InBusiness Banking System Companion Guide to Business Banking Video Tutorials

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1 Banking System Companion Guide to Business Banking Video Tutorials Great Things Happen! Updated

2 Welcome to the InBusiness System The InBusiness System will help you efficiently and securely manage your business payment and information reporting needs. This user guide will provide an overview of the product as well as the details on the more advanced features and modules. Contents Online Banking Overview Account Summary Transfers Recurring Transfers User Administration Adding, Changing and Removing Users Resetting Passwords Account Permissions Wire Transfer Permissions Stop Payment Permissions ACH Permissions Federal Tax Payments Permissions Reconciliation Permissions Other Permissions ACH Update or Add Participants Maintain Batch Template Connect a Batch Template with Participants Submit an ACH Batch File for Processing Batch Approval NACHA Files Wire Set Up a Template Wire Template Approval Initiate a Wire Template One-Time Wire Transfers Approve a Wire Positive Pay Import a List of Issued Checks Entering Issued Checks Manually Decision Checks B Member FDIC

3 Online Banking Overview Login Each login requires three things: Company ID - the same for every user in your company User ID unique to each user User Password unique to each user Enter this information then click Login to continue. First-time users will be prompted to enter a security code, which will be sent via , text, or phone. Click the link of your text number, voice number, or address and the security code will be sent immediately. Enter the code in the One-time Passcode field then click Continue. This process will also be required if you are logging on from a new computer. Updated

4 Online Banking Overview Account Summary Following login, you are taken to the Account Summary screen, which lists every account that user has access to. Each account listing includes the most common information requested for that type of account, including type, account number and balance information. To see more detail, click on the highlighted Description of the account. The Account Details screen will display day-to-day transactions in your account. The default date range will be for yesterday and today. You can change this date range up to one year from the current date - by clicking on the calendar icon, or by simply typing in the dates you wish to review. Click Submit to proceed. Once your account details have populated, you can sort the transactions by clicking on the arrows next to each category heading, such as Date, Item Reference, Transaction or Description. Member FDIC

5 Online Banking Overview Click on the Advanced Search link for more search options including a specific amount or check number and the ability to filter transactions by choosing the categories you want displayed. If you have any checks which have cleared your account you will see the check number under the column marked Item Reference. The check number itself is a link which can be clicked to bring up an image of a check. This feature will work for a trailing six months of transaction data. At the bottom of the screen you ll find an option to export your data. You may export in several useful file types, including QuickBooks, Comma Delimited, and HTML. Choose the type of file by using the Select Export Format drop-down. Updated

6 Online Banking Overview Generate an estatement To view an estatement, choose Online Statements under the Account Activities & Reporting tab. Select the account you wish to view. From the next screen, select the statement to view from the list of available statements. Click Submit to view the statement. 4 Member FDIC

7 Online Banking Overview Transfers Under the Payments and Transfers tab, choose Add Transfer. To make a transfer choose the source or From Account, and the destination or To Account. Input the Amount you wish to transfer. The default Date is today s date. You can put a future banking date in this field if you d like. 4 Click Add. You ll see that your transfer has been entered into the Account Transfers queue. You can process up to 0 transfers simultaneously. Once you are done, click Submit. If you use today s date the transfers will post within a few minutes. If you choose a future date, they will process midmorning on that date. 4 5 Updated

8 Online Banking Overview Recurring Transfers Recurring Transfers can be set up under the Payments and Transfers tab. You can choose to have recurring transfers occur indefinitely, for a specific Number of Transfers or schedule an End Date. To update a recurring transfer or to modify a future-dated transfer, select Update Transfers under the Payments and Transfers tab. 4 If you woud like to receive an notification, enter your here. 4 6 Member FDIC

9 User Administration You may assign specific permissions to each user of InBusiness. Adding, Changing and Removing Users To begin, choose Add/Change/Remove Users under the Administration tab. If you have not yet added a user, a pop-up window will instruct you to enter information for a new user. Click OK to continue. If you have users already in your system, you may select the one you wish to edit using the Current User drop-down menu, or click on New to create a new user. In the User Name field enter your user s full name so you can identify them later. The User ID will be the login this user needs to access this site. All users will access the system with the same Company ID, but each User ID and User Password will be unique. 7 Updated

10 User Administration Create a temporary User Password for each user then reenter it in the box below to Confirm Password. Your password must: Contain at least 8 characters Not be more than 6 characters Contain at least or more alphabetic characters Contain at least or more numbers Contain or more of the following special characters:!@#$%^&*.()-?_;:,~=+/{}[] \ Enter the user s Address. The address is important, as this user will need to retrieve a temporary code sent to this on their first login. Remember that you will need to supply this User ID and Password to your new user. Setup One-time Passcode Options. Enter the user s original primary address and phone number in this section. Additional addresses or phone numbers for the user can be added if desired. After entering the new user information, click Update. Resetting Passwords If the user is locked out, click Unlock User (this button will only appear if the user is locked out). Once you have setup a user, it will be your responsibility to unlock or reset this user should they need it. Only administrative users for your company have this ability. The bank does not have the option to reset or unlock users on the site. The bank can only perform a reset for the super user. 8 Member FDIC

11 User Administration Account Permissions As the Super User or Administrative user you can assign permissions under the Account Permissions tab. Some of the checkboxes may be greyed out if these products or modules were not requested in the company contract. Permissions available Include: Account Reporting allows your user to see daily, real-time transactions on this account. Acct Transfer Credit allows your user to make an internal transfer between accounts to move funds into this account. Acct Transfer Debit allows for transfers which take funds from this account. The NSF Account Transfer feature is currently not in use. The Wire Transfer, Stop Payments, ACH, and Federal Tax Payments options require additional permissions. Scroll down to the permissions box for each of these options. Recon Exceptions allows your user to make decisions on Positive Pay exception items. Recon Issues allows the user to submit issued items for use in our Positive Pay program. Account Statement - this field is not active. Online statement permission is discussed on page. 9 Updated

12 User Administration Wire Transfer Permissions If you gave your user Wire Transfer permissions, you must select additional rights. Initiate Template allows the user to send a wire using a previously approved wire template. This is useful for repetitive wires. Initiate Freeform allows the user to send a wire without using a previously approved template. This option will be used for one-time wires. Template Maintenance allows the user to create or edit a Wire template. Incoming Wires allows the user to see the details on a wire posting to your account. Investigation Request allows the user to request information on a wire. Foreign Exchange Rates allows access to the screen which shows exchange rates for the foreign currencies which we allow wires to be sent in. Initiate Group allows the user to send multiple wires associated as a group template. Approval allows the user to approve a wire which has already been initiated. Template Group Maintenance allows the user to create a group template to send multiple wires at one time. Suppress Approval Request disables notification for the user when a wire has been initiated and must be approved. Suppress Incoming Notification disables sent to the user regarding incoming wires. If you have given the user initiation permission, you must fill in the Daily Limit and Transaction Limit boxes. If you have given the user approval permission, you must fill in the Daily Approval Limit and Transaction Approval Limit boxes. 0 Member FDIC

13 User Administration Stop Payment Permissions If you selected Stop Payments in account permissions you will also need to check both of these boxes. ACH Permissions If you gave your user ACH permissions, you must select additional rights. Participant Maintenance allows the user to setup individual participants to receive your ACH transfer. ACH Approval allows the user to approve initiated ACH batches. Batch Template Maintenance allows the user to create an ACH template Assign Participant to Batch allows the user to link participants to an ACH batch template Suppress Approval Request prevents the user from receiving a notification for each ACH batch which is initiated. Initiate Batch allows the user to send a completed ACH batch for approval. Import ACH Data allows the user to upload a customer ACH data file which can be mapped to build an ACH batch. Send ACH File allows the user to upload and submit a NACHA formatted ACH file for processing. You must assign Daily Activity and Per Batch limits based on which permissions you assigned the user. The limits are broken down by Credits and Debits as well as by Initiation and/or Approval. Updated

14 User Administration Federal Tax Payments Permissions For Federal tax payments, you must assign your user permission to initiate tax payments, to approve tax payments or both. You may also allow the user to Suppress Notifications which are sent whenever a tax payment is initiated. You must assign the user a Daily Limit and Transaction Limit for Initiation and Approval based on which level of access you assigned to them. Reconciliation Permissions If you assigned your user Reconciliation service access for Positive Pay, you must select additional permissions. Issues Register Input allows the user to manually input an issued check. Issues Register allows the user to view issued items previously uploaded to the site. Exceptions Processing allows the user to make decisions on exception items identified by Positive Pay. Suppress Issues Notification prevents the user from getting confirmation for the upload, or entry of issued items. File Upload allows the user to import a Positive Pay data file for issued items Suppress Exceptions Notification prevents the user from getting notice for exception items. Member FDIC

15 User Administration Other Permissions If you wish to make your user an Administrator, check the box under the Administration section. A User Administrator has the ability to access this screen on their own login. This allows them to setup and edit other Users. They will not be able to edit the profile for themselves, the Super User, or other Administrator Users. Only a Super User can designate an Administrative User. An Administrative User will have the ability to reset passwords for other non-administrative users. The Account Reporting and Account Transfer sections will be checked automatically if you selected the corresponding options under the account permissions section. Additional Services Check the Online Statements box to give this user access to account statements for all accounts permitted to this user. Check the ipay Bill Payment box if you wish to give this user access to Bill Pay. You can assign specific permissions within the Bill Pay site. 4 The final step is to click the Add button at the bottom of the screen for a new user or the Update button for changes to an existing user. 4 Updated

16 ACH Using ACH batch files is the most efficient way to process a large number of transactions. This section will cover the ACH functions of InBusiness, including how to create an ACH batch file as well as how to upload a NACHA file for processing. Update or Add Participants Under the Payments and Transfers tab, select Maintain Participant. Here you will create the individual participants that are part of your ACH Batch. Participants are the receivers of an ACH transaction. They are considered receivers both if you are sending money to them or taking money from their account. If you ve already created participants you will be able to select them under the Select Participant drop-down to make and changes. 4 Member FDIC

17 ACH New receiver information will be entered in the Add Participant section. You may to enter up to three new participants at a time under the Add Participants section. The Participant ID is your own internal reference to this person or business to help you look them up later. The Participant Name should match the name on the account of the receiver of the ACH. Fill in the Routing Number and Account Number in the appropriate fields. The Amount field will be left blank if your file will have different amounts each time you process it. If this will be a recurring ACH for the same amount, put the amount in this field. Choose the Transaction Type you want associated with this participant. A Prenote is a test ACH transaction which must be for a zero dollar amount. This allows you to send a test file ahead of the real transaction to see if you have the correct routing and account numbers before you send live money through. To send a Prenote the first time you use this participant, check the box. Remember that if you choose to send a Prenote, you must wait 6 business days before you can initiate the live money transaction. Addenda allows you to add a note or memo to a transaction. As with the amount, it is best to leave this blank if you plan to update this with each batch you send. Be aware that many banks will not forward this information to the receiver unless they have specifically requested it. Ending Date allows you to assign a specific day that a participant will cease to work. If you try to use this participant after this date, the site will prevent them from being part of your batch. Click Add to create a new participant. Click Update to save changes to an existing participant. 5 Updated

18 ACH Maintain Batch Template After adding participants, you will define the parameters of an ACH batch template by selecting Maintain Batch Template under the Payments & Transfers tab. If you already have templates created, you can choose one to edit using the Select Template drop-down. Click Add New to create a new template. Create a Template Name. The Template Description will be part of the transaction description that your receiver sees on their account. This should explain the type of transaction, for example: Payroll, Insurance Premiums, etc. Choose your ACH Batch Class based on the type of file you are creating. Select PPD - Personal Payments for individuals or CCD - Corporate Payments for business-to-business transactions. Select the correct ACH ID from the drop-down for the account you are using to process your ACH. The description of this ID will also be a part of the transaction description your receiver sees on their account. Create Offsetting Transaction will be checked by default. Choose which of your accounts you wish to use for this ACH using the Offset Account drop-down. Whether your account is debited or credited will be decided based on the Transaction Type you chose for your participants. The participants will be linked to the template in the next step. 6 Member FDIC

19 ACH Connect a Batch Template with Participants This step will link together the previous two steps (Add Participants and Maintain Batch Template). Under the Payments & Transfers tab, select Assign Participant to Batch. Choose the template you wish to work with using the Template Name drop-down. Select all the Participants you wish to associate with that template by checking the boxes. You will also have the option to Select All participants available for a given template. 4 Click Update to save your changes. 4 7 Updated

20 ACH Submit an ACH Batch File for Processing Under the Payments & Transfers tab, select Initiate Batch. Select the Template Name from the drop-down and you will see a list of the participants you associated with this template (Connect a Batch Template with Participants). Choose the desired Effective Date for your file. Remember that this date must be at least the next business day which excludes federal holidays and weekends. If you wish to hold a participant so they are not sent with this particular batch, check the box beside that participant s name in the Hold column. They will remain a part of this template, but will not be included in this particular file. Fill in the Amount field. This field will initially show zero unless you entered an amount during the participant setup. If you wish to send a prenote file, you may check the Prenote box, but remember that the amount must be zero for a prenote. An optional addendum can be added in the Addenda field. If you have many amounts or addenda to input and you wish to save your work along the way, click the Save button. This will allow you to pick up where you left off in case the site times out or if you need to sign back in later. 4 Click Initiate to complete the process. 4 8 Member FDIC

21 ACH Batch Approval For those using our recommended Dual Control procedures, this next step must be completed by a separate user. To approve a file, select Approve/View ACH Activity under the Payments and Transfers tab. This will bring up any pending files in the ACH Batches Pending Approval section. Click on the magnifying glass icon to view Details of the file. It is recommended that you print or save this document for every file you process. To approve the file, check the box in the Select column then click Approve. A pop-up window will appear, prompting you to enter the Security Code from your Go ID token. Press the button on your token to obtain the latest code and enter it in the Security Code field. 4 Click the Approve button to complete your ACH batch. 4 9 Updated

22 ACH NACHA Files If you wish to upload a NACHA formatted ACH file, first make sure your file conforms to our specifications. Please contact us with questions on our specifications. To import a NACHA file, select Send ACH File under the Payments and Transfers tab. Click the Browse button to locate the file on your computer, then click Upload. As with an ACH Template, this may need to be approved by a second user. See previous page for ACH Template approval. 0 Member FDIC

23 Wire This section will cover the Wire functions of InBusiness, including instructions on how to initiate and approve a wire. There are two ways to send a wire on InBusiness. A predesigned template may be used for recurring wires. One-time wires can be created by using a freeform template. Set Up a Template To set up a recurring wire, create a wire template. Under the Payments and Transfers tab, select Maintain Template. Any existing templates will be shown under the Select Template drop-down. To create a new template, click Add New. Create and enter a name in the Template Name field. Select the account you wish to have the funds come from using the Debit Account drop-down. Fill in the Amount field. This field may be left blank if you plan to change the amount with each wire you send. Select the type of Currency you wish to use from the drop-down menu. You can add an optional memo line under Message to Beneficiary. Leave this field blank if you plan to change the memo with each wire you send. All starred fields within the Beneficiary Information section must be filled in. It is a good practice to enter as much information as you have about the receiver of your wire. Updated

24 Wire Continued on Next Page 4 Set Up a Template Continued 4 If your wiring instructions include either a receiving bank or intermediary bank, click the + sign beside Receiving and Intermediary Bank Information to expand the page and fill in the necessary fields. 5 Click Add to complete your template. Wire Template Approval Wire templates themselves must be approved before they can be initiated. For those using our recommended dual control procedures, this means another user must log in to approve the template. 5 To approve a template, select Approve Template under the Payments and Transfers tab. Select the template by checking the box in the Select column then click Approve. This approval will not require your Go ID security token. Member FDIC

25 Wire Initiate a Wire Template Once the template is approved you may initiate the wire template. Select Initiate Template under the Payments and Transfers tab. Choose the template you want to process using the Template Name drop-down menu. Update the Amount field. Change the Value Date field if necessary. Add a Message to Beneficiary if desired. Click Initiate to proceed. 4 If you have left the Message to Beneficiary field blank, the site will generate a pop-up window to remind you. Click OK to leave the message blank. 5 A pop-up window will appear with an overview of your wire instructions. Click Submit once you ve confirmed that the information is correct. The site will then remind you that the wire will stay in a pending status until approved. 4 5 Updated

26 Wire One-Time Wire Transfers If you wish to send a wire just once, and don t want to save your details in a template, select Initiate Freeform under the Payments and Transfers tab. Using the drop-down, choose the Debit Account from which you wish to send the wire. Enter the Amount in the field provided. Choose which Currency you wish to send the wire in using the drop-down. Choose the Value Date you want the wire to initiate and settle. Note that this must be a banking day, no Federal holidays or weekends. If you try to use today s date after our wire cutoff time, you will receive a notice that the day is invalid. Please contact us for information about wire cutoff times. You can add an optional Message to Beneficiary. 4 All starred fields within the Beneficiary Information section must be filled in. It is a good practice to enter as much information as you have about the receiver of your wire. 4 4 Continued on Next Page Member FDIC

27 Wire One-Time Wire Transfers Continued 5 If your wiring instructions include either a receiving bank or intermediary bank, click the + sign beside Receiving and Intermediary Bank Information to expand the page and fill in the necessary fields. 5 6 Click Initiate to complete the wire. 7 If you have left the Message to Beneficiary field blank, the site will generate a pop-up window to remind you. Click OK to leave the message blank. 8 A pop-up window will appear with an overview of your wire. Click Submit once you ve confirmed that the information is correct. The site will then remind you that the wire will remain in a pending status until approved Updated

28 Wire Approve a Wire For those using our recommended Dual Control procedures, this next step will need to be completed by a separate user. To approve a wire, select Approve/View Wire Activity under the Payments and Transfers tab. This will generate a list of Pending Wires. Click on the magnifying glass icon to view the Details of the file. It is recommended that you print or save this document for every file you process. To approve the wire, check the box in the Select column then click Approve. A pop-up window will appear, prompting you to enter the Security Code from your Go ID token. Press the button on your token to obtain the latest code and enter it in the Security Code field then click the Approve button to complete the wire. 6 Member FDIC

29 Positive Pay This section will cover the Positive Pay functions of InBusiness, including how to upload a check file, how to enter checks individually, how to view checks you have previously submitted, and how to make decisions on exception items. Import a List of Issued Checks To import a list of checks your business has issued, select Upload Issued Checks under the Account Activities & Reporting tab. We have three different formats which we can accept. For a copy of our specific formatting requirements, please contact your Treasury Management relationship manager. Choose the format you ve used to create your file under Type. Click Browse in the Select File section to locate the file on your computer, then click Upload. A pop-up window will appear confirming your upload. Please note, for security reasons the actual path won t be shown, you will instead see fake path preceding your file. Click Upload to continue. 4 A confirmation of the number of items you ve uploaded will appear in Reconciliation Upload File Status. This information will also include the Batch ID. 4 7 Updated

30 Positive Pay Entering Issued Checks Manually To enter checks manually, select Enter Issued Checks under the Account Activities & Reporting tab. Choose the account the check is drawn on using the Account Selection drop-down. Choose an Action from the four options. Reg/Add adds this check to your InBusiness Positive Pay register. This identifies it as a check you have written. Should this check attempt to clear your account and matches on check number and amount, our system will pass it through without notifying you. Reg/Del removes a check you have previously added to your register. Void/Add allows you to void a check you wrote, but do not wish to pay. A check you wish to stop payment on could be added as a void. Void/Del allows you to delete a void you ve added that you no longer want to be voided. If you wish to delete a void please TMSupport@rmbank.com to let them know you would like this item to pay. Enter the Issue Date. Enter the Check Number. Fill in the Amount field. Fill in the Payee field. 4 You can add an optional note about this item in the Additional Information field. 4 Click Add to Pending Issues to proceed. Continued on Next Page 8 Member FDIC

31 Positive Pay Entering Checks Manually Continued 5 You can add multiple issues and you will be able to see all the checks you ve added in the Pending Issues section. If you wish to save your progress, click Save at any time. 6 Give your batch a name under Batch Description. We suggest the date the checks were issued. 7 When you are finished adding checks, click Send. You will then see a confirmation of the batch. If you have submitted the batch after 7:00 a.m. Central Time, you will see a reminder that they will be added the next business day. Whether you import or manually enter your issued checks, you can view all of the issues in your Positive Pay Register by selecting View Issued Check Register under the Account Activities & Reporting tab Updated

32 Positive Pay Decision Checks If there are checks that try to clear your account that don t match what you have entered in the system, you will receive an notice. If you receive a notice about an exception for a check trying to clear your account, you can view the details by selecting Decision Positive Pay Exceptions under the Account Activities & Reporting tab. The default action for the item will be determined by your contract, however you have the option to choose whether to Pay, Return or Pay Adj. Required in the Action column. First check the box beside the item in the Select column, then select the desired Action. Click Send to complete the Decision. You must login before :00pm Central time. After that time we will handle all items according to the default action for the account. 0 Member FDIC

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