HSBC Bank Canada EFT FilE CrEaTion Tool€¦ · HSBC Bank Canada - EFT File Creation Tool 13 3.0 Managing your EFT database Before you can credit or debit your Participant’s bank

HSBC Bank Canada EFT FilE CrEaTion Tool

User Guide V4.0

March 3rd, 2009

HSBC Bank Canada - EFT File Creation Tool 2

Table of Contents

1.0 Introduction 3

2.0 Set-up 5

3.0 Managing your EFT database 13

4.0 Creating an EFT File 27

5.0 Utilities 33

6.0 EFT-PC Export Utility 39


1.0 Introduction

Welcome to HSBC Bank Canada. Thank you for choosing the EFT File Creation Tool as an easy way to manage your database of EFT Participants and create EFT files.

This guide provides information you will need to maintain your database of EFT Participants, set up payment Templates and create your EFT file.

Getting started is easy.

Step 1 Familiarize yourself with the User Guide

Step 2 Set up your EFT IDs and HSBC account numbers

Step 3 Enter your EFT Participants

Step 4 Create your payment Templates

For Business Internet Banking Customer Support, phone 1-866-808-HSBC (4722), Option 2, Monday to Friday from 8:30am to 8:00pm ET / 5:30am to 5:00pm PT.

For HSBCnet Customer Support phone 1-866-374- HSBC (4722).

Note: HSBC Bank Canada may, from time to time, change, supplement or amend this Customer Guide without prior notice and by making the modified Customer Guide accessible through your local HSBC Bank Canada branch. THIS IS NOT A CONTRACT. ALL LEGAL RIGHTS AND OBLIGATIONS ARE SET OUT IN THE ELECTRONIC FUNDS TRANSFER AGREEMENT.

Term/Acronym Definition

CAD Canadian Dollar

CPA Canadian Payments Association (www.cdnpay.ca)

Credit (Payment) A pre-authorized credit that pays funds to the Participant’s bank account from your HSBC account. Also known as a payable.

Debit (Payment) A pre-authorized debit that withdraws funds from the Participant’s bank account and credits your HSBC account. Also known as a receivable.

Due Date The date a Participant’s account should be credited or debited, also known as the value date.

EFT Electronic Funds Transfer

EFT File The file transmitted to HSBC by an EFT customer for processing, which contains either payable or receivable transaction data.

EFT ID The unique 10-digit number assigned by HSBC that identifies an EFT customer. Also known as an EFT Originator ID.

File Creation Number The identifier for a particular EFT file which assists an EFT customer in referencing previously submitted EFT files. The File Creation Tool (FCT) will automatically increment each file for a unique EFT ID by one.

Item Single EFT transaction

PAD Pre-authorized debit


Term/Acronym Definition

Participant An individual or company that has provided account details and authorization for automatic credit or debit to or from their account (see Section 3.1)

Payable (Record) A pre-authorized credit that pays funds to the Participant’s bank account from your HSBC account.

Payment Template A way to manage your recurring payables and receivables by grouping together Participants (see Section 3.2)

Receivable (Record) A pre-authorized debit that withdraws funds from the Participant’s bank account and credits them to your HSBC account.

Transaction Debit or credit to a customer’s bank account.

USD US Dollar

Value Date The date a Participant’s account should be credited or debited, also known as the due date.


2.0 Set-up

2.1 Language SelectionWhen launching the EFT File Creation Tool for the first time, you will be asked to select your language of preference from the drop-down list. Once you make a selection, click the OK button to proceed or Cancel to exit. The language selection is retained for subsequent use.

2.2 Language Selection Via the Setup ScreenYou may change the preferred language at any time after initial setup.

1. Select File from the toolbar and then Language Setup from the drop-down menu.

2. In the Language field, select either English or French from the drop-down list.

3. Click the Save button to save your preference.

4. Close the application and re-launch in order for the changes to take effect.


2.3 Maintain EFT IDs

2.3.1 Adding a new EFT ID

1. Select the File option from the tool bar.

2. Select Maintain EFT IDs from the drop-down menu.

3. Click the New EFT ID button.


4. Enter the information requested:

Field Description

Display Name Enter a display name. A Display Name will assist you in easily identifying multiple EFT IDs. For example you may name one EFT ID as ‘Payroll’ and another EFT ID as ‘Vendor Payments’.

NOTE: The Display Name field is mandatory and must not be left blank. It must be a minimum of 5 characters in length and a maximum of 20.

EFT ID Enter your 10-digit EFT ID provided by HSBC.

File Creation Number Enter a 4-digit file creation number.

NOTE: The File Creation Tool will assign this number to the next EFT file you create using its associated EFT ID. If this is the first time using this EFT ID, set the file creation number to 0001. The File Creation Tool will automatically increment the file creation number of each subsequently created EFT file by one.

5. Click Save. Enter another EFT ID or click Return to Maintain EFT IDs to return to the EFT IDs main page.

6. Double-click an existing EFT ID to edit details.

7. Click Return to Maintain EFT IDs when complete.

8. Click Return to Main to return to the HSBC logo screen.

2.3.2 Default EFT ID

The default EFT ID will display as the first selection in drop-down lists where you must select an EFT ID.

In the Maintain EFT IDs screen, the EFT ID currently set as the default is displayed.

To change the default setting, select another EFT ID from the drop-down menu and click the Save Default button located to the right of the Default EFT ID field.


If successful the following dialogue box will display:

Click OK to return to the HSBC logo page.

2.4 Maintain HSBC Accounts

2.4.1 Adding a new HSBC account

1. Select the File option from the tool bar

2. Select Maintain HSBC Accounts from the drop-down menu.

3. Click the New Account button.


4. Enter the information requested:

Field Description

Account Number Enter your 12-digit HSBC account number.

Display Name Enter a display name. A Display Name will assist you in easily identifying multiple accounts associated with EFT. For example you may name one account as ‘Payroll’ and another account as ‘Vendor Payments’.

NOTE: The Display Name field is mandatory and must not be left blank. It must be a minimum of 5 characters in length and a maximum of 20.

Long Name Enter a Long Name of a maximum of 30 characters. This field corresponds to your company’s name for the Participant’s statements and will appear on most bank statements. If left blank, the default long and short names associated with the EFT ID will be used.

Short Name Enter a Short Name of a maximum of 15 characters. This field corresponds to your company’s name for the Participant’s statements and will appear on most bank statements. If left blank, the default long and short names associated with the EFT ID will be used.

Currency Select CAD for Canadian dollar or USD for US dollar.

Account Type By selecting Offset account you may only assign this account as a credit account for a receivables file or a debit account for a payables file.

By selecting Return account you may only assign this account to be debited or credited if an EFT payment in the file is returned or rejected.

By selecting the option Both you may select this account as either an Offset account or a Return account.

5. Click Save.

6. Enter another HSBC account or click Return to return to the HSBC Accounts main page.

7. Double-click an existing account to edit the details.

8. Click Return to Main when complete.


2.4.2 Default Offset Account and Return Account

The default account will display as the first selection in drop-down lists where you must select an account.

The default Offset Account and the Return Account may be the same account. You may define different Offset and Return accounts for each payment if required.

1. Select File from the tool bar.

2. Select Maintain HSBC Accounts from the drop down menu.

3. From the Maintain HSBC Accounts screen select the desired default Offset and Return accounts from the various drop-down lists.

NOTE: If either CAD accounts or USD accounts (or both) have not been created, the relevant drop down lists will display the text Undefined.

4. Click the Save Default button to save your selection(s).


2.4.3 Deleting an HSBC Account

1. From the toolbar, select File.


3. From the Account List in the Maintain HSBC Account screen, highlight the account for deletion:

4. Click the Delete button

5. A Confirm Delete dialogue box will display. Click Yes to continue or No to cancel the request.

6. If Yes is clicked, the highlighted account will be removed from the account list.

7. Repeat the process to delete more accounts or click Return to Main to exit the Maintain HSBC Accounts screen.

2.4.4 Edit an HSBC Account

1. From the toolbar, select File.



3. From the Account List in the Maintain HSBC Account screen, double-click the account you wish to edit.

NOTE: The account number will be blocked-out as this field cannot be edited.

4. The remaining fields are available for editing purposes.

5. Click the Save button to save your changes and return to the Maintain HSBC Accounts screen or click the Return button to return to the Maintain HSBC Accounts screen without saving your changes.


3.0 Managing your EFT database

Before you can credit or debit your Participant’s bank accounts, you must enter their account details into the EFT File Creation Tool and create an EFT file.

3.1 Participants

3.1.1 Add/Edit Participants

A Participant is an individual or company that has provided account details and authorization for you to automatically credit or debit their bank account.

1. From the Database menu, select the Participants command – the following screen will display:

2. Click the New Participant button


3. Enter the Participant’s bank account details. Most fields are mandatory. (Reference field is optional)

4. Click Save and enter another Participant’s bank account details or click Return to Maintain Participants when complete.

5. From the Maintain Participants screen, you may double-click a Participant record to edit the details, or click the Return to Main button to exit the Maintain Participants screen and return to the HSBC logo screen.


3.1.2 Deleting a Participant from the Database

1. From the Database menu, select the Participants command.

2. Highlight the Participant you would like to delete by clicking the record once.

3. Click Delete.

4. Click Yes to proceed with the deletion of the record or No to cancel the request.


3.2 Templates

3.2.1 Add/Edit Payment Templates

You can manage recurring payables and receivables by grouping together Participants into Payment Templates.

1. From the Database menu, select the Templates command.

2. Click the New Template button.

3. Enter a unique Template Name that will distinguish this particular Template, e.g. Payroll, Lease Payments, etc.

4. Select the payment type from the drop down list:

Payable — A payable file is a pre-authorized credit that pays funds to your Participant’s bank account from your HSBC account. This file will result in a debit to your HSBC account.

Receivable — A receivable file is a pre-authorized debit that withdraws funds from your Participant’s bank account and credits your HSBC account. This file will result in a credit to your HSBC account.

5. Select the payment currency from the drop-down list. Select CAD for Canadian Dollar or USD for US dollar.

NOTE: Entering payment details is optional when creating the template.

NOTE: All payments within a Template must be the same currency. Only one currency per EFT ID is permitted.

6. Click Save to create the new Template.


3.2.2 Add Participants to a Template

Once a Template is created, you may begin adding the Participant data.

1. From the Database menu, select Templates.

2. From the Maintain Payment Templates list, double-click the name of a Template.

3. In the Edit Template screen, click the Add Participant(s) button (only those Participants who have the same Payment Type as the Template will display).

4. Check the box(es) next to those Participants you would like to include in this particular Template by clicking the box to the left side of the Participant name. A check mark will appear in the box in the Select column.

TIP: Choose the Select All button to select all Participants in this list.


5. Click the Apply button to add the selected Participants to the payment Template.

6. OPTIONAL: You may double-click on a participant to enter recurring Participant details.

7. Review the details and click Save.

8. From the Edit Template screen, you may double-click a payment Template name to edit the Template details.

3.2.3 Add Participants to a Template

You may add a new Participant to a payment Template from the Maintain Payment Template screen.


Double-click the applicable Template Name to open the Edit Template screen.

1. Click the Add New Participant button.


2. Complete the information requested. Please see Section 3.2.5 Entering Payment Details for further instruction.

3. Click the Save button to save the information. The new Participant will be saved in this Template and the Participant database.

NOTE: While the new Participant details will show up in the Template immediately, you must close the EFT File Creation Tool and re-open it before Participant details are reflected in the Participant list.


3.2.4 Removing Participants From A Payment Template


2. Double-click the applicable Template.

3. Highlight the Participant you would like to remove by clicking the record once.

4. Click Remove Participant

5. Click Yes to proceed or No to cancel the transaction.

NOTE: removing a Participant from a Template does not delete the Participant from the Participant database.

6. Click Yes to save your changes.


3.2.5 Entering Payment Details

You may enter default payment details for a single Participant or utilize an efficient method of entering default payment details for select Participants in a payment Template.

NOTE: You may modify these details when you create an EFT file. This step allows you to enter “default” details.


2. Double-click the applicable Template.

3. Double-click the Participant whose details you would like to enter.

4. Enter the following details.

Field Description

CPA Code See section 5.1 CPA Code List

Reference Your internal reference for this payment. Maximum of 19 alphanumeric characters

Amount Transaction value *required

Due Date The date the Participant’s account should be credited or debited.

IMPORTANT: Customers who elect the Hold Funds option may only submit files with one value date. *required

Offset Account Your HSBC account credited for a receivable file or debited for a payables file. Select from the drop-down list of account numbers available.

NOTE: Only accounts that match the currency and account type will be displayed.


Field Description

Return Account The HSBC account, which will be debited or credited if this EFT payment is returned or rejected. Select from the drop down list of accounts.

NOTE: Only accounts that match the currency and account type will be displayed.

5. Check the box(es) next to those Participants you would like to apply these changes by clicking the box to the left side of the Participant name. A check mark will appear in the box in the Select column.

TIP: Choose the Select All button to select all Participants in this list.

6. Click Apply To Selected.

7. You will be presented with the option to select individual payment details, which will be applied to all the selected Participants in the list. Select the box next to the field that you would like to apply to all Participants in the Template. In this example, all details except the amount will be applied to the selected Participants. Select OK when complete.

8. You may now go into the individual records to apply the amount.

9. Click OK to save the information entered.


3.2.6 Deleting a Template

1. From the toolbar, select Database.

2. Select the Templates command from the drop-down menu.

3. From the Maintain Payment Templates screen, highlight the Template for deletion:

4. Click the Delete button

5. A Confirm Delete dialogue box will display. Click Yes to continue or No to cancel the request.


6. If Yes is clicked, the highlighted template will be removed from the template list.

7. Repeat the process to delete more Templates or click Return to Main to exit the Payment Templates screen and return to the HSBC logo screen.


3.2.7 Export Data to File

You may create a file that contains the details of this Template to facilitate audit or data entry activities.

1. From the toolbar, select Database.

2. Select the Maintain Payment Templates command from the drop-down menu.

3. From the Template screen, double-click the Template you would like to export — the Edit Template screen will display.

4. Click the Export Data to File button.

5. Select the export file name and location either by entering a valid file pathname into the text box or by using the Browse button to locate the file.

6. Click Save — a text file will be created in the directory you selected.


4.0 Creating an EFT File

4.1 Create EFT File From Template1. Once you have entered your Participant’s details and created a payment Template, you may create an EFT file.

2. From the File menu, select the Create EFT File From Template command.

3. Select a Payment Template from the drop-down list.

4. Select the applicable EFT ID from the drop-down list.

5. Click Next


6. If modifications to the Participant details are required, double-click the Participant to launch the Payment Details screen. See Section 3.2.5 Entering Payment Details for further instruction.

NOTE: Changing payment details at this step will not save the details to the original payment Template. If you would like to edit the payment details permanently, you must edit the details in the actual payments Template (refer to Section 3.2.1).

7. Once you have reviewed the details, click Create File.

8. Select the location where you would like to save this EFT file and click Save.

9. You may now upload this EFT file to HSBC for processing.

10. You will be presented with a screen summarizing the contents of the file. You may choose to save the data to a file by selecting Save Report, print the report by selecting Print or completing the activity by selecting Return to Main to return to the HSBC logo screen.


4.2 Create EFT File From Participant ListYou may create an EFT file directly from your Participant list without creating a Template. This file creation option is ideal for non-recurring payments.

1. From the File Menu, select the Create EFT File from Participant List command.

2. Select the appropriate EFT ID from the drop down list.

3. Click the Next button.


4. Select the Payment Type of the file from the drop down list.

Payable — A payable file is a pre-authorized credit that pays funds to your Participant’s bank account from your HSBC account. This file will result in a debit to your HSBC account.

Receivable — A receivable file is a pre-authorized debit that withdraws funds from your Participant’s bank account and credits your HSBC account. This file will result in a credit to your HSBC account.

5. Select the currency of the file from the drop down list. Select CAD for Canadian dollar or USD for US dollar.

6. Click the Add participant(s) button. You will be presented with a list of Participants that match the file’s payment type and currency.


7. Select the individual Participants that should be included in the file by clicking in the box under the Select column.

You may also click on the Select All button if you would like to select all Participants in the list.

8. Click on the Apply button when you have selected the appropriate Participants.

9. Make any applicable changes to the Participant details. See Section 3.2.5 Entering Payment Details for further instruction.

10. Review the details and click on the Create File button.

11. Select the location where you would like to save this EFT file and click Save.


12. OPTIONAL: After creating your file you will be prompted with the option to save the data as a permanent Template for future use.

If you elect to create a Template, enter the name of the Template in the field and click the Save button.

If you do not want to create a Template, click the Skip button.

13. After either saving the data in a Template or skipping that option, you will be presented with a screen summarizing the contents of the file. You may choose to save the data to a file by selecting Save Report, print the report by selecting Print or completing the activity by selecting Return to Main to return to the HSBC logo screen.


5.0 Utilities

5.1 CPA Code ListA CPA code identifies a transaction type within your EFT file. The Canadian Payments Association (CPA) defines these codes.

The EFT File Creation Tool contains a list of pre-defined CPA codes. From time to time, the CPA will add or delete codes. The EFT File Creation Tool allows you to update the CPA Code list.

1. From the Utilities Menu, select the CPA Codes command.

2. Click New Code

3. Enter the 3-digit CPA Code, the English description and/or the French description.

4. Click Save.

5. Select Return to CPA Code List when complete.

6. Double-click a CPA code to edit the details.


5.2 Print Participant ListYou may print a list of your Participants to facilitate audit or data entry activities.

1. From the toolbar, select Utilities.

2. Select the Print Participant List command from the drop down list.

3. Click the Print button.


5.3 Print Template ListThe EFT File Creation Tool enables you to print a list of your Templates.


2. Select Print Template List command from the drop-down menu.

3. Click the Print button.

*Note: this will not print the list of Participants within the Template.


5.4 Upload EFT Instruction File (ASCII File)You may upload the EFT-PC proprietary ASCII file format into the EFT File Creation Tool for conversion to an acceptable EFT file for HSBC’s commercial Internet channels.


2. Select the Upload ASCII File command from the drop-down menu.

3. Select the applicable EFT ID from the drop-down list.

4. Select the file name and location of the ASCII file you would like to import by entering the full path and file name into a text box or by using the Browse button.


5. Review the imported details.

6. Select the output file name and location by entering the full path and file name into the text box or by using the Browse button under the Output file bar.

7. Select the Output button to create the output file.


5.5 Export Data to FileYou may export the Participant and Template data to a file.

Please contact HSBC Support for specifications on file layout.

1. From the Utilities toolbar, select the Export Data To File command from the drop down menu.

2. Select the export file name and location by entering the full path and file name into a text box or by using the Browse button.

3. Click the Next button.

4. An Export File dialogue box will display as follows:

5. Select OK to proceed with the export or Cancel to cancel the export.


6.0 EFT-PC Export Utility

The EFT-PC Export Utility Tool enables you to export Participant details from an installed EFT-PC database in a file format that can then be imported into the File Creation Tool.

Software/Hardware Pre-requisites

EFT-PC 4.22.19

Sun Java SE JDK 6 (or higher)

Rational Application Developer 6.0

Microsoft Access 97 (with Microsoft Access ODBC driver)

6.1 Export EFT-PC Participants1. Select the EFT-PC Export Utility program. The main window will be displayed.

2. By default, the exported file will be placed in the same directory as the database selected.

You must select a valid EFT-PC database. The database is selected either by typing the path into the text box or by using the browse button to locate the appropriate database file. Each database created in EFT-PC corresponds to one Microsoft Access database file (with a file extension of “mdb”) and each is stored under a sub-folder labelled ‘Data’ within the EFT-PC application.


3. Click the Start button to begin the export.

Extraction is monitored via the Progress bar at the bottom of the window. During extraction, the Start button will be disabled. By clicking the Cancel button, the current export process will be cancelled.

4. The export is complete when the progress bar is completely solid and the Cancel button changes to an Exit button.


6.2 Import EFT ParticipantsOnce you have exported your Participants using the EFT-PC Export Utility tool, you may now import the Participants into the EFT File Creation Tool.

1. From the Utilities Menu, select the Import Participants from File command.

2. Select the file name and location of the file you would like to import by entering the full path and file name into a text box or by using the Browse button.


NOTE: Importing a file will add a file to Participant records. It will not update an existing Participant record. If a Participant record already exists in the name of John Smith, importing a second record in the name of John Smith will not update the existing record.

If the file contains identical Participant names, then only the first record will be imported. You have three options for importing Participants with identical names:

1. Change the name of one of the Participants in EFT-PC before exporting.

2. Change the name of one of the Participants in the output file.

3. Enter the name manually into the FCT (with a change as in #2).

The export utility removes leading blank spaces and commas.

3. Click the Next button

If the file format is valid, the Review Participant Details screen will display the data. The table will also display any invalid records.

If the file format is invalid, an error message ”Invalid” will display in the Status column. You must select a valid file to proceed.

4. OPTIONAL: If you would like to create a Template with these Participants, enter the name of the Template, e.g. Payroll or Monthly Lease Payments, in the field under the Participant table.

5. Click the Import button to proceed. Any record(s) marked as ‘invalid’ will be ignored.


6. Participant records from import files will be added directly to the Participant database table and a Template will be created if instructed. You will receive the following message.

7. The final screen will display an acknowledgement of the import results.

8. Click the OK button in the dialogue box to proceed to the main page.

9. To print a list of imported Participants, please see Section 5.2 Print Participant List.

www.hsbc.caIssued by HSBC Bank Canada

1033028-E_2009-03

Documents

HSBC Bank Canada EFT FilE CrEaTion Tool€¦ · HSBC Bank Canada - EFT File Creation Tool 13 3.0 Managing your EFT database Before you can credit or debit your Participant’s bank