Business Internet Banking System Customers User Guide Version 1.1
Table of Contents Table of Contents... 2 Introduction... 3 Using Business Internet Banking... 4 Accessing the Website... 4 Logging onto BIB... 4 Once logged in... 5 Roles and Functions... 6 Administrator... 7 Disable/Enable User... 7 User Activity... 8 Unlock User... 8 Initiator... 9 Setup File Type & Options... 9 Domestic Payment File Format... 11 Upload Domestic Payees... 15 Steps to uploading domestic payees... 15 View Domestic Payees... 15 Make Domestic Bulk Payment... 16 Make Domestic Payment... 18 View Domestic Payment Status... 20 International Payment File Format... 20 Upload International Beneficiaries... 21 Steps to uploading international beneficiaries... 21 View International Beneficiaries... 22 Make International Bulk Payment... 22 Make International Payment... 25 View International Payment Status... 26 Initiate Own Account Transfer... 27 Set Up Email Reminder... 27 Approver... 28 Approve Domestic/International Payments/Own Account Transfer... 28 Balance Enquiry... 29 Track Payments... 29 Payment Report... 30 Account Statement... 30 Approval Report... 30 How to use Tokens... 32 Introduction... 32 How to Use the Security Token... 32 2
Introduction The Business Internet Banking (BIB) is a web-based application that facilitates the processing of single and batch payments over a secured (https) connection on the Internet. It also enables customers to make transfers and payments according to their pre-defined approval preferences. Payments can be made to accounts within the UK (domestic payments) as well as to accounts overseas (international payments). For domestic payments, there are two payment methods available - Faster Payment (FPS) and CHAPS. BIB provides an electronic platform for business customers to transmit payment instructions from the comfort of their offices to GTBank UK either as single or batch payments. For batch payments, customers are required to upload payment files in a format that is advised on the system. Single payments can also be made via a simple and intuitive form. The entire process of transmitting payment instructions to the Bank is based on a workflow process that mirrors the approval structure within a business customer s organisation. This ensures that once payment instructions have been requested; the necessary authorisations within the organisation are obtained before transmission to the Bank can occur. The Business Internet Banking (BIB) system is designed as a role-based system which allows customers (or users) access to only what they are authorised to do. There are 3 major roles which include the Initiators, Approvers and Administrators. However other roles such as Reviewers or any bespoke or custom role can indeed be created on the system as required. This user guide provides guidance on the different functionalities available within the BIB system as well as provides step by step instructions on how to carry out certain tasks on the system. 3
Using Business Internet Banking Accessing the Website To access BIB website, visit our website at www.gtbankuk.com and look for the Business Internet Banking login icon. Ensure that you click on the Business tab first before clicking on the Login button. Logging onto BIB To login, every user is required to provide login credentials, which include: 1) Enter Customer ID: A unique ID common to all users of a customer. 2) Enter User ID: Unique ID specific to every user of a customer. 3) Then click Login. 4) Enter Security Answer : a) For first-time login, the user is required to provide the following: i. Security question: The user can change the displayed question to a question of his choice ii. Provide an answer to the security question iii. Enter a Date of Birth b) For Subsequent Logins, the customer is required to provide the security answer supplied during the first-time login process described in (4a) 5) Generate token code from the assigned GTBank Business Banking token. A guide on how to set-up and use tokens (security devices) has been provided at the end of this document 6) Enter Login Code. This code is a six (6) digit numeric code generated by the token. 7) Click on the Continue button; and that s it! 4
Once logged in Once logged in, the BIB system presents with a simple web layout which consists of four main areas: The header: Contains a welcome message to the user who has successfully logged in. It also provides the last log in date and time. Navigational Menu: This is where all the assigned functions are located. There are four collapsible menus and these include Tasks, My Profile, Help and Log Out Work Area: This is the area where the functions once selected are displayed The footer Tasks: This sub menu house all the functions and privileges allocated to a user My Profile: This sub menu provides 2 functions Edit my Profile and Change Security Question. Basic information such as contact numbers can be updated on Edit my Profile whilst security question and answer can be modified using the Change Security Question link Help: Provides access to the BIB user guide Log Out: Enables secure logging out of the system 5
Roles and Functions The essence of the BIB system is to enable payments by business users in a manner that is consistent with their customer mandate. This is achieved via the functions listed in the user s task list. The task list is dependent on the user s role. Roles are essentially a collection of functions based on what users will be expected to do on the BIB system. The BIB System offers a great deal of flexibility for organisations to define the roles that best suits them. Our approach in this guide is to describe the available functions under three roles; as these we presume will be the most popular ones. These include: Administrators Initiators Approvers 6
Administrator The Administrator role essentially deals with user administration. Administrators are able undertake basic administrative functions at their end. These functions include: Disable/Enable User Generate User Activity Unlock User Disable/Enable User This function is used to activate and/or deactivate users within the customer s organisation. To disable any user, select the customer and click on the Active Users button. This will present you with a grid of active users where that user can be selected and deactivated. To deactivate an active user, click on the checkbox adjacent to user s name and then click on deactivate button. The reverse of this procedure works for the activation of inactive users. 7
User Activity This function is used to generate a report called Users Audit Report, which shows all user activities in the system. To view the report, select the customer and the date range and then click generate button. The system will then display users and the activities performed. Unlock User This functionality is used to unlock a user who has been locked out due to multiple unsuccessful login attempts. To unlock a user, click the unlock link beside the user s name. Note that the grid will only show a list of users that have become locked 8
Initiator An Initiator on BIB is usually able to undertake all necessary tasks to ensure the successful initiation of payment and transfer requests. In order to do this effectively, a raft of functions is typically made available to in order to achieve this objective. These functions include: Setup File Type & Options Domestic Payment File Format Upload Domestic Payees View Domestic Payees Make Domestic Bulk Payment Make Domestic Payment View Domestic Payment Status International Payment File Format Upload International Beneficiaries View International Beneficiaries Make International Bulk Payment Make International payment View International Payment Status Initiate Own Account Transfer Set up Email Reminder Setup File Type & Options This function enables the initiator to define a number of parameters which are used by the BIB system when making both domestic and international payments: The parameters include: 1) File Type: The type or format of file bulk or batch payments will be prepared in. The BIB system supports the BACS Standard 18 (txt), Excel (xls or xlsx), Comma Separated 9
Value (csv) and Tab Delimited File (txt). Please note that the BACS Standard 18 file is only supported for domestic bulk payments only 2) Upload Type: This parameter indicates how the customer will pick up the prepared batch file. The only option available at the moment is Browse. Browse means that BIB will open up windows browser for the initiator to locate where the prepared file has been saved, whether on a hard drive or a network drive. 3) Use File Header? : This parameter specifies to the BIB if the batch payment file that the customer will be uploading will contain file headers or not. YES means file contains file headers NO means file does not contain file headers 4) Use Beneficiary List? : This parameter seeks to know if the customer is willing to have beneficiaries or payees details stored on the system for future payments. YES implies that the user intends to make payments to registered beneficiaries/payees whereas; NO indicates that the user intends to make payments to unregistered beneficiaries/payees. Registered domestic and overseas beneficiaries are registered via other functions - Upload Domestic Payees and Upload International Beneficiaries respectively. 5) Is Payment Reference Unique? : Batch payments on the BIB system can include references albeit these references can either be unique or not unique. The options: YES indicates that every transaction in a batch payment file must have a unique reference with the exception of batch payments submitted using the BACS Standard 18 file. For example, if a reference ABC12 has been allotted to a transaction then the same reference may not be used again where yes has been selected. NO indicates that payments may have references reused. For example, payment of utility bills with specific references such as an account number. 6) Email Escalation to Approvers: Yes implies that email reminders will be sent to approvers to remind them about pending payments awaiting their authorisation. No indicates that email reminders are not required. 10
Domestic Payment File Format The Domestic Payment File Format is a functionality that enables the customer to define the format of the batch file that will be submitted to BIB for domestic batch payments. These formats have to be pre-defined. Four types of files are supported and these include the BACS Standard 18 (txt), Excel (xls or xlsx), Comma Separated Value (csv) and Tab Delimited File (txt). 1) BACS Standard 18: The BACS Standard 18 file format is a widely used format within the United Kingdom; hence a number of systems including ERP and HRM applications have been programmed to generate batch files in this format. If the file type selected in Setup File Type & Options is the BACS Standard 18 file, then no further configuration is required. The BACS Standard 18 file must however be saved with a TXT extension 11
2) Excel: There is support for both the xls and xlsx Excel file types. If Excel File has been selected in Setup File Type & Options, then the assigned field no on Domestic Payment File Format must correspond to the column positions on the Excel batch file that has been prepared for upload onto BIB i.e. column A (Amount) on Excel = field no 1 on the set up page as shown below: The example shown above represents a scenario where a beneficiary list is not required. Validation for the file will fail if the position of Amount field is different from what has been defined on the BIB system. 12
If YES to beneficiary list has been defined on the Setup File Type & Options screen, then it would not be necessary to define payee_name, payee_account_number and payee_sort_code. 3) Comma Separated Value (CSV) File: If CSV File has been selected in Setup File Type & Options, then the assigned field no on Domestic Payment File Format must correspond to the comma positions on the CSV file that has been prepared for upload onto BIB. The example shown above represents a scenario where a beneficiary list is not required and file headers is also not required. 13
4) Tab Delimited File (txt): If the TXT File has been selected in Setup File Type & Options, then the assigned field no, start position and stop position on the Domestic Payment File Format configuration must correspond to the payment details on the tab delimited file that has been prepared for upload onto BIB. 14
Upload Domestic Payees This functionality is used to upload a list of payees. The payees added in this list are called registered payees. Registered payees can only be either added or removed, made active or inactive through an advised format, which can be downloaded from the Download Upload File link. Steps to uploading domestic payees 1. On the Navigation menu, click on Tasks and select Upload Domestic Payees 2. Click on the Download Upload Format link. Save the file on your hard or network drive. 3. Populate the file with payee records and save 4. Browse to the location of the payee list on your hard drive or network drive, select and upload it. View Domestic Payees This functionality is provided to enable initiators view the status of registered domestic payees. The status of the payees could be active or inactive. The functionality also enables to export the results in excel file. Select the customer and status type and you will be presented with a list of active or inactive customer. 15
Make Domestic Bulk Payment This functionality is used to make domestic payments in bulk or as a batch. For this, the initiator is required to upload a payment file. The payment file must be in the file type and file format that should have been defined on the system otherwise there will be failures. The functionality also gives an option to make single debit and multiple credit payments, which will enable a single debit entry of the total value of transactions in the batch on your account whilst crediting the payees individually. This means that you will see only one single debit entry of total amount paid on your account statement. The payment report will always provide a list of all payees paid per batch. The initiator has the option of making payments to either registered payees or non-registered payees despite the response to the parameter on using beneficiary list in the Set up File & Options screen as long as the format of the batch file fits the scenario. For example, if using beneficiary list has been defined as YES in the Set up File & Options screen and at the point of making payments, the Initiator decides not to use the registered payees; then the batch file that will be uploaded must contain the account details of the non-registered payees. 1) Making bulk payments to registered Payees: Payments to registered payees are possible only if the answer to the question: Use Beneficiary List is set to Yes. In this scenario, payees must have been registered using the upload domestic payees function; and the payment file must contain following fields: a) Payee code: b) Amount c) Payment date d) Reference 2) Making bulk payments to unregistered Payees: Payments to unregistered payees are possible only if the answer to the question: Use Beneficiary List is set to No. In this scenario, the payment file should contain all the 7 fields: a) Payee code: b) Amount c) Payment date d) Reference e) Payee name f) Payee account number g) Payee sort code 16
Steps to making domestic bulk payments 1. On the Navigation menu, click on Tasks and select Make domestic bulk payments 2. Select the bank account you want to make payments from. 3. Provide a response to the Use Beneficiary List question. Note that the default response to this question is what your organisation had indicated when applying for the service. You can always overwrite the default response as the situation requires but you need a change to the domestic file format to successfully process your bulk payment. 4. If you want to process your bulk payment as single debit and multiple credit, click on the check box and provide a reference in the Debit Account Transaction Reference field that shows up thereafter. The reference provided by you will be shown on your account statement against the total sum of transactions in the batch. 5. Browse to the location of the bulk/batch file on your hard drive or network drive, select and upload it. 6. Once the file is validated and uploaded successfully, click on submit. Notifications: After a batch has been submitted successfully, the approvers receive an email alert to inform them about the pending payments requiring their authorisation. All approvers receive email notifications if the organisation had elected a non-sequential approval workflow 17
type. Otherwise, only the next level of approvers i.e. the lowest level of approver receive email alerts in the sequential workflow type. Transaction Types: The system processes a single batch file and is able to recognise all UK payments including GTBank to GTBank payments, Faster Payments (FPS) and CHAPS payments within it. Please note that FPS and CHAPS payments are chargeable per transaction according to the agreement with the Bank. Make Domestic Payment This function enables the initiator to make non batch or single transactions to registered or unregistered payees. However the behaviour of the form is affected by the parameter defined for use of beneficiary list on the Set up File & Options screen. If beneficiary list has been set up and payees have been uploaded, then the Make Domestic Payment form will have a drop down list of the payees otherwise, the payee name will have to be entered on the form. The form above has beneficiary list enabled on the Set up File & Options screen The form above does not have beneficiary list enabled on the Set up File & Options screen 18
Steps to making single domestic payments 1. On the Navigation menu, click on Tasks and select Make domestic payments 2. Complete the form; including selecting the account you want to pay from. 3. Click on the Add to Batch button 4. Add more payments if you wish, otherwise click on the Submit Batch button to complete the process. Notifications: After the batch has been submitted successfully, the approvers receive email alerts to inform them about the pending payments requiring their authorisation. All approvers receive email notifications if the organisation had elected a non-sequential approval workflow type. Otherwise, only the next level of approvers i.e. the lowest level of approver receive email alerts in the sequential workflow type. Transaction Types: The system processes a single batch file and is able to recognise all UK payments including GTBank to GTBank payments, Faster Payments (FPS) and CHAPS payments within it. Please note that FPS and CHAPS payments are chargeable per transaction according to the agreement with the Bank. 19
View Domestic Payment Status This function is used to view the status of domestic payments initiated by the initiator. A transaction could have one of the following statuses: 1) Approved: Transaction that are approved by authorisers. 2) Declined: Transactions that are declined or rejected by authorisers. 3) Pending: Transactions on which no action has been taken on yet by authorisers.. To use this functionality, select the To and From date and click on generate. You will be presented with a grid of domestic payment transactions batches initiated between the dates queried for. Click on View to see the status of all the transactions in the batch. International Payment File Format This functionality enables the customer to define the format of the batch file that will be submitted to BIB for overseas or international batch payments. These formats have to be pre-defined. Three types of files are supported and these include the Excel (xls or xlsx), Comma Separated Value (csv) and Tab Delimited File (txt). It follows exactly the same way these file types have been configured in the domestic file format discussed in the previous section. There are more field positions to order on the international payment file format as shown below 20
Upload International Beneficiaries This functionality is used for uploading a list of international beneficiaries. The beneficiaries added in this list are called registered beneficiaries. The list to be uploaded must conform to an advised format, which can be downloaded from the Download Upload Format. Steps to uploading international beneficiaries 21
1. On the Navigation menu, click on Tasks and select Upload International Beneficiaries 2. Click on the Download Upload Format link. Save the file on your hard or network drive. 3. Populate the file with beneficiary records and save 4. Browse to the location of the beneficiary list on your hard drive or network drive, select and upload it. View International Beneficiaries This functionality is provided to enable initiators view the status of registered international beneficiaries. The status of the beneficiaries could be active or inactive. The functionality also enables to export the results in excel file. Select the customer and status type and you will be presented with a list of active or inactive customer. Make International Bulk Payment This function is used to make international payments in bulk. International payments can be made in GBP, USD and EURO. The system will accept a payment file only if all the transactions in the payment file are in the same currency. For this function, the initiator is required to upload a payment file. The payment file must be in the file type and file format that should have been defined on the system otherwise there will be failures. The initiator has the option of making payments to both registered and unregistered beneficiaries despite the response to the parameter on using beneficiary list in the Set up File & Options screen as long the format of the batch file fits the scenario. For example, if using beneficiary list has been defined as YES in the Set up File & Options screen and at the point of making payments, the Initiator decides not to use the registered beneficiaries; then the batch file that will be uploaded must contain the account details of the non-registered beneficiaries. 22
1) Making bulk payments to registered Beneficiaries: Payments to registered beneficiaries are possible only if the answer to the question: Use Beneficiary List is set to Yes. In this scenario, beneficiaries must have been registered using the Upload International Beneficiaries function; and the payment file must contain following fields: a) Beneficiary code: b) Payment Amount c) Reference d) Offshore Charges 2) Making bulk payments to unregistered Beneficiaries: Payments to unregistered beneficiaries are possible only if the answer to the question: Use Beneficiary List is set to No. In this scenario, the payment file should contain the following fields: a) Beneficiary code: b) Payment Amount c) Reference d) Offshore Charges e) Beneficiary Name f) Beneficiary Address g) Beneficiary Bank Name h) Beneficiary Bank IBAN i) Beneficiary Bank Address j) Beneficiary Bank City k) Beneficiary Bank Country l) Beneficiary Bank SWIFT BIC m) Payment Purpose (optional) n) Intermediary Bank Name (optional) o) Intermediary Bank Address (optional) p) Intermediary Bank Country (optional) q) Intermediary Bank SWIFT BIC (optional) 23
Steps to making international bulk payments 1. On the Navigation menu, click on Tasks and select Make International Bulk Payments 2. Select the bank account you want to make payments from and account where charges should be deducted from 3. Provide a response to the Use Beneficiary List question. Note that the default response is what your organisation had indicated at application. This can be changed if required. You will have to call the Bank for this. However if your response is not the same as the default, then a change to the international file format will be required for a successful upload to occur. 4. Browse to the location of the bulk/batch file on your hard drive or network drive, select and upload it. 5. Once the file is validated and uploaded successfully, click on submit Notifications: Once the batch has been submitted successfully, the approvers receive email alerts to inform them about the pending payments requiring their authorisation. All approvers receive email notifications if the organisation had elected a non-sequential approval workflow type. Otherwise, only the next level of approvers i.e. the lowest level of approver receive email alerts in the sequential workflow type 24
Make International Payment Like the Make Domestic Payment function, this function provides the initiator with the opportunity to make single international payments to both registered and unregistered beneficiaries. Also, the behaviour of the Make International Payment form is affected by the parameter defined for use of beneficiary list on the Set up File & Options screen. If beneficiary list has been set up and beneficiaries have been uploaded, then the Make International Payment form will have a drop down list of the beneficiaries otherwise, the beneficiary name will have to be entered on the form 25
Steps to making single international payments 1. On the Navigation menu, click on Tasks and select Make International Payments 2. Complete all relevant fields on the form; including selecting the account you want to pay from. 3. Click on the Add to Batch button 4. Add more payments if you wish, otherwise click on the Submit Batch button to complete the process. Notifications: After the payment(s) have been submitted successfully, the approvers receive email alerts to inform them about the pending payments requiring their authorisation. All approvers receive email notifications if the organisation had elected a non-sequential approval workflow type. Otherwise, only the next level of approvers i.e. the lowest level of approver receive email alerts in the sequential workflow type. View International Payment Status This function is used to view the status of international payments initiated by the uploader/initiator. A transaction could have one of the following statuses: 1) Approved: Transaction that are approved by authorisers. 2) Declined: Transactions that are declined or rejected by authorisers. 3) Pending: Transactions on which no action has been taken on yet by authorisers. To use this functionality, select the To and From date and click on generate. You will be presented with a grid of international payment transactions batches initiated between the dates queried for. Click on View to see the status of all the transactions in that batch. 26
Initiate Own Account Transfer This function is used to initiate the transfer of funds between customer s own accounts. For a successful transfer, source and destination accounts must be domiciled in the same currency. Set Up Email Reminder This function is used to setup email reminders that should re-inform already notified approvers of pending payments requiring authorisation. The function, if the parameters are set, is also able to send escalation emails to the next level of approvers where the current level of approvers have failed to authorise pending payments. 27
Approver An approver is the role with the authority to approve the transactions submitted by the initiator. An approver can only authorise those transactions which are within his approval limit. Depending on the organisation, there may exist a single or several approvers. The BIB System also provides support for separate levels of approvers per organisation. The following functions are typically available to approvers: 1) Approve Domestic Payments 2) Approver International Payments 3) Approve Own Account Transfer 4) Balance Enquiry 5) Track Payments 6) Exception Report 7) Payment Report 8) Account Statement 9) Approval Report Approve Domestic/International Payments/Own Account Transfer Every transaction submitted by the initiator has to be authorised before it is sent to GTBank UK for payment processing. An approver must either: 1) Authorise a transaction 2) Decline a transaction An approver can authorise or decline all transactions by clicking on the Authorise All or Decline All button (if they choose to authorise all transactions within a batch) or by selecting those that will be authorised and/or declined one after the other using the radio buttons; followed by clicking the Submit button. A decision must be made on every transaction within a batch i.e. some transactions cannot be selectively approved within a batch with the others not being acted on (either a decline or an authorise) The system however enforces the input of a comment for every declined transaction. During authorisation, the system checks selected transaction amounts against the approval limit of the current approver. The BIB system, throughout the approval process, checks against the customer s customer mandate in determining whether the current approver is the final approver or not. 28
Transactions above the approver s limit cannot be selected for authorisation but can be declined. Transactions not declined will automatically be treated as authorised but exceeding limits as long as there are further approvers with the approval limits that will still be required to make decisions on the transactions. Balance Enquiry This functionality is used to view the book and available balances of the bank accounts that the customer owns and wish to be included on BIB. Track Payments This functionality is accessible both via the navigation menu and the account number link on the Balance Enquiry function. To view the transactions within a period of time, select the account number you wish to track transactions, enter the start and end dates; and click on the go button. 29
Payment Report Payment report displays the payment status of approved transactions. A transaction can have either Completed, Unsuccessful or Waiting to be processed status. Completed means the transaction has been processed and credited to the payee s account subject to the receiving Bank s ability to automatically credit the payee. Waiting to be processed means that the transaction is on a queue and waiting to be processed by our automated systems. If a transaction is not processed within 15 minutes, kindly notify your Relationship Manager about this. Unsuccessful means the transaction could not be processed for the reasons provided when you click on the Details link. Click on the Details link to view the reason(s) of failure where the transaction s status is not Completed. The Print link is automatically enabled for Completed transactions only. This provides you with the ability to print off receipts of successfully processed payments. Alternatively, you can export a report of all transactions within a batch into MS Excel or PDF formats and thereafter print the reports. Account Statement This allows the approver or any user to generate and view statement of accounts. To use this function, select an account and From and To dates and click on Go. You will be presented with the opening balance, as well as a list of transactions made out of that account within the specific period of time. Approval Report This report shows the transactions approved or declined within a period of time. It comes with two report options 1) All: If the approver selects All from the drop down report option, he can view the transactions approved or declined by all the approvers including him. 2) Named Approver: If the approver selects his name from the drop down option, he can view the transactions approved or declined by him only. Please see fig 3.4 below. 30
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How to use Tokens Introduction The Security Token is an authentication device that helps in protecting from fraud. With the security token, the BIB employs a two-factor authentication approach to authenticating users. Two-factor authentication means: 1) Something the user knows e.g. customer id, user id, security answer 2) Something the user has e.g. the security token How to Use the Security Token First Time Use 1. Press the OK button to create a new PIN. Think of a 6-digit number that cannot be easily guessed but can be remembered by you; and enter on your security token. 2. Confirm the new PIN by entering it again at the prompt of the token. Using the token to Login 1. Turn on Security Token by pressing the green OK button Press and hold on the OK button to turn on your token 2. Enter your PIN and press the OK button. A correct PIN will display a -GtbAnK- welcome screen. 32
3. Generate the login code by pressing 1 followed by the OK button 6 digit code generated and displayed on token. Other functions on the token 1. Lock token: Enter incorrect PIN 5 times and token will be locked with a 7 digit lock code 2. Unlock token: A locked token will display a seven digit code whenever it is turned on. To unlock your token, call the Bank. You will be asked some security questions and then you will be provided with a PIN reset code. Enter the PIN reset code in your token and you will be prompted to set and confirm a new PIN. 33