Bank OnLine Commercial Administrator User s Guide

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1 Bank OnLine Commercial Administrator User s Guide Rev12-15

2 P.O. Box 6469 Corpus Christi, Texas Cash Management Support Team: (361) Sales Team: (361) Toll Free: (800) Customer Service Telephone: (361) Toll Free: (800) Fax: (361)

3 Bank OnLine Commercial Administrator User s Guide ADMINISTRATOR CAPABILITIES Assigning a Bank Online Administrator for your business is the best way to maintain control over your Bank Online users and their rights. Your Administrator will have the ability to: Create new users and additional Administrators for the company o Set up login IDs and initial passwords Control access to accounts that are set up under your company profile o Grant Deposit, View and Withdrawal access for each user on an account-by-account basis Assign transaction capabilities for users o Assign Per Transaction, Per Day, Per Month and Per Account/Per Day limits by user o Establish separate limits for each type of transaction Assign limits for each user Delete users Modify Statement Delivery Preferences The Administrator cannot: Reset a password for another user Enable a disabled user The bank must be contacted in these situations. (The Forgot Password? function may be helpful in resetting passwords, but if that does not resolve the problem, Customer Service will need to be contacted.) This Guide is designed to help you get off to a successful start as a Bank OnLine Administrator. Online help, including frequently asked questions, is also accessible from the Administrator screens. USER MANAGEMENT OVERVIEW Every User has an individual set of user rights including: Rights to create payments of specific transaction types Limits on the transactions the User can approve Rights to access specific accounts Rights to features in Bank OnLine and the Mobile Banking apps These rights control what each User can do. As a Bank OnLine Administrator, you establish these rights to give Users the permissions they need to perform their jobs - but only those permissions. The User Management page lists all of the account Users. You can view Users as cards in a grid or as a list. 3

4 If a User has been locked out of their account for some reason (such as exceeding the number of permitted invalid password attempts), their card will appear with a red bar at the top. A User who is locked out should contact American Bank Customer Service for assistance in unlocking their access. A Bank OnLine Administrator is not able to unlock a locked out User. A green bar at the top of a card indicates that the account is not locked and the User has access. Rights to Transaction Types The Overview tab on the User Policy page lists the rights and approval limits for each transaction type. 4

5 The Draft rights for each transaction type include the following: Icon Right Permission Draft Draft Restricted None - Create a draft - Create a template of the specified transaction type - Create a draft based on an assigned existing template, and change the amount, settlement date and description - Cannot create a draft - The transaction type does not appear in the New Payments list The Approve rights for each transaction type include the following: Icon Right Permission Approve Approve a draft None Cannot approve a draft The Cancel rights for each transaction type include the following: Icon Right Permission Cancel None Cancel an existing draft or an approved but unprocessed transaction Cannot cancel The View rights control which transactions are visible on the Payments page and the Activity Center page. The rights for each transaction include the following: Icon Right Permission View All Can view activity by all users View Own None Can view own activity. Cannot view activity by any other users Cannot view activity by any user 5

6 Other Services User rights also control access to other services that are not used in payments including the following: Type Check Reorder Stop Payment Transfer Permission Submit a request to repeat the most recent check order for an account that you specify Submit a stop payment request for one or more checks Transfer funds between accounts Limits on Transaction Approvals You can configure limits on the number and size of transactions that a User can approve. Approval limits apply to each User individually, and each transaction type has a separate limit. The Overview tab of the User Policy page lists the limits for each transaction type. User limits cannot be greater than the company limits set in our systems for your company. The following limits can be applied on each transaction type: Limit Per Transaction (Amount) Per Day (Amount) Per Month (Amount) Per Account Per Day (Amount) Per Day (Count) Per Month (Count) Per Account Per Day (Count) Limits approval by dollar amount, number of transactions, etc. Dollar amount for each transaction of the type Dollar amount per day for all transactions of the type Dollar amount per month for all transactions of the type Dollar amount per day for each account Number of transactions per day Number of transactions per month Number of transactions per day in each account Rights to Access Features The Features tab on the User Policy page lists the features assigned to a specific User including the following: Feature Name Manage Users Statement Image Mobile Capture Account Aggregation (Total Snapshot) Bill Pay Allows you to - Add and delete users - Edit transaction types, features, and accounts for any user - View statement images - Use the Mobile Banking apps to deposit checks (when available) - Link out to and utilize the account aggregation product, Total Snapshot - Link out to and utilize Bill Pay 6

7 Rights to Access Accounts The Accounts tab on the User Policy page lists the accounts that a User can access including the following: Right View Deposit Withdraw Permissions View balance and history for the account on the Home and Account Details pages Deposit funds into the account Withdraw funds from the account ADDING A USER A User who has the Manage Users feature assigned can create other Users. In the menu on the left side of the Bank OnLine Dashboard screen, click on Commercial and then Users. This will display the User Management screen. Click on Add User to access the New User screen. 7

8 Complete the information for the new User. All fields marked with an (*) are required. Click Save. Once you have saved the User s information, you will see the confirmation screen below. Click Close. Note: A user s profile cannot be edited by the Administrator once the record is saved. Users have the ability to change their own profile information and password, should they need or want to do so. MANAGING USER RIGHTS Important: Once a new user is added, you must assign rights to them. The new User will not have any account access or capabilities without this step. Under the menu on the left side of the Dashboard screen, click on Commercial and then Users. 8

9 Click on the Edit User icon ( ) for the User for whom you would like to establish (or edit) rights. The View User screen will display; click on Assign Rights. The User Policy screen will display. From this screen you can establish account access, transaction rights, limits for those transactions and other information. The rights will be effective the next time the User logs in to the system. Overview Tab The Overview tab allows the Administrator to establish or edit the User s limits, by transaction type. Limits cannot exceed the limits established by the customer. Options include transaction dollar limits, and Per Day, Per Month, and Per Account file and dollar limits. 9

10 Click on the transaction type where you would like to establish or edit rights. The Rights tab will appear. Click Enable to allow this User rights to the selected transaction type. To disable this transaction type for the User, slide the bar to the right, from Enable to Disable. If you enable this transaction type for the User, you will need to assign them Rights. Click the icons for Draft, Approve, Cancel, and View Online Activity as needed. To change rights already enabled for a User, click on the applicable icons. 10

11 Descriptions of the icons are listed below: Draft - Allows the User to create a draft transaction. In order to create a draft transaction on an account, the user must also have Withdrawal rights on the account. Approve - Allows the user to approve their own transactions. Cancel - Allows the user to cancel their own transactions. View Online Activity - Allows you to control the type transactions the User can view. 11

12 The Limits tab is used to establish or change quantity or dollar limits for financial transaction types that the User can approve. Click on the pencil icon next to the particular limit you would like to establish or edit. Then enter the limit s amount. Click the Overview tab to view all rights, Change to select another transaction type to configure or Save and then OK. Features Tab Use the Features tab on the User Policy screen to manage a User s access to templates, transactions, or other services within Bank OnLine. Click to select each feature you want to assign to the User. Once assigned, the feature will be highlighted in red. 12

13 Accounts Tab Use the Accounts tab on the User Policy screen to establish or change the accounts/account rights to which the User has access. For each account, click the icon in each of the View, Deposit and Withdraw columns to configure access, as appropriate. Click Save when complete. The account access rights options are defined below: Once you have edited all the rights for the user, click Save in the top right-hand corner of the User Policy screen. Once you have saved the User s rights, you will receive the confirmation screen below. Click Close. 13

14 DELETING AN EXISTING USER When you delete a User, you do not delete any existing transactions that the User drafted or approved, including recurring transactions. In the navigation menu on the left side of the Dashboard screen, click on Commercial. Then click on Users. Locate the User you wish to delete. Click on the pencil icon associated with that particular User. The View User screen will display. Click on Delete. 14

15 Once you have selected Delete, you will be prompted to confirm you want to delete the User. Click on Confirm. You will receive the following screen confirming the User was deleted. Click Close. Modifying Statement Delivery Preferences You can manage your statement delivery preferences from the navigation menu on the left of the screen by selecting Services > Statement Delivery. For eligible accounts, the Statement Delivery Preferences page will allow you to set up online delivery of account statements, change from one type of delivery to another (postal mail or online), or update addresses used for online delivery. All statement delivery defaults to Postal Mail. To change statements from mail to online delivery, simply select Online Delivery from the Delivery Preference drop-down box and complete the address information. You must provide a primary address in order to receive account statements online. You may assign up to two additional addresses per account. The mailing address associated with the statement will display to the right of the Delivery Preference drop-down box. Statements that are set to Online Delivery will not receive a printed statement at the physical address displayed. Once you have made your modifications, click or tap on the Save Preferences button in the upper right corner of the screen. 15

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