QuickSuper › DownloadsAction?F… · of the file processed. 2 Client Fund Upload File Format The Client Fund Upload File has a CSV (comma separated values) format. This format allows

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QuickSuper

Client Fund Upload File Specification

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COMMERCIAL-IN-CONFIDENCE

© Westpac Banking Corporation, ABN 33 007 457 141 AFSL 233714. All rights reserved.

QuickSuper Client Fund Upload File Specification (v1)

Document History

Date Description

24 May 2015 Initial version.

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Table of Contents

1 Introduction ..................................................................................................... 4

2 Client Fund Upload File Format ......................................................................... 4

2.1 File Format ....................................................................................................... 4

2.2 Additional Notes ................................................................................................ 9

2.3 Field Population Summary ................................................................................. 12

3 Client Fund Upload Receipt File ...................................................................... 13

3.1 Client Fund Receipt Detail ................................................................................. 14

3.2 Error Codes ..................................................................................................... 14

3.3 Example Receipt Files ....................................................................................... 19

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1 Introduction

QuickSuper allows client funds to be registered in the following ways:

Individually, using the QuickSuper screens.

In bulk, using the Client Fund Upload File

This document describes the format of the Client Fund Upload File. It explains how new

client funds can be added in bulk and also how the existing client funds can be updated.

Authorised users in your company can upload client funds files via the QuickSuper web

interface. QuickSuper will then generate a receipt file in response indicating the results

of the file processed.

2 Client Fund Upload File Format

The Client Fund Upload File has a CSV (comma separated values) format. This format

allows the file to be viewed and edited in Microsoft Excel or similar products. A sample

file of the existing funds can be downloaded by selecting ‘Upload Funds’ in the menu and

clicking the ‘Export’ button.

2.1 File Format

The file structure is as follows:

Record Description

File Header One record at the start of the file. It contains the file headings.

This record must be followed immediately by a Client Fund Detail record.

Client Fund Detail A record to represent a single client fund. There may be many such records per file.

The following table describes the fields. All fields are to be separated by a comma (,)

value. Double quotes may be used around the fields. For example, either of the following

would work in the header record:

Action, Fund ID, …etc.

“Action”, “Fund ID”, …etc.

If the field values themselves contain commas, double quotes must be used.

The first row of your file must contain the values in the Column Heading column below.

Note: the single quotes should be excluded when you populate the file.

Your client fund data should start on the second row of the file and continue for as many

rows as you require.

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Col. Column

Heading

Value and Format Notes

A ‘Action’ Mandatory.

‘ADD’ or ‘UPDATE’

Any other value will cause

the file to be rejected.

‘ADD’ can be used to:

- Add a new SMSF

- Add a new Redirection

‘UPDATE’ can be used to:

- Update an existing client fund, including marking a client fund as inactive.

B ‘Fund ID’ Mandatory.

The only allowed

characters within the ID

are alphanumeric i.e. A to

Z (upper case) and 0 to 9.

Hyphens, underscores,

lower case letters, spaces

and other characters are

not allowed within the ID.

Max length = 11

(excluding QuickSuper

Client ID)

The Fund ID may be a value of your choosing that you will then use in a contribution file. When adding an SMSF you can provide the ABN or another identifier from your payroll system as the Fund ID.

The value you include in this file may be with or without your QuickSuper Client ID at the start.

If you do not include your QuickSuper Client ID, this will be automatically prepended by QuickSuper when the file is uploaded.

C ‘Fund Name’ Conditional.

SuperStream Standards require that this field is limited to specific characters. See ‘Organisation Name Accepted Characters’ section below.

Max length = 60

Name of the fund.

This field is mandatory is most cases but is ignored when marking a fund as inactive.

If you provide a character that is not allowed, the record will be rejected.

D ‘Status’ Mandatory.

‘Active’ or ‘Inactive’

Any other value will cause

the record to be rejected.

Indicates whether the fund is active or not.

When updating a fund as inactive, all fields except Action, Fund ID and Status are ignored.

E ‘Redirect To’ Conditional.

Fund ID of target master fund (i.e. USI) that you wish to redirect to.

This is mandatory when adding or updating

redirections. It must be blank when maintaining

SMSFs and is ignored when updating a fund as

inactive.

F ‘ABN’ Conditional.

11 digits, no spaces.

This is mandatory when adding or updating SMSFs.

It is ignored when maintaining redirections or

updating a fund as inactive.

Refer to the ‘ABN’ section below for more details on

this field.

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Col. Column

Heading


G ‘BSB’ Conditional.

6 digits, no spaces or hyphens e.g. 032000




If you provide a numeric value shorter than 6 digits

we will prepend zeroes to the front of the value

until it is 6 digits.

H ‘Account Number’ Conditional.

Consecutive digits (i.e. no spaces or other characters in between).

Max length = 9




I ‘Account Name’ Conditional.

The Australian Banking system requires that this field is limited to specific characters. See ‘Account Name Accepted Characters’ section below.

Max length = 32




J ‘ESA Alias’ Optional.

Alphanumeric value.

Max length = 16

This is optional when adding or updating SMSFs. It

is ignored when maintaining redirections or


Refer to the ‘ESA Alias’ section below for more

details on this field.

K ‘Email’ Conditional.

If supplied, the value must be in a valid email address format (e.g. ‘[email protected]’). Note: we cannot check if it is a valid email address.

Max length = 60




L ‘Address Line 1’ Optional (see notes).

Free text value.

Max length = 35




It is not required for use by QuickSuper. You may

populate this if you wish for your own future

reference.

Please refer to the below section on Postal Address

Validation for more details on this column.

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Col. Column

Heading


M ‘Address Line 2’ Optional (see notes).

Free text value.

Max length = 35






reference.



N ‘Suburb’ Optional (see notes).

Free text value.

Max length = 35






reference.



O ‘State’ Optional (see notes).

‘NSW’, ‘VIC’, ‘QLD’, ‘TAS’, ‘SA’, ‘WA’, ‘ACT’ or ‘NT’






reference.



P ‘Postcode’ Optional (see notes).

Numeric value.

Length = 4






reference.



Q ‘Contact Name’ Optional.

Free text value.

Max length = 25






reference.

R ‘Phone’ Optional.

Well-formed phone number.

Max length = 15






reference.

Please refer to the below section on Phone Number


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Col. Column

Heading


S ‘Fax’

Optional.

Well-formed phone number.

Max length = 15






reference.

Please refer to the below section on Phone Number


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2.2 Additional Notes

2.2.1 Organisation Name Accepted Characters

The SuperStream legislated message implementation guides include the restriction of

characters that can be included in an Organisation Name. This restriction is applied to

the Fund Name field. A list of all characters that can be accepted for organisation names

is included below.

Character Description Character Description

A to Z and a to z Alphabetic characters

(upper and lower case)

| Pipe

0 to 9 Numeric characters - Hyphen or dash

Space _ Underscore

. Period or decimal point = Equals sign

, Comma \ Back slash

? Question mark / Forward slash

! Exclamation mark @ At sign

( Left Parenthesis # Hash or pound

) Right Parenthesis $ Dollar sign

{ Left brace % Percent sign

} Right brace * Asterisk

: Colon & Ampersand

; Semicolon " Double quote

' Apostrophe

2.2.2 ABN

An Australian Business Number (ABN) is required for all SMSFs that a QuickSuper client

wishes to make contributions to via QuickSuper. The supplied value is validated to

ensure it is in the correct format (i.e. 11 digit number and meets check digit algorithm).

The value is then checked against the ABN Lookup service

(http://www.abr.business.gov.au) to ensure that the ABN is registered, active and a

complying SMSF. QuickSuper will reject any request with an invalid or inactive ABN or

where the ABN is not for a complying SMSF.

When adding or updating a redirection, this field is ignored as the ABN of the target fund

is used.

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2.2.3 Account Name Accepted Characters

The Australian Banking system only allows specific characters to be included in an

account name. A list of all characters that can be accepted for account names is included

below.

Character Description Character Description

A to Z and a to z Alphabetic characters

(upper and lower case)

^ Circumflex

0 to 9 Numeric characters - Hyphen or dash

Space _ Underscore

. Period or decimal point = Equals sign

, Comma ' Apostrophe

? Question mark / Forward slash

! Exclamation mark @ At sign

( Left parenthesis # Hash or pound

) Right parenthesis $ Dollar sign

[ Left square bracket % Percent sign

] Right square bracket * Asterisk

: Colon & Ampersand

; Semicolon + Plus sign

2.2.4 ESA Alias

To be able to receive SuperStream compliant contribution messages, every SMSF needs

to subscribe to a service provider who is able to receive messages on their behalf. The

service provider will provide the SMSF with an electronic service address (ESA). This will

be in the form of a simple alias that refers to the service provider or their product name.

Your employee should be able to provide you with the details of their selected ESA.

The field is currently optional in the file specification to allow SMSFs and employer to

transition to the SuperStream standards. However, this field is expected to become

mandatory in the future when adding or updating SMSFs (note: no specific timing

has been scheduled for this as yet). In the interim, if you do not provide an ESA then

QuickSuper will continue to send remittance details via email.

If the delivery to the ESA is not successful (e.g. the SMSF is not registered with the

specified ESA), QuickSuper will deliver an alternative remittance to the email address

registered for the client fund.

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2.2.5 Redirections

Under the SuperStream standards, public or corporate super funds are identified using

their Unique Superannuation Identifier (USI). In QuickSuper, the Fund ID for these funds

is the USI. If your payroll system cannot provide the required USI in a contribution file

then you will need to use redirections as a workaround.

Redirections allow your payroll system to provide an alternative identifier and

QuickSuper will then redirect contributions to the appropriate master fund.

2.2.6 Postal Address Validation

The postal address columns are optional as they are not used in processing. You may

populate if you wish for your own future reference. Given that the columns are optional,

they may be left blank. However, if any of the postal address columns are populated

then the following minimum columns must be provided:

Address Line 1

Suburb

State

Postcode

That is, it is not valid to include ‘Address Line 1’ without at least populating the other

required columns to form a valid address. ‘Address Line 2’ is always optional.

2.2.7 Phone Number Validation

The ‘Phone’ and ‘Fax’ columns are optional as they are not used in processing. You may

populate if you wish for your own future reference. Given that the columns are optional,

they may be left blank. However, if populated then the value must be a well-formed

phone number.

The validation will allow the number to commence with a plus (to include the

international prefix) and may include hyphen, parentheses and space characters as

allowed characters. Landline numbers must include the area code to pass validation e.g.

‘+ 61 2 85551234’ would be accepted

‘(02) 85551234’, ‘0285551234’ and other similar combinations would be

accepted.

‘85551234’ would be rejected as it does not include the area code.

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2.3 Field Population Summary

The following summarises the main scenarios and the field combinations that are

appropriate to each scenario.

Col. Column Heading Add/update SMSF Add/update Redirection

Mark as inactive

A Action ADD / UPDATE ADD / UPDATE UPDATE

B Fund ID Mandatory Mandatory Mandatory

C Fund Name Mandatory Mandatory Ignore

D Status Active Active Inactive

E Redirect To Blank Mandatory Ignore

F ABN Mandatory Ignore Ignore

G BSB Mandatory Ignore Ignore

H Account Number Mandatory Ignore Ignore

I Account Name Mandatory Ignore Ignore

J ESA Alias Optional (note: this is expected to become mandatory in the future).

Ignore Ignore

K Email Mandatory Ignore Ignore

L Address Line 1 Optional Ignore Ignore

M Address Line 2 Optional Ignore Ignore

N Suburb Optional Ignore Ignore

O State Optional Ignore Ignore

P Postcode Optional Ignore Ignore

Q Contact Name Optional Ignore Ignore

R Phone Optional Ignore Ignore

S Fax Optional Ignore Ignore

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3 Client Fund Upload Receipt File

After processing an upload file, QuickSuper will generate a receipt file in CSV format

indicating the processing status of each line in the original file. The file can be

downloaded from the QuickSuper web interface. The line number and any errors found

on that line will be included in the file.

Errors may be determined at:

File Level, where the whole file is rejected. An example of this might be if the file

has incorrect header line.

Line Level, where a single line is rejected independent of the processing of other

lines. An example of this might be if a line is missing a mandatory parameter.

This line would be rejected but other lines in the file may be accepted. Any lines

without errors will be processed but lines containing errors will not be processed

further by QuickSuper. You must correct the errors and upload a corrected file for

the rejected lines for processing to continue.

You should ensure that the receipt file is checked for errors each time and respond

accordingly.

The receipt file structure is as follows:

Record Description

File Header One record at the start of the file. It contains the file headings.

This record must be followed immediately by a Client Fund Receipt Detail

record.

Client Fund Receipt Detail A record to represent a receipt for a line in the original client fund upload

file. There may be multiple records for a given line if there are multiple

errors on that line.

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3.1 Client Fund Receipt Detail

Col. Column

Heading


A Line Number Numeric Indicates the line on which the error has been determined.

B Fund ID Alphanumeric Includes the Fund ID that was included in the original file

for your reference.

C Status Alphanumeric Processing status of the line. This will be one of the

following:

‘Added’ – if the original line has been successfully

added.

‘Updated’ – if the original line has been successfully

updated.

‘No action’ – if an update was requested but the details

were not changed.

‘Error’ – if there is an error with the line, further details

are included in the following columns.

D Error Code Numeric Error code if the line has an ‘Error’ status.

See list of codes in the following section.

E Error Description Alphanumeric Error description if the line has an ‘Error’ status.

Describes the error in more detail.

3.2 Error Codes

The following describes the various error codes reported during the processing of the

Client Funds upload file. The examples represent the text that may be included in the

Error Description field. The errors are separated into:

File Level Errors (codes from 1 to 10). These errors are reported against the first line

to indicate why the entire file is being rejected.

Line Level Errors (codes from 11 to 99). These are errors which are reported on the

line on which the error occurred. A line level error will result in the current line being

rejected from processing without affecting processing of the rest of the file.

Error

Code

Description

File Level Errors (1-10)

1 Invalid Header Record

This error indicates that the first line of the file is not formatted correctly. The line must have all the file

headings in the correct order.

Example:

File missing required header field ‘Fund ID’.

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Error

Code

Description

2 Internal QuickSuper Error

This indicates that the file could not be successfully processed for an unspecified reason. You will not

receive this error in normal processing. If this error occurs, please contact QuickSuper Support and we

will advise of the next action.

Example:

Internal QuickSuper error occurred. Please contact support.

3-10 Reserved for future use

Line Level Errors (11-99)

11 Invalid Action

This error indicates that the value specified in the Action field is not valid. The value must be ‘ADD’ or

‘UPDATE’.

Examples:

Action is a mandatory field that you have not provided.

Action ’XYZ’ is not one of the accepted values.

12 Invalid Fund ID

This error indicates that the value specified in the Fund ID field is missing or is not valid (e.g. contains

invalid characters).

If the specified Action is ‘ADD’, the error could indicate:

The Fund ID provided already exists as a client fund in QuickSuper

If the specified Action is ‘UPDATE’, the error could indicate:

The Fund ID provided does not exist in QuickSuper and could not be updated

Examples:

Fund ID is a mandatory field that you have not provided.

Fund ID ‘ABC%$@’ has invalid characters.

Fund ID ‘ABCD’ has already been referred to in this file.

Fund ID ‘ABCD’ could not be added as it already exists.

Fund ID ‘ABCD’ could not be updated as it does not exist.

13 Invalid Fund Name

This error indicates that the value specified in the Fund Name field is missing or not valid (e.g. contains

invalid characters).

Examples:

Fund Name is mandatory when adding or updating an SMSF.

Fund Name ‘ABC[]’ has invalid characters.

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Error

Code

Description

14 Invalid Status

This error indicates that the value specified in the Status field is not valid. This field must be ‘Active’ or

‘Inactive’ when the specified Action is ‘UPDATE’. The field must always be ‘Active’ when the specified

action is ‘ADD’.

Example:

Status ‘Yes’ not one of expected values.

Status ‘Inactive’ is not valid when the Action is ‘ADD’.

15 Invalid Redirect To

This error indicates that the value you have provided in the ‘Redirect To’ field is not that of a valid master

fund. This could be the case where you are trying to add a new redirection or update an existing

redirection.

Examples:

Redirect To ‘1234567890’ is not a valid target to redirect contributions to.

16 Invalid ABN.

This error indicates that the specified ABN is not in a correct format or is not that of an active complying

super fund. This could also indicate the case where we expect that ABN to be that of an SMSF but it is

not.

Examples:

ABN is mandatory when adding or updating an SMSF.

ABN ‘1234ABCD’ has invalid characters.

ABN ‘12345678901’ is not an active, complying SMSF.

17 Invalid BSB

This error indicates that the BSB is invalid.

Examples:

BSB is mandatory when adding or updating an SMSF.

BSB ‘11…11’ exceeds 6 character limit.

BSB ‘AABBCC’ has invalid characters.

18 Invalid Account Number

This error indicates that the account number provided is invalid.

Examples:

Account Number is mandatory when adding or updating an SMSF.

Account Number ‘ABCD’ has invalid characters.

19 Invalid Account Name

This error indicates that the account name provided is invalid.

Examples:

Account Name is mandatory when adding or updating an SMSF.

Account Name ‘AAA…AAA’ exceeds 32 character limit.

Account Name ‘ABCD{}’ has invalid characters.

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Error

Code

Description

20 Invalid ESA Alias

This error indicates that the ESA Alias is not valid. When this value is provided, we expect it to be one of

the registered ESAs. In some cases, QuickSuper is able to verify that the ABN provided is registered with

the provided ESA to receive messages.

Examples:

ESA Alias ‘ABCD’ is not a valid electronic service address.

ABN '12345678901' does not match an SMSF registered with the ESA you have selected. Please check

that the ESA is correct and that your employee has registered with that service provider.

21 Invalid Email Address

The email address must not be longer than 60 characters. Additionally, the value must be in a valid email

address format.

Examples:

Email Address is mandatory when adding or updating an SMSF.

Email Address ‘AAA…AAA’ exceeds 60 character limit.

Email Address ‘XYZ’ is not a valid email address.

22 Invalid Address Line 1

The address line 1 must not be longer than 35 characters. Additionally, it must be provided if any other

address columns are populated.

Examples:

Address Line 1 is required if any other address columns are populated.

Address Line 1 ‘AAA…AAA’ exceeds 35 character limit.

23 Invalid Address Line 2

The address line 2 must not be longer than 35 characters.

Examples:

Address Line 2 ‘AAA…AAA’ exceeds 35 character limit.

24 Invalid Suburb

The suburb must not be longer than 35 characters. Additionally, it must be provided if any other address

columns are populated.

Examples:

Suburb is required if any other address columns are populated.

Suburb ‘AAA…AAA’ exceeds 35 character limit.

25 Invalid State

The state must be one of the expected values. Additionally, it must be provided if any other address

columns are populated.

Examples:

State is required if any other address columns are populated.

State ‘XYZ’ is not one of the expected values.

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Error

Code

Description

26 Invalid Postcode

The postcode must be a 4 digit number. Additionally, it must be provided if any other address columns

are populated.

Examples:

Postcode is required if any other address columns are populated.

Postcode ‘XYZ’ is not a valid value.

27 Invalid Contact Name

The contact name must not be longer than 25 characters.

Examples:

Contact Name ‘AAA…AAA’ exceeds 25 character limit.

28 Invalid Phone

The phone must not be longer than 15 characters and must be a well-formed phone number.

Examples:

Phone ‘123…789’ exceeds 15 character limit.

Phone ‘XYZ’ is not a valid value.

29 Invalid Fax

The fax must not be longer than 15 characters and must be a well-formed phone number.

Examples:

Fax ‘123…789’ exceeds 15 character limit.

Fax ‘XYZ’ is not a valid value.

30-99 Reserved for future use

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3.3 Example Receipt Files

3.3.1 Processed file

The following receipt file indicates that some of the records have been processed as

requested. However, line 5 contains two errors which are reported on subsequent lines.

Line Number,Fund ID,Status,Error Code,Error Description

2,12345678901,Added,,

3,88877766654,Updated,,

4,99987687633,No action,,

5,22233344412,Error,16,ABN ‘1234ABCD’ has invalid characters.

5,22233344412,Error,18,Account Number ‘ABCD’ has invalid characters.

3.3.2 Rejected file

The following receipt file indicates that the entire file has been rejected by reporting an

error against the first line in the file.

Line Number,Fund ID,Status,Error Code,Error Description

1,,Error,1,File missing required header field ‘Fund ID’.

Documents

QuickSuper › DownloadsAction?F… · of the file processed. 2 Client Fund Upload File Format The Client Fund Upload File has a CSV (comma separated values) format. This format allows