Payees

Can I set the system up so that all of my payees need checking before they can be used to make a payment?

Yes, each user can be set up to either create payees on their own that are available for use immediately or that require checking by a second user before they become available for use.

The Administrator does this by

Select User Admin
Select Users
Select the User from the list
Select User Rights
Select Payee Entry
- Unrestricted for payees available for use immediately
- Dual for payees that require checking before use
Select the Payment Types required

The user will now be able to create payees in line with the option selected

Can I specify the order in which payees appear in the payee groups?

Yes, you can sort them by Payee Lookup Name, Pay From account, Payee Name, Bank Identifier, Payee Account Number, Payee Reference, Payment Type or Status by clicking column name and then on the arrow to change from ascending to descending order.

Can I use symbols or special characters in payee templates?

The payee reference in the Payee Template should only contain basic capital letters, numbers, spaces and the special characters / - ? : ( ) . , ' +.

Can the pay from account be amended in a payee?

Yes, the debit account can be amended and a warning will be presented the first time the payee is used after the change.

How do I amend an existing payee?

Select Payments and Transfers
Select Payees
Open the Payee Group which contains the payee templates you need to amend or if you don't know which group it is in, select Search and enter part of the Payees Lookup Name and Groups containing payees that match will be displayed
Select the Payee and press Amend payee (If viewed on a mobile device ‘More options’ will need to be selected first)
Make the changes you need and select Next
Review your changes and select Confirm to save
Select OK

The template has now been amended.

How do I approve a new payee?

New payees can only be approved one at a time

Select Payments and Transfers
Select Payees
Select the Group with the new payee, a warning triangle will be displayed
Select the payee that is Awaiting Approval
Check the details and select Approve Payee

The new payee will now be available for use.

How do I create a new payee?

Payee details can be saved for future use and can be created for a Faster Payment, CHAPS or International payment. To create a new CHAPS or Faster Payment Payee

Select Payments and Transfers
Select Payees
Select New Payee
Select the Group you wish to add the payee to or New Group and enter the Group Name. Select Confidential Payees box if required (will hide payment details from users that cannot view confidential payments online) and OK
Enter a Payee Lookup Name
Select the Pay From account
Enter the Payee Name
Enter the Payee Sort Code - 6 numbers that will identify the Bank where the account is held
Enter the Payee Account Number - 8 numbers that will identify the bank account
Select Payment Method as Faster Payment or CHAPS
The Payment Reference is the reference that could help the payee identify the payment
Select Mark this Payment as Confidential if required
Select Next.
Ensure the information on the screen is correct.
Select Confirm to save the payee or Back to amend any details.

To create an International Payee

Select Payments and Transfers
Select Payee
Select New Payee followed by International
Select the Group you wish to add the payee to or New Group and enter the Group Name and Confidential Payees box if required (will hide payment details from users that cannot view confidential payments online) and OK
Enter a Payee Lookup Name
Enter Payee Account Number - this should be an IBAN if paying inside the EEA
Enter Payee Name
Enter Payee Address - required for payments to Canada and India
Select Bank Identification - Required if IBAN not entered. Select BIC/SWIFT or National Bank Code
Enter BIC/SWIFT or if National Bank Code was selected, select the Country from the drop down box and then enter the National Bank Code
Select the Pay From account
Select the Currency
Select the Charges - options will vary depending on the currency being sent and the country the payment is being sent to
Shared Charges - you pay the Coutts charge and the payee pays their banks charges
All Charges to be Paid by the Payee - we will deduct the Coutts charge from the amount sent
All Charges to be Paid by the Payment Originator - You will pay the Coutts charge and the payees bank charge
Select the Payment Method
Send as a SEPA Payment - the following conditions must be satisfied
the payee account number is an IBAN,
the payment is to a European country within the Single Euro Payments Area,
the payment currency is EUR
the charges are shared
Send as Non-SEPA - the payment will be sent as a SWIFT payment
If you select to send as a SEPA payment but the SEPA conditions are not satisfied, you will have the option to send as non-SEPA or amend the payment so it can be sent as SEPA
The Payment Reference is to help the payee to identify the payment
Enter Your Reference, this is optional
Select Mark this Payment as Confidential if required
Select Next.
Ensure the information on the screen is correct.
Select Confirm to save the payee or Back to amend any details.

A payee can also be saved when creating a payment to a new payee by just ticking the Save these payee details to use again box at the bottom of the page.

To save the payee details if the Save these payee details to use again box was selected when entering the payment

The payee screen will be displayed. Select the Payee Group to choose an existing group to save the new payee in or New Group and enter the new name and OK
Amend the Payee Lookup Name if required
Scroll down to the bottom of the page and select Next
Check the details on the confirmation screen, select Confirm and OK

The new payee will be saved for future use, or if you are a Business client your Payees may require checking by another user before they can be used to make payments.

How do I create an international payee?

To create an International Payee

Select Payments and Transfers
Select Payees
Select New Payee followed by International
Select the Group you wish to add the payee to or New Group and enter the Group Name and Confidential Payees box if required (will hide payment details from users that cannot view confidential payments online) and OK
Enter a Payee Lookup Name
Enter Payee Account Number - this should be an IBAN if paying inside the EEA
Enter Payee Name
Enter Payee Address - required for payments to Canada and India
Select Bank Identification - Required if IBAN not entered. Select BIC/SWIFT or National Bank Code
Enter BIC/SWIFT or if National Bank Code was selected, select the Country from the drop down box and then enter the National Bank Code
Select the Pay From account
Select the Currency
Select the Charges - options will vary depending on the currency being sent and the country the payment is being sent to
Shared Charges - you pay the Coutts charge and the payee pays their banks charges
All Charges to be Paid by the Payee - we will deduct the Coutts charge from the amount sent
All Charges to be Paid by the Payment Originator - You will pay the Coutts charge and the payees bank charge
Select the Payment Method
Send as a SEPA Payment - the following conditions must be satisfied
the payee account number is an IBAN,
the payment is to a European country within the Single Euro Payments Area,
the payment currency is EUR
the charges are shared
Send as Non-SEPA - the payment will be sent as a SWIFT payment
If you select to send as a SEPA payment but the SEPA conditions are not satisfied, you will have the option to send as non-SEPA or amend the payment so it can be sent as SEPA
The Payment Reference is optional but will help the payee to identify the payment
Enter Your Reference, this is optional
Select Mark this Payment as Confidential if required
Select Next.
Ensure the information on the screen is correct.
Select Confirm to save the payee or Back to amend any details.

How do I create a payee group?

To help you keep your Payees in order and easy to find, you can create Payee Groups and then assign the payee to a group. Examples of Payees Groups could be suppliers, household bills, expenses or salaries.

To create a new Payee Group:

Select Payments and Transfers
Select Payees
Select New Payee Group
Enter the Group Name
Select the Confidential Payees box if you want the payments made to the payees in this group to be marked as confidential such as salary payments
Select OK

Your new group will now be in the Payees Group list.

How do I delete a payee?

Select Payments and Transfers
Select Payees
Select the Payee Group that contains the Payee to be deleted
Select the Payee from the list
Press Delete Payee and then Confirm (If viewed on a mobile device ‘More options’ will need to be selected first)

The payee is now deleted

How do I make a group confidential?

If you have the confidential permission then it will be possible to make a group confidential. To do this when creating a new group

Select Payments and Transfers
Select Payees
Select New Payee Group
Enter the Group Name
Select the Confidential Payees box
Select OK

All new Payees added to this Group will now become confidential payees and have the confidential box selected when payments are made to them.

To make an existing Payee Group confidential

Select Payments and Transfers
Select Payees
Select the Payee Group to be made confidential
Select Amend Group Name
Select the Confidential Payees box
Select OK

All new Payees in this Group will now become confidential payees and have the confidential box selected when payments are made to them.

How do I save a copy of an existing payee?

When viewing an existing payee, select Create Copy (if viewed on a mobile device, this can be found under ‘More Options’) and this will take you to the new payee screen for that payee, with all the details of the original already filled in. You can now amend these details and save it as a new payee with a new payee lookup name by selecting Next and Confirm.

How do I search for a payee?

To search for a payee

Select Payments and Transfers
Select Payees
Select Search (If viewed on a mobile device ‘More options’ will need to be selected first)
Enter the criteria you wish to search on
Payee lookup name
Payee group name
Date entered from/to
Paid from account - leave as all accounts or select specific account from list
Status
Payee name
Payee account number
Payee reference
Select Search

The group containing the payees that match the search criteria will be displayed. Click on the group and then select the payee you were searching for.

If you wish to make a payment using this payee

Select Make a payment to this payee

The Make a payment screen will be displayed with the payee already selected.

I?m trying to create a confidential group, but there?s no confidential flag to select. Why not?

If you cannot see the confidential tick box when creating a new group, this means that you do not have the confidential marker set on any of the accounts you can view. You will need to speak to your Administrator who will be able to allocate this permission to you.

Is it possible to set a user up to only check payees?

This is not possible. Any user who has the permission to create a payee can also check them.

I?ve just created a payee, but it isn?t showing in the list for me to use. Why not?

The two most likely reasons are:

Your administrator has set you up so that any payees you create need to be checked by someone else before they can be used to make payments and your payee has not yet been checked.
It may be that your privileges allow you to create payees using the pay from account selected but not to make payments from this account. Please check with your administrator.

My payee has a status of ?awaiting approval?. What does this mean?

Your permissions are set so that any payees you create need to be checked by someone else. This payee has not yet been approved and cannot be used to make a payment.

My payee has the status of awaiting approval. What does this mean?

The payee that is awaiting approval has not yet been approved (‘Checked') by a second user. It cannot be used to make payments until another user selects it and approves it by clicking the Approve button.

What is a payee?

Payee bank account details can be stored which saves you time and possible re-keying errors.

When you create a payment, you have the option to Save these payee details to use again. If you choose this, the details you have entered - which include the payee name, sort code, account number and reference - can be stored and recalled for future payments.

To Save the Payee details if the Save these payee details to use again box was selected when entering the payment

Select the Payee Group you wish to save the new payee to or select New Group if you wish to create a new group and enter the new group name and OK
The payee lookup name will default to the payee name already entered but can be amended
Select Next
Check the details on the confirmation screen

The new payee will be saved for future use, or if you are a Business user your payees may require checking by another user before they are available for payments

What is a payee group?

All payees that are created must belong to a payee group which it is a way of categorising the payees in a meaningful way. There is no limit to the number of groups you can create and payee groups can be used to make multiple payments in a payment list so you may wish to create a group containing all the monthly suppliers that you pay at the same time each month or expenses or salaries.

What is confirmation of payee?

To help prevent fraud and reduce the risk of scams being successful, like other UK banks and building societies, we will check that the name on all Faster Payments and CHAPS payments matches the name of the account to which the payment is being made.

This is known as ‘Confirmation of Payee’ and allows anyone making a payment the opportunity to check that the payment is genuine and stop incorrect/fraudulent payments being made.

When making a payment you will need to:

have the first and last name of the person or business you want to pay. For joint accounts, you will only need the first and last name of one of the account holders
confirm whether you are paying a personal or business account – we will notify you if your payment type is incorrect
be confident you’re paying the correct person or business – if you are notified that the name check has been unsuccessful and you choose to continue with your payment, we may not be able to recover your funds if they’re sent to the wrong account.

What payment types can I create payees for?

You can create payees for the following payment types:

CHAPS
Faster Payments
International

Where dual approval of payee entry is switched on, can the second user amend or reject the payee?

Yes, the second user can choose to approve, amend or delete the payee.