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User Guide e-Cheque Service July 2016
User Guide
e-Cheque Service
July 2016
e-Cheque Service
Published: July 2016 i
Disclaimer
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services discussed herein in your region.
© Copyright. HSBC Bank plc 2016 ALL RIGHTS RESERVED..
Contents
e-Cheque Service
Published: July 2016 ii
Disclaimer .................................................................................................................................. i
About e-Cheque Service ......................................................................................................... 3
Before you begin .............................................................................................. 3
Entitling Users .......................................................................................................................... 5
Entitling multiple Users option ....................................................................... 8
e-Cheque Service ................................................................................................................... 10
Depositing e-Cheques .................................................................................... 10
Enquiring on deposited e-Cheques .............................................................. 11
Account Services Activity log .............................................................................................. 14
Account Information .............................................................................................................. 15
Reports and Files Download ................................................................................................. 16
e-Cheque reports ............................................................................................ 16
e-Cheque Returns and Rejection code reference table .............................. 17
e-Cheque Service
Published: July 2016 3
About e-Cheque Service
The Hong Kong Monetary Authority (HKMA) and the Hong Kong Association of Banks have collaborated
to develop an extremely efficient alternative to paper cheques, known as e-Cheques. e-Cheques, which
have a similar image layout of paper cheque, are issued, delivered and presented electronically. e-
Cheques will retain the basic features and benefits of paper cheques and additionally, offer the following
benefits:
Remove the need for physical delivery and presentment.
Carry enhanced security features.
Remove the need for costly and manual processing of paper cheques.
The HSBCnet e-Cheque Service allows you to manage your cheques which are presented electronically
through HSBCnet. The service includes:
e-Cheque deposit upload - upload e-Cheques for deposit to your accounts.
e-Cheque deposit summary - enquire on e-Cheques deposited to your accounts.
Before you begin
e-Cheque Deposit Service is available for eligible Savings, Current and Bundle accounts with HKD, USD
and CNY currencies domiciled in Hong Kong operated via HSBCnet. Service availability may vary
depending on the account’s set-up.
Please note:
e-Cheque Deposit Service is available for depositing e-Cheques and e-Cashier’s orders.
e-Cheque deposit cut off time is 19:00 HKT.
If an e-Cheque is deposited before the daily cut off time, the e-Cheque processing time is
1 working/business day (i.e. funds will be available in your account by the next
working/business day at 3 PM, same as paper cheques). If an e-Cheque is deposited after
the daily cut off time on a working/business day, it will be treated as having been received
by the bank and processed on the next working/business day.
You should ensure that an e-Cheque deposited is complete, accurate, virus free and in a
format acceptable to the bank.
The bank may refuse to accept an e-Cheque deposited without giving any reason.
An e-Cheque should only be presented once, multiple presentment is not accepted.3rd
party deposit of e-Cheque via HSBCnet are not supported.
No authorisation is required for e-Cheque Deposits.
Post-dated e-Cheques are not accepted.
After an e-Cheque is deposited, there are other validations and procedures in relation to
deposit, clearing and settlement of an e-Cheque, therefore the deposit of an e-Cheque
does not guarantee clearing and settlement.
The bank will only credit your account for an e-Cheque deposited after verification and
validation.
e-Cheque Service
Published: July 2016 4
The prerequisite for the e-Cheque deposit is to have PDF viewer. Before you can use the e-Cheque
Deposit Service, System Administrator(s) must first entitle Users to this service. For more information,
please refer to the Entitling Users section in this User Guide.
e-Cheque Service
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Entitling Users
For a System Administrator (SA) to assign the e-Cheque Deposit Service entitlements to Users, complete
the following steps:
1. Select Modify User Access Level under the User Management service, under the User and
Account Management tab.
User Management – Modify User Access Level
2. Authenticate yourself with your Security Device or Smart Card.
3. Choose the User from the search results page by selecting the Username.
User tip: If you leave the Enter value field blank and select Search all Users will be displayed.
Search Summary
4. On the Maintain Access Control page, under the Account Services section scroll down to e-Cheque
Deposit. Scroll over the Action arrow and choose Individual Accounts.
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Account Services – e-Cheque Deposit – Individual accounts
5. In the e-Cheque Deposit Authority details section, select:
Enquire – to entitle the User to enquire on the e-Cheques deposited to the account
Deposit – to entitle the User to upload e-Cheques for deposit to the account
6. Select Confirm, and you will return to the Maintain Access Control page.
Note: To entitle to e-Cheque reports continue to step 7, otherwise skip to step 10.
7. Scroll down to General Services and select Reports and File Download.
General Services – Reports and File Download
8. Select the report check box(s) ECQ002RD for Report level access and/or All account entitlements
to grant access to ECQ002AD for Account level access.
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ECQ002RD and All account entitlements (ECQ002AD)
9. Select Confirm, and you will return to the Maintain User Access Level page.
10. Select proceed at the bottom of the Maintain User Access Level page.
Maintain User Access Level - Proceed
11. The Tool Summary page appears showing a summary of changes, select Submit to process the
changes. An acknowledgment confirms your action.
Tool Summary- Submit
.
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If your company uses Dual Management Control, a second SA must authorise the entitlements in the User
Authorisation Summary in the User and Account Management page before they are available to the User.
Entitling multiple Users option
For a SA to assign the e-Cheque Deposit Service entitlements by account to multiple Users, complete the
following steps:
1. Select Modify Multi User Access Level by Account under the User Management service, under
the User and Account Management tab.
User Management - Modify Multi User Access Level by Account
2. Authenticate yourself with your Security Device or Smart Card.
3. Choose your account from the search results page by selecting the Account number.
User tip: If you leave the Enter value field black and select Apply, all associated accounts will be
displayed based on your Account Criteria and Account Location selections.
e-Cheque Service
Published: July 2016 9
Search Summary
4. On the Modify Multi User Access Level by Account Details page under the Account Services section
select e-Cheque Deposit.
Modify Multi User Access Level by Account Details - e-Cheque Deposit
5. Next to the Users in the e-Cheque Deposit Authority details section, select:
Enquire – to entitle the User to enquire on the e-Cheques deposited to the account
Deposit – to entitle the User to upload e-Cheques for deposit to the account
6. Select proceed at the bottom of the Modify Multi User Access Level by Account Details page.
7. The Multi User Access Control Details Confirmation page appears showing a summary of changes,
select Submit to process the changes. An acknowledgment confirms your action.
If your company uses Dual Management Control, a second SA must authorise the entitlements in the User
Authorisation Summary in the User and Account Management page before they are available to the User.
e-Cheque Service
Published: July 2016 10
e-Cheque Service
Locate the e-Cheque Service within the Payments and Transfers tab. There are two options:
e-Cheque deposit upload - upload e-Cheques for deposit to your accounts.
e-Cheque deposit summary - enquire on e-Cheques deposited to your accounts.
Depositing e-Cheques
To deposit a new e-Cheque:
1. Select e-Cheque deposit upload in the e-Cheque Service.
e-Cheque Service
2. On the Create new e-Cheque deposit page in the Deposit details section, select the Deposit account
from the drop down menu.
3. Choose the File format, PDF or ZIP.
4. In the Upload new e-Cheque file(s) section select the Choose file button and upload your file.
Note: You can either (i) upload a maximum of 8 individual e-Cheque in PDF format in one go (each PDF
within 200KB) OR (ii) upload one ZIP file containing multiple e-Cheques within 10MB.
5. Enter your notes in the Add remarks section which will be shown in your account statement, excluding
passbook accounts. You may enter a maximum of 12 alphanumeric characters or punctuation marks.
The only alphanumeric characters or punctuation marks that are allowed are A-Z a-z 0-9 ( ) ‘ , . : ?
Create new e-Cheque deposit
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Published: July 2016 11
6. Select the Upload button to proceed.
7. On the Confirmation – e-Cheque deposit (create) page, review deposit details and select Confirm to
complete the process.
Confirmation – e-Cheque deposit (create) page
8. An acknowledgement will be displayed on the File Import screen.
File Import acknowledgement
Enquiring on deposited e-Cheques
To enquire on deposited e-Cheques:
9. Select e-Cheque deposit summary in the e-Cheque Service.
e-Cheque deposit summary
10. The e-Cheque deposit summary page displays the status of each deposited e-Cheque and allows
you to Download e-Cheque images or view Activity summaries via the arrow in the Action column.
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Published: July 2016 12
e-Cheque deposit summary
e-Cheque deposit details
11. The Deposit file summary page displays the status of uploaded e-Cheque files and allows you to view
the details of the status of each uploaded file via the arrow in Action column.
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Deposit file summary
e-Cheque deposit file details
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Account Services Activity log
The Account Services Activity log captures the activities that Users initiate during the process of e-Cheque
deposits. The Account Services Activity Log is located in the User and Account Management tab.
To view the e-Cheque activity log:
1. Choose e-Cheque Deposit for Activity type and select View summary
Account Services Activity Log, e-Cheque Deposit
2. In the Activity Summary screen, select the date and time stamp for a deposit to display the activity
log details.
Activity log Summary
Activity log details
e-Cheque Service
Published: July 2016 15
Account Information
Your e-Cheques deposited before the cut off time (19:00 HKT) will be cleared and settled on the following
working/business day. If the e-Cheque is cleared successfully, the fund will be available for use at 3 PM
(next working/business day. This information is available for view in the Account Information service.
Select your deposit account number and choose the Recent transactions tab to confirm your deposits
for the day.
Account Information service – Recent transactions
e-Cheque Service
Published: July 2016 16
Reports and Files Download
Reports are available for download for entitled Users in the Reports and Files Download service via the
Download links.
Reports and Files Download - Download
e-Cheque reports
e-Cheque reports are generated daily and provide information on deposited e-Cheques.
Report ID Name Report Description Daily Generation schedule (HKT)
Information Report retention
period
ECQ002AD
eCHQ Deposit Inst Status A/L Lvl Report (CSV)
Contains e-Cheque Deposit instruction statuses at account level.
Monday to Saturday at 00.00 (midnight)
Sunday at 6am
All the records from the deposit enquiry screens.
(This report excludes records that are older than 30 days)
7 days
ECQ002RD eCHQ Deposit Inst Status Rpt Lvl Report (CSV)
Contains e-Cheque Deposit instruction statuses at report level.
Monday to Saturday at 00.00 (midnight)
Sunday at 6am
All the records from the deposit enquiry screens.
(This report excludes records that are older than 30 days)
7 days
e-Cheque Service
Published: July 2016 17
e-Cheque Returns and Rejection code reference table
Error code
Reject / Return
Reason
HKICL01 Return (01) Refer to drawer.
HKICL03 Return (03) Drawn against uncollected funds, please present again.
HKICL04 Return (04) Account closed. (This e-Cheque cannot be re-deposited)
HKICL06 Return (06) The e-Cheque is out of date. (This e-Cheque cannot be re-deposited)
HKICL07 Return (07) Post-dated e-Cheque is not accepted.
HKICL08 Reject (08) Payment countermanded by the drawer. (This e-Cheque cannot be re-deposited)
HKICL08 Return (08) Payment countermanded by the drawer. (This e-Cheque cannot be re-deposited)
HKICL26 Return (26) Not drawn on this bank.
HKICL27 Return (27) Others. Please contact the bank.
HKICL28 Reject (28) Duplicate presentment.
HKICL28 Return (28) Duplicate presentment.
HKICL29 Return (29) Invalid e-Cheque.
HKICL30 Return (30) This e-Cheque is already drawn. (This e-Cheque cannot be re-deposited)
HKICL51 Reject (51) Invalid payee account or unsupported account type.
HKICL52 Reject (52) Payee account not exist.
HKICL53 Reject (53) Invalid payee.
HKICL54 Reject (54) Invalid payer branch.
HKICL55 Reject (55) Invalid payer account.
HKICL56 Reject (56) Invalid payee bank.
HKICL57 Reject (57) Invalid payer bank.
HKICL58 Reject (58) e-Cheque issued in this currency not accepted by the payee account.
HKICL61 Reject (61) Invalid file type.
HKICL62 Reject (62) File size exceeded the maximum limit (200KB), please refer to the drawer.
HKICL63 Reject (63) Invalid digital signature found, please refer to the drawer.
HKICL64 Reject (64) Invalid e-Cheque file, please refer to the drawer.
HKICL65 Reject (65) The selected bank does not support <currency> e-Cheque.
HKICL99 Reject (99) Others: Please contact your bank.
ECQ001 Reject The account currency does not match with the e-Cheque currency. Please select an account with the same currency type as the e-Cheque.
ECQ002 Reject Please contact the bank
ECQ101 Reject The e-Cheque date has past the validity period and the e-Cheque has now expired. Please refer back to the Drawer to re-issue the e-Cheque.
ECQ102 Reject Post-dated e-Cheque deposits are not allowed. Please deposit the e-Cheque again on or after the e-Cheque date.
ECQ104 Reject This e-Cheque has already been deposited and cannot be deposited again. Please refer back to the Drawer.
ECQ105 Reject This e-Cheque cannot be deposited, please refer to the drawer.
ECQ112 Reject Contain Virus.
e-Cheque Service
Error code Reject / Return
Reason
ECQ114 Reject The file format is not a valid e-Cheque format. Please check the file and ensure it is correct. You may refer to the FAQ for more details or contact the Drawer to re-issue the e-Cheque.
ECQ115 Reject File size is larger than 200KB. Please refer back to issuer.
ECQ122 Reject Service is temporarily unavailable due to regular maintenance. Please retry later.
ECQ123 Reject Payee Name unmatched.
ECQ701 Reject Service is temporarily unavailable. Please retry later.
Up-front error
Reject Invalid file format. Accepted file formats are PDF and ZIP only.
Up-front error
Reject File size cannot be zero or exceed the maximum limit (200KB for PDF and 10MB for ZIP).
Up-front error
Reject Invalid file name. File name cannot be more than 35 characters long, non-English and cannot contain these characters: &\"<>'%( )[ ]{ }^!?
Up-front error
Reject No file specified for upload.
Up-front error
Reject Invalid Remarks. Maximum 12 characters and must not contain characters other than ‘0 to 9’, ‘a to z’, ‘A to Z’, ()' , . : ?
All other errors
Reject (Reject Code) Please contact the bank.
e-Cheque Service
