How to create and import payments into PTX – File upload and MDE (Manual Data Entry)

 File Upload

1. Log in to PTX with an account that has the Create role.
2. Click New Payment from the main screen or navigate to Payments tab and click New Payment.
3. Select the profile you wish to upload a file for from the drop down list
4. Select a Payment Date or leave as the default – which will default to the next available payment date.
5. Drag your Bacs file into the grey box or click Select a File and navigate to the Bacs file and click Open.
6. Your batch will now be displayed to you onscreen at the Entered stage. You are able to change the date still by clicking on the Payment Date.
7. You can then navigate the Instructions, Contras, Warnings, Errors, and History tabs to see more details about this individual file:
   • Instructions is an itemised list of all processed transaction in this batch.
   • Contras are the total amounts and from which originating accounts the funds are being sent from or paid to.
   • Warnings may include modulus check warnings where a sort-code and account number don’t match.
   • If there are Errors, then the file will have failed to import correctly – the errors will indicate at which line PTX was unable to continue processing.
   • History will show you a breakdown of what has happened so far to this batch.
   • Authorisation Report gives you the opportunity to save to PDF a printable document detailing the batch contents – this can be set to include errors and warnings if desired.
8. If you are an approver you may click Approve and Continue – if not the only options you have (other than to navigate away or log out) is to Reject the file.

 MDE

1. Login to PTX with an account that has the Create role.
2. Click New Payment from the main screen or navigate to Payments tab and click New Payment.
3. Select the Profile that you wish to manually enter the data.
4. Click Continue (this will create a draft batch).
5. Click Add instruction.
6. Enter the payment details as prompted on screen.
7. If you wish to add further items leave Add Another ticked and click Add – if not, untick this and click Add.
8. You are taken back to the draft batch screen where you have the following option:
• Continue – this is if you have finished manually creating items and now wish for the file to progress to the entered state ready for approval.
• Keep as draft – this is if you wish to add more items later, but do not want the batch to be progressed further.
• Discard Payment – this will delete the draft batch entirely.
• Add instruction – if you wish to key further instructions to this batch.
• Save as template – you are able to save the instructions in this list as a template. This will allow you to select the template in the future and just adjust amounts and dates if necessary.
• Clear amounts – you can delete all amounts from the instructions in this batch
• You can delete instructions by clicking on the bin icon at the far right hand side of the screen.
9. You are able to change the amounts and dates for each instruction onscreen by clicking on that field in each instruction – if the dates are all the same you will be able to bulk change those once the file has been continued.
10. Continue – you are now happy for this file to move to the entered stage.
11. Your batch will now be displayed to you onscreen as an Entered:
    • You are able to change the date still by clicking on the Payment Date – this is only if all the dates were kept the same during the keying in phase
12. You can then navigate the Instructions, Contras, Warnings, Errors, and History tabs to see more details about this individual file:
    • Instructions is an itemised list of all processed transaction in this batch.
    • Contras are the total amounts and from which originating accounts the funds are being sent from or paid to.
    • Warnings may include modulus check warnings where a sort-code and account number don’t match.
    • If there are Errors, then the file will have failed to import correctly – the errors will indicate at which line PTX was unable to continue processing.
    • History will show you a breakdown of what has happened so far to this batch.
    • Authorisation Report gives you the opportunity to save to PDF a printable document detailing the batch contents – this can be set to include errors and warnings if desired.
13. If you are an approver you may click Approve and Continue – if not the only options you have (other than to navigate away or log out) is to Reject the file.
14. For MDE you have the additional option of Edit – this will allow you to take the file back out of the entered stage and into the draft stage – from here you can Add, Edit or Remove instructions.

MDE Templates

You have the ability to reuse the contents of a previous MDE batch by first saving that batch as a template.

This will save the payee details to a template that can be re-used and edited as necessary.

Save a template

1. Follow the MDE instructions above to point 7 (this is where you have created a draft batch and have a list of payees entered).
2. If you wish to save the payee list with the amounts already keyed, then continue to point 3. If you wish to clear the amount first, click Clear Amounts.
3. Click Save as Template.
4. Enter a Template Name – be very careful to make sure you make a note of this name and remember that it is CASE SENSITIVE – click Save.
5. You may continue with the batch now as per the MDE instructions - refer to point 8 of the MDE instructions above.

Use an existing template

1. Login to PTX with an account that has the Create role.
2. Click New Payment from the main screen or navigate to Payments tab and click New Payment
3. Select the profile that you wish to manually enter the data for use template from.
4. You will now see a list of previously saved templates.
5. Click Use next to the template you wish to use.
6. You will now see the same list of payees that were present when the batch was saved originally.
7. You can now edit this new draft batch and continue as usual, but without the need to re-key in the details. If you have cleared the amounts previously, or simply wish to change the amounts and dates, then you can do so now before clicking Continue.

Exporting / Importing MDE Template

You have the further option of being able to export the template you have saved as a CSV file.

Once saved, this CSV file can be edited (in Excel for example) and re-saved as a CSV ready for re-importing into PTX.

Exporting

1. Login to PTX with an account that has the Create role.
2. Click New Payment from the main screen or navigate to Payments tab and click New Payment.
3. Select the profile that you wish to manually enter the data for export template from.
4. You will now see a list of previously saved templates.
5. Click the small arrow next to the Use option for the template you wish to export and click Export.
6. The file will be called template_name.csv and saved as per your browser setting.
7. The template file is now available for editing.

Importing

1. Login to PTX with an account that has the Create role.
2. Click New Payment from the main screen or navigate to Payments tab and click New Payment.
3. Select the profile that you wish to manually enter the data for or import template from.
4. Click Import Template.
5. Browse to the csv file and click Open.
6. The template will be added to the template list and is now available to use. This will not overwrite the originally exported template – so you may wish to delete old templates to avoid confusion.