Business On Line 10 Step Guide to Getting Started A BOL Setup Guide v.11/13 This Document is published by Bank of Ireland, and both it, and its contents, are the property of Bank of Ireland. Page 1 of 15 This document may not be reproduced or further distributed, in whole or in part, without the express written permission of Bank of Ireland. November 2013
Business On Line 10 Step Guide to Getting Started A BOL Setup Guide INDEX v.11/13 1st Time Administrator Logon Setting New Administrator Passwords Creating User Groups Setting Payments Authorisations & Limits Creating Users User Logon & Retrieving Accounts Viewing Account Balances Ordering a Digital Certificate Making Domestic Payments Making International Payments Page 3 Page 3 Page 4 Page 6 Page 7 Page 9 Page 10 Page 10 Page 12 Page 14 Page 2 of 15
[Click here for the Online Tutorial (Module 3)] 1. To log on for the first time, go to www.boi-bol.com and follow these steps: Enter your Administrator/CUA ID in the Username text box Enter your 1 st half Password in the Password text box Then click the logon button. A new window will appear asking you to type your Password 2. Enter your 2 nd half Password then click the OK button. If this is the first time you have logged onto the system, a dialog box will appear informing you that your password has expired and that it needs to be changed. Click the OK button. If this dialog box does not appear, ensure you have pop-ups allowed on your browser. For more information, please visit our Online Help Centre. Please note the following: The first time you log on to Business On Line, you will need to log on as an Administrator. The Administrator is responsible for creating Users, defining access for Users and unlocking passwords. You cannot view your accounts until the administrator setup is fully complete and users are created. In order to view accounts, make payments and print statements, you must log in as a User and not as Administrator. 2. Set your new Administrator passwords on the next screen and then click OK. The horizontal top 2 boxes are for Admin passwords that were issued to you by Business On Line. The horizontal middle 2 boxes are for you to enter two new Admin passwords. The last 2 boxes are for you to confirm your two new Admin passwords. Please note the following: The Admin passwords expire after 30 days (can be changed to max 90 days by calling the BOL helpdesk). Your passwords must be exactly 8 alphanumeric characters in length, cannot contain any spaces, symbols or punctuation marks but are not case sensitive. Page 3 of 15
You are now logged on as the Administrator. After setting your new passwords and clicking OK, Business On Line will now launch a new window; If this window does not appear, ensure you have pop-ups allowed on your browser. Please note that you cannot view your accounts or make payments until the Administrator setup is fully complete and users have been created. The main functions of BOL appear across the top of the screen and while you are logged on as an Administrator, the only function that you will have access to is Admin. The BOL functions are: Accounts Payments Treasury Reporting Diary Admin Exit 3. Creating User Groups Setting up levels of access [Click here for Try Me Demo] User Groups are used to manage an individual s access to BOL. You - the BOL Administrator- must set up a User Group to specify what level of access to BOL you want an individual or a group of individuals to have e.g. view only, limited authorisation or full authorisation of payments. User Groups might be The Sales Group, The Management Group, The Finance Group etc. To set up a User Group click on the Admin icon and select Create/Edit User Groups. Then click on Create button and enter a User Group name in the User Group Name field. The next step involves the selection of functions and permissions for your new User Group To assign the User Group access to all functions and accounts, tick the Quick Select All Process and All Accounts option on the right hand side of the screen. o Otherwise select/unselect only the fields you require and then click on the Save button to confirm. Page 4 of 15
To validate and confirm your setup, you will need to accept the changes you have made, in the CUA Audit Log. o Click on Admin icon, then on the CUA Audit Log submenu (1). o Click on Apply filter button (2) Click on the row with the Pending status o Then click on the Accept button (3). The status will change from Pending to Completed. o Note: you can click View Details to review the details of the change. Note: To set up additional User Groups, you will need to repeat the above steps. Page 5 of 15
4. Setting Payments Authorisation Panel and Limits Setting up the number of Users you wish to authorise payments and the limits on the amount that each User can transfer using Business On Line. [Click here for Try Me Demo] Select the Admin icon at the top right of your BOL window, then select the Authorisation submenu. Now select the Authorisation Limits submenu from the drop right submenu. If a dialog box appears informing you that no authorisers currently exist for the customer, click OK and then click on the Save button. To set the maximum amount a User can transfer in a single transaction select the Payments Authorisation tab. For security purposes, BOL allows you the option to choose either one or two Users to authorise a payment. Set the required number of Signing Panels, the minimum number of Authorisers and the maximum number of Authorisers. You can set two panels (A and B) and choose the limits that can be applied to each sequence. For example, if you wish to have many levels of payment authorisers, you could avail of up to five panel rules i.e. Panel A, Panels A + A, Panel B, Panels B + B, Panels A + B: Panel Max No. Of Authorisers Example Amount A 1 1,000 A + A 2 2,000 B 1 3,000 B + B 2 6,000 A + B 2 4,000 Click the Add button and in the Amount field, enter the maximum amount you would like to be able transfer then click OK. This is the maximum limit that the User in a Panel can transfer in a single payment but the User is not limited to the number of payments they can make per day. Click on Save at the bottom left Page 6 of 15
Accepting the new Change: To validate and confirm your setup, you will need to accept the changes you have made, in the CUA Audit Log. Click on Admin icon then on the CUA Audit Log submenu (1). (as shown previously in Step 4). Click on Apply filter button (2) Click on the row with the Pending status. Then click on the Accept button (3). The status will change from Pending to Completed. 5. Creating a User & Assigning it to a User Group Assigning users to User Groups then allocating access levels To set up a User, select the Admin icon and select Create/Edit Users from the drop-down menu displayed. Then click the Create button in the new window. In the User Details fields, enter the Name, Position, Telephone and Email for the new User. In the Passwords Details enter a 5 letter User ID, an 8 character Password (you will need to enter this twice) and select the Password expiration timeframe (in days, default is 30 days, maximum is 90 days) In the Group Details field, assign the User to the appropriate Group Name (created in Step 4). Double check the details entered above and then click on the Save button. After clicking Save, a pop up box will appear with a new 8 character User ID assigned by Business On Line The User you just created will need this ID along with the password you just set up to log in as a User for everyday use. Please note the following: Your passwords must be exactly 8 alphanumeric characters in length and are not case sensitive. Your passwords cannot contain any spaces, symbols or punctuation marks. The User passwords expire after 30 days (or max 90 days if your Administrator/CUA has chosen a longer expiry cycle). If you have forgotten or need a replacement User password, it can be actioned by the Administrator. If you would like to set up additional Users, please repeat the steps above. Page 7 of 15
Accepting the new Change: To validate and confirm your setup, you will need to accept the changes you have made, in the CUA Audit Log. Click on Admin top menu, then on the View Audit Log submenu (1). (as shown previously in Step 4) Click on Apply filter button (2) Click on the row with the Pending status Then click on the Accept button (3). The status will change from Pending to Completed. Allocating Payment Authorisation Limits to Users and enabling beneficiary authorisation Select the Admin icon then select the Authorisation submenu and then click on Authorisers Select a User from the drop-down menu and click the Retrieve button. Select Payment Authorisation Panel A (which you setup earlier on in Step 5. Payments Authorisation) Select Beneficiary Authoriser Yes and Select Payment Authoriser Yes. (if this is required for the chosen User). Click the Save button Accepting the new Change: To validate and confirm your setup, you will need to accept the changes you have made, in the CUA Audit Log. Click on Admin top menu, then on the View Audit Log submenu (1). (as shown in previous Steps) Click on Apply filter button (2) Click on the row with the Pending status Then click on the Accept button (3). The status will change from Pending to Completed. STAGING POINT 1 You have now completed your BOL Admin Setup. You have: Created User Groups Created Users and assigned them to User Groups Set up Panels and Authorisation Limits and assigned them to Users Logging off as an Administrator. You have now completed the Customer User Administrator element of the Set up process. Click the Exit icon, located in the screen header, to the right of the Admin icon. Page 8 of 15
[Click here for the Online Tutorial (Module 4)] 6. User operations Logging on as User and Retrieving an Account To log on as a User, go to www.boi-bol.com, enter your Username (this is your User ID, not Admin ID), your User Password and click the Logon button. If the logon is successful, Business On Line will launch in a new window. If this does not occur, please enable pop-us on the BOL website and log in again. Retrieving an account [Click here for Try Me Demo] To retrieve an account, select the Accounts icon at the top left and then click on the Accounts tab. Tick the Auto Retrieve box to the left of each account you would like to automatically view every time you log on. Then click on the Select All A/C s & Retrieve button at the bottom left. Remember, accounts selected are the ones you will be viewing and making payments from. Page 9 of 15
7. View account balances To view the balance of an account select the Account icon and select Balance(s) from the drop-down menu displayed You will be presented with the balance of your chosen account. To view the balance of a different account, please click on the Change Account button and select another account from the drop down menu, and click on Balance(s). Transactions and Statements Business On Line can display up to 90 days history of all accounts and transactions. To view your account transaction, click on the Accounts icon and select Transactions from the dropdown menu Your list of transactions for the last 90 days will be displayed on the screen. The 60 most recent transactions will be displayed initially. To view older transactions, please click on the More button. o Figures in red indicate a debit from your account. o Figures in black indicate a credit to your account. To print statements, click on the Reporting icon and select Transaction Report. To view a full 90-day statement of all transactions click the View Report button. A new window containing your transactions will open. To print this, click File, then Print. 8. Ordering a Digital Certificate for Payments required to authorise payments [Click here for Try Me Demo] All users who have the authority to authorise payments must order a digital certificate. A Digital Certificate is a unique key that sits on a User s computer. This is a security feature of Business On Line and is used to ensure that all payments authorisations come from a valid and approved User. To Request a Digital Certificate select the Admin icon and then select Request Certificate from the drop-down menu displayed. Then fill in all the necessary details: o Company Name o Telephone Number o The default path to the Key is: C:\mydocument\dc o Type in your Administrator ID and the two Admin Passwords, then click on the OK button. Note: As part of the Request Certificate process, your BOL Administrator(s) will need to insert the User ID and two half passwords, on your screen and computer, to approve the process. Page 10 of 15
Certificate Request window: After clicking the OK button, you will be prompted to create a Digital Certificate Password. o Note: Your DigiCert password is a different password from your User logon password. o Your DigiCert password must be between 8-15 alphanumeric characters in length. o The Dig Cert password expires every 30 days but can be amended to 90 days by CUA. o If you forget your Digital Certificate password, you will need to reorder a new certificate. At the next screen click the mouse repeatedly and press keys anywhere on the blank panel until the completion counter at the bottom reaches 100% completion. Note: As an additional security measure, the Business On Line team will always contact the registered BOL Administrator via telephone. The purpose of this call is to confirm that the Digital certificate request is valid. o The Digital Certificate Security helpdesk is open Monday to Friday between 9AM - 5 PM. STAGING POINT 2 You have now successfully logged on as a User. You have: Viewed balances and transactions Requested a Digital Certificate Page 11 of 15
9. Making Domestic Payments 1. Select the Payments icon, then select Domestic, then click on Account Transfer from the drop-down menu displayed. o Account transfer option should be selected when moving funds from accounts registered on the same Business On Line profile. o The account to be debited is on the left-hand side of the screen. o You can change this account if necessary by selecting 'Change Account'. 2. Select the account to be credited from the drop-down list on the right-hand side of the screen and Payer s Reference entered. o The Payer's Reference is the text that should appear on the statement of the account to which the money is transferred into. 3. Enter the amount in the Transfer Amount field and the date on which you wish the transfer to take place in the Value Date field. 4. Click Store for Authorisation. 5. An Instruction Number will appear for the transfer. This number can be used to find the payment at a later date. 6. Click OK, then click Authorise Instruction. 7. Enter your Digital Cert Password and click OK. Domestic Payments - Third Party Payments To make payments to a 3 rd party account: 1. Select the Payments icon, then select Domestic, then click on Third Party Payment from the dropdown menu displayed. o Third Party Payment option should be selected when moving funds within your jurisdiction (i.e. from a NI/GB account to another NI/GB account) 2. The account to be debited is on the left-hand side of the screen. You can change this account if necessary by selecting 'Change Account' right-hand side of the screen. Page 12 of 15
3. Enter the Beneficiary Name, NSC (National Sort Code) and Account Number in the respective fields. 4. Enter a reference for the transfer in the Payer's Reference field. This is the narrative that the beneficiary should see on their bank statement/account when they receive the transfer 5. Enter the amount in the Transfer Amount field. 6. Enter the date on which you wish the transfer to take place in the Value Date field. 7. Click Store for Authorisation. 8. An Instruction Number will appear for the transfer. This number can be used to find the payment at a later date. 9. Click OK and then click Authorise Instruction. 10. Enter your Digital Cert Password and click OK. 11. A dialog box will appear confirming that the payment was successful. Click ok to close the message. Storing Beneficiary Details To store beneficiaries: 1. Select the Payments icon, then select Maintenance, then Beneficiaries and then Create New Domestic from the drop-down menu displayed. 2. Enter the beneficiary in the relevant fields and click the Save Beneficiary button. 3. Click the Authorise Beneficiary button and when prompted enter your User ID and Password and click the Authorise button. The beneficiary details are now saved. 4. If an error message appears stating User not registered for this type of authorisation, your User Profile is not registered to save beneficiary details. If this is functionality you require please contact your Administrator. 5. If you would like to save details of another beneficiary, click the Reset button and follow the steps again. Page 13 of 15
10. Making International Payments 10.1 International Payments - Account Transfer 1. To make international payments select the Payments icon, then select Cross Border and then Account Transfer from the drop-down menu displayed. 2. The account to be debited is on the left-hand side of the screen. You can change this account if necessary by selecting 'Change Account' right-hand side of the screen. 3. Select the account to be credited from the A\C No & Name drop down menu on the right-hand side of the screen. 4. Enter a reference for the transfer in the Narrative field. o This is the narrative that the beneficiary should see on their bank statement/account when they receive the transfer 5. Enter the amount in the Payment Amount field. 6. Enter the date on which you wish the transfer to take place in the Value Date field. 7. Click Store for Authorisation. 8. An Instruction Number will appear for the transfer. This number can be used to find the payment at a later date. 9. Click OK and then click Authorise Instruction. 10. Enter your Digital Cert Password and click OK. 11. A dialog box will appear confirming that the payment was successful. Click ok to close the message. 10.2 International Payments - Third Party Payments [Click here for Try Me Demo] To make payments to a 3 rd party account: 1. Select the Payments icon then select Cross Border and then Third Party Payment option from the drop-down menu displayed. Page 14 of 15
2. The account to be debited is populated in the From Details tab. You can change this account if necessary by selecting 'Change Account' button at the top right. 3. Select the To Details tab. 4. You can select a pre-registered beneficiary from the drop down menu, otherwise the details of the account to be credited must be entered in the relevant fields. 5. Enter a Beneficiary Name and Beneficiary Address in the respective fields, i.e. the name and address on the account to which the payment instructions will be sent. 6. Enter a reference for the payment in the Payer s Reference field. This is the reference that the Sender should see on their bank account/statement. 7. Enter the NSC (National Sort Code) and Account No of the beneficiary s account in the respective fields. 8. Select the Country Code applicable to the beneficiary s bank from the drop-down menu displayed. Note: If the required country is not listed you should select Sundry. 9. Enter the IBAN of the beneficiary s account. 10. Enter the Swift Address/BIC (Bank Identifier Code), Bank Name and Bank Address of the beneficiary s bank in the respective fields. Note: For beneficiaries in the EU, Iceland, Norway, Liechtenstein and Switzerland the IBAN must be completed. 11. Enter the information you wish to be transmitted with the payment instruction in the Narrative field. Note: This text should be applied to the beneficiary s account/statement. Note: For NI/GB customers wishing to send a non-urgent payment, this must be quoted in the narrative field. 12. After you entered all the necessary details, select the Payment Details tab. 13. Enter a Payment Amount. 14. Select a Payment Type from the drop-down menu displayed: o International Payments: Urgent and non-urgent payments. o SEPA Payment: Non-urgent (EURO Only) 15. Enter a date for the funds to be credited to the beneficiary s account in the Value Date field. 16. Select the Currency of the International Third Party Payment from the drop-down menu displayed. 17. If required, the payment can be sent by an intermediary bank by clicking the Intermediary Bank Details button and completing the respective fields. You can also enter Forward Contract Details or Spot Details (if you have such an agreement in place with Bank of Ireland) by clicking the relevant button. 18. Click the Store for Authorisation button. 19. An Instruction Number will appear for the transfer. This number can be used to find the payment at a later date. 20. Click OK and then click Authorise Instruction button. 21. Enter your Digital Certificate Password and click OK. 22. A dialog box will appear confirming that the payment was successful. Click ok to close the message. STAGING POINT 3: - You have learnt how to: Make Domestic Payments. Make International Payments. You have now successfully learnt how to use Bank of Ireland s Business On Line. Page 15 of 15