AIB New SEPA Direct Debit User Set-up Guide
Contents
1. Note The Gani File ien will only be erudiad ee a payment file ee Awaiting Authorisation Awaiting Authorisation with Errors or Awaiting with an eligible status is selected highlighted Authorisation 2 Awaiting Authorisation 2 with Errors in case of dual EE SEEDPEER EE SPE RE Oe A E ARE i Yet authorisation being enabled AIB iBusiness Banking AIB iBusiness Banking Payment File Treraja Tee haws PRR ia cancel jha tcl Mia Fiais mie poa QTC am cick Cancel Fii Fis Baie HTT BIE pestaggi HERE TTE i 1 Te beer ntapata O NEPE Ee Oe p Ti TREENI ABEM apt HT iat ie ae r i a piii Tota cette eee SUE eRe es IE STS ye See Ja Pippi RS epee Ci hs ie EITE Toa Sirp Fae eerie aera aS Tipi ade OE Spee 21M TP sajma ate pao Cit eo he SS PTE ar eas O Hbk es i Bp Ph Smaja ieghja Db Leite as miti itini ist fetish bme Rie ee ad epee FAH Lee cad ama DELET S Tes Se SHT IPTH INN ea Ve piip coed eee 1 kan Tann ne Witi TTiaha gt e bE eS E Lite Reba BCT rT ef pee Ee emai t esos tte bet ppi ens aed Ap hE p DREI ee ere LES fh ER TO ba ta INE wba BT ee eike Cees e Kin Feces Bam ea Siegen eat Fee Bagel Baiil 2 Select highlight the payment file record from the File Management screen 4 All the fields except Enter OTC will be pre filled with data from the relevant payment file record selected for cancellation Enter your One Time Code OTC and then select the MM button to complete the process if OTC fails validation or is not provided2. been made to the file in the intenm state between generating the file from the Accounts Payable system to uploading the file to Payment Files The checking function is performed by means of a SHA1 Secure Hash Algorithm This functionality works on the basis that the customer has the requisite SHA1 software and has produced their own SHA1 checksum upon generation of the payments file each checksum is unique for a particular file of payments and is calculated on the entire contents of that file If you are using the File Checksum function compare your SHA1 total string to the File Checksum lf there have been any amendments made between the stages of the file Locate the file to be uploaded on your PC by selecting the BRE toy A separate pop up window will display allowing you to locate the file Once you have located the file double click on the file to allow it to be selected tor upload The selected fle must be in the XML Flat File or Standard 18 format current EMTS format Note Please contact your software supplier if you are unsure of the format of your file 5 Enter the total sum of all the payments within the file regardless of currency Enter your own unique Customer Reference which can be used for reconciliation or identification of files at a later stage Select the Upload Fle top to initiate the file upload process The system will perform the following validations on the file heck if file is empty Check
3. file size Check field format within the file Check that the latest requested debit date 1s not more than 30 days in advance Check that the earliest requested debit date is not in the past On failure of one of the above validations an error message will be displayed Please ensure to check the status of your file in the File Management screen after file upload process Select the HMMM button to clear the details entered on screen Only available prior to selecting the Upload File button being created and saved to the network Accounts Payable server and uploading the file to Payment Files the Checksum total will differ with the File Checksum AIB Business Banking ie pate ata Pieete corps af Leki it i Leet Fis eo eS peepee Se beg rere epee Ti eee p E ema mep Trapa rpp fe ppa i oe ee aa aye 2 MOT DEN ba Piress a BSE AOE tanje Pri eee eS E oom Note Jo view the uploaded file please navigate to the File Management screen and search under the file reference number AIB iBusiness Banking EEJ D ae S EES Parmaa eT een AIB AIB New SEPA Direct Debit User Set up Guide Authorising a Payment File Authorise a Payment File After a file has been successfully uploaded it is now available for authonsation by those Users who have been assigned the appropriate authorisation rights The following steps must be completed to authorise a payment file 1 Navigate to the File
4. AIB New SEPA Direct Debit User Set up Guide Jap AIB SEPA Direct Debit Customer Welcome Pack Dear customer Congratulations on signing up to AIB SEPA Direct Debits You will now be able to upload direct debit files through SEPA This welcome pack has been designed to make your introduction to SEPA as smooth as possible and ensures you are fully prepared to deal with any issues you may encounter when uploading files through SEPA for the first time Included in this welcome pack are 1 An overview of the key rules and processes to be followed under SEPA 2 SEPA Direct Debit Timelines 3 Information on how to set up your internet browser for iBB 4 Uploading a Direct Debit file through SEPA 5 Useful AIB SEPA Links amp Resources The information contained in this welcome pack will act as point of reference for getting comfortable uploading credit transfer payment files through SEPA However should you require further assistance with your SEPA migration please do not hesitate to contact the iBB Customer Support Helpline at 0818 72 0000 Further information and useful videos on SEPA can be found at www aib ie sepa while further information on uploading payment files using the payment file functionality on AIB iBB can be found here AIB AIB New SEPA Direct Debit User Set up Guide 1 1 Key SEPA Direct Debit Rules and Processes There are a number of key processes and rules to be aware of when uploading a SEPA D
5. Management screen Select a file in the status of Awaiting Authorisation Awaiting Authorisation with Errors Awaiting Authorisation 2 or Awaiting Authorisation 2 with Errors in case of dual authorisation being enabled AIB iBusiness Banking Papat Fite Feiler ee ee nT Hoa eT i EE PE iI beaa Sepe pE Ciida mpaeppimi eh LPR GPS Sea afe p Ciboee ee Pee ee EEPE ah fet SS ey ees il ee Se i Deen safi ere O Mpp A B epijit feet beet menai Lt ee miisi shee Stic Leah Peete amezti Cee es ee ot cccces nt oti fatime a et rife eet cocoon aiio tt tutii sei a Sepia PO ees i ie neste sesamin t Seti hittin i Bi fet s m aes bee hre thie GC RR DRL 2 ee eS a eke ih di Mb ei nyte es Wiera F piopi Lith ttf afea jt eee eerie ee E a EET F iig Jiti aimha Penaiti oe AD a ee ei eats PP a ee ee eae a jeb ot ned Peri mre Senate Fs ee ET See Pe ee bere eee Dee eo ee DE i i eee i a ee eee eee Peres et ett PR eee 2 TCL eee ere ae 2 Click the SR button at the bottom of the File Management screen A new screen will appear containing the following fields OIN Debit Date File Amount No of Transactions Customer Reference Enter OTC One Time Code 4 The File Management screen will be presented to you on successful authonsation of a Payment File The message displayed in green at the top of the screen confirms that the file has been authorised successfully AIB iBusiness Banking Paymsai fle Trander krimea aa e
6. an error message One Time Code is Invalid will appear on screen Please ensure to generate a new OTC from your Digipass The B button is used to go back to the previous screen i e File Management screen abandoning the payment file cancellation process On successful cancellation of the selected payment file at the top of the File Management screen a message in green will display confirming that the payment file has been cancelled successfully AIB iBusiness Banking 7 E Oy ees i ta tat ot E eps Fen el ities Fag LIT Te iS Pee ot ee ea ee sahi aye SS i Eh oy Cie TT Ls tp Ph ea Le 6 The payment file will now appear with Cancelled status on the File Management screen The payment block s and individual payment record s within the file will also appear with a Cancelled status Further information on uploading payment files on iBB can be found in the AIB iBB user guide available here Please note that authorised payment files cannot be cancelled after the 4pm D 1 the day before the debit date AIB AIB New SEPA Direct Debit User Set up Guide 8 5 Useful Links and Resources The following links and resources will provide further assistance with any other queries you may have in relation to uploading payment files through the Payment File functionality on iBB AIB SEPA website www aib ie sepa AIB Credit Transfer Brochure available here AIB SEPA Frequently Asked Questions a
7. e Functionality on iBB The following section will help ensure that your internet browser is properly set up to run AIB internet business banking iBB and the new Payment File functionality This easy to follow guide will help you to 1 Update Java 2 Enable Pop Ups 3 Delete Temporary Internet files and Cookies Please note The new updated version of AIB iBB was designed to run in Internet Explorer version 8 and version 9 1 Update Java To run AIB iBB you need to ensure you have Java version 7_45 or above installed on your computer To validate your Java installation and version simply click on the Verify Java version after visiting the following link http www java com en download installed jsp This tool will also guide you through the process of updating your Java update if an update is required A common Java related error encountered by users is when they receive the error message Java applet failed to load The following steps will fix this issue a Log out of iBB and return to your desktop b Open Internet Explorer v8 or v9 c Go to Tools gt Internet Options gt Delete d Tick the following boxes Temporary Internet Files and Cookies e Click on Delete f Restart Internet Explorer make sure all IE windows are closed first g Log back into iBB and try again If the issue still persists please check if you are using the latest version of Java Version 7_45 If you still enco
8. ea T De a brer brs iba agp it PTT ee Sh TCi TEETE co PO Tepa pph abir bii fifibseFHITtARERI abet fed ee es eae oe S a bias EES Dube Lie Diteror ic bPGA ETLi 5 In the File Management screen the payment file will now appear with the appropriate status The W button is used to go back to the previous screen i e File Management screen abandoning the payment file authorisation process If you authorise a SCT or MCY payment file with a requested debit date of the current day but after the relevant cut off time the earliest requested debit date within the file will be amended to the next available business date if you try to authorise a payment file with a debit date in the past the below error message will display AIB iBusiness Banking Pay erent Fiber re wer Deere eee Seeds Aep a eee ee ed Hapri ve laahaa i on ae eee teeth If you try to authonse a SDD payment file outside the minimum timeframe for SDD payments an error message will display to alert that the cut off time has passed and a new file must be uploaded Note The Authorise File button will only be enabled when a payment file record with an eligible status is selected highlighted A SS A A A A A AIB iBusiness Banking Paperi Fir Tiamifrr Tiis foka Peika meini Oe Bide iay a Wass sie par QIC paf ika Aire Pid 3 All the above fields except the Enter OTC will be pre filled with data from the payment
9. ed to your Debtor s bank There are certain rules regarding the storage of Direct Debit mandates originators need to be aware of a You must retain the original signed mandate for the life of the mandate and for a minimum of 13 months after the last collection b The Direct Debit mandate needs to be signed by the debtor or individual who has authority to do so on the debtor account specified c Mandates can be stored in paper or electronic form It is strongly recommended that Direct Debit mandates are stored in paper format for cross border transactions but should also be scanned and stored for easy retrieval if required d Direct Debit originators are responsible for managing the Unique Mandate Reference Numbers UMRs associated with each mandate e Once a mandate is cancelled after a FNAL transaction manually cancelled by the debtor or expires which occurs when a direct debit mandate is not collected in 36 months that mandate UMR may not be used for that Debtor again a new mandate UMR is required 4 Authorisation of uploaded files Successfully submitting a payment file through the Payment File functionality on iBB is a 2 step process After File Upload has completed the file status will change to Awaiting Authorisation Next select the file again click Authorise and enter the OTC one time code The file will now be authorised and ready to be processed on the value date If there is an erro
10. file record selected for authorisation Enter a One Time Code OTC from your Digipass and then select the EEE button to complete the process TETTETETT Te ttt ttt ett Tt tt SSS S SS SESS S SS SSS SSS SSH SS SSSR SST SERRE SESE RRS Note f OTC fails validation or is not provided an error message One Time Code is Invalid will appear on screen Please ensure to generate a new OTC from your Digipass AIB iBusiness Banking Papen Fae Tiana fe You have dhosen t authores the fodiowing Iis Reape enim por OTC ere ii iamas Pia i Pegs ae SS eS p See ee PS d aart Seen Ford pected be mare cepacia ee a Pon Bn ed er Sas SS ee ee eS ri Cee be ee Pa i el Ser ee E ii paea OO AIB AIB New SEPA Direct Debit User Set up Guide Cancelling a Payment File Cancel a Payment File A payment file can only be cancelled prior to authorisation i e it must have one 3 Click the EBB button at the bottom of the File Management screen of the following statuses a new screen will appear containing the following fields Awaiting Authorisation OIN Awaiting Authorisation 2 Debit Date Awaiting Authorisation with errors File Amount Awaiting Authonsation 2 with errors No of Transactions The following steps must be completed to perform cancellation of a Customer Reference payment file Enter OTC One Time Code Navi to the Fi nagem reen and 5 ile in f nan gaue ue File Mana wet oy 5 select a file saus G
11. ient You The Client originator Bank Process the SSD account credited for value Debtor can see pending of Direct Debit file less any Transaction on account pre settlement rejects similar to how a pending POS transaction is seen now Relevant SUOISSILUQNS JQWO SN 10 oul JO 3ND udg Debtor Account debited for amount of DD Transaction Money Relevant Allied Irish Banks p l c is regulated by the Central Bank of Ireland Timelines for First FRST and Once Off OOFF Direct Debit Submissions A First Submission FRST or a Once Off Submission OOFF must be submitted 6 banking days prior to the Debit Date the date on which the payments are secured 1 File Type 1 First Presentation eBusiness banking days gt cr gt ne oor SIGOO Hame A A l F Ae el ONOOLI OSUL You First Allow 6 business You collect monies The Client Presentation banking days from your customers AIB AIB New SEPA Direct Debit User Set up Guide 3 Timelines for Recurring RCUR or Final FNAL Direct Debit Submissions A Recurring Submission RCUR or a Final Submission FNAL can be submitted 3 banking days in advance of the Debit Date You may upload submissions 30 days in advance of the Debit Date 2 File Type 2 Recurring Item 3 business banking days a a Recurring Item Allow 3 business You collect monies banking days from your customers 3 Preparing Your Internet Browser for Payment Fil
12. irect Debit SDD file through the Payment File functionality on AIB iBB These key rules and processes are summarised below 1 XML File Under SEPA the file format for direct debit files is changing from STD 18 to SEPA XML Please ensure that the SEPA Direct Debit files you are uploading through SEPA are SEPA compliant XML files If you attempt to upload any other file type through SEPA it will be rejected and the file won t be processed 2 Submission of direct debit files Under SEPA the submission timelines for direct debit files depend on the type of submission you are uploading a A First Submission FRST or a Once Off Submission OOFF must be submitted by 3pm six banking days prior to the Debit Date the date on which the accounts are debited You may upload submissions 30 days in advance of the Debit Date b A Recurring Submission RCUR or a Final Submission FNAL can be submitted by 3pm three banking days in advance of the Debit Date You may upload submissions 30 days in advance of the Debit Date c Please note that debtors must be pre notified of the collection at least 14 calendar days before the actual collection takes place d Useful illustrated direct debit timelines can be seen in the next section SEPA Direct Debit Timelines 3 Mandate Management Under SEPA rules the direct debit originator is now responsible for storing the original Direct Debit mandate the Direct Debit mandate must not be forward
13. r with the payment file you are trying to upload the file s status will change to failed If this occurs please select the file and click View Summary This will allow you to see the reason for why the file has failed and help you identify how to resolve the issue Once the issue is resolved please re upload the file and follow the above steps 5 File Cancellation Uploaded authorised SDD files can be cancelled up to 4pm four days after debit date D 4 For further in depth assistance with uploading direct debit files through the Payment Files functionality on SEPA please consult the AIB iBB user manual which provides a detailed description of how to upload your new SEPA files The AIB iBB user manual can be viewed here AIB AIB New SEPA Direct Debit User Set up Guide 2 2 SEPA Direct Debit Timelines Below is a useful timeline of the various stages involved in submitting a SEPA direct debit file SEPA Direct Debit Flows Disa SEPA Direct Debit Flows Flows Debit Date 6 for first presentation Debit Date Debit Date 5 2 Debit Date D Pee DALENE or Debit Date 3 for recurring item to Debit Date 1 CBLE GRUEN AIB sends SEPA Recipient Bank Direct Debit Files out receives SEPA Direct Debit Files Cc 5 gt a J aa 0A lt You The Client You The Client originator originator notifies Uploads Direct Debit file Debtor of Direct Debit Depending on Recip
14. unter any issues while verifying your Java software please contact your local IT support personnel Java software components are not specific to AIB iBB and are standard to all modern Internet browsers AIB AIB New SEPA Direct Debit User Set up Guide 4 2 Enable Pop Ups To run the latest version of AIB iBB your Internet Explorer needs to open a new window For this reason pop ups need to be enabled To enable pop ups on Internet Explorer please follow the below steps a Click on tools gt Pop Up blocker b Click on turn off pop up Blocker 3 Delete Temporary Internet files and Cookies In many cases temporary Internet files and cookies need to be deleted from your internet browser to allow the latest version of AIB iBB to run This can be done in Internet Explorer by following the below steps a Log out of iBB and return to your desktop b Open Internet Explorer v8 or v9 c Go to Tools gt Internet Options gt Delete d Tick the following boxes Temporary Internet Files and Cookies e Click on Delete f Restart Internet Explorer make sure all IE windows are closed first g Log back into iBB and try again AIB AIB New SEPA Direct Debit User Set up Guide z 4 Uploading and Authorising a Direct Debit File through Payment File on iBB The below are extracts from the AIB iBB user manual available here on how to upload a payment file a
15. uthorise a payment file and cancel a payment file on iBB Uploading a Payment File Upload a Payment File Before Payment File ts uploaded we recommend that you have the required information contained in the header of your Payment File to allow you complete the File Upload process The following steps must be completed to perform Payment File upload 1 Select FILE UPLOAD from the menu tree you will be presented with the File Upload screen as below AIB iBusiness Banking Fi OAR Note Within the OIN dropdown list you will see all OINs and OIN descriotions assigned to your user profile The OIN selected must match the OIN contained within the file you are trying to upload Note you cannot se lect a date more than 30 calendar days in advance or a date in the past The debit date selected must match the earliest requested debit date in your file File uploading screen AJB we imes s Banking T rene PBa tape Rese copie si hele amt rih ged Fis Confirmation of file upload screen After successfully uploading a file a confirmation pop up screen will be displayed Press OK to exit this confirmation screen The screen will display the following information File Reference Number This number can be used to search for files in the File Management screen File Checksum There is a function within Payment Files that performs a check on the contents of the file This is used in order to identify if any amendments have
16. vailable here AIB iBB User Guide available here AIB SEPA video guide available here How to get in touch Please email sepa aib ie or visit www aib ie sepa Allied Irish Banks p l c is regulated by the Central Bank of Ireland Registered Office Bankcentre Ballsbridge Dublin 4 Ireland Registered in Ireland No 24173 AIB60OSEPADDCMWP 11 13
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