Corporate Online. Using Administration

Transcription

1 Corporate Online. Using Administration

2 About this Guide About Corporate Online Westpac Corporate Online is an internet-based electronic platform, providing a single point of entry to a suite of online transactional services specifically designed for major Australian, New Zealand, Papua New Guinea, Fiji and international corporations and government bodies. By working closely with customers like you, Westpac has developed Corporate Online as a portal environment that delivers greater control, productivity and flexibility to your business. Control how your organisation uses Corporate Online, including which applications and features staff members can use and which accounts and services they have access to. Increase productivity by getting straight to work with Corporate Online s easy-to-use interface and simple workflows. Use Corporate Online s flexibility to create a setup that matches your business needs and can grow and change as your business does. Security Note Corporate Online employs a best of breed security model, using a range of protective technologies to guard your organisation s information and to assist you in better managing the risks of fraudulent activity. These include 128bit encryption and SecurID Tokens For detailed information on Corporate Online s extensive security features, please ask your Westpac representative. This user guide forms provides information for your use of this product within Westpac Corporate Online and may be updated from time to time without notice. Certain words used throughout the user guide may have a defined meaning in the Glossary. Copyright 2018 Westpac Banking Corporation ABN AFSL Australian credit licence Using Administration Page 2 of 155

3 About this Guide Contents About this Guide... 5 Read this page first... 6 Introducing Corporate Online setups... 7 Organisation... 7 Offices... 8 Users... 9 Enabling accounts for applications Authorisation and workflows Tokens Administrator roles Administrator responsibilities Administration tasks and workflows Amending your organisation s setup Procedure: Amending your daily channel limit (for Payments) Procedure: Viewing your daily channel limit (for Payments) Managing Offices Procedure: Creating an office Procedure: Finalising an office task after full authorisation Office Sub-task: Managing account groups Procedure: Amending an office Procedure: Deleting an office Managing Users Procedure: Creating a user Procedure: Finalising a create user task after full authorisation Procedure: Amending a user Procedure: Issuing tokens following an amend user task Procedure: Deleting a user Procedure: Making a user an administrator (adding administration) Procedure: Changing a user s name User tasks sub-task summary Accessing Accounts features Accessing Receipts features Accessing Payments features Accessing Online Deposit features Managing User Security and Tokens User security authorisation model Setting up user security only administrators (e.g. for help desks) Managing and enabling tokens for your users Procedure: Enabling a token Resetting user passwords Procedure: Reset a user password Resetting user security keywords Procedure: Reset a user security keyword Locking and unlocking users Procedure: Locking a user Procedure: Unlocking a user Adding and Managing Accounts Adding accounts held with Westpac Australia Amending account access Procedure: Adding accounts held with Westpac Australia Procedure: Finalising an Add 3rd party account task Procedure: Reprinting a third party access authority Procedure: Amending access to an account Using Administration Page 3 of 155

4 About this Guide Amend account sub-task summary Managing Billing Statements Procedure: Amending access to a billing statement Managing Payment Services Procedure: Amending access to a payment service Managing Receipt Services Procedure: Amending access and details of a receipt service Pending Tasks Procedure: Working with pending tasks Task History Procedure: Viewing task history Authorising or rejecting Administration tasks Procedure: Authorising or rejecting a task Local and super administrators Local and super views Local and super task authorisation Reporting What reports are available? Procedure: Creating a report Procedure: Viewing, printing and saving a report Procedure: Deleting a report Basic Skills: Administration Searching and sorting a list Navigating a list screen using the grey navigation links Working with a task Working with assignment lists Working with a task summary Printing with Print preview in Administration Glossary Index Using Administration Page 4 of 155

5 About this Guide About this Guide This guide describes how to use the Administration functionality of Westpac Corporate Online. It is one of a suite of guides that cover the wide range of applications and features that are available through Corporate Online. Where can I find a copy of this guide? The most up-to-date versions of this and other Corporate Online user guides can be found on the User guides screen of Corporate Online. Click on a link to display the user guides for that application If you must print this document, always download the PDF from Corporate Online then print from that: don t print a saved PDF or photocopy a paper copy as it may not be current. What else should I read? What if I m in a hurry? As well as reading this guide, we strongly recommend you read Introducing Corporate Online, which covers topics such as signing in and security. Start by reading Read this page first on the next page. Familiarise yourself with the Administrator responsibilities on page 19. Use the Index on page 148. Using Administration Page 5 of 155

6 Read this page first Before you begin The following overview will help you get started with Administration as quickly as possible and find your way around this guide. This is a large user guide, not because Administration is complicated or hard to use, but because Administration can be used to do lots and lots of things. The devil is in the detail. Our advice is don t learn all the detail: work smart and learn to use this guide instead. That way, you ll always be able to find the detail you need, when you need it. Do some background reading You will find working with Administration much easier if you understand a little of how it works and how Corporate Online setups fit together. We strongly recommend you read the following overview sections: Introducing Corporate Online setups starting on page 7 Administration tasks and workflows starting on page 22 The total reading time for these two sections should be less than 20 minutes. Look up any unfamiliar terms in the Glossary on page 140. Follow the comprehensive step-by-step procedures The bulk of this user guide is taken up with comprehensive step-by-step procedures (including lots of pictures) covering the main business activities you will be performing with each of the main menu items. To find the procedure you need, use the Contents on page 3, or look up procedures in the Index, which starts on page 148. Review your responsibilities It is important you review your responsibilities as an Administrator: Administrator responsibilities starting on page 19. Use the index The extensive Index, which starts on page 148 will help you find the information you need quickly. Using Administration Page 6 of 155

7 Introducing Corporate Online setups This section introduces some of the main concepts that will help you to understand how your Corporate Online setup works. This is essential when amending your setup to change how your organisation uses Corporate Online. Everything in Corporate Online is controlled through a setup. Your setup is organised in three parts: your organisation one or more offices one or more users Organisation Organisation is the top level of your Corporate Online setup. Your organisation setup includes things such as which Corporate Online applications and features you use, how you authorise things such as administration tasks or payments, your daily channel limit for payments, and lists of the accounts and services your organisation chooses to work with in Corporate Online. Corporate Online Third Party Master Agreement A Corporate Online Third Party Master Agreement provides the ability for a third (3rd) party to grant access to your organisation to their Westpac Australia accounts and/or services via Corporate Online. A copy of this agreement is available from your Westpac representative. A third party relationship can include, but is not limited to: A subsidiary, Any related body corporate, Accountants, and Any other non-related body corporate or legal entity Access to your organisation on behalf of a third party under a Corporate Online Third Party Master Agreement, includes: View, print and export balances and transaction information*; Stop payment on unpresented cheques* Manage Bank account statement delivery method (paper or electronic)* View, print and export billing statements Transfer and remit funds (make payments)*; and Payment Service Types (Australian Direct Entry, Australian Payment Processing Service, Australian Commercial Card) Open and manage Term Deposits (including instructions as to term, maturity and disbursement instructions and instructions to terminate)* Manage Evergreen / Notice Saver Accounts (incudes create or cancel Notice of withdrawals and Reinvestments)* Receipt Services (Australian Direct Entry, Australian Inward Cheque Dishonour, Australian EFTPOS, Australian RECall Remittance Processing, Australian Commercial Card) Using Administration Page 7 of 155

8 Agency Application (Australian Agency Transactions, Australian Agency Electronic Returns) View, print and export Loan information (includes Loans, Bank Guarantees and Commercial Bills) * Access to the third party Westpac Australia accounts and/or services are provided automatically once the Corporate Online Third Party Master Agreement is registered to your organisation s Corporate Online setup. The remaining services requires your Westpac representative to request on your behalf. Offices Office setups An office is a flexible logical entity that helps create some structure in an organisation s Corporate Online setup. What an office represents will vary from organisation to organisation. Corporate Online uses offices to segregate payments and to segregate billing (of Westpac s fees and charges). Offices can also be used to segregate access to payment information such as beneficiaries and templates and trade finance agreements. The office name appears as the remitter name on all beneficiary payments made through an office. If you make beneficiary payments under more than one trading name, you will need an office for each trading name (this does not apply to payments made through import services). Most Corporate Online fees and charges are billed via an office, hence most activities in Corporate Online are done via an office. For example, when you make a payment, you access the debit account via an office, and the fee for the payment is billed to that office (and deducted from that office s billing account each billing cycle). If you need to separate the billing of your banking activities (e.g. for cost recovery purposes), you will need one office for each cost centre. Whilst fees and charges can be separated by an office, access to billing statements cannot: billing statement access in Corporate Online is granted directly to individual users. The setup for an office focuses on which applications will be used in that office and then which accounts and services are assigned to support those applications. Application features are not assigned at the office level. They are controlled at the user level. When an office is assigned to a user, that user doesn t necessarily get access to all of the accounts and services in that office. The user only gets access to those accounts and services that are specifically assigned to them from within that office. Only accounts and services setup at the organisation level can be assigned to an office. Account groups for Accounts An account group contains one or more accounts in the same currency. It sits within an office in your organisation s setup. Within an office, any number of account groups can be established. Any account can belong to any number of account groups. There are no additional fees for listing an account in multiple groups within a single office. To segregate access to accounts, grant your users access to an office and then, within that office, only those account groups that are appropriate for them to see. Using Administration Page 8 of 155

9 When a user signs in to Accounts and uses an Accounts screen, they see only those accounts that belong to the groups you have granted them access to. Each of the Accounts screens restricts their access in this way. For example, they can only view print schedules that report on groups that you have access to. Group names must be unique within an office, but a group using the same name can be setup in different offices (e.g. AUD accounts). Accounts must belong to at least one group if they are to be visible via the Accounts application. An organisation using Accounts needs at least one group in each office they want to view accounts from. Account groups are used only in Accounts. Adding an account to an account group will not allow it to be used as a payment account in Payments: this must be done specifically. Users Each user in Corporate Online must be a unique, identifiable real person registered to access Corporate Online. Their identity must have been verified by Westpac (as required by the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 in Australia (AU AML/CTF), or by Westpac (as required by the Anti-Money Laundering and Countering Financing of Terrorism Act 2009 in New Zealand (NZ AML/CFT), or by Westpac (as required by the identification standards in Papua New Guinea or Fiji), or by the completion of a Certified Copy Certificate (available from your Westpac representative), or by your organisation s verifying officer (if your organisation qualifies to nominate verifying officers under Westpac s Verifying Officer Criteria). Each user has a unique customer number and password and an individual setup. If their access requires it, they will be issued with a security token by Westpac. Do not, under any circumstances, allow users in your organisation to share a customer number as the sharing of such information has legal implications. Users and offices User setups Each user has a primary office (for billing and mail) as part of their setup but a user does not sit under an office in your organisation s setup. In fact, each user can be assigned access to as many offices as their job role requires. The fees for a user s access and token are billed to the user s primary office (as set in the user details). When each of your users signs in to Corporate Online, they see a menu of applications and features which they can use to access services and work with accounts. By amending a user s setup, you can control which specific applications and features they can use, what services they are permitted to access, which accounts they can view or work with, which billing statements they can see, and in which currencies they are permitted to make payments. Using Administration Page 9 of 155

10 User access to accounts, services and groups is always through an office. Access to an office does not automatically mean a user sees all accounts, services and groups within that office. A user will only be able to access those accounts, services and groups specifically assigned to them. In addition, the features they have access to may also restrict what they see. For example, if a user doesn t have access to a Payment s import feature, they cannot access import services. What a user can do is further controlled by their authority level, which controls what role they can play in a workflow and what tasks they can authorise. User access to billing statements is controlled by granting a user access to specific billing statement references. Enabling accounts for applications Administration allows you to control access to accounts by restricting user access to offices and within each office, user access to particular account groups and payment accounts. In addition to these controls, you may also restrict what an account is enabled for in your Corporate Online setup. Each account must be specifically enabled to : view and export balances and transaction information (e.g. via the Accounts application) transfer funds and remit funds/make payments (e.g. via the Payments application). This restricts how the account can be assigned in Administration. For example, if accounts access is not allowed, that account cannot be assigned to an account group; if payments access is not allowed, the account cannot be assigned as a payment account. For accounts owned by your organisation, these options can be amended using Manage accounts (see Procedure: Amending access to an account on page 95). For third party accounts, you can disable access using the same Manage accounts process. To enable additional third party access (e.g. Payments) the account holder(s) must complete a Corporate Online Third Party Access Authority available from your Westpac representative. Using Administration Page 10 of 155

11 Authorisation and workflows Corporate Online requires that significant tasks must be authorised. To manage the authorisation of tasks, Corporate Online uses the concept of a workflow. Activities such as making payments, processing import files, and amending setups in Administration all use workflows. A typical workflow might look like this. Workflows are used by features, and some features share workflows. For example, in Payments, Import files and Create files share a workflow. Authorisation models: how many steps The number of steps required to complete a particular task in Corporate Online is determined by the authorisation model chosen by your organisation for that feature (or group of features) on the establishment form. Corporate Online offers three authorisation models: no authorisation single authorisation dual authorisation. Not all authorisation models are offered on all features. Some activities in Corporate Online (e.g. viewing accounts) are not implemented as workflow tasks and do not require an authorisation model. No authorisation = 1 step For a limited number of features (e.g. Transfer Funds) Corporate Online allows an authorisation model of no authorisation (abbreviated to none on the forms), effectively removing any authorisation steps from the workflow. Under this model, each task is accepted for processing as soon as it has been created (and saved). For example: Single Authorisation = 2 steps Single is the simplest authorisation model, in business terms. Each task must be created, then authorised (once), at which time Corporate Online accepts it for processing. Dual Authorisation = 3 steps Dual is the most robust and flexible authorisation model. Each task is created, then goes through a two-stage authorisation process before being accepted for processing. Using Administration Page 11 of 155

12 Choosing authorisation models Authorisation models are setup at the organisation level. Features that share workflows share an authorisation model. You can choose different authorisation models for different features even within the same application, according to your business needs. For example, under the Payments application, you might require dual authorisation for Payments but only single authorisation for saving beneficiary details. To change your organisation s authorisation model, ask your Westpac representative for a Corporate Online Organisation Amendment Form (Applications and Features). Authorisation User Roles: How many users? Corporate Online allows you to restrict what steps each user can perform in a workflow. This defines each user s role. There are two main roles in a workflow: creator authoriser. In addition, your organisation can determine if individual users can play more than one role in a particular workflow (i.e. can they be both a creator and authoriser) and whether users performing both roles are permitted to authorise the tasks they themselves have created (called self-authorising ). At the organisation level, a user s ability to create and/or authorise tasks and self-authorise is called their authorisation user role. At the user level, a user s ability to create and/or authorise is called their authority level. The authorisation user roles permitted by an organisation for a particular task determines the minimum number of users that are required to create and authorise that task. If you don t have at least this number of users, you will not be able to successfully perform those tasks. The various authorisation user role combinations are shown below. Using Administration Page 12 of 155

13 Single Authorisation with Self-Authorisers = Minimum of 1 user One user can create tasks, then authorise the tasks they themselves have created. Corporate Online applications such as Payments and Online FX may require users to re-authenticate themselves before authorising tasks created with features using this authorisation model. Single Authorisation, no Self-Authorisers = Minimum of 2 users At least two users are required: one to create tasks and a second to authorise them. Dual Authorisation with Self-Authorisers = Minimum of 2 users At least two users are required. One user can create tasks and partially authorise the tasks they have created, then a second user can complete the authorisation. A self-authoriser doesn t have to authorise first. Using Administration Page 13 of 155

14 Dual Authorisation, no Self-Authorisers = Minimum of 3 users At least three users are required. One user creates the task, a second partially authorises it, and a third completes the authorisation. Choosing authorisation user roles Authorisation user roles are setup at the organisation level with the authorisation model. For applications with more than one workflow (e.g. Payments), only one user role applies. You can choose different authorisation user roles for different applications. For example, you may allow self-authorisation for Accounts but not for Payments. To change your organisation s authorisation user roles, ask your Westpac representative or a Corporate Online Organisation Amendment Form (Applications and Features). Choosing individual user authority levels Authority levels for individual users are set and changed using the Manage user screens (see Procedure: Creating a user on page 46). When changing user authority levels, always check to be sure you will still have enough creators and authorisers to use the applications and features. Dual Authorisation Security Options: Who can authorise? If you are using dual authorisation, Corporate Online allows you to choose what combination of users are permitted to authorise a particular task. It does this by allowing you to segregate your authorisers into groups and then impose restrictions on the combination of authorisers it allows. For a dual authorisation security option, each authoriser is designated as either a primary authoriser or secondary authoriser for a particular task. Any authoriser can perform the first authorisation in the dual authorisation workflow. However, the application s security option restricts which authorisers can perform the second authorisation. Security options only affect authorisation. If you allow self-authorisation, a creator could perform the first authorisation or, if the security option permits, the second authorisation. The various authorisation user role combinations are shown below. Using Administration Page 14 of 155

15 Both Authorisers Must be of Equal Authority Under this option, all authorisers belong to one group. Any two authorisers can authorise a task, which keeps things simple. The only restriction is that the second authoriser is different to the first authoriser. This is the easiest option for your users to understand and use in practice as a particular user will not be in any doubt that they can partially authorise a task. One Authoriser Must be Senior, but the Other Can be Senior or Junior. Under this option, authorisers are grouped into two groups: senior (primary) and a junior (secondary). Each task must be authorised by at least one primary authoriser ( senior person). There is no restriction as to which authoriser must authorise first. The only proviso is that at least one of the two authorisers is a primary authoriser. Using Administration Page 15 of 155

16 One Authoriser from Each of Two Categories Must Authorise With this option, authorisers are grouped into two groups: category A (primary) and category B (secondary). Each task must be authorised by one authoriser from each group. There is no restriction as to which authoriser must authorise first: the rule is that the second authoriser is from a different group to the first one. Mixed Model Setups and Restrictions on Secondary Authorisers If you have a mixture of single and dual authorisation models within one application (e.g. Payments) and the security option chosen includes secondary authorisers, then an authoriser with an authority level of secondary cannot authorise tasks in any of the single authorisation workflows. Choosing authorisation user roles Dual authorisation security options are setup at the organisation level with the authorisation model. For applications with more than one workflow, only one security option applies. To change your organisation s dual authorisation security options, ask your Westpac representative for a Corporate Online Organisation Amendment Form (Applications and Features). Choosing individual user authority levels The primary or secondary designation for individual users (primary or secondary) are set at the same time as their authority level with the Manage user screens (see Procedure: Creating a user on page 46). When changing user authority levels, always check to be sure you will still have enough creators and authorisers in the appropriate groups to use the applications and features. Using Administration Page 16 of 155

17 Tokens An important part of Corporate Online s security model is the use of RSA SecurID tokens to provide two factor authentication. Tokens are issued to individual users, who enter the number displayed on their token and a token password to authenticate themselves when requested by Corporate Online. Users with the following access will require a token: Administration (all users) Online FX (all users) Payments (users with authoriser access) Agency (users with authoriser access) Deposits (users with authoriser access). These users are called authenticating users (or token users) and incur an authenticating user access fee instead of a standard user access fee. Organisations using only Online FX (with Administration) do not pay user fees. Westpac issues tokens to users the first time they are granted access that requires a token. These tokens are sent to one of your organisation s administrators, who is responsible for distributing the tokens to the users and enabling that token for use. Tokens that are no longer required (e.g. because a user is leaving your organisation or changing job roles) can be re-used for other users. For more information on tokens, see Procedure: Finalising a create user task after full authorisation on page 50 and Procedure: Enabling a token on page 78 Token Re-authentication Normally, a token user authenticates themself with their token once in every Corporate Online session. However, if your organisation s authorisation models allow a single user to fully authorise Payment or Online FX tasks they themselves have created, Corporate Online will ask all authorisers to re-authenticate themselves with their token each time they attempt to authorise those tasks. If you wish to avoid re-authentication, choose authorisation models that don t allow a single user to complete tasks they themselves have created, either by not allowing selfauthorisation or by using a dual authorisation model (instead of single) for Payments and Online FX features. For more information on amending your authorisation models, see Amending your organisation s setup starting on page 26 Additionally each time a user accesses the Your details screen, Corporate Online will ask them to re-authenticate themselves as a way of validating their identify before viewing and updating personal information. Using Administration Page 17 of 155

18 Administrator roles As well as defining an administrator s authority level, Corporate Online allows you to restrict what parts of a setup they can work with by setting their administrator role as super or local. Super administrators can work on the entire setup. Local administrators can work on all users but only within those offices assigned to them. For more information see Local and super administrators starting on page 118. Using Administration Page 18 of 155

19 Administrator responsibilities As an administrator, you have a number of responsibilities for ensuring the efficient and effective operation of Corporate Online on behalf of your organisation. The main responsibilities of an administrator are: resetting user passwords resetting a user s security keyword locking and unlocking users acting as a verifying officer to identify new users (if applicable) adding new users (including Administrators) or amending the setup of a user distributing and enabling tokens to users Resetting user passwords managing your organisation s Corporate Online setup, including access to applications, features, accounts and services completing the paperwork printed from Corporate Online for adding third party accounts create, amend or delete an office amending your organisation s daily channel limit for payments managing bank account or billing statement delivery options and user access nominating accounts to receive fees incurred through a new office deleting users that have left your organisation. Corporate Online gives administrators the responsibility of resetting user passwords (within the restrictions of your organisation s user security authorisation model). If no administrators are available, users can still call the Corporate Help Desk for a user password reset, or if they have a token they can reset their password online via the Forgotten your password link on the Corporate Online sign in page. See Resetting user passwords on page 80. Resetting a users security keyword Corporate Online gives administrators the ability of resetting a users security keyword. If a user has forgotten their security keyword, an administrator can request to reset the security keyword for that user. This will prompt the user to set a new security keyword the next time they sign in to Corporate Online. If no administrators are available, users can still call the Corporate Help Desk to have their security keyword reset. See Resetting user passwords on page 80. Locking and unlock users Administrators can lock and unlock user access to Corporate Online. This is an easy way to temporarily suspend a user s access for security reasons. See Locking and unlocking users on page 85. Identifying new users as a Verifying Officer (Australia only) One of the responsibilities of an administrator under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (AML/CTF) in Australia, is to act as a verifying officer, where applicable. A verifying officer is responsible for identifying any new user created in Corporate Online on behalf of Westpac. Using Administration Page 19 of 155

20 When you authorise the creation of a new user, you will have verified the identity of the new user to Westpac and that the user named is known to you and your organisation. This responsibility applies only to organisations that qualify to nominate verifying officers under Westpac s Verifying Officer Criteria. If your organisation does not qualify to nominate verifying officers under Westpac s Verifying Officer Criteria, every user must be fully identified by Westpac either at the branch or via your Westpac representative. The New Zealand AML/CFT and the identification standards of Papua New Guinea or Fiji do not allow administrators to act as a verifying officers in relation to identifying users. Anti-Money Laundering and Countering Financing of Terrorism Act 2009 NZ If your Organisation has access to an account held with Westpac in New Zealand any individual who is added to Corporate Online is required to have their identity verified by Westpac before their access can be approved. This is in order to comply with the New Zealand Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (NZ AML/CFT) A pre-populated identification form is required to be printed at the time of authorising the creation of a new user. The form should be handed to the new user who will need to make arrangements with their Westpac Representative or local Westpac branch to be identified. Standards that apply when identifying new users The following list summarises the identifaction standards that apply when administrators request the creation of a new user: Organisation location Australia New Zealand Papua New Guinea or Fiji Account domiciled location Australia New Zealand Papua New Guinea Fiji Australia New Zealand Papua New Guinea Fiji Australia New Zealand Papua New Guinea Fiji Identification standards that apply Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (AML/CTF) in Australia Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (New Zealand AML/CFT) in New Zealand Papua New Guinea identification standards Fiji identification standards Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (AML/CTF) in Australia Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (New Zealand AML/CFT) in New Zealand Papua New Guinea standards Fiji standards Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (AML/CTF) in Australia Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (New Zealand AML/CFT) in New Zealand Papua New Guinea standards Fiji standards Using Administration Page 20 of 155

21 Please consult your Westpac representative for the documentation and processes required to under each identification standard that applies to your organisation. Distributing and enabling tokens When tokens must be issued to your users, Westpac sends them to one of your organisation s administrators. It is that administrator s responsibility to distribute the tokens to the users who need them and enable those tokens for use. For more information, see Procedure: Finalising a create user task after full authorisation on page 50 and Procedure: Enabling a token on page 78 Managing your organisation s setup Managing your organisation s Corporate Online setup includes: managing offices, including which applications, accounts, services and account groups are available for use within them (see Managing Offices on page 30) managing users (including Administrators), including access to applications, features (some of which allow users to incur fees), offices, accounts, services, and account groups, setting user authorisation limits for payments and imports, and setting user authority levels (see Managing Users on page 45), managing your daily channel limit ( Procedure: Amending your daily channel limit (for Payments) on page 27) adding and managing access to accounts (Adding and Managing Accounts on page 90) managing access to and delivery options for billing statements (Managing Billing Statements on page 100) managing access to payment services (Managing Payment Services on page 104) managing access to receipt services (Managing Receipt Services on page 107) When new applications, features, accounts, services, and billing statements are added to your organisation, it is up to administrators to cascade those changes to the relevant users (see Cascading organisation level changes on page 27). Deleting users that have left your organisation When users leave your organisation (or no longer need access to Corporate Online), you should delete them, for security reasons and to stop their access incurring fees. See Procedure: Deleting a user on page 56. If a deleted user had a token, you can re-use that token by enabling it for another user (see Managing and enabling tokens for your users on page 78). Using Administration Page 21 of 155

22 Administration tasks and workflows This section introduces the Administration tasks and workflows, and how you work with them to manage your Corporate Online setup. It s all done with tasks Everything in Administration is done with tasks. All actions to amend your existing setup, add components to it, and delete components from it are achieved with tasks. The tasks are divided into types which correspond to the Administration menu items. When you use one of these menu items to amend your setup, say to change a user s access, Administration creates a task to make the changes you want to effect. None of the changes you want to make take effect immediately. All user access remains the same until the task you have created is fully authorised (either by yourself or by other administrators). Only then will the changes take effect and be seen by your users. User security tasks (password resets, security keyword resets, locking and unlocking users) have a separate workflow. Administration task workflow To manage the authorisation of tasks, Corporate Online uses a workflow. Tasks in the workflow have a status, which tells you where they are up to in the workflow process. Corporate Online updates the status at the completion of each step. A typical Administration workflow might look like this. The pending tasks screen shows all tasks of a particular type currently in the workflow. For any component of your setup (e.g. a particular user), there can be only one task of a particular type (e.g. amend user) in the workflow at any one time. This includes amendment tasks created by Westpac to process any requests you might make. Using Administration Page 22 of 155

23 How many steps make up the workflow? The number of steps required to complete a particular task in the Administration workflow is determined by the authorisation model your organisation has chosen for Administration. See Authorisation models: how many steps on page 11. Most of the diagrams in this section assume you re using dual authorisation. Who can perform which steps in a workflow? Westpac approval tasks Which steps each administrator can perform in the Administration workflow (including selfauthorisation) is determined by the authorisation user roles your organisation has chosen for Administration. See Authorisation User Roles: How many users? on page 12. If your organisation is using dual authorisation, which combinations of authorisers can authorise a particular task is determined by your organisation s dual authorisation security option. See Dual Authorisation Security Options: Who can authorise? on page 14. Some Administration tasks require Westpac approval. This includes creating new users, upgrading users to be Administrators, creating new offices, and adding third party accounts, all of which require paperwork to be sent to Westpac in addition to completing the tasks in Corporate Online. This is described in the relevant procedures. To manage the Westpac approval, create user and create office tasks include a Westpac approval step in the work flow. For example: Tasks and sub-tasks The Administrators involved in a task will receive a message via Corporate Online once Westpac approves the task. Conversly, if Wesytpac is not able to approve the task the status will be updated to Rejected by Bank and the Administrators involved the a task will receive a message via Corporate Online advising the reason the task was rejected. Most Administration tasks are broken down into a number of sub-tasks, each of which deals with a specific part of a Corporate Online setup. For example, consider a task to amend a user s setup to add the voucher imaging feature for both Accounts and Receipts. This amend user task is made up of two sub-tasks, one for each application. Using Administration Page 23 of 155

24 Each sub-task has a status. The status of the task is the sum of the status of the sub task. Mixed status When authorising a task, you can authorise at the task level, or authorise each individual sub-task. When all the sub-tasks are authorised, so too is the task. Mixed status indicates that among the sub-tasks there is at least one sub-task with a different status, be it rejected, authorised, or part-authorised (according to your model). If a task has mixed status, you can work at either the sub-task level (by authorising or rejecting individual sub-tasks until all have the appropriate status) or at the task level (by authorising or rejecting the task). Using Administration Page 24 of 155

25 Administration workflow The Administration workflow can be summarised as follows: Rejected status Rejected tasks cannot be authorised: they must be amended or deleted. For a rejected sub-task, either amend the sub-task or reject the whole task. Pending bank approval status Pending bank approval tasks cannot be updated: if you wish to make changes to tasks with this status please contect us. Rejected by Bank status Rejected tasks cannot be authorised: they must be amended or deleted. For a Rejected by Bank sub-task, either amend the sub-task or reject the whole task. Using Administration Page 25 of 155

26 Amending your organisation s setup Organisation is the top level of your Corporate Online setup. It includes: applications (e.g. Accounts, Payments) features (e.g. View transactions, Voucher images) accounts and what type of access is enabled at the organisation level (e.g. for viewing via Accounts or for making payments) services (for Receipts, for making payments with files, for making payments to Westpac Commercial credit cards and for Agency) billing statements (for viewing and/or exporting in Accounts) authority levels (e.g. creator, primary authoriser). user access to Corporate Mobile registration of access to third (3rd) party Westpac Australia accounts and/or services provided under a Corporate Online Third Party Master Agreement. Some organisation level amendments can be done in Administration by administrators: Procedure: Amending your daily channel limit (for Payments) on page 27 Procedure: Amending access to an account on page 95 Procedure: Adding accounts held with Westpac Australia on page 92 Most organisation level changes must be made by Westpac and require an organisation amendment form (available from your Westpac representative). There are three forms: one for amending applications, features, and authorisation models one for adding accounts and services. one for amending password expiry timeframes There are some amendments (e.g. adding or amending billing statements, adding some import services) that Westpac can make without your having to complete a Corporate Online organisation amendment form. Your Westpac representative can tell you when an amendment form is required. Changing applications, features, and authorisation models The following are considered material changes to your Corporate Online offering and must be approved by your organisation s executive officers: adding and removing access to an application (e.g. Receipts) or feature (e.g. Voucher imaging) changing the currencies in which you can make payments, changing the authorisation models for a group of features (e.g. from single to dual authorisation) To request these changes, complete a Corporate Online Organisation Amendment Form (Applications and Features) available from your Westpac representative. Adding accounts and services The following changes are covered on a form that can be signed by either your organisation s administrators or your organisation s executive officers: adding accounts held with Westpac New Zealand Using Administration Page 26 of 155

27 adding accounts held with Alliance banks adding services (e.g. import services, commercial card services, receipt services, agency services) removing accounts or services no longer required. To request these changes to your accounts and services complete a Corporate Online Organisation Amendment Form (Accounts, Services or Limits) available from your Westpac representative. Amending password expiry timeframes The password expiry timeframe relates to the frequency in which your users will be forced to change their Corporate Online sign in password i.e. every 30, 60 or 90 days. As this is a security feature any change to this timeframe needs to be approved by your organisation s executive officers. To request a change, complete a Corporate Online Session Timeout and Password Expiry Timeframe Amendment Form available from your Westpac representative. Cascading organisation level changes Once changes have been made to your organisation setup (e.g. adding an new account or service), you will need to cascade those changes to your users. Some of the procedures you might use to cascade organisation level change include: Procedure: Amending a user on page 51 Procedure: Amending an office on page 40 Procedure: Amending access to an account on page 95 Procedure: Amending access to a billing statement on page 100 Procedure: Amending access to a payment service on page 104 Procedure: Amending access and details of a receipt service on page 107 Procedure: Amending your daily channel limit (for Payments) Use this procedure to amend your organisation s daily channel limit (for the Payments application). The Amend daily channel limit task must be fully authorised before your Corporate Online setup is updated and the revised limit comes into effect. Corporate Online sends all administrators in your organisation a secure message to notify them of the amended limit. Only one amend daily channel limit task can exist at any one time. In addition to amending your daily channel limit, you may also need to amend the authorisation limits of your Payments authorisers (see Procedure: Amending a user on page 51) To perform this procedure you ll need creator access to Administration and a user role of either Super administrator or Local administrator. Using Administration Page 27 of 155

28 We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Organisation. Corporate Online displays the Manage organisation screen. 2. Select Daily channel limit, then click Amend. If an Amend daily channel limit task already exists, Corporate Online displays a warning. To proceed, select the task from the Pending task screen and amend it. Corporate Online displays the Enter daily channel limit screen. 3. Enter your new daily channel limit, then click Continue. Corporate Online displays the Summary screen. Review the details of the Amend daily channel limit task you have just created. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Using Administration Page 28 of 155

29 Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the daily channel limit change immediately. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task (of type Organisation) must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. When an amend daily channel limit task is fully authorised, Corporate Online sends all administrators in your organisation a secure message to notify them of the amended limit. Procedure: Viewing your daily channel limit (for Payments) Use this procedure to view your organisation s current daily channel limit (for the Payments application). To perform this procedure you ll need creator access to Administration and a user role of either Super administrator or Local administrator. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Organisation. Corporate Online displays the Manage organisation screen. 2. Click the Daily channel limit link. Corporate Online displays a report that includes your current daily channel limit. Using Administration Page 29 of 155

30 Managing Offices Office billing accounts An office is a flexible logical entity that helps create some structure in an organisation s Corporate Online setup. For some background information on office setups, see Offices on page 8. Most Corporate Online fees are incurred in an office and charged to the office s billing account. Billing accounts are established when an office is created. To change the billing account(s) for an office, contact your Westpac representative. Trans Tasman / Trans Pacific billing If you make payments from accounts domiciled on the opposite side of the Tasman or Pacific to your primary banking relationship ( trans Tasman or trans Pacific payments), you will need two billing accounts, one for local charges in your local currency (e.g. Australian dollars) and one for trans Tasman or trans Pacific charges in the trans Tasman currency (e.g. New Zealand dollars, Papua New Guinea kina or Fijian dollars). The fees for trans Tasman payments or trans Pacific payments are billed in the currency of the country in which the debit account is domiciled and charged to the billing account for that currency. For example, if you have an Australian primary banking relationship and make payments from accounts domiciled in New Zealand, fees relating to those payments are charged in New Zealand dollars to the New Zealand dollar billing account. If you don t specify a trans Tasman billing account and start making payments from accounts domiciled on the other side of the Tasman, Westpac will set a billing account from those listed in the office in which you made the payment. To change this billing account, contact your Westpac representative. Procedure: Creating an office Use this procedure to create an office in your Corporate Online setup. The create office task must be fully authorised then approved by Westpac before the office is a functional part of your Corporate Online setup. It can then be assigned to users so they can use it with the relevant applications. To perform this procedure you need creator access to Administration and a user role of Super administrator. Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Offices. Corporate Online displays the Manage offices List of offices screen. Using Administration Page 30 of 155

31 2. Click Create office Corporate Online displays the Manage offices Enter details of the office screen. 3. Enter the office details Field Office ID Preferred office name Street address Mailing address Billing accounts Billing statements Notes This will be allocated by Westpac when we approve the office task. Enter a meaningful name for this office. It should reflect the legal or trading name of the entity. This is the name that will appear as the remitter name on any beneficiary payments made through this office. The office name must be unique within your organisation. Enter a street address for this office. You cannot enter a PO Box address into this field: add a mailing address below. If your office has a mailing address that is different to the street address, un-tick the same as street address box and enter a mailing address. This mailing address is used for all Westpac mail to Corporate Online users who nominate this office as their primary mailing address. This includes Welcome letters, PIN's and SecurID tokens. If you tick Same as office street address, the mail goes to the street address specified above. Nominate the billing account(s) for this office from the available accounts under the organisation. Select to have fees for this office charged to a billing statement used for an existing office or select to establish a new billing statement for this office. Using Administration Page 31 of 155

32 then click Continue. Corporate Online displays the Manage offices Assign applications screen, which shows the available applications. For example: Only those applications chosen by your organisation are listed. 4. Assign the applications that can be used in this office (see Working with assignment lists on page 136), then click Continue. The applications you assign determine which other sub-tasks you must complete. Corporate Online updates the left-hand menu to display the current list of sub-tasks that must be completed (this may change as you work through them). For example: 5. Complete each sub-task, clicking Continue on each sub-task screen to continue on to the next screen. Corporate Online takes you through the completion of some or all of the following office sub-tasks: Manage offices sub-task Assign account groups (a) Create the account groups for this office. These define how your users will be able to access account information in this office via Accounts. Account groups have NO effect on Payments. See Office Sub-task: Managing account groups on page 37 for step by step instructions on creating, amending and deleting account groups with this sub-task. (b) Click Continue. Corporate Online displays the next sub-task. Using Administration Page 32 of 155

33 Manage offices sub-task Assign receipt services (a) Assign the receipt services you want accessible from this office (see Working with assignment lists on page 136). For example: All receipt services listed at the organisation level can be assigned. (b) Click Continue. Corporate Online displays the next sub-task. Manage offices sub-task Assign payment accounts (a) Leave the Office trace account field set to the default setting of No. In Corporate Online, all beneficiary payments that cannot be processed by the beneficiary s financial institution are returned to the account from where the transaction was initiated. (b) Assign all accounts you want to be able to make payments from via this office (see Working with assignment lists on page 136). For example: All accounts for which payments access is permitted at the organisation level (see Enabling accounts on page 10) can be assigned. Trade finance agreements appear here as an account. Some account types may have restrictions when used in Payments (e.g. can only be used for transfer funds). Some payment types require specific types of accounts (e.g. BPAY requires an account held with Westpac Australia in Australian dollars). (c) Click Continue. Corporate Online displays the next sub-task. Using Administration Page 33 of 155

34 Manage offices sub-task Assign payment services (a) Assign the payment services you want available for processing payment files or payments to Westpac Commercial credit cards through this office (see Working with assignment lists on page 136). For example: All payment services listed at the organisation level can be assigned. (b) Click Continue. Corporate Online displays the next sub-task. Manage offices sub-task Choose Online Payments foreign exchange options (a) Select whether you want to allow cross-currency payments to be made through this office. For example: If you choose Yes and your organisation has a dealing relationship with Westpac, assign the relationships you want to access via this office when making crosscurrency payments. For example: The dealing relationships shown are those established by your dealer. This screen shows the details of how cross currency payments will be made in this office from accounts domiciled in Australia and from those domiciled in New Zealand, Papua New Guinea or Fiji. To change the options available in this office, contact your Westpac representative. (b) Click Continue. Using Administration Page 34 of 155

35 Corporate Online displays the next sub-task. After completing the sub-tasks When you have completed all the sub-tasks required, Corporate Online displays the Manage offices Summary screen. For example: Tick to agree to the Authorisation and Acknowldgment confirmationwhere an account not owned by your Organisation has been nominated as an office billing account. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised. There are additional steps for the administrator to perform! Go to Procedure: Finalising an office task after full authorisation on page 36. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. This office task must be fully authorised, then approved by Westpac, before the Office is included in your Corporate Online setup. Using Administration Page 35 of 155

36 Procedure: Finalising an office task after full authorisation After a create office task is fully authorised, Corporate Online allows you to print a confirmation of the details entered. Start by fully authorising the create office task (See Procedure: Authorising or rejecting a task on page 115). After the task is fully authorised, Corporate Online displays the Confirmation Corporate Online Office screen. There will be a delay of a couple of days while Westpac establishes billing account(s) and billing statement(s). Once the new office is approved, the Administrators involved in creating and authorising the new office will receive a confirmation message in Corporate Online. You can check the progress of the creation task on the Pending tasks screen. The office task will have a status of Pending Bank approval until Westpac approves it. For example: The task will disappear off the pending tasks list when it is approved. The office will then appear in the Manage office List of offices screen. For example: Once an Office has been included in your Corporate Online setup, assign it to those users who need to access it (see Procedure: Amending a user on page 51). Using Administration Page 36 of 155

37 Office Sub-task: Managing account groups Use the Assign account groups sub-task task to create, amend, and delete account groups for an office. This sub-task is part of creating or amending an office. Before working with account groups for the first time, read Account groups for Accounts on page 8, which explains the purpose and use of account groups in Corporate Online. If you amend an account group or delete it, any export schedules and report schedules reporting on that group will be affected. The new group account list will be reflected in the export or report from the next reporting cycle. Term deposits added to Corporate Online (either automatically or be completing an amendment form) must be added to an office and account group for the balance to be visible in Accounts. This sub-task is referenced by the following procedures: Procedure: Creating an office, step 5 on page 32. Procedure: Amending an office, step 3 on page 42. Start from the Manage offices Assign account groups screen. For example: 1. Perform one or more of the following actions: Create a new account group (a) Click Create group. Corporate Online displays the Assign accounts to a group screen. (b) Select the currency for this account group and enter the name (description) for the group. For example: This is the name that will appear in the group lists in Accounts. (c) Click Update list. Using Administration Page 37 of 155

38 Corporate Online displays all accounts listed at the organisation level for the selected currency. (d) Assign accounts to this group (see Working with assignment lists on page 136). For example: All accounts with this group s currency for which view accounts access is permitted at the organisation level (see Enabling accounts on page 10) can be assigned (e) Check you have defined the group correctly, then click Continue. Corporate Online returns to the Assign accounts screen, adding the group you just created to the list displayed. Alternatively, to start over, click Back. You must fully authorise the office task, then assign the new group to users and fully authorise the user tasks before users can access the new account group. Amend an account group Before amending the accounts assigned to an existing account group, you should check that the proposed amendments will not adversely affect any export schedules or print schedules that report on this group. (This doesn t apply to new offices). You cannot amend the currency: delete this group and create a new group instead. (a) Select a group. For example: (b) Click Amend group. Corporate Online displays the Assign accounts to a group screen. (c) Edit the description and amend the list of accounts assigned to this group (see Working with assignment lists on page 136). (d) Click Continue. Corporate Online returns to the Assign accounts screen. Once the office task is fully authorised, any users with access to this group will see the amended group. Any export schedules or print schedules based on this group will report on the amended account list in the next reporting cycle. Using Administration Page 38 of 155

39 Delete an account group Before deleting an account group, you should check that the proposed deletion will not adversely affect any export schedules or print schedules that report on this group. (This doesn t apply to new offices). (a) Select a group (b) Click Delete group. Corporate Online displays a confirmation dialog. (c) Click OK to confirm you want to delete the group from this office. Corporate Online returns to the Assign accounts screen, deleting the group from the list displayed. Once the office task is fully authorised, the deleted group will be removed from any users that had access to it. Any export schedules or print schedules based on this group will not report on it in the next reporting cycle. 2. When the account groups for this office are correctly defined, click Continue. Corporate Online displays either the next sub-task, or the summary screen. Continue working through the procedure that included this sub-task: Procedure: Creating an office, step 5 on page 32. Procedure: Amending an office, step 3 on page 42. Using Administration Page 39 of 155

40 Procedure: Amending an office Use this procedure to amend the existing setup of an office. Only one amend or delete task can exist for a particular office at a time. To perform this procedure you need creator access to Administration and a user role of Super administrator. Before amending an office, review the proposed changes to ensure they will not adversely affect your users. Caution! Some amendments to an office will result in the deletion of the relevant history associated with the facility being amended, such as: Removing an account group deletes the export schedules and report schedules that report on it. Removing a payment account from an office deletes all history of payments made from that account. Removing an payment service from an office deletes all history of that service (e.g. payment and file status). Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Offices. Corporate Online displays the Manage offices List of offices screen. 2. Select the office you want to amend then click Amend office. If an amend office task already exists, Corporate Online displays a warning dialog. If you want to proceed, navigate to the office summary as follows: (a) Select Administration > Manage > Pending tasks. (b) Select a task type of Offices. (c) Select the office you want to amend from the list of pending tasks displayed, then click Amend task. Corporate Online displays the Manage offices Summary screen. Using Administration Page 40 of 155

41 The summary screen displays a list of sub-tasks covering all of the information currently defined for this office Task type Use this task type to For more information see Details List of applications Account groups Receipt services Payment accounts Payment services Foreign exchange Change the name and address of this office (including mailing address). Set which applications can be used through this office (this affects the list of sub-tasks displayed). Create, amend, and delete the account groups that define how users access account information via Accounts. Amending an account group affects export schedules and print schedules that report on it. Assign the receipt services you want accessible from this office. Assign accounts you want to be able to make payments from via this office, including trade finance agreements. Removing a payment account from an office deletes all history of payments made from that account. Assign the payment services you want available for processing payments and files through this office. Removing an payment service from an office deletes all history of that service (e.g. payment and file status). Allow/disallow cross-currency payments via this office. Assign dealing relationships. Review the cross currency options available via this office. Step 3 of Procedure: Creating an office on page 31 Office Sub-task: Managing account groups on page 37 Manage offices sub-task Assign receipt services on page 33 Manage offices sub-task Assign payment accounts on page 33 Manage offices sub-task Assign on page 34 Manage offices sub-task Choose Online Payments foreign exchange options on page 34 Using Administration Page 41 of 155

42 3. Perform one or more of the following actions: Amend office setup (a) Select the task type according to the type of information you want to amend then click Amend. Corporate Online displays the sub-task. (b) Use the sub-task screen to change the relevant information (see the relevant sub-task in step 5 Procedure: Creating an office on page 32) then click Continue. Corporate Online updates the sub-task status to unauthorised. The change does not take affect until the office task is fully authorised. Use Print preview to view a before and after image of the proposed change. Review task summary Use the sub-task links, detailed audit link, and Print-preview button to review the task summary information (see Working with a task summary on page 138). If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes to the office setup. Your users will see these changes next time they sign in. You can now assign any new accounts, groups or services added to this office to your users. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. Using Administration Page 42 of 155

43 Procedure: Deleting an office Use this procedure to create a task to delete an office from your Corporate Online setup. To perform this procedure you need creator access to Administration and a user role of Super administrator. Before deleting an office, review the proposed deletion to ensure it will not adversely affect your users. Caution! Once an office is deleted, all history of Corporate Online activities in that office will be deleted and cannot be recovered. This includes: reports on account groups (e.g. report schedules, export schedules) history of beneficiary payments made in this office payment beneficiary details BPAY biller details payment file reports payment file templates. If such historical information is important to you, consider the possibility of amending the office or removing user access to it rather than deleting it. Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Offices. Corporate Online displays the Manage offices List of offices screen. 2. Select the office you want to delete then click Delete office. Corporate Online displays a confirmation dialog. 3. Click OK to confirm you want to delete this office. Corporate Online creates a delete office task. The office remains accessible until this task is fully authorised. Once the deletion is fully authorised, all history of Corporate Online activities in that office will be deleted and cannot be recovered. Corporate Online displays the Manage offices delete office screen. Using Administration Page 43 of 155

44 4. Review the details of the office to confirm this is the office you wany to delete. You may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then removes the Office from yourorganisation and Users, then displays the Pending tasks screen. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. Using Administration Page 44 of 155

45 Managing Users Manage users covers creating new users and amending the access of existing users. For some background information on user setups, see Users on page 9. Trans Tasman Identification of Users Organisations with a primary banking relationship in Australia who make payments from accounts domiciled in New Zealand must have their users identified in compliance with the New Zealand AML/CFT. For more information, see under each identification standard that applies to your organisation. on page 21 and speak to your Westpac representative. Organisations with a primary banking relationship in New Zealand who make payments from accounts domiciled in Australia must have their users identified in compliance with the Australian AML/CTF. For more information, see under each identification standard that applies to your organisation. on page 21 and speak to your Westpac representative. Trans Pacific Identification of Users Organisations with a primary banking relationship in Australia or New Zealand who make payments from accounts domiciled in Papua New Guinea or Fiji will have identified their users in compliance with the identification standards of Papua New Guinea or Fiji. For more information, see under each identification standard that applies to your organisation. on page 21 and speak to your Westpac representative. Organisations with a primary banking relationship in Papua New Guinea or Fiji who make payments from accounts domiciled in Australia or New Zealand must have their users identified in compliance with the Australian AML/CTF or New Zealand AML/CFT. For more information, see under each identification standard that applies to your organisation. on page 21 and speak to your Westpac representative. User Access and Token Fees Your organisation incurs a monthly access fee for each standard user from the month in which the create user task is approved by Westpac. If a user requires a token, they are deemed an authenticating user and your organisation incurs an authenticating access fee (token fee) instead of the standard access fee for that user. The authenticating access fees are charged from the month in which the token is enabled. Organisations using only Online FX (with Administration) do not pay user fees. If a user is deleted, you are charged for all or part of the calendar month in which they were deleted. User fees are always charged to the billing account in the currency of the country of your primary banking relationship. Using Administration Page 45 of 155

46 Procedure: Creating a user Use this procedure to create a user in your Corporate Online setup. The create user task must be fully authorised and then approved by Westpac before your user is issued with a customer number, user password, and token (if required), as per the welcome process (see Welcome a new user process on page 51). Your user can then sign in and access Corporate Online with the setup you have created for them. To perform this procedure you need creator access to Administration. We ll assume you re signed in and using the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users screen. If your organisation has a large number of users, it s worth doing a search to make sure the user you are about to create has not already been established in Corporate Online. 2. Click Create user Corporate Online displays the Enter details of the user screen. The option to allow the user to re-use their personal banking customer number to access Corporate Online is provided (Australia only). For more information on what to enter for each of the user details fields, see Details (user sub-task) on page Enter the user details (including their name, address and a primary office for billing) then click Continue. Personal information is used for security verification purposes by the organisation s Corporate Online Administrators and/or when the user calls the Corporate Help Desk, for example to request a password reset. For more information on what to enter for each of the user details fields, see Details (user sub-task) on page 61. Corporate Online displays the Assign offices screen. Using Administration Page 46 of 155

47 4. When creating a new user, you have a one-time option to copy all of the details of an existing user into the profile of the user you are creating. If you choose to do this, select the user to copy from the drop down list that appears. Once the details are copied, you can still amend them as you continue through the various sub-tasks. 5. Assign the offices you want this user to be able to access, then click Continue. For more information on what to enter for each of the user details fields, see List of offices on page 63. Corporate Online displays the Assign applications screen. 6. Assign the applications that this user can access, then click Continue. Corporate Online updates the left-hand menu to display the current list of sub-tasks that must be completed (this may change as you work through them). For example: Using Administration Page 47 of 155

48 This list will include one or more of the following sub-tasks: Sub-task Use sub-task to amend For more information see Administration Set the role and authority level. Application features, Online Customer Administration (user sub-task) on page 63 Accounts features Account groups Billing statements Receipts features Receipt services Payments features Payment accounts Payment services Online FX features Online Deposit features Loans Set which Accounts features this user can access, and their authority level for Stop cheques in Accounts workflows. Assign the account group/office pairs that define how this user accesses account information via Accounts. Assign the billing statements this user can access with the Billing statements feature Set which Receipts features this user can access. Assign the receipt service/office pairs you want this use to be able to use via Receipts. Set which Payments this user can access, and their authority level in Payments workflows. For users with cross-currency access, assign the payment currencies they are permitted to use. Assign the payment account/office pairs you want this user to be able to make payments from via Payments. Assign the payment service/office pairs you want this user to be able to process payments and files with via Payments. Set which Online FX features this user can access, and their authority level in Online FX workflows. Set which Online Deposit features this user can access, and their authority level in Online Deposit workflows. Assign the companies you that this user to be able view their loans. Application features, Online Customer Administration (user sub-task) on page 63 List of account groups (user sub-task) on page 65 List of billing statements (user sub-task) on page 65 Application features, Online Receipts (user subtask) on page 66 List of Receipt services66 Application features, Online Payments (user subtask) on page 67 List of payments accounts (user sub-task) on page 68 List of payment services (user sub-task) on page 69 Application features, Online FX (user sub-task) on page 69 Application features, Online Deposits (user subtask) on page 70 List of loans (user sub-task) on page Complete each sub-task as it is displayed, clicking Continue on each sub-task screen. Using Administration Page 48 of 155

49 When you ve completed all the sub-tasks required, Corporate Online will display the Summary screen. 8. Each sub-task has a status so you can see at glance what you ve changed. To review the details in a sub-task, click the sub-task link (see Working with a task summary on page 138). At this point you can leave the create user task and return to work on it later. If you also have authoriser access and you can identify the user you ve created (see under each identification standard that applies to your organisation. on page 21). If your Organisation has accounts with Westpac in New Zealand and the new user is established as an Authoriser within the Payments or Online FX application they will be required to be identified by Westpac. Click the Print user identification form button to print the pre-populated form and hand it to the new user for them to arrange their identification with Westpac (see Anti-Money Laundering and Countering Financing of Terrorism Act 2009 NZ Tick to agree to the Authorisation and Acknowledgment confirmation for authorising the creation of a new user then authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised. Corporate Online updates the task status to Partially authorised This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page When the Create user task is fully authorised, there are additional steps for you (or the administrator fully authorising the task) to perform. See Procedure: Finalising a create user task after full authorisation on page 50. Using Administration Page 49 of 155

50 Procedure: Finalising a create user task after full authorisation Use this procedure to arrange a token for your new user (if required). We ll assume you ve just fully authorised a Create user task. 1. If the user requires a token, Corporate Online displays the Assign token screen. Select the administrator to receive the token from the drop down list then click Continue. This user s token will be delivered to the office address for the primary office of the nominated administrator. This address is displayed under the administrator s name. The nominated administrator is responsible for distributing the token to the user and enabling the token (see Welcome a new user process on page 51). Corporate Online displays the Confirmation Corporate Online user confirmation screen. If the users access requires approval by your Organisations Executive officers or they are required to be Identified by Westpac, click the Print the User applicafion form button and follow the instuctions. This task will require Westpac to approve the creation of the user. 6. You can check the process of the creation task on the Pending tasks screen. The user task will have a status of Pending Bank approval until Westpac approves it. For example Once Westpac has approved the User task, the task will disappear off the pending tasks list when it is approved. This user will then appear in the Manage user List of user screen. The Administrators who were involved in creating and authorising the new user will receive a secure message via Corporate Online confirming the Westpac approval and that the user is now available to use. Using Administration Page 50 of 155

51 Welcome a new user process Westpac s approval of the user task triggers this welcome process whereby a user is issued with a welcome letter (which contains their customer number) and a PIN mailer (which contains their temporary user password). Depending on their access, this user may require a RSA SecureID token (which is sent to a nominated administrator). The welcome process goes as follows: Westpac sends all newly approved users a welcome letter which contains the user s Corporate Online customer number. This is sent to the office mailing address of the user s primary office (or the office street address if no mailing address is specified). The next day, Westpac sends each new user a PIN mailer. The PIN mailer contains the user s temporary user password. This is sent to the office mailing address of the user s primary office (or the office street address if no mailing address is specified). If the user does not require a token Your new user can now access Corporate Online. Your user should follow the sign in procedures in Introducing Corporate Online. If the user requires a token Westpac sends an administrator pack to the administrator nominated to receive the token for this user. The pack is sent to the mailing address for the nominated administrator s primary office. Follow the instructions in the letter included in the administrator pack to distribute and enable the tokens for your new users. For information on enabling tokens, see Procedure: Enabling a token on page 78 Your new user can now access Corporate Online. The first time your new user signs in they will need to set their user password, some security questions, and activate their token if they re issued with one (see Introducing Corporate Online). They will also receive a Welcome to Corporate Online secure message to help them learn how to start using Corporate Online. Your new user can now access Corporate Online. Procedure: Amending a user Use this procedure to amend the setup of a user. You cannot amend a user s name via Administration. See Procedure: Changing a user s name on page 60. To perform this procedure you need creator access to Administration. Local administrators cannot amend themselves to become super administrators When amending a user s access, make sure your organisation will still have enough users with the right access to perform your usual activities such as payments. Using Administration Page 51 of 155

52 We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users screen. Hint: If your organisation has a large number of users, do a search on the user s given name or surname. 2. Select the user you want to amend then click Amend user. If an amend user task already exists, Corporate Online displays a warning dialog. To amend the user, select the existing task from the Pending task screen and amend it. Corporate Online displays the Manage users Summary screen. The summary screen displays a list of sub-tasks covering all of the information currently defined for this user. This list will include one or more of the following sub-tasks: Sub-task Use sub-task to amend For more information see Details List of offices List of applications Change the name and address of this user, their hours of access and the primary office where their access fees are billed to. Assign the offices this user has access to. This affects which accounts, groups, and services you can assign for each particular application. Set which applications this user has access. Adding or removing an application will affect the list of subtasks displayed. Details (user sub-task) on page 61 List of offices (user subtask) on page 63 List of applications (user sub-task) on page 63 Using Administration Page 52 of 155

53 Sub-task Use sub-task to amend For more information see Administrati on Accounts features Account groups Billing statements Receipts features Receipt services Payments features Payment accounts Payment services Online FX features Online Deposit features Loans Set this user as either a local or super administrator. Local administrators cannot make themselves super administrators. For local administrators, assign the offices they have access to administer. Set which Accounts features this user can access, and their authority level for Stop cheques in Accounts workflows. Assign the account group/office pairs that define how this user accesses account information via Accounts. Assign the billing statements this user can access with the Billing statements feature Set which Receipts features this user can access. Assign the receipt service/office pairs you want this use to be able to use via Receipts. Set which Payments this user can access, and their authority level in Payments workflows. For users with cross-currency access, assign the payment currencies they are permitted to use. Assign the payment account/office pairs you want this user to be able to make payments from via Payments. Assign thepayment service/office pairs you want this user to be able to process payments and files with via Payments. Set which Online FX features this user can access, and their authority level in Online FX workflows. Set which Online deposit features this user can access, and their authority level in Online deposit workflows. Assign the companies you that this user to be able view their loans. Application features, Online Customer Administration (user sub-task) on page 63 Application features, Online Customer Administration (user sub-task) on page 63 List of account groups (user sub-task) on page 65 List of billing statements (user sub-task) on page 65 Application features, Online Receipts (user subtask) on page 66 List of Receipt services on page 66 Application features, Online Payments (user subtask) on page 67 List of payments accounts (user sub-task) on page 68 List of payment services (user sub-task) on page 69 Application features, Online FX (user sub-task) on page 69 Application features, Online Deposits (user subtask) on page 70 List of loans (user sub-task) on page 71 Using Administration Page 53 of 155

54 3. To make an amendment, select a sub-task, then click Amend. Make the amendments required (see User tasks sub-task summary below for more details on each of the sub-tasks), then click Continue. Corporate Online takes you back to the Summary screen. 4. Each sub-task has a status so you can see at glance what you ve changed. To review the changes in a sub-task, click the sub-task link (see Working with a task summary on page 138). If the changes you re making mean this user s need for a token is changing, a message appears at the bottom of the summary screen. For example: From the time the amend task is fully authorised until the time the user activates their token, the user will not be able to access those applications that require token access. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page 115). Your users will have access to any newly assigned features, offices, etc the next time they sign in. Using Administration Page 54 of 155

55 Procedure: Issuing tokens following an amend user task Use this procedure to choose how a user will receive their token after you fully-authorise an Amend user task. We ll assume you ve just fully authorised the Amend user task (see Procedure: Authorising or rejecting a task on page 115). Corporate Online displays the Assign token screen. 1. Select how you want the user to receive a token. If you chose Westpac to issue a new token, select the administrator to receive it from the drop down list, then click Continue. Westpac sends an administrator pack to the nominated administrator using the office address for that administrator s primary office. That administrator should follow the instructions in the letter included in the administrator pack to distribute and enable the tokens for your new users. Using Administration Page 55 of 155

56 If you chose to enable a token, Enter the serial number from the back of the token, then click Continue. Corporate Online displays a confirmation. Issue the token to the user. The next time your user signs in to Corporate Online, they will need to activate their token by setting their token password (see Introducing Corporate Online). If you cannot enable a token, you can still choose to have Westpac issue one. Procedure: Deleting a user Use this procedure to delete a user from your Corporate Online setup. If your organisation is being charged access fees for a user, you will no longer be charged these once that user is deleted (but you will be charged for the last month or part thereof). A deleted user cannot be re-instated if they require access again they must be recreated. If the user had a token, ask them to return it as it can be re-issued to another user in the future providing it has not expired. To perform this procedure you need creator access to Administration. We ll assume you re signed in and using the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Users. Using Administration Page 56 of 155

57 Corporate Online displays the Manage users List of users screen. 2. Select the user you want to delete then click Delete user. Corporate Online displays a confirmation dialog. 3. Click OK to confirm you want to delete this user. Corporate Online creates a delete user task and displays the Manage users Delete user screen. The user can continue to access Corporate Online until this task is fully authorised. 4. Review the details of the user to confirm this is the user you wany to delete. You may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then removes the User from your Organisation, then displays the Pending tasks screen. If the user had a token, ask them to return it as it can be re-issued to another user in the future providing it has not expired. The token expiry date can be found on the back of the token. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. Procedure: Making a user an administrator (adding administration) Corporate Online allows Super Administrators to assign the Administraton application to existing users. A form is provided at the end of the process for your Organisation s Executive officer(s) to authorise the user to be an administrator and for the new administrator to be identified by Westpac. To perform this procedure you need creator access to Administration. Local administrators cannot upgrade a user to be an administrator Using Administration Page 57 of 155

58 We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users screen. Hint: If your organisation has a large number of users, do a search on the user s given name or surname. 2. Select the user you want to upgrade then click Upgrade user to Administrator. If an amend user task already exists, Corporate Online displays a warning dialog. To amend the user, select the existing task from the Pending task screen and amend it. Corporate Online displays the Manage users Assign Online Customer Administration screen. (a) Select the authority level for this user for all Administration workflows (see Authorisation User Roles: How many users? on page 12) (b) Select the administrator role this user is to perform (Local and super administrators on page 118). Using Administration Page 58 of 155

59 If you selected Local administrator, select the offices the local administrator will administer. For example: Local administrators will only see offices they have access to. Click Continue. Corporate Online displays the Manage users Summary screen. 4. Review the details of the access given to the Administrator, to make changes click Amend. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page 115). 5. If the user requires a token, Corporate Online displays the Assign token screen. Using Administration Page 59 of 155

60 Select the administrator to receive the token from the drop down list then click Continue. This user s token will be delivered to the office address for the primary office of the nominated administrator. This address is displayed under the administrator s name. The nominated administrator is responsible for distributing the token to the user and enabling the token. 6. Corporate Online displays the Confirmation Corporate Online User confirmation screen. If the users access requires approval by your Organisations Executive officers or they are required to be Identified by Westpac, click Print the User applicafion form and follow the instuctions. This task will require Westpac to approve the creation of the user. 7. You can check the process of the creation task on the Pending tasks screen. The user task will have a status of Pending Bank approval until Westpac approves it. For example Once Westpac has approved the User task, the task will disappear off the pending tasks list when it is approved. This user will then appear in the Manage user List of user screen. The Administrators who were involved in creating and authorising the new user will receive a secure message via Corporate Online confirming the Westpac approval and that the user is now an Administrator. Procedure: Changing a user s name Corporate Online does not allow administrators to change user names in Administration. Only Westpac can effect name changes. If you need to change a user s name (e.g. as a result of a marriage), contact your Westpac representative, who can supply you with the details of the supporting documentation required. Using Administration Page 60 of 155

61 User tasks sub-task summary To make working with a Create user and Amend user task easier, account details and access are broken down into a number of sub-tasks, each dealing with one aspect of Corporate Online. See Procedure: Creating a user on page 46 for information on creating a user ( Create user task) or Procedure: Amending a user on page 51 amending a user. ( Amend user task). Remember that some user sub-tasks may affect whether the user needs a token. Details (user sub-task) The Details sub-task allows you to amend the following: Field Title User given name (s) User surname Work Work phone Fax Notes Select the user s title from the drop down list. Enter the user s given names. Please take care to enter the user s name correctly. You cannot change a user s name using these Administration screens (see Procedure: Changing a user s name on page 60). Enter the user s surname. Enter your user s address. This field is not compulsory and the information is not currently used by Westpac. Enter your user s work telephone number. This field is not compulsory and the information is not currently used by Westpac. Enter your user s fax number. This field is not compulsory and the information is not currently used by Westpac. Using Administration Page 61 of 155

62 Field Mobile Job title Primary office for mailing Westpac Relationship Manager Hours of availability User expiry Notes Enter your user s mobile number. This field is not compulsory and the information is not currently used by Westpac. Enter the job title of the user within your Organisation. Select the office to which this user s access fees are to be billed. All Westpac mail to this user (e.g. the user s welcome letter and PIN) is sent to the current mailing address for this office as per the office s entry in Administration. Enter the name of your Westpac Relationship Manager (primary contact within the Bank). If not know enter Unknown. This option allows you to restrict the days of the week and hours that each user can access Corporate Online. Limited access is available within the specified hours Monday through Friday, regardless of public holidays or specific days of the week. Limited access users cannot access Corporate Online on weekends. All times are local time based on the Primary Banking Relationship of your Organisation, i.e.: Australia, New Zealand, Papua New Guinea or Fiji. This option allows you to specify the last day on which this user can access Corporate Online. This is useful for contract employees or limited term secondments. YouAdministrators will receive a message via Corporate Online one month before the users acess is due to expire. After expiry, the user s access can be extended (or made unlimited) by amending the user. Note that user access fees are still charged until the user is deleted. And the user s personal information Field Personal address State Postal code Country Date of birth Notes Enter the user s home address. Westpac will not use this address for mailing: it is used only for identity verification purposes when a user calls the Corporate Help Desk. Enter the user s date of birth. Please take care to enter the user s date of birth correctly. You cannot change a user s date of birth using these Administration screens. This personal information is used for security verification purposes by the organisation s Corporate Online Administrators and/or when the user calls the Corporate Help Desk, for example to request a password reset. Using Administration Page 62 of 155

63 List of offices (user sub-task) The list of offices sub-task allows you to assign the offices this user can work in. This can be done either by selecting an existing user (and copying the offices under their profile) or by selecting from a list of offices assigned to the organisation: The offices assigned in this sub-task will affect which payment accounts, account groups, and services you can assign to this user. When amending a user s access, removing an office may mean access assigned by other subtasks is also affected. When you go to amend an affected sub-task you may get a warning that some access has been removed (by the system). For information on using Administration s assignment lists, see Working with assignment lists on page 136. List of applications (user sub-task) The list of applications sub-task defines at the highest level what your user can do in Corporate Online. For example: Only those applications chosen by your organisation are listed. Adding or removing applications will change the list of sub-tasks you can work with for this user. For example, if you add the Accounts application, you ll also have to complete a Account features sub-task and a List of account groups sub-task. For information on using Administration s assignment lists, see Working with assignment lists on page 136. Application features, Online Customer Administration (user sub-task) Using Administration Page 63 of 155

64 Use the Administration sub-task to set a user s access to Administration. (a) Select the authority level for this user for all Administration workflows (see Authorisation User Roles: How many users? on page 12) (b) Select the administrator role this user is to perform (Local and super administrators on page 118). If you selected Local administrator, select the offices the local administrator will administer. For example: Local administrators will only see offices they have access to. Application features, Online Accounts (user sub-task) You have assigned the Accounts application to this user. Use this sub-task to set the user s authority level and which Accounts features they will access. Tick each of the Accounts features you want this user to be able to access and where the Manage stop cheques feature is chosen select an Authority level. For more information, see Authorisation User Roles: How many users? on page 12. For example: Using Administration Page 64 of 155

65 Only those features chosen by your organisation are listed. For information on how your users will access the Accounts features you choose, see Accessing Accounts features on page 72 List of account groups (user sub-task) You have assigned the Accounts application to this user. Use this sub-task to assign the office/account group combinations for use in accessing account information. (a) Assign account groups for the user ( Working with assignment lists on page 136). For example: Account group names include their currency and their office. Account groups are only shown for those offices assigned to this user. If an office is not showing up, assign it to this user with the List of offices screen, then return here and assign the relevant account groups. Local administrators will see only those offices they have access to (see Manage users Choose account groups screen on page 120) List of billing statements (user sub-task) You have assigned the Accounts application and the Billing statements feature to this user. Use this sub-task to set which Billing statement arrangements they will access. (a) Assign billing statements for the user ( Working with assignment lists on page 136). For example: Using Administration Page 65 of 155

66 All billing statement arrangements for your Organisation are shown. Unlike accounts or services, billing statements are not assigned within an office. Application features, Online Receipts (user sub-task) You have assigned the Receipts application to this user. Use this sub-task to set which Receipts features they will access. (a) Tick each of the Receipts features you want this user to be able to access. Only those features chosen by your organisation are listed. For information on how your users will access the Receipts features you choose, see Accessing Receipts features on page 73. List of Receipt services You have assigned the Receipts application to this user. Use this sub-task to assign the office/receipt services combinations for use in accessing receipts information. (a) Assign receipt services for the user ( Working with assignment lists on page 136). For example: Using Administration Page 66 of 155

67 Receipt services are only shown for those offices assigned to this user. If an office is not showing up, assign it to this user with the List of offices screen, then return here and assign the relevant receipt services. Local administrators will see only those offices they have access to. Application features, Online Payments (user sub-task) You have assigned the Payments application to this user. Use this sub-task to set which Payments features they will access. (a) Select the authority level for this user for all Payments workflows. For example: If your Payments application is set up to use both single and dual authorisation, and you use a security option that includes secondary authorisers, remember that any users given an authority level of secondary authoriser will NOT be able to authorise things in those Payments workflows using single authorisation. For more information, see Authorisation User Roles: How many users? on page 12. (b) Tick each of the Payments features you want this user to be able to access. For example: Only those features chosen by your organisation are listed. For information on how your users will access the Payments features you choose, see Accessing Payments features on page 73. (c) Enter the authorisation limits for this user. Field Payment daily limit Payment transaction limit File daily limit Notes Enter the maximum amount the user can authorise, for any calendar day. Enter the maximum the user will be allowed to authorise, for any single payment. Enter the maximum the user will be allowed to authorise, for file imports, for any calendar day. Using Administration Page 67 of 155

68 Field File individual transaction limit Notes Enter the maximum the user will be allowed to authorise for file imports, for any single transaction within a file. Authorisation limits apply only to the authorisers. There are no limits to the size or volume of transactions that may be created, even by a creator/authoriser; the restrictions apply only to the authorisers authorising those payments. For non-aud payments, the day s rate sheet is used to calculate the AUD value. For future dated payments, the daily limit is taken into account on the day that the payment (or file) is authorised, not on the value date of the payment. Payment limits covers all beneficiary payments (including tax payments) and BPAY payments. However, Transfer Funds between your organisation s own accounts within the same Office are not included (exempt) in the payment limits. File limits cover all import files, including those created with File creation. Corporate Online treats direct debits in exactly the same manner as direct credits: the absolute value of each transaction is included in the limit calculation. If you selected the cross-currency feature, Corporate Online displays the Choose payment currencies screen. Assign those payment currencies you want this user to be able to make payments in ( Working with assignment lists on page 136). You can assign only those currencies available at the organisation level. For example: List of payments accounts (user sub-task) You have assigned the Payments application to this user. Use this sub-task to assign the office/account combinations for use in making payments. (a) Assign accounts for the user ( Working with assignment lists on page 136). For example: Using Administration Page 68 of 155

69 Accounts are only shown for those offices assigned to this user. If an office is not showing up, assign it to this user with the List of offices screen, then return here and assign the account. If you want this user to be able to make payments from a particular account in more than one office, you need to assign an account/office pair for each office. Local administrators will see only those offices they have access to. List of payment services (user sub-task) You have assigned the Payments application to this user and also some features that require payment services (e.g. commercial cards, import files, file creation). Use this sub-task to assign the relevant office/import service combinations. (a) Assign payment services for the user ( Working with assignment lists on page 136). For example: Services are only shown for those offices assigned to this user. If an office is not showing up, assign it to this user with the List of offices screen, then return here and assign the service. If you want this user to be able to use a service in more than one office, you need to assign a service /office pair for each office. Local administrators will see only those offices they have access to. Application features, Online FX (user sub-task) You have assigned the Online FX application to this user. Use this sub-task to assign which Online FX features they will access. (a) Select the authority level for this user for FX. For example: For more information, see Authorisation User Roles: How many users? on page 12. (b) Tick each of the FX features you want this user to be able to access. For example: Using Administration Page 69 of 155

70 Only those features chosen by your organisation are listed. Application features, Online Deposits (user sub-task) You have assigned the Online Deposits application to this user. Use this sub-task to assign which Online Deposits features they will access. (a) Select the authority level for this user for all Online Deposits workflows. For example: (b) Tick each of the Online Deposits features you want this user to be able to access. Only those features chosen by your organisation are listed. For information on how your users will access the Online Deposits features you choose, see Accessing Online Deposit features on page 76. (c) Enter the authorisation limits for this user. Field Principal disbursement daily limit Payment disbursement transaction limit Notes Enter the maximum amount the user can authorise, for any calendar day for any term deposit maturity disbursement to an account not linked to your Corporate Online service. Enter the maximum the user will be allowed to authorise, for any term deposit maturity disbursement to an account not linked to your Corporate Online service. Authorisation limits apply only to the users who have an authority level that includes authoriser and who have been assigned the Disbursement principal to other bank at maturity feature. Using Administration Page 70 of 155

71 List of loans (user sub-task) You have assigned the Loans application to this user. Use this sub-task to assign the companies for which you want the user to view loan information for. (a) Assign loans for the user ( Working with assignment lists on page 136). For example: Please note, when access to the Loans application is provided to a user, all of the loans held by your Organisation are automatically assigned and cannot be removed. Local administrators will see only those offices they have access to. Using Administration Page 71 of 155

72 Accessing Accounts features The following table describes how your users will access the Accounts features you assign to them in Administration. Accounts Feature How to access this feature Menu items Transaction information Use the Accounts screens or scheduled reports to view up to 24 months of transaction information Account statements Voucher images Export transaction information Merge export files Manage account export schedules Use the Statement tab on account screens to access the previous 7 years worth of account statements Use links on the transaction detail screens to access voucher images for paper-based transactions. May incur fees. Use the Export accounts screen to download accounts data (from a schedule) to a local or network drive. Use checkboxes to select more than one export file and merge them as you download. Always check the systems importing these files support merged data. Use the Manage export schedules screen to create and amend export schedules. Manage stop cheques View, print and export billing statements View and print account segmentation information Use the Manage stop cheques screen to create, amend, delete, and monitor stops on presented cheques. May incur fees. Use the billing statements screen to view up to 24 months of billing statements and to export billing statement data. Users need access to at least one billing statement arrangement to use this feature. Use the View segments screen to view an account with a segmentation arrangement as segments. Create and view scheduled reports on segments. Adjustments Move transactions Split transactions Manage segment level segmentation setup Manage account level segmentation setup Use the Create adjustment feature on the Manage segment transactions screen. Use the Move transactions feature on the Manage segment transactions screen. Use the Split transaction feature on the Manage segment transactions screen. Use the Manage segment setup screens to create, amend, and delete segments and assign users to them. Use Manage segment setup screens to create segmentation arrangements and use other setup tasks Using Administration Page 72 of 155

73 Accounts Feature How to access this feature Menu items Export account segmentation information Prepare segment accounts for export Any authoriser role Use the Export segments screen to export segment data that has been prepared for export. Use the Export segments screen to make requests to prepare data for export. Use the Authorise screen to authorise stop cheque requests Accessing Receipts features The following table describes how your users will access the Receipts features you assign to them in Administration. Receipts Feature How to access this feature Menu items View and print receipt information Voucher images View and print commercial card information Export Merge export files Use the Receipts screens and scheduled reports to view up to 24 months of receipt information Use links to access voucher images for paper-based transactions. May incur fees. Available only for RECall paper-based remittances. Use the Cards screens and scheduled reports to view up to 24 months of commercial card transactions and balances Use the Export screen to download data to a local or network drive. Use checkboxes to select more than one export file and merge them as you download. Always check the systems importing these files support merged data. Accessing Payments features The following table describes how your users will access the Payments features you assign to them in Administration. Payments Feature How to access this feature Menu items Transfer funds BPAY Use the Transfer funds screens to create a transfer to move funds between Westpac accounts in the same currency within the same office. Commercial Cards Use the Transfer funds screens to create a transfer to move funds between a Westpac AUD account domiciled in Australia and a Westpac Commercial credit card. Use the BPAY screens to create BPAY payments and manage BPAY billers Using Administration Page 73 of 155

74 Payments Feature How to access this feature Menu items Existing beneficiary payments Use the beneficiary payments screens to create payments to existing fully-authorised beneficiaries or to create tax payments. New beneficiary payments Manage beneficiary details Cross-currency payments If the user has any of the transfer funds, beneficiary payments, BPAY features Manage file templates Import payment files Make amendments to imported files (NZ Direct Entry only) Create payment files with templates Create payment files without templates Use the beneficiary payments screens to create payments to new beneficiaries. Use the option to save beneficiary details when making new beneficiary payments. Use the beneficiary screens to manage the beneficiaries for those offices you have access to (in the currencies you have access to or in the currency of the accounts you have access to). Use the beneficiary payments screens to create crosscurrency payments using the organisation s foreign exchange options in the currencies assigned to the creator. Use the pending payments screen to track transfers and payments created with the above features Use the reports screens to create then view reports on payment activity. Use the payment status screen to look up the status of payments after processing by the Bank Use the export screen to export payment details. Use the option to save payment files created using file creation as templates for creating other payment files. Use the manage templates screen to create templates. Use the import file screen to import a payment file to make payments using Direct Entry or the Payment Processing Service. Use the file creation screen to make changes to New Zealand Direct entry files after import. Use the File creation screen to create a payment file from a fully authorised template to make payments using a direct entry service. Use the File creation screen to enter data to create a payment file to make payments using a direct entry service. Using Administration Page 74 of 155

75 Payments Feature How to access this feature Menu items If the user has any of the import files or create payment files features Extendable cut-offs Any authoriser role Use the pending payments screen to track payment files created with the above features. Use the reports screens to create then view reports on payment activity. Use the file status screen to look up the status of files after processing by the Bank Use export to download the exception and disbursement reports generated following processing of a fullyauthorised payment file. Use this feature to submit certain types of AUD payments and DE files after the usual cut-off time but before the extended cut-off time. May incur fees in addition to the usual transfer and payment fees. Use the authorise screen to authorise payments, files and other payment tasks. To authorise payments (including BPAY) a user needs access to the office in which the payment was created, the debit account, the payment currency, and at least one of the payments features (existing beneficiary payments, new beneficiary payments, or BPAY). To authorise payment files a user needs access to the office in which the file was created/imported, the import service, and the import payments feature. To authorise other tasks (e.g. beneficiaries or templates) a user needs access to the feature used to create the task and the office in which the task was created. A user s role (e.g. primary or secondary) may mean they cannot authorise a particular task, depending on who created it, who first-authorised it, and your organisation s authorisation model and security options What other access is required to use a Payments feature? In order to use payment features, your users also require access to the facilities listed in the following table: To use a Payments feature Payments You also need access to Feature Transfer funds An office two payment accounts Commercial Cards An office An account held with Westpac Australia in AUD A Westpac Commercial Card payment service BPAY An office an account held with Westpac Australia in AUD Existing beneficiary payments An office Using Administration Page 75 of 155

76 To use a Payments feature Payments Feature You also need access to New beneficiary payments a debit account Manage beneficiary details an office Cross-currency payments a beneficiary or manage payments feature the destination currency for the payment Manage file templates an office and the direct entry services for the templates Import payment files an office Make amendments to imported files an import service that matches the payment file (NZ Direct Entry only) a debit account (NZ DE only) Create payment files with templates a trace account (if required) Create payment files without templates Extendable cut-offs a beneficiary payment or payment file feature Accessing Online Deposit features The following table describes how your users will access the Online Deposit features you assign to them in Administration. Online Deposit Feature How to access this feature Menu items Get quotes for term deposits Manage term deposits Disburse principal to other bank at maturity. Notice saver Use the Manage quotes screens to obtain an interest rate for a term deposit account Use the Manage screens to create a request to open a term deposit for a quoted rate, to amend or delete unauthorised requests, and to provide maturity instructions for term deposit accounts Use the Enter Maturity Instructions screens to disburse the principal of a maturing term deposit to an account not linked to your Corporate Online service Manage the Funds on hold, Funs on notice and Funds at call portions of your Notice Saver accounts. Evergreen notices Any authoriser role Manage the Funds on hold, Funs on notice and Funds at call portions of your Evergreen accounts. Use the authorise screen to authorise tasks created in those workflows in which you play an authoriser role. Using Administration Page 76 of 155

77 Managing User Security and Tokens To allow you to manage security for your Corporate Online users, Administration includes the following user security functions: enable tokens reset user passwords reset user security keywords lock and unlock users. These are implemented using user security tasks and are managed using the user security workflow except for reset security keywords which is not subject to a workflow and does not require authorisation. The user security workflow is separate from the workflow for other administration tasks and can use a different authorisation model to the rest of administration. User security authorisation model The authorisation model your organisation has chosen for user security affects what user security tasks you can perform and how you need to go about performing them. Authorisation model or Nil authorisation Single or Dual authorisation How user security works Any one administrator with creator or creator/authoriser access can perform a user security task on their own. Administrators with authoriser only access cannot perform user security functions under this authorisation model. Under this authorisation model, it may take two or three administrators to effect a password reset. Any administrator with creator or creator/authoriser access can create a user security task. This task must be fully authorised before it takes effect. For password resets, whoever fully authorises the task must notify the user of their new password. The usual local/super administrator rules apply to authorising user security tasks. This means, for example, if a super administrator creates a reset password task, a local administrator cannot authorise it and give the user their new password. Each user can have only one user security task in the workflow at a time, so always authorise tasks promptly. If a user phones the Corporate Help Desk for a password reset while an unauthorised or partly authorised user security task is in the workflow, the help desk can override that task and perform a password reset (e.g. if you cannot find an administrator to authorise the task). As you can see, nil authorisation is the most convenient and most efficient authorisation model for user security. Using Administration Page 77 of 155

78 To change the authorisation model your organisation uses for user security, ask your Westpac representative for a Corporate Online Organisation Amendment Form (Applications and Features). Setting up user security only administrators (e.g. for help desks) It is not possible to set up administrators who have access only to the user security features. However, if you set up a local administrator as a creator only with access to no offices, then that administrator can perform the user security functions such as resetting passwords under a nil authorisation model. This may be appropriate if your organisation wants, for example, to allow your help desk staff to be able to provide Corporate Online password resets and security keyword resets, but not administer Corporate Online. Creator only local administrators with no offices would still be able to view user and account details, but would not be able to amend them. They would still be able to create amend user tasks, but these would require authorisation under your administration authorisation model. Managing and enabling tokens for your users Corporate Online allows administrators to enable tokens for their users. You can enable any Corporate Online token you have on hand that isn t currently enabled for another user. The ability to enable tokens means you can swap tokens between users and re-use tokens that you retained from users that no longer needed them (e.g. because they re leaving your organisation or changing job roles). Be sure to keep any spare tokens in a secure place. If you create a new user or amend a user s access but don t have a token to enable for them, you always have the option to request Westpac issue a new token for that user. Procedure: Enabling a token Use this procedure to enable a token you ve just issued to a user. You can use this procedure to enable tokens you have on hand or tokens sent to you by Westpac, including tokens for new or amended users and replacement tokens (for tokens due to expire). To perform this procedure you ll need creator and authoriser access to Administration and a user role of either Super administrator or Local administrator. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users screen. Using Administration Page 78 of 155

79 Hint: If your organisation has a large number of users, do a search on the user s given name or surname. 2. Select the user you re enabling the token for, then click Token security. Corporate Online displays the Token security screen. This screen shows the details of this user s current token. 3. Enter the serial number from the back of the token you have issued to this user. Select the reason for the replacement, then click Enable token. Corporate Online creates an Enable token task for the selected user. What happens next depends on the authorisation model you are using for user security. Authorisation model for User security Nil authorisation Single authorisation Next step Corporate Online displays the enable token confirmation screen. Go to step 4. Corporate Online displays the Manage users Enable token screen. Review the details of the user and token serial number. You may authorise this task by clicking Authorise now. Corporate Online displays the enable token confirmation screen. Go to step 4. Using Administration Page 79 of 155

80 Authorisation model for User security Dual authorisation Next step Corporate Online displays the Manage users Enable token screen. Review the details of the user and token serial number. You may authorise this task by clicking Authorise now. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page When the Enable token task is fully authorised, Corporate Online displays a confirmation. Notify your user that they can now user their new token. The next time your user signs in to Corporate Online, they will need to activate their token by setting their token password (see Introducing Corporate Online). 5. Click Continue. Resetting user passwords If a user fails to enter a correct password on three successive attempts, Corporate Online will lock their customer number until their password is reset as a security measure. Corporate Online allows administrators to reset user passwords (within the restrictions of your organisation s user security authorisation model). Your users may also call the Corporate Help Desk to request a sign-in password reset, if an administrator is not available. Your organisation s security policy should describe how you go about verifying the identity of a Corporate Online user requesting a password reset. When a reset password task is fully authorised, Corporate Online issues a temporary user password which your user will need to use to sign in to Corporate Online. They will then have to enter a new user password before they can access Corporate Online. Users who have a token may reset their own password using the Forgotten your password link found on the Corporate Online sign-in page. Token passwords must always be reset by calling the Corporate Help Desk. Using Administration Page 80 of 155

81 Procedure: Reset a user password Use this procedure to reset a user password. To perform this procedure you need creator or creator/authoriser access to Administration. Before you begin, verify the identity of the user requesting the password reset, as per your organisation s security policies. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users page. Hint: Use the searching and sorting features to find the user requesting the password reset. 2. Select the user requesting a password reset, then click User security. Corporate Online displays the Manage users Sign in security screen. 3. Click Reset password. Corporate Online creates a Reset password task for the selected user. What happens next depends on the authorisation model you are using for user security. Authorisation model for User security Nil authorisation Next step Corporate Online displays the password confirmation screen. Go to step 4. Using Administration Page 81 of 155

82 Authorisation model for User security Single authorisation Dual authorisation Next step Corporate Online displays the Manage users Reset password screen. Review the details of the user to confirm this is the user you want to reset the sign-in password for. You may authorise this task by clicking Authorise now. Corporate Online displays the password confirmation screen. Go to step 4. Corporate Online displays the Manage users Reset password screen. Review the details of the user to confirm this is the user you want to reset the sign-in password for. You may authorise this task by clicking Authorise now. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page When the task is fully authorised, Corporate Online displays a password reset confirmation screen. For example: Notify your user of the temporary sign in password displayed on the confirmation screen. Using Administration Page 82 of 155

83 Your user will need to enter this temporary password number twice, once to sign in and once when Corporate Online prompts them to enter a new password. It is a good idea to either have the user write the new password down, or, if they re on the phone, stay on the line with them until they have changed their password successfully and can access Corporate Online. The sign-in password must be entered in exactly the same way as it is displayed. UPPER CASE letters must be entered in UPPER CASE. 5. When your user is successfully signed in, click Continue. Resetting user security keywords Corporate Online allows administrators to reset the security keyword for a user.your users may also call the Corporate Help Desk to request a security keyword reset, if an administrator is not available. When a reset security keyword task is created it does not require authorisation. Corporate Online clears the record of the last held security keyword for the user and they will then have to enter a new security keyword the next time they sign-in to Corporate Online. Procedure: Reset a user security keyword Use this procedure to reset a user security keyword. To perform this procedure you need creator or creator/authoriser access to Administration and a user role of either Super administrator or Local administrator. Before you begin, verify the identity of the user requesting the security keyword reset, as per your organisation s security policies. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users page. Hint: Use the searching and sorting features to find the user requesting the password reset. 2. Select the user requesting a password reset, then click User security. Using Administration Page 83 of 155

84 Corporate Online displays the Manage users Sign in security screen. 3. Click Reset security keyword. Corporate Online resets the security keyword for the selected user, and displays a confirmation screen. The selected user will be prompted to establish a new security keyword the next time they sign-in to Corporate Online. 4. Click Continue from the confirmation screen Using Administration Page 84 of 155

85 Locking and unlocking users Locking users is an easy way to temporarily suspend a user s access to Corporate Online for security reasons. A user that is locked cannot access Corporate Online. Typical reasons for locking a user include: suspending a user s access while they are on leave suspending a user s access while they are under investigation. It is important to remember that while a user is locked, your organisation is still charged a fee for that user s access to Corporate Online. For this reason, if a user is leaving your organisation or going on extended leave (e.g. twelve months maternity leave), you should delete them from Corporate Online rather than just locking them. However, always balance this against the effort of having to recreate them and their access when they return. Procedure: Locking a user Use this procedure to lock a user s Corporate Online access. To perform this procedure you need creator or creator/authoriser access to Administration. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users page. For example: Hint: Use the searching and sorting features to find the user requesting the password reset. 2. Select the user you need to lock out of Corporate Online, then click User security. Corporate Online displays the Manage users Sign in security screen. 3. Click Lock user. Using Administration Page 85 of 155

86 Corporate Online display the Instructions screen. 4. Select the reason for the lock then click Lock user. Corporate Online creates a Lock user task for the selected user. What happens depends on the authorisation model you are using for user security. Authorisation model for User security Nil authorisation Single authorisation Dual authorisation Next step Corporate Online displays the lock confirmation screen. Go to step 5. Corporate Online displays the Manage users Lock user screen. Review the details of the user to confirm this is the user you want to lock. You may authorise this task by clicking Authorise now. Corporate Online displays the lock confirmation screen. Go to step 5. Corporate Online displays the Manage users Lock user screen. Review the details of the user to confirm this is the user you want to lock. You may authorise this task by clicking Authorise now. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115 Using Administration Page 86 of 155

87 5. When the task is fully authorised, Corporate Online displays a confirmation screen. 6. Click Continue. Corporate Online locks the user and denies them access to Corporate Online. Procedure: Unlocking a user Use this procedure to unlock a user s access. If the user is locked because of too many unsuccessful sign in attempts, you cannot unlock them: you must reset their password. See Procedure: Reset a user password on page 81. Note: You cannot unlock a user that has been locked by Westpac. Please contact us for further information. To perform this procedure you need creator or creator/authoriser access to Administration. We ll assume you re signed in and using the Administration application. 1. From the left-hand navigation menu, select Administration > Manage > Users. Corporate Online displays the Manage users List of users page. For example: Hint: Use the searching and sorting features to find the user requesting the password reset. 2. Select the user you need to lock out of Corporate Online, then click User security. Corporate Online displays the Manage users Sign in security screen. Using Administration Page 87 of 155

88 3. Click Unlock user. Corporate Online creates an Unlock user task for the selected user. What happens depends on the authorisation model you are using for user security. Authorisation model for User security Nil authorisation Single authorisation Dual authorisation Next step Corporate Online displays the unlock confirmation screen. Go to step 4. Corporate Online displays the Manage users Unlock user screen. Review the details of the user to confirm this is the user you want to unlock. You may authorise this task by clicking Authorise now. Corporate Online displays the unlock confirmation screen. Go to step 4. Corporate Online displays the Manage users Unlock user screen. Review the details of the user to confirm this is the user you want to unlock. You may authorise this task by clicking Authorise now. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page When the task is fully authorised, Corporate Online displays a confirmation screen. 5. Click Continue. Corporate Online unlocks the user and allows them to access Corporate Online. Using Administration Page 88 of 155

89 Using Administration Page 89 of 155

90 Adding and Managing Accounts Manage accounts provides a convenient way to add and amend the accounts you re using in Corporate Online. Adding accounts held with Westpac Australia Manage accounts allows you to add accounts held with Westpac Australia that are owned by your organisation or a third party under a Corporate Online Third Party Master Agreement to Corporate Online without any paperwork. You are able to assign these Westpac Australia accounts to users and groups in the same process as adding them to your organisation. You can also add accounts owned by a third party, but the account holder(s) will need to complete a Corporate Online Third Party Access Authority for these accounts before Westpac can add them to your Corporate Online. You can print this authority after fullyauthorising the task adding them. What is a third party account? When adding an account to Corporate Online, an account is considered a third party account if the organisation adding the account to Corporate Online is a different legal entity to the legal entity that owns the account. Accounts owned by subsidiaries are considered third party accounts even if the subsidiary is fully-owned because the subsidiary is a separate legal entity to the parent legal entity. If you are unsure why Corporate Online is describing an account as a third party account, please discuss this with your Westpac representative. How do I add accounts held with Westpac New Zealand, Westpac Papua New Guinea, Westpac Fiji or Alliance banks? To add accounts held with Westpac New Zealand, Westpac Papua New Guinea, Westpac Fiji or held with Alliance banks, complete a Corporate Online Organisation Amendment form, available from your Westpac representative. See Amending your organisation s setup on page 26. Amending account access Amending account access allows you to change the account descriptions used in Corporate Online, the Bank statement delivery method and which applications and features the account is enabled for (e.g. Accounts, Payments, Stop cheques). You can amend which account groups an account is included in but not which users have access to an account group. Use Manage user to assign account groups to each user individually (see Procedure: Amending a user on page 51 ). To create a new group, see Procedure: Amending an office on page 40. Using Administration Page 90 of 155

91 You can also assign an account as a payment account to any user that already has access to at least one payment account. Use Manage user to assign the first payment account to a user (see Procedure: Amending a user on page 51) Account statement delivery methods stop receiving statements by mail If your organisation has access to an account statement via Corporate Online you may choose to amend the delivery method of that bank statement to Online only to stop receiving paper copies in the mail. Alternatively, the bank statement delivery method can be reinstated from Online only to Mail and Online. Requests to alter the above delivery methods in Corporate Online must be fully authorised by the second Friday of each month and take effect from the start of the next month*. Requests received after this date will be processed at the end of the following month. Changes to delivery method are not connected to the statement frequency. For example, if a statement is issued daily, it will continue to be issued daily until the change request is processed. * requests received during the month of December are processed at the end of January. Using Administration Page 91 of 155

92 Procedure: Adding accounts held with Westpac Australia Use this procedure to add accounts held with Westpac Australia or a third party under a Corporate Online Third Party Master Agreement (e.g. trading bank accounts, cheque accounts, term deposits, foreign currency accounts) to your Corporate Online setup. For accounts held with Westpac New Zealand, Westpac Papua New Guinea or with Alliance banks, see Amending your organisation s setup on page 26. To perform this procedure you ll need creator access to Administration and a user role of either Super administrator or Local administrator. We ll assume you re signed in and using the Administration application. 1. From the left-hand menu, select Manage > Accounts. Corporate Online displays the Manage accounts screen. 2. Click Add accounts held with Westpac Australia. Corporate Online displays the Add acount held with Westpac Australia screen. 3. Enter the account details of the account to add, then click Search. Corporate Online validates the account and displays the details sub-task. This screen may say you cannot add the account to Corporate Online. If you're not sure why you cannot add a particular account, please ask your Westpac Representative. Using Administration Page 92 of 155

93 Sub-task Use sub-task to For more information see Details Accounts groups Payments users Amend the description of the account used in Corporate Online Enable the account for Accounts, Payments, Stop Cheques etc. Manage the Bank account statement delivery method. Amend which account groups this account belongs to Amend which users have access to this account as a payment account Make the amendments required, then click Continue. Details (Amend account sub-task) on page 97 Online Accounts groups (Amend account sub-task) on page 98 Online Payments users (Amend account sub-task) on page 99 Corporate Online displays the Manage accounts Summary screen. At this point you can leave the task and return to work on it later. Any changes will not take effect until the whole Add accounts task is fully authorised. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes made. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page 115 When the task is fully authorised, your users may not see all of the changes made until the next time they sign in. Procedure: Finalising an Add 3rd party account task Use this procedure to print a third party access authority after you fully authorise an Add 3 rd party account task. The authority must be signed by the account holder(s) and sent to Westpac before we will approve the adding of these accounts to your Corporate Online setup. Using Administration Page 93 of 155

94 We ll assume you ve just fully authorised an Add 3 rd party account task. Corporate Online displays the Print a third party access authority screen. 1. Click Print 3 rd party access authority. Corporate Online launches a window displaying a Corporate Online Third Party Access Authority covering the accounts included in the task. 2. Print the authority as you would any page displayed by your internet browser. When you ve printed the form, close the window. 3. Back on the Print a third party access authority screen, click Continue. Corporate Online displays the Pending tasks screen. 4. Arrange for the account holder(s) to complete, sign, and date the Corporate Online Third Party Access Authority you have printed, as per the instructions printed on the authority. Return the completed, signed, and dated form to Westpac, as per the instructions printed on the authority. To reprint the authority, see Procedure: Reprinting a third party access authority on page 94. Once Westpac receives the form and approves the addition of the third party accounts, you will receive a secure message to let you know the accounts are available in Corporate Online. Procedure: Reprinting a third party access authority Use this procedure to reprint the Corporate Online Third Party Access Authority for a pending Add 3 rd party accounts task. We ll assume you re signed in and using the Administration application. 1. From the left-hand menu, select Manage > Pending tasks. Corporate Online displays the Pending tasks screen. 2. Select a task type of Accounts and locate the relevant Add 3 rd party account task. Using Administration Page 94 of 155

95 3. Click the task link. For example: Corporate Online displays a print preview window showing the details of the task. 4. Click Reprint 3 rd party access authority. Corporate Online displays a Corporate Online Third Party Access Authority covering the accounts included in the task. 5. Print the authority as you would any page displayed by your internet browser. When you ve printed the form, close the window. Procedure: Amending access to an account Use this procedure to amend the access and details of an account, including the description, bank statement delivery method, which applications it s enabled for, the account groups it s included in, and the users that have it assigned as a payment account. To perform this procedure you need creator access to Administration. Local administrators cannot amend an account s details; they can only assign an account if it has already been similarly assigned within the offices they have access to. When amending access to an account, make sure your organisation will still have enough users with the right access to perform your usual activities such as payments. We ll assume you re signed in and using the Administration application. 1. From the left-hand menu, select Manage > Accounts. Corporate Online displays the Manage accounts List of accounts screen. 2. Select the account you want to amend the access for, then click Amend account access. If an accounts task already exists, Corporate Online displays a warning. To amend the account, select the existing task from the Pending task screen and amend it. Using Administration Page 95 of 155

96 Corporate Online displays the Manage accounts Summary screen. This screen shows some basic details of the account selected, a list of sub-tasks that can be used to amend its details and access, and the status of each sub-task. Sub-task Use sub-task to For more information see Details Accounts groups Payments users Amend the description of the account used in Corporate Online Enable the account for Accounts, Payments, Stop Cheques etc. Manage the Bank account statement delivery method. Amend which account groups this account belongs to Amend which users have access to this account as a payment account 3. To make an amendment, select a subtask, Details (Amend account sub-task) on page 97 Online Accounts groups (Amend account sub-task) on page 98 Online Payments users (Amend account sub-task) on page 99 then click Amend. Make the amendments required (see Amend account sub-task summary below for more details on each of the sub-tasks), then click Continue. Corporate Online takes you back to the Summary screen. 4. Each sub-task has a status so you can see at glance what you ve changed. To review the changes in a sub-task, click the sub-task link (see Working with a task summary on page 138). At this point you can leave the task and return to work on it later. Any changes will not take effect until the whole Amend accounts task is fully authorised. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Using Administration Page 96 of 155

97 Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes made. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page 115 When the task is fully authorised, your users may not see all of the changes made until the next time they sign in. Amend account sub-task summary To make working with an Amend account task easier, account details and access are broken down into a number of sub-tasks. See Procedure: Amending access to an account above (on page 95) for information on creating an Amend accounts task. Details (Amend account sub-task) The Details sub-task allows you to amend the following: Field Account description Enabled for Online Accounts? Enabled for Stop cheque? Account segmentation enabled? Notes This is the description used on Corporate Online screens. Select Yes to allow this account to be assigned to Account groups for viewing, exporting et cetera in the Accounts application Select Yes to allow the Stop cheque feature in the Accounts application to be used to request stops on cheques drawn against this account. Select Yes to make this account available for segmentation. See Using Account Segmentation on the Accounts user guide page for information on defining a segmentation arrangement. Using Administration Page 97 of 155

98 Field Real-time enquiries available? Enabled for Online Payments? Bank account statement delivery method Notes This field indicates whether the Accounts Current data update feature will work with this account. You cannot amend this field. Select Yes to allow this account to be assigned as a payment account for use in the Payments application. Choose the delivery method for this bank account statement. If this account is closed, you will not be able to amend the delivery method. Depending on type of account you are working with, you may not be able to amend all of these fields. If you need more information as to why, contact your Westpac representative. New Zealand organisations or Papua New Guinea organisations can only use this screen to enable a trans Tasman or trans Pacific account for Online Payments if they already have at least one trans Tasman or trans Pacific account enabled for Online Payments. To enable your first trans Tasman or trans Pacific account for Payments, please contact your Westpac representative. Local administrators cannot access the Details sub-task. Online Accounts groups (Amend account sub-task) The Online Accounts groups sub-task allows you to assign an account to any of the existing account groups (of the correct currency). The left-hand pane contains a list of all possible account group/office combinations that this account has not yet been assigned to. Users with access to an accounts group will not see the amended account list until the next time they sign in to Accounts. Any export schedules or print schedules reporting on amended groups will report on the amended group list in the next reporting cycle. Local administrators can only assign an account to groups if the selected account has previously been assigned to a group in one of the offices they have access to (see Manage accounts: Assign an account to groups on page 122) Using Administration Page 98 of 155

99 Online Payments users (Amend account sub-task) The Online Payments users sub-task allows you to assign the account as a payment account to users. The sub-task screen shows all of the valid user/office pairs for the selected account. This includes all possible combinations where: the user has access to the Payments application AND the office has access to the Payments application AND the user has access to the office. When a user/office pair is assigned, that user can use the selected account in that office. Local administrators can only assign a payment account if the selected account has previously been assigned as a payment account at least once in one of the offices they have access to (see Manage accounts: Choose Online Payments users on page 123). Using Administration Page 99 of 155

100 Managing Billing Statements Manage billing statements is a convenient way to assign user access and amend the details (description and delivery options) for a particular billing statement. To add a new billing statement reference or to delete an existing one from your Corporate Online setup, ask your Westpac representative, who will arrange it. No forms are required. Billing statement user access Each billing statement arrangement is identified by a unique statement reference number that can be assigned to individual users by your Corporate Online Administrators. Once they have access to a billing statement arrangement, a user can view and export all of the historical billing statement data available for that arrangement. Unlike accounts or services, billing statements are not managed via an office nor are they included in account groups. Billing statement delivery methods stop receiving statements by mail If you access a billing statement via Corporate Online and that billing statement is in your name, you may choose to amend the delivery method of that statement to stop receiving paper copies of it by mail. You can request a change to your billing statement s delivery method (e.g. to reinstate the mailing of billing statements) at any time, but in order to alter the delivery method of the current month s billing statement, you must fully authorise the request to amend the delivery method prior to the 25th day of each month. Changing how you receive your billing statements does not affect your bank account statements: Westpac bank account statements will continue to be sent by mail. Procedure: Amending access to a billing statement Use this procedure to create a task to amend the access to a billing statement and the delivery options. To perform this procedure you need creator access to Administration. Local administrators cannot access the Details sub-task. Start from anywhere in Corporate Online. 1. From the left-hand navigation menu, select Administration > Manage > Billing statements. Corporate Online displays the Manage billing statements List of billing statements screen. Using Administration Page 100 of 155

101 2. Select the billing statement you want to amend then click Amend billing statement access. If an accounts task already exists, Corporate Online displays a warning dialog. If you want to proceed, navigate to the account summary as follows: (a) Select Administration > Manage > Pending tasks. (b) Select a task type of Billing statements. (c) Select the billing statement you want to amend from the list of pending tasks displayed, then click Amend task. Corporate Online displays the Manage billing statements Summary screen. 3. Perform one or more of the following actions: To amend the billing statement details and delivery method (a) Select the Details sub-ask then click Amend. Corporate Online displays the Manage billing statements Enter details for the billing statement screen. (b) Enter the billing statement details Field Notes Enter the description of the billing statement to be used on Corporate Online screens and reports. Choose the delivery method for this billing statement. If this billing statement is not in your name (e.g. because this billing statement is accessed by more than one Corporate Online organisation), you will not be able to amend the delivery method. Using Administration Page 101 of 155

102 then click Continue. Corporate Online returns to the Manage billing statements Summary screen. To amend which users can access this billing statement in Accounts (a) Select the Online Accounts users sub-task then click Amend. Corporate Online displays the Manage billing statements Choose Online Accounts users screen. This screen shows all of the users with access to the Billing statements feature and their current access to this billing statement. When a user is assigned, they can access this billing statement in the Accounts application. For example: (b) Assign the users you want to be able to access this billing statement, then click Continue. For information on assigning things in lists, see Working with assignment lists on page 136. Corporate Online displays the Manage billing statements Summary screen. Review task summary Use the sub-task links, detailed audit link, and Print-preview button to review the task summary information (see Working with a task summary on page 138). If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Using Administration Page 102 of 155

103 Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes to each affected user s setup. Your users will have access to any newly assigned billing statements the next time they sign in. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115 Using Administration Page 103 of 155

104 Managing Payment Services Manage payment services is a convenient way to manage which users can access a particular payment service. It is especially useful for assigning a new service to a group of users in one task. To add a new payment service or delete an existing one from your organisation, you need to complete a form supplied by your Westpac representative. See Amending your organisation s setup on page 26. Procedure: Amending access to a payment service Use this procedure to create a task to amend the existing access of an payment service. To perform this procedure you need creator access to Administration. Warning: When amending access to a payment service, always check that your organisation will still have enough valid users with the relevant access to process payments and files. This is especially important if you are removing access to a service. For example, to use a service you need a creator and enough authorisers, all of whom have access to the service, the office, and who can complete the processing of the payment file under your security model. Removing any one of these components from the last valid user could mean your organisation cannot process payment files. Start from anywhere in Corporate Online. 1. From the left-hand navigation menu, select Administration > Manage > Payment services. Corporate Online displays the Manage payment services List of payment services screen. 2. Select the payment service you want to amend the access for then click Amend payment service access. Using Administration Page 104 of 155

105 If you are a local administrator and the selected service has not previously been assigned in one of the offices you have access to, Corporate Online displays an error. If an payment services task already exists, Corporate Online displays a warning dialog. If you want to proceed, navigate to the import services summary as follows: (a) Select Administration > Manage > Pending tasks. (b) Select a task type of Payment services. (c) Select the import service you want to amend from the list of pending tasks displayed, then click Amend task. Corporate Online displays the Manage payment services Choose Online Payments users screen. This screen shows all of the valid user/office pairs for this service. This includes all possible combinations where: the user has access to Commercial cards or Import files feature AND the office has access to the Payments application AND the user has access to the office. When a user/office pair is assigned, that user can use this service in that office. For example: Local administrators will see the user/office pairs for the offices they have access to (see Manage payment services: Choose Online Payments users on page 124). 3. Assign the user/office combinations to allow users to access this service in particular offices, then click Continue. For information on assigning things in lists, see Working with assignment lists on page 136. Corporate Online displays the Manage payment services Summary screen. Using Administration Page 105 of 155

106 4. Review task summary Use the sub-task links, detailed audit link, and Print-preview button to review the task summary information (see Working with a task summary on page 138). If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes to each affected user s setup. Your users will have access to any newly assigned services, offices, etc the next time they sign in. Corporate Online updates the task status to Partially authorised, then displays the Pending tasks screen. This task must now be fully authorised. See Procedure: Authorising or rejecting a task on page 115. Using Administration Page 106 of 155

107 Managing Receipt Services Manage receipt services is a convenient way to manage which users can access a particular receipt service. It is especially useful for assigning a new service to a group of users in one task. To add a new receipt service or delete an existing one from your organisation, you need to complete a form supplied by your Westpac representative. See Amending your organisation s setup on page 26. Procedure: Amending access and details of a receipt service Use this procedure to amend the access and details of a receipt service, including the description (excluding Commercial Cards), and the users that have it assigned. To perform this procedure you need creator access to Administration. Local administrators cannot amend a receipt services details; they can only assign a receipt service if it has already been similarly assigned within the offices they have access to. When amending access to a receipt service, make sure your organisation will still have enough users with the right access to perform your usual activities. We ll assume you re signed in and using the Administration application. 1. From the left-hand menu, select Manage > Receipt services. Corporate Online displays the Manage receipt services List of receipt services screen. 2. Select the receipt service you want to amend the access and details for, then click Amend receipt service. If you are a local administrator and the selected service has not previously been assigned in one of the offices you have access to, Corporate Online displays an error. If a receipt services task already exists, Corporate Online displays a warning dialog. If you want to proceed, navigate to the receipt services summary as follows: (a) Select Administration > Manage > Pending tasks. Using Administration Page 107 of 155

108 (b) Select a task type of Receipt services. (c) Select the receipt service you want to amend from the list of pending tasks displayed, then click the Amend task button. Corporate Online displays the Manage receipt services Summary screen. This screen shows some basic details of the service selected, a list of sub-tasks that can be used to amend its details and access, and the status of each sub-task. Sub-task Use sub-task to For more information see Details Receipt users Amend the description of the service used in Corporate Online (excluding Commercial Cards) Amend which users have access to this receipt service 3. To make an amendment, select a subtask, Details (Amend account sub-task) on page 97 Online Payments users (Amend account sub-task) on page 99 then click Amend. Make the amendments required (see Amend account sub-task summary below for more details on each of the sub-tasks), then click Continue. Corporate Online takes you back to the Summary screen. 4. Each sub-task has a status so you can see at glance what you ve changed. To review the changes in a sub-task, click the sub-task link (see Working with a task summary on page 138). At this point you can leave the task and return to work on it later. Any changes will not take effect until the whole Amend receipt service task is fully authorised. If you also have authoriser access and your organisation permits self-authorisation, you may authorise this task by clicking Authorise now. Using Administration Page 108 of 155

109 Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration. Authorisation model Single authorisation Dual authorisation Action Corporate Online updates the task status to Authorised, then applies the changes made. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised (see Procedure: Authorising or rejecting a task on page 115 When the task is fully authorised, your users may not see all of the changes made until the next time they sign in. Amend receipt service sub-task summary To make working with an Amend receipt service task easier, service details and access are broken down into a number of sub-tasks. See Procedure: Amending access to an account above (on page 95) for information on creating an Amend receipt service task. Details (Amend receipt service sub-task) The Details sub-task allows you to amend the service description as it appear in Corprate Online for all service types (excluding Commercial Cards). Local administrators cannot access the Details sub-task. Online Receipts users (Amend receipt service sub-task) The Online Receipts users sub-task allows you to assign a receipt service to any of the existing account groups (of the correct currency). Using Administration Page 109 of 155

110 The left-hand pane contains a list of all possible user/office combinations that this receipt service has not yet been assigned to. Local administrators will see the user/office pairs for the offices they have access to (see Manage accounts: Assign an account to groups on page 122) Using Administration Page 110 of 155

111 Pending Tasks Any task that doesn t have a status of completed appears on the Pending tasks screen. To view completed tasks, see Procedure: Viewing task history on page 113. Use the Pending tasks screen to amend or delete uncompleted tasks, if permitted by their status. For a summary of the actions you can perform on tasks of each status, see Administration workflow on page 25, Mixed status on page 24, and Rejected status on page 25. The Pending tasks screen can also be used to track the progress of work, including tasks with a status of Pending approval awaiting Westpac approval, and reprint forms. Corporate Online will delete any incomplete tasks that haven t been worked on for 30 calendar days. Corporate Online sends all administrators in your organisation a secure message to warn them of the deletion 7 calendar days prior. Procedure: Working with pending tasks Use this procedure to view pending tasks. To perform this procedure you need access to Administration. Start from anywhere in Corporate Online. 1. From the left-hand navigation menu, select Administration > Manage > Pending tasks. Corporate Online displays the Pending tasks Tasks not completed screen. 2. Select the type of task you want to view Local administrators cannot access Office tasks from this screen, but can view office task summaries via Task history (see Procedure: Viewing task history on page 113. Corporate Online displays a list of incomplete tasks. 3. Perform one or more of the following actions: To amend a task: Select the task then click Amend task. Using Administration Page 111 of 155

112 Corporate Online displays the summary screen for the relevant task type. Continue work on the task. See Working with a task on page 135. For more information, see the relevant create procedure. Task Type Organisation For information on the sub-tasks, see Procedure: Amending your daily channel limit (for Payments) on page 27 Office Procedure: Creating an office on page 30 User Procedure: Creating a user on page 46 Account Procedure: Adding accounts held with Westpac Australia on page 92 Procedure: Amending access to an account on page 95 Payment service Procedure: Amending access to a payment service on page 104 Receipt service Billing statement Procedure: Amending access and details of a receipt service on page 107 Procedure: Amending access to a billing statement on page 100 To return to this screen, click Go to pending tasks. To delete a task Select the task then click Delete task Corporate Online displays a confirmation dialog. Click the Yes button to confirm you want to delete the task. Corporate Online deletes the task. Deleting an amend or create task does not result in the deletion of the underlying entity. For example, deleting a task to amend a user does not delete the user. To view the before and after summary of the task: Click a task link. For example: Corporate Online pops up a print preview window, which shows a before and after view of all of the changes included in this task. For Create user, and Add 3 rd party account tasks, this window also includes a Reprint feature for reprinting the relevant forms. Using Administration Page 112 of 155

113 Task History Task history provides a list of all tasks that affected a particular part of your Corporate Online setup, and details of those tasks, including audit information. It s a useful tool for reviewing what has happened to, say a user s access. Task history will display all tasks, including incomplete ones, that affect the entity selected. However, new entities (e.g. a new user, a new account) appear in task history only after their creation or addition is fully approved. Task history can also be used to quickly access setup information. Local administrators can use it to view office setups for all offices. Task history retains all the details of fully authorised administration tasks for up to 18 months, after which they are archived. Procedure: Viewing task history Use this procedure to view a task history. To perform this procedure you need access to Administration. Start from anywhere in Corporate Online. 1. From the left-hand navigation menu, select Administration > Manage > Task history. Corporate Online displays the Task history View history of tasks screen. 2. Select the type of task you want to view Corporate Online displays a list of entities that can be affected by that task type. For example, if you selected Users, Corporate Online displays a list of users If necessary, use the search and sort features to find the entity you need. See Searching and sorting a list on page 134 If there is only one (e.g. Organisation), Corporate Online skips to step Select an entity (e.g. a user) Using Administration Page 113 of 155

114 then click View history. Corporate Online displays a list of all tasks that have affected that entity. For example, if you select a user, you may see user tasks, account access tasks, payment services tasks, and receipt services tasks, all of which affected a user s access. Alternatively, click the user name link to review the entity s setup. 4. Perform one or more of the following actions: To view the summary for a particular task: Select the task then click View task summary. Corporate Online displays a summary of the task, showing all sub-tasks. Use the sub-task links, detailed audit link, and Print-preview button to review the task summary information (see Working with a task summary on page 138). To view the before and after details of the task: Click a task link. Corporate Online pops up a print preview window, which shows a before and after view of all of the changes included in this task. Use the grey links to navigate through the task list (see Navigating a list screen using the grey navigation links on page 135). Using Administration Page 114 of 155

115 Authorising or rejecting Administration tasks Corporate Online restricts what tasks you are allowed to authorise according to your organisation s authorisation model, your authority level, and the security options. For some tasks (e.g. create user, create office, add 3rd party account), the administrator who fully authorises the task has additional duties to perform. These are listed at the end of the procedure. Corporate Online will delete any unauthorised tasks that haven t been worked on for 30 calendar days. Corporate Online sends all administrators in your organisation a secure message to warn them of the deletion 7 calendar days prior. For more information on working with tasks and sub-tasks in the Administration workflow, see Administration tasks and workflows starting on page 22. Procedure: Authorising or rejecting a task Use this procedure to authorise or reject an Administration task. To perform this procedure you need authoriser access to Administration. For Office tasks, you need Super administrator access. Your user role (e.g. primary or secondary) may mean you cannot authorise a particular task, depending on who created it, who first-authorised it, and your organisation s authorisation model. See Dual Authorisation Security Options: Who can authorise? on page 14. Tasks created by a local administrator must be authorised either by a super administrator or a local administrator with at least the same access as the creator. See Local and super task authorisation on page 125. Start from anywhere in the Administration application. 1. From the left-hand navigation menu, select Administration > Authorise. Corporate Online displays the Authorise Tasks requiring authorisation screen. 2. Select the type of task you want to view 3. Select the type of task you want to authorise Using Administration Page 115 of 155

116 Corporate Online displays any unauthorised or partially-authorised tasks of the type selected. For example: 3. Select task to authorise then click Review before authorising Corporate Online displays a Summary of the task you are authorising. For example: Not all task types display sub-tasks; some such as Reset password and Amend daily channel limit, display the task details. Some tasks may require to to accept Authorisation and Acknowldgment terms and conditions before authorising. 4. Review the task (and sub-tasks, as required), accept any Authorisation and acknowledgment trmsand conditions that may apply ti the task and then authorise it if appropriate by clicking Authorise now. Go to step 5. Other options: To reject, click Reject now. Corporate Online updates the status to Rejected. Rejected tasks must be either amended or deleted. To work with sub-tasks rather that the task (if possible), click the Review sub-tasks button. Review each sub-task, skipping, authorising or rejecting them. 5. Corporate Online updates the task s status depending on the authorisation model used by your organisation for Administration and the previous status of the task. Using Administration Page 116 of 155

117 Authorisation model Task status Action Single authorisation Dual authorisation Unauthorised Unauthorised Part authorised Corporate Online updates the task status to Authorised. Go to step 6. Corporate Online updates the task status to Partially authorised. This task must now be fully authorised by another administrator. Corporate Online updates the task status to Authorised. Go to step Some Administration tasks have additional steps after they have been fully authorised. These are summarised in the following table: If the task was Create user or Upgrade user to Administrator Add 3rd party account Amend user and grant access requiring token Reset password Then further action required after full authorisation The user may be required to be idenfieid by Westpac or their Administrationaccess authorised by your Organisatons executive officers. See Procedure: Finalising a create user task after full authorisation on page 50. Westpac requires paperwork to approve the adding of a third party account. See Procedure: Finalising an Add 3rd party account task on page 93 A user that has been granted access that requires a token for the first time will trigger the token issue process. See Procedure: Issuing tokens following an amend user task on page 55. Notify the user of the temporary password. See Procedure: Reset a user password on page 81 Your users may not see the changes effected by this task until the next time they sign in. Using Administration Page 117 of 155

118 Local and super administrators Corporate Online allows administrators to be designated as super or local. Local administrators are restricted to working with those offices assigned to them. Local administrators cannot alter the administration status of any administrators. Administration tasks created by a local administrator must be authorised either by a super administrator or by a local administrator with at least the same access as them. The following table highlights the different capabilities of the two roles: Using Super Administrators can Local Administrators can Manage > Organisations Manage > Offices Manage > Users Amend Daily channel limit 1. Create new offices (including nomination of office billing accounts) 2. Delete offices 3. To existing offices: assign/remove accounts and services add, delete or amend account groups add or delete applications. 1. Create new users including Administrators 2. Delete users 3. To existing users (including yourself): upgrade existing user to Administrator assign/remove access to a feature amend authority levels amend authorisation limits assign/remove access to an office assign/remove access to an account, service, or group within any office change local administrators to super (and super to local) grant local administrators access to any office reset password reset security keyword lock and unlock enable tokens Amend Daily Channel limit not applicable local administrators do not see this item in their menu 1. Create new users 2. Delete users 3. To existing users (including yourself): assign/remove access to a feature amend authority levels amend authorisation limits. assign/remove access to those offices the administrator has access to assign/remove access to any account, service, or group within offices the user already has access to reset password reset security keyword lock and unlock enable tokens Using Administration Page 118 of 155

119 Using Super Administrators can Local Administrators can Manage > Accounts Manage > Payment services Manage > Receipt Services Manage > Billing Statements 1. Add an account held with Westpac Australia to your Corporate Online service 2. Modify account descriptions 3. Enable account segmentation on an account 4. Add or remove any account to or from any account group 5. Assign or remove access to any account to any user (with access to Payments) for use as a payment account. 6. Manage the delivery method for bank account statements. 1. Assign or remove access to any payment service to any user (with access to Payments) 1. Assign or remove access to any receipt service to any user (with access to Receipts) 2. Modify service descriptions 1. Assign or remove user access to any billing statement 2. Change delivery options for any billing statement 3. Modify statement descriptions 1. Add an account held with Westpac Australia to your Corporate Online service 2. Add or remove any account to or from an existing account group within an office the administrator has access to 3. Assign or remove access to accounts within offices the administrator has access to, to users that have existing access to a payment account within an office the administrator has access to 2. Assign or remove access to payment services within offices the administrator has access to, to users that have existing access to an import service within an office the administrator has access to. 1. Assign or remove access to receipt services within offices the administrator has access to, to users that have existing access to an receipt service within an office the administrator has access to. 1. Assign or remove user access to any billing statement Whilst administrators may create tasks that amend their own access, remember that those tasks must be authorised according to your organisation s Administration authorisation model. Local and super views Manage organisations Most of the screens used to assign things such as offices, groups, accounts and services display different items depending on whether you are a super administrator or a local administrator (and which offices you have access to). If any administrator can see an item, they can assign or un-assign it. The following topics highlight the differences between what a super administrator and what a local administrator will see. For information on using the screen, see the procedure topics. Manage organisations allows administrators to amend an organisations daily channel limit (see Procedure: Amending you Daily channel limit on page 3) Using Administration Page 119 of 155

120 Manage offices Manage users Manage offices allows administrators to create, amend and delete offices (see Procedure: Creating an office on page 30, Procedure: Amending an office on page 40, and Procedure: Deleting an office on page 43). Only super administrators can access the manage offices screens. Manage users allows administrators to create, amend and delete users (see Procedure: Creating a user on page 46, Procedure: Amending a user on page 51, and Procedure: Deleting a user on page 56). All Manage user screens show only those offices (and the groups, accounts, and services within those offices) that BOTH the user has been assigned AND that the administrator also has administration access to. Thus, super administrators see the user s full access, local administrators see only the access the user has in the offices the local administrator has administration access to. Manage users Assign offices screen Super administrator view Super administrators see all offices. For example: Local administrator view Local administrators see only those offices they have access to. For example, this is the view of a local administrator with access to the Bed Imports office. Manage users Choose account groups screen Super administrator view Super administrators see all valid account groups for all offices that this user has access to. Using Administration Page 120 of 155

121 Local administrator view Local administrators see only those account groups for offices that BOTH this user has access to AND the local administrator has access to (which may be no account groups at all if the user has access to different offices from the administrator). For example, this is the view of a local administrator with administrator access to the Bed Imports office. The user s access to the Porridge Shop groups is hidden from the local administrator. Manage users Choose receipt services screen Super administrator view Super administrators see all valid service/office pairs available for those offices that the user has access to. Local administrator view Local administrators see all the valid service/office pairs available for those offices that BOTH the user has access to AND the local administrator has administrator access to (which may be none if the user has access to different offices from the administrator) Manage users Choose payment accounts screen Using Administration Page 121 of 155

122 Super administrator view Super administrators see all valid account/office pairs available for those offices that the user has access to. Local administrator view Local administrators see all the valid account/office pairs available for those offices that BOTH the user has access to AND the local administrator has administrator access to (which may be none if the user has access to different offices from the administrator) Manage users Choose payment services screen The Choose payment service user screen works the same way as the Choose receipt user screen above (see Manage users Choose receipt services screen on page 121). Manage accounts Super administrators see all service/office pairs for the offices the user has access to. Local administrators see only those pairs for offices they themselves have administrator access to. Manage accounts allows administrators to amend the access to a selected account (see Procedure: Amending access to an account on page 95). Manage accounts: Assign an account to groups Super administrator view Super administrators see all valid account groups (in the account s currency) for all offices. Using Administration Page 122 of 155

123 Local administrator view Local administrators see only those account groups (in the specified account s currency) they have access to. If this account is not currently assigned to any group in an office the local administrator has access to, Corporate Online will not allow the local administrator to access this screen. For example, this is the view of a local administrator with administrator access to the Bed Imports office, which contains only one AUD account group. Manage accounts: Choose Online Payments users Super administrator view Super administrators see all the valid user/office pairs available for Payments, which includes pairs where the user has access to Payments AND the office has access to Payments AND the user has access to the office. For example: Bed Imports and Porridge Shop both have access to Payments. Local administrator view Linda Flint has access to Payments, both offices, and [currently] this account via one office (Porridge Shop) but not the other (Bed Imports) Emily Howard has access to Payments, both offices, but not this account [currently]. Local administrators see all user/office pairs for the office they have access to, provided that office has access to Payments. If there are no users that currently have access to both Payments and this office, Corporate Online will not allow the local administrator to access this screen. Using Administration Page 123 of 155

124 For example, this is the view of a local administrator with administrator access to the Bed Imports office. Vicki is [currently] the only user with access to this payment account via this office. Manage payment services Manage payment services allows administrators to amend the access to a selected service (see Procedure: Amending access to a payment service on page 104). Manage payment services: Choose Online Payments users Super administrator view Super administrators see all the valid user/office pairs available for imports and funds transfers, which includes pairs where the user has access to an import or commercial cards feature AND the office has access to Payments AND the user has access to the office. For example: Bed Imports and Porridge Shop both have access to Payments. Local administrator view Linda Flint has access to Import files, both offices, and [currently] this service in one office. Emily Howard has access to Import files and both offices. Local administrators see all user/office pairs for the office they have access to, provided that office has access to Payments. If there are no users that currently have access to both an import feature and this office, Corporate Online will not allow the local administrator to access this screen. For example, this is the view of a local administrator with administrator access to the Bed Imports office. Both users have access to this office and an Import service, but only Linda Flint [currently] has access to this service in this office. Using Administration Page 124 of 155

125 Manage receipt services Manage receipt services: The Choose Online Receipts user screen works the same way as the Choose Online Payments user screen above, except that the user/office pairs combine users with access to Receipts and the offices with Receipts that they have access to. Manage billing statements Manage billing statements allows administrators to amend the access and delivery options of a selected billing statement (see Procedure: Amending access to a billing statement on page 100). As the billing statements functionality does not use the concept of an office, the Manage billing statements screens work the same way for both Local and Super administrators. Local and super task authorisation Corporate Online places a number of restrictions on what tasks a local administrator can authorise. The emphasis is not on what is in the task, but on who created it and, if it is partially authorised, who first authorised it. All of Corporate Online s usual workflow restrictions also apply (in addition to the local/super restrictions). These include: a user cannot authorise tasks they do not have access to, so local administrators cannot authorise office tasks authorisers must match the organisation s security models. In order to authorise a task, an administrator must have at least the same administrator access as the administrator who created the task. Some examples: A super administrator can authorise tasks created by another super administrator A super administrator can authorise tasks created by a local administrator Using Administration Page 125 of 155

126 A local administrator with exactly the same offices can authorise tasks created by another local administrator A local administrator can authorise tasks created by a local administrator with a fewer offices, provided the authoriser has all of the offices the creator has A local administrator cannot authorise tasks created by a super administrator (even if those tasks affect only the local s office) A local administrator cannot authorise tasks if those tasks were created by a local administrator with different offices to theirs. Using Administration Page 126 of 155

127 A local administrator cannot authorise tasks if those tasks were created by a local administrator with access to more offices than they have. Using Administration Page 127 of 155

128 Reporting Administration reporting allows you to create reports on entities in your administration setup such as offices, users, accounts, and even your organisation. Pending tasks that have not been fully authorised are not included in reports. Before creating and viewing reports, it may be beneficial to review Introducing Corporate Online setups on page 7. After you create a report (Reporting on page 130), Corporate Online delivers it for viewing ( Procedure: Viewing, printing and saving a report on page 131). The report remains available for the retention period set when the report was created. Corporate Online delivers reports as PDF (Adobe Portable Document Format) files and/or Comma Separated values (CSV) for printing, saving to a local or network drive, or ing. Once a report leaves Corporate Online, you will be responsible for its safe keeping and data integrity. What reports are available? The following summarises the reports available in Administration: Entity Reports available What s in the report? Formats Organisati on Active profile Details the active profile (setup) of your organisation, including lists of accounts, import services, and receipt services. It also details the features, authorisation models and user roles available for each application along with the password expiry timeframe for all the users. Useful for reviewing your setup before making amendments PDF Office Active profile Details the active profile (setup) of each office selected, including applications, account groups, payment accounts, import services, receipt services, and FX options. PDF or CSV List of active offices Lists offices setup for your organisation PDF List of office users Lists each user and the authority level they have in each application assigned to the office. Useful for reviewing who has access to what, and how many users there are in each role for an application (e.g. for diagnosing setup issues) PDF User Active profile Details the active profile (setup) of each user selected, including offices, applications, features, authority levels, limits, and currencies. PDF or CSV Using Administration Page 128 of 155

129 Entity Reports available What s in the report? Formats List of active users Lists all active users, including their customer numbers, token number, token expiry, session timeout and date of last access. PDF List of inactive users Lists users who have not accessed Corporate Online for the period chosen. Useful for reviewing users who are incurring fees but may not need access PDF List of active users - profile summary Summarises the authorisation options and user roles for each application and lists each user and the authority level they have in each application. Useful for reviewing who has access to what, and how many users you have in each role in each application (e.g. for diagnosing setup issues) PDF User activity Details the time, date and nature of the activities performed by the selected users in the selected applications for the selected date range up to 2 years. A maximum of 50,000 records can be included. Useful for auditing activity in applications PDF or CSV Account Active profile Lists which account groups the selected accounts belong to and which user/office pairs have access to the selected accounts for payments. Useful for reviewing account access at the organisation level PDF List of active accounts Lists all active accounts, how many accounts groups they belong to, how many payments users have access to them, and if accounts and/or payments access are enabled for each account. PDF Payment service Active profile Lists all user/office pairs that have access to the selected payment services PDF List of active services Lists all active services and how many users have access to each of them PDF Receipt service Active profile Lists all user/office pairs that have access to the selected receipt services PDF List of active services Lists all active services and how many users have access to each of them PDF Using Administration Page 129 of 155

130 Procedure: Creating a report Use this procedure to create a report All users with access to Administration can perform this procedure. Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Reports. Corporate Online displays the Manage reports List of generated reports screen. 2. Click Create report Corporate Online displays Create new report screen. 3. Enter the details for the report you want to create Field Entity Notes Select the entity to report on, then click Go. Corporate Online takes a moment to update the screen. Report Select the report to create for this entity, then click Go. Corporate Online takes a moment to update the screen. Report format Retention period Period of inactivity Date range Sort order/by Select the format you want for this report (where available) Select the period you want this report to be retained and available in Corporate Online. For a list of inactive users report, set the period to report on. For a user activity report, use the calendar to set the date range to report on up to 2 years into the past. Select the details of how you want the data in the report to be sorted. Using Administration Page 130 of 155

131 then click Continue or if this is the last step in creating the report click Submit. If the Continue button is greyed out, you haven t selected an entity and a report. You need to the click the Go button after making each selection. 4. Depending on the type of report chosen, Corporate Online may display some additional screens to allow you to choose what you are reporting on. For example: For each Choose screen displayed: (a) Assign the items you want to report on (see Working with assignment lists on page 136). (b) Click the Submit button. Corporate Online displays a Report confirmation screen. For example: 5. Click OK. Corporate Online processes the report and makes it available on the List of generated reports screen as soon as possible. The report will remain available on that screen for the retention period selected. Procedure: Viewing, printing and saving a report Use this procedure to view and optionally download a report you have created (see Procedure: Creating a report on page 130). All users with access to Administration can perform this procedure. Using Administration Page 131 of 155

132 Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Reports. Corporate Online displays the Manage reports List of generated reports screen. For example: 2. If required, set search criteria for the list of reports to display, then click Update list. Corporate Online displays a list of reports that match the search criteria. For example: 3. Click on a report and details link. For example: Corporate Online displays the report in the selected format to view, print or save. Procedure: Deleting a report Use this procedure to delete a report you no longer need. All users with access to Administration can perform this procedure. Start from anywhere in the Administration application: 1. From the left-hand navigation menu, select Administration > Manage > Reports. Corporate Online displays the Manage reports List of generated reports screen. 2. Select the report to delete then click Delete report. Using Administration Page 132 of 155

133 Corporate Online asks you to confirm you want to delete the report. 3. Click OK on the confirmation dialog. Corporate Online deletes the report. Using Administration Page 133 of 155

134 Basic Skills: Administration This section introduces some of the basic skills that apply to many of the screens you will encounter when working with tasks in Administration. Searching and sorting a list Many of the Administration screens that display lists include search and sort fields. Use these fields to find particular results for the screen you are using. For example: The search and sort options are different for each screen, but using them is always the same. To search for results: (a) Click on a radio button to select the type of search. For example: (b) Enter the search criteria in the corresponding field. For example: Enter all or part of a criterion. (c) Click Update list. Corporate Online displays a list of results. If no results are displayed, try again, or choose to display all. To sort results: (a) Click the column header label that represents the order you want to sort by. For example: Corporate Online orders the list of results according to your criteria. Using Administration Page 134 of 155

135 Navigating a list screen using the grey navigation links When Corporate Online displays lists of things (e.g. tasks), it does so in blocks of up to 20 items. At the bottom of such lists is a grey band containing the links that allow you to navigate through the items in the list. For example: If a link cannot be used, it is greyed out. For example, if Corporate Online is displaying the first 20 transactions in the list, Start of list and Previous tasks are greyed out. If there are 20 or fewer transactions in the list, the grey bar does not appear. To navigate a list: Click on a navigation link. For example: Corporate Online redisplays this screen with the selected part of the list. Working with a task Everything in Administration is done with tasks. All tasks have a summary screen that differs only in the specific sub-tasks that make up the task. For some background information on tasks, sub-tasks and how they work, see Administration tasks and workflows, on page 22. Use the summary screen to access the sub-tasks. For example: To amend a sub-task: (a) Select the sub-task. (b) Click on Amend. Corporate Online displays the sub-task screen. Using Administration Page 135 of 155

136 (c) When you have completed your work on the sub-task, click Continue. To amend a sub-task using the menu: There is an alternative way of accessing a sub-task. (a) Click the sub-task link in the left-hand navigation menu. For example: Corporate Online displays the sub-task screen. (b) When you have completed your work on the sub-task, click Continue. To view sub-task before and after details: (a) Click a sub-task link. Corporate Online pops up a print preview window, which shows a before and after view of the proposed change. (b) Click the preview window s Close link. To review task summary information: Use the detailed audit link, and Print-preview button to review the task summary information (see Working with a task summary on page 138). Working with assignment lists Many of the Administration sub-tasks assign access to parts of your organisation s Corporate Online setup using a screen containing two panes. For example: The pane on the left contains the items not assigned. The pane on the right contains a list of items that will be assigned once the task is fully authorised. Using Administration Page 136 of 155

137 To amend the items assigned, perform one or more of the following actions: To add ONE item: (a) Select the item from the left-hand pane by clicking it (click either the name or the check box). For example: (b) Click the Add button. Corporate Online assigns the item, moving it from the left-hand pane to the right-hand pane. To remove ONE item: (a) Select the item from the right-hand pane by clicking it (click either the name or the check box). For example: (b) Click Remove. Corporate Online un-assigns the item, moving it from the right-hand to the left-hand pane. To add or remove SEVERAL items: (a) Select several items by holding down the Ctrl key and clicking each item you want to select (click either the name or the check box). For example: Alternatively, select items listed together by clicking while holding down the Shift key. (b) Click either the Add or Remove button. or Corporate Online moves the items accordingly. To change the sort order: (a) Select either Ascending or Descending. (b) Select a sort order from the drop down list. For example: (c) Click Update list. Corporate Online reorders the list accordingly. Using Administration Page 137 of 155

138 To add all items (a) click Add all. Corporate Online moves all items to the right-hand pane. To remove all items: (a) click Remove all. Corporate Online moves all items to the left-hand pane. To review an item s details: (a) Select the item. (b) Click Details. Corporate Online displays the selected item s details in a Print preview style popup window. Remember no changes take affect in Administration until the task is fully authorised. Working with a task summary Task summary screens list the sub-tasks that make up the task. For example: For more information about sub-tasks, see Tasks and sub-tasks on page 23. To view the whole task: (a) Click Print preview. Corporate Online pops up a print preview window, which shows a before and after view of all of the proposed changes included in this amend user task. (b) Click the preview window s Close link. To view audit information: (a) Click the View detailed audit information link. Corporate Online pops up a print preview window, which shows a list of all auditable events and the users who performed them. (b) Click the preview window s Close link. Using Administration Page 138 of 155

139 To view sub-task before and after details: (a) Click a sub-task link. If the sub-task names are not underlined, this option is not available on this screen. Corporate Online pops up a print preview window, which shows a before and after view of the proposed change. (b) Click the preview window s Close link. Printing with Print preview in Administration Many of the screens in the Administration application include a Print preview button to allow you to preview then print the details displayed on the screen. To print: 1. Click Print preview. Corporate Online pops up a print preview window. For example: 2. Click Print this page. Your computer pops up a Print dialog. For example: 3. Make the appropriate printer selections and adjustments, then click the Print button. Your computer should now print the previewed information. 4. Click Close. Using Administration Page 139 of 155