REGISTRATION & LOGIN... 3 Security Image and Questions... 3 Memorizing Card Numbers... 6 AUTHORIZE USERS (DELEGATES)... 6 Delegate Manager...

Transcription

1 Revised March 2014

2 REGISTRATION & LOGIN... 3 Security Image and Questions... 3 Memorizing Card Numbers... 6 AUTHORIZE USERS (DELEGATES)... 6 Delegate Manager... 6 Adding a Delegate... 7 Editing a Delegate Delegate Locked Out Deleting a Delegate Delegate Functions MANAGING TRANSACTIONS Immediate and Future Dated Transactions Pending Transactions Filtering Transactions Transaction History Transaction Archives Recalling Transactions Creating Similar Transactions Expired Transactions Adding a Consolidated Account Removing a Consolidated Account Re-Consolidating an Account MOBILE BANKING Messages Transaction Manager PAY AND FILE YOUR BUSINESS TAXES

3 REGISTRATION & LOGIN The Online Banking link is located on the main page of Interior Savings website. The first time that each user logs in using the Member Card number and Personal Access Code, they will be asked to upgrade to Small Business Online Banking. Security Image and Questions The first time that a user logs in to online banking, they will be prompted to change their PAC and choose their security image and security questions. The security image is selected from the images available and a personal caption is added to the image: 3

4 The security questions are selected from the listing available and the personal answer is provided: 4

5 The image and caption will display each time a user logs in to verify that the website is valid. A chosen security question will need to be answered if logging in from a computer that is not registered. The security questions are also used to identify a member if they forget their PAC. 5

6 Memorizing Card Numbers Members with multiple accounts may choose to memorize their Member Card number on their own computer, so that they can select from the list rather than manually entering this information each time. For security reasons, the PAC cannot be saved, but must be entered each time the account is accessed. Members can remove memorized accounts when they are no longer needed. To add a memorized member card number, click on Memorize my Login Information on the Profiles and Preferences page. Enter a name for the memorized Account and the member card number in the Account Name and Member Card Number fields and click on Submit. If there is more than one member card to add, the above steps must be repeated after first clicking on the Submit button to memorize the first account. AUTHORIZE USERS (DELEGATES) Delegates are people such as your accountant, bookkeeper or spouse who you would like to have limited access to your bank accounts online. Delegates can be created by any one of the authorized signers that have Small Business Online Banking access and each signer can create up to three delegates on an account. You can give delegates read-only access or allow them to initiate transactions for you to approve without making them an actual signer of the account(s). A read-only delegate can only view account information and activity on accounts that a signer designates. Initiator delegates can view accounts and initiate transactions that signers must approve. For example, a receptionist might have read-only access to view transactions, while a bookkeeper will have initiator access to initiate bill payments and transfers. Delegate Manager The Small Business Online Banking functions for managing delegates include: Adding, editing, and deleting a delegate Re-setting a delegate s password when the delegate is locked out Removing and restoring a delegate s access 6

7 Interior Savings is not involved in delegate management and is not aware of a delegate s identity. The administration of delegates resides entirely as a self-serve function within Small Business Online Banking. Signers use the Delegate Manager to manage their delegate s access to Small Business Online Banking. The Delegate Manager is accessed by clicking the Business Services tab and then the Add/Modify Delegate link located on the left-hand menu on the Business Services page. This page displays all of the signer s delegates and each delegate s status. Adding a Delegate Signers can add delegates to a business using the self-administration function. This feature allows another staff member of a business who is not a signer on the account (such as an accountant) to access accounts under a specified login. Note: Each signer can create up to three delegates. If the signer has already created three delegates, the Add Delegate link will be disabled. To add a delegate, a signer will complete the following steps: 1. Log in to the Small Business Online Banking 2. Click the Add/Modify Delegate link on the Business Services page 3. Click Add Delegate The Add Delegate page will be displayed as shown below. 7

8 4. Enter or select the following profile and account information: 8

9 The delegate s access level either Read-only or Initiator (refer to the Delegates section above for information about the access level) A temporary password for the delegate and confirm it. The delegate will change the password when they log in for the first time. (password format is 4-7 digits, all numerical) The delegate s first name, initial, and last name Any miscellaneous information about the delegate in the Notes box The system will automatically assign a member number and fills in the delegate s branch number. The member number assigned to the delegate is unique and starts with the letter D followed by seven digits, such as D This member number is the delegate s Login ID that the delegate will enter to log in to Small Business Online Banking. 5. The Contact Method is optional: When an SBOB signer is Adding a new Delegate, they can choose to enter a phone number and/or address to notify the Delegate of their login details (Member Number and PAC). The Member Number and PAC alerts are sent separately, approximately 1 hour apart (this is a security measure to ensure the messages are not being picked up by someone else). An alert feature is only available when adding a new delegate, is not available when editing an existing delegate. The following are examples of the Alert notifications to the delegate: 1 st 9

10 2 nd sent 1 hour later 1 st text message alert: Access granted. Your Member Number is D Personal Access Code (PAC) to follow. 2 nd text message alert sent 1 hour later: Access granted. Your temporary Personal Access Code (PAC) is The Accounts Shared with Delegate section will show the Member Card number of the signer that is logged in. The signer will click the checkbox beside Share accounts under this Member Card? under the Member Card number. Note: When giving access to the delegate, the signer s personal accounts will not be displayed. 7. Click the Submit button. A confirmation page showing the delegate s information will be displayed: 8. Review and submit the information if it is correct or edit it if necessary. A receipt page will be displayed when the signer submits the information. 10

11 9. Notify the delegate of the login (member and branch numbers) and temporary password combination using a secure and confidential method. 11

12 Editing a Delegate Once a delegate has been added to a business, a signer can edit the information in the delegate s profile, such as their password. For dual-signature accounts, another signer on the account does not need to authorize the change since the delegate belongs to the signer making the change. To edit a delegate s profile, the signer will go to Manage Delegates and complete the following steps: 1. Click Edit to the right of the delegate s name to enter the Edit Delegate page: 2. The following information can be updated: The delegate s status either Active or Inactive (changes to Inactive when locked out) The delegate s access level Read-only or Initiator The delegate s first name, initial, and last name The information about the delegate in the Notes box The accounts shared with the delegate The delegate s Personal Access Code 12

13 3. After updating the delegate s profile, click Submit. A confirmation page showing the delegate s information will be displayed. 4. Click the Submit button if the revised delegate information is correct. A receipt page will be displayed that shows the changes to the delegate s profile. Delegate Locked Out If a delegate is locked out after 4 consecutive unsuccessful login attempts and can no longer access Small Business Online Banking, the delegate status is changed to Inactive. The delegate s signer can change the delegate s status back to Active and assign a new Personal Access Code in the Edit screen. When the delegate logs in again, they must change the temporary PAC to their own permanent password. If a delegate was locked out due to an invalid answer to a security question, they will have to re-register their image, caption and security questions as well. A delegate may also be manually changed to Inactive by the signer (i.e.: vacation or leave of absence). When the delegate returns the status can be updated back to Active. Deleting a Delegate Signers can delete their own delegates and delegates created by other signers profiles as follows: 1. Go to Delegate Manager 2. Click Delete to the right of the delegate s name. A confirmation page is displayed. 3. Click Submit on the confirmation page. A receipt page will be displayed and the delegate s access to the business will be removed. The delegate will then be unable to log in to Small Business Online Banking. 13

14 Delegate Functions A delegate must log in with the ID and temporary password provided by the signer. The Online Banking link is located on the main page of Interior Savings website: All IDs start with an upper case D which is case sensitive when logging in The delegate will be prompted to change the password at first login The password format is 4-7 digits, all numerical The delegate completes the Increased Security Authentication by choosing an image, caption and security questions Delegates with Read-only capabilities can access Account Activity to view business account balances and activity only. Delegates with Initiator capabilities can access the following functions for pending approval: Account Activity - (does not need approval) Transaction Manager (view pending or create similar transaction) Create Stop Cheque Open an Account Change Personal Access Code (PAC) (does not need approval) Pay Bills Transfer funds (between business accounts) Manage Memorized Accounts (does not need approval) Change Security Image and Caption (does not need approval) Change Security Questions (does not need approval) Send etransfer Add Recipient (does not need approval) Accept etransfer Note: if a restricted transaction is created in error (i.e.: delete/edit loan auto), the system will allow the transaction to be created but the transaction will fail when the 2 nd person tries to authorize it. The transaction disappears and does not show as rejected in the Transaction Archives. 14

15 MANAGING TRANSACTIONS The first screen you ll see when you log in as a authorized signer is your Account Summary. Items requiring your attention will appear at the top of the page; you may see the following headings: Transactions Requiring Your Approval; Transactions Require Approval from Others; or, Transactions Rejected, Recalled, or Expired. Select one of these links to take action: Transactions Requiring Your Approval Transactions initiated by a delegate or by one of the signers of a dual signatory account needing your approval for completion are under this heading. Transactions Require Approval from Others Transactions that you initiated and require approval from others are under this heading. Transactions Rejected, Recalled or Expired Transactions that have been rejected by you or other signers, recalled by a delegate or other signers, or expired after a period of 7 days are under this heading. Once a transaction has been approved, the cleared transaction will appear in the account. Single-signature accounts that have initiator delegates require two steps to complete transactions on Small Business Online Banking: an initiator delegate creates and submits a transaction a signer approves or rejects the transaction. On dual-signature accounts that have initiator delegates, two signers must approve or reject a transaction created by a delegate. The transaction will not be processed until both signers have approved it. Note: on dual signature accounts, at least 2 signers must be given access to Small Business Online Banking and both signers must login and upgrade to Small Business Online Banking before any transactions can be approved. On dual-signature accounts without initiator delegates, two steps are also required to complete a transaction one signer creates and submits a transaction a second signer approves or rejects the transaction. When a transaction is submitted a Receipt page will appear with the details: 15

16 Transactions for single signature business accounts that do not have delegates are completed without the approval of another user. Immediate and Future Dated Transactions Signers and initiator delegates may perform both immediate and future-dated transactions. Immediate transactions are processed after a signer (or signers) has approved them. They include the following transactions: Fund transfers and bill payments Interac Transfers and HyperWALLET Transfers cannot be future-dated Stop cheque requests - cannot be future-dated New bill payment payee - cannot be future dated Future-dated transactions (funds transfers and bill payments only) are processed on the specified date (or dates) after a signer has approved them. Pending Transactions Signers and initiator delegates will see pending transactions listed on their My Accounts page which will display the following Transactions requiring the signer s approval Transactions requiring approval from other signers Rejected, expired, and recalled transactions Pending Transaction Expiry Dates are as follows: All pending transactions expire 7 days from the current date, which include: 16

17 Immediate Transfers Scheduled/Recurring Transfers Immediate bill payments Scheduled/Recurring bill payments Immediate CRA payments Scheduled CRA payments The signer s Account Summary page will display all consolidated accounts: Example A Immediate bill payment pending approval Payment creation date is May 9 th, 2013 Second signer has 7 days (May 16 th ) to approve the transaction The approval date will then become the immediate payment date Example B Scheduled bill payment pending approval Payment due date is May 22nd, 2013 Although Payment Status shows "Requires approval by May 22, 2013", the system actually requires approval within 7 days (May 16th). This discrepancy has been reported to Central1 and they are working to resolve, no ETA at this time. 17

18 The delegate s page will display the business account information only: Signers will click a transaction link to open the Transaction Manager to view the transaction and take the appropriate action. A receipt page will be displayed showing the transactions status (Approved, Rejected or Created). The updated transaction status will be included in the number of approved or rejected, recalled, or expired transactions on both the Transaction Manager and above the Account Summary. 18

19 Filtering Transactions Users can show or filter transactions to display: All transactions Transfers Bill payments and stop cheques Accounts opened Transactions created within the last seven days 19

20 Transaction History When the Transaction Manager is displayed, signers can display the history of a transaction by clicking Show history. This displays who created the transaction and the date it was created: When a transaction is created and requires approval, it is assigned a pending number. When the action or transaction is approved, it is considered to be completed and is then assigned a confirmation number. Transaction Archives Signers can also view archived transactions by clicking Go to archived transactions. This page displays all rejected, recalled, and expired transactions that are older than 30 days. These transaction types will appear in the Archived Transactions area for up to twelve months. After twelve months, these transactions will be deleted. 20

21 Signers select the archived transactions by specifying: The type of transaction (all transactions, transfers, payments and stop cheques, account opening) selected in the Show drop-down box The month for which archived transactions are to be displayed in the Monthly field, or A date range over which to include archived transactions in Date Range: From/To boxes The transaction status (rejected, expired, recalled, or all three statuses) elected in the Show transactions with the status drop-down box After specifying the above values, signers will click Find Transactions to display the requested transactions. Recalling Transactions On single-signature accounts, initiator delegates can recall transactions or actions they have submitted for approval only if the signers have not yet approved or rejected the transaction or action. For dual-signature accounts, if an initiator delegate submits an action or transaction, it can be cancelled up until a signer approves it. If a signer submits a transaction on a dualsignature account, it can be cancelled up until the other signer approves or reject it. Signers and initiator delegates can recall (or cancel) their pending transactions as follows: Display the Transaction Manager and then click Recall. A confirmation page will ask the user to confirm the action. 21

22 Click Confirm on the confirmation page. A receipt page will be displayed that shows Recalled as the transaction status and a transaction confirmation number. Creating Similar Transactions Users can create transactions that are similar to transactions that have been rejected, recalled, or expired. This function allows the signers to re-create a transaction quickly by only changing the details that need to be changed, such as the amount. The other details do not change unless the user changes them. To create a transaction similar to another one, signers will complete the following steps: Go to the Transaction Manager and scroll down to display the rejected, recalled, and expired transactions and find the transaction to be re-created: 22

23 Click Create Similar Transaction. The transaction page for the transaction such as Pay Bills will be displayed showing the original details of the transactions: Change the details as needed and if required, submit the transaction for approval. 23

24 Expired Transactions Submitted transactions will expire under the following circumstances: When a transaction with a payment date is not approved before its specified payment date When a transaction without a payment date (such as a transfer) is not approved within seven days Expired transactions appear as Expired on the Transaction Manager. CONSOLIDATING ACCOUNTS The Account Consolidation function in Small Business Online Banking allows signers to log in only once and view personal and business accounts together. The Account Consolidation Manager allows signers to perform the following functions: Consolidate up to 3 accounts Manage delegate access to consolidated accounts Remove consolidated accounts Re-link a consolidated account by updating the account s PAC The signer will be able to consolidate up to three different accounts that they sign on. This function is not available to delegates. 24

25 Adding a Consolidated Account To consolidate an account click Consolidate Account and enter the following information about the account to be consolidated: PAN number Access Code (PAC) Click Submit. A confirmation page will be displayed Confirm the consolidation details by clicking Confirm. A receipt page will be displayed when the action is confirmed The account consolidation information will now appear on the Account Summary. The signer can also cancel the consolidation or edit the details in the Account Consolidation Manager. 25

26 Once a login is consolidated, signers may perform transactions between the accounts under the consolidated logins. Note: The signer must enter the PAN and PAC of the account to be consolidated. If the signer enters the wrong PAC, the system will provide an error message that login or password is incorrect. If the signer enters the PAC incorrectly 3 times during the Account Consolidation, the PAC will be locked on that account for 24 hours. An Alert is not sent to the signer whose PAC is locked. Removing a Consolidated Account Signers will remove a consolidated account as follows: Click Remove beside the account to be removed on the Account Consolidation Manager. A confirmation page will be displayed. Click Confirm on the confirmation page. A receipt page will be displayed and the account will no longer appear on the Account Consolidation Manager. Note: Removing a consolidated login will not delete or close the account. It only removes the link to the login from the single view. The signer will still be able to access the account by logging into it separately. Re-Consolidating an Account This action may be required if the signer changed the PAC on the consolidated account, which breaks the link between the account and the login view. Signers may re-consolidate an account in the Account Consolidation Manager by clicking on Update PAC. 26

27 Enter the new PAC to recreate the link to the consolidated accounts: MOBILE BANKING Small Business Online Banking signers can perform the same Mobile Banking functions they re used to with Mobile Banking plus more. Delegates do not have access to Small Business Online Banking Mobile Banking features. Standard Mobile App and Web Banking Features: Enhanced Security View Account Balances View Account Activity Complete Immediate, future dated transfers View Scheduled Transfers Delete Scheduled Transfers Complete Immediate, future dated payments View scheduled bill payments e-transfers Delete scheduled bill payment Access for signers Multi-membership view of accounts Full website access Branch/ATM Locator Memorized Accounts Rates Information Contact Us Help Security and legal information Deposit Anywhere (mobile App only) 27

28 Small Business Online Banking Mobile Features: Transaction Manager* 1. Approve or reject bill payments and transfers 2. Access to transactions requiring your approval and approval by others 3. Access to rejected, recalled and expired transactions 4. View history of deleted, expired, approved and archived transactions *Transaction Manager - allows signers to review and approve or reject transactions or other actions. It also displays rejected, expired, and recalled transactions and allows signers and initiator delegates to create similar transactions. Delegates do not have access to mobile web for Small Business Online Banking only signers. Mobile Banking for Smartphone s will work in any country where the mobile carrier s data plan will work. However, while Mobile Banking is a free service from Interior Savings, the mobile carrier will likely charge for accessing data while roaming. We recommend that you check with your mobile carrier before using Mobile Banking for Smartphone s outside of Canada. Messages Transaction Manager Messages Transaction Manager Signers can view, approve, reject or recall transactions created by another signer or delegate. 28

29 Transaction created requires second authorization Second signer approving transactions shows Created details at bottom. Second signer can approve or reject the transaction. 29

30 PAY AND FILE YOUR BUSINESS TAXES After logging into Small Business Online Banking, select CRA Payments under the Pay Bills tab from the list on the left hand side of the screen. Then, choose Add Account. Complete the next steps as they apply to your business. To pay and file GST, a one-time set-up of the GST number is required. 30