Uploading Documents Using SFTP

Depending on your circumstances, you can choose to set up and securely send your supporting boarding application documents to Elavon using the Secure Shell File Transfer Protocol (SFTP). Connect with your Elavon representative to discuss your options.

When using SFTP, there are three file feeds to complete:

  • Feed 1. The .ZIP archive containing documents and their associated index files.
  • Feed 2. The batch summary .TXT file.
  • Feed 3. The indicator .DONE file.

Follow these five steps to comply with the application system’s requirements.

Step 1. Scan and name a document

Using the recommended scanner settings, scan documents to the following specifications.

Document file specification

Recommend document scanner settings.

Criterion Specification

File Type

*.doc, *.docx, *.htm, *.html, *.jpg, *.jpeg, *ppt,  *.pptx, *.pdf, *rtf, *.tif, *.tiff, *.vsd, *.vdx, *.vdsx, *.xls, *.xlsx

File size

  • Maximum is 50 MB
  • 5 MB or less is recommended

Scanner settings

  • Recommended resolution is 150-200 DPI
  • Black and white

 

Document file naming convention

The file naming convention for the document and its associated index file is:

“[Boarding]-[DateTimeStamp]-[FileSerialNo]-[3rdPartyName][ScanStationNo].[fileExtention]”.

Boarding file naming convention.

Convention Description

Boarding

Set as constant for “boarding” documents. If you want to send an alternative type of document, then please let us know.

DateTimeStamp

Formatted as DDMMRRHHMMSS:

  • DD = 2 digit day
  • MM = 2 digit month
  • RR = 2 digit year
  • HH = hour (24-hour format)
  • MM = minute
  • SS = seconds

 

FileSerialNo

A 5-digit sequence in numeric format.

3rdPartyName

The third-party Name Code.

ScanStationNo

The Scan Station Name

 

For example Boarding-120613120530-00001-KYCScan1.pdf

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Step 2. Generate the document index file

Each scanned document must have an associated index file. This contains the document’s metadata. It must be saved as a .txt file with the same file name as its associated scanned document.

Index file Specification

The following fields are MANDATORY unless otherwise stated.

The .txt file fields and their values.

Field name

Example Content

Explanation

[IMAGE]

 

Mandatory field. Do not adjust the default value.

CheckSum=

 

Mandatory field. Do not adjust the default value.

[DOCUMENTDATA]

 

Mandatory field. Do not adjust the default value.

MakerName=

KYC

Always set to “KYC” which is the 3rd Party Name.

MakerDate=

12/06/2013 12:05:30

Scan Date and Time Stamp in 24-hour format.

AuthStatus=

U

Mandatory field. Do not adjust the default value.

AuthRequired=

N

Mandatory field. Do not adjust the default value.

AuthoriserName=

 

Mandatory field. Do not adjust the default value.

AuthoriserDate=

 

Mandatory field. Do not adjust the default value.

ImageCheckSum=

 

Mandatory field. Do not adjust the default value.

Document Type=

Boarding

Set to “Boarding” for normal boarding docs, or set to “AML_EDD” for AML boarding docs.

[ROUTEINDEXES]

 

Mandatory field. Do not adjust the default value.

ID=

 

Mandatory field. Do not adjust the default value.

Product=

ELAVON Boarding

Product Type: Always set to “ELAVON Boarding”.

Branch=

 

Mandatory field. Do not adjust the default value.

FolderNo=

 

Mandatory field. Do not adjust the default value.

[DOCUMENTS]

 

Mandatory field. Do not adjust the default value.

NoOfDocs=

1

Mandatory field. Do not adjust the default value.

Doc1=

Boarding-120613120530-00001-KYCScan1.pdf

The filename of the associated scanned document.

Allowed characters are:

  • alphanumeric

  • Hyphen

  • period

IMGTYPE=

 

B

Mandatory field. Do not adjust the default value.

DUP=

 

true

Mandatory field. Do not adjust the default value.

[ADDITIONALLABELS]

 

Mandatory field. Do not adjust the default value.

TFIELD4=

Ireland

Country value as below:

  • Belgium

  • Elavon

  • Ireland

  • Norway

  • United Kingdom

  • Germany

  • IB

  • Poland

TFIELD6=

1234567890

The Merchant ID (MID):

  • Alphanumeric

  • Maximum 32 characters

TFIELD8=

ABC Company

Company name:

  • Optional but recommended

  • Alphanumeric + period

  • Maximum 32 characters

TFIELD11=

1234567890

Reference No.:

  • Optional

  • alphanumeric only

  • Maximum 32 characters

TFIELD15=

111222333

VAT No.:

  • Optional

  • alphanumeric only

  • Maximum 32 characters

TFIELD97=

United Kingdom

Language. The available values are:

'Austria' (German)

'Belgium – French '(French)

'Belgium – Flemish' (Dutch)

'Danish' (Danish)

'France' (French)

'German' (German)

'United Kingdom' (English)

'Greece' (Greek)

'Luxembourg' (French)

'France' (French)

'Netherlands' (Dutch)

'Norway' (Norwegian)

'Spain' (Spanish)

'Sweden' (Swedish)

'Switzerland – English' (English)

'Switzerland – French' (French)

'Switzerland – German' (German)

'Switzerland – Italian' (Italian)

[ADDITIONALINDEXES]

 

Mandatory field. Do not adjust the default value.

BatchId=

KYC-01-12-Jun-2013 12:30:00

Batch ID in the format.

For example, “KYC-nn-DateTimeStamp” where nn could be defined by the third party as a batch number or a sequential reference.

Source=

KYCScan1

Set to Scan Station Name.

TotalDocumentCount=

1

Mandatory field. Do not adjust the default value.

DocumentOrder=

1

Mandatory field. Do not adjust the default value.

Index file naming convention

The index file must be saved as a .txt file with the same file name as its associated scanned document.

Example document file name with its associated text file name.

Document

Example

Document 001

Boarding-120613120530-00001-KYCScan1.pdf

Index file 001

Boarding-120613120530-00001-KYCScan1.txt

Example Index File

This is an example .txt file named Boarding-120613120530-00001-KYCScan1.txt accompanying a PDF document named, Boarding-120613120530-00001-KYCScan1.pdf:

[IMAGE]
CheckSum=
[DOCUMENTDATA]
MakerName=KYC
MakerDate=12/06/2013 12:05:30
AuthStatus=U
AuthRequired=N
AuthoriserName=
AuthoriserDate=
ImageCheckSum=
Document Type=Boarding
[ROUTEINDEXES]
ID=
Product=ELAVON Boarding
Branch=
FolderNo=
[DOCUMENTS]
NoOfDocs=1
Doc1=Boarding-120613120530-00001-KYCScan1.pdf
IMGTYPE=B
DUP=true
[ADDITIONALLABELS]
TFIELD4=Ireland
TFIELD6=1234567890
TFIELD8=ABC Company
TFIELD9=
TFIELD10=MEDIUM
TFIELD11=1234567890
TFIELD15=111222333
TFIELD97=United Kingdom
[ADDITIONALINDEXES]
BatchId=KYC-1-12-Jun-2013 12:30:00:000-KYCScan1
Source=KYCScan1
TotalDocumentCount=1
DocumentOrder=1

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Step 3. Archive the files to ZIP

Place the scanned document files and their associated index files in a .zip archive. This is the first file feed.

ZIP File Specification

The ZIP file specification.

Criterion

Specification

File Type

*.zip

File size

  • Maximum is 500 MB
  • 100 MB or less is recommended
IMPORTANT:
  • Do not zip the folder. Only zip the group of files.
  • Do not password-protect the .zip archive.

ZIP Archive naming convention

The naming convention for the .zip archive is:

“[MakerName][Document Batch Identifier]_[File Number][Date].zip”.

Zip archive naming.

Convention

Description

MakerName

e.g. KYC

Document Batch Identifier

A user-defined single character identifier. For example, “D” for daily.

File Number

  • Use 00 to 99.
  • If sending more than 100 file fields in a day, use 000 to 999.

Date

Date formatted as:

  • DD = 2-digit day of the month.
  • MMM = 3 letter abbreviated month.
  • RR = 2-digit year.

 

Example: KYCD_0128Oct19.ZIP

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Step 4. Generate a batch summary text file

This is a text file formatted as a CSV (comma separated values) flat file. It is the second file feed.

Batch summary file specification

The batch summary file contains five columns for each of:

  • Country
  • Product type
  • MID
  • Document filename
  • Scan Date

For example:

  • United Kingdom,ELAVON Boarding,1234567890,Boarding-120613120530-00001-XLNScan1.pdf,12/06/2013
  • United Kingdom,ELAVON Boarding,1234567891,Boarding-120613120535-00002-XLNScan1.pdf,12/06/2013

Batch summary file naming convention

The naming convention for the batch summary file is:

“[MakerName][Document Batch Identifier]_[File Number][Date].txt”.

Batch summary naming convention.

Convention

Description

MakerName

e.g. KYC

Document Batch Identifier

A user-defined single character identifier. For example, “D” for daily.

File Number

  • Use 00 to 99.
  • If sending more than 100 file fields in a day, use 000 to 999.

Date

Date formatted as:

  • DD = 2-digit day of the month.
  • MMM = 3 letter abbreviated month.
  • RR = 2-digit year.

File type

*.txt

 

Example KYCD_0128Oct19.TXT

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Step 5. Generate an indicator file

This is an empty text file that should only be sent once the first and second file feed uploads have completed. It is the third file feed.

Indicator file naming specification

Name the indicator file to the following specification.

“[MakerName][Document Batch Identifier]_[File Number][Date].DONE”

The indicator file specification.

Convention

Description

MakerName

e.g. KYC

Document Batch Identifier

A user-defined single-character identifier. For example, “D” for daily.

File Number

  • Use 00 to 99.
  • If sending more than 100 file fields in a day, use 000 to 999.

Date

Date formatted as:

  • DD = 2-digit day of the month.
  • MMM = 3 letter abbreviated month.
  • RR = 2-digit year.

File type

*.DONE

 

Example KYCD_0128Oct19.DONE

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Step 6. Upload batch files in sequence

When using SFTP, there are three file feeds to complete:

  • Feed 1. The ZIP archive containing documents and their associated index files.
  • Feed 2. The batch summary TXT file.
  • Feed 3. The indicator DONE file.

Batch Examples:

The first batch upload of the day may look like this on October 27, 2019:

  • Feed 1. KYCD_0127Oct19.ZIP
  • Feed 2. KYCD_0127Oct19.TXT
  • Feed 3. KYCD_0127Oct19.DONE

The second batch upload of the day may look like this:

  • Feed 1. KYCD_0227Oct19.ZIP
  • Feed 2. KYCD_0227Oct19.TXT
  • Feed 3. KYCD_0227Oct19.DONE

Difficulties or problems?

If you experience any difficulties or problems with initiating your SFTP service, then please connect with your Elavon representative.

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