Tradenet Electronic Payment System (TEPS) User...

Tradenet Electronic Payment

System (TEPS) User Guide

Prepared by Mauritius Network Services Ltd June 2017

TradeNet Electronic Payment System User Guide – Release 1.1

Mauritius Network Services Limited

Contents Table of Contents

I. INTRODUCTION ............................................................................................. 1

II. GETTING STARTED .................................................................................... 2

A.1 System Requirements ................................................................................... 2

A.2 Starting and Logging In to the TradeNet System ......................................... 2

A.3 Accessing the TEPS system ........................................................................... 3

III. USING THE TEPS SYSTEM ......................................................................... 5


Mauritius Network Services Limited Page 1

I. INTRODUCTION

TEPS (TradeNet Electronic Payment System) is a web-based system, designed for online payment instruction of customs duties. The system has been developed to provide simplified, efficient and reliable payment instruction, processing and monitoring. TEPS allows electronic payments for Customs duties to be effected separately from the Customs declaration. The system maintains confidentiality of all information provided and will only allow access to authorized users. The user can access the system to view payments status anytime, and the system will keep a log on date/time PI was prepared and sent. The user can also group several declarations into one payment instruction thus saving on bank fees. This manual provides guidelines for operating and using the TEPS system. Conventions Used in This Book

This manual uses certain conventions to distinguish different types of information easily.

Buttons - The buttons mentioned in the document is enclosed within “angle bracket” (e.g. <New>).

Terminology:

Combo Box - A combination text box and list box. It normally displays as a single line item, but can be opened into a list by clicking its arrow.

Command buttons - Used to execute a command or process.

Dialogue Box/ Message Box - It is a window that pops up on the screen with optionsthat the user can select.

Fields - A space allocated for entering or displaying a particular item of information.

Hyperlink - A clickable link in text or graphics on a web page that takes you to another place on the same page, another page or another website.

Menu - List of options available for the end user to access.

Options - a menu of options that appears below the item when the end user clicks on it. It refers to a list of information where a selection needs to be made.

Search Criteria – A search that implies sequential scanning of content or indexes in order to find the results rather than a direct lookup.

Web browser – This is a computer program which enables the end users to access the Internet.



II. GETTING STARTED

A.1 System Requirements To use this system, one of the following web browsers is required: - Microsoft Internet Explorer 6 or higher; - Mozilla Firefox 30 or higher; - Google Chrome; - Apple Inc Safari 3.2 (Windows) or higher;

Please Note: The hardware requirements of the PC depends on the web browser that end users are using. End users must refer to their web browser's manuals.

Apart from the web browser, end users will also need a connection to the Internet, preferably a broadband connection and a pdf reader e.g. Adobe Acrobat.

Finally, end users will need an account with Mauritius Network Services. Please contact the representatives from MNS for further details about setting an account.

A.2 Starting and Logging In to the TradeNet System 1) Launch the internet browser and type the following URL: https://tradenetmns.mu

2) The Trade Net verification page will be displayed (see figure II-1).

Figure II-1: Tradenet Verification Screen

3) Enter user id (LOGIN ID) and password (please note that for security purposes the

password entered by the user will be displayed as series of asterisk).


4) click on <Login>(see figure II-1).

Figure II-2: Tradenet License Screen

5) Upon successful log in, the License Screen will be displayed (see figure II-2).

Please note: By clicking on the “OK” button, end user indicates their acceptance to the terms and conditions stipulated under the MNS agreement. In the event that the end user do not agree to these terms and conditions, they should not proceed with the process anymore and must close the web browser promptly.

6) Click <OK> button to proceed to the TradeNet main page.

A.3 Accessing the TEPS system

1) Position the mouse pointer on the menu TradeNet Electronic Payment System to display the list of declarations (see figure II-3).

Figure II-3: The TradeNet Main Page

Please note: To view the applications in a menu, the end user must position the mouse pointer on the preferred menu application



2) Click on the TEPS payment instruction to display the TEPS main page (see figure II-3).

3) The TEPS main page will be displayed (see figure II- 4).

Figure II - 4: TEPS Main Page

4.) To log out from the TEPS system, click on the Log out hyperlink at the right side of the menu bar. Note: The system will automatically Log out, if left idle. This has been implemented for security purposes.


III. USING THE TEPS SYSTEM

The main page consist of the menu bar with the following menus:

1. Declaration Menu

This menu provides access to users who need to create and view payment instructions saved, updated and submitted through the TEPS system. The user can also reset the status for a payment instruction that has not been received due to a technical error.

Figure 1.1: Declaration Menu

1.1 New Payment instruction

This menu option allows the user to access and fill up a new form with details required in paying customs duties.

1) To activate the page, position the mouse pointer on the Declaration menu to display the menu options. Click on the New Payment Instruction menu item.

2) This will display a new payment instruction form (see figure 1.1.1).

Menu bar

Declaration Menu


Figure 1.1.1 : New Payment Instruction Form

Table 1.1.1: New Payment Instruction Form Specifications – Header Section

Field Description Remarks

Payment instruction ID

Unique Id identifying a particular payment instruction. It is generated in the format TEPSYYMMDDnnnn where nnnn is a serial number initialised to 1 daily.

This is system generated upon successful saving of record.

Applicant MNS login ID used to create the Payment Instruction.

Account ID MNS mailbox ID.

Account Name Bank Account Name – it should correspond to the account number entered in the bank payment details.

Date Created Default value – current date and time when form is called.

Date Sent Date and time when payment instruction is sent.

Only populated when record has been sent by cycle.

Status Status options: New Complete - C Sent – S Marked for Sending - M Processed by bank – P

This is system generated; information.

Total Items Total number of records entered and This is system calculated

HEADER SECTION

BANK DETAILS

DECLARATIONS INFO

TradeNet Electronic Payment System User Guide – Release 1.1 Field Description Remarks

saved in the payment instruction section upon saving. Table 1.1.2: New Payment Instruction Form Specifications – Declarations Information Section Field Description Remarks

Job No Unique job no for which to pay customs duties- obtained from the declarant.

After entering the job no, click on the search icon to retrieve the job no details (see figure 1.1.3). To select, click on the record.

Decl. No Declaration Number Displayed after record details have been retrieved

Ver. No Version No (attached to the declaration number)

Displayed after record details have been retrieved

Imp. Code Importer Code Displayed after record details have been retrieved

Imp. Name Importer Name Displayed after record details have been retrieved

Amt(Rs) Amount of customs duties to be paid for this job no. in Mauritian rupees.

Displayed after record details have been retrieved

Imp. Ref Importer Reference as entered by declarant in the TradeNet Front-End system.

Displayed (if available) after record details have been retrieved

Deferred Payment Date

This date is entered by declarant in the Tradenet system. If this date is not null and is less than current date, user cannot save the TEPS record.

Displayed (if available) after record details have been retrieved

<New> New button will create an empty payment details record to be populated.

As many records as needed may be created by clicking on <New>.

Other Notes:

1) To insert new payment instruction details, click on either of the <New> buttons located at the upper and lower right side of the Items Tab area.

2) To delete a payment instruction, click on this delete icon located at left hand side

of the payment instruction (see figure 1.1.2).



Figure 1.1.2: Payment Instruction Form

3) For the Job No:

End users must type the exact job no in the appropriate input box and click on the search icon to display a record that will fully match the search criteria (see figure 1.1.3).

Figure 1.1.3 The Payment Details List

End users must click on the record displayed.

The system will return to the main screen with the selected record details (see figure 1.1.4).



Figure 1.1.4 A retrieved payment details Other Notes:

If the declaration required is not in the list available, the system will bring up an empty list with “No Record Found” (see figure 1.1.5).

Figure 1.1.5 An empty Payment Details List This may be because of the following reasons:

1) This job no. doesn't exist in the database 2) A payment instruction has already been created for this job no. 3) The job no. contains an importer code to which the user doesn't have access.



Table 1.1.6: New Payment Instruction Form Specifications – Bank details


Bank

Bank where account to be debited is held

Click on the search icon to retrieve the list of available banks, branches and corresponding account number. This list should be maintained by user (see section Maintenance - Bank Details). To select, click on the desired bank (Figure 1.1.6).

Branch

Branch where account is held Displayed automatically when user selects bank above.

Account No Bank Account Number to be debited for payment of customs duties

Displayed automatically when user selects bank above. Maximum number of characters is 20.

Debit Date Date on which account is to be debited. If debit date entered in the bank payment details is the same as date the payment instruction was sent, customs considers the payment to have been effected and will proceed with clearance procedure. Note that debit date has to be greater or equal to current date but less or equal to deferred payment date.

Click on the calendar icon to bring up a calendar from which to choose a date.

Total Amount (Rs) Sum of amount payable for each job no. entered in the Payment Instruction Details section.

Displayed by the system

Email Address The email address provided at time of registration with MNS is automatically displayed. This can be modified though. When system sends payment to bank, an email is triggerred to this email address to notify user.

Retrieved from database and displayed on the form. Editable for user to modify if required.



Figure 1.1.6 A list of banks, branch and account number

Table 1.1.7: New Payment instruction Form Specifications – Buttons Button Remarks

Save Saves the payment instruction form created.

Exit Exits the payment instruction form. Other Notes: 1.) All fields with a red asterisk should be filled for saving to be possible. In case a

mandatory field (e.g. Account Name) has been left blank the system will prompt the user to enter a value in the empty field.

2.) If user clicks on the <Save> button, a message dialogue box will appear to confirm that

the payment instruction form created will be saved as complete.

Figure 1.1.8: New Payment instruction -Save Confirmation Box

3.) Clicking on <Ok> will bring up another dialog box that record has been saved (see figure

1.1.9). Figure 1.1.9 A saved Payment Instruction Screen



4.) Clicking on <Cancel> will return the user to the Payment Instruction form.

Saved Payment instruction

When a new payment instruction is saved successfully, the saved record displays with the payment instruction id that was generated during saving (see figure 1.1.10).

Figure 1.1.10 A saved Payment Instruction Screen

In this mode, user may still modify any details entered and have the options to <Save>, <Send>, <Delete>, <Print Preview> and <Exit>. Table 1.1.10: Saved Payment instruction Form – Buttons Button Remarks

Save Saves changes made to the payment instruction form.

Send Marks the completed payment instruction form for sending to the bank and to MRA customs. Once cycle has run, status wil be set to 'S'ent.

Delete Marks the record as deleted

Print Preview This will generate a preview in pdf format and will cause a dialog box to appear to allow user to view or save preview (see figure 1.1.11).

Exit Exits the payment instruction form after user confirms wanting to exit (see figure 1.1.12). Clicking on Cancel will return user to the screen.



Figure 1.1.11 Print Preview of Payment Instruction a) If end user clicks on <Open>, the system will open a printpreview of the current payment

instructions in default pdf reader. b) If end user clicks on <Save> a Save Dialogue box will appear to allow the user to specify

the location to save the report. After selecting the preferred location, user must click on <Save>.

Figure 1.1.12 Exit confirmation dialog box

1.2 List Payment Instructions This option allows the end user to list all payment instructions created with the following status: Complete, Marked for Sending, Sent, Processed by bank. To list a payment instruction, go to “Declaration” and click on List Payment Instruction (see figure 1.2.1).



Figure 1.2.1 List Payment Instruction Parameter Screen

1) End users can filter the list of payment instructions that will be displayed by entering their preferred search criteria and clicking on <Search>.

2) Details of the payment instruction form included in the list are as follows:

Payment instruction ID Date (payment instruction was created) Applicant (Login of user who created the payment instruction) Status ('C'omplete , 'M'arked for sending, 'S'ent, 'P'rocessed by bank)

Search Options: By Date From/To – end user can enter the specific period in the input box with format

dd/mm/yyyy. Alternatively end user can click on the calendar icon at the right hand side of the input box to retrieve the calendar (see figure 1.2.1) This search criteria will display the list of payment instructions that has been created within the specified period. By Document Status – This search criteria will display the list based on the payment

instruction record status. By Payment instruction number – This search criteria will display the list based on

their payment instruction numbers. When <Search> button is clicked, the screen will display the list of payment instructions that fully and partially match the search criteria. Once the user has identified the payment instruction to be listed and opened it, the following screen will be presented:



Figure 1.2.2 A retrieved Payment Instruction Screen In case status is Complete, user may still modify any details entered and have the options to <Save>, <Send>, <Delete>, <Print Preview> and <Exit>. Any other status will only give options to <Print Preview> or <Exit>. Clicking on <Print Preview> will cause a dialog box to appear (see Figure 1.2.3) (you may also refer to Figure 1.1.11) :

Figure 1.2.3: Print Preview of Payment Instruction

a) If end user clicks on <Open>, the system will open a print preview of the current

payment instructions in default pdf reader.

b) If end user clicks on <Save> the Save Dialogue box will appear to allow the user to specify the location to save the report (see figure 1.2.4).


Figure 1.2.4: Save Dialogue Box - CSV - After selecting the preferred location, user must click on <Save>.

1.3 The Reset Send Status This enables the end user to reset the status of the payment instruction in case it has not been successfully submitted due to technical errors. This will display all payment instruction records that have been sent but whose status is not yet ‘P’rocessed by bank. If user enters the date from and date to and clicks on the <Search> button, the system will display all the records sent within the period specified that have status 'S'ent. Alternatively the user may search by Payment Instruction Id. If such records exist, select the record to be reset.

Select file location



Figure 1.3.1 Reset Send Status Screen -The payment details screen display with payment details and a <Reset> and <Exit> button at the bottom of the screen (see figure 1.3.2).

Figure 1.3.2 Reset Send Starus Screen

-Once the end user clicks on the <Reset> button, the record will be reset for sending again by the next cycle.


2. Report -In this menu users can generate reports. These include List of Payment Instructions Sent and Audit Log. -Users can generate the reports with the following formats by selecting the appropriate command button: <CSV>- When clicked, the end user will be prompted by the web browser to save or

find a program online to open the report in comma separated format.(see figure 2.1).

Figure 2.1: Dialogue box – CSV format

a) If end user clicks on <Find> button, the system will open a new window to allow the end user find a program online to open the report.

b) If end user clicks on <Save> button the Save Dialogue box will appear to allow the

user to specify the location where to save the report (see figure 2.2).

Figure 2.2: Save Dialogue Box - CSV

Select file location

TradeNet Electronic Payment System User Guide – Release 1.1 -Upon selecting the preferred location, end user must click on the <Save> button. <PDF>- When clicked, the end user will be prompted by the browser to open or save

the file (see figure 2.3).

Figure 2.3: Dialogue Box – PDF <Preview>- When clicked, will display the required report details according to the

search criteria entered.

<Clear>- When clicked, will reset the report so as to be ready for another search criteria.

2.1 List Payment instruction Sent - This report displays the list of payment instructions sent with the following payment

instruction details: Payment instruction Number – this is a system generated information.

Date Sent – date when the payment instruction was sent.

Total Items – number of payment instructions sent together. If user enters the date from and date to and clicks on the <Preview> button, the system will display the summary of all the records sent within the period specified (see figure 2.1.1).

Click to open the report in PDF format.

Click to save the report. The process is the same as saving in CSV format.


Figure 2.1.1: Payment instruction Sent

2.2 Audit Log

Users can view an audit trail of actions performed with the latest action appearing first. Selection criteria comprise a range of date within which the action was performed, a user id for displaying actions performed by a specific user and audit event to filter only specific audit events such as “Create”, “Update”, “Send”, ”Reset”, ”Delete”. Leaving all these fields as default will bring up all audit records kept within the database. This report displays the following details:

Event – Refers to a specific audit event.

User Id – Login id of user who performed the action.

Date and Time – Audit date and time when action was performed.

Audit Detail – Audit detail with action performed and Payment Id on which action was performed.


Figure 2.2.1: Audit Log Report

2.3 Payment Reconciliation Report

This report allows searching payments by the following details:

Date created from Date created to Status User.

Based on the different search criteria, a list will be displayed to the user:



User can print the report or save as csv as shown below:

Maintenance - Access Control Management

The Admin user can access this option by selecting Maintenance->Access Control Management.

1. Select the user ID for which access control must be setup, from the drop-down list. Click the OK button to access the Permission setup screen.



2. The Permission table lists the access rights that can be assigned to the selected user ID.

3. Tick the Allow box next to the appropriate access right, to grant the user the permission to access this item.

4. Clear the Allow box in order to remove the permission from the selected user to access this item.

5. Click on Save. The updates made will be saved and applied upon the user’s login.

Maintenance - Bank Details

This option allows user to input all his bank details like bank name, branch and account number. The list of bank details will then be used when user creates a new Payment instruction.



Note: 1. Duplicate bank, branch and account number are not allowed 2. At least one bank detail should be set as default. When user creates a new PI, the default bank will then be displayed automatically on the page. 3. Only one bank detail should be set as default.


Bank / Bank Name

Bank where account to be debited is held

Click on the search icon To retrieve the list of available Banks. To select, click on the desired bank. Bank Code is mandatory.

Branch / Branch Name

Branch where account is held Click on the search icon to retrieve the list of available branches for bank selected above. To select, click on the desired branch. Branch Code is mandatory.

Account No Bank Account Number to be debited for payment of customs duties

Mandatory. Maximum number of characters is 20.

Status By default, status is set to Active

Active or Not Active

Set As Default Indicates bank detail to be set as default or not

Yes or No. Only one bank detail should be set as default.

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