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iBusiness Banking User Guide

emts and file download

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User Guide Version 12 – April 2013

The information in this User Guide is believed to be accurate, the Bank makes no warranty, representation or guarantee of any kind in relation to the material in this User Guide, including, but not limited to, any implied warranties of merchantability and fitness for a particular purpose or for any errors or omissions.

COPYRIGHT NOTICE

No part of this User Guide or the Website may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, photocopying, recording or otherwise, without prior written consent of AIB. No liability for any possible infringement of third party intellectual property right is assumed with respect to the use of this User Guide. The content of this User Guide, the Website and the features described therein are subject to change by the Bank.

Copyright © 2009 Allied Irish Banks, p.l.c. All rights reserved. All products or services, mentioned in this User Guide or the Website are covered by the trademarks, service marks or product names as designated by the companies who market those products. There is no intention to transfer any intellectual property rights under this User Guide, the Website or in the Agreement. You must not delete any proprietary notices, trademarks, product names or service marks appearing on any materials furnished to you in connection with iBusiness Banking the Agreement and the Services and you must comply with any instructions issued by the Bank in connection with the protection of these materials. The information content graphics, text and images, buttons, trademarks, trade names and logos (the ‘Material’) contained in the iBusiness Banking Website and the User Guide are protected by copyright and other intellectual property laws, international laws and international treaties and are not in any way transferred under the Agreement. You are granted a limited non-exclusive non-transferable license solely for your own internal use to refer to, bookmark or point to any page within the iBusiness Banking Website, provided however, that all copyright, trade mark and other proprietary notices are left intact.

about this guide…..

This User Guide details how to use iBusiness Banking. It provides reference information including an overview of the features of iBusiness Banking and should be read in conjunction with the Terms and Conditions of Use and your agreement with the Bank as a whole. This User Guide is intended for use by all Customers and Users of iBusiness Banking and should be also used in conjunction with the Online Help Facility. Where we refer to ‘you’ in the User Guide, it can mean you, the Customer, or you, the User, depending on the context.

Allied Irish Banks, p.l.c. is regulated by the Central Bank of Ireland.

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steps to help ...

If you need any assistance using iBusiness Banking, we provide a number of different ways to help you.

Where can I get assistance for using iBusiness Banking?

structure of user guide…..

In order to help you find the information you need quickly, the User Guide is divided into two sections:

• about… – Provides information to help you understand the relevant function.

• how to… – Provides step-by-step instructions on how to carry out the various tasks on iBB.

STEP 4: iBusiness Banking Operations

Contact iBusiness Banking Operations.

STEP 1: User Guides

The User Guides explain each function of iBusiness Banking. Simply refer to the relevant guide and section.

STEP 2: Online Help

Online help provides you with step by step instructions, along with all other relevant information to help you use iBusiness Banking.

STEP 3: Local Administrator

Contact your Local Administrator, who may be able to help you and answer your query.

contact details

AIB,

iBusiness Banking,

1 Adelaide Road,

Dublin 2.

Telephone: 0818 72 00 00

International Customers: + 353 1 641 4889

Fax: + 353 1 608 9454

Email: ibb.customer.support@aib.ie

Hours of Support: 08:30 – 17:30 Business Days

Note:

To assist the Bank in addressing your query, you must provide such information and details as requested by the Bank in respect of the query.

Please also note that all telephone communications between iBusiness Banking and customers may be recorded for security and training purposes. This will assist us in ensuring that our support gives you as much help as possible in addition to giving you added security.

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contents…about…• EMTS Page 06• EMTS and iBusiness Banking Page 07• EMTS Authorisation List Page 08• EMTS Log Page 09• File Download Page 11

how to…• Input an EMTS File Page 13• Authorise an EMTS File Page 15• Query EMTS Files – EMTS Log Page 16• View EMTS Files – EMTS log Page 16• Delete EMTS Files – EMTS log Page 17• Download a File and View Previously Downloaded Files Page 18

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what’s in this section…?In this section, you will find details and descriptions about the following topics:

• EMTS

• EMTS and iBusiness Banking

• EMTS Authorisation List

• EMTS Log

• File Download

We recommend that you read this section as it provides you with useful information which will help you get the most from iBusiness Banking.

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06

The Electronic Money Transfer System (EMTS) allows you to send payment files electronically from an accounting or payroll system to the Bank for processing. Each file can contain multiple payments to all the main banks in Ireland. Examples of such payment files are:

• Payroll: This allows you to pay salaries directly into your employees’ bank accounts. This can be done by exporting salary data directly from your payroll system and remitting the details to the Bank for processing. All bank accounts are credited the same day.

• Creditor Payments: This is an efficient, secure and cost effective method of electronically sending payments directly to a creditors’ bank account.

• Direct Debits: Direct Debits are a fast and efficient way of collecting fixed and variable payments electronically. Operating on an instruction signed by the payer, this gives the payee authority to debit the payer’s account. Debits can only be drawn in accordance with the terms of this mutually agreed instruction.

IMPORTANTIn order to use the EMTS functionality on iBusiness Banking, you must first be set up as an EMTS User. Please contact iBusiness Banking Operations for more details about EMTS and how to become an EMTS User.

Benefits of EMTS File Transmission:

• Cost effective.

• Secure.

• Efficient.

• No need for cash or cheques.

• Files can be submitted 40 days in advance of the processing date.

• All bank accounts are credited the same day, regardless of where the bank account is held.

• Improved cash flow management.

• Employees do not need time off to collect their salaries.

• Time spent on account reconciliation is reduced.

• Reduced administration costs.

• Convenience.

There are 2 types of EMTS files:

• Credit file type: This file type pays funds into the accounts of 3rd parties e.g. employees, creditors etc. and debits your nominated account.

• Debit file type: This file type debits funds from the accounts of 3rd parties e.g. debtors, and credits your nominated account.

EMTS

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When you submit an EMTS File to AIB Bank, it is processed by our data centre on the date specified on the file. iBusiness Banking allows you to submit your EMTS file(s) directly from your PC to the data processing area within AIB Bank. This saves you time and money.

There are a number of easy steps to getting your EMTS file processed by AIB Bank. They are:

Step 1: Prepare your EMTS file on your accounting system.

Step 2: Input into iBusiness Banking – This uploads your EMTS file to iBusiness Banking.

Step 3: Authorise the EMTS file – Once the file is authorised, it will be sent to the relevant processing area within AIB. Validation will be done on the file to verify that the data within the file is valid and can be processed.

Step 4: Once validation has taken place, a confirmation will be sent back to the EMTS Log in iBusiness Banking to confirm that the file is valid and can be processed. If the file is invalid, a failed message will be sent back to iBusiness Banking. If this happens, you must contact iBusiness Banking Operations to ascertain the reason for failure. You will need to correct the file and submit again.

Step 5: Once the file has been confirmed as valid, it will be held until the processing date, at which stage, the transactions in the EMTS file are processed.

NOTE: Before a live EMTS File is sent, you should send a test file to emts.test@aib.ie.

ATTACHING AN EMTS FILE

When you are inputting an EMTS file, ensure that you do so from the correct location and that the file path is correct. Where the ‘inputter’ and the ‘authoriser’ are two different Users, both Users must have access to the EMTS file. Taking this into consideration, it is important to note the following:

• If the EMTS file being inputted is on the C: / drive of a particular PC, it can only be inputted from that PC – it cannot be inputted from another PC.

• If the EMTS file being inputted is on a shared drive, on a network, it can be inputted from any PC on that network.

• If the EMTS file being inputted is on a removable storage device e.g. a memory stick, the device must be inserted in the authoriser’s PC and inputted from the relevant drive.

NOTE: Where your files e.g. EMTS files, are stored on networks or storage devices which can be accessed by your staff, we strongly recommend that they are protected to ensure that there are no unauthorised changes to the file.

IMPORTANT – CUT OFF TMESTo guarantee processing of transactions for value on a certain day, you must ensure that your file has been successfully submitted on iBusiness Banking by 2.00pm the previous business day and that the file contains the correct payment date. Cut-off times and dates, when payments are credited, may change from time to time. We will notify you of any changes in cut-off times via the iBusiness Banking Newscentre at www.aib.ie/ibb. You should be aware that cut-off times are likely to change around holiday times e.g. Easter and Christmas, and notification of these changes will be posted on the iBusiness Banking Newscentre.

EMTS and iBusiness Banking

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OVERVIEW

The ‘EMTS Authorisation List’ displays all EMTS files which are awaiting authorisation.

MAIN SCREEN

The EMTS Files are displayed here, with the most recent files input displayed at the top of the list. Use the scroll bars to scroll to the right to view further details on the EMTS Files.

The following details are displayed for each EMTS File:

• File Name: This displays the file name and file extension of the inputted file.

• EMTS User ID: EMTS User ID used to send the file. This is a 6 digit number provided to all EMTS Users by the Bank.

• Amount: Total amount of the EMTS file.

• File Type: Type of EMTS file submitted i.e. Payroll/Creditors or Direct Debit.

• Payment Date: Date when the file is to be processed.

• Status: Current status of the EMTS file.

• Last updated on: Specifies the date of the last update to the EMTS file.

• Last updated by: Specifies the User who last updated the EMTS file.

• File No: The file number of the EMTS file.

SORT EMTS

You can sort the EMTS files which are displayed on the EMTS Authorisation List. Simply select the column by which you want to sort, and click the title of the column to sort the files in ascending order. Click the column title again to sort in descending order.

PRINT

You can print the details of this screen by selecting the PRINT option. When you are printing from the EMTS Authorisation List, we recommend that you print in ‘landscape’. This option can be selected in your printer preferences.

For more details, please see the ‘how to….’ section.

EMTS AUTHORISATION LIST

‘EMTS Authorisation List’

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OVERVIEW

The ‘EMTS Log’ displays details of all EMTS files which you have inputted on iBusiness Banking. File details are displayed on the EMTS Log for 180 days.

MAIN SCREEN

The EMTS files are displayed on this screen with the most recently inputted file displayed at the top of the list. Use the scroll bars to scroll to the right to view other details of these files.

The following details are displayed for each EMTS File:

• File Name: This displays the file name and file extension of the inputted file.

• EMTS User ID: EMTS User ID used to send the file.

• Amount: Total amount of the EMTS file.

• File Type: Type of EMTS file submitted i.e. Payroll/Creditors or Direct Debit.

• Payment Date: Date when the file is/was processed.

• Status: Current status of the EMTS file.

• Last updated on: Specifies the date of the last update to the EMTS file.

• Last updated by: Specifies the User ID who last updated the EMTS file.

• File ID: The ID of the EMTS file.

SORT EMTS FILES

You can sort the EMTS files which are displayed on the EMTS Log. Simply select the column by which you want to sort, and click the title of the column to sort EMTS files in ascending order. Click the column title again to sort in descending order.

PRINT

You can print the details of this screen by selecting the PRINT option. When you are printing from the EMTS Log, we recommend that you print in ‘landscape’. This option can be selected in your printer preferences.

For more details, please see the ‘how to….’ section.

EMTS LOG

EMTS Log Screen

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ACTIONS

The following list gives an overview of what can be done. You can refer to the ‘how to…’ section for step by step instructions.

EMTS STATUS

ACTION WHAT YOU CAN DO

Query Allows you to search for EMTS files based on a number of search criteria such as status, amount and file date. The maximum number of results which can be returned in a query is 120.

View Allows you to view details of a selected EMTS file.

Delete Allows you to delete an EMTS file transfer. Only files with status of ‘Awaiting Authorisation’, ‘Awaiting Authorisation 2’ or ‘Resend’. This action will only be available to Users who can authorise files.

More When you access the EMTS Log, the last 20 EMTS files will be displayed. If the ‘More’ action is active, select to display a further 20 EMTS files.

Refresh This will refresh the details on screen to provide an up-to-date display of EMTS files and the status of those files.

STATUS DESCRIPTION

Confirmed Indicates a successful EMTS file transfer. This means the file was accepted by AIB for processing and the file will be processed on the date specified on the file.

Awaiting Authorisation

EMTS file has been created and must be authorised by a User with relevant access before it can be sent to AIB for processing.

Awaiting Authorisation 2

EMTS File requires a 2nd authorisation by a User with relevant access before it can be sent to AIB for processing. This status will only be applicable to Companies which have opted to have a dual authorisation on EMTS files.

Authorised The EMTS file has been successfully authorised, has been sent to AIB Bank for validation and is awaiting final status to be updated. If the EMTS File is successfully accepted, then the status will update to ‘Confirmed’. If unsuccessful, the status will update to ‘Failed’.

Cancelled Indicates an EMTS file transfer was cancelled by AIB.

Resend Indicates an unsuccessful file transfer e.g. due to technical difficulties. The EMTS file must be deleted from the EMTS log, inputted and authorised again by you.

Failed Indicates a failed transfer. This may happen for reasons such as invalid or incorrect file format or details. The file details need to be checked and corrected before the file can be inputted and authorised again.

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OVERVIEW

The ‘File Download’ screen enables you to download ‘Autorec’ and ‘Direct Debit Unpaid’ files into your own systems to reconcile your bank accounts. It is suitable if you have large volumes of transactions on your accounts.

An ‘Autorec File’ includes transaction information from your bank statements. A ‘Direct Debit Unpaid’ file includes details of direct debits which have been returned unpaid to your account.

For further information on File Download, please contact iBusiness Banking Operations.

MAIN SCREEN

The File Download screen will display the most current files available for download. All files available for download can be displayed by selecting the ‘History’ option.

The following details are displayed for each file:

• File ID: File ID of the file.

• Reference: Reference number of file.

• Date: Date file was processed.

• Type: Type of file i.e. Autorec or Direct Debit.

Using the File Download screen, you can:

• Download Autorec and Direct Debit Unpaid files, where available.

• View the previous 5 downloaded files for each type, where available.

For more details, please see the ‘how to….’ section.

FILE DOWNLOAD

File Download Screen

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what’s in this section…?In this section, you will find step by step instructions on how to:

• Input an EMTS File Page 13

• Authorise an EMTS File Page 15

• Query EMTS Files – EMTS Log Page 16

• View EMTS Files – EMTS Log Page 16

• Delete EMTS Files – EMTS Log Page 17

• Download a File and View Previously Downloaded Files Page 18

how

to…

13how Input an EMTS File

IMPORTANT NOTE: Before you enter a live EMTS file, you should send a test file to emts.test@aib.ie.

Before you start inputting any EMTS file information, ensure that you have a printout of the information from your Accounting system.

1. To access the Input EMTS File screen, select Input under EMTS on the side menu.

The Input EMTS File screen will be displayed. IMPORTANT: You should wait a few moments until the applet request download screen appears.

2. Once the security warning pop-up is displayed, you should select Yes/Run to download the applet to your PC. This allows you to run the EMTS applet on your PC.

3. Enter the file name and path of the EMTS File in the File Name and Path field or select Browse to locate your EMTS File.

4. In the Re-enter File name and Path field enter the file name and path of the file you wish to transfer. Ensure that the file name and path that is re-entered is an exact match to the file name and path value that is entered in the File Name and Path field.

NOTE: Only alphanumeric characters plus £ $ ^ ( ) _ + [ ] ; ‘ @ ~ # , . ¬ ` ¦ : - / \ are permitted in the Re-enter File Name and Path field.

NOTE: All files should have the extension ‘.emt’.

5. Enter Company’s EMTS User ID in the EMTS User ID field.

NOTE: This is not your iBusiness Banking User ID. If you do not have an EMTS User ID, please contact iBusiness Banking Operations for more details.

6. In the Payment Date field, enter the date on which the EMTS transactions are to be processed. The date should be in the format of ‘dd/mm/yyyy’.

NOTE: The date must be the same date that is on the EMTS file and is the date all transactions are posted to the accounts.

(Continued on next page)

14how Input an EMTS File

7. In the Total Amount Field, enter the total amount of all EMTS payments which are in the EMTS file. This amount should be the same as the ‘Contra’ amount. This means that depending on the type of EMTS file you are transferring, you should enter the total credit amount or the total debit amount. Amounts should include the decimal point.

8. Enter the total number of transactions in the Total Number of Transactions field, which must include ALL transactions i.e. both credits and debits on your EMTS file.

9. Enter the file number in the File Number field.

10. Select the file type. You have 2 options:

– Payroll/Creditor Payments: File will pay funds into the accounts of your staff or creditors.

– Direct Debit: File will collect funds from the accounts of your customers.

11. Once all your data has been entered select Save for Authorisation or Authorise. If Save for Authorisation is selected, the EMTS File is sent to the EMTS Authorisation Log with a status of ‘Awaiting Authorisation’. If Authorise is selected, the screen will refresh and the One Time Code (OTC) field will be displayed.

12. Generate a One Time Code from your Digipass and enter in the OTC field.

13. Select Confirm to send the EMTS file for processing. If Cancel is selected, then the EMTS file will be sent to the EMTS Authorisation Log with a status of ‘Awaiting Authorisation’.

15how Authorise an EMTS File

1. To access the Authorise EMTS screen, select Authorise under EMTS on the side menu.

The EMTS Authorisation List screen is displayed.

2. Select the EMTS File to be authorised from the list.

3. Select Authorise

The Input EMTS File screen will be displayed showing details of the EMTS File to be authorised. The ‘File Name and Path’, ‘Re-enter File Name and Path’ and the ‘Total Amount’ fields are left blank.

4. Enter the file name and path of the EMTS File in the File Name and Path field or select Browse to locate your EMTS File.

5. In the Re-enter File name and Path field enter the File name and path of the file you wish to transfer. Ensure that the file name and path that is re-entered is an exact match to the file name and path value that is entered in the File Name and Path field.

NOTE: Only alphanumeric characters plus £ $ ^ ( ) _ + [ ] ; ‘ @ ~ # , . ¬ ` ¦ : - / \ are permitted in the Re-enter File Name and Path field.

NOTE: See note on locating EMTS files on Page 07.

6. Enter the amount of the EMTS transfer in the Total Amount field.

7. Once you have entered all the data, generate a One Time Code (OTC) using your Digipass, and enter it in the One Time Code field.

8. Select Confirm to send the EMTS file for processing.

A pop-up message will be displayed when the EMTS file has been successfully received by AIB.

NEXT STEPS: Once the EMTS file has been received by AIB, it will be validated to ensure that all the details are correct. You should check the EMTS Log to see the updated status of the EMTS File. Where a file has been successfully validated, the status will be updated to ‘Confirmed’. Where the file has failed validation, the status will be updated to ‘Failed’.

Failed EMTS files are not processed by AIB Bank. If an EMTS File has failed, you should contact iBusiness Banking Operations to ascertain why the EMTS file failed validation. Failed EMTS File details must be corrected at source e.g. accounting system, by you, re-inputted and authorised again.

16how Query EMTS Files and View EMTS Files

QUERY EMTS FILES

1. To access the EMTS Log screen, select EMTS Log under EMTS on the side menu.

The EMTS Log will be displayed.

2. Select Query.

The EMTS Query screen will be displayed.

3. Enter the search criteria for your query. You can select from the following search criteria;

• EMTS User ID: Enter the Company’s EMTS User ID.

• Status: If you wish to query files with a certain status, select the status from the dropdown.

• Date Range: Define a date range for your query by entering dates in the ‘Date from’ and ‘to’ fields. Note: Date range defaults to current date.

• Amount From: You can define an amount range, if required, by entering amounts in the ‘Amount From’ and ‘to’ fields.

4. Once all your search criteria have been entered, select Apply Query. (Reset Query will reset the data on the EMTS Query screen. Cancel will display the EMTS Log screen.)

EMTS files matching your entered search criteria will be displayed.

VIEW AN EMTS FILE

1. On the EMTS Log, select the EMTS File which you want to view.

2. Select View.

The View EMTS Details pop-up is displayed with details of the EMTS file.

3. Select Cancel to return to the EMTS Log.

NOTE: When you are viewing an EMTS file, the amount field will not be populated if the status of the EMTS file is any of the following:

• Awaiting Authorisation

• Awaiting Authorisation 2

• Resend.

17Delete an EMTS Files

Where a file has not yet been fully authorised, it can be deleted on iBusiness Banking. Once a file is fully authorised, it cannot be deleted on iBusiness Banking. If you require a file, which has been fully authorised but not yet processed, to be deleted, you must contact AIB Bank.

1. On the EMTS Log, select the EMTS File which is to be deleted.

2. Select Delete.

A Delete Confirmation message will be displayed.

3. Select OK to return to the EMTS Log.

The file is now deleted and will no longer be displayed on the EMTS Log.

NOTE: Only Users who can authorise EMTS Files can delete an EMTS File.

how

18how to… Download a File and View Previously Downloaded Files

DOWNLOAD A FILE

1. To access the File Download screen, select File Download on the side menu.

The File Download screen will be displayed.

2. From the list of files, select the file which you would like to download.

3. Select Download.

A File Download pop-up will be displayed.

4. Select Save.

5. Enter file name and select a location on your system/network to save your file.

VIEW PREVIOUSLY DOWNLOADED FILES (no screen shots displayed)

1. Select the file to download from the File Download screen.

2. Select History.

The File Download History screen will be displayed.

3. From the list of files, select the file which you would like to download.

4. Select Download.

5. Select Save.

6. Enter file name and select the system location to save your file.

AIB600SEPAIBB3 06/13