Visa Commercial File Format (VCF) FAQs

1. What is VCF?

VCF is a file transfer function that enables a company to automatically import credit card transactions from their credit card files into their company’s accounting system software. Uploading of a VCF file relieves cumbersome manual entry and administrative work for a company.

2. What types of software are available?

There are a number of third-party accounting software packages available. Not all require a VCF feed to be setup. Perform your research carefully.

3. What are the must have requirements to enroll in VCF?

Requirements
 1. A third party accounting software already active 
 2. An active Scotiabank Visa Business Card program (SVBC)

4. How does VCF work?

Scotiabank works as an intermediary to your accounting software and Visa. Once the data feed is enabled, transactions flow through our third party processor to Visa. These transactions are then automatically sent by Straight Through File Process (SFTP) directly into your third-party accounting software.

If a file is missing, empty or delayed, Scotiabank will work with Visa to confirm the issue. If it is found that the files have been sent successfully, you must discuss the concern with your accounting software vendor.

5. Are any forms required?

Yes. 

1. Scotiabank VCF Enrollment form (www.scotiabank.com) 
 i. Must be completed and signed.
 ii. Information required is to be obtained through your accounting software relationship manager.

Clients are advised to work with their third-party software vendor to assist in completing the form and obtaining the correct information. Once the form is completed, submit it to your Scotiabank relationship manager.

Note: Some vendors will require you to complete an additional form where the following information may be required:
 1. Bank ID: For CAD SVBC, 4994, for USD SVBC, 7994
 2. Processor ID: 8
 3. Company Number: 5 digits – Can be obtained by the Coordinator by contacting: 888-823-9657

6. Is there a cost for VCF?

Yes:
 1. One-time set up fee: $1,000
 2. Ongoing transaction fee: .35 cents/transaction

7. How long does VCF set up take?

1. Date feed – Enabled within 48 hours
2. File Testing – 7-10 Business days (dependent on software provider)

If applicable, Visa will then work with you and your third-party accounting software provider to test the transmission of files. 

Example:

 • Monday: Form completed (correctly), signed and submitted – before 3 p.m. EST (after 3 p.m. setup may be input next day)
 • Wednesday: VCF Feed enabled
 • Thursday: Feed is live
 • Friday - Friday: Testing begins 
 • Monday (following week): VCF is live and continues sending transactions

8. What software issues could I experience that require support?

The most common issues that can occur:
 • File Missing
 • File Empty
 • File Delay
 • Client did not pay for the software functionality 
 • Visa connectivity/port
 • Change in IP address

Note: The majority of issues can be dealt with by contacting your third-party accounting software relationship manager. Before speaking with this manager, ensure you have subscribed to the correct services the software offers as vendors sometimes offer many different modules that would require a subscription for the feed to be enabled.

9. How do I get support for common issues?

Speak with your third party accounting software relationship manager. Ensure you have opened a help desk ticket with your provider.

If your software provider was unable to address the issue, contact Scotiabank at 888-823-9657 for further investigation.

Note: VCF concerns can take up to 48 hours to reach a resolution. Our Contact Centre will investigate the issue and phone you back.

10. What are common maintenance issues?

Common issues include but not limited to:
 • Change in IP address
 • Change in PGP Key
 • Company name

To submit an issue, a SVBC VCF Enrolment form must be completed. Select “Maintenance” and provide the information required.

Submit the form to your Scotiabank Representative or Business Service Centre.