Access Pay Integration Overview

AccessPay integration

Please note that Yapily Integration is now the preferred method. Access Pay integration should only be used when Yapily integration can't be setup for that bank.

How it works

The aim of this integration is to provide fully automated, daily bank statements in Xledger.

Most banks can send bank statement information (MT940) via the SWIFT network and customers request their banks to send the MT940 info to another bank or financial establishment swift address (also referred as BIC). In this case the receiving establishment is AccessPay. Once AccessPay receives the information and granted the customer is set properly on their end, it is mapped to a BR23 file containing all statements lines for all bank accounts. This file is placed in a SFTP folder ready to be consumed by Xledger daily. It is then processed at UK customers level using the Bank Import server job.

On boarding a customer

There are three activities to carry when setting up a customer:

• Instruct the bank to send the Mt940 feed to AccessPay BIC
• Gather information from the bank account owner for AccessPay setup
• Setup the bank account in Xledger for BR23 import

All these activities can be carried in parallel. As the first two tasks involve actions from the customer, a suggested email template destined to them to explain the process is provided in this folder.

Bank setup

This step and how it is conducted is heavily bank (and even bank relationship manager) dependent. The information delivered here serves a potential template, but it is likely the bank will come back with additional questions/requirements.

The customer needs to instruct their bank to send MT940 information to AccessPay BIC. To do so they need to contact their relationship manager and send them a completed version of the AccessPay Bank Instruction Template.docx file included in this folder.

AccessPay SWIFT details are included in this letter:

• SWIFT name: Access Financial Analytics Ltd
• SWIFT address (BIC): AFNCGB22 (If 8 characters are required in application)
• SWIFT address (BIC): AFNCGB22XXX (If 11 characters are required in application)

Other information the bank might and have requested in the past will be listed here for future reference:

• AccessPay email: [e-mail]
• AccessPay phone number: 0161 250 7778
• AccessPay contact name: AccessPay Tech Support
• MT940 type: C+ (B+ is also ok but where there is a choice, C+ provides more info)
• Feed Type: Daily, Swift Only (in other words, no paper MT940)

Access Pay setup

Customer’s tasks

We need the following information from the bank account owner to be able to setup their account in AccessPay:

• Entity Name: ideally the same than where the bank account is setup in Xledger
• Account Name (140 character max.): ideally the same than what is maintained in Xledger
• Account Identifier (MT940 field 25): This is how AccessPay and SWIFT identify a bank account. Generally, it is either the IBAN or sort code and Bank account number concatenated. If the bank relationship manager does not know, ask them to produce an MT940 file as this can be found in there.
• Account Number: 8 Digits bank account number
• IBAN: 34 alphanumeric characters International Bank Account Number
• Bank Name: Self explanatory
• Bank BIC: The banks own SWIFT address
• Bank Branch Code: 6 digits sort code

This is also detailed in the suggested email template. In this folder is also a New account information.csv file with blank columns to send the customers (this makes adding multiple accounts information easier).

Xledger admin’s tasks

Once this information comes back the account can be setup in AccessPay. This step needs to be carried by a Bank Sense (AccessPay’s portal) admin, currently in the UK the admins are:

Zheng Zeng : [e-mail]

Tim Davies : [e-mail]

To upload a bank account, AccessPay account upload.csv needs to be filled. The format is as follows:

Field	Value
Parent Entity Name	Xledger
Entity Name	As provided by customer
Account Name (140 character max.)
Account Identifier (MT940 field 25)
Account Number
IBAN
Bank Name
Bank BIC
Bank Branch Code
Intermediary Bank Name	Leave empty
Intermediary Bank BIC
Intermediary Bank Account
Intermediary IBAN
Currency (3 digits Code)	GBP
Country (iso Code)	GB
Status	OPEN
Tags (separated by ;)	Leave empty

Once this file is ready logon to https://app.bank-sense.com/ and navigate to Admin>Accounts (https://app.bank-sense.com/admin/accounts).

Here you can either upload the file previous created or manually create an account:

Once this is done, email the following to [e-mail]

Hi Team,

Hope you are well.

I have created some new accounts and legal entities in BankSense (please see “AccessPay account upload.csv” attached) and I would like to request for all users under Xledger to have access given for these new legal entities.

(the permissions should mirror the permissions applied to those users for the existing legal entities in the system)

AccessPay’s team will then give access to the newly uploaded accounts. If this is taking too long or there are any issues, copy in Calum Burke ([e-mail]).

Xledger setup

This step needs to be carried by an Xledger user with at least Support Limited role.
Login to Xledger.net under the entity where the bank account you want to setup has been created.

You will need to find the bank account code by navigating to Bank>Bank accounts>Bank accounts:

Once you confirmed this go to Administration>Setup>System setup>Setup Fields Bank:

Create a new entry with following details:

• Setup field: Bank Import
• Value: can be left empty
• Object: Bank Account
• Object value: Bank account code from previous step
• System value definition: Central bank definition
• Value: AccessPay

Validate a customer is onboarded successfully

There are two places to check if statements are flowing as expected, in Bank Sense under statements:

And in Xledger under Bank statement transactions:

Additional documentation

Included in the same folder as this document are a few additional docs :

BR23 Bank Statement with balance.xlsx, details the Xledger BR23 format.

XLedger Account Upload Master.xlsx should be used to maintain all information regarding on boarded customers. When carrying any of the previous steps for an account it should be maintained in the appropriate field there.

Off boarding a customer

If a customer wants to opt out, the first step is for them to contact their bank to stop sending MT940 to AccessPay’s BIC.

In parallel, the bank account can be deactivated in AccessPay, navigate to Admin>Accounts and edit the account to delete:

Once here select Active = No:

Finally, login to Xledger and delete the bank import setup.