Online Banking & User administration

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1 Online Banking & User administration Westpac Live helps you to tailor your Online Banking to suit the financial needs of your business. INTRODUCTION USER ADMINISTRATION FEATURES ACCOUNT ACCESS BILLING DETAILS Introduction Westpac Live is flexible online business banking that can be set up to reflect how your business is structured. To be able to manage your business banking in Westpac Live, you ll need at least one person in your business to act as an Administrator. Administrators perform a key role as they will be responsible for: How Westpac Live is set up. Who can access your Westpac Live banking and what tasks they can do. The amount of money that can be transacted in a day through payment limits. Setting the number of people required to approve payments and other tasks. Managing security devices. Most of the changes made by an Administrator can easily be made online, and will be available in your Westpac Live across desktop, mobile and tablet. If you don t currently have an Administrator, you ll need to complete the Administrator form* and take it to a branch. *Administrator form: 1

2 Before you get started There are some things to consider when setting up your business online banking in Westpac Live: Who can bank on behalf of your business and what you want them to see and do? People who can view accounts and perform tasks such as creating payments are known as Users in Westpac Live. If you want users to be able to move money out of your accounts they will need to be made Approvers. They will be able to approve their payments and those created by others. If they are also an Administrator they will be able to approve user administration tasks. You can also nominate a Senior Approver who can approve and complete a payment or task immediately, even if you usually need more than one person to approve it. You can control which accounts and features Users can see and use. Your Administrator can set up Users and Approvers in Westpac Live. A Senior Approver can be setup by completing the Add or remove a Senior Approver form*. How much can be spent per day through Westpac Live? You can set a Business Daily Limit the maximum payment amount your business can make from Westpac Live on any day. Set a Daily Payment Limit for each person that transacts on behalf of your business. Do you want tasks in Westpac Live to be checked and approved by other people? You have complete control over which features are available in Westpac Live. Choose to set-up step-by-step approval workflows for banking tasks, such as payments where you need multiple people to approve them. Do you need to restrict access to certain accounts? You can specify the type of access all your users can have for an account and control whether they can make payments from it. Setup 3rd Party access to other Westpac accounts so they are visible in your Westpac Live. * Nominate a Senior Approver: 2

3 Which account do you want to be billed and are your contact details are up to date? Tell us who to contact about your banking, if required. Specify your billing account for any fees. 3

4 User administration User administration is where you access everything you need to manage your banking in Westpac Live. Don t have a security device? You ll need to be registered for a security device such as Westpac Protect TM SMS Code or have a SecurID token to access this area of Westpac Live. Sign in to Westpac Live and go to Services & Preferences > Preferences > Security to register for a security device 4

5 Add a new user Add new users to Westpac Live in a few easy steps. They can start banking online in minutes, even if they aren t already a Westpac customer. To get started, select the Add user button on the User administration screen. 5

6 TIP New Westpac customers who you add will be able to see your accounts and create payments but they won t be able to approve payments until they are identified in person at a Westpac Branch. Existing Westpac customers, previously identified in-branch, will have access to accounts and have the ability to approve payments straight away (if you grant them permission). Choose the accounts this person can access 6

7 TIP Specifying the same account access as another user is a fast and easy option if the new user is replacing someone who has left the business. Once the new user has been set up, remember to delete the user that has left. Choose the User permissions and specify what this person can do, how much they can spend and their security levels. 7

8 TIP For added security, specify a Daily Payment Limit amount for each user responsible for approving payments. The Daily Payment Limit is the maximum payment amount for: Pay Anyone payments Same day (RTGS) payments International Payments Bank Cheque requests Restricted BPAY biller payments (BPAY billers to whom funds are released immediately) Depending on the individual Daily Payment Limit that you assign to each user, you can allocate either an SMS Code or SecurID token to that user so that they can confirm transactions. You also have the ability to order additional tokens or re-allocate any that you already have. Download and print a detailed guide to limits* for easy reference whilst you perform your banking tasks. * How-to guides: 8

9 Proceed to the next step Once you succesfully submit the details to add a new user, you will be presented with the following response. Continue with this step to request the sign-in details for a new Westpac customer. A temporary password will be sent to them straight away. Remember, new users who have not previously been identified at a branch will be able to sign-in to Westpac Live, view accounts and create, but not approve payments. At this stage you can print the identification letter, to take to the branch to be identified if you need them to be an Approver. To delegate the user as an Administrator or a Senior Approver, print and complete the relevant form available on this screen and take it to a branch. 9

10 Manage, edit or remove existing users Users are listed in the User administration screen. You can see their roles, how much they can spend, their security set-up and status. Click on their name to: Manage the accounts they can view. Manage their Daily Payment Limit. Manage the tasks that they can do. Update their roles - Approver, Administrator or Senior Approver. Manage their security devices. Select the drop down to: Suspend, unsuspend or remove users from your banking. 10

11 Manage features and approval settings View and manage which features will be available to assign to users and how many people will be needed to approve a task before it can be completed. To do so choose Permissions and approvals from the More features drop down menu. Enable or disable features Features such as Payments can be disabled for everyone. Where this is the case, the feature will not be available to new or existing users. Enable and manage approval workflow Certain tasks in Westpac Live require approval. You can delegate 1, or up to 4 users to be approvers of a task. Once all approvals have been provided the task will be processed. Bear in mind that users set up as Senior Approvers, are able to override the approval workflow for all tasks including payments but not including Administrator tasks. 11

12 TIP In Westpac Live both accounts and features may require a number of people to approve payment or administration tasks before they can be processed. Account level approvals are set up when the account is created and will be respected in Westpac Live. Where you have also set up a feature in Westpac Live, such as Pay Anyone payments to require approvals, the number of approvals will be governed by whichever is higher. For example: An account you are making a payment from requires 2 people to approve it, but you have set Pay Anyone payments to require one approval in Westpac Live. In this instance the payment will require 2 approvals before it can be processed. Payment cut-off times Payments scheduled for a future date that require multiple approvals, will need all approvals processed by 12pm (AEST), on the date the payment has been scheduled for. Where approvals are outstanding for a payment at this time, the payment will need to be recreated. 12

13 Managing account access Westpac Live allows you to easily see which of your business accounts your users have been given access to. Furthermore, you can specify whether users have view-only access or additionally, the ability to transact from an account. The Access level allows you to set the permissions for all users of your business banking in relation to each account: No Access means that users cannot be assigned this account to view or access. Non-value means that users are able to do certain things such as viewing details including account balance, transaction details, statements and voucher images. Value means that users are able to view, create and make payments. 13

14 Adding a third party Westpac account Third party access allows visibility of another businesses accounts or can allow a business to see another individual customer s accounts. Third party access may be useful in the following scenarios: One company may need to give another company access to its accounts. Multiple entities may need all accounts to appear under one network. Owners or Directors of a business may need their personal accounts to be available in the network. Third Party access set-up requires the account owners to have their signatures witnessed on the Third Party Access Authority form* in-branch. * Third Party Access Authority form: 14

15 Setting contact & billing account details To help us stay in touch, please make sure that your business contact details are up to date. If you need to manage your billing account for Westpac Live, you can do this from Contact and billing details in More features. A billing account is the account from which all Westpac Online fees and charges are debited. Things you should know BPAY is a registered trademark of BPAY Pty Ltd ABN SecurID is a registered trademark of EMC Corporation. Read the Online Banking Terms and Conditions at westpac.com.au before making a decision and consider whether the product is appropriate for you. Transaction fees may apply. Westpac Banking Corporation ABN AFSL and Australian Credit License