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Paynet Online Learning Course
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Introduction to this Online Learning Course
Learning to use a new system or procedure is not always an easy task. Here are a few guidelines to help you make it to the end and reach a successful goal.1. Be committed to succeed2. Take things at YOUR pace. There is no need to rush. Digest each step,
one step at a time. You don’t have to take the course all in one sitting. Choose how much you want to do at each sitting
3. Where possible use this guide in tandem with working on the system so that at the end of the first module, make the time to try it out in practice. Then proceed to the next module
4. Recognise that at the end of the learning process and with a little practice, what you found difficult at first will become second nature and you will soon be telling your friends that it is ‘dead simple, really’
5. If in doubt and you need help, email [email protected] or phone 369213-33 and ask for Paynet Support Help Desk or e-mail [email protected]
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How this Course has been Prepared
• Each module starts with the objectives that you should be able to achieve on completion of the module.
• The steps you need to take are then explained one step at a time
• You should, where possible, consolidate your learning by opening the Paynet Online system and practicing before moving on to the next module.
• The overall objective of this online course is that at the end of it you will be able to use the Paynet Online payments system to make salary payments and/or payments to your creditors
• Total Course time is estimated at 1 hour and 10 minutes
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Module 1Introduction to Paynet
At the end of this module you should be able to: -• Discuss the history of the various Paynet products and list
and explain the benefits of using the Paynet Online System.• Define “Member ID number” and explain why it is
necessary to obtain and use one• Obtain your Paynet Member ID number• Explain why it is necessary to complete a contract with your
Financial Institution• Download and print a copy of your contract to be signed
with your Financial Institution• Deliver to, agree and sign your contract with your Financial
Institution
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History of the Paynet payments systems
Paynet was introduced to the Zimbabwe financial market in 2000 initially as a salary payments system. A corporate payments system and a debit orders system followed. Payserv continues to enhance existing products and develop new ones. Recent products include a ZIMRA payments module and an E-Schedules product. Paynet Online was developed in 2013
Make payments from anywhere, anytime and give you peace of mind
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Advantages of Using Paynet
Saving Time and Money: By being able to transact from your desktop/laptop or other mobile device, Paynet is convenient, saves you time and saves you money. Response FilesA major advantage of using the system is that once you have completed a transaction you are sent a response file informing you that the transaction has been successful providing assurance that your payees will be paid accurately and on time. If there is a system failure for any reason you will be advised and have an early opportunity to re-transmit or correct the failureSecurityPaynet has invested heavily in system security. Transactions are encrypted using state of the art encryption technology and e-security features are embedded in the software and operational procedures
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What is a Member ID Number?
As part of the security features of Paynet each user is allocated a unique ‘Member ID’ number by the Payserv Help Desk.
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Getting Started
• Contact Paynet Customer Services by telephone (+263-4-369213 up to 33) or by e-mail at [email protected] or walk in to their offices in Premium Close, Mount Pleasant Business Park
• Ask for the Paynet Online Service and provide Paynet with your own e-mail address
• Paynet will send you a ‘Customer Take-On Form’ to your e-mail address for completion and return
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Getting Started (2)
On receipt of your Customer Take-On Form Paynet Customer Services will then allocate you a ‘Member ID’ number.Paynet will inform you of this number and point you to an Internet URL address from which you will be able to download 1. A contract to be entered into
with your Financial Institution (FI)
2. An ‘Authorisation Matrix’ document for completion and delivery to your FI
• The ‘Authorisation Matrix’ is for you to complete with the details of the personnel you wish to appoint as ‘Administrators’ , ‘Authorisers’ and ‘Users’
• See Module 7 for a definition of User Roles
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Contract with your Financial Institution (FI)
• Your FI and you need to enter into a contract which specifies the services that will be provided by your FI and the conditions under which these services will be provided. It is a legal and binding document that protects both you and your FI to a fair, just and equitable service
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Downloading your Contract
• Connect to the URL address provided by Paynet Customer Services
• Download the contract document and print two copies
• Read the contract. Note that it includes your allocated Member ID number
Don’t forget to also download the Authorisation Matrix, complete it and deliver to your FI at the same time that you deliver the contract for agreement and signatures
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Signing the Contract
• It is advisable for you to visit your FI yourself taking your contract with you.
• Your FI will refer you to a specific member of staff who will sign the contract with you present
• Retain one copy of your contract for future reference
• Deliver your completed Authorisation Matrix at the same time
• On completion of these formalities with your FI, your FI will auto-send you an Internet URL address to which you can connect to Paynet for the 1st
time.
• But first we need to talk about system security
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You have now completed Module 1
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Module 2Paynet Online System Security
At the end of this module you should be able to: -• Explain the need for security• Explain the purpose and requirements of the
‘Secret Challenge’ within the Paynet Online system and how to set up a memorable word within the secret challenge
• Explain the detailed password requirements of the Paynet Online system
• Explain how to reset your password in the event of the loss of password details
• Estimated time to complete this module – 10 minutes
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The Need for Security
• You are concerned about system security. Your FI is concerned about system security. Paynet is concerned about system security.
• All of us need security to prevent financial systems and/or transactions being hacked, and perhaps fraudulently misused.
• For this reason Paynet have used all the current global best practices to maintain system security.
• The practices will take you some time to understand and to put into practice but they are essential to protect you, your systems and your business.
• So be patient as you learn the process
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The Secret Challenge
• When you first login to the system the Secret Challenge field will be blank. You will be asked to complete it. To do so enter a memorable word or phrase of your own choosing. A word or phrase that you will not forget.
• Your password is required to contain a minimum set of alpha/numeric characters plus at least one additional non-alphanumeric character (such as $, %, &, *, #). Thus it is sometimes not that easy to remember your password.
• In the event that you forget your password details, you will need to remember the ‘secret challenge’ word or phrase in order to reset your password.
• There is a failsafe to all this and if you forget both your password and your secret challenge memorable word, you may contact [email protected] and the system can be re-set for you.
See the next slide for a view of the Logging In screen for your 1st time log-in
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Logging In screen for 1st time Log-In
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You have now completed Module 2. Module 3 on logging in for the first
time follows
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Module 3: Logging In for the First Time
At the end of this module you should be able to: -
• Explain the procedures to log in to Paynet Online for the first time
• Reset the default password to your own preferred password
• Set your secret challenge (memorable word)
• Enter your registered e-mail address
• Select your relevant Financial Institution from a menu of options
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Logging in to Paynet Online for the First Time
Once you have completed all the formalities with your FI, your FI will auto-send you an Internet URL address Click on the URL address provided
and you will find this Log In screen for Paynet Online
Click on the URL20
Logging in to Paynet Online for the First Time (2)
Clicking on the URL on the previous slide will take you to this screen for logging in to Paynet Online
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Password
• In the relevant screen boxes enter your preferred password
• Repeat the password
• Enter your chosen ‘secret challenge’ memorable word
• Click on ‘Change Password’
Remember that to meet the security standards of the Paynet system your password is required to include: -
– Alphabetic Characters some of which must be in upper case and some of which must be in lower case
– Numeric Characters and
– Non-alpha-numeric characters such as $, #, @, *
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As soon as you click on ‘Change Password’ the following Log-in Screen should appear
Step 3: In this example the Financial Institution is shown as ZB Test. By clicking on the down arrow button you will find a menu of optional FI’s. Click on your own FI name and then
Step 4: click on the Login button
Step 1: Enter your e-mail address (as provided to your FI on your Authorisation Matrix) and
Step 2: enter your password.
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You will be taken to your own version of the following screen
You are into the Paynet Online system
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Before we move on…….
• Before we move on you can cover Password Resets under Module 4
• Or you can skip this section if you prefer and move directly on to Module 5 – the Menu Bar.
• You can always come back later to Password Resets
Module 4: Re-setting your password
Module 5: The Accounts Option
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Module 4: Re-setting your password
At the end of this module you should be able to: -
• Explain the procedures to request a password reset using your ‘secret challenge’ memorable word
• Explain the procedures to request a password reset in the event of losing or forgetting your ‘secret challenge’ memorable word.• Estimated time to complete this module – 5 minutes
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Resetting your PasswordIf you cannot login and would like to reset your password select the ‘Forgot Password’ option on the login screen and the following screen will appear
Select the Financial Institution where you have the account registered, enter your registered email address and the indicated characters in your secret challenge. (In the example above the characters are characters 6 and 7 of the memorable word)
Shortly thereafter you will receive an email with a link in it, this will take you to the same page you used when setting up your account initially and let you change your password and secret challenge.
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In the Event that you have lost your password and your Secret Challenge memorable word
• In the case of the Administrator forgetting his/her password and secret challenge the Administrator should contact Paynet so that Paynet can perform an Administrator reset for you. Paynet will ask you to complete certain security procedures to enable the password re-set to happen.
• Administrator users of the system are able to reset passwords for other users of the system
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You have now completed Module 4
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Module 5: The Menu Bar
At the end of this module you should be able to: -
• List the options available on the Paynet Online menu bar and explain the purpose of each option
• Explain why some options may be visible to some users and not others
– Estimated time to complete this module – 5 minutes (or less)
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The Menu Bar
There are 6 options on the Menu Bar1. account – holds all the user account details2. users – holds details of users – email addresses, names and role(s) 3. payees – holds details of payees – names, account number, bank4. transactions – this is the workhouse of the system – holds details of transactions,
transaction status, etc.5. logs – access logs – holds details of usage, when and by whom6. log off – click on log off and you will be logged out of the system
Some options can only be accessed by the Administrator and nominated Authorisers for reasons of system security
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You have now completed Module 5
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Module 6: The Accounts Option
At the end of this module you should be able to: -
• Explain how to update Account Details
– Estimated time to complete this module – 5 minutes (or less)
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At the bottom of the screen is an option to ‘E-mail Paynet with new details’. Click on this option and it will open a new e-mail in your own system addressed to [email protected] Enter the new details that you wish to change or include in your Account Details and send. The recipient will effect the changes on your behalf within 24 hours of receipt
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The Accounts Screen shows details of your Account Details
You have now completed Module 6
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Module 7: The Users Option
At the end of this module you should be able to: -
• Explain the different user roles, their names and business purposes
• Explain how to Add, Edit and Delete a user from the system
• Explain the security benefits to force users to reset passwords and how to force a password reset
– Estimated time to complete this module – 5-10 minutes
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User Roles
• Administrator– Administrator is the user first setup when the account is created. This
user cannot be deleted. (You can change the email address if youneed to). An administrator has full system functionality and is the onlyuser who can create / edit / delete other users
• Primary Authoriser– A user with the primary authoriser role can authorise a finalised
transaction. The ‘primary authoriser’ must be the first person toauthorise a transaction before any of the secondary authorisers canauthorise it. This user also has the ability to unlock payees for editingand approve payees for use.
• Secondary Authoriser– A user with the Secondary Authoriser role can authorise a finalised
and approved transaction. When sufficient users as required haveauthorised a transaction it is sent for processing.
• User– The user role is for performing day to day functions, including create /
edit / delete / locking of payees, create / finalise / view transactions.
As a security feature, when a new payee is created in the system, the new payee will be ‘locked’ for editing/deleting by the system. Before any changes can be made to the payee profile, the Administrator or Authoriser must first unlock the payee
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The Administrator is the only user who can create other users of the system. Click on ‘Add New User’
Next slide 38
Clicking on ‘Add New User’ will take you to this screen. On this screen add the details requested for each new user you wish to create and allocate the roles you want by clicking on the relevant role boxes, then save.
This screen will also be invoked when you click on the ‘edit’ icon on the previous screen and you will be able to edit the user details
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Delete
Reset Password
Edit
Icons Explained
It is a good idea for enhanced security to force users to reset their passwords from time to time. The Administrator can force a password reset by clicking the Reset Password key and thus force a password reset on the user’s next login.
This can also be used if the user has forgotten their secret challenge40
You have now completed Module 7
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Module 8: Payees
At the end of this module you should be able to: -• Explain how to ‘Add’, ‘Edit’ and ‘Delete’ a Payee• List the mandatory fields required for completing a Payee
entry• Explain why Payee’s must be ‘Approved’ before payments
can be generated and explain how to Approve a Payee• Explain the system response if a user attempts to complete
a transaction where the listed Payee has not been approved and explain the procedure required to approve the ‘unapproved’ payee(s )
• List users who can approve Payees and users who cannotdo so– Estimated time to complete this module – 15 minutes
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Payees (1)
• The Administrator and Primary Authoriser can create payees, the User and Secondary Authoriser cannot.
• The Administrator and Primary Authoriser can approve payees, the User and Secondary Authoriser cannot.
As a security feature of the Paynet system Payees need to be approved before payments can be transacted by the system
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This is a view of the Payee Screen. There are two menu options – ‘Add New Payee’ and ‘Unapproved Payees’.
To Add a new Payee click on the appropriate menu option and the screen shown on the next page will appear
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Mandatory Fields
• When creating or editing a payee the following fields are mandatory:
• Name• Financial Institution• Branch Code• Account Number.• Default Narration is
the default value used on a transaction line for this payee if it is left blank.
• It is useful to save, for example, account information against a payee so you do not have to look it up each time. 45
In order to complete a new payee entry you will need to know the new payee’s FI details – that is – which FI, the Branch Code and the Account Number
Screen for adding a new Payee
Go to next slide 46
FI (Bank) Details for Payees
• Normally your payee will advise you of his account number and FI
• Paynet Customer Services hold an up-to-date file of all Financial Institutions in Zimbabwe and their respective Branch Codes. If you need this list of Branch Codes, ask for it from [email protected]
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Payees once created/imported and approved are saved in a locked state. So in order to edit/delete the Administrator or Primary Authoriser must first unlock the payee.
In the example above the first two payees have not yet been approved. Payee ‘John Smith’ has been approved and ‘locked’
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Approving/Editing Payees
• Edit: Click the pencil icon to the left of the payee’s name.
• Delete: Click the trash can icon to the left of the payee’s name.
• Approve: Click the tick (√) icon to the left of the payee’s name or click the Unapproved Payees button above the grid to get a full list of unapproved payees to perform a bulk update.
• Unlock: Click the closed padlock icon to the left of the payee’s name.
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By clicking on ‘Unapproved Payees’ (see previous slide) the following screen will appear
By clicking on the ‘global’ tick box you can highlight all unapproved payees and approve them all in one single action
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In this example Payee ABCDEF (Pvt) Ltd has now been approved and the green information box records that approval
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You have now completed Module 8
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Module 9: Transactions
At the end of this module you should be able to: -• List and explain the two methods of creating transactions• List and describe the options available in the transaction
menu including• Add• Edit• Delete• View• Filter• View Deleted and• Import
• Create and Approve a Manual Transaction– Estimated time to complete this module – 20 minutes
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Methods of Creating a Transaction
• There are two basic methods of creating a transaction– Manual
– Importing a previously prepared file
• Both methods allow you to ‘build’ a transaction record that can be saved, built on and authorised at a date and time of user preference
• For the purposes of this course we will deal with manual transactions only.
• Payserv is in the process of developing an online course covering the importation of CSV files. This course will be released to customers in the near future
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Manual Transactions
Go to next slide55
Here’s a view of the Main Transaction Menu. There are 6 previous transactions showing. The ‘Status’ bar shows the first 3 have been authorised, the 4th is awaiting authorisation while the 5th and the 6th are showing ‘errors’
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To create a new transaction click on the + Add Transactions Icon
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The following screen appears . Insert a Reference, select a Pay Type which will be ‘Salaries’, ‘Corporate’ or ‘Debit Orde’r and then save your created file
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After entering your new item and saving it, the following screen will appear
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1. Insert a Payee by clicking the cursor on the Payee entry box. A list of payees will appear in a drop down menu. Select your preferred payee by clicking on your preference
2. Re-enter your reference, enter the amount to be paid and enter a narrative (optional)
3. Then click on the + icon to save your transaction. A new line for a new entry will appear
4. The new item is complete when you see this help tip
Go to next slide
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Now you can click on ‘Save’
WARNING: If you do not click on the ‘+’ key before saving you will lose your data and have to re-enter it – so remember to click on the + key when your entry is complete. When the new screen appears you can of course add another payment and so on until you have completed all your payment entries
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Click on Print Summary
Next slide 62
1. The print summary appears. Click on and print your print summary
2. When you have finished print, click on
3. If you wish you can send the print summary to an Excel Spreadsheet by clicking on
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When you go back to your application, the following screen appears and your new payment is showing in the Transaction Log
Your are now ready to authorise and send64
Transaction Statuses
Pending
Authorising
Authorised
Error
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To move into ‘Pending’ click on the Edit Icon
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Clicking on the Edit Icon will bring this screen up. Click on ‘Accept’
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The next screen appears: Click on ‘Authorise’
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Print advice
On returning to the application after printing the advice you will return to the main transaction menu
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Once you have authorised a transaction it will be collected by your FI and move automatically without your intervention from ‘authorised’ to ‘sent’
to ‘validated’ to ‘processed’ when you next connect to your Financial Institution
If there is a problem with your transaction for any reason, you will receive notification
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You have now completed the Paynet Online Online Course
We welcome any feedback on this course so that we can improve the content and/or the ‘look
and feel’. Please send any feedback to [email protected]
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