Welcome to Bank Payout Process - Step by Step Guide

Bank Payouts to Competition Winners using SuperShow
This information, once downloaded, should be stored securely when downloading reports, to comply with your GDPR requirements.
When making your EFT payment, ensure your winners results are entered, and they include all necessary details for bank transfers: Account Name, IBAN, BIC.
 

1. Prepare Winner Data in SuperShow

Before initiating any payouts, ensure all winner data is accurately recorded and verified within SuperShow.

• Confirm Winner Details: Verify results are correctly entered in all categories
• Confirm all Prize Values are entered with the correct payout value
  • Paying particular attention to the Electronic Funds Transfer prize Types
  • Use the filtered view in the PRIZES module to easily view all EFT prizes
• Confirm relevant prizes for EFT have the Payment Method set to Electronic Funds Transfer
• Bank Details Collection: Ensure all necessary bank details (account name, IBAN, BIC) have been collected from winners. 
  • You can run a report to view all winners with missing bank details; Click Results > Open Download Spreadsheets tab > Download the Winners with Missing Bank Details csv > Review the list for those who are still missing
• Prize Amounts: Double-check that the correct prize amounts are assigned to each winner.
  • Choose from your preferred results view; front end Results page, download a results PDF, or download a results CSV, or view per class in the Admin Results module. 
• Levies - ensure that the levies are correctly assigned to each class. 
  • You can do a bulk download of all classes to get a quick excel view, where you can filter on the Prize x Levy Percentage per prize - Click Classes > Open Download Spreadsheets tab > Click on ‘Download All Classes’ > Review the payout method per prize > Make adjustments on the Classes / Prizes where neccessary.

2. Prepare Account Details for EFT File

Once you have verified all results and payout amounts for your event, you should verify your bank payout account details, which are fed to the Results EFT payout file. 

1. Go to SuperShow > Settings
2. Open the Bank Payout Details tab
3. Verify the entered data is correct, including; 
   • Debtor account name, BIC, IBAN
   • Transaction Details; 
     • Execution Date (ie. when the payment will be made
     • Customer Reference: A payment reference that will show on the recipients bank receipt (eg. your event name)
     • Organisation ID (OIN) - The originating identification number (OIN), or originating ID, is a unique ID assigned to a company by its bank. This identifies the debtor making the withdrawal from the bank account.
4. Save Changes

3. Generate EFT Download Report from SuperShow

1. Navigate to Results Reports; From the Event you want to make a payment against, go to Results > Download EFT XML tab
   • You will see the live total to be paid out on the next screen and the EFT bank file breakdown - this is in bank payout language, so there is no need to review this. You will only need the Total on this screen, and the downloaded file
2. Set the Bank that you will be paying from under EFT For (options; AIB or BOI)
3. Click on Download XML (keep the name of the file as per suggested name, as this will help to identify the time it was run)
4. Make a note of the Total due to be paid out, at the time of downloading the file

4. Initiate Bank Transfers

Using the prepared data, proceed with initiating the bank transfers through your organisation's online banking platform.

1. Access Online Banking: Log in to your corporate online banking portal.
   • Note: You must have the appropriate bank account type to make these payments. Discuss this directly with your Bank Account Manager.
2. Each bank may differ - follow your own bank's instructions on how to upload the bulk EFT Payment file which you have downloaded from the SuperShow platform. 
3. Upload Payment File: Upload the prepared payment file (HTML) containing all winner payout details.
4. Review and Authorise: Carefully review the uploaded payment details on the banking platform, entering the payment total as noted earlier, and the execution date as set in the system for this payout.
5. Authorise the payments as per your organisation's financial procedures (e.g., dual authorisation).

NOTE: Your bank will return the file if there are errors - please make note of the response from your bank, should you require additional support from the SuperShow team to address this. Screenshots are the best record of the bank response. 

5. Confirm Payments

After the payments have been processed by the bank, it is crucial to reconcile and record these transactions within your SuperShow platform. Once the file has been successfully paid out in full (your banking platform will notify you if your EFT payment has been successful or not), return to the SuperShow platform to confirm that your EFT has been made using the following steps; . 

1. Click on Results 
2. Using the file which you sent to the bank for payment, uplaod this to the MARK EFT PAYMENTS MADE 
   1. If you do not upload the successful file, the SuperShow system will still display these prizes as NOT PAID. 
3. Click on CHOOSE FILE - upload the file that was sent to the bank for payment
4. Click UPLOAD PAYMENTS EFT XML
5. A notice will show how many results are now marked as Paid. 

6. Winners Update

You can now email your winners to confirm the payment has been made. 

1. We suggest that you download the Results spreadsheet for ALL EFT PRIZES WON to get the full list of payments - Results > Download Spreadsheets
2. From this file, take all the ACCOUNT EMAILS, and bulk email them a generic email
   • Dear Winner, 
     Congratulations on winning at the X Show
     Please log into your Account Dashboard, and open the RESULTS section. 
     From there, you will see the prizes that have been paid to you by EFT, including any Levy deductions.