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USER GUIDE Bulk & Batch Payments

This guide is to help you with bulk & batch payments when using the online banking platform.

1. Bulk PaymentsCommercial Online Banking allows you to import external bulk payment files so you can make multiple payments at once.

• Select ‘Bulk Payments’ from the drop-down list below ‘Payments and Transfers’ – in the left-hand menu.

• Here you can see a list of your current uploaded files and files that are queuing for upload.

• To upload a file, select the format you wish to upload in (Metro Bank or CSV) and click ‘Upload New File’.

• Select the file you wish to upload the blue bar will show the progress of the file upload.

• After 3-4 minutes the file will be ready to process and show in ‘My Uploaded Files’.

NB: You can navigate away from this screen while you are waiting for the file to upload. Then simply return to the screen when you are ready to process the file.

• Select ‘Process’ to complete the upload and set up the payment instructions. Please note that this can only be done by the same user who originally uploaded the file.

USER GUIDE: Bulk & Batch Payments

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• Complete the required fields – debit account, payment type and payment date – and select ‘Pay’.

• You will then be prompted to input a Metro Bank Hard Token.

Please see point 7 for guidance and information about this passcode.

• Once this password has been validated your payment will start to be processed.

• If your payment settings are set to ‘self-authorise’, then the payment will be made on the detailed date. This is dependent on your administration settings (0, 1 or 2). The payment may require additional authorisation from another user.

Please see Guide 5 for guidance and information about administration settings.


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Column 1

Column 2

Column 3

Column 4

Column 5

Column 6

Sort Code

Beneficiary name

Account number

Amount

Reference

BACS Code

always 6 digits with leading zero required where appropriate

*Maximum of 18 characters

always 8 digits with leading zero required where appropriate

Maximum of 10 digits with 2 decimal places e.g. 194.01

*Maximum of 18 characters

99 (code for payment)

2. Important Guidance for Importing Payment FilesCommercial Online Banking and Business Online Plus supports two import formats:

CSV text file – seven fields of payment data with each field separated by a comma.

Metro Bank text file – six fields of payment data with each field tab separated.

The following explains how to structure an import record for the supported payment types, as well as some pointers to help you get the most out of import.

Can I import more than one record in a single file?

Multiple records can be imported in a single import file, but users can only select one payment type for each payment run.

The following payment types can be made:

• Faster Payments

• BACS

• CHAPs

CSV File FormatEach payment record within the file needs to be CSV delimited. Each text file must contain:


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Metro Bank File Format

Each payment file can contain up to 1000 payment records.

*Your file production process should remove all non-SWIFT characters and replace with a blank

NON-SWIFT Characters

Some additional points to be aware of:

1. Avoid duplicate payments within each file to avoid duplicate payment being held.

2. Ensure the file name is unique for each file produced.

3. Ensure the contents of each file are unique – you cannot load the exact same file twice.

4. When the file is produced there should be a carriage return line feed at the end of the last payment and no blank characters after the last character (use CTRL A to check).

Sample CSV File opened in notepad

Sample Metro Bank File opened in notepad

201053 ABC Limited 12345678 INVOICE 123 10.21

REFERENCE AMOUNT


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6. Processing Bulk & Batch Payments• This section is for users responsible for authorising other users’ payments.

• To process the payment, select the ‘Team Items’ tab within ‘Item Management’ - in the top right-hand side of the main screen.

• Here you can view a summary of payments ready for processing and/ or approval.

• You have the option to select ‘Approve’ or ‘Reject’ for each payment.

SORT CODE BENEFICIARY NAME BENEFICIARY ACCOUNT

% = * #@ _ &

^ ~ , ‘ ?$ £ !



7. Metro Bank Hard TokensIf you are responsible for managing user access, inputting beneficiaries and/or inputting payments, then you will be issued with a security device. This will then provide a Metro Bank Hard Token 8-digit passcode when necessary. This passcode will be active for one time only.

Please note that if your device is lost, damaged or stolen, please call us on 0345 08 08 500 or visit us in store 7 days a week.

7.1 How to activate a Hard Token• Press the green ‘OK’ button to switch on the device.

• Enter the default PIN and the message ‘New Pin’ will appear on the screen.

You will be provided with a default PIN when you issued with the device.

• Type in a new 4 digit PIN and press the green ‘OK’ button.

You are advised not to share your device or PIN number with other users.

7.2 How to use a Hard Token• Type your 4 digit PIN into the device and press the green ‘OK’ button

• Press the green ‘OK’ button again and the 8 digit passcode will appear

• Key the 8 digit passcode into the Online Banking Token field when prompted

• Finish by selecting ‘Submit’

3. Batch Payments‘Batch Payments’ allow you to simultaneously make a number of payments to various beneficiaries. Please note that all payments must be sent from a single Metro Bank account.


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• Select ‘Batch Payments’ from the drop-down list below ‘Payments and Transfers’ – in the left-hand menu.

• Choose the account you wish to debit

• Choose the payment type you wish to make – faster payments, BACS or CHAPS.

• You have the option to set the date for the payment to be made

• Select the ‘Batch Payments Group’, ‘Select Payee’ to add a single beneficiary

• Enter the reference and amount of your payment

• At this stage you can also save the listed beneficiaries as a new ‘Batch Payments Group’

Please see point 4 for guidance and information on Batch Payments Groups.

• Select ‘Pay’



• Once this password has been validated your payment will start to be processed.

• If your payment settings are set to ‘self-authorise’, then the payment will be made on the detailed date. This is dependent on your administration settings (0, 1 or 2). The payment may require additional authorisation from another user.

Please see Guide 5 for guidance and information about administration settings.















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4. Batch Payments Groups• Select ‘Batch Payments Groups’ from the drop-down list below ‘Beneficiaries’ – in the left-hand menu.

• You can use the ‘Search’ tool to look for the required Batch Payments Group

4.1 Creating a new Batch Payments Group• To create a new group select ‘Create Batch Payments Group’.

• Enter a group title and attach beneficiaries by selecting ‘Add Beneficiaries’.

Please note that beneficiaries must already have been created before they can be grouped. See Guide 2 for guidance and information about beneficiaries.

• Select ‘Add’ next to each beneficiary you wish to be in the new group.

• When you have selected all the intended beneficiaries, select ‘Add Selected’.

• Finish by selecting ‘Create’.

4.2 Editing a Batch Payments Group• View group details by selecting a Batch Payments Group.

• You can then ‘Amend’ or ‘Delete’ group details.




• You have the option to select ‘Approve’ or ‘Reject’ for each payment. 5. Bulk & Batch Files List• Select ‘Bulk & Batch Files List’ from the drop-down list below ‘Payments and Transfers’ –

in the left-hand menu.

• Here you can see a lift of recently processed files.

• Select ‘Filename’ to view more information about each recently processed file.















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• You have the option to select ‘Approve’ or ‘Reject’ for each payment. 5. Bulk & Batch Files List• Select ‘Bulk & Batch Files List’ from the drop-down list below ‘Payments and Transfers’ –

in the left-hand menu.

• Here you can see a lift of recently processed files.

• Select ‘Filename’ to view more information about each recently processed file.















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