Bankgiro Inbetalningar (Bankgiro Receivables) User Manual
Contents
1. csseeeeeeeeeeeeees 14 4 3 Communication Method ccsccccesssscccessscccesssseccessseecesseeecesssnseecesseseeceeseusecsessnseeees 14 5 Using Bankgiro Receivables s eeseesessseeeseseeseessceseessesesestessesscseseuseessseceesesseessteseessesesee 15 5 sie Opis nanmemdnoni omen a a i 15 Gta OCR reference control seinen ausivisaiaiusenaanusiaiiniaienraeveaiiannn 15 5 1 2 Soft and hard control in Internet bankS ccccccccssssececesssececeesssceceessnees 15 5 1 3 Reporting in extra reference number records sssesessssssesseesssssssseessessrssee 18 Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 2 31 5 1 4 Extra bankgiro number in hard Control ccccssecesscecsececeseceesseeeessecessees 18 5 1 5 Extended form registration csecccsssccssssscsnssessonnsssnsecssoasocsnssesnacsoenscessnsss 18 KLG mapelesir eree EE E Eea EREE EEE EEEE AEE Eae EEE RENE RRE 19 5 1 7 Plusgirokonvertering PlusGiro Conversion sessssssesessssssesressesssssressesssese 20 5 2 Using OCR reference nUmbers seesesseseseesessesserereesessessesstssresressesseesressessesseessessessesee 20 5 2 1 Definitions rules structure vicincsaisecasdssnneaceescensdiisenendsdusemdcaveanaedadecaussevorneees 20 5 2 2 Calculate check digit using modulus 10 ss ssssssessssessssessesssssssssesssesesssesssrssesses 21 5 2 3 Calculate length digit2. sseesessesseseeseessesssssressesssssressessessressessseseesseessessesses 21 5 3 OGR Slip Struc UTE seren n EEEE A ERA E IEA 22 5 31 Print guality seeniori resesi inse ra e ue a aineis 22 5 3 2 Right paper for printing sesessssessesssesssssesssessrsseessessrssressesstssressessseseesseesees 22 5 3 3 Printer and graphics requirements cssccsssccsssscesssseccessesssrssessssencesseees 22 5 34 Referen E as sducransanicncedsnacnrasancnoi easucramsanes sia cnenansietalensseeem EENE EEES 23 5 3 5 Complete COAG NING cass vsstnveneeccens neeensseie t seriesas es esere easke serei EE tesisata 23 5 3 6 Code line with no pre printed amount essssssesesssessseesseesseesssresssessseesseesse 24 pA Invic LAV OUE veisc3ci0s25 044503 fae evanatedadesededs Secheideas leeed a tani aah ees dedeseaiaee ates taese 26 5 4 1 What is a reference parameter sccccsssscssscccssccessccecssccecseccesseecesseeceseees 27 5 4 2 Effective reference parameter management cescceseceeeceeeeeceeeeeeeeeeacees 28 5 5 Trial runs and tests ccccccssssscccesssnsccessseseccsssessecesssnsecesseseecssseseecesseusecessuseeesssanseess 28 A ME Telll SUNT E E A S metus aniesne 28 50 JlCStSia einai NNNSN 29 5 6 1 Test OCR reference NUMDbET ccccssssccecssssececsessnceceesssececsseeeecsesseeecsessnes 29 5 6 2 Perform SIP TERE 5 cs sccsicesesespasetduss ocnennapneneessbaceeensnevenedssuabenedbucssunssssonseavenotbusnes
3. The following shows how to check whether the reference number s check digit and length match the company s agreement with the bank Step Action 1 Go to Bankgirot s website www bankgirot se 2 e Select Services Incoming payments Bankgiro Receivables e Click the Optional functions heading and select Test OCR reference number 3 Click the combination of check digit and length control that your company has agreed with the bank Tip Click the question mark icon on the right to display additional help text on each agreement type 4 Enter an OCR reference number that you wish to test in the text box at the bottom of the page and click the button marked Test Result A dialogue box shows whether the OCR reference number is correct 5 6 2 Perform slip test In a slip test you can test whether your OCR slips can be read The slip test is most useful when you first start using OCR slips or change printer or software The table shows how to perform a slip test on an OCR slip Step Action 1 Print about 70 80 OCR slips with authentic customer data Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 29 31 Step Action 2 Check that the code line on the slips contains the correct e Payee bankgiro number e OCR reference number including check digit and if used length digit e Amount including check digit e Transaction code 41 for slips with complete code li
4. Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 11 31 Detail Comment Extra reference Reported in extra reference number records when number e The company has the OCR reference control or extended form registration option and e More than one reference number is specified in the payment Reference See the sections OCR reference control and Extended form registration 3 4 4 Information about the deposited amount One or more deposits deposit records can be included in a report file The report file contains the following information which can be reconciled with the account statement from the bank about each deposit e Deposited amount e Currency SEK or euro e Deposit serial number unique serial number for each deposit per bankgiro number and year Reference For more information about the structure of the specifications see the record and file descriptions in the technical manual for Bankgiro Receivables The technical manual can be found at www bankgirot se 4 Requirements for Bankgiro Receivables 4 1 Agreement with bank 4 1 1 Details in the agreement The company signs an agreement with its bank on Bankgiro Receivables for a new or existing bankgiro number This table lists the details that the agreement between the company and the bank must include Detail Comment Bankgiro number The bankgiro number or numbers included
5. 29 56 3 Sample MES sascsssysietrcbasa va rsen ee ren peee ea re r EEEn CESPA E PEA ae EiS PE EE es rias iee 30 6 Contact channels and addresses ccccsscccceesssceceesssececssseseeceessscecsesssseceeseaeeecessaeeecs 30 Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Iro September 2015 Page 3 31 1 Introduction 1 1 This document This is the user manual for Bankgiro Inbetalningar or Bankgiro Receivables in English The manual includes detailed information about Bankgiro Receivables and is aimed at readers who will e Make a decision on whether to use Bankgiro Receivables e Adapt the company s procedures to be able to use Bankgiro Receivables 1 2 What is Bankgirot Bankgirot is a European clearing house tasked with delivering market leading solutions in the payments area that increase customers competitiveness As the only clearing house for mass payments in Sweden Bankgirot has a central role in the Swedish payments infrastructure and processes the great majority of these types of payments The bankgiro system is e An open system for both payers and your company e The link between payers and payees All payment institutions operating in Sweden can sign an agreement to participate in the bankgiro system Bankgirot processes payments and information about incoming and outgoing payments for all parties Regardless of your bank connection e As acompany you can receiv
6. Contact channels and addresses Postal address Bankgirot s postal address Bankgirot 105 19 Stockholm Privatgirot s postal address Privatgirot Blankettgruppen 105 19 Stockholm Website Why not visit our website www bankgirot se where you can find the latest information on our services frequently asked questions manuals and printed materials Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a giro September 2015 Page 31 31
7. classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual al Siro September 2015 Page 27 31 5 4 2 Effective reference parameter management This table presents the most important advice when managing reference parameters to make them effective for payers Advice Use the same reference number on the invoice and the deposit slip when using OCR slips Use short reference parameters Never begin a reference parameter with zeroes Use numbers only for the reference parameter Place the reference parameter prominently on the invoice preferably in the upper right corner and in a box Use a check digit 5 5 Trial runs and tests 5 5 1 Trial run Why Your company receives the same reference number in the reports regardless of whether the payer registers the reference number from the invoice or the OCR slip The risk of the payer making errors decreases the shorter the reference parameters your company uses Some payers fail to register the zeroes altering the reference parameter s length It is easy to miss characters such as spaces and hyphens when registering the reference parameter Simplifies things for the payer Simplifies the detection of errors and provides better matching results as the invoice number can be checked throughout the entire payment chain The purpose of a trial run is to verify that the information in the files functions in your company s accounting busin
8. digit using modulus 10 is a method for preventing for example the incorrect registration or corruption of numeric parameters The method is named after the fact that the calculated value is equal to the difference between a total and the next highest multiple of ten A check digit is a mandatory part that is specified as the last digit of the OCR reference number Examples Check digits are used for instance in e Civic numbers and company numbers e Bank account numbers e Bankgiro and PlusGiro numbers Note The calculation of the check digit for an amount is performed in the same way as the calculation of the check digit for an OCR reference number The table describes how to calculate the check digit for numeric parameters using modulus 10 Step 1 5 2 3 Action Retrieve the OCR reference number you want use for the calculation e Ignore the check digit e Now multiply the individual digits with the factors 2 and 1 starting from the right Break down two digit numbers in the results by subtracting 9 Add the numbers you obtain Calculate the difference between the total and the next highest multiple of ten The result should be the same as the correct check digit Calculate length digit Example OCR reference number 12345682 Note The check digit is the last digit 2 Individual 1 2 3 14 5 6 8 2 digit X 2 1 2 1 2 1 2 10 9 1 16 9 7 24 24 6 44 1 6 7 28 Next highest multiple o
9. if the payments have been credited to the account Once a day If the company choose retrieval once a day the file is available no later than 17 00 Several times a day If the company choose retrieval several times a day the files are available at the following times 11 30 14 00 e 17 00 3 1 6 Trial run The company has the option of testing Bankgiro Receivables to verify that the information in the service functions with its accounts ledger The test files are sent parallel to the company s normal reports 3 2 Options 3 2 1 OCR reference control If the company wants to check the reference numbers in payments made via Internet banks or wants to use invoices with OCR numbers the company must use OCR reference control Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Iro September 2015 Page 9 31 3 2 2 Plusgirokonvertering PlusGiro Conversion The company can sign an agreement with the bank on PlusGiro Conversion so that payments made to the company s PlusGiro account are redirected to its bankgiro number Note The bank is responsible for checking that the specified PlusGiro number belongs to the company signing the agreement 3 2 3 Extended form registration The company can sign an agreement on extended form registration to further improve the opportunities for automatic reconciliation of the accounts ledger Note If your company does not choose extended form registr
10. standard functions and options which can be adapted to your company and its needs The table lists the most important advantages offered by Bankgiro Receivables and shows how they benefit your company Advantage Customer benefit Complete reporting with all available information on file no Complete reporting on file paper reports required Bankgiro Receivables reports to your company on the Fast payment date Bankgiro Receivables can even be used for small numbers of Flexible payments The volume can increase with no limits and with no need to switch service The opportunity to efficiently register payments increases as Effective reconciliation the reports contain all information about every payment procedures If the company has the optional OCR reference control with Optional improved control for hard control this reduces the risk of the payer registering Internet banks incorrect information when paying via an Internet bank 2 Terms and definitions This table lists Bankgirot s definitions of the terms associated with the Bankgiro Receivables service Term Definitions User manual A manual that describes a service how it is used and how a company adapts its procedures to use the service Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Siro September 2015 Page 5 31 Term Bankgiro Link Bank day Image file Fixed reference number length Hard OCR
11. 015 Page 10 31 3 4 Reports from the bankgiro system All reports are created on file and delivered to your company by file transfer The files are based on the payments made to the company s bankgiro number 3 4 1 Reporting Bankgiro Receivables reports to your company on the payment date Reports are only provided on bank days 3 4 2 Interval In the agreement with the bank the company can choose whether to receive reports once or several times each bank day Reference See even the section Agreement with bank 3 4 3 Payments specification The report includes a specification of each incoming payment This table provides an overview of the details included in the specification Detail Comment Payer s Reported when applicable e Bankgiro number e Company number and e Name and address Payment method Can be deposit slip bank Internet bank or the Leverantorsbetalningar Supplier Payments service Amount The amount of the payment Negative amounts Reported if the payer has specified a negative amount that is either e A full deduction e A partial deduction with a remainder or e A final deduction following an earlier partial deduction Reference and status of The payment reference specified by the payer The payment reference number references for payments made by giro transfer deposit slip are reported only if your company has the extended form registration option Example statuses e Correct e Incorrect e Missing
12. Customer number Existing or new assigned by the bankgiro system Chosen communication Reference See the section Communication method solution Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 12 31 Detail Options Report address Delivery interval Name s and phone number s of the contact s at the company for issues concerning e Finances e IT e Security The date on which the company will start using the service Trial run Comment e OCR reference control with PlusGiro Conversion with or without e Extended form registration e Image file Where the files will be delivered One of the following e The company e The company s bank e The company s service bureau Once or several times a day Note This information must be updated by the company immediately if changed No earlier than two bank days after the agreement is signed To verify that the information in the files functions in the company s accounting business system 4 2 Adapting business systems 4 2 1 Automatic Reconciliation Automatisk avprickning adapted accounts receivable ledger required The report is most effective if it can be automatically reconciled with the accounts receivable ledger in the business system Receivables in the accounts receivable ledger can then be reconciled with the report using e The payment reference for example
13. N N E R R EN RANA TEP TS 9 3 5 1 OCR reference COMIN jcisccspcnicesscvertensamrisenermmeec mre uneieasmmincns 9 3 2 2 Plusgirokonvertering PlusGiro ConversiONn ccscesseceseceeeeeeeeeeaeeeeeeeees 10 3 2 3 Extended form registration jacessusiisccvesnecsteernesonedsecssbiusbcaibecnasnveesaacnnveancsshDeeans 10 SAA TAGS TIC rtan syn a E ee a ea KEE aE ea tao ek KHa EEEE 10 3 3 Proc ssing payments icici uae ee aA 10 3 4 Reports from the bankgiro Systemic es esses nccamieretanciorcioreiainneiorasniinmeaniaiamarianindeunaa 11 BAT Repor ng isise reete eee e e a eE e ea VAE EEEE EN 11 5 E ABE Da E e scape E E E EEE 11 yA Payments specificato e serrressrerecetere isese ree terepe siteni e e iE OS OSEE SEESE NERES 11 3 4 4 Information about the deposited AMOUNL ceseceeseeceseecesececeseceesteeeesees 12 4 Requirements for Bankgiro Receivables cssscsscssescesssessssscnssveccessessnnsscscssensennees 12 i Agreement with Dankers ooer oiei bek es renis a iesene ia ranae SeN Enea aa eesi 12 4 1 1 Details in the agreement s seseesessssesseseesesesceseessesesenressesscsssensessssereesesseeesseses 12 A gt Adap ng usiness Systems guquaiasiaiiaiieadiania alana a aaa aaa a aada 13 4 2 1 Automatic Reconciliation Automatisk avprickning adapted accounts receivable ledger required csscsssssecesssesssnsssensscsenensssncesnsnsecsnensesnsssnnseeassoass 13 4 2 2 Manual reconciliation presentation program required
14. September 2015 Bankgiro Inbetalningar Bankgiro Receivables User Manual Information classification Open bankgirot Contents i Inirod ct onkeen cae Gasca r a e Siehueuincs putea yeas eat ss a tebe 4 VA This AO CUMEN tasisi siiis a E EEEE E R ees faatiessteue eave oes 4 i2 What is TR AIMEE i pakiv eh vaarurcicen da nanenayn van been tu wv eons a eener nen bern udn bone E Nen aN oaeaeei VESES 4 4 3 What 18 4 bankeiro MUM Der oessa aaas aAA E EERE 4 1 4 What is Bankgiro Receivables cccscccssscessreceesceeeseeceeneceeseecsseeeeeneceeaeecsseeeeseneeeeaners 4 2 Terms BIC defimitionS esseen reer neee Eana ENER EE NEARE S SEIE scene ae 5 3 Bankgiro Receivables in practice sesesessessessesesesseseseeressesseeescaseesssecceseeseessteseesseseroseeses 8 3 1 Standard fUNnctions ccccccsssssccesssssccesssnscccsssseecesssssecessseseecssseusecessusecesssaseeseeseneeeeeees 8 3 1 1 Payments that can be reported sssesssesssesssssssrsessseseessessssssrsseesseseesseessessessees 8 3 1 2 Reported in an incoming payments file s ssessseesessesesesressesssssressesssesresseessese 8 3 1 3 The incoming payments file contains 2sscssscesscsenrssssessersernsssesssenesanee 9 Baa Pile tr rnsfer eonen EE E E Ka 9 3 1 5 Times for retrieving incoming payments files s sssessessssessssessessrssressesssssres 9 PAs D aE CUT PEET E E E T E Tne 9 pe we ae 0 0 1 imme peer epee cere erePs acer ne E RAA
15. The report in the incoming payments file cannot be provided on paper Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Siro September 2015 Page 8 31 However the report can be printed from the Insattningsuppgift via Internet Payment Statements via the Internet product For more information see the user manual for Insattningsuppgift via Internet at www bankgirot se 3 1 3 The incoming payments file contains All existing information about the payments specified in the file The information that can be displayed is e The amount e The reference number the reference number status correct incorrect missing etc and additional reference numbers if the payer has specified several e The payer s bankgiro number company number name and address e The payment method e Credit invoice deductions e Deposits which contain Details of the deposited amount can be checked against bank account statement Currency Deposit serial number 3 1 4 File transfer The company can choose between several different communication methods for retrieving reports from the bankgiro system For more information on communication methods visit www bankgirot se 3 1 5 Times for retrieving incoming payments files The company can choose whether the incoming payments files are to be retrieved once or several times a day These times apply to the payment date and the incoming payments files are created only
16. ables This is available at www bankgirot se under Services Incoming payments Bankgiro Receivables Select Forms and manuals in the Download section Communication and security e See the section Communication method or solutions e Contact the company s software supplier 4 3 Communication method The reports are delivered to your company by file transfer There are several different solutions for communicating with the bankgiro system Information on the available communication methods can be found at www bankgirot se The business system your company uses may only offer support for a particular communication solution For more information on this contact your company s software supplier Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Iro September 2015 Page 14 31 5 Using Bankgiro Receivables 5 1 Using options 5 1 1 OCR reference control OCR reference control entails checking whether the OCR reference number is correct on deposit slips and in payments made via Internet banks The higher the level of control your company chooses e The higher the number of payments with correct OCR reference numbers reported and e The more effective your reconciliation Reference For more information about the OCR reference number and its structure see the section Definitions rules structure Note In order to invoice using OCR slips your company must have chosen the optional OCR refer
17. ation no references from payments made by giro transfer or deposit slip will be included in the reports to the company In order to find the reference the company must have either e The Insattningsuppgift via internet Payment Statements via the Internet service or e The image file option 3 2 4 Image file The company can sign an agreement to receive the information included on deposit slips in digital format in an image file To do so the company s business or communication system must be able to handle image files The deposit slip images are also available in Insattningsuppgift via internet 3 3 Processing payments The table describes how the entire Bankgiro Receivables payment process works Step Description 1 The company sends invoices to its customers together with any deposit slips 2 The customer pays via e Internet bank e Privatgirot or another postal service e Bank or e The Leverantorsbetalningar Supplier Payments service 3 The bankgiro system e Checks and supplements the payments and e Sends the report electronically to the company 4 The company reconciles the reported payments with its accounts receivable ledger Reference For information on how the company can adapt its business system to Bankgiro Receivables in order to optimise reconciliation see the section Adapting business systems Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2
18. e payments from all payers e As a payer you can reach all payees Within the framework of the bankgiro system Bankgirot has established collaborations with several of the largest business accounting and communication software companies Together we create efficient business solutions for all payment needs saving your business both time and money 1 3 What is a bankgiro number A bankgiro number is an address that points to a bank account number A bankgiro number can be associated with the bank and account number of your choice When you want to receive payment you simply quote your bankgiro number you never need to provide your account details The actual account is always hidden from the payer If you change banks you can keep your bankgiro number and your bankgiro payments will continue to arrive just as before 1 4 What is Bankgiro Receivables Bankgiro Receivables or Bankgiro Receivables in English is a complete incoming payments service that enables simple procedures for your company s accounts receivable ledger and efficient incoming payments management The service is based on the payer specifying the Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Siro September 2015 Page 4 31 same payment reference as found on the invoice or deposit slip so that the payee can automatically reconcile the payment in the accounts receivable ledger Bankgiro Receivables has a number of
19. ed H Note When printing the setting mark must be completely covered by the printer s H 5 4 Invoice layout This illustration shows how invoices ought to be structured Use the same reference number on the invoice and the deposit slip Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a Iro September 2015 Page 26 31 AKTIEBOLAGET FAKTURA NoruamMAR 7 Fatra nummo En bost hingsdatum En bestaliningawir sot Momareg nr01 123456 7890 Innehar F skattesedel Law keantiet Z Fovtel ose Bedaerengand bor Elie fortaloctegen cmtzieras tren Were g 2005 02 28 J T ee Pe 28768 00 Protea rena Gatuadress Tason Tatax Banagre Box 87 105 19 NORHAMMAR Brogatan 4 027 575 86 027 575 80 991 2346 Gbankgirot INBETALNING GIBERING _AVI Nar du betalar med Bankernas Internettjanst eler Bankgirots ae aa ean oc ie Leverantrsbetalningsrutin LB ange nedanstaende referensnr Batainirgsarnandaro 991 2346 AB Norhammar 5 2 Til bansgwonr Benainngamohag ere r 971721774 28768 00 0 gt 99123468418 5 4 1 What is a reference parameter The reference parameter is the key to you being able to identify the payment and reconcile it in the accounts receivable ledger This can be for example an invoice or subscriber number Below we present the most important advice when designing your invoices to ensure that reconciliation is as effective as possible Information
20. ence control in the agreement on Bankgiro Receivables You can select OCR reference control even if your company does not print OCR slips 5 1 2 Soft and hard control in Internet banks In cases where payments are made by Internet bank the company can choose between soft and hard control of the OCR reference number This table describes the different control levels Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a giro September 2015 Page 15 31 Control level Description Soft control If the payment contains an incorrect OCR reference number or lacks an OCR reference number the payer receives an error message indicating that the OCR reference number has been entered incorrectly but that the payment can still be made Examples of suitable users Charity organisations that do not have the same need to know from where the payment originates No length control Reference number length control can only be chosen if hard control has been chosen Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a Iro September 2015 Page 16 31 Control level Hard control Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 Description If the payment contains an incorrect OCR reference number or lacks an OCR reference number the payment is not accepted by the Internet bank Purpose The compa
21. er This table lists what is reported in the extra reference number records Conditions This is reported in extra reference number records More than one reference number is All correct OCR reference numbers from the payment specified in the payment s payment record record e The company has an agreement on All correct OCR reference numbers from reference number length control and The payment record e More than one reference number is specified in the payment s payment record and or information records e Any information records Reference For more information about extra reference number records see the record and file descriptions in the technical manual for Bankgiro Receivables It can be found at www bankgirot se 5 1 4 Extra bankgiro number in hard control The company can benefit from acquiring an extra bankgiro number for Bankgiro Receivables if the company e Has chosen hard OCR reference control e Uses both OCR reference numbers and other types of reference parameters such as alphanumeric reference parameters or reference parameters without check digits for Bankgiro Receivables 5 1 5 Extended form registration Extended form registration is additional registration to obtain reports with all reference numbers from payments made by giro transfer deposit slip If your company has not chosen extended form registration then payments made by giro transfer deposit slip will be reported without reference numbers Your c
22. er Manual a I giro September 2015 Page 24 31 e Reference number Use a code line with no pre printed amount when the payer is to enter the amount Example The code line with no pre printed amount is read by machine from the right Gbankgirot INBETALNING GIRERING _ AVI Nar du betalar med Bankernas Internettjanst eller Bankgirots mat evant te ev Bankon OC R Leverant rsbetalningsrutin LB ange nedanst ende referensnr Belopp kronor T re FYLL IDET BELOPP SOM BETALAS Betalningsavs ndare NILSSON amp CO BOX 321 A 451 01 UDDEVALLA E 8 8 Till bankgironr Betalningsmottagare 2 991 2346 AB Norhammar VAR GOD GOR INGA ANDRINGAR MEDDELANDEN KAN INTE LAMNAS PA AVIN DEN AVLASES MASKINELLT Referensnr H 971721774 gt 9912346 42 83 79 53 51 34 98 5 The table presents the different parts of a code line with no pre printed amount where they are placed and the content Character Description Valid values from right 6 7 Bankgirot s internal code for slips with no pre Always 42 printed amount 8 Fedmak prepimt O asoras tae Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual al giro September 2015 Page 25 31 from right aso ett a Toome e C a 53 77 Reference with check digit length digit if used 2 25 consecutive digits a Left blank Field mark pre printed eo s082 o Teftblak 83 Setting mark pre print
23. ernettjanst eller Bankgirots Leverant rsbetalningsrutin LB ange nedanst ende referensnr OCR Betalningsavsandare NILSSON amp CO BOX 321 A 451 01 UDDEVALLA E 8 8 Till bankgironr Betalningsmottagare 2 991 2346 AB Norhammar VAR GOD GOR INGA ANDRINGAR aa KAN INTE L MNAS PA AVIN DEN AVLASES MASKINELLT Referensnr Kronor Ore H 971721774 28768 00 0 gt 9912346 LIH I 83 79 53 51 43 40 3634 98 5 The table presents the fields in a complete code line a Character Description Valid values from right Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 23 31 Character Description Valid values from right 1 4 Left blank Field mark pre printed O EE e ee code line a ho a Sid geen OO a C E S a aaa o e b O hua 43 50 Amount kronor e 1 8 consecutive digits e No initial zeroes 53 77 Reference number with check digit length 2 25 consecutive digit if used digits Left blank Field mark pre printed e Left blank Setting mark pre printed Note When printing the setting mark must be completely covered by the printer s H 5 3 6 Code line with no pre printed amount A code line with no pre printed amount is a pre printed code on an OCR slip with e Bankgiro number Information classification Open Bankgiro Inbetalningar Bankgiro Receivables Us
24. ess system During the trial run payments to your bankgiro number are reported in a trial run file in Bankgiro Receivables parallel to your normal reports about incoming payments The trial run period is a maximum of ten bank days and files are only created on the days on which incoming payments are made to your bankgiro number The following conditions apply during the trial run e Your company must have chosen and installed a communication program determines which communication method is used e The reports are created only once a day e Thetrial run file contains the incoming payments made during the day to the bankgiro number being tested e Reports from the extended form registration service cannot be provided during the trial Tun Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 bankgirot Page 28 31 e Reports from PlusGiro Conversion can only be displayed in the trial run file if the bankgiro number has already been linked to a PlusGiro number for conversion Once you are satisfied with the results of the trial run contact your bank and decide which date to start using Bankgiro Receivables You can do this at any point during the trial run period 5 6 Tests 5 6 1 Test OCR reference number Bankgirot s website has a test page where you can see whether the check digit and length of an OCR reference number comply with the company s agreement with the bank
25. f ten 30 Total from steps 1 4 28 Result check digit 2 Conclusion The check digit is correct in this case A length digit is part of the OCR reference number and specifies the length of the entire OCR reference number e Reference parameter max 23 characters e Length digit 4 character Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 Page 21 31 bankgirot e Check digit using modulus 10 always 1 character Note The length digit is not mandatory but in cases where it is used it is found in the second from last position in the OCR reference number The table presents the correct length digit for OCR reference numbers with lengths of 3 25 characters Length digit No of chars o 10 or 20 1 110r 21 2 12 or 22 3 3 13 or 23 4 4 14 or 24 5 5 15 or 25 6 6 or 16 7 7 0r 17 8 8 or 18 9 9 or 19 5 3 OCR slip structure 5 3 1 Print quality The OCR slip structure is important because it contains information that your company receives in the reports from the bankgiro system The slips are read by machine and as such print quality is decisive to the results You can order pre printed OCR slips from your company s bank with or without attached invoices Your company can also choose to print its own slips either in house or via a printing service Here we describe what is required to print the slips 5 3 2 Right paper for printing The slips mus
26. le lengths are specified in the agreement The payment is not accepted by the Internet bank if the control returns an error nest bankgirot Term Hard OCR reference number control variable reference number length and check digit Insattningsuppgift via Internet Payment Statements via the Internet Communication method Customer number Soft OCR reference number control OCR OCR reference control Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 Definitions Checks whether the OCR reference number contains the correct e Check digit e Length digit specifies the expected length of the OCR reference number The length is specified in the second from last digit of the OCR reference number The payment is not accepted by the Internet bank if the control returns an error Example If the reference number is 5 15 or 25 digits in length the second from last digit is 5 Note Generally recommended for length control as this method is more flexible A specification of all payments included in a bankgiro deposit in the company s bank account which is displayed in the company s Internet bank Also includes images of payments made by giro transfer or deposit slip The method a company uses to send files to and retrieve files from Bankgirot A customer number at Bankgirot used as the address for file deliveries Can be linked to one or more bankgiro n
27. ne 42 for slips with no pre printed amount 3 Check that the code line is printed e With the correct height and width on the slip e With an approved OCR font Reference For information on printouts see the section Printer and graphics requirements 4 Check that the slips match the actual size templates available from Bankgirot s website www bankgirot se 5 Send the following to Privatgirot e The OCR slips you have printed Note send only the slips not the invoices e A letter with The company s customer number found in agreement The company s name telephone number and e mail address Address Send the slips to Privatgirot Blankettgruppen 105 19 Stockholm Result Once Privatgirot has tested the slips you will be informed whether they were approved 5 6 3 Sample files At www bankgirot se you will find different types of sample files that can be used to check the appearance of reports from Bankgiro Receivables They can be used for example for verification when developing the accounts receivable ledger The sample files are adapted to the different controls and options available in the service 6 Contact channels and addresses Contact channels and addresses Bankgirot s Customer Telephone fax and e mail to customer service can be found at Service www bankgirot se Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Siro September 2015 Page 30 31
28. nting business system The trial run files are created parallel to the normal reports in accordance with existing agreements and contain the same information When the trial run ends the company must contact the bank and decide when to start using the product Reference number A parameter that identifies a payment to a payee This could be for example an invoice number a customer account number an OCR reference number or some other reference Extended form Supplementary registration of the reference number on payments registration made by giro transfer or deposit slip so that the references are included in the incoming payments file The company can then choose to have certain references checked The purpose is to increase the opportunities for automatic reconciliation of paper based payments in the accounts receivable ledger 3 Bankgiro Receivables in practice 3 1 Standard functions 3 1 1 Payments that can be reported The payments report from Bankgiro Receivables gathers all payments except direct debits to a bankgiro number regardless of payment method 3 1 2 Reported in an incoming payments file The report is provided in an incoming payments file that e Contains all the information included with the payment supplemented if possible with the payer s name address and company number Contains information about deposits made to the account e Encompasses payments made in Swedish kronor and euro to accounts in Sweden Note
29. ny gains higher quality incoming payments reports There are three different types of hard control to choose from This table shows what is checked by the different types of hard control There are three different types of hard control to choose from This table shows what is checked by the different types of hard control Type of hard What is checked control Hard control That the OCR reference number contains the correct check digit Hard control with That the OCR reference number variable length contains the correct e Check digit e Length digit specifies the expected length of the OCR reference number including the check digit Note We generally recommend variable length for length control as this method is more flexible With variable length your company can handle OCR reference numbers of several lengths at the same time without the need to make changes to the agreement if you change the length of the numbers Reference See the sections Calculate check digit using modulus 10 and Calculate length digit Hard control with That the OCR reference number fixed length in accordance with the information specified in the agreement has the correct e Check digit e Length Page 17 31 v bankgirot 5 1 3 Reporting in extra reference number records Reports are made in extra reference number records when e The company has chosen OCR reference control and e The payment contains more than one correct OCR reference numb
30. o system deposit slips Note Your Company must have OCR reference control in order to use PlusGiro Conversion 5 2 Using OCR reference numbers An OCR reference number is a reference parameter used in the accounts receivable ledger to identify a specific payment Use reference numbers that are as short as possible This makes things easier for both payers and payees and increases the opportunities to use automatic reconciliation in the accounts receivable ledger 5 2 1 Definitions rules structure The OCR reference number must fulfil the following rules e It must contain 2 to 25 digits including the check digit and if used a length digit e It must be numeric e The last digit must be a check digit using modulus 10 The table describes the different parts of the OCR reference number Par Name Description No of t chars A Reference number Identifies the payment to the payee Max 23 Example Invoice or subscriber number B Length digit e Specifies the entire length of the entire O 1 reference number including length and check digits For a description of the length digit see 5 2 3 Calculate length digit e Not mandatory C Check digit e Calculated from the reference parameter 1 and if used the length digit e Mandatory Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Iro September 2015 Page 20 31 5 2 2 Calculate check digit using modulus 10 Calculating the check
31. ompany can choose to have certain checks on payment references performed during registration This option aims to increase the opportunities for automatic reconciliation of paper based payments in the accounts receivable ledger The table describes which checks on payment references can be chosen with the extended form registration option Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I Siro September 2015 Page 18 31 Payment reference Comment check OCR reference number According to agreement on OCR reference control Note The optional OCR reference control must have been chosen Other reference with fixed e 2 25 characters length e Amaximum of three 3 lengths can be checked e Checks can be performed on check digits if the reference Is numeric Includes a check digit Only check digit control Reference See the section Calculate check digit using modulus 10 No control Reporting in extra reference number records Reports are made in extra reference number records when e The company has chosen extended form registration and e The deposit slip contains more than one reference number This table lists what is reported in the extra reference number records Specified on the deposit slip This is reported More than one reference All references from the deposit slip Partial amount of each reference in Partial amount from the deposit slip applicable cases Reference Fo
32. r more information about extra reference number records see the record and file descriptions in the technical manual for Bankgiro Receivables It can be found at www bankgirot se 5 1 6 Image file An image file is a file with electronic images of payments made by giro transfer deposit slip The information found on the deposit slip is reported as an image in the file The image file is a complement to the normal reporting of incoming payments Reference For more information on image files see the technical manual for Bankgiro Receivables at www bankgirot se Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 19 31 Note In order to use an image file your company must have software that can handle image files Tip As an alternative to receiving scanned slips on file your company can use the Insattningsuppgift via Internet Payment Statements via the Internet service Contact your bank for further information 5 1 7 Plusgirokonvertering PlusGiro Conversion PlusGiro Conversion means that you can choose to have incoming payments to one or more of your company s PlusGiro accounts OCR accounts redirected to your bankgiro number Payments that are made to PlusGiro numbers via one of the banks payments services are then deposited in your company s bank account Use only PlusGiro Conversion as a temporary solution until the company has switched fully to bankgir
33. reference number control check digit Hard OCR reference number control fixed reference number length and check digit Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 Definitions Bankgiro Link is Bankgirot s product for communication Bankgiro Link includes e Secure communication solution with authorisation based on PKI and certificates e File transfer over the Internet e Transfer of payment instructions to the bankgiro system e Transfer of reports from the bankgiro system e Electronic mandate control for some banks All days except Saturdays Sundays Epiphany Good Friday Easter Monday First of May Ascension Day Sweden s National Day Midsummer Eve Christmas Eve Christmas Day Boxing Day New Year s Eve and New Year s Day all according to the Swedish calendar as well as any other days currently stipulated by the Swedish Act 1989 253 on Public Holidays A file containing scanned images of incoming payments made by giro transfer deposit slip Format Multi page TIFF The number of digits in the OCR reference number is always the same and is specified in the agreement with the bank Checks whether the OCR reference number contains the correct check digit The payment is not accepted by the Internet bank if the control returns an error Checks whether the OCR reference number e Contains the correct check digit e Has the right length Two possib
34. t be printed on white OCR paper with the following properties e Weight thickness 80 or 90 grams e Size 8 3 inches x 4 inches 210 8 x 101 6 mm 5 3 3 Printer and graphics requirements Certain requirements apply to the printer and graphics to ensure correct printouts e Print the OCR slips using a laser or dot matrix printer e Use the font OCR B font size 1 e The code line must be 2 3 of an inch 17 mm from the lower edge of the slip e All digits must be whole and have sharp edges Clean the printer if necessary Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual a I giro September 2015 Page 22 31 5 3 4 Reference The code line on OCR slips can be structured as either e A complete code line or e A code line with no pre printed amount For more information about this see the sections Complete code line and Code line with no pre printed amount 5 3 5 Complete code line A complete code line is a pre printed code on an OCR slip with e Bankgiro number e OCR reference number e Amount Use a complete code line when the amount the payer is to pay is fixed and must not be changed by the payer Reference For more information about OCR reference numbers and check digits see Using OCR reference numbers Example The complete code line is read by machine from the right Hbankgirot INBETALNING GIRERING AVI Inbet avgift ifylls av banken Nar du betalar med Bankernas Int
35. the OCR reference number e The amount of each payment This requires a business system with an accounts receivable ledger adapted to Bankgiro Receivables in order to work Information classification Open Bankgiro Inbetalningar Bankgiro Receivables User Manual September 2015 bankgirot Page 13 31 When the details in a payment do not match the details in the accounts receivable ledger the payment can still be processed effectively if the business system can report all information on the payment for manual processing such as in an error report or on screen 4 2 2 Manual reconciliation presentation program required Manual reconciliation can be an alternative if your company does not receive many incoming payments The reports in Bankgiro Receivables contain more information about each processed payment than other bankgiro services and as such can simplify manual reconciliation This requires some kind of presentation program in order for the incoming payments to be e Displayed in a structured manner directly on screen or e Printed as a list Reference This table shows where you can find more information about the business system What do you want to know Reference more about How the reports in Bankgiro Contact the company s software supplier Receivables work with your current business system If the company uses proprietary software see the record and file descriptions in the technical manual for Bankgiro Receiv
36. umbers Checks whether the OCR reference number contains the correct check digit The payment is accepted by the Internet bank even if the incorrect number has been specified but an error message is shown to the payer Note Only recommended in exceptional cases such as for charity organisations that do not have strict demands on knowing the source of a payment Optical Character Recognition In optical character recognition printed characters are scanned and automatically registered often in conjunction with inputting data in a computer Checks whether the OCR reference number is correct There are four different types of control e Soft OCR reference number control e Hard OCR reference number control of Check digit Fixed reference number length and check digit Variable reference number length and check digit bankgirot Page 7 31 Term Definitions OCR reference number Numeric parameter that always includes a check digit and in certain cases verification of the length of the reference number Its purpose is to enable the payee to identify the payer and the payment Plusgirokonvertering When incoming payments to the company s PlusGiro account are PlusGiro Conversion redirected to the bankgiro number Note Should only be used as a temporary solution until the customer has switched fully to its bankgiro number Trial run Performed to verify that the information in the files functions in the company s accou
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