SIF Validation Tool. Wages Protection System Qatar Central Bank& Ministry of Labour And Social Affairs. End User Guide

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1 SIF Validation Tool Wages Protection System Qatar Central Bank& Ministry of Labour And Social Affairs End User Guide

2 [1] SIF Validation Tool at a Glance Content 1 SIF VALIDATION TOOL AT A GLANCE 3 2 GETTING STARTED 4 3 RUN THE VALIDATION TOOL 5 4 LANGUAGE SELECTION 6 5 VALIDATE THE SIF FILE UPLOAD THE SIF FILE RUN THE VALIDATION FOR THE SIF VALIDATION RESULTS SUCCESSFUL VALIDATION UNSUCCESSFUL VALIDATION Error Counter Errors Grid Export Error Grid 14 6 APPENDIX LIST OF POTENTIAL VALIDATION ERRORS 15 2

3 [1] SIF Validation Tool at a Glance 1 SIF Validation Tool at a Glance The State of Qatar is implementing Wages Protection System (WPS) which imposes the requirement on the Employers (Regulated Entities) to pay the salaries to their employees via electronic bank transfers. In the core of WPS implementation is the Salary Information File (SIF). The Regulated Entities or Employers that are monitored by the Ministry of Labour and Social Affairs (MoLSA), have to create the SIFs and have to submit these files to the banks for processing of salary payments. The Validation Tool is provided with a main objective; to minimize the chances of SIF rejections due to technical errors or incompliance with SIF format. The Regulated Entities can use the Validation Tool prior to submitting SIFs to the banks, which will accelerate the entire process of SIF processing, will make it more effective and will save the time and effort for both, Regulated Entities and the bank officers. act System Workflow Diagram Start Upload SIF Validate SIF SIF Valid? Display the list of errors Display the notification End User Figure 1-1 SIF Validation Workflow Diagram 3

4 [2] Getting Started 2 Getting Started Intended Readership This guide is intended for WPS system end users as it covers the modules which they are privileged to access. How to use this Guide The System's screens, icons, buttons plus some other functions are indicated in Bold, Italic and Bold & Italic format. Appendix section affixes any extra details which may be helpful in better comprehension of the system functions. It includes for example: Icons Use: a list of all icons and their functions Filter Fields: a detailed description for each filter field and the purpose of using the filter field to inquire about a certain set of batches/cheques Entry Fields: a detailed description for each input field and the type of data that should be filled in each field Info: Any general note that undergoes no certain category is explained in a shaded box titled Info. Caution: This shaded box refers to a critical piece of information and awareness on a particular action. 4

5 [4] Language Selection 3 Run the Validation Tool Get ready to start! Run the validation tool by clicking on the tool's icon named Client Validation Tool (Figure 1-1). Figure 3-1 Application Icon Once the validation tool runs successfully, the WPS-SIF Validation Tool will be displayed (Figure 3-2). Figure 3-2 5

6 4 Language Selection WPS-SIF Validation Tool offers two language selection (Arabic, English) for user convenient, offering a full usage of the tool's functions in both languages. To select the desired language please follow the below steps. Caution: You must enable the keyboard layout for both Arabic and English language in the Windows operating system. To select the Arabic language, click on the Arabic language button at the right top corner (marked in red). Figure 4-1 The following Arabic interface will appear. Figure 4-2 6

7 To switch to English Language, click on the English Language button, at the lift top corner (marked in red). Figure 4-3 The following English interface will appear Figure 4-4 7

8 5 Validate the SIF File In order to validate a certain SIF file, please take the steps mentioned in the following sections. 5.1 Upload the SIF file Click the Browse button in the Validation Tool main page (marked in red). Figure 5-1 8

9 Select the SIF from your local machine (marked in red), and click on the Open button. Figure 5-2 Upon a successful upload of the SIF, the full path and name of the SIF will appear on the Upload File Box. At this point the SIF is uploaded successfully and ready to be validated. Figure 5-3 9

10 5.2 Run the Validation for the SIF Once the mentioned steps in the previous section are completed, the SIF is ready to be validated. Click on Validate button (marked in red). Figure 5-4 The Validation Tool performs the validations for the uploaded SIF. 5.3 Validation Results Once the user runs the validation test (mentioned in the previous section) for the SIF, two expected scenarios are to follow. 10

11 5.4 Successful Validation Note the Validation Results (marked in red), if the Error Count shows zero results, this indicates that the SIF is valid. For the Successful Validated the following message appears, to confirm the success of the validation process. Figure 5-5 Info: For this case, the SIF is ready to be submitted to the Banks. 11

12 5.5 Unsuccessful Validation Once the user runs the validation test and the Error Counter at validation results section resulted one or more error in the SIF file. This is an indicator there is a number of technical errors exists in the selected SIF Error Counter In the Validation Results section, the Error Counter (marked in red) shows the amount of errors found in the SIF during validation. Figure

13 5.5.2 Errors Grid The Error Grid (marked in red) contains a detailed descriptions of the error(s). The fields of the Error Grid are presented in the table below. Info: A full list of potential Validation Errors can be found at the Appendix section. Field Name Error Source Record ID Error code Error description Description The Error source can be specified as one of the following: File: it indicate that the error is in the file name or in the file itself. Header: it indicate that the error is in the SIF header. Record: if error has occurred in the SIF record. SIF Record ID is displayed only in case the Error Source is a Record within the SIF. The code of the error, according to the codes specified in the Appendix section. The description of the error according to the codes specified in the Appendix section. Figure

14 5.5.3 Export Error Grid Upon invocation of this function the Validation Tool creates a CSV (comma separated values) file, where the contents of the grid are presented. In order to export error grid into CSV file, click on Export (marked in red). Figure 5-8 Save the CSV file to the desired location at your local machine. Note: The export functionality is disabled for the SIFs that were validated successfully. 14

15 6 Appendix 6.1 List of Potential Validation Errors The following table lists all the potential validation errors. Error Code Error Code Error Description 1 The size of SIF is more than allowed maximum file size 2 The file extension is not supported, only CSV files are accepted SIF size has to be less than the maximum allowed SIF size SIF extension should be CSV (case insensitive) 3 The file cannot be parsed WPS can parse the file 4 No data found in the file File should not be empty 5 The 2nd and the 4th rows of the file should contain the values 6 The file with the same file name already exists in the system File should contain at least 4 rows (1st row and 3rd row for titles, 2nd row for header values, 4th row - at least one record). The rows for titles can be left empty. File name should be unique (unless the previous file with the same name was deleted from WPS or was invalid) 7 Invalid file name File name contains 4 "_" separators 8 File name does not contain SIF prefix The first segment of file name is string "SIF" (case insensitive) 9 Employer Establishment ID in the header is not 7 or 8 digits 10 Invalid Employer Establishment ID in the file name 11 Bank Short Name in the file name shall be 3 or 4 digits Employer Establishment ID in the header is 7 or 8 digits The second segment of the file name shall be numerical The third segment of the file name is a string of maximum 4 chars 12 Invalid Bank Short Name in the file name The third segment of the file name corresponds one of the bank short names, registered in the WPS (case 15

16 insensitive) 13 The file is not meant for the bank (Bank Short Name does not match WPS tenant name) The system checks if the Payer bank short name that is mentioned in the SIF name is the same as the short name of the tenant in the application. 14 Invalid Creation Date length in the file name The fourth segment of the file name contains 8 numbers. 15 Year in the file name is less than 2014 The first four symbols of the file creation date segment (year) have a value is not less than Invalid month value in the file name The fifth and sixth symbols of the file creation date segment (month) have a value between 01 and Invalid day value in the file name The seventh and eighth symbols of the file creation date (day) have a value between 01 and File Creation Date and Time in the file name are after the current date and time File Creation date is less or equal the current date (cannot be in the future) 19 Invalid Creation Time length in the file name The fifth segment of the file name contains 3 or 4 digits 20 Invalid hours value in the file name The first symbol for the file creation time (if creation time field length is 3 digits) or first two symbols of the file creation time segment represent the number from 00 to Invalid minutes value in the file name The last two symbols of the file creation time segment (minutes) are the digits between 00 and Invalid File Creation Date and Time in the file name 23 Number or columns in the SIF header does not match SIF specification 24 Employer Establishment ID in the file name does not match Employer Establishment ID in the header The value File Creation Date and Time in the File name should be valid date and time Number of columns in SIF header should correspond to the specification Employer EID in the SIF header should be the same as Employer EID in the File name 16

17 25 Payer Bank Short Name in the header does not match the Bank Short Name in the file name 26 File Creation Date in the header does not match File Creation Date in the file name 27 File Creation Time in the header does not match File Creation Time in the file name 29 Payer Qatari ID and Payer Establishment ID are both specified 30 Neither Payer Qatari ID nor Payer Establishment ID are specified 31 The length of Payer Establishment ID is not 7 or 8 digits Bank Short Name in the SIF header should be the same as Bank Short Name in the File name (case insensitive) File Creation Date in the SIF header should be the same as File Creation Date in the File name File Creation Time in the SIF header should be the same as File Creation Time in the File name Both Payer Establishment ID and Payer QID are specified Neither Payer Establishment ID nor Payer QID are specified Payer Establishment ID value length is 7 or 8 32 Payer Establishment ID is not numeric Payer Establishment ID value contains only digits (numbers) 33 The length of Payer Qatari ID is not 11 digits Payer Qatari ID value length is Payer Qatari ID is no numeric Payer Qatari ID value contains only digits (numbers) 35 Payer IBAN is not specified SIF header Payer IBAN is specified 36 Payer IBAN length is not 29 symbols Payer IBAN value length is Invalid Payer IBAN Payer IBAN value contains only alphanumeric symbols 38 Payer Account number is not a valid IBAN Payer IBAN 2 fist symbols are "QA" 38 Payer Account number is not a valid IBAN Payer IBAN third and fourth symbols - check digits. Validate according MOD Payer IBAN does not match Payer's Bank Payer IBAN fifth to eight symbols - check if it is the same as Bank Short Name in SIF header 39 Salary Year and Month is not specified Salary Year and Month value is specified 40 Salary Year and Month length is not equal to 6 digits Salary Year and Month value length is 6 17

18 41 Invalid Salary Year and Month Salary Year and Month value is numeric 42 Salary Year should not be less than 2014 The first four symbols of the Salary Year and Month value is not less than Invalid Salary Year and Month The fifth and sixth symbols of the File Creation Date segment have a value between 01 and The difference between Salary year and month, comparing to the current date, is more than allowed Salary Year Month Elapsing Period (System Parameter) Salary year and month, comparing to the current date, should not be more than the configurable parameter 44 Total Salaries value is not specified Total salaries value is specified 45 Total Salaries value is negative Total Salaries value should not be negative 46 Total Salaries value has more than 2 decimal places Total Salaries value should not have more than 2 decimal places 47 Total Salaries value is not numeric Total Salaries value a number 48 Total Salaries in the SIF header is not equal to the sum of Net Salaries in the SIF records Total salaries amount is equal to the sum of Net salary amount for all records 49 Number of Records value is not specified Number of Records value is specified 50 Number of Records value is not numeric Number of Records value is numeric 51 Number of Records value in the header does not match the actual number of records in the SIF 52 There is no Regulated entity registered for the same Employer EID, Payer EID and Payer IBAN 53 There is no Regulated entity registered for the same Employer EID, Payer QID and Payer IBAN 54 Number of columns for the SIF records does not match SIF specification Number of records is equal to the number of SIF records in the file The SIF is provided for the regulated entity that is already registered in the system The SIF is provided for the regulated entity that is already registered in the system Number of columns for the SIF records should match the specification 55 Record Sequence is duplicate in the SIF All Record IDs (sequence numbers) are unique in the file 56 Record Sequence is not specified Record Sequence is specified 18

19 57 Record Sequence is not numeric Record Sequence is numeric 58 Record Sequence is more than 6 digits Record Sequence length shall not be more than 6 digits 59 Neither Employee Qatari ID nor Employee Visa ID are specified 60 Employee Qatari ID and Employee Visa ID are both specified 61 Employee Qatari ID is not unique, SIF should contain one record per one employee 62 Employee Visa ID is not unique, SIF should contain one record per one employee Employee QID and Employee Visa ID are not specified Employee QID and Employee Visa ID are both specified There is more than one SIF record for the same employee (based on employee QID) There is more than one SIF record for the same employee (based on employee Visa Number) 63 Employee Qatari ID length is not 11 digits Employee QID value length is exactly 11 digits 64 Employee Qatari ID is not numeric Employee Qatari ID contains only digits (numbers) 65 Employee Visa ID length is not 12 digits Employee Visa Number value length is Employee Visa ID contains invalid characters Employee Visa Number can contain only numbers and letters 67 Employee Name is not specified Employee Name is specified 68 Employee Name value length is more than 70 symbols Employee name value length in not more than 70 symbols 69 Employee Name contains invalid characters Employee Name shall not contain invalid characters 70 Employee Bank Short Name is not specified Employee Bank Short Name is specified 71 Employee Bank Short Name length is not 3 or 4 symbols Employee Bank Short Name value length is not more than 4 72 Invalid Employee Bank Short Name Employee Bank Short Name shall consist of characters only 73 Employee Bank Short Name does not correspond to any of the banks registered in WPS Employee Bank Short Name value is corresponds to one of the bank short names, registered in WPS (case 19

20 insensitive) 74 Employee Account number is not specified Employee Account Number is specified 75 Employee Account number length is not 29 digits Employee Account Number value length is Employee Account number is not a valid IBAN Employee Account Number value contains only alpha-numeric symbols 76 Employee Account number is not a valid IBAN Employee Account Number 2 fist symbols are "QA" 76 Employee Account number is not a valid IBAN Employee Account Number third and fourth symbols - check digits. Validate according MOD97 77 Employee Account number (IBAN) does not match Employee Bank Employee Account Number fifth to eight symbols - check if it is the same as Employee Bank Short Name 78 Salary Frequency length is not 1 character Salary Frequency value length is 1 symbol 79 Invalid Salary Frequency Salary Frequency value is either M or B 80 Number of Working days is not specified Number of Working days is specified 81 The length of Number of Working days value is more than 3 digits 82 Number of Working days should not be negative Number of Working days value length is not more than 3 symbols Number of Working days is the positive 83 Number of Working days value is not a numeric Number of working days value is numeric 84 Net Salary is not specified Net Salary is specified 85 Net Salary value is not a numeric Net salary value is decimal 86 Net Salary value has more than 2 decimal places Net salary value is not more than 2 decimal places 87 Net Salary should not be negative Net salary value is not less than 0 QAR 88 Basic Salary is not specified Basic Salary is specified 89 Basic Salary value is not a numeric Basic salary value is decimal 20

21 90 Basic Salary value has more than 2 decimal places Basic salary value is not more than 2 decimal places 91 Basic Salary should be more than 0 (zero) Basic salary value is more than 0 QAR 92 Extra Hours value is not specified Extra hours is specified 93 Extra Hours value is not a numeric Extra hours value is decimal 94 Extra Hours value is negative Extra Hours value should not be negative 95 Extra Hours value exceeds 999 Extra Hours value should not exceed Extra Income value is not specified Extra Income value is specified 97 Extra Income value is not numeric Extra income value is decimal 98 Extra Income value has more than 2 decimal places Extra income value is not more than 2 decimal places 99 Extra Income value is negative Extra income value is not less than 0 QAR 100 Deductions value is not specified Deductions value is specified 101 Deductions value is not a numeric Deductions value is decimal 102 Deductions value has more than 2 decimal places Deductions value is not more than 2 decimal places 103 Deductions value is negative Deductions value is not less than 0 QAR 104 Payment Type value length is more than 50 symbols Payment type value length is not more than Notes value length is more that 300 symbols Notes value length is not more than SIF presented by the bank has the status specified for the Record 107 SIF presented by the bank shall not have rejection reasons specified for the Record 108 Employer Establishment ID in the file name is not 8 digits SIF presented by the bank shall not have status specified for the Record SIF presented by the bank shall not have rejection reasons specified for the Record Employer EID in the File name should be 8 digits 110 No records found inside SIF file SIF should not be empty 111 Extra Hours value has more than 2 decimal places Extra hours should not have more than 2 decimal places 21

22 112 Notes / Comments field should be double quoted, as it contains special characters 28 SIF status cannot be specified in the SIF Integration Request Message 113 Employee Account number length is more than 29 symbols If the field contains special characters, it should be double quoted SIF status shall not be specified in the SIF, the status should be specified in SIF Integration Reply Employee Account Number value length is below 29 symbols 22

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