User Guide for Payroll Service (APS+)

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User Guide for Payroll Service (APS+)

Sept 2015

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Malayan Banking Berhad Virtual Banking

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Table of Contents

Contents

1. First Time login to Maybank Business Internet Banking ... 3

2.

File Submission for Payroll (APS +) ... 7

1.1

Preparation of data file in “.txt” file format ... 7

Step 1 – Enter the details in a Microsoft Excel spreadsheet ... 7

Step 2 – Save the file as CSV format ... 8

Step 3 – Convert it to txt format ... 10

1.2 Submission of text file via APS+ Service ... 12

1.3

How to Create ... 12

Step 1 – Go to New Submission under APS+ Services ... 12

Step 2 – Upload File ... 14

Step 3 – Confirm Transaction with One-Time Password ... 19

Step 4 – Check Status after Creation ... 20

1.4

How to Approve... 21

Step 1 – Find the Transaction to Approve ... 21

Step 2 – Approve the Transaction ... 23

Step 3 – Approve with OTP ... 24

Step 4 – Check status after Approval ... 26

2 Checking of Transaction and Status ... 27

3 Stop Payment ... 28

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1. First Time login to Maybank Business Internet Banking

1.1 Have your PIN Mailer, Letter with your Access ID and New Security Token ready before you login to Maybank Business Internet Banking for the first time

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1.3 Review the “Terms and Conditions, then click to move to next screen.

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1.5 Upon your first successful PIN verification, you can create:

- Your Username, between 6 and 16 alphanumeric characters. Please note that your Username cannot be changed after you have created it. Hence, please choose carefully.

- Your Password, between 8 and 12 alphanumeric characters, is case sensitive, i.e.”Johnny” is not the same as “JOHNNY”.

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2. File Submission for Payroll (APS +)

1.1

Preparation of data file in “.txt” file format

Step 1 – Enter the details in a Microsoft Excel spreadsheet

Download the template from BIB after you login under APS+ service ,

or get it from your Account / Relationship Manager.

Check the Automated Payment System Plus (APS+) data file format below. Enter the data according to the field name.

 Please delete the first row (headers in bold print) before sav] ing the file  Put a dash “ - “ in the “[Remark]” column if not in use.

 Leave the branch column blank

 Format [Amount] Column as Number with 2 decimal places and avoid using 1000 separator

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Step 2 – Save the file as CSV format

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You will notice that the filename will appear on the tab ensuring that you have already converted the Excel file into a CSV format.

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Step 3 – Convert it to txt format

Go to the source where you saved the CSV file. In this example, we have saved it in the “Desktop”. Right click the CSV data file and click “Open With” and select “Notepad”.

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Thereafter, save the file as text file (i.e“14maysalary.txt”) in Notepad format as it appears below. “File name”

has a maximum limit of 20 characters, including spacing and the “.txt” extension. Ensure that “Save as

type” is “Text Document [*.txt].

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1.2 Submission of text file via APS+ Service

The process flow for submission of APS+ file requires the company to assign Authorised users with Creation function (aka Creator) and Approval function (aka Approver) to upload and authorise the transaction online.

The number of Authorised Users required in the submission process will depend on the assigned Approver’s

mandate and Number of Approvers required to authorise a transaction of the company.

The cut-off time for approving the APS+ file is 4pm. This means the file must be fully approved before 4pm of

the same day it was created. Otherwise, the created APS+ file will expire and must be re-uploaded again the following business day.

The following screenflow will show the step-by-step process of a Creator and Approver submitting the APS+ text file. Note that the actual process for your company may vary depending on the company‟s assigned User Control Option and Approval Mandate.

1.3 How to Create

Step 1 – Go to New Submission under APS+ Services

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Click on at the Left menu.

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Step 2 – Upload File

You will be routed to a page with the title

From this page you will need to choose / input the following data before you upload your text file:

a) b)

c) *

* The account balance and account name will appear once you have chosen the account number.

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Click on button to proceed with the validation of the data file, which will be done automatically by the

system. It will only take a few seconds to validate the data file.

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The next screen will show you the summary and details of the text file you have uploaded.

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Step 3 – Confirm transaction with One-Time Password

You will be required to key-in a One-Time Password (OTP) in order to proceed with the submission of the APS+ text file.

You can review the details of the uploaded file by clicking on the button.

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Step 4 – Check status after creation

Upon confirmation of OTP by the system, the following message will appear in the next screen: Successful. Transaction pending approval from signatory / authoriser.

The webpage will also show the summary of the APS+ text file you have submitted for your reference.

The Creator must inform the Approver to login to Business Internet Banking to do the necessary approval for the uploaded APS+ text file.

Note: For companies with following setup

AND

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1.4 How to Approve

Step 1 – Find the transaction to Approve

The Authorised User with Approval function (aka Approver) will need to login to Business Internet Banking in order to approve the submitted APS+ text file.

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Once inside the Transaction Approval page, select as

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Step 2 – Approve the transaction

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Step 3 – Approve with OTP

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Step 4 – Check Status after Approval

The final screen will show this status upon proper validation of the Approver‟s OTP: Successful. Transaction has been approved by all required signatories/ authorisers.

If the company requires more than 1 Approver to complete the APS+ transaction, the expected message here will be: Successful. Transaction pending approval from signatory / authoriser.

The process under items “1.4 How to Approve” will be repeated by the other Approvers until all required approvers in relation to the assigned Approval Mandate of the company are able to approve. The Approval Mandate of a company can either be Any One, Any Two, Any Three or Customised Mandate.

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2 Checking of Transaction and Status

In order to enquire the status of the submitted APS+ text file, go to the hyperlink under APS+ Services. To view further details on a particular file, click on the hyperlink in the column.

Here are the different possible statuses of an uploaded APS+ file:

Status

Description

Pending Text file is still Pending for approval.

Expired Text file has not been approved before the cut-off time.

Cancelled Text file has been cancelled by an Approver.

Batch Stopped Text file has been stopped by the company.

Validation Completed Text file has been completely approved by all required signatories. Data Uploaded Text file has been acknowledged by backend for processing. Batch Rejected Text file has been rejected by backend for processing.

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3 Stop Payment

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4 Troubleshooting

Here are some common issues encountered during file upload.

After the data file is uploaded for validation, “records with errors” will be highlighted with an error message as in the screen. Here is the sample layout.

You will not see this screen if all records in the data files are in the correct format.

The error messages are stated in plain language. Proceed to the data file in the Notepad format to make the correction, save the file and proceed from step 1.2 again.

The common errors are:

1. Invalid characters found in the file , e.g „ , “, / etc (single quote, double quote, slash) 2. Missing “,” as a separator between fields

3. Additional “ ,” found at the end of a record

4. No file selected or file name is longer than 20 or empty file 5. Invalid data fields length

6. Amount field contains error, e.g. $ sign entered, decimal point not used. 7. Blank line found between the data file

8. Incomplete records, characters, numerals found after the last record 9. Name field is blank

10. Invalid Maybank account number (which will be validated online) 11. No of record more than 3000 in the file

12. Wrong data file submitted, e.g. graphic file, MP3 file Validating Record in Progress

Possible File Data / Format Error Encountered Record 1 -aaaaaaaaaa

Record 2- bbbbbbbbb

Uploading Terminated. Batch Rejected.

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