2011 Figure 131 Report retrieval Report selection By default all reports within your specified criteria are selected However you can manually refine this list further if you wish Click a report row to select just that row Hold down the Ctrl key as you click to select deselect more than one row When you have selected all the reports you require click Finish If you want to you can leave the entire list selected and deselect only those reports you don t want by holding down the Ctrl key and clicking the report rows you don t want When you click the Finish button the download completes and all the selected reports are listed in the Returns and Advices screen for you to view or export Returns and Advices D D Z nm TL Processing Reports GR Submission Reports 19 Es Returns and Advices 113 Je KC show an Created Date Download Date Processing Date Status Report Type Report Nam
152. ernal reference from your organisation used to describe a particular payment type for example if this record is for an employee payroll you might have a reference for payroll For the account holder for example that of the employee who has been paid this appears in his her bank statement so that the source is clearly identifiable Payment reference Transaction type _ This is also referred to as a transaction code and is used to define different payment types refer to Appendix B Transaction Codes for more information This is a specific code used to describe credit or debit types Click the arrow to the right and select a transaction type from the list Payment date If you know the specific date on which a single payment is to be made See with this record you can enter it here Remember that Bacs will not 30 31 accept submissions more than 31 days in advance for either Bacs 3 SpA ate day or Faster Payments To enter the date click the arrow to the right eg of the box to open a calendar Select the date or use the arrows at the 567891011 top of the calendar to move to a different month if necessary Today Click in this check box if once the record is created you don t want it to be available for processing straight away This will allow further checks to be made before the record is released for processing thus avoiding accidental processing where amounts have been entered Company This area is for the entry o
153. erpreted in an input file for payments to be made A file format is normally created outside Aloany ePAY and then imported into Albany ePAY It determines the layout of the data i e which columns are included and the data type each contains This ensures that the system can interpret the files submitted for processing File formats are defined in XML definition files File formats also need to be set up for contacts to be imported from an external file for a payment library chapter 7 refers No input file can be processed unless the correct file format has been installed on Albany ePAY When you select File Formats from the Administration Payment Settings navigation menu the application will present you with a display similar to the example shown in the following illustration Document Edition Date 04 07 2012 69 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration File Formats elei det Direct Testing 1 Payroll Details Fille Format Name Reference Type Separator Description a XK Cancel ShowAs List E gt a Payrall Albany Test Data Used for payroll data Figure 65 File formats The file format can then be applied to files from other applications ensuring a clear and correct transfer of data whether from a simple text file or from a more complex dataset The Details tab supplies the Name Reference Type Separator and Description of th
154. es on a three day cycle This is the minimum time scale required for a payment file to be processed and applied to the destination account As a payment method Albany ePAY refers to this method as Bacs The three days involved in the cycle each have a name a Day 1 Input day E Day 2 Processing day a Day 3 Entry day The following table demonstrates the timetable of events for the three day cycle depending on the day on which the payment file is input Input day Processing day Entry day Monday Tuesday Wednesday Tuesday Wednesday Thursday Wednesday Thursday Friday Thursday Friday Monday Friday Monday Tuesday Friday before a bank holiday Monday Tuesday Wednesday Day 1 Input day This is the day that the submission is received by Bacs Currently it must be received by 22 30 otherwise it will be rolled over to the next day This is considered the first day of the clearing cycle if the processing day of the payment file is quoted as the next English bank working day Payment files will be accepted up to 31 days before the intended Bacs processing date Day 2 Processing day This is the day the banks building societies process the payment instructions they have been sent from Bacs following the input day validation Any payment instructions that have been input on the payment file with processing dates quoted for a future Bacs processing cycle will be held by Bacs on a separate submission file
155. etails view any column can be sorted by clicking the button label at the top of the column An arrow will display the direction of the sort order Clicking the same button label will reverse the sort order Relevant dates are sorted in chronological order All other columns are sorted alphanumerically 3 5 4 Navigation menu The main navigation menu is shown on the left of the screen At the bottom are the main functional areas and depending on which of these is selected the content is displayed directly above it You can adjust the width of the whole navigation area by moving the mouse pointer over the line that separates it from the right hand screen The mouse pointer will change to show When this icon is visible click with the left mouse button and drag left or right to change the width When ready release the mouse button You can also adjust the proportions of the navigation areas top and bottom if you wish Move the mouse pointer over the border between the menu panes until it changes as shown in the following illustration Click and drag up or down to achieve the required change and release the mouse button Document Edition Date 04 07 2012 8 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 3 Basic Concepts a Groups Contacts Wi Permissions Bacs User Certificates Payment Settings 3 Figure 9 Menu resize If the effect of this is to make any of the main menu items at the botto
156. f information specific to the contact This could be a company or an individual Account reference This is for an internally supplied reference for the contact if required by your system Name This is for the specific contact name if required Destination account This area is for the specific destination account details This could refer to the destination account for a payment or to the account from which money will be drawn in the case of a direct debit This will be validated against the bank account validation database lf there are errors you will be notified however as not all bank details can be verified for some of the smaller banks you can proceed even with errors so do be careful to enter the details accurately Accountname The name of the account Sort code The sort code of the account Account number The number of the account Comments You can use this box to add any comments that may be useful for your records This is limited to a maximum of 255 characters Contact and address tabs These tabs are supplied in order for you to enter more detailed contact information if you wish Once you have completed as much as you wish click led 7 3 Import contacts Before you import contacts into a payment library you must first ensure that an appropriate file format has been imported See paragraph 5 9 4 for more information Document Edition Date 04 07 2012 115 1989 2012 Albany Software Limited User Guide Al
157. f security to prevent unauthorised access to the secret material It allows security process actions to be automated and therefore it is typically used in a mainframe or server environment for lights out or unattended operation or where a remote and or secure computer environment is required and physical access is limited As with Smart Cards a digital signature is still required to sign files and to authorise submissions although they are no longer stored and accessed from a Smart Card but rather a certificate store As a result unattended operations are governed by stringent security requirements in order to guarantee the security of the submission in an automated environment One of these requirements is that all cryptographic keys and digital signatures MUST be protected in tamper resistant hardware certified by Bacs for operations Document Edition Date 04 07 2012 13 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 3 Basic Concepts The HSM use with Albany ePAY is not included in the standard licence but is an optional extra If your organisation would like to consider this please contact Albany Software Ltd for further information see paragraph 2 2 Where automation is required for digital signing either in respect of payments or reports an HSM must be installed 3 11 Communication In order for Albany ePAY to run correctly connections are made through the internet on a regular basis As this may im
158. file has been signed file has been by a contact who is not recognised rejected by FPS Your payment The payment file has been signed file has been by a contact who is not associated with the originating service user Your payment The payment file has been signed by a contact who is not associated with the originating Corporate The file has been signed by a contact that is not active on BACSTEL IP The file has been signed by a contact that is not active on Secure IP The file has been signed by a contact that does not have signing privileges The file has been signed by a contact that does not have signing privileges E N N N NO NO NO NO NO NO a i i i cok i ES O E E Q3 oo NO N h ch O Document Edition Date 04 07 2012 174 Bacs Your submission There is an error in the structure of Please contact your solution supplier your submission The XML payment file header sequence number was not numbered consecutively Your submission There is an error in the structure of Please contact your solution supplier Please ensure the payment file is signed by a recognised contact If this problem persists please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the payment file is signed by a recognised contact If this problem persists please contact your sponsor to discuss your profile for Faster Payment Services Please ensure the payme
159. following illustration Document Edition Date 04 07 2012 71 1989 2012 Albany Software Limited User Guide Albany ePAY Network Path Ea SRecycle Bin fi 140 21 3 Config Msi Da Documents and Setti Ef ePAY Data MER input Files Ea Test Files 2 Working input file EA inetpub Ea MININT y MSOCache GC NetLogon Ea PerfLogs EM Program Files Ea Program Files x86 a System Volume Infor Ea Temp 3 Users Ea Vmware images Eg Windows CAePAY Data lnput Files Mame File Size 7 2305_Reports xml contactsrevised xml FixedVolume xml gt FixedWidth xml gt multi2 lt ml Payments Manager Contacts xml Standard 18 vm Chapter 5 Administration Last Modified 1KB 14 Dec 2010 3KB 14 Dec 2010 1KB 14 Dec 2010 KB 14 Dec 2010 3KB 14 Dec 2010 2KB 14 Dec 2010 3KB 14 Dec 2010 Figure 67 Browse for file format 3 The dialog will display a folder tree of the computer where the Albany ePAY server software is installed You will only see XML files displayed in the right hand pane of the dialog as these are the only type of definition file the software will import The definition files describe the structure of the payment file to be processed Navigate to the folder containing the definition file describing your payment file Select the definition file in the right hand pane and click OK Click Cancel at any time to abort the import The definition file is loaded
160. for the application by clicking Document Edition Date 04 07 2012 2 O 1989 2012 Albany Software Limited User Guide Albany ePAY 2 2 Chapter 2 Albany Software Limited Download Log Files The log files are compressed and placed in a single zip file for ease of handling Once they have been zipped the application displays the following dialog Support Information A file containing diagnostic information has been written to AR CA temp AlbanyLogFile_23042012 0408 z1p Please send this file to Albany Figure 2 Support information For your convenience when you click OK the application pops up a file Explorer window at the location where the log files have been compressed Log files are password protected as they contain sensitive data You will not be able to open the file When sent to Albany a log file can be opened with strict attention to data security to assess the content for errors Contact Albany Software Ltd Albany support lines are operated during 08 00 to 20 00 Monday Friday excluding English Bank Holidays Tel 44 0 1420 547640 Fax 44 0 1420 547641 Email support albany co uk For further information about Albany Software Limited our eTransaction solutions or to contact us please visit us at www albany co uk Document Edition Date 04 07 2012 3 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 3 Basic Concepts 3 Basic Concepts This document will describ
161. forming all the steps in a process An example of how this works is as follows The exclusivity option is selected for Confirmation Authorisation Stage 1 and Send The result of this case is that any user with appropriate permissions can perform any two of these stages If User A has confirmed and authorised the payment Stage 1 then User A will not be permitted to send it However if other user has performed either of the other nominated stages then User A will be permitted to send the payment This exclusivity check does not need to apply to the entire process For example if a workflow has two authorisation stages and the requirement is for two different users to have performed each of these stages then it is only necessary to specify these two stages as exclusive When the exclusivity check detects a conflict for example when a user is not permitted to send a payment as a result of the exclusivity check then a message to this effect will be reported in the wizard This is similar to the message displayed when a user does not have permission to perform the step If you use exclusivity it must be for at least two steps in the workflow as there is no value in having a single exclusive step Document Edition Date 04 07 2012 59 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Any existing permissions will be performed before the exclusivity check For example if the Send step would fai
162. ftware Limited Other trademarks recognised and property of their respective owners Document Edition Date 04 07 2012 i 1989 2012 Albany Software Limited User Guide Albany ePAY Contents LAST OF Me dee EE vil 1 A E EE E EE EEE EA 1 2 Albany oonWatre LIME str 2 2 1 ADOULING eelere EE 2 2 2 Gontaci Albany SON Ware did 3 3 Basi CONC ee GN eee 4 3 1 Editonssana JICCMSIAG Lacasa ida 4 3 2 MOOG IMG Ei GE 4 3 3 lose te application 5 3 4 change PASSWOlG sra iS N 5 3 5 Jeu le 6 3 5 1 Status ell ed AUC EE 7 3 5 2 Hiding areas of the creo 8 399 Ee 8 3 5 4 Navigation menu 8 3 6 Getting further bein 9 3 7 Bacs 3 Day processing coooccccccooconccconnncononcnnononcnnnnnnnnnnonannnnonnnnnnnnnnnnnnnnnnnnnnnnnrnnennnnnnrrannnnenanens 10 3 7 1 Dar TOUT OAY E 10 3 7 2 Day 27 PIOCESSING AY errante 10 3 7 3 Day o SEM EE 10 3 7 4 ehre deeg on LEE 11 3 8 Faster Payments Se vice tias 11 3 8 1 PTOCESSINO PENA ii A A A A 11 3 8 2 tele 11 3 8 3 Transaction RUIN Begins ck a A A arated Nas cease vias 11 3 8 1 e A 12 3 9 Other payment MAMAS ee 12 3 9 1 As A e Eege 12 3 9 2 O 12 3 10 Bacs payment authortsaton 13 3 101 Maarten 13 3 10 2 Hardware Security Modules ccccccooonccnccccconccnnccononcnnnononancnnnononancnnnononanennnnnnnanennnnss 13 3 11 ein Eelere EE 14 RY SUI EE 15 4 1 Ale Repons EE 15 4 2 End of Day CGontguraton 19 4 2 1 Report Cole lO escoltar EE 20 4 3 FEARING and en ITA Le DEE 20 4 3 1 Ee EE 21 4 4 Bacs CONNECCI
163. g their Bank Building Society accounts by electronically transferring Direct Debit and Standing Order information between Banks Building Societies Treasury account A treasury account is where private or public funds are received kept managed and disbursed A plain text file format URL Uniform Resource Locator the World Wide Web address of a site on the Internet The URL for Albany Software Ltd for example is http www albany co uk User A user is defined by the username and password used to log in to the system An administrator is a special type of user with additional permissions allowing different actions than a standard user Validation Validation is the act of checking the transactions in the file and ensuring that they are within credit debit limits have valid account numbers have valid sort codes and have valid processing dates This is conducted within Albany ePAY using the ALBANY verify module Voca Voca is the provider of payment services to banks and corporates Today over 100 000 companies trust Voca with their payments worth over 4 5 trillion a year including all Direct Debits and over 90 of salaries in the UK XML eXtensible Markup Language a flexible way to create standard information formats and share both the format and the data on the World Wide Web Document Edition Date 04 07 2012 202 O 1989 2012 Albany Software Limited User Guide Albany ePAY Index Index ADOULAIDANY E 2 Reordering COlUMNS
164. gt The reports will be downloaded if any are available within the criteria specified 8 4 Returns and Advices Once you have made a submission you may want to download the relevant reports associated with that submission Navigate to Reports Returns and Advices These reports can be downloaded in any reports screen but are displayed only in the Reports and Advices screen Click L to start the report download process or use one of the pre defined Report Download Profiles if there are any by clicking the filter arrow to the right of this button as follows Document Edition Date 04 07 2012 135 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Reports Retrieval Criteria selection Please select the cntena on which to search for reports Retrieve all unread repots Retrieve a filtered list 16 11 2011 EI ER days AWACS UAC User Copy UDD User Copy Generic Test Input Figure 130 Reports retrieval Criteria selection This dialog contains a number of tools which you can use to set the report download criteria as follows wea e peeme SS Document Edition Date 04 07 2012 136 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports area iitem Beste OOO Report Retrieval Payment Method select the payment method you used in the submission for example Bacs or Faster Payments Retrieve all Retrieves all reports of all types regardless of whe
165. gure 132 Example Returns and Advices screen results Double click to open a report or select it and click L Selected reports can also be printed amp emailed or exported l using the buttons provided on the toolbar Mark reports read or unread by selecting the row s and clicking either Mark As Read or Mark Unread These buttons Document Edition Date 04 07 2012 138 1989 2012 Albany Software Limited User Guide Albany ePAY 8 5 8 6 Chapter 8 Reports are not enabled until you select one or more report types Hold down the Ctrl key as you click on report types to select more than one row When exporting a report select the format you wish to export before clicking e Report Security In order that security is applied to reports so that they can only be viewed by authorised persons Reports are controlled in permissions for users and or groups in the permissions screen under View Details wherever report access may be required This covers Report Download Activity and then individually for each profile on the system View Details permission can be assigned to any group or individual for default access for new profiles if required For each group or user that you wish to have the ability to view print export or email ALL reports in the relevant reports row ensure that there is a checkmark in the box for View Details See paragraph 5 7 for information on applying permissions Report Delivery If email
166. h to use To save time and maintain consistency permissions are most frequently set for groups rather than individual users However permissions can be set for either or both If a user is a member of a group then he she will automatically have all the permissions for that group but as an individual user he she may be assigned additional permission added to those already inherited from the group It is NOT possible to exclude permission for an individual who already has that permission by virtue of a group membership By default members of the admins group have full permissions allocated so in order to maintain security it is recommended that specific groups are used for specific role types rather than using the admins group Check boxes are displayed in appropriate areas of the grid where permissions can be set for any user or group selected in the lower area Once a profile has been created the ability to use the profile process any part of a submission is governed here Each profile is listed as are all users and groups set up on the system For each profile a series of checkboxes is available to assign different steps for the selected user or group The same applies to Payment Libraries where each once created is listed with separate permissions This screen allows you to hide show the upper or lower areas to assist when the screen becomes overcrowded Document Edition Date 04 07 2012 43 1989 2012 Albany Software Limited
167. hange which is now awaiting approval by another administrative user with appropriate permissions you can still click AS This does not reject the change it cancels it and is marked as such in the record Show Pending or All Requests By default only Pending Requests are displayed To show all requests click the filter arrow to the right of the Show box and select A Requests All rows are then displayed This will allow viewing of whether the change was accepted rejected or cancelled and by whom Rows that have not yet been accepted or rejected appear in bold while rows that have been accepted or rejected are no longer in bold It is also possible to customise the grid display For more information refer to Chapter 9 Search If the list of changes is very large and you want to locate specific change perhaps to view the outcome a Search facility is provided You can search specific fields columns or all default To search a specific field click the filter arrow to the right of All Fields and select the filter you want to use from those listed Document Edition Date 04 07 2012 33 1989 2012 Albany Software Limited User Guide Albany ePAY 9 2 Chapter 5 Administration If you want to search All Requests make sure that you select All Requests in the Show box before running the search This will include all historical data as well as pending changes To specify the search item click in the box to the right and type
168. have the correct Please ensure the submission is sent by a submission has permissions to submit files contact who has the correct permissions If Payment Services Your You do not have the correct Please ensure the submission is sent by a submission has permissions to submit files contact who has the correct permissions If been rejected you have any concerns please contact your sponsor to discuss your profile for Faster Payment Services Bacs Your The submission has been Please ensure the submission is signed by submission has signed by a contact who is not la recognised contact If you have any been rejected recognised by Bacs concerns please contact your sponsor to discuss your profile for Bacs Payment Services Your The submission has been Please ensure the submission is signed by submission has signed by a contact who is not la recognised contact If you have any been rejected recognised by FPS concerns please contact your sponsor to discuss your profile for Faster Payment Services been rejected associated with the service concerns please contact your sponsor to user discuss your profile for Bacs Payment Bacs Your The submission has been Please ensure the submission is signed by submission has signed by a contact who is not jan associated contact If you have any Services been rejected associated with the Corporate concerns please contact your sponsor to discuss your profile for Faster Payment Services
169. he backup restore locations 11 1 2 Input Output folders If the service user does not have read access to the location in which the input files are placed prior to a payment run or does not have write access to an archive or output location the payment will fail Ensure that this user has been assigned appropriate windows read write permissions If the server is in a remote location you may need to arrange for your IT department to set this up 11 2 Submission response errors If a submission is rejected by Bacs you may be supplied with a rejection code These codes are listed in Appendix E Response messages Most of these refer to common failures such as security with the current user Bacs certification or a mismatch of data in the input file where it is not compatible with the file format used The best solution in any situation is to check all the facts carefully that the current user is properly authorised to make a submission see chapters 5 3 to 5 7 that the user is associated with a valid certificate See paragraph 5 7 6 and the most likely cause of a problem that all the data supplied in the input file is correctly formatted in accordance with the file format see paragraph 5 9 4 and that the data is valid Common errors are rejected by Bacs because the data is invalid such as letters included in a bank account number 11 3 Failed to Connect If for any reason the Albany ePAY service is not running when you open the Albany
170. he library in order to add records double click the name of the payment library 7 1 2 Attach to a payment profile Once a payment library has been set up in order to use it you must first attach it to a Payment Profile Navigate to Administration Payment Settings Payment Profiles and select the profile you wish to attach the payment to In the lower pane select the Processing Rules tab and scroll through the listed rules until you locate Payment Library eS ee Se ee w BH RR ee ee SR PR a ee RB Payment Library Hone Collections Payments Figure 109 Attach payment library Click in the right hand box and then click the arrow to the right that will appear All available payment libraries will be listed Select the one you wish to use Click lal to save the changes to the Payment Profile Document Edition Date 04 07 2012 113 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager If a processing file is supplied in the payment profile and a payment library is also specified the data will be merged based on the Account Reference In this case if data is duplicated the information held in the processing file will take precedence over and if necessary override the library data 7 2 Library records Records in a payment library are generally referred to as contacts Records can be added manually one at a time or in bulk from a file 7 2 1 Add records manually If you only h
171. he reports to be automatically exported please enter the details below Export as POF Seed F sch C ePAY Data Mud Report Storage Figure 16 Audit Report Wizard Export location Choose the format for the report by clicking the arrow to the right of Export as Click l to the right of Select Directory to open a Directory Browser dialog Select the required location and click OK To skip this step click Next gt without making any selections 6 Click Next gt 7 Finally type a unique and descriptive name for the report and click Finish The report based on your specifications will now load on screen at which point it can be printed emailed or exported manually if required Click X to close the report The new report is now listed in the Audit Reports screen At any time existing reports can be opened by double clicking the name or CL Without opening a selected report it can also be printed emailed or exported using the toolbar buttons in the Audit Reports screen 4 2 End of Day Configuration To access the End of Day Configuration screen select System Setup from the navigation menu and click End of Day Configuration This screen allows you to make changes to the timing of the processes which occur at the end of the business day An example of this screen is shown in the following illustration Document Edition Date 04 07 2012 19 1989 2012 Albany Software Limited User Guide Albany ePAY End of
172. hen Bacs processing cannot take place via download and is visible in the relevant tab This information is automatically updates on installation or upgrading of the Albany ePAY software At the time of the installation upgrade the scheduling is set up for the standard defaults These are A Set to Active El Recurs once a month a Set to the Day of the month from the day on which the software was installed upgraded E Runs automatically on non working days m Time normally set to the following Small Business Edition between 12 00 and 14 00 u Mid range or above between 23 00 and 06 00 Start date the date at the time of the installation upgrade m End date none The view will show all available non processing days in the future sorted in date order Any stored dates earlier than the current system date are not displayed Edit schedule By default schedules are already set up for updating non processing days and for updating the validation information However you can edit the schedules if the timing is not convenient for your working processes It can also be updated manually as required To change the schedule for either Non Processing Days or for Bank Account Validation switch to the relevant tab Click the Schedule button on the right For the schedule to run it must be set to be Active using the buttons at the top on the right of the form You can change the recurrence period as required and the day and time if the defa
173. hen checked this allows the user group to set up a new library 5 7 5 Administrative functions The Administrative functions list of Permissions covers the accessibility and usage rights of users and groups It includes the following 1 Bacs Limits Setup 2 Bacs Reports utilised in Report Delivery View Details Setup File Formats Setup General Administration Setup used to allow setting up of Notification Groups Global Contacts Setup Global contacts are normally external to the system i e they do not have access to Albany ePAY but may need to be sent reports See paragraph 5 6 6 Report Delivery Setup 7 Report Download Activity View Details 8 Report Download Profiles Setup 9 User Administration Setup Includes the setup and maintenance of Users Groups and Permissions In addition this permission allows viewing of Current User Activity 10 User Certificates Setup 11 System Functions This area can also be expanded to display permissions specifically for system wide functions These are a Dual Administration Setting Setup Document Edition Date 04 07 2012 46 O 1989 2012 Albany Software Limited User Guide Albany ePAY 5 7 6 Chapter 5 Administration m Audit Reports a View Details z Setup a Bacs Connections Setup n System Maintenance Setup a End of Day Configuration Setup Purging and Archiving Setup System Settings Setup Where a user or group does not have Setup
174. hen you create a new payment profile the Workflow button is not enabled until you have saved the profile To set up the workflow click the Workflow button on the Profile Description tab of the Payment Profile you wish to add the workflow to Each of the steps of the payment process is shown as a separate tab Depending on your requirements you can enable one two or three stages in authorisation You can customise each of the steps as required by clicking on the appropriate tab You can also select a different page tab by clicking the icon displayed at the top of the form Exclusivity As an enhancement to security the ability to prevent the same user from performing every step in the workflow for payments is included Although this can be achieved in a rudimentary fashion by assigning appropriate user rights this approach is very rigid and presupposes that specific steps have to be assigned to a specific user lt may not necessarily matter which user validates confirms authorises or signs a payment but it may be necessary to prevent the same user from conducting all these steps in the same payment process This is achieved by adding a checkbox to each workflow step in a profile labelled Make this step exclusive to determine if that step will participate in an exclusivity check or not This check is in addition to the permissions that may have been set up so that even with full permissions a single user can be prevented from per
175. hine The Albany eP AY service could not be started or failed to start in a timely manner Please contact your 11 Department to ensure that the Albany ePAY service is running on the above machine Should you continue to have problems please contact Albany Software Support Albany Software Support Figure 145 Failure message You must check with your IT department to ensure that there is no obvious physical failure with the server If the problem still cannot be resolved contact Albany Support as described in paragraph 2 2 Inability to import an input file There is more than one likely reason that you cannot import and input file View the following suggestions to see if you can resolve the issue Cannot find the input file If Albany ePAY cannot find the input file it may be because the file is not present in the expected location Check that the path to the input file matches the path specified in the payment profile you are using and that the input file is present in that location Appendix A Payment profile processing rules provides a full description of these settings The input file name and location is described on page 162 The following diagram should help you to identify and resolve this issue Document Edition Date 04 07 2012 152 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting Figure 146 Unable to import input file 11 4 2 File Format conflict A likely rea
176. his may be related to a Bacs response code 1700 described in Appendix E Response messages In this case the indication is that there is a connection issue Albany recommends that you check that you can log on to hitps paymentservices bacs co uk with each smart card involved in the submission If you can establish that this is working properly remove the existing submission from the pending queue and start again If you cannot resolve this issue you should contact your sponsoring bank Verify Update failure Verification of Bank account numbers and sort codes is based on a database that is constantly updating with new and changed information If the updating of this is not occurring as it should your data may not be up to date In Albany ePAY the updates normally occur automatically based on a schedule If this is failing to occur then checks can be carried out that may correct the problem There can be a number of reasons for this issue described as follows Connection error Firstly you need to check that your workstation is able to connect to the relevant servers at Albany From the Windows Control Panel locate and open nternet Properties Switch to the Security tab and select Trusted sites at the top Now click the Sites button as shown in the following illustration Document Edition Date 04 07 2012 156 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting Security Select a zone
177. ibutes documents at the touch of a button and at a fraction of the cost of traditional methods EFT Electronic Funds Transfer the electronic transfer of funds that does not involve the exchanging of hard currency EISCD Extended Industry Sort Code Directory an extended version of the ISCD a database produced by Bacs which consolidates all Cheque and Credit Clearing CHAPS and Bacs Payment Schemes sort code related information as well as information held in the Reeds Sorting Code Directory Albany s account validation and collections management solutions utilise the ISCD to perform fast accurate validation of account numbers and sort codes Encryption The conversion of data into a form called a cipher which cannot be understood easily by unauthorised persons Entry day The Entry day is the third day of the Bacs processing cycle This is the day on which transactions are completed e g funds arrive in accounts eVERIFY This application is a powerful validation tool designed to crosscheck bank account and sort code details against the Extended Industry Sorting Code Directory EISCD to ensure their validity This is included in Albany ePAY but is also available as a standalone product Excel Microsoft Excel spreadsheet format normally XLS or XLSX Exclusive actions enforce security within the system by preventing a user from completing all the steps in a workflow In these cases a different person is required to conduct
178. ice user you are submitting with where the service user is designated as a Supplier Tester service user The submitting service user is Please contact your sponsor not allowed to submit live submissions using this package The submitting Corporate is not Please contact your sponsor allowed to submit live submissions using this package The submitting service user is Please submit using a normal service user designated as a Supplier Tester service user and as such cannot submit live submissions There is an error in the Please try retransmitting your Submission structure of your submission Please contact your solution supplier The transmitted data does not consist of a complete submission There is an error in the Please try retransmitting your Submission structure of your submission Please contact your solution supplier The transmitted data does not consist of a complete submission You have submitted a payment Please resubmit the payment instructions in file that exceeds the allowed smaller payment files number of payment instructions 1 2 million You have submitted a payment Please resubmit the payment instructions in file that exceeds the allowed smaller payment files number of payment instructions 1 2 million Any duplicate File with the Please check the details used If correct following combinations is not details were used there may be an error in permitted submission da
179. ich Bacs receives payment details up to 9 00pm An interactive process requires that someone is present to provide input while that process is being conducted The Internet is a global computer network which connects individuals and organisations An Internet service provider ISP acts as a gateway between your computer and other users providing you with access to link to on line services or download required information to use off line In the case of ALBACS Enterprise BACSTEL IP acts as a modified ISP in that it offers a secure connection but unlike other ISPs you cannot link to other sites from BACSTEL IP nor can unauthorised users enter from other sites An intranet is a private computer network that uses Internet Protocol technologies to securely share any part of an organisation s information or operational systems within that organisation The term is used in contrast to internet a network between organisations and instead refers to a network within an organisation Sometimes the term refers only to the organisation s internal website but may be a more extensive part of the organisation s information technology infrastructure It may host multiple private websites and constitute an important component and focal point of internal communication and collaboration Internet Protocol or Intellectual Property Industry Sorting Code Directory A database produced by Bacs which consolidates all Cheque and Credit Clearing CHAPS and B
180. ich the payment file has passed who had performed the actions and when they completed Two buttons are provided on the toolbar and ES 6 8 1 Payment details Select a payment row in the grid and click to open the Payment Details form See paragraph 6 6 3 for more information Document Edition Date 04 07 2012 109 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager Payments Manager The Payments Manager allows storage of related payment information in payment libraries A payment library is a container for payments and looks much like a folder in the way it behaves Each payment library is a simple database within the payment manager that stores generic payment and beneficial contact information that can be processed through Albany ePAY The situations in which a payment library is used will vary between organisations Examples of situations it would be useful for are a Account package limitations If your account package cannot store account numbers the payment library can be used to store them When the data is merged between the account package and the library the records are matched based on the account reference a Ad hoc payments It may be easier to conduct a one off payment via the payment library than through payment software E Expenses Where your payroll software does not handle expenses these can be maintained and paid via the payment library E Direct Debits A s
181. if EE EE 39 Ge N SE DREES SS e ul le E 42 urging and archiving EEN eo yo oroi men E erae ere eevee 39 Document Edition Date 04 07 2012 205 1989 2012 Albany Software Limited User Guide Albany ePAY EELER EE 35 Validation database cooooncccccccnonoconnncccononoconnnnnnonenoss 87 Validation Toilure 156 V Eden den 97 Verify database CONNECTION error ooooccccccnncccnccnnnnccs 156 Hee EE 4 at 8 Va Bin 148 Weekly Document Edition Date 04 07 2012 206 Index Payment Profile Gchecdules 67 Report Download Profile schedules n0nnnnn0nnnnnaaannnnae 129 A 58 64 ee LE e oe od 62 COMME E e EE 60 e EE 59 85 EE 64 SIMI EE 64 Malal EE 60 1989 2012 Albany Software Limited
182. ight be Company characters Payroll but is actually based on a known format called Standard 18 To assist in making this clear the Reference attribute can specify this Description A description of the definition Free Text up to 100 Mandatory Mandatory Mandatory characters Type The Type specifies the structure of the input file For example a file with a Select from Mandatory Mandatory Mandatory separator such as a comma between each field is referred to as a delimited FixedWidth file A file that has no separators but has a regular line length such as a Delimited Standard 18 format is referred to as a FixedWidth file Occasionally files are LineDelimited used that have lines that appear to be fixed but each line is a lightly different length with a carriage return or line feed to indicate the end of the line This last type is referred to as LineDelimited zm econ epa sino zeg Irma ran Inner Iran Line Element A line may not be defined as having both IsContra and IsTransaction attributes being true If the input file is a multi file submission the header row would be defined as only having IsStart set to true this will ensure that each submission within the file would start a new batch If an input file contains both contra and transaction entries the definition of the contra line should always be specified before the definition of the transaction line Document Edition Date 04 07 2012 168 1
183. igure 54 Confirm automated message ccooocccnncoccnoconnccnnnnnnnncnnnnnnnnnnnnnnnnnnnnn nn rnnnnnnnnnrnnnnrnnnnrnnnnrrnnnrnnnennnanennnns 61 Figure 59 W OFKHOW CONMMMAUON EE 61 Figure 56 Workflow authorisation cccccsesccccseeeceeseeeeeeceeeeeecseneeeeseeeeeesseeeeesseeeeeseaeeeessaeeeessaaeesessaseeesseneenens 62 Figure 57 le ter Mei Bellen 63 Figure 58 Notlfication recipient ISt srn A A a AEA ai 63 Figure SIM ORO EE 64 FOUE OO SCM atleti ee oan lao em eee eae 65 FOSC OR Ee el DEE 66 Figure 62 Schequle FECUIFENCE OPTIONS TEE 66 Figure 63 schedule calendar COmtrol via ox cde a A A A A A A ei AAA Gel Weed 68 Figure 64 Dual Administration Pending WEE 69 Fig re 65 File el EE 70 FOUE GO A E 71 FIQUre 67 Browsetor TG TONAL EEN 72 Figure 68 Delete element FOW escalones 74 FOSG ee TING EE 74 Figure 70 Create le formation CODY EE 75 FIQUEG 71 FleTonnal ee Vasili 76 FIQUEC 72 Ple to mal expo ea A AAN tE IE 77 Figure 23 AIR aid ACUSA Ol io 78 leie 14 BACs LIM OC an 80 Figure 19 BACS MIS EE 81 Figure 76 Bacs SUN CXaIMple EE 82 PIGUKES77 BACS SUN Briten le 82 Figure 78 Payment profile notification templates cccoconncncoconconoconnnnncnannncnnonennnnnncnnonnnnnnnnonrononnnnnncnnanennos 83 Figure 79 Payment profiles detailed BT 87 Figure 80 Validation database update required ccccccoonccnncccconconncncnnncnnnnnnnnncnnnononncnnnnnnnnncnnnononanennnonnnancnnnnss 87 Foure ST le EE 88 FIQUIE B22 CONTIN Va
184. ile handling File handling is refined for greater security error trapping and clarity If you wish to use these features when creating a profile you should read this appendix carefully in order to understand what will occur Input file The input file is automatically copied to a processing directory as soon as Albany ePAY picks it up and before it is imported either through the scheduler or through manual validation The copied file is then renamed to concatenate the profile name and the current date time with the file name to ensure uniqueness in the processing directory The profile configuration setting will determine whether the original file is deleted or left in the input directory By default the file is not deleted Post send action Ifwhen a payment is sent then the working file will either be Moved from the processing directory to an archive directory if archiving is enabled Deleted if archiving is not enabled If the file is moved then it will be renamed to concatenate the payment reference number to the previous working file name Post void action f when a payment is voided then the file will either be Moved from the processing directory to an archive directory if archiving is enabled Deleted if archiving is not enabled If the file is moved then it will be renamed to concatenate the payment reference number to the previous working file name Scheduler recognition of input files in progress
185. imple way to set up and collect direct debits A frequent application of the library could be for regular identical payments for example a gym subscription This could be in more than one part with the regular monthly subscription as the main element but perhaps with an additional element for the joining fee or a special introductory rate a Small payroll If yours is a small organisation it may be easier to run a payroll from manually entered employees in a library than from a file A payment library is attached to a payment profile so that it can be processed through the payment processing wizard like any other submission See paragraph 7 1 2 for details on attaching the library to a payment profile Each library can contain multiple payment details the library acting as a grouping for related payments To find the payment libraries navigate to Payments Manager Libraries The following is an example of the Libraries screen Document Edition Date 04 07 2012 110 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager 0 14 X Cancel Display Allitems EY Lo ePay profile name Details Settings Information Name Profiles Default payment reference Last processed On hold Figure 107 Libraries Existing libraries are listed in the Libraries screen as shown above Once attached to a payment profile the name of that profile is displayed in the second column
186. iness marketplace and has already enabled over 12 000 customers to benefit from process automation increased efficiency and significant cost reductions With a diverse customer base across all industry sectors and organisations of all sizes our vast customer base is testimony to the broad appeal of our solutions For further information about Albany Software Limited our eTransaction solutions or to contact us please visit us at www albany co uk About the application To display the application About box click About Albany ePAY on the Help menu from any toolbar The application displays the following dialog box Albany ePay Version 0 0 0 0 00 Licensed to Albany Software Ltd Licence N2 31038 Licensed for Direct Automated Processing Bacs Dial up Bacs connections File Merge dualadministration Faster Payments rsbankline hsbenet Advanced Authorisation HSM Payments Manager Management Reports Notifications For more information and support please visit http www albany co uk 1989 4012 Albany Software Limited All rights reserved Download Log Files Figure 1 About the application The list box shows which modules you currently have licensed Your licence may not necessarily include the same items shown in the above illustration Should you encounter a problem with the software which causes you to have to contact Albany Support you may be directed to download the log files
187. ings ALBANY 19 Apr 2012 09 29 administrator 8004 31038 0 0 0 00 Figure 11 System Setup screen 4 1 Audit Reports Audit activity is critical to the operation of any software solution ensuring that all user activity is recorded so that a log can be kept of who did what and when This information can then be used by key employees in an organisation to investigate specific instances of activity for example tracing who was responsible for sending a payment for the wrong amount The information can also be used in an overall view of activity to minimise security risks Prompt identification of repeat authorisation by the same employee so that steps can be taken to reduce risk by spreading the authorisation activity between different senior users Albany ePAY includes specific rules that govern the storage of relevant audit data and provides a user interface from which the manual printing exporting and emailing of the information can be Document Edition Date 04 07 2012 15 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup configured It provides a mechanism by which this data can be purged and archived with a log of the purging and archiving activity see paragraph 4 3 for more information In order to set up the auditing feature the current user must have access permissions See paragraph 5 7 Select System Setup from the navigation area and choose Audit Reports 1 To set up a ne
188. ins in the input folder None The method used to encrypt the input data if any Options at the time of None writing are shown to the right This option will match the encryption key Pegasus type RijndaelAES TripleDES Encryption method Document Edition Date 04 07 2012 161 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix A Payment profile processing rules Default Meee crane EI or e File format The specification used to read the input data Any file format that has been None set up on your system will be listed here as a possible value Specified If you are using an input file you must specify a compatible File Format a see paragraph 5 9 4 concerning the setup of a File Format stored on SSS your system File name and location The name and location of the input data if taken from a file Wildcards and are permitted When the value box Is active click L to open File Name Mask dialog When the profile is run it will search the specified location and the specified file and read in the data found in that file If you are using an input file you must specify its location here Invalid beneficiary name do not report Specifies what report action should happen if one or more invalid do not report report action characters are found in the beneficiary name field in a payment file generate line in report Invalid originator name do not report Specifies what report action should happen if one or mor
189. inue but only valid No transactions are processed Some issues will force failure of the entire file whatever the settings for example a non existing date such as 30 February Show input file name Specifies if the name and path of the input file is displayed in the status bar at the bottom of the payment wizard Ifthe path is of a complex construction such as a network path it is unlikely that the entire path and name will fit and be visible User authorisation The group used to verify authorisation of file limits None matrix for file values SPA TERA ce ne EE Default file This functionality is currently unavailable as it is under review arate User authorisation The group used to verify authorisation of transaction limits None matrix for item values a a Li LSS This functionality is currently unavailable as it is under review ee group Document Edition Date 04 07 2012 163 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix B Transaction Codes Appendix B Transaction Codes The table below details transaction codes currently in use by Bacs Those processed by Albany ePAY are indicated in the right hand column Value Items Processed by Albany ePAY Direct Credit Standing orders Automated recalls of standing orders and Direct Credits Automated settlement credits Automated return of unapplied credits Credit contra a debit record to balance credit records 01 zero 1 Dir
190. ion The second tab is for Confirmation This is used to specify if the step will be manual or automatic and if you wish the process to be halted if warnings or errors are determined at this point To turn on either or both of these features click to add a check mark to the boxes provided If you set this step to complete automatically if the payment wizard is started manually once validation is complete the wizard will present a message as shown in the following illustration The user must then click Finish to close the wizard Further processing if set to be manual must be picked up from the Pending screen Document Edition Date 04 07 2012 60 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration The previous step was successfully completed Confirm is automated and will be processed by the system Figure 54 Confirm automated message The Confirmation step is mandatory and is enabled by default If the step is to be exclusive check the Make this step exclusive box There is also an option to Perform this step automatically Click in the checkbox to set this up If this option is selected you can specify action to be taken in the event that the confirmation cannot take place due to validation issues S SE E Y Confirmation Authorisation Authorisation Authorisation Stage 1 Stage 2 Stage 3 Authorisation Stage 3 Enable this step E Make this step exclusive E Perform this
191. ion There is an error in the structure of your submission Please contact has been rejected A payment instruction in the submission contained an your solution unrecognised transaction code supplier has been rejected JA valid contra record has not been included for a your solution 1902 Your submission There is an error in the structure of your submission Please contact particular day section or file supplier has been rejected JA valid contra record has not been included for a your solution 1902 Your submission There is an error in the structure of your submission Please contact particular day section or file Supplier has been rejected No valid payment instructions were included for a your solution particular day section or file supplier 1905 Your submission There is an error in the structure of your submission Please contact Document Edition Date 04 07 2012 183 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1905 FPS Your submission There is an error in the structure of your submission Please contact has been rejected No valid payment instructions were included for a your solution particular day section or file supplier Processing day response codes 1502 Bacs Warning A There is an error in the The file will be processed on the current processing day structure of your submission processing day If you have any concerns in your the UHL1 proces
192. ion in which case contact your solution supplier There is an error in the account details of a contra record An originating account number was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier You have submitted a contra record with a zero value 175 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1996 FPS Your submission You have submitted a contra Please check the details used If correct record with a zero value details were used there may be an error in the structure of your submission in which case contact your solution supplier 1997 Bacs Your submission There is an error in the value Please check the details used If correct of a contra record The value details were used there may be an error in was not all numeric the structure of your submission in which case contact your solution supplier 1997 FPS Your submission There is an error in the value Please check the details used If correct of a contra record The value details were used there may be an error in was not all numeric the structure of your submission in which case contact your solution supplier 2018 FPS Your submission All contras in a given file Please check the details used If correct must relate to same account details were used there may be
193. ion Validate Authorise 1of3 2Zof3 aof3 Send Void View Details Setup d Administrative functions p S D i ER Biss pa CT TT e COOC db Payment Libraries Figure 41 Inherited permissions lt is a Bacs requirement that any user able to validate or authorise a payment must also be able to view the Bacs reports For this reason any user or group assigned Validate or Authorise permissions will also be assigned View Details permissions automatically If those permissions are removed the View Details permission remains checked and must be unchecked separately if this permission is not required Document Edition Date 04 07 2012 45 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Once you have made changes you have the option to abandon these changes by clicking the Cancel button on the toolbar at the top This will abandon all changes you have made to the active selection If you are satisfied that your changes are good click al to save the changes 5 7 4 New defaults In order to speed up permission settings additional default Permissions rows are included These include a New Payment Profile Default When a new Payment Profile is created the permissions currently in place for each of the above will be automatically copied to the new profile This is not linked in any way so if the defaults are later changed existing profiles will not be affected a New library defaults W
194. ired location the payment profile will run and then cease the polling schedule An additional option is provided so that if any input file is not found during the specified window then an error will be reported Document Edition Date 04 07 2012 67 1989 2012 Albany Software Limited User Guide Albany ePAY 9 9 4 Document Edition Date 04 07 2012 Chapter 5 Administration Range of recurrence Finally you can specify a Start Date from which the recurrence pattern will commence The default date is the current date With the exception of a Run Once schedule pattern it is possible to select that the schedule will repeat until E Further notice default OR m A specified date If this is selected the default value will be the current date The selected date cannot be earlier than the current date If you have chosen a repeat recurrence you can also select the date on which the schedule will cease by selecting the End Date checkbox and specifying from the provided calendar control the required date Time Stat at 09 00 00 then Run every mins 680 until 17 00 00 E or until input file has been found E F an input file is not found during this time then report an error Range of Recurrence Start Date 21 07 2011 i D 21 07 2071 4 July 2011 I Mon Tue Wed Thu Fri Sat Sun 27 28 29 30 1 H 3 4 5 6 8 9 10 11 12 13 14 15 216 17 18 19 20 2 23 H 25 26 27 28 29 30 31 1 2 3 4 5 6 Fi
195. irm deletion Once a payment has been deleted it is removed from the Pending screen and added to the Complete screen with the Status of Voided Refresh the screen If the screen has not automatically refreshed you can do so manually by clicking U If a payment has been sent it is moved from the Pending screen to the Sent screen Document Edition Date 04 07 2012 107 1989 2012 Albany Software Limited User Guide Albany ePAY 6 7 Sent payments Select Payments Sent to access the Sent screen Chapter 6 Payments A grid at the top of the screen shows details of all payments still in process Each row indicates a separate payment process The columns in the grid provide useful information on these payments The Pending screen grid can be customised to suit your requirements Refer to chapter 9 for more information The Sent screen displays all payment files which have been sent on to your Clearing Settlement Mechanism CSM but payment has not yet been completed The behaviour of payments through the screens depends on the Submission Type Structural Test Full Test or Live Live payments differ significantly in that they indicate the next step once sent as ready for report collection The File Details tab in the lower area provides information regarding the transactions within the file listing the total accepted any errors or warnings pertaining to the transactions and totals from the input file for comparison
196. is 4 PIQUA LOGGING O EE 5 Figure 5 Forced password change 6 Figuite 6 Chande password dialog WE 6 Figure leede Eet dn isc 7 Figure g Status e le Weld Lan EE 8 PIQUE Oe OS IZ EE 9 Foure TOS e ee TI 9 Figure 14 SYSIEM SElUD SCI COIN EE 15 Figure 12 Audit Report Wizard Report Type coooocccncccccncccnncccnnnconncnonnncnnnonnnnnnnnnononnnnnnnnnnnnnrnnnnnnnnnrrnnennnanennnnss 16 Figure 13 Audit Report Wizard USCIS catan dd 17 Figure 14 Audit Report Wizard Delen 18 PIGUKE 1 52 S CIECIKECIDICIS E 18 Figure 16 Audit Report Wizard Export location ooccccccccconconncccnoncnnncnnnancnnnononancnnnnnnonnrnnnononnncnnnononanennnnss 19 Figure 17 EMG Or day COMMOTION EE 20 Figure 18 Purging and e RININ EE 21 Figure 1 9 F Urging anG arGhiVing ene EE 21 Foure 20 SCHEGUIE e e e DEE 22 FIQure 217 Bacs e ele ee EE 23 Figure 22 5 SEMEN O td 24 Figure 23 Dual Administration limited approverg 25 Figure 24 Payment Settings unavailable nnnnn000nnnnneannnnonennnnensnnnnrosenrnressnnrrrnsrnrrrenrnrrreonrnrrresrnrrresnnnrrrennnne 26 Figure 25 Dual Administration settings for selection cccoonncncononnonoconcnnconanonnononennnnoncnnnonannnnnnoncnnononnnncnnanenoss 26 FIQuUre 26 Ed ele ele TEE 27 Selfien Tee 28 Figure 28 Database le EE 29 Figure 29 Default Non Processing Days schedule nenesa anaa ETA 31 Figure 30 Dual Administration pending ems 32 Figure 31 Dual Administration Changes ecreen 33 le lee
197. is an error in the structure of your submission The has been rejecteditotal value of credit contra records did not equal the total value of credit payment instructions in the day section file Bacs Your submission There is an error in the structure of your submission The has been rejecteditotal value of debit contra records did not equal the total value of debit payment instructions in the day section file esch k mb h k mb h k mb h 00 00 00 00 00 00 00 00 00 00 h mb sch sch esch esch esch h h h T1 U ep UTL1 record contra response codes Code Service Message value of credit payment instructions in the day section file Please contact your solution Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier 1801 Bacs Your submission There is an error in the structure of your submission A Please contact has been rejectedivalid UTL1 record does not follow the EOF2 record your solution supplier Document Edition Date 04 07 2012 191 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1801 NS submission There is an error in the structure of your submission A Please contact has been rejectedivalid UTL1 record does not follow the EOF2 record your solution Supplier Bacs
198. is shown in the following illustration Profile Description Processing Rules Report Delivery Settings E Li i X Name Report Types Active Email Export Processing Reports Summary Details Errors Warnings El El Submission Reports Summary E EI iw Figure 51 Report delivery settings Document Edition Date 04 07 2012 56 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration You will see that there are checkmarks for Active Email and Export beside each set of Report Delivery Settings These checkmarks indicate what has been set up and if the settings are active The checkboxes cannot be edited here but are provided for information only Settings must be Active for them to operate automatically This tab has its own toolbar provided to allow the creation modification and deletion of report delivery specifications To create a new automated session of report delivery click _ This opens the Report Delivery Settings dialog con ay seo AC O Delivery Settings Email Name Email Details 5 Active a On Hold Send as Recipients Subject ePAY Processing Reports Message E Input Faster Payments Figure 52 Email delivery settings a Delivery Settings Provide a Name for the Delivery Settings and then choose from the report types listed These are grouped into ePAY Processing Reports produced by Albany ePAY and Submission Reports produced by Bacs Whe
199. ish to discard changes click the Cancel button You will be prompted before the changes are cancelled Click Yes to abandon the changes or No to return to the edit E Remove group membership To remove a member from a group select the user to be removed then select the name of the group from the Group Membership pane list on the right of the Details pane Click x The name of the group will no longer be in bold as the selected user is no longer a member of the group E Disable a user account If a user leaves the company you may wish to disable the account As the properties can take some time to set up it is usually preferable to disable the account until a new employee takes up the role when it may be easier to reactivate and modify the existing account rather than create a new one The simplest method for this is to edit the account as described Document Edition Date 04 07 2012 39 1989 2012 Albany Software Limited User Guide Albany ePAY 9 4 4 9 0 Chapter 5 Administration above and put a checkmark in the Disallow log on check box Effectively this disables the account until the check mark is removed at such time that the other details including the password can be changed E Re enable an account Re enable the account for a new employee by editing the details as required including the password and removing the checkmark in the Disallow log on check box to re enable the account Dual Administration control
200. it records and reports 7 bacs reports E Payment files and transaction reports E Report Download Activites Details Options History A Schedule Ste Monthh Last run C der Started by Curent status Message Archive location C ProgramData AlbanyePAY Folder structure Flat older structure lat Figure 18 Purging and archiving There are several reports listed in the illustration above but you will notice that for the selected report most of the Details tab at the bottom is disabled That is because a schedule for purging and archiving has not yet been set 4 3 1 Setup a schedule To set up a schedule in the Details tab click in the Schedule check box on the left This enables the rest of the form for you to set up the schedule Purging information without first archiving it could result in a loss of information To ensure that this does not happen please set to archive your information before purging it Archive location CAProgramData AlbanyePAY Folder structure Flat Le Figure 19 Purging and archiving schedule Document Edition Date 04 07 2012 21 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup 1 Schedule Period When an archive location has been set choose the schedule interval as shown in the following illustration Figure 20 Schedule period Now specify which data should be purged and archived at that interval Use the spinner to set Data
201. ition Date 04 07 2012 52 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration You can find the basic settings for your new profile in the Profile Description tab at the lower part of the window In the Profile Description tab replace the default name new item with a suitable name Profile Description Processing Rules Report Delivery Settings Details Name Company Payroll Payment profile notification template Payroll Le Description Icon Sage Payment methods Bacs Workflow Faster Payments Schedule Set As Default Payment Method Figure 47 Profile description Information shown in this tab includes o Name the name of the profile Description a description for the profile z Payment methods the payment methods setup that can be used for the profile one or more of the check boxes provided can be checked as required for the profile Figure 31 shows two payment methods Depending on your licence you may have access to a single payment method normally Bacs You may also have other payment methods set up on your system such as Faster Payments and or RBS Bankline a Royal Bank of Scotland specific alternative to Faster Payments see chapter 3 for information concerning different payment methods Payment profile notification template click the arrow to the right to choose from a list of available templates See paragraph 5 14 for more i
202. itive with regards to the characters included Any character Any single number i e 0 9 Any alphabetic character i e A z Document Edition Date 04 07 2012 171 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages Appendix E Response messages In the event of an error there are a number of messages that may be generated depending on the issue There are various categories of response messages If you know the category you can locate it in the contents list and look for the message However if you are unsure of the category or merely wish to search quickly for the response message number use the search facility in this help If you encounter any of the errors shown it is likely that there is a security issue with the user or a fault in the input file The best solution in any situation is to check both facts carefully Ensure that all the data supplied in the input file is correctly formatted in accordance with the file format and that the data is valid Common errors are rejected by Bacs because the data is invalid such as letters included in a bank account number The information supplied in this section should help you in understanding when there are issues and will assist you in providing information about the error to system support Contra processing day response codes 1982 Bacs Warning A There is an error in the structure of The contra record will be processed on proces
203. ity Indemnity claim Indirect submitter Input day Interactive Internet Intranet ISCD ep li UO Limit value LMK Lodgement lodged Document Edition Date 04 07 2012 Appendix F Glossary Definition or Description Hypertext Transfer Protocol a World Wide Web protocol usually seen as a prefix for a web address Hyper Text Transfer Protocol over SSL see also HTTP and SSL International Bank Account Number an IBAN is a unique series of alphanumeric characters that identifies a customer s account held at any bank across the World IBANs have been introduced to help reduce errors associated with complex cross border transactions providing a worldwide standard format for displaying and validating international bank account numbers IBANs usually contain an ISO country code 2 characters two check digits for validation purposes a domestic bank or sort code and the account number A document which contains a legally binding undertaking to make payment to a paying bank in response to an indemnity claim An indemnity in standard form is an essential requirement of the Direct Debit scheme A claim made by the paying bank in respect of an incorrect Direct Debit being applied to an account A service user that can originate payment information but does not send it to Bacs itself It uses a Bureau to send payment information The Input day is the first day of the Bacs processing cycle and is the day on wh
204. jected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Document Edition Date 04 07 2012 Please check the details used If correct details were used there may be an error in There is an error in the account details of a contra record A destination sorting code was not all numeric the structure of your submission in which case contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a contra record A destination sorting code was not all numeric There is an error in the Please check the details used If correct account details of a contra details were used there may be an error in record A destination account ithe structure of your submission in which number was not all numeric Gase contact your solution supplier There is an error in the Please check the details used If correct account details of a contra details were used there may be an error in record A destination account ithe structure of your submission in which number was not all numeric Case contact your solution supplier There is an error in the Please check the details used If correc
205. k on the menu item to view the pending items in the right hand pane For each row selected in the upper pane the details of changes that have been made for that row are displayed in the lower pane These are the changes awaiting approval or rejection Document Edition Date 04 07 2012 32 1989 2012 Albany Software Limited User Guide Albany ePAY 9 1 1 9 1 2 9 1 4 Chapter 5 Administration Dual Administration Changes w x O Show Pending Requests y Search in All Fields for eee Date Requested Requested By Description Category Sub Category Operation Status 03 May 2012 09 06 User Admin User3 03 May 2012 09 05 User Admin User User Settings Users Create Pending 4 mE t Field Value Password changed User must change password Disabled Disallow log on Disabled Sign on name Admin User Group membership admins Security level Department Full name Position Email address adminusers company co uk Description Figure 31 Dual Administration Changes screen Refresh view To ensure that the view includes all outstanding changes that may have been made by other users you may wish to click U Accept Reject Changes To accept and confirm a change select the appropriate row and click f on the toolbar To reject and cancel a change select the appropriate row and click 3 You cannot accept or reject more than one row at a time If you have made a c
206. k the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier Document Edition Date 04 07 2012 188 1989 2012 Albany Software Limited User Guide Albany ePAY Code SR 0 s N esch esch esch esch esch esch esch sch s sch O O O O O O O O O O O O CA oOo GN CA CA CA CA oO oO CA 00 N N OD OD al O1 E E O Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been Document Edition Date 04 07 2012 Appendix E Response messages Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a payment instruction A destination account code type was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which
207. l for changes to the following Not enough users have permission to Approve items in this Category Not enough users have permission to Approve items in this Category Not enough users have permission to Approve items in this Category Not enough users have permission to Approve items in this Category Notifications Send notifications to approvers for all events Figure 23 Dual Administration limited approvers If licensed the Dual Administration Settings Required box is checked automatically but by default none of the individual settings are enabled As shown in the above illustration if insufficient users are enabled for dual administration a relevant message is displayed to that effect to the right of the appropriate checkbox es Before proceeding at least one additional user must be given appropriate permissions as described above Administrative permissions are described in paragraph 5 7 5 In the following illustration there are sufficient users with permissions to set Dual Administration for System Settings and User Settings but not for Payment Settings Document Edition Date 04 07 2012 25 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup Dual Administration Settings Cancel O Dual Administration Require Dual Administration approval for changes to the following E System Settings A User Settings Not enough users have permission to Approve it
208. l the exclusivity check but the user does not have permission to Send anyway then it is the existing permission message that will be displayed Exclusivity is only enforced when a step is being performed manually For example even if all steps in a workflow are set to be exclusive they can all still be performed automatically by the system user in an end to end lights out solution However should the automation of any automated step fail for some reason then the same user would not be able to perform all those steps manually Any steps that have been successfully performed automatically by the system user will be considered to have been carried out by a different user in the manual exclusivity check For example if Validate Confirm Authorise and Send are all exclusive but Validation was performed automatically then any user will be permitted to perform the Confirm Authorise and Send steps manually 1 Validation The first step as shown above is Validation Once workflow is selected for use with a payment profile the Validation step is enabled and conducted automatically by default when the profile is initiated If you wish the step to be included in the exclusivity check ensure that you check the Make this step exclusive box Authorisation Authorisation Authorisation Stage 1 Stage 2 Stage 3 Enable this step Perform this step automatically E Make this step exclusive Figure 53 Workflow validation 2 Confirmat
209. ldano dista 90 Figure SS COTM ABS en 91 PIQUE SA AUTON SC TOTS EE 92 Figure 85 Authorisation signing Mandatory ccccccceseccececseseeceeecaeeeeeceesaeeeceeesaeeeeeesesseaeeeeesseseeeeesaaeeeeeeeeas 93 Fig re g6 VIEW en ainia adan 94 Figure 87 Change user ee E 94 Figure Se Payment process MISIONY EE 95 PIQUE g9 o marcara ne qui CO EE EE 95 FOUE 90r PIN COGS FSCS E 95 Figure 91 Payment successfully Sent to BAC 97 Figure 92 Compact submission reports jet 98 Figure 93 Expanded submission reports Ier 98 Figure 94 Summary report example ooccccconcnncccocnncoconconccnnnoncnnonnncononcnnonnnnnnnnnnnnnnonnnnnnnnnnnnnnnnannnrenonnanennananess 99 Figure 95 Detailed report example cccccccssssecccccaeseeceecceeeeeceseeseaeeeeeeseaueeeeessaaaeceeesseaeceeessaaseeeeessageeeeseaas 100 Document Edition Date 04 07 2012 O 1989 2012 Albany Software Limited User Guide Albany ePAY Figure 96 Payment Tile CU ONS E 101 Figure 9 7 User eier 102 Figure 98 Change user certificate evample 102 Figure 992 Geltilicate Selector dialog sns A A S 103 Figure 100 FiledetalS examples na EE E E E 104 Foure TOT FISTOLY exampl EE 105 Figure 102 Permitted users examples EE 105 Figure TOS Payment Dera S OM 106 Figure Sale Eet EN 107 Figure 105 Sent payments file details ococcccnnonnnncccnnncnnnononnncnnnnncnononannncnnnnnnnnnnnancrnnnnnnnnnnnanerinnnnnnss 108 Figure 106 SEM e E Ee 108 Figure 107
210. lease contact your solution supplier to ensure the package has been registered and approved by Bacs Please contact your solution supplier to ensure the package has been registered and approved by FPS Please contact your solution supplier to ensure the package has been approved by Bacs Please contact your solution supplier to ensure the package has been approved by FPS Please contact your sponsor to ensure the software has been properly associated with the service user or use a package that has been Please contact your sponsor to ensure the software has been properly associated with the Corporate or use a package that has been Please contact your solution supplier Please contact your solution supplier 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1035 Bacs Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your payment file has been rejected 2019 ND E O CO CO ch ch al O1 E O O gt O O O CO CO Document Edition Date 04 07 2012 The solution supplier Please contact your sponsor associated with the submitting software is not linked to the serv
211. library was last sent 2 Acceptance actions Switch to the Acceptance Actions tab This tab contains just two check boxes Clear amount This will automatically clear the amount of any record in the library at the end of a payment submission This is useful for example in the case of payments that will vary with each submission such as expenses If you want to ensure that payments are not made accidentally using this checkbox will ensure that values have to be added afresh before each payment run This applies whether an input file is used or not Update DD transaction codes Transaction codes also referred to as Transaction types are used to define different payment types Some of these are only expected to occur once before progressing to a later stage for example ON Direct Debit new instruction This will occur at the onset of a new direct debit but once that has occurred the next stage will be 01 Direct Debit first collection The direct debit changes automatically again for a single cycle After that the direct debit will change to 17 Direct Debit regular collection By selecting this check box the codes that will only occur once before progressing will be automatically updated and you will not need to change them manually each month Refer to Appendix B Transaction Codes for more information about different codes Click lal to save the changes The new library now appears and is ready for you to create records To open t
212. lick al to save the record for the new Bacs Limit The Bacs Limits screen includes the following settings for edit ttem Description Originating Account This includes a list containing a list of the originating accounts currently existing within the database from which to select This includes a list containing a list of the Bacs SUNs currently existing within the database This option permits limits set on each item If you have selected Item limit default the File limit boxes will be disabled Transaction debit limit Click to edit the limit value for debit transactions value Transaction credit limit Click to edit the limit value for credit transactions value This option permits limits set on a file aggregated per file If you have selected File limit the Item limit boxes will be disabled Limit type This includes a list containing limit periods to select from as follows Daily Weekly Monthly Periodic Periodic limit parameters If you select periodic as the limit type you must specify the number of days days of which you wish the period to consist using the spin box provided File debit limit value Click to edit the aggregated file debit limit value for the limit type File credit limit value Click to edit the aggregated file credit limit value for the limit type The Limit Usage tab provides details of where the limits have been applied For each item selected the remaining credit and debit limits a
213. ll see that the lower pane Hold box is now populated and a check mark appears in the Hold column for the record ial Figure 117 Hold contact You may also see that the pencil symbol appears beside the symbol indicating that the record has been changed and will need to be saved To put multiple contact records on hold select them as described above and then click s Release contact records Once contact records are in the Hold status you can select them for release in the same way as described above Click to release them removing the check mark from the Hold check box in the lower pane and from the box in the Hold column for the row 7 45 Edit contact records You will see that the current record has a symbol at the beginning of the row It is the detail for this row that can be viewed in the lower pane To edit the information you can type directly into the tabs in the lower pane of in the selected contact record row in the upper pane grid To select a different record click in the area to the left of the row the blank rectangle that precedes each row The symbol moves and the row may be highlighted Once you have finished editing one or more rows click lal Even if more than one row is highlighted only the row that is marked with the symbol will be edited If you edit data directly in one of the rows the pencil symbol will be displayed to highlight that it has been changed The pencil symbol will clear whe
214. lready been accepted by Bacs your solution supplier Document Edition Date 04 07 2012 178 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages Your You have attempted to transmit Please ensure you have not already submission has la submission with the same transmitted this submission to FPS on the been rejected submission serial number as current processing day If you have not E TI U U another submission for the please amend the submission serial number same SUN and processing day in the VOL1 and retransmit the submission that has already been accepted If you require assistance please contact by FPS your solution supplier Bacs Your The security checks at BACS Please re validate and then re sign the submission has have identified that the submission and retransmit from the start been rejected r signature hash for the submission request If this problem persists submission is invalid please contact your solution supplier Your The security checks at FPS Please re validate and then re sign the submission has have identified that the submission and retransmit from the start been rejected Prisignature hash for the submission request lf this problem persists submission is invalid please contact your solution supplier Bacs Your Your software has transmitted Please contact your solution supplier submission has la slice of an incorrect size been rejected Your Yo
215. ls tab you will see that a new library framework is created with the default name new library 1 Overtype this with a suitable name for the library that will describe the sort of payments it will contain In addition you may like to complete the following Default payment reference The payment reference is normally an internal reference from your organisation used to describe a particular payment type for example if you use the library for the processing of a small payroll each month you might have a reference for payroll You might have another library for payment of suppliers for which you would have another payment reference So if all the payments in a library will have the same payment reference you can add this here to save time later a On hold Document Edition Date 04 07 2012 mb 12 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager Click in this check box if you want to place the entire library on hold for example to ensure that the library is not processed for payment whilst a task such as updating payment amounts is conducted for all records Once the updating is complete and all the records are ready for processing click to remove the check mark so that the library is released a Profiles This is a list of payment profiles to which this library is attached provided for information only Last processed This provides the date that a payment profile that uses this
216. lso print email or export the report directly from the Payment Details form without first opening it To email the report s select them first use the Ctrl key with the mouse to select more than one then click Select the format you wish the report to be emailed in Next you need to select the email recipients Click l1 to the right of the Recipients box to open the Select email recipients dialog At the top on the left a filter is provided called Show names from to allow you to select Users Groups or Contacts Select any of these to see the items available in each list Select the names you wish to include and click gt to add them to the right hand box You can repeat this procedure for one or more of the lists provided Users are prefixed with U Groups with G and Contacts with C When ready click OK The names are added to the Recipients box Type a Subject for the email As soon as you do this the OK button is enabled You can add text for the body of the Message but this is optional Click OK when ready to close the dialog In addition to the Reports tab is the Output tab See paragraph 6 4 2 for more information Click OK to close the form Delete payment If you decide that a payment that is already partially processed is not correct for submission you can delete it so that changes or corrections can be applied if necessary and the process restarted or just removed completely To do this click L i You will be asked to conf
217. m disappear they are replaced with one or more note icons one for each hidden menu Hover the mouse pointer over one of these The mouse pointer will change to a hyperlink hand with a tooltip to tell you what the hidden menu is Click the note icon to open that menu Figure 10 Hidden menus 3 6 Getting further help Accessing online Help in Albany ePAY is simple The toolbar for each screen within the application includes the button which opens the Help menu The Help menu offers several options Click Contents to open Help at the welcome page from which you can browse to any topic you wish to learn about Click How Do I to access a list of likely tasks you may wish to carry out Click any of the tasks listed to jump to the relevant help topic Click Search to open the Search pane in online help Click Glossary to open the Glossary pane in online help Click Keyword Index to jump to the alphabetical index Here you can type in the first character or characters of the topic you want to find The list will filter in place Click Technical Support to open the Customer Support page of the Albany website Click About Albany ePAY to access version and licence information for the application Document Edition Date 04 07 2012 9 O 1989 2012 Albany Software Limited User Guide Albany ePAY 3 7 3 7 1 3 7 2 3 7 3 Chapter 3 Basic Concepts Bacs 3 Day processing The Bacs Electronic Funds Transfer EFT service operat
218. ment Edition Date 04 07 2012 94 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments History w Validated 18 08 2010 12 03 51 Figure 88 Payment process history Signing requirement Signing requires payment authorisation with a Smart Card system or a Hardware Security Module HSM If you are using a HSM then the process is automated and you will not be required to enter a PIN code However if you are using authorisation with a Smart Card system then you will need to have a suitable Smart Card reader attached to your workstation and a valid Smart Card and corresponding PIN code ready If a Smart Card has not been inserted you will be prompted to insert one The correct smartcard ts not present in the card reader insert the AA correct card and press Retry Figure 89 Smartcard Required Insert the card into the reader and click the Retry button The prompt for the PIN code will load Please Enter your PIN Code Figure 90 PIN code request Enter the Smart Card PIN code in the box provided and click OK If you enter the wrong PIN code a message will inform you Click OK on the message check the PIN code and re enter it If the card is valid and the PIN correct the payment will be signed and the form will return with the history updated HSM is normally licensed separately Document Edition Date 04 07 2012 95 1989 2012 Albany Software Limited User Guide Albany ePA
219. ments This can be set to run until a specified end time which must be later than the start time or until a valid input file has been found There is also a checkbox for you to specify that an error be reported if a Suitable input file is not found during the time window specified Alternatively you can select the option to run the schedule continuously This will run automatically at the most frequent interval possible Document Edition Date 04 07 2012 129 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports For windows that have no end time the start time is considered to be the end time of the window for example if the task is set to only run at 09 00 daily then the payment file will be created at 09 00 Where a scheduled start time is missed for example if the service was not running at the time of the scheduled start it will be run as soon as possible on resuming the service An option is provided for the schedule to run until the input file has been found This allows time for the input file to be compiled but once in the required location the payment profile will run and then cease the polling schedule An additional option is provided so that if any input file is not found during the specified window then an error will be reported Range of recurrence Finally you can specify a Start Date from which the recurrence pattern will commence The default date is the current date With the exc
220. menu items will be updated whenever a change is made within the report screen currently being viewed For example if the user opens or prints a report in the Returns and Advices screen which causes it to be marked as read then the current counts for all of the menu items will be updated lt must be remembered that it is possible that other users may have made changes that affect the unread count in the meantime as well as these changes will also be reflected in the new counts once they are updated You can fresh the count to synchronise with all other users by clicking VU The Returns and Advices screen includes three date columns sortable as date time values as follows a Download Date This is the date time that the report was downloaded from Bacs to Albany ePAY E Processing Date This is the processing date of the report part of the downloaded information The column will only display the date as the time is not relevant E Created Date This is the date time on which the report was created Delete You can select and delete reports from the Returns and Advices screen You will be asked to confirm deletion To select continuous multiple reports select the first in the list to be selected hold down the Shift key and click the last in the list to be selected All rows are selected To select multiple reports that are not adjacent select the first to be included hold down the Ctrl key and whilst holding it down click the row
221. n you move to another row Once all edits have been made as required you must still click tal to save the changes 7 4 6 Delete contact records To delete a single contact completely select the row and click x or press the Delete key You will need to confirm the action before it is completed If you wish to delete more than one record select all the records to be deleted as described in paragraph 7 4 2 and press the Delete key Confirm the action and the records are deleted Document Edition Date 04 07 2012 121 1989 2012 Albany Software Limited User Guide Albany ePAY 8 1 Chapter 8 Reports Reports Reporting is a fundamental concept that allows oversight of all processes and their status Processing reports in Albany ePAY generally break down into two core categories a Those that can be explicitly linked to a submission payment file These include Albany ePAY processing reports that are created after validation a Bacs summary submission report that is provided at the end of each payment submission u Bacs Input report that is downloaded from the Bacs website a Those that are not submission specific These are all downloaded from the Bacs website and include Arrival n ADDACS n ARUCS a ARUDD n AUDDIS a AWACS a DDICA UAC User Copy UDD User Copy If a user does not have View Details rights to a profile then they are not able to view the detail of any of the individual transactions in the payment being
222. n000n000nn 30 Pending pD avmente occcoocccccccnccccnccncnccncnnnnnnnnnncnonanonnns 103 On hold Delete payment 107 Payment Profile Schedules nono o nro non nnnnnnnnnnnnnns 66 Permitted EE EE 105 Originating ACCOUNTS cscccsscscssscessssessssessssecssseeceseecesee 78 nese Ee BEEN 103 PG EEN 78 Permission EOFS ENEE 150 Duplica onzas a nen ee EP ec a 79 PERMISSION Step 42 O A AA 80 A cle WEE 45 EI ell Le EE 79 Kleer E 44 PVN saa cater aes ates EEA EA E E EE 80 NEW ds raul oli da 46 US slot loa 78 Permitted USCIS nn 105 Password e EEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE 9 24 37 PIN GOJE WONG are tern se sere tae err oe renee 95 Change Se T EE EE TER 5 Pinning grid COIUMINS c ccccccsesececeseesececesesesteeererereees 146 Expiry o MEE E TE E AE E 24 ZE EEN 118 OPUONS sesionar lot eege 24 l A ee 24 Processing GAY EEN 10 Setting 37 Processing TUIGS EEN 159 e ca 100 Profile Setup problem eee eee 154 Document Edition Date 04 07 2012 204 1989 2012 Albany Software Limited User Guide Albany ePAY Index Public le le VC 30 Report Download Profile cisco 127 PUPGING ANd AlCNIVING NEE 20 AAA 7 e A AE Ee 21 Search contacts 120 Range of Recurrence Select multiple contacts ee 118 Payment Profile Schedules ENEE 68 A eeh 156 Report Download Profile schecdules 130 Send Message tO userg REENEN 35 Rate of information transfer oooocococncocccoconnnononnnononononnnos 1 SENT e En EC 108 RBS Bankline o cooccnccnccnccnncnncnncnnnoncnoncnnnon
223. nformation on setting this up Icon using the button you can browse for a suitable system item for the profile The icon is then displayed in the box provided Set As Default Payment Method this allows you to specify the selected payment method as the default i e that which will happen unless specified otherwise This is useful if you normally use the Bacs 3 day service but occasionally use Faster Payments Once you have checked both payments ensure that you click on the text for the method you want to be default and then click Set As Default Payment Method Workflow this allows the setup of workflow specific to this profile This feature is only enabled once the initial profile has been saved For details on setting up workflow see paragraph 5 9 2 Schedule this allows you to set up a schedule for the automatic initiation of the profile This feature is only enabled once the initial profile has been saved For details on setting up a schedule see paragraph 5 9 3 2 Processing Rules The following describes some of the specific rules but a full table of processing rules can be found at Appendix A Payment profile processing rules The Processing Rules tab provides a Basic view or an Advanced view For most of your requirements the Basic view will include everything you need to consider By default the Basic view is active Document Edition Date 04 07 2012 53 O 1989 2012 Albany Software Limited User Guide
224. ng the submission This authorisation is performed using either a Smart Card system or a Hardware Security Module HSM After the submission has been sent you can Download Advices and Returns from your Clearing and Settlement Mechanism CSM relating to your submission The sequence of steps described in this help assumes that you have permissions configured to perform all the processing steps However it is understood that different business security models may involve several individuals within an organisation being required to complete the process each individual only having permission to execute one or possibly two steps in the process Exclusivity In addition to the effect of permissions as an enhancement to security the ability to prevent the same user from performing every step in the workflow for payments is included and may have been set up on the payment profile in use The result of this is that where two or more steps in the payment process have been setup to be exclusive at least one of the specified steps must be performed by a different user Any existing permissions will be performed before the exclusivity check For example if the Send step would fail the exclusivity check but the user does not have permission to Send anyway then it is the existing permission message that will be displayed Document Edition Date 04 07 2012 85 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Excl
225. nition click in the grey line at the bottom of the current list Default values may be entered Attributes vary depending on the file format type selected in the Details tab Until you make a change to the attributes the new row is not committed If you wish to keep all the defaults you must therefore make a change and revert back when a grey row appears below the new one In the Lines element for each attribute a filter is provided for the selection of either True or False in each case Click in this line and select the values True or False for each attribute as required In the Fields element click anywhere on the grey row Depending on the file format type the attributes will differ but it is recommended that you use the filters provided for those attributes that provide them to select valid values You can also type your own name for fields if required This Document Edition Date 04 07 2012 73 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration may be useful for data in the input files that has no relevance However attribute values other than those provided in the filter cannot be processed by Albany ePAY and will be ignored Regardless of file format type columns in either of the tables in the Lines amp Fields tab cannot be sorted Some of the Names provided in the filter list hold an automatic Mask which will be selected automatically Complete the remaining attributes as required
226. not all numeric Your submission There is an error in the has been account details of a payment rejected instruction A destination sorting code was not all numeric There is an error in the account details of a payment instruction A destination account number was not all numeric Your submission has been rejected 1932 1932 1933 There is an error in the account details of a payment instruction A destination account number was not all numeric Your submission has been rejected There is an error in the account details of a payment instruction A destination account code type was not all numeric Your submission has been rejected Document Edition Date 04 07 2012 185 the file number in UHL1 must the file number in UHL1 must Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier Please contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier Please chec
227. nt Services are unavailable FPS FPS Payment Services are unavailable Bacs technical error with your Supplier s Bacs Approved Software FPS technical error with your Supplier s FPS Approved Software Bacs has been terminated Bacs technical error with your Supplier s Bacs Approved Software g J g J al gt gt a LA Go Go o O O O NO NO O O O O O O O Document Edition Date 04 07 2012 There has been a There has been a Your submission There has been a The live submission window is closed therefore you cannot transmit live submissions at this time The submission window is closed therefore you cannot transmit submissions at this time The test submission window is closed therefore you cannot transmit live submissions at this time The Bacs Payment Services window is closed therefore you cannot transmit submissions or retrieve reports at this time The FPS Payment Services window is closed therefore you cannot transmit submissions or retrieve reports at this time The last request slice that Appendix E Response messages Message perais Jaon ovy Please try again when the No submission live submission window is can be entered at open For details of the this time opening times please see the Bacs Payment Services web site Please try again when the No submission submission window is open ican be entered at For details of the opening
228. nt file is signed by an associated contact If this problem persists please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the payment file is signed by an associated contact If this problem persists please contact your sponsor to discuss your profile for Faster Payment Services Please ensure the file is signed by an active contact If you have any concerns please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the file is signed by an active contact If you have any concerns please contact your sponsor to discuss your profile for Faster Payment Services Please ensure the file is signed by a contact that has signing privileges If you have any concerns please contact your sponsor to discuss your profile for Bacs Payment Services Please ensure the file is signed by an active contact If you have any concerns please contact your sponsor to discuss your profile for Faster Payment Services 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages Contra response codes 1991 ch esch esch o h esch esch h esch esch O O O O O O O O O O O O O O O O O O O do O O1 O1 gt gt LA GN N NO Bacs FPS Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been rejected Your submission has been re
229. ntents that will be mapped into Albany ePAY using the file format definition Read this section and the associated Appendix D File Format Definitions on page 168 of this document carefully before making changes unless you are very familiar with the process A file format follows a three tier hierarchy 1 The Definition Element This is the parent element that describes the overall file This is visible in the Details tab for a selected File Format Depending on the file format type some of the boxes displayed may be editable File format types can be a FixedWidth E LineDelimited a Delimited A filtered list is available for selection of one of these types Click the arrow to the right to select from the list If the file format type selected is Delimited the Separator box will need to include a single valid character to indicate the separation between fields Non printable characters are not supported The Separator box is disabled for FixedWidth or LineDelimited file format types 2 The Line Element Within the definition element there will be one or more line elements each of which describes a single line within the definition These are located on the Lines amp Fields tab in the Lines area 3 The Field Element Within any single line element there will be one or more field elements each of which describes a field within the line Add a new Line or Field If you wish to add a new line or a new field to any existing defi
230. nting emailing or exporting a report from any screen wizard not just the report screens marks it as read so that it will NOT be displayed in bold Manual marking A manual facility to mark as read unread option is also provided in the Payment File Reports Submission Reports and Returns and Advices screens It is possible to multi select items to mark as read unread by using the standard Window Ctrl click or SHIFT click combinations To mark one or more selected rows as read click E To mark one or more selected rows as unread click Document Edition Date 04 07 2012 123 1989 2012 Albany Software Limited User Guide Albany ePAY 8 1 2 Chapter 8 Reports When a report is marked as read the report row will no longer be displayed in bold If there are no unread reports or once all unread reports have been read then the count indication is removed from the report menus and the menu item is not displayed in bold Where reports are grouped such as Submission Reports the group row is not displayed as read until all the reports in the group have been read Filter read unread In the Returns and Advices screen there is an option to filter the display to show just the unread reports Whether a report is unread or not is determined on a system basis not an individual user basis For example if User1 marks a report as read then when synchronised User2 will also see that report as read The unread count against the
231. ommercial bureau submits data to Bacs Payment Schemes on behalf of totally independent third party customers Contact In the terms of Albany ePAY a contact is a member of staff within a company or a person or organisation to whom payments are to be made Contra The setting off of mutual debt For example if a company owes 100 to another company that is owed 30 by that company in turn the company is allowed to set off the 30 against the 100 and make a net payment of 70 A unique reference on the Direct Debit Instruction DDI of a minimum of six alpha numeric upper case characters which matches the DDI to the subsequent Direct Debit payments Cost centre Cost centres provide a method for grouping customers and examining all of their charges together This can be conducted on a regional basis e g Northern sales offices South eastern sales offices South western sales offices or by type Manufacturing plants sales offices distribution centres Counter claim A claim raised by a service user against a paying bank following settlement of an indemnity claim which the originator believes to be unjustified Counterparty A contact set up in Payments Manager who either pays or receives monies A transaction that credits a destination account Core reference CRM Customer Relationship Management an information industry term for methodologies software and usually Internet capabilities that help an enterprise manag
232. on step only In this case the icons for the second and third stages of authorisation appear in monochrome S SE E Y Validation Confirmation Authorisation Authorisation Stage 1 Stage 2 Stage 3 Validation Confirmation Authorisation Stage 2 Authorisation Stage 3 Enable this step A Perform this step automatically E Make this step exclusive A Send a notification when this step is ready to be performed to Figure 56 Workflow authorisation Automation Any authorisation step that is set to be automated cannot be signed unless an HSM is licensed and installed see paragraph 3 10 2 Notification For the first authorisation stage it is possible to specify that a notification is sent automatically to one or more users or groups when the step is ready to be performed The system must be licensed for notifications for this feature to be visible To enable this check the Send a notification when this step is ready to be performed to box Then click This will open a Select Recipients dialog box Document Edition Date 04 07 2012 62 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Figure 57 Select notification recipients The selector at the top allows you to specify if the list displays Users Groups or Contacts User names are prefixed with U Groups are prefixed with G and Contacts are prefixed with C Select the required name on the left and click gt
233. on the right of the Windows taskbar This opens the basic settings Depending on the version of Windows you are running you should now be able to click a link to Date and Time settings dialog where you can make the necessary changes You can also adjust the date and time via the Windows Control Panel Document Edition Date 04 07 2012 157 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 11 Troubleshooting Once you have set the clock more accurately on your computer check if the Verify updates will run correctly 11 9 3 Database error If neither of the above solutions fixes the issue with Verify updates it may be that there is an error on your database It is unlikely that you will be able to fix this yourself so you will need to contact Albany Support as described in paragraph 2 2 Document Edition Date 04 07 2012 158 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix A Payment profile processing rules Appendix A Payment profile processing rules This appendix provides a table of the processing rules available when creating or editing a payment profile Refer to Appendix B File handling for detail on how to use the file handling features Default D bn nes EI ces e Bacs Three Day Audit record interval Input reports are produced by BACS processing following the successful Specific validation of a day section of a payment file The default value specified by Albany ePAY is 0 which
234. one you wish to use The form will adjust to show the selected schedule You can then edit it manually if you wish You may also wish to change the name that has been completed automatically on import Copy From Profile C Active Monthly Payroll Last Monday of month Figure 121 Copy schedule Document Edition Date 04 07 2012 128 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports On Hold By default a new schedule is placed On Hold on the right Only change this to Active when you are ready for the schedule to run You can also change from Active to On Hold at any time if you wish to pause or stop the schedule for any period for example when you wish to check modify or update the schedule Recurrence The occasions when a schedule can be initiated are extremely flexible The default option is a single One Time Only You can make the schedule regular by choosing Daily Weekly or Monthly For each of these selected options further selections are presented on the form The following recurrence patterns are available for selection a One Time Only Run once performs the selected step within one specified window only and does not have a recurrence pattern once that window is complete Within the Run once schedule a start schedule date selection is mandatory The default is the current date and the selected date must not be earlier than the current date E Daily The Daily schedule option perfo
235. ons for this schedule Recurrence 5 One Time Only Sak 3 Daily Weekly Monthly On nonworking day Time Connect to Bacs to retrieve reports at 09 00 00 ten o E ui 18 00 00 Range of Recurrence Start Date 15 08 2021 Figure 120 New hourly report retrieval schedule You should provide a descriptive Name for the schedule Each schedule for a profile must have a unique name within the profile although the same schedule name can be used in different profiles As you create a schedule if you wish you can copy a previously designed schedule from another profile For this reason the name for the schedule should assist in identifying what the schedule represents Using the Name box type a name for the schedule You will find it useful to use the name as a short but clear description for possible copying at a later date This copy facility can be seen in the Copy From Profile selector to the right There is no link existing between the schedules in the two profiles once a copy has been made so individual changes can be made to each without them being reflected in the other Copy From Profile If a schedule has already been established in another profile you can copy the schedule from this profile In the profile click the Schedule button and then click the Copy From Profile filter at the top of the Schedule form Profiles with schedules will be listed the name of the profile followed by the name of the schedule Select the
236. ontiguous click and drag from the first to the last in this area If they are separated by rows you don t want to print hold down the Ctrl key as you click each one to select it You can also deselect individual rows using the Ctrl key leet Ise ge O DEA A 250 41 POWEOO 01 Direct Debit f A 157 67 TREMOO 01 Direct Debit f Gen 4034 98 RAY DOO 01 Direct Debit f O an Tamera AN Tannoot Jon Drect Dest J P 561 50 MILLOO1 17 Direct Debit r A 112 19 OXLEOO 17 Direct Debit r H DARTOO Dart Software 347 00 CARTOON 17 Direct Debit r O LEECOO Lee Clarke amp 5 121 50 LEECOO1 17 Direct Debit r pS OE KH RH CAVIOO ooo D41001 ON Direct Debit E O SULLOO1 232 25 SULLOO1 17 Direct Debit r Figure 113 Select multiple contacts When you have selected all the required rows click The following dialog will load Document Edition Date 04 07 2012 118 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager Contact selection Print all contacts O Print selected contacts Detail selection Print all details Print selected details Print payment details Print contact details Print address details Figure 114 Print contacts dialog If no records were selected the Print selected contacts option is disabled By default the option for Print all contacts is always selected so if you have selected rows to be printed you must click in the option for Print selected contac
237. ormat definition you can choose to create an entirely blank definition or from a copy of a definition that is already on the system The advantage of the second option is that the copied definition is already valid and with many of the attributes already set it should save you time allowing you to edit and save it with a new name for this reason Albany recommends that you use this approach Existing file format copy To start your new file format as a copy of an existing valid file format ensure that the original is already imported into your system If you cannot see the file format you want to copy in the list in the upper pane you will need to import it before you can create the copy Paragraph 5 10 1 describes the import procedure Once the file format you wish to copy is visible it will be available Click the filter arrow to the right of 7 A flyout menu will assist in your selection as shown below File Formats Ka Cancel Show As List E gt From Existing File Format Direct Testing dt Direct Testing E Payroll Figure 70 Create file format from copy All the file formats on your system are listed in the flyout menu Select the one you want to copy The new copy is created immediately as shown in the following illustration Document Edition Date 04 07 2012 75 1989 2012 Albany Software Limited User Guide Albany ePAY 5 10 4 Chapter 5 Administration gt E A Cancel Show As List
238. ou may wish to delete it In the event that you need to do so select the name of the group from the list in the upper pane and click X You will be asked to confirm deletion of the specified group Click Yes to confirm deletion or No to keep the group 5 6 Contacts In the navigation area select Administration and under User Settings select Contacts The Contacts screen allows you to store information relevant to contacts external to Albany ePAY who can be sent reports if there is a requirement for this 5 6 1 Create contacts To create a new contact click 3 A new item will appear in the list of contacts in the upper pane with the default name new tem which is also displayed in the Details tab in the lower pane In the Name box replace the default name with the name of the contact you want to use The following information can be stored for a contact a Name Mandatory and must be unique within Contacts m Address Optional Document Edition Date 04 07 2012 41 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration a Telephone Optional m Fax Optional E Email Mandatory Each contact must include a unique Name and must also include an Email address in a valid format If the name is not unique and or an email address is not included a message will be displayed to that effect and Y will be displayed to the right of the box that includes incorrect or missing information When ready click
239. ow that there are no issues with the processing of the file However the first time a profile is used this may be useful in spotting errors in the Payment File In this case there will not be any Submission Details at the top of the form instead Q will appear with the text There were file errors Document Edition Date 04 07 2012 91 O 1989 2012 Albany Software Limited Albany ePAY User Guide Chapter 6 Payments All being well with no errors you can now proceed to the next step Click Confirm By doing so you confirm that the payment process is acceptable and you are ready to progress You may find that progress is restricted depending on system settings in which case a suitable message will appear on the form 6 2 4 Authorise The authorisation section of the wizard can be in one two or three stages depending on the workflow configuration see paragraph 5 9 2 Where there is more than one authorisation stage the wizard displays the current stage as for example 1 of 3 2 of 2 as shown in the following illustration Authorise 1 of 3 a _ eo p Validation Authorisation Submission Details Submission Type Structural Test Payment Date 24 Dec 2010 Reference ms Payment File gro Transactions Transactions OK w Confirmed 22 12 2010 16 25 34 3 Validated 24 12 2010 16 23 33 Certificate Details Issuer ComorateTestCertificate Expiry Date 01 Jan 2099 Subject Name Corporate TestCertificate Sign this p
240. ower area of the form displays the Details of the task selected in the upper pane In Figure 27 this applies to Bank Account Validation The task has been started but is still in progress Bank Account Validation When payment data is entered into Albany ePAY normally in a payment input file the sort codes and account numbers are validated against a database of valid information As new sort codes and account numbers are added the database becomes disconnected with valid information For this reason Albany ePAY needs to connect and update this database The default Bank Account Validation schedule for new and upgrade installations is as follows m Set to Active R Recurs once every week E Set to the Day of the week from the day on which the software was installed upgraded a Runs automatically on non working days a Time normally set to the following Small Business Edition between 12 00 and 02 00 a Mid range or above between 11 00 and 06 00 E Start date the date at the time of the installation upgrade a End date none Automatic backup System databases can be backed up automatically on a schedule or manually within Albany ePAY In the upper pane of the System Maintenance screen select Database Backup The lower pane Details will change to reflect your selection Document Edition Date 04 07 2012 28 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup system Maintenance Can
241. p or down to adjust the proportions of the panes It is important to set up with care the advanced processing rules for file handling if you are not going to retain the default settings Additional information for these rules can be found in Appendix C File handling Attach a Library to a Payment Profile If you are using a payment library it can be attached to a payment profile as follows Navigate to Administration Payment Settings Payment Profiles and select the profile you wish to attach the payment to In the lower pane select the Processing Rules tab and scroll through the listed rules until you locate Payment Library Payroent Library None Collections Payments Figure 50 Attach payment library Click in the right hand box and then click the arrow to the right that will appear All available payment libraries will be listed Select the one to be used and click lal to save the changes to the Payment Profile Ifa processing file is supplied in the Payment Profile and a Payment Library is also specified the data will be merged based on the Account Reference In this case if data is duplicated the information held in the processing file will take precedence over and if necessary override the library data 3 Report Delivery Settings The Report Delivery Settings tab allows you to configure how and where reports generated by the running of your profile are delivered An example of the Report Delivery Settings tab
242. p to 100 characters Conditionally Optional Conditionally mandatory Mandatory Not Mandatory present mandatory Select from Numeric AlphaNumeric Format This is used to interpret the data for this field normally Free Text up to 50 characters Optional Optional Optional numerical values Indicates that this field is the last on the line True False Not Used Not Mandatory present This field must always be completed and will default to 0 but if the IsLast field is set to true then it is ignored j Although the field Name and Value attributes are both optional one of them must be specified for each field If a field has both attributes specified the Name is ignored Document Edition Date 04 07 2012 170 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix D File Format Definitions Known Fields The field name attribute is used to identify the data segment If a known name is used for a field it will be mapped to the relevant field on the transaction if an unknown name is used it will also be stored Below are the known field names UserNarrative UserSortCode Default mask The Mask attribute uses the characters shown in the following table to specify the type of data held at that position the mask must be as long as the length attribute Any other character is taken as a literal so for example NN NN NN could be used to identify a sort code Note that the format is case sens
243. pact on performance when using anti virus software the communication method has been adapted to avoid issues Anti virus protection is maintained while the communication channel through which Albany ePAY operates remains clear Document Edition Date 04 07 2012 14 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup 4 System Setup The System Setup area of the navigation menu provides access to the various functions involved with setting up the application This includes a Audit Reports paragraph 4 1 a End of Day Configuration paragraph 4 2 m Purging and Archiving paragraph 4 3 E Bacs Connections paragraph 4 4 E System Settings paragraph 4 5 a Dual Administration Settings paragraph 4 6 lal System Maintenance paragraph 4 7 Audit Reports Create reports on user activity manually Set up end of day processing and reconciliation Purging and Archiving 8 Bacs Connections A Purging and Archiving k Set up and modify when reports and transactions are e View or modify Bacs connections methods by Bacs Connections archived and purged from the system including archive pl System Settings destination a Dual Administration Settings gt System Settings Dual Administration Settings fz System Maintenance d l Create or modify system security and password settings l 1 3 Create or modify Dual Administration settings System Maintenance Create or modify system update sett
244. permission for any item it will not only be unavailable but also may be hidden from view in the main navigation area of Aloany ePAY These users may be able to use the features covered but only in the context specified and without being able to change them in any way For example a user without Setup rights to Global Contacts would not see the Contacts menu in the Administration User Settings area of the navigation pane nor would they be able to view the Contacts screen however with appropriate settings such as Bacs Reports Setup they would be able to send reports to Contacts that another user had set up Dual Administration Dual Administration is a feature of Albany ePAY that adds an additional layer of security by requiring two administrative users to confirm specific administrative changes to the system The areas of focus are predominantly those that may lead to fraud being perpetrated if one person was able to act independently for example using the system to send payments to themselves or associates thus bypassing company security payment authorisation standards This feature is not normally available in the Small Business Edition In addition dual administration provides extra protection to the users company by ensuring that accidental and potentially costly mistakes are averted and thereby helps to prevent malicious activity that may have recovery and reputation costs Before Dual Administration can be enabled and used appropria
245. ports This is up to 31 days for Bacs 3 day payments or limited to 4 days for Faster Payments Include generic test reports Allows you to include generic test reports as well as other specific reports Only unread reports This will exclude any reports that have not been read 8 2 2 When you have made the selections you need click lal Scheduling Once a report download profile has been saved a schedule can be set up for automatic retrieval of the reports Click the Schedule button to proceed Although you can set up Report download profiles you may not schedule automatic downloads from Bacs unless you have an HSM licensed and installed on your workstation See paragraph 3 10 2 for more information Whenever reports are scheduled to download automatically the user is ALWAYS the SystemUser For this reason the system user MUST be associated with a valid Bacs User Certificate Paragraph 5 7 6 refers The Schedules dialog is specific to the profile selected Existing schedules will be listed on the left As this is a new profile that area is currently blank Click L The right hand side of the window is now enabled for you to set up the schedule The following example shows a schedule set up for hourly retrieval every day Document Edition Date 04 07 2012 127 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports mO O EE Name Hourly input Copy From Profile Please select the recurrence opti
246. ports tab These are the reports that were created in the first stage of the processing wizard See Submission Reports for more information In addition to the Reports tab is the Output tab See paragraph 6 4 2 Click OK to close the form 6 8 Complete payments Select Payments Complete to access the Complete payments screen The Complete screen displays all payment files which have been sent on to your Clearing Settlement Mechanism CSM that are now complete Normally completed payments are held visible here for 31 days when they will be automatically removed For each payment file the display provides information regarding R Reference a sequential submission reference number E Profile the Payment Profile m Submission Type either LIVE FULL TEST or STRUCTURAL TEST E Payment Method either Bacs or Faster Payments E SUN the Service User Number used by the submission m Payment Date the date on which the transactions in the file will be completed by Bacs El Sent Date the date on which the payment was made El Processed Date the date on which the payment was processed E Status Complete or Voided The File Details tab in the lower pane provides information regarding the transactions within the file listing the total accepted any errors or warnings pertaining to the transactions and totals from the input file for comparison Also any file warnings are displayed The History tab shows the stages through wh
247. processed The reports listed here are current at the time of writing but may change depending on Bacs requirements Other payment methods will not produce the same reports for example Faster Payments provides only input reports The Report menu in the navigation area includes items a Processing Reports Submission Reports paragraph 8 3 Returns and Advices paragraph 8 4 m Administration E Report Download Profiles paragraph 8 2 Report Delivery paragraph 8 6 o Report Download Activity paragraph 8 7 Report Display To provide a visual indication that new reports have been downloaded either manually or automatically there is a count of the unread reports shown against the report menu item and the menu item is shown in bold text as shown in the following illustration Document Edition Date 04 07 2012 122 O 1989 2012 Albany Software Limited User Guide Albany ePAY 8 1 1 Chapter 8 Reports Submission Reports View or print reports related to a submission Ge Submission Reports 27 Es Returns and Advices 4 Administration 1 3 Report Download Profiles Report Delivery E Report Download Activity Retums and Advices View or print reports Figure 118 Unread report count The Processing report menu items are a Submission Reports E Returns and Advices It is possible to download all reports from any of the screens but each will only display the reports relevant to
248. propriate checkbox The remaining boxes are then enabled Email In the Email Details area specify the format in which you wish the reports to be sent The available formats will depend on the type of reports selected The formats listed are dependent on the reports you have selected as not all reports are produced in the same output formats Refer to paragraph 8 6 2 for information on selecting reports Document Edition Date 04 07 2012 141 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 8 Reports Report Delivery Recipients Please select the report delivery recipients location Email Email Details Sendas PDF e Figure 135 Select report format Next you need to specify the recipients of the email Click L to the right of the Recipients box This will open the Select email recipients dialog Click the arrow to the right of the Show names from box to choose Users Groups or Contacts When the names appear select any that you wish to include and click gt to add them to the list on the right You can add any of the Users Groups or Contacts listed providing that each has a valid email address assigned For clarity usernames are prefixed with U groups with G and contacts with C Show names from Figure 136 Select email recipients dialog If any of the specified recipients does not have an email address on the Albany ePAY system a warning will be displayed when you click OK to close the dialog
249. r example RBS Bankline is able to process payments within 24 hours You will see that the earliest payment date is now today but you can still select for either payment method a date that will allow payment up to 30 days ahead unless the payment method specifies otherwise such as RBS Bankline which will only accept the current date or the next working day This is indicated on the calendar to assist you in selecting an alternative date if required If you can plan ahead you should do so particularly if you want processing to take place at a busy time of the month as it may help to avoid bottlenecks on the day of payment To select a date other than the default click on it in the calendar The new date appears on the right above the Key Once you have selected the payment date click the Validate button in the bottom right of the wizard to move to the next step in the validation process Confirm Once you have clicked the Validation button the form will change to show the progress of validation where account numbers and sort codes are checked against the validation database You wait while reports are generated to show any errors By default confirmation is automatic However depending on settings if there are warnings or errors the process will halt The following illustration is an example of the form that will display from the wizard or from the pending screen in the event of a validation failure Once the file has been valid
250. r Submission Please contact has been rejected The count of debit payment instructions in UTL1 does your solution not contain the correct count of credit contra records supplier since the preceding UHL1 record esch h esch esch zech esch esch ch esch esch 00 00 00 00 00 00 00 00 00 00 O Co N N O1 al E LA LA NO NO Your submission There is an error in the structure of your submission Please contact has been rejected The count of Direct Debit instruction records in UTL1 your solution does not contain the correct count of Direct Debit Supplier instruction records since the preceding UHL1 record VOL1 record response codes 1101 Bacs Your submission There is an error in the structure of your submission Please contact BACS did not receive a valid VOL1 record as the first your solution record of the first slice of your submission Supplier 1101 FPS Your submission There is an error in the structure of your submission FPS Please contact did not receive a valid VOL1 record as the first record of your solution the first slice of your submission supplier Document Edition Date 04 07 2012 192 O 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1102 Bacs Your submission There is an error in the structure of your submission The Please contact service user number in the VOL1 record of your your solution submission was not the same as the ser
251. r day A Calendar day is a day according to the Gregorian calendar e g 12 July 2011 Card Issuer The organisation or entity that owns and provides a Smart Card product Cardholder The person or entity presenting a Smart Card for use Challenge You will be challenged whenever you connect to a clearing system operator whether you are submitting or downloading reports The challenge is in the form of some data which clearing system operator sends to you You must sign this data using the PKI private key which is stored on your Smart Card The data and the signature then return to the clearing system operator who can authenticate it Document Edition Date 04 07 2012 195 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix F Glossary Term or Abbreviation Definition or Description CHAPS Clearing House Automated Payments System a funds transfer system which offers same day sterling and Euro fund transfers A CHAPS transfer is initiated by the sender to move money to the recipient s account at another banking institution where the funds need to be available cleared the same working day This is generally an expensive mode of transfer and is likely to be replaced by Faster Payments Chip This is an integrated circuit that carries card intelligence Embedded in plastic surface of card and hidden by contacts of gold or silver Clearing is the method of exchange between financial institutions Commercial bureau A c
252. r example if an input file contains the destination sort code followed by the account number followed by the amount all separated by commas then the definition must order the fields in the same sequence so that the correct values are identified in their respective positions Document Edition Date 04 07 2012 74 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration To change the order position the mouse over the button to the left of the row to be moved and drag and drop it to the new location Refer to Figure 69 Fixed width Start Position For fixed width and line delimited input files the start and end positions are the crucial factors in identifying data and therefore each time a record is saved the fields for these types will be re ordered by the start positions Moving those rows manually is not possible The Start Position acts as an index for all other fields so if you change the Start Position value when saved the order will update automatically Inthe event that you change the Start Position you must also ensure that you make allowance for the Length so that attributes do not overlap in the definition Save the modifications It is recommended to save regularly as at each save the format is validated If you make many changes between saves it is harder to track which items may be invalid Click lal to save changes 5 10 3 Create a new file format When you create a new file f
253. r the structure of your submission in which should be same for all records Case contact your solution supplier in file 2020 FPS Your submission There is an error in the Please contact your solution supplier has been structure of your payment rejected instruction invalid character is used in Users Reference 2021 FPS Your submission There is an error in the Please contact your solution supplier has been structure of your payment rejected instruction invalid character is used in Destination Account Name 2022 FPS Your submission There is an error in the value Please check the details used If correct has been of numeric reference The details were used there may be an error in rejected value was not all numeric the structure of your submission in which case contact your solution supplier Transport response codes The following includes the possible response codes contained in the XML element response code and the descriptions that should be used In addition to the transport layer response codes the HTTP error code mechanism will also be used The mapping between the transport layer response codes and their HTTP counterparts are also described in the table Information codes T100 Bacs Your request slice A single slice request has been successfully The transmission has been processed and Bacs is ready to receive the next can continue successfully request slice transmitted T100 FPS Your request slice A
254. re specific users or user groups Select the format for the report by clicking the arrow to the right of Send and selecting from the options shown If you wish to skip this step click Next gt without making any selections Document Edition Date 04 07 2012 17 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup lf you wish this report to be emailed automatically please enter the details below Send Details Message Figure 14 Audit Report Wizard Delivery 4 To add or remove users groups contacts from the Recipients click to the right of the Recipients box and select from the dialog provided Figure 15 Select recipients Click the arrow to the right of the Show names from box to choose from individual Users Groups or Contacts Click gt to add selected names to the box on the right These will be the recipients To remove a name from the recipients list select the name from the list on the right and click lt When ready click OK If you are setting up emailing of reports you should provide a Subject for the email in the box provided You do not need to add a Message unless you consider that it would be helpful Document Edition Date 04 07 2012 18 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup F Click Next gt This step of the wizard facilitates the setting up of an automatic export to a specific location lf you wish t
255. re a check mark is in the check box that report will be included in the delivery b Email By default this box is checked If you do not want the reports to be emailed remove the checkmark To specify email delivery leave the checkmark and add the required information This includes Send as use the filter arrow to the right to select the format that the reports will be sent in The formats available may depend on the reports selected o Recipients click the l button to the right to open the Select Recipients dialog from which you can select Users Groups and or Contacts to receive Document Edition Date 04 07 2012 57 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration the email When selected on the left click gt to add them to the list on the right When you click OK the listed recipients will be added to the Recipients box Selected recipients must have a valid email address on the system See paragraph 5 4 1 for more information Subject type the subject of the email This is likely to be the name given to the delivery settings but doesn t have to be It should inform the recipient of what the email contains Message this is an optional text box in which you can include additional information if it will add value C Export By default this box is checked If you do not want the reports to be exported and stored in a specific location remove the checkmark
256. re allows a payment profile with associated workflow to be initiated in respect of a payment process Access is provided through a wizard or once the payment process has been initiated through a pending grid The Payments area Is displayed by default on opening the application If another area is selected switch to this area by selecting Payments in the navigation area This provides access to the various functions within the application corresponding to the stages involved in the payment process From here you can start a new payment access a pending payment e one that is in progress and is awaiting further action view payments that have been sent and view completed payments Processing wizard overview The Processing Wizard provides a simple to use manner of specifying and sending payments either via the Bacs three day submission service or via the Faster Payments lt leads you through the process step by step and allows review of what you are going to send in detail before committing The process begins with validation of the source information to ensure that there are no errors which would cause the submission to fail at a transaction level or worse at file level saving time and money Checks are made as to the validity of the financial data and also the transaction submission date Once the payment file has been validated and that validation has been confirmed the processing wizard will seek authorisation to proceed with sendi
257. re shown at the bottom of the tab Document Edition Date 04 07 2012 81 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 13 Bacs SUN Information The Bacs Service User Number SUN is a unique six digit number allocated by a Sponsoring Bank It identifies you to Bacs and is normally linked to one or more applications The SUN is an integral part of sending payments through Bacs It is used for validation of you as an authorised user of the BACSTEL IP service Some payment methods such as RBS Bankline and HSBC Export do not require a SUN In these cases once processed by Albany ePAY the file is passed back to the relevant system without a SUN To add a Bacs SUN select Administration and under Payment Settings select Bacs SUN Information The Bacs SUN Information screen is then displayed on the right Click 1 A new item is created in the item list below Enter the SUN provided by your Bank into the SUN box in the Details tab and change the description of the newly created SUN displayed in the Description box to something more meaningful Details Bacs Service User Number SUN 100000 Description SUN Description Figure 76 Bacs SUN example When you have entered the information click 1 to save the record for the new SUN Bacs SUN Information A Cancel Show As List O E My First SUN a My Second SUN EA SUN Description Details Bacs Service User Number SUN
258. ready present in Albany ePAY you may need to import it This is conducted in the same way as payment file formats described in paragraph 5 10 1 Document Edition Date 04 07 2012 116 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager The File from which the information will be imported will normally contain columnar information such as a CSV file When you select the File format this determines which columns will be supplied by the file and what type of data will be stored in each column The table on the next page describes the appropriate Import Actions Action Description Merge type This box allows you to choose from Merge and update this will append all new records and will also update any existing records where the data is different Merge and add this will only append new records and will not update any existing records care should be taken to check for creation of duplicate records Replace all this will remove all existing records and replace them with all the records in the import file Transaction Select the transaction code you wish to apply If the transaction code is already included in code the file you are importing you can select From source file Transaction code K From source file Direct credit al Direct debit start 0M Direct debit first 01 Direct debit ongoing 17 The key is the unique identifier for each contact record th
259. rmation The payment file submitted is in Euros No action required 1552 Bacs A currency used has The currency of a payment file submitted was not It will be processed not been recognised recognised as sterling If you have any concerns please contact your sponsor 2014 FPS Your submission has The currency of a payment file submitted was not Please contact your been rejected recognised It must be sterling 00 solution supplier Document Edition Date 04 07 2012 176 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 2024 FPS Your submission has Euro payments not allowed Please contact your been rejected solution supplier EOF1 record response codes 1601 Bacs Your submission There is an error in the structure of your Please contact your has been rejected submission A valid payment instruction or EOF1 solution supplier record does not follow a payment record has been rejected submission A valid payment instruction or EOF1 solution supplier 1601 Your submission There is an error in the structure of your Please contact your record does not follow a payment record has been rejected submission The characters in positions 6 to 11 of solution supplier 1602 Your submission There is an error in the structure of your Please contact your EOF1 are not all numeric has been rejected submission The characters in positions 6 to 11 of solution supplier 1602 Yo
260. rms the configured tasks every day There is an option to repeat the schedule every x days where x is configurable from 1 to 999 a Weekly The Weekly schedule option performs the configured tasks at weekly intervals with an option to repeat the schedule every x weeks where x is configurable from 1 to 999 There is an option to select the day s of the week on which the task runs Monday Friday is selected by default m Monthly The Monthly schedule performs the configured tasks at monthly intervals with an option to repeat the schedule On fixed day s of selected month s OR On a relative day e g the last day of the month of selected month s In addition you determine if the payment is initiated on a non working day or not Non working days for the scheduler are defined as Sat Sun and Bank Holidays The default is not to run in which case the next available working day will be used instead You select the options that you need to use for the payment run based also on what your working setup can accommodate Time The next area of the form is where you select the time options The default time for initiating the profile is 09 00 Use the spinner control to adjust this time Then select the interval at which the system will be polled in order to search for a valid input file It is recommended that the interval is set to a value that will allow your system to work efficiently This will depend on your require
261. rs will not be able to view the navigation menu item for Users in Administration User Settings The item will be missing from the menu and when User Settings is selected in the navigation area the item will not be visible in the right hand pane If you have the rights to access this area you will be able to view and you may also have rights to modify the permissions Select Administration and under User Settings select Permissions Use the Permissions screen to set permissions for individual user accounts or for groups Groups are not available in the Small Business Edition This screen is divided into two areas The upper part includes a grid displaying all the available permissions Those with a d symbol to the right are groups of permissions that can be expanded by clicking the symbol Document Edition Date 04 07 2012 42 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Cancel E a Description Validate Authoris 2of3 3of3 Send Void View Det Setup d Administrative functions pas TI Ir pop po TI FasterPayments II TI IT Direct Submissions ILL ll Payment Libraries III TI II TI Search Selected user is a member of administrat EI a a Manager 1 Manager 2 2 2 Manager 3 User 1 Figure 37 Permissions screen The lower area allows viewing of Users or Groups in the appropriate tab click the tab to select whichever option you wis
262. s Albany ePAY 2 cink l Web Links Albany GlobalPay EPOE J JHE Process online intemational payments using the GlobalPay B View and maintain information relating to your service user e Ai GlobalPay service via the Bacs payment services website ZA Faster Payments S Access input reports using the immediate payments website Access important information and updates and contact the E Albany support website dedicated Albany support team Faster Payments Albany support website ALBANY 115 Dec 2011 15 52 administrator 3801 31603 1 6 0 140 Figure 142 Web links The web links allow the opening of the appropriate web page within Albany ePAY thereby allowing you fast access to these websites without having to leave Albany ePAY and open another window Simply click the link and it will open automatically Once the web page has loaded if further navigation is available on that site you can use normal navigation links to switch to other pages An example of the Albany Support page is shown here Document Edition Date 04 07 2012 148 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 10 Web Links AZBANY o f t w Sr B Solutions Company s Blog Knowledge Centre Support Albany ont INE info albany co uk g 01420 547650 Contact Us Request a Callback search Albany Home Support Support At Albany Software we pride ourselves on Offering unparalleled levels of customer support From re
263. scheme values can apply currently 24 7 processing hours and 100 000 maximum value E The HSBC system does not support next day payments Document Edition Date 04 07 2012 12 O 1989 2012 Albany Software Limited User Guide Albany ePAY 3 10 3 10 1 3 10 2 Chapter 3 Basic Concepts m When licensed the payment method appears in Albany ePAY About dialog and in the Payment Profiles screens as HSBCnet R The payment date must be today a Validation rules are the same as for Faster Payments El HSBCnet does not use a SUN in the normal manner so this information will be displayed as N A in all screens that apply a No signing is required at any of the configured authorisation stages for an HSBCnet payment When the file is processed Albany ePAY validates the file to ensure that every bank account number and sort code Is valid and in addition checks the rules Once successfully validated and confirmed Albany ePAY produces a file which is then exported for submission to HSBCnet Bacs payment authorisation In order that payments can be security checked prior to submission to Bacs one of two security options is permitted Both are based on Public Key Information PKI which includes a digital certificate and signature Smart Cards The Smart Card based security process requires the user to insert the card into a reader and key in the PIN each time a digital signature is required For this edition of Albany ePAY i
264. secure version of the protocol that allows users to copy files between their local system and a specified secure system Credit card sized plastic card containing a microchip which can hold information in digital format Such cards are used as part of the authentication process for accessing the BACSTEL IP network A Smart Card reader is used to scan information from the chip of an inserted Smart Card and transmit it to Bacs for authentication and authorisation purposes Simple Mail Transfer Protocol A messaging standard used to send and receive email Simple Object Access Protocol a protocol for exchanging XML based messages over a computer network normally using HTTP It is widely used for applications such as eVERIFY as it is platform independent and firewall friendly In the UK a six digit code uniquely identifying the location of an account Sponsoring bank To use the BACSTEL Service you must first obtain sponsorship from a Sponsoring Bank This is usually the bank where your bank account is held Each sponsor has a Bacs Liaison section or officer Structured Query Language a Microsoft database programming language This is used in a Microsoft database that can be used as the back end to specific Albany software products normally utilised for larger scale installations Please note Albany do not supply or licence the Microsoft SQL product Secure Sockets Layer a protocol designed to provide secure communications
265. ser Guide Albany ePAY Chapter 9 Customising grids To unpin a column click the vertical pin symbol of a pinned column When pinned columns that have been moved are unpinned they will move immediately to the right of any remaining pinned columns but will not return to the default location automatically 9 2 Reordering columns You can manually reorder columns to suit your requirements within any group of pinned or unpinned columns If you drag a pinned column into the group of unpinned columns the column you move will revert to unpinned automatically and if you drag an unpinned column into the group of pinned columns the moved column will become pinned To move a column move your mouse pointer over the column label and drag it to the left or right over the other columns Two red arrows will indicate the position at any given moment Release the mouse button when the required location is reached y stage Profile Hate Authorisation 09 Mar 2012 Validation 02 Mar 2012 Zi HIS mar ry Nr 7 DI Figure 141 Column reordering Document Edition Date 04 07 2012 147 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 10 Web Links 10 Web Links The Web Links navigation item on the left contains links that you may find useful in your work for example they may include a link to the Albany Support website and also the login page for Bacs Others may be included depending on your company requirement
266. signing the current user must have a signing solution and be able to sign This is not specified in the workflow 4 Send The final step is Send This is mandatory and in enabled by default You cannot remove it from the workflow but you can specify that it is automatic if required but only if an HSM is licensed and installed see paragraph 3 10 2 If the step is to be exclusive check the Make this step exclusive box The following diagram shows the potential processes involved in workflow Signing via HSM or Smart Card Figure 59 Workflow 5 9 3 Schedule Using scheduling it is possible to set up profiles to be triggered automatically Scheduling is configured from within a profile rather than separately and is attached directly to a payment profile where it is designed In order to set it up open an existing profile or create a new profile see paragraph 5 9 1 If you create a new payment profile the Schedule button is not enabled until you have saved it To set up the workflow click the Schedule button on the Profile Description tab of the Payment Profile you wish to add the workflow to The following form will load Document Edition Date 04 07 2012 64 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Name Copy From Profile Please select the recurence options for this schedule Recurrence a One Time Only Daily Weekly Monthly On non working
267. sing day your submission a processing day the same processing day of the i in a contra record is not in the payment file the UHL1 date If you correct format have any concerns please contact your sponsor Bacs i The processing day of a contra The affected contra record will be record is not a valid Bacs processed on the nearest valid i processing day processing day to the day you used If you have any concerns please contact your sponsor Bacs i The processing day of a contra Settlement for this record will occur on record is a European non the next available day If you have processing day concerns please contact your sponsor Bacs i The processing day of a contra The affected contra record will be record is more than 39 calendar processed on the same processing day i days after the processing day of the jof the payment file the UHL1 date If payment file in UHL1 you have concerns please contact your sponsor Bacs i The processing day of a contra The affected contra will be processed processing day record has already passed on the same processing day of the will be payment file the UHL1 date If you overridden by have concerns please contact your Bacs sponsor XML file header response codes Document Edition Date 04 07 2012 172 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages 1201 Bacs Your submission There is an error in the structure of Please contact your
268. sing day was please contact your sponsor submission will not in the correct format be overridden by Bacs 1502 FPS Your submission There is an error in the Please contact your solution supplier structure of your submission the UHL1 processing day was not in the correct format 1503 Bacs Warning A The processing day of your If the payment file is a single processing processing day payment file is invalid the day file it will be processed on the next in your processing date was supplied available processing date after the date submission will in UHL1 supplied in your payment file If this falls be overridden by outside the valid processing date range Bacs your payment file will be processed on the latest available processing date within the range If the payment file is a multiprocessing day file it will be processed on the current Bacs processing date If you have any concerns please contact your sponsor 1504 Bacs Warning A The processing day included in Settlement for this record will occur on the European non the submission is a European next available day the processing day was processing day non processing day supplied in the UHL1 record If you have has been used any concerns please contact your sponsor 1506 Bacs Warning A The processing day in your The submission will be processed on the processing day submission has already current processing day the processing day in your passed w
269. solution supplier your submission A valid XML payment file header did not follow a VOL1 record Your submission There is an error in the structure of Please contact your solution supplier your submission A valid XML payment file header did not follow a VOL1 record Bacs Your submission There is an error in the structure of Please contact your solution supplier your submission This was a multifile submission and a valid XML payment file header did not follow the UTL1 record Your submission There is an error in the structure of Please contact your solution supplier your submission This was a multifile submission and a valid XML payment file header did not follow the UTL1 record Your payment There has been an error in the Please try re signing and retransmitting file has been validation of the signature of the the payment file and retransmit the rejected payment file The signature was payment file If this problem persists invalid please contact your solution supplier Your payment There has been an error in the Please try re signing and retransmitting file has been validation of the signature of the Ithe payment file If this problem rejected payment file The signature was persists please contact your solution invalid supplier Bacs Your payment You are required to sign individual Please try retransmitting the payment file has been payment files however your file Please note one of the following
270. son for an inability to import a payment input file is a conflict between the required file format and the actual layout of the input file You may be generating the input file from your own records for example a spreadsheet in Excel or from an accounts package In either case the file format definition file must match the input file layout The file format definition file is normally created by the Aloany Implementations team However if you have changed the way you layout your spreadsheet have changed your accounts package or Document Edition Date 04 07 2012 153 1989 2012 Albany Software Limited User Guide Albany ePAY 11 6 Chapter 11 Troubleshooting just changed the way that the input file is generated from your accounts package it will not be possible to import the input files any longer unless the file format definition is modified to match or the input file generation is reverted to the original layout Full information on file format definitions is provided in paragraph 5 10 2 It is recommended that you read through all the information provided and backup your database before making any changes Profile setup Setting up a payment profile should be conducted in a well planned methodical manner in order to ensure that the payments proceed smoothly Before beginning consider what data you will be including and how you want it to be treated Refer to section 5 9 for a description of the procedure and to Appendix
271. ssion to Bacs drastically reducing payment and collection errors and delays National Clearing Code the standard identification code for a country used to uniquely identify a bank branch or other financial institution e g a Sort Code in the UK or a Fedwire Number in the United States of America A process carried out within the system when a person is not required to be present to provide input Originator Identification Number The same 6 digit number as the service user Number SUN that is used by organisations to send Direct Submitter payments to Bacs over the Bacstel IP network The term OIN has been superseded by the term SUN however some banking institutions still refer to the OIN in their documentation The account from which a payment originates The number a modem dials to get an outside line The date when a Direct Debit is due to be debited from the payee s account Portable Document Format a generic computer term for a file format that can be read universally Companies provide free software for download that can be used to read these files Adobe created the standard and the free software Adobe Reader can be downloaded from their website Personal Identification Number the unique number allocated to use with your Smart Card for security reasons Public Key Infrastructure a computer technology for secure exchange of information amongst individuals and computer systems It allows a trusted organisation
272. step automatically Stop on file wamings Stop on transaction emors Stop on transaction wamings Figure 55 Workflow confirmation Each of the Stop checkboxes specifies a different point at which if required the payment process can be stopped This can be useful in avoiding unnecessary costs incurred through inaccurate or faulty information within the payment file The payment can be checked to view these errors and or warnings through the Pending screen The Stop checkboxes are provided as follows Stop on file warnings Example potentially a duplicate input file Stop on transaction errors Example zero amounts n Stop on transaction warnings Example invalid accounts Check the boxes as directed by your procedural requirements CR Authorisation Document Edition Date 04 07 2012 61 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Authorisation is divided into three possible stages each can be a step in the entire workflow Depending on your requirements you can enable just a single stage two stages or all three All three tabs appear exactly the same The first stage is enabled by default and is mandatory You can specify if you wish this to be performed automatically by clicking the relevant checkbox If the step is to be exclusive check the Make this step exclusive box If workflow has not been created for a profile the default will include a single authorisati
273. t This will list all and any errors in the processing file It is very unlikely that you will ever see this message as normally the Payment File will have been set up correctly and will be reused many times without problem Document Edition Date 04 07 2012 100 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments ere O X Unable to read the file Could not find the Start Line as defined in the input definition x Unable to read the file No transactions could be read from the input file this is probably di Figure 96 Payment file errors If there are any problems with the Payment File contact the system administrator You will not be able to process the file and must close the wizard by clicking the Finish button in the bottom right of the form 6 41 Transaction details The other area that you may need to check is the Transactions Details Although the Payment File may be fine you may encounter from time to time errors in transaction input for example sort codes of banks that are not in the verification database will bring up errors They may still be correct but are marked as errors Click the Details button to the right to open the Transaction Details window This is divided into four tabs Accepted Warnings Errors and Source In each of these is the appropriate information If there are no errors then the errors tab will be blank 6 4 2 Output file You may be asked to check that
274. t account details of a contra details were used there may be an error in record A destination account ithe structure of your submission in which code type was not all case contact your solution supplier numeric There is an error in the Please check the details used If correct account details of a contra details were used there may be an error in record A destination account ithe structure of your submission in which code type was not all case contact your solution supplier numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a contra record An originating sorting code was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a contra record An originating sorting code was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submission in which case contact your solution supplier There is an error in the account details of a contra record An originating account number was not all numeric Please check the details used If correct details were used there may be an error in the structure of your submiss
275. t Download Profile Navigate to Reports Report Download Profiles In the Report Download Profiles screen on the right existing profiles will be listed in the upper pane When any profile is selected the details for that profile are then displayed in the pane below These details include a tab for Report Retrieval and another for Notifications Select any of the reports listed and edit as required in the lower pane You can edit the details if required To save changes click lal Click Exit to close the Schedule dialog In the event that a scheduled download fails for any reason you can specify one or more users or groups to receive a notification To set this up in the Report Download Profiles screen select the report for which you want to setup notifications In the lower pane select the Notifications tab Click in the checkbox to the left of the Send a notification if a schedule download fails to box and click L to load a Pick Recipients dialog from which you can select the individual users groups or contacts that are to receive notification of schedule download failure If a valid email address has not been set up for any user nominated to receive notifications either individually or as part of a specified group an error message will inform you of the fact when you Select either User or Group from the Show Names from box The list below will adjust accordingly Select the identity of the group or user you wish to add from the list on the
276. t Edition Date 04 07 2012 Appendix E Response messages Service Message perans oe Seen Non fatal for a Please contact your software has sent contains supplier an invalid header 500 FPS There has been a The request that your technical error with your Supplier s FPS Approved Software The submission type was The submission type was not valid Your Service User Number is not recognised by Bacs Your Service User Number is not recognised by FPS The submission date in the XML header is outside the permitted range This may be due to either a connection failure e g Bacs may not have been expecting a submission from you or an error with your Supplier s Bacs Approved Software e g the submission identifier which your Bacs Approved Software included within the request header was not the one expected by Bacs This may be due to either a connection failure e g FPS may not have been expecting a submission from you or an error with your Supplier s FPS Approved Software e g the submission identifier which your FPS Approved Software included within the request header was not the one expected by FPS 189 Please restart your submission and if the problem persists please contact your supplier Please restart your submission and if the problem persists please contact your supplier Please check the Service User Number used If it is corr
277. t file is archived here and the location for the next payment is then ready to hold the next payment file Archive folder for void Not used The location to which file based input data will be archived if the payment is Not used files voided Specified If when a payment is voided then the file will either be moved from the location processing directory to an archive directory if archiving is enabled or deleted if archiving is not enabled If the file is moved then it will be renamed to concatenate the payment reference number to the previous working file name Automatically print No Specifies whether any of the processing reports should be automatically processing reports sent to the local default printer Itis essential if this option is set to Yes that the printer connection is correct If there is a printing error users will not be able to validate payments Specifies what report action should happen if an invalid date is specified in generate line a payment file In report do not report Date bump report action generate line in report Delete input file No Encryption key The key used to encrypt the input data if applicable Encryption can be enabled if the file contains sensitive data In this case the encryption key needs to be provided to allow Albany ePAY to decrypt the file in order to validate the contents If set to Yes the input file is deleted upon import If set to No the input file rema
278. t is the most likely method for authorisation Smart Cards are issued by Bacs with an associated Personal Identification Number PIN usually via a sponsoring bank Currently one Smart Card can be used for multiple SUNs but a separate Smart Card will be required for a different sponsoring bank One card reader can read all cards Bacs has developed interoperability standards to facilitate this Smart Cards are generally issued to individual users within an organisation and for security purposes they must not be shared amongst users Smart Cards may have a lifespan of up to five years Sponsoring banks will usually issue their Smart Cards and digital certificates with a lifespan of three years The Smart Card reader is attached directly to the workstation at which the payments are to be authorised Hardware Security Modules The Hardware Security Module HSM provides an alternative to Smart Cards and Smart Card readers for those organisations looking to automate the process of authorisation and or submission Organisations that have a large numbers of payment clearances to make every day can opt to utilise the lights out technology supported by Albany ePAY The HSM solution utilises a piece of hardware that connects to or goes inside a computer system It is used to hold secret keys and other security related material It can be accessed in a secure and controlled way to produce digital signatures HSMs are supplied with different levels o
279. te a specific contact record in a large list you can search for information form one of the following columns Account reference ls Company name default la Payment reference Using the Search in box click the arrow to select the search location and in the for box enter the criteria all or part of the information As soon as you begin typing the search will begin narrowing as you type more characters As you can see from the results below the search is not case sensitive and will search for any matching information in the selected column Contacts Collections Search in Company name For Hold Account reference Company name Amount Payment referen Transaction type Date TI DENNOO Dennis Cars 5000 00 DENNOO OC Direct Debit c p Opombe A ECN AE a CARLOO Carl Langley ltd 52 30 CARLOOI 18 Direct Debit r So Figure 116 Contacts search result example Document Edition Date 04 07 2012 120 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager 7 4 4 Hold contact records If you need to prevent a contact record from being used for example while you are editing a contact record you can set it to Hold This prevents the record from being included in a payment run while you are working on it To hold a single record select the row and either click in the Hold box in the lower pane or click on the toolbar or just click in the Hold column check box to the left of the row You wi
280. te if necessary before the payment is sent When you are satisfied that all the details are correct click the Send button to proceed with the payment If using a Smart Card you will be required to supply the card with the PIN using an attached Smart Card reader or HSM if you are using this equipment Once the Smart Card authorisation is complete a form is displayed briefly whilst the payment is being sent Finally the form will change so that the payment transaction is seen to be complete with the latest history added at the bottom of the form Document Edition Date 04 07 2012 96 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Submission sent oo E a Validation Authorisation Send Submission Status 9 Submission sent successfully Submission Type Structural Test Payment Date 26 Jan 2011 Accepted wi Completed 24012011 13 55 30 Users 24 01 2011 13 55 30 24 01 2011 13 53 46 24 01 2011 13 53 46 MULTI C ePAY Data InProgress 2011_1_24 13 53 6_Monthly Payroll PAYROLL_M Figure 91 Payment successfully sent to BACS This is the final stage of the payment and concludes the wizard Click the Finish button to close the form 6 3 Submission reports Navigate here from the Reports menu Submission Reports The following is an example of the Submission Reports screen Document Edition Date 04 07 2012 97 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6
281. te permissions must be applied to the relevant areas for those who will be responsible for authorising the changes Before dual administration can be used at least two users on the system must be assigned permission to the system function Dual Administration Setting Setup These may be members of the admins group or a group specifically designed for this purpose In addition these users must be assigned permission to the area for which dual administration will be used ia System Settings Setup and or E User Administration Setup The users with permissions for each of these areas do not need to be the same but all must have Dual Administration Setting Setup permission Items awaiting approval If dual administration is active on your system when a change is made to permissions a message similar to the following will be displayed this message will vary depending on the action awaiting approval Document Edition Date 04 07 2012 47 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Dual Acht Pendi re o Figure 42 Approval Pending Click OK to close the message You will now see a bar at the top of the Permissions area Whilst this bar is in place and changes are awaiting approval you will not be able to make any further changes as shown below Permissions Description Validate Authoris dot Jota Send Yod Wiew Det Setup Ao Administrative huncions Figur
282. te the structure of your submission in which YYYYMMDD which case contact your solution supplier corresponds to earliest processing date in start submission XML header SUN of file originator Specified as field 6 11 in HDR1 file number This is file number defined in UHL1 Field 38 40 The Multi File Flag in the start Please contact your solution supplier as a submission request is set to multifile submission should have the Multi N for a multifile submission file flag set to Y 182 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix E Response messages Multi processing day response codes 1912 Bacs Warning A There is an error inthe The affected payment instruction will be processing day structure of your processed on the processing day of the will be overridden submission a processing payment file the UHL1 date If you have any by Bacs day in a payment concerns please contact your sponsor 1913 1914 Bacs Warning A The processing day of a Settlement for this record will occur on the next European non payment instruction is a available day If you have concerns please processing day European non contact your sponsor instruction was not in the correct format Bacs Warning A The processing date of a The payment instruction will be processed on processing day payment instruction is the next valid processing date after the date will be overridden jinvalid supplie
283. th G and Contact names with C 7 For completion notification click l to the right of the Notify on workflow completion box Repeat steps 4 and 5 to add names to the recipients list 8 When you are ready click lal to save the template 5 14 2 Delete template lf for any reason you need to remove a template completely click X You will be asked to confirm deletion Click Yes to confirm and complete deletion The template is removed Click No to cancel deletion and retain the template 5 14 3 Attach to a profile Once the template has been created it can be attached to any profile Refer to page 43 for information Document Edition Date 04 07 2012 84 1989 2012 Albany Software Limited User Guide Albany ePAY 6 1 Chapter 6 Payments Payments Payments are the essential purpose of Albany ePAY Payments can be inward collections or debits where sums are transferred from each external account to the internal account such as subscriptions or outward credits where sums are paid from the internal account to each external account such as a payroll or payments to third parties for goods or services For clarity in this document payments and collections are referred to as payments regardless of direction The way in which a payment is compiled and conducted is determined by E Payment profile paragraph 5 9 a Workflow paragraph 5 9 2 a Permissions paragraph 5 7 E Scheduling paragraph 5 9 3 The softwa
284. that menu item i e the Submission Reports screen only displays reports linked to a submission the Returns and Advices screen only displays reports that are NOT linked to a submission the Payment File Reports screen only displays reports relevant to Bureau payments before they have been added to a submission The current user will see an unread count for the reports that he she has permission to view The relevant permissions to determine rights are as follows a Payment Profile View Details for the Submission Reports count E SUN access for the Returns and Advices count The entire row for any unread report in the report screens is displayed in bold if the report is unread In the Submission Reports and Payment File Reports screens any submission payment rows that contain unread reports are displayed in bold So if the row includes four reports and one of them is unread the relevant row will remain bold until all reports within it have been read Any new report including the Albany ePAY processing reports and the submission summaries will contribute to the unread count Although the unread count is only shown against the report menus detailed above the entire row for any report that is unread is displayed in bold in any place that it is displayed e g the Processing Wizard Reports screen the Pending Sent Complete Details screens The grid can be customised to suit your requirements See chapter 9 for more information Viewing pri
285. that you need to use for the payment run based also on what your working setup can accommodate Time The next area of the form is where you select the time options The default time for initiating the profile is 09 00 Use the spinner control to adjust this time Then select the interval at which the system will be polled in order to search for a valid input file It is recommended that the interval is set to a value that will allow your system to work efficiently This will depend on your requirements This can be set to run until a specified end time which must be later than the start time or until a valid input file has been found There is also a checkbox for you to specify that an error be reported if a Suitable input file is not found during the time window specified Alternatively you can select the option to run the schedule continuously This will run automatically at the most frequent interval possible For windows that have no end time the start time is considered to be the end time of the window for example if the task is set to only run at 09 00 daily then the payment file will be created at 09 00 Where a scheduled start time is missed for example if the service was not running at the time of the scheduled start it will be run as soon as possible on resuming the service An option is provided for the schedule to run until the input file has been found This allows time for the input file to be compiled but once in the requ
286. the details of the file are displayed in the Details tab You can view the lines and fields information for the file definition by switching to the Lines amp Fields tab 4 Once you are happy that this is the correct definition file click tal to save it Ifthe file format you imported already exists on your system a message will ask if you wish to replace it If you click No a new file format will be created as a copy of the original If you click Yes the original will be overwritten when you click lal The file format is now listed in the File Formats screen Document Edition Date 04 07 2012 72 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 10 2 Edita file format definition Before editing a working file format definition it is recommended that you read through this entire topic make a backup of your database and a backup of the original file format You can do this by exporting it to another location See paragraph 5 10 4 It is also recommended to save changes after each one as at each save the format is validated If you make many changes between saves it is harder to track which items may be invalid Although the functionality is currently limited it is possible to edit the XML file format definitions in Albany ePAY In order that new or modified file formats are valid it is recommended that you are clearly familiar with the input files and their generic co
287. the value you want to search for and then press Enter Values you enter generally work on a like principle so if you typed for example account all items that include that word will be listed in the result Searches are NOT case sensitive a Dates If you want to search for a specific date you can do so using a number of formats However it is necessary to use a format that includes the day the month and the year such as dd mm yy dd mm yy or even d m yy A search based on either of these formats will return everything that corresponds to the date you entered So when 19 4 12 is entered all rows that include 19 Apr 2012 at any time will be supplied EI Clear search criteria To remove the search criteria and return to the full list delete the text you entered as the value for the search Current User Activity The Current User Activity screen is an administrative tool that provides access to information on user account activity This includes when a particular user logged in last performed and activity within the application and whether the user has any orphaned processes in operation Only users who are currently logged in are listed here Select Administration and under Usage and Access select Current User Activity Document Edition Date 04 07 2012 34 1989 2012 Albany Software Limited User Guide Albany ePAY Current User Activity Chapter 5 Administration TE Sign on name Logged on time Ed plainus
288. ther they have already been read or not Retrieve all unread reports Retrieves all unread reports of all types default option Retrieve a filtered list When you select this option the area below is enabled presenting further filtering options to retrieve reports based upon a number of filter criteria The Report Filter area is enabled when this option is selected Report Filter SUN Filter by the Service User Number Report Type Select from a list of applicable reports Specific Date Returns reports for a specified date only Previous Retrieve reports for a specific number of days preceding the current date This is up to a maximum of 31 days for Bacs 3 day or 4 days for Faster Payments Include generic test reports Allows you to include generic test reports as well as other specific reports Only unread reports Returns only reports that have not yet been viewed selected by default When you have made your criteria selection click Next gt to proceed You will see the form change as the export is processed If you use the Smart Card system a PIN challenge is displayed You must have your Smart Card plugged in and be ready to enter the associated PIN Once you have entered your PIN click OK The download will complete and all the reports matching your selected criteria will be listed The list provided is directly applicable to current Bacs reports and may change at any time depending on Bacs requirements Fast
289. tion Transaction type EO General Bacs Rules Service user number Submission Type Cl General Rules Action if account code invalid Action on suspected duplicated files Archive folder Archive folder for void files Automatically print processing reports Date bump report action Delete input file Encryption key Encryption method File format File name and location Invalid beneficiary name report action Invalid originator name report action Invalid reference report action Onginating account used Payment date Payment Library Payment method used Preserve contra information Processing reports type Reject entire file on transaction error Show input file name User authorisation matrix for file values User authorisation matrix for item values Chapter 5 Administration Details Ale name and location H The name and location of the input Later data if taken from a file Wildcards Next available and are allowed Credit Move to current day My first SUN Structural test Wam Wam No generate line in report No None ALBACS INP C Testiles PAYROLL_M_INP do not report do not report do not report BUSINESS LTD Prompt Use default No Full No Yes None None Figure 49 Processing rules Advanced view The rules available for any profile will depend upon which payment methods have been selected The information is presented as a sheet of rows of rules similar to a spreadsheet each row divided into two columns
290. tion is almost complete but then seems to stall and not progress there may be a simple solution First cancel the payment Printer issues Navigate to Administration Payment Settings Payment Profiles Locate and select the payment profile where the problem is experienced In the lower pane switch to the Processing Rules tab Click the Advanced view option and scroll down through the list of rules until you locate Automatically print processing reports lf the value is set to Yes change it to No and save the changes Run the same payment profile again If it completes validation this time without problem it means that there is a problem with the printer that is being used to print the reports If you want the processing reports to be printed automatically you will need to check that all the settings for the printer are correct Contact your IT department for assistance File format conflict If the problem of validation hanging remains cancel the payment and attempt to validate a payment using a profile that you have used before If this works cancel the new payment you don t actually want to run it It is likely that there is a problem with a conflict between the file format used and the payment profile it is connected to Carefully check that the profile is correct If you find a mismatch correct it and start again If this also fails to work check the file format definition Paragraph 5 10 describes file formats Unable to Send T
291. tion reports notification of account changes and the ability to configure your reports to your specification Albany ePAY can be used in a variety of scenarios including salaries pensions expenses supplier payments subscriptions Credit Card payments mortgages lease payments and rent collection and is flexible enough for any size of organisation Some of the many benefits include reduced bank and administration costs improved cash flow and greater accuracy With the ability to send up to 250 000 transactions per hour the transfer of information using Albany ePAY is streamlined efficient and extremely cost effective Document Edition Date 04 07 2012 1 O 1989 2012 Albany Software Limited User Guide Albany ePAY 2 1 Chapter 2 Albany Software Limited Albany Software Limited Since 1989 Albany Software has been developing software to transform the delivery of your documents data and funds We provide a portfolio of powerful integrated software solutions to meet the immediate and future needs of businesses of any type and size Over the years Albany has developed a range of strategic relationships with key business partners ensuring our solutions and services are of exceptional quality Working with only the best our partner network includes world renowned well respected organisations which have chosen to partner with us substantiating our reputation and credibility Albany Software is a leading authority in the e bus
292. tion to create a new profile Click the application creates a new item in the item list below If Profiles have already been created they will be listed on the flyout menu and you can create a new profile from any existing profile by clicking the filter arrow to the right of 1 If you create a new profile from an existing profile it will be a direct copy that can then be edited as required However it will not maintain any links so changes to the first profile would not affect the new profile at a later date To create a profile from an existing profile select Administration and under Payment Settings select Payment Profiles In the Payment Profiles screen on the right click the filter arrow beside _i From the menu click From Profile and move your mouse pointer across to view the available profiles in the flyout menu Click to select the profile on which you wish to base the new one You will see that much of the detail is already there as this is a direct copy of the profile you selected The name of the profile is a duplicate with the prefix of Copy Of You will need to replace this will a useful new name From this point you can edit any of the information in the profile for the copy It is not linked to the original and changes here will not affect the original To create a profile now without linking to an existing profile click 1 the application creates a new item in the item list below 1 Profile Description Document Ed
293. tion with the account number against the Bank Account Validation Database that is a part of Albany ePAY Some banks may use an older style sort code with a different number of digits from the standard To ensure that you enter the sort code correctly check with your department if this is the case Account number Enter the account number for the Originating Account This is normally eight digits This information will be validated in combination with the sort code against the application s internal sort code and account database before you can save the record Some banks may use an older style account number with a different number of digits from the standard To ensure that the account number is entered correctly check with your department if this is the case Each Originating Account must have a unique sort code and account number If details are duplicated from another originating account Y will be displayed beside the Account number box Check and correct the data to proceed Account type By default the Account type is assumed to be Individual However if your organisation uses a bank account structure perhaps for limiting expenditure you can create the structure here For the main account that is the container for the structure click the filter arrow to the right and select Group Main Enter the account details as above This box can only be set when an account is created and may not be subsequently edited Shoul
294. to add that name to the list of recipients on the right To remove a recipient click the name of the right and click lt to remove the name Click OK to close the dialog The selected names now appear in the box as circled in red in the following illustration Y E Y E Authorisation Authorisation Stage 1 Stage 2 ee 3 Authorisation Stage 1 Authorisation Stage 2 Authorisation Stage 3 Enable this step A Perform this step automatically E Make this step exclusive Send a notification when this step is ready to be performed to U Accounts Manager G Accounts GJ Figure 58 Notification recipient list The next two authorisation stages are identical to the first but without the notification option Both of these authorisation stages are optional If you wish to include one or both click in the Enable this step checkbox Once you have done so you can also specify if you wish this to be performed automatically You cannot enable Authorisation Stage 3 unless Document Edition Date 04 07 2012 63 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Authorisation Stage 2 is enabled Once enabled the icons for the additional authorisation steps at the top of the form display in colour If the step is to be exclusive check the Make this step exclusive box Signing is a part of authorisation but can be conducted at any of the three stages If the final stage is reached without
295. to assign different steps for the selected user or group For full information on setting up permissions refer to paragraph 5 7 Default permissions will have been copied from the New Payment Profile Defaults but these are not linked and can be changed as needed If Dual Administration approval is pending on a profile even if complete it will not be possible to process a payment for that profile This applies not only to a new profile but also if changes have been made to an existing profile 5 9 2 Workflow The purpose of Workflow is the designation of steps in the submission process Ultimately these may be mutually exclusive and therefore can only be processed by different logon accounts This Document Edition Date 04 07 2012 58 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration is to ensure that different people take on different processes during a payment submission This in turn increases security of the submission so that the work is checked by more than one person Automation specified in workflow is conducted by a system user rather than an individual user Any configured workflow step can be automated An automatic step is normally performed as soon as the previous step has completed Workflow is attached to a payment profile and is designed from within a saved payment profile In order to set it up open an existing profile or create a new profile see paragraph 5 9 1 W
296. to restrict membership of the admins group to only those who need full access The information held against each group includes E The name of the group El A description of the group a A list of users having membership of the group 5 5 1 Create groups To create a new group click A new item will appear in the list of groups in the upper pane with the default name new item which is also displayed in the Details tab in the lower pane By default all users are displayed in the Members area of the Details tab but by clicking to the right of Display you can choose from all users or members only When all users is selected the users that are members are displayed in bold text On creation a new group will not contain any members These have to be added from the Users screen In the Group name box replace the default name with the one you want to use When ready click lal The group is now saved and ready to use Instead of clicking al you can click Cancel to reject creation of the group 5 5 2 Modify group details Select the name of the group you wish to change in the upper pane and edit in the Details tab in the lower pane As soon as you begin changing either the name or the description the Al button will be enabled and when you have finished click al If you wish to discard the changes click Cancel 5 5 3 Delete group Although it is unlikely that you will need to delete a group if you have created a group in error y
297. tory Permitted Users History wi Authorised O5 09 2011 14 48 15 Usera O Signed 0509 2011 14 48 15 User O Confirmed 0509 2011 14 46 56 User 9 Validated 0509 2011 14 46 45 User Figure 101 History example 3 Permitted users The Permitted Users tab shows which users may perform which actions on the payment file Action Permittedusers Administrator User User Authonse Administrator User User Confirm Administrator User User Complete Administrator User User Figure 102 Permitted users example In addition to these tabs there are other tools accessed from the toolbar 6 6 3 Payment details Select a payment row in the grid and click to open the Payment Details form Document Edition Date 04 07 2012 105 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 6 Payments Submission Details Submission Type Structural Test Payment Date 21 Sep 2011 000007 n a Total 24 These transactions will be included ePAY Summary Payroll Summary Report 05 09 2011 ePAY Detailed Payroll Detailed Report ePAY Warnings Payroll Warning Report Figure 103 Payment Details form This supplies additional information for a payment firstly from the Submission Details area where you can click the View file details button to open the File Details form View transactions to open the Transaction Details form and Change Assignee These functions are described below a
298. tration 3 Report Download Profiles pq Report Delivery Les Report Download Activity y O Date Started 17 Nov 2011 09 22 17 Nov 2011 09 22 17 Nov 2011 09 16 17 Nov 2011 09 13 17 Nov 2011 08 46 Profile Custom Custom All for Company SUN AWACS daily l Custom On Demand Schedule Status On Demand Complete On Demand Complete Single Failed Daily Failed Complete 4 reports downloaded Summary User 4 reports downloaded No reports available Admin No HSM certificates found for Syste SystemUser No HSM certificates found for Syste SystemUser Accounts 1 Report Type SUN Created Date Test Input 123456 16 Nov 2011 00 00 UAC User Copy 123456 16 Nov 2011 00 00 UDD User Copy 123456 16 Nov 2011 00 00 Input 123456 17 Nov 2011 00 00 Date Started Profile Schedule Status Summary User 16 Nov 2011 16 38 Custom On Demand Failed System Error while querying availab Admin o 16 Nov 2011 16 25 Custom On Demand Complete 8 reports downloaded Admin 16 Nov 2011 16 22 Custom On Demand Failed System Error while querying availab Admin 16 Nov 2011 16 22 Custom On Demand Failed System Error while querying availab Admin o 16 Nov 2011 16 21 Custom On Demand Complete 1 reports downloaded Admin 16 Nov 2011 16 20 Custom On Demand Failed System Error while querying availab Admin 16 Nov 2011 16 18 Custom On Demand Failed Cancelled by user Admin 16 Nov 2011 16 18 Custom On
299. ts In the Detail selection area Print all details is selected by default To print only selected details click in the option for Print selected details and then choose which of the details you want to include removing the check mark for any that you don t require Click OK when ready A report will then be produced for each of the selected details An example of the Address Details report is shown in the following illustration If you require hard copy you can click the Print button on the form circled in red below Document Edition Date 04 07 2012 119 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 7 Payments Manager gt PE no T WS re Porta ERA KA a Payment library contact Payment details Albany ePAY Payment Details Payment Ref Account name Sortcode Acc Number Trans type Payment date 215 ALBANY ABSOLUTE 555039 62533386 00 99 Direct Credit EXHIBITIO 486 ALBANY ACADEMIC 30140260 99 Direct Credit SOFTWAR BUSINESS ALBANY ACCESS 3020660 00 99 Direct Credit SOFTWARE CONTROLS UK INV6SOS ALBA A amp F ROOFING 40126195 00 99 Direct Credit NY ALBANY SW AA BUSINESS 42233347 00 99 Direct Credit 4142876 SERVIC A07 ALBANY ALDERSHOT 31040057 00 99Direct Credit Siw BUSINESS ACORNOFFICE 400813 71485873 00 99 Direct Credit SUPPL ACS APT 122029 457069 00 99 Direct Credit zm mm Tt rer mg gem gem om Figure 115 Contacts report example 7 4 3 Search If you need to loca
300. ts Select the originating account record you wish to edit The properties of the account selected are now displayed in the Details tab Once you have made the modifications to the information required click 1 to save the edited record for the originating account You cannot edit the account type This is set when the originating account is created and cannot be changed If you wish to abandon changes to the information click Cancel at any time The application will confirm you wish to cancel your changes Click Yes to abandon your changes and No to return to your editing 5 11 5 Remove an originating account To access the Originating Accounts screen select Administration and under Payment Settings select Originating Accounts Select the originating account record you wish to remove Click X to delete the selected originating account The application will confirm you wish to delete the account Click Yes to delete the account If you attempt to delete an originating account which is used by a current payment profile the application will prevent this and notify you of the fact See also paragraph 5 11 3 Usage information 5 12 Bacs Limits To add a Bacs Limits record select Administration and under Payment Settings select Bacs Limits Ka Cancel Show As List E gt SH Main account 123456 Item Limit Details Limit Originating account Main account Bacs SUN 1273456 EN tem limit Transaction debit limit v
301. two administrative users to confirm specific administrative changes to the system The areas of focus are predominantly those that may lead to fraud being perpetrated if one person was able to act independently for example using the system to send payments to themselves or associates thus bypassing company security payment authorisation standards Document Edition Date 04 07 2012 24 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup This feature is not normally available in the Small Business Edition In addition dual administration provides extra protection to the users company by ensuring that accidental and potentially costly mistakes are averted and thereby helps to prevent malicious activity that may have recovery and reputation costs 4 6 1 Enabling Dual Administration can only be enabled for one or more of the administrative areas when there are a Two users with System Settings permissions R Two users with administrative permissions to the area s being enabled For example if Dual Administration is being enabled for User Settings then there must be two users with Administration permissions and two users with System Settings permissions for the pending change to be saved If it is being enabled for System Settings only then only the two users with System Settings rights are required Dual Administration settings Cancel Dual Administration Require Dual Administration approva
302. ult is not convenient When finished click OK to close the dialog You can manually update either the Non Processing Days list or the Bank Account Validation database by clicking the Update Now button on the right of the appropriate tab Bank Account Validation In respect of Bank Account Validation the relevant elements are updated as follows A Sort Code Database m Sort Code Substitutions a Modulus Data The date of the most recent update for each is provided with the version number The scheduling options are the same as for Non Processing Days but the default is set to weekly as recommended by Albany Software Ltd Document Edition Date 04 07 2012 30 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup Database Backup A schedule for backing up the database is not present by default When you click the Schedule button for the first time the process of creating a schedule will begin By default the schedule Name is Database Backup This cannot be changed The default interval settings are those recommended by Albany Software Ltd running every night on weekdays Your organisation may wish to change this The schedule is On Hold by default to ensure that backups do not begin until you are sure that it is all set up correctly at which point you must open this dialog and click in the Active option Non Processing Days In respect of Non Processing Days the refreshed view will show all av
303. unt Figure 73 Originating accounts 5 11 1 Usage information To view which payment profiles use an originating account navigate to the Originating Accounts screen Select the originating account record you wish to check and click on the Usage Information tab 5 11 2 Add originating account Select Administration and under Payment Settings select Originating Accounts to view the Originating Accounts screen Click 1 a new item is created The following table provides information to assist you in completing the Details tab in the lower pane Item Description Document Edition Date 04 07 2012 78 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration Account name Enter a clear Account name in this box for the originating account Text entered here is automatically converted to upper case and will accept a maximum of 18 characters Description Type a meaningful Description for the Originating Account in this box As the account name is limited in size this can be very helpful as it is not uncommon for a single organisation to hold several Originating Accounts for different purposes This is mandatory you must provide a description Sort code Enter the six digit Originating Account sort code Whilst branch sort codes are commonly displayed in the form XX XX XX you must enter the sort code as six consecutive digits 0 9 with no hyphens or spaces This information will be validated in combina
304. ur software has transmitted Please contact your solution supplier submission has a slice of an incorrect size been rejected Bacs Your Bacs has received a different Please contact your solution supplier submission has number of slices to the number been rejected expected based on information provided by your software in the XML submission header been rejected jout and restart the submission Your Your session with Bacs If you wish to continue using Faster submission has Payment Services has timed Payment Services please re authenticate been rejected jout and restart the submission Bacs Your submission has been No action required ISSi aborted at your request Your submission has been No action required Issi aborted at your request Bacs A Bacs operator has Please contact Bacs ISSi terminated your submission been rejected A Bacs operator has Please contact FPS issi terminated your submission been rejected Bacs Your This submission was not No action required submission has completed before another one Bacs Your Your session with Bacs If you wish to continue using BACS submission has Payment Services has timed Payment Services please re authenticate been rejected was started Your This submission was not No action required submission has completed before another one been rejected was started esch h esch ch s esch ch sch esch ch esch esch ch esch O O O O O O O O O O O O O O al al
305. ur submission There is an error in the structure of your Please contact your EOF1 are not all numeric 1603 Your submission There is an error in the structure of your Please contact your has been rejected submission A valid standing order recall record or solution supplier EOF1 record does not follow a standing order recall record EOF2 record response codes Code Service Message Details oe 1701 Bacs Your submission There is an error in the structure of your submission Please contact has been rejected A valid EOF2 record does not follow the EOF1 your solution record Supplier 1701 FPS Your submission There is an error in the structure of your submission Please contact has been rejected A valid EOF2 record does not follow the EOF1 your solution record supplier HDR1 record response codes Code Service Message Bee ati 1301 Bacs Your submission There is an error in the structure of your submission Please contact has been rejected A valid HDR1 record did not follow an XML payment your solution file header in your submission supplier 1301 FPS Your submission There is an error in the structure of your submission Please contact has been rejected A valid HDR1 record did not follow an XML payment your solution file header in your submission supplier 1302 Bacs Your submission There is an error in the structure of your single file Please contact has been rejected submission The service user number in the V
306. usivity is only enforced when a step is being performed manually For example even if all steps in a workflow are set to be exclusive they can all still be performed automatically by the system user in an end to end lights out solution However should the automation of each exclusive automated step fail for some reason then those steps could not all be performed manually by the same user Any steps that have been successfully performed automatically by the system user will be considered to have been carried out by a different user in the manual exclusivity check For example if Validate Confirm Authorise and Send are all exclusive but Validation was performed automatically then any user will be permitted to perform the Confirm Authorise and Send steps manually Wizard process order Step Description and Pre requisites Start In this step you select the Payment Profile you wish to process Payment Process Prepare for In this step you select the payment run where applicable and payment date The selection Validation of payment method will only be applicable for Payment Profiles with multiple payment methods enabled Validate In this step the wizard will analyse the financial data and validate it against its internal rules When validation is complete you preview all the settings and confirm agreement ensure that you have your Smart Card and its associated Personal Identification Number to hand as you will need them to complete the
307. ves in input directory Rename the file to PROCESSINGDATETIME PROFILENAME FILENAME The file is copied to a working directory subordinate to the input directory If itis not possible to copy the file then the import is failed the payment file voided and the original input file is left in place i lt lt Isthe profile set to delete the original file a o Yes i The input file is deleted No p Is the profile set to archive the file on void The working file is moved to the void archive directory Is the payment voided The working file is deleted No gf i H Is the profile se The working file is Payment sent to archive the Da Yes moved to the archive successfully file directory Figure 149 File handling diagram Document Edition Date 04 07 2012 167 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix D File Format Definitions Appendix D File Format Definitions Definition Element Name of the definition This can be used as a means of identifying the use for Free Text up to 255 Mandatory Mandatory Mandatory the payment profiles that will use it For example Company Payroll characters Reference The underlying definition type The purpose of this is to help identify the Free Text up to 100 Mandatory Mandatory Mandatory definition For example the name of the definition m
308. vice user number supplier your software included in the XML submission header 1102 Your submission There is an error in the structure of your submission The Please contact has been SUN in the VOL1 record of your submission was not the your solution rejected same as the SUN your software included in the XML submission header 1103 Your submission There is an error in the structure of your submission The has been characters in positions 38 to 41 and 48 to 51 of the VOL1 rejected record must be spaces 1103 Your submission There is an error in the structure of your submission The has been characters in positions 38 to 41 and 48 to 51 of the VOL1 rejected record must be spaces has been characters in positions 5 to 10 of the VOL1 record must your solution rejected be valid allowable characters supplier 2023 Your submission There is an error in the structure of your submission The Please contact Document Edition Date 04 07 2012 193 1989 2012 Albany Software Limited User Guide Albany ePAY Appendix F Glossary Appendix F Glossary This appendix lists definitions for some of the more commonly encountered terms concerned with using Albany ePAY Some are product specific while others are industry specific or general computing terms Term or Abbreviation Definition or Description Account limit A monetary limit set by the sponsor on an individual account to restrict the value passing through for a fixed period A
309. w report in the Audit Reports screen click _ on the toolbar the wizard will load 2 Click the arrow to the right of Report type and select the report type you wish to create Choices may include n Complete a Processing Administration System Access Audit Report Wizard Report Type Please select the type of audit report you wish to produce SN beienee TN Figure 12 Audit Report Wizard Report Type Once you have chosen the report type click the arrow to the right of Time span to cover Select from a Today only a Yesterday only This week E Last week This month Last month When you have made your choices click the Next gt button which is now enabled Document Edition Date 04 07 2012 16 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup In the second stage of the wizard you select one or more users who will be subject s of the reports by clicking in the corresponding check box to the left of the user log in name This allows the report recipient to see which users have been conducting which aspects of work pot er wena e H Please select the users to include Please select one or more users from the list You may use the Select All button to select all users or the Deselect All button to deselect all users Figure 13 Audit Report Wizard Users 3 Click Next gt You will now specify if the report is to be emailed automatically to one or mo
310. y depending on the change addition or deletion made User Segregation In order to provide heightened security when a user does not have access to a particular aspect or function of the software that user will be prevented from seeing the records that are associated with that function In some cases this may also affect menus visible in the client in a situation where all permissions for that feature have been removed for that user Permissions for users and groups are described in paragraph 5 7 Users The Users screen allows you to create and maintain user accounts for the users of the application Navigate to the users screen by selecting Users from the Administration User Settings menu At the first use of the application there is normally a single user with administrative permissions and membership of the admins group You will create users with restricted access for the specific purposes that they need The Small Business Edition does not include groups but all other editions include this feature Document Edition Date 04 07 2012 36 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 5 Administration 5 4 1 Create user To create a new user click 1 A new item will appear in the list of users in the upper pane with the default name new item which is also displayed in the Details tab in the lower pane Overtype or replace the Sign on name default text with the correct name for the new user This might
311. ystem Maintenance area allows you to configure the schedule and manually run the following features E The verification database for bank sort codes and account numbers a Automatic backup of the ePAY database E Bacs non processing days To view the existing schedule navigate to System Setup System Maintenance The System Maintenance screen will display on the right Document Edition Date 04 07 2012 27 O 1989 2012 Albany Software Limited User Guide Albany ePAY Chapter 4 System Setup system Maintenance Cancel Show As List Last Run Last Run Last Status Next Run tH Bank Account Validation 11042012 11 27 Task Started 12402012 235 42 Database Backup 11032012 11 24 Task registered az Non Processing Days 11032012 11 26 Task Completed 28 05 2012 220 Current Data Details Update Now Data Last Updated Sort Code Database 29112010 schedule Sort Code Substitutions 22 07 2009 Modulus Data 281042009 4 7 1 4 7 2 Figure 27 System Maintenance Updates included are displayed at the top of the window You can change the view using the selector at the top of the screen Details view displays the details of the most recent update with columns to indicate the name of the schedule the date it was last run based on the updated figures from the respective databases the Last Status of the task and the date and time on which the task is scheduled to run automatically if applicable The l

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