How to create and import payments into PTX – File upload and MDE (Manual Data Entry)
File Upload
- Log in to PTX with an account that has the Create role.
- Click New Payment from the main screen or navigate to Payments tab and click New Payment.
- Select the profile you wish to upload a file for from the drop down list
- Select a Payment Date or leave as the default – which will default to the next available payment date.
- Drag your Bacs file into the grey box or click Select a File and navigate to the Bacs file and click Open.
- 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.
- 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.
- 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
- Login to PTX with an account that has the Create role.
- Click New Payment from the main screen or navigate to Payments tab and click New Payment.
- Select the Profile that you wish to manually enter the data.
- Click Continue (this will create a draft batch).
- Click Add instruction.
- Enter the payment details as prompted on screen.
- If you wish to add further items leave Add Another ticked and click Add – if not, untick this and click Add.
- 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.
- 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.
- Continue – you are now happy for this file to move to the entered stage.
- 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
- 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.
- 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.
- 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
- Follow the MDE instructions above to point 7 (this is where you have created a draft batch and have a list of payees entered).
- 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.
- Click Save as Template.
- 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.
- 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
- Login to PTX with an account that has the Create role.
- Click New Payment from the main screen or navigate to Payments tab and click New Payment
- Select the profile that you wish to manually enter the data for use template from.
- You will now see a list of previously saved templates.
- Click Use next to the template you wish to use.
- You will now see the same list of payees that were present when the batch was saved originally.
- 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
- Login to PTX with an account that has the Create role.
- Click New Payment from the main screen or navigate to Payments tab and click New Payment.
- Select the profile that you wish to manually enter the data for export template from.
- You will now see a list of previously saved templates.
- Click the small arrow next to the Use option for the template you wish to export and click Export.
- The file will be called template_name.csv and saved as per your browser setting.
- The template file is now available for editing.
Importing
- Login to PTX with an account that has the Create role.
- Click New Payment from the main screen or navigate to Payments tab and click New Payment.
- Select the profile that you wish to manually enter the data for or import template from.
- Click Import Template.
- Browse to the csv file and click Open.
- 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.