Financial S upp ly C hai n SEPA Creating an XML SDD CORE file from.csv file in Telelink 6 Version March 2014 ing.be/sepa
1. INTRODUCTION 3 2. HOW TO CREATE A NEW XML SDD CORE FILE IN TELELINK 6 FROM A.CSV FILE 4 2.1. Run the application Telelink 6 4 2.2. Import the standard UDF mapping in your Telelink 6 application 4 2.3. Create a.csv file 6 2.4. Upload the.csv file 8 2.5. Standard UDF (User-Defined Format) available for mapping (creation of the XML file) 10 2.6. Generate an XML file and validate the XML file (Febelfin Guidelines) 12 3. APPENDIX 13
1. Introduction This document provides temporary guidance to help you create an XML SEPA file from an existing.csv file using Telelink 6 - via User-Defined Format (UDF) when you want to collect SEPA Direct Debits (SDD) Core. There are some prerequisites in order to use this manual. You need to: download and have access as an administrator to the latest Telelink 6 application (https://download.ing.be/software/telelink6/install.asp) and to Isabel ; use SEPA Direct Debit Core mandates only (not intended to Business-to-Business (B2B) mandates); create one of the three kinds of SEPA Direct Debits: - Migration file: migrating DOM80 mandates into SDD - First collection on a mandate (without migration) - Recurrent collections on a mandate. have an account structure with IBAN/BIC; create transaction information in.csv format (see appendix); limit files to a maximum of 10.000 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 CORE from a CSV file 3
2. How to create a new XML SDD Core file in Telelink 6 from a.csv file In order to create a fully SEPA compliant XML SDD Core file in the Telelink 6 application, you need to go through 6 different steps: Run the Telelink6 application Import the standard UDF User-Defined Format mapping in your Telelink 6 application Create the.csv file Upload the.csv file Map the Standard UDF User-Defined Format with the.csv file Generate an XML file and validate the XML file (see Febelfin Guidelines) 2.1. Run the Telelink6 application Once the Telelink 6 application is running on your computer (see prerequisites), go to the application to import the standard UDF mapping file explained in step 2.2. 2.2. Import the standard UDF mapping in your Telelink 6 application The first step is to upload the standard UDF User-Defined Format mapping into your Telelink 6 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 menu section on the left of the screen: User guide Telelink Creating an XML SDD CORE from a CSV file 4
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. 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 Telelink 6. 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 Core_frst. Other possibilities would be CORE_RCUR or Core_first_mandatemig documents. Core Frst mandatemig is used for the migration of your existing DOM80 mandate to the new SDD mandate Core First is used when a direct debit is sent for the first time to your client (consumer or non-consumer). Then click on Open and your UDF mapping file will be imported in Telelink 6. User guide Telelink Creating an XML SDD CORE from a CSV file 5
Core Recurrent is used when you send a SEPA Direct Debit Core after having sent a First direct debit to your client (consumer or non-consumer). Then Click on Open and your UDF mapping file will be imported in Telelink 6. See the example below where the different formats are imported in the Telelink 6 application: See the example bellow where the different formats are imported in the Telelink 6 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 Telelink 6 has to be done only once. The UDF files will remain into the application. The next step will be the creation of the.csv file. 2.3. 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 10.000 transactions. If you have more than 10.000 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 ;. Your.CSV file must meet the specifications as shown in the examples hereunder. The selected file can have 2 different formats (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. Take a look at the 2 different formats possible: Migration domiciliation format: This example is used when you make a SEPA Direct Debit for the first time (first collection). This happens when migrating from DOM80 to the SEPA Direct Debit. In this format document, pay attention that you have to mention the old number of DOM80 (column M). Column A to P must be correctly filled in as follows: User guide Telelink Creating an XML SDD CORE from a CSV file 6
Important: Be aware of the fact that numbers are truncated when saving your.csv under Excel. It is always better to open a.csv file in notepad. Important to remember that in 3 cases it is better to start by a letter and avoid special characters or blanks: - Mandate Reference (column E must be 12 or 18 characters long) - Original mandate ID (column M must be 12 characters long) - Original creditor ID (column P must be 11 characters). If you still have a number starting with leading zero, save your.csv file in notepad or in text format otherwise Excel will remove the leading 0. Example: original mandate ID: 000012345678 under Excel will become 12345678 which will block in our system. First or 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 serie of Direct Debits instructions). Recurrent, as shown in this example, is used when you have already sent a SEPA Direct Debit to your client. Column A to N must be correctly filled in as follows: Important Remarks: Note that some fields that are present in the XML are already prefilled for you in Telelink 6 so that you don t need to mention them in the.csv files. It is also important to remember that you can always change the data directly in Telelink 6 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 payment information ID, you will have the day date in Telelink6 by default. If you change this date, your XML SDD file will be split up into different files. Fields in the CSV file: This subsection explains you the different fields of the.csv file (named as in Telelink 6) 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 Original mandate ID Original Mandate ID Yes M or N 1 Principal account Creditor account Yes O Original Creditor ID Original Creditor ID Yes N or P 2 Creditor ID Creditor Scheme ID Yes 1 This depends if you are in the case of migration dom the column will be N. If you are in the case of direct debit, it will be M. 2 This depends if you are in the case of migration dom the column will be P. If you are in the case of direct debit, it will be N. User guide Telelink Creating an XML SDD CORE from a CSV file 7
2.4. Upload the.csv file Once the Telelink 6 application is running on your computer (see prerequisites), go to the Transactions area, click on collections. There, click on the 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 CORE from a CSV file 8
After completing these steps, you will get an overview of all the.csv files already uploaded. Then, you will use the wizard tool from Telelink 6 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 CORE from a CSV file 9
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 do 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 CORE from a CSV file 10
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 core 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 out your company name in the field Name. This step is important because the field is blank by default and your file will be rejected if you leave it blank. Then click on Finish : User guide Telelink Creating an XML SDD CORE from a CSV file 11
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 Core 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 Core file is ready to follow SEPA Direct Debit regulation. Important remark: 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 CORE from a CSV file 12
3. Appendix The required.csv and.udf files are available upon request via your regular ING contact. CORE Empty file CSV containing data UDF mapping First migration Empty migration domiciliation file used for First collection when migrating from DOM80 to SEPA Direct Debit Migration domiciliation file with example data used for First migration Direct Debit First migration domiciliation UDF mapping First Empty Frst file used for First Direct Debit (first collection of a serie 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 CORE from a CSV file 13
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