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Integrated Disbursement Solutions Procedure

Distribution

Accounting Department - Treasury

Ownership

The Information Technology Services Senior Assistant Vice President


[raul.rodriguez@mayniladwater.com.ph] is responsible for ensuring that this
document is a requisite of, and is in accordance with MWSI's Business
Requirement, that it is timely, and thus, regularly reviewed and updated so as to
reflect actual practice.

Banco de Oro Integrated Disbursement Solutions


Testing Environment
https://tbg.bdo.com.ph/ids/

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EXTRACTING PAYMENT FILE FROM SAP

1. Extract posted invoices/ vouchers from SAP using ZEXTRACTBDO.

Enter the POSTDT (date posted) and the PATHFILE (where the downloaded file will be
extracted)

Example: POSTDT 03/19/2008 to 03/19/2008


PATHFILE g:\BDO\mws03190800

In the example above, the file will be stored in the “BDO” folder with file name
mws03190800, where:

mws – company code


03 - month (mm)
19 - day (dd)
08 - year (yy)
00 - sequence number (xx) for the day

2. Click EXECUTE button

The following screen will be shown:

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Upon execution, the text file will likewise be downloaded to the ftp folder of the
environment where it was executed.

To get the file, go to the ftp folder.


The ftp folder is the “g:\” in the pathfile entered on item # 1.

GETTING PAYMENT FILE FROM FTP FOLDER

1. Click START . Click RUN (highlighted below)

2. Enter the path/url of the ft folder where the downloaded file was stored. Example:
ftp://172.18.1.220 (offprod FTP folder).

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3. Locate the folder where the file was stored

In example: g:\BDO\mws03190800, go to the BDO folder.

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Look for the mws03190800 file.

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4. Copy the file to your local computer (eg., on your Desktop or My Documents).

5. Go to where you copied the file on your computer (see example below)

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UPLOADING TO BDO-IDS

1. Go to the BDO IDS website: https://203.177.92.42/ids/ (testing environment)

Enter Login ID and Password.

2. To upload the payment file, go to the UPLOAD FACILITY tab.

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3. Click BROWSE to locate the payment file for uploading.

4. Click UPLOAD.

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A message will be shown after the file has been upload: “The file upload process will
take 5 minutes to complete. Please check your e-mail for the status of the upload
process.”

Click OK.

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MODIFYING UPLOADED FILE

Processor can modify the file either through the text file (.txt) or through BDO-IDS itself.

To modify date in IDS:

1. Select an item in the CV MAINTENANCE.

2. Click MODIFY.

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The following screen will be shown:

3. Edit the necessary entry in the file. The following fields are editable:
Disbursement Mode
Debit Account Number
Reference Number
Payee
Amount
Due Date
Processing Center
Release Mode
Particulars

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4. Click SAVE.

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5. Click VOUCHER LIST to return to the list of payment files (CV Maintenance).

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The edited data will be shown in the CV Maintenance screen:

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TO VIEW THE DETAILS OF A FILE

1. Click the REFERENCE link (highlighted below).

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The following details will be shown:

2. Click VOUCHER LIST to return to the payment file list.

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SUBMITTING TO VERIFIER

1. Check the items to be submitted.

Either check one by one the files/ items or check SELECT ALL if all the files are for
submission.

2. Select the VERIFIER where the said files are to be submitted.

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3. Click SUBMIT TO VERIFIER.

4. Click CONFIRM to confirm the submission.

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5. Click OK.

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VERIFYING THE PAYMENT

1. Check the items to be verified.

Either check one by one the files/ items or check SELECT ALL if all the files are for
verification.

2. Click VERIFY.

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3. Click CONFIRM.

4. Click OK.

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REJECTING PAYMENT FILE

1. Check the items to be rejected.

Either check one by one the files/ items or check SELECT ALL if all the files are to be
rejected.

2. Click REJECT.

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3. Enter the REASON/S for rejecting the file. (Important: this is a required field).

4. Click CONFIRM.

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5. Click OK.

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AUTHORIZATION OF PAYMENT

1. Check the items to be approved or authorized.

Either check one by one the files/ items or check SELECT ALL if all the files are to be
authorized.

2. Click APPROVE.

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To disapprove payment, click DISAPPROVE

3. Click CONFIRM.

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4. Click OK.

Disapproved payment files have been sent back to the Processor.


Approved payment files need one more Authorizer to approve.

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Payment files that have incomplete approvals (approved only by 1 Authorizer) are shown
in the CV’s with Incomplete Approval tab (shown below).

Another Authorizer must approve the payment files in order to be transmitted to BDO.

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REJECTED CV’S

Rejected CV’s are forwarded back to the Processor.


The Processor needs to re-submit the files to Verifier.

1. Select the items to be submitted.

2. Select the VERIFIER.

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3. Click RE-SUBMIT TO VERIFIER.

4. Click CONFIRM.

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5. Click OK.

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TRANSMIT FOR PAYMENT

1. Go to Approved CV’s tab.

2. Check the items to be transmitted.

Check one by one or tick CHECK ALL if all the files are to be transmitted to BDO.

3. Click TRANSMIT FOR PAYMENT.

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Upon transmission, the following screen will be shown (Transmission Result), with the
status of the payment files transmitted.

User has the option to print or save the report.

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DOWNLOAD REPORT OF RELEASED CHECKS FROM IDS

1. Go to Inquiry Facility tab.

2. Click EXCEL to download the file in excel format.

3. Click SAVE.

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4. Select the location where the file will be saved.

5. Enter the File name following this format: cccmmddyyxx.xls

where:
ccc – BDO (company code)
mm – 2-digit month
dd – 2-digit day
yy – 2-digit year
xx – 2-digit sequence number
.xls – file name extension (excel)

6. Click SAVE.

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7. Locate the file where the downloaded report has been saved.

8. Open the file to make sure this is the reports needed.

9. To convert the file to text (.txt) format for uploading to SAP, open the Maynilad-BDO
Excel Converter application.

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10. Click the to browse for the file to be converted.

11. Locate the file and then click Open.

12. Click EXPORT.

A message box will appear upon completion.

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Click OK in the message box.

Close the converter.

13. Copy the converted text file (.txt) to SAP’s ftp folder (example: ftp://172.18.1.220)

To upload the file to SAP:

1. Open SAP

2. Enter Tcode ZBDCBDO

3. Enter the POSTDT (date posted) and the PATHFILE (where the downloaded file was
stored)

2. Click EXECUTE button

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The following screen will be shown:

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