Straight2Bank Payments Initiation User Guide

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1 Straight2Bank Payments Initiation User Guide Last Updated: June 2014

2 Table of Contents PURPOSE OVERVIEW OF PAYMENT SERVICES ON STRAIGHT2BANK MAKING PAYMENTS ON STRAIGHT2BANK USING STRAIGHT2BANK FOR THE FIRST TIME THE STRAIGHT2BANK HOMEPAGE PAYMENTS LANDING PAGE CREATING PAYMENTS MANUALLY AVAILABILITY & CONTROL TRANSACTION CREATION AMOUNT PRIORITY CAPABILITY FOR CROSS BORDER PAYMENTS PAYMENTS TEMPLATES AVAILABILITY & CONTROL CREATING PAYMENT TEMPLATES MANAGING PAYMENT TEMPLATES PAYEE / BENEFICIARY MAINTENANCE CREATING PAYEE MODIFICATION OF PAYEE INFORMATION DELETION OF PAYEE EXPORT PAYEE OTHER PAYMENT CREATION OPTIONS CREATE TRANSACTIONS FROM TEMPLATE COPY INSTRUCTIONS QUICK PAYMENTS EDIT INSTRUCTIONS EDIT / COMPLETE INSTRUCTIONS EDIT BATCHED INSTRUCTIONS CREATING PAYMENTS VIA BULK IMPORT BATCHING OF PAYMENT INSTRUCTIONS TYPES OF BATCHING Manual Batching Auto Batching Add to Existing Batch Parameterised Batching EDIT BATCH PRINT BATCH PRINT BATCH INSTRUCTIONS UNDO BATCH USEFUL TOOLS SEARCH PAYMENTS STATIC REFERENCE DATA FX (FOREIGN EXCHANGE) SERVICES FOR PAYMENTS OVERVIEW OF THE FX SERVICES REQUEST FOR QUOTE (RFQ) DURING SEND TO BANK Straight2Bank: Payments Initiation User Guide Page 2

3 Telegraphic Transfer Other Payment Types Booking RFQ Deal during Send to Bank Check RFQ Status STANDALONE AND PAYMENT LINKED RFQ FEATURES Booking a Standalone RFQ Deal Utilizing Standalone RFQ deal in a payment Payment Linked RFQ Alert Messages and Notifications for RFQ MT103 ADVICE FOR TELEGRAPHIC TRANSFER (TT) PAYMENTS SETTING UP NOTIFICATION FOR MT103 ADVICE RECEIVING NOTIFICATIONS VIEW / DOWNLOAD THE MT103 ADVICE ON STRAIGHT2BANK EASY INTEGRATION USING UNIVERSAL ADAPTOR SETTING IT UP FOR THE FIRST TIME MAINTENANCE OF TEMPLATES USING TEMPLATES FOR BULK IMPORT STOP PAYMENTS STOP PAYMENT OF INSTRUCTION MANUAL 199 INQUIRY AMEND PAYMENT / RELATED APPENDIX UNDERSTANDING PAYMENT STATUSES Straight2Bank: Payments Initiation User Guide Page 3

4 Purpose This user guide has been prepared with the intention of providing you information on the various Payment initiation related capabilities on Straight2Bank. This guide will also provide you information on how to use these capabilities, thereby addressing your online banking requirements using Straight2Bank. For information on various other Cash Management products and features available on Straight2Bank listed below, please refer to the respective user guides or contact the bank for a latest copy of them. Product / Feature Transaction Authorisation Enquiry & Investigations Instant Bank Funds Transfer Cross Border Value Added Payment Services Reporting & Alerts Straight2Bank Mobile Collections Initiation and Reporting Straight2Bank Liquidity Vasco Token User Guide Customer Self Administration Description Transaction and Payments Batch authorisation related information, controls and usage of the various features within Straight2Bank is available. Enquiries and Investigation of payments initiated through Straight2Bank can be performed using the E&I module available on Straight2Bank. The user guide provides relevance and usage of these capabilities. Applicable to Nigeria and Singapore, the user guide provides information on usage of the Instant Bank Funds Transfer payment type Applicable to several markets globally, the user guide provides information on usage of the Value Added Payment Services such as Cross Border Cheque, Cross Border Direct Credit, and similar capabilities. Usage of various reporting features such as Ad-hoc reporting, Customized reporting via Info Manager & Straight2Bank and Alerts features are described in this guide. Features and capabilities offered on Straight2Bank Mobile such as Balance Enquiry, Payment Authorisation, Trade Authorisation and Trade Enquiry are explained in this guide. The guide provides information on the Collections Initiation and Reporting features. The guide provides information on the Liquidity services such as Sweeping and Pooling features offered via Straight2Bank. Contains information on the usage of Vasco token for user login and transaction authorisation on Straight2Bank. Provides information on the customer self-administration module and the features available in it. Straight2Bank: Payments Initiation User Guide Page 4

5 1. Overview of Payment Services on Straight2Bank Straight2Bank provides various payment services Domestic Payments, Cross Border Payments, Tax Payments, Electronic Cheques and FI Payments. The purpose of this section is to provide an overview of the various payment services offered on Straight2Bank and the usage / purpose of them. Payment Type Direct Credit Local Bank Transfer Instant Bank Fund Transfer Book Transfer Payroll Tax Payments Telegraphic Transfer Request for Transfer Bank to Bank Transfer Usage / Description This payment type must be used for low value and large volume domestic payments, usually within the country. The payments are processed in batches and hence during pre-defined cutoff times during the day. These payments are processed in 2-3 days based on the clearing capabilities, incountry. This is a real-time settlement (also referred to as RTGS), domestic transfer payment capability and normally used for urgent and high value transactions. The settlement is usually in local currency and priced higher than Direct Credit (ACH) payments. Supports FX payments depending on the country where the debit account is held. Available currently in Nigeria and Singapore only, this payment service allows you to send local payments to beneficiaries with accounts in other banks, instantly. These payments would typically be low value payments and processed in real-time. This payment option must be used to transfer funds to another account within Standard Chartered Bank. The beneficiary account may also be an account belonging to the client themselves. Normally only transfers in domicile account are supported. However, cross currency transfers involving FX are supported in some markets. Round the Click Book Transfer is available in several markets. This payment type must be used for salary payments. A single debit and multiple credits can be made using this payment option, thereby ensuring integrity of the individual disbursements on the account statement. Underlying payment will be Direct Credit (ACH) or Book Transfer (BT) based on the beneficiary s bank account. Primarily available across African markets and India, Tax Payments capability on Straight2Bank allows clients to make corporate tax payments, customs payments, and various other tax payments online, at convenience. Cross border, International payment service available for remittances in more than 100 currencies in several markets. These payments are processed realtime and settled within 1-2 days, depending on the currencies and involve transaction processing fees depending on the beneficiary bank. Various FX options such as Online FX Quote, System Rate and Contract Rates are available to process cross currency payments. Request for Transfer (SWIFT MT101), also referred as RFT allows clients to make payments out of accounts held in another bank using Straight2Bank. This feature allows clients to centralize management of their accounts held with any bank through Straight2Bank. This is normally used by Banks / Financial Institutions to transfer and settle funds between. The message is normally sent as a SWIFT MT202 message Straight2Bank: Payments Initiation User Guide Page 5

6 and used in US and UK. Corporate Cheque Local Bank Cheque International Bank Cheque Cross Border Cheque Cross Border Book Transfer Cross Border Direct Credit Cross Border Payroll Cross Border Real Time Settlement Used by Global and Local corporate clients, Corporate Cheque on Straight2Bank allows clients to send physical cheque instrument to the beneficiary printed by the Bank, or optionally by the Client themselves. The client account is debited when the instrument is presented for clearing and not at issuance. A physical cheque is printed by the Bank and available to the client for pickup or delivered to the beneficiary on behalf of the client. The client s account is debited when the instrument is printed. Also referred to as Cashier s Order. A paper based instrument is printed and sent to the beneficiary by the Bank on behalf of the client. The payment may be in domestic or foreign currency and sent to clients overseas or within the same country. A value added payment capability, Cross Border Cheque allows our clients to make cross border cheque payments to a beneficiary in another Standard Chartered presence country, thereby reducing transaction costs and ensuring certainty of payment. A value added payment capability, Cross Border Book Transfer allows our clients to make cross border book transfers to a beneficiary in another Standard Chartered presence country. This reduces transaction costs in making cross border payments. A value added payment capability, Cross Border Direct Credit allows clients in making low value, non-urgent payments to beneficiaries in another Standard Chartered presence country and significantly reduces transaction costs and eliminates need to maintain local accounts for frequent remittances. A value added payment capability, Cross Border Payroll allows clients to make salary payments to beneficiaries in another Standard Chartered presence country, thereby reducing transaction costs and ensuring certainty of remittances. A value added payment capability, Cross Border Real Time Settlement allows clients in making high value, urgent payments to beneficiaries in another Standard Chartered presence country and significantly reduces transaction costs and eliminates need to maintain local accounts for frequent remittances. Straight2Bank: Payments Initiation User Guide Page 6

7 2. Making Payments on Straight2Bank Doing payments on Straight2Bank is a simple 3 step process. Payments will have to be created, authorised and subsequently submitted to the Bank for processing. The below provides an overview of the workflow and this user guide will specifically focus on the Initiation related capabilities. Payments on Straight2Bank can be initiated in multiple ways as per your convenience. Broadly, payments can be initiated Manually and in Bulk on Straight2Bank. The below provides a quick overview of the two modes and an overview of the transaction workflow on Straight2Bank. The subsequent sections in this guide will provide greater detail and usage of these. Straight2Bank: Payments Initiation User Guide Page 7

8 Straight2Bank: Payments Initiation User Guide Page 8

9 3. Using Straight2Bank for the First Time 3.1. The Straight2Bank Homepage Upon successful login, you will be presented with the Straight2Bank Homepage. This has various components as highlighted and the relevance of each of these is mentioned below for your understanding. Screen Reference Description / Relevance 1 This is the Overall Menu, categorised based on the products offered on Straight2Bank. Each high-level menu has a secondary menu that is split into Reports and Transactions. Each of these has next level of menu and functions based on your user profile. 2 Critical system related maintenance messages are displayed here. 3 This is the Message Center. Messages listed here include information on profile changes by the bank user, availability of reports generated by the system, etc. 4 The Transaction Statistics section will provide a quick summary of the various statuses of the payments, collections and other transactions. Clicking on count against each of the status will list all the instructions in the respective status without necessarily accessing them via the respective menu. 5 The Quick Balances section provides a quick view of the balances of those accounts selected to be displayed here without necessarily accessing them via the Menu. Straight2Bank: Payments Initiation User Guide Page 9

10 3.1. Payments Landing Page The Payments landing page will be available from the Cash Management > Transactions > Payments > Home menu. This page provides you various services and functions pertaining to Payments. Screen Reference Description / Relevance 1 Payment related tasks are available in this section. These tasks are based on your user access profile. Choosing any of these will present you with a list view of the payments to take necessary action. 2 Allows you to create new payments. This is based on your user access profile. 3 Payments that have been created via Straight2Bank and submitted to the bank or not, can be searched using this feature. This allows you to search payments based on various parameters and fields. 4 The Transaction Statistics section will provide a quick summary of the various statuses of the payments, collections and other transactions. Clicking on count against each of the status will list all the instructions in the respective status without necessarily accessing them via the respective menu. 5 Similar to the Transaction Statistics, this section provides summary of the payments that have been stopped or cancelled via Straight2Bank. 6 Similar to the Transaction Statistics, this section provides summary of the various payment templates that are available on Straight2Bank in various statuses. Straight2Bank: Payments Initiation User Guide Page 10

11 4. Creating Payments Manually Manual payment creation is one of the ways in which payments can be created on Straight2Bank.In this section, you will understand how to create transactions manually on Straight2Bank and related services Availability & Control There are individual screens for each payment type on Straight2Bank. Each of the payment types are controlled at a company profile level and user level. The control at a user level is at two levels; a. Function level, and b. Data level. The Function level control is to enable one or more users with the access to the menu option for each of the payment type such as Telegraphic Transfer, Local Bank Transfer, etc while the Data level control is to restrict / allow a user to access one or more accounts. It will be possible to configure a user, User A with access to Telegraphic Transfer only and Account 1 while another user, User B may have access to Telegraphic Transfer and Local Bank Transfer for Account 1 and Account 2. These controls may be changed by the Customer Administrator or the Bank Administrator. The various payment types offered on Straight2Bank are also dependent on where the debit account is held and hence not all payment types listed in the earlier section will be available across all markets Transaction Creation 1. Under the Cash Management > Transactions > Payments menu, choose the payment type required. This list will be based on the Function level control setup for the user. 2. Across the various payment types, some of the mandatory / key fields are as below; Customer Reference Payment Center & Debit Account Company Name This information will appear as part of the narrative in the outgoing payment and will be useful for reconciliation of the payment for you and the beneficiary. The debit account location and the debit account to be used for the payment. This will be based on the Data level control setup for the user. The company that holds the debit account. If there are more than one company in a location, then this list will have more than one value, also based on which the account numbers will be listed. Straight2Bank: Payments Initiation User Guide Page 11

12 Payment / Value Date Payee / Beneficiary Information The date when the payment is required to be processed by the bank. This may however not be the date when the beneficiary receives the funds as the beneficiary receiving the funds depends on payment type, settlement type, public holidays, etc. The beneficiary to whom the payment must be sent. The beneficiary may be created adhoc for a particular payment or may be chosen from a list of existing beneficiaries from the Payee / Beneficiary Search popup screen as shown below. Use an existing or Create a New Payee 3. Opting to create a New Payee / Beneficiary screen will capture detailed information about the Beneficiary that may be used just for this payment or stored within Straight2Bank for reuse later. Refer to the Payee / Beneficiary Maintenance section for details on this. Straight2Bank: Payments Initiation User Guide Page 12

13 4. Upon providing the Debit Account details and Beneficiary details, the payment information such as Currency, Amount, FX Details (as relevant based on the currency pair) will need to be provided. 5. An additional section Exchange Details will appear based on the currencies used for the payment and as described in the FX (Foreign Exchange) Services for Payments section in this guide, options for the FX will appear and should be provided. 6. Additional information on Charges, Payment Details and Payment Memo can be provided as part of the payment. Straight2Bank: Payments Initiation User Guide Page 13

14 7. Upon completing providing the payment information, optionally Invoice information and additional information for regulatory reporting can be provided under Instructions Invoices can be added to any payment type whereas Instructions can be provided only for selected payment types. Multiple invoices may be attached to a single payment. 8. At the end of the payment screen, you will have various options pertaining to the payment. The options available are; Print Instruction Save as Template Save as Draft Complete Instruction Allows you to print the payment information as populated on-screen. Information input on-screen may be saved as a Template and identified by a unique template name. Doing so will allow you to use it from Quick Payments or even Bulk Import. The payment information input will be saved as Draft ( Incomplete status) and allows you to complete at a later point. This option will perform online validation of the payment information input based on various parameters such as Date, Beneficiary Bank Information, FX Details, etc in order to make the payment available for Authorisation or Batching 4.3. Amount Priority Capability for Cross Border Payments This feature allows you the option to make Straigh2Bank Web cross border payments in by indicating the amount either in Payment Currency or Debit Currency. The default option is in Payment Currency. The debit amount is calculated based on the payment amount. For payments where the debit amount is fixed debit and based on that the payment currency equivalent is to be paid to the beneficiary, you will need to choose Debit Currency as the option. Straight2Bank: Payments Initiation User Guide Page 14

15 Note: For Debit Amount Priority, the Payment Amount + Net Amount will be displayed as ZERO until a FX Contract is chosen. Straight2Bank does not support System Rate for debit amount priority payments. Straight2Bank: Payments Initiation User Guide Page 15

16 5. Payments Templates 5.1. Availability & Control Payment templates creation follows the same user level controls as Payments creation. In the case of Payment Templates, the control is only on the Data level on the availability of the accounts as the option to create a template is within the payment creation screen Creating Payment Templates This feature / option available for all payment types allows you to save the information input on-screen as a Payment Template and allow you to use it from Quick Payments or even Bulk Import without keying in all the information every time you want to make a payment. For example, a recurring payment to a supplier or a billing organisation may be setup as a template and only amount and payment date is input every time the payment is made in the future. 1. Under Main Information tab, check on to lock the respective fields from any changes before saving the payment template. 2. Click on Save As Template. 3. Enter the Template Name and indicate whether you would like to have this as a public or private template. Click on Save and close the window. Note: If dual control for templates has been enabled at the group level, the Public Template will be submitted for approval before it can be saved for use. Straight2Bank: Payments Initiation User Guide Page 16

17 4. The saved template will now be available for Quick Payments or for Bulk Import using Template ID Managing Payment Templates If Dual Control is applicable after payment template creation (previous section), below are various steps under the payment homepage to view list of payment templates details and approve the same. Under the Payments homepage, user can view all template status from Manage Templates, Search Payment Templates and Template Statistics. Straight2Bank: Payments Initiation User Guide Page 17

18 1. Click Manage Templates and the list of payment templates status will be launched 2. Perform Payment Templates search for status equal to Pending Approval and click Search. The search results will be listed accordingly. 3. Click on any of the status counter in the Template Statistics to view the list. Straight2Bank: Payments Initiation User Guide Page 18

19 6. Payee / Beneficiary Maintenance Payee / Beneficiaries (henceforth referred to as Payee in this section) are not mandatory to be setup and maintained on Straight2Bank. It is possible for payments and payroll instructions to be made without setting up the Payees on Straight2Bank. Information that will be required as part of every payment when a Payee is not setup would include Payee Name, Payee Bank Details, Payee Country, Local Language Information (as relevant), Intermediary Bank information, etc. This may prove cumbersome and challenging to provide all the Payee related information, every time a payment is created on Straight2Bank, more specifically for payees who would normally be paid regularly (e.g.) suppliers. The Payee / Beneficiary Maintenance capability on Straight2Bank will provide convenience in setting up Payee one-time and using it for payments initiated via Web (by choosing from the pre-defined list or by just providing the Payee ID in case of Bulk payments. This section provides information on how to setup Payees via Straight2Bank (manually) and related features, for them to be used during the payment creation workflow (refer to related sections for this). Refer to the Bulk Import or the Universal Adaptor sections for creating Payee via Bulk upload Creating Payee The access to creating Payee s on Straight2Bank is controlled at a user level. Normally all users of Straight2Bank will have access to create Payees unless a specific request has been made to remove this access for a user. The Payee / Beneficiary Maintenance option is available under Cash Management > Transactions > Cash Static Reference menu option. This screen has various options as highlighted below; Search Options 2. List View 3. Maintenance Options (incl. Creation) The List View will list the Payee s setup on Straight2Bank which can be used during Payment creation or perform one of the maintenance options such as Deletion or Edit. Clicking on Create New Payee / Beneficiary will allow a new Payee to be setup on Straight2Bank. By default, all new Payee s setup on Straight2Bank: Payments Initiation User Guide Page 19

20 Straight2Bank will be readily available during the Payment Initiation process. However, as an optional control, newly created Payees will be available for authorisation by one or two users within the same Group based on their access capabilities before being available in the Payment creation workflow. Refer to the Straight2Bank Authorisation guide for more information pertaining to Payee Authorisation. The New Payee / Beneficiary screen will capture information that is both Mandatory and Optional. Mandatory fields are highlighted with an Asterisk. The key fields as part of Payee creation include; Payee / Beneficiary ID Payment Center Payee / Beneficiary Name Account Number ID Bank Information This is a unique ID on Straight2Bank and can be used to search for Payee s during payment workflow or payee maintenance. This ID can also used during Bulk payments. The country where the debit account is held. There could be more than one value in this list based on the debit accounts configured. A Payee setup for country A cannot be used when making payments out of country B. Name of the Payee in English. To capture Payee s bank account number. This field is not mandatory if the Payee will be used for Cheque payments like Local Bank Cheque or Corporate Cheque. There is an optional IBAN Validation option available to validate the structure of the beneficiary account number as per International Bank Account Number standards that is followed for payments made to several countries, mostly in the EU. This field captures the ID of the Payee. This information will be used to generate a send a Payee Advice upon successful processing of the Payment by the Bank. Payee s bank information such as Bank Name, Bank Address, Bank Code, Branch Code, etc. Depending upon the Payment type that is used, some of the fields will be mandatory Modification of Payee Information Payee / Beneficiaries created via Straight2Bank, manually or via Bulk upload will be available for modification. Only one Payee at a time can be modified. System will perform validation when trying to save the Payee information. In-flight payments using the modified Payees will not be affected as the Payee information as available during payment creation will be used. Straight2Bank: Payments Initiation User Guide Page 20

21 6.3. Deletion of Payee Payee / Beneficiaries created via Straight2Bank, manually or via Bulk upload will be available for deletion. A maximum of 10 payees will be listed on each screen. However, Payees across multiple screens can be selected for deletion. The delete action cannot be undone. Upon deletion, the Payees will not be available during the Payment creation workflow. In-flight payments using the deleted Payees will not be affected as the Payee information as available during payment creation will be used Export Payee This feature can be used to export the payee information maintained on Straight2Bank in order to have a Backup or for any other purposes. Payees across all pages will be included in the exported file. The file type will be CSV (Comma Separated Values). This file can also be used to create Payees in Bulk using the Bulk Import or Universal Adaptor capabilities after modifying one or many records. Straight2Bank: Payments Initiation User Guide Page 21

22 7. Other Payment Creation Options 7.1. Create Transactions from Template A payment can be created from a payment template that has been setup. The access to the payment template is based on the user entitlements, both function and data. 1. Choose Use Templates from the Cash Management > Transactions menu. 2. You will have the option to choose an existing payment template or search for an existing template based on the template name. Load a Template to proceed. 3. Fields that is not locked by the creator of the template can be altered. Additionally, Invoices and Instructions as relevant can be provided. 4. Finally, click on Complete Instructions to perform online validation of the payment and submit it for authorisation or batching. Refer to the respective sections in this guide for information on Batching. Straight2Bank: Payments Initiation User Guide Page 22

23 7.2. Copy Instructions Copy Instructions allows you to reuse a past payment instruction to save your time in creating a payment instruction and reuse most of the information already provided. 1. Click on any of the status counter under Payment Statistics. 2. From the list screen, choose one or more payments and use the Copy Selected Items option. 3. A confirmation screen will be displayed upon creating a copy of the selected payments. The copied payments will be in Incomplete status and can be identified through the Transaction Statistics section or via Search. 4. Click on the Payment Reference which you wish to view the details and modify to submit it as a fresh payment. Straight2Bank: Payments Initiation User Guide Page 23

24 5. Upon changing the relevant fields and information of the payment, clicking on Complete Instruction will perform validation online and make available the payment for authorisation or batching. 6. Refer to the respective sections in this guide for information on Batching or the Transaction Authorisation guide for authorisation. Straight2Bank: Payments Initiation User Guide Page 24

25 7.3. Quick Payments Available under payment tasks, the Quick Payments feature allows you to create payments by using existing payment templates. 1. The Quick Payments option is available under the Cash Management > Transactions > Payments > Home > Payment Tasks option. 2. Payment can be created only based on existing templates as most of the information pertaining to the payments will be inherited from the template. 3. Payment Amount, Currency and Value Date are the fields that you will be able to modify. All other information, including the payment type will be inherited from the template. 4. More than one payment can be created. Upon creation, these payments will be in Complete status for further action such as authorisation or batching. Straight2Bank: Payments Initiation User Guide Page 25

26 8. Edit Instructions This feature allows you the edit a payment that has not be Approved as yet or has been Sent to Bank for further processing. This feature should be used to make changes to the payment instruction that has been completed Manually or using a Payment Template or even via Bulk Import Edit / Complete Instructions 1. Under Cash Management > Transactions > Payment Tasks option, choose the Edit / Complete Instructions option. List of payments that can be edited will appear with pagination options. Choose the relevant payment to edit. 2. Make changes to the fields applicable and click Complete Transaction. Straight2Bank: Payments Initiation User Guide Page 26

27 3. Online validation of the changes will be performed and the status of the transaction will change to Complete This transaction can be authorised as-is or batched and subsequently authorised Edit Batched Instructions The Edit / Undo Batches function allows you to perform edit to an instruction in Batched status. Refer to the Batching of Payment Instructions section for information on editing a payment within a batch. 9. Creating Payments via Bulk Import The Bulk Import feature allows you to upload several payments generated out of an ERP or an Accounting Software onto Straight2Bank in bulk, thereby saving time in redoing these transactions on Straight2Bank and improve efficiency. The upload file may be in a standard, bank defined format or a template created using Universal Adaptor to convert from any format to the bank format and process the instructions within it. 1. Choose Bulk Import from Cash Management > Transactions > Utilities. 2. You will see a screen similar to the below to capture information on the upload file. Straight2Bank: Payments Initiation User Guide Page 27

28 3. Choose File Type as Payments or Payee based on the file that you are uploading. Select the list of existing templates. 4. Provide a relevant Description of the file (e.g.) April Payroll 5. Choose the file and Import. 6. An acknowledgement screen with Import Reference will be displayed and the processing will take time based on the number of instructions uploaded through the file. Take note of the Import Reference for later use. 7. Upon processing, the payments within the file will be available through the Transaction Statistics section and further action (e.g.) Authorise, Batch, Modify, etc can be performed. 8. Refer to the relevant section in this guide for any further information relating to Batching, Editing, etc of these transactions. Straight2Bank: Payments Initiation User Guide Page 28

29 10. Batching of Payment Instructions The Batching feature on Straight2Bank provides convenience to clients during the Authorisation workflow of Payments. Several payments can be selected to create one or few batches and enable easy authorisation of payment instructions before being submitted to the bank for further processing. Batching is however an optional step in the Transaction initiation workflow and Payments can be authorised and submitted as individual transactions to the Bank for processing. This feature is available to Straight2Bank users with appropriate Functional and Data Entitlements. This section is intended to provide an overview of the batching feature on Straight2Bank and the usage of it Types of Batching Payment instructions, whether they are manually created or via Bulk Import (or even those uploaded via Straight2Bank Access) will be available for Batching based on the user s Functional and Data entitlements. Only those payment instructions that are in Complete status will be eligible for Batching as online validation of payments will have to be done in order to submit them to the Bank for further processing. Broadly, there are four methods in which payment instructions on Straight2Bank can be batched; 1. Manual Batching, 2. Auto Batching, 3. Add to an Existing Batch, and 4. Parameterised Batching Manual Batching Manual Batching will allow the user to manually select payment instructions and create a payment batch. The following steps should be followed to create a payment batch manually. 1. Click on Batch Instructions option available under Payment Tasks. 2. The list of all payments that are in Complete status and based on the logged in user s Data entitlements will be listed. Straight2Bank: Payments Initiation User Guide Page 29

30 All the payments on the page that are required to go together in a batch can be individually selected by clicking the Select All checkbox. Payment instructions across multiple pages can also be selected by using the page navigation options. 4. Upon selecting multiple instructions, click on Batch Selected Instructions. This will create a batch or throw a validation based on the rules for system rules for batching payments. The below rules will be applied when a batch is manually created; a. All the selected payment instructions should be of the same Matrix Number. If all the selected payments do not have the same Matrix Number, then the system will throw a validation to select payments that belong to the same Matrix Number. The Matrix Number for every Completed payment will depend on Debit Account Number or Payment Type or Payee / Beneficiary. This is by default based on the Debit Account Number setup. b. Whether the payments involve Foreign Exchange or not. If there is a mix of FX and Non FX payments, separate Payment Batches will be created based an additional set of rules that will include (this behavior does not apply for all markets, but selected markets); - FX Type (i.e.) System Rate / Contract Rate - Payment Center (i.e.) the location where the Debit Account is held - Currency Pair (i.e.) currency pairs will be grouped - Amount Priority (i.e.) whether it is based on Payment Amount or Debit Amount priority - Payment Debit Date, - Payment Value Date, and - Parameters defined by the Client during On-boarding (e.g.) Payment Type, Beneficiary and others (refer to subsequent section for more details on this) c. Based upon the above parameters, one or more batches will be created. Each of the batch will be assigned with a system generated Batch Reference. d. The newly created batches will be of the status Batched (see below) and further options available, based on the user s Functional entitlements will be displayed beneath the batch. Straight2Bank: Payments Initiation User Guide Page 30

31 Note: For payments imported via Bulk Import, the search filters ( Import Reference ) can be used to filter transactions within that file and to then batch them or take necessary action Auto Batching The Auto Batch feature on Straight2Bank is an alternative to the Manual Batch feature. This feature will automatically create payment batches based on the preset batching rules within Straight2Bank without requiring the user to manually create batches. The following steps should be followed to automatically create payment batches. 1. Click on Batch Instructions option available under Payment Tasks. 2. The list of all payments that are in Complete status and based on the logged in user s Data entitlements will be listed. Straight2Bank: Payments Initiation User Guide Page 31

32 3. Click on Auto Batch Instructions (#2 in the above screenshot) option. 4. Payment batches will be auto created based on the batching rules preset in Straight2Bank as well as any optional parameterised batching criteria enabled for the client. 5. The payment batches created will be based on the below rules; a. Authorisation Matrix ID of the payments b. Whether the payments involve Foreign Exchange or not. If there is a mix of FX and Non FX Straight2Bank: Payments Initiation User Guide Page 32

33 6. Normally, payment created via Bulk Import will move to Complete or Incomplete status based on the validation. There is an optional feature at a client Group level to enable Auto-Batch of these payment instructions based on the preset batching rules. 7. For payments created via Straight2Bank Access channel and enabled for re-authorisation via Straight2Bank, a batch will be automatically created based on the preset batching rules Add to Existing Batch The Add to Existing Batch feature on Straight2Bank allows is an alternative to the Manual Batch feature. This feature will automatically create payment batches based on the preset batching rules within Straight2Bank without requiring the user to manually create batches. The following steps should be followed to automatically create payment batches. 1. Click on Batch Instructions option available under Payment Tasks. 2. The list of all payments that are in Complete status and based on the logged in user s Data entitlements will be listed Choose one or more payment instructions and click on Add to Existing Batch (#3 in the above screenshot) option. 4. A popup with a drop-down of existing Payment Batches that are in Complete status will be available. This list will have only those batches that match the batching rules (Authorisation Matrix, Foreign Exchange rules and Optional parameters setup for batching) of the selected payment and hence, it Straight2Bank: Payments Initiation User Guide Page 33

34 could be possible that despite multiple batches available in Complete status, not all of them are listed here. 5. The selected batch will then be updated to include the chosen payment instructions for further action Parameterised Batching This is an optional feature available for clients who may want to define up to 3 parameters to be used for batching of Payment instructions. The chosen parameters will be considered during Manual Batching, Auto Batching and also when adding payment to an existing payment batch. The full list of parameters, out of which 3 parameters can be opted to set the client preference is as below; Branch Code Clearing Zone Code for Cheques Debit A/C Country Code Debit A/C No Payee Address 1 in BO Payee bank local clearing code Payee / Beneficiary Name in BO Payment Currency Customer Memo Debit Bank ID Payee ID Payment Details 1 in BO Customer Reference Debit A/C City Code Drawee bank code for IBC On Behalf Of (OBO) Info Payee / Beneficiary A/C No Payee / Beneficiary Bank Code Payment Details 2 in BO Payment Type Payment / Value Date Pick Up Location Processing Mode Service Type Transaction ID Straight2Bank: Payments Initiation User Guide Page 34

35 10.2. Edit Batch Payment batches that are in Batched status (i.e.) before being authorised will be available for editing or undoing by the same user who had created the batch or any other users belonging to the Group. This section provides information on editing a payment batch and remove one or more instructions or to undo an existing batch for various reasons. This option is dependent on the user s Functional and Data entitlements. The following steps will have to be followed to edit / undo an existing payment batch. 1. Click on the Edit / Undo Batches option available under Payment Tasks. 2. The following screen will list all the Payment Batches that are in Complete status along with other columns and available for the user to edit. 3. Upon choosing one of the listed batches and clicking on Edit Batch, the user will be presented with the Edit Batch screen allowing one or more payment instructions to be removed from the batch. One or more instructions may be selected and click on Remove Instructions(s) from Batch to update the batch accordingly. Straight2Bank: Payments Initiation User Guide Page 35

36 4. The removed payments will be available in Completed status while the batch will be in Batched status Print Batch The Print Batch feature available on Straight2Bank helps in printing the details of the batch as seen on-screen. This feature will be available from any batch view / listing screen for batches that are in various statuses (e.g.) Batched, Partially Signed, Sent to Bank, etc. This section will provide information on the usage of this feature on Straight2Bank. 1. The Print Batch option will be available under More Options in various batch listing screens such as Authorise Batches, Search Batches, etc. Straight2Bank: Payments Initiation User Guide Page 36

37 2. One or more batches may be selected to use the Print Batch feature. All the selected batches will be available in the Print View screen to enable printing Print Batch Instructions Similar to the Print Batch feature, the Print Batch Instructions feature available on Straight2Bank helps in printing the transaction details of each of the payment instructions within a batch. This feature will be available from any batch view / listing screen for batches that are in various statuses (e.g.) Batched, Partially Signed, Sent to Bank, etc. This section will provide information on the usage of this feature on Straight2Bank. 1. The Print Batch Instructions option will be available under More Options in various batch listing screens such as Authorise Batches, Search Batches, etc. 2. One or more batches may be selected to use the Print Batch Instructions feature. Payments within all the selected batches will be available in the print view screen to enable printing. Straight2Bank: Payments Initiation User Guide Page 37

38 3. The contents of the Print View screen will be based on the Data entitlements of the user in listing the transaction details Undo Batch Payment batches that are in Batched status (i.e.) before being authorised will be available for undoing by the same user who had created the batch or any other users belonging to the Group. This section provides information on Undoing a payment batch. This option is dependent on the user s Functional and Data entitlements. The below steps will have to be followed to undo an existing payment batch. 1. Click on the Edit / Undo Batches option available under Payment Tasks. 2. The following screen will list all the Payment Batches that are in Complete status along with other columns and available for the user to edit. Straight2Bank: Payments Initiation User Guide Page 38

39 3. The user must select one of the listed batches and click on Undo Batch. Upon clicking Undo Batch, the payment instructions within the batch will move to Completed status and a confirmation will be displayed (see below). The selected batch will not exist anymore for the user to modify / approve. Straight2Bank: Payments Initiation User Guide Page 39

40 11. Useful Tools Search Payments The Search Payments feature allows you to search for payments that have been created on Straight2Bank, irrespective of the status. This feature allows you to search individual payments as well as payment batches based on a number of fields such as Reference Number, Beneficiary, Date, etc. The results of the search will be available in a list-view screen and clicking on each of them will allow performing actions based on the status of the payment. Search Payments is available under Cash Management > Transactions > Payments > Home. Straight2Bank: Payments Initiation User Guide Page 40

41 11.2. Static Reference Data Straight2Bank provides access to a lot of reference information such as Bank Codes, Branch Codes, Holidays, Indicative FX Rates, Audit Report, etc. All of these useful capabilities are available under Cash Management > Transactions > Cash Static Reference menu. The options available under this menu are based on your access profile. Straight2Bank: Payments Initiation User Guide Page 41

42 12. FX (Foreign Exchange) Services for Payments Straight2Bank supports cross currency for various payment types such as Telegraphic Transfer, Book Transfer, Payroll, Local Bank Transfer as well as for Value added Payment services depending on the country of Debit and the Payment Type. There are different types of FX services offered for making cross currency payments on Straight2Bank. This section will provide you with a better understanding of the various FX services offered on Straight2Bank and make the right use of them Overview of the FX Services FX Service Request for Quote (RFQ) during Send to Bank Description & Usage Overview: The feature allows you to Book an Online FX rate for a Single payment instruction or a Batch containing multiple payment instructions just before releasing the payments to the Bank for processing. This will allow you to ensure the actual amount of debit or payment even before the payment is processed by the bank. Availability: This feature is available for payments initiated out of accounts held in Hong Kong, Singapore, India, UAE, Bahrain, Oman, Qatar, Botswana, Kenya, Uganda, Zambia, United Kingdom and United States of America Control: This feature is available to all clients having accounts in the supported countries. Users with access to do a Send to Bank of payments will be able to perform an Online Request for Quote (RFQ) and automatically attach to the payment instructions(s). Tenor: Only payments of value date Cash (T+0), TOM (T+1) and SPOT (T+2) are supported for this FX Service. Most of the currencies support all 3 tenors, but not all. Currencies: More than 100+ (up to 132 in few markets) payment currencies support this service. Payment Linked - Request for Quote (RFQ) Overview: The feature allows you to Book an Online FX rate for a Single payment instruction during the payment creation workflow itself. This allows you to lock an FX rate even before completing the payment instruction and sending it to the Bank for processing. Availability: At present, this feature is available for payments initiated out of accounts held in Hong Kong and Singapore. Control: This is not available by default to all clients and requires a client profile level setup and user level setup to enable this service in the supported countries. Tenor: Only payments of value date Cash (T+0), TOM (T+1) and SPOT (T+2) are supported for this FX Service. Most of the currencies support all 3 tenors, but not all. Currencies: More than 100+ (up to 132 in few markets) payment currencies support this service. Standalone Request for Quote (SARFQ) Overview: The Standalone Request for Quote capability will allow you to Book an online FX deal that can be used for multiple payment instructions similar to an FX deal booked by the dealing desk. Availability: Currently, this feature is available for payments initiated out of accounts held in Hong Kong and Singapore only. Control: Not available to all clients by default. Setup to be done at Client profile level and User profile level in order to Book and Utilize the FX deal. Tenor: Only payments of value date Cash (T+0), TOM (T+1) and SPOT (T+2) are supported for this FX Service. However, not all currencies support all of these 3 tenors. Currencies: Locally traded currencies, around 20+ are supported for this Straight2Bank: Payments Initiation User Guide Page 42

43 FX service. System Indicative Rate / Let Bank Assign FX Overview: The feature allows you to let the Bank assign the FX rate for the payment when the Payment is submitted to the bank and processed. There are some currencies which do not support Online FX and this may be the only option available. Availability: System Indicative Rates are available across 50+ countries. Control: All users with payment initiation capability (for the respective payment type) will be able to choose this option. Tenor: Allows any forward value dated payments. Currencies: More than 100+ (up to 132 in few markets) payment currencies support this service for Telegraphic Transfers. For other payment types, locally traded currencies, usually 20+ are supported. The list of payment currencies is also dependent on the payment type and some payment types may not support cross currency payments via Straight2Bank. Contract Rate Overview: The Contract Rate option on Straight2Bank allows you to use or drawn down from FX Contracts booked through Straight2Bank exchange or by the FX Dealers. Multiple payments may be booked against a single FX Contract or multiple FX contracts may be used for a single payment. There are reports available on Straight2Bank to provide information on utilisation and other details. Availability: Currently, this feature is available for payments initiated out of accounts held in Hong Kong and Singapore only. Control: Not available to all clients by default. The feature requires setup at a client level and a user level. Tenor: Pre Spot (Cash, TOM & SPOT) and Forwards are allowed. Currencies: Only the locally traded currencies, depending on the location of the Debit account (around 20+) are supported for this FX service Request for Quote (RFQ) during Send to Bank As described in the previous section, RFQ is an Online Request for Quote capability that allows you to book an Online, Real-time FX rate for an individual payment or a batch of payments. This feature will be available to users who have the Send to Bank capability and supported is 13 markets globally and may be optionally turned off at user level. All existing payment types except the below support this feature; 1. Corporate Cheque 2. Instant Bank Fund Transfer 3. Bank to Bank Transfer 4. Request for Transfer, and 5. Tax Payments While nearly 130+ currencies are supported by the RFQ capability, restricted currencies such as MYR and CNY (to name a few) are not available for RFQ during Send to Bank Telegraphic Transfer The Request for Quote capability for Telegraphic Transfer payments applies for nearly 130+ payment currencies. The key parameters based on which this capability will be available are Payment Center, Payment Date and Payment Currency. You will be able to choose the Request for Quote at Send to Bank option and submit the Straight2Bank: Payments Initiation User Guide Page 43

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