Business Online Banking Quick Users Guide

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1 Business Online Banking Quick Users Guide

2 Business Online Banking Quick Users Guide Table of Contents Overview 2 First Time Login 2 Security 4 Contact Points 4 Registering your Browser / Computer 5 Adding, Managing and Deleting Users Within Your Company 6 To Add a User 6 Termination of a User 11 Token Use / Approval 12 Wire Transfers 18 ACH 21 Initiating ACH Transactions 22 Transmit Your Own ACH File 23 Business Bill Pay 24 How to Edit User Permissions, Manage Payees, and Make Bill Payments 24 To Manage Payees 27 To Make a Payment 29 Support Resources 30 1

3 Business Online Banking Quick Users Guide Overview The purpose of this guide is to give you some quick tips to navigate the Cash Management functions of ANB Bank s Online Banking system. Tips on 1 st time Login o Secure Access Code delivery Security Contact information; Secure Access Codes; Registering your Computer Managing security rights of your users Token Use Mobile Approval Wire Transfers ACH Business Bill Pay First Time Login Enter your Login ID in the Login Box and Click on Log In: 2

4 Next, enter the last 4 digits of your Social Security Number; Click on Continue You will now be prompted to take a Secure Access Code to a contact point we have on file for you. Please select a contact point displayed and Click on Submit. Enter your Secure Access Code in the box displayed and click Submit. You will now be prompted to select a new password. If you want to use the same password you used at Capital West, you may do so as long as it meets the criteria displayed to you. 3

5 Security ANB Bank employs best practice multi-factor authentication to provide layers of security for the online banking system. Multi-factor authentication includes: Login ID and Password Optional Phishing Phrase, selected by the user Browser Registry Secure Access Code - required to access the system from an unregistered browser or for self-service password resets to an out of band contact point. (SAC delivery is to a phone Voice call or Text) Alerts to alert you when various security related events occur Token generating a one-time password for Wire and ACH Approval Most of these Security options can be managed under Settings > Security Settings shown below. Contact Points Update your Contact Points for Secure Access Code Delivery Go to Settings and Click on Security Settings 4

6 The more contact points you have, the more options you have to accept a Secure Access Code. Valid contact points are: Phone Numbers for a Voice Call; or a Phone Number for a Text message. Please Add as many as you wish. Registering your Browser / Computer The first time you log in to the system you will be required to take a Secure Access Code to a contact point we have on file for you. You may add additional contact points, instructions are shown above. The second time you log in, or any time you log in from a computer you have not registered in the online banking system, you will be prompted to select an access option: Activate your computer for later use (register your browser / computer) o Business users may register one browser. Give me one-time access only (do not activate this computer / register the browser) o Please note: this is the most secure method of access. o If you select this option, you will be required to take a Secure Access Code to a phone Contact Point at each login. 5

7 Adding, Managing and Deleting Users Within Your Company Each company s Security Administrator has the ability to set up, change and delete user rights for the company. To Add a User Once Logged into Online Banking, go to Settings > Manage Users Within the Manage Users, click on Add User 6

8 The Add User screen will come up; complete the form using the following criteria: First Name, Last Name and HOME PHONE This should be a number that can receive an incoming call directly, DO NOT use a switch board number. The number is used to send a 6 digit Secure Access code (SAC). Secure access codes allow your user access to the Online Banking system. After your employee has logged in successfully they will be able to set up other numbers within the system. LOGIN Please start all logins with an asterisk *(example *Rolanda) Warning please notate the login you have created as it can only be retrieved via ANB Bank staff once it has been submitted. PASSWORD This is the temporary password your employee will use to log in for first time access. Once in the system, they will be required to change their password. Please follow password requirements as indicated on the screen; however keep passwords simple as your user will be changing it an example might be a. Once completed Click OK 7

9 If you choose a user name that is already in use, you will get the following message: Once the User has been added, go to Settings > User Rights Use the drop down (shown below) to change users. Make sure you are on the correct user. IMPORTANT: Security Rights are different between the former Capital West system and the ANB Bank system. You may have more options to manage your user rights and thereby control risk. Please take time to verify or edit each USER s rights. 8

10 The first tab is Account access Set rights as needed. Deposit User can transfer into, but not out of, this account. This should be checked if you are doing Collections. View View only Withdrawal Money can be taken out for ACH, Wires, Payroll and Transfers between account The second tab is Transaction access you will only see the Types of transactions your company requested (this example shows all types) - set rights as needed. Draft - User can set up transactions only. Approve User can approve transaction. **User must obtain and register Token credentials** see separate instructions Cancel User can cancel drafted or approved transactions. Each user may be set up for all function or only some functions. For stronger internal security, companies may require 2 people involved in the draft and approve process: one to draft and one approve; however this is not required. View Online Activity This drop down lets the user see either everyone s activity or only their own activity that has been created in Online Banking. **Approvers must have ALL access** 9

11 The third tab is Limits access You will only see the limits for the types of transactions your company requested. These are the limits which were mutually agreed upon by your Banker and Company according to the agreement signed (this example shows all types). You may lower the limits for each user as needed or use the default set for your company - set rights as needed. Per Transaction, Day Month and Account are all Dollar amounts Per Day and Month these are the number of transactions allowed. The fourth tab is Other access this will allow you to give extended rights to another user if necessary and as needed 10

12 1. To Manage rights of all other users This is Supervisory Rights 2. To access payment templates for ACH, Wires and Payroll 3. To manage recipients people to whom you are sending ACH, WIRE or Payroll transactions. Once all input is complete click Submit at the bottom of the screen Termination of a User Should you need to delete a user: Go to - Settings > Manage Users Highlight the desired users click Delete. 11

13 Token Use / Approval For added security on high risk transactions, Wire Transfers and ACH Transactions, a one-time password from a separate Token must be used at the time the transaction is approved. Soft Tokens: For iphone and Droid Smartphone users, a free App can be downloaded to your smartphone. Hard Tokens: If you prefer to use a separate hard token, you may purchase one for $14 from ANB Bank. Please contact your Cash Management Banking Officer to obtain a hard token. To obtain a Token: See detailed instructions below. To Download a Token App - For any device (Phone or Tablet) other than an Apple Go to Google Play Store or whichever program you use to download Apps Search for VIP Access click install (Image 1); once installed you will see (Image 2) Image 1 Image 2 12

14 To Download an Apple App to an iphone or ipad Go to the Apple App Store Search for VIP Access click install (Image 1); once installed you will see (Image 2) Image 1 Image 2 Instructions on Token Activation: Soft Tokens: 1. If you are a Smart Phone (Droid or iphone) or ipad / Tablet user, you may download a Soft Token to be used on your device. 2. If you have not already done so, please download a Soft Token to your device using the instructions below. 3. After downloading your Soft Token, you will need to send the bank a secure message with the Credential ID from the Soft Token via the secure message system within our Online Banking System. 13

15 4. To send the secure message within Online Banking from the menu bar please: a. Select Service the Message click the New icon. b. In the To* box use the drop down to choose Token Credentials Add / Delete. c. In the subject line put Add Token Credentials. Within the body of the message, please include: a. Company Name b. Your Name c. Your User ID d. Your VIP Access Credential ID this is found in the APP on your Smart Phone or ipad. It starts with VSMT and has 8 digits for a total of 12 characters Hard Tokens: 1. If you obtained a hard token from the bank, you will need to send the bank your Credential ID via the secure message system within Online Banking. If you need a hard token, please contact your Cash Management Banking Officer. 2. After receipt of your hard token, please send the secure message within Online Banking from the menu bar: a. Select Services - then Messages - click the New icon. b. In the To* box - use the drop down to choose Token Credentials Add/Delete c. In the subject line put Add Token Credentials. Within the body of the message, please include: a. Company Name b. Your Name c. Your User ID d. Your VIP Access Credential ID this can be found on the back of your Symantec- VIP token. It will be the S/N: - it starts with AVT and has 9 digits for a total of 12 characters. For both Soft and Hard Token Registrations: You will receive a confirmation via Secure Message from us within our Online Banking system. Once you have received this Secure Message confirming that your Credentials have been received and added to your specific User ID, you then must use the Token (Soft or Hard) to approve all outgoing ACH, Wires and Payroll file. Instructions for approving transactions with tokens will be attached to your secure message confirmation. Token safekeeping is the responsibility of the token holder. If you have a soft token on your Smart Phone, ipad or Tablet, it is recommended you put a personal passcode on that phone or tablet. If you are using a hard token, when the token is not in your possession it should be locked in a secure location and should not be stored with your PC or laptop. 14

16 TOKEN APPROVAL to approve Wire Transfer and ACH transactions For Online Approval using a Token: Click on the Approve button The Enter Security Code box will appear. First Time approvers will be required to take 2 consecutive codes from their VIP App or Hard Token in order to activate their VIP credentials. There is a 30 second wait period between Codes. Once they have been activated, only one code will be required for approving transactions. You must enter both codes before clicking Send. 15

17 MOBILE APPROVAL You must be enrolled in Mobile (via Online Banking) to use this feature. From the ANB Bank Mobile App, go into Review Online Activity. Once in Online Activity, Filter by Status and Drafted. Tap on the Transaction which needs approving Status Drafted. Mobile Approval requires both the Mobile Access code AND the Token for approval. Tap in the Mobile access code area, the key pad will come up; enter your 4 digit Mobile access code that you set up in Online Banking. When the screen comes back with your entered Mobile code, click Approve. 16

18 1. First time approvers will get the dual screen 2. If you have already activated you will get the single screen 3. Enter your code from your Smart Phone, device or hard Token and click Submit Once the token has been entered correctly the transaction will show as authorized. 17

19 Wire Transfers Wire Transfers can be sent securely from the online banking system as either a one-time transaction or set to recur in the future. Recipients can be added in the system and used for either Wire Transfers or ACH Transactions. If you intend to send someone an ACH or Wire more than one time, it is best to build them as a Recipient first. You will input their account information one time and then be able to use it again in the future. To build a Recipient go to the Commercial Menu and select Recipients: From the Manage Recipients screen, click on Add Recipient 18

20 Complete the Recipient information 19

21 To initiate a wire transfer, go to the Commercial Menu and select Wire Transfer or International Wire. From the Wire Transfer screen, select either a Recipient you have built from the drop down list OR select No Recipient to enter a one-time Wire Transfer. After you complete the information, you can select a frequency for recurring or choose one-time. Then click on Submit. Upon approval, the approver will be required to use their Token per the instructions provided above. 20

22 ACH Various types of ACH Transactions can be sent securely from the online banking system as either a onetime transaction or as part of a Template / or Batch you build. Batches should be similar type payments, for instance Payroll. You may choose to have a Payroll Batch for your Hourly employees, versus another Payroll Batch for your Salary employees; or a Batch for different types of Payments or Collections you initiate, for instance: Collections for Monthly dues; Payments for Insurance Premiums or HSA Contributions. In addition, if you use your own software to create an ACH file, you can securely transmit that file through online banking. Instructions are shown below. ACH Definitions: Recipient: Refers to the party at the receiving end of the transaction. The recipient can receive either a debit item (Collection) or a credit item (Payroll, ACH Payment). Recipients can be used to send both ACH transactions as well as Wire transfers. You only need to build the recipient one time. ACH Type: ANB offers four ACH types: ACH Payments, EFTPS (Federal and State tax payments), Payroll and ACH Collections. Collections items bring funds into your account at ANB Bank. The other three types move money out of your ANB bank to someone else. Batch: A group of ACH recipients with something in common. Each batch must be of the same ACH type and all recipients within a batch must be processed on the same day. It is possible to associate a recipient with more than one batch. It is possible to generate transactions only to some of the members in a batch. Sample batch groupings are effective date (5 th, 10 th, 15 th ) Hourly vs Salary payroll, etc. Recipients can be added in the system and used for either Wire Transfers or ACH Transactions. If you intend to send someone an ACH or Wire more than one time, it is best to build them as a Recipient first. You will input their account information one time and then be able to use it again in the future. To build a Recipient, go to the Commercial Menu and select Recipients as shown above. 21

23 Initiating ACH Transactions To initiate an ACH transaction, after building the Recipient, select the type of ACH transaction you want to initiate from the ACH Payments Menu. After selecting the Type of ACH Payment, you can select: The Batch you want to use and the Pay From Subsidiary and Account. Then select the payments you want to initiate: Pay, Notify (if you want an notification sent to the recipient, and enter the Amount. Then Submit at the bottom of the page. Upon approval the approver will need to use their Token as described above. 22

24 Transmit Your Own ACH File To securely send us an ACH file created in your own software: After creating your ACH file, save it to your computer as you normally would. 1. Log in to online banking with your normal User ID 2. In the upper right quadrant, select the blue You have X New Messages hyperlink 3. Within the Secure Mailbox, select NEW 4. In the To drop down box, select ACH Send a-file 5. Enter your company name in the Subject line 6. Browse to your file location and attach your file to the secure message 7. Enter in the body of the message: The File s effective data The number of items in the file The total amount of the file Your name and 10 digit phone number 8. Click on Send 9. Fax a page to with the same information stated in # 7 above. Your file will be securely transmitted to us. We will confirm receipt by secure message to you, typically within 2 hours of you sending the file. Our ACH department closes at 5:00 PM, MT. Files received after 5:00 PM will not be processed that day. If at all possible, we would appreciate receiving your file no later than 4:30 PM or as early in the day as possible to assure we have time to process it. If you do not receive a reply from us, please call We require the fax explained in # 9 above to confirm the file you sent and alert us of your file transmission via second method of your file transmission. 23

25 Business Bill Pay How to Edit User Permissions, Manage Payees, and Make Bill Payments To Edit User permissions: Log in to your online banking and click on the Business Bill Pay Tab 24

26 Click on Options. Click on Manage Users. 25

27 Find the user you would like to change permissions for and click on Permission Settings. This page will display the user s current permissions for the Bill Pay system. To change these permissions you will need to click Edit User Permissions and then you will be able to change permissions using the tabs on the left hand side. 26

28 The Payments tab allows permissions associated with paying the bills for payees you have set up. These Options include: Choosing which Payees your user has access to Pay. Changing the dollar amount your user has authorization for to make payments. The ability to change which accounts they are able to pay bills from. The Payees tab allows you the ability to designate which users can add new or change existing Payees. The Options tab allows you to assign different miscellaneous options to your user such as: Update Company Info for the Bill Pay system Manage other Bill Pay users Manage Pay from accounts The Message Center allows your user to see messages that are sent from Ipay regarding the company s Bill Pay. The last tab, Approve Authority, allows your user to approve Bill Pay transactions. This gives you control if you only want a user to schedule payments and have another user such as a supervisor go in to approve these transactions. To Manage Payees After logging into online banking and clicking the Business Bill Pay tab, click on the Payees tab. 27

29 To add a new Payee, click on Add a Payee. Choose which type of Payee you would like to pay. This will also give you a brief description of each type to best fit your needs. By Clicking on the View Payees option you can manage your existing Payees. This will list all the Payees you have set up with the ability to edit their details, delete them, or take you to the payment portion to make a payment. 28

30 To Make a Payment Once you have logged into online banking and clicked on the Business Bill Pay tab, click Payments. From this screen you can select which type of payment you would like to do. You can set up a single payment or Recurring if you would like to pay them on a regular basis. You can also view the history of Bill payments here. 29

31 Support Resources Multiple support options are available to assist you in using the ANB Bank online banking system. Many of these options are found on the bank s website at System Demos Online Chat Customer Care Call Center - Call us at Contact Banking Officer at your local branch This Quick Reference Guide 30

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