SEB Telebanka User Manual 2.0 From 1-st of January, 2014
INTRODUCTION... 3 Overview... 3 System Requirements... 3 Setup Package... 3 USING TELEBANKA... 4 Start Screen of Telebanka... 4 Menu... 5 Toolbar... 7 Information Icons... 7 Hyperlink... 8 Event Screen... 8 Software Sections... 8 SOFTWARE SECTION... 9 Payments... 9 Accounts and Statements... 11 Information... 13 Mail... 14 Loans... 14 Deposits... 14 My Settings... 15 Administration... 16 Applications... 18 USING PAYMENT ORDERS... 19 Making Payments... 19 Preparing Payments... 19 New domestic payment... 19 New SEPA payment... 23 New SWIFT Payment... 26 New SWIFT Payment in RUB currency... 30 Salary payments... 31 Copying Payments... 35 Correcting rejected payments... 35 Payment templates and payment partners... 35 Importing payment orders... 35 Signing payment orders... 35 Cancelling the signature... 36 Deleting payment Orders... 36 Printing payment orders... 36 Sending payments to bank... 36 Data exchange with the bank... 36 ADDITIONAL FUNCTIONS... 36 Repeated receiving of data... 36 Payment Search... 37 Payment lists and sorting... 38 Data filtering... 39 Right mouse button... 39 2
INTRODUCTION Overview SEB Telebanka is an advanced software solution compatible with any modern accounting software. Telebanka allows performing transactions and organising money flow 24 hours a day, 7 days a week. To access all the stored information, you do not need to connect to the bank. You only need to connect to internet when you wish to send an approved transaction or receive information from the bank. The software can be used on a single computer or on several computers on a network. You can also use the software on several computers that are not connected into a network. System Requirements Microsoft Windows XP, Windows Vista, Windows 7, Windows 2003 server or Windows 2008 server operating system; 512Mb RAM; 100Mb of free space on the hard drive (database size depends on the number of payments and account statements. 1 incoming, 1 outgoing payment a day and 1 account statement a month (on 20 pages) amount to ~ 20Mb a year); Permanent internet connection (preferably broadband); 1024x768 screen resolution; 1 available USB slot. Setup Package Following the Telebanka application, the customer receives the following setup package from the Bank: 1. Setup disk (upon customer s request); 2. Smart card reader(-s) (the required number should be indicated in the application); 3. For each signing person: smart card, PIN and PUK code envelope; 4. Customer identification. 3
USING TELEBANKA Start Screen of Telebanka Hyperlink Title Menus Toolbar Information icons Software sections Event screen Title Menus Toolbar Information Icons Hyperlink Software Sections Event Screen Software Name and user of SEB Telebanka Most frequently used software actions. Buttons for the most frequently used commands with associated symbols and shortened names. Display of different operation statuses. Shows the user s location. Allows the user to move one or several steps back or to the start screen. Main software sections. Information on events since the last connection to the bank or the latest actions in Telebanka. 4
Menu The software menu contains list of actions. Actions are active or inactive, depending on the user s access rights and location in the software. Some actions can be selected only from the menu. System New window Open SEB Telebanka in a new window. Connect to bank F9 Data exchange with the bank sending prepared payments and letters to the bank, as well as receiving data from the bank. You can also use the F9 button for exchanging data with the bank. Import Import payments. Export Export data. Print Print the selected documents or account statement. Print preview Preview the document before printing. Save PDF Save as PDF document the selected payment order or account statement. Quit the application End working with the software. View For sending to bank View the list of documents prepared for sending. Account balances F12 View account balances for the day or for a period. Account reports F8 View account reports for the day or for a period. Account statements View account statements for the last 6 months. Loans View loan information. Deposits View deposit information. New payment orders View list with payment orders that have been prepared, but not sent or signed yet. Rejected payments View list with payment orders that have been rejected by the bank. Imported payments View the list of imported payment orders. Ctrl+J Received payments F7 View the list of incoming payments. Processed payments F6 View list with payment orders that have been processed. Pending payments View list with payment orders that have been sent to the Ctrl+B bank, but not processed yet. 5
Templates View list with payment templates and partners. Salary payments View salary lists. Currency exchange rates Ctrl+K View currency exchange rates following the last data exchange session with the bank. Received messages View the list of messages received from the bank. Sent messages View the list of messages sent to the bank. Mail archive View archive of messages. New domestic payment Create a new domestic payment order. Payment F2 New SWIFT payment F3 Create a new SWIFT payment order (international payment). New SEPA payment F4 Create a new SEPA payment (EUR currency only). Save as template Save the open payment order as a template for quick creation of new payment orders. Clone Clone payment order. Sign Ctrl+P Sign the selected payment order(-s) with one or two electronic signatures. To bank Ctrl+N Move the selected payment order(-s) for sending to the bank. Delete Delete the selected payment order(-s) from the database. Commands Open Open payment orders, letters, applications, etc. for viewing or editing. Save Ctrl+S Save the changes in payment order, letter, application, etc. Delete Delete the selected payment order(-s), letter(-s), application(-s), etc., from the database. To bank Ctrl+N Move the selected payment order(-s), letter(-s), application(- s), etc., for sending to the bank. Search Ctrl+F Search for payment order(-s) containing the requested word, phrase or number. Print Print the selected documents or list of documents. Next View the next payment, mail, application, etc. Previous View the previous payment, mail, application, etc. Today Data for today. Yesterday Data for yesterday. Month Data for month. Administration Print settings Print settings. Chart settings Chart settings. My divisions Settings of the divisions. Users Database user settings. Roles Database role settings. Divisions Database divisions settings. User sessions View the database user sessions. Event log View the database event log. Policy settings Software policy settings. View the accounts connected to Telebanka and closed Account settings accounts. Data maintenance Database data maintenance settings. Connection settings Telebanka connection settings. Import and export Import and export configuration. New user Create a new database user. New role Create a new database role. New division Create a new database division. Renew data Request data from the bank concerning a certain period. Receive the international bank classifier (BIC catalogue). 6
Division This menu allows switching between different database divisions (companies). If the company has only one division, this menu is not available. Toolbar The toolbar contains buttons for the most frequently used commands with associated symbols and shortened names. These commands are repeated from the software menu and can be active or inactive, depending on the user s access rights and location in the software. Toolbar can differ depending on the selected section. Information Icons The software information icons show the status of different actions. These icons are available all the time, regardless of the user s location in the software. Each icon has its own meaning and can have different statuses: 1) Data Exchange with the Bank The icon colour indicates data exchange status. - no current data exchange or data exchange successfully finished; - data exchange in progress; - data exchange error. By hovering the mouse cursor over the data exchange icon, the date and time of the last connection is displayed. Data exchange information can also be viewed by clicking the Administration Connection to bank. icon or selecting the section 2) Smart Card The icon colour indicates smart card status. - the smart card is not inserted in the smart card reader; - the smart card is inserted in the smart card reader; Information about smart card, as well as changing and unlocking PIN code can be obtained by clicking the icon and selecting the section My Settings Smart card. 3) Free Space on the Hard Drive The icon colour indicates hard drive space. - sufficient free space on the hard drive; 7
- insufficient free space for creating a backup copy; - insufficient free space on the hard drive. 4) Database Backup Copy The icon colour indicates backup copy status. - database backup copy not created; - database backup copy created successfully. Database backup copy status information can be also viewed by hovering the mouse cursor over the icon or selecting the section Administration Data maintenance. Hyperlink The hyperlink shows the user s location in the software. The hyperlink allows the user to move one or several steps back or to the start screen. Event Screen The event screen displays information on events since the last connection to the bank or the latest actions in Telebanka. When clicking an event, it will open in the respective section of SEB Telebanka and immediately disappear from the event screen. The event screen is individual to each user of SEB Telebanka. Software Sections SEB Telebanka contains the following sections: - Payments - Accounts and statements - Information - Mail - Loans - Deposits - My settings - Administration - Applications See more about the sections of SEB Telebanka in the next chapter. 8
SOFTWARE SECTION The software consists of nine main sections and each section contains several subsections. Payments New domestic payment New SEPA payment New SWIFT payment Templates Processed payments New payment orders Pending payments Rejected payments Received payments Imported payments For sending to bank Salary payments Accounts and statements Information Mail Loans Deposits Currency Account New exchange balances message rates Account reports Account history Account statements Cash pool Single currency rate history Currency rates by date Pricelist External payment codes Country codes Received messages Sent messages Mail archive My settings Administration Applications My divisions Currency filter Chart settings Print settings Smart card Users Roles Divisions Connection settings Data maintenance Event log Account settings User sessions Policy settings Import and export Connection to bank Create application New application s Pending application s Completed application s Rejected application s Payments The Payments section allows: Preparing payments in local and foreign currencies; Preparing salary payments; Make new payments from templates or by copying already processed payments; Importing payment orders; Signing payment orders; Create templates; Follow up the payment status changes; Group processed and received payments; Send payment orders to bank; View, print and save as PDF document payment orders or lists with payment orders. 9
The Payments section contains 12 subsections: New domestic Payment Incoming payment is a payment in any of the currencies offered by SEB banka to any of the banks in Latvia. The default commission type for all currencies is OUR the payer. To prepare domestic payment, the user must hold Create domestic payment rights. For quick access to domestic payment form, use the F2 key. New SEPA payment SEPA Single Euro Payment Area. SEPA payments allow quick and easy transfers in EUR to the EU countries, as well as Iceland, Liechtenstein, Norway, Switzerland and Monaco. By completing a new SEPA payment, you will not be required to pay additional recipient bank fees and your partner will receive the complete transferred amount. The default commission type SEPA payments is SHA shared. To prepare SEPA payment, the user must hold Create international payment rights. For quick access to SEPA payment form, use the F4 key. New SWIFT payment SWIFT (international) payment is a payment in any of the currencies offered by SEB banka to any of the banks in the world. The SWIFT payment form allows you to choose the commission type, payment priority and indicate the intermediary bank. To prepare SWIFT payment, the user must hold Create international payment rights. For quick access to SWIFT payment form, use the F3 key. Templates You can create two types of templates: Payments and Partners. Payment templates are partially completed payment orders specially saved by the user to save time when making scheduled payments. The Partner list displays all saved recipients of payment orders. Processed payments Payment orders, which have been processed in the bank, i.e., the funds have been transferred from the account to the recipient bank. Processed payments can be grouped by account or for all accounts together. Besides the payment orders prepared using Telebanka, this group also contains copies of those otherwise submitted to the bank by the payer, e.g., payments made using Ibanka. For quick access to processed payments, use the F6 key. 10
Processed payments can also be conveniently grouped as desired by each user of SEB Telebanka. To do this, click the arrow on the left side of the screen and create your groups. To move payments into groups, first select them and then drag to the desired section. New payment orders New payment orders can be both unsigned or partially signed payment orders. This section is generally intended for signing and sending payment orders to the bank. If Automatic Connection is selected in the connection settings, then by pressing To bank, the payments from this section will be sent to the bank. Pending payments This section contains copies of payment orders that have been sent to the bank for processing. If a payment is in this section, then, if necessary, it can be cancelled by clicking the toolbar button Cancel. If the bank has not processed the payment yet, then it will be declined with the decline reason being The payment has been cancelled by client application. Rejected payments Payment orders, which have been sent back from the bank and not processed due to one or several reasons. These payment orders contain an explanation of the refusal. Received payments Received payment orders in the customer s account. Received payments can be viewed by account or for all accounts together. For quick access to received payments, use the F7 key. Incoming payments can also be conveniently grouped as desired by each user of SEB Telebanka. To do this, click the arrow on the left side of the screen and create your groups. To move payments into groups, first select them and then drag to the desired section. Imported payments This section is intended for convenient viewing of the imported payment orders. If the imported payment order is incorrect, the user can conveniently view the reason for refusal. This section allows signing imported payment orders and moving them to the section New payment orders. For sending to bank This section stores payments prepared by the user for sending to the bank. When exchanging the data with the bank or clicking Bank, all payments from this group will be sent to the bank. Salary payments Salary payments section is intended for convenient preparation of salary payments to several recipients, with a common purpose of payment and choosing one of the three types of funds (e.g., prepayment, salary, bonus). Salary payments are prepared based on the salary recipients list. The salary recipients list contains information on employees salary recipients. Accounts and Statements The Accounts and statements section allows: Viewing account balances as at the last connection to the bank; Viewing and exporting account reports; Viewing accounting history; Viewing and saving account statements; Viewing account information belonging to a group of enterprises; Printing. Save account statement as PDF document. 11
The Accounts and statements section contains 5 subsections: Account balances The information received from the bank about the account balances as at the last connection to the bank. Information on current account balances and hold amounts is received from the bank during each data exchange session. To find a description of the hold amounts, click twice on the account and you will find the required information in the new screen. For quick access to account balances, use the F12 key. Account reports The information received from the bank about the account reports as at the last connection to the bank. Account reports is sent about all accounts and all dates (even if there have been no payments). You can view each account separately for your selected period and define additional filtering criteria. For quick access to account reports, use the F8 key. To export account report data, you first need to complete export settings in the section Administration Import and export. Once it has been done, click the toolbar button Export to export the data from the Account reports section. Account history Account history allows viewing information on account movement (income, expenses) during a day. Account statements This section contains official account statements from the bank for the last 6 months. Account statements can be viewed, printed or saved by clicking the Save button in the Telebanka toolbar. Cash pool In this section you can find information about the accounts that belong to the group of enterprises if the service is switched on in the bank. More information about Cash pool functionality you can find in additional instruction Cash pool in our website www.seb.lv/en. 12
Information The Information section allows: Viewing exchange rates as at the last connection to the bank; Viewing exchange rates for one currency; Viewing exchange rates by date; Viewing the price list of services; Viewing external payment codes; View list of countries with names and codes; Printing. Save as PDF document. The Information section contains 6 subsections: Currency exchange rates This section allows viewing exchange rates as at the last connection to the bank. By clicking one of the currencies, you will open the section Historical exchange rates by currency for your selected currency. Single currency rate history This section allows viewing historical exchange rates by currency. By clicking on a day, you will open the section Currency rates by date for all currencies on your selected day. Currency rates by date This section allows viewing historical exchange rates by date. By clicking one of the currencies, you will open the section Single currency rate history for your selected currency. Pricelist This section allows viewing the current price list of services of the bank. External payment codes This section allows viewing external payment codes and their descriptions. Country codes This section allows viewing country names and codes according to ISO 3166 standard. 13
Mail The Mail section allows: Creating new messages; Viewing the messages received from the bank; Viewing the messages sent to the bank; Adding messages to archive. The Mail section contains 4 subsections: New messages In this section you can create a message to the bank. Received messages Notifications and response messages from employees of SEB banka. To respond to received letter, click Reply ; to add a message to archive, click the toolbar button Seen. Sent messages Messages sent by the user to the Bank. To add a message to archive, click the toolbar button Seen. Mail archive Archive of read messages. Loans In the section "Loans" there is available overview of your company's credits. Information is shown about following credits: Construction Loan, Credit Line, Financing of structural funds, Guarantee facility, International Guarantees, Letter of Credit, Letter of credit line, Loans for Long-term Investments, Loan for Working Capital, Surety to Guarantee Payment and Syndicated loan (Disbursed part). Deposits The Deposits section allows viewing the information on your company s deposits in SEB banka. 14
My Settings The My settings section allows: Creating the most convenient way for working with your divisions; Setting a currency filter; Adjusting chart settings; Adjusting printer settings; Viewing information about smart card, changing and unlocking PIN code. The My Settings section contains 5 subsections: My divisions This section allows you create the most convenient way for working with your divisions. You can organise all divisions together or work with each division separately, or create your own scheme. Following the integration of all divisions, the data for all divisions will be combined; for example, when opening the section Account balances, the balances of all accounts will be displayed on one screen. Currency filter If you do not wish to work with any of the displayed currencies (prepare payment orders and view exchange rates), then select the respective currencies under Show and click " ". The selected currencies will be moved to Hide. Chart settings This section allows the user to select the contents of each table, the overall view of the table and font size and colour. To add or remove any of the columns of the table, choose the table and select the columns you wish to see. To restore the initial column layout, select the Default button. Print settings Each user can set personal print settings. You can choose the printer, the language and the printing type One by one or As a list, as well as adjust print preview and account overview settings. To see the print preview, before printing the documents, tick the box Show print preview. All kinds of lists will be printed in the SEB Telebanka system language. 15
Smart card You can view information about the smart card issued to you, if it is inserted in the smart card reader. In addition, you can change and unlock the PIN code of your smart card by using the PUK code. Administration The Administration section allows: Viewing information about database users and creating new users; Viewing, creating and assigning database user roles; Administering database user rights; Viewing, creating and administering database divisions; Administering connection settings. Setting data maintenance; Viewing event records; Viewing and administering active and inactive accounts; Viewing the database user connections; Administering payment numbering, password modes, working hours and event records; Administering and configuring data import and export; Viewing information about data exchange with the bank. The Administration section contains 11 subsections: Users This section allows you viewing the existing users and creating new ones; adding or removing user rights and roles; blocking users; changing user passwords. If any of the assigned rights are in red colour, it means that the user is lacking some other rights to fully use the assigned rights. In the network version of SEB Telebanka the users can be authorised through the company domain or use the Windows user for accessing SEB Telebanka, which allows connecting to Telebanka without entering the user name or password. Roles This section allows you viewing and administering the existing user roles, creating new roles and seeing which users use the particular role. 16
Divisions This section allows viewing and administering the existing divisions and creating new ones. Each division can be active or inactive. When you connect to the Bank, you will see the company information, company contact information, smart cards with primary and secondary signatures and the users connected to this department. You can change the contact information and, after connecting to the bank, it will be sent to SEB banka. For example, you can enter your fax number to later receive processed payment orders by fax. Connection settings This section displays parameters required for establishing connection and data encoding. The connection settings are common to all database departments. Data exchange keys and configuration requests are individual for each department. Data maintenance Data maintenance is common to all database divisions. It is required to keep the database size to minimum, as it slows down the software. The settings allow defining the frequency of database backup, the number of backups and allocated and space; configuring payment, account statement, message and exchange rate storage duration in the database. Event log This section allows viewing the overall and divisional audit records. Account settings This section allows viewing active and inactive accounts for each division. The user can change the names and sequence of the accounts. It is very convenient in case of multiple accounts. The account name and sequence is displayed when viewing account balances, account reports and all kinds of payment orders. To assign an account name or change it, select the corresponding account and click Change alias. For convenience of the customers, inactive accounts are also available, which allows the customer to see the reports of the closed accounts. User sessions This section allows viewing active user sessions by divisions. The toolbar button Disconnect allows terminating a user s access to a department. Policy settings This section allows administering payment numbering, user passwords, working hours and audit record settings. Import and Export This section allows adjusting import and export settings according to available formats. For more information please see additional instruction Import/ Export instruction in our website www.seb.lv/en. Connection to bank This section allows viewing information about data exchange with the bank. Data exchange with the bank can be carried out by any user authorised by the smart card user. Smart card user can authorise a department for a certain number of days. Once the smart card user has authorised a department using his/her smart card (by clicking Bank in the toolbar or pressing F9, entering PIN code and the period of validity in days), any user without a smart card can connect to the bank to receive account balances and other information. The maximum authorisation duration is 999 days. 17
Applications The Application section allows: Creating new applications; Viewing and signing the prepared applications; Viewing the applications sent to the bank; Viewing completed applications; Viewing rejected applications. The Applications section contains 5 subsections: New application This section allows creating new applications. To create a new application, the user must hold Create applications rights. Currently the users have access to one application Create applications. Payment cancellation is possible only to those payments that have not been processed yet and are in the section Payments Pending payments. To create an application, the user must choose Applications Create application or click the toolbar button Cancel in the section Payments Pending payments. All application fields are mandatory. New applications New applications can be both unsigned or partially signed applications. This section is generally intended for signing and sending applications to the bank. If Automatic Connection is selected in the connection settings, then by pressing To bank, the applications from this section will be sent to the bank. Pending applications This section contains copies of applications that have been sent to the bank for processing. Completed applications This section contains applications that have been processed in the bank and successfully completed. Rejected applications Applications, which have been sent back from the bank and not completed due to one or several reasons. These applications contain an explanation of the refusal. 18
USING PAYMENT ORDERS Making Payments To send the payment order to the bank, you will need to carry out the following steps: Create new payment orders; Fill in and save payment orders; Sign payment orders; Send to bank (click To bank ); Exchange data with the bank (click Bank ). Preparing Payments You can prepare new payment in the system by: Entering new payment; The Payments section has three payment forms: New domestic payment, New SEPA payment and New SWIFT payment. Or by clicking Domestic, SEPA or SWIFT icons in the toolbar. Preparing salary payment list; Copying new payment from an already processed payment; Using templates and payment partners; Importing payments from a file; Using a payment rejected by the bank as a template. If the payment currency differs from the account currency, the system converts currencies according to the non-cash exchange rate set by SEB banka for the current day. Payments with currency exchange can be also effected at the dealer s exchange rate, subject to prior agreement with the Bank. NOTE: System user can prepare and process payments only from those accounts, which are accessible to the user in full mode. New domestic payment The domestic payment form is intended to make transfers between one s own accounts, to another customer s account with SEB banka or to make transfers in any of the currencies offered by SEB banka to any of the banks in Latvia. The default commission type for domestic payments is OUR the payer. 19
The permitted format for domestic payment form A. Latin Alphabet Capital Letters A B C D E F G H I J K L M N O P Q R S T U V W X Y Z B. Latin Alphabet Lower Case Letters a b c d e f g h i j k l m n o p q r s t u v w x y z C. Latvian Alphabet Capital and Lower Case Letters A Ā B C Č D E Ē F G Ģ H I Ī J K Ķ L Ļ M N Ņ O P R S Š T U Ū V Z Ž a ā b c č d e ē f g ģ h i ī j k ķ l ļ m n ņ o p r s š t u ū v z ž D. Digits 0 1 2 3 4 5 6 7 8 9 E. Symbols / -? : ( )., + SPACE Explanation of domestic payment form fields Field name Permitted format Min. Max. Type M mandatory O optional Description Payment No. D 1 6 M Document number automatically generated by the system or chosen and manually entered by the user. The number is generated automatically when saving or signing a payment, if the Telebanka configuration settings require allocation of number upon saving. Date M Document creation date automatically generated by the system corresponding to the computer system date. Processin g date Copy by fax Wait for funds O O O Preferable payment processing date chosen from a list. It cannot exceed 180 calendar days starting from the first business day of the bank following the sending of the payment. By default, the field is empty, which means that the payment will be sent for processing immediately after being sent to the bank. If the payment processing date is a nonworking day, the payment shall be processed on the next business day of the bank. If you need to receive a processed payment order, signed and stamped by the bank, by fax, mark the field Copy by fax. The payment will be sent to the fax number indicated in your Telebanka application. If there are insufficient funds to process payment orders, you can mark the Wait for funds field. The payment will be effected when there are sufficient funds in the account to make the transfer and cover the commission fee. If the required amount of money is not added into the 20
Field name Permitted format Min. Max. Type M mandatory O optional Description account by 23.59 hrs, the payment will be automatically rejected. Payer Payer M Name of your company indicated in the Telebanka application. Account M Account, from which the transfer will be made. Beneficiary Account A D Bank A D 21 21 M The recipient s account number in IBAN format. If the entered account number is incorrect (does not match the IBAN algorithm), the account number will be highlighted in red. The first two symbols of the account number must be LV. To make transfers between your own accounts, you can use the drop-down list and choose an account from the list. 8 8 M Use the drop-down list to specify the recipient s bank. If the recipient s account matches the IBAN standard, the Bank field will be completed automatically. Tax ID D, hyphen 9 12 O Indicate the recipient s tax ID number personal ID number or company registration number. Hyphen is permitted only after the sixth symbol. Name A, B, C, D, E 1 70 M Enter full name and surname or the company name of the recipient. Country A 2 2 O If the recipient is a non-resident, choose the recipient s country of residence. If the payment is made by a non-resident, this field is not required. When choosing the country code from the list, the country name is displayed. Code D 3 3 O If the recipient is a non-resident, choose an external payment code according to the requirements of the Bank of Latvia. If the payment is made by a non-resident, this field is not required. When choosing the external payment code from the list, the code description is displayed. Details Details A, B, C, D, E 1 140 M Enter payment details, for example, contract No. or invoice No., in this field. The information in this field will be available to the recipient. Amount D, dot, comma 1 18 M Indicate the payment amount. The maximum field is 15 symbols before the decimal separator and 2 after it. Use full stop or comma as a decimal separator. If decimal fractions are not 21
Field name Permitted format Min. Max. Type M mandatory O optional Description indicated, it is assumed they are zero. Currency A 3 3 M Use the drop-down list to specify the transfer currency or enter it manually. If the currency code is entered correctly, the full name of the currency will be displayed next to it. Debit amount Currency rate D, dot, comma The debit amount is intended not for being entered, but for displaying the processed payment amount in the currency of the account, if currency conversion has taken place. 1 10 O Indicate the currency rate approved by the bank. The field is obligatory, if the Deal No. is entered. Deal No. D 4 4 O Indicate the currency exchange deal number (received from the bank when approving the currency rate). The deal number is always a combination of four digits. The field is obligatory, if the currency rate is entered. Priority O Enter the payment type in the Priority field: Standard or Urgent; they differ by completion speed and commission fee. Default is Standard. By clicking the toolbar button Save, the payment will be checked. If the payment is completed incorrectly or if obligatory fields are missing, an error message will appear on the screen. If the payment is completed correctly, it will be saved in the New payment orders subsection ( Payments New payment orders ). 22
New SEPA payment SEPA Single Euro Payment Area. SEPA payments allow quick and easy transfers in EUR to the EU countries, as well as Iceland, Liechtenstein, Norway, Switzerland and Monaco. By completing a new SEPA payment, you will not be required to pay additional recipient bank fees and your partner will receive the complete transferred amount. The default commission type SEPA payments is SHA shared. The permitted format for SEPA payment form A. Latin Alphabet Capital Letters A B C D E F G H I J K L M N O P Q R S T U V W X Y Z B. Latin Alphabet Lower Case Letters a b c d e f g h i j k l m n o p q r s t u v w x y z C. Digits 0 1 2 3 4 5 6 7 8 9 D. Symbols / -? : ( )., + SPACE Explanation of SEPA payment form fields Field name Permitted format Min. Max. Type M mandatory O optional Description Payment No. C 1 6 M Document number automatically generated by the system or chosen and manually entered by the user. The number is generated automatically when saving or signing a payment, if the settings require allocation of number upon saving. Date M Document creation date automatically generated by the system corresponding to 23
Field name Permitted format Min. Max. Type M mandatory O optional Description the computer system date. Processing date Copy by fax Wait for funds O O O Preferable payment processing date chosen from a list. It cannot exceed 180 calendar days starting from the first business day of the bank following the sending of the payment. By default, the field is empty, which means that the payment will be sent for processing immediately after being sent to the bank. If the payment processing date is a nonworking day, the payment shall be processed on the next business day of the bank. If you need to receive a processed payment order, signed and stamped by the bank, by fax, mark the field Copy by fax. The payment will be sent to the fax number indicated in your Telebanka application. If there are insufficient funds to process payment orders, you can mark the Wait for funds field. The payment will be effected when there are sufficient funds in the account to make the transfer and cover the commission fee. If the required amount of money is not added into the account by 23.59 hrs, the payment will be automatically rejected. Payer Payer M Name of your company indicated in the Telebanka application. Account M Account, from which the transfer will be made. Beneficiary Account A, C 16 31 M The recipient s account number in IBAN format. Different countries have different IBAN account number. If the entered account number is incorrect (does not match the IBAN algorithm), the account number will be highlighted in red. Bank A, C 8 11 M Use the drop-down list to specify the recipient s bank. When the IBAN number is entered, you will be presented with a dropdown list with SEPA banks of the country, which match the first two letters of IBAN. For example, if IBAN starts with DE, the list of banks will display all SEPA banks in Germany. Name A, B, C, D 1 70 M Enter full name and surname or the company name of the recipient. 24
Field name Permitted format Min. Max. Type M mandatory O optional Description Address A, B, C, D 1 70 O Indicate the payment recipient s address. Country A 2 2 O If the recipient is a non-resident, choose the recipient s country of residence. If the payment is made by a non-resident, this field is not required. When choosing the country code from the list, the country name is displayed. Code C 3 3 O If the recipient is a non-resident, choose an external payment code according to the requirements of the Bank of Latvia. If the payment is made by a non-resident, this field is not required. When choosing the external payment code from the list, the code description is displayed. Details Details A, B, C, D 1 140 M Enter payment details, for example, contract No. or invoice No., in this field. The information in this field will be available to the recipient. Reference A, B, C, D 1 35 O Indicate the reference for your transfer. If this field is left empty, then it will be sent to the recipient s bank as NOT PROVIDED. The information in this field will be available to the recipient. Amount Debit amount Currency rate C, dot, comma iii. dot comma 1 18 M Indicate the payment amount. The maximum field is 15 symbols before the decimal separator and 2 after it. Use full stop or comma as a decimal separator. If decimal fractions are not indicated, it is assumed they are zero. When the amount is entered, the currency EUR is displayed next to it. The debit amount is intended not for being entered, but for displaying the processed payment amount in the currency of the account, if currency conversion has taken place. 1 10 O Indicate the currency rate approved by the bank. The field is obligatory, if the Deal No. is entered. Deal No. iii. 4 4 O Indicate the currency deal number (received from the bank when approving the currency rate). The deal number is always a combination of four digits. The field is obligatory, if the currency rate is entered. By clicking the toolbar button Save, the payment will be checked. If the payment is completed incorrectly or if obligatory fields are missing, an error message will appear on the screen. If the payment is completed correctly, it will be saved in the New payment orders section ( Payments New payment orders ). 25
New SWIFT Payment SWIFT (international) payment form is used to make payments to foreign banks. SWIFT payment is a payment in any of the currencies offered by SEB banka to any of the banks in the world. SWIFT payment form allows you to choose the commission type and indicate the intermediary bank. The permitted format for SWIFT payment form A. Latin Alphabet Capital Letters A B C D E F G H I J K L M N O P Q R S T U V W X Y Z B. Latin Alphabet Lower Case Letters a b c d e f g h i j k l m n o p q r s t u v w x y z C. Digits 0 1 2 3 4 5 6 7 8 9 D. Symbols / -? : ( )., + SPACE Explanation of SWIFT Payment Form Fields Field name Permitted format Min. Max. Type M mandatory O optional Description Payment No. C 1 6 M Document number automatically generated by the system or chosen and manually entered by the user. The number is generated automatically when saving or signing a payment, if the settings require allocation of number upon saving. 26
Field name Permitted format Min. Max. Type M mandatory O optional Description Date M Document creation date automatically generated by the system corresponding to the computer system date. Processing date Copy by fax Wait for funds O O O Preferable payment processing date chosen from a list. It cannot exceed 180 calendar days starting from the first business day of the bank following the sending of the payment. By default, the field is empty, which means that the payment will be sent for processing immediately after being sent to the bank. If the payment processing date is a nonworking day, the payment shall be processed on the next business day of the bank. If you need to receive a processed payment order, signed and stamped by the bank, by fax, mark the field Copy by fax. The payment will be sent to the fax number indicated in your Telebanka application. If there are insufficient funds to process payment orders, you can mark the Wait for funds field. The payment will be effected when there are sufficient funds in the account to make the transfer and cover the commission fee. If the required amount of money is not added into the account by 17.00 hrs, the payment will be automatically rejected. Payer Payer M Name of your company indicated in the Telebanka application. Account M Account, from which the transfer will be made. Beneficiary bank SWIFT code A, C 8 11 M (if Code not entered) Code A, B, C, D 1 35 M (if SWIFT code not entered) Use the drop-down list to specify the recipient s bank. For example, if SWIFT code starts with DE, the list of banks will display all SWIFT codes starting with letters DE. When the SWIFT code is selected, the beneficiary bank s Name and Address field will be completed automatically. If the beneficiary s bank has not been assigned a SWIFT code, use the next field Code. SWIFT code cannot be entered, if the Code has been entered. Use this field, if the beneficiary s bank has not been assigned a SWIFT code. Indicate the recipient bank s code, for example, BIK, BLZ, MFO or another. The field cannot 27
Field name Permitted format Min. Max. Type M mandatory O optional Description be completed, if the SWIFT code has been entered. Name A, B, C, D 1 35 M Indicate the payment beneficiary bank s full name. Address A, B, C, D 1 70 O Indicate the payment beneficiary bank s address. Intermediary bank SWIFT code A, C 8 11 O To make transfers to the beneficiary s bank using an intermediary bank, use the dropdown list to indicate the bank s SWIFT code. For example, if SWIFT code starts with DE, the list of banks will display all SWIFT codes starting with letters DE. When the SWIFT code is selected, the intermediary bank s Name and Address field will be completed automatically. If the recipient s bank has not been assigned a SWIFT code, use the next field Code. SWIFT code cannot be entered, if the Code has been entered. Code A, B, C, D 1 35 O Use this field, if the intermediary bank has not been assigned a SWIFT code. Indicate the intermediary bank s code, for example, BIK, BLZ, MFO or another. The field cannot be completed, if the SWIFT code has been entered. Name A, B, C, D 1 35 O Indicate the intermediary bank s full name. The field is obligatory, if the intermediary bank s SWIFT code or Code is completed. Address A, B, C, D 1 70 O Indicate the intermediary bank s address. Beneficiary Account A, B, C, D 1 34 M Indicate the payment beneficiary s account number in the recipient bank. Name A, B, C, D 1 35 M Enter full name and surname or the company name of the beneficiary. Address A, B, C, D 1 105 O Indicate the payment beneficiary s address. Country A 2 2 O If the recipient is a non-resident, choose the recipient s country of residence. If the payment is made by a non-resident, this field is not required. When choosing the country code from the list, the country name is displayed. Code C 3 3 O If the recipient is a non-resident, choose an external payment code according to the requirements of the Bank of Latvia. If the payment is made by a non-resident, this field is not required. When choosing the external payment code from the list, the code description is displayed. 28
Field name Details Amount Permitted format D, dot, comma Min. Max. Type M mandatory O optional Description 1 18 M Indicate the payment amount. The maximum field is 15 symbols before the decimal separator and 2 after it. Use full stop or comma as a decimal separator. If decimal fractions are not indicated, it is assumed they are zero. Currency A 3 3 M Use the drop-down list to specify the transfer currency or enter it manually. If the currency code is entered correctly, the full name of the currency will be displayed next to it. Debit amount Currency rate D, dot, comma The debit amount is intended not for being entered, but for displaying the processed payment amount in the currency of the account, if currency conversion has taken place. 1 10 O Indicate the currency rate approved by the bank. The field is obligatory, if the Deal No. is entered. Deal No. D 4 4 O Indicate the currency deal number (received from the bank when approving the exchange rate). The deal number is always a combination of four digits. The field is obligatory, if the currency rate is entered. Priority M Enter the payment type in the Priority field: Standard, Urgent or Express; they differ by processing speed and charges fee. Default is Standard. Charges M Indicate the type of charges: Payer, or OUR the payer covers all bank fees related to the payment processing; Beneficiary, or BEN all bank fees, including those of SEB banka, are deducted from the amount sent to the recipient; Shared, or SHA means that the payer covers the fee of SEB banka, while the recipient covers the fees of all other banks involved in the payment processing. Default is Payer. Details A, B, C, D 1 140 M Enter payment details, for example, contract No. or invoice No., in this field. The information in this field will be available to the recipient. By clicking the toolbar button Save, the payment will be checked. If the payment is completed incorrectly or if obligatory fields are missing, an error message will appear on the screen. If the payment is completed correctly, it will be saved in the New payment orders section ( Payments New payment orders ). 29
New SWIFT Payment in RUB currency SWIFT (international) payment order is used to make payment to foreign banks in RUB currency. Taking into account mandatory requirements and regulations relating to the payments in RUB currency, please pay attention to the payment order fields: Beneficiary bank address, Beneficiary address, Payment details. Once you choose RUB currency in the SWIFT payment form the Russian-Latin letters converter automatically is activated in the fields mentioned above. In these fields information must be entered in accordance with the Russian-Latin alphabet transliteration table principles (see table below Transliterācijas tabula ). Information can be filled whether using Latin letters (meaning of the uppercase and lowercase letters is different), or Russian letters (Cyrillic). When the payment will be saved, the Russian letters automatically will be replaced with Latin letters in the fields mentioned above in accordance with the Russian-Latin alphabet transliteration table. By pressing on the fields - Beneficiary bank address, Beneficiary Address, Payment Details with right mouse button it is possible to see the Russian-Latin alphabet transliteration table. Detailed information about how to prepare the payment order in RUB currency you can find here: How to prepare a payment in Russian Rubles. 30
Salary payments Salary payments function can be found in the section Payments Salary payments and is intended for convenient preparation of salary payments to several recipients, with a common purpose of payment and choosing one of the three types of funds (e.g., prepayment, salary, bonus). Salary payments are prepared based on the salary recipients list. The salary recipients list contains information on employees salary recipients. The salary recipients list contains the following information on salary recipients: name, surname; recipient s personal ID number; recipient s account; payment 1; payment 2; payment 3. The employee s description contains three possible salary payments, which are entered under the payments. It allows selecting the necessary predefined salary payments when preparing salary lists in the future. Preparing new salary payment List To perform salary payments, you need to create an employee salary list. 1. Choose the toolbar button Create in the section Payments Salary payments. 31
2. Assign name to this salary list and payments and click New employee to add employee data. 3. This window controls all fields. If the data is entered correctly, then is displayed on the right side of the entered field. If there are errors, then. Once the employee data has been entered, click OK ; NOTE: The field Identity No.: is controlled so that there always is a hyphen after the sixth symbol. The field Account is controlled so that the entered account number matches the IBAN algorithm. 32
4. If you need to add more employees to the created list, click New employee and enter the data of another employee. 5. Once all the employees data has been entered, click the toolbar button Save to save the wage list. 6. The prepared salary lists can be viewed, edited and deleted in the section Payments Salary payments. 33
Preparing Salary Payments To create salary payments, select the chosen salary list ( Payments Salary payments ), click Pay and indicate the following information: 1. Select the chosen employees. All employees are selected by default. You can select employees by clicking the left mouse button while holding Shift or Ctrl. 2. Debit account select the account, from which to make salary payments. The salaries will be paid in the account currency. 3. Payment type - select the type of the amount 1, 2, 3 (prepayment, salary, bonus.). 4. First payment No other payments will be automatically assigned the next number. 5. Wait for funds if there are insufficient funds to process payment orders, you can mark the Wait for funds field. The payment will be effected when there are sufficient funds in the account to make the transfer and cover the commission fee. If the required amount of money is not added into the account by 23.59 hrs, the payment will be automatically rejected. 6. Processing date - if processing date is not indicated, the payment shall be processed on the current day. 7. Details indicate a common payment purpose, which will be shown with all created salary payments. 8. Once the information has been entered, confirm the salary payment by clicking Create. The field Amount shows information about the total payment amount, which will change depending on the chosen type of payment e.g., prepayment, salary, bonus). By clicking Create, the section New payment orders ( Payments New payment orders ) is automatically opened. The prepared salary payments are already selected and can be signed all together or by choosing particular payments from the list. 34
Copying Payments The toolbar button Clone creates a new payment order, the contents of which are identical to the copied payment order. Document date, document number is changed and the default commission type and priority is assigned. The document number is the number of the last saved payment order incremented by one. Copying payment orders is possible from: - Imported payments; - New payment orders; - Payments ready for sending to bank; - Pending payments; - Processed payments; - Rejected payments; Correcting rejected payments Payment orders, which are rejected and not processed due to one or several reasons, contain an explanation for refusal. The reason for refusal can be, for example, nonexistent recipient or insufficient funds in the account. The payments rejected by the bank are available in the section Payments Rejected payments. To correct a payment: 1. Open it and make the necessary corrections; 2. Save the payment by clicking the toolbar button Save. The payment is now saved and ready for signing in the section Payments New payment orders. Payment templates and payment partners SEB Telebanka offers two types of templates: Payments and Partners. Payment templates are partially completed payment orders specially saved by the user to save time when making scheduled payments. The Partner list displays all saved recipients of payment orders. When opening a payment order from these groups for correction, a copy of payment order is automatically created and the date replaced with the current one. Further completion of the payment depends on the opened payment form (Domestic, SEPA or SWIFT). Importing payment orders SEB Telebanka supports DBF, TXT (Telehansa 6), XML (Fidavista) and XLS file formats for importing payment orders, as well as import from SQL database. To import payment orders, you first need to complete import settings in the section Administration Import and export. Once it has been done, click the toolbar button Import to import the data. Payment orders can be imported both from the Payments section and from Payments Imported payments. For more information please see additional instruction Import/ Export instruction in our website www.seb.lv/en. Signing payment orders To sign payments, choose and select one or more payment orders from the list of prepared payments ( Payments New payment orders or Payments Imported payments ) and click the toolbar button Sign. The SEB Telebanka smart card is protected by a signature PIN code, which must be entered each time when signing a payment order. The initial signature PIN code is issued by SEB banka in the Telebanka setup package. 35
NOTE: Once a payment order has been signed with electronic signature, any changes to it void all its signatures. Cancelling the signature If the contents of payment order are changed, all payment signatures are automatically cancelled. Signatures can be cancelled only before the payment has been moved to the section Payments For sending to bank. Deleting payment Orders To delete payment orders, select one or more payments you want to delete and click the toolbar button Delete. Payment order can be also deleted, if it is open for viewing. NOTE: Deleting payment orders from the section Pending payments will not affect their processing. Printing payment orders Select one or more payment orders you want to print and click the toolbar button Print. If multiple payment orders are printed, they will be printed one by one or as a list, depending on the print settings. Sending payments to bank Select one or more signed payment orders in the section Payments New payment orders or Payments Imported payments and click the toolbar button To bank. Only those payment orders that have been signed correctly will be sent. If the bank customer has primary and secondary signatures, the payment order has to be signed with two signatures. Following this action, the payment orders are moved to the list of payments for sending in the section Payments For sending to bank. To send them to the bank, data exchange must be effected. Saving payment order as PDF document Select one or more payment orders you want to sava as PDF docyment and click the toolbar button Save as PDF. Data exchange with the bank Once all the payment orders to be sent to the bank are signed, data exchange with the bank must be carried out by clicking the toolbar button Bank or pressing F9. Once the button has been clicked or the key pressed, all prepared payments are sent to the bank and information about all activities with the customer s accounts since the last data exchange is received. Account overviews, last account balances and other information is also received during the data exchange session. Copies of sent payment orders are available in the section Payments Pending payments until the moment when the bank confirms their processing or rejects them. To receive the notification of processing or refusal from the bank, perform data exchange by clicking Bank again. If the data exchange was interrupted and was only partial or was not completed due to any other reasons, it is recommended to repeat it before continuing work. Further information about data exchange with the bank can be found in the section Information icons. ADDITIONAL FUNCTIONS Repeated receiving of data There can be several reasons why the data already received from the bank could be deleted or not be present in the database. For example, the user might have selected automatic deletion of documents following certain period of time, but later needs to use them. If the required information has not been stored in the archive database, it can be received from the bank again. To receive the information from the bank again, select Administration Renew data from the top menu. 36
Download requisites and classificatory Restores the data that the user cannot configure (for example, account numbers, customer details, currencies, signatures, external payment codes, etc.). Download international bank codes (BIC) Restores the bank classifier (~15Mb), which facilitates the preparation of SEPA and SWIFT payments. Renew documents Usually used, if information about documents has been lost due to any reason. In this case, information for the specified time period (From:, to:) is received from the bank. Renew account statements Repeated receiving of account statements. In this case, information for the specified time period (From:, to:) is received from the bank. NOTE: All information about the customer s payments and account status since the date when the customer commenced electronic settlements with the bank can be received repeatedly. This software does not allow receiving data on earlier operation in the customer s accounts. Information in the electronic settlement system is stored for at least six months. Payment Search To search payment orders by one or more words in its content, open the payment list and select Commands Search from the top menu or click the toolbar button Search. 37