Online Banking Business Payments Guide

Transcription

1 Online Banking Business Payments Guide Version 6.3 3/2015 The Bank that Service Built Member FDIC

2 Table of Contents Benefits, Terms and Definitions... 4 Administration... 5 Adding A New Business User... 5 To Edit A Business User s Details... 6 To Reset A Business User s Password... 6 To View A Business User s Activity... 6 To Copy A Business User... 6 To Disable (re-enable) A Business User... 6 To Delete A Business User... 7 Editing Company Information... 7 To Edit Company Information... 7 To Add A Subsidiary... 7 To Edit A Subsidiary s Details... 8 To Delete A Subsidiary... 8 Creating Categories... 8 To Add A New Category... 8 To Edit A Category or View Existing Categories... 8 To Delete A Category... 8 Assigning Account Permissions... 9 Specifying Dual Authorization Limits... 9 System Time-Out... 9 Managing Transfers... 9 To Make A Transfer To Add A Deposit-Only Account External Accounts Payroll Creating Payroll Categories To Manually Add A Payee To Import A List Of Payees To Edit A Payee s Details To Delete A Payee To Send A Prenote Specifying Additional (Secondary) Accounts For Payees To Set Up An Additional Account For A Payee To Delete An Additional Account For A Payee Importing Payroll Transactions Page 1

3 Issuing Payroll To View Pending Payroll Transactions To Cancel Pending Payroll Transactions To Cancel A Pending Batch Of Payroll Transactions Viewing Transaction History ACH Payments Creating An ACH Payment Category Managing ACH Payees To Manually Add An ACH Payee To Edit An ACH Payee s Details To Send A Prenote To Delete An ACH Payee To Import A List Of ACH Payees Creating A Single ACH Payment Importing ACH Payments Creating Multiple ACH Payments To View Pending ACH Payments To Cancel Pending ACH Payments Viewing ACH Payments History ACH Receipts Creating An ACH Receipt Category Managing ACH Payors To Manually Add An ACH Payor To Import A List Of ACH Payors To Edit An ACH Payor s Details To Send A Prenote To Delete an ACH Payor Creating A Single ACH Receipt Importing ACH Receipts Creating Multiple ACH Receipts To View Pending ACH Receipts To Cancel Pending ACH Receipts Viewing ACH Payments History Collections Creating Collections Categories Managing Collections Payors To Manually Add A Collection Payor Page 2

4 To Import A List Of Collection Payors To Edit A Payor s Details To Send A Prenote To Delete An ACH Payor Importing Collection Transactions To Issue A Collection To View Pending Collections To Cancel Pending Collections To Cancel A Pending Batch Of Collection Transactions Viewing Collection History Viewing Prenote History Domestic Wire Transfer Requests Creating A Wire Transfer Category Managing Domestic Wire Transfer Payees To Manually Add Domestic Wire Transfer Beneficiaries To Import A List Of Domestic Wire Transfer Beneficiaries To Edit A Domestic Wire Transfer Beneficiary s Details To Delete A Domestic Wire Transfer Beneficiary Performing A Domestic Wire Transfer Request To Send Multiple Domestic Wire Transfer Requests To View Pending Wire Transfer Requests To Cancel Pending Wire Transfer Requests Viewing Domestic Wires History Re-Presenting Checks To Re-Present A Check To View Pending Re-Present Check Collections To Cancel Pending Re-Present Check Collections Viewing Re-Present Check History Authorizing Transactions Viewing Transactions Requiring Authorization Authorize Drafted Transactions Delete Drafted Transactions Sending A File Send A File Paying Bills Business Payments Customer Service Page 3

5 Benefits, Terms and Definitions The Merchants Business Online Banking Payment function allows a business user to create a wide variety of disbursement or collection payments for processing through the National Automated Clearing House Network (NACHA). Benefits Increase efficiency and reduce the costs associated with issuing, signing, balancing and storing paper checks. This low cost payment method can simplify account funding and increase the security associated with sending or receiving payments. And, most of all, you ll be meeting the expectations of your employees and customers who have come to rely on automated payment methods. Online Banking Business Apps Terms and Definitions You will notice the following Terms as you create Payments using Merchants Online Banking: Administration Enables a business customer to manage feature access and account rights to employees, to edit company information, and to set authorization limits. Pay Bills Enables a business customer to initiate payments to any domestic recipients. Payroll Enables a business customer to initiate batched ACH credit to employees. ACH Payments Enables a business customer to initiate ACH credits to domestic consumer or commercial recipients. ACH Receipts Enables a business customer to initiate ACH debits to domestic consumer or commercial recipients. Collections Enables a business customer to initiate batched ACH debits to multiple consumer recipients. Wire Transfer Requests Enables a business customer to initiate domestic wire transfer credits. Send A File Enables a business customer to send text files (e.g. ACH files) to the Bank through a secure electronic channel. Authorize Transactions Enables a business customer to allow dual control around payment and collection functions. Re-Present Check Enables a business customer to convert unpaid NSF checks to ACH debit items. Page 4

6 Administration Business Online Banking enables you to administer other business banking users and their level of system access. A user s entitlements determine the accounts and functions that they can access through the system. You can perform user-related tasks including: Adding a new business user Editing a business user s details Resetting a business user s password Disabling a business user Deleting a business user View Activity Reports Adding A New Business User 2. Click the Administration button 3. Click Add. The Business User Details screen will appear, as shown. 4. Enter the User s details and click Next 5. A username and generated password are displayed. You can override these default values if you wish. Click Submit to add the new user. 6. Select the base features to which the new user will have access and click Save a. View Statements will allow the user to view account statements online b. View Imaged Items will allow the user to view check images c. Stop Payment will allow the user to submit stop payment requests d. Represent Checks will allow the user to submit an NSF check as an ACH item for payment 7. In the Account Access section, select the accounts to which the business user will have access and click Add Account to User s Permission List. a. Helpful Hint: To request a Stop Payment, the user will have to have debit rights to the account. 8. Select whether the user can have view, withdrawal, or deposit rights for each account and click Save 9. For each of the features, select the relevant entitlements that the user can have a. Draft enables the user to create or draft a transaction b. Auth enables a user to authorize draft transactions. A transaction can only be sent once it has been authorized. c. Full enables a user to perform a transaction outright, without it going through the drafted or authorization stages. 10. Select the entitlements that the user should have for the different features. You can specify limits for the transactions where the user cannot draft, authorize or make outright payments in a given day (or week or month) greater than the amount specified in the limits. After you have finished setting the user entitlements, click Save. Page 5

7 a. Helpful Hint: Limits must be set at the entitlement level. For example, if you want to set a user s Draft authority to $1,000, then the $1,000 limit must be entered at the Draft level. Entering it at the Full level will not affect Draft level authorities. 11. Click Save NOTE: The asterisk (*) denotes required fields. To Edit A Business User s Details 2. Click the Administration button 3. To edit a user s details, click the User Name or Full Name links 4. Modify the relevant user details and entitlements, and click Save in the relevant sections To Reset A Business User s Password 2. Click the Administration button 3. To edit a user s details, click the User Name or Full Name links 4. Click Reset Internet Password 5. You may accept the system-generated password or select one of your own 6. Click Save To View A Business User s Activity 2. Click the Administration button 3. Click the Username or the Full Name link of the business user 4. Click View Activity Report. The Business User Activity Report screen is displayed a. Specify the following search criteria i. Activity Category the category under which the activity falls, for example, Transactions ii. Activity If any activity type category is selected from the list, the activities in the category are displayed for selection. For example, if the activity category is Transactions, an activity within that category can be Bill Payments. iii. Start Date the start date of the search iv. End Date the end date of the search 5. Click Search and the search results are displayed To Copy A Business User 2. Click the Administration button 3. Click the Username or the Full Name link of the business user 4. Click Copy the configuration settings of the business user are copied and the Business User Details Screen enables you to create a completely new business user based on the settings of the copied business user. 5. Click Next. A username and generated password are displayed. You can override these defaults if you wish. Click Submit to add the new user. To Disable (re-enable) A Business User Disabling a business user suspends the user s access to the Online Banking system while still keeping intact the user s information in the system database. 2. Click the Administration button 3. To edit a user s details, click the User Name or Full Name links 4. Click Disable Page 6

8 NOTE: To enable a business user s access, click Enable. To reset a password, click Reset Internet Password. To Delete A Business User Deleting a business user permanently removes the user from the system. 2. Click the Administration button 3. Click Manage Users. The Current Business User s Screen will be displayed. 4. Select the check box in front of the user to be deleted and click Delete 5. Click Delete to confirm deletion of the user NOTE: If you delete a Business User who set up information such as Payee s, deleting the business user will also delete this information so use caution when deleting Business users. Editing Company Information Business Online Banking enables you to specify company-related information, and to manage the different subsidiaries of the business. You can perform company-related tasks including: Editing company information Adding a subsidiary Editing a subsidiary s details Deleting a subsidiary To Edit Company Information 2. Click the Administration button 3. Click the Company Info tab 4. Click the Main Business Customer link 5. On the Business Customer Details screen you can modify the company details. a. Full Name The full name of the company b. Nickname A nickname for the company, if applicable c. Address The physical location of the company d. ACH Company Name The company name that should appear as the originating entry for all ACH items (including payroll, collections, ACH payments and ACH receipts) submitted on behalf of the company e. ACH Company Identification ICD Choose the appropriate value from the drop down f. ACH Company Identification Tax Identification Number g. IRS Tax ID The federal tax ID number of the company 6. Change the information as necessary and click Submit To Add A Subsidiary Subsidiaries are subdivisions of the company. It is possible to assign different values to subsidiaries from those of the main company. 2. Click the Administration button 3. Click the Company Info tab 4. Click Add Subsidiary 5. Specify the new subsidiary s contact details, tax information, and ACH name. Click Submit. 6. Click Confirm 7. The new subsidiary is added to the Company Info screen Page 7

9 To Edit A Subsidiary s Details 2. Click the Administration button 3. Click the Company Info tab 4. Click the link of the relevant subsidiary 5. Change the information as necessary, and click Submit 6. Click Confirm To Delete A Subsidiary 2. Click the Administration button 3. Click the Company Info tab 4. Select the check box of the subsidiary to be deleted, and click Delete 5. On the Delete Subsidiary Confirmation screen, click Delete Creating Categories Categories offer the ability for you to define recipient and payee lists to filter down the operations you need to perform repetitively. You can also use categories to restrict recipient and payee lists for specific users. For example, you may have created a weekly payees payroll and populated it with a number of payees. You can grant a user access to it without giving that user access to the payees on the monthly payees payroll. You can perform category-related tasks including: Adding a new category Editing a category Deleting a category To Add A New Category 2. Click the Categories tab 3. Click Add Category 4. On the Category Info screen, specify the category-related information a. Category Name A name for the category b. Category Type The payment type for which the category applies i. ACH Payment / Receipt ii. ACH Collection iii. Payroll iv. Wire c. Default Account The account used to pay or accept payments in the category d. Assign User The business users who can use the category 5. Click Save To Edit A Category or View Existing Categories 2. Click Categories 3. From the Category Type drop-down list select the appropriate category type 4. Click the link of the category you wish to edit 5. Change the information as necessary 6. Click Save To Delete A Category 2. Click Categories 3. From the Category Type drop-down list select the appropriate category type Page 8

10 4. Select the check box of the Category you wish to delete, and click Delete 5. Click Delete to remove the Category NOTE: If you have a need to assign a Payee or Payor to more than one Category you will need to create the Payee or Payor separately for each Category. For example, if you have an employee assigned to the Payroll category and you also need them assigned to a Payroll Bonus category, you will need to create the Payee (employee) for each category. Assigning Account Permissions Business Online Banking enables you to assign account permissions for each account. For example, you may assign one checking account Bill Pay permissions, and not allow Bill Pay access on a different checking account. 2. Click the Administration button 3. Click the Accounts tab 4. From the Accounts Permission screen select the functionality that can be performed on each account 5. Click Submit 6. The Confirm Account Entitlement screen is displayed 7. Click Confirm to submit the request NOTE: Any changes made on the Account Entitlements screen will take place the next time you login. Specifying Dual Authorization Limits Business Online Banking enables dual authorization to be performed. This means that two different users have to authorize a transaction before it can proceed. This applies when the transaction amount exceeds the dual authorization limit. 2. Click the Administration button 3. Click Authorization tab 4. Specify the necessary limits for each feature and click the checkbox next to the feature to enable dual authorization 5. Click Submit 6. Verify changes and click Confirm System Time-Out Business Online Banking security is set to time-out a user after 30 minutes of inactivity. Inactivity is defined as remaining on a single screen without submitting or saving information for more than 30 minutes. If you are entering information and the system times out the information you entered will be lost and you will need to reenter. If you know you are going to be away from your computer for an extended period, for your security, save your entries and logout of Online Banking. Managing Transfers Business Online Banking enables you to transfer funds from one of your online banking accounts to another. You can perform various transfer related tasks, including: Making a transfer Adding a deposit-only account Page 9

11 Viewing pending transfers Canceling pending transfers Viewing transaction history To Make A Transfer 2. Click the Transfers button 3. Provide the following Transfer details a. From Account the account from which to transfer funds b. To Account the account into which the funds must be transferred c. Amount the amount to be transferred d. Transfer Memo a text memo that will be stored in Transfer History (optional) e. Transfer Date the effective date of the transfer f. Frequency the frequency of this transfer i. One Time one time ii. Every Business Day every business day beginning with the initial transfer iii. Every Week weekly on the same day as the initial transfer iv. Every Two Weeks every 2 weeks (14 calendar days) beginning with the initial transfer v. Every Month monthly on the same day as the initial transfer vi. Every Last Day of the Month monthly on the last business day of the month vii. Every Two Months every two months from the initial transfer viii. Every Three Months every three months (quarterly) beginning with the initial transfer ix. Every Six Months Every six months (twice annually) beginning with the initial transfer x. Every Twelve Months Annual on the initial transfer date g. Number of Payments If a recurring frequency is selected, select whether a fixed or an unlimited number of transfers will be made, or whether the payment will end on a specific date 4. Click Submit 5. The Confirm Transfer screen is displayed 6. Click Confirm to submit the request 7. Your transfer request is sent and you are presented with a reference number To Add A Deposit-Only Account Business Online Banking allows you to create deposit-only accounts. Deposit-only accounts are owned by another person or business at Merchants Bank and you can only transfer money to these accounts. They are useful, for example, if you own more than one business. 2. Click the Transfers button 3. Click Set Up Accounts 4. Specify the deposit-only Account Number, Account Type and Account Nickname 5. Click Add 6. The Confirm Add of Deposit Only Account screen is displayed 7. Click Confirm to submit the request 8. See Assigning Account Permissions to entitle users and assign rights to the Deposit-Only account 9. The newly added deposit-only account is now listed on the Balances screen. NOTE: You will need to assign business user permissions to transfer to this account. You will not be able to view balances or account history, and no funds can be withdrawn from a deposit-only account. Page 10

12 External Accounts External accounts are no longer a function of Business Internet Banking. Refer to ACH Payments and/or ACH Receipts for options. Payroll Payroll is one of the standard elements of business operations and Business Online Banking enables you to directly deposit funds from the company to the employee s accounts. You can perform payroll-related tasks including: Creating payroll categories Managing payees Specify additional accounts Importing payroll transactions Issuing payroll Viewing pending transactions Canceling pending transactions Viewing transaction history Creating Payroll Categories Categories offer you the ability to define payee lists. Refer to the Creating Categories section of this User Guide. In this case, specify the category type as Payroll. Payees are the individuals to whom payments are made. Before you can issue a payroll, you need to add payees. You can add payees in one of two ways manually adding a payroll recipient, or importing a list of payees. To Manually Add A Payee 2. Click the Payroll button 3. Click Manage Payees 4. Click Add Payee 5. Input appropriate information in the name, address, account and payment information fields a. Category The category to which this payee belongs, for example weekly payroll or monthly payroll (optional) b. ABA Routing Number The routing number (ABA number) of the bank to which funds will be deposited c. Account Number The account to which funds will be deposited d. Account Type The payee s account type, for example, checking or savings e. Usual Amount The amount you usually pay this payee. This field is not required, but may be helpful if you deposit regular payment amounts for this payee. f. Send Prenote Select this option to send a prenote that tests the validity of the payroll payee s bank account number and ABA routing number 6. Click Save to complete the process 7. The new payee is displayed on the Manage Payroll Payees screen. To Import A List Of Payees If you have a large list of payroll recipients you can batch import the list of recipients into the payroll database. The import file will need to be either an ACH formatted file or a comma-delimited file. 2. Click the Payroll button 3. Click Manage Payees Page 11

13 4. Click Import Payroll Payees - On the Import Payroll Payees screen, specify whether you want to upload the list of payees or paste the contents of the payees list, and then provide the import parameters. a. Import Type Select whether the file will be uploaded or if the contents of the file will be pasted b. File The location of the file to be imported. c. File Type The type of file to be imported, ACH or Comma-Delimited d. Category The category to which the payees in the list belong, for example weekly payroll or monthly payroll. e. Payee Import Mode The import mode determines how data is to be imported into the database. i. Amend the entries in the import file are added to the payroll database as long as those entries are not duplicates ii. Append the entries in the import file are added to the payroll database without checking for duplication iii. Replace replaces a current category of payroll recipients with the recipients in the import file 5. If you are uploading a comma-delimited file, please refer to Step 1 on the Import Payroll Payees screen within Business Online Banking for formatting requirements. 6. Click Import File 7. On the Confirm Import Payroll Payees screen, click Confirm 8. The newly imported recipients are displayed on the Manage Payroll Payees screen. To Edit A Payee s Details 2. Click the Payroll button 3. Click Manage Payees 4. Click the Name link of the Payee to edit 5. Change the information as necessary 6. Click Save To Delete A Payee 2. Click the Payroll button 3. Click Manage Payees 4. Select the check box of the payee to be deleted and click Delete 5. Click Delete to confirm the removal of the payee To Send A Prenote 2. Click the Payroll button 3. Click Manage Payees 4. Select the check box next to the Payee of whom a prenote must be sent and click Send Prenote 5. Click Confirm to send the prenote. You will receive a reference number. Specifying Additional (Secondary) Accounts For Payees If required, an additional account can be set up if the recipient wishes a set dollar amount be deposited into that secondary account. The money owed to the recipient will be split accordingly between their primary and secondary accounts. To Set Up An Additional Account For A Payee 2. Click the Payroll button Page 12

14 3. Click Manage Payees 4. Click the Name link of the Payee for which the additional account is required 5. In the Additional Accounts section, click Add 6. Provide the necessary details for the additional account, including the routing number, account number, type of account, and the amount 7. Click Add Account To Delete An Additional Account For A Payee 2. Click the Payroll button 3. Click Manage Payees 4. Click the Name link of the Payee for which the additional account is being deleted 5. Select the check box of the additional account to be deleted, and click Delete 6. Click Delete to complete the deletion Importing Payroll Transactions Business Online Banking enables you to overwrite the existing usual payment amounts tied to the payroll recipients by importing data from your accounting software. Transaction imports are done when the payees have not changed, but the amounts the payees are to receive, has changed. In order to be properly imported, the names in the import file must be identical to the names of the existing payroll recipients. 2. Click the Payroll button 3. In the Payroll section, click Import Payroll Transactions a. Note: This file must be in a.csv format, not an.ach format. 4. Browse to the location of the import file and click Import File 5. On the Confirm Import ACH Payroll screen, click Confirm 6. You are returned to the Payroll screen and you can now issue your payroll Issuing Payroll After the Payees and Amounts have been configured, payroll can be issued. 2. Click the Payroll button 3. Specify the payroll-related details: a. From - The company or subsidiary from which the payment is made b. From Account The account from which payment is made c. Send Date - The date that Merchants Bank will begin to process the payroll items d. Effective Date -The date that recipients receive their payroll credits e. 1 Day / 2 Day Determines whether the effective date of payment is one or two business days after the requested send date f. Frequency - The frequency in which you d like this exact payroll file submitted g. Category The relevant payroll payee category (optional) 4. Select the check box of each recipient to be paid and ensure the amount is correct 5. Click Submit 6. Click Confirm to issue the payroll 7. You will receive reference numbers for each payroll that was submitted To View Pending Payroll Transactions 2. Click the Payroll button Page 13

15 3. Click the Pending Transactions tab. The Pending Payroll Transactions screen displays the pending payroll information. If required, you can Cancel a pending payroll transaction before it has posted. To Cancel Pending Payroll Transactions 2. Click the Payroll button 3. Click the Pending Transactions tab 4. Click the Batch link next to the relevant amount 5. Click Cancel Transaction 6. On the Confirm Cancellation of Transactions screen, click Cancel Transaction to proceed with the cancellation To Cancel A Pending Batch Of Payroll Transactions 2. Click the Payroll button 3. Click the Pending Transactions tab 4. Click the Cancel link for that specific batch 5. Click Cancel Batch Transaction to proceed with the cancellation Viewing Transaction History Business Online Banking enables you to view a history of previous payrolls. 2. Click the Payroll button 3. Click the Transaction Activity tab. A list of previous payroll transactions is displayed. As necessary, you may Filter your search criteria and click on the green check mark and click Apply 4. The Transaction History screen updates to show the relevant transactions based on your selection criteria. 5. You can print the list of transactions by clicking Print. 6. To export the transaction to a file, click Export To CSV. ACH Payments Companies require ways to send money electronically and ACH is a well-defined standard for fulfilling this requirement. ACH payments enable you to transfer funds to a pre-defined recipient list or to new recipients who possess accounts at other financial institutions. When approved by the Bank, a business can perform the following ACH payment-related transactions: Creating ACH payment categories Managing ACH payees Making a single payment Importing ACH payments Making ACH payments Viewing pending transactions Canceling pending transactions Viewing transaction activity NOTE: At this time, International ACH transactions are not supported through Online Banking. If you have a need to send an International ACH file, please contact your business banker or cash management specialist at Merchants Bank. Page 14

16 Creating An ACH Payment Category Categories offer the ability for you to define payee lists to filter down the operations you need to perform repetitively. Please refer to the Creating Categories section of the Guide. Managing ACH Payees Payees are the individuals to whom ACH payments are made. You can add ACH payees in one of two ways manually adding an ACH payee, or importing a list of ACH payees. To Manually Add An ACH Payee 2. Click the ACH Payments button 3. Click Manage ACH Payees 4. Click Add Payee 5. Input appropriate information in the name, address, account and payment information fields a. Category The category to which this payee belongs, if applicable b. Recipient Category This option is determined by the type of entity that the recipient is. Consumer recipients must receive PPD payments and businesses must receive CCD payments. c. ACH Addenda a text memo to accompany the ACH payment (this field is not required) d. ABA Routing Number The routing number (ABA number) of the bank to which funds will be deposited e. Account Number The account to which funds will be deposited f. Account Type The payee s account type, checking or savings g. Usual Amount The amount to be paid to the payee. h. Send Prenote Select this option to send a prenote that tests the validity of the payee s bank account number and ABA routing number 6. Click Save to complete the process 7. The new payee is displayed on the Manage ACH Payees screen. To Edit An ACH Payee s Details 2. Click the ACH Payments button 3. Click Manage ACH Payees 4. Click on the name of the ACH payee to edit 5. Update the details as required and click Save To Send A Prenote 2. Click the ACH Payments button 3. Click Manage ACH Payees 4. Select the check box of the ACH Payee to whom prenote must be sent and click Send Prenote 5. Click Confirm to send the prenote To Delete An ACH Payee 2. Click the ACH Payments button 3. Click Manage ACH Payees 4. Select the check box of the ACH Payee to be deleted and click Delete 5. Click Delete to confirm To Import A List Of ACH Payees If you have a large list of ACH recipients you can batch import the list of recipients into the database. The import file will need to be in an ACH formatted file or as a comma-delimited file. Page 15

17 2. Click the ACH Payments button 3. Click Manage ACH Payees 4. Click Import ACH Payees - On the Import ACH Payees screen, specify whether you want to upload the list of payees or paste the contents of the payees list, and then provide the import parameters. a. Import Type Select whether a file is to be uploaded or the contents of the file will be pasted b. File The location of the payee file c. File Type The type of file to be imported, ACH or Comma Separated d. Category The category to which the payees in the list belong, if applicable e. Payee Import Mode The import mode determines how data is to be imported into the database. i. Amend the entries in the import file are added to the ACH database as long as those entries are not duplicates ii. Append the entries in the import file are added to the ACH database without checking for duplication iii. Replace replaces a current category of ACH payees with the those in the import file 5. If you are uploading a comma-delimited file, please refer to Step 1 on the Import Payroll Payees screen within Business Online Banking for formatting requirements. 6. Click Import File 7. Click Confirm Load 8. The newly imported recipients are displayed on the Manage ACH Payees screen. Creating A Single ACH Payment Business Online Banking enables you to send a single ACH payment to a recipient. 2. Click the ACH Payments button 3. Click Single Payment tab 4. Specify the ACH Payment details: a. From the company or subsidiary the payment is made from b. From Account the account from which payment is made c. Company Entry Description put the description of the transaction in here d. Send Date the date the Bank begins to process the payment e. Effective Date the date the recipient receives the ACH credit f. 1 Day / 2 Day determines whether the effective date of payment is one or two business days after the requested send date g. Frequency the frequency of the payment h. Category the relevant ACH payment category i. To the ACH payee to whom payment is made if not already a payee, tab down to the Name field and fill in the details. Selecting an existing Payee will auto-fill their details. j. Total Amount put in the amount of the payment 5. Ensure the details are correct and click Submit 6. Click Confirm to submit the transaction 7. You will receive a reference number that the payment has been submitted. Importing ACH Payments You can overwrite the existing usual ACH payment amounts tied to the recipients by importing data from your accounting software. In order to be properly imported, the names in the import file must be identical to the names of the existing ACH payment recipients. Page 16

18 2. Click the ACH Payments button 3. Click Import ACH Payments a. Note: This file must be in a.csv format, not an.ach format. 4. Specify the location of the file and click Import File 5. Click Confirm 6. You will be returned to the ACH Payments screen where you can make multiple payments Creating Multiple ACH Payments Business Online Banking enables you to conveniently send ACH payments for multiple recipients. 2. Click the ACH Payments button 3. Specify the ACH Payment details: a. From the company or subsidiary the payment is made from b. From Account the account from which payment is made c. Company Entry Description put the description of the transaction in here d. Send Date the date the Bank begins to process the payment e. Effective Date the date the recipient receives the ACH credit f. 1 Day / 2 Day determines whether the effective date of payment is one or two business days after the requested send date g. Frequency the frequency of the payment h. Category the relevant ACH payment category 4. Select the check box of each ACH recipient to be paid and ensure the amounts are correct. Add an ACH Addendum, if necessary 5. Click Submit 6. Click Confirm to process the request 7. You will receive reference numbers for your transactions To View Pending ACH Payments 2. Click the ACH Payments button 3. Click the Pending Transactions tab To Cancel Pending ACH Payments 2. Click the ACH Payments button 3. Click the Pending Transactions tab 4. Click the Cancel link next to the relevant amount 5. Click Cancel Transaction to proceed with the cancellation Viewing ACH Payments History 2. Click the ACH Payments button 3. Click the Transaction Activity tab. A list of previous ACH Payments is displayed. You may Filter your search criteria and click on the green check mark and click Apply. 4. The Transaction History screen updates to show the relevant transactions based on your selection criteria. You can print the list of transactions by clicking Print. 5. To export the transaction to a file, click Export to CSV. Page 17

19 ACH Receipts Companies require ways to receive money electronically and ACH is a well-defined standard for fulfilling this requirement. ACH receipts can be used to collect funds owed by account holders at other financial institutions. With Business Online Banking, you can perform ACH receipts-related tasks Including: Creating ACH receipt categories Managing ACH payors Making a single receipt Importing ACH receipts Making multiple ACH receipts Viewing pending transactions Canceling pending transactions Viewing transaction history Creating An ACH Receipt Category Categories offer the ability for you to define payor lists to filter down the operations you need to perform repetitively. Please refer to the Creating Categories section of the Guide. Managing ACH Payors Payors are the individuals or companies from whom you wish to collect funds. You can add ACH payors in one of two ways manually adding an ACH payor, or importing a list of ACH payors. To Manually Add An ACH Payor 2. Click the ACH Receipts button 3. Click Manage ACH Payors 4. Click Add Payor 5. Input appropriate information in the name, address, account and payment information fields a. Category The category to which this payee belongs, if applicable b. Recipient Category This option is determined by the type of entity that the recipient is. Consumer recipients must receive PPD payments and businesses must receive CCD payments. c. ACH Addenda a text memo to accompany the ACH payment (this field is not required) d. ABA Routing Number The routing number (ABA number) of the bank to which funds will be deposited e. Account Number The account to which funds will be deposited f. Account Type The payee s account type, checking or savings g. Usual Amount The amount to be collected from this payor. h. Send Prenote Select this option and send a prenote that tests the validity of the payor s bank account number and ABA routing number. 6. Click Save to complete the process 7. The new payee is displayed on the Manage ACH Payors screen. To Import A List Of ACH Payors If you have a large list of ACH payors, you can batch import that list into the database. The list must either be an ACH formatted file, or a comma-delimited file with the relevant fields. 2. Click the ACH Receipts button 3. Click Manage ACH Payors Page 18

20 4. Click Import ACH Payors - On the Import ACH Payors screen, specify whether you want to upload the list of payees or paste the contents of the payees list, and then provide the import parameters. a. Import Type Select whether a file is to be uploaded or the contents of the file will be pasted b. File The location of the payor file c. File Type The type of file to be imported, ACH or Comma Separated d. Category The category to which the payees in the list belong, if applicable e. Payor Import Mode The import mode determines how data is to be imported into the database. i. Amend the entries in the import file are added to the ACH database as long as those entries are not duplicates ii. Append the entries in the import file are added to the ACH database without checking for duplication iii. Replace replaces a current category of ACH payees with the those in the import file 5. If you are uploading a comma-delimited file, please refer to Step 1 on the Import Payroll Payors screen within Business Online Banking for formatting requirements. 6. Click Import File 7. Click Confirm to confirm the import of your ACH Payors 8. The newly imported payors are displayed on the Manage ACH Payors screen. To Edit An ACH Payor s Details 2. Click the ACH Receipts button 3. Click Manage ACH Payors 4. Click the name link of the ACH Payor to edit 5. Update the details as required and click Save To Send A Prenote 2. Click the ACH Receipts button 3. Click Manage ACH Payors 4. Select the check box of the ACH Payors to whom a prenote must be sent and click Send Prenote 5. Click Confirm to send the prenote To Delete an ACH Payor 2. Click the ACH Receipts button 3. Click Manage ACH Payors 4. Select the check box of the ACH Payor to be deleted and click Delete 5. Click Delete to confirm Creating A Single ACH Receipt Business Online Banking enables you to send a single ACH receipt for debiting funds from a payor s account.. 2. Click the ACH Receipt button 3. Click Single Receipt tab 4. Specify the ACH Receipt details: a. To the company or subsidiary the payment is owed Page 19

21 b. To Account the account to which payment is made c. Company Entry Description put the description of the transaction in here d. Send Date the date the Bank begins to process the receipt e. Effective Date the date the recipient receives the ACH receipts f. 1 Day / 2 Day determines whether the effective date of payment is one or two business days after the requested send date g. Frequency the frequency of the receipt h. Category the relevant ACH receipt category i. From the ACH payee to whom payment is made if not already a payee, tab down to the Name field and fill in the details. Selecting an existing Payee will auto-fill their details. j. Total Amount put in the amount of the payments 5. Confirm the account to which payment will be made is correct and click Submit 6. Click Confirm to submit the transaction 7. You will receive a reference number that the receipt has been submitted Importing ACH Receipts You can overwrite the existing usual ACH receipts amounts tied to the payors by importing data from your accounting software. In order to be properly imported, the names in the import file must be identical to the names of the existing ACH payors. 2. Click the ACH Receipts button 3. Click Import ACH Receipts a. Note: This file must be in a.csv format, not an.ach format. 4. Specify the location of the file and click Import File 5. Click Confirm 6. You will be returned to the ACH Receipts screen where you can make multiple payments Creating Multiple ACH Receipts Business Online Banking enables you to conveniently make multiple ACH receipts. 2. Click the ACH Receipts button 3. Specify the ACH Receipt details: a. To the company or subsidiary the payment is owed b. To Account the account to which payment is made c. Company Entry Description put the description of the transaction in here d. Send Date the date the Bank begins to process the receipt e. Effective Date the date the recipient receives the ACH receipts f. 1 Day / 2 Day determines whether the effective date of payment is one or two business days after the requested send date g. Frequency the frequency of the receipt h. Category the relevant ACH receipt category 4. Select the check box of each ACH payor that owes payment and ensure the amounts are correct. Add an ACH Addendum, if necessary 5. Click Submit 6. Click Confirm 7. You will receive reference numbers for your transactions To View Pending ACH Receipts After submitting any ACH Receipt, you can view or cancel your pending transaction 2. Click the ACH Receipts button Page 20

22 3. Click the Pending Transactions tab To Cancel Pending ACH Receipts 2. Click the ACH Receipts button 3. Click the Pending Transactions tab 4. Click the Cancel link next to the relevant amount 5. Click Cancel Transaction to proceed with the cancellation Viewing ACH Receipts History Business Online Banking enables you to view a history of previous ACH Receipts. 2. Click the ACH Receipts button 3. Click the Transaction Activity tab. A list of previous ACH Receipts is displayed. You may Filter your search criteria and click on the green check mark and click Apply. 4. You can print the list of transactions by clicking Print. 5. To export the transaction to a file, click Export to CSV. Collections Collections enable you to setup debits for a pre-defined recipient list or to new recipients who have regular payments to make to your company. The ACH Receipts function creates an offsetting credit entry to your account for each Receipt, while Collections credit your account for the sum total of those debits. With Business Online Banking, you can perform collections-related tasks including: Creating collections categories Managing payors Importing collection transactions Issuing collections Viewing pending transactions Canceling pending transactions Viewing transaction history Creating Collections Categories Categories offer the ability for you to define payor lists to filter down the operations you need to perform repetitively. Please refer to the Creating Categories section of the Guide. Managing Collections Payors Payors are the individuals or companies from whom you wish to collect funds. You can add a payor in one of two ways manually adding a payor, or importing a list of payors. To Manually Add A Collection Payor 2. Click the Collections button 3. Click Manage Payors 4. Click Add Payor 5. Provide the Payor s contact details and the following payment details: a. Category The category to which this payor belongs, if applicable b. ABA Routing Number The routing number (ABA number) of the bank to which funds will be debited c. Account Number The account to which funds will be debited d. Account Type The payee s account type, for example, checking or savings Page 21

23 e. Usual Amount The amount to be collected from this payor f. Send Prenote Select this option and send a prenote that tests the validity of the payor s bank account number and ABA routing number. 6. Click Save to complete the process 7. The new payee is displayed on the Manage Collection Payors screen. To Import A List Of Collection Payors If you have a large list of collection payors, you can batch import that list into the database. The list must either be an ACH formatted file, or a comma-delimited file with the relevant fields. 2. Click the Collections button 3. Click Manage Payors o Click Import Collection Payors - On the Import Collection Payors screen, specify whether you want to upload the list of payees or paste the contents of the payees list, and then provide the import parameters. a. Import Type Select whether a file is to be uploaded or the contents of the file will be pasted a. File The location of the payor file b. File Type The type of file to be imported, ACH or Comma Separated c. Category The category to which the payees in the list belong, if applicable d. Payor Import Mode The import mode determines how data is to be imported into the database. i. Amend the entries in the import file are added to the ACH database as long as those entries are not duplicates ii. Append the entries in the import file are added to the ACH database without checking for duplication iii. Replace replaces a current category of ACH payees with the those in the import file 4. If you are uploading a comma-delimited file, please refer to Step 1 on the Import Collection Payors screen within Business Online Banking for formatting requirements. 5. Click Import File 6. On the Confirm Import Collection Payors screen, click Confirm 7. The newly imported recipients are displayed on the Manage Collection Payors screen. To Edit A Payor s Details 2. Click the Collections button 3. Click Manage Payors 4. Click the name link of the Payor to edit 5. Update the details as required and click Save To Send A Prenote 2. Click the Collections button 3. Click Manage Payors 4. Select the check box of the Payors to whom a prenote must be sent and click Send Prenote 5. Click Confirm to send the prenote To Delete An ACH Payor 2. Click the Collections button 3. Click Manage Payors Page 22

24 4. Select the check box of the Payor to be deleted and click Delete 5. Click Delete to confirm Importing Collection Transactions You can overwrite the existing usual collections amounts tied to the payors by importing data from your accounting software. In order to be properly imported, the names in the import file must be identical to the names of the collection payors.. 2. Click the Collections button 3. Click Import Collection Transactions a. Note: This file must be in a.csv format, not an.ach format. 4. Specify the location of the file and click Import File 5. Click Confirm 7. You will be returned to the Collections screen To Issue A Collection After the collection payors have been added, you can proceed to issuing the collection. 2. Click the Collections button 3. Specify the Collection-related details: a. To the company or subsidiary the payment is required b. To Account the account to which payment is made c. Company Entry Description enter the description of the transaction d. Send Date the date the Bank begins to process the collection e. Effective Date the date that you will receive the collection payments f. Frequency the frequency of the collection g. Category the relevant payor category 4. Select the check box of each relevant payor from whom you wish to collect funds 5. Click Submit 6. Click Confirm to issue the collection payment 7. You will receive confirmation numbers for your transactions To View Pending Collections 2. Click the Collections button 3. Click the Pending Transactions tab To Cancel Pending Collections 2. Click the Collections button 3. Click the Pending Transactions tab 4. Click the Batch link next to the relevant amount 5. Click Cancel Transaction to proceed with the cancellation To Cancel A Pending Batch Of Collection Transactions 2. Click the Collections button 3. Click the Pending Transactions tab 4. Click the Cancel link for that specific batch 5. Click Cancel Batch Transaction to proceed with the cancellation Page 23

25 Viewing Collection History Business Online Banking enables you to view a history of previous Collections. 2. Click the Collections button 3. Click the Transaction Activity tab. A list of previous Collections is displayed. You may Filter your search criteria and click on the green check mark and click Apply. 4. You can print the list of transactions by clicking Print. 5. To export the transaction to a file, click Export to CSV. Viewing Prenote History As described above, Business Online Banking allows an ACH Prenote to be sent to confirm account information prior to an actual ACH transaction being submitted. To view your Prenote history: 2. Click the Transaction Activity tab 3. Input the Search criteria (you may use the Filter function to narrow down the search) and click Submit. All your transaction history matching your search criteria, including Prenotes, will display. Domestic Wire Transfer Requests Business Online Banking enables you to place domestic wire transfers over the Internet. The recipient will receive the credit that same day as long as the domestic wire transfer request was placed in valid business hours, as disclosed on the domestic wire screen within Online Banking. You can perform the following domestic wire transfer tasks: Creating domestic wire categories Managing domestic wire payees Performing a domestic wire transfer request Viewing pending transactions Viewing transaction history Creating A Wire Transfer Category Categories offer the ability for you to define recipient and payor lists to filter down the operations you need to perform repetitively. Please refer to the Creating Categories section of the Guide. Managing Domestic Wire Transfer Payees You can add domestic wire transfer payees in one of two ways manually adding a payee, or importing a list of payees. To Manually Add Domestic Wire Transfer Beneficiaries 2. Click the Domestic Wire Transfers button 3. Click Manage Beneficiaries 4. Click Add Beneficiary 5. In the Add Domestic Wire Beneficiary section, provide the beneficiary s name and contact details, including bank details. Usually the Intermediary Information and Additional Information sections will be left blank. a. Category The category to which this beneficiary belongs, if applicable b. Funding Account The account to which funds will be debited against c. Usual Amount The amount to be paid to this beneficiary Page 24