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Centrepay Bulk Upload Service User Guide CSV file format - February 2018

USER GUIDECENTREPAY BULK UPLOAD SERVICE

CSV File Format

Version date: 1 February 2018

ContentsIntroduction3Introduction to the Centrepay Bulk Upload Service3Centrelink Deduction reports4Getting Started5Accessing Centrelink Business Online Services6Option to link your digital credential7Using Centrelink Business Online Services8Entry page8Business online services announcements8How to access the Centrepay Bulk Upload Service9System diagram of file submission under Centrepay Bulk Upload Service13Validation of files and Deduction instruction data14Level 1 File validation14Level 2 Data validation14Level 3 Input validation15Request File CSV format17Reject File CSV format26Response File CSV format28Access levels for individual Service Reasons30Centrelink payment types and Benefit Groups31Guide to changing existing Deductions32Error messages Centrepay Bulk Upload Service (CBUS)33CBUS Troubleshooting Guide37Need help?39Centrepay Helpdesk39

Introduction

The Department of Human Services (the department) is responsible for the development of service delivery policy and provides access to social, health and other payments and services through Medicare, Centrelink and Child Support.

The departments Centrelink Business Online Services (CBOS) system enables you to do some of your business with us online at a time and place that suits you. CBOS is located at humanservices.gov.au/business

Through CBOS, approved Centrepay Business providers can access the Centrepay Bulk Upload Service (CBUS).

Introduction to the Centrepay Bulk Upload Service

The Centrepay Bulk Upload Service (CBUS) is an online service that allows approved Centrepay Business providers to submit a file of requests to update customer records. Depending on your Business access, this function allows you to start, vary (increase or decrease) and stop customer Centrepay deductions.

The range of functions available to each business using CBUS depends upon the type of services you deliver to customers and the level of access granted by the department.

The file must be submitted through the Organisation Online Mail (OOM) system where Deduction Reports for the majority of Centrepay Businesses are currently received. The file will be validated to ensure it meets specifications and then the department will apply the individual deduction instructions to customer records.

A response file displaying the outcomes of deduction instruction processing will be sent to your Business at end of the day after processing has completed. If your request file(s) have a combined total of more than 2,000 deduction instructions in a single day, a response file will generate for every 2,000 deduction instructions submitted or part thereof. We will send this to your business separately. Each registered CBUS user with your business will get an email notification for every response file received by the business.

Customer consent is mandatory for any use of Centrepay. Its your business responsibility to understand and make sure your staff understand that:

a Customer must provide consent to set up, increase or restart any Centrepay deduction

a Customer can cancel their Centrepay deduction at any time

if a Customer cancels their Centrepay deduction, they are withdrawing consent for that deduction to continue

your Business cannot restart any deduction unless you have received a new consent for the deduction from that Customer

if your Business uses Centrepay, you must do so in line with the Centrepay Policy and Terms. We can conduct assurance checks at any time.

Note: you must obtain customer consent (for example, using the Centrepay the easy way to pay your bills (SA325) deduction form or any other consent method approved by the department) before establishing a new Centrepay deduction, increasing an existing Centrepay deduction or increasing the target amount for an existing Centrepay deduction arrangement, as per the conditions of your Contract. You should not send the completed SA325 form to the department if you process the deduction through CBUS. The completed consent authority form must be securely stored by your Business for two years from the date of Authority, or while the deduction is still in place whichever is longer.

Centrelink Deduction reports

If you have selected to receive the PYI510 Deduction Instruction Update Notification, any deductions processed through CBUS will be identified in your Centrelink Deduction Report with the following identifiers:

ENI External New Instruction

EVI External Varied Instruction, and

ETI External Terminated Instruction.

It is important that you make sure your system has the ability to accept these identifiers.

Note: Existing identifiers (INI, IVI, ITI, and ITB) will still be used for transactions not undertaken by the bulk upload and single input facilities.

Getting Started

To get access to the CBUS service you need to register to use CBOS. To register as a new user go to humanservices.gov.au/business/forms and complete the Business Online Services User Detail form (SA445).

Once registered, youll receive a user ID and password to be used exclusively by you enabling you to log on and access the service.

You can also use this form to cancel or update existing user IDs.

Accessing Centrelink Business Online Services

To start using CBOS:

go to the Business homepage on the Department of Human Services website at humanservices.gov.au/business

select the Log on button in the top right-hand corner

Select Centrelink Business Online. The Centrelink Business Online Logon page will open.

in the Logon dialogue box, enter your user ID and click on Continue

you will then be required to enter your password and click Continue.

Option to link your digital credential

An online security pass called AUSkey has been introduced by the Australian Government to standardise and streamline access to business online services (including CBOS). If you have an AUSkey you will be able to log on faster and access more functions without having to maintain a separate password.

To find out more about AUSkey or to register online, visit the AUSkey website auskey.abr.gov.au

If you already have an AUSkey, click on the green Link your AUSkey or ATO Digital Certificate button to link your credential.

Using Centrelink Business Online Services

Entry page

The entry page is the first page you will see after you log on to CBOS. The page contains links to the range of services that you have been given access to.

Business online services announcements

The entry page also displays important news and alerts (for example, scheduled maintenance).

These announcements provide:

information about new services

advance notice of any changes to your services

any problems that we know about with your services, and

advice about when a user guide has been updated and availability of the new version.

Only a restricted number of announcements will display on the Centrelink Business Online Services entry page. To display all available announcements, select View all news. Click on more to read the relevant news.

How to access the Centrepay Bulk Upload Service

To access this online service, click Centrepay Bulk Upload Service under the Organisational Online Mail System. This will open the Inbox Centrepay Bulk Upload Service. Also shown in the link is the number of unread emails (with attached files) you have from the department (see screenshot below).

The Centrepay Bulk Upload Service Inbox allows you to view messages and files the department has sent to you, and files you have sent to the department.

Make sure you are working within the Centrepay Bulk Upload Service folder from the menu on the left.

Click on the Inbox tab to search for Response and Reject file messages relating to your Business use of the Centrepay Bulk Upload Service. You can enter date parameters to refine your search.

Note: Response and Reject file messages will be culled after 180 days, therefore the department recommends saving all files in a local file directory before they are culled. We recommend you do not delete them.

When a file is deleted from the inbox it will be available from the deleted tab for a further 45 days.

To submit a file to CBUS, you need to compose a new message within your Organisational Online Mailbox and attach a file to that message. Make sure you are working within the Centrepay Bulk Upload Service folder from the menu on the left.

The Compose New Message to Department of Human Services page allows you to create a new message and attach a file to be sent to the department.

Make sure you are working within the Centrepay Bulk Upload Service folder from the menu on the left.

Click Compose New to start the file attachment process.

Click Browse to search your local system drives and servers for the file you wish to attach and submit to the department for processing.

To minimise data loads, we only accept electronic data files that have been zipped. Your file must be zipped before you attach the zip file. Other rules outlining the requirements for files submitted to the department are contained further on in this document.

Click Submit File to send the attached zip file to the department for processing. You will then receive one of two messages:

a message with a reference ID advising that your document submitted successfully. Please take note of the reference ID as this can be useful if yo