TRANSACTIVE TRANS TASMAN AND TRANSACTIVE AU & NZ WORKING WITH PAYMENT AUDIT REPORTING September 2016
CONTENTS INTRODUCTION 3 THE PAYMENT LIST VIEW 4 THE PAYMENT AUDIT TRAIL 5 DOMESTIC PAYMENT AUDIT TRAIL REPORTS 7 Understanding Domestic Payment Audit Trails 7 Transaction Audit Trail 8 SINGLE PAYMENT AUDIT TRAIL REPORTS 11 Understanding Single Payment Audit Trails 11 Transaction Audit Trail 13 AUDIT TRAILS ON THE MOBILE APP 15
INTRODUCTION This guide to working with Payment Audit trails will assist you in understanding how to monitor the activities performed on your payments and covers the following topics: The Payment List View The Payment Audit Trail Domestic Payment Audit Trail reports Single Payment Audit Trail reports Audit Trails on the mobile app 3
THE PAYMENT LIST VIEW You can use the Status column in the Payment List view to quickly check the basic audit trail for a payment before approving or releasing. If you ve been provided with a copy of the payment detail report by a colleague, you can use this step as a quick check that nothing has changed since your copy was produced. Step 1 2 Action Click the Payments tab RESULT: The Payments List view will appear. Hover the mouse over the payment status in the Status column. RESULT: The simple audit trail will appear on screen with the actions and the user name that performed the action. Audit trail fields Label Description Entered by Modified by Approver Released by The user who created the payment The user who modified the payment. This option will only appear when a payment has been modified. The user(s) who approved the payment and the order in which they approved it The user who released the payment to ANZ for action TIP: Payments can be modified at any point after creation. If the payment has been approved or released (and is in an Awaiting Processing status), the payment can be unapproved and modified. It will then need to go through the approval and release steps again. Alerts can be setup to notify appropriate people if a payment has been unapproved, is awaiting approval and/or is awaiting release. Note that alerts are time based, not event based. This means that they are sent at the time specified when the alert is created, not when an action like unapprove is completed. For more information search for Payment Alerts in ANZ Transactive Online Help. 4
THE PAYMENT AUDIT TRAIL The Payment Audit Trail within a payment will give you more information about when an action was performed. Step 1 2 Action Click on the payment ID in the Payments list view RESULT: The payment detail will appear Scroll to the bottom of the payment and click on the down arrow next to the Audit section RESULT: The Audit trail will appear Payment Audit Trail Fields Applicable to Payment Type Label Description All Entered The user who created the payment and the time they created it All Single Batch Modified/Modified Repaired The user who modified the payment and the time they modified it. This option will only appear when a payment has been modified. The user who repaired the payment and the time they repaired it (if applicable) All Approved (1-6) The users who approved the payment. This includes the number of votes each user contributed if you are using the Votes approval method. All All Approver Rejected Unapproved User who in the approve step, rejected the payment and the time they rejected it (if applicable) User who unapproved the payment and the time they unapproved it (if applicable) All Released The user who released the payment to ANZ for action 5
Applicable to Payment Type Label Description Single Rate Traded User who requested and accepted an exchange rate for a cross currency payment All Deleted User who deleted the payment and the time they deleted it (if applicable) Domestic Status The current status of the payment, e.g. Awaiting Approval Domestic Error Not used Domestic Payment Modified The user who last modified an individual payee in the batch and the time they modified it All Duplicate Reason Reason given to proceed with what was potentially a duplicate payment All Extracted Timestamp All In Process The date and time the payment was received by the bank All Completed The date and time the payment was completed by the bank All Rejected The date and time the payment was rejected by the bank (if applicable) All All Reject Reason User Group The reason provided for rejecting the payments (relates to the Approver Rejected field to the left) and why the payment was rejected The user group from which the action was initiated. This may be different for organisations with user group hierarchies. All User ID The User ID that carried out the action All Timestamp The time and date the action was completed 6
DOMESTIC PAYMENT AUDIT TRAIL REPORTS Step 1 Action Click Payments> Reports> Filter> Domestic Payment Administrative Reports> Payment Audit Trail RESULT: The search parameter screen will appear. 2 Enter the Payment ID and Value date for the payment you want to view 3 Click View Results RESULT: The Payment Audit Trail Report will appear. 4 4 Click on Transaction Audit within the report (in blue below the funds account line and before the audit trail) RESULT: The Transaction Audit trail will appear The Domestic Payment Audit Trail report provides you with access to additional information about modifications made to a payment. Understanding Domestic Payment Audit Trails The Payment Audit Trail Report provides a summary of the payment and is the entry point for the Transaction Audit Trail which contains more information about the specific actions on a payment. 7
1 2 3 4 Domestic Payment Audit Trail fields # Element Description 1 Payment Header Information about the batch at the current time. If changes have been made they will not appear here. 2 Funding account Details of account funding the payment 3 Transaction Audit Link to detailed information about actions taken on the payment 4 Audit Trail Simple audit trail for the payment including: the timestamp of the action the user group of the user who took the action the User Id used to perform the action the status of the payment at the time of the action number of signatures at the time of the action the action taken on the payment Transaction Audit Trail The Transaction Audit trail shows the actions taken for each modified line. In the example below line 1 has been modified and it shows the resulting two actions; the first entry is the original entry (Action taken: Insert), the second entry is the modification (Action taken: Modify). To find the change compare the two lines. In the following example the Account Number of the Payee and the payment Amount have been changed. 8
Figure 1 - Payee modifications Transaction Audit Fields Label Description User Group ID Value Date Batch Name Batch Status Payment Type Funding Method System ID Late Lodgement Statement Ref Statement Narrative User Group number and name the payment was created under. For organisations with Parent/Child user groups the User Group the payment is made from can be different from the User Group of users acting on the payment. Payment ID Date the payment is to be applied to the account being debited User generated name for the specific batch Current status of the batch in the system Can be: Awaiting Approval Awaiting Release Awaiting Processing Processed Completed Deleted Indicates whether this is an Australian or New Zealand domestic payment Identifies the payment funding method. Can be: AFP (Available Funds Processing) AFP or Limits Limits Only The Direct Entry User ID or Direct Debit Auth Code the payment is issued under If the payment was made after the cut-off time User generated reference to appear on account statement User generated narrative to appear on account statement 9
Label Description Template Name Template Description Funds Item Number BSB Account Number Amount Debit/Credit Payee Name Lodgement Ref Trace Account Transaction Description Remitter Name Date/Time User Group User ID Status Action Taken Name of template used, if created from template Description of template used, if created from a template Branch Identifier, Account number and Account name of the funding account Number of item in batch that has been altered Beneficiary account Branch identifier Beneficiary account number Value of payment to be made to beneficiary for the item If the payment is a debit or a credit to the beneficiary Name of the beneficiary account Payment reference for the beneficiary Account for return of funds if payment is rejected by receiving bank User generated description of the payment As defined by the user who created the payment. Can be the same for all payees in a batch or different for each payee in a batch. Date and time of action taken on the item User Group of the user who took the action on the item User ID used to take action on the item The status of the action Action taken by the user. Includes: Insert Modify Reject Approve Release 10
SINGLE PAYMENT AUDIT TRAIL REPORTS The Single Payment Audit Trail report provides more detail about any actions taken on a single payment. Step 1 2 3 Action Click Payments> Reports> Filter> Single Payment Administrative Reports> Payment Audit Trail RESULT: The search parameter screen will appear. To view a single payment select Payment ID, select IS and then enter the Payment ID. To view payments in a date range select Dates, select BETWEEN and then enter the dates you want to view transactions for. Click View Results RESULT: The Payment Audit Trail Report will appear 1 4 Click on the Payment ID text within the report RESULT: The Transaction Audit trail will appear Understanding Single Payment Audit Trails The Single Payment Audit Trail report shows the actions taken on a payment in the order the action was taken. Each action taken on the payment will appear in order on the right under Action Taken. 11
In the example on the previous page the payment has been modified. By comparing the second line of the Modify action with the second line of the Insert action we can tell that the value date has been changed. # Element Description 1 User Group ID The identifier of the User Group where the payment originated 2 Timestamp Date and time the report was created 2 1 Single Payment Audit Trail Report Fields Label Description Generated by ID Payment ID number System Debit Account Account debited of funds User Debit Amount Amount debited from the account User Credit Amount Amount to be credited to the payee. May differ where fees are applicable. User Value Date Date the payment was applied to the account User Beneficiary Name Name entered in the payment for crediting User Type Status Payment type. Choose from: Transfer RTGS International Multibank Pay Bill The payment status in the workflow. Can be: Awaiting Approval Awaiting Release Awaiting Processing Completed User System 12
Transaction Audit Trail # Element Description 1 Payment ID System generated unique reference 2 Debit Account Account number funds have been debited from 3 Debit Amount and currency Amount and currency debited from the account 4 Credit Amount and currency Currency and amount to be credited to the payee. May differ from debit amount where fees are applicable. 5 Value Date Date the payment is to be applied to the account being debited 6 Debit Account Name Name of the account funds have been debited from 7 Payment type 8 Payment Status Payment type. Can be: Transfer RTGS International Multibank Pay Bill The payment status in the workflow. Can be: Awaiting Approval Awaiting Release Awaiting Processing Completed 1 2 3 4 5 6 7 8 13
Label Description Generated by Date/Time Timestamp when the action was taken System User Group User Group ID that the user who performed the action belongs to System User ID User ID of the user that performed the action System Status Payment Status System Signatures Number of signatures at time of action System Action Taken The action taken on the item. Can be: Insert Modify Approve Unapprove Rejected System Debit Account Account to be debited User Debit Amount Amount to be debited from the account User Credit Amount Amount to be credited to the beneficiary User Beneficiary Bank ID Sort code/bsb/branch identifier of the beneficiary account User Beneficiary Account Account number funds are to be credited to User Beneficiary Name Name of beneficiary as entered by the payment creator User Value Date Date the payment is to be debited from the account User 14
AUDIT TRAILS ON THE MOBILE APP When approving a payment using the mobile app you can check the payment audit trail to see what actions have been taken on the payment before you approve. Step Action 1 After logging on, navigate to the Approvals screen by tapping the Approvals icon on the home screen or tapping the Menu icon in the top left of the screen and then selecting Approvals. RESULT: The Approvals screen appears. 2 To view an audit trail, tap anywhere on the payment except the check box next to the payment. RESULT: The Details screen will appear. 15
Step Action 3 From the approvals screen tap Audit History RESULT: The Audit History will appear. Here you can see who approved the payment and the time of the approval and if the Payment has been modified. If you have other users of Transactive linked in your Contacts you can launch a call to the person who modified the payment to check the modification is genuine before approving. 16
Australia and New Zealand Banking Group Limited (ANZ) 2015 ABN 11 005 357 522. anz.com 17