Business Manager ACH and Tax Payment Services Guide Peoples Bank Customer Support

Transcription

1 Peoples Bank Business Manager ACH and Tax Payment Services Guide Peoples Bank Customer Support Revised 10/2011

2 Table of Contents Secure Token Registration... 3 Company Administrator s Process... 3 Secure Token Setup... 5 User s Process... 5 ACH... 6 Send Money ACH... 7 Copy ACH Template Edit ACH Template Enter an ACH Payment Request Delete an ACH Payment Request Import ACH Details into a Template ACH Send Money One Time Payment Request View ACH Payment/Collection History ACH File Upload Tax Payments Set Up a Federal or State Tax Payment Enter an ACH Federal or State Payment Request Scheduled Requests Edit a Scheduled Request Delete a Scheduled Request Edit a Request Schedule Delete a Request Schedule Approve a Request in Advance

3 Secure Token Registration Company Administrator s Process The Company Administrator is required to assign a token device to each user with approver rights. 1. In Business Manager, select User Administration from the Administration tab. User Administration 2. Click on the System access link for the user you are assigning a token to 3

4 System Access Edit 3. Enter the device serial number (located on the back of the token) and click Save Changes. 4. Return to User Administration and repeat steps 2 and 3 for all users that will approve ACH transactions and/or Wire transfers. 5. Once a token device serial number has been entered for all users who will approve ACH and/or Wire transactions, contact Peoples Bank at to finalize the token set up process. 4

5 Secure Token Setup User s Process Each user with Approver rights will be required to setup the token device that they were assigned by their Company Administrator before they will be able to approve transactions. 1. In Business Manager, select Secure Token Setup from the Administration tab. Secure Token Setup 2. Enter the code displayed on your token device 3. Enter PIN of your choosing (must contain 8 characters combination of letters and numbers) 4. Confirm PIN 5. Click Submit and the message You have successfully set up your secure token will display at the top of the Secure Token Setup page. Note: When ACH/Wire transactions are being approved, the approver will be required to enter a 14 digit passcode. The 14 digit passcode = 8 digit PIN + the 6 digit token code that is displayed on the token device at the time of the approval. 5

6 Notes 6

7 ACH The ACH service allows you to process ACH Payments, ACH Collections, and Federal and State Tax Payments. The ACH Payment service allows you to create one to many ACH transfers. You can define pay to accounts and ACH transfer templates. The ACH Collection service allows you to collect funds from various accounts and place them into one of your accounts at Peoples Bank. Note: The ACH Collection and ACH Payment processes are the same. The following instructions that are labeled for Send Money ACH also pertain to Collect money ACH activities. Send Money ACH 1. To Send Money via ACH transfer, click Send Money located in the ACH section of the Transfers and Payments page. Send Money ACH 2. To create a template, click the ACH Send Money Setup Add Template link. To send money without using a template, click the ACH Send Money One Time Payment Request link and refer to page 19 for details. 7

8 ACH Send Money Setup Add Template 3. Complete the following fields: Field Template Name Request Type Company name/id Template Description Debit Account Maximum Transfer Amount Description Name of ACH template, up to 20 characters Selected the type of ACH from the drop down menu Select ACH company name and ID from the drop down list Further identify the transactions included in the template, up to 10 characters The account the debit originating from Enter the maximum transfer amount, which is the maximum amount that any detailed transaction in the batch can be. 4. Click Continue. 8

9 ACH Send Money Setup Add Template Details 5. Complete the following fields for each credit/destination account: Field Description ABA/TRC Enter the American Banking Association (ABA) number or transit routing code (TRC) Account Enter appropriate account number Account type Select either CHECKING or SAVINGS Name Enter the account holder s name that should be credited Detail ID (optional) Enter an ID, which is an end user assigned identification number that defines the party being credited. For example if this is a payroll, the identification number might be the employee number. Default Amount (optional) Enter the appropriate default amount, which should be equal to less than the Maximum transfer amount. Additional Information (optional) Enter detail account addenda information. Tip: The Edit function will display once the ACH entry has been added. 6. For each additional destination account, click Add additional detail row and repeat step Click Save template. 9

10 ACH Payment Setup Confirmation 10

11 Copy ACH Template 1. To copy an existing ACH payment template, access the Send Money ACH page. Send Money ACH 2. Click the template name to be copied. ACH Send Money Setup View Template Details 3. Click the Copy template link. 11

12 ACH Send Money Setup Copy Template 4. Enter new Template name, and any necessary changes. 5. Click Save changes. ACH Send Money Setup Confirmation 12

13 Edit ACH Template 1. To edit an existing template, access the Send Money ACH page. 2. Click the template name to be edited. ACH Send Money Setup View Template Details 3. Click Edit template. 13

14 ACH Send Money Setup Edit Template 4. Complete necessary changes. Note: You can change the template information or the credit/destination account information. 5. Click Save changes. 14

15 Enter an ACH Payment Request 1. To enter an ACH payment request using a template, access the Send Money ACH page. Send Money ACH 2. Click the radio button to the left of the template name and click "Continue." ACH Send Money Request 15

16 3. Complete the following fields: Field Effective Date Control amount (optional) Amount Additional Information (optional) Description Accept the default or change the effective date of the transactions. Note: Effective date must be 2 days out. Enter the control amount for the transfer which is the expected total of all entered detail transaction amounts. Enter the transfer amount for each detail transaction. Enter detail account addenda information. 4. Click Continue. ACH Send Money Approve Verification 5. ACH transfers are to be approved by two separate users by default. Either of the following actions will send the ACH template to the approve/transmit queue. a. Click submit for approval if you do not have approval authority. b. Click Approve if you do have approval authority 16

17 6. Enter 14 digit Secure Token Passcode and click Continue Note: The Secure Token Passcode is made up of the 8 digit PIN + 6 digit token code ACH Send Money Approve Confirmation 7. An additional transmit approval is required to send the ACH transfer request. Approver #2 can do this by accessing ACH Transmit located in the ACH section of the Transfers and Payments page. 17

18 ACH Transmit Selection 8. Check the box(es) of the ACH transfer(s) that need to be approved. 9. Click Continue and enter Secure Token Passcode to approve transmitting the batch. 18

19 Delete an ACH Payment Request 1. To delete an ACH Payment request, access the ACH Transmit Selection page ACH Transmit Selection 2. Click the link for the name of the transfer request that you want to delete 19

20 ACH Transmit Detail 3. Click Delete request. ACH Transmit Delete Verification 20

21 4. Click Delete. ACH Transmit Selection 21

22 Import ACH Details into a Template 1. To import transaction details into a template, access the Send Money ACH page. 2. Click the template name which will receive the import information. 3. Click Edit template on the View Template Details page. ACH Send Money Setup Edit Template 4. Click Import Details File Import 22

23 5. Click the radio button to the left of the file definition to use for this file import and click "Continue." File Import File Selection 6. Click Browse to locate the file to import on your computer 7. Choose an Update option 8. Click Import file 23

24 File Import Confirmation To edit any transactions that were imported, return to the ACH Send Money Setup Edit Template page (see step 3 of this section). 24

25 ACH Send Money One Time Payment Request 1. To set up a one time ACH payment, access the Send Money ACH page Send Money ACH 2. Click ACH Send Money One Time Payment Request ACH Send Money One Time Request 25

26 3. Complete the fields as required Note: If a template name is entered, the template will be saved for future use. 4. Click Continue. ACH Send Money One Time Request Details 5. Enter payment details as required. 6. Click Continue 26

27 ACH Send Money Approve Verification 7. ACH transfers are to be approved by two separate users by default. Either of the following actions will send the ACH template to the approve/transmit queue. a. Click submit for approval if you do not have approval authority. b. Click Approve if you do have approval authority, and enter Secure Token Passcode. 8. An additional transmit approval is required to send the ACH transfer request. Approver #2 can do this by accessing ACH Transmit located in the ACH section of the Transfers and Payments page. 27

28 View ACH Payment/Collection History 1. To view history of ACH payments and/or collections, access the ACH History page located in the ACH section of the Transfers and Payments page 2. Choose the accounts for which you want to view history 3. Choose the date type: Effective date or Transmit date 4. Choose the date or date range 5. Click Generate report to display the ACH History Report 6. If necessary, click the account link of a submitted batch to display the ACH History Report Detail page to review transaction details. 28

29 Notes 29

30 ACH File Upload 1. The ACH File Upload page located in the ACH section of the Transfers and Payments page. To upload NACHA compatible files to Peoples Bank, select the file by browsing and then click Upload file. ACH File Upload 2. During the upload, the system verifies that the file is a properly formatted NACHA file. Validation of the file ensures: a. Transaction values for each batch with the file are correct b. The sum of the batch subtotals match the file s grand total c. The Originator ID in the file matches the Originator ID established for the company ACH File Upload Confirmation 3. Once uploading is complete a confirmation page will display with the status of the file. 30

31 ACH File Upload Status 4. Successfully verified files will be displayed in the ACH file upload transmit queue where 2 users are required, by default, to approve the file for transmission. ACH File Upload Transmit Selection 5. To approve a file, click the radio button to the left of the file name and click Continue 6. The ACH File Upload Transmit Verification page is displayed a. Click Transmit to approve the file; enter secure token passcode; click Continue b. Click the Change Selections link to change the file that you have selected 7. When a file is successfully transmitted or approved, the ACH File Upload Transmit Confirmation page is displayed. 31

32 Notes 32

33 Tax Payments The Federal and State Tax Payment service allows you to manage the origination of the Federal and State tax payments. To submit payments in compliance with the Electronic Federal Tax Payment System (EFTPS) program, all taxpayers must first enroll in the EFTPS program with the IRS. For additional information on the IRS EFTPS program, go to Set Up a Federal or State Tax Payment 1. To set up a tax payment, access the Send Money ACH page located in the ACH section of the Transfers and Payments page. Send Money ACH 2. Click the click the ACH Send Money Setup Add Template link 33

34 ACH Send Money Setup Add Template 3. Complete the following fields: Field Template Name Request Type Company name/id Template Description Debit Account Maximum Transfer Amount Description Name of ACH template, up to 20 characters Selected the type of ACH from the drop down menu Select ACH company name and ID from the drop down list Further identify the transactions included in the template, up to 10 characters The account the debit originating from Enter the maximum transfer amount, which is the maximum amount that any detailed transaction in the batch can be. 4. Click Continue 34

35 ACH Send Money Setup Add Template Details 5. Complete the following fields: Field ABA/TRC Account Number Account Type EIN Select Tax Type Description The receiving institution s Routing Number The receiving account is established by the IRS for EFTPS tax payments and by the Washington State Treasury Department for State Tax payments. The receiving account type: Checking or Savings This is the 9 digit tax identification number as assigned by the taxing authority. The number is to entered without dashes Click the Select Tax Type link and select the appropriate code. 6. Click Save template. 35

36 Enter an ACH Federal or State Payment Request 1. To enter an ACH payment request using the EFTPS or State template, access the Send Money ACH page. Send Money ACH 2. Click the radio button to the left of the FTPS or State template name and click "Continue." 36

37 ACH Send Money Request 3. Complete the following fields: Field ABA/TRC Account Number Account Type EIN Select Tax Type Description The receiving institution s Routing Number The receiving account is established by the IRS for EFTPS tax payments and by the Washington State Treasury Department for State Tax payments. The receiving account type: Checking or Savings This is the 9 digit tax identification number as assigned by the taxing authority. The number is to entered without dashes Click the Select Tax Type link and select the appropriate code. 4. Click Continue. 37

38 ACH Send Money Approve Verification 5. EFTPS and State ACH transfers only require a single approver by default. a. Click submit for approval if you do not have approval authority. b. Click Approve if you do have approval authority Note: If the Tax Payment was submitted for approval (NOT approved) the transaction will require approval before it can be sent. A user with Approver rights will need to access ACH Transmit located in the ACH section of the Transfers and Payments page and then Approve the transfer. 38

39 ACH Send Money Approve Confirmation 39

40 Notes 40

41 Scheduled Requests Use Next Scheduled Requests to view, edit, and delete your next scheduled requests or request schedules, and approve scheduled requests in advance. A schedule allows you to automatically generate and place a request in the transmit queue for approval based on a combination of frequency, duration, and start date. On the Send On date, requests that have all approvals are transmitted. Requests that require additional approvals are added to the transmit queue for approval. Requests can be scheduled for the following services: Book Transfer CCD Payment CCD Collection Deposit Account Reporting Saved Reports Express Transfer Funds Transfer Loan Payment PPD Collection PPD Payment Repetitive Wire Transfer Wire To access the Next Scheduled Requests page: 1. Click the Transfers and Payments tab. Note: The Next Scheduled Requests page can also be accessed from the Welcome page and from the Quick Links section of several request, transmit, and history pages. 2. Click the Next scheduled requests link under Scheduled Requests. 41

42 Next Scheduled Requests IMPORTANT NOTES: Non recurring ACH requests and current day, one time wire requests are not shown on this page. The Edit schedule link is not available for one time wire requests. The View request link is only available for ACH requests. Edit a Scheduled Request To edit a scheduled request: 1. On the Next Scheduled Requests page, click the Edit request link associated with the request. Note: The next instance of an ACH payment or collection request cannot be edited because the request is template based. Users with the Setup role can edit the template at any time to apply changes to the next instance of a scheduled ACH request. 2. On the Edit Request page, edit the request details, as needed. 3. Click Continue. 4. On the Edit Request Verification page, perform one of the following actions: Click Approve. The Edit Request Approval Confirmation page is displayed. Click Submit for approval. The Edit Request Submitted Confirmation page is displayed. 42

43 Delete a Scheduled Request To delete a scheduled request 1. On the Next Scheduled Requests page, click the Edit request link associated with the request. 2. Click the Delete request link 3. Click Delete. The Next Scheduled Requests page is displayed with a confirmation message that the request has been deleted. Edit a Request Schedule To edit a request schedule: IMPORTANT NOTES: The changes are applied to all requests associated with the schedule, including the next scheduled request. Editing a schedule requires re approval of the scheduled requests. Recurring ACH payment or collection request schedule details can only be edited through the Edit schedule link by the user who set up the recurring request. 1. On the Next Scheduled Requests page, click the Edit schedule link associated with the request. 2. Edit the schedule, as needed. 3. Click Continue. 4. Perform one of the following actions: Click Approve. The Edit Schedule Approval Confirmation page is displayed. Click Submit schedule. The Edit Schedule Submitted Confirmation page is displayed. Delete a Request Schedule To delete a request schedule: 1. On the Next Scheduled Requests page, click the Edit schedule link associated with the request. 2. Click the Delete schedule link. 3. Click Delete. The Next Scheduled Requests page is displayed with a confirmation message that the schedule has been deleted. 43

44 Approve a Request in Advance Approvals can be submitted in advance for scheduled requests for the following services: Book Transfer CCD Payment CCD Collection Express Transfer Funds Transfer Loan Payment One time Wire PPD Payment PPD Collection Template based Wire Note: Advance approval can be applied to the next scheduled request only and does not apply to any other requests governed by the request schedule. To provide advance request approval, you must: Be entitled to the service. Be entitled to the account used for the request and have the Allow Transmit privilege for the account. Have the Approval role. To submit an advance approval: 1. On the Next Scheduled Requests page, click the Approval Status link associated with the request. 2. Review the details of the request as needed and click Approve. If your company requires token authentication for ACH or Wire transaction approval, a Secure Token Passcode page is displayed on top of the verification page. Enter your passcode and then click Continue. After the request has been approved, it is stored in the system and then routed for processing on the appropriate date. 44

45 Notes 45