Online Banking Procedures
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- Gervase Lewis
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1 Table of Contents Online Banking Procedures Sign into Online Banking- No Token Sign into Online Banking- Token Change Account Nickname...5 Stop Payments New Stop Payments Viewing Stop Payments...8 Internal Transfer Creating an Internal Transfer Template Submitting an Internal Transfer...12 Wire Transfer Creating a Wire Template Processing a Wire using a Template Processing a New Wire Approving a Wire...21 ACH Origination Create ACH Template Edit ACH Template Create a new ACH File using a Template Processing ACH- NACHA formatted file Create New ACH File-Manual Entry Process New ACH File using previous file Approving ACH Origination Files Review Status of ACH File Changing an ACH File Deleting an ACH File Reversing an ACH File...43 Positive Pay Creating an Import Template Uploading Positive Pay File of 49 Online Banking Procedures
2 Online Banking Procedures 1.1 Sign into Online Banking- No Token 1. Go to Click on Login. 2. Change the drop down to Business. Enter your Access ID. Click Login. 3. Enter your password. Click Log In. 4. The first time you sign in, it will prompt you to change your password. Enter your temporary password beside Current Password. Enter a new password beside New Password and Confirm New Password. Click Submit. 2 of 49 Online Banking Procedures
3 1.2 Sign into Online Banking- Token Online Banking Procedures 1. Go to Click on Login. 2. Change the drop down to Business. Enter your Access ID. Click Login. 3. Enter your password. Click Log In. 4. The first time you sign in, it will prompt you to change your password. Enter your temporary password beside Current Password. Enter a new password beside New Password and Confirm New Password. Click Submit. 3 of 49 Online Banking Procedures
4 5. Complete the below fields. Enter the One Time Password last to prevent this from changing before you are finished. Token Serial Number: Enter the number on the back of the token One Time Password (skip until last): Press the button on the token to display 8 numbers. This is your one time password. Pin: Any 4 digits that you would like to use as a pin, each time you sign into your online banking Secret Question: Enter a Secret Question Secret Answer: Enter a Secret Answer 6. You will receive a confirmation message. 7. Log off of the Online banking. 8. Go to Click on Login. 4 of 49 Online Banking Procedures
5 9. Change the drop down to Business. Enter your Access ID. Click Login. 10. Your password will now be the one time password on your token followed by the 4 digit pin you selected. Click Login. 11. Click OK. 1.3 Change Account Nickname **In order to Change an Account Nickname, you must have Senior administrator access to the online banking** 5 of 49 Online Banking Procedures
6 1. Select Administration menu. Click on Accounts. 2. Under the Change column, select the icon beside the account nickname you would like to change. 3. Beside Nickname, enter the nickname you would like for this account. Click the Save icon. 4. You will receive a Success message. 6 of 49 Online Banking Procedures
7 Stop Payments 1.4 New Stop Payments 1. Select the Accounts menu. Click on the account you would like to enter a stop payment on. 2. Click on Stop Payments. 3. Under New Stop Payment, complete the information needed for the stop payment. Click Submit. 4. You will receive a confirmation number. 7 of 49 Online Banking Procedures
8 1.5 Viewing Stop Payments Online Banking Procedures 1. Select the Accounts menu. Click on the account you would like to view a stop payment on. 2. Click on Stop Payments. 3. Under Stop Payment Search, enter the information you would like to search. Click Submit. 4. All Stop Payments that match the criteria will be listed. 8 of 49 Online Banking Procedures
9 Internal Transfer 1.6 Creating an Internal Transfer Template 1. Under the Administration tab, select Add Template. 2. Beside Fund Transfer Type, select Internal. Click Submit. 3. Beside Transfer Description, enter the name you would like to give the template. 4. The Review Required drop down is optional. If you would like to limit access to this template to users with different security levels, you will select the appropriate option. If you do not want to limit access to specific security levels, leave as None. 9 of 49 Online Banking Procedures
10 5. Complete the From section by selecting the Account Nickname you would like the transfers to come out of. The remaining information in this section will automatically fill in. 6. Complete the To section by selecting the account the transfers should go into. The remaining information in this section will automatically fill in. 7. The Defaults section is optional. If you would like to set specific parameters for the transfer, like default amount, or minimum/maximum amount, you may enter this information here. 8. The Automatic Transfer section is optional. If you would like to set this transfer template up as recurring, you will select the Frequency you would like the transfer to occur. If you choose to use the recurring option, the transfer will begin when the first transfer is issued and will happen automatically after that. Beside Number of Remaining Transfers, enter the number of times you would like the transfer to take place. If you would like this transfer to have no expiration, enter 999 here. 10 of 49 Online Banking Procedures
11 9. Click Submit. The template is now created and ready to be assigned to the appropriate users. If you selected a recurring frequency, you will need to complete the remaining steps and then complete Section 1.5 Submitting an Internal Transfer, to begin the recurring transfer. 10. To assign the template to users, under Administration, select Change Fund Transfer Access. 11. Leave the radio button on All and click Submit. 12. This will bring up a list of users you can give access to this template. Select the user you would like by clicking on the name hyperlink. 11 of 49 Online Banking Procedures
12 13. A list of all available templates will show. Find the template you just created and change the drop down from No to Yes. Click Submit. **Remember, the above section has created the Transfer Template, but has not created a transfer. If you would like to transfer funds using this template, see Section 1.7 Submitting an Internal Transfer** 1.7 Submitting an Internal Transfer 1. Under Transfer Funds, on the Home page, select the Internal tab. 2. If you are using a transfer template, select the template name. If you are not, select Internal Transfer. 3. If you selected a transfer template the From Account and To Account will prefill. If you did not, select the From account and To account. 12 of 49 Online Banking Procedures
13 4. Enter the Amount of the transfer and the transfer date. If you would like, you may enter additional information in the Handling Instructions. Click Begin Transfer. 5. Confirm the information listed is correct and click Transfer Funds. 13 of 49 Online Banking Procedures
14 Wire Transfer 1.8 Creating a Wire Template 1. From the Online Banking home screen, select Administration and then Add Template. 2. In the Fund Transfer Type box, select Domestic or Foreign Wire. Click Submit. 3. This will bring up a blank template. Beside Transfer Description, add the Template name. This will not go out with the wire and is for your reference only. 14 of 49 Online Banking Procedures
15 4. In the From section, select which account you would like the wire to be debited from. This is the account that the wire will come out of each time you use this template. Once you select the correct account, the additional information will fill in automatically. 5. In the Automatic Transfers section, you can select a recurring frequency for this wire template to be sent. Often this field is not used since most wires are sent on a one time basis. 6. Under the Defaults section, you may enter default amounts and criteria for this template, if you wish. This is an optional field. 15 of 49 Online Banking Procedures
16 7. In the Receiver Information section, beside Institution Routing/Transit, you will enter the routing/aba number for the account receiving the funds. Beside Institution Name, you will enter the name of Financial Institution the account is held at. Beside Institution Address and Institution City, State and Zip, you will enter the address for the Financial Institution the account is held at. 8. The Beneficiary Information section is where you will input the information for the beneficiary of the wire. The Beneficiary Institution Routing/Transit, Beneficiary Institution, and Beneficiary Institution Address, will typically be the same information as the Receiver Information section. There are occasions where smaller financial intuitions use an Intermediary bank to handle their wires. When this happens there will be a routing number for the Receiving Institution and another for the Beneficiary Institution. When entering the Beneficiary s information, please enter a complete physical address. Missing addresses or PO Boxes will not be accepted. 9. Click Submit. This will add the template to your list of wire templates. You will now need to give yourself and others permission to use this template. 16 of 49 Online Banking Procedures
17 10. To assign the template to users, under Administration, select Change Fund Transfer Access. 11. Leave the radio button on All and click Submit. 12. This will bring up a list of users you can give access to this template. Select the user you would like by clicking on the name hyperlink. 13. A list of all available templates will show. Find the template you just created and change the drop down from No to Yes. Click Submit. **Remember, the above section has created the Wire Template, but has not created a Wire. If you would like to Wire funds using this template, see Section 1.9 Processing A Wire using a Template** 17 of 49 Online Banking Procedures
18 1.9 Processing a Wire using a Template 1. Under Transfer Funds on the right hand side of the page, select the Wire Tab. 2. In the Template drop down, select the Template name you would like to use. Enter the Amount of the wire and the date you would like it send. Click Begin Transfer. 18 of 49 Online Banking Procedures
19 3. Review the Wire Transfer information. If everything is correct, click Transfer Funds. 4. You will receive a phone call from Equity Bank to verify the details of the wire, prior to the wire being processed. If dual controls are required, another user within your company will approve the wire within the online banking and then you will receive a phone call from Equity Bank to verify the details of the wire. **See Section 1.11 Approving a Wire for instructions on approving wires** 1.10 Processing a New Wire 1. On the Home screen, select Management Tools then Transfer List. 19 of 49 Online Banking Procedures
20 2. Select Domestic Wire or Foreign Wire. Online Banking Procedures 3. Complete the information under Issue Transfer. Click Submit. ** Remember, complete physical addresses are required. No PO Boxes** 20 of 49 Online Banking Procedures
21 4. If dual controls are required, a Warning message will appear saying the Transfer is Pending Client Approval. Another user with wire approval authority will sign into their online banking and approve the wire. **See Section 1.11 Approving a Wire for instructions on this** 5. Once the wire has been approved by another user, the wire will be submitted to Equity Bank. Shortly after the wire is received, Equity Bank will contact the company to verify the details of the wire and the password from the Wire Agreement. The wire will be unable to be processed until each of these steps has been completed Approving a Wire 1. On the Home page of the online banking, any transactions awaiting approval will be listed. 2. Mark the box beside the item and select Approve or Disapprove. 3. A Confirmation message will appear. Click OK. 21 of 49 Online Banking Procedures
22 ACH Origination **Equity Bank Routing number ** 1.12 Create ACH Template 1. Under Management Tools, select ACH Manager. 2. Select ACH Transfer Template. Click Submit. 3. Click on the New icon. 22 of 49 Online Banking Procedures
23 4. Select the type of file you are creating the template for. Below is a guide to help. Click Submit. Prearranged Deposit- Credits to personal accounts Prearranged Payments- Debits to personal accounts Corporate Credit- Credits to non-personal accounts Corporate Debit- Debits to non-personal accounts Payroll- Payroll to employees 5. Beside Template name, enter what you would like to name this template. This information is not sent out with the file. 6. If you process ACH files for more than one Tax ID using the same online banking, select the appropriate Tax ID beside Tax Identification Number. 7. Beside Template Group, select the group you would like this template added to. If you do not have any groups, select the New icon beside the drop down. 23 of 49 Online Banking Procedures
24 8. Enter the New Template Group name. This is for your reference only. Click Submit. 9. Beside Recurring Frequency, select the appropriate option. This is typically None. 10. Beside Amount Range, enter a range, if you would like to limit this. This field is optional. 11. Under User Access, select the users that should have access to this template. If you utilize dual controls, the person approving the file will need access to this template. 24 of 49 Online Banking Procedures
25 12. If you are sending money out, under Transfer From section, select your account number with Equity Bank that you would like the file to be sent from. If you are pulling money in, you will select this under the Transfer To section. If the amount of the ACH file you will create using this template is always the same, enter this under Default Amount. If it varies, enter $ If you are sending money out, under the Transfer To section, enter the receivers information. The Employee ID field is optional. If you are pulling money in, you will enter this under the Transfer From section. If the amount will always be the same, enter this under Default Amount. If it will vary, enter $0.01. If you need more rows, click the Add Row icon. 14. Once you are done, verify the debits equal the credits (dollar amounts under the Transfer From and Transfer To sections equal). If they do not, update your offset account section to make these equal. Click Save. 25 of 49 Online Banking Procedures
26 15. This will take you back to home page of ACH Manger. You will now see the new template under Template List Edit ACH Template 1. Under Management Tools, select ACH Manager. 2. Select ACH Transfer Template. Click Submit. 26 of 49 Online Banking Procedures
27 3. Beside the Template name, select the icon under the Edit Template column. 4. Complete the needed changes and click Save Create a new ACH File using a Template 1. Under Management Tools, select ACH Manager. 27 of 49 Online Banking Procedures
28 2. Select ACH Transfer Template. Click Submit. 3. Beside the Template name, select the icon under the New Transfer column. 4. Beside Effective Date, select the correct effective date. **This must be at least 1 business day in the future** 5. Make any needed changes to amounts. Remember, debits must equal credits. You can see the total debit and credit amount under the Effective Date. 28 of 49 Online Banking Procedures
29 6. Click Process. 7. A confirmation page will come up. If dual controls are required, a message will appear stating the file is pending Client Review. This means a user with ACH approval authority within the company, will need to sign into their Online Banking and approve this file as well (See Section 1.18 Approving ACH Origination Files for instructions). If the file is over the company exposure limit, this may say the file is pending Financial Institution Approval. The bank will contact the company to verify the file prior to processing. Click Done Processing ACH- NACHA formatted file NACHA Header Record Information Immediate Destination (File Header Record positions 4-13)- blank space followed by Immediate Destination Name (File Header Record positions 41-63)- Federal Reserve Immediate Origin (File Header Record positions 14-23)- blank space followed by Immediate Origin Name (File Header Record positions 64-86)- Equity Bank File must be a balanced file (debits must equal credits) 29 of 49 Online Banking Procedures
30 1. Under Transfer Funds on the right hand side of the page, select the ACH tab. 2. Under File Location, select Browse and attach the NACHA formatted file. 3. Under Company, select the correct Company ID option for the file you are uploading (If multiple company ID s available). 30 of 49 Online Banking Procedures
31 4. Under Transfer Type, select the appropriate option for the type of file being submitted. Prearranged Deposit- Credits to personal accounts Prearranged Payments- Debits to personal accounts Corporate Credit- Credits to non-personal accounts Corporate Debit- Debits to non-personal accounts 5. Click Begin Import. 6. Review the details of the file. If everything looks correct, click Transfer Funds. 31 of 49 Online Banking Procedures
32 7. If dual controls are required, a message will appear stating the file is pending Client Review. This means a user with ACH approval authority within the company, will need to sign into their Online Banking and approve this file as well (See Section 1.18 Approving ACH Origination Files for instructions). If the file is over the company exposure limit, this may say the file is pending Financial Institution Approval. The bank will contact the company to verify the file prior to processing. Click Done Create New ACH File-Manual Entry 1. Under Management Tools, select ACH Manager. 32 of 49 Online Banking Procedures
33 2. Select New ACH Transfer. Beside ACH Type, select the type of file you are creating. Click Submit. Prearranged Deposit- Credits to personal accounts Prearranged Payments- Debits to personal accounts Corporate Credit- Credits to non-personal accounts Corporate Debit- Debits to non-personal accounts 3. Beside Description, enter a description for this file. This information is not sent out with the file. Beside Effective Date, select the effective date of the file **This must be at least 1 business day in the future** 4. Beside Recurring Frequency, select the appropriate option. **If you select anything other than none, this file will automatically regenerate and process based on the frequency you choose**. 5. If you process ACH Files for more than one Tax ID using the same online banking, select the appropriate Tax ID beside Tax Identification Number. 33 of 49 Online Banking Procedures
34 6. If you are sending money out, under the Transfer From section, select your account number with Equity Bank that you would like the file to be sent from. If you are pulling money in, you will select this under the Transfer To section. Under Default Amount, enter the amount of total dollar amount of the ACH file. 7. If you are sending money out, under the Transfer To section, enter the receivers information. The Employee ID field is optional. If you are pulling money in, you will enter this under the Transfer From section. If you need more rows, click on the Add Row icon. 8. Once you are done, verify the debits equal the credits (dollar amounts under the Transfer To and Transfer From sections equal). If they do not, make the needed corrections. Debit and credit totals are listed under the Effective date at the top of the screen. Click Process. 34 of 49 Online Banking Procedures
35 9. A confirmation page will come up. If dual controls are required, a message will appear stating the file is pending Client Review. This means a user with ACH approval authority within the company, will need to sign into their Online Banking and approve this file as well (See Section 1.18 Approving ACH Origination Files for instructions). If the file is over the company exposure limit, this may say the file is pending Financial Institution Approval. The bank will contact the company to verify the file prior to processing. Click Done Process New ACH File using previous file 1. Under Management Tools, select ACH Manager. 2. Select New ACH Transfer Using Existing Transfer. You may narrow down your search using the criteria on the right, if you wish. Click Submit. 35 of 49 Online Banking Procedures
36 3. This will bring up the files that you are able to reuse. Click on the hyperlink for the file that you would like to use. 4. Beside Effective Date, select the correct effective date. ** This must be at least 1 business day in the future** 5. Make any needed changes to amounts. Remember, debits must equal credits. You can see the total debit and credit amount under the Effective Date. 6. Click Process. 36 of 49 Online Banking Procedures
37 7. A confirmation page will come up. If dual controls are required, a message will appear stating the file is pending Client Review. This means a user with ACH approval authority within the company, will need to sign into their Online Banking and approve this file as well (See Section 1.18 Approving ACH Origination Files for instructions). If the file is over the company exposure limit, this may say the file is pending Financial Institution Approval. The bank will contact the company to verify the file prior to processing. Click Done Approving ACH Origination Files 1. ACH files pending approval will appear on the home screen of the Online Banking, below your list of Favorite Accounts. 2. To review the items in the file, click on the file name hyperlink under Description. 37 of 49 Online Banking Procedures
38 3. Once you are done reviewing, click Done. Online Banking Procedures 4. Mark the box beside the file. Click Approve to complete the processing of the file. Click Disapprove to cancel the processing of this file. 5. A confirmation message will appear. Click OK Review Status of ACH File 1. From the home screen, select Management Tools and click on ACH Manager. 38 of 49 Online Banking Procedures
39 2. Select Inquire ACH Transfer. Enter the Date Range or the Amount Range. Click Submit. 3. Find the file you are researching and look at the Transfer Status. Processed- File has been processed and sent out. Pending Origination- File is complete and will be processed during the next file time (Files are processed no more than 1 business day before they are effective) Saved- File has been saved by the User but will not be processed. Transfer exceeds Review: Pending Approval- File has been submitted and is pending approval from another user and/or pending approval from Equity Bank Changing an ACH File **Only files in a Saved or Pending Origination Transfer Status may be changed. See Section 1.19 Review Status of ACH file for instructions on how to find this** 1. From the home screen, select Management Tools and click on ACH Manager. 39 of 49 Online Banking Procedures
40 2. Select Change ACH Transfer. Click Submit. Online Banking Procedures 3. Click on the hyperlink for the file you would like to make changes to. 4. Make any changes you would like. If the file should be processed with these changes, click Process. If you would like to save these changes, but not process, click Save. 40 of 49 Online Banking Procedures
41 5. If you process the file, a confirmation page will come up. If dual controls are required, a message will appear stating the file is pending Client Review. This means a user with ACH approval authority within the company, will need to sign into their Online Banking and approve this file as well (See Section 1.16 Approving ACH Origination Files for instructions). If the file is over the company exposure limit, this may say the file is pending Financial Institution Approval. The bank will contact the company to verify the file prior to processing. Click Done Deleting an ACH File **Only files in a Saved or Pending Origination Transfer Status may be deleted. See Section 1.18 Review Status of ACH file for instructions on how to find this** 1. From the home screen, select Management Tools and click on ACH Manager. 41 of 49 Online Banking Procedures
42 2. Select Delete ACH Transfer. Click Submit. Online Banking Procedures 3. Click on the hyperlink for the file you would like to delete. **If you would like to delete a file that is recurring, you will need to select the file that has Pending Origination as the status first and complete the remaining steps. Then repeat selecting the file that has Recurring Entry as the status and complete the steps again** 42 of 49 Online Banking Procedures
43 4. If the file you are deleting is a recurring file, there will be a drop down at the top that will allow you to Delete All Transfers or Delete This Transfer. Select the appropriate option. Click Delete. 5. A confirmation page will come up. Click Done Reversing an ACH File **ACH Item/File Reversals must be completed within 5 business days of the effective date of the erroneous file** 1. Under Management Tools, select ACH Manager. 43 of 49 Online Banking Procedures
44 2. Select Inquire ACH Transfer. You may use the search criteria on the right to narrow down the search, if you would like. Click Submit. 3. Click on the hyperlink for the file that you would like to reverse. The status of the file must be Processed to complete a reversal. 44 of 49 Online Banking Procedures
45 4. To the right of the amount, there is a Reversal column. Mark the box beside the individual items you would like to reverse. If you would like to reverse the entire file, click on the Reverse Batch hyperlink. Click Next. 5. Select the account you would like the offset of the reversal to go to and enter the amount of the reversal. Click Process. 45 of 49 Online Banking Procedures
46 6. A confirmation page will come up. Reversal files do not require dual controls so no additional approvals will be needed. Positive Pay 1.23 Creating an Import Template 1. From the Home screen, select Management Tools and then Import Templates under the Positive Pay group. 2. Select Add Template, at the top right hand side of the screen. 46 of 49 Online Banking Procedures
47 3. Select Browse and attach the Positive Pay file you would like to import. In the remaining boxes you will tell the system how to read your file. The most common file type for Positive Pay is.csv file (comma delimited) but you may use other types of files. The following example is for a.csv file with 1 header record. Click Next once you have entered all the information. 4. On the below screen, you will tell the system what information is contained in each field. Select the correction option in each drop down. Click Next when done. 5. On the below screen, you will tell the system how to code an Issued check and a Voided check. In the File Data column, you can type in what your system codes an issues item and a voided item with. In the Assigned Value column you will choose which wording goes with which value. Click Create Template. 47 of 49 Online Banking Procedures
48 1.24 Uploading Positive Pay File Online Banking Procedures 1. From the Home screen locate the Positive Pay Import box on the bottom right side of the screen. 2. Click Browse and select the file you would like to upload. In the Template drop down, select the template you created for this file.. Click Begin Import. 3. The below screen will come up asking you to confirm the File and the template. Click Import File. 48 of 49 Online Banking Procedures
49 4. The next screen will tell you the number of successful checks imported, and if there are any exceptions, the number of exceptions. If exceptions do exist you will be able to view these items by clicking on the hyperlink in the below box. 5. Clicking the View Exceptions hyperlink will display a list of the items and the reason for the exception. These items will need to be corrected and re-uploaded. 49 of 49 Online Banking Procedures
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