Payments and Reporting

Transcription

1 Quck Start Gude Access Onlne Payments and Reportng February 2018 Usage of the applcaton and descrpton of the commonly used functonaltes.

2 General The Quck Start Gude Payments and Reportng s ntended for all users who are new to Access Onlne. There s also a Quck Start Gude for Mantenance. For each step you can fnd how to navgate to the tem descrbed n that step. For nstance, under 2. User preferences you wll fnd Personal Settngs > User preferences 1. Log on Go to: Access Onlne can be used wth Internet Explorer (Mcrosoft) and Mozlla Frefox. HINT Add ths dsplay to your favortes. On the man screen you can fnd some mportant messages regardng Access Onlne. HINT You can resze screens whch opened once by changng the browser rght corner of your screen larger or smaller by draggng the mouse. Correct operaton depends on local settngs on your computer. a. Select the language Englsh (rght upper corner EN) b. Select Commercal Turnover over 2.5 mllon euros c. Log on to other systems and select Access Onlne d. Clck on Log n. e. Select as log on method e.dentfer2. f. Enter your account number and card number. Make sure your onlne envronment s more secure by usng the connected e.dentfer. For more nformate call your servce desk. g. Follow the log on nstructons on your screen and clck on Next. A new account number has been opened for you. The account number s only used for log on. No payments can be made to or from ths account. h. The Access Onlne dashboard wll be vsble. In the upper rght corner you can change the language. The language preference wll be stored on your computer only. Workng from another computer means that the language preference needs to be set agan. The language preference s only vald for the man screen. 2

3 Quck Snelstartgds Start Gude Access Access Onlne Onlne Betalngen Payments Rapportage and Reportng HINT Use the menu tems on the left to navgate wthn Access Onlne. Please note that the Prevous button n your browser can t be used to go to the prevous page due to the secured envronment ( The man menu of Access Onlne: Under Cash Management the followng modules can be found: Payments and Reportng. The followng addtonal modules are avalable on request: Track & Trace and Cash Poolng. For more nformaton contact your servce desk. In order to use the payment and reportng module the admnstraton module and personal settngs need to be confgured ntally. Admnstraton and Personal Settngs can be opened va the con (at the rght upper corner). 3

4 2. User preferences Go to: Personal settngs > User preferences Here the personal preferences such as Language can be set. Ths Quck Start Gude Payments and Reportng s based on the Englsh language preference. The admnstrator wthn your organsaton determned your language preference orgnally. c a b HINT In Personal Settngs the default openng screen of the payment module can be changed. a. Check whether EN - Englsh at Language s selected. b. Select Dot (.) at Decmal Symbol. c. Clck on Submt. A message that the detals have been changed wll appear. Your changes wll be actve wthn 45 mnutes. d. Clck on Close n the rght upper corner of your screen. 4

5 Payments Go to Cash Management > Payments The payment module by default opens wth the Outstandng / Recent screen, showng the outstandng and recently processed and removed payments. After seven days the processed and removed payments can be found n the Hstory. Clck on Payments. The default payment optons wll be descrbed on the next pages. b c 3. SEPA & Sngle (cross-border) payments and Local payments For local payments, go to: Intate Payment > Local Payments > Unted Kngdom For SEPA & cross border payments, go to: Intate Payment > Sngle Payment a. Select Payment Type. b. Select the Debt Account. c. Select Benefcary type. There are three optons to choose from: a new benefcary local/foregn (New, see step 3.1a and step 3.1b), an ntracompany payment (Own Account, see step 3.2) or a benefcary you saved earler (Pre-defned, see step 3.3). 5

6 3.1a New benefcary local payment I. Select New. II. Fll n Name. III. Select Standard or IBAN benefcary account number. IV. Fll n Benefcary Account Number. V. Fll n Sort Code. VI. In case you want to save the benefcary, proceed wth step X on page 8. If not, proceed wth step d on page 9. I II III IV V HINT In case the opton Charges For has been left blank, by default the charges wll be set to SHA Shared. 3.1b New benefcary - SEPA & cross-border payment I. Select New. II. For cross border payments uncheck the checkbox SEPA Credt Transfer. SEPA crtera: The Debt Account s a IBAN account n the SEPA regon. The payment takes place wthn the EU Member States. A lst wth all SEPA-countres can be found on The currency s EUR. A correct IBAN account number and SWIFT ID are avalable. 6

7 II I III en IV VIII V VI en VII For explanaton see page 8. 7

8 III. Clck on IV. Fll n the Name of the benefcary. Cty benefcary at Sngle (cross-border) Payment s not marked wth an astersk (*), however t s a mandatory feld. V. Fll n the Country of the benefcary. VI. Select Standard or IBAN account number. VII. Fll n the Benefcary Account Number. VIII.Fll n the SWIFT ID; clck on. In case the SWIFT ID appears multple tmes, we advse you to contact your benefcary to provde the correct nformaton. HINT The Benefcary Code can be coped to Account Code and Benefcary Name to Account Name. IX. Clck on the correct SWIFT ID n the lst of search results. X. For savng the benefcary, execute the followng steps. Clck on. Fll n a Benefcary Code. Fll n an Account Code and an Account Name. Clck on Save. The message Benefcary saved successfully. Please submt for authorsaton. appears. Clck on Submt. Follow the authorsaton nstructons on your screen. The message Benefcary authorsed successfully and t wll be actve after 10 mnutes. wll appear. You wll return to the man payment screen automatcally, where you can proceed wth your payment. XI. Proceed wth step d on page 9. 8

9 3.2 Intracompany transfer I. Select Own Account and clck on. II. Select the desred account n the lst of search results by clckng on the green account code n the column name Acc. Code. III. Proceed wth step d on page A pre-defned benefcary I. Select Pre-defned. II. Fll n (part of) the benefcary name and clck on. III. If necessary select the desred benefcary n the search results by clckng on the green benefcary code n the column name Bene Code. IV. Proceed wth step d on page 9. HINT By clckng Submt, the valdaton ( Valdate ) of the payment wll be performed automatcally. HINT The payment can be saved as a model payment for future use by clckng Save as Model. A model reference number can then be added to the payment. The model payment can be found va Intate Payment > Model Payments. The reference number s shown n the column Model Reference. a. For cross border payments, select the desred currency. b. Fll n the Transfer Amount. c. Fll n the Executon Date. Payments cannot be scheduled for executon more than 364 days nto the future. g. Optonally fll n the Payment Detals. h. Clck on Submt.. On the screen one or more messages wll appear. When the message s n black, the payment has been successfully sent to the bank and you can contnue wth step k. j. When the message s n red, an error occurred. Data s not or s ncorrectly entered nto the payment ntaton. Proceed wth the next steps: I. Recover the ncorrect or mssng data. II. Clck agan on Submt. The message Payment submtted successfully. wll appear. k. Authorse the payment (see 9. Authorse). 9

10 d e f g h 10

11 4. Edt / complete payments Go to: Intate Payment > Hold / Rework As long a payment has not been authorsed, t can be found under Hold / Rework, where the payment can be edted and submtted for authorsaton. a a. Clck on the green account code n the column Debt Account for the payment you want to edt. b. Make the changes and clck on Submt. The message Payment submtted successfully appears. c. Authorse the payment (see 9. Authorse). 5. Upload fles Go to: Intate Payment > Fle Upload In Access Onlne payment fles lke BTL91 or drect debt batches can be uploaded. For the upload of a payment fle the default upload profles can be used. Please note that the format CleOp03 s replaced by SEPA XML. Please create a new profle for SEPA transers. 11

12 5.1 Create new profle. a. Clck on Create New Profle. b. Fll n SEPA n Short name and Transfer n Descrpton. c. Clck on. d. Select fle format SEPA Credt Transfer (ISO XML 20022) and clck on Submt. For SEPA Drect Debt create a new profle and select fle format Sepa Drect Debt (ISO XML 20022). 5.2 Upload fles a. Clck n the column Short Name on SEPA for the upload of a fle wth domestc payments. Clck on BTL91 for the upload of a fle wth cross-border payments. To be able to vew salary payment detals a user needs to have specfc roles. 12

13 b b. Clck on Browse to select a fle. Select the fle and clck on Open. It s possble to select a maxmum of 5 fles. c. Clck on Upload. The progress of the upload wll be shown n a new wndow. The message The fle has been uploaded succesfully. d. Clck on Close to close the progress wndow. e. Authorse the payment fle (see 9. Authorse). 13

14 6. Batch Go to: Intate Payment > Batch ACH A batch s a collecton of payments. On the account statement a batch wll be dsplayed wth the total batch amount. The amounts of the underlyng sngle payments wll not be shown. Batches can be created manually n Access Onlne, however we recommend to mport the batch from your accountng system. For the mport of a batch see 5. Fle Upload. f b c d e 14

15 a. Select SEPA Credt Transfer for SEPA payments or Domestc ACH for cross border payments. b. Fll n a Batch Reference. For example: fll n the date of today. c. Fll n the Executon Date. d. Select Salary Payment f ths s a salary batch. Only users wth specfc roles wll be allowed to vew ndvdual salary payment detals. e. Choose the Debt Account. f. Clck on Save. The message Batch Payment saved successfully wll appear. g. The button Add Credt appears. Clck on ths button. h. Clck on and fll n the mandatory felds. Please note that Cty needs to be flled n also. See 3. Local Payments and Sngle (cross-border) Payments for extra nformaton about the mandatory felds.. Clck on Submt. The payment s added to the batch. A message that the batch has been successfully submtted wll appear. j. Clck on Add Credt to add more payments to the batch. k. When the batch s complete, clck on Submt. A message that the batch payment has been sent successfully wll appear. l. Authorse the batch (see 9. Authorse). h 15

16 7. Sets A set s a collecton of sngle payments whch can be authorsed n one go. The total amount of the set wll be dsplayed, but the amounts of the ndvdual sngle payments can also be vewed. Besdes the dfference n costs, the dfference between a batch and a set s that for a set the amounts of the ndvdual sngle payments wll be dsplayed on the account statement (see also 6. Batch). A set can be created n two dfferent ways: va Sets (see step 7.1) or va Local Payments / Sngle Payment (see step 7.2). a b c a2 f d + c2 e b2 16

17 7.1 Create a set va Sets Go to: Intate Payment > Sets a. Clck on New. b. Fll n Set Name. c. Change Currency f necessary d. Clck on Save. The message Set has been saved successfully wll appear. e. Add payments to the set va Add Payment. In case no payment can be selected, no payment has been ntated yet. f. In case you want to add payments but no payments have been ntated yet, please go to the Sngle Payment or Local Payments screen to create a payment and clck on Add to Exstng Set. 7.2 Create a Set va Local or Sngle Payment Go to: Intate Payment > Local Payments > Unted Kngdom ór Go to: Intate Payment > Sngle Payment. a. Clck wthn the local or sngle payment screen on Add to New Set. b. Fll n a Set Name. c. Clck on Save. d. The payment s added to the set and you wll automatcally return to the payment screen. In the Local Payment screen the name of the set can be found next to Clent Reference. In the Sngle Payment screen the name of the set can be found below the Payment Detals. 17

18 8. Drect Debt Go to: Intate Payment > Drect Debt In Access Onlne drect debts can be ntated. Please note that your organsaton needs to have the debtor s permsson. f a b c d e g en j a. Select Domestc Drect Debt or SEPA Drect Debt at Drect Debt Type. For more nformaton about selectng Drect Debt type, contact your servce desk. 18

19 b. Fll n a Drect Debt Reference. For example: fll n the date of today. c. Fll n the Executon Date for a Domestc Drect Debt or the Due Date for a SEPA Drect Debt.. d. Select the Benefcary Account. e. For a SEPA Drect Debt select the Credtor ID. Your organsaton receved ths Credtor ID when makng the SEPA Drect Debt-agreement. f. Clck on Save. A message that the (SEPA) Drect Debt payment saved succesfully wll appear. g. In the header below Credt Account on the rght sde the button Add Debt s now vsble. Clck on ths button. h. Clck on and fll n the mandatory felds, the felds marked wth an astersk (*).. Clck on Submt. The message that the Drect Debt has been submtted successfully wll appear. HINT A drect debt can also be saved as a model payment for future use by enterng a Drect Debt Reference. Ths model payment can be found under Intate Payment > Model Payments. It can be recognsed by the drect debt reference n the column Model Reference. j. Clck on Add Debt to add more drect debts. k. When the drect debt s completed, clck on Submt n the Drect Debt screen. The message Debt submtted succesfully wll appear. l. Authorse the drect debt (see 9. Authorse). h 19

20 9. Authorse Go to: Authorse After the payment or drect debt has been submtted, t wll appear under Authorse. The Authorse functonalty s only vsble for users who have the authorse role. b a HINT By checkng the master checkbox n the header of each payment type, all payments and/or drect debts of that type wll be selected for authorsaton. In case more than 50 tems are ready to be authorsed, t s possble to ncrease the number of Rows per page. a. Select the payment(s), batch(es), set(s) and/or drect debt(s) that need to be authorsed. You can vew the underlyng ndvdual payments by clckng behnd the batch or the set. In case the payment, batch, set or drect debt s not vsble for a user, the user has not been added to the authorsaton polcy (see chapter Authorsaton Polcy n the Quck Start Gude for Mantenance). b. Clck on Authorse. c. Follow the nstructons on your screen. The message that the payments have been authorsed wll appear. 20

21 10. Edtng Benefcares Go to: Admnstraton > Account & Company Data Setup > Benefcares! Note: the benefcary detals are to be found n the Admnstraton module of Access Onlne and not n the Payment module. a b a. Clck on for edtng the benefcary. In case the account of the benefcary needs to be changed, clck on Edt the Account Number. b. c. d. e. Clck on Save. The message that the accountnumber of the benefcary has been saved wll appear. Clck on Back.. If not, proceed wth step f. 21

22 f. Edt other detals of the benefcary f necessary and clck on Save. g. Clck on Submt. The message that the benefcary has been submtted wll appear. h. Clck on Authorsaton Overvew n the Admnstraton module.. Select the changed benefcary by checkng the checkbox. j. Clck on Authorse. k. Follow the nstructons on your screen. The message that the benefcary has been authorsed wll appear. The changes wll be actvated wthn a few mnutes. d e f g j h 22

23 Reports Go to Global Cash Management > Reportng The Reportng module opens by default wth the Balance Overvew. Navgatng wthn the Reportng module can be done by clckng on the tab pages Balance Overvew, Balance Hstory, Transactons, Account Statements, Downloads and Help. In each of the tab pages a default report s avalable, the so called Sample report. Ths report can be used as s, or you can change t to what sut your needs. It s also possble to defne your own report(s). 11. Vewng the Account Balance Go to: Balance Overvew a b c a. Select the Sample report. b. Clck on Vew. c. Clck on the Account Code of the account to vew the latest account statement. d. Close the screen to return to the tab page Balance Overvew. e. Clck on the con n the Same Day column behnd the account to vew the ntraday statements. If no con s dsplayed, no ntraday transactons are avalable. e g 23

24 f. After vewng the ntraday transactons, close the screen to return to the tab page Balance Overvew. g. Clck on the con n the Balance Hstory column behnd the account to vew the balance hstory or statements of prevous days. h. In the next screen, clck on a Book date to see the statement for that partcular date. If no statement appears, or when the statement s blank, no transactons have taken place. After vewng the Balance Hstory, close the screen to return to the tab page Balance Overvew. HINT A report can be set as default by clckng on the lnk Set as default report, whch s located near the bottom of the screen. h 24

25 12. Fnd a transacton Go to: Transactons d b c a. Fll n the search crtera. Enter a word or a part of sentence as search crtera. b. Fll n the Book Date from and Book Date to. c. Clck on Search. (searchng can take up to a few mnutes). d. Clck on the tab page Transactons for a new search request. 13. Prntng your account statements of the prevous workng day Go to: Account Statements a a. Select the Sample report and clck on Vew. b. Clck on Report Settngs. c. Clck on Edt. d. Select No at Include account statement wth no transacton, n case you don t want to prnt empty account statements. e. Clck on Save. The message Your changes have been successfully saved wll appear. b 25

26 f. Close the Setup Vew screen and return to the Account Statements screen. g. Clck on Vew. h. Go to Download to near the bottom of the screen and select the fle format PDF.. Clck on OK. j. Clck on Download report. k. In Acrobat Reader clck on prnt and/or save. l. Close the screen and return to the Account Statements screen. c d e h 26

27 14. Exportng account statements to your accountng system Go to: Account Statements HINT On the tab page Downloads you can fnd an overvew of all your reports. In ths screen you can execute, download, edt or delete your reports. a. Go to Select Report. Select the Sample report and clck on Vew. b. Go to Download to near the bottom of the screen and select the fle format for example MT940 SWIFT or XML camt.053. c. Clck on OK. d. Clck on Download Report. e. Clck on Save and save the fle. f. Close the Report Download screen and return to the Account Statements screen. b c Extended nformaton In Access Onlne on the man screen under Help you can fnd the User Manual and the Frequently Asked Questons (FAQ). The Quck Start Gude Payments and Reportng s also avalable n Dutch. 27