Isabel 6 Guide Group #1. How to encode SEPA and Non-SEPA transactions from an ING Belgium (BBRUBEBB) account?

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1 Isabel 6 Guide Group #1 How to encode SEPA and Non-SEPA transactions from an ING Belgium (BBRUBEBB) account? Version

2 Purpose This document describes how to use the Isabel 6 Payment Wizard and Group Payment wizard 1 to encode correct SEPA and Non-SEPA transactions using your ING Belgium (BIC: BBRUBEBB) ordering accounts. This document will specify in detail how each field in the wizard can be used to ensure a correct processing of your transaction without incurring any additional costs. If there are differences between the usage of a field for SEPA and Non-SEPA payments, it will be indicated by the icons shown below. This image indicates that it is a SEPA Payment This image indicates that it is a Non-SEPA Payment The Isabel 6 Payment Wizard will use these same icons to identify the transaction you are encoding as SEPA or Non-SEPA. This icon is visible in the top-right corner of the screen once the Payment Wizard can correctly identify your transaction as SEPA or Non-SEPA. General Recommendations In order to achieve the best possible treatment, ING advises to take the following recommendations in mind when encoding SEPA and Non-SEPA transactions: o Always use the IBAN account format if possible o Always use the BIC if possible Updates from last version The main updates, compared to previous version, are identified by the attention sign in the document. Updated 1 The detailed screenshots in the next pages will explain the Payment Wizard. The differences with the Group of Payment Wizard of Isabel 6 will be described at the end of this document in Appendix I. Page 2 of 27

3 1. Open the Payment Wizard In Isabel 6 ebanking, you can open the Payment wizard by going to the Transactions tab. Then select New > Payment Page 3 of 27

4 2. Fill in the mandatory fields of the first screen 1) Fill in the Originator Alias. This is a drop-down list containing all ordering accounts available in your subscription. Once you select an account, all the other fields will be filled in automatically. If you click on shown. the address and bank details of the selected account will be The account currency must be EURO. If the selected originator account has more than one currencies, the account currency can be selected from a drop-down list. Page 4 of 27

5 2) Fill in the Beneficiary information. Here you can choose between an own account or a beneficiary. For the own account or a pre-defined beneficiary, you can use the Alias, Account Number or Name drop-down lists. If you wish to make a transfer to a new beneficiary, you must fill in all the mandatory fields. Alias: unique identifier for the pre-defined beneficiary or own account Account Country: drop-down list to select the account country of the beneficiary. The default country is Belgium. The account country must be a SEPA Country Account Number (IBAN): account number of the beneficiary. This can be in IBAN, BBAN or Free format. By default the format for the beneficiary account is the IBAN. ING advises to use the IBAN where possible. However, if you do not have the IBAN account format, you can select another account format by clicking the button. This opens a screen showing the available account formats for the account country selected. The IBAN and Local bank account format (BBAN) are formatted to match the country specifications. The account format must be IBAN. All account formats are supported. You must fill in the account number in the correct format field (e.g.if you use the IBAN, you must fill it in in the IBAN field). Page 5 of 27

6 3) Fill in the BIC of the beneficiary account. If you do not know the BIC of the beneficiary account you can search for it using the button. If you do not have and cannot find the BIC, you can also use the name and address of the bank of the beneficiary for Non-SEPA transactions but this will incur payment processing delays and additional costs. The BIC must be specified. You may use either BIC or Bank Name. Using the Bank Name may incur additional costs or even payment rejection is insufficient information is available for payment execution. The Clearing Code is not supported. 4) Fill in the Name and address of the beneficiary. The name of the beneficiary is mandatory. The address information is optional but we advise it to be used if possible. To be able to fill in the full address details click on the expand the address field. button. This will Page 6 of 27

7 In case you introduced a new counterparty you also have here the option to save this new beneficiary as well as the default amount, currency and message. 5) Fill in the Amount and currency of the transaction. The transaction currency is Euro by default. The transaction currency must be EUR. Following transaction currencies are supported by ING Belgium: AED, AUD, BGN, BWP, CAD, CHF, CZK, DKK, EUR, GBP, HKD, HRK, HUF, IDR, ILS, INR, ISK, JPY, KES, KRW, KWD, LTL, LVL, MAD, MXN, NOK, NZD, PLN, RON, RUB, SAR, SEK, SGD, THB, TND, TRY, USD, ZAR 2. If you wish to make a transfer in a different currency, please contact your ING account manager. 6) In the Execution date, the date of today is filled in automatically. If you will not send your payments the same day that you encode them, please make sure that you modify the date to that of sending the file to the bank as the execution date. This will ensure that your transactions are executed automatically and without extra costs. Single debit: execution date maximum 1 year in the future. Global debit: execution date maximum 6 months in the future. 7) Fill in the message to the beneficiary. This is an optional field to introduce the message your beneficiary will view on his account statement. Even though this field is not mandatory, we advise you to always fill in this field to ensure the purpose of your transfer can retrieved in your account statements. If you use the message to the beneficiary, you cannot introduce a structured message. This message is limited to 4 times 35 characters. To expand it to these 4 lines, click on the option. 2 You can find the list of all currency codes and their full name in Appendix III at the end of this document. Page 7 of 27

8 8) Fill in the structured message. This is an optional field to introduce a Belgian style structured communication to your beneficiary. This structured message is used for automatic reconciliation of your account information. If you use the structured message, you cannot introduce a message to the beneficiary. This field is only available when the beneficiary account country is Belgium. 9) Fill in the Customer reference (End to End identifier) to uniquely identify your transfer. Isabel by default fills up this field for you with a string composed of a date & time stamp, sequence number and "ISABEL" (e.g ISABEL). You are free to change this to match your internal accounting references. This reference is passed on from you as originator through all stages of the payment and delivered integrally to the beneficiary. Only the first 16 characters of this reference can be used and must be unique within these 16 characters. This reference will be present in your account statement to uniquely identify each individual transfer but will not be passed on to your beneficiary. Page 8 of 27

9 3. Proceed to the second screen (Define additional payment data) In this screen you will be able to adapt the additional payment data related to the transfer you just encoded. These options include the reason for payment (Category Purpose) and urgency. Which options are displayed here, depends on the type of transfer you encoded in the first screen. We will indicate for each field if they are available for SEPA and Non-SEPA payments. o SEPA Fields Updated o Non-SEPA Fields Updated Page 9 of 27

10 1) Select the Reason of payment of the transaction to specify what type of transfer you have encoded. Depending on the type of transfer you select here, specific treatment may be performed by ING. Updated Select the reason 02-Salary to indicate that this payment is a salary transfer. This transfer will be executed by default with a high priority at ING Belgium. Select the reason 09-Intra-company transfer to indicate that this payment is an Intra-company transfer. If you use Intra-company mandates in your company, these will only be verified if you select this reason here for your Intra-company transactions. Select the reason 11-Treasury to indicate that this payment is a treasury transfer. This transfer will be executed with high priority via TARGET2. If you select the following reason of payment, the transfer will be executed with same day value and might incur additional costs: o 14-Cash management transfer o 15-Trade settlement o 17-Hedging operation o 19-Loan o 20-Securities o 22-Trade All other reasons of payment do not trigger any specific processing. Page 10 of 27

11 Updated Select the reason 09-Intra-company transfer to indicate that this payment is an Intra-company transfer. If you use Intra-company mandates in your company, these will only be verified if you select this reason here for your Intra-company transactions and the transfer will be executed by default with same day value. Select the reason 11-Treasury to indicate that this payment is a treasury transfer. This transfer will be executed with high priority via the Real Time Gross Settlement system (if available). If you select the following reason of payment, the transfer will be executed with same day value and might incur additional costs: o 14-Cash management transfer o 15-Trade settlement o 17-Hedging operation o 19-Loan o 20-Securities o 22-Trade All other reasons of payment do not trigger any specific processing. 2) Select the Cost attribution for your transaction. Here you can specify how you would like to settle the costs for the transaction. The options which are presented here are subject to legal requirements such as the PSD rules. This field is not available for a SEPA payment. SEPA transactions always have shared costs. If your transfer falls within the parameters defined in the PSD rules, the costs are Shared by default, except when it concerns a currency conversion (e.g. the transaction currency is not the same as the ordering account currency). In this case you can choose between Shared charges and All charges to the principal. If your transfers falls outside of the parameters defined in the PSD rules, you have all three options with regards to the cost attribution. 3) Select the Cost account and Cost account Currency to debit the charges for your transaction. This field is filled by default with your ordering account and ordering account currency. The currency field only appears if the cost account selected has multiple currencies. Page 11 of 27

12 This field is not available for a SEPA payment. If you wish to debit your payments costs from another account or in another currency, you are able to select here any ordering account (and optionally currency) at ING Belgium that is present in your Isabel 6 subscription. Selecting a cost account and/or currency different than the ordering account and currency of the payment will override any setups you have at ING for debiting your charges from a specific account. 4) Define the Payment Modality for the transaction. Here you have the option to indicate if you wish to pay the exact amount in the transfer currency or an equivalent of the amount in the ordering account currency. This option only appears if the ordering account currency is different from the transaction currency (=currency conversion operation). This field is not available for a SEPA payment. SEPA transactions do not offer the possibility of mixing currencies. This field is supported as long as both currencies are in the following list of currencies supported by ING Belgium: AED, AUD, BGN, BWP, CAD, CHF, CZK, DKK, EUR, GBP, HKD, HRK, HUF, IDR, ILS, INR, ISK, JPY, KES, KRW, KWD, LTL, LVL, MAD, MXN, NOK, NZD, PLN, RON, RUB, SAR, SEK, SGD, THB, TND, TRY, USD, ZAR 3. If you wish to make a transfer in a different currency, please contact your ING account manager. 5) Specify the Exchange Method for the transaction. This offers the option to indicate a Foreign Exchange Contract Identification for your currency conversion operation. This option only appears if the ordering account currency is different from the transaction currency. 3 You can find the list of all currency codes and their full name in Appendix III at the end of this document. Page 12 of 27

13 This field is not available for a SEPA payment. SEPA transactions do not offer the possibility of mixing currencies. This option is not supported by ING Belgium. If you use this option, the information entered here will be ignored. If you wish to indicate a FX contract id in your payment, you must fill this in in the message to the ordering party bank. 6) Fill in the Message to ordering party bank of the transaction. This field offers you the option to introduce a message to the ordering bank, in this case ING Belgium. This field can be used to enter a FX (foreign exchange) contract id or a code word you have agreed with ING Belgium. Entering information in this field will, with the exception of recognized code words, potentially cause a processing delay and incur additional costs for your payment. This field is not available for a SEPA payment. It is not possible to enter a message to the ordering party bank in a SEPA payment. Updated Only the first 70 characters of the message will be taken into account. Ensure that any code word or FX contract id you enter in this field is within the first 70 positions. 7) Fill in the Intermediary Bank BIC Code of the transaction. In case you require having your payment processed via an intermediary bank, you can enter or select the Intermediary Bank BIC in this field. If you do not know the BIC of the intermediary bank, you can search for it using the button. This field is not available for a SEPA payment. It is not possible to use an intermediary bank in a SEPA payment. Page 13 of 27

14 This field is supported for a Non-SEPA Payment. Updated 8) To fill in the Message to beneficiary bank, you may: Select one of the options below in the dropdown list: And /or add a free text message of your choice. This field is not available for a SEPA payment. This field is currently not supported for a Non-SEPA Payment. 9) Indicate the Priority of the transaction. Selecting this option will ensure that your payments are processed urgently. Updated For SEPA payments with Reason of payment 02-Salary or 09-Intracompany you do not need to select the option High Priority. These transfers are processed urgently by default at ING Belgium. For the reason of payment 11-Treasury, the transfer will be executed by default with high priority via TARGET2. Therefore, checking the High Priority box won t have any additional effect. For the following reason of payment, the transfer will, by default, be executed with same day value and might incur additional costs. Therefore, checking the High Priority box won t have any additional effect. o 14-Cash management transfer o 15-Trade settlement o 17-Hedging operation o 19-Loan o 20-Securities o 22-Trade Page 14 of 27

15 Updated For Non-SEPA payments with Reason of payment 09-Intra-company you do not need to select the option High Priority. These transfers are processed urgently by default at ING Belgium. For the reason of payment 11-Treasury, the transfer will be executed by default with high priority via the Real Time Gross Settlement system (if available). Therefore, checking the High Priority box won t have any additional effect. For the following reason of payment, the transfer will, by default, be executed with same day value. Therefore, checking the High Priority box won t have any additional effect. o 14-Cash management transfer o 15-Trade settlement o 17-Hedging operation o 19-Loan o 20-Securities o 22-Trade If you select High Priority, the payment file will be indicated with a Transactions Area. in the Page 15 of 27

16 4. Set advanced processing options and save your payments By clicking on the 3 rd section of the Payment Wizard screen, the Advanced processing options, a window opens where you are able to set a number parameters for your payment as well as change the name of the file as it appears in the Transactions Area. Here you can also invite signers to sign your file. You only need to use this screen if you wish to invite additional signers or you want to change the name of the payment file so it is easier to be found in the Transactions Area. If you have no need for this, you have a number of options in each section of the Payment Wizard screens to continue with your work. You can click on: Next transaction to commence encoding your next payment. Finish to save your payment and return to the Transactions Area. Sign to add your signature to the payment file. Send to send the payment file to ING. Isabel will ask you to sign the file before sending it. Cancel to stop the wizard and discard the payment you just encoded. Page 16 of 27

17 5. Signing your payments After you have finished encoding your payments, you will be directed back to the Transactions area where you will find all your payments. Select the payments you wish to send to ING and click on Send if only your signature is needed to authorize these payments. Click on Sign if another signature is required to authorize them. You will be presented with the Signing pop-up containing a short summary of the content of the to-be-signed files. Insert you Isabel 6 smartcard into the card reader and enter your password to sign these files. Page 17 of 27

18 After the sign process is finished, you will be required to remove your Isabel 6 smartcard from the card reader. This will finalize the signing process and return you to the Transactions area. If you pressed Send, your files are being sent to ING and can be tracked in the Sent Transactions area. If you selected Sign, you will find your files in the Transaction area with an indication if they are sufficiently signed. Transaction to be signed. No signature has been added to this payment file. Transaction sufficiently signed. Isabel has added your signature and verified that the mandates are sufficient to execute the transfer. This file is ready to be sent to ING where a final verification of the mandates will be done. Transaction insufficiently signed. Isabel has added your signature and verified that the mandates are not sufficient to execute the transfer. At least one additional signature is required to have this transfer executed. Page 18 of 27

19 6. Sending your payments Once you have sent your payment files to ING, they will be moved to the Sent Transactions Area. Here you will be able to follow the status of the payment files and verify if they were correctly received and processed by ING. You can track the status of your payment file by the Action Icon. Following icons exist: The file is sent to ING but its receipt has not yet been confirmed by ING. This is the first status that is assigned to a sent transaction and should change in a number of minutes. The file was sent to ING but did not get delivered. You will have to recreate the payment(s) in this file and send them to ING. The file was sent to ING and its receipt was confirmed by ING. The payment(s) in the file are being verified by ING. They are not yet executed. The transaction(s) in your file are being carried out by ING. You have received feedback from ING that there was an issue with your payment file. The payment(s) in this file are not carried out. You may see a detailed description of the error in the transaction details or obtain additional information by contacting the ING Helpdesk. Page 19 of 27

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21 Appendix I: How to use the Group of Payments Wizard. If you want to encode multiple SEPA and/or Non-SEPA transactions are the same time or you wish to encode transactions for which you want to have one global debit on your account statement, you can use the Group of payments Wizard in Isabel 6. You can access the wizard in the Transactions area by clicking the link in the menu on the left-hand side. The wizard is divided in 3 big sections: Created Group (0): Here you can see an overview of all groups that were created in this session. Payment Data: The standard fields with regards to your payment. These are exactly the same as for the Payment Wizard (as explained previously in this document). Define additional payment data: The extra payment data fields which are based on the type of transfer encoded in the Payment Data screen. These are exactly the same as for the Payment Wizard (as explained previously in this document). Page 21 of 27

22 Once you have encoded a payment, you can click on Next transaction to commence encoding your next payment. The Group of payments Wizard will automatically create a new group or assign your payment to an existing group based upon the content of a number of fields such as: what ordering account is used whether your payment is SEPA or Non-SEPA whether your payment is high priority or not The total number of groups created since you opened the Group of payments Wizard is indicated in the top section of the screen. When you click on the Created Groups (0) bar, you will see an overview of all payments you encoded, divided in groups by Isabel according to the content of each file. You can expand each group to verify the individual transactions. Page 22 of 27

23 In this overview you can manage both groups as individual transactions: You can edit a single transaction by clicking the icon behind an individual transaction. You can delete an individual transaction by clicking the icon. You can modify the amount and message to beneficiary for every transaction in a group by clicking the icon. You can indicate if you want a global debit by ticking the option. You can modify the group attributes by clicking the icon behind a group. This will open a screen where you are able to adapt a number of settings for each transaction in the selected group. These include: Ordering account number Ordering account currency (if more than one currency) Execution date Reason of payment Priority Message to beneficiary You can set the advanced processing options for the group by clicking the icon behind a group. This will open a screen where you are able to adapt the processing settings for the selected group or invite signers. Page 23 of 27

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25 Appendix II: How to differentiate SEPA vs. Non-SEPA file uploads. Updated To differentiate whether your file upload will generate SEPA or Non-SEPA payments, you can use the Transactions area. 1. First, the uploaded files will be included in the list of transactions awaiting for signature. To access the View transaction details screen, click on the uploaded file that you would like to verify 2. In the View transaction details screen, the field Transaction type identify whether the whole batch is considered as a SEPA or Non-SEPA payments. o SEPA example o Non-SEPA example Page 25 of 27

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27 Appendix III: List of available transfer currencies for ING Belgium ordering accounts. Code AED AUD BGN BWP CAD CHF CZK DKK EUR GBP HKD HRK HUF IDR ILS INR ISK JPY KES KRW KWD LTL LVL MAD MXN NOK NZD PLN RON RUB SAR SEK SGD THB TND TRY USD ZAR Currency Name United Arab Emirates dirham Australian dollar Bulgarian lev Botswana pula Canadian Dollar Swiss franc Czech koruna Danish krone Euro British pound Hong Kong dollar Croatian kuna Hungarian forint Indonesian rupiah Israeli new shekel Indian rupee Icelandic króna Japanese yen Kenyan shilling South Korean won Kuwaiti dinar Lithuanian litas Latvian lats Moroccan dirham Mexican peso Norwegian krone New Zealand dollar Polish złoty Romanian leu Russian ruble Saudi riyal Swedish krona Singapore dollar Thai baht Tunisian dinar Turkish lira United States dollar South African rand Page 27 of 27