User Guide for Payroll Service (APS+)

Transcription

1 User Guide for Payroll Service (APS+) Sept 2015 No part of this document may be reproduced, stored in a retrieval system of transmitted in any form or by any means, electronic, mechanical, chemical, photocopy, recording or otherwise without prior written permission of: Malayan Banking Berhad Virtual Banking 1 Ang Mo Kio Street 64, Maybank Center, Page 1 of 30

2 Table of Contents Contents 1. First Time login to Maybank Business Internet Banking File Submission for Payroll (APS +) 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 Submission of text file via APS+ Service How to Create Step 1 Go to New Submission under APS+ Services Step 2 Upload File Step 3 Confirm Transaction with One-Time Password Step 4 Check Status after Creation How to Approve Step 1 Find the Transaction to Approve Step 2 Approve the Transaction Step 3 Approve with OTP Step 4 Check status after Approval Checking of Transaction and Status Stop Payment Troubleshooting Page 2 of 30

3 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 1.2 Launch the Internet Browser and type in Check the top menu bars and click on and you will see the screen on First Time Login / Sign Up for Maybank Online Banking Page 3 of 30

4 1.3 Review the Terms and Conditions, then click to move to next screen. 1.4 Under Credential, select Access ID Enter your Access ID & PIN Page 4 of 30

5 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. 1.6 Once your Username and Password are confirmed, you will be promoted to activate your Security Token. Click on the link to activate your Security Token. When prompted, enter the 10-digit Serial number found on the back of the New Security Token. Page 5 of 30

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7 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. Remove comma from Name column e.g. Tan Ah Lian Sam instead of Tan Ah Lian, Sam 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 Remove comma (,)from all cells in [Name] column e.g. put as Tan Ah Lian Sam instead of Tan Ah Lian, Sam. Page 7 of 30

8 Step 2 Save the file as CSV format Save the file as a CSV (Comma Delimited) file format from the Save as type dropdown list. E.g. 23Marchsalary.csv. You may choose another filename for your data file. The file name of the CSV file can only have a maximum of 20 characters, including the extension.csv. Page 8 of 30

9 You will notice that the filename will appear on the tab ensuring that you have already converted the Excel file into a CSV format. Check if entering A/C No. that if the account number starts with zero, this is captured Page 9 of 30

10 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. The Notepad file will look something like this: Page 10 of 30

11 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]. Now, you re ready to login to Business Internet Banking (BIB) and upload your text file. Page 11 of 30

12 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 Upon logging in the secured site, check the top menu bars and click on Page 12 of 30

13 Click on at the Left menu. Click on Page 13 of 30

14 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. The filename in Payment Type can be used once within a calendar month. E.g. if [Payment Type] Salary1 has been used 5 June, it cannot be used again in 25 June. Page 14 of 30

15 Click on to pull the file for submission from the hard disk. Page 15 of 30

16 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. Note: If there is an error found in the uploaded data file, the screen below will appear showing the record number and the error message. Check and correct the mistakes in the record(s) and then save the data file. Repeat Step 2 Upload File. Page 16 of 30

17 Upon completion of the File validation, click on the button to proceed with the submission. Page 17 of 30

18 The next screen will show you the summary and details of the text file you have uploaded. If you are OK with the details, click the button to proceed with the next screen (OTP page). Page 18 of 30

19 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. Click to complete the Creation. Page 19 of 30

20 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 the Creation part will also be the Approval part if the submission is done by an Authorised User with Approval function. Page 20 of 30

21 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. At homepage, you simply need to go to the tab in the top menu bar. Page 21 of 30

22 Once inside the Transaction Approval page, select Transaction Category in the dropdown list. Click the button to proceed. as Page 22 of 30

23 Step 2 Approve the transaction On the next screen, you will see a list of transactions pending for Approval. Select the transaction that needs to be approved then click the button to proceed. Page 23 of 30

24 Step 3 Approve with OTP The next screen will require the Approver s OTP to proceed with the approval of the submitted APS+ file. You can review the details of the APS+ file by clicking on the button. After keying in the OTP, click on the button to proceed with the approval. Page 24 of 30

25 Here s a sample screen if you click on the file by clicking on the button. button. You have an option to print the details of the text Page 25 of 30

26 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. After the successful submission of APS+ file, you can monitor the status of the text file by clicking on the hyperlink in the final screen. Page 26 of 30

27 2 Checking of Transaction and Status In order to enquire the status of the submitted APS+ text file, go to the APS+ Services. To view further details on a particular file, click on the hyperlink in the hyperlink under column. Here are the different possible statuses of an uploaded APS+ file: Status Pending Expired Cancelled Batch Stopped Validation Completed Data Uploaded Batch Rejected Description Text file is still Pending for approval. Text file has not been approved before the cut-off time. Text file has been cancelled by an Approver. Text file has been stopped by the company. Text file has been completely approved by all required signatories. Text file has been acknowledged by backend for processing. Text file has been rejected by backend for processing. The final status should be showing as Data Uploaded as end state if sent out the batch successfully. Page 27 of 30

28 3 Stop Payment If you need to stop the submitted APS+ file, click on. You only need to print out the Stop Payment Form and have it signed by your Authorised Signatories. Stop payment will only be accepted if request is done at least 1 Working Day before the batch file s Value Date. Every successfully stopped batch file costs S$50 (service fee), which will be debited in the company s funding account. Page 28 of 30

29 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. Validating Record in Progress Possible File Data / Format Error Encountered Record 1 -aaaaaaaaaa Record 2- bbbbbbbbb Uploading Terminated. Batch Rejected. Please close the browser window and try again 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 Page 29 of 30

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