Creating an XML SDD B2B file from a.csv file in Telelink6. Version March ing.be/sepa

Transcription

1 Financial Supply Chain SEPA Creating an XML SDD B2B file from a.csv file in Telelink6 Version March 2014 ing.be/sepa

2 1. INTRODUCTION 3 2. HOW TO CREATE A NEW XML SDD B2B FILE IN TELELINK6 FROM A.CSV FILE Run the Telelink6 application Import the standard UDF User-Defined Format mapping in the Telelink6 application Create a.csv file Upload the.csv file Standard UDF (User-Defined Format) available for mapping (Creation of the XML file) Generate an XML file and validate the XML file (Febelfin Guidelines) APPENDIX 13

3 1. Introduction This document provides temporary guidance to help you create an XML SEPA file from an existing.csv file using Telelink6 - via User-Defined Format (UDF) when you want to collect SEPA Direct Debits (SDD) B2B. There are some prerequisites in order to use this manual. You need to: download and have access as an administrator to the latest Telelink6 application ( and to Isabel 6; use SEPA Direct Debit B2B mandates only (not intended to Core mandates); create one of the two kinds of SEPA Direct Debits B2B: - First collection on a mandate - Recurrent collection on a mandate have an account structure with IBAN/BIC; create transaction information in.csv format (see appendix); limit files to a maximum of transactions per.csv file. The screens may differ slightly according to the language you have selected. For more information, please consult your ING advisor. User guide Telelink Creating an XML SDD B2B from a CSV file 3

4 2. How to create a new XML SDD B2B file in Telelink6 from a.csv file In order to create a fully SEPA compliant XML SDD B2B file in the Telelink6 application, you need to go through 6 different steps: Run the Telelink6 application Import the standard UDF User-Defined Format mapping in your Telelink6 application Create the.csv file Upload the.csv file Upload the Standard UDF (User-Defined Format) mapping file Generate an XML file and validate the XML file (see Febelfin Guidelines) 2.1. Run the Telelink6 application Once the Telelink6 application is running on your computer (see prerequisites), go to the application to import the standard UDF mapping file explained in step Import the standard UDF mapping in your Telelink6 application The first step is to upload the standard UDF User-Defined Format mapping into your Telelink6 application. The required.udf files are available upon request to your ING contact. In order to do the mapping, go to the Control Panel tab at the bottom in the menu section on the left of the screen: 1) Click on Control Panel 2) Click on ok You will see a pop-up message appearing, saying that Modifying the settings can harm the stability and proper functioning of the application. Click on OK. User guide Telelink Creating an XML SDD B2B from a CSV file 4

5 Then, in the Control Panel, select the tab User-defined formats just under the main tab Advanced. When you are there, click on load from disk. The goal of this operation will be to go and get your UDF mapping file, which is saved on your disk, to map it into Telelink6. Select the UDF mapping file you want to import into your Telelink6 application. At this stage, you can choose which kind of document to select. The example shown above in the screenshot can be, for example B2B_frst. Another possibility would be B2B_RCUR. B2B First is used when a direct debit is sent for the first time to your non-consumer client (first collection of a series of SEPA direct debits). B2B Recurrent is used when you send recurrent instructions of SEPA Direct Debit B2B after having sent a First instruction to your non-consumer client. Then click on Open and your UDF mapping file will be imported in Telelink6. User guide Telelink Creating an XML SDD B2B from a CSV file 5

6 See the example below where the different formats are imported in the Telelink6 application: See the example bellow where the different formats are imported in the Telelink6 application: Repeat the above steps to upload all the UDF mapping files you require for your operations. At the end of this step, you should have all your UDF mapping files imported in the application. This upload of UDF files into Telelink6 has to be done only once. The UDF file will remain into the application. The next step will be the creation of the.csv file Create a.csv file Templates of empty.csv files and templates of.csv data files are available on request (see appendix). The.CSV file should not contain more than transactions. If you have more than transactions, you have to split your transactions into different.csv files. Your.CSV file can be created by your ERP, accounting system or manually. In any case pay attention to the regional settings, the separator must be ;. Also be aware of the fact that numbers are truncated when saving a.csv file in Excel. It is always wise to open the.csv file in notepad. Your CSV file must meet the specifications as shown in the examples hereunder. The selected file must have this format (see example under next bullet). It means that in the format of the.csv file all data must be filled in the correct columns of the.csv file. As well as for First than for Recurrent format: As shown in this example, a sequence type First is used when the SEPA Direct Debit is sent to your client for the first time (first collection of a series of Direct Debit instructions). Recurrent as shown in this example is used when you have already sent a SEPA Direct Debit to your client. Column A to M must be correctly filled in as follows: User guide Telelink Creating an XML SDD B2B from a CSV file 6

7 Important Remarks: Note that some fields that are present in the XML file are already prefilled for you in Telelink6 so that you don t need to mention them in the.csv file. It is also good to remember that you can always change the data directly in Telelink6 after the upload of your.csv file. However this could have an impact if a field is not properly completed. All fields in the.csv file need to be filled out. Note also that if you exceed the number of characters defined in the Febelfin guidelines, the info will be truncated. For example, for the pivote date, you will have the day date in Telelink6 by default. If you change this date, your XML SDD B2B file will be split up into different files. Fields in the CSV file: This subsection explains the different fields of the.csv file (named as in Telelink6) compared to the terminology used by Febelfin: COLUMN NAME FEBELFIN TERMINOLOGY (TAG) UNIQUE FOR ENTIRE FILE? A Pivote date Requested Collection Date Yes B Amount Instructed Amount No C Communication 1 (Communication) No D Communication 2 (Communication) No E Mandate reference Mandate Identification No F Name Debtor No G Address (Address) No H Postal code (Postal code) No I Town (Town) No J BIC Debtor agent (BIC) No K Mandate date Date of signature No L Counter party account Debtor account No M Principal account Creditor account Yes N Creditor ID Creditor Scheme ID Yes User guide Telelink Creating an XML SDD B2B from a CSV file 7

8 2.4. Upload the.csv file Once the Telelink6 application is running on your computer (see prerequisites), go to the Transactions area, click on collections. There, click on European Direct Debit module for SEPA Direct Debit: After your.csv file is created according to the specifications (see appendix), click on import to upload your.csv file: When you reach the import wizard screen, you can click on add to retrieve your.csv file. User guide Telelink Creating an XML SDD B2B from a CSV file 8

9 After completing these steps, you will get an overview of all the.csv files already uploaded. Then, you will use the wizard tool from Telelink6 to convert your.csv file to an XML file (the UDF standard including mapping). Select your.csv file and click on open. User guide Telelink Creating an XML SDD B2B from a CSV file 9

10 When your file is selected, you can see the path shown on the pop-up screen. There, you can click on Next : 2.5. Standard UDF (User-Defined Format) available for mapping (creation of the XML file) When you reach the following screen, you will make the matching between the UDF mapping file (import explained in point 2.2) and the.csv file (upload explained in point 2.4). As you have clicked on next in the previous screen, you will now reach the screen below that regroups all the UDF mapping files you had previously imported (see point 2.2). User guide Telelink Creating an XML SDD B2B from a CSV file 10

11 After you have selected the UDF mapping file you want to use, click on Next. The system will: import your.csv file verify the format convert the.csv file with a mapping system (link made from the UDF mapping file: see appendix) to the XML SDD B2B file. When the progress bar in the import wizard reaches 100%, the conversion is completed. When this is done, you can click on Next : The screen shown below indicates that you have reached the end of the upload process. Be careful to fill your company name in the field Name. This step is important because by default the field is blank and your file will be rejected if you leave it blank. Then click on Finish : User guide Telelink Creating an XML SDD B2B from a CSV file 11

12 2.6. Generate an XML file and validate the XML file (Febelfin Guidelines) The two last screens are closing screens showing that you have created an XML Direct Debit B2B file. Please click ok to finish; your file is now ready to be sent via Isabel 6. At the end of the process, your XML SDD B2B file is ready to follow SEPA Direct Debit regulation. Important Remarks: We advise you not to encode your SEPA Direct Debits (FIRST or RECURRENT) in different channels, in order to assure a smooth execution of payments instructions. User guide Telelink Creating an XML SDD B2B from a CSV file 12

13 3. Appendix The required.csv and.udf files are available upon simple request to your regular ING contact. B2B Empty file CSV containing data UDF mapping First Empty Frst file used for First Direct Debit (first collection of a series of Direct Debit instructions) Frst file with example data used for First Direct Debit First UDF mapping Recurrent Empty Rcur file used for Recurrent Direct Debit Rcur file with example data used for Recurrent Direct Debit Recurrent UDF mapping User guide Telelink Creating an XML SDD B2B from a CSV file 13

14 ING Belgium SA/nv Bank Registered Office: Marnixlaan 24, B-1000 Brussels Brussels RPM/RPR VAT BE IBAN: BE Publisher: Inge Ampe Cours Saint-Michel 60, B-1040 Brussels Editing Team & Graphic Studio Marketing ING Belgium E 03/14