Setting up Business Banking Online

Setting up Business Banking Online

Step-by-step Company Administrator Guide This guide will show you all the important tasks you need to complete as a Company Administrator before you can begin using Business Banking Online. In the following guide, all parties relating to your Business Banking Online registration, such as the Primary Client, any Additional Linked Company and/ or the Principal, are referred to as the company.

Contents page At a glance 2 Your role as Company Administrator 2 The Welcome Kit 3 Getting started 3 Logging on to the Administration menu 4 Set your company s Daily Transaction Limit 5 How to set the Daily Transaction Limit and edit your company details 6 Selecting a User Role 8 Establish the limit for each Authorised User 9 Create new Users and assign levels of access 10 How to create a new User and assign levels of access 10 Edit an existing User 12 How to tailor User access 13 Adding Payroll or Telegraphic Transfer access to a User 13 Reset Passwords 15 How to reset a Password 15 Processing payments 16 How to process payments 16 We re here to help 17 1

At a glance Business Banking Online offers you one of the widest range of transactions and services in the electronic business banking market. Features at your fingertips include the ability to: Pay creditors, employees or others in Australia Pay funds overseas by Telegraphic Transfer Import direct entry file payments directly from your accounts payable or payroll systems View and print your transaction history for up to 14 months Quickprint your favourite transaction history report Export transaction history in customised formats to your existing financial management system View and export transaction data for EFTPOS and BPAY merchants Schedule your payments Pay and schedule bill payments via BPAY Obtain another level of security with an Authentication Device required to Authorise payments Audit log facility to track all access Have optional two to sign on Authorisation of payments and on administration tasks Have optional A and B signatories Enjoy flexible User access including the ability to View, Create or Authorise. Registered to BPAY Pty Ltd ABN 69 079 137 518. Your role as Company Administrator As Company Administrator, your role is instrumental to how your company will operate the Business Banking Online system. If you are the only Company Administrator that has been nominated by your company, you will be able to perform all administration functions outlined in this guide unassisted. If your company has elected two Company Administrators to act jointly, then both Company Administrators are required to confirm any changes made in the set-up of your company and its Users. If you have also applied to be an Authorised User, you will have a dual responsibility within the system; maintaining the administration of your company and its Users as well as having the ability to Authorise payments. What you can do as Company Administrator: Create new Users Assign levels of access to Users Edit the set-up of existing Users Reset forgotten or deactivated Passwords for Users Set and maintain payment limits for Authorised Users View and edit your company details Establish and maintain the company Daily Transaction Limit. The following pages will give you easy step-by-step instructions on how to perform these tasks. 2

The Welcome Kit This kit contains a letter detailing your User ID and Password that will allow you to log on to Business Banking Online. The Password provided is temporary for security reasons, and you will be prompted to change it when you log on to ensure security and privacy is maintained. If you have also applied to have Authorised access enabling you to Authorise payments, you should receive an Authentication Device within a week from the date you receive the Welcome Kit. The Authentication Device is a security token that is required to electronically sign or authenticate each payment you make using the system. The Authentication Device password/passphrase is a unique alphanumeric code that must be used in conjunction with the Authentication Device. When you are ready to Authorise payments, the system will prompt you to use your Authentication Device. If you have not received any of the above, please contact our Business Banking Online Helpdesk on 1300 608 266, 8am 8pm, Monday to Friday, 9am - 5pm Saturday. Summary User ID and Password to be used when you log on to Business Banking Online An Authentication Device can only be utilised by a User with Authorised access. Must be used together to electronically sign or authenticate each payment made through the system. Getting started The following steps explain what you need to do the first time you log on to Business Banking Online as a Company Administrator. Users without Administration access will not be able to access this menu. You can also use this guide at any time for the ongoing maintenance of your company and Users within Business Banking Online. What you will need to complete before transacting with Business Banking Online Step 1. Logging on to the Administration menu Step 2. Set your company s Daily Transaction Limit Step 3. Create new Users and assign levels of access. Tip: The Password on your letter is only valid for thirty days. Ensure you log on before this time to avoid your Password expiring. 3

Logging on to the Administration menu Accessing the Business Banking Online log on From the Bank of Melbourne home page located at bankofmelbourne.com.au, select Business Banking Online in the Online Services menu. Click Log on. If you would like to view our support material, select Learn More. Business Banking Online log on box A log on box will be presented. Enter your User ID and Password provided to you in your Welcome Kit. Mark the Administration Log in box at the bottom left of the screen. Click on the Log in button. The Administration menu You are now in the Administration menu of Business Banking Online. Instructions on using the various menu options are detailed in further sections of this guide. Once you have updated all necessary changes, click on either the Quit menu option in the menu on the left hand side, or the cross in the top right corner to close the window. 4

Set your company s Daily Transaction Limit As Company Administrator, you have access to set and maintain your company s Daily Transaction Limit at any time. The amount you set today does not have to be the limit in place permanently. You can amend the company limit at any time using your Company Administrator access. What is a company Daily Transaction Limit? A company Daily Transaction Limit is the total amount of payments allowed to be processed by your company using Business Banking Online within any given day. You know your business, so you set the limit. Example: A company set with a Daily Transaction Limit of $50,000: Today s transactions Submitted Status 1st transaction $10,000 BPAY Successful 2nd transaction $15,000 RTGS Successful 3rd transaction $20,000 DE Successful 4th transaction $10,000 TT Unsuccessful Last transaction declined because limit has been exceeded by $5,000 What happens if the Daily Transaction Limit is exceeded? If a transaction is submitted that will take the accumulated total of payments above the Daily Transaction Limit amount that has been set, an error message will be presented. As Company Administrator, you are able to log into the Administration menu immediately and change the limit to enable you to re-submit the payment successfully. Note: A company has a Daily Transaction Limit of $0 by default. The Company Administrator needs to change this to the desired amount. 5

How to set the Daily Transaction Limit and edit your company details Administration menu After logging into the Administration menu the Company Maintenance screen will be presented. It will display all the details that have been registered for your company. If you would like a copy, click on the Print button found at the bottom of the screen. Select Edit Company Select Edit Company from the Administration menu on the left of the screen. Edit company details All fields that appear white may be edited. Grey fields can only be maintained by Bank of Melbourne and may require supporting documentation before being changed. Edit your company address and contact details if required. Edit the Password Expiry Time field as required. The Password Expiry Time refers to the period of time that will elapse between changing Passwords for Users. It can be set at 30, 60 or 90 days, e.g. if the field was set to 30, the system would prompt the User to change their password at log on every 30 days. 6

Set the company s Daily Transaction Limit The Daily Transaction Limit field will determine the total amount of payments that can be submitted through Business Banking Online on any given day. Select an amount that is sure to cover the typical daily amount that would be paid out by your company. As Company Administrator, you can change this amount at any time. Any amendments made to the company Daily Transaction Limit take effect immediately. Update amendments Once you have completed amending all necessary fields, click on the Update Company button found at the bottom of the screen. The View Company screen will be displayed, with the amendments applied. 7

Selecting a User Role As the Company Administrator, you will need to assign a Role for each User you create. This will determine their level of access when using Business Banking Online. You may also modify a User s access at any time. You may also wish to assign different levels of access for particular accounts for the same User. For further details on how to do this, refer to How to tailor User access. The following glossary is a guide on the various Roles available and the level of access they each provide. Admin SAM This User: May amend the company details and set the company s Daily Transaction Limit May create and edit other Users, assign Roles and levels of access as well as set Authorisation Limits for Users with the Authorise Role Also has access to the Sub-Accounting Module (SAM), which is only available with approval from us. Admin Authorise This User: May amend the company details and set the company s Daily Transaction Limit May create and edit other Users, assign Roles and levels of access as well as set Authorisation Limits for Users with the Authorise Role May also Authorise payments May also Create and View transactions Must use an Authentication Device to Authorise payments. Admin Authorise SAM This User: Has the same access as outlined in the Admin Authorise Role Also has access to the Sub Accounting Module (SAM), which is only available with approval from us. Admin Only This User: May amend the company details and set the company s Daily Transaction Limit May create and edit other Users, assign Roles and levels of access as well as set Authorisation Limits for Users with the Authorise Role Is not able to access account information, or to View, Create or Authorise any transactions. Authorise This User: Can Authorise payments May also Create and View transactions Must use an Authentication Device to Authorise payments. 8

Authorise SAM This User: Has the same access as outlined above in the Authorise Role Also has access to the Sub Accounting Module (SAM), which is only available with approval from us. Create This User: Can only Create or prepare a payment Cannot Authorise payments May also View transactions. No Access This User will have No Access to accounts or workflow This Role may be used for tailoring a User s access to allow activity on some accounts and No Access on others. View This User: Can only View transactions and accounts Will not be able to Create or Authorise a payment. Establish the limit for each Authorised User Each member of your company that has applied to be an Authorised User must be set a maximum amount that they will be allowed to Authorise per payment. The Authorisation Limit for new users is preset to $0. As the Company Administrator, you will need to change this amount to the desired limit before payments can be Authorised in the system. Refer to the steps in How to Create new Users and assign levels of access to find out how. How does the Authorisation Limit work with the company s Daily Transaction Limit? For each payment a User cannot exceed their Authorisation Limit. The User can therefore Authorise separate payments throughout the day for any amounts up to their limit. The total accumulated payments that have been Authorised by all Users in the system cannot exceed the company s Daily Transaction Limit. Example: A company has a Daily Transaction Limit of $100,000 An Authorised User has an Authorisation Limit of $20,000 per payment The User can Authorise separate payments with a value up to $20,000 each, and up to the total value of no more than $100,000 on any given day. 9

Create new Users and assign levels of access As the Company Administrator, you were set up as a User as part of the initial application process. If you have also applied to be an Authorised User then you will have a dual role which includes administration of your company and Users as well as Authorising payments. The following steps show you how to create new Users as well as check your own access. You may add to your own access or amend it at any time. You will be able to deactivate Users when they are out of the office for a period of time or delete their access if they no longer require it. How to create a new User and assign levels of access Maintain User list After logging on to the Administration menu, select Maintain Users menu on the left. Add a new User A list of your company s Users will be displayed. From the User List, select New at the top of the screen, and click on Add. A new page will appear to allow you to fill in the new User s details Tip: If subsequent staff from your company are required to authorise payments, they will need to complete the Authorised User - Authentication Device Application form and lodge it with us. You must set them up as a User of the system, selecting Authorise as their role. We will issue them with their own Authentication Device security token which will enable them to begin Authorising payments. 10

Enter User details Enter the individual s details in each field. The Date of Birth, Licence No, Question and Answer fields are used only by the Helpdesk to identify a User prior to assisting with their query. Select a Role for the User from the drop down list. For assistance in selecting an appropriate Role refer to Selecting a User Role. If selecting the Role of Authorise for a new User, the Authorised User - Authentication Device Application form must be completed and submitted to your local branch. The new User will then receive their own Authentication Device, which will enable them to Authorise payments in the system. The individual will also have to undergo an identification check. Your local branch can assist you with this and you can download the form by visiting bankofmelbourne.com.au/bbo/apply Set an appropriate Authorisation Limit only for those Users that have Authorise in their User Role. This limit determines to what value they are allowed to Authorise per transaction. This field should be left zero for all other Users who will not be Authorising transactions for the company. Once completed click on Save New User. Confirm and Activate Once saved, the new User s details will appear in a new screen, along with their User ID and system-generated Password to allow the new User to log on. Tip: Record the User ID and Password immediately, as this is the only time it is made available. Click on Print found at the bottom of the screen if you would like to retain a copy. Once you have recorded this information click on Activate User found at the bottom of the page. The User cannot log on unless you activate them. Note: The Password is case sensitive. On the User s first log on, they will be prompted to change their systemgenerated Password. Their new Password must be 8 characters long and contain at least one alpha and one numerical character. 11

Edit an existing User Maintain User list After logging on to the Administration menu select Maintain Users. A list of your company s Users will be displayed. Select a User From the User List displayed click on the Modify button next to the User you wish to edit. Edit Click on Edit User to amend the User details. This includes changing the contact details, question, answer, User Role and Authorisation Limit fields. Click on Access to tailor a User s access for a particular account. To do this refer to How to Tailor User Access. Click on Delete User to remove the User from the system entirely. Tip: If you are deleting an Authorised User, contact the Helpdesk to have their Authentication Device revoked to ensure it can no longer be used to Authorise payments. Once all amendments have been made, click on Update User to save your changes. Click on Previous to return to the User List. 12

How to tailor User access The overall Role of a User is the one you select when creating the User for the first time. The Role you select should indicate the User s main responsibility within the company. For example, a staff member who has the authority to make payments should be initially set up with the Role of Authorise. Further tailoring of a User s access allows you to make exceptions to the User s overall Role already selected, by adding or taking away access on particular accounts. For instance, you may wish the same Authorised User to also have access to process Payroll from only one particular account, and have No Access to another account. The following section shows you examples of how to achieve tailored User access to ensure your Users are set up with the appropriate levels of access to meet your company s needs. Adding Payroll or Telegraphic Transfer access to a User Maintain User list After logging on to the Administration menu select Maintain Users from the menu. A list of your company s Users will be displayed. Select User From the User List displayed, click on the Modify button next to the User you wish to give Telegraphic Transfer or Payroll access. Move to the User Access list Click on the Access button to move to the User Access list Tip: Each User involved in Creating and Authorising the payment will require this amendment to their User Role. That includes Users that will only Create and/or Authorise these types of transactions. 13

Add access The overall User Role will be displayed for this User. You may now give the User additional access on a particular account in this section. Click on Add. Select account and specific access Select the account that the User will be making Payroll or Telegraphic Transfer payments from. To select more than one account, hold down the Ctrl key on your keyboard and click over the accounts required with your mouse. From the drop down box below, entitled Role Name, select Payroll or Telegraphic Transfer (whichever access this User will require). Once selected, click on Save New Access. If more than one Role is required for this User, repeat the process. Confirmation The access that was selected for this User on the selected account(s) has now been added. Click on Previous to view the new tailored access for this User. Example In this example, the User has an overall role of Authority. This means they can Authorise payments from all accounts that have been registered with Business Banking Online. This User also has additional access that allows them to Create and Authorise Telegraphic Transfers from the single account that has been selected by the Company Administrator. 14

Reset Passwords As the Company Administrator, you have the ability to reset a User s Password if forgotten or deactivated. A User would become deactivated if they made three unsuccessful log on attempts. If you have lost your Authentication Device or have forgotten your passwords, you should call the Helpdesk for assistance. Supporting documentation may be required for security reasons. As Company Administrator, you do not have access to reset a User s Authentication Device password/passphrase from the Administration Menu. How to reset a Password Maintain User list After logging on to the Administration menu, select Maintain Users from the menu. A list of your company s Users will be displayed. Select a User From the User List displayed, click on the Modify button next to the User requiring the reset. Reset Password The company User Maintenance screen will be presented. Click on Reset Password to receive a new system-generated temporary Password for this User. New Password The system will display the new Password at the top of the screen. Remember to record the Password now, as it will not be retrievable after this point. The User must now log on to the system using this system-generated Password, which is case sensitive. The User will be immediately prompted to change this Password to maintain privacy. 15

Processing payments At this point you have completed the administration functions required to set up your company and Users and you are ready to begin using Business Banking Online. At a glance When you first begin using Business Banking Online, follow the log on instructions on page 7 but do not mark the Administration Log in box. The first screen presented will contain all the information and menus required to begin your work. Here are some of the features available: 1. Make a payment 2. Report on balances, transactions, User access and more 3. Switch over to the Administration menu without logging out 4. One-click print of history from a preset account and date range 5. Import payroll and creditor files from other software 6. View, Edit and Authorise your payments using your Authentication Device 7. The accounts you can access to make transfers and payments from 8. Real time balances of your accounts 7 1 2 3 5 6 4 8 How to process payments All transactions are processed in the system using a very simple workflow. Central to this workflow that holds active transactions is the Work In Progress screen. Three distinct steps will allow you to complete your transactions. 1. Create You prepare the transaction. This includes selecting which one of your accounts you wish to pay from, the amount, where the funds are being paid to and adding details of the payment. Preparing would also include importing a direct entry file from another system, e.g. payroll files from a payroll system. 2. Authorise Users with Authorised access can select the transactions already created from the Work In Progress screen and use their Authentication Device to Authorise each payment. For companies that have elected two to sign, two Users with Authorised access are required to each perform this task. 3. Submit Once electronically signed by the Authoriser(s), the transaction is then submitted for payment to Bank of Melbourne. Create Authorise Submitted Import Bank 16

We re here to help We have a range of step-by-step guides available online to assist you with making payments, accessing reports and a whole lot more. Simply click on the question mark icon found at the top right of your screen to get help while you work. Alternatively, our experienced Helpdesk team can ensure you get the most out of Business Banking Online. Call them on 1300 608 266, 8am 8pm (EST), Monday to Friday, 9am 5pm (EST) Saturday or email bbonline@bankofmelbourne.com.au 17

Talk to us. Call 1300 608 266 8am 8pm (EST) Monday to Friday, 9am 5pm (EST) Saturday or visit bankofmelbourne.com.au/bbo Business Banking Online (BBO) is issued by Westpac Banking Corporation ABN 33 007 457 141 AFSL and Australian credit licence 233714. Before acquiring or deciding to hold BBO, you should read the Product Disclosure Statement, available on request at any branch or by phoning 13 82 66, and ensure that the product is appropriate for you. This information has been prepared without taking account of your objectives, financial situation or needs. Because of this you should, before acting on this information, consider its appropriateness, having regard to your objectives, financial situation and needs. Fees and charges are payable. Terms and conditions apply and are available on request. Subject to system maintenance and availability. Bank of Melbourne A Division of Westpac Banking Corporation ABN 33 007 457 141 AFSL and Australian credit licence 233714. BOM02820 06/14