Batch Payments Guide Batch Payment processing is a function available in Internet Banking that allows members to set up, maintain and process batches of payments. Payment types include internal and external transfers. 1
Contents 1. Batch payments overview...3 2. Email confirmation for batch processing...5 3. Creating a manual batch...6 4. Processing a manual batch...9 5. Updating a manual batch...13 6. Processing a CEMTEX file...15 7. Other batch functions...19 8. FAQs...22 2
1. Batch payments overview Batch Payment processing is a function available in Internet Banking that allows members to set up, maintain and process batches of payments. Payment types include internal and external transfers. Batches can be created manually or by uploading CEMTEX (also referred to as ABA) files that have been generated externally by accounting software. Batch Payments functionality requires Factor2 authentication and payments are included in the Internet Banking daily transaction limits. Batch Payments processing is available to all members that have Internet Banking access and can be accessed from the Transfer/Pay Tab and selecting Business Banking in Internet Banking. The main Batch Payments page displays the batches for accounts for which the member has debit access via Internet Banking. In the case of a joint or signatory account, all members related to the account will be able to view and maintain any batches created for that account using their membership (providing they have Internet Access). The main Batch Payments page displays batch details such as Batch Name, Debit Account, number of transactions in the batch and status of the batch. You can view all batches or select to view Pending, Scheduled or processed by clicking on the appropriate tab. 3
1. Batch payments overview (continued) To delete, view/edit, view history, process or reprocess a failed batch click on the 3 dot icon to the left of the appropriate batch total amount, the available functions will be displayed and you can select the function you require. 4
2. Email confirmation for batch processing Members can nominate to receive email notifications for batch processing from the Internet Banking Notifications page by selecting the Services Tab from the menu at the top of the screen and Notifications from the slide-out menu. If the Business Banking option is ticked, two email notifications will be sent to the nominated email address. Batch Payment Confirmation Advice when the batch is submitted for processing. This email contains details of the batch transactions and the scheduled date of the batch. Batch Processing Status Advice when the batch is processed. This email contains the results of the transactions that were submitted in the batch and the date the batch was processed. Notes 1. Failed batch transactions are listed after all the successful transactions. 2. Batch transactions will fail with reason System Error -1 if the debit account or credit account (for internal transfers) has been closed or the account cannot process debits i.e. status No debits allowed. 5
3. Creating a manual batch To create a manual batch: Click on Create Batch from the main Business Banking page and then select the Manual Batch tab. 1. Select the debit account for the batch payments from the From Account drop down list. 2. Enter the name of the batch in the Batch Name field. 3. Click Create Batch or cancel to return to the main Batch Payments page. Note The preferred debit account set in Settings and General settings is the default debit account for Batch Payments. 6
3. Creating a manual batch (continued) 4. Click on the Add Payment link and then select the type of transfer for the payment i.e. Transfer (Own Accounts Transfer), Member (Another Member Account Transfer), Anyone (External Transfer) from the slide-out list. The corresponding Batch Payments screen will be displayed. 5. Enter the transfer details and click Create Payment. The transfer details will be displayed with a request to confirm adding the payment to the batch. 6. Click Confirm if the details are correct. The confirmation page will be displayed and a Batch Payment Confirmation Advice email will be sent to the nominated email address. If there is an error with the transfer transaction an error will be displayed. 7. Click Edit Payment if you wish to change the details. 7
3. Creating a manual batch (continued) Note A limit of 50 transactions can be added to a manual batch. 8
4. Processing a manual batch Batches can be processed immediately or set to process on a specific date in the future. Future dated batches will process just after midnight on the day they have been scheduled. To process a batch: 1. Select the 3 dot icon button next to the batch, the slide-out menu will appear with options delete, view/edit, history and process 9
4. Processing a manual batch (continued) 2. Select Process for the batch to be processed. 3. Enter the date for the batch. Click Process. Note If the batch has been processed in the last five days a Possible Duplicate Batch message is displayed. To continue processing on the required date click Batch or click Cancel to cancel processing the batch. 10
4. Processing a manual batch (continued) 4. To process the batch click Process to schedule the batch for processing. The below confirmation page will be displayed. 5. Click Yes to return to the Main Batch Payments page. To cancel processing of the batch click No to return to the main Batch Payments page. A Batch Confirmation Advice email will be sent if Business Banking is ticked in Notifications, available from the Settings tab from the top of the screen. 11
4. Processing a manual batch (continued) If the batch has been set to process immediately, the Status will show Processing (or processed), otherwise the status will show as Scheduled. A Batch Processing Status Advice email, will be sent when the batch is processed if Business Banking is ticked in Notifications, available in the Settings tab. 12
5. Updating a manual batch The following maintenance can be performed on manual batches only, CEMTEX batches cannot be maintained. Change the debit account. Update the transaction amount for existing batch payments. Add new transactions to the batch. Delete transactions from the batch. To update a manual batch click the 3 dot icon next to the batch and click View/Edit from the slide-out menu. 13
5. Updating a manual batch (continued) 1. Updating the Debit Account select the new debit account from the From Account drop down list. 2. Adding a new transaction - Click on the Add payment link, select the payment type and enter the transfer details. 3. Update the Amount Click on the 3 dot icon next to the amount, enter the new amount in the Amount field and then click Save. 4. Deleting a transaction from the batch Click on the 3 dot icon next to the amount and select Delete. 14
6. Processing a CEMTEX file Members can process CEMTEX (also referred to as ABA) files using Batch Payments. Note A CEMTEX batch can only be reprocessed if there are failed transactions and only the failed transactions will be reprocessed. To process a CEMTEX file: 1. Select the Create Batch button on the main Business Banking page. 2. Select the Upload Batch tab. 3. Select the Debit Account from the From Account drop down list. 4. Enter the name of the batch in the Batch Name field. 5. Select the up arrow in the Select File field. 15
6. Processing a CEMTEX file (continued) 6. Browse to the location of the CEMTEX file. 7. Select the file and click Open. 8. Click Create Batch to load the CEMTEX file. 16
6. Processing a CEMTEX file (continued) 9. Once the file has loaded successfully the transactions will be listed together with the batch details. 17
6. Processing a CEMTEX file (continued) 10. To process the file click on the 3 dot icon next to the batch and select the Process button from the slide-out menu. 11. Update the Process Date to the date the batch is to be processed and click Process. 12. The Batch processing confirmation page will be displayed. Click Yes to schedule the batch or No to cancel scheduling the batch and return to the main Batch Payments page. A Batch Confirmation Advice email will be sent if Business Banking is ticked in Notifications, available in the Settings tab. 13. If the batch has been set to process immediately, the Status will show Processing (or processed), otherwise the status will show as Scheduled. A Batch Processing Status Advice email will be sent when the batch is processed if Business Banking is ticked in Notifications, available in the Settings tab. 18
7. Other batch functions Other batch functions that can be performed include: 1. Delete 2. View/Edit 3. History 4. Process 5. Redo Failed 6. Cancel You can access these functions by clicking on the 3 dot icon next to the batch you want to action and selecting the function from the slide-out menu. Some functions may not be available for a specific batch as it depends on the status of the batch, for example you will not have the edit function available for a batch that has status scheduled or for a batch where payments have been uploaded from an.aba file. 19
7. Other batch functions (continued) 1. Delete - deletes the batch 2. View/Edit - View - displays transactions in the batch and allows the batch to be updated. The debit account, payment amount can be updated or the payment can be deleted from the batch (refer section Updating a Manual Batch). Note Failed transactions in a batch will have Failed as the Receipt value and the reject reason displayed. 3. History - displays processing history for a batch. To view the transactions and process status in a batch click on the 3 dot icon to the right of the batch total amount for the batch history you wish to view. 20
7. Other batch functions (continued) 4. Redo Failed allows members to process failed transactions in a batch. 5. Process Process a batch. Refer sections 4 Processing a manual batch and 6 Processing a cemtex batch. 6. Cancel Cancel a scheduled batch. This function is only available for a batch that has been scheduled. 21
8. FAQs What is the People s Choice Credit Union code and Direct Entry User ID? People s Choice Credit Union Bank code is CRU and our Direct Entry User ID is 048080. Are there transaction limits for Batch Payments? The current Internet Banking daily limits for Internal and External transfers apply to Batch Payments, hence any transfers processed in a batch will be included in the daily Internet Banking limit totals. Can I cancel a batch that has been scheduled for processing? A future dated batch can be cancelled at any time by selecting the 3 dot icon of the scheduled batch and selecting Cancel. Can I reprocess a batch? Yes, however reprocessing works differently for CEMTEX and manual batches. For CEMTEX batches only failed transactions will be processed. Once all the transactions in a CEMTEX batch have processed successfully, the Update option for the batch is no longer available. A manual batch can be reprocessed multiple times and all transactions in the batch will post every time the batch is submitted. To repost any failed transaction in a manual batch the transaction amount of successful transactions should be deleted or updated to $0. What does the transfer processing error System Error-1 mean? Batch transactions will fail with reason System Error-1 if the debit account or credit account (for internal transfers) has been closed or has the permissions changed to, No debits allowed. How many transactions can be processed in a batch? The number of transactions that can be processed in a manual batch is 50, if the limit is reached the drop down list for Payment types does not display. The limit for CEMTEX transactions is 200. What time are future dated batches processed? Future dated batches will process just after midnight on the day they are due. Note External transfer credits will be sent around 11.00am, Monday Saturday. Can I have multiple Signatories for a batch? Multiple Signatories are not supported in this release, but will be available in a future release. How do batch payments appear on statements? Batch payments will show on statements as individual transactions and with the same transaction narration as a normal Internet Banking transfer. 22
23 People s Choice Credit Union, a trading name of Australian Central Credit Union Ltd. ABN 11 087 651 125, acts under its own Australian Financial Services Licence AFSL 244310 and Australian Credit Licence ACL 244310. BRC 8.2.5 V.1.1 0415