Payments on Straight2Bank may be created manually through the screens or created in Bulk through a file upload. If your organisation uses an ERP (Enterprise Resource Planning) or an Accounting Software or any proprietary software to manage Remittances and Payroll, the Bulk Import capability allows you to upload payments generated from the ERP / Accounting Software into Straight2Bank resulting in increased efficiency at low cost.
However, not all ERP or Accounting Software generate an industry standard output file that can be uploaded into Straight2Bank without making any changes. The Universal Adaptor capability overcomes this challenge by allowing you to define a onetime mapping through a simple graphical user interface and use the template for subsequent uploads without making any changes to ERP / Accounting Software or even the spreadsheets that you may use.
14.1.Settingitupforthefirsttime
The Universal Adaptor capability is profile based feature available underCash Management > Transactions > Utilities > Manage File Format Mapping. You will need to contact your Relationship Manager or the Bank to subscribe to this service if you do not have access.
Setting up of a template is a simple, two step process;
· Step 1: File level definition, and
· Step 2: Record level definition
Step 1: File Level Definition
In this step (screenshot below), you will need to provide the characteristics of the file format and how the data is organized within the file that will be uploaded into Straight2Bank on a regular basis. Mandatory fields are highlighted with an Asterisk.
The purpose and usage of these fields are as described below;
Field Name
Description
Product Choose “Payments” to define a Payments related (Transactions or Beneficiaries) file structure.
Sub-Product Further categorisation of the transaction type. For Payments products, the value available are:
· Payee: To create mapping template for payee / beneficiary records.
Replace invalid SWIFT characters
When activated (check box ticked), the following invalid SWIFT characters in the input file will be replaced with a space: * ~ □ \ | ` !
@ # $ % _ { } [ ] ; " < > &. By default, the option is deactivated.
Step 2: Record Level Definition
This step will allow you to setup the record level definition for the Payments / Payee file. A sample file that will be uploaded regularly will be required to upload and setup the definition. Depending on the number of Header, Transactions and Trailer records provided, the rest of the screen will allow you to setup the definition accordingly.
By default the sections will appear collapsed and clicking on the “Down Arrow” will expand these sections with the values as available in the first line of each section within the file for necessary mapping. The list of mandatory fields for Payments and Payee creation are available by clicking on the “View mandatory fields” link.
The list of fields will automatically appear upon clicking the “Field Name” textbox. The Data Type will automatically appear and any changes to the source value to match the FieldName, DataType & Length can be done using the mapping / definition. Unnecessary records may be deleted using the “Delete” option. The mapping will have to be done for all the relevant fields, based on the file type (i.e.) Payments / Payee and the file
structure. There are a number of “Mapping” options available and description and usage of each of the field is illustrated Online. Upon saving, the system will perform online validation to ensure the mandatory information is available and the mapping is in order. Similar mapping can be done for Invoices as well and will be under the “Other Records Definition”.
14.2.MaintenanceofTemplates
Various options, upon setting up a Template and their usage is as below;
Option
Description
Edit You may choose any existing template and edit it. Not all fields at the File definition level will be available for modification, especially the “Product”, “Sub Product”, “Template ID” and “File Type”. If any of these fields need to be edited, a new template will have to be defined.
Delete Existing templates are available to be chosen and deleted if you may not require the template anymore.
Copy The Copy feature allows you to copy an existing template with all the file level and record level definition and thereafter make changes to the new copy of the template.
Export The “Export” feature will allow you to export an existing Template in a system format and have it as a backup in order to restore the Template if it is accidentally deleted or modified.
Import This feature will allow you to import a copy of a Template that has been backed up in the past or a Template that the Bank has sent across in order to be used to import payments.
Print as PDF Allows the Template to be exported into a PDF file, well formatted for the purpose of record-keeping or reference. This will include file level, field level and mapping information.
14.3.UsingTemplatesforBulkImport
1. The newly setup templates or modified templates will be available under the Cash Management > Transactions > Utilities > Bulk Import option.
2. Choosing Payments as the Product, the list of templates that you may have setup, or setup by the Bank will be available for selection and file upload.
3. Upon upload, the payments within the file will be available for subsequent actions like Batching / Completion or Sending to Bank for processing as described in other relevant sections.