User Guide Creating Custom Reports - HSBC · HSBC provides this document to the recipient on a n ‘as is’ basis and except as provided herein, does not warrant that the contents

1

User Guide

Creating Custom Reports

March 2019


Published: March 2019 i

Disclaimer

This document is issued by HSBC Bank plc (‘HSBC’). HSBC Bank Plc is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority (Registration Number 114216). This document is for information purposes only and does not constitute or form any part of (i) any invitation or inducement to engage in investment activity, or (ii) any offer, solicitation or invitation by HSBC or any of the HSBC Group for the sale or purchase of any products, services and/or any investments.

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Published: March 2019 ii

Contents Disclaimer ......................................................................................................................................... i

About Creating Custom Reports .................................................................................................... 1

Before you begin ............................................................................................................................ 1

Creating and Maintaining Custom Reports ................................................................................... 2

Report Planning .............................................................................................................................. 2

Report types ............................................................................................................................................................ 3

Report formats ........................................................................................................................................................ 3

Report levels ........................................................................................................................................................... 4

Creating custom reports ................................................................................................................. 4

Report building blocks ............................................................................................................................................ 5

Defining general information .................................................................................................................................. 7

Report schedule details ........................................................................................................................................... 8

Report data filtering details ..................................................................................................................................... 9

Report retention period ......................................................................................................................................... 10

User level report options ....................................................................................................................................... 11

Selecting data fields .............................................................................................................................................. 11

Defining account selection.................................................................................................................................... 12

Defining account currency .................................................................................................................................... 14

Defining account institution .................................................................................................................................. 15

Defining select accounts ....................................................................................................................................... 16

Defining account grouping ................................................................................................................................... 17

Defining and managing groups and subgroups .................................................................................................... 17

Assigning accounts to groups .............................................................................................................................. 18

Defining distribution list ............................................................................................................... 19

Completing the Definition setup ................................................................................................... 20

Other report options ..................................................................................................................... 20

Defining the report layout ..................................................................................................................................... 20

Layout guidelines .................................................................................................................................................. 21

Customised Report Definition service ........................................................................................... 21

Maintaining favourite report definitions ................................................................................................................ 22

Report definition summary ................................................................................................................................... 23

Report generation ................................................................................................................................................. 26

Monitoring report generation ....................................................................................................... 27


Published: March 2019 iii

Accessing reports ......................................................................................................................... 28

Global cut-off times .............................................................................................................................................. 28

Account Services Activity Log ..................................................................................................... 29


Published: March 2019 1

About Creating Custom Reports

HSBCnet Create Customised Report Definition is also called (Report Writer) service which enables you to create reports tailored to your own needs. This service is intended to help you:

• Create custom reports including the selection of report type, report features, report formats, report generation, and

• Maintain custom reports including viewing, copying, modifying, deleting and monitoring existing reports

Before you begin The Creating Custom Reports guide covers key operations customers use to create custom reports in a variety of formats, including BAI, Excel and portable document format (PDF). Depending on your role in the company, your System Administrator must entitle you to:

• Report Writer (also called Create Customised Report Definition service), and

• Reports and Files Download

Create Customised Report Definition Workflow



Creating and Maintaining Custom Reports

Report Planning Some of the features that customised reports allow you to do are:

• Design report layout

• Select report frequency and time

• Select report distribution

• Report on accounts by location, currency and institution

• Report on selected data and sort data as desired

• Show subtotals and totals, and

• Define report retention period

In planning your report please note that the larger the report, the longer it will take to process. Your Create Customised Report Definition service activities and options will depend on the type of report and format selected, as well as your individual entitlements.

Reporting – Create Reports

Create Customised Report Definition service



Report types All reports are available in PDF, comma separated value (CSV) and Excel formats. Certain reports such as Balances and Statements offer additional formats. The grouping option is only available for PDF and Excel formats. For any of the reports mentioned in the table below, the Report Writer service can access historical data of up to 180 days (This feature may not be available in your region). However, each report can only contain information for up to 35 days at a time. To download information for more than 35 days, generate multiple reports for the desired period, each for 35 days’ duration.

Note: For any report , the Report Writer service can access historical data of up to 180 days (This feature may not be available in your region). However, each report can only contain information for up to 35 days at a time. To download information for more than 35 days, generate multiple reports for the desired period, each for 35 days’ duration.

Report formats You can choose different report formats to suit your needs. For example, the PDF, Excel, and Transpose Excel report formats provide you visual reports for distribution, while the CSV, MT940, and BAI2 report formats provide you data reports that can be imported into another system.

Customised Report Definition with the Report Format

The available report formats are determined by the report type you have selected. Due to the nature of the report formats, some of the enhanced features are only available to certain report formats:



Report Attributes

REPORT FORMAT

AVAILABLE ATTRIBUTES

Report Types

Report Layout

Account Types

Account Grouping

On-line Preview

When to use

BAI2 Statement and Balances

No Current No No To import/integrate account information into your system

CFONB

(France)

Statements only

No All No No To import/integrate account information into your system

CSV All No All No No To import/integrate account information into your system

Excel (XLS) All No All Yes No To design and generate a report in Excel format for viewing and/or printing

NORMA43

(Spain)

Statements only


PDF All Yes All Yes Yes To design and generate a report in PDF format for viewing and/or printing

SWIFT MT940

Statements only


Transpose Excel

Balances only

No All Yes No To design and generate a report in Excel format for viewing and/or printing

Different formats allow report information to be opened and used in various ways. The selected report type will determine whether other output formats are available. The Create Customised Report Definition service provides the following report formats for various needs:

Report levels A report level indicates your Report Writer entitlement granted by your system administrator. The selected report level will determine the accounts available for selection.

Report level list

Creating custom reports You begin to create a report by setting up basic reporting criteria. The system provides a step-by-step series of forms in which you enter information.



1. Under the Reports and files tab, choose Create customised report definition.

2. Make a selection from the Report type list, for example, Balances.

3. Make a selection from the Report format list, for example PDF

4. Make a selection from the Report level list, either company level or user level. This option indicates your Report Writer entitlement granted by your system administrator.

• Company level allows you to create report definitions for all accounts and services on the whole company and to distribute the report to any or all users with company level entitlements

• User level allows you to create report definitions for your entitled accounts and services. User level also allows one user to create report definitions on behalf of another user based on the entitlements of the other user, and

5. Select Go to move to the Create Customised Report Definition general information page. Your reporting options from this point forward will be based on the selected report type, report format and the report level.

Report building blocks You build a customised report by defining it page by page and choosing how much or little information to provide. Your report can include:

• Report Information

• Report layout details (for PDF only)

• Report scheduling details

• Reporting date range

• Data selection with optional sorting

• Report retention

• Buyer Report Filtering

• Field selection

• Account Selection

• Grouping by Bank-defined or custom group (optional if PDF or Excel format selected), and

• Defining the distribution list



Create Customised Report Definition general information

Options for saving and submitting work

To preserve data while creating a report definition, you can opt to save work in process. It is not necessary to wait until the report is complete to save your work.

• Save—save entries

• Save and next—store current selections and proceed to the next page

• Save and previous—store current selections and return to the preceding page

• Save as incomplete—save the session for editing or completion. Option requires entries for description and file name prefix

• Select all current page—choose all items on the form. Checked items will be included in the definition , or

• Unselect all current page—clear checked items. Unchecked items will be omitted from the definition



Defining general information Your selections for report type, report format and report level will determine what information is required. The screens that follow are for illustration purposes only. Your screens may look different.

1. Enter a descriptive name for your report in the Description box.

2. Enter a name to give the file in the File name prefix box. A prefix refers to the file name, up to 16 characters. The system appends a file extension, which is based on the report format. For example, if you create a CSV report, Create Customised Report Definition stores the information in a format called comma separated value and applies a .CSV file extension.

Continue to define the customised report definition by entering report schedule details, report data filtering details and report retention period as appropriate.

When you have entered general information, choose an option for saving your work

General setup—report information



Report schedule details You can generate your report on specific days at predetermined times, or you can choose to generate it manually.

1. Check the Enable generation box to enable automatic report generation. An unchecked box requires manual generation. For more information, refer to Report definition summary

2. Select a Report frequency on which to generate a report. You can select from daily, weekly or month-end options. Note that a month-end report will generate on the first business day of the following month, and

3. Select a Generate report time on which to generate a report. You can generate your report up to eight times per day. The system delivers reports to your Report File Download service. For download instructions, refer to reports. Your report generation choices are:

• At specific times where you enter hours and minutes (up to three different times) or

• Every time you select an hour from the list. In the From and To boxes enter starting and ending times using the hours and minutes format, and

4. Select a time zone on which the schedule is to be based

General setup—report schedule details



Report data filtering details Select how much information you want the report to display. Keep in mind that some report periods take longer to generate.

1. Indicate whether to include all entries for the data period selected. Your Select data range choices are:

• All entries—all entries transacted during the selected period. For month-end, all entries will include 35 days of transaction history for month-end reports

• From date and To date—to specify a date range. Enter the dates using the day, month, year format or select the calendar icons to choose starting and ending dates

• From today and To today—to specify a rolling period. For example, to report a one-week period you would indicate ’From today minus 8’ and ‘To today minus 1‘. In the From box, select a starting day from the list; in the To box select an ending day from the list, and

• All entries from previous month—to report on all transactions that occurred in the preceding month for month-end reports

Note: For any customised report, the Report Writer service can include historical data of up to 180 days depending on your region. However, each report can only contain information for up to 35 days at a time. To download information for more than 35 days, generate multiple reports for the desired period, each for 35 days’ duration.

General setup—report data filtering details



Report retention period 2. For Report retention period calendar days, select a number of days for the system to store a report.

HSBCnet can keep generated reports up to 30 days. If the reports are not actively downloaded during the retention period (retention period selected in the Create Customised Report Definition setup page plus grace period), the system may suspend the report generation schedule. Use the table below to determine the report generation suspension date.

Retention period

GENERATION FREQUENCY EXTENSION DAYS

Daily Reports Retention Period + 12 days

Weekly Reports Retention Period + 28 days

Monthly Reports Retention Period + 90 days

To re-enable report generation, complete the following steps:

• From the Customised Report Definitions service, select Change from the Action column against the suspended report definition.

• On the Change Report Definition screen, navigate to Report schedule details section, and

• Select the Enable generation checkbox and select Submit. An acknowledgement confirms your action. The reports will begin to regenerate upon refreshing the page based on the selected settings.

3. For Comments, enter your remarks. These do not print on a report although you can view them.

General setup—report retention details



User level report options The User level option allows you to create reports on behalf of another user in addition to creating your own reports.

The report definition you create will be based on either your own or the other user’s entitlement, depending on your selection. For Automated Clearing House (ACH) reports, the report definition you create will also be based on the payment set entitlements if applicable.

The Create Customised Report Definition service allows you to generate a report for the other user but only that user can download the report using Reports and Files Download. The other user cannot maintain the report definition you create.

Report Writer setup—User list

Selecting data fields The list of data fields refer to the report type and format you have selected. For best results and performance on your reports, select the data fields which is required on a day to day basis.

1. Select information you want to display in your report by using the red action arrow which says Select.

2. Your selections are displayed in the second column labelled Selected.

3. Under Selected Field action, following Actions can be performed:

• Add to Sort order – Move to the Sorting order column

• Unselect – Removing selected fields from the second column under Selected

• Move up in the List – Moving the Selected Data field up in the list, and

• Move down in the List - Moving the Selected Data field down in the list

4. Under Sorting Order Field action, you have the following options:

• Ascending – Arranging the selected fields in the Ascending Order, and

• Descending -Arranging the selected fields in the Descending Order



Customised Report Definition setup – Data field selection

Defining account selection This option depends on the report level and report type selected. For a Trade Facilities Breakdown, the term ’Domestic Customer Number (DCN)’ replaces ’Accounts’.

• All accounts—add all accounts that your profile entitles you to, and

• Select accounts—add selected accounts that you are entitled to. This option allows you to select one or more accounts to report on

Your company’s banking relationship with HSBC Group will determine your choices for location, currency and institution.

1. Choose the country locations to filter your accounts, and

2. Select the tabs for Currency, Institution and Select accounts to complete account filtering screens.



Create Customised Report Definition setup—account selection by location



Defining account currency Choose currencies to filter your accounts.

Create Customised Report Definition setup—account selection by currency



Defining account institution Choose institutions to filter your accounts.

Create Customised Report Definition setup—account selection by institution



Defining select accounts The Create Customised Report Definition service displays accounts that you are entitled to and matches conditions you define. Select the accounts to include in the report.

Customised Report Definition setup—account selection



Defining account grouping Account grouping is available for Excel and PDF files. You can choose whether to group your accounts on the report and if so by Bank default or custom groups and subgroups. You can use predefined bank options, define your own groups and subgroups or use a combination of Bank-defined and custom groups. Your options are:

• Bank-defined group and subgroup—group accounts by combinations of location, currency and institution

• Bank-defined group and custom subgroup—group accounts by combining bank definition and your own definition

• Custom group and custom subgroup—group accounts by your own definition

• Custom group and bank-defined subgroup—group accounts by combining bank definition and your own definition, and

• No—no defined or selected group or subgroup

Customised Report Definition setup—account grouping

Defining and managing groups and subgroups When the option to customise a group and/or customise a subgroup is selected, you must define the names of the groups and subgroups.

If you decide to customise the grouping, you can enter the names of the groups and/or subgroups that you want to define for the report definition. If you select customised groups and/or customised subgroups then you must provide those names. You can enter up to 50 custom names.

Note: For every custom subgroup, the associated group name must be re-entered as shown in the following figure.

Customised Report Definition—name groups and subgroups



By default, groups defined for the current report definition display in one selection box and subgroups display in the other.

1. Use the Change order button, as necessary, to change position within groupings, or

2. Use the Delete button to show only certain groups

Customised Report Definition—manage groups and subgroups

Assigning accounts to groups Once the custom group and subgroups are defined, you will be able to assign the selected accounts to groups. Any unassigned accounts appear at the end of the report under the ’Not Categorised' group.

Customised Report Definition Setup—assign account groups

Assigning grouping options

Depending on your report selections, a grouping option may also display.

Account grouping options—you can choose to provide subtotals in account base currency or a different currency.

• Select the box to display Subgroup totals, Group totals and Grand total, or

• Input rates—select the desired currency to be used for the subtotals and total and enter the exchange rates. Note that Input rates option is only a static reporting rate. You must list all exchange rates of all accounts in the portfolio for the generated report to reflect the true converted balance

Content—you can display or hide data. Check the option for the display you want:



• Show subtotals and totals only—suppress data at the grouping level. No specific items within the group display, and

• Show details—display all data within a group

Account Grouping options

Defining distribution list This option is available for company level reports and includes all other company level users. Select names in the user list using standard selection keys. Press Shift and click to select a group. Press Ctrl and click to select multiple items.

Note: Report Writer entitlement is not required to receive reports. The generated report will be delivered to the Reports and Files Download service. For more information, see Accessing reports.

Customised Report Definition setup—distribution list



Completing the Definition setup Make sure that the schedule is enabled for automatic report generation. For more information, see Report schedule details.

Customised Report Definition—setup complete

Make your selection. The Preview option appears if you have chosen to create a PDF report. You will receive an acknowledgement when you save the report definition.

Customised Report Definition setup—acknowledgement

Other report options Your entries for report level, report format and report type will determine other required and optional entries. Some of these options are described below.

Defining the report layout You can define the report layout for PDF files. The following options let you describe how to layout your report. PDF report format supports the following layout options:

• Orientation—horizontal or vertical page orientation

• Font size—a type size from 8-point to 16-point. Medium font size is equivalent to 12-point type

• Paper size—standard international sizes

• Report date—option to print date stamp on the report and whether to print it at the top or bottom

• Date format—day, month and year. Format does not affect display of reporting data, and

• Page numbers—option to print page number on the report and whether to print it at the top or bottom



Customised Report Definition setup—report layout details

Layout guidelines You can download or view reports online. The number of fields that fit on a page relates to orientation, font size and paper size. The following table provides a rough guide for arranging fields using a combination of paper and font sizes.

Note: Report Writer will automatically fit data to the page width by decreasing font sizes. We recommend limiting the number of fields on the report.

Layout outline

ORIENTATION FONT SIZE PAPER SIZE MAXIMUM FIELDS IN LAYOUT

Landscape 8 point Letter 31

Landscape 10 point A4 25

Landscape 16 point Legal 17

Portrait 10 point A4 38

Portrait 12 point A3 48

Portrait 14 point Legal 30

Portrait 16 point Letter 22

Customised Report Definition service The Customised Report Definition service allows you to view reports in HSBCnet, manage report definition and track progress of report generation.

Select an Action arrow to make a selection. Available actions depend on the report status.

• Change—allows you to complete the report definition or edit the report details based on the selected report type, report format and report level

• Copy—duplicate the selected report definition and save it under a different file name. Note that the report type, report format and report level cannot change

• Delete—allow the selected report definition to be removed. You must confirm this action

• Generate—run the selected report and deliver it to Reports and Files Download service. You will receive an acknowledgement. You can also generate scheduled reports on an ad hoc basis

• Preview (PDF only)—see the selected report definition layout

• View—open the selected report definition for review, and

• Open more—display items on the Customised report definition summary page



Customised report definition list

As with other HSBCnet services, the Customised report definition title bar provides an Edit icon. You can use this editing service to manage display items. By default, the summary displays reports sorted by type. To change the way information appears, select the Edit button in the title bar. Select your desired changes and choose Apply when you are done.

Customised Report Definition Summary service—Edit Window

Maintaining favourite report definitions From Maintain favourite report definitions, select which reports to display by selecting Maintain favourite report definitions.

Favourite report definition list

Choose report definitions you want to access quickly. An acknowledgement confirms your action when you apply your selections.



Favourite report definitions

Report definition summary If you select Open more from the Customised report definition service, the Report definition summary page appears. This page allows you to select what information to display and perform associated actions on.

Select Open more for report definition summary



Customised report definition Summary service—list summary



The summary view provides a breakdown of report definition criteria such as date range, retention period, accounts, and so on. Select an Action arrow to perform the desired action.

Report definition details—View Option



Report generation If you select the Generate option from the Action arrow on the Customised Report Definition, the Report Writer—Generate page displays allowing you to generate a report.

Select Open more from the Customised report definition service to view the Report definition summary page. This page allows you to search for and generate reports.

Customised Report Definition—Generate report option

Generate report acknowledgement

You can also generate a report from the View tab.

Generate report option from View tab



Monitoring report generation Use the monitoring service to review alerts, errors and other status messages.

1. Select the Report monitoring summary tab to display alerts, errors and other processing messages.

2. Select the View arrow to view message details

Customised report monitoring summary

The Report monitoring details page acknowledges generated report requests.

Note: You may encounter alert messages indicating that the requested report contains no data. Depending on your report criteria, accounts with no activities within the selected date range will not appear on the report. If the entire selection contains no activities, the report will not be generated.

Customised report monitoring details



Accessing reports The system delivers reports you generate, whether scheduled or requested on an ad hoc basis, to Report and Files Download. Choose the Customised option to view Report Writer-generated reports.

Reports and Files Download service

Global cut-off times Data for intraday reports are real time and do not have cut-off times. Data for end-of-day reports will be available during early mornings of the account-domiciled time zones. Month-end reports are generated on the first business day of the following month.



Account Services Activity Log

Use the Account Services Activity Log to expand the view of transactions related to accounts and services. It works like the activity log but with more options to view information. An Account Services Activity Log entitles you to view activities performed by others so that you can make decisions about onward processing.

1. Access the Account Services Activity Log service from the User and Account Management tab

2. Enter an activity date or leave it blank. An activity date is optional. If the date is blank, the system assumes ‘today’ for the latest activity date

3. Select Report Writer in the Activity type field and select Go, and

Account Services Activity log service

4. See the activity summary. Review results by the date the activity occurred. Optionally, select a column heading to sort results differently

Report Writer – Activity Summary



5. Select an Activity link to view account and service details.

Activity Log details


Issued by HSBC Bank plc © HSBC Bank plc 2019. All rights reserved

Documents

User Guide Creating Custom Reports - HSBC · HSBC provides this document to the recipient on a n ‘as is’ basis and except as provided herein, does not warrant that the contents