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How do I compare the file format ePay is using against the input file?

It is important to make sure nothing has changed in the way you generate the file as doing so may change the format. To check the file format you will need to open the input file and compare this to the file format in ePay using the following steps:

Locating and opening the input file:

Open the source file in Notepad by right clicking the file and selecting 'open with'. Then choose notepad. If you are unsure where your file is located you can find the import location in ePay by following the steps provided:

1. Log into the software as the administrator.

2. Click on 'Administration'.

3. Click on 'Payment Profiles'.

4. Select the payment profile from which you wish to submit.

5. Click on the 'Processing Rules' tab.

6. Select 'Basic View'.

7. Browse for 'File name and location'.

8. Click on the search box (Button with 3 dots) this will then open up the 'File Name Mask'.

Please Note: If you are unable to access this path you may need to speak to somebody in your IT department to get access.

If the file does not exist in this path check the 'In Progress' folder. This will be in the same location as your input file. Please copy this file back to the original location and rename to the original file name, as specified in ePay.

Please Note: If you are unable to locate this file you may have to recreate the file or check your archive folders.

9. Open the file in Notepad.

- If ePay is looking for the amount in a format of 0.00 this must be present throughout your file. Two pound seventy pence must be displayed as 2.70 not 2.7.

- Check that all sort codes and account numbers to make sure there are not any 0’s missing at the start or end.

- Make sure there are no minus records in your amount field.

- A requirement within ePay is that all input files are in an 'ANSI' format. This can be checked by clicking ‘File’ > ‘Save As’. Under ‘Encoding’ make sure that it is set to 'ANSI'. Once corrected, please click ‘Save’.

If the file appears to be fine, it is important to make sure the format still matches the file format in ePay.

Locating and opening the file format:

The file format in ePay, also known as a template, is used to locate the information in the file. In order to validate a file correctly the input file and the file format must match exactly. To locate the file format follow the instructions below:

1. Log into ePay as the administrator.

2. Browse to 'Administration' > 'File Formats'.

3. Select the file format you are using. (As found in step 5).

4. Select the 'Lines and fields' tab.

The 'Lines and fields' tab shows the position and format of your data.

Example: If you are using a line delimited file with a destination account sort code with a start of 1 and a length of 6. At the start of 1 and for 6 characters should be where your destination accounts sort code will be.

If you are using a CSV file where the fields are separated by a comma, you will not have a start and length but instead the fields will be in order in your file each separated by a comma.

It is important to make sure your data is constant throughout and that the all the correct data is in the file.

If your file appears correct, here are the most common issues found in files:

- If ePay is looking for the amount in a format of 0.00 this must be present throughout your file. Two pound seventy pence must be displayed as 2.70 not 2.7.

- Check that all sort codes and account numbers to make sure there are not any 0’s missing at the start or end.

- Make sure there are no minus records in your amount field.

Once you have discovered the issue within your source file and corrected this make sure the file is back in the import location with the correct file name. Restart the ePay service and then run through your submission process from the beginning ('Payments' > 'New').

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