PC Business Banking Quick reference cards

PC Business Banking Quick reference cards

Contents A Overview A.1 Useful information about PC Business Banking A.2 Getting started on PCBB A.3 An overview of roles B Accessing and exporting B.1 Viewing, printing, and exporting account balances B.2 Viewing, printing, and exporting account group balances B.3 Viewing, printing, and exporting transactions B.4 Viewing, printing, and exporting bank statements and other reports B.5 Cheques: entering, editing, deleting, and reconciling B.6 Sending and receiving messages using PCBB B.7 Receiving market information and product information B.8 File transfer: downloading international trade, Chequepost, credit batch, and Flexi-purchase files C Create, edit, delete C.1 Overview of the instructions process C.2 Creating and editing and deleting payees C.3 Editing, copying, and deleting instructions C.4 Instructions: Attaching or importing a transaction/payment file into PCBB C.5 Instructions: Inter-account Transfer C.6 Instructions: Direct Credit, Direct Credit Cleared Funds, Payroll, and Executive Payroll C.7 Instructions: Direct Debits C.8 Instructions: NAB Direct Credit, Payroll, or Executive Payroll transfer C.9 Instructions: Same-day Cleared Payments C.10 Instructions: Client Funds Service C.11 Instructions: Automatic Payments, Stop Cheques, and Committed Cash Advance Facility C.12 Instructions: Creating an instruction template C.13 Authorising instructions C.14 Running a communications session C:15 Creating a scheduled communication session Contents overleaf.

Contents D Set-up and admin D.1 Adding new Users and resetting passwords D.2 Assigning access rights and creating and maintaining roles D.3 Maintaining bank accounts D.4 Changing systems settings D.5 Audit log D.6 Installing the backup facility and running a manual backup D.7 Restoring a database from backup D.8 Scheduled database backups D.9 Authoring and Declining Administration Changes: Dual Super User Authorisation

Overview A.1 Useful information about PC Business Banking A.2 Getting started on PCBB A.3 An overview of roles A Overview A

Overview A A.1 Useful information about PC Business Banking (PCBB) Overview Use this card when you need to: >> find out what your PCBB ID is >> learn how to contact the PCBB Support Team >> learn about some important dates and times when using PCBB. Your PCBB User ID You can only log on to PCBB if you have been added as a User and assigned your own PCBB User ID. Here is a list of the current Users loaded into your PCBB site, and their User IDs. User name User ID AA AB AC AD AE AF AG AH AI AJ AK WL 12837 PC Business Banking bnz.co.nz/pcbanking 1

A Overview Key contact information PCBB Support Team Hours of operation 8am to 8pm, Monday to Friday New Zealand toll free 0800 280 269 International direct dial +64 4 460 0368 Facsimile +64 4 460 0350 Email Postal address Street address (for couriers) bnzpcb@bnz.co.nz PC Business Banking Support PO Box 2112 Wellington 6140 New Zealand PC Business Banking Support Level 1 Harbour Quays 60 Waterloo Quay Pipitea Wellington 6011 2 bnz.co.nz/pcbanking PC Business Banking

Overview A Key cut-off times PCBB processes instructions on business days only. Each instruction type within PCBB is subject to a daily cut-off time, and any instruction sent to the Bank after its respective cut-off time will not process that day. Listed below are the instruction types and their corresponding cut-off times. All times stated are New Zealand time (GMT + 12.00). Instruction type Inter-account Transfers Hours of availability (Mon Fri) Same-day processing cut-off If an instruction is sent outside of availability or after cut-off 24 hours 9.30pm Queued for next day s processing Direct Credits 24 hours 9.30pm Queued for next day s processing Payroll 24 hours 9.30pm Queued for next day s processing Executive Payroll 24 hours 9.30pm Queued for next day s processing Direct Credit Cleared Funds Midnight 9.30pm 9.30pm Instruction rejects Direct Debits 24 hours 9.30pm Queued for next day s processing Client Funds Service 24 hours 9.30pm Queued for next day s processing Same-day Cleared Payments 9am 4.30pm 4.30pm Instruction rejects Automatic Payments 24 hours n/a Queued for next day s processing Stop Cheques 24 hours n/a Queued for next day s processing CCAF rollovers 9am 4.30pm 4.30pm Instruction rejects NAB Direct Credits 24 hours 5.30pm Queued for next day s processing NAB Payroll 24 hours 5.30pm Queued for next day s processing NAB Executive Payroll 24 hours 5.30pm Queued for next day s processing PC Business Banking bnz.co.nz/pcbanking 3

A Overview Key dates PCBB processes payments on business days only. Where a public holiday falls on what would be a normal business day, no processing of instructions will occur on that day. Provincial anniversary days are considered normal business days. The following table lists the public holidays observed in New Zealand. Holiday Date observed New Year s Day 1 January * New Year s Day Holiday 2 January * Waitangi Day Good Friday Easter Monday Anzac Day Queen s Birthday Labour Day 6 February Varies Varies 25 April First Monday in June Fourth Monday in October Christmas Day 25 December * Boxing Day 26 December * * Where this date falls on a Saturday or Sunday, the holiday is observed on the following Monday or Tuesday. 4 bnz.co.nz/pcbanking PC Business Banking

Overview A A.2 Getting started on PCBB Overview Use this card when you need to: >> log on to PCBB for the first time >> find a few tips about navigating PCBB >> learn a few of the key terms used in PCBB >> change your password. Introduction PCBB is for medium large organisations with large volumes of financial transactions. With a computer, a connection to the internet, or a dialup modem for a direct connection to the Bank, and PCBB software, you can manage all your monthly invoices effectively, including payments to creditors and payroll processing. PCBB integrates with most accounting and payroll packages. You can have up to two signatories (authorisers) required for processing different types of transactions. With PCBB, a Super User can create different levels of access and authority for each User, including setting instruction limits for each type of transaction each User can make. With BNZ PCBB, you can: >> view transaction and balance information for all your BNZ, ANZ, Westpac, National Bank, and National Australia Bank domestic accounts in one place >> view transaction and balance information for all your BNZ credit cards >> transfer funds between your BNZ accounts >> make payments in near real-time, overnight, or up to 60 days in advance >> process payments (eg. payroll) up to 9.30pm every business day >> make international payments >> remotely approve payments. The PCBB application can be installed on as many computers in an organisation as necessary, so long as each computer has access to a shared network. Use these cards to help you get started with PCBB. PC Business Banking bnz.co.nz/pcbanking 5

A Overview Logging onto PCBB You can only log on to PCBB if you have been added as a User. To get added, talk to your Super User. See Card D.1 for more information on how new Users are added. Logging on for the first time Before you log on to PCBB for the first time, you ll need to get your User ID and a temporary password from your Super User. Once you have them, follow the steps below. 1 Double click the PC Business Banking icon on your desktop. If the icon isn t on your desktop, you can open PCBB from the Start menu. Go to Start, select Programs (or All Programs ), select the Bank of New Zealand folder, and finally select PC Business Banking. 2 Enter the User ID the Super User gave you into the Enter User ID field. 3 Enter the temporary password the Super User gave you into the Password field. If the Super User has sent you this information in an email, you can cut and paste the information into these fields to avoid mistyping it. 4 Click the OK button. The Change Password dialogue box will appear. 5 Enter the temporary password into the Old Password field. 6 Choose a new password and enter it into the New Password field. Then enter the new password again in the Confirm Password field. When you choose your new password, it: >> must be at least eight characters >> must have at least one letter and at least one number >> is case sensitive >> can t have three or more ascending (eg. 1, 2, 3), descending (eg. d, c, b), or repeating (eg. %, %, %) letters, numbers, and/or special characters >> can t contain a space >> can t be the same as any of the last six passwords you ve used. 7 Click the OK button. The password window will close and the PCBB homepage will open. 6 bnz.co.nz/pcbanking PC Business Banking

Overview A Navigating PCBB The menus in PCBB look different for Users with different access rights. The menus will only display functions that the User has access rights to. For example, if you don t have access rights to the File Transfer module, the File Transfer option on the module bar won t appear when you log on. If you are not a Super User, the Administration option on the menu bar will not appear either. Menu bar you can use the menu bar options to log out of PCBB, close PCBB, or change your password (these are found under the File menu). The Super User also uses the menu bar to access their Super User Administration functions. Module bar PCBB is broken up into six main modules (Communications, Account Reporting, Instructions, Messaging, File Transfer, and Market Information). Each of these modules appear on the module bar, so you can access them quickly. Click on the module name to open a module. Navigation panel the options that appear on the Navigation panel will change depending on the tab you ve selected from the tab bar. You can click on the arrows next to each heading on the Navigation panel to show and hide the options under each heading. This is handy if there are a lot of options on the Navigation panel and you want to hide some because you don t need to use them. Tab bar the options you can select on the tab bar will change depending on the module you ve selected from the module bar. Click on the tabs to view the different functions available to you in each module. PC Business Banking bnz.co.nz/pcbanking 7

A Overview Key PCBB terms The payer in PCBB, your organisation is always referred to as the payer whether you are receiving funds from another organisation or paying funds to another organisation. The payee in PCBB, another organisation is always referred to as the payee whether they are receiving funds from you or paying funds to you. If you ve used an older version of PCBB (version 6.5 or older) the terms subscriber, beneficiary, and other party are no longer used. They have been replaced by payer and payee. Instructions used to group together transactions to tell the Bank to debit or credit a specified amount. For example, you can have a Direct Credit instruction that tells the Bank to pay funds to a payee (or payees), a payroll instruction telling the Bank to pay funds to each of your employees bank accounts, and so on. Each instruction can have one or more transactions that you want the Bank to process. For example, your payroll instruction will have a transaction telling the Bank to pay to the different accounts of each of your employees. Each instruction can only have one type of transaction. For example, you can t have an instruction that includes Direct Credit and payroll transactions. If you need to make Direct Credit and payroll transactions, you need to create separate instructions. See Card C.1 for more information on instructions, and Cards C.2 C.11 for information on how to create instructions. Users anyone who has been given access to PCBB. Each User has their own User ID and will need to choose their own password to log on to PCBB. 8 bnz.co.nz/pcbanking PC Business Banking

Overview A Changing your password All passwords will expire after a certain period of time (in most cases this will be 30 days), and you will need to choose a new password. PCBB will automatically display the Change Password dialogue box once your password has expired. If you want to change your password at any other time, follow these steps. 1 Select File > Change Password from the menu bar. 2 Enter your old password into the Old Password field. 3 Choose a new password and enter it into the New Password field, and enter the new password again into the Confirm Password field. 4 Click the OK button. Handy tip If you forget your password, contact your PCBB Super User. PC Business Banking bnz.co.nz/pcbanking 9

Overview A A.3 An overview of roles Overview Use this card when you need an explanation of how roles work in PCBB. Introduction In your organisation, you may have many people who need to have access to PCBB to do different tasks. PCBB has many uses, some of which include: >> creating transactions telling the Bank to debit and credit funds >> transferring money from one account to another >> viewing the balance of your organisation s bank accounts >> viewing and printing detailed bank statements and other reports >> viewing the latest market information (such as spot rates and foreign exchange rates). Access rights Most Users won t need access to all of the functions in PCBB (unless you work in a very small organisation where a small group does almost everything). To limit the functions that a User has access to, different PCBB Users can be given different access rights by the PCBB Super User. Access rights define what functions and accounts a User has access to. For example, a Super User can prevent a User from viewing the balances of different accounts or prevent them from making certain types of payments from other accounts. In PCBB, the Super User can customise a User s access right down to the smallest detail. For example, a User can be limited to only viewing one account in PCBB and not being able to do anything else. PC Business Banking bnz.co.nz/pcbanking 11

A Overview To set access rights, a Super User can go into PCBB and define what a User can and can t have access to. There are lots of options (see the pictures below), and it can take a while to assign an individual User all their access rights. To make the process of assigning access rights quicker and easier, the Super User can also assign a User a role or roles instead. Roles A role is a template with a predefined set of access rights that tell PCBB what functions and accounts the User has access to. Roles are created by the PCBB Super User. PCBB also comes with 17 roles, already created by BNZ, for common tasks most organisations have (these include Accounts Payable Data Entry, Accounts Payable Authoriser, and International Trade Authoriser and Market Information). Roles are really useful when the Super User needs to assign access rights to many Users. They can save time and help prevent mistakes. A Super User can create as many roles as needed. 12 bnz.co.nz/pcbanking PC Business Banking

Overview A Each role has different access rights to functions and accounts in PCBB. User Roles JUSTINE DIRECTOR FUNCTIONS LUKE MANAGER MINDY PAYABLE MORRIS RECEIVABLE ACCOUNTS PENNY ADMIN ROCHELLE SUPERVISOR One role is unlikely to cover every function and accounts a User will need access rights for. In fact, most roles will focus only on one part of the accounts process in an organisation. Most Users will have more than one role assigned to them, so they can access the functions required. Each User can have more than one role assigned. User Roles JUSTINE DIRECTOR FUNCTIONS LUKE MANAGER MINDY PAYABLE MORRIS RECEIVABLE ACCOUNTS PENNY ADMIN ROCHELLE SUPERVISOR PC Business Banking bnz.co.nz/pcbanking 13

A Overview Individual (User-specific) access rights There may be certain cases where a User doesn t fit into a role and that person needs highly tailored User-specific access rights. In this case, the Super User can assign them these different access rights and not assign a predefined role. At the same time, some Users may need access to certain parts of PCBB where there is a suitable role, and access to other areas where there is no suitable role. In this case, those Users will have a mixture of roles and User-specific access rights assigned to them. Users can also have specific functions or accounts assigned to them if they need different access rights to tasks and accounts. User Roles JUSTINE DIRECTOR FUNCTIONS LUKE MANAGER MINDY PAYABLE MORRIS RECEIVABLE ACCOUNTS PENNY ADMIN ROCHELLE SUPERVISOR service limits Each User also has a service limit set for every service they have access to. See Cards D.1 and D.2 if you are a Super User and want more information on creating a new User and assigning roles and individual access rights. 14 bnz.co.nz/pcbanking PC Business Banking

B Accessing and exporting B.1 Preparing to start B.1 Viewing, printing, and exporting account balances B.2 Viewing, printing, and exporting account group balances B.3 Viewing, printing, and exporting transactions B.4 Viewing, printing, and exporting bank statements and other reports B.5 Cheques: entering, editing, deleting, and reconciling B.6 Sending and receiving messages using PCBB B.7 Receiving market information and product information B.8 File transfer: downloading international trade, Chequepost, credit batch, and Flexi-purchase files Accessing and exporting B

Accessing and exporting B B.1 Viewing, printing, and exporting account balances Overview Use this card when you need to view, print off, or export the balances for different accounts. Introduction Balances Only authorised Users can access these functions. PCBB will store up to 999 days worth of information. You can view the current and previous balances for all accounts loaded on PCBB for the previous 999 days. PCBB will display the balances of accounts for the last business day downloaded (the last day a communications session was run to download information). For example, if today is Thursday and the last communications session to download information was run on Tuesday, PCBB will only display the balances as at Tuesday. If you need the most up-to-date balances, you will need to run a communications session. See Card C.14 for more information on how to run a communications session. If you want to review specific reports (such as statements or fluctuation reports) see Card B.4 for more information on how to create and view detailed reports. Printing, emailing, and exporting PCBB is designed so you can easily print, email, and export a wide variety of information. The process for printing, emailing, and exporting is the same throughout PCBB regardless of the information you are looking at (for example, balances, transactions, market information, and instructions). > > Printing when you select a print option from any Navigation panel in PCBB, a preview of the information will be created from the information on the screen at the time. This preview will open in a new window. Check the preview to make sure that it includes all the information you want, and then print. > > Emailing you can choose to email the information contained in the preview directly out of PCBB in a variety of formats, including HTML, Excel, and PDF. > > Exporting if you need to do deeper analysis of the information, you can export the information contained in the preview in a variety of formats, including plain text, Excel, HTML, and PDF. Once the information has been exported, you can open it in other applications for further analysis. PC Business Banking bnz.co.nz/pcbanking 15

B Accessing and exporting Viewing, printing, and exporting account balances You can only view accounts that you are authorised to see. Contact the Super User if you can t view an account you need. 1 Select Account Reporting from the module bar. 2 The Balances tab will display by default. It will show all the balances for the last business day downloaded. 3 Use the different filter options on the Navigation panel to manage how you view the information on the window. Filter options on the Navigation panel > > Select a specific account from the Account dropdown if you only want to view one account on the screen. > > Select dates from the Start Date and End Date dropdowns if you want to view account balances for a certain date period. >> You can use the three filters separately or together to filter account information. Sort options on the column headings >> You can put information in a column in ascending or descending order by selecting the name of the column. > > Hide or show specific information in a column by selecting the V button next to the name of the column. To print, email, and export account balances see the next page. 16 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B To print account balances 1 Select Print Balance Report from the Navigation panel to print a report of the selected date range. A preview of the report will appear. 2 You can choose to print directly to the current default printer by selecting File then Print. Or you can choose the printer the Balance Report is to be printed on, and then select File, then Print. A dialogue box will appear allowing you to select the desired printer, after which you should click OK. To email the account balances 1 Select Print Balance Report from the Navigation panel to print a report of the selected date range. A preview of the report will appear. Now select the format you want to email the information in by selecting File then Send As. 2 Give the file a name in the File Name field, and click the Save button. Once the file has saved, your default email program will launch, creating a new email with the saved report already attached, ready to be sent. To export the account balances 1 Select Print Balance Report from the Navigation panel to print a report of the selected date range. A preview of the report will appear. Now select the export format you want to export the information to by selecting File then Export To. 2 Give the file a name in the File Name field, and click the Save button. Remember the location and name you choose so you can find the file easily. If you need to use balance information from PCBB to perform a reconciliation in your own accounting software, PCBB can provide this in a standardised format called GIFTS. Talk to your PCBB Super User for more information. Handy tip The Super User can set how many days worth of information PCBB will store. The default value is 400 days. However, depending on the needs of your business, this can be extended up to a maximum of 999 days. PC Business Banking bnz.co.nz/pcbanking 17

Accessing and exporting B B.2 Viewing, printing, and exporting account group balances Overview Use this card when you need to create a group of accounts so you can view common accounts quickly and easily. Introduction Group balances If you have lots of accounts, you can group smaller numbers of accounts together so you can view all the balances for those accounts on one screen. The steps for viewing, printing, emailing, and exporting account group balances is similar to the ones used for account balances. See card B.1 for more information on account balances. Only authorised Users can access these functions. PC Business Banking bnz.co.nz/pcbanking 19

B Accessing and exporting Creating a group of accounts You can only group accounts that you are authorised to see and access. Contact the Super User if you can t view an account you need. 1 Select Account Reporting from the module bar. 2 Select the Group Balances tab from the tab bar. All the group accounts that have been created will be displayed in a list. 3 Select Manage Account Groups from the Navigation panel. 4 Select the New Group button, give the group a name in the Enter Group Name field, and select Save. Your newly created group will appear in the Select Accounts: pane. 5 Highlight the group you have just created, and then tick the checkbox next to the accounts that you want to add to the group. 6 Select the Save button to save changes to the current group, and leave the Account Group Maintenance screen open for further work. To save changes to the new group and exit the Account Group Maintenance screen, select the Save & Close button. 20 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B Editing and deleting a group of accounts 1 Follow Steps 1 3 for creating a group of accounts. 2 Select the group that you want to edit. Adding or removing accounts from a group >> Tick the checkbox next to the accounts that you want to add to the group, or untick the accounts that you want to remove. > > Click the Save button. Deleting account groups > > Highlight the account group to be deleted and the click the Delete Group button. > > Select Yes to confirm the deletion of the group. Note: Deleting an account group does not delete the individual accounts from PCBB. Printing, emailing, and exporting account groups Printing, emailing, and exporting an account group is the same as printing, emailing, and exporting a balance for a single account. See Card B.1 for information on printing, emailing, and exporting. Handy tip The Super User can set how many days worth of information PCBB will store. The default value is 400 days. However, depending on the needs of your business, this can be extended up to a maximum of 999 days. PC Business Banking bnz.co.nz/pcbanking 21

Accessing and exporting B B.3 Viewing, printing, and exporting transactions Overview Use this card when you need to view, print, or export transactions. Introduction You can view all current and previous transactions (up to 999 days old). This gives you a more detailed view than just looking at the overall account balance, because you can review each transaction that has occurred. The steps for viewing, printing, and exporting transactions are similar to the steps for viewing, printing, emailing, and exporting account balances. See Card B.1 for more information on printing, emailing, and exporting information. Only authorised Users can access these functions. PC Business Banking bnz.co.nz/pcbanking 23

B Accessing and exporting Viewing, printing, and exporting transactions You can only view transaction details for accounts that you are authorised to see. Contact the Super User if you can t view an account you need to. 1 Select Account Reporting from the module bar. 2 Select the Transactions tab from the tab bar. It will show all the transactions for all the accounts for the last business day downloaded. 3 Use the different filter options on the window to manage how you view the information on the window. Filter options on the Navigation panel > > Select a specific account from the Account dropdown if you only want to view one account on the screen. > > Select dates from the Start Date and End Date dropdowns if you want to view account transactions for a certain date period. >> You can use the three filters separately or together to filter account information. Sort options on the column headings >> Put information in a column in ascending or descending order by selecting the name of the column. > > Hide or show specific information in a column by selecting the V button next to the name of the column. To print, email, and export transactions These steps are exactly the same as the steps for printing, emailing, and exporting account balances. See Card B.1 for more information on printing, emailing, and exporting information. 24 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B B.4 Viewing, printing, and exporting bank statements and other reports Overview Use this card when you need to view, print, or export a bank statement or other type of report. Only authorised Users can access these functions. Introduction There are six different types of report that can be created using PCBB: > > Balance opening and closing balances, and total debits and credits for each selected account > > Statement a traditional statement report showing balances and transactions for each selected account > > Transaction list a transactional report which can be fully customised by the User > > NAB Statement a traditional National Australia Bank (NAB) statement report showing balances and transactions for each selected NAB account. Once you ve created a report, you can reuse the report. By utilising a scheduled communication session (see card C.15), you can also choose to have the report printed automatically at a specific time to a selected printer. For example, you can create a report of daily balances and have the report print to your printer at 6.30am. When you arrive, the report is waiting on your printer. PC Business Banking bnz.co.nz/pcbanking 25

B Accessing and exporting Creating and viewing reports You can create as many reports as you need, but it is good practice to only create a report once and reuse it by changing different parameters (such as dates). Creating the same report more than once can be confusing. You can only view accounts in a report that you are authorised to see. Contact the Super User if you can t view an account you need. 1 Select Account Reporting from the module bar. 2 Select the Reports tab from the tab bar. It will show all the reports that have been created. 3 Select Create Report from the Navigation panel. The Create Custom Report window will open. 4 Select the type of report you want to create from the Report Type dropdown. 26 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B 5 Enter a name for your report in the Description field. This description is for your reference, so make it clear and easy to recognise. 6 Select the printer your report should print on from the Printer dropdown. 7 Tick the Autoprint on download checkbox if you want the report to print automatically during a scheduled communications session. 8 If you have chosen a Statement or NAB Statement as your report type, tick the Exclude accounts with no movement checkbox if you only want to print accounts that have accrued new transactions since the last time you printed this report. This option does not appear for other report types. 9 Select the period you would like the report to show information for. 10 Choose the accounts you want the report to show. You can select accounts individually, by group, or by ticking Select All (to show all accounts). 11 Click the OK button to save the report. 12 Select the report from the Reports tab and select Print Reports from the Navigation panel to preview the report. Note: PCBB can save two additional reporting files; Profile and Fluctuation. Profile the profile information such as interest rates and accrued fees for each selected account Fluctuation the balance high and low figures for selected account To save these files, please see card D.4 PC Business Banking bnz.co.nz/pcbanking 27

B Accessing and exporting Printing, editing, and deleting reports You can easily print reports, edit the information that a report will include, and delete reports when they are no longer needed. Printing, emailing, and exporting a report 1 Follow Steps 1 2 for creating and viewing reports. 2 Click on the report that you want to print. Note: You can also print more than one report at a time. Hold down the Ctrl key on your keyboard and select all the reports you want to print. 3 Select Print Reports from the Navigation panel. A preview of the report(s) will appear on the screen. 4 Choose whether to print, email, or export the report(s). If you choose to email or export the report, you will need to select the format that the report will be sent or saved in. Editing a report 1 Follow Steps 1 2 for creating and viewing reports. 2 Click to select the report in the grid that you want to edit, and then select Edit Report from the Navigation Panel. The Edit Custom Report window will open. 3 Change the details for the report. 4 Click the OK button to save the report. Deleting a report 1 Follow Steps 1 2 for creating and viewing reports. 2 Click on the report in the grid that you want to delete. If you want to select more than one report to delete at a time, hold the Ctrl key on the keyboard down and click on other reports. 3 Select Delete Report from the Navigation panel. 4 Click the Yes button to confirm that you want to delete the report(s). 28 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B B.5 Cheques: entering, editing, deleting, and reconciling Overview Use this card when you need to: >> record that your organisation has issued Every authorised User can >> a cheque import into PCBB a file of cheque transaction access these functions. >> information that has been created on another accounting programme edit or delete a cheque record >> reconcile your cheque transactions and view reconciliation reports. Introduction When your organisation issues a cheque, you can enter a record of this transaction into PCBB. This is useful to do because: >> it will help you keep track of cheques you ve issued >> PCBB can reconcile your accounts for you. You can t enter a record for cheques you issue that are paid from accounts you have with other banks. Importing a cheque file If you use an accounting or cheque-printing program to issue your cheques, you can save time by importing that information directly into PCBB. You just need to check that the information is in the correct format. To do this, please contact the PCBB Support Team who will be happy to assist. Recording a cheque you ve issued You can only record cheques you ve issued from accounts that have been loaded into PCBB. If you re trying to enter a cheque for an account that does not appear on PCBB, contact your Super User for help. If you re recording details of more than one cheque issued from the same account, always record the cheques in serial-number sequence (from lowest to highest). PC Business Banking bnz.co.nz/pcbanking 29

B Accessing and exporting 1 Select Account Reporting from the module bar. 2 Select the Cheques tab from the tab bar. All the cheques that have been loaded and haven t been reconciled will be displayed. 3 Select Enter Cheque Details from the Navigation panel. 4 Select the account from which the cheque has been issued from the Account dropdown. 5 Enter the serial number of the cheque in the Serial field. 6 Change the date, if the cheque wasn t issued today, in the Issued field. 7 Enter the cheque amount in the Amount field. Note: Remember to use a decimal point (.) when entering amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 8 Enter any additional information into the Reference field if required (such as the invoice number or who you paid). 9 Click the Save button. 30 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B 10 Repeat steps 4 9 to record additional cheques. Note: If you enter more than one cheque on a certain account, when you click Save, the serial number will automatically increment by one to save you having to key it in. 11 Click the Save & Close button when you re finished. Importing a cheque file Before you start the steps below, make sure: >> you ve created the file to import using your other accounting or cheque-printing programme first >> you know where the file is stored. All imported cheque files need to be in the BNZ cheque-reconciliation CSV format. 1 Follow Steps 1 2 for recording a cheque. 2 Select Import Cheque File from the Navigation panel. 3 Find and select the file you want to import, and click the Open button. PCBB will then automatically do the following: >> Import the file and reconcile the cheque information from that file with the information that has most recently been downloaded into PCBB. If there is an error, a message will appear. Click the OK button on the error message, and print the cheque error log to find out where the error is. >> Display all other cheques in Outstanding Reports. See the Printing Cheque Reconciliation Reports section over the page for more information about these reports. PC Business Banking bnz.co.nz/pcbanking 31

B Accessing and exporting Editing and deleting a cheque record Editing the detail on a cheque record or deleting a cheque record is easy. The only thing to remember is that you can t edit or delete a cheque that has been reconciled. Editing a cheque record 1 Follow Steps 1 2 for recording a cheque. 2 Click on the cheque record you want to edit. Then select Edit Cheque Details from the Navigation panel. 3 Change the details for the cheque. 4 Click the Save & Close button to save your changes. Deleting a cheque record 1 Follow Steps 1 2 for recording a cheque. 2 Click on the cheque that you want to delete. Hold down the Ctrl key on the keyboard and click on other cheques if you want to select more than one cheque to delete at a time. 3 Select Delete Cheque from the Navigation panel. 4 Click the Yes button to confirm that you want to delete the cheque(s). Reconciling cheques PCBB will automatically scan newly downloaded account-reporting information each day to reconcile any outstanding cheques. A manual reconciliation cycle can be undertaken at any time. This will attempt to reconcile any outstanding cheques against all account reporting data held within the database, not just the last day downloaded. 1 Follow Steps 1 2 for recording a cheque. 2 Select Reconcile Cheques from the Navigation panel. 3 Click the OK button to close the Reconciliation Finished window. The results of the reconciliation will appear on the cheque reconciliation reports. See the section below for more information on viewing these reports. 32 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B Viewing and printing cheque-reconciliation reports There are five reports you can view. > > Cheque Error Log this lists any errors that occur when a CSV file of cheques is imported for reconciliation. Any cheques listed on this report have not been successfully imported and will need to be re-entered. > > Mismatched Cheques report this shows the cheques that have been presented for a different amount to that entered or imported. > > Outstanding Cheques report this shows the cheques that have been entered or imported but have yet to be presented and retrieved from the Bank. > > Reconciled Cheques report this shows the cheques that have been successfully matched against entered or imported cheque details. > > Unreconciled Transactions report this shows the cheques that have been presented and retrieved from the Bank but have not yet been entered or imported. To view a cheque report 1 Follow Steps 1 2 for recording a cheque. 2 Use the different filter options on the window to manage how you view the information on the window. Filter options on the Navigation panel > > Select a specific account from the Account dropdown if you only want to view one account on the screen. > > Select dates from the Start Date and End Date dropdowns if you want to view cheques for a certain date period. To print cheque reports 1 Select from the Navigation panel one of the five cheque reconciliation reports, a preview of the report will appear. 2 The steps for printing, emailing, or exporting market information are exactly the same as the steps used for account balances. See Card B.1 for more information on how to print, email, or export this information. PC Business Banking bnz.co.nz/pcbanking 33

Accessing and exporting B B.6 Sending and receiving messages using PCBB Overview Use this card when you need to: >> send a message to the PCBB Support Team when you have a PCBB issue >> read messages sent from the PCBB Support Team. Only authorised Users can access these functions. Introduction You can use PCBB messaging when you need to send a general enquiry to the PCBB Support Team that doesn t require an immediate response. If you need to contact the Support Team urgently, you should phone them. The Support Team can respond to any messages sent by sending you a message back (or they will phone you if it is urgent). You should only send messages to the PCBB Support Team if you have an issue that is directly related to PCBB. Use your normal communication channels to communicate with the Bank on other issues. BNZ can send two types of messages: >> broadcast messages all Users who have access rights to view messages can read these >> administration messages only Super Users can read these messages (eg. billing and maintenance information). BNZ will send messages to all users when there has been a failure while communicating or processing an instruction. You must always check these messages as that instruction may not be processed until the failure is resolved. BNZ will only use this function to send messages about PCBB issues. They will communicate with you about other issues through the normal channels. Sending and reading messages using PCBB is similar to using email (there is an inbox folder, a drafts folder, an outbox folder, and a sent mail folder). Once you ve created a message to the PCBB Support Team, it will be sent during the next communications session. Any messages sent from the PCBB Support Team will be received during this communications session. See Card C.14 for more information on running a communications session. You can t use messaging to send internal messages between people in your organisation. PC Business Banking bnz.co.nz/pcbanking 35

B Accessing and exporting Creating a message Remember, there may be a delay between when you create a message and when it is sent to the PCBB Support Team during a communications session. If you have an urgent enquiry, you may want to call the Support Team instead. 1 Select Messaging from the menu bar. 2 The Inbox tab will display by default. It will show all the new messages received from the PCBB Support Team. 3 Select Create New Message from the Navigation panel. The New Message window will appear. This is where you write your message. 4 Enter the topic you are writing about in the Subject field. Make your subject meaningful; it s easier for the Support Team to respond to a query that is clear. 5 Enter your message in the message body area. Make your message concise and clear. If you have an issue, remember to identify clearly what the issue is. 6 Click the Send button when you re ready to send your message. The message will be saved to the Outbox tab and will be sent during the next communications session. Click the Save button if you aren t ready to send your message and want to save it as a draft so you can finish writing it later. Your message will be saved in the Draft tab and won t be sent. Select the Draft tab to find your saved message when you want to finish it. Double-click on your message to open and finish writing it. Click the Send button when you are ready to send it. 36 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B Reading and printing messages 1 Follow Steps 1 2 of creating a message. 2 Double-click on the message you want to read. 3 Click the Print button to print the message. A preview of the message will appear. You can print more than one message at a time by holding down the Ctrl key on your keyboard and selecting each message you want to print. 4 Choose whether to print, email, or export the message. If you choose to email or export the report, you will need to select the format that the report will be sent or saved in. 5 Click the Close button to close the message when you ve finished reading it. PC Business Banking bnz.co.nz/pcbanking 37

B Accessing and exporting Deleting a message 1 Double-click on the message you want to delete in the Inbox. 2 Click the Delete button. 3 Click the Yes button to confirm that you want to delete the message. Handy tip Be careful when deleting messages. Once you ve deleted a message, it cannot be retrieved. 38 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B B.7 Receiving market information and product information Overview Use this card when you need to view: >> weekly market commentary from BNZ >> product information >> spot rates >> forward exchange rates >> deposit rates. Introduction PCBB is a quick and easy way to keep up to date with the latest market movements and trends: > > Information This comprises two separate sections: the first is a weekly market commentary by BNZ s Chief Economist, and the second provides regular updates of products and services offered by PCBB > > Spot rates this is indicative exchange rate information, updated regularly throughout each business day; the actual rates used for foreign currency transaction may differ > > Forward exchange rates this is indicative rate information on the Bank s foreign currency borrowing and deposit rates and is updated regularly throughout each business day > > Deposit rates this is indicative foreign-exchange deposit rate information, updated regularly throughout each business day (the actual deposit rates you receive may differ). Market information is updated every 30 minutes between 8.30am and 5pm, Monday to Friday. PCBB will display the information for the above based on when the last communications session was completed. For example, if the last communications session was run on Monday night, the information displayed will be for Monday night. Printing, emailing, and exporting spot rates The steps for printing, emailing, or exporting market information are exactly the same as the steps used for account balances. See Card B.1 for more information on how to print, email, or export this information. Every authorised User can access these functions. PC Business Banking bnz.co.nz/pcbanking 39

B Accessing and exporting Viewing and printing market commentary and product information 1 Select Market Information from the module bar. 2 The Information tab will display by default. The market commentary information downloaded in the last communications session will be displayed. 3 Check product information for any service announcements or product enhancements. 40 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B Viewing spot rates 1 Follow Step 1 for viewing and printing market commentary. 2 Select the Spot Rates tab from the tab bar. The spot rates downloaded in the last communications session will be displayed. Viewing foreign exchange rates 1 Follow Step 1 for viewing and printing market commentary. 2 Select the Foreign Exchange Rates tab from the tab bar. The foreign exchange Buy rates downloaded in the last communications session will be displayed. 3 Select the Sell radio button on the Navigation panel to view the foreign exchange Sell rates downloaded in the last communications session. PC Business Banking bnz.co.nz/pcbanking 41

B Accessing and exporting Viewing deposit rates 1 Follow Step 1 for viewing and printing market commentary. 2 Select the Deposit Rates tab from the tab bar. The deposit rates downloaded in the last communications session will be displayed. 42 bnz.co.nz/pcbanking PC Business Banking

Accessing and exporting B B.8 File transfer: downloading international trade, Chequepost, credit batch, and Flexi-purchase files Overview Use this card when you need to: >> download (receive) Chequepost, credit batch, international trade correspondence, or Flexi purchase files from BNZ >> upload (send) a file to PCBB. Only an authorised User can access these functions. Introduction The file transfer function lets you receive and send files to BNZ. You shouldn t use file transfer unless you have arranged it with the PCBB Support Team first. The PCBB Support Team may ignore files you send them unless you have made prior arrangements. File downloads There are four common types of file download that customers can receive: >> Chequepost remittance files >> credit batch response files >> Flexi-purchase files >> international trade correspondence files. Only customers with these services will receive these files. For more information about these services, please contact the Bank. If BNZ sends you files, they will be automatically downloaded during a communications session. The files will be saved in a location selected by the Super User. Talk to your Super User if you need more information about where files are located. PC Business Banking bnz.co.nz/pcbanking 43

B Accessing and exporting Viewing downloaded files 1 Select File Transfer from the module bar. 2 Select the Downloads tab from the tab bar. All recently downloaded files are displayed here together with the location(s) where they were saved. Uploading files 1 Select File Transfer from the module bar. 2 Select the Upload tab from the tab bar. 3 Select Browse from the Navigation panel. Find the file, select it, and click the Open button. The file will be queued and will be sent during the next communications session. 4 Tick the Delete After Upload checkbox if you want to delete the file after it has been successfully uploaded. Handy tip When browsing for a file to upload, you may need to change the file filter to All Files to select the required file. 44 bnz.co.nz/pcbanking PC Business Banking

C Create, edit, delete C.1 Overview of the instructions process C.2 Creating and editing payees C.3 Editing, copying, and deleting instructions C.4 Instructions: attaching or importing a transaction/payment file into PCBB C.5 Instructions: Inter-account Transfer C.6 Instructions: Direct Credit, Direct Credit Cleared Funds, Payroll, and Executive Payroll C.7 Instructions: Direct Debits C.8 Instructions: NAB Direct Credit, Payroll, or Executive Payroll transfer C.9 Instructions: Same-day Cleared Payments C.10 Instructions: Client Funds Service C.11 Instructions: Automatic Payments, Stop Cheques, and Committed Cash Advance Facility C.12 Instructions: creating an instruction template C.13 Authorising instructions C.14 Running a communications session C.15 Creating a scheduled communication session Create, edit, delete C

Create, edit, delete C C.1 Overview of the instructions process Overview This card has an overview of: >> the five-step process to follow when you set up Only an authorised User and make instructions directly within PCBB (or more information on importing or attaching files see Card C.4) can use these functions. >> the different types of instruction you can create in PCBB. This card has an overview of the instructions process. For detailed information on how to complete each of these steps, see Cards C.3 C.14. CREATE A PAYEE SEE C.2 CREATE THE INSTRUCTION SEE C.3 C.12 ENTER THE TRANSACTION INTO THE INSTRUCTION SEE C.5 C.11 AUTHORISE THE INSTRUCTION SEE C.13 SEND THE INSTRUCTION SEE C.14 Introduction An instruction is an order telling the Bank to either: > > debit a specified account pay money from someone else s account into one of your accounts (provided you are set up as a Direct Debit initiator) > > credit a specified account pay money to someone else s account from one of your accounts. PC Business Banking bnz.co.nz/pcbanking 45

C Create, edit, delete Creating and sending instructions This diagram shows the five main steps you follow when creating instructions and sending them to the Bank. CREATE A PAYEE This step only has to be done the first time you need to establish an instruction for a particular payee. You don t need to do this step for Inter-account Transfers and Client Funds Service because these instructions involve moving funds between your own accounts. See Card C.2 for more information on creating payees. CREATE THE INSTRUCTION ENTER THE TRANSACTION INTO THE INSTRUCTION Before you can enter a transaction, you need to create an instruction in which to send the transaction. An instruction can have one or more transactions, but the transactions in an instruction can only be of one type (eg. only Direct Credits, or only Same-day Cleared Payments). You can create more than one instruction to authorise and send at the same time. AUTHORISE THE INSTRUCTION SEND THE INSTRUCTION Once the instruction has been created, it needs to be authorised and sent to the Bank. The time when you authorise and send instructions to the Bank will depend on your organisation s debit and credit cycle. See Cards C.13 and C.14 for more information on authorising and sending instructions. 46 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C The different types of instruction PCBB lets you create and make a wide variety of instructions. Below are brief descriptions of each different instruction type in PCBB. Type of instruction Description Card Direct Credits This instruction allows you to pay funds into the accounts C.6 of your payees. Direct Credit Cleared Funds Direct Debits Inter-account Transfers Payroll and Executive Payroll Same-day Cleared Payments NAB Payroll and Executive Payroll NAB Direct Credits Committed Cash Advance Facility (CCAF) rollover Client Funds Service Stop Cheque Automatic Payments This is like a Direct Credit, but relies on your account having cleared available funds to draw on to make a payment. This instruction allows you to collect funds from the accounts of payees who have given you a Direct Debit authority. This instruction allows you to transfer funds between your accounts. This is like a Direct Credit, but payments are identified as payroll at the Bank receiving the funds. This instruction allows you to make irrevocable, cleared-funds payments to all banks in near real-time. This is like an NAB Direct Credit, but these payments are identified as payroll at the Bank receiving the funds. This instruction allows you to pay funds from your NAB account to other Australian accounts. This instruction allows you to activate new CCAF loans or roll over existing CCAF loans. For this type of instruction, you need to use a Free Format instruction template.* This instruction is specifically designed for solicitors, lawyers, and accountants with client money to deposit. This instruction allows you to stop payment on cheques you ve issued, or to cancel a previous Stop Cheque instruction. For this type of instruction, you need to use a Free Format instruction template.* This instruction allows you to create, amend, or delete Automatic Payments made from one of your accounts. For this type of instruction, you need to use a Free Format instruction template.* * You need to use a Free Format template if you want to make Automatic Payments, use a Committed Cash Advance Facility (CCAF) rollover, or Stop Cheques. For more information about creating and sending Free Format templates, see Card C.11. C.6 C.7 C.5 C.6 C.9 C.8 C.8 C.11 C.10 C.11 C.11 PC Business Banking bnz.co.nz/pcbanking 47

C Create, edit, delete Transactions created in another accounting system or package If you use an accounting system or package to create your transactions, you don t need to waste time re-entering those transactions into PCBB. You can send files to PCBB (using the attaching or importing function in PCBB) containing those transactions. Handy tip >> In PCBB your organisation is always the payer, and any other organisation that you send funds to or receive funds from is the payee. >> If you ve used an older version of PCBB, you ll notice that in this version you no longer need to batch instructions to create them. However, you can still batch instructions when you authorise and send groups of similar instructions. For more information about attaching and importing instructions, see Card C.4. Note: Only one user can maintain or create a specific instruction at any given time. If you are unable to access an instruction, a message will display the User ID of the person who is currently accessing that instruction. 48 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.2 Creating, editing and deleting payee Overview Use this card when you need to: >> create a new payee >> edit an existing payee >> delete an existing payee. Introduction Before you can create an instruction and enter transactions in PCBB to pay somebody (a payee), you need to: >> record the payee s name and account number >> record any particulars, code, or reference information that you want displayed on this payee s bank statement when you pay them (if required) >> select the type of instruction(s) that this payee is to be made available for. Once you ve created a payee, you can pay money to that payee as many times as you need to; you don t need to create them again. If you ve created a payee and then need to edit their account number, you can edit their details; you don t need to create them again. If you attach or import transaction files from an accounting system or package into PCBB, you don t need to create the payees at all. The file you attach or import will contain payees details. For more information about attaching or importing files into PCBB, see Card C.4. Only an authorised User can create and edit a payee. PC Business Banking bnz.co.nz/pcbanking 49

C Create, edit, delete Creating a payee Creating a payee is easy: just follow the steps below. 1 Select Instructions from the module bar. 2 Select Create Payee on the Navigation panel. The Payee Details window will open. 3 Enter a name for the payee in the Name field. This name is for your reference only, so you don t need to enter the full legal name of the payee s company. You can use abbreviations, but make sure you give it a name that everyone can easily identify. 4 Select the type of account that the payee wants you to credit money into from the Account Type dropdown. Depending on the access rights you have been assigned, there will be up to seven types available, which are: > > NZ Domestic allows you to enter a standard bank account number (eg. cheque account) from any New Zealand bank > > AMEX allows you to enter any New Zealand issued American Express card number > > Diners Club allows you to enter any New Zealand issued Diners Club card number > > MasterCard allows you to enter any New Zealand issued MasterCard card number > > Visa allows you to enter any New Zealand issued Visa card number > > NAB Australia allows you to enter a standard National Australia Bank domestic account number > > Other Aus Banks allows you to enter a standard domestic account number for any Australian bank other than NAB. 50 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 5 Enter the account number or card number you will credit the money to into the Account number field. 6 Enter any Particulars, Code, or Reference information if required. 7 Tick the checkboxes next to each instruction type you want to make available for the payee. For example, if you only pay a payee by Direct Credit, you should only tick Direct Credit. Note: The instruction types that appear in the Instruction Type window will depend on the access rights assigned to you by the Super User for your organisation. Contact the Super User if there is an instruction type you need that doesn t appear. 8 Click the Save button once you ve finished entering all the information. The payee will now appear on the payee list. Select the Payee List from the Navigation panel to view the list. Editing a payee Changing the details for a payee is easy and is very similar to creating a new payee. 1 Select Instructions from the module bar. 2 Select Payee List from the Navigation panel. 3 Double-click on the name of the payee you want to edit. PC Business Banking bnz.co.nz/pcbanking 51

C Create, edit, delete 4 Make any changes that are required. 5 Click the Save & Close button once you ve finished. Deleting a payee If you delete a payee from PCBB, it can t be retrieved. If you accidentally delete a payee, you will need to re-create them. 1 Click on the name of the payee you want to delete. You can select more than one payee at a time by holding down the Ctrl key on your keyboard and clicking on each payee you want to delete. 2 Select Delete Payee from the Navigation panel. 3 Click the Yes button on the window that appears to confirm that you want to delete the payee(s). Handy tip >> Make sure the bank account or card number format you enter in the Account Number field is in the same format as the type of account you selected in the Account Type dropdown. > > You can easily print or email a list of all payees by selecting Print Payee List from the Navigation panel. >> All fields with a * are mandatory. 52 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.3 Editing, copying, and deleting instructions Overview Use this card when you need to: >> edit an existing instruction >> copy an instruction so you can use it again >> delete an instruction that is no longer required. Only an authorised User can use these functions. Introduction The steps for editing, copying, and deleting instructions can be used for all the different types of instructions. Copying an instruction is useful, especially if you need to make the same type of transaction on a regular basis (such as payroll or monthly Direct Credits). You can copy an instruction and reuse the detail for that instruction, which saves you time, as you don t need to enter all the detail again. Just remember to update any details that have changed from the previous transactions made (dates, amounts, and so on). Editing an instruction Follow these steps to edit the instruction details. 1 Select Instructions from the menu bar. A list of all the instructions that have been created will appear. 2 Click on the instruction you want to edit from the list. The instruction will be highlighted. 3 Select Edit Instruction from the Navigation panel. Details for the instruction will appear. 4 Make any changes you need to. 5 Click the Save button when you ve finished. PC Business Banking bnz.co.nz/pcbanking 53

C Create, edit, delete Copying an instruction You can only copy one instruction at a time. Remember to update all the information that has changed since the instruction was last used. 1 Follow Steps 1 2 of editing an instruction. 2 Select Copy Instruction from the Navigation panel. 3 Click the Yes button on the window that appears, to confirm that you want to copy the instruction. 4 Enter a name for the instruction in the Description field. Make sure you give it a different name from the original you copied (for example, if you use the date in the description, update the date). 5 Click the OK button. You will see the newly copied instruction appear in the grid. You can now edit the instruction. Note: You can copy an instruction in either Create, Authorised, or Pending status. Deleting an instruction You can delete more than one instruction at a time. Be careful when doing this, because once an instruction is deleted, you can t recover it. 1 Follow Steps 1 2 of editing an instruction. Hold down the Ctrl key on the keyboard to select more than one instruction to delete at a time. 2 Select Delete Instruction from the Navigation panel. 3 Click the Yes button on the window that appears, to confirm that you want to delete the instruction. Note: Check the Due Date is the intended processing date for the transactions. 54 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.4 Instructions: Attaching or importing a transaction/ payment file into PCBB Overview Use this card when you need to: >> attach or import a file with transaction/payment information created in your separate accounting or payroll system. Only an authorised User can perform these tasks. Introduction If you use a separate accounting or payroll system to create your transactions, you can save yourself time by attaching or importing a file created in that system into PCBB. That way, you don t need to re-enter information into PCBB. Enter transaction/ payment information into your accounting or payroll system Export the file out of your accounting or payroll system Attach the file into PCBB (read-only) or Import the file into PCBB (editable) The difference between attaching and importing a file > > If you attach a file, you can t edit any of the details from the file once it has been attached to PCBB. This means that the information in both systems remains exactly the same. > > If you import a file, you can edit the file s details once it has been opened in PCBB. Before you can attach or import a file into PCBB, you need to export that file from your accounting or payroll system. If there are mistakes with transactions, you will need to: >> either make the changes in your accounting or payroll system and attach the file again >> or import the file and amend transactions directly in PCBB. PC Business Banking bnz.co.nz/pcbanking 55

C Create, edit, delete Attaching a file Before you begin this process, make sure that: >> the file you have exported contains the transaction date >> if it s a Direct Debit, the file contains the DDA number >> the file is in the Bank approved.afi format >> you know where the exported file is saved on your system. 1 Select Instructions from the module bar. 2 Select the Created tab from the tab bar. 3 Select Create Attached Instruction from the Navigation panel. The Create Attached Instruction Details window will open. 4 Select the type of instruction you are attaching from the Instruction Type dropdown. 56 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 5 Enter a name for the instruction in the Description field. (The description can be up to 20 characters). This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. For example: Type of instruction_current date (Payroll_01072007). 6 Click the Browse button. This will open a new window that you use to find and attach the file(s) you want to send. Note: You can select multiple files at one time by holding down the Ctrl key and selecting each file. 7 Find the file, select it, and click the Open button. PCBB will validate (check) the file for any errors (eg. invalid account numbers). If there is an error, a message stating what is incorrect will appear. If you have the appropriate access rights, and some errors are present, you ll be able to continue attaching the file. Any invalid transactions will be discarded from the file. 8 Click the Save button. Note: You can t edit or copy an attached file once you ve attached and saved it. PC Business Banking bnz.co.nz/pcbanking 57

C Create, edit, delete Importing a file The process is similar to that for attaching a file of instructions. Make sure you export the file from your accounts or payroll system and know where the file is located before you begin. 1 Follow Steps 1 and 2 for attaching a file. 2 Select Import Instruction from File on the Navigation panel. 3 Enter a name for the instruction in the Description field. 4 Select the type of instructions you are wanting to import from the Instruction Type dropdown. 5 Click the Browse button. This will open a new window that you use to find and open the file you want to import. 6 Find the file, select it, and click the Open button. 7 Select the payer account for the instruction. 8 Click the Save button. Your instruction will be imported, and any errors will display in a dialogue box. Handy tip >> If you import a file and edit the information in PCBB, you will need to make the same change in the source programme if you want the information to match. >> You can change the type of instruction that is imported to something other than the type contained within the file (eg. Direct Credits can be imported as payroll, or payroll can be imported as Same-day Cleared Payments). >> If you need assistance with the.afi format, contact the Support Team. 58 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.5 Instructions: Inter-account Transfer Overview Use this card when you need to transfer money between your organisation s Bank accounts. Introduction You can use this function to transfer money between existing Bank accounts. If you need a new Bank account set up or you need to change an existing account, you will need to contact the Bank to do this. Creating this instruction type is a two-step process: 1 Create the instruction for the Inter-account Transfer. 2 Enter the transaction into the instruction. Creating an Inter-account Transfer instruction 1 Select Instructions from the module bar. Only an authorised User can perform these tasks. 2 Select Create Instruction on the Navigation panel. 3 Select Inter-account Transfers from the Instruction Type dropdown. 4 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. PC Business Banking bnz.co.nz/pcbanking 59

C Create, edit, delete 5 Select the due date for this instruction by using the Due Date dropdown. You may select any date, from today up to 60 days from today. The instruction will be processed on the night of the due date, and will appear in the specified account(s) the next day. 6 Click the Save button. Entering an Inter-account Transfer transaction Once you ve created the Inter-account Transfer instruction, you need to enter the transaction(s) you want processed. 1 If not already open double click the Inter-account Transfer instruction you want to enter a transaction for. All transactions that have been entered in that instruction will be listed in this new window. 2 Select Create Transaction on the Navigation panel. 60 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 3 Select the account from which you want to transfer funds in the From Account dropdown. 4 Select the account you want to transfer funds into from the To Account dropdown. 5 Enter the amount of funds you want to transfer in the Transfer Amount field. Remember to use a decimal point (.) when entering in amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 6 Enter any Payer Particulars, Code, or Reference details (if required) to appear on the Bank statement of the From Account. 7 Enter any Payee Particulars, Code, or Reference details (if required) to appear on the Bank statement of the To Account. 8 Click the Save button. 9 Repeat Steps 2 6 for any additional transfers. 10 Click the Save & Close button, when you are finished. Handy tip >> The due date for a transfer can only be a business day. >> You can only have one due date for each Inter-account Transfer instruction you create. If you need to have transfers occurring on different days, you need to create separate instructions for each date. PC Business Banking bnz.co.nz/pcbanking 61

Create, edit, delete C C.6 Instructions: Direct Credit, Direct Credit Cleared Funds, Payroll, and Executive Payroll Overview Use this card when you need to pay funds to a payee (pay bills, wages, salaries, and so on). If you need to pay money from your National Australia Bank (NAB) account to other Australian accounts, see Card C.8 for more information. Introduction A Direct Credit allows you to pay funds into payees accounts. For example, you can use Direct Credits to pay your phone and power bills, or to pay your employees. Direct Credit Cleared Funds, Payroll, and Executive Payroll are specific types of direct credit: > > Direct Credit Cleared Funds this is a form of Direct Credit, but your organisation s account must have cleared available funds to draw on before making a payment. > > Payroll and Executive Payroll this is a form of Direct Credit, but payments are identified as payroll at the bank receiving your payment. One Direct Credit instruction can be used to pay up to 99,999 payee accounts, but all those payments must come from the same account. If you need to pay money from more than one account, you need to create a different instruction for each account you pay from. Creating this instruction type is a two-step process. 1 Create the instruction for the Direct Credit, Direct Credit Cleared Funds, Payroll, or Executive Payroll transfer. 2 Enter the transaction(s) into the instruction you ve just created. Only an authorised User can perform these tasks. PC Business Banking bnz.co.nz/pcbanking 63

C Create, edit, delete Creating the instruction for the Direct Credit, Direct Credit Cleared Funds, Payroll, or Executive Payroll transfers The steps for creating all these instructions are the same. 1 Select Instructions from the module bar. 2 Select Create Instruction on the Navigation panel. 3 Select Direct Credit, Direct Credit Cleared Funds, Payroll, or Executive Payroll from the Instruction Type dropdown. 4 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 64 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 5 Select the account you are paying the funds from, using the Account dropdown. Note: You can only pay funds from an account if (a) the account has been loaded into your PCBB site s account list at the Bank and (b) your Super User has given you the appropriate access rights to use the account. If an account that you need to pay funds from does not appear in the list above, contact your PCBB Super User for help. 6 If required, change the organisation name that appears in the Name field. This name appears on each payee s statement as the entity that has paid them the funds. Note: If the payer name needs to be permanently changed, please contact your Super User for help. They can change the default name in the Account Maintenance module. 7 Enter any Particulars, Code, or Reference details to appear on your Bank statement (if required). 8 Select the due date for this instruction by using the Due Date dropdown. You may select any date, from today up to 60 days from today. The instruction will be processed on the night of the due date (or the next business day if the due date is not a business day) and will appear in the specified account(s) the next day. Direct Credit Cleared Funds can only be processed on business days, and cannot be future dated. 9 Tick the Individual Transactions checkbox if you want each transaction entered in the instruction to appear as a separate line item on your Bank statement. If you leave it unticked, there will be only one summary line item on your Bank statement showing the total value for all the transactions within the instruction. Note: If you tick this checkbox you will be charged for each line item that appears (eg. if you have 50 transactions, 50 line items will appear and you will be charged for each transaction). However, you may need to tick this box if your accountant requires this information to audit your accounts. Check with your accountant if you are unsure. PC Business Banking bnz.co.nz/pcbanking 65

C Create, edit, delete 10 Click the Save button. Handy tip >> If you need to regularly pay a similar group of payees (eg. salary payments), you can save time by simply copying a previously sent instruction of these payments and then modifying the transactions to suit. >> Another way of saving time is to create an instruction template that acts as a master instruction from which copies can be made and modified for a particular run of payments. Enter the transaction details Before you can create a Direct Credit transaction, the payee(s) you wish to pay must be set up. See Card C.2 for more information on how to create a payee. 1 If not already open, double-click the Direct Credit instruction you want to enter a transaction for. All transactions that have been entered in that instruction will be listed in this new window. 2 Select Create Transaction from the Navigation panel. Note: When selecting the payee you can either scroll using the scroll bar, or type the first letter of the payee s name to jump to that letter group. 66 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 3 Select the payee who will receive the funds from the Payee dropdown. 4 Enter any Particulars, Code, or Reference details (if required) to appear on your payee s bank statement. Note: Your organisation s name will automatically appear on the payee s bank statement. This is the payer name found in Step 6 of creating the instruction. 5 Click the Save button. 6 Repeat Steps 2 5 for any additional payee transactions. Remember, you can only create more transactions in this instruction if the payments are coming from the same account. 7 Click the Save & Close button when you are finished. PC Business Banking bnz.co.nz/pcbanking 67

Create, edit, delete C C.7 Instructions: Direct Debits Overview Use this card when you need to collect funds from the accounts of payees who have given you authority to Direct Debit them. Only an authorised User can perform these tasks. Introduction A Direct Debit allows you collect funds from the accounts of other organisations or individuals (payees) who have given you authorisation to do so. Direct Debits are useful if you regularly bill a payee for services. Before you can Direct Debit the account of the payee, you must be given authority to act as a Direct Debit initiator. Contact the PCBB Support Team on 0800 280 269 for more details. One Direct Debit instruction can be used to debit up to 99,999 different payee accounts, but all those payments must be deposited into the same account held by you. Making this type of transfer is a two-step process: 1 Create the instruction for the Direct Debit transfer. 2 Enter the details of the payee into the instruction you ve just created. PC Business Banking bnz.co.nz/pcbanking 69

C Create, edit, delete Creating the instruction for the Direct Debit payment 1 Select Instructions from the module bar. 2 Select Create Instruction on the Navigation panel. 3 Select Direct Debit from the Instruction Type dropdown. 4 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 5 Enter your Direct Debit authority number in the DDA field. The Bank will give you this number when they authorise you to be a Direct Debit initiator. 70 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 6 Select the account you are crediting the funds into from the Account dropdown. Note: You can only credit funds to an account if (a) the account has been loaded into your PCBB site s account list at the Bank and (b) your Super User has given you the appropriate access rights to use the account. If an account that you need to credit funds into does not appear in the list above, contact your PCBB Super User for help. 7 If required, change the organisation name that appears in the Payer Name field. This name appears on each payee s statement as the entity that has Direct Debited them. Note: If the payer name needs to be permanently changed, please contact your Super User for help. They can change the default name in the Account Maintenance module. 8 Enter any Particulars, Code, or Reference details to appear on your Bank statement (if required). 9 Select the due date for this instruction by using the Due Date dropdown. You may select any date, from today up to 60 days from today. The instruction will be processed on the night of the due date, and will appear in the specified account(s) the next day. 10 Tick the Individual Transactions checkbox if you want each transaction entered in the instruction to appear as a separate line item on your Bank statement. If you leave it unticked, there will be only one summary line item on your Bank statement showing the total value for all the transactions within the instruction. Note: If you tick this checkbox, you will be charged for each line item that appears on your Bank statement (eg. if you have 50 transactions, 50 line items will appear and you will be charged for each transaction). However, you may need to tick this box if your accountant requires this information to audit your accounts. Check with your accountant if you are unsure. 11 Click the Save button. PC Business Banking bnz.co.nz/pcbanking 71

C Create, edit, delete Enter the Direct Debit transaction details Before you can create a Direct Debit transaction, the payee(s) you wish to debit must be set up. See Card C.2 for more information on how to create a payee. 1 If not already open, double-click the Direct Debit instruction you want to enter a transaction for. All transactions that have been entered in that instruction will be listed in this new window. 2 Select Create Transaction from the Navigation panel. 3 Select the payee from whom you are collecting funds from in the Payee dropdown. 4 Enter the amount of funds you want to collect in the Amount field. Remember to use a decimal point (.) when entering in amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 5 Enter any Particulars, Code, or Reference details (if required) to appear on your payee s Bank statement. Note: Your organisation s name will automatically appear on the payee s bank statement. This is the Payer Name found in Step 6 of creating the instruction. 6 Click the Save button. 7 Repeat Steps 2 5 for any additional payee transactions. Remember, you can only create more transactions in this instruction if the payments are being credited to the same account. 8 Click the Save & Close button when you are finished. 72 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.8 Instructions: NAB Direct Credit, Payroll, or Executive Payroll transfer Overview Use this card when you need to pay funds from your National Australia Bank (NAB) account to other Australian payee accounts (to pay bills, wages, salaries, and so on). Only an authorised User can perform these tasks. Introduction The steps for completing NAB Direct Credit instructions are very similar to creating a Direct Credit instruction and entering payees. The major difference is that for NAB Direct Credits you need to enter a direct entry number (see Step 5 below). You can also use these steps to create an instruction for Payroll and Executive Payroll instructions. For more information on Direct Credits, see Card C.6. PC Business Banking bnz.co.nz/pcbanking 73

C Create, edit, delete Creating the instruction for the NAB Direct Credit, Payroll, or Executive Payroll transfers 1 Select Instructions from the module bar. 2 Select Create Instruction on the Navigation panel. 3 Select NAB Direct Credit, NAB Payroll, or NAB Executive Payroll from the Instruction Type dropdown. 4 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 5 Enter your direct entry number in the DE Number field. 6 Select the account you are paying the funds from, using the Account dropdown. Note: You can only pay funds from an account if (a) the account has been loaded into your PCBB site s account list at the Bank and (b) your Super User has given you the appropriate access rights to use the account. If an account that you need to pay funds from does not appear in the list above, contact your PCBB Super User for help. 74 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 7 If required, change the organisation name that appears in the Name field. This name appears on each payee s statement as the entity that has paid them the funds. Note: If the payer name needs to be permanently changed, please contact your Super User for help. They can change the default name in the Account Maintenance module. 8 Select the due date for this instruction by using the Due Date dropdown. You may select any date, from today up to 60 days from today. The instruction will be processed on the night of the due date (or the next business day if the due date is not a business day) and will appear in the specified account(s) the next day. 9 Click the Save button. Enter the transaction details Before you can create a Direct Credit transaction, the payee(s) you wish to pay must be set up. See Card C.2 for more information on how to create a payee. 1 If not already open, double-click the instruction you want to enter a transaction for. All transactions that have been entered in that instruction will be listed in this new window. 2 Select Create Transaction from the Navigation panel. 3 Select the payee who will receive the funds from the Payee dropdown. PC Business Banking bnz.co.nz/pcbanking 75

C Create, edit, delete 4 Enter the amount of funds you want to pay into the Amount field. Remember to use a decimal point (.) when entering in amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 5 Enter any payee Reference details (if required) to appear on your payee s bank statement. Note: Your organisation s name will automatically appear on the payee s bank statement. This is the payer name found in Step 7 of creating the instruction. 6 Click the Save button. 7 Repeat Steps 2 5 for any additional payee transactions. Remember, you can only create more transactions in this instruction if the payments are being made from the same account. 8 Click the Save & Close button when you are finished. Handy tip >> When creating payees for NAB Direct Credit, Payroll, or Executive Payroll, remember to allocate them to the NAB Direct Credit, NAB Payroll, or NAB Executive Payroll instruction types, not the regular Direct Credit, Payroll, or Executive Payroll instruction types. >> If you need to regularly pay a similar group of payees (eg. salary payments), you can save time by simply copying a previously sent instruction of these payments and then modifying the transactions to suit. >> Another way of saving time is to create an instruction template that acts as a master instruction from which copies can be made and that is modified for a particular run of payments. 76 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.9 Instructions: Same-day Cleared Payments Overview Use this card when you need to transfer funds to a payee in near real-time using cleared funds. Only an authorised User can perform these tasks. Introduction A Same-day Cleared Payment is an Intraday payment which is processed as soon as it arrives at the Bank. (All other payment types are processed overnight). A Same-day Cleared Payment should be used when the funds are required to be available to the recipient on the day that the payment is authorised, such as when buying and selling property. To make a Same-day Cleared Payment you must have enough available cleared funds in your account at the time the payment is sent to the Bank (see the Tips section for more information on cleared available funds). If you don t have sufficient cleared funds, you will be notified by a message sent to PCBB that your payment has failed. Same-day Cleared Payments can only be made between 9am and 4.30pm on business days. For more information about authorising and sending instructions, see Cards C.13 C.14. Unlike other instructions, for Same-day Cleared Payments you don t need to create the instruction first and then enter the transaction. You create the transaction at the same time that you create the instruction. If you need to do more than one transaction, you will need to create another instruction. Same-day Cleared Payments are irrevocable. Once one has been authorised and sent to the Bank you can t withdraw, cancel, or amend it. PC Business Banking bnz.co.nz/pcbanking 77

C Create, edit, delete Creating the instruction to make a Same-day Cleared Payment 1 Select Instructions from the module bar. 2 Select Create Instruction on the Navigation panel. 3 Select Same-day Cleared Payment from the Instruction Type dropdown. 4 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 5 Select the account from which you are paying the funds from the Account dropdown. Note: You can only pay funds from an account if (a) the account has been loaded into your PCBB site s account list at the Bank and (b) your Super User has given you the appropriate access rights to use the account. If an account from which you need to make a payment does not appear in the list above, contact your PCBB Super User for help. 78 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 6 If required, change the organisation name that appears in the Payer Name field. This name appears on each payee s statement as the entity that has paid them the funds. Note: If the payer name needs to be permanently changed, please contact your Super User for help. They can change the default name in the Account Maintenance module. 7 Enter the amount of funds you want to pay into the Amount field. Remember to use a decimal point (.) when entering amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 8 Select the payee who will receive the funds from the Payee Name dropdown. 9 Enter any Particulars, Code, or Reference details (if required) to appear on the payer s and payee s bank statements. 10 Tick the Notify Payee checkbox and enter a fax number in the Fax Number field if you want the bank to send a faxed notification of payment to the payee. Use the following formats to enter fax numbers: >> New Zealand fax number: +AC+NNNNNNN >> International fax number: +00CC+AC+NNNNNNN AC = Area Code CC = Country Code. 11 Click the Save button. Remember that this payment still needs to be authorised and sent (during a communications session) before the Bank can process it. Sending the Same-day Cleared Payment During the communications session to send the transaction, you will receive instant confirmation of whether the payment has been successful. >> If the payment is successful, it will be acknowledged in the communications log. >> If the payment has failed this will appear on the communications session dialogue box with the reason for the failure. This can be printed if required. Full details of every communications session can also be viewed in the Audit Trail. For more information on the communications log, see Card C.14. PC Business Banking bnz.co.nz/pcbanking 79

C Create, edit, delete Receiving a Same-day Cleared Payment If the BNZ receives a Same-day Cleared Payment for you, it will automatically be credited to you as cleared funds. You will receive a fax to notify you that the payment has been credited to your account, or, if the Bank has been asked to notify you by PCBB messaging, a message will be sent to you. See Card B.6 for more information on messaging. Handy tip Same-day Cleared Payments can only be made with funds that have been Cleared through the banking system, ie. not subject to recourse by the issuer. Please note that Cheques deposited to your account are not considered Clear until three days after depositing them. 80 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.10 Instructions: Client Funds Service Overview Use this card when you need to deposit funds into, or withdraw funds from client fund accounts. This function is specially designed for solicitors and accountants. Only an authorised User can perform these tasks. Introduction This service lets solicitors and accountants deposit their clients funds into separate trust accounts, which earn a higher rate of interest for the deposits because the rate is set according to the sum of the deposits in each account. By pooling funds, the maximum interest rate can be obtained while still retaining detailed information on each client s individual deposit. For more information about this service, contact the PCBB Support Team. Making this type of transaction is a two-step process: 1 Create your Client Funds Service (CFS) instruction. 2 Enter the deposit/withdrawal into the instruction you ve just created. PC Business Banking bnz.co.nz/pcbanking 81

C Create, edit, delete Creating the instruction for Client Funds Service This type of transaction is like an inter account transfer: you transfer funds between your trust account and your client fund account. Because it is a transfer, you don t need to create a payee to make this type of transaction. 1 Select Instructions from the module bar 2 Select Create Instruction on the Navigation panel. 3 Select Client Funds Transfer from the Instruction Type dropdown. 4 Enter a name for the instruction into the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 5 Select the account from which you are withdrawing the funds from the Account dropdown. 82 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 6 If required, change the organisation name that appears in the Name field. This name appears on each payee s statement as the entity that has paid them the funds. Note: If the payer name needs to be permanently changed, please contact your Super User for help. They can change the default name in the Account Maintenance module. 7 Select the due date for this instruction by using the Due Date dropdown. You may select any date, from today up to 60 days from today. The instruction will be processed on the night of the due date (or the next business day if the due date is not a business day) and will appear in the specified account(s) the next day. 8 Click the Save button. Enter the transaction details 1 If not already open, double-click the instruction you want to enter a transaction for. All transactions that have been entered in that instruction will be listed in this new window. 2 Select Create Transaction from the Navigation panel. PC Business Banking bnz.co.nz/pcbanking 83

C Create, edit, delete 3 Select the payee for whom you are depositing funds from the Payee dropdown. 4 Enter the amount of funds you want to deposit in the Amount field. Remember to use a decimal point (.) when entering amounts with cents. You don t need to use a dollar symbol ($) or commas (,) when entering amounts over 999. 5 Enter the Client Number, Client Reference, and Matter Number into these fields if required. 6 Select the length of time for the deposit from the Deposit Term if required. 7 Click the Save button. 8 Repeat Steps 3 7 for any additional transfers. 9 Click the Save & Close button when you are finished. Note: You can only make client fund transfers between your client fund account and your trust account. 84 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.11 Instructions: Automatic Payments, Stop Cheques, and Committed Cash Advance Facility Overview Use this card when you need to: >> create, amend, or delete an Automatic Only an authorised User can >> Payment (AP) tell the Bank to stop a cheque or tell the perform these functions. Bank to cancel the stop you ve already put on a cheque >> create a new loan or roll over an existing Committed Cash Advance Facility (CCAF). Introduction APs, Stop Cheques, and CCAF Creating an instruction for an AP or Stop Cheque, or rolling over a CCAF is simple, but slightly different from creating other instructions in PCBB. The main difference is that for each instruction you need to complete a simple electronic form. The process for authorising and sending these instructions is exactly the same as the process for other instructions. PC Business Banking bnz.co.nz/pcbanking 85

C Create, edit, delete Creating an AP, Stop Cheque, or CCAF instruction 1 Select Instructions from the module bar. 2 Select Create Free Format Instruction on the Navigation panel. 3 Enter a name for the instruction in the Description field. This description is for your reference only. Make sure you give it a description that is clear and easy to recognise. 4 Select the type of Free Format template you wish to use from the Select Template list. 86 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 5 Click the Create button. A window with a form for the template you selected will open. Automatic Payment Stop Payment Notice PC Business Banking bnz.co.nz/pcbanking 87

C Create, edit, delete Committed Cash Advance Facility 6 Complete the details on the form. Remember that all fields with a * next to them are mandatory. 7 Click the Save button. The window will close and the instruction will now appear on the Created tab in the Free Form Templates section of the Instructions window. You can edit the instruction by double-clicking on it in this tab. Handy tip >> The CCAF rollover instruction is only available to customers who have had this facility arranged with the Bank. > > CCAF once it has been sent in the communications session, the cash advance will process instantly if the service limit has not been exceeded. A fax is automatically sent to you confirming the CCAF was successful, and the exact rate that was applied. 88 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.12 Instructions: Creating an instruction template Overview Use this card when you need to create a template you can reuse for instructions you use often. Only an authorised User can perform these functions. Introduction Creating a template for commonly used instructions Do you have instructions that you use over and over again, such as salary, wages, or Direct Credits to pay utility companies? To save time re-entering the instructions and transaction details each time, you can either copy the instruction and change the details, or you can create a template. A template is a master copy that you can reuse again and again. Both copying instructions and creating a template have their own advantages. Copying an instruction is handy if you only need to reuse the instruction and transactions once or twice. Creating a template is really useful if you need to use the instruction and transactions regularly. Once you ve created a template, you can easily edit it to keep it up to date (for example, to add new transactions or remove old transactions). You can create a template for any type of instruction except APs, Stop Cheques, and CCAF. See Card C.3 for more information on how to copy an instruction. PC Business Banking bnz.co.nz/pcbanking 89

C Create, edit, delete Creating an instruction template Creating the template for an instruction and entering transactions is exactly the same as creating a normal instruction and entering transactions. You will need to create the payees and instruction template first and then enter each transaction. Once you ve done that, the template will appear on the Instruction Template List in the Instructions window. 1 Select Instructions from the module bar. 2 Select Instruction Template List from the Navigation panel. 3 Select Create Template from the Navigation panel. 4 From this point onwards, creating a template is exactly the same as creating an instruction of the same type, including entering transactions into the template. See Cards C.5 C.10 for more information on how to create each specific instruction type as a template. 90 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C Using an instruction template 1 Select Instructions from the module bar. 2 Select Create Instruction from Template from the Navigation panel. 3 Select the template to be used from the Template dropdown. 4 Enter a name for the instruction in the Description field. (The description can be up to 20 characters.) 5 Select one or more transactions from the template to be copied into the instruction for editing, by placing a tick next to the transaction within the Template Transactions window. 6 From this point on, creating the instruction from the template is exactly the same as creating an instruction of the same type, including entering and editing the transactions. See Cards C.5 C.10 for more information on how to complete each specific instruction type from here. Editing, copying, and deleting a template Editing, copying, and deleting an instruction template is very similar to editing, copying, and deleting other types of instruction. Editing an instruction template 1 Select Instruction Template List from the Navigation panel. 2 Select the template you want to edit. 3 Select Edit Template from the Navigation panel. 4 Change the details, then click the Save button. Note: To change the Instruction Type you ll need to create a new template. 5 Select Back to Instructions from the Navigation panel to exit. PC Business Banking bnz.co.nz/pcbanking 91

C Create, edit, delete Editing transactions inside a template 1 Select Instruction Template List from the Navigation panel. 2 Double-click on the template you want to edit. 3 Double-click on the transaction you want to edit. The Transaction dialogue box will appear. 4 Make any changes that are required. 5 Click the Save or Save and Close button to save your changes. 6 Select Back to Instructions from the Navigation panel to exit. Deleting an instruction template 1 Select Instruction Template List from the Navigation panel. 2 Select the template you want to delete. 3 Select Delete Template from the Navigation panel. Click the Yes button on the Delete Template Confirmation dialogue box to confirm the deletion. Copying an instruction template 1 Select Instruction Template List from the Navigation panel. 2 Select the template you want to copy. 3 Select Copy Template from the Navigation panel. 4 Give the new template a description and click the OK button. 92 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C Creating an instruction template from a file The process is similar to that for importing a file (see card C.4). The only difference is that each transaction within the file is automatically loaded as a payee during this process. 1 Select Instructions from the module bar. 2 Select Instruction Template List on the Navigation panel. 3 Select Create Template from File on the Navigation panel. 4 Select the type of template you want to import from the Instruction Type dropdown. 5 Enter a name for the template in the Description field. 6 Click the Browse button. This will open a new window that you use to find and open the file you want to import. 7 Find the file, select it and click the Open button. 8 Select the Payer Account for the template. 9 Click the Save button. Your template will be imported; each transaction will also be loaded as a payee. Any errors will display in a dialogue box. Handy tip >> When you copy a template make sure you give it a different name from that of the original you copied (for example, if you use the date in the description, update the date). >> You can delete more than one template at a time. Be careful when doing this, because once a template is deleted, you can t recover it. PC Business Banking bnz.co.nz/pcbanking 93

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Create, edit, delete C C.13 Authorising instructions Overview Use this card when you need to authorise instructions so they can be sent to the Bank. Only an authorised User can perform these tasks. Introduction All instructions need to be authorised before they can be sent to the Bank for processing. This is a security measure to help ensure that instructions are checked and approved before they are processed. >> Only Users who have been given the authority can authorise instructions. >> More than one person can be made an authoriser. >> Instructions can be set up so two people need to authorise a payment before it can be sent. Instructions are not automatically sent once they have been authorised. They still need to be sent to the Bank during a communications session. For more information about sending instructions to the Bank, see Card C.14. If you use personal security modules (PSM) to authorise transactions, the process is the same as for password authorisation. PC Business Banking bnz.co.nz/pcbanking 95

C Create, edit, delete Authorising instructions Make sure you check the instruction(s) carefully before you authorise them. Once editing is complete, the authorisation process can begin again. Authorising Before authorising an Instruction, each Authorisor should view both the Batch Summary Report, and the related Instruction Detail Report for each Instruction included in that batch, and check the following details: >> Hash total >> Total number of transactions >> Total dollar value of transactions >> Due date of transactions >> Random checking of original customer supplied details for example, Account Number should be carried out >> List of transactions 1 Select Instructions from the menu bar. All the instructions awaiting authorisation will appear in the Created tab. 2 Click the checkbox next to the instruction you want to authorise. You can select more than one instruction of the same type to authorise at a time (eg. Direct Credits) by ticking each instruction you want to batch together. You can t authorise different types of instruction at the same time. 96 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 3 Select Authorise Instruction on the Navigation panel. Depending on whether you have nominated one or two authorisations being required to approve this instruction type, a window with one or two dropdowns and one or two text fields will appear. 4 If you are authorising using passwords, select yourself from the dropdown and enter your password. If you are using PSMs, select the User whose response number you are about to enter from the dropdown and then enter the response number. If two authorisers are required, repeat this step. If the other authoriser isn t there, you can still do your authorisation. The other authoriser can authorise the instruction later by selecting the Authorised Pending tab and repeating Steps 2 4 above. 5 Click the OK button. All instructions that have been authorised will appear on the Authorised tab. Instructions still needing to be authorised by another authoriser will appear on the Authorised Pending list. PC Business Banking bnz.co.nz/pcbanking 97

C Create, edit, delete Handy tip >> If you discover a problem with an instruction once the authorisation process has begun, you must click Reset Instruction in the Authorised tab to remove any authorisations and allow the instruction to be edited. >> If an instruction has been authorised and sent in error, contact the PCBB Support Team immediately for help. >> Only instructions that are fully authorised can be sent during a communications session. Note: If using PSM and the authorisers are in different premises you can use the Authorise Off Site function which will move the instruction to Pending Authorisation. Once you are ready to authorise, you can do so from Pending Authorisation. This also allows you to print the instructions with the challenge number included, which you can than email or fax to your authorisers for validation. 98 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.14 Running a communications session Overview Use this card when you need to: >> send authorised instructions to the Bank for processing >> run a communications session to send and receive information to and from the Bank. Only an authorised User can perform these tasks. Introduction PCBB is not like internet banking it is not permanently connected to the Bank for sending and receiving information. If you want to send information to the Bank or receive information from the Bank, you need to tell PCBB to connect to the Bank and perform these tasks. You do this by running a communications session. PCBB can connect to the Bank through the internet or directly using a dialup modem. Once it is complete, it will disconnect from the Bank, so you will need to run another communications session to send and receive more information. If you use personal security modules (PSM) to authorise transactions, the process is the same as for password authorisation. Each role has different access rights to functions and accounts in PCBB. When your organisation needs to send and receive information an authorised User will need to run a communications session. During the communications session your PCBB server connects to the Bank and sends and receives information. Your organisation BNZ Computers with PCBB access Your PCBB server where all your information is stored Authorised User Computers with PCBB access Your PCBB server BNZ s PCBB server Communication session A communications session doesn t take long to complete, even if you are sending lots of files through. If you are using a high-speed connection (broadband), a communications session should only take a few seconds to complete. PC Business Banking bnz.co.nz/pcbanking 99

C Create, edit, delete Sending instructions During a communications session, you can send as many instructions as have been authorised. Once the Bank receives instructions, it will check whether the contents are valid and send confirmation back to you, letting you know whether the instructions have been successful. Running a communications session 1 Select the Communications icon from the module bar. The Initiate Comms Session window will appear. 2 Check and make sure the right connection type is selected. All the options, except Instructions, will already be preselected for you. 3 Tick the Instructions checkbox if you want to send authorised instructions to the Bank for processing. By default, the Instructions checkbox is never selected. This prevents people from accidentally sending instructions to the Bank. 100 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 4 Click the OK button, and the communications session will begin to run. A window will appear showing you the progress of the communications session. 5 If you want to print the session report, click the Print Session button when the session is completed. 6 Click the Close button when the communications session has finished. PC Business Banking bnz.co.nz/pcbanking 101

C Create, edit, delete Communication session failures If you are sending instructions and one or more fail, you will be able to see this in the Communication Manager window as a failure. Click the + next to the failed instruction and the error code and description will display on screen. PCBB will download a failure message which gives more details about the failure. This message is stored inside Messaging, please see Card B:6 to view the message. For other failures during communication session, please contact your IT department, or PCBB Support Team on 0800 280 269. 102 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C C.15 Creating a scheduled communication session Overview Use this card when you need to: >> Create a regular scheduled communication session. Only an authorised User can perform these tasks. Introduction Scheduled communications enable your site to automatically initiate a communication session, at a specified time, in order to download account reporting details. For example: PCBB can be set up to do a scheduled communication session at 6am to download the account reporting data, and then to print this to a specified printer. Setting up a scheduled communications session 1 Select the Communications icon from the module bar. The Initiate Comms Session window will appear. PC Business Banking bnz.co.nz/pcbanking 103

C Create, edit, delete 2 Click the Scheduled Comms Configuration button. The Configure Scheduled Comms Session window will appear. 3 Select how you want PCBB to connect to the Bank during the scheduled communications session from the Connection Method radio buttons. 4 Select the modules you want to download by ticking the checkboxes in the Select Modules field. Note: You must have the Account Reporting checkbox ticked to download Account Reporting data. Note: We do not recommend that you use this automated service to send instructions to the bank, as it is important that you verify the sent status of all instructions. 5 By default the scheduled communication session configuration file will be saved to the same place as PCBB has been installed. Click the Browse button if you require to move this location. 6 Click the Save Config button to exit the set up. 104 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C Scheduling a communications session Now that you ve configured the communication session you ll need to schedule the communications session to run. 1 Open scheduled tasks by selecting Start > All Programs > Accessories > System Tools > Scheduled Tasks. 2 Double-click the Add Scheduled Tasks. The Scheduled Task Wizard dialogue box will appear. 3 Click Next. 4 Click Browse. 5 Select the location of the directory into which you saved the Scheduled Communication session configuration file (as from step 5 of Setting up a Scheduled Communication Session). Select the ExecuteComms.cmd file from the Select Program to Schedule dialogue box. Click Open. The Scheduled Task Wizard dialogue box will appear. 6 Change the name of the Task if required. It will automatically show as ExecuteComms (taken from the file name). 7 Select how often you d like the task to occur from the Perform This Task radio buttons. Click Next. If the frequency you d like isn t available you ll need to select the radio button that most closely describes the frequency you want. You ll have the chance to select exactly how often you d like the task to occur in the next dialogue box. PC Business Banking bnz.co.nz/pcbanking 105

C Create, edit, delete Note: Account reporting data is available to download from 6.30am every morning (excluding Sunday and Monday). 8 At the Scheduled Task Wizard screen, use the Start Time arrow buttons to select the time you d like the backup to run. Also select how often you d like the backup to run from the Perform this task check boxes. Click Next button. 9 Enter your Windows Login ID into the Enter the User Name field and your Windows password into the Enter the password and Confirm password fields. Click Next. Note: To run this task you need to use a User name that is an administrator on your network. Also note that changing the network password for the User, will prevent the task from running unless you also change the password within the Scheduled Task. 10 At the Successfully scheduled the following task window, tick the Open Advanced Properties for this Task when I click Finish checkbox. Click Finish. 11 In the Task tab, enter a space then the PCBB Super User ID after the last quotation mark in the Run field. 106 bnz.co.nz/pcbanking PC Business Banking

Create, edit, delete C 12 Click OK. 13 The scheduled task will again request your Windows Login ID and Windows Password, please enter them, and click OK. The scheduled task has now been added. 14 It s a good idea to test the scheduled task. To do this, right-click on the new Scheduled Task and click the Run option. If PCBB starts a communication session, the scheduled task has worked. If there are errors, or PCBB communication session doesn t start you will need to correct the errors and retest. You should see the Last Run Time update to the time you did the test. Auto printing To automatically print the reports) you ve created (example: Bank Statement reports) see card B.4 for more information. PC Business Banking bnz.co.nz/pcbanking 107

Set-up and admin D PC Business Banking bnz.co.nz/pcbanking 108

D D Set-up and admin D.1 Adding new Users and resetting passwords D.2 Assigning access rights and creating and maintaining roles D.3 Maintaining bank accounts D.4 Changing systems settings Set-up and admin

Set-up and admin D D.1 Adding new Users and resetting passwords Overview Use this card when you need to: >> give a new User access to PCBB >> reset the password for a User. Only a Super User can access these functions. Introduction Each person who uses PCBB should have their own User ID set up for them. Users shouldn t share User IDs or passwords, even if they use PCBB to perform the same tasks. PC Business Banking bnz.co.nz/pcbanking 109

D Set-up and admin Setting up a new User Setting up a new User is a seven-step process. It s the Super User s responsibility to complete the first six steps of the process. 1 Complete the User access amendment form and send to PCBB Support Team. 2 Download the User into PCBB. 3 Assign the User their PCBB roles or access rights. 4 Set individual account service limits for the User. 5 Change their password expiry period. 6 Issue a temporary password. 7 Get the User to log on and choose their own password. To set up a new User, you need to complete the User access amendment form and send or fax it to the PCBB Support Team. See the tips section for information on how to get this form. BNZ will load the User, and the Super User will need to run a communications session to download the User details into PCBB. See Card C.14 for information on how to run a communications session. This step is important because it tells PCBB what functions, accounts, and service limits (amount of funds they can handle in an account) the User has access to. Follow the steps on Card D.2 to assign access rights and set service limits for the User. Then return to this card and follow Steps 5 and 6. The process for this step is covered in this card. The process for this step is covered in this card. Once the User account has been created and has access rights assigned, the User needs to log on and change the temporary password to one they select themselves. 110 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D Setting an expiry date for a password All passwords have an expiry period. The default expiry period for a password is 0 days. A User can change their password when it expires. See Card A.1 for more information on how a User can change their password. Follow the steps below to change the expiry date of the password from the default period of 0 days to 30 days (min) up to a 99 days (max). If you need to bring up the User Details screen for the User, follow Steps 1 2 below; otherwise go to Step 3. 1 Select Users and Roles from the Administration menu on the menu toolbar. 2 Select the user who needs their password reset from the Select User/Role dropdown on the navigation panel. The details for that user will appear. 3 Change the expiry date for the password. This length of time can be increased to a maximum of 99 days and decreased to a minimum of 30 days. 4 Select Save Changes from the Navigation panel when you re done. Issuing temporary passwords and resetting passwords You need to issue a new User a temporary password, which PCBB randomly generates, so they can log on. They will be prompted to change this the first time they log on. The process for issuing a temporary password is the same as the process for resetting a password. If a User forgets their password, you can reset it. 1 Follow Steps 1 2 for setting an expiry date. PC Business Banking bnz.co.nz/pcbanking 111

D Set-up and admin 2 Select Reset Password from the Navigation panel. 3 Click the Yes button to confirm that you want to reset the User s password. PCBB will generate a random password. You can copy and paste the password into an email to email it to the User. If they are a new User: >> let them know they can log in and start using PCBB >> remind them of the rules about selecting passwords (they can view these on Card A.2 or in the tips section below). You can download and print a copy of the User access amendment form in the Forms for Amending User and Account Access section on the PC Banking website (www.bnz.co.nz/pcbanking). Handy tip When you choose your new password, it: >> must be at least eight numbers, letters, or special characters (eg. $, #, @, or!) in length >> must have at least one letter and at least one number >> is case sensitive >> can t have three or more ascending (eg. 1, 2, 3), descending (eg. d, c, b), or repeating (eg. %, %, %) letters, numbers, or special characters >> can t contain a space >> can t be the same as any of the last six passwords you ve had. 112 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.2 Assigning access rights and creating and maintaining roles Overview Use this card when you need to: >> create, change, or delete roles >> assign Users to, or remove them from, a role >> assign a User different rights from anyone else. Only a Super User can access these functions. Introduction If you are setting up a new User, make sure you ve read Card D.1 first. Assigning access rights You can assign a User access rights to PCBB in three ways: 1 by assigning a User one or more roles (a role is a predefined set of access rights) to different areas of PCBB 2 by individually assigning User access rights for different areas of PCBB 3 by assigning a User to a role(s) and individually assigning access rights to different areas of PCBB. The first method is good to use if you have two or more Users who need the same access rights to functions in PCBB. You can have as many roles in PCBB as you need, and a User can be assigned more than one role. There are 17 generic roles that have already been created in PCBB which you can use and modify. If you need different access rights, you will need to create a new role or modify one of the existing roles. The second method is good if you have a User who needs very specific access rights to functions in PCBB that no one else needs (or that very few people need). The third method is good if you have a User who needs the same rights as others, as well as very specific access rights to PCBB that no one else needs. PC Business Banking bnz.co.nz/pcbanking 113

D Set-up and admin Setting service limits Once you ve assigned access rights to the User, you need to set the service limits for each of the instructions the User has access to. Each instruction has a maximum value, but you can limit the authority a User has to make transactions for that instruction. For example, your payroll instruction may have a maximum limit of $100,000, but you can limit your payroll staff to being able to make transactions for values up to $10,000. Service limits are specific to each User and need to be set individually for each User (not by role). Creating a new role When you create a new role there are three main steps. >> Add a role and name it. >> Choose the level of access you want the role to have to PCBB functions. >> Choose the accounts and instructions you want the role to have access to. For an overview of roles see, Card A.3. 1 Select Users and Roles from the Administration menu. 2 Select Create Role on the Navigation panel. 3 Enter the name of the new role in the Description field. 4 Click the Save button. 5 Select the Access Rights tab from the tab bar. 6 The role you have just created will display automatically in the Select UserRole dropdown. 7 For each module, select the level of access you want the role to have by ticking or unticking the relevant checkboxes. If there is no checkbox, then the function can t be performed for that module. 8 Select Save Changes on the Navigation panel. 114 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D 9 Select the Accounts tab from the tab bar. 10 For each instruction type within this role, select the accounts you want to be made available under each instruction type, by ticking or unticking the checkboxes. You can select more than one type of instruction for each account. Don t select an instruction for an account if you don t want the role to have access to that account. 11 Select Save Changes from the Navigation panel. Now you are ready to assign Users to this role. Assigning Users to a role Assigning a User to a role gives that person exactly the same access as every other User assigned to that role. A User can be assigned more than one role if required. 1 Select Users and Roles from the Administration menu. 2 Select the User from the Select User/Role dropdown on the Navigation panel. The User s Details tab will appear. 3 Tick the checkboxes next to the role, or roles, in the Roles column that you want the User to have access to. 4 Select Save Changes from the Navigation panel. Assigning a User individual access rights The process for assigning a User individual access rights is very similar to Steps 5 12 for the creating a role process. The only difference is that you need to select the User you want to give access rights to from the Select User/Role dropdown on the Navigation panel, instead of a role. If a User has already been assigned a role, any changes you make here will only affect that User. They will not affect other Users assigned to the role. If you need the change to affect all Users for a role, then change the role instead. PC Business Banking bnz.co.nz/pcbanking 115

D Set-up and admin Set service limits 1 Select the Service Limits tab from the tab bar. 2 Select the User from the Select User/Role dropdown on the Navigation panel. The User Details area on the Details tab will appear. 3 Click on the User Authorisation Limit field for each instruction type and enter the maximum value this User can authorise up to. 4 Select Save Changes from the Navigation panel. Deleting roles 1 Select the role you want to change from the Select User/Role dropdown. 2 Select Delete Role on the Navigation panel, and click Yes on the confirmation dialogue to delete the role. Editing roles Editing the access rights for a role you ve created (eg. adding more functions or removing access to instructions) is easy. You can also edit the 17 generic roles that come preloaded with PCBB. 1 Select the role you want to change from the Select User/Role dropdown. 2 Select the Access Rights tab and/or the Accounts tab and change the details for the role. 3 Select Save Changes on the Navigation panel after editing the details on each tab. Handy tip >> If you are assigning a new User to a role, make sure you have added them before beginning this process. See Card D.1 for more information on adding a new User. > > If you change a role, this change applies to all Users assigned to that role. 116 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.3 Maintaining bank accounts Overview Use this card when you need to: >> give a bank account a name >> select the Bank accounts that you can reconcile cheques against >> select the bank accounts that Users can see and access. Only a Super User can access these functions. Introduction All bank accounts are loaded by the Bank. Once a bank account has been loaded, you can: >> rename the account and give it an easy-to-recognise nickname that is only visible to PCBB Users >> give the account a payer name that will appear on payee statements >> choose the Bank accounts that need to be tracked for cheque reconciliation (before you can use the cheque reconciliation function on PCBB, you need to select the BNZ Bank accounts that you issue cheques against) >> choose the bank accounts that Users can see and use (you can hide accounts if it is not appropriate for Users to see them, such as accounts that you have closed). PC Business Banking bnz.co.nz/pcbanking 117

D Set-up and admin Renaming accounts You can give a Bank account two names: >> a nickname that is used to identify the account in PCBB >> a payer name that appears on payees statements. The nickname is optional, but it is a convenient way to give the account a name that is easy for all PCBB Users to recognise. 1 Select Account Maintenance from the Administration menu on the menu toolbar. All the accounts loaded onto PCBB will be displayed. 2 Click on the Nickname field of the account that you want to rename. 3 Type the new nickname in. 4 Click on the Payer Name field of the account that you want to rename. It is this name that will automatically display in the Particulars field on any party s Bank statement. This should be your legal name or your trading name. 5 Type the new payer name in. 6 Select Save Changes on the Navigation panel. 118 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D BSB Number If you have set up the facility which allows you to pay NAB Direct Credits or payroll, you need to enter here the six-digit BSB number for each of your linked NAB accounts. 1 Select Account Maintenance from the Administration menu on the menu toolbar. All the accounts loaded onto PCBB will be displayed. 2 For each of your NAB accounts listed, enter the appropriate BSB number for the account. 3 Select Save Changes on the Navigation panel. Track cheques and displaying accounts You can select accounts to track and show/hide from the same window in PCBB. Tracking cheques 1 Follow Step 1 for renaming accounts. 2 Tick the Track cheques checkbox next to the Bank account that you want PCBB to make available in the Cheques tab of Account Reporting. If you issue cheques against more than one account, you can select more than one account. 3 Select Save Changes on the Navigation panel. Displaying and hiding accounts 1 Follow Step 1 for renaming accounts. 2 Tick the Don t Display Account checkbox next to the account(s) that you no longer want Users to be able to see and use in PCBB (eg. because the account is closed). 3 Select Save Changes on the Navigation panel. PC Business Banking bnz.co.nz/pcbanking 119

D Set-up and admin Handy tip >> If you have hidden an account, but need to view historical data about that account (eg. previous account balances), you will need to show the account first before you can view this data. >> If you close a bank account, you will probably want to hide that account so other Users don t accidentally try to use it. If you need to permanently delete the account from PCBB, you will need to complete the account access amendment form and send it to the PCBB Support Team. You can download and print a copy of this form (which you also use to add a new account) in the Forms for Amending User and Account Access section on the PC Banking website (www.bnz.co.nz/pcbanking). 120 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.4 Changing system settings Overview Use this card when you need to: >> select the location where files downloaded using Only a Super User can >> the file transfer module are saved manage the creation of daily GIFTS files (where access these functions. >> they are to be saved, how long the file is saved for, etc.) select how long market data is saved before it s deleted >> select the default browse location for AFI, CCAF, and international trade file types and how long these files are kept for. PC Business Banking bnz.co.nz/pcbanking 121

D Set-up and admin Systems settings Each of the fields in bold below appear in the Systems Settings window. Next to the name of each field is a description of what each function does. Account reporting > > Directory to Save Account Reporting Files (GIFTS) allows you to specify where the daily GIFTS files of statement data are saved. > > Days Data To Keep allows you to specify the number of days account reporting data is kept before being purged. > > Save Account Reporting Files (GIFTS) allows you to turn on or off the creation of daily GIFTS files. > > Save Account Reporting Data to Database allows you to specify whether account reporting data is held within the database or just GIFTS files. Instructions > > Attached File Instruction Directory allows you to specify the default browse starting location for domestic file types. > > Browser Filter allows you to specify what file extensions can be seen when browsing for Attached Instruction files. > > Credit Batch Directory allows you to specify the default browse starting location for Credit Batch file types. > > Browser Filter allows you to specify what file extensions can be seen when browsing for Credit Batch files. > > Max Validation Errors allows you to specify how many errors within an attached file are allowed to be automatically discarded before a file rejects. > > Days Data To Keep allows you to specify the number of days sent instructions are kept before being purged. > > International Trade Directory allows you to specify the default starting location for browsing International Trade file types. > > Browser Filter allows you to specify what file extensions can be seen when browsing for International Trade files. 122 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D Automated file transfer > > Download Directory allows you to specify where files downloaded through the file transfer module are saved. > > Days Data To Keep allows you to specify the number of days transferred data is kept before being purged. Market information > > Days Data To Keep allows you to specify the number of days that market information data is kept before being purged. Secure Messaging > > Days Data to Keep allows you to specify the number of days messages are kept before being purged. System > > Audit Log History allows you to specify the number of days audit log data is kept before being purged. > > Display Account Names with Account Numbers allows you to turn on or off the displaying of account names with the account numbers in all dropdown boxes. > > Display Account Names First allows you to choose whether account names display before or after the account numbers in all dropdown boxes. >> Period of time between Login Timestamp updates in seconds allows you to specify how long a User must wait before being able to log back into PCBB after crashing the application. > > Display Roles First allows you to specify whether roles or Users display first in the Select User/Role dropdown boxes within User and Role Maintenance. PC Business Banking bnz.co.nz/pcbanking 123

D Set-up and admin Changing system settings 1 Select System Settings from the Administration menu on the menu toolbar. 2 To edit the setting, click on the Value field next to the setting you want to change and make the desired adjustments. 3 Select Save Changes on the Navigation panel. 124 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.5 Audit log Overview Use this card when you need to view all the activity that has happened in PCBB. Introduction You can view all the actions made by all Users in PCBB from the audit log. Only a Super User can access these functions. Viewing the audit log 1 Select Audit Log from the Administration menu on the menu toolbar. The audit log will display the most recent actions that have happened. 2 Select a User ID, Source, Category from the navigation panel as required. 3 Select a Start Date and an End Date from the Navigation panel if you want to view activities that happened in a particular date period. PC Business Banking bnz.co.nz/pcbanking 125

D Set-up and admin Printing, emailing, and exporting the audit log If you need to work with the data in Word, Excel, or HTML, you can export all the data using the export function. Remember that if you ve filtered the results, you will only print or export what you see on the screen. Printing the audit log 1 Follow Step 1 for viewing the audit log. 2 Filter the results if necessary. 3 Select Audit Trail Detail from the Navigation panel to print the information on the screen. A preview of the report will appear. Emailing and exporting the audit log Emailing or exporting the audit trail detail is exactly the same as the steps used for account balances. See Card B.1 for more information on how to print, email, or export this information. 126 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.6 Installing the backup facility and running a manual backup Overview Use this card when you need to install the Backup Restore Utility (BRU). Only an authorised User can perform these tasks. Introduction The BRU allows you to make regular or one-off backups of your PCBB database. If, for example, your server fails, you can simply restore a backup copy of PCBB and continue to operate with a minimum of time and effort. Installing the BRU and running a manual backup saves the data from the database into an encrypted file on your computer. Once you ve completed this process you must back up this file using your normal backup procedures. Note: All User configurations, payees details, bank statement information, and previously sent batches are saved within the backup file. PC Business Banking bnz.co.nz/pcbanking 127

D Set-up and admin Installing the Backup Restore Utility The BRU only needs to be installed on a computer that has a PCBB database already installed. 1 Insert your PCBB installation CD and the installation menu will start. Note: If the Autorun doesn t start you ll need to open Windows Explorer and double-click Bootstrap.exe to launch the installation menu. 2 Select the Install Backup Restore Utility option on the installation menu and click the OK button. The Welcome to the PC Business Banking Database Backup and Restore Utility Setup Wizard will appear. 3 Click the Next button. The Select Installation Folder dialogue box will appear. 4 The BRU needs to be installed in the same location as the PCBB database. When you re installing the backup, the default install location will appear in the Folder field. You ll need to change it if it s not correct. Note: To change the Folder field to the correct location click the Browse button and search for the location. 5 Select either Everyone or Just me from the radio buttons at the bottom of the dialogue box to choose who you want to install the BRU for. Note: It s recommended that you select Everyone so that anyone logged onto the computer will be able to access the BRU. 128 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D 6 Click the Next button. The Confirm Installation dialogue box will appear. 7 Click the Next button to start the installation. Note: The installation will take up to a few minutes to complete. 8 The Installation Complete dialogue box will appear when the BRU has been successfully installed. Click Close to exit. Configuring the BRU and running a backup You need to configure the BRU when you first run it. Completing this process allows you to: >> run a backup >> save the backup to use it for future manual backups and scheduled backup. 1 Launch the BRU by selecting Start > All Programs > Bank of New Zealand > PC Business Banking > PCBB Backup Restore Utility. Note: It may take a moment for the BRU to start. 2 Select the Backup tab from the BRU dialogue box. 3 In the Authentication Settings area, make sure the Use Integrated Windows Authentication checkbox is ticked. 4 In the Database Settings area, select PC Banking Instance from the Server Name dropdown. This is the name of the computer that has the PCBB Database installed, and \BNZPCBB, for example Server\BNZPCBB 5 Select the PCBB Super User ID from the Database dropdown. This is the Super User ID for your database, for example XXXXXXAA. Note: If the PCBB Super User ID is not in the dropdown menu, click the Connect button to load the database information. PC Business Banking bnz.co.nz/pcbanking 129

D Set-up and admin 6 In the Backup Settings area, select Full from the Backup Type dropdown. The Backup Name field will self populate with your site s Super User ID, leave it as this. 7 Click the Save button to save your settings. 8 You can now do a manual backup by clicking the Backup button. Once the backup has been completed the file will be located in the SQL Express Backup folder C:\ Program Files\Micosoft SQL\MSSQL.1\MSSQL\Backup. Note: You may need to add the above directory to your data backup facility to make sure this file is in turn backed up by your own backup software. Manual backups Once you have set up a database backup configuration (dbconfig) using the process outlined above, you can use this dbconfig to do manual backups at any time. You would do this is if you cannot set up a scheduled backup (see card D.8) or if you need to do a manual backup outside the scheduled backup. 1 Launch the BRU by selecting Start > All Programs > Bank of New Zealand > PC Business Banking > PCBB Backup Restore Utility. Note: It may take a moment for the BRU to start. 2 Select the Backup tab from the Database Backup and Restore Utility dialogue box. 130 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D 3 Select Load and a Load Database Configuration window will appear. 4 At the Load Database Configuration window, select the dbconfig entry you wish to load, and click the OK button. 5 Once the dbconfig is loaded, you ll be taken back to the BRU Backup screen with all relevant entries populated in that screen. 6 Click the Backup button to do a manual backup. Once the backup has been completed the file will be located in the SQL Express Backup folder C.\Program Files\Micosoft SQL\MSSQL.1\MSSQL\Backup and will overwrite any other backup file of the same name in that directory. Note: You may need to add the above directory to your already established data backup. 7 Close the program once the backup has been completed. PC Business Banking bnz.co.nz/pcbanking 131

D Set-up and admin 132 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.7 Restoring a database from backup Overview Use this card when you need to restore a database. Introduction If your database has corrupted, restoring a backed up database allows your business to recover with a minimal loss of data. Only an authorised User can perform these tasks. This function also allows you to move the database files from one server to another. Restoring a database Before you begin, make sure that the backup file you want to restore is located in the correct directory. In most cases this will be: C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup. 1 Launch the Backup Restore Utility (BRU) by selecting Start > All Programs > Bank of New Zealand > PC Business Banking > PCBB Backup Restore Utility. Note: It may take a few seconds for the BRU to start. 2 Select the Restore tab from BRU dialogue box. 3 In the Authentication Settings area, enter the name of the database you want to restore in the Database Name field. This will always be the same as the Super User ID for your company, for example XXXXXXAA. Note: The name of the database must be entered in upper case. 4 Enter your customer number in the Customer No field. To obtain your customer number, contact the PCBB Support Team. PC Business Banking bnz.co.nz/pcbanking 133

D Set-up and admin 5 In the Database Settings select PC Banking Instance from the Server Name dropdown.backup Restore Utility. Note: The PC Banking Instance always ends in \BNZPCBB. If it doesn t end with this, you ll need to type it in. 6 Select your Super User ID from the Database dropdown. Note: If PCBID is not in the dropdown menu, click the Connect button to find it. 7 Click the Refresh Grid button. Once the grid has refreshed, the following table will appear on the bottom of the BRU dialogue box. This table has the details of the backup file you want to restore. 8 Select the backup file you want to restore. 9 Click the Restore button. The Database Restore dialogue box will appear once the database has been restored. 10 Click the OK button to finish restoring the database. Note: Once the database has been restored, it must be reactivated by completing an unlock. For security reasons, all other Users will need to be assigned new login passwords to access the database. 134 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.8 Scheduled database backups Overview Use this card when you need to create regular scheduled backups of your PCBB database. Only an authorised User can perform these tasks. Introduction Database backups protect your business from serious loss of data in the event that the PCBB database becomes unusable. PCBB Database backup files can be saved to a specific location allowing them to be included as part of your wider business backup regime, for example, nightly server backups. Creating a scheduled task for the Backup Restore Utility (BRU) 1 Open scheduled tasks by selecting Start > All Programs > Accessories > System Tools > Scheduled Tasks. 2 Double-click the Add Scheduled Tasks button. The Scheduled Task Wizard dialogue box will appear. 3 Click the Next button to begin. 4 Click the Browse button. 5 Select the location of the directory into which you installed the PCBB BRU. Select the PCBBBackupRestore.exe file from the Select Program to Schedule dialogue box. Then click the Open button. The Scheduled Task Wizard dialogue box will appear again. PC Business Banking bnz.co.nz/pcbanking 135

D Set-up and admin 6 Change the name of the Task if required. It will automatically show as PCBBBackupRestore (taken from the file name). 7 Select how often you d like the task to occur from the Perform This Task radio buttons. Then click the Next button. If the frequency you d like isn t available you ll need to select the radio button that most closely describes the frequency you want. You ll have the chance to select exactly how often you d like the task to occur in the next dialogue box. Note: If you d like the task to occur every two weeks you ll need to select Weekly from the Perform this task radio buttons. 8 Use the Start Time arrow buttons to select the time you d like the backup to run. 9 Select how often you d like the backup to run from the Every field. exactly how often you d like the task to occur in the next dialogue box. Note: You ll need to select the days you d like the backup to run from checkboxes. 10 Then click the Next button to continue. 11 Enter your Windows Login ID into the Enter the User Name field. exactly how often you d like the task to occur in the next dialogue box. Note: To run this task you need to have administrator rights on your network, so usually it is best to run this task as the administrator. 12 Enter your Windows password into the Enter the Password field. Then enter your password again in the Confirm Password field. 13 Click the Next button to continue. 14 Before you finish, you ll need to complete the advanced properties for the scheduled task to change the settings inside the Advanced Setting Location. To do this, tick the Open Advanced Properties For This Task When I Click Finish checkbox. Then click the Finish button and the PCBB Backup/Restore screen will appear. 136 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D 15 In the Task tab, enter a space then the PCBB Super User ID after the last quotation mark in the Run field. 16 Click the OK button. The scheduled task has now been added. 17 It s a good idea to test the scheduled task. To do this, right-click on the New Scheduled Task and click the Run button. If it doesn t come up with any errors, the scheduled task has worked. If there are errors, you will need to correct them and retest. You should see the Last Run Time change to the time you did the test. PC Business Banking bnz.co.nz/pcbanking 137

D Set-up and admin 138 bnz.co.nz/pcbanking PC Business Banking

Set-up and admin D D.9 Authoring and Declining Administration Changes: Dual Super User Authorisation Overview Use this card when your: >> PCBB site is a Multi Super User site, and you need to perform any maintenance functions. Only a Super User can access these functions. Introduction Dual Super User functionality provides an additional layer of control to the management of PC Business Banking, by requiring two Super Users to approve all User or Role changes. To request this service, please contact the PCBB Support Team on 0800 280 269. Approve Pending Administration Changes Once a Super User has made User or Role changes within PCBB (for example: reset passwords, or change access rights), these changes are placed into a pending status awaiting second authorisation by another Super User (you can not approve your own administration changes). Follow these steps to approve pending administration changes. Note: While a change is in pending status it can not be altered: to remove a pending change you must Decline the change. PC Business Banking bnz.co.nz/pcbanking 139

D Set-up and admin 1 Select Pending Changes from the Administration menu on the menu toolbar. 2 Tick the box beside all the pending changes you wish to approve. 3 Click Save from the Navigation panel to approve your ticked changes. Decline Pending Administration Changes If you have made a change in error, or another Super User does not wish to approve a pending change, by declining the pending change it will revert to their previous state (you can decline your own changes before they are approved by another Super User). Follow these steps to decline pending administration changes. 1 Select Pending Changes from the Administration menu on the menu toolbar. 2 Tick the box beside all the pending changes you wish to decline. 3 Click Save from the Navigation panel to approve your changes. 140 bnz.co.nz/pcbanking PC Business Banking