10 Step Guide to Getting Started with BOI Business On Line Business On Line Republic of Ireland Bulk File Guide Jan 2014 (Draft 3-20.Nov.13) This Document is published by Bank of Ireland, and both it, and its contents, are the property of Bank of Ireland. Page 1 of 9 This document may not be reproduced or further distributed, in whole or in part, without the express written permission of Bank of Ireland. January 2014
What is Bulk File? Bulk File is an electronic, domestic based value payments system. It is a secure and reliable alternative to paper based payments, is extremely cost-efficient and can be used in Ireland or the UK (BACS). Bulk File can be used to pay staff (Direct Pay) or creditors (Direct Credit).. Bulk File delivers your payment to your employee or vendor's account directly. It operates with a simultaneous debit and credit so that you do not experience any loss of float i.e. the funds are debited from your account at the same time the credit is applied to the beneficiaries accounts. The benefits of Bulk File include: - It is quicker to process than standard payments - It is cheaper than standard payments - It ensures funds are received by all payees on the same date i.e. staff all receive wages on same day regardless of which financial institution they bank with. This Bulk File guide comprises of: 1. How to Set up Bulk File (Administrator) 1.1 Retrieving File ID 1.2 Assigning Bulk File Authorisation to Users 2. How to Use Bulk File 2.1 Creating a Group of Beneficiaries i.e. Payroll 2.2 Sending and Authorising a Bulk file 2.3 Printing a Detail Report 2.4 Help Electronic Funds Transfer Quick Start Guide 1.1 Retrieving File ID 1. Log onto www.boi-bol.com 2. Enter Username (Administrator Id) and Part 1 password and Part 2 password 3. Select the Admin icon (This is located in the top right hand corner, beside Exit) 4. Select Authorisation 5. Select Authorisation Limits 6. Select Add - A dialog box will appear
7. Select the relevant file type (Direct Pay/Credit/) from the drop down list 8. Select Retrieve File ID s 9. Chose the minimum number of authorisers required to authorise an File by selecting 1 or 2 from the drop down list. Please note if you select 2, both Authorisers are needed to approve every file 10. Select OK. The information will now be in the table on the main screen Note: If you have more than one File you will need to repeat steps 6 to 10 for each file. 11. Select Save 12. A dialog box will appear, prompting you to accept this change in the CUA Audit Log 1.1.1 Accepting the Change 1. Select the Admin icon (This is located in the top right hand corner, beside Exit) 2. Select CUA Audit Log 3. Click the blue Apply Filter box 4. Click the action/line with the status Pending 5. Click Accept and status will change from Pending to Completed
1. How to set up EFT/ BACS (Administrator) 1.2 Assigning Bulk File Authorisation to Users 1. Select the Admin icon (This is located in the top right hand corner, beside Exit) 2. Select Authorisation 3. Select Authorisers 4. Select a User from the drop down list. Click Retrieve 5. For Direct Credit Authoriser, select Yes if you would like the User to be able to authorise Direct Credit Files 6. For Payroll Authoriser, select Yes, if you would like the User to be able authorise Direct Pay Files 7. For Beneficiary Authoriser, select Yes if you would like the User to be able to authorise Beneficiary details 8. Click Save 9. A dialog box will appear, prompting you to accept this change in the CUA Audit Log 1.2.1 Accepting the Change 1. Select the Admin icon (This is located in the top right hand corner, beside Exit) 2. Select CUA Audit Log 3. Click the blue Apply Filter box 4. Click the action/line with the status Pending 5. Click Accept and status will change from Pending to Completed 2.1 Creating a Group of Beneficiaries i.e. Payroll 1. Log on to Business On Line using User ID and User password 2. Select the Payments icon (located at the top of the screen header) 3. Select Maintain Beneficiary 4. Select Bulk File Group 5. Select Add to Group 6. Choose the relevant Instruction Type (Direct Pay/Credit/) from the drop down list 7. Click on Retrieve. Your 6 digit File ID appears (as per correspondence received) 8. You now need to name this group eg. weekly wages
9. Click Add New Beneficiary 10. Enter the beneficiary details in the box provided - Payer s Reference is the text that should appear on the statement of the beneficiaries account 11. Click Add Beneficiary Note: Repeat steps 9 11 as required until all beneficiaries have been added to the Payroll. 12. Click Save to Group. A Dialog box should appear stating beneficiaries successfully added to the group. 13. Click OK 14. Click on Go To Authorise (located next to Save to Group) 15. Select the beneficiaries you wish to authorise (status will be PENDAUTH) 16. Click Authorise 17. Enter User password and click Authorise ( Please note User password and not Digital Certificate password) 2. How to Use EFT
2.1.1 To Edit a Beneficiary from the Group 1. Select the Payments icon (located at the top of the screen header) 2. Select Maintain Beneficiary 3. Select Bulk File Group 4. Select Edit Existing 5. Select Instruction Type from the drop down list 6. Click Apply 7. Highlight the relevant group and click on View Beneficiaries 8. Highlight the relevant beneficiary you wish to edit 9. Click on the View/Edit details 10. Input new details as required and click Amend 11. Select Authorise Note: Any beneficiaries whose details are edited must be re-authorised by clicking on the Authorise button. 2.1.2 To Delete a Beneficiary from the Group 1. Select the Payments icon (located at the top of the screen) 2. Select Maintain Beneficiary 3. Select Bulk File Group 4. Select Edit Existing 5. Select Instruction Type from the drop down list 6. Click Apply 7. Highlight the relevant group and click on View Beneficiaries 8. Highlight the relevant beneficiary you wish to Delete 9. Click Delete 2.2 Sending and Authorising a Bulk File 1. Select the Payments icon (located at the top of the screen header) 2. Select Bulk Payments File 3. Select Create Payment (For Conversion)
4. Select EFT/ BACS Type (Direct Pay/Credit) from the drop down list 5. Click Show Groups 6. Select Group from the second drop down list (as indicated above) 7. Click Apply - The account detail fields will automatically populate 8. Enter a Processing Date in the required field. This is the day before the funds are to be credited to the employees account. 9. The Payment Date field will be automatically populated with the next working day Note: The file must be submitted before 3.30 pm on the processing day for next day payment 10. Enter the Amount required (For Direct Credit/ Direct Pay this is the amount paid to each Beneficiary. 11. Click Update Group Total. ( Please note this needs to be within your chosen file limit) 12. Click Save 13. A dialog box will appear, informing you of the Instruction Number for the File. Please take note of this number. This number is needed to print a report of the File. It is also used to find the file at a later date 14. Click Authorise Instruction Note: If you are future dating a payment you will be required to enter your Digital Cert Password and click OK
2.2.1 Authorising a Bulk File 1. Select the Payments icon (located at the top of the screen) 2. Select Warehoused Instructions 3. Select Find Instruction 4. Enter the Instruction Number in the required field 5. Click Apply 6. Highlight the Bulk File to be authorised by clicking on the row 7. Click Authorise Instruction 8. Enter your Digital Cert Password and click OK 2.3 Printing a Bulk File Detail Report 1. Select the Reporting icon (located at the top of the screen) 2. Select Payments 3. To print a detailed report, listing all beneficiaries paid in a particular file, select EFT/BACS Detail Report.To print a summary of the files paid between certain dates, select EFT/BACS Summary 2.3.1 Bulk File Detail Report 1. Enter the Instruction number for the File. 2. Click Report 3. The report will open in a separate window 4. Click on File, located on the top left-hand corner of the window 5. Click Print 2.3.2 EFT/ BACS Summary 1. Enter a From and To date 2. Click Report 3. The report will open in a separate window 4. Click on File, located on the top left-hand corner of the window 5. Click Print
2.4 Help 1. There is a Help and Support option on the Business on Line homepage under the More Information header. Click on this for: - Solutions for Everyday Use of Business Online - Cut Off times - Amending details - Password Guide 2. You can also phone/email our Helpdesk if you have a specific query or difficulty. Helpdesk: ROI: 1890 818 265 NI: 0845 3098123 UK: 0845 309 8124 International: 00353 1 4606 445 Email: business.online@boimail.com