Business Internet Banking

Transcription

1 Business Internet Banking user guide COMMERCIAL BANKING Business Internet Banking / USER GUIDE 1

2 Dear Customer, Thank you for choosing Business Internet Banking (BIB) from HSBC to conduct your business banking online. BIB is a safe and a secure service that will allow you to bank with us from anywhere at anytime. You will enjoy a lot of benefits including the advantage of saving 25% of transaction charges when you choose to bank with us through BIB. In this user guide, you will find useful information on BIB, new features and a step by step guide on how to set up and start banking with us online. We hope this guide will be of great help to allow you unleash the advantages of BIB by optimizing it to match the key policies and procedures within your company. In case you need any help or additional information on BIB, our dedicated helpline will be more than happy to assist you, please call us on (from within UAE) or (from outside UAE) or visit us at Should you have any comments or feedback on this guide or BIB, please feel free to let us know. Best Regards, HSBC Bank Middle East Limited Table of Contents I. Introduction 4 II. Features, Functionalities and Benefits of BIB 4 III. Key concepts of BIB. 5 a. Accounts Accessible on BIB 5 b. Primary Users and Secondary users 6 c. Daily Transaction Limits 7 d. Admin Control - Single Authorisation and Dual Authorisation 7 e. Account Control: Signature Groups and Transaction Authorisation matrix 8 IV. Getting Started 11 a. Online Registration 11 b. First time Logon 15 V. Mandatory Steps for Primary Users 19 a. Change Signature Group 19 b. Account Control 20 VI. Secondary Users 23 a. Create Secondary Users 23 b. Delete existing Secondary user 26 c. Modify profile of existing Secondary user 28 VII. Authorisation (for Dual Admin control only) 35 a. Authorisation for Adding, Deleting or Amending Secondary user 35 b. Authorisation for Financial Transactions 39 2 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 3

3 I. Introduction Business Internet Banking is designed to offer you more control of your finances and an easy way of managing your business banking accounts from anywhere in the world. Business Internet Banking combines the speed, ease and convenience of conducting your business transactions online with powerful security, giving you peace of mind. Supported Operating Systems/ Browser Versions Operating System Windows 98 Windows 2000 (SP4) Windows XP (SP2) II. Features, Functionalities and Benefits of BIB Browser IE 5.5 (SP2) IE 5.01 (SP4) IE 6.0 (SP2) Windows XP (SP2) Firefox Windows XP (SP2) Netscape 7.2 MAC OSX Firefox 1.01 MAC OSX Netscape 7.2 Business Internet Banking offers convenience and enhanced services that are simple and straightforward to use, providing you with more functionality to conduct your banking transactions. Here are some of the features you will enjoy while using the service: Online enquiry: Online information about all your accounts and transactions. You can also get rate information on Foreign exchange and Term deposits. This includes search functionality, by which you can search transactions up to 90 days old Placement of Term Deposits: You can place Term Deposits online using real time information on account balances Transfer between HSBC UAE accounts: Immediate fund transfer between your own accounts or to any third party accounts within HSBC branches in the UAE Overseas and local Payments: Telegraphic Transfers and Demand Drafts for overseas and local payments. (Enjoy 25% discount for Telegraphic transfers as compared to over-the-counter transactions). Demand Drafts can be delivered to the beneficiary in the address (whether local or international) provided by you Cashier s Orders for local payments: Delivered to the beneficiary or to any HSBC branch of your choice Utility Bill Payments: Allows you to pay all your utility bills online Standing Instructions: You can set up regular standing instruction for your regular payments in a easy and flexible manner Payment templates: You don t have to re-enter information on your regular payments every time. You can choose to save your payment details as a template and retrieve it any time to make your payment with minimum clicks Statement Information Download: This allows you to download and save your statement info in a variety of formats including common spread sheets and text Security: We offer you the benefits of two factor authentication using a combination of One time password tokens and security questions Add Users: You can add new users and assign user rights to them by yourself without approaching the bank. (See section on Key Concepts) Dual Authorisation: You can control any changes by implementing dual authorisation, and eliminate any unauthorised access or change (See section on Key Concepts) Payment Authorisation Matrix: You can define payment authorisation rights and limits based on amounts and who makes the payment by choosing any of the authorisation matrix we provide (See section on Key Concepts) III. Key concepts of BIB. To understand the opportunities in using BIB as well as its flexibility, it is important to understand the following key concepts of BIB. a. Accounts Accessible on BIB A company can specify the list of its accounts that it wants to access BIB. For example if a company has three accounts-a, B & C, it can specify that it only wants to access A & B through BIB. In this case account C cannot be viewed or accessed through BIB. When a company chooses to access its accounts through BIB, all these chosen accounts would be seen by all the Primary users of the company. In the example given above, account A and B would be seen by all Primary users of the company. The company has the right to specify the accounts to be made available through BIB at the time of registration. It can also change the list of accounts (add or delete any account) any time after registration by applying in the specified form at the branch. 4 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 5

4 b. Primary Users and Secondary users There are two types of users in Business Internet Banking Primary and Secondary. Primary Users have the highest authority levels. The authorised signatories of the company define the authority of the Primary user at the time of enrolling for the service. Primary user/s in turn have the authority to create Secondary user/s with specific access rights and limits. Whether one Primary user can create a Secondary user by himself, or whether the creation of a Secondary user needs to be approved by another Primary user (dual authorisation- for better control) can be specified by the company at the time of registration for BIB (See section d. Admin control, page 7). The company can also set daily transaction limits for each primary user for each type of payment. There are three types of payment- Transfer to third parties, Transfer to own account and Bill Payments. There can be multiple primary and secondary users. The following table gives you an overview of the differences between primary and secondary users: Services Administrative Entitlements Create / Authorise New User (including defining transaction limits) Assign / modify / Authorise Account Control (including authorisation limits per signature group per account) Modify / Authorise modification of existing User profile (including modifying transactions limits) Primary User Secondary User View Activity Log of all users Optional Non Administrative Entitlements View Account Balance and transaction History Pay / Authorise Bill Payments Make / Authorise Transfer transactions Rate enquiry Statement and Advices View Activity log (self) View profile (self including Transaction Limits, Signature Groups etc) Apply for Business Telephone banking - Available, Not Available * All services above are available to the user only if these services are applied for. c. Daily Transaction Limits There are three type of payments that can be made through BIB. These three types are Transfer to third parties, Transfer to own account and Bill Payments. A daily transaction limit can be set on each type of payment, and these limits can be set on a three level hierarchy. The three levels hierarchy of daily transaction limits. a. Corporate Transaction limit: This defines the maximum amount that the company allows to be paid daily for each type of transaction. This is specified in the application form at the time of registration. Should the company need to amend this limit (increase or decrease) any time later, it can done so by applying in the specified form at the branch. b. Daily Transactions limit for Primary users: This defines the maximum daily amount that each primary user is allowed to use, for each type of transaction. This is a subset of the corporate limit. Primary users can make transactions only within this limit, the total of all primary users should be within the corporate limit. Should the company need to increase this limit any time later, it can done so by applying in the specified form at the branch, however this limit cannot exceed the company daily limit. PU s can decrease the limit anytime online. c. Daily Transaction limit for Secondary Users: These daily transaction limits are assigned by the Primary user. This is a subset of the daily transaction limit of the Primary user. The secondary user cannot exceed the limit set by the Primary user, and the total of transactions done by all users cannot exceed the daily transaction limit of that Company. Should there be any need to amend this limit (increase or decrease) for Secondary user any time later, it can done so by the Primary user himself or by a combination of two Primary users (see section d. on Dual Admin Control) without approaching the bank. d. Admin Control -Single Authorisation and Dual Authorisation Admin Control is only applicable to Primary Users for managing all administrative entitlements. The company can choose from two type of Admin control a. Single Admin Control Only one Primary User is required to create a Secondary user or to make a change in the administrative entitlements available to the secondary users. E.g.: One Primary User creates a new Secondary User, then this Secondary User is created in the system immediately without any need for a second Primary User to authorise the new user creation. Similarly if the limit of an existing Secondary user is modified by one Primary User, the modified limit of the user will come into effect 6 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 7

5 immediately without requiring any authorisation by a second Primary User. If at a late date the company wishes to change to Dual Admin, it can do so by applying in the specified form at the branches. b. Dual Admin Control Two Primary Users are required to create a Secondary user or to make a change in the administrative entitlements available to Secondary users. E.g.: One Primary User creates a new Secondary User, however the Secondary User is created in the system only after the second Primary User authorises the creation. Similarly if the limit of an existing Secondary user is modified by one Primary User, the modified limit of the user will come into effect only after this change is authorised by a second Primary User. Once a customer chooses Dual Admin, this customer will not be allowed to revert back to Single Admin at a later stage. e. Account Control :Signature Groups and Transaction Authorisation matrix A user can be classified into three signatory classification, namely A, B and I. These three signatory classification can in turn be divided into two signature groups, based on their privileges. Signature group A and B would have Transaction and View rights. Signature Group I would have Input and View rights only, and no transaction rights. They can however create a transaction, which then needs to be authorised by a user from Signature Group A or Signature Group B (depending on the Account Control set up for your company). Once the users are classified into A, B or I, the company can choose from the following authorisation matrix. There are 3 types of Authorisation Matrices. Simple Authorisation Matrix: Any One User (from Group A or Group B) individually can authorise a financial Transaction. E.g. A, B Dual One Group Authorisation Matrix: Users, either individually or jointly, from Group A only can authorise the transaction. E.g. A, A+A. Dual Two Group Authorisation Matrix: Users, either individually or jointly, from Group A and/or Group B can authorise the transaction. E.g. A, B, A+A, B+B, A+B. The following example shows how the Signature Groups can be used: Assume Company X has 4 users with the following limits for transfer transactions: Step 1 Assign Signature Groups and Limits to each user User Signature Group Inter A/c Transfer Limit Michael A AED 100,000 Paul A AED 200,000 Luke B AED 300,000 Mark B AED 400,000 Step 2 Assume the following Account Control (Dual Two Group) is set up for Account 1 All Transaction Limits (other than Linked a/c Transfers & Deposits) (AED) Signature Group Linked a/c Transfers & Deposits (AED) AED 100,000 A AED 100,000 AED 300,000 B AED 300,000 AED 400,000 AB AED 400,000 AED 200,000 AA AED 200,000 AED 400,000 BB AED 400,000 8 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 9

6 Based on the above example any transaction in this account will need to adhere to the above set rules. A few transaction scenarios are given below: Transaction Amount (AED) Signature Group AED 100,000 1.A 2.B AED 150,000 1.B 2.AB 3.AA User 1.Michael/Paul 2.Luke/Mark 1.Luke/Mark 2. Paul & Luke/ or Paul & Mark 3. N/A Comments Any user can individually do this transaction. Since Michael s daily limit is 100,000 he will not be able to authorise a transaction above his daily limit. AED 550,000 N.A. N.A. None of the user limits are high enough to authorise this transaction. Further no Signature Group is defined to approve a transaction higher than AED This transaction will not be completed. IV. Getting Started All users need three components to be able to register for BIB. They are a) Tokens. b) Personal Identification Number (PIN/Password). c) Electronic Banking Number (EBN). The above three components will be distributed to you in the following way i) For Primary user: Token will be delivered from the branch at the time of application. PIN/ Password and EBN number will be delivered to you by Post at the registered address of the company. ii) For Secondary user: The PIN/Password will be send to you by the bank in the registered address of the company. Once you receive your PIN/ Password you can collect your token and EBN from the Primary user. Once you get all three components you will have to do a one time registration online, before you can log on. a. Online Registration This is a one time process to be completed before the first log-on. 1. Go to and click on the Register button at the top of the page. Please note: For all types of financial transactions (including future dated transactions) the User Daily Limit is reduced by the transaction amount immediately. Tips for matrix set-up: The transaction limit set-up for Signature Group A must be lower than the limit for A+B and A+A. The transaction limit set-up for Signature Group B must be lower than the limit for A+B and B+B. There is no hierarchy between the Signature Groups A and B, and the transaction limit set-up for Signature Group A can be higher than the limit for B or vice versa 10 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 11

7 2. Select Business Internet Banking and enter your Business Internet Banking ID/ Electronic Banking Number (EBN) and the PIN/ Password provided by the Bank. 3. Enter a new user name (The user name that you have chosen here will be your permanent Internet Banking ID, which you need to remember each time you log-on Internet Banking) 4. Select a memorable question and answer (The memorable answer you have created here will be asked each time you log-on to Internet Banking) 12 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 13

8 5. Set-up Security questions and answers. (This information will help you to re-set your log-on credentials, if you have forgotten your log-on credentials at a later date). This completes the one-time registration process for first-time users. 6. Read and Accept the Terms & Conditions b. First time Logon 1. Click on the LOGON Button 2. Enter your user name / Internet Banking ID - Created by you during the registration (Ref. page 13 section 3) 14 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 15

9 3. Enter the answer to your memorable question (Ref. page 13 section 4). 4. Enter 10-digit serial number that is located on the back of your security token and the 6-digit security code generated from your token. 16 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 17

10 5. This completes the Logon process and you will now have entered your Business Internet Banking Session. V. Mandatory Steps for Primary Users After the first logon, Primary Users must complete the following two steps: a. Change Signature Group By default, all Primary Users are defaulted to Signature Group I. Any Primary User can update Signature Group of any user to A or B, as required. 18 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 19

11 b. Account Control In order to transact on Business Internet Banking, a Primary User will have to perform Account control under the Access & Security menu, to set up the necessary limits (by signature group and account). Dual One Group Authorisation Matrix: Users, either individually or jointly, from Group A only can authorise the transaction. E.g. A, A+A Account Control will only need to be done one time. If Single Admin Control has been selected, only one Primary user will have to set up the Account Control. In the case of Dual Admin, one Primary User has to set up Account Control and the other Primary User has to approve. Account Control will only need to be used again if there are new accounts added. Depending on the Authorisation matrix (set by the Bank, based on the application form submitted) the relevant Signature Groups will be shown in the Account Control Screen. There are 3 types of Authorisation Matrices, these are: Simple Authorisation Matrix - Any One User (from Group A or Group B) individually can authorise a financial Transaction. E.g. A, B 20 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 21

12 Dual Two Group Authorisation Matrix: Users, either individually or jointly, from Group A and/or Group B can authorise the transaction. E.g. A, B, A+A, B+B, A+B. VI. Secondary Users a. Create Secondary Users Primary users can create Secondary users online through the Create New User option under the Access and Security menu. Step 1 - Create New User 1. Enter the Secondary Users details Step 2 Select Accounts Select the accounts that the Secondary user can access 22 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 23

13 Step 3 Select Services Select the services that the Secondary User can use The new user s Electronic Banking Number will appear on the acknowledgement page online once a user has been created. The new user created online will be sent an Internet Banking PIN / Password to his company address. The Security Token would have already been handed to the Primary user at the time of application. The new user will now have to follow the Registration and Logon steps as detailed in the previous sections. Please note: Creation of a new user is an admin related task and would need authorisation if you have selected Dual Admin Control as explained in the Admin Control section under Key Concepts. For details on how to authorise this transaction refer to section VII. Step 4 Signature Group Assign Signature group and Daily User limits 24 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 25

14 b. Delete existing Secondary user Go to Existing user under Access and Security menu. 2. Click on delete at the right hand bottom corner of the page 1. Click on the existing Secondary user you wish to delete. Please note: Deletion of an existing Secondary user is an admin related task and would need authorisation if you have selected Dual Admin Control as explained in the Admin Control section under Key Concepts. For details on how to authorise this transaction refer to section VII. 26 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 27

15 c. Modify profile of existing Secondary user Go to Existing user under Access and Security menu. 2. Click on the Change button at the right hand bottom corner of the page. 1. Click on the existing Secondary user whose profile you wish to modify. 28 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 29

16 3. The next screen allows you to modify the list of accounts and services that the secondary users can access. Once you have made the changes required (or if you have nothing to change in this page) click on the Proceed button at the right hand bottom corner of the page. 4. The next page allows you change the signature group and daily transaction limits of the secondary user. Make the necessary changes required click on Proceed at the right hand bottom corner of the page. If you wish to go back to the previous page now and make any changes, click on Change. 30 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 31

17 5. The next page shows you the new profile of the user and asks you to confirm the changes. Once you review the details, click on the Confirm button at the right hand bottom corner. 6. On the next page you need to authorise the change by entering the number displayed on the token in the given space and click Confirm. 32 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 33

18 7. The acknowledgement page appears. VII. Authorisation (for Dual Admin control only) This section applies only to customers who have selected Dual Admin control. In this scenario the creation a new Secondary user, or any amendment in the user profile of an existing Secondary users, have to initiated by one Primary user and authorised by another Primary user, for the changes to take place. Section VI explains how these requests can be initiated by a Primary user. Once a Primary user initiates the requests, a different Primary user can log on and authorise the transaction as shown below. a. Authorisation for Adding, Deleting or Amending Secondary user 1. Go to Authorisation, then Access and Security. This will show you a list of pending transaction awaiting authorisation. Please note: Modifying the profile of an existing secondary user is an admin related task and would need authorisation from a second Primary User if you have selected Dual Admin Control. For details on how to Authorise the transaction refer Section VII 34 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 35

19 2. Click on the transaction to see full details of the transaction. Review the transaction and click Proceed on the right hand bottom corner of the page. 3. A confirmation page is shown next. Click on the Confirm button on the right hand bottom corner of the page. 4. The system will ask you to enter the security code from your token to authorise the transaction. 36 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 37

20 5. The system now shows an acknowledgement of the transaction completed. b. Authorisation for Financial Transactions To authorise financial transaction 1. Go to Authorisation, then go to Instructions Pending. This will show you a list of pending transaction awaiting authorisation. 2. Click on the transaction to see full details of the transaction. Review the transaction and click Proceed on the right hand bottom corner of the page. 3. A confirmation page is shown next. Click on the Proceed button on the right hand bottom corner of the page. 4. The system will ask you to enter the security code from your token to authorise the transaction. 5. The system now shows an acknowledgement of the transaction completed. 38 Business Internet Banking / USER GUIDE Business Internet Banking / USER GUIDE 39