UOB Offline Data Input Software (ODIS) - United Overseas … · 2015-06-26 · UOB Offline Data Input Software (ODIS) Version 2 ... 3-23 Payroll Create New File ... (default as “01”

Transaction Banking

UOB Offline Data Input Software (ODIS)

Version 2

Payroll User Guide

Date: April 2015

Transaction Banking

Company Reg No. UOB 193500026Z (R230904) Page 2

TABLE OF CONTENT

Page

1 PAYROLL FAST/GIRO ................................................................................................ 4

1.1 Summary Listing .................................................................................................... 4 1.1.1 Quick Search ......................................................................................... 4 1.1.2 Main Menu ............................................................................................. 5 1.1.3 Import File ............................................................................................. 5 1.1.4 Export File ............................................................................................. 7 1.1.5 Create New File ..................................................................................... 9 1.1.6 Edit Existing File .................................................................................... 9 1.1.7 Copy File ............................................................................................... 9 1.1.8 Delete File ........................................................................................... 10

1.2 Create New File ................................................................................................... 11 1.3 Edit Existing File .................................................................................................. 17 1.4 Print File (Summary Report) ................................................................................. 23 1.5 Validate File (Validation Report) ............................................................................ 26

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LIST OF ILLUSTRATIONS

Figure Page

3-1 Payroll Summary Listing screen .......................................................................................... 4 3-2 Payroll Summary Listing – Quick Search Selection Criteria screen ........................................ 4 3-3 Payroll Summary Listing – Quick Search By Value Date screen ............................................ 5 3-4 Payroll Summary Listing – Import File screen ....................................................................... 5 3-5 Payroll Summary Listing – Import File Finder screen ............................................................ 6 3-6 Payroll Summary Listing – Import File Validation Report screen ............................................ 6 3-7 Payroll Summary Listing – Import File Enter Name and Description screen ............................ 7 3-8 Payroll Summary Listing – Import File Successful screen ...................................................... 7 3-9 Payroll Summary Listing – Export File Selection screen ........................................................ 7 3-10 Payroll Summary Listing – Export File Entry screen ............................................................ 7 3-11 Payroll Summary Listing – Export File Finder screen .......................................................... 8 3-12 Payroll Summary Listing – Export File Validation Report screen .......................................... 8 3-13 Payroll Summary Listing – Export File Successful screen .................................................... 9 3-14 Payroll Summary Listing – Edit File screen ........................................................................ 9 3-15 Payroll Summary Listing – Copy File screen ...................................................................... 9 3-16 Payroll Summary Listing – Copy File Enter Name and Description screen ............................ 9 3-17 Payroll Summary Listing – Copy File Successful (grid view refreshed) screen .................... 10 3-18 Payroll Summary Listing – Delete File Selection screen .................................................... 10 3-19 Payroll Summary Listing – Delete File Confirmation screen ............................................... 10 3-20 Payroll Create New File – Add New Header screen .......................................................... 11 3-21 Payroll Create New File – Add New Header Error screen .................................................. 13 3-22 Payroll Create New File – Add New Header Successful screen ......................................... 14 3-23 Payroll Create New File – Details Listing screen ............................................................... 14 3-24 Payroll Create New File – Add New Detail screen ............................................................ 15 3-25 Payroll Create New File – Detailing Listing Updated screen .............................................. 17 3-26 Payroll Edit Existing File – Edit File screen ....................................................................... 17 3-27 Payroll Edit Existing File – Edit Existing Header screen..................................................... 18 3-28 Payroll Edit Existing File – Details Listing screen .............................................................. 19 3-29 Payroll Edit Existing File – Details Listing Quick Search Selection Criteria screen ............... 19 3-30 Payroll Edit Existing File – Details Listing Quick Search By BIC Code screen ..................... 19 3-31 Payroll Edit Existing File – Edit Detail Record Selection screen ......................................... 20 3-32 Payroll Edit Existing File – Edit Detail Record 1 screen ..................................................... 20 3-33 Payroll Edit Existing File – Edit Detail Record 2 screen ..................................................... 20 3-34 Payroll Edit Existing File – Detail Record Navigation buttons screen .................................. 21 3-35 Payroll Edit Existing File – Details Listing Updated screen ................................................ 21 3-36 Payroll Edit Existing File – Edit Payment Amount from Grid View screen............................ 22 3-37 Payroll Edit Existing File – Delete Detail Record(s) Selection screen ................................. 23 3-38 Payroll Edit Existing File – Delete Detail Record(s) Confirmation screen ............................ 23 3-39 Payroll Print File – Summary Report screen ..................................................................... 23 3-40 Payroll Print File – Printer Selection screen ...................................................................... 24 3-41 Payroll Validate File - Validation Report screen ................................................................ 25 3-42 Payroll Validate File – Details Listing with Error screen ..................................................... 26

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1 PAYROLL FAST/GIRO

1.1 Summary Listing

1) From ODIS Main Menu screen, under Payroll, click FAST/GIRO button.

2) By default (View All), all the existing payroll file(s) is displayed in the grid view.

Figure 1-1 Payroll Summary Listing screen

3) By default (View All), all the existing payroll file(s) is displayed in the grid view.

1.1.1 Quick Search

1) By default, all the existing payroll file(s) is displayed.

2) From the Search By drop-down list, select the desired search criteria.

Figure 1-2 Payroll Summary Listing – Quick Search Selection Criteria screen

Click column header name

to sort the grid view

Click to edit file

Click to copy file

Checkbox

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3) Enter the Search By value (Name, Description) or select the desired date period (Creation,

Last Modified and Value Date). Click Search button to refresh the grid to show the search results:

Figure 1-3 Payroll Summary Listing – Quick Search By Value Date screen

1.1.2 Main Menu

1) Click on Main Menu button to return to ODIS Main Menu screen.

1.1.3 Import File

1) Click Import button to import an existing file to Payroll.

2) Select a File Type of the source file.

Figure 1-4 Payroll Summary Listing – Import File screen The available file type is as follow:

File Type File Format

Description

FAST/GIRO without Advice TEXT It is a Payroll file which is in a specific UOB FAST/GIRO file format.

IBG without Advice TEXT It is a Payroll file which is in a specific UOB file format.

EXCEL MS Excel 2003

It is Payroll detail record file in specific UOB format which can be imported to a specific file. Note:

You must select a file (tick the checkbox) before importing the Excel.

IBG FATE and FATE without Advice

TEXT IBG FATE is a FATE file which is in a specific UOB IBG file format. This file is base on the outcome of a previously uploaded payroll file to BIBPlus. Conversely, FATE is a FATE file for UOB FAST/GIRO file format. Only selected information can be extracted.

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3) Click to open up File Finder. Browse to the source location and highlight the intended

file. Click Open to select it.

Figure 1-5 Payroll Summary Listing – Import File Finder screen

4) Click OK button to validate if the file data is correct (base on the selected file type). A validation report will be displayed in a browser if there is any problem found (import process will be terminated) as shown below:

Figure 1-6 Payroll Summary Listing – Import File Validation Report screen Rectify the error(s) found in the file as indicated in the above screen and try again.

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5) If there is no error found, enter a Name (must be unique) and Description for the new file,

select Uploading Channel, Immediate/Batch Indicator (FAST/GIRO), Service Type and click OK button to continue.

Figure 1-7 Payroll Summary Listing – Import File Enter Name and Description screen

Figure 1-8 Payroll Summary Listing – Import File Successful screen

6) The grid view will be refreshed to show the new file being created.

1.1.4 Export File

1) Select an intended file by ticking its checkbox in the grid view

Figure 1-9 Payroll Summary Listing – Export File Selection screen

2) Click Export button to export the file. Only 1 file can be exported per time.

Figure 1-10 Payroll Summary Listing – Export File Entry screen

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3) Select a Sequence No list (default as “01”. it will be part of the file name and must be

unique per day) from the drop-down.

4) Click to open up File Finder. Browse to the file destination.

Figure 1-11 Payroll Summary Listing – Export File Finder screen Note:

By default, the file will be exported to the “export” folder under ODIS program folder.

5) Click OK button to validate if the file data is correct. A validation report will be displayed in

a browser if there is any problem found (export process will be terminated).

Figure 1-12 Payroll Summary Listing – Export File Validation Report screen Rectify the error(s) found in the file as indicated in the above screen and try again.

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6) If there is no error found, a new file will be exported to the desired destination. A

confirmation screen will be displayed.

Figure 1-13 Payroll Summary Listing – Export File Successful screen

1.1.5 Create New File

1) Click Add New button to go to Add New mode to create a new file.

2) Refer to the Create New File section for further details.

1.1.6 Edit Existing File

1) From the grid view, click (edit icon) of the intended file to go to Edit mode and view it.

Figure 1-14 Payroll Summary Listing – Edit File screen

2) Refer to the Edit Existing File section for further details.

1.1.7 Copy File

1) From the grid view, click (copy icon) of the intended file to copy a file.

Figure 1-15 Payroll Summary Listing – Copy File screen

2) Enter a Name (must be unique) and Description for the new file, select Uploading Channel, Immediate/Batch Indicator (FAST/GIRO), Service Type and click OK button to continue.

Figure 1-16 Payroll Summary Listing – Copy File Enter Name and Description screen

Click to edit file

Click to copy file

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3) The grid view will be refreshed to show the new file being created.

Figure 1-17 Payroll Summary Listing – Copy File Successful (grid view refreshed) screen

1.1.8 Delete File

1) From the grid view, tick the checkbox of the intended file(s). More than one file can be selected.

Figure 1-18 Payroll Summary Listing – Delete File Selection screen

2) Click Delete button to remove the selected file(s).

3) At the confirmation screen, click Yes (to confirm deletion) or No (cancel operation)

Figure 1-19 Payroll Summary Listing – Delete File Confirmation screen

4) The intended file(s) is deleted permanently and grid view will be refreshed accordingly.

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1.2 Create New File

1) From ODIS Main Menu screen, under Payroll, click FAST/GIRO and the Summary Listing screen will be displayed.

2) Click Add New button to create a new file. A blank entry form will be displayed as shown below:

Figure 1-20 Payroll Create New File – Add New Header screen Note: At any time, click Back button to return to Summary Listing screen.

3) Enter the following Header info:

Note: * denotes mandatory fields

a. Name * Enter a unique file name.

b. Description * Enter some description which describes the file (for easy reference).

c. Value Date *

Select the actual value date of the payment file. It must be greater or equal to today and not a Sunday.

d. Creation Date

It refers to the file creation date.

e. Last Modified Date It refers to the file last modified date.

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f. Uploading Channel

Select the Uploading Channel which refers to the channel used to upload the file from the drop-down list.

g. Service Type Depending on the Payee Account Numbers, select “Normal” (UOB Group banks and other banks) or “Express” (UOB Group banks only).

h. Bulk Customer Reference * Enter the Bulk Customer Reference which refers to the reference to be printed on the Originating Bank Account Statement.

i. Ultimate Originating Customer Enter the Ultimate Originating Customer which refers to the Originating Initiating Party (if different from the Originating Account Name).

Debit Account j. Bank Name *

Select the Bank Name which refers to the Originating Bank Name from the drop-down list.

k. BIC Code It refers to the bank identifier code of the selected Originating Bank.

l. Account No *

Enter your originating account number. It must be 10 digits.

m. Account Name * Enter your originating account name.

n. My Accounts

Click to display My Accounts finder and select an Originating Account that was created previously.

o. Account No. Currency Select a Account No. Currency which refers to the payroll currency from the drop-down list.

p. Company ID Select a Company Registration Prefix and enter the Company ID (9 digits + 1 alpha for "RC/RB" or 1-12 chars for "Others") which refers to Originating Company ID. It must be registered in UOB back-end system. Alternatively, use the Company ID finder to find one.

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4) Click Undo button to reset the entire form to its default state if necessary.

5) Once you are ready, click Save Header button to create a new file.

Figure 1-21 Payroll Create New File – Add New Header Error screen

6) If there is any error found as shown above, roll over your mouse cursor to the icon to view its error message. Rectify the error and try to save header again.

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7) Once it is saved, a message “Header saved” is displayed as shown below:

Figure 1-22 Payroll Create New File – Add New Header Successful screen

8) Click on the Details Listing tab to go to Payroll Details mode.

Figure 1-23 Payroll Create New File – Details Listing screen

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9) Click Add New button to create a new Payroll detail record.

Figure 1-24 Payroll Create New File – Add New Detail screen

10) Enter the following Detail info: Note: * denotes mandatory fields

Payee Account a. Bank Name *

Select the Bank Name which refers to the Payee Bank Name from the drop-down list.

b. BIC Code

It refers to the bank identifier code of the selected Payee Bank.

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c. Account No *

Enter the payee account number. It must be all digits.

d. Account Name * Enter the payee account name.

Payment e. Credit Amount *

Enter the amount to be paid to the payee. It must be numeric.

f. Purpose Code * Select the Purpose Code which refers to the actual purpose code used by the clearing house from the drop-down list.

g. End To End ID (Beneficiary Ref.) Enter the End To End ID which refers to the reference to be printed on the Receiving Bank Account Statement.

h. Remittance Information (Payment Details) Enter the Remittance Information which refers to Additional Payment Details.

i. Ultimate Beneficiary Name Enter the Ultimate Beneficiary Name which refers to the Ultimate Receiving Party if different from Receiving Account (Payee's Account) Name.

j. Customer Reference Enter the Customer Reference which refers to your internal reference.

11) Click Undo button to reset the entire form to its default state if necessary.

12) Once you are ready, click Save & Next button to save the detail record.

13) If there are any errors found, rectify the errors accordingly and try again.

14) Once the detail record is saved successfully, the form will be reset.

15) Repeat the above process for the next entry.

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16) Once it is done, click Close button to close this form. The Details Listing grid view will be

refreshed accordingly as shown:

Figure 1-25 Payroll Create New File – Detailing Listing Updated screen

1.3 Edit Existing File



Figure 1-26 Payroll Edit Existing File – Edit File screen

Click to edit file

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3) The existing file Header will be displayed as shown below:

Figure 1-27 Payroll Edit Existing File – Edit Existing Header screen Note: Note: At any time, click Back button to return to Summary Listing screen.

4) Refer to section 3.2, Create New File, item 3, for the individual field’s definition and entry

steps to edit Header info.

5) Click Undo button to retrieve the last saved info again if necessary.

6) Once you are ready, click Save Header button to save the file.

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7) Click on the Details Listing tab to go to Payroll Details mode. A listing of the all the existing

detail record(s) will be shown in the grid view:

Figure 1-28 Payroll Edit Existing File – Details Listing screen

8) Quick Search for the desired detail record if necessary:

a. From the Search By drop-down list, select the desired search criteria.

Figure 1-29 Payroll Edit Existing File – Details Listing Quick Search Selection Criteria screen

b. Enter the Search By value (BIC Code, Account Name, Account No, End To End ID, Customer Reference). Click Search button to refresh the grid to show the search results:

Figure 1-30 Payroll Edit Existing File – Details Listing Quick Search By BIC Code screen

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9) Tick the checkbox of the desired record(s).

Figure 1-31 Payroll Edit Existing File – Edit Detail Record Selection screen

10) Click Edit button to view/edit the record(s) and Edit Detail Record screen will be displayed:

Figure 1-32 Payroll Edit Existing File – Edit Detail Record 1 screen

11) Refer to section 3.2, Create New File, item 10, for the individual field’s definition and entry steps to edit Detail record info.

12) Click Undo button to retrieve the last saved info again if necessary.

13) Once you are ready, click Save & Next button to save the detail record. Note: If there is only 1 detail record is selected or it is the last record, click Save button instead.

14) Once the record is saved, the next record will be displayed:

Figure 1-33 Payroll Edit Existing File – Edit Detail Record 2 screen

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15) Repeat the above process to edit the next record (if any).

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16) To navigate between records, click < (previous) or > (next) button.

Figure 1-34 Payroll Edit Existing File – Detail Record Navigation buttons screen

17) Once Edit Detail process is completed, click Close button to close this form. The Details Listing grid view will be refreshed accordingly as shown:

Figure 1-35 Payroll Edit Existing File – Details Listing Updated screen

18) Edit Payment Amount, End To End ID or Customer Reference from the grid view if

necessary:

a. From the grid view, click on the intended cell of the detail record as shown:

Figure 1-36 Payroll Edit Existing File – Edit Payment Amount from Grid View screen

b. Make the necessary change.

c. Move the mouse cursor out of the cell and the change will be saved automatically.

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19) Delete any unwanted detail record(s) if necessary:

a. From the grid view, tick the checkbox of the intended detail record(s). More than

one record can be selected.

Figure 1-37 Payroll Edit Existing File – Delete Detail Record(s) Selection screen

b. Click Delete button to remove the selected detail record(s).

c. At the confirmation screen, click Yes (to confirm deletion) or No (cancel operation)

Figure 1-38 Payroll Edit Existing File – Delete Detail Record(s) Confirmation screen

d. The intended detail record(s) is deleted permanently and grid view will be refreshed accordingly.

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1.4 Print File (Summary Report)



3) The existing file Header will be displayed.

4) Click Print button to view the Summary Report of the selected file. The report preview will be displayed as shown in a browser:

Figure 1-39 Payroll Print File – Summary Report screen

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5) Click Print button to select a printer to print the Summary Report.

Figure 1-40 Payroll Print File – Printer Selection screen

6) Close the browser and return to ODIS main screen.

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1.5 Validate File (Validation Report)



3) The existing file Header will be displayed.

4) Click Validate button to view the Validation Report of the selected file. The report preview will be displayed if there is any error found as shown in a browser:

Figure 1-41 Payroll Validate File - Validation Report screen

5) Return to the ODIS main screen and rectify the error(s) found in the file as indicated in the Validation Report screen.

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6) If there is any error found in the detail record(s), it will be highlighted in the grid view as

shown:

Figure 1-42 Payroll Validate File – Details Listing with Error screen

Documents

UOB Offline Data Input Software (ODIS) - United Overseas … · 2015-06-26 · UOB Offline Data Input Software (ODIS) Version 2 ... 3-23 Payroll Create New File ... (default as “01”