Bg Autogiro User Manual
Contents
1. Bg Autogiro User Manual ba I ik irot February 2015 Page 8 44 Registration Mandate via form Mandate via the Internet bank only for mandates with account number Mandate via Web page only for mandates with account number Mandate via electronic mandate form only for mandates with account number 3 1 1 Mandate form Description A mandate has been submitted by signing a printed mandate form Signed with either e Account number or e Bankgiro number A mandate that is submitted via an Internet bank A mandate that is submitted via an electronic form A mandate that has been submitted via an electronic form created by your company or another approved supplier in accordance with The Autogiro rules and that has been approved by your company s bank Standard or option Standard Option Option Option There are two standard mandate forms that can be used The forms can be ordered from your bank or downloaded from www Bankgirot se e Autogiro application mandate for account number BG600P e Autogiro application mandate for Bankgiro number BG600F Your company can also design its own mandate forms Note The forms must be approved by your bank before you can start using them The table below describes the mandatory details that must be included in your custom mandate form in order to comply with The Autogiro rules and to be considered a valid mandate form Mandatory details on a manda2. First and last Bank day of the month Last Bank day of the month 4 8 4 Reports The table below describes reports on file Report Contents with new Contents with old Delivery Comment file layout file layout time Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 31 44 Payments specification Stopped payments in balance check inquiry Rejected Payment initiations Collated information on on Preformed payments Incoming payments number and total amount Outgoing payments number and total amount Payment refund number and amount per transaction as well as information on history and reason Total number of payments Collated information Payments stopped in the balance check inquiry Report on rejected Payment initiations stopped by Bankgirot in format or directory checks Note Information on format errors was previously included in a printed report but is now included in the Rejected Payment initiations file Information classification Open Bg Autogiro User Manual February 2015 Collated information on Preformed payments Incoming payments number and total amount Outgoing payments number and total amount Total number of payments Collated information on Payments stopped in the balance check inquiry Report on rejected Payment initiations stopped by Bankgirot in the directory chec
3. 2 Customer test files from BankQirot cccssccssssecssssecssssecssssecsssnseessneeesenees 42 6 Who should you contact if you have any questions cceesseceesseceeseeceeseeeeseeeeeseeeees 43 6 1 Different COMUACHS srne eE REE E tans a A a a a 43 6 2 Questions on business and communication SYStEMS cccsseceseessesesseeseeeseeeseeeeeeees 43 6 3 Questions about prices and agreements csceseestesstscssecsseeeseecsseseseeeseeesseeeseeeseeees 43 6 4 Questions About FILES ll eeeeseeccccccesssssssssssccessescssssssecsesscsssesssssscesessssssssesssssseess 43 7 Contact channels and GS Ss sos vise adivd es vcs xesaisgeosoms cease psuan peas omusexunceawsepetect reatinees 44 Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 3 44 1 Introduction 1 1 This document This is the User manual for Bg Autogiro or simply Autogiro our direct debit service The payee is referred to as your company throughout the document The manual includes detailed information about Autogiro and is aimed at readers who will e Make a decision on whether to use Autogiro e Adapt the company s procedures to be able to use Autogiro e Use Autogiro 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
4. 44 4 8 1 Reporting on file or via Autogiro Online Autogiro mandates and Payment initiations are reported on file and delivered on file or via Autogiro Online 4 8 2 Delivery method Autogiro mandates and Payment initiations are reported on file or via Autogiro Online The reports are delivered in the manner your company has agreed with the bank Reference For information on how to do this refer to the instructions for your business or accounting system or the help texts in Autogiro Online Reporting Description On file Reports on file means that your company downloads or receives reports from Bankgirot that can then be read directly in your business or accounting system You retrieve the file using the Communication method agreed with your bank Note In order for your company to receive and process reports on file your accounting system must offer support for this Via Autogiro Online Reports via Autogiro Online mean that your company can obtain the same information found in the reports available on file These reports can also be printed or saved in Excel or PDF format 4 8 3 Delivery time You can choose to receive the reports at different intervals e Daily that is each time something occurs in Autogiro involving your payments or mandates e According to a schedule only applies to the Payments specification report You can choose from the following schedules Once a week day of your choice Onceamonth day of your choice
5. Autogiro Online No later than 23 00 two Bank days after your company receives the payer s cancellation request 3 3 2 Payment cancelled on payer s initiative The table shows which time limits apply if the payer contacts your company and wants to stop a payment Note The payer can also approach their bank up until the time specified by the bank on the Bank day before the payment date Cancellation method Time limit On file No later than 19 00 two Bank days after your company receives the payer s request to stop a payment Information classification Open Bg Autogiro User Manual v ba I ksirot February 2015 Page 16 44 Via Autogiro Online No later than 23 00 two Bank days after your company receives the payer s request to stop a payment 3 3 3 Bankgirot s processing days Your payments are processed on Bank days Bank days do not include Sunday Swedish public holidays Saturday Midsummer Eve Christmas Eve and New Year s Eve Note Bankgirot recommends that you send the Payment initiation file as far in advance as possible Bankgirot monitors the payment date and you have time to correct any errors and avoid late or incorrect payments The table shows how Bankgirot processes payments with incorrect payment dates When you have then specified A public holiday as the The payment is not processed until the next Bank day payment date A payment date that passed no The payment is processed the next Bank day by automa
6. bank or by the payer s bank Page 37 44 Action Check that the cancellation or the amendment you have submitted is correct and that the concerned payments are being monitored by Bankgirot bankgirot Amended The payment amendments you wanted to make have been implemented 4 8 8 Comments in the Rejected Payment initiations report The Rejected Payment initiations report can include comments describing the different errors that have arisen in conjunction with payment Comment Explanation Action Omitted account not yet The payment has been rejected and e Ifthe mandate has not approved will not be processed by Bankgirot yet been approved in the This can be due to case of a One off payment Do not send any new payments for this payer until you have e The payer has changed bank received notification of the new mandate in the Mandate advice report e The payer s bank has not approved this mandate or e Ifthe mandate has not yet been approved in the case of a Recurring payment Bankgirot executes coming periodic payments once the mandate is approved Omitted Mandate missing The payment has been rejected and e Check why the payer s will not be processed by Bankgirot due mandate has been to the payer lacking an approved rejected in the Mandate mandate This can be due to advice report e The bank not having approved the e Reach agreement with mandate you have submitted or the payer on how they t to make t
7. before the first Payment days before the first Payment date date 1 The following apply to mandates signed with an account number The payer s bank shall approve the civic number in combination with the account number within six 6 bank days In most cases this is done the bank day after submitting the material For mandates based on a Bankgiro number the mandate is valid the bank day after the mandate has been registered This applies regardless of whether the mandate is sent to Bankgirot on file or registered in Autogiro Online Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 15 44 e Cancel mandates No later than 19 00 the Bank No later than 23 00 the Bank e Change mandates day before the payment date day before the payment date e Cancel coming payments e Change date of coming payments Payment initiation No later than 19 00 the Bank day before the first payment date Note Payment initiations received by Bankgirot later than 19 00 are processed two Bank days after being received 3 3 1 Mandate cancelled on payer s initiative The table shows which time limits apply if the payer contacts your company and wants to cancel a mandate Note The time limits in the table apply even if the payer has cancelled their agreement for a product or service Cancellation method Time limit On file No later than 19 00 two Bank days after your company receives the payer s cancellation request Via
8. cancelled or amended payments This information can also be retrieved via Autogiro Online New mandate via the Internet Contains information on new e mandates that have been signed bank by payers This information can also be retrieved via Autogiro Online Directory excerpts on file Excerpt from the monitoring This excerpt contains a summary of all payments found in register Bankgirot s payer directory for the concerned Bankgiro number The excerpt can be used for directory maintenance in your system Excerpt from the mandate This excerpt contains a summary of all active mandates register found in Bankgirot s mandate directory for the concerned Bankgiro number The excerpt can be used for directory maintenance in your system 4 8 Reports from Bankgirot Your company receives reports of different events in Autogiro For reports on file your company needs to choose whether you want to receive reports with the old or new file layout Preformed payments are also available in Bg Max format the same format used for Bankgiro Inbetalningar Bankgiro Receivables Note The selection made by your company applies to all reports it is not possible to receive certain reports with the old file layout and other reports with the new file layout In order for your company to receive and process reports on file your accounting system must offer support for this Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 30
9. company Your company can cancel a payer s mandate but you must inform the payer of the cancellation at least 30 days in advance Exceptions Your company has the right to cancel a payer s mandate with immediate effect e Ifthe payer repeatedly fails to maintain sufficient funds in their account on the payment date or e Ifthe account number to which the mandate is connected is closed Note When you cancel a mandate any coming payments associated with the mandate and being monitored are also cancelled February 2015 Page 11 44 Information classification Open Bg Autogiro User Manual v ba I ksirot Your company can amend the payer number of a mandate such as if the payer number specified by the payer in a mandate is incorrect Note The payer number can only be amended in a mandate with an account number The payer The payer has the right via the bank or the Internet bank to e Amend and cancel active mandates e Amend the account number of active mandates to an account number at the same or another bank and e Cancel coming payments monitored by Bankgirot The payer can also cancel a mandate by contacting your company Note The mandate must always be terminated within five weekdays of the cancellation being received by your company 3 2 Payments Once the payer has submitted a mandate for Autogiro and the mandate has been approved debits can be made Note Your company cannot deliver or register Payment initiat
10. file layouts see the Technical manual at www Bankgirot se You can also receive information about new mandates via Autogiro Online Note Mandates via the Internet bank can only be signed with an account number The table describes the mandate process for Mandate via the Internet bank Step Who Does what 1 The payer Signs a new electronic mandate via the Internet bank 2 The e Checks that the payer has specified a payer number and approves the Internet payer and the payer s account as a payer in the Autogiro service bank e Archives the electronic mandate e Sends the mandate details to Bankgirot 3 Bankgirot e Registers the details in the mandate directory as a preliminary electronic mandate e Forwards theinformation on file or via Autogiro Online to your company so that the company can approve or reject the mandate 4 Your e Checks that the information is correct such as whether the specified company payer number is correct If the payer number is incorrect it must be updated e Approves or rejects the mandate in a file to Bankgirot or via Autogiro Online Note Mandates that are not approved or rejected within eighteen 18 Bank days are cancelled e Registers approved and rejected mandates in its business or accounting system 5 Bankgirot e Adds the mandate to its mandate directory e Reports approved and rejected mandates to your company in the Mandate advice report e Sends when requested by the Interne
11. for Payment orders The file the company sends to Bankgirot containing the payments to be made The payments Bankgirot accepts and processes Since different payments must be handled differently payments must be classified into types There are three different Payment types in Autogiro e Direct debit debit e Credit transfer credit e Payment refund a bankgirot Term Debit initiation ELU One off payment Individual payment Anti tampering protection Communication method Credit initiation Customer number Recurring payment Reference number Technical manual Customer test Definitions A file based on the Payment initiations sent to the payer s bank for withdrawals debits from the payer s account An abbreviation of Elektronisk Utanordning an electronic Payment order An Autogiro payment that is only made once It is not repeated periodically unlike an Individual payment in a Recurring payment A payment included in a Recurring payment For security reasons all files containing Payment initiations that are sent to Bankgirot must be provided with electronic Anti tampering protection that is they must be authenticated The method a company uses to send files to and retrieve files from Bankgirot A file based on the Payment initiations sent to the payee s bank for deposits credits to the payee s account number A Customer number at Bankgirot used as the address for file deliveries The Cust
12. keep their money in their account until the day payment is due Reduced workload such as no more Time savings registering payments or queuing at the bank to pay Information classification Open Bg Autogiro User Manual v ba I ksirot February 2015 Page 5 44 Information about what is to be paidin Secure good time before each payment Opportunity to cancel a payment if something is wrong 2 Terms and definitions This table lists Bankgirot s definitions of the terms associated with the Autogiro service Term User manual The Autogiro rules Bank day Bankgiro number Payment order Payment initiation Payment initiations Payment type Information classification Open Bg Autogiro User Manual February 2015 Definitions A manual that describes a service how it is used and how a company adapts its procedures to use the service The Autogiro rules encompass the current e User manual e Technical manual e Mandate text Bank day refers to all days except Saturday Sunday Midsummer Eve Christmas Eve New Year s Eve or any other public holiday An address that points to an account A Bankgiro number can be associated with the bank and account of your choice An electronic Payment order ELU that assigns Bankgirot the task of executing the Payment initiations sent in a Payment initiation It must be sent to Bankgirot at the same time as the Payment initiation Note The banks have different procedures
13. Autogiro All mandates associated with this account have been cancelled The payer has requested that the mandate be cancelled All Payment initiations that were based on this mandate have been cancelled You have submitted a new mandate that has been updated in Bankgirot s mandate directory Page 36 44 Mandate is already registered in Bankgirot s directory Check the payer number and civic number that you specified If you e Have sent a duplicate you do not need to do anything e Want to register a new mandate with the same civic number change the payer number on the mandate and resend it to Bankgirot Has been cancelled and cannot be registered until seven 7 Bank days have passed Check the payer number and civic number that you specified If you want to register a new mandate with the same payer number that was previously cancelled you need to wait seven 7 Bank days before you resend the mandate Update your customer directory with the information that the payer no longer pays via Autogiro Update your customer directory with the information that the payer no longer pays via Autogiro You can now send Payment initiations associated with this mandate to Bankgirot bankgirot Cancelled Recipient Bankgirot number missing or cancelled Mandate cancelled due to cancelled payer Bankgiro number 4 8 7 Comments in the Cancellation change of payments report You have submitted a
14. Bg Autogiro User Manual Information classification Open Bankgirocentralen BGC AB 2013 All rights reserved al i Iro www Bankgirot se Contents DD A UMEDA UT UO oer uss ceapenetscris setters egies Oe sopia ci EAE E lope aatie eased A 4 LI Thsdocument siise a a OT ire PnP SEN ON en 4 12 Whatis Bankgirot soose ee re ee re te One ete EE E irri ele ener penn 4 t3 Whatisa Bankgiro number ois fads dada esncadstsinsesaaudasedusndwdacaducndncnduasdasesnsedssndscadesubnontwcewesexs 4 14 Whatis PUIG csisuicsdeadsesiadSsateantesesoanabonacasapexancdanessaedenadeaatetacesadosadeeencrcaudetidiaiaitiaidlarans 5 1 5 The advantages of Autogiro eeeeeeeeseeseeseesseeseeseesseeseesesresseeseeseessessreseessessessresseessesses 5 2 Termsand CMAN 2 ipeesscgctaecteseconcts doe diuaenectenouacoecd dee ieabeueciiebbacdccunatentanneieneenuaaees 6 3 UM DTA BAN pracie sieer ieii eaaa id era a eaaa oaeiae aaeei 7 E Ei a TO ao sagas E EE E EE E A E E EEE 7 XLI Mandat FOTN fo veces kee tact Deb lice aiii a 9 3 L2 The mandate 46 29 4 Reet emeesn ent oenr nn Sartre ee tie aA n a rere ae ree rr ein ene 10 3 L3 Archiving mandates sco wscswvensntcavcannsedvocanssadeviwisacccewabercnnteaseueedercatavinessiweaiuesietis 10 3 L4 Cancelling and changing Mandates ccccssccssssecssssecsssecssseesssseesseeeseseees 11 3 2 PAYIMOCIUS ereere ei i E REEE EE E E EE EE E E davededadudedeccnasdeantee 12 3 2 1 Payment LY ES sceustsnacsomicaicoihdednisasc
15. The table below describes excerpts on file Report Contents with file layout Comment February 2015 Page 34 44 Information classification Open Bg Autogiro User Manual v ba I ksirot Excerpt from the mandate A summary of all mandates associated For the differences between directory with your company and registered in the old and the new layout Bankgirot s mandate directory see the Technical manual Excerpt from monitoring A summary of all Payment initiations ee report that your company has submitted and that are being monitored The summary is sorted by payment date and payer number 4 8 6 Report comments and explanations The table lists the comments that can appear in the Mandate advice report Comment Explanation Action Incorrect account or The payer s bank has not approveda Ask the payer to fill in anew personal details new mandate file This can be due to mandate with the correct account number The payer e The account not existing at the bank can contact their bank if they have any questions e The payer not having the right of disposal over the account or e The combination of account and civic number does not exist Incorrect account number The account number you have Check the account number specified for a new mandate is against the payer s mandate incorrect form Contact the payer if necessary Incorrect civic You have submitted information fora Check the civic or company registration co
16. age e Outgoing payments e Max amount e Retry Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 24 44 Report address Where the reports are to be delivered that is a Customer number or service bureau number for electronic reports Choice of schedule for the Payments Your company chooses when and how often specification report Bankgirot delivers the report Name s and phone number s of the Note This information must be updated by contact s at the company for issues your company immediately if changed concerning e Finances mandatory e JT e Passwords e Security The date on which your company will Not earlier than the Bank day after the bank has start using the service registered the agreement 4 2 Adapting business systems In order to use the Autogiro service the business and accounting system must be adapted to the service This table shows where you can find more information about the business system What do you want to know more Reference about Howto handle mandates and payments Contact the software company with your current business system If the company uses proprietary software see the record and file descriptions in the Technical How Autogiro reports work with your manual for Autogiro at www Bankgirot se current business system Communication and security solutions For communication and security solutions e See Communication method below or e Co
17. cancellation for an existing mandate Bankgirot has cancelled the mandate and all associated Payment initiations that were being monitored You have submitted a mandate that lacks a payer number or you have specified a payer number that was previously cancelled in the banks contract database The payer s Bankgiro number has been closed in the banks contract database Check the payer s Bankgiro number and submit a new mandate The payer can contact their bank if they have any questions Ask the payer to fill in a new mandate with a valid Bankgiro number or agree on another payment method The Cancellation change of payments report can include comments describing the different errors that have arisen in conjunction with cancellations or date amendments The table lists the comments that can appear in the Cancellation change of payments report Comment Missing not rectified Cancelled Cancelled by payer Information classification Open Bg Autogiro User Manual February 2015 Explanation You have submitted a cancellation of or an amendment to one or more Payment initiations that are not found in Bankgirot s monitoring report This can be due to the concerned payments being made already or the specified amount payer number or payment date being incorrect The payment cancellations you wanted to make have been implemented A coming Payment initiation has been cancelled by the payer in their Internet
18. e following Bank days until either the bank approves the withdrawal or the agreed number of Retries is reached Insufficient funds 5 Using Autogiro 5 1 Customer test The payer s bank has not approved the withdrawal after one or more retries The payment has been rejected and will not be processed by Bankgirot Action Reach agreement with the payer on how they want to make the concerned payment The payer ought to contact their bank to change the account number for the mandate Reach agreement with the payer on how they want to make the concerned payment You can submit a Customer test at any time A Customer test entails your company submitting authentic material in a test and receiving reports on the test material if this is specified in the Autogiro agreement Note Customer testing is not mandatory The following table shows how it works Step Description Information classification Open Bg Autogiro User Manual February 2015 Page 40 44 bankgirot 3 5 1 1 Your company creates a test file with Anti tampering protection The Customer test file must contain authentic material such as a Payment initiation a cancellation and date amendment initiation or a mandate initiation The material ought to comprise about 1 2 mandates per main clearing number and one debit per submitted mandate together with perhaps a few cancellations of and amendments to submitted payments Note In a Customer tes
19. ectory and monitoring report Information classification Open ka Bg Autogiro User Manual ba I ik irot February 2015 Page 28 44 4 5 Communication method A number of different communication solutions are available for sending files to and receiving files from Bankgirot Information on the available Communication methods can be found at www Bankgirot se 4 6 Anti tampering protection and digital signatures All files that your company sends to Bankgirot must be provided with electronic Anti tampering protection or a digital signature In conjunction with your company signing an agreement with the bank on Autogiro you will receive authentication keys for Anti tampering protection or an electronic signature from Bankgirot or your bank Electronic Anti tampering protection is often integrated with the communication solution your company uses to transfer files to Bankgirot Note For more information on Anti tampering protection see the Technical manual Anti tampering protection with authentication available at www Bankgirot se 4 7 File transfer The table below describes the files available for Autogiro The Payment initiation is the only mandatory file In order to be able to manage Autogiro effectively Bankgirot recommends the use of several files Reference For information on how to do this refer to the instructions for your business or accounting system or the help texts in Autogiro Online For more information on file layou
20. esponsible for Your company e Deciding on and assigning each Autogiro payer a unique payer number e Archiving mandates in accordance with the Swedish Accounting Act e Being able to present a mandate on request within two Bank days e Ensuring that the details of your payers mandates registered in Bankgirot s mandate directory are always up to date by sending new information to Bankgirot or registering it via Autogiro Online e Cancelling mandates at the request of the payer e Cancelling a mandate if the payer terminates the agreement on goods services from your company e Never reactivating a cancelled mandate A cancelled mandate must not be reactivated the payer must sign a new mandate with your company Bankgirot e Registering and updating information in Bankgirot s mandate directory about new amended and cancelled mandates e Reporting all events and changes concerning mandates held by your company in the Mandate advice report Your company can offer the payer several ways to sign a mandate The table shows the alternatives available what can be specified in a mandate and which functions are standard and optional Note Mandates that are signed in a way other than those listed in the table below are not approved If another solution is used the mandate is invalid and your company can be liable to refund any payments already made A mandate that is signed in an invalid manner must be cancelled Information classification Open
21. est a Payment refund for a preformed Autogiro payment The Swedish Payment Services Act 2010 751 came into effect on 1 August 2010 which means that a payer has the legal right under special circumstances and within a certain time period to via their bank request and receive a Payment refund for a previously performed Autogiro payment Note Even if the payer s bank issues a Payment refund depending on the reason for the refund the payer may remain in debt Your company ought to check this In those cases where your company still has a claim your company can inform the payer of this fact and send a reminder if necessary The table describes the two different types of refund available Type of Description refund Refunding unauthorised payments A payment is unauthorised if an Autogiro mandate was never signed or if the mandate was cancelled before the payment was made e Insuch cases a consumer must request a refund within thirteen 13 months of the original payment date e A shorter time period applies to non consumers as agreed by the payer s bank and the payer Refunding authorised payments A payment is authorised if there was a valid mandate when the Autogiro payment was made but the amount was not specified when signing the mandate and the amount exceeds that which the payer could have reasonably expected to pay e Insuch cases a consumer must request a refund within eight 8 weeks of the original payment date e Non cons
22. 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 Your company can receive payment from all payers e Your company can reach all companies and 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 Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 4 44 1 4 What is Autogi
23. he e The mandate has been cancelled bas by the payer or the payer s bank concerned payment Omitted Bankgiro number The payer number has been Reach agreement with the deregistered deregistered from Autogiro in the payer on which payment banks contract database on the method to use The payer initiative of the payer or the payer s can contact their bank if bank they have any questions Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 38 44 Incorrect payer number Incorrect period code Block on outgoing payments Credit transfer Incorrect payment date Passed due date Amount exceeds max amount The Payment initiation has been rejected and will not be processed by Bankgirot due to it containing an incorrect payer number The payment has been rejected and will not be processed by Bankgirot due to an incorrect period code You have submitted a Payment initiation for an outgoing payment Your company s Bankgiro number is blocked from outgoing payments as agreed with your bank The outgoing payment has been rejected and will not be processed by Bankgirot The payment has been rejected and will not be processed by Bankgirot due to you specifying an invalid or incorrect payment date for the payment The date may e Only contain numbers or the word GENAST immediately and e Not be later than the current year plus two calendar years You have specified a paymen
24. in the test and has the Payments specification report file specified in the agreement Yes if the customer sends a Mandate file in the test and has the Mandate advice report file specified in the agreement No this cannot be tested as no balance check inquiry is performed in the test Yes if the customer sends a Payment initiation in the test and has the Preformed payments in BG Max format report file specified in the agreement Yes if the customer sends a Cancellation amendment file in the test and has the Cancellations and amendments of payments report file specified in the agreement bankgirot 6 Who should you contact if you have any questions 6 1 Different contacts Your company signs an agreement with your bank to gain access to the Autogiro service and the payments are managed using a business or accounting system with functionality determined by the software company Here you can get help deciding who to contact with any questions you may have 6 2 Questions on business and communication systems Contact the software company if you have questions about business and communication systems Example questions e Does my accounting business or communication software support Autogiro e Howdoes automatic reconciliation work in my system Reference If you would like information about the different software companies and whether they support a particular product you can search for such information at www Bankgir
25. ing payment in their Internet bank and ensure that sufficient funds are available in that account on the payment date This means that more payments pass the balance check inquiry Whether your payer can see a coming payment in their Internet bank depends on whether the payer s Internet bank supports this function 3 2 3 Invoicing Autogiro payments You can notify the payer of coming payments by for example sending an invoice to the payer You can send the same invoices to your Autogiro payers as to your other payers There are exceptions when the payer need not be notified e Ifthe payer has submitted a mandate for regular payments such as for rent the amount of which does not change you need not provide notification of each payment date separately An invoice can instead cover more than one payment In such cases it is enough if you inform the payer if the amount is changed e Ifthe payer has approved an Autogiro payment in conjunction with a purchase or order you need not notify the payer with a separate invoice It should be clearly stated on the invoice that payment is to be made by Autogiro direct debit You may for example use any of the following suggestions e The amount will be withdrawn from your account by Autogiro direct debit e The amount will be withdrawn by Autogiro direct debit e Do not use this invoice to pay The amount will be automatically withdrawn by Autogiro direct debit 3 2 4 Information in conj
26. ion mandate as only account number the bank is able to archive the electronic signatures used for Mandate via the Internet bank e Being able to present the application within two working days if requested by the payer Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 10 44 Registration Responsibility Mandate via Web page Your company is responsible for only for mandates with e Archiving the Autogiro application mandate from account number Autogiro Online in PDF or XML format in accordance with the Swedish Accounting Act e Being able to present the application within two working days upon request Mandate via electronic Your company is responsible for mandate form e Archiving the Autogiro application mandate in only for mandates with PDF or XML format account number e Being able to present the application within two working days upon request 3 1 4 Cancelling and changing mandates You can cancel or change a mandate by either e Creating a mandate file with an amendment or cancellation in your business or accounting system and sending the mandate file to Bankgirot or e Amending or cancelling the mandate in Autogiro Online Note Please contact your bank to change your company s receiving Bankgiro number for Autogiro The table shows which terms and conditions apply to your company and the payer when amending or cancelling a mandate Party Terms and conditions Your
27. ions via Autogiro Online These must always be delivered to Bankgirot on file 3 2 1 Payment types There are several different types of payments The table below describes the three different Payment types found in Autogiro Payment type Payment is initiated by Standard or option Direct debit Your company and is debited Standard Incoming payment from the payer s account Payment refund Bankgirot on behalf of the payer s Standard bank and the amount is debited to your company s account Credit transfer Your company and is credited to Option Outgoing payment the payer s account 3 2 2 Notification to payer Your company must notify the payer no later than eight Bank days before the payment date Information classification Open Bg Autogiro User Manual v ba I ksirot February 2015 Page 12 44 You can notify your payer via your normal invoice e invoice text message or e mail with reference to an invoice on your website However this does not apply to cases in which the payer has approved the withdrawal in conjunction with a purchase of or an order fora product or service It is important that you notify the payer in good time before the payment date so that the payer can ensure that there are sufficient funds in the account on the payment date If an account number has been specified in the mandate then you can send the concerned Payment initiation to Bankgirot when notifying the payer In such cases the payer may see the com
28. k Page 32 44 Daily or according to schedule Daily Can be read for direct comparison with accounts receivable ledger for automatic reconciliation Incoming and outgoing payments can also be reported in the account statement from the bank Note Sorted by payer number Delivered in the same file as the Payments specification report Note Sorted by payer number If you have the old layout format errors are reported in Autogiro Online bankgirot Cancellation Cancellations and amendments regardless of Daily change of whether Bankgirot has processed them payments Mandate New amended or cancelled mandates either Daily advice preformed or pending New New mandates with associated information that Daily This function is mandates via payers have signed via their Internet banks The only available if the Internet mandates must be approved or rejected you have bank Mandate via the Internet bank The table below describes reports via Autogiro Online Report Contents Comment Active mandates A summary of active mandates Terminated mandates A summary of rejected and cancelled mandates Rejected Payment orders Report on rejected Payment initiations stopped by Bankgirot in format or directory checks Note Information on format errors was previously included in a printed report but is now included in the Rejected Payment initiations file Payment notification Preformed payments and Pa
29. monitored by Bankgirot and payments that have or have not been made such as due to insufficient funds Change You can change the payments payment date of a coming One off payment that is being monitored by Bankgirot Cancel payments payments that are being monitored by Bankgirot View mandates You can view active and cancelled mandates for a particular payer Register You can register new mandates mandates that payers have signed on paper or Mandate via Web Page Information classification Open Bg Autogiro User Manual bal ik irot February 2015 Page 27 44 Approve or If your company has the reject electronic optional Mandate via the mandates Internet bank you can reject or approve new electronic mandates that payers sign via their Internet bank If the payer number that the payer has specified is incorrect this can also be changed Manage If your company has the X Mandate via optional Mandate via Web page Web page you can retrieve new electronic mandates that payers have signed via the company s electronic form Amend You can change the mandates payer number of a payer s active mandates that are approved or pending Cancel You can cancel active mandates mandates found in Bankgirot s mandate directory Order reports The reports you can receive on file can also be ordered in Autogiro Online Order excerpt You can order summaries on file excerpted from Bankgirot s mandate dir
30. n the mandate directory If not the payer s bank must authorise the account for debits via Autogiro Bankgiro number That the payer s Bankgiro number is active in the banks contract database 5 Bankgirot Reports approved and rejected mandates to your company in the Mandate advice file or via Autogiro Online 6 Bank Based on the information from Bankgirot the bank can choose to notify the payer about new approved mandates via their Internet bank 3 4 2 Direct debit Incoming payment This table shows how incoming payments work in Autogiro Step Description 1 The payer submits a mandate to your company 2 Your company e Sends a file containing a Payment initiation with Payment initiations to Bankgirot e Informs the payer about the payment no later than eight 8 days before the payment date such as via an invoice 3 Bankgirot sends a Debit initiation for a balance check inquiry to the payer s bank on the payment date Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 18 44 4 The payer s bank checks the account balance If there are sufficient funds in the payer s account the bank authorises the withdrawal and transfers the money to your company s account 5 Bankgirot sends a Credit initiation to your company s bank and reports the event to your company 6 The payer s bank reports the withdrawals made from the payer s account 3 4 3 Payment refund credit Your payer can requ
31. n your reports that a payment has been stopped cancelled either on file or via Autogiro Online You may then need to invoice the stopped payment in another way If the payer stops a payment this means that the concerned payment is stopped on a single occasion If the payer wants all future payments initiated by your company to be stopped then the payer must revoke the mandate 3 5 Optional services One prerequisite for using an optional service is that your company has an agreement with the bank for the service 3 5 1 Mandate via the Internet bank With this option your payers can sign up for Autogiro via their Internet bank The payer logs in to their Internet bank and fills in an e form specifying the details your company needs to register a mandate The e form is designed by each Internet bank and your company is able to add information that is displayed to your payers in the Internet bank Your company can for example inform about which payer number to specify and which Payment types can be made via Autogiro Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 20 44 Mandate via the Internet bank can completely automate the mandate process for your company if mandates can be managed on file Your company can then automatically receive information about new mandates which can be read directly in business and accounting systems and automatically update customer directories For more information on
32. ntact the software company 4 3 Payee directory for Autogiro Bankgirot recommends that when your company signs an agreement with the bank on Autogiro you ought to register the company in the payee directory for Autogiro on Bankgirot s website Payers can use this directory to search for your company to use Autogiro Your bank can help register your company in the payee directory Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 25 44 Registration in the payee directory is mandatory if your company is to use the Mandate via the Internet bank option This is to enable payers to sign mandates with your company via their Internet bank 4 4 Autogiro Online web service Autogiro Online is a web based tool for your company and the banks Autogiro Online offers different functions that enable your company to view and manage information about Autogiro payments and mandates via the web service The history function in Autogiro Online stretches back sixteen 16 months The payee is referred to as creditor in the web service Autogiro Online Autogiro Online complements the reports your company can receive on file Your company can also choose to only use the reports available via Autogiro Online Note Your company cannot deliver or register Payment initiations via Autogiro Online These must always be delivered to Bankgirot on file 4 4 1 Prerequisite In order to use Autogiro Online your company mus
33. o User Manual February 2015 Page 23 44 bankgirot If your company has agreed to a max amount for a certain Bankgiro number and sends a Payment initiation with payment records that exceed the set max amount Bankgirot rejects the Payment initiation 3 5 5 Retry Retry means that if the payer s bank stops a payment in the balance check inquiry Bankgirot attempts to make payment the agreed number of times or until the payment is approved Your company can receive up to three retries spread over the three Bank days following the payment date 3 5 6 Excerpt from mandate directory or monitoring report Your company can order summaries from its bank or via Autogiro Online The summaries include excerpts from the mandate directory and the monitoring report and are delivered to your company on file or via reports in Autogiro Online 4 Prerequisites 4 1 Agreement with bank Your company signs an agreement with its bank on Autogiro for a new or existing Bankgiro number This table lists the details that the agreement between your company and your company s bank must include Detail Comment Bankgiro number Which Bankgiro number or numbers to use Customer number Existing or new assigned by Bankgirot Chosen Communication method Reference See Communication method below Choice of file layout Old or new file layout Options Your company can choose from the following options e Mandatevia the Internet bank e Mandatevia Web p
34. omer number can be linked to one or more Bankgiro numbers A Customer number is always linked to a service A Payment initiation that is used to pay the same amount periodically via Autogiro A parameter that identifies a payment to your company This could be for example an invoice number a customer account number an OCR Reference number or some other reference A user guide with record and file descriptions Mainly aimed at software companies and companies that develop proprietary software Conducted to verify that the information in the files complies with the specified layout Customer testing is not mandatory 3 Autogiro in practice 3 1 Mandate A mandate is an agreement between a payer and your company and is a prerequisite for using Autogiro The payer provides your company with consent to debit the payer s account Information classification Open Bg Autogiro User Manual February 2015 Page 7 44 bankgirot number or Bankgiro number via Autogiro Note In order for your company to be able to register mandates with a Bankgiro number this must be specified in your company s Autogiro agreement For consumers it must be the account number holder who signs the mandate with their name and civic number The banks recommend that the account holder be over 18 years of age otherwise the mandate must be signed by a guardian For companies an authorised signatory must sign the mandate in order for it to be valid Party R
35. ot se 6 3 Questions about prices and agreements Contact your bank if you have questions about prices and agreements Example questions e How do I register for and start using Autogiro e How do I add functions change the Communication method or change other specifics of the agreement e How much does Autogiro cost 6 4 Questions about files The table shows who to contact if you have questions about sending files to or receiving files from Bankgirot If you have a communication solution connected then contact to Bankgirot Bankgirot see www Bankgirot se Service bureau The service bureau Your Internet bank Your bank February 2015 Page 43 44 Information classification Open Bg Autogiro User Manual v ba I ksirot 7 Contact channels and addresses Contact channels and addresses Bankgirot s Telephone fax and e mail to Customer Service can be found at Customer www Bankgirot se under Contact Service Postal Bankgirot adone 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 and manuals Information classification Open Bg Autogiro User Manual ba l ik irot February 2015 Page 44 44
36. pecific payment date e A payment for a particular payer number on a specific payment date for a specific amount and with a specific reference the reference is optional Note In the case of Recurring payments all Individual payments included are cancelled regardless of the type of cancellation that is used and regardless of whether the cancellation is made via file or Autogiro Online Reference For information on how to do this refer to the instructions for your business accounting system or the help texts in Autogiro Online You can change the payment date of e An Individual payment for a particular payer number e All payments for a particular payer number e All payments regardless of payer number You can change the payment date e For Recurring payments only via Autogiro Online Impossible changes The table shows which changes cannot be made Type of change Action Change amount Cancel the payment you want to change and then send a new payment with the correct details to Bankgirot Change of payment date for Recurring payments via file 3 3 Time limits The table shows which time limits apply to different tasks in Autogiro depending whether they are done by sending files to Bankgirot or via Autogiro Online Note The time limits concern the possibility to influence any coming payments Type of task Files to Bankgirot Autogiro Online TRegister new mandates No later than 19 00 six Bank No later than 23 00 six Bank days
37. ro Autogiro is a system for automatically transferring payments to your company on the payment date neither too early nor too late Autogiro can be used as a fully electronic service This means that all functions are managed on file or via Autogiro Online Consumers and companies alike can pay via Autogiro and your company can invoices payers that have either an account number or a Bankgiro number One prerequisite for Autogiro is that the payer signs a mandate allowing money to be automatically transferred from the payer s account to your company For more information on Autogiro see the Technical manual at www Bankgirot se 1 5 The advantages of Autogiro The table lists the most important advantages offered by Autogiro and shows how they benefit your company and payers Party Advantage Customer benefit Your company e Payment on the correct day Interest gains e Simplified liquidity planning Reduced administration and reduced paper Cost savings costs for reminders and final demands e Less paperwork means simpler Time savings administration e Optional automatic reconciliation of payments The payer The payment is automatically debited from Simple and convenient their account The payer need not worry for example about forgetting a payment date or misplacing an invoice e Payments always made on time The Economical payer can forget reminder fees interest on overdue payments and final demands e The payer can
38. rot performs format checks on February 2015 the file Information classification Open Bg Autogiro User Manual ba I ik irot Page 41 44 Cancellation and date 23 24 25 26 27 amendment file 28 and 29 Mandate file 03 04 and 05 5 1 2 Customer test files from Bankgirot The following table shows what can be tested Yes Bankgirot performs format checks on the file Yes Bankgirot performs format checks on the file Note In order to receive a report on a Customer test file the report must be specified in the Autogiro agreement The report files are created using the format and Communication method specified in the Autogiro agreement If no report files are specified in the agreement Bankgirot s customer service will check the Customer test file and report the results to your company Report Transaction codes Rejected Payment 32 and 82 initiations Payments specification 32 and 82 preformed payments Mandate advice 03 04 and 05 Stopped payments in balance check inquiry Preformed payments in 32 and 82 BG Max format Cancellations and 23 24 25 26 27 28 amendments of payments and 29 Information classification Open Bg Autogiro User Manual February 2015 Page 42 44 Customer test Yes if the customer sends a payment that is incorrect in the Payment initiation file and has the report for Rejected Payment initiations specified in the agreement Yes if the customer sends a Payment initiation
39. rporate id new mandate but the civic or company number Contact the payer number number you have specified is if necessary incorrect Account type or account The account number you have Ask the payer to fill in a new holder not approved specified has not been approved by mandate with an account the payer s bank This can be due to number approved for the account not being approved for Autogiro The payer can Autogiro contact their bank if they have any questions Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 35 44 Mandate already registered in Bankgirot s directory or has been cancelled and cannot be registered until 7 Bank days has passed Mandate cancelled on debtor s initiative Mandate cancelled on debtor s initiative New mandate Information classification Open Bg Autogiro User Manual February 2015 Mandate is already registered in Bankgirot s directory The payer number you have specified for this mandate is already registered in Bankgirot s mandate directory The combination of payer number and payee Bankgiro number must be unique Bankgirot ignores the new mandate and the existing mandate remains in use Has been cancelled and cannot be registered until seven 7 Bank days have passed The payer number you have specified has been used for another payer within the last seven 7 Bank days The payer s bank has revoked its approval of the payer s account in
40. rt Payments specification and rejected payments in balance check inquiry 3 2 7 Payment order The Payment order assigns Bankgirot the task of executing the Payment initiations sent in a Payment initiation You send the Payment order electronically to Bankgirot at the same time as you send the Payment initiation The banks have different procedures as regards the requirement to send a Payment order to Bankgirot in conjunction with payments The following alternatives exist e No Payment order is required e An electronic Payment order ELU must be sent Check with your bank to find out what applies 3 2 8 How do you cancel or change the date of a payment You can cancel a payment or change its payment date by either e Creating a cancellation or amendment in your business or accounting system which you then send to Bankgirot on file or e Cancelling or amending the payment in Autogiro Online Note Bankgirot process the files in the order they are received by Bankgirot so payments must be sent before amendments or cancellations You should not send a Payment initiation and a cancellation or amendment of the same payment on the same day as the end result may be erroneous For One off payments you can cancel Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 14 44 e All payments for a particular payer number regardless of payment date e All payments for a particular payer number on a s
41. ry et 19 3 4 4 Stop a coming Way UAT ois sca achacdeadsivesssedideenasssecsunsnuccasdledredieterscsdsacentendvecuays 20 3 9 OPUON Al SERVICES roie are aee E a sueecssucesssessseaucesesechsush s sdbacusetevoresesbentsosabaeesbeucdsusteveseeees 20 3 5 1 Mandate via the Internet bank cessscssscssccsscesceenssessesescessccessceenesens 20 3 5 2 Mandate via Web page cssccssscssssecssssecssssecssssecsssssessseeesssseesseeeessseseaees 21 3 5 3 Outgoing payments Credit transfer cccssccssssecssssecsscecssscecssnsessssseessees 22 Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 2 44 3 94 Max UVIOUIAL chs sensiesinsnwieninicnivninpdawiu ean berlesiahd ciesbasnsanscantancesasbnasnebskusaiesihmnaupienee 23 BAS RSI SEN h A EP A E 24 3 5 6 Excerpt from mandate directory or monitoring report s sseesseesseesseee00e 24 4 Prerequisites siecia area aaie aa AEE a a a T aa re a a E a daaa 24 ALA Agreement with DANK psccnsiuscosreaseasbaaccaantineDanibalabinctsnatiealen scant ekshdusbemsBeaisluehtachenbinabieaiees 24 4 2 Adapting business systems alae caciacsMlalecladedlidadadateladaleslaladudisladiadadaldadudatiidatucaSaledadedacudasuancis 25 4 3 Payee directory for AUtOgITO viuis aeiiaaie iao 25 44 Autogiro Online Wep Servit sissien e ees 26 44 1 Prerequisite oseese aae aoaaa ia Eoas ai aradi aea Ee Eas iaria aaaea 26 4 4 2 Functions in Autogiro OMline csscccsssscs
42. s that the information is correct such as whether the specified payer number is correct e Registers the new mandate in its business or accounting system and archives it in accordance with the Swedish Accounting Act e Sends information on the new mandate to Bankgirot in a mandate file or registers the information in Autogiro Online 5 Bankgirot e Adds the new mandate to its mandate directory e Reports approved and rejected mandates to your company in the Mandate advice report Note If the payer and account are not found in the mandate directory Bankgirot checks that the payer s bank has authorised the account for Autogiro 3 5 3 Outgoing payments Credit transfer Outgoing payments enable your company to make payments to a payer via Autogiro This means that your company does not need to know the payer s account number to make a Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 22 44 payment but instead can specify the payer number as the recipient of the payment The payment is included in the Payment initiation sent to Bankgirot One prerequisite for making outgoing payments via Autogiro is that your company has an agreement with the bank for this optional service If you have not signed an agreement for outgoing payments but still send a Payment initiation with outgoing payments they will be rejected by Bankgirot These are reported in the Rejected payments report Note Remember
43. sssecsesseccssssecssssecssesessseeesseneeees 26 4 5 Communication Method sesioni iine E EEEE E ER Aa 29 4 6 Anti tampering protection and digital signatures ssseseseessesseseeeseeseessesseesesssessesee 29 T Filetransler ca ceed aathcn cee ta leah chad e E E E E aa iaaa daa 29 48 Reports from Bas siniasacstncssasssnstvasasatssanadasdsadesasdialisasdlshdvalesndess satmspensnsanscateeiause 30 4 8 1 Reporting on file or via Autogiro Online cccecsecesseecesseecsseeeeesseeeesseeees 31 4 8 2 Delivery TEL INO ys6s ccasvaststcucguscoudecastiucayiabena vin veaus ERE ANAA AEE E EE 31 4 8 3 Delivery UME vos saciscessavstcunaessnisuietecnupincnincwteadou bins cevweutsesmebessoiatedeadneteeteateeias 31 a rotia PRR SOS EE E E A E A 31 4 8 5 ROCIO US roerien a E a eden E eaa i ieina 34 4 8 6 Report comments and explanations cccessecssseecessceceseeeesseeecsseeeeesseeess 35 4 8 7 Comments in the Cancellation change of payments report eeeeeeeeeees 37 4 8 8 Comments in the Rejected Payment initiations Peport ceeeeesseeeeseeeees 38 4 8 9 Comments in the Payments specification repOrt c cecescceesseeesseeeesseeees 39 o Using AUO Oseira erea a aaa rnr errr sere Eaa aE Oa ner rnrere reer r tint tere ers eee 40 Del Customer t st osse esnie ioi ir A AAEE tintin teanteeotens as auth 40 5 1 1 Customer test files to BankGirot cccccscccssssecsscecesscecsseeeeesseeeeseeeesseeeesaees 41 5 1
44. t see the Technical manual at www Bankgirot se Filename Description Files to Bankgirot Mandate file Used when new or existing mandates are to be registered amended or cancelled In addition to submitting the mandates on file you can also register the information in Autogiro Online Payment initiation Used when new payments are to be sent to Bankgirot Note Your company cannot deliver or register Payment initiations via Autogiro Online These must always be delivered to Bankgirot on file Cancellation and date Used when cancellations and date amendments are to be made amendment file to payments In addition to submitting the material on file you can also register the information in Autogiro Online Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 29 44 Files from Bankgirot Payments specification and Contains information on preformed payments and any Stopped payments in balance payments stopped in the balance check inquiry check inquiry Mandate advice Contains information on new or existing mandates that have been registered amended or cancelled This information can also be retrieved via Autogiro Online Rejected payments Contains information on payments that have been rejected due to disagreement with the mandate directory or incorrect payment records This information can also be retrieved via Autogiro Online Cancellation change of Contains the payments that have been
45. t Bankgirot only processes payments being monitored with payment dates at least two 2 weeks from the date the test file is sent to Bankgirot Use the delivery and Anti tampering protection methods agreed with your bank when sending the file to Bankgirot The Anti tampering protection must use a Customer test key Reference For more information about Customer test keys see the Technical manual for Autogiro For more information on how to create Customer test material in your business or accounting system contact your software supplier Your company sends the file to Bankgirot marked as a Customer test file If your company then wants a report file based on the the report files you want to receive must submitted test material be included in your Autogiro agreement does not want a report file based on the continue to step 3 in the table submitted test material e Ifyou only want to receive information that the Customer test file you submitted had the correct format contact Bankgirot s customer service Bankgirot sends information on the test results to your company in a letter or an e mail or e Check that your submitted Customer test file agrees with the report file created by Bankgirot Customer test files to Bankgirot The following table shows what can be tested Customer test files to Bankgirot are independent of old or new layout Report Transaction codes Customer test Payment initiation 32 and 82 Yes Bankgi
46. t bank information on the status of the mandate to the bank 3 5 2 Mandate via Web page With this option your payers can sign up for Autogiro via an electronic mandate form Your company creates the form mandate form in the Autogiro Online web service The electronic Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 21 44 mandate form must always be based on the standard template which you can customise using the service s integrated form editor The completed form can then be published for example on your company s website More information about using Mandate via Web page can be found in the help texts in Autogiro Online Note Mandate via Web page can only be signed with an account number The table describes the mandate process for Mandate via Web page Step Who Does what 1 Your Creates an electronic mandate form in Autogiro Online Publishes a link on company your company s website 2 The payer Fills in the electronic mandate form found on your company s website The payer signs the mandate with their electronic ID 3 Bankgirot e Checks that the payer s electronic signature is valid and saves the mandate for 90 calendar days in Autogiro Online e Notifies your company via Event summaries in Autogiro Online that new e mandates have been received and are ready to retrieve 4 Your e Retrieves the e mandate from Autogiro Online in either PDF or XML company format e Check
47. t day for the concerned payment incoming or outgoing that passed more than five Bank days prior The payment has been rejected and will not be processed by Bankgirot The amount exceeds the max amount that the bank has set for your Bankgiro number The payment has been rejected and will not be processed by Bankgirot 4 8 9 Comments in the Payments specification report The Payments specification report can include comments describing the different errors that have arisen in conjunction with payment Information classification Open Bg Autogiro User Manual February 2015 Page 39 44 Correct the Payment initiation and resubmit it to Bankgirot Correct the payment s period code and resubmit it to Bankgirot Contact your bank if you want to remove the block on outgoing payments Credit transfer Correct the payment date and resubmit the payment to Bankgirot Correct the payment date and resubmit the payment to Bankgirot Contact your bank if you want to change the permitted max amount bankgirot Comment AG connection missing Explanation The payment has been rejected and will not be processed by Bankgirot This can be due to Renewed funds The payer s bank no longer approving use of the account with Autogiro or The account has been closed and the payer has not moved their mandates to another account The payer s bank has not approved the withdrawal New attempts will be made th
48. t have the necessary authorisation for the service from your bank For more information on which web browsers Autogiro Online supports see www Bankairot se 4 4 2 Functions in Autogiro Online In the web service the payee is referred to as creditor and the payer referred to as debtor In Autogiro Online you can with the aid of different authorisations issued by your bank gain access to two versions services of Autogiro Online Autogiro Online for Creditor a comprehensive version for those who manage the company s payments e You can view and manage mandates and payments register new mandates implement updates view summaries and order predefined reports Autogiro Online for Creditor s Customer service a simpler version that can be used by your customer service department e You can view and manage mandates and payments but can only make individual updates such as change a single payment or a single mandate Note You cannot deliver or register Payment initiations via Autogiro Online These must always be delivered to Bankgirot on file The table below describes the functions and authorisations available to your company in Autogiro Online Reference For instructions for the different functions see the help texts in Autogiro Online Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 26 44 View payments You can view information about coming payments being
49. te form Information classification Open Bg Autogiro User Manual February 2015 Page 9 44 bankgirot Your company s details Name Company number Address Town Payer s details Payer s name Civic company number Payment service provider e g bank Account number clearing number and account number Other e Current terms and conditions text the mandate text Note Mandate forms must reproduce the mandate text established for Autogiro verbatim The mandate text can be found at www Bankgirot se e Bankgirot s or your company s logo 3 1 2 The mandate text The mandate text is the text describing the terms conditions and rules for Autogiro that the payer accepts by signing a mandate The mandate text differs depending on whether the mandate is for an account number or a Bankgiro number The mandate text is mandatory and must be included on the mandate form Note If your company decides to design its own forms the current mandate text must be included verbatim The mandate text is provided at www Bankgirot se 3 1 3 Archiving mandates Registration Responsibility Mandate via form Your company is responsible for e The original Autogiro application mandate being archived whether on paper or as a PDF e Being able to present the application within two working days upon request Mandate via the Internet bank The payer s bank is responsible for only for mandates with e Archiving the Autogiro applicat
50. that your company ought to notify the payer of the payment method and date of the outgoing payment as neither Bankgirot nor the payer s bank will notify the payer This table shows how outgoing payments work in Autogiro Step 1 2 3 5 4 Who The payer Your company Bankgirot The payer s bank Bankgirot The payer s bank Max amount Does what Submits a mandate to your company e Sends a Payment initiation with Payment initiations to Bankgirot e Notifies the payer that a payment will be made via Autogiro and on which date e Sends a Debit initiation and a balance check inquiry to your company s bank on the payment date to debit the company s account e Sends a forecast to the payer s bank with information on what the Credit initiation will contain Decides whether to approve the payment and notifies Bankgirot of this decision Note If the bank stops the payment the outgoing payment process stops here e Sends a Credit initiation to the payer s bank so that the concerned amount is transferred to the payer s bank account e Reports approved and stopped payments to your company Reports deposits made to the payer s account number on the payer s bank statement Max amount means that your company in consultation with the bank can decide on an upper limit for the amounts per day and payer that can be transferred via Autogiro to your company s Bankgiro number Information classification Open Bg Autogir
51. tically more than five Bank days prior changing the payment date to the next Bank day A payment date that passed The payment is not processed the payment is reported in the more than five Bank days prior Rejected Payment orders file or Autogiro Online 3 4 Standard functions 3 4 1 Mandate form Mandate form means that the payer provides consent by filling in and signing a printed mandate form A mandate form can be signed for either an account number or a Bankgiro number The account number or Bankgiro number provided by the payer determines from where associated payments are debited The table describes the mandate process for a mandate form Step Who Description 1 Your Sends out printed mandate forms to the company s customers payers company 2 The payer Fills in the form signs it and returns it to your company Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 17 44 3 Your e Receives the mandate company Checks that the information is correct such as whether the specified payer number is correct e Registers the new mandate in its business or accounting system and archives it e Sends information on the new mandate to Bankgirot in a mandate file or registers the information via Autogiro Online 4 Bankgirot Adds the new mandate to its mandate directory When the mandate is __ Bankgirot checks signed with Account number Whether the payer and account are i
52. tidweiesdduerdsdahuscutitisuenswirangsiesmucestdabhsnsidewenaunaes 12 3 2 2 Notification to PAVED sisiissavesninanbestibnnnnsnnaielinnshastetslier tonndaneldusidenvenesecmumetinsibenise 12 3 2 3 Invoicing Autogiro payments ssssessseseesseseesssseeesssseessssereesseseessoseesssseesssse 13 3 2 4 Information in conjunction with incoming and outgoing payments 13 3 2 5 Information in conjunction with Recurring payMents cccsceceseessees 14 3 2 6 The payer must have sufficient funds in their bank account cceeee 14 3 2 7 Payment ordei ssiri ceuscase nthe doseocetnianansunieionsedy ens eSEE S nE Sen eek on Sai einer 14 3 2 8 How do you cancel or change the date of a payment ccceeseeesteeeeeeees 14 3 3 Time limis n EE E E E R attr steerer ee aeaieie a 15 3 3 1 Mandate cancelled on payer s initiative ccccssecssssecssssecssssesssseeesseeeeeeees 16 3 3 2 Payment cancelled on payer s initiative ccecsecesssecessecesseecesseeeesseeeessees 16 3 3 3 Bankgirot s processing days ss ciisassjaaisdassaasieaiscarscnvecacaserearoeniosaleasaioassmioniad 17 34 Standard 081016 6 0 en eR eee EN eee a E e or es A ee a ee err 17 3 4 1 Mandate formen erisia nenret vinden e e raeo eo Erea anea aea 17 3 4 2 Direct debit Incoming payment cccscssssecssssecssssecssnscessseeeesseeesseeeeeseees 18 3 4 3 Payment refund credit Benny w nn mem nr rr Famer OOoniTeynOnnr hte ts Rinne LOnrnnee nny aarp a
53. umers are not entitled to refunds for authorised payments Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 19 44 The table describes how requested refunds are investigated Step Description 1 The refund request is submitted to Bankgirot which conducts an investigation on behalf of the payer s bank to determine whether the refund request is legitimate 2 Bankgirot contacts your company and requests documents showing that the payment was correct and authorised 3 e Your company provides Bankgirot with any documentation such as a valid mandate e Contacts Bankgirot if the matter has been resolved with the payer directly In the latter case the investigation is ended and the matter is closed 4 e Ifthe outcome of the investigation shows that the payer is entitled to a refund your company s bank has the right to debit an account which via a Bankgiro number is connected to the Autogiro service e Ifthe outcome of the investigation shows that the payer is not entitled to a refund the investigation is ended and the matter is closed 5 Preformed Refunds are reported to your company on file and or via Autogiro Online 3 4 4 Stop a coming payment Your payer can stop a coming Autogiro payment The Swedish Payment Services Act 2010 751 came into effect on 1 August 2010 which means that a payer has the legal right via their bank to stop a coming payment As acompany you receive information i
54. unction with incoming and outgoing payments If you are going to make an incoming or outgoing payment specify e Payer number e Payment date e Amount You can also add a Reference number for each payment If your accounting system adds a reference to the payment this is shown in the Payments specification report The payment date you specify may not be later than the current year plus two calendar years Information classification Open Bg Autogiro User Manual ba I ik irot February 2015 Page 13 44 Reference For information on how to do this refer to the instructions for your business or accounting system 3 2 5 Information in conjunction with Recurring payments If you are going to submit a Recurring payment specify how many times payment is to be made if you do not specify a number the amount is debited via Autogiro until the Recurring payment is cancelled Reference For information on how to do this refer to the instructions for your business or accounting system 3 2 6 The payer must have sufficient funds in their bank account In order for a payment to be made the payer must have sufficient funds in their bank account on the payment date A balance check inquiry is made early in the morning of the payment date As such the payer must have sufficient funds in their account already at 0 01 If there are insufficient funds in the payer s account the payment is not approved and the stopped payment is reported in the repo
55. yment type per payment date and credited Bankgiro number Payment monitoring A summary of the most recently Can be used as a basis for performed and all coming payments liquidity planning being monitored February 2015 Page 33 44 Information classification Open Bg Autogiro User Manual v ba I ksirot Payments specification Collated information on e Preformed payments Incoming payments number and total amount Outgoing payments number and total amount Payment refund number and amount per transaction as well as information on history and reason e Total number of payments Future payments A summary of the submitted payments being monitored Cancellation change of Cancellations and amendments payments regardless of whether Bankgirot has processed them Mandate advice New amended or cancelled mandates either preformed or pending Rejected payments in Collated information on the payments balance check inquiry stopped in the balance check inquiry Preformed and stopped A summary of preformed rejected payments and cancelled payments 4 8 5 Excerpts Your company can order excerpts from the mandate directory and the monitoring report that are delivered on file Orders can be placed via Autogiro Online or your bank Note If you want to order one of the following summaries on file contact Bankgirot to ensure that Bankgirot has the relevant information to be able to deliver the file
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