User Manual for Corporate Online Bank Version 04.2013 1
Main functions in Corporate Online Bank Account details with overview of account and balance Individual domestic and foreign payments Transfer between own accounts Salary list function Payments due register with overview of status of all payments Domestic and foreign supplier register Integration with accounting and financial system Account information for automatic bank settlement Historical data going back 17 months Mailbox with inbox and archive search Foreign currency rates and trading with foreign exchange accounts Summary of company s insurance policies with SpareBank 1 Summary of company s savings agreements with SpareBank 1 Access to shares service with SpareBank 1 and VPS funds Send and receive efaktura to companies and government organisations Loading of Visa cash cards/gift certificates Access to debt collection service Corporate Mobile Bank with the most popular services We are happy to adapt Corporate Online Bank according to your needs. Contact us so that we can help you look at the options you should utilise. NB! Access to services and accounts will depend on what access rights the user that is logged in has, and what agreements have been signed with the bank. User support: The Bank s user support for Corporate Online Bank can be reached by telephone or e-mail. Visit the bank s website for more information. New agreements/changes to existing agreements: Enquiries concerning changes to agreements, or new agreements - can be directed to the company s advisor at the bank. 1
Login to Corporate Online Bank Go to the bank s website and under the Business tab select Logg inn on the left hand side. Select Bedriftskunde (Corporate customer) and BankID or BankID for mobile. Enter your national ID number and click Gå videre (Proceed). Enter the one-time code from the code calculator or your mobile phone, then enter your personal password BankID must also be used when approving online banking payments. 3
Main menu Sub-menu Description Accounts overview Shows the accounts that can be accessed by the user that is logged in. Accounts Account structure Cash flow history Interest and balance history Incoming payments Customer portfolio Account name Exchange rates Account groups Incoming SWIFT Shows the account structure for the company s group accounting system (KKS). Used to create a display of cash flow trends. Shows the historic interest rate changes and capitalisation Shows incoming payments without CID Gives an overview of total loan commitment. Allows you to change account names. Shows overview of current exchange rates from the bank. Allows you to group together accounts Search incoming payments made via SWIFT transfer. Payment Domestic payment Foreign payment Transfer Salary lists Payments pending Payments due register Processed payments Rejected payments Standing orders Payment lists Register all types of payments in Norway Register all types of payments made to accounts abroad via SWIFT transfer Transfers between own accounts - internal transfer Register and maintain salary lists. Approve registered outgoing payments Shows approved payments that will be processed once the due date passes - including payments due today - see processing times on page 8 Shows payments that have processed/paid for up to 17 months back. Shows payments that have not been processed due to, f.ex, insufficient funds. Register payments that are repeated, for example, every month. Register and maintain payment lists Card Loading of VISA cash cards and gift certificates. Can also create reload lists File transfer Integrated solution for accounting/financial system. * efaktura Invoice service Send and receive efaktura Corporate. * Debt collection service Access to debt collection service (Conecto AS) Insurance Shows summary of company s insurance policies with SpareBank 1 Savings Share service from SpareBank 1 Markets * Also shows savings agreements pensions. Loans Shows summary of company s loans with SpareBank 1 Mobile phone Password Personal data Mobile banking Here you can set up a password for Corporate Mobile Bank The contact information registered for you as a user Information on Corporate Mobile Bank Mailbox Inbox Search archive Invoice list Messages from bank Annual statements Order forms Mail/Account Statements/Messages sent from the bank. Search for account statements, messages, etc. Invoices from the bank. Provides overview of use of Corporate Online Bank. Shows overview of messages sent from the bank Search for annual statements. You will find order forms that you can send to the bank here Administration Domestic supplier Foreign supplier Event log Users Settings Register and maintain Norwegian suppliers Register and maintain foreign suppliers Log of what actions the users of Corporate Online Bank are performing. Shows an overview of users in the agreement. The administrator grants access here. For defining custom settings in online banking (personalisation) *Separate agreement with bank required. Contact us for more information.
Home page My summary Shows the accounts the user has access to, and gives quick access to the most popular services in online banking. Searchable balance and account summary. You can group together accounts as you wish. My account movements shows the total usage on all accounts within the selected account group for the last 30 days, or for the time period you specify. Summary of recent events, such as: - Messages from bank - Payments for approval - Payments due - efaktura - Rejected payments Account info. menu You will find the following services here: Accounts overview Shows the accounts that can be accessed by the user that is logged in. The table shows the recorded and available amounts. From this menu, you can find Transaction summary for account If you click on the account number, you will see a summary of the transactions that have gone in and out of the selected account. The transaction summary can be sorted by date and you can show individual transactions instead of collective amounts (statements). If you want a print-out you can click the print symbol in the web browser or select PDF report. Account details In this screen you will find the IBAN number for the account, and the bank s SWIFT address, which is required if you want to receive payments from abroad. Account structure Shows the accounts that can be accessed by the user that is logged in. This table also shows the Group Accounting system (KKS). To find sub-accounts in KKS, press the +sign before each main account. Cash flow history This screen shows the cash flow overview and available balance for the current date and the selected number of banking days in the future. The user can add anticipated incoming and outgoing payments that will affect cash flow. You can also create a graphic display of cash flow trends. Interest and balance history Shows the historic interest rate changes and capitalisation. Incoming payments This screen is used to search for incoming payments without CID. Remember that you can also find receipts for notification on payments in Mailbox > Search in archive Customer portfolio Provides an overview of the company s totals, Norwegian accounts, foreign currency accounts, loans, guarantees, documentary credit and foreign exchange contracts. Account name This screen is used to change the name of accounts that the user can access. 5
Account info. menu Exchange rates Shows overview of current exchange rates from the bank. Account groups An account group is a sub-set of accounts in online banking that you can filter in other screens. You can create/change/delete groups if you have the rights to do so. Incoming SWIFT You can find payments that have come in via SWIFT (payments from abroad) here Payments menu: You will find the following sub-menus here: Domestic payment Select payment type from list. Select account from the list in the From account field. To account you enter the beneficiary account number here. If this account is registered in the beneficiary register you can enter the beneficiary s name or account number (of a part of it) and the saved information will automatically display. Supplier name (optional). CID/Notification enter the correct CID or notification. Enter amount. Register the due date this can either be typed directly in the field, or selected using the calendar icon. Optional field: - internal note you can enter information on the payment here for your own use; it is not sent with the payment. - Repeat payment if you want to repeat this payment, for example, every month. Click the register button at the bottom of the screen, or register and approve. (see info. field at the bottom of the page for more information) Foreign payment Here you use the same procedure as for domestic, however, it is EXTREMELY IMPORTANT that you complete the field correctly. The SWIFT/BIC address for beneficiary s bank is mandatory. If you don t enter the SWIFT address this will result in extra charges and can lead to the payment being cancelled. Payments to Europe must contain the IBAN account number. The? function can provide more information. You can also contact the bank to receive an individual user guide or get help from our customer centre. All payments are registered, but not processed before they are approved All payments will first be registered. All payments must then be approved under Payments pending where you select the payments you want to approve (or Select all ) and press Approve. The payments (total) must be signed using BankID. They then go into the payments due register. Register and approve at the same time. By checking Register and approve in the Domestic payment and Foreign payment screens, the transaction will be approved at the same time as it is registered, so that the user does not have to approve it from Payments pending. Every payment must be signed using BankID. 6
Payments menu cont. Transfer You use this services for transfers between your own accounts (internal transfers). Account adjustments due on the same day will be carried out immediately. i.e. as soon as you have approved the payment under Payments pending, Salary lists Here you can register and maintain salary lists. How you create a salary list. Enter a name for the salary list. Click OK. The salary list name will be added to the Overview of salary lists, without a salary beneficiary. Click the Retrieve salary list icon. Enter the salary beneficiary name, to account and amount. Click Save salary list. Select debit account and press Make Salary payment to save the salaries. NB: The deadline for approval of salary lists is at 14:00. The due date for salary lists should be entered as the day before pay day. Payments pending This function is used to approve payments pending. All types of payments are approved here: - Domestic payments - Foreign payments - Salary lists and payment lists - Imported file from the accounting and payroll program. Mark the payments to be approved in the box to the right of the CID/Notification field. There is also a button to select all payments. It is also possible to remove/edit payments from this screen. By checking the box for Show/Hide Expanded Search, you have the option to search the beneficiary s name (free text), amount, currency and to account number. Payments due register Here you will find payments awaiting the due date in the payments due register. These have been approved and will be moved for payment on the due date (provided there are sufficient funds). It is possible to cancel an approval, delete/edit the payment up until the due date. It is also possible to prioritise payments that are due on the same day. Also see Important Processing times on page 8 for more information/assistance Use the search screen to find payments in the payments due register. Details on this can be found under?. 7
Payments menu cont. Processed payments This screen shows payments that have been processed/paid. You can find receipts for payments from as far as 17 months back. Use the search screen. By checking the box for Show/Hide Expanded Search, you have the option to search by beneficiary name (free text), amount, currency and to account number. If you want to print the receipt list or individual receipts, this can be done from here. You can also select between Norwegian and English vouchers. Rejected payments This screen shows payments that have not been processed. This could be for several reasons, such as errors in CID or insufficient funds in the account, for example. If you press the i button you will bring up details for payment, and you can make corrections to the payment. Standing orders This function can be used to create standing orders, e.g. for payments that need to be made monthly. The payments will be located under Payments awaiting approval. Payment lists This screen is used to register and maintain payment lists. You can add or edit payment lists for debit accounts to which you have view rights. Card menu This menu makes it possible for the company to load Visa cash cards, gift cards and other prepaid cards. If you do not have access to this service, please contact the bank. Loading This menu is used to load Visa cash cards or Visa gift cards, provided the company has an agreement for this. Loading lists This screen is used to register and maintain loading lists for Visa cash cards See card information Here you can get information on any cash card by entering the card number. Important Processing times For domestic payments, the payment must be registered, sent and approved before the following times in order to be processed: * Monday - Friday: 00.10, 09,40, 11.40, 14.00 og 14.30 (Payments made in the weekend will be processed on the night before Monday at 00.10) Payments approved by 14:00 are send to other banks the same day (normally also applies for approvals by 14:30, but this cannot be guaranteed) NB: Account adjustments between accounts in your own bank which are due on the same day are transferred immediately, meaning, after you have approved the payment under Payments pending. Foreign: payments must be registered and approved before 14:00 if you want them to be processed the same day (latest time for weekend processing is 14:00 on Friday). Usually it will not be possible to stop or change transactions that are sent for same day processing through Corporate Online Bank. In the event of such a situation please contact the bank. 8
File transfer menu - integration with accounting and payroll system Corporate Online Bank is easily integrated with most financial systems, so that you can transfer files to the bank, such as payroll and payments. You can also retrieve return files such as beneficiary and settlement returns and OCR posting data. Automatic updates to the accounts save the company both time and money. Contact the bank to set up online banking for configuration of an integrated solution. File path setup To use file transfer you will need to set up interim storage of information, which can be retrieved and sent between the accounting/financial system and Online Bank. Setup of file transfer must be performed by the administrator/person with access to file transfer and is accessed from the File transfer menu in Corporate Online Bank File paths can be found in the accounting/salary/financial system. Contact the supplier of your accounting/payroll system if this is not set up or if you have problems creating the file paths. File paths are set up in the start phase and are not affected by the daily sending and retrieving of files. Set up file paths File configuration is done differently for the different file types (for the different products such as OCR, remittance, etc.) For all file configurations the following applies: File paths for the different file types must be created before file transfer can be used (more details in the pages that follow) All fields must be completed There must be document names for Corporate Online Bank and the financial system to be able to send and retrieve information from each other The actual file paths can be changed later The entire fie setup can later be deleted if so desired. Set up BBS/NDR-files BBS Direct remittance is actually NDR format but is most often referred to as BBS format. BBS Direct remittance can be used for remitting (sending files with payments) domestic and salary payments. Note that NDR does not support foreign payments. It is possible to use NDR and Telepay formats at the same time and for each other, e.g. to be able to distinguish between salary and payment files. You do not need a separate agreement with Nets (BBS) to use BBS Direct remittance in Online Corporate Bank. To set up BBS/NDR files, use the same process as for Telepay, but select BBS Direct File Remittance under File type. If you use the BBS/NDR format, for example, you could state: - File from financial system: C:\Regnskap\Dirrem.txt File for settlement return: C:\Regnskap\Avregnret.txt This is only an example, you can choose another structure in your company. Consult the supplier of your accounting/payroll system. NB: This format does not provide receipt return such as you get with the Telepay format. Note that the file name you state should be created logically. For files for incoming payment services, state one or more file names for each file format to be processed. You can select a set of file names for each account selected, if you want to split it up like this. For accounts that are not specifically specified in this way, the general file information will be used. 9
File transfer menu cont. Set up Telepay-files Can be used for remittance (sending files with payments) domestic and foreign, along with salary payments and account adjustments. Telepay is the most used format for remittance of payments from financial systems. You do not need a separate agreement with Nets (BBS) to use Telepay Direct remittance in Online Corporate Bank. 1. From the file transfer menu, click Configure file transfer. 2. Select New file configuration and file type Telepay direct remittance. 3. Enter name of file configuration. It is possible to set up several file configurations for each file type. 4. Rejection level: see separate section 5. State file path to the file from the financial system.* 6. State file path to the beneficiary return. 7. State file path to the settlement return. 8. Press the Save button. * If you have a number of file configurations it might be more practical to type in *.txt (asterisk.txt) in the file name. When you later send the files you will get a list of all the files in the directory that end with *.txt, so that it is simple to select several files for submission at the same time. An example of a file path can be: - File from financial system: C:\Regnskap\Telepay.txt File for beneficiary return: C:\Regnkap\Telepay_mottak.txt File for settlement return: C:\Regnskap\Telepay_avreg.txt This is only an example, you can choose another structure in your company. Consult the supplier of your accounting/payroll system. Rejection level: Will say Transaction as a default. This means that if the file contains errors, it is only this or the transactions (individual transactions - BETFOR22/23) that contain errors that will be rejected. Recommended! Other rejection levels available are: File - entire file submitted is rejected Batch - entire batch is rejected (usually all jobs from one from account ) Job - in Telepay format this refers to all payments in BETFOR21 or BETFOR01 Set up Bank reconciliation file Bank reconciliation is a reconciliation of the accounts against the bank. Corporate Online Bank collects account information for a selected period, and compiles this in a file in the File archive. The file is in a format that can be read by most bank reconciliation programs. 1. From the file transfer menu, click Configure file transfer. 2. Select New file configuration and then the file type Bank reconciliation file. 3. Create a name for the file type 4. Enter a file path for where you want to save the bank reconciliation file. Remember to save the changes. An example of a file path can be: C:\Regnskap\Bankavstemming.txt The go to the Bank reconciliation menu under File transfer and create a bank reconciliation file for the desired period. You can retrieve a reconciliation file for one or more accounts at the same time. 10
File transfer menu - cont. Setup OCR-files OCR is a tool that simplifies processing of incoming payments. Please contact the bank to setup an OCR agreement. This service makes it possible to read giro payments electronically into the accounting/invoicing system based on the CID number on the invoice. Once you have setup a file path for OCR returns you retrieve the information in the form of a file from the accounting system. Configuring OCR files: 1. From the file transfer menu, click Configure file transfer. Select New file configuration. 2. Select BBS OCR Account data. 3. Select account number. Choose whether the file path must apply to all accounts, or select an account from the list that comes up in the window. 4. Enter a file path for where you want to save the OCR return. In the field for OCR posting data, for example, you can state: File for OCR return: C:\Regnskap\OCR.txt Setup AvtaleGiro Can be used by companies for automatic debit for payments due from private or corporate customers. Please contact the bank to set up an agreement. Separate agreements are set up with the company s customers (standing orders). Payments that come in from AvtaleGiro will come in to the same file as OCR returns. Setup of AvtaleGiro: 1. Select BBS AvtaleGiro 2. Create a name for the file type. Several file paths with BBS AvtaleGiro can be entered 3. Debit proposal: Enter a file path for where you want to save the payment request file. Remember to save the changes. An example of a file path can be: C:\Regnskap\Avtalegiro_Betforslag.txt NB: For AvtaleGiro setup the following file configuration must also be created: 1) BBS OCR posting data 2) BBS Standing Orders (FBO) (when bringing in new customers) Setup BBS Standing Order FBO Applies to payment beneficiary page for AvtaleGiro. In this file, companies with AvtaleGiro will receive a notification from Nets about which of the customers have signed an AvtaleGiro agreement, and which customers have deleted their agreements. Configuring BBS FBO: 1. Select BBS FBO. 2. Standing order: Enter a file path for where you want to save the BBS FBO. 3. Choose whether the file path must apply to all accounts, or select an account from the list that comes up in the window. Setup AutoGiro AutoGiro can be used to request fixed payments between companies. Please contact the bank to setup an OCR agreement. The company sets up separate agreements with its corporate customers with an authorisation for a maximum amount that can be debited directly from the account for a period. To setup AutoGiro, for example, you can specify: - File for payment requests: C:\Regnskap\Autogiro_betkrav.txt File for posting data: C:\Regnskap\Autogiro_kontdata.txt 11
File transfer menu - cont. Important Processing times Send files AutoGiro/AvtaleGiro : Submitted to BBS at 9.30, 11.30 and 13.30 Sending times are dependent on which due dates are entered in the file. The files are sent without any changes in the process OCR-return: sent from Nets (BBS) and available in Corporate Online Bank for retrieval approx. 16.30. An agreement is made in advance for how often you as a customer will receive OCR returns. This could be daily, twice a week, once a week, etc. OCR posting data can be retrieved in Corporate Online Bank for the last three months. If you have retrieved files before, the archives can be used to find older data The menu is used to send files from the accounting/financial system to Corporate Online Bank. Send files with file configuration: This allows you to send multiple files at the same time, and to use the file configuration saved under Configure file transfer. 1. Check the files you want to send. This will automatically bring up information on the whether the file exists or not. 2. Click Send files. 3. Once the file(s) are sent a status will display showing whether the transfer has been processed or not. (e.g. File transfer OK) 4. Remember to approve the payments under the menu selection Payments pending. Send files without file configuration: If you choose NOT to use the file configuration, you will have to search for and send files one by one. File names of files that are sent are not changed to *.OLD. This is not recommended, since you risk sending the same files (same payments) several times. Error message: If you get the status File transfer failed or directory and/or file invalid check the existing file path and check that you have access to the station/directory the file is saved in. Retrieve files The menu is used to retrieve files from Corporate Online Bank to the accounting/financial system. The files that are ready for retrieval will automatically show in the list. To retrieve the files, click the checkbox on the right of the file to be retrieved, then click the Retrieve files button. Otherwise, the same as the Send files menu. Visible file configuration You can choose which file configuration to display for sending and retrieving of files. This will make retrieving and sending easier as well as preventing the user sending or retrieving the file configurations of others.. File archive Used to find files that have been retrieved or sent previously to Corporate Online Bank (new files and files that have previously been retrieved or sent). See? for information regarding each field. From how far back can files be retrieved in the file archive? - OCR posting data: 3 months Settlement return/beneficiary return: 17 months - Submitted files: 17 months 12
efaktura menu With the Receive Corporate efaktura and Send Corporate efaktura service the company can easily and simply create, send, receive and pay invoices to and from business customers at all banks in Norway. The solutions in online banking are customised for companies that do not have sophisticated financial and invoicing systems. For larger companies we recommend sending and receipt of invoices by file, integrated with the company s solution for invoice processing. Order invoice service An agreement has to be signed with the bank in order to use the invoice services and invoice portal. The agreement and its terms and conditions can be downloaded here, and the signed agreement must be sent to the bank. Invoice service This is where you enter the bank s invoice portal where you can create and send individual invoices, and also send and receive files for efaktura. You also have access to the archive for outgoing and incoming efaktura invoices. A separate quick guide is available. Please contact the bank. Debt collection service With the Debt collection service you can easily and quickly send a payment demand or collection letter to customers that are in arrears. The service is provided by Conecto AS - a SpareBank 1 Gruppen company. Received invoices In this screen you will receive new efaktura invoices from suppliers who can issue these through the banking network. The invoices can be edited, registered, approved or even deleted directly from this screen. You can also search for unprocessed or deleted efaktura invoices. When the efaktura invoices are approved you will find them in the payments due register in online banking. The invoice details are displayed as a voucher attachment. Insurance menu If the company has insurance policies with SpareBank1 a summary of these will display in this window. This concerns both general insurance policies and life insurance policies. You don t have the option to effect changes to the insurance policies. Savings products/pensions display under the Savings menu. Savings menu Shares The shares service in SpareBank1 is provided by SpareBank 1 Markets. To gain access to the service you must sign a separate agreement with the bank. To order the service go to Order/Change Shares service. Savings products This page shows funds and savings products if the company has any of these products with SpareBank 1 Loans You can see a summary of the company s loans and leasing agreements with SpareBank1 here. Click the agreement to bring up more information on loan amount, discounting date, interest rate, loan security etc. Mobile menu Password Here you can create or change your login password for Corporate Mobile Bank. Personal data This window displays the contact information registered for you as a user. Corporate Mobile Bank Here you will find information about Corporate Mobile Bank and how to use it. Corporate Mobile Bank contains the most popularly used functions from Online Bank and is free to download and use. 13
Mailbox menu Inbox In the inbox you will find all messages and notifications sent from the bank via the Mailbox. These are messages such as: incoming payment notifications, account statements, interest rate letters, etc. The screen provides several search options and shows whether a voucher has been read or not. You can also create a PDF report from selected vouchers. Search archive In the archive it is possible to search for account statements, interest statements, etc. Unlimited time period. Messages from bank Shows overview of messages sent from the bank. Invoice list Invoices from the bank are displayed here. Provides overview of use of Corporate Online Bank Annual statements This screen is used to search for annual statements. You must have rights to all the accounts in order to retrieve annual statements. Order form If you want, for example, to open a new account or you need to register a new user for online banking, you can find the order forms here. The agreement will be sent to the company for signing.. Administration menu Domestic/Foreign supplier In these menus you can register and maintain domestic and foreign suppliers. Event log This screen shows a log of what actions users of Corporate Online Bank are performing. Users An overview of users in your Corporate Online Bank agreement is available here. Users with administrator rights can delete other users, assign account rights to themselves and other users and change user details. The administrator can also create users but must contact the bank to activate these Assign/change account rights and user access Rights are assigned at account level. The different rights concern: View: Viewing rights. A user must, at a minimum, have these rights in order to view account information Register: Set up/register single payments (or maximum amount), internal transfers between own accounts, register salary lists and send/retrieve files Approve: Approve payments (if required, also maximum amount) Salary: Set up/register salary lists (not single payments) Account adjustment: Transfer between own accounts NB: If a person has access to Approve, the same person should have access to the preceding processes: View and Register. The reason for this is that if an approval of a single payment has to be revoked, the payment will go back to Payments Payments pending. If the person does not have access to Register, the person will not be able to make changes to the transaction if that becomes necessary. Select/Deselect the checkboxes according to what types of access the user shall have and click Update. 14
Administration menu cont. Change user Here you can add new information when making changes to an existing user. Select user rights. Remember to save the changes. File transfer: Gives the user access to file transfer and configuration of file transfers Account name: Gives user access to change account names Copy user rights The administrator can copy the account rights of one user to another user. Both account rights and amount limits are copied. Create new user The administrator can create users but must contact the bank to activate these. Delete user The administrator can delete users. This will have to be confirmed with a check question. Click OK to delete or Cancel to cancel. Settings From here you can define your personal settings for online banking. For example, you can set up fixed accounts for domestic/foreign payments and salaries, payment types, etc. You can also sort the order for accounts here, along with the number of lines to be displayed in the screen, etc. For more information on the use of the different commands, see? for help. The icon generates a PDF report of e.g. transaction summary or you can receive a receipt for completed payments.. The icon generates a file that can be exported to Excel for processing or printing. 15