FIELD DESCRIPTION

POSITION

FORMAT

MANDAT-ORY

COMMENTS

AMENDMENTS TO BUSINESS RULES

1

DATA

1-1

A1

Yes

To be denoted by ‘D’.

2

SA ID NUMBER

2-14

N13

Yes

Mandatory, unless date of birth and Passport Number or other ID is supplied as per section 19 of the NCA regulations.

Must pass Home Affairs algorithm – Refer Appendix A.
Gender to be validated against the SA ID.
Date of Birth to be validated against SA ID.

3

NON-SA ID NUMBER

15-30

A16

Conditional

Mandatory with date of birth if no SA ID number supplied. Used for other ID, Passport No. etc.

For  Credit Agreements that are conducted within South Africa the Consumer Passport Number and Date of Birth is Mandatory as per Section 19 of the NCA regulations.  For Credit Agreements that are conducted outside of Sout Africa the consumers Passport Number or Other ID Number (Consusmers Unique Identifier)

4

GENDER

31-31

A1

No

‘M’ or ‘F’

“M” or “F” only, Mandatory
If SA ID supplied, Gender to be validated against SA ID

5

DATE OF BIRTH

32-39

N8

Conditional

Format CCYYMMDD. Date of birth is mandatory if other ID is populated as per section 19 of the NCA regulations.

If SA ID Number supplied, validate Date of Birth against first 6 digits of ID Number.
Date cannot be in the future

Minors (< 18 yrs old) will be reported

6

BRANCH CODE

40-47

A8

No

To allow reporting by supplier at branch level.This field needs to be supplied if it makes the account, sub account and branch code unique within the Debtors book.

Right align all Account Number, Sub-Account Number and Branch Codes – do not zero fill.
It is to be noted that the following combination is unique on the bureau’s database and thus must always be supplied in exactly the same format every month:

• Supplier Reference Number
• Branch Code
• Account Number
• Sub Account Number

If account number is currently split over account number and sub account number fields then move to account number field.

The account conversion fields must be populated for any change to existing account numbers that were previously sent to the Bureaux.

For account number changes that effect the entire file please notify all Bureaus for effective change management

For NLR accounts the Branch Code Account Number & Sub-Account Number combination supplied must be exactly the same as the Branch Code, Account Number, Sub-Account Number combination that was supplied for the online registration.

Characters allowed:
CPA: A to Z, 0 to 9
NLR: A to Z, 0 to 9, ‘/’, ‘\’, ‘-‘

7

ACCOUNT NO.

48-72

A25

Yes

Customer account number.

8

SUB-ACCOUNT NO.

73-76

A4

No

Only required if Account Number and Branch Code combination is not unique.

9

SURNAME

77-101

A25

Yes

Must be the consumer’s surname and must be supplied as per section 19 of the NCA regulations.

Only A - Z, apostrophe or Hyphen.
Use of embedded spaces permitted for surnames such as “van der Merwe” or “van Rensburg”.
Company names are not allowed.
Surname must comprise of at least two characters of which one must be a vowel

10

TITLE

102-106

A5

No

See table for list of valid titles to be used, any invalid titles will be removed

11

FORENAME OR INITIAL 1

107-120

A14

Yes

Full Forename is preferred; at least one initial is mandatory as per section 19 of the NCA regulations.

Use one forename or initial per field
Field 11 = Forename 1 or Initial 1;
Field 12 = Forename 2 or Initial 2;
Field 13 = Forename 3 or Initial 3.
Only A - Z, apostrophe or Hyphen.
Use of embedded spaces permitted for forenames such as “Sue Ann”

12

FORENAME OR INITIAL 2

121-134

A14

No

13

FORENAME OR INITIAL 3

135-148

A14

No

14

RESIDENTIAL ADDRESS LINE 1

149-173

A25

Conditional

Only physical address of account holder. Either postal Address or residential address should to be supplied if the information is stored by the credit provider. Please refer to section 19.2 (a) of the NCA regulations

Split across 4 lines. Refer Appendix B.

15

RESIDENTIAL ADDRESS LINE 2

174-198

A25

Conditional

16

RESIDENTIAL ADDRESS LINE 3

199-223

A25

No

17

RESIDENTIAL ADDRESS LINE 4

224-248

A25

No

18

POSTAL CODE OF RESIDENTIAL ADDRESS

249-254

A6

Conditional

Right aligned with no embedded zeros.

19

OWNER/TENANT

255-255

A1

No

‘O’ or ‘T’

“O” or “T” only.

20

POSTAL ADDRESS LINE 1

256-280

A25

Conditional

Only postal address. Must be supplied if available. Either postal Address or residential address should to be supplied if the information is stored by the credit provider. Please refer to section 19.2 (a) of the NCA regulations

Split across 4 lines. Refer Appendix B.

21

POSTAL ADDRESS LINE 2

281-305

A25

Conditional

22

POSTAL ADDRESS LINE 3

306-330

A25

No

23

POSTAL ADDRESS LINE 4

331-355

A25

No

24

POST CODE OF POSTAL ADDRESS

356-361

A6

Conditional

Right aligned with no embedded zeros.

25

OWNERSHIP TYPE

362-363

A2

Conditional

00 – Other
01 - Sole Prop
02 – Joint Loan

If not supplied this will be defaulted to “00”. If this field is populated then account type is mandatory.

01 - If a Sole Prop flag is supplied then the trading name must be supplied in Field 49 – Employer detail (T/A should not precede the company name)
The Sole Prop should not be defaulted to the account holder’s name or surname.

02 – If a Joint loan flag is supplied then the financial and account information across all records supplied must be the same. Field 55 (Number of participants in Joint Loan) is mandatory.

26

LOAN REASON CODE (FORMER END USE CODE NLR ACCOUNTS)

364-365

A2

Conditional

This field is mandatory for account types J and K, refer to table B

27

PAYMENT TYPE

366-367

A2

Conditional

00 - Other
01 - Payroll Deduction
02 - Deferred Payment
03 - Staff Account
04 – Under Administration
05 – Judgement Granted
06 – Debt under restructure (for future use)
07 – Staff over indebted, voluntary consolidation.

If not supplied this will be defaulted to “00”.
If type 02 - Deferred payment is supplied then field 30 (Deferred payment date) is Mandatory.
Please refer to the Process Rules and Appendix C for the data submission rules around Deferred Payments
If Payment Type 04, 05 or 06 is supplied then the data supplier needs to ensure that credible supporting evidence is available as per the NCA.

If payment type 06 is supplied then applicable status codes of either E, AA or AC must be supplied in field 38

28

TYPE OF ACCOUNT

368-369

A2

Yes

Only the following account types are permissible
I = Instalment account representing transactions opening balance will be equal to the original purchase price, the current balance will reflect monies still due, the overdue balance will reflect the rand value of the cumulative missed instalments and the instalment amount will be displayed as per the Credit Agreement. The instalment amount cannot be greater than the current balance
R = Revolving credit account where purchases and payments are made within a given credit facility;
O = Open account without credit limit but where total owing, as reflected on monthly statement, is due and payable on a date as advised on the statement
C = Credit Card Account (Banks only)
Please refer to the process rules for additional information
P = Personal cash loans
H = Home Loans (inclusive of "access" type accounts)
S = Short term insurance
L = Long term insurance
G – Garage Card except where payment is linked to credit card
E – Single Credit Facility (Multiple products under one facility)
U – Utility (rates, water, electricity)
V – Overdraft (to supply opening balance (field 32) as overdraft limit and current balance (field 33) as overdraft balance)
Please refer to Process Rules
N – Pension backed lending
(under investigation by CPA exec)
B – Building Loan (Only opening balance (field 32) should be supplied until after first withdrawal then current balance and instalment must be supplied.
T – Student Loan can be two types
- Current and being repaid
- Deferred payment loan where date must be populated
(to be investigated further by CPA exec)
K – Unsecured credit transaction under R8000 repayable within 6 months. Previously classified as NLR account types 1, 2, 3 or 4
J – Revolving unsecured credit transaction under R8000
Previously classified as NLR account types 1, 2, 3 or 4
D – Debt recovery account, i.e. an account held by debt collection company
F - Open account without credit limit but where total owing, as reflected on monthly statement, is due and payable on a date as advised on the statement to be used for service related account types
- Telecomm’s
- Security
- Cell Phones

The Account Type must match the type of contract entered into. The field should be left aligned and padded with spaces to the right.

29

DATE ACCOUNT OPENED

370-377

N8

Yes

Format CCYYMMDD

Date Account Opened cannot be in the future. (An allowance of 30 days is made between the month end date and the account open date before the record will be rejected because the account open date is in the future )
If the Date Account Opened is not supplied the record will be rejected

30

DEFERRED PAYMENT DATE

378-385

N8

Conditional

Format CCYYMMDD

Deferred Date must be in the future
- Date on which first payment is due, if payment is for monthly accounts then this date need not be resupplied
- If payment isn’t monthly i.e. annual then next due date should be inserted

Please refer to the Process Rules and Appendix C for the data submission rules around Deferred Payments

31

DATE ON WHICH LAST PAYMENT WAS RECEIVED

386-393

N8

Conditional

Format CCYYMMDD

Date of Last Payment cannot be prior to the date account opened, except in the first month of an instalment account where a deposit may have been taken before the account was opened.
Date of Last of Payment cannot be in the future.
Date of Last of Payment or Status date must be within the data retention period of 36 months.

32

OPENING BALANCE/CREDIT LIMIT

394-402

N9

Conditional

Whole Rands only. Must never be negative.

Account For Opening
Type Balance (use)
I Opening Bal
P Opening Bal
H Opening Bal
R Credit Limit
C Credit Limit
O Leave Blank
S Leave Blank
L Leave Blank
G Credit Limit
E Credit Limit
U Leave Blank
V Credit Limit
N Opening Bal
B Credit Limit
T Credit Limit
J Credit Limit
K Opening Bal
D Opening Bal
F Leave Blank

Record will be rejected if this value is not supplied for account types
I
P
H
R
C
G
E
V
N
B
T
K
J
D

33

CURRENT BALANCE

403-411

N9

Yes

Whole Rands only. If value is a credit balance then field 34 must be populated with a C.
For account types O, F and U this value must be the same as the instalment amount.
Refer to Appendix C.

If charges (interest, etc.) are included on balance overdue the Current Balance must also be increased to reflect these charges. If account is paid up or settled in full (i.e. status code = ‘C’, ‘P’,’F’, ‘M’, ‘V’,’X’, ‘H’, ‘G’, ‘K’, ‘T’, ‘S’), then value must be set to “0”.

34

CURRENT BALANCE DEBIT INDICATOR

412-412

A1

Yes

D = Debit
C = Credit

Account in Credit - Credit balances supplied will not be added to the summary blocks by the Bureaux. Please mark accounts that are in credit as Paid in full (Status code P) and supply the Credit Balance and Credit Balance indicator of C. Refer to Appendix C.

35

AMOUNT OVERDUE

413-421

N9

Conditional

Whole Rands only. Will reflect the balance of cumulative missed payments

AKA Debit Arrears – Only debit balances to be supplied here. Field must be populated with an overdue balance if “Months in Arrears” field 37 is populated or status code field 38 is populated with ‘W’, ‘I’, ‘J’ or “L’. If account is paid up or settled in full (i.e. status code = ‘C’, ‘P’,’F’, ‘M’, ‘V’,’X’, ‘H’, ‘G’, ‘K’, ‘T’, ‘S’), then value must be set to “0”. In the case of written-off accounts, should reflect the amount actually written-off.
Refer to Appendix C.

36

INSTALMENT AMOUNT

422-430

N9

Yes

Whole rands only. For account types O, F and U this value must be the same as the current balance.
For Revolving account submit instalment due. For Instalment account use regular instalment amount.
Do not supply instalment amount for account type V – Overdraft account.
Refer to Appendix C.

Use total instalment due as per statement, this value must be greater than zero unless an account is paid up or settled in full (i.e. status code = ‘C’, ‘P’,’F’, ‘M’, ‘V’,’X’, ‘H’, ‘G’, ‘K’, ‘T’, ‘S’), then value must be set to “0”. This field is used to determine affordability as per NCR requirements.
Instalment can never be greater than the current balance
01 – Weekly balances should be rolled up as for monthly submission
02 – Fortnightly balances should be rolled up as for monthly submission
04 – Quarterly - must reflect quarterly instalment
05 – Bi Annual - must reflect Bi annual instalment
06 – Annual - must reflect Annual instalment

Instalments that are paid in advance should be submitted with a 0 months in arrears and reflect the next installment due.

37

MONTHS IN ARREARS

431-432

N2

Conditional

Total number of months that the instalment is in arrears (displayed in months).
Refer to Appendix C.

Accurate number of months to be supplied here, anything greater than 9 will be defaulted to 9 for display purposes.
If not numeric – set to 00
If month in arrears field is populated, Amount Overdue must have a debit balance. Bureau will report any irregularity.
Months in Arrears cannot be greater than the number of months account has been opened

38

STATUS CODE

433-434

A2

Yes, only if applicable

See list of status codes below and refer to Appendix C for an explanation on the use of these codes.

Status of account - only use codes in the Default Data & Repayment History Status Codes Table.
If account is current then no status code is necessary.
If Status Code field is populated then Status Date field is mandatory. Please refer to section 17.2 of the NCA regulations
Must be left aligned as this is an Alpha Numeric field

39

Repayment Frequency

435-436

N2

Conditional

01 – Weekly
02 – Fortnightly ( every two weeks)
03 – Monthly
04 – Quarterly
05 – Bi-Annual (twice a year)
06 – Annual

Regardless of repayment frequency records must be submitted monthly
Contractual repayment period, if not supplied will be defaulted to monthly.
01 – Weekly balances should be rolled up as for monthly submission
02 – Fortnightly balances should be rolled up as for monthly submission
04 – Quarterly must populate deferred payment date
05 – Bi Annual must populate deferred payment date
06 – Annual must populate deferred payment date
For account types 04, 05 and 06 accounts must be submitted monthly. Please refer to Appendix C – Deferred Payment examples

40

Terms

437-440

N4

Conditional

Number of instalments relating to original contract.
Repayment period must be greater than or equal to1 for account types
I – Instalment
P – Personal Loan
H – Home Loan
B – Building Loan
T – Student Loan
K - Unsecured credit transaction under R8000 repayable within 6 months.
D – Debt recovery account

Zero fill for other account types

41

STATUS DATE

441-448

N8

Yes, only if applicable

Format CCYYMMDD

If Status Date field is populated then Status Code field is mandatory. Please refer to section 17.2 of the NCA regulations
Date cannot be in the future.

42

OLD SUPPLIER BRANCH CODE

449-456

A8

Yes, only if applicable.

Mandatory if changes are made to the account number, branch code, sub account or when a book is transferred from one supplier to another.
Fields 42-45 must be populated in full if an account conversion is taking place.

Fields 42-45 can only be supplied once in the month of the change.
Failure to submit this information if an account conversion has taken place will result in duplicate records on the Bureaux. Please refer to section 19.3 of the NCA regulations.

43

OLD ACCOUNT NUMBER

457-481

A25

Yes, only if applicable

44

OLD SUB-ACCOUNT NUMBER

482-485

A4

Yes, only if applicable.

45

OLD SUPPLIER REFERENCE NUMBER

486-495

A10

Yes, only if applicable.

46

HOME TELEPHONE

496-511

A16

Conditional

Contact numbers should to be supplied if the information is stored by the credit provider. Please refer to section 19.2 (a) of the NCA regulations

Right justify
Must not be zero (0) filled.

47

CELLULAR TELEPHONE

512-527

A16

Conditional

Right justify
Must not be zero (0) filled.

48

WORK TELEPHONE

528-543

A16

Conditional

Right justify
Hyphen and numeric allowed only.
Must not be zero (0) filled.

49

EMPLOYER DETAIL

544-603

A60

Optional

Name of the company that employs the account holder.
If trading as a Sole Prop then the name of the Sole Prop must be supplied. Do not proceed with with T/A. This field must not be defaulted to the account holders name or surname.

Only A - Z, 0-9, apostrophe or Hyphen allowed.
Must not be zero (0) filled.

50

INCOME

604-612

N9

Optional

Gross Income to be supplied in line with Income Frequency (field 51).

Bureau will mask Income information - only to be used for statistical analysis and NCR Compliance reporting only.

51

INCOME FREQUENCY

613-613

A1

Conditional

M = Monthly
W = Weekly
F = Fortnight
Q = Quarterly
A = Annual

Mandatory if field 50 is populated

52

OCCUPATION

614-633

A20

Optional

Job Title. Only A - Z, apostrophe or Hyphen allowed.

53

THIRD PARTY NAME

634-693

A60

Optional

Used for accounts sold to a 3rd party. Field 53 is mandatory if Field 54 is populated and should contain the company name of the purchaser of the debt. A status code should be supplied to close the account

• Status code C to be supplied for current accounts that are sold that are not delinquent.
• Status code J, L, W to be submitted for delinquent accounts that are sold

54

ACCOUNT SOLD TO THIRD PARTY

694-695

N2

Conditional

01 - Account sold to 3rd party

Field 54 is mandatory if Field 53 is populated. Indicates debt sold to a third party

55

NO OF PARTICPANTS IN JOINT LOAN

696 - 698

N3

Conditional

Mandatory if Ownership Type is “02” in Field 25
Number of participants in Joint Loan must equal the number of records supplied for the account number

56

Filler

699 – 700

A2

Spaces

FIELD

POSITION

FORMAT

MND’RY

COMMENTS

TRAILER

1 - 1

A 1

Yes

To be denoted by ‘T’

NUMBER OF RECORDS SUPPLIED

2 - 10

N 9

Yes

To include header and trailer records – number of records supplied must reflect the total number supplied.

FILLER

11 - 700

Spaces

CODE

DESCRIPTION

DEFINITION

PUBLIC DOMAIN

COMMENTS

A

Not in use

B

Not in use

C

Account Closed

Account fully paid and has been closed. Account cannot be reopened.

This status code can only be used for account types – I, R, O, C, P, H, G, E, U, V, N, B, T, K, D, J, F.
When an account is closed fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

D

Disputed

Payment Profile record will not be viewable until the status code is removed or changed.

The record should be kept up to date for the duration of the dispute.Field number 41 must be populated accordingly.

E

Terms Extended

Repayment terms have been extended

Field number 41 must be populated accordingly.

F

Lapsed Policy

Client has allowed Insurance Policy to lapse due to non-payment

This status code can only be used for account types – S & L.
When account is lapsed, fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

G

Cancelled by Client

This is applicable to Insurance Policies,

This status code can only be used for account types –S & L.
When account is cancelled, fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

H

Cancelled by Supplier

Insurance Policy cancelled by Insurer

This status code can only be used for account types –S & L.
When account is cancelled, fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

I

Credit Card Revoked

Credit Card Revoked

Yes

This status code can only be used for account types C and G
This status code will create a public domain adverse record. Fields 33, 35 & 36 must be populated accordingly with the corresponding months in arrears (field 37).
Default will not be created if the overdue amount is less than R100.00.
Field number 41 must be populated accordingly.

J

Repossession

Goods have been repossessed due to non-payment.

Yes

This status code can only be used for account types I and H
This status code will create a public domain adverse record. Fields 33, 35 & 36 must be populated accordingly with the corresponding months in arrears (field 37).
Default will not be created if the overdue amount is less than R100.00.
Field number 41 must be populated accordingly.

K

Paid out Deceased Claim

Death Claim paid to beneficiary of Policy

This status code can only be used for account type “L”. Field number 41 must be populated accordingly.

L

Handed Over

Account handed over to attorney or collection agency for recovery

Fields 33, 35 & 36 must be populated accordingly with the corresponding months in arrears (field 37).
Field number 41 must be populated accordingly.

M

Paid out Disability

Paid out to Policy Holder

This status code can only be used for account type “L”. Field number 41 must be populated accordingly.

N

Loan against Policy

Loan granted against outstanding value of policy

This status code can only be used for account type “L”. Field number 41 must be populated accordingly.

O

Not in use

P

Paid Up

Account paid up but can be active (Revolving Credit) – The P to be supplied once only in the paid up month

This status code can only be used for account types – R, C, P,H, G, E, V, N, B, T, J.
When an account is paid up fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

Q

Not in use

R

Not in use

S

Surrendered

Policy Holder surrendered and premiums paid out

This status code can only be used for account type “L”. When an account is surrendered, fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

T

Early Settlement

Loan settled early by customer

This status code can only be used for account types – I, P, H, B, T, K, D.
When an account is settled early fields 33, 35 & 36 must be zeros. except the opening balance.
Field number 41 must be populated accordingly.

U

Not in use

V

Cooling Off Settlement

Loan settled within 5 day cooling off period

When an account is settled early, fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.
Please refer to section F 121 (2) of the NCA

W

Written Off

Account written off as a bad debt due to non-payment.
The amount written off at the time must be represented in the amount overdue and current balance field (Fields 33 and 35)

Yes

This status code can only be used for account types – I, R, O, C, P, H, G, E, U, V, N, B, T, K, D, J, F.
This status code will create a public domain adverse record.
Fields 33, 35 & 36 must be populated accordingly with the corresponding months in arrears (field 37).
Default will not be created if the overdue amount is less than R100.00.
Field number 41 must be populated accordingly.

X

Paid up default

Account paid up subsequent to a Status Code of J,I,L or W

Account paid up subsequent to a Status Code of J,I,L, W
When an account is paid up fields 33, 35 & 36 must be zeros.
Field number 41 must be populated accordingly.

Y

Not in use

Z

Deceased

Notification received that consumer is deceased

Field number 41 must be populated accordingly.

AA

Suspended

For future use

AC

Frozen

For future use

CODE

DESCRIPTION

DEFINITION

C

Crisis Loan

Loan granted to overcome client cash flow problems during unforeseen circumstances.

H

Home Loans

New property acquisition or upgrades to existing property.

S

Study Loan

Loan to fund formal studies at a recognised institution.

F

Other asset acquisition financing

Financing of fixed or movable asset other than property.

R

Consolidation Loan

A loan resulting from the Debt Consolidation

O

Other

A loan other than the ones stipulated above.

Data Submission

• All files must be supplied monthly on an agreed date to all Bureaus.
• The month end date supplied is the month that the data will displayed/reflected at the bureaus.
• The file name must follow the following naming conventions – CCYYMM Name of Supplier/Division e.g.: 200701 EFG Retail/Fuzzy Clothing.txt
• Data is to be submitted by all suppliers monthly to each bureau in an electronic fixed length text file.
• If a member of the CPA is unable to supply any of the mandatory fields within the Format 700 layout, the CPA must be notified in writing. A decision will then be made by the Management Committee

NCA Rules

• All sources of information as set out in section 70(2) of the Act and Regulation 18(7) must take reasonable steps to ensure that the information reported to the credit bureau is accurate, up-to-date, relevant, complete, valid and not duplicated.
• The information submitted to a credit bureau must contain the following information in respect of a consumer:

(a) Initials and surname or full names and surname;
(b) SA identity number, or if the consumer does not have an identity number, the passport number and date of birth.

• If Status Code field is populated then Status Date field is mandatory - Please refer to section 17.2 of the NCA regulations

Matching Rules

• Record will be rejected if fields (2, 6, 7, 8, 9, 11) or (3, 5, 6, 7, 8, 9, 11) are not populated as per business rules.
• Surname, forename, SA ID or Other ID & DOB and address is used for matching.
• If the account has already been matched to a consumer on the bureau’s database, we will use the account details to match and update the payment profile details.

Account Details

• The branch code, account number, sub-account number and supplier reference number are the matching key on the bureaux databases. Therefore these fields must always be in the same format, structure and content of actual number for all monthly submissions.
• If supplier chooses to change the format, structure or content of the above fields, then the data rules for fields 42 to 45 must be applied. (Refer to Appendix D – Account conversion examples)
• For account number changes that effect the entire file please notify all Bureaus for effective change management
• These fields should always be supplied as right aligned with no padding of zero’s.

Financial Details

• If Account Type = I, P, H, R, C, G, E, V, N, B, T, K, J, Dand opening balance = “0” – record will be rejected.
• The months is arrears cannot be greater than the number of months the account has been opened –
• The Instalment amount cannot be the only financial amount populated for any of the account types.
• If the account is paid in full or closed then the applicable balances must be set to 0 with the appropriate status code and status date.
• Whole Rands to be submitted only, ensure that the cents are removed from the value submitted. Value must be rounded up or down.
• The Instalment amount cannot be greater than the Current Balance
• For Accounts with the following status codes (W, I, J or L) the balance of the account must be greater than or equal to R100 and the status date must be within the 2 year data retention period

Status Codes

• Recurring status codes are not allowed. Status of account must be reported once only.
• If the status date is not populated then the record will be rejected. Please refer to section 17.2 of the NCA regulations.
• Status code R (returned mail) is no longer in use.
• If Status Code field is populated then Status Date field is mandatory. Please refer to section 17.2 of the NCA regulations

Account Type

• If Account Type is not supplied – record is rejected

Date Account Opened (field 29) vs. Date of Last Payment (field 31) vs. Status Date (field 41) vs.
Month End Date (refer Header)

• The Account Open Date (fl 29) cannot be after the month end date in the header record +30 days. The Date of Last Payment (fl 31) cannot be after the month end date in the header record +30 days.
• The Status Date (fl 41) cannot be after the month end date in the header record +30 days.
• The Account Open Date (fl 29) cannot be after the Date of Last Payment (fl 31). except in the first month of an instalment account where a deposit may have been taken before the account was opened.
• If the Date of Last Payment (fl 31) and Status Date (fl 41) is more than 3 years from the month end date in the header record the record will be rejected.
• The Date of Last Payment (fl 31) is within the last 3 years from the month end date and the Status Date (fl 41) is more than 3 years from the month end date the record will be accepted..
• The Date of Last Payment (fl 31) is more than 3 years from the month end date and the Status Date (fl 41) is within the last 3 years from the month end date the record will be accepted.

Public Domain

• The following Status Codes (W, I, J) will create a public domain default
• Repeat Negative Status Codes must not be submitted.
• No public domain record may be sent if the adverse amount is less than R100.00.
• Subsequent to supplying a negative status code and the account is being rehabilitated then only a change in status code is to be submitted in the month of the change, applicable months in arrears and financials are to be submitted.
• If the Amount Overdue (fl 35) and the Current Balance (fl 33) is not populated accordingly then a public domain record will not be created, the record will be rejected.
• Default records will be displayed as per the NCA regulations

In Duplum rule

• “The rule is valid irrespective of whether a particular transaction falls within the ambit of The Usury Act or not. The in duplum rule, provides that interest stops running once unpaid interest equals unpaid capital.”

Multiple Billing Cycles

• For CPA members that run more than one billing cycle per month which could result in the loss of financial data should create snapshot files of the billing runs with these details stored and concatenate the files monthly on the same date.

Deferred Payments

• Records for Deferred Payments are to be submitted monthly regardless of frequency. The Deferred date must be submitted up to and including the month in which the payment is due. If a subsequent deferred payment is due then populate new deferred payment date.
• All relevant financial fields to be supplied monthly
• Months in arrears (Field 37) must be supplied as actual months past due

Overdrafts – Account type V

• V = no instalment amount to be supplied.

2 types of Overdraft accounts:

• Diminishing Overdraft Facility
• Fixed Overdraft Facility

Only the following status codes must be supplied:

• P - Facility no longer available
• C – Account closed
• W, L – Account Legal or Written Off
• X – Default paid in full

Credit Card – Account type C

• Balances must be the sum of the budget and current facilities if applicable

Account Types O, U, F, S and L

• The Current balance and Instalment amount must always be equal and reflect the total amount due and payable in the billing period. Overdue amounts must be supplied in the overdue balance field. The opening balance must not be supplied.

0

8

2

8

2

8

8

6

2

7

0

2

1

8

8

0

1

5

5

3

Opening Balance
– Field 32

Current Balance
– Field 33

Credit/ Debit Indicator
– Field 34

Install. Amt
– Field 36

Amount Overdue
- Field 35

Months in arrears
– Field 37

Status code
– Field 38

Status of account

1000

600

D

100

0

0

Space

Active & Paying. Consumer is ahead in his/her payment. This would normally be true for consumers who pay more than the installment specified or one that pays more than one installment upfront.

1000

600

D

100

0

0

Space

Active & Paying. Consumer is meeting his/her contractual credit obligation.

1000

600

D

100

100

01

Space

Active & Overdue.
Consumer is overdue by one month with an overdue amount of R100.00.

1000

600

D

100

200

02

Space

Active & Overdue.
Consumer is overdue by two months with an overdue amount of R200.00.

Opening Balance
– Field 32

Current Balance
– Field 33

Credit/ Debit Indicator
– Field 34

Install. Amt
– Field 36

Amount Overdue
- Field 35

Months in arrears
– Field 37

Status code
– Field 38

Status of account

1000

500

D

100

400

02

Space

Active & Overdue.
Consumer is overdue by two months with an overdue amount of R400.00

1000

900

D

100

900

9

L

Handed Over.
Consumer has not paid the account and thus account has been handed over to legal for collections

1000

0

Space

0

0

0

C

Closed.
All corresponding fields are set to zero.

1000

1000

D

100

1000

9

W

Written off.
The amount overdue will be the amount that is shown on the default/public domain record as the amount written off.

1000

0

Space

0

0

0

P

Paid up.
All corresponding fields are set to zero.

1000

150

C

0

0

0

P

Account in Credit
Credit balance indicator set to C and current balance populated with Credit balance. Account status must be P to say that the account is paid in full.

Opening Balance
– Field 32

Current Balance
– Field 33

Debit Indicator
– Field 34

Install. Amt
– Field 36

Amount Overdue
- Field 35

Months in arrears
– Field 37

Status code
– Field 38

Status of account

20091231

1000

1000

D

100

0

0

Space

Deferred payment prior to payment being due

20091231

1000

1000

D

100

0

0

Space

Deferred payment with payment due

1000

1000

D

100

100

01

Space

Deferred payment overdue in month 1

1000

1000

D

100

200

02

Space

Deferred payment overdue in month 2

Deferred Payment Date – Field 30

Opening Balance
– Field 32

Current Balance
– Field 33

Debit Indicator
– Field 34

Install. Amt
– Field 36

Amount Overdue
- Field 35

Months in arrears
– Field 37

Status code
– Field 38

Status of account

20091231

1000

1000

D

100

0

00

Space

Deferred payment prior to payment being due

20091231

1000

1000

D

100

0

00

Space

Deferred payment with payment due
Data submission for header date 20091231

20100331

1000

900

D

100

0

00

Space

Deferred payment met in previous month
Data submission for header date 20100131

20100331

1000

900

D

100

0

00

Space

Data submission for header date 20100228

20100331

1000

900

D

100

0

00

Space

Data submission for header date 20100328

20100630

1000

900

D

100

100

01

Space

Deferred payment overdue in month 1
Data submission for header date 20100428

20100630

1000

900

D

100

100

02

Space

Deferred payment overdue in month 2
Data submission for header date 20100528

Supplier Ref
(Forms part of Header Record (Field 2))

Branch Code (Field 6)

Account number (Field 7)

Sub Account number (Field 8)

Old Supplier Branch Code (Field 42)

Old Account Number (Field 43)

Old Sub Account Number (Field 44)

Old Supplier Ref Number (Field 43)

Comments

PP0101

12
(New branch code)

80015

1

15
(Old branch code)

80015

1

PP0101

Accounts being transferred across Branches

PP0102
(New Supplier ref)

12

80015

1

12

80015

1

PP0101
(Old Supplier ref)

Accounts being transferred across Brands

PP0101

12

800151111
(New Account Number)

1

12

80015
(Old Account Number)

1

PP0101

Account number restructure