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Meeting notes:

• Proof of Concept (POC) Structure and Agreement:
  • Proof of Concept Steps: Wijnand explained that the proof of concept involves first connecting APRO to Oracle, which APRO and Energix can handle independently, followed by connecting APRO to Santander Bank using host-to-host, with file formats tailored to Santander's requirements.
  • Agreement Requirements: Peter clarified that a written commitment is required from Energix before APRO invests significant resources in the proof of concept, suggesting that contract language could include an out clause for Energix's protection, but the preference is for the contract to be signed prior to technical testing.
  • Risk Mitigation and Specific Scenarios: Jakub and Arkadiusz raised concerns about previous vendor failures, specifically regarding split payments and multi-currency transactions, and requested that APRO review detailed specifications and test files before finalizing the agreement to avoid repeating past issues.
• Bank Connection Protocols and Country-Specific Requirements:
  • Protocol Selection: Tim van Hooff and Siwek Kamil reviewed available protocols, concluding that SFTP is not permitted for Polish ACH payments, and that EBIX 3.0 is the preferred and supported protocol for Santander Bank Poland, while the US may require a separate approach, potentially SFTP or EBIX, pending further coordination with the global team.
  • EBIX Version Support: Siwek Kamil stated that Santander Bank only implements EBIX 3.0 for new clients and is migrating existing clients to this version.
  • File Format and Regulatory Details: Siwek Kamil explained that Santander Bank currently supports payment formats 003 and will transition to 009 due to upcoming ISO changes, with specific requirements for supplier address fields and country-specific tags such as VAT split payments and Polish tax payments.
  • Specification Sharing: Siwek Kamil agreed to send detailed specifications, example XML files, and guidance on filling country-specific fields to APRO and Energix to ensure correct implementation and facilitate technical review.
• Oracle and APRO Integration Process:
  • Data Transfer and File Generation: Tim van Hooff described that APRO does not use Oracle's generated payment files directly but instead extracts payment data from Oracle's completed payment batches to generate its own files for bank submission, allowing for customizations and addressing issues found in previous implementations.
  • Integration Environment Setup: Wijnand explained that APRO will be deployed in the same data center as Oracle Fusion to maximize integration efficiency, requiring Energix to create a dedicated Oracle user with specific roles and privileges for APRO to access necessary data.
  • Authentication and User Management: Wijnand clarified that APRO supports single sign-on (SSO) integration with Oracle's identity management systems, allowing users to log in to APRO using their existing Oracle credentials, and that user setup involves uploading SSO files to APRO for access management.
  • Testing and Support Requirements: Tim van Hooff emphasized the need for Energix to provide sufficient test data and examples, as APRO consultants typically do not have direct access to Oracle environments, and that quick turnaround on test cases and functional questions will facilitate a smoother integration and testing process.
• Split Payment and Multi-Currency Scenarios:
  • Split Payment Challenges: Jakub and Arkadiusz described the Polish regulatory requirement for split payments, where VAT and net amounts are paid to separate accounts, and noted that previous solutions failed to support this, requesting APRO to review and confirm their capability to handle such cases.
  • Multi-Currency Payment Issues: Jakub explained that while the previous vendor supported payments in Polish zloty and USD, there were persistent issues with euro payments, and asked APRO to ensure their system can process multi-currency transactions without similar problems.
• Next Steps and Action Items:
  • Specification and Example File Delivery: Siwek Kamil agreed to send all relevant EBIX connection specifications, XML format examples, and guidance documents to Energix and APRO to support technical review and implementation planning.
  • Supplier Data Preparation: Yaki noted that Energix will need to update supplier address details in their system to support the transition to the 009 payment format, as required by Santander and APRO for future compliance.
  • Pilot and Testing Coordination: Tim van Hooff and Yaki agreed that APRO will review the technical aspects of the provided files and conduct initial checks to ensure compatibility, with further end-to-end testing planned for the Polish implementation before expanding to other territories.

Follow-up tasks:

• EBIX Connection and File Format Specifications: Send all relevant documentation regarding the EBIX connection, XML file formats, tagging specifications, and example files to the Energix and APRO teams for review and technical alignment. (Siwek Kamil)
• Review of Polish Payment Scenarios: Send detailed files and specifications for Polish split payment and multi-currency scenarios (including euro and PLN payments) to APRO for validation and confirmation of technical feasibility. (Jakub, Arkadiusz)
• Technical Review of Received Specifications: Review the EBIX connection documentation, XML file formats, and Polish payment scenarios upon receipt to confirm compatibility and identify any technical risks or required adjustments. (Tim van Hooff)
• Internal Preparation for Supplier Data: Update supplier master data to ensure all required address details and information are available to support the transition to the 009 payment format in line with Santander requirements. (Arek, Polish team)
• Contractual Commitment for Proof of Concept: Finalize and sign a written commitment or contract with APRO prior to initiating the proof of concept, including consideration of protective language for Energix if needed. (Yaki, Energix team)

Published :

Meeting Summary

• POC Structure & Agreement

  • POC will start with connecting APRO to Oracle, followed by Santander host-to-host integration with Santander-specific file formats.

  • APRO requires a written commitment from Energix before investing resources. Suggested: contract signed upfront, possibly with an out clause for Energix.

  • Concerns raised (Jakub, Arkadiusz) about past vendor failures in handling split payments and multi-currency. APRO asked to validate specifications and test files before agreement.

• Bank Connection & Country Requirements

  • EBIX 3.0 confirmed as Santander Poland’s protocol (SFTP not permitted for Polish ACH). US approach may differ.

  • Santander moving from format 003 to 009 due to ISO standards. Supplier address fields and country tags (VAT split, tax payments) are mandatory.

  • Santander (Siwek Kamil) will provide detailed specifications, XML examples, and guidelines.

• Oracle & APRO Integration

  • APRO extracts payment data from Oracle batches and generates its own bank files.

  • APRO will be deployed in Oracle’s data center. Energix to create a dedicated Oracle user with appropriate roles.

  • SSO integration supported; user setup requires SSO file upload.

  • Energix to supply sufficient test data. Quick turnaround needed on test cases to avoid delays.

• Split Payment & Multi-Currency

  • Poland requires VAT split payments; Energix stressed importance due to prior system issues.

  • Euro payment issues raised; APRO to confirm capability for multi-currency transactions.

Next Steps & Action Items

• Send EBIX connection specs, XML examples, and guidelines (Siwek Kamil).

• Provide Polish split payment and multi-currency test files (Jakub, Arkadiusz).

• Review specifications and confirm technical feasibility (Tim van Hooff).

• Update supplier master data for new 009 format (Arek & Polish team).

• Finalize Energix–APRO POC commitment/contract (Yaki & Energix).