User instructions for SmartOffice application

Transcription

1 User instructions for SmartOffice application November, 2013

2 Table of content: 1 INTRODUCTION Functionality of SmartOffice What you need to know before you start working with SmartOffice Internet banking service Required software System architecture Internet address to access the service SmartOffice How to become user of the Internet Banking Installation and initialization of electronic signature Working with the Vasco TOKEN Installation/Working with the SmartCard Connecting the SmartCard reader to the PC Program support installation Installation of drivers for the SmartCard Installation of the CryptoKit program Installation of Plug-in for SmartOffice Preparing the SmartCard Change of password to access the electronic signature Signing orders SmartOffice Login Login with the TOKEN Login with the SmartCard First login Design of the interface Payments Reports Administration Messages Sign uploaded payment files Overview of user interface Working with navigation menu Standard interface elements Authorization/signing Administration Maintaining the User Profile Maintaining databases for the Ordering Parties and Beneficiaries Adding new records: Ordering Parties Adding new records: Beneficiaries Blocking an active user

3 Changing password (only users with SmartCard) Payments Basic elements related to entering and checking of payment orders Description icon for working with payment orders (table 1) Status of the order and order group Croatian domestic - module for national payment orders in Kuna Entering of single payment orders Entering batch Entering Standing orders Entering templates File upload HUB Upload HRD file File import Croatian foreign Module for national payments in foreign currency and international payments in foreign currency and Kuna Entering of single payment orders Entering of batch Template creating File upload HUB foreign File upload File import Module for foreign exchange SG Forex Forex Buy Forex Sale Quick Converter Tracking/Tracing for payment orders Payment order authorization Reports Statement view Turnover-current day and current account balance Order status Transactions Downloads Messages Sign uploaded payment files Open for authorization Authorized payments

4 1 INTRODUCTION 1.1 Functionality of SmartOffice SmartOffice is a service enabling legal persons to manage accounts and perform cashless national and international payments through the Internet. Communication between the Bank and the client in these services is done electronically via Internet as is the easiest channel for the customers and the Bank. It offers the following to the user: INFORMATION FUNCTIONALITIES: Account balance Overview of turnover for accounts Statements view and list of HRK and foreign currency statements by selected criteria, with possibility of overview and download in MT940 format Review of transactions submitted through SmartOffice ADMINISTRATION WEBSITE : Entering the beneficiary for entering payment orders directly to the website Beneficiaries can be defined in the list visible to all users or private list visible only to the user who has entered the beneficiary into the list The ability to define display format of the time, date and name of Internet banking user In case you want to temporarily block access to the website you can do it online 4

5 FUNCTIONALITY FOR TRANSACTIONS KUNA PAYMENTS: FUNCTIONALITY FOR TRANSACTIONS FOREIGN PAYMENTS: 5 National payment orders in Kuna through various channels for inbank / interbank payments (payments within the bank / interbank payments via NCS or RTGS) The possibility that the same user is authorized by different business entities or by more of them at the same time to perform the national Kuna payments through the Internet Entry and sending of payment orders single or through batch of payment orders The ability to create and use templates for entry of payment order The possibility of submitting standing orders Sending Kuna payment files in HUB or HRD file format. Import of payment orders from the user's application for users which support HRD file format View cashless payment orders submitted via the Internet, balance and turnover per Kuna accounts Multiple authorization: o payment orders o batch of orders o payment files Submitting payment orders in advance with the possibility of revocation before the date of execution Overview and print of payment orders Payments for abroad in Kuna or foreign currency or national payments in foreign currency The possibility that the same user is authorized by different business entities or by more of

6 them at the same time to perform the foreign payments through Internet Entry and sending of payment orders single or through batch of payment orders The ability to create and use templates for entry of payment order The possibility of submitting standing orders Sending foreign payment files in HUB or HRF file format. Import of payment orders from the user's application for users which support HRF file format View cashless payment orders submitted via the Internet, balance and turnover per foreign currency accounts Overview and print of payment orders FUNCTIONALITY FOR TRANSACTIONS FOREX module Payment order to sell currency Payment order to buy currency The possibility of submitting order for buying/selling of currency at the current foreign exchange rate of the Bank effective on the day of execution of transaction or possibility to submit order at the foreign exchange rate agreed with the Sales Department in the Bank Multiple authorization: o Sell currency orders o Buy currency orders Overview of exchange rate Usage of currency converter ALSO: SmartOffice on English language. 6

7 The possibility that each user independently selects language of Web interface Sending secure message to the bank Receiving message from the bank Help Desk service from Monday to Friday from 8:00-16:00h (21) (21) (21) (21) What you need to know before you start working with SmartOffice Internet banking service Required software To use all the functionality of SmartOffice, the following software products must be installed on your workstation (PC): Microsoft Internet Explorer 7.0 or later 32-bit Adobe (Acrobat) Reader 7 or later. SmartOffice offers print and save reports and orders in PDF format. PDF documents can be opened and viewed using Adobe Reader, which is free software and can be installed from Plug-in (add-on) for the use of electronic signatures in the Internet browser. Connection to the Internet System architecture Data from the Bank s server are saved in databases and presented on screen in XML/HTML form (tables and forms), dynamically created and shown in the browser window when the user activates the corresponding function. It is important to know that the system works with a dynamically created and not with a static content, which is why one can go through the application only with the help of menu functions and icons shown in the browser window. 7

8 Navigation functions of the Internet menu, such as the [Back] key, cannot be used. The [Back] function will only return to the HTML structure lists, tables, forms without associated basic functions, which is why the correct operation of the module cannot be guaranteed. Note: To access the system use a personal ID and password. Personal password is known only to you and therefore, do not confide to anyone, because unauthorized operations within yours accounts remains under your responsibility Please use the command Logoff, which is located in the upper right corner of the screen SmartOffice after completion of work in the service. In this way, you are safely logged off the system and no one will be able to access your profile in the system For safety reasons, the active server is automatically disconnected if the user does not use the application for more than 15 minutes. After disconnection, the user must repeat login procedure to continue working Internet address to access the service SmartOffice To access SmartOffice, run Internet browser (Internet Explorer) and enter the address (URL): In Internet Banking you can access if you enter address of Splitska banka d.d.: and select Internet Banking > Business Clients SmartOffice How to become user of the Internet Banking Activation of SmartOffice service is accomplished in the following way: 1. SmartOffice service can be arranged with Relationship Manager for the corporate and business clients, and for contracting service it is necessary to complete, verify and sign the Request for service activation. The request contains the accounts, users and their authorizations and must be signed by the authorized representative of the legal entity. 2. Electronic signature module is installed on the workstation were the service SmartOffice will be use. Installation performs user - steps are described in detail in the Instructions. At the customer's request the Bank will provide on-site installation for customers by IT specialists. 3. Data for the initial login to the system are prepared by the Bank 4. Authorization devices are delivered to authorized users 5. An electronic signature is initialized. Initialization of the signature is described in the Instructions 6. User access is enabled and may start using the service 8

9 1.3. Installation and initialization of electronic signature When arranging an Internet banking service user has the option to select the authorization device that is used for log into the system SmartOffice as well as for signing the order. Users can choose Vasco token or Smart card which requires the card reader. In case of choosing Vasco token, the token is used as your identification card that generates one-time PIN (Onetime Password) as for signing payment orders and other sessions that require a signature. In this case, user is not requiring performing installation on workstations and SmartOffice service can be used with any computer that has Internet access. If Bank gave you to use Smart Card with a personal certificate and a protected secret number (PIN), you have to install additional software on the workstation from which you access SmartOffice service Working with the Vasco TOKEN First switch on to switch on, press ; After the token switches on, message PIN will appear on the screen. Enter the 4 digits (recommendation is to avoid combination of digits in sequence or repeated). You must memorize the entered PIN, because you can activate your token only with this PIN; After you enter the right PIN, message APPLI - appears on the screen; If you have pressed the wrong number while entering the PIN, press to delete it. Login OTP (One-Time Password) after you switch on the token, message APPLI - is displayed press button your OTP (One-Time Password) is displayed on the screen Signing orders after you switch on the token, message APPLI - appears on the screen 9

10 press button the field TOKEN Query in the SmartOffice Internet banking screen will show the number you have to enter into your token The screen displays a number your response to the TOKEN query. You must enter this number in the field Signature on the SmartOffice Internet Banking screen and click. Switch off the token will switch off automatically 30 seconds after you last pressed a button; If you want to switch off your token, press short. Change of PIN press ; The screen will display message PIN. After you enter the correct PIN, the screen will display the APPLI - message; press and hold the button for 3 seconds, and the screen will show the message NEW PIN ; Enter the 4 digits (recommendation is to avoid combination of digits in sequence or repeated); The next message on the screen is PIN CONF, requiring that you re-enter the same number. You must memorize the entered PIN, because you can activate your token only with this PIN; If both numbers are identical, the screen will show the NEW PIN CONF message. Blocking the token after repeated entries of the wrong PIN (up to 5 entries), the token will be blocked; if the token is blocked, please call , , or Installation/Working with the SmartCard Before you start working with the SmartCard, the program support for the SmartOffice service needs to be installed. The required program support consists of: SmartCard drivers SmartCard software (CryptoKit) SmartOffice software (Plug-in) The program support is here, under part Installation.. 10

11 Required programs on your PC: Internet Explorer (IE) 7.0. or later 32-bit Adobe Reader 5.0 or later Hardware requirements: USB port Note: Application SmartOffice supports only work with Internet Explorer, while other Internet browsers (Mozilla Firefox, Opera, and Google Chrome) are not supported Connecting the SmartCard reader to the PC To connect the PC to the SmartCard reader, you must have a free USB port. Note: when installing the USB SmartCard reader, pay attention to the operative system on your computer. Windows NT4 does not support work with USB SmartCard readers. Picture 1 shows how to connect the SmartCard reader to the PC. Note: Do not connect the USB SmartCard reader to the PC until you finish the driver installation process. Picture Program support installation The program support is on this link select the option Installation. Internet Explorer on the screen shows the option to install the program support (picture 2). 11

12 Picture Installation of drivers for the SmartCard On the Internet Explorer screen Click SmartKartica.zip. Extract the file and open it by clicking the icon. Picture 3 After that, open the content of the folder and click on the file. The following window will appear on the screen: Picture 4 Click to continue installation (picture 4). The window shown in picture 5 will appear. Click next to the text I accept the terms in the license agreement, click. Enter your name in the next window, the company name and click. 12

13 Picture 5 The window shown in picture 6 will appear. Do not change anything and click continue installation, click in the next window.. To Picture 6 After copying the files for using the SmartCard reader, the dialogue window shown in picture 7 appears. Picture 7 This window means that the installation is finished. Click to successfully complete the installation. After the installation is completed, connect the SmartCard reader to your computer (picture 1). 13

14 Installation of the CryptoKit program On the Internet Explorer screen click CryptoKit.zip (picture 2). Note: If you use Windows bit operative system, click on Cryptokit_x64bit.zip (picture 2). Extract the file and click on the file. The following window will appear on the screen. Picture 8 Click (picture 8). The window shown in picture 9 will appear. Click to continue installation. Picture 9 The window shown in picture 10 will appear, click. We recommend you to install the application in the offered folder (you can replace the target folder by clicking ). 14

15 In the next window (picture 11), click Picture 10 to begin the installation: Picture 11 After copying the files for the CryptoKit application, the dialogue box shown in picture 12 will appear. This window denotes the end of installation. Click to successfully complete the installation. Picture 12 15

16 Installation of Plug-in for SmartOffice On the Internet Explorer screen click on the file SmartOffice.zip, extract it and then click on application The following window will appear on the screen: Click Picture 13 to continue (picture 13). The window shown in picture 14 will appear. Click to continue installation. Picture 14 The window in picture 15 will open, with the information of the installation directory, click to start installation. 16 Picture 15

17 After copying the Plug-in files for SmartOffice, the dialogue appear. This window denotes the end of installation. Click box shown in picture 16 will to end the installation. Picture Preparing the SmartCard After nstalling the drivers and before formatting the SmartCard, you must restart your computer, unless you have done it already. After restarting your computer, insert the SG Splitska banka card into the reader as shown in picture 17. Picture 17 In the program map ARX/CryptoKit (click Start left below) run the The window in picture 18 willl appear. ARgenie application. Picture 18 Click on the pull down menu Action (picture 18) and select the Format Token option. A window with the question whether you want to format your SmartCard (token) will appear on the screen. Click to continue. In the next windoww (picture 19), create your SmartCard password. Enter the password of your choice in the field New User PIN (letters and numbers allowed, minimum 6 to maximum 8 17

18 characters), and re-enter the password from the previous PIN field. To continue, click. field in the Confirm User Picture 19 After formatting your SmartCard, the dialogue box shown in picture 20 will appear. This windoww denotes the end of installation. Click to successfully complete the installation. Picture Change of password to access the electronic signature Insert the SmartCard into the reader and run the application ARgenie in the program map ARX/CryptoKit as shown in picture 18. The windoww shown in picture 21 will come up. In the drop-down menu Change Password, click on the item Action. Picture 21 The login window appears on the screen. Enter your current password to access the electronic signature into the field User PIN (picture 22). Click to continue. Picture 22 The change windoww appears (picture 23). Enter your old password in the field Old User PIN. Enter the identical new password (minimum 6 to maximum 8 characters) in the fields New User PIN and Confirm User PIN. Click to accept the new password. Close the CryptoKit application. 18

19 Picture Signing orders To sign payment orders by SmartCard (picture 24), you must insert the card into the reader, enter the password to access the electronic signature in the field ES password and click. Picture SmartOffice Login To access SmartOffice, run Internet browser (Internet Explorer) and enter the address (URL): In Internet Banking you can access if you enter address of Splitska banka d.d.: and select Internet Banking Business Clients SmartOffice.. Picture 25 19

20 The SmartOffice Internet banking (picture 25) login window will appear on the screen. There are two ways to login to the SmartOffice Internet banking: by using the TOKEN or the SmartCard device. Select Engleski on drop down list in the field Jezik to switch language into English and then click (picture 26). Picture Login with the TOKEN Enter your user name you have received from the Bank in the field User name (picture 27) e.g. S Enter the OTP (One-Time Password) generated by your TOKEN into the PIN field. Switch on the TOKEN by pressing, enter your PIN (which you selected during initial TOKEN activation) and press. The number displayed on the screen is your login OTP. Enter OTP generated by your TOKEN into the PIN field and click Logon. 20

21 Picture Login with the SmartCard Click, picture 27. When you first run the SmartOffice, the Plug-in parameter editing window appears on the screen (picture 28). Picture 28 Click to continue. A window will be displayed where you select the type of reader for the work with SmartOffice application. The basic setting is also the only possible setting (picture 29). Insert your SG Splitska banka SmartCard into the reader and click to continue. 21

22 Picture 29 The SmartOffice application login form appears on the screen (picture 30). When you first login to SmartOffice, you need to create your electronic key. Enter a name of your choice in the field User (maximum 8 characters) and the password you selected during the SmartCard formatting in the field EP password (picture 19). Click to continue. The window for the generation of the electronic key will appear on the screen (picture 31). Enter 32 random characters into the field Random entry and click the Generate keys button. After the electronic key has been generated, the window for the entry of the User number will appear on the screen. Enter the number (User number e.g. S ) initially allocated to you by the Bank in the field User number (picture 31) and click. Picture 30 22

23 Picture 31 Confirmation that your public key has been successfully sent to the Bank will appear on the screen (picture 32). This page displays the link Click here to read your initialization letter, which needs to be mouse-clicked to have the document reading window appear on the screen. Click the OPEN button. To view the initialization letter, you need to have Adobe Reader 6 or later version installed. The letter which appears on your screen must be printed, signed, provided with the company seal and sent to SOCIETE GENERALE SPLITSKA BANKA d.d. by fax No. specified on initialization letter. After the Bank approves the use of the SmartOffice application based on your initialization letter, for your next login to the SmartOffice application you need to enter your user name (which you have selected when generating the electronic signature) in the field User and your electronic key access password in the field Password (picture 19). Picture First login At the first login you must enter your personal name and second name in the field First and Last Name, the address in the field Street and the city in the field City, and mouseclick (picture 33). 23

24 Picture 33 After that, on the screen will appear message (picture 34): Picture Design of the interface After successful login, the initial page will appear on the screen (picture 35). SmartOffice Internet banking screen consists of the navigation frame (left) with a menu containing: Payments, Reports, Administration, Messages and Sign uploaded payment files. The Main Frame (right) after the login shows account balances according to the last statement with the option to select individual accounts. The design of your initial page can differ depending on modules you are authorized to use. Picture 35 24

25 Payments The payments menu contains all functions related to creating and managing payment orders, including single orders, batch orders, templates and payment file upload. The menu has three main modules: Croatian domestic national payments in Kuna Croatian foreign - international payments in foreign currency and Kuna and national payments in foreign currency FOREX module Reports The Reports menu is used to view and analyze the accounts balance and transactions as well as an overview of available statements Administration The administration menu includes: Managing of the data base of ordering party and beneficiary Managing user profile including personal data as address and system configuration blocking user Messages Use the message menu to receive, send and manage messages exchanged between you and the Bank Sign uploaded payment files The uploaded files signing function is a separate module of SmartOffice Internet banking. It is used for the authorization of uploaded payments files (HRD, HUB and HRF) created independently from the SmartOffice application, i.e. payment orders created in the MultiCash Classic application (HRD and HRF) and sent to distributed signing or uploaded payment files created by the user (HRD and HRF). 25

26 1.6. Overview of user interface The user interface of Smartoffice internet banking consists of three main parts (Picture 36): Picture 36 This part of the menu is navigation menu. It is used for selection of the certain function of the system. The toolbar at the top and the bottom provides access to all functions / activities that can be executed on the current screen. This is main part of the menu. All lists and forms required for visualizing information or entering payment instructions are in this section Working with navigation menu Structure of the navigation menu is divided into three levels (picture 37). Name of the first hierarchical menu is marked with white letters. After selection of the first hierarchical menu, selected item of the menu is underlined and a second hierarchical menu is opened marked with the symbol. Re-click on the open item, function of the menu will be hidden. The last hierarchical level is marked with the symbol and selecting the item of the menu marked with that symbol, form for visualization of requested information of for orders entering is opened. Picture 37 26

27 Standard interface elements The purpose of this chapter is to introduce you to the elements of SmartOffice Internet banking which will enable faster work. Detailed descriptions of individual functions are given in the chapters below. Lists - All data in the SmartOffice main frame are shown in the form of databases as HTML tables and/or forms. The main frame consists of a toolbar to access most of the available functions/activities, which is followed by corresponding lists, tables and forms: o If there are no entered orders, the main frame will display the message No data available. In this event, mouse-click the button to add a new record. o If the database has records, such as account balances, payment orders or beneficiary lists, the system always displays a list of all available records in the table. A record is a single line in the table. When you select a link in the first column of one record you get access to a detailed view of the same, or in some cases the ability to edit or delete records. All records that are displayed on the screen can be sorted by columns displayed on the screen in ascending and descending order on the way to click the column you want to sort the data. The picture 38 shows the list of beneficiaries sorted by client name in descending order. Picture 38 Data selection forms - In case of data selection forms, fill in the obligatory fields (shaded light yellow) and others if possible for a more precise view of the required data and click. If you want to cancel the currently entered search criteria, click. By clicking, you can take over a record from the database. 27

28 Data entry forms - in the SmartOffice Internet banking are used to fill in or edit records in the database. Their basic functionality is the same as with data selection forms described earlier. The button is used for accept data entered in the active form, the button is used to delete all entered data, while the button closes the currently active form and takes you back to the previous screen. Use the icon to access data saved in databases/reference tables and for data takeover. Shaded data entry field are obligatory fields. These fields must be filled in before saving the record. You can use the mouse cursor to move though the entry forms, but if you work longer, the use of the keyboard will prove to be significantly faster and more efficient.. Use the [TAB] key to move forward, keys [TAB]+[SHIFT] to move back as you work in forms. Use shift to select/deselect the activation frame. Picture 39 Example of using the button to access saved data in the payment order form. In this case (picture 39), a calendar is shown where you select the wanted date (system data is the initial value). Basically, a muse-click on the button shows the list of data in databases or reference tables, from which you can select the record/data you want to take over to the entry form. 1.7 Authorization/signing Authorization is required for individual, and group orders in the Payments section; for the User blocking function in the Administration section and for sending messages in the messages section. In the view list of the Payments section click on the icon, while in all other windows you can access this function with the help of the button. The authorization procedure depends on the type of the selected authorization device (Token or SmartCard). For the signing procedure, read the instruction Working with the Vasco TOKEN (page 9) or Working with the SmartCard (page 19) at the beginning of these instructions. Important: SmartOffice ver offers you the option of selecting the orders pending for the signature and the possibility of signing selected orders with one signature. By this option you can sign a range of single orders, groups of orders/batches or payment files by one signature. All details are in this manual. 28

29 2 Administration This chapter contains the following sections: Maintaining databases for Ordering Parties and Beneficiaries Maintaining the User profile Blocking the active user Password change (for the users with SmartCard) 2.1 Maintaining the User Profile The User Profile is completed during the first login of the user to the SmartOffice Internet banking. You need to enter your personal name. If you need to modify data, you can do it here. Enter the required changes and click to confirm the entry (picture 40). Picture Maintaining databases for the Ordering Parties and Beneficiaries Very often sending payment orders to the same Beneficiaries is an integral part of the SmartOffice application. If this applies to you, we recommend that you start working by filling the database with data that will be used during the operation. The first step will be to fill the data bases of Ordering party and Beneficiary of the payment. The information entered in the database can be used for creating templates as the basis for working with payment orders that are repetitive, but have different amounts. This way you can significantly speed up and simplify the work with the SmartOffice Internet banking. 29

30 A separate Ordering Parties/Beneficiaries database is used for each of the payment modules installed in your system. Mouse-click the Administration menu, then click Ordering Parties /Beneficiaries. Then select the desired payment module (Croatian domestic, Croatian Foreign or SG Forex). Click the appropriate menu item to view lists of all records in the database. Click a name to view details and edit if necessary (Picture 41). Picture 41 To add a new record to the database, click the button and click icon to delete an active record Adding new records: Ordering Parties The purpose of creating list of Ordering parties is to simplify work while entering payment orders. You can add all Ordering parties in the Ordering parties list for which account you are authorized. Ordering parties can be created for each payment module in SmartOffice. Croatian domestic - Fill in the minimum obligatory fields (shaded) in the main window: company name, street and city (picture 42). Click icon to access the IBAN database for which you have authorization to submit National payment orders in Kuna and select ordering party IBAN for takeover it into the list. After that, click to accept and save data to the user database or click to return to the previous screen. In this way you will significantly reduce the time for entering payment orders because fields name, address and IBAN of Ordering party will be filled automatically by selection of ordering party from the list. Picture 42 30

31 Croatian foreign - Fill in the minimum obligatory fields (shaded) in the main window: company name, street and city (picture 43). Click icon to select IBAN and currency of Ordering party account and click on the wanted record for takeover of data from the database. After that, click to accept and save data to the Ordering party list or click to return to the previous screen. Picture 43 SG Forex - Fill in the obligatory field name (shaded) in the main window, street and town are optional fields (Picture 44). After that, click to accept and save data to the Ordering party list or click to return to the previous screen. Picture 44 31

32 2.2.2 Adding new records: Beneficiaries To create a new record, click the button. Croatian domestic - Fill in the minimum obligatory fields (shaded) in the main window: name, city, account number (picture 45). When creating, you can determined whether the new beneficiary will be saved in the user list (accessible only by user who entered it) or in customer list (available to all users within the same business entity). Click icon to access the Bank account database and click on the wanted record for takeover of data from the database. After that, click to accept and save data to the beneficiary database or click to return to the previous screen. Picture 45 Croatian foreign - Fill in the minimum obligatory fields (shaded) in the main window: name, city, country code, account number and swift (picture 46). When creating, you can determined whether the new beneficiary will be saved in the user list (accessible only by user who entered it) or in customer list (available to all users within the same business entity).after that, click to accept and save data to the user database or click to return to the previous screen. Picture 46 32

33 2.3 Blocking an active user If necessary, you can block your user account and disable working with SmartOffice Internet banking. After blocking the user account, the user cannot unblock the access on his/her own. Only the Bank can reactivate your user account, upon request authorized by user (only the user can request the reactivation of the user account!). Changing password (only users with SmartCard) If you want to change the password you can create a new one considering the rule that allowed characters are letters and numbers, minimum 6 maximum 8 characters (picture 47). 3 Payments Picture 47 This chapter contains basic elements related to entering and checking of payment orders: Croatian domestic- national payments in Kuna Croatian foreign- international payments in Kuna and foreign currencies and national payments in foreign currencies SG Forex Buy / Sell currency Hold/Rework- payment order Tracking/Tracing - for payment order Authorise payment orders 3.1 Basic elements related to entering and checking of payment orders In the Smartoffice there are separate modules for entering and maintaining of payment orders (picture 48). Picture 48 Croatian domestic it is used for national payment orders in Kuna Croatian foreign it is used for international payment orders in Kuna and foreign currencies and national payments in foreign currencies SG Forex it is used for buying and selling of currencies 33

34 It is possible to create the following types of orders depending on modules: Order (single) you can create, change or manage the entering of single payment order. If you wish to send more than one payment order, each payment order must be authorized separately. Batch group of payment orders with common ordering party and coverage account, and execution date. Working with batches can be very useful if you have to pay several payment orders to different beneficiaries, and to the same ordering party/account. The authorization of each single order is not necessary since authorization involves the authorization of the whole batch. Standing orders single orders with fixed amount carried out over a particular period of time and intervals. Templates of payment orders are used for regular payments, but with different amounts. These templates contain information about ordering party and beneficiary, model and information number, and can be later on used for creating new payment orders. By clicking on icon of the desired template, the screen shows a form for entering an individual order with completed fields saved in the template. For all types of payment orders, the procedure is the same: if you click on the chosen tab, you will see a list for viewing all information contained in the database. Click on the note containing payment order details or click any of the icons related to actions for note management. In order to create a new note, click button. Functions Hold/Rework, Tracking/Tracing and Authorise are used for all payment orders Description icon for working with payment orders (table 1) Edit payment order. Use this function if you wish to change the payment order content. Save your changes by clicking button, after which you will automatically be returned to the previous screen. Deleting order/batch. Blocking order/batch. If an order/batch is blocked, further order processing is not possible. This function can be applied to orders waiting for additional authorization or orders with future execution date. Blocking orders does not delete signatures. Unblocking orders. A blocked order can be unblocked by authorized user and direct to further processing. Order authorization (signature) through the use of TOKEN or Smartcard. Signature cancellation deleting signature of currently active user. Creation of new payment order based on the previously saved template. 34 Table 1

35 3.1.2 Status of the order and order group Payment orders and order groups (batches) can have different statuses, accompanied by adequate actions depending on the payment order status. The following table (table 2) contains possible statuses for payment orders and batches. Status Part. Auth a payment order is completed and is waiting for signature or additional authorization before further processing performed by the Bank s system. Authorised payment order receives this status upon acceptance of the signature. However, order is still not processed by the Bank s system (since execution date is not the current date). Blocked upon Order blocking, the order receives this status. Uncompleted batch status for order group. This status shows everything until the user closes the batch by clicking button. Waiting status for templates. Processed status refers only to successfully sent payment orders to Bank s system for processing. Limit exceeded this status appears if the limit for payment based on order or daily limit are exceeded. Table 2 Available actions Edit/Delete payment order, Blocking and Signature Edit/Delete payment order, Blocking and Signature cancellation Unblocking by activating unblocking action, the order receives the previous status Edit/Delete payment order, Blocking, New entry, Close the group. New order, Edit/Delete order. Further actions are not possible. Further actions are not possible. 3.2 Croatian domestic - module for national payment orders in Kuna Croatian domestic is module for performing non cash national payments in Kuna in the country. Payment orders contain all the elements of HUB-3A form (order for national payments) and can be entered as single orders, as batch of orders but it is also possible to integrate your business applications with SmartOffice Entering of single payment orders Payment order has to be filled out as shown in the picture 49 and described in table 3: 35

36 Picture 49 If you have previously completed the Ordering party information (page 32) in the menu Administration, the fields related to the Ordering party are automatically filled. If you have the authority to work with several Ordering parties and / or several IBAN accounts, select the desired Ordering party IBAN account by clicking. Fields that are required for entry are shaded. The following table describes the contents and way of filling up the payment order: Field Date How to complete the fields It refers to the execution date. It is being filled out by entering a date or clicking icon, which opens a calendar for date selection. Date of execution may be current or future date, while dates in the past are not allowed. Maximum allowed date of execution of the order is 90 calendar days in advance of the current date. For external transactions (beneficiary account kept with another domestic bank) time for entry and authorization of payment orders (sending orders to the bank for execution) for the current date of execution is until 15:00 h, and for internal transactions (beneficiary account is kept in Splitska banka d.d.) payment order has to be entered and authorised /sent for execution until 15:30 h for the current execution date. About the time of receipt and execution of the payment order, click here. 36

37 Ordering party information Name, street, city IBAN account Model / Authorisation No. Ordering party information includes: name, street and city (address) of the ordering party, IBAN and model and ordering party authorisation number. If the data are not automatically filled in, by clicking on the field in the field name or IBAN account, you can select the ordering party and his IBAN in accordance with the authorisation rights that you own as user of internet banking service Smartoffice. By free entry, enter the model number and authorisation number (reference number) of the ordering party. It is allowed to enter the model used in the Republic of Croatia. Control over the authorisation number is depending on the entered model. Model 00 enables entering of authorisation number without controlling it. Rules for filling the authorisation number (ordering and beneficiary) in favour of the State budget and other public bodies are determined by Instruction on the method of payment of budget revenues, mandatory contributions and revenues for financing other public needs and Unique overview of the basic models "reference number", with a description of the model contents and an explanation for their application and the method of calculation of the control number. Authorisation number is consists of maximum 22 numeric digits with dashes - in compliance with the model. 37

38 Beneficiary information Beneficiary information includes name, street and city of beneficiary, IBAN / account and beneficiary model and authorisation number. It can be entered Name, street and city manually or withdrawn from the beneficiary database. Withdrawal from the database is possible IBAN/ account by clicking on the icon next to the field name and in the window that appears, you can select the Model / Authorisation No. beneficiary. If it is entered by free entry it has to be filled at least the name and city of the beneficiary, format not prescribed. Except the IBAN construction of the beneficiary account, it is possible to use the national construction of transactional account (BAN transaction account number). To enter the national construction of a beneficiary account, check the Bank / account box. Checking of the beneficiary account number from the account register base (Unified Register of accounts in RH) is possible by clicking on the icon next to the field account number. By free entry, enter the model number and authorisation number (reference number) of the ordering party. It is allowed to enter the model used in the Republic of Croatia. Control over the authorisation number is depending on the entered model. Model 00 enables entering of authorisation number without controlling it. Rules for filling the authorisation number (ordering and beneficiary) in favour of the State budget and other public bodies are determined by Instruction on the method of payment of budget revenues, mandatory contributions and revenues for financing other public needs and Unique overview of the basic models "reference number", with a description of the model contents and an explanation for their application and the method of calculation of the control number. Authorisation number is consists of maximum 22 numeric digits with dashes - in compliance with the model. Entered beneficiary information can be saved into beneficiary database for future use by selecting the option to save into a shared or private list. Purpose code Filled the four-letter purpose code according to ISO standard by pulling selected code from the purpose code database, just mouse click on the icon next to the field purpose code. Payment description Enter the payment description up to 4 lines with 35 characters on each line. Entering of payment description is mandatory. Amount Enter the payment amount. 38

39 Urgent payment-rtgs If you check the box urgent payment-rtgs you select urgent priority instead of normal one. It means that the payment order will be executed through RTGS channel. Please check the time of receipt and execution of the payment order here. Table 3 After entering all the data, click icon to save the data entered. Button closes currently active entering form and returns you to the previous screen. Upon clicking button, the screen shows the payment order containing all entered details and possibilities of signing (if you are authorized to sign the order) the payment order (picture 50). The answer, offered by TOKEN or your password for SmartCard signing, must be entered in the field Signature. Picture 50 Signing of payment order you may accomplish later after you finish entering all payment orders, with selection of orders that are waiting for signature. After you enter all orders, they are displayed on the screen waiting for signature. Click on icon (picture 51) or select the orders you want to sign and click the icon. Regarding signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. 39

40 Picture Checking of the beneficiary account number acording to the account register (JRR) After entry of the beneficiary account into the field IBAN or Bank / Account no. (picture 52) by clicking on the number, follows: Picture 52 which is in the extension of the field IBAN or Beneficiary account 1. If the entered account is enrolled in the JRR register, fields Name and Beneficiary City are being filled automatically with the data from JRR register.(picture 53) Picture 53 40

41 2. If the account is not enrolled in the JRR register, the message: Account is not in the database will appear on the screen. (picture 54) Picture 54 If the fields Name, Street, City and Beneficiary account number are filled (picture 55) By clicking on the follows: Slika 55 which is in the extension of the field Beneficiary account number 1. If the account is enrolled in the JRR register, fields Name, Street and City are being deleted automatically, and are being filled with the data from JRR register (picture 56) Picture If the account is not enrolled in the JRR register, the message: Account is not in database will appear while the content of the field Name, Street and Beneficiary City is being deleted (picture 57) 41

42 Picture 57 REMARK: JRR database is being updated at the end of each working day In the JRR database are solely accounts of business entities Entering batch Batch of payment orders offers you possibility to submit several payment orders with same ordering party, IBAN of ordering party and execution date. In the part General information of the batch are ordering party name and address, IBAN of ordering party and execution date which are valid for all single payment orders within the batch. After you enter general information of the batch you can continue with entering of single payment orders in the generated batch. Working with batches can be very useful if you have several payments in favour of different beneficiaries, but for the same ordering party/iban and same execution date. Batch has to be filled out as shown in the picture 53 and described in table 4: Picture 58 If you have entered information about Ordering party (page 22), fields in the Administration menu related to Ordering party are filled out automatically. The following table describes only those fields that are not completed automatically. 42

43 Field Date Name of the batch How to fill out fields It refers to the execution date. It is being filled out by entering a date or clicking icon, which opens a calendar for date selection. Date of execution may be current or future date, while dates in the past are not allowed. Maximum allowed date of execution of the order is 90 calendar days in advance of the current date. For external transactions (beneficiary account kept with another domestic bank) time for entry and authorization of payment orders (sending orders to the bank for execution) for the current date of execution is until 15:00 h, and for internal transactions (beneficiary account is kept in Splitska banka d.d.) payment order has to be entered and authorised /sent for execution until 15:30 h for the current execution date. About the time of receipt and execution of the payment order, click here. Enter a recognizable name that will enable you to recognize what kind of payment orders are contained within a particular batch. Table 4 Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Upon clicking the button, screen shows the form for filling out group of orders (picture 54). For adding new order, click or button. If you clicked, the screen shows the form for payment order entering (picture 54). Filling out procedure is identical to the procedure of filling out individual payment orders. However, it is not possible to enter or change information about Ordering party, except field Credit information number. If you clicked, the screen shows previously saved templates. Click the bold account number on the selected template, and screen will show the form of payment order with the data loaded form the template. Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Upon clicking button, the screen shows the payment order containing all entered data. In order to proceed, click button. For adding new orders, repeat the previously described procedure. If you have finished adding new payment orders to the batch, click, and then click button for order performance. Authorization procedure depends on the type of chosen authorization device (Token or SmartCard). For signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. 43

44 Picture 59 Picture Entering Standing orders The procedure for entering Standing order is the same as for entering individual payment order. The screen shows the form for filling the payment order (picture 61). It is necessary to determine the first and the last date of executing the payment order and the cycle. Confirmation and authorization procedure is the same as one for individual payment order. Standing orders generate automatically payment orders according to the selected cycle and payment order is processed without any user intervention. You can block the standing order in order to stop the automatic process of it. Blocked standing order can be processed only if the user unblocked it previously, and process of it is depending of the user intervention. 44

45 Picture Entering templates The procedure for entering templates is the same as for entering individual payment order. The screen shows the form for filling the payment order (picture 62). Filling out procedure is identical to the procedure of filling out single payment orders. After entering all the data, click icon to save the data entered. Button closes currently active entering form and returns you to the previous screen (picture 63). For entering the new payment order from the template click. Picture 62 Picture File upload HUB Apart from possibility to enter single or batch of payment orders in SmartOffice Internet banking, it is also possible to upload and send the payment orders within payment file previously generated, by using an option File upload HUB. 45

46 Payment file with payment orders is generated in financial application of the client (independently from Smartoffice), which has to be accordance to the certain format and data structure. Format of the payment file which Smartoffice supports is: FORMAT OF AGGREGATE ORDER IN ELECTRONIC FORM FOR NATIONAL PAYMENTS IN KUNA, NATIONAL PAYMENTS IN FOREIGN CURRENCY AND INTERNATIONAL PAYMENTS IN KUNA OR FOREIGN CURRENCY Payment file format can be downloaded here. By using the option File upload HUB within the menu Croatian domestic - module for national payment orders in Kuna, it is possible to upload and send payment file with type of order 1 - national payments in Kuna. A description of the steps that must be performed after generation of the file in the appropriate format in a business application, in order to use SmartOffice for sending payment orders which are integral part of generated file and for the accounts of a business entity for which you have authorisation, are as follows. Selecting the option a screen for selection of the file appears. The same option or function accepts supported file format and processed it in accordance with the prescribed format. File can be stored on any external unit (floppy, ZIP drive, CD, USB stick), locally on the computer or in a network, and it can be found by classic way of searching in the Windows environment, after selecting a button (Picture 64). Select the file you want to send to the bank and click on the button. SmartOffice Internet applications recognize the file format, and at the same time appropriate mechanisms for checking the file correctness are running (according to the format of the file, the order of the records in the file and data validation of all records in the file). After completion of checking, if the file is correct a list of payment orders appears with the possibility of signing (if you are authorized to sign) payment orders (Picture 65). If there is an error massage display on the screen (picture 66), you should correct the file and repeat the process for upload HUB file. The answer, offered by TOKEN or your password for SmartCard signing, must be entered in the field Signature. For the signing procedure, read the instruction Working with the Vasco TOKEN (page 9) or Working with the SmartCard (page 19) at the beginning of these instructions. Picture 64 46

47 Picture 65 Picture 66 Remark: Due to technical limitations, in order to increase the level of safety and reliability of Internet banking, the maximum file size is 500 kb. If you have to upload bigger file into SmartOffice, we recommend you to repackage it into more files Upload HRD file This function enables you to upload HRD payment file created in your financial application or through the use of MultiCash Classic application. The procedure related to uploading and signing HRD payment file is identical to the procedure for upload HUB payment file. Upon clicking button, the screen shows the list of payment orders with the possibility of signing (if you are authorized to sign the order) the payment order (picture 67). If there is an error massage display on the screen (picture 68), you should correct the file and repeat the process for upload HRD file. The format of the payment files HRD is available here.. 47

48 Picture 67 Picture Deactivation of uploaded files pending authorization One of the functionalities is the deactivation of uploaded payment files that are waiting for second signature. That means that after deactivation of the file there will be no longer possibility to sign it. In the menu Sign uploaded payment file/ Open for authorisation select the record you wish to deactivate and click on the button (Picture 69). Picture 69 48

49 3.2.7 File import This function enables loading the order in SmartOffice Croatian domestic module from HRD payment file created by means of MultiCash Classic application, i.e. by means of business application that the business subject uses in its business operating (independently on SmartOffice). If you want to integrate your business application with SmartOffice, for additional details on HRD format of file, please contact the Bank's HelpDesk or click here. In order to import the file, click on the button within Select file option and select the file you want to import. Enter the wanted execution date. (picture 70). Press the button to import the file. This operation will create batch of orders for transfer that you can arrange and sign additionally in the menu Payments/Batches. Picture 70 Through the function File import, SmartOffice can interpret only the format supported by the system i.e. HRD format. Note: Due to the technical restrictions, for the purpose of increasing the security level and Internet banking system safety, maximum size of the file that is imported to the SmarOffice is 500kB. If bigger files should be imported to the SmartOffice, we recommend packing the orders in several files. 49

50 3.3 Croatian foreign Module for national payments in foreign currency and international payments in foreign currency and Kuna Croatian foreign module - HRF enables payments towards foreign beneficiaries and payments in foreign currencies. Payment orders (form HUB3) can be entered individually, through a batch of orders or it is possible to integrate your business applications with SmartOffice Entering of single payment orders Payment order has to be filled out as shown in the picture 71 and described in table 5. When entering data you cannot use letters with diacritical characters and some special characters (i.e. ČĆĐŽ;:,). If you have entered information about Ordering party (page 22), fields in the Administration menu related to Ordering party are filled out automatically. The following table describes only those fields that are not completed automatically. Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Upon clicking button, the screen shows the payment order containing all entered details and possibilities of signing (if you are authorized to sign the order) the payment order. The answer, offered by TOKEN or your password for SmartCard signing, must be entered in the field Signature. Field How to complete the fields Date It refers to the execution date. It is being filled out by entering a date or clicking icon, which opens a calendar for date selection. Date of execution may be current or future date, while dates in the past are not allowed. Maximum allowed date of execution of the order is 90 calendar days in advance of the current date. About the time of receipt and execution of the payment order, click here. Payment instrument This field is filled out by choosing an item from the pull-down menu. It is optional field. Currency This field is filled out by clicking icon and withdrawing currency from the database. Amount Enter the payment amount. 50

51 Urgent payment If you want the same day value date of the recipient s bank mark the field urgent priority. Payment orders marked with urgent priority has to be sent to Bank till 10.a.m. on the day of execution. The above option applies only for payment currency EUR and USD if a requested value date is working day in Republic of Croatia and other involved countries. Societe Generale Splitska Banka is not responsible for the proceeding of the service providers with the headquarter abroad. Special terms for the recipient's Bank value date that are permanent agreed, will be applied regardless priority specified in the payment order. 51

52 Beneficiary information Name, street and city Beneficiary country Account number Foreign Entity SWIFT Bank name, address and city Bank country Part of the beneficiary information includes: name and address of the beneficiary, beneficiary country, type of beneficiary, account number, beneficiary model and authorisation number (currently not used in foreign payments), beneficiary bank and bank country. You can enter a beneficiary name or withdraw it from the beneficiary database. If you wish to withdraw it from the database, click icon near the field Name; and choose a beneficiary name from the window. Name, street and city: If it is entered by free entry it has to be filled at least the name and city of the beneficiary, format not prescribed. Beneficiary country: This field is filled out by clicking icon and withdrawing country code. Account number: You can enter beneficiary account number; if it is an IBAN account, you need to check box IBAN account. Foreign Entity: This field is being filled out by choosing an item form the pull-down menu. SWIFT: Enter SWIFT or BIC number of the bank in which beneficiary has an account. Bank name, address and city: If the field SWIFT is not filled out, then you must fill out the field bank name, and if the field SWIFT is filled out, then this field represents an optional field. Enter full name of the bank in which beneficiary has an account. Bank country: This field is filled out by clicking icon and withdrawing country code. Payment description Purpose code Bank expenses 52 Entered beneficiary information can be saved into beneficiary database for future use by selecting the option to save into a shared or private list. Enter the payment description up to 4 lines with 35 characters on each line. Entering of payment description is mandatory. Filled the four-letter purpose code according to ISO standard by pulling selected code from the purpose code database, just mouse click on the icon next to the field purpose code. This field is being filled out by choosing an item from the pull-down menu.

53 Commission account This field is filled out by clicking icon and withdrawing an IBAN account for bank commission. The field is mandatory. Cover information IBAN/Currency Coverage remark It is possible to select up to 3 different accounts and/or currencies to cover the amount of the order. If you want to cover the full amount of order from one account and currency account you have to select the account with the relevant currency from the list of accounts. If you want to cover the amount of order from different accounts you have to enter amount which will be cover from each specified account/currency. Sum of specified amounts have to be equal to the total amount of order. You can enter additional information for the Bank like exchange rate that you have contracted with the Bank. Table 5 filling out orders Picture 71 53

54 Picture 72 Signing of payment order you may accomplish later after you finish entering all payment orders, with selection of orders that are waiting for signature. After you enter all orders, they are displayed on the screen waiting for signature. Click on icon (picture 73) or select the orders you want to sign and click the icon. Regarding signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. Picture 73 Cover information: Example of cover information whit different cover accounts and/or currencies. Entered amounts represent amounts in payment order currency and sum of each specified amount must be equal to amount of order (picture 74 ). 54

55 Picture 74 Remark: In order to arrange the exchange rate for transactions above the equivalent of HRK ,00, please contact your Relationship manager, before sending payment order via SmartOffice application Checking SWIFT addresses of beneficiary Bank in foreign payment module- HRF Click on icon near the field SWIFT (beneficiary information) (picture 75): Picture 75 And new window will appear were you can search for swift. You have to enter ISO mark of beneficiary Bank country, and name of the Bank and / OR city of the Bank and then click on submit button (picture 76): Picture 76 On displayed list select the Bank (picture 55

56 Picture 77 And SWIFT, Bank name, Bank address and town will be filled automatically (picture 78) Picture Entering of batch Batch of payment orders offers you possibility to submit several payment orders with same ordering party and execution date. In the part General information of the batch are ordering party name and address and execution date which are valid for all single payment orders within the batch. After you enter general information of the batch you can continue with entering of single payment orders in the generated batch. Working with batches can be very useful if you have several payments in favour of different beneficiaries, but for the same ordering party and same execution date. Batch has to be filled out as shown in the picture 79 and described in table 6: 56

57 Picture 79 If you have entered information about Ordering party (picture 79), fields in the Administration menu related to Ordering party are filled out automatically. The following table describes only those fields that are not completed automatically. Field How to fill out fields Date It refers to the execution date (order group performance). It is being filled out by entering a date or clicking icon, which opens a calendar for date selection. Name of the group Enter a recognizable name that will enable you to recognize what kind of payment orders are contained within a particular group. Table 6 Filling out Batch order, HRF Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Upon clicking the button, screen shows the form for filling out group of orders (picture 80). For adding new order, click or button. If you clicked, the screen shows the form for payment order entering (picture 81). Filling out procedure is identical to the procedure of filling out individual payment orders. However, it is not possible to enter or change information about Ordering party and execution date. If you clicked, the screen shows previously saved templates. Click the bold account number on the selected template, and screen will show the form of payment order with the data loaded form the template. Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Upon clicking button, the screen shows the payment order containing all entered data. In order to proceed, click button. For adding new orders, repeat the previously described procedure. 57

58 If you have finished adding new payment orders to the group, click, and then click button for order performance. Authorization procedure depends on the type of chosen authorization device (Token or SmartCard). For signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. Picture Picture 81

59 Picture 82 Picture Template creating Procedure related to filling out order template is identical to the procedure of individual order entering. The screen shows the form for payment order entering (picture 84). The necessary fields must be filled out according to the instructions for filing out individual orders. Upon entering all relevant data, click button in order to save the entered information. Button closes currently active entering form and returns you to the previous screen. Picture 84 59

60 Picture 85 Picture 86 In order to create a new order using the existing templates, click icon (picture 87). Picture File upload HUB foreign Apart from possibility to enter single or batch of payment orders in SmartOffice Internet banking, it is also possible to upload and send the payment orders within payment file previously generated, by using an option File upload HUB. Payment file with payment orders is generated in financial application of the client (independently from Smartoffice), which has to be accordance to the certain format and data structure. Format of the payment file which Smartoffice supports is: 60

61 FORMAT OF AGGREGATE ORDER IN ELECTRONIC FORM FOR NATIONAL PAYMENTS IN KUNA, NATIONAL PAYMENTS IN FOREIGN CURRENCY AND INTERNATIONAL PAYMENTS IN KUNA OR FOREIGN CURRENCY Payment file format can be downloaded here. By using the option File upload HUB foreign within the menu Croatian foreign - module for national payments in foreign currency and international payments in foreign currency and Kuna, it is possible to upload and send payment file with type of order 2 international payments in Kuna or foreign currency and type of order 3 - national payments in foreign currency. Procedure for upload and signing the HUB foreign file is the same as procedure for upload and signing the HUB file in module Croatian Domestic page File upload This function enables you to upload HRF payment file created in your financial application or through the use of MultiCash Classic application. The procedure related to uploading and signing HRD payment file is identical to the procedure for upload HUB foreign payment file. Upon clicking button, the screen shows the list of payment orders with the possibility of signing (if you are authorized to sign the order) the payment order (picture 53). If there is an error massage display on the screen (picture 54), you should correct the file and repeat the process for upload HRF file. SmartOffice supports HRF format version since 4 th June Payment file format can be downloaded here File import This function enables loading the order in SmartOffice Croatian foreign module from HRF payment file created by means of MultiCash Classic application, i.e. by means of business application that the business subject uses in its business operating (independently on SmartOffice). If you want to integrate your business application with SmartOffice, for additional details on HRF format of file, please contact the Bank's HelpDesk or click here. The procedure related to import and signing HRF payment file is identical to the procedure for import of HRD payment file. This operation will create batch of orders for transfer that you can arrange and sign additionally in the menu Payments/Batches. Through the function File import, SmartOffice can interpret only the format supported by the system i.e. HRF format. 61

62 3.4 Module for foreign exchange SG Forex FOREX is new module in Smart Office (picture 2) offering to business entities the possibility of submitting order for buying/selling of currency at the current foreign exchange rate of the Bank effective on the day of performing of transaction or possibility to submit order at the foreign exchange rate agreed on the foreign exchange market of Splitska Banka. FOREX module covers manual entering of the order for buying/selling of currency. Import or sending of the order file in this module is not supported. SmartOffice offers a choice for entering two transactions: FOREX BUY is buying of one currency for another FOREX SALE is sale of one currency for another Picture Forex Buy By choosing the option Forex buy in submenu SG Forex, the screen for entering request for buying the currency will be displayed. Payment order has to be filled in as presented in the picture 89 and described in table 7. Obligatory fields are shaded. 62

63 Picture 89 Picture 90 Date Field How to complete the fields Date of buying the currency. That can be only current date. This field shall not be filled in. Type of purchase My reference This field shall not be filled in. Type of purchase is Spot Forex - standard buying of currency. Field free to be filled in. Quick converter By clicking on the icon you are getting into auxiliary calculator for calculating the conversion of currency. Beneficiary account The IBAN and currency are selected from the data base 63

64 IBAN/Currency by clicking on the icon. Select the account to be credited. Trade amount Enter the amount you want to buy. Beneficiary Beneficiary is name of the business entity who is the holder of account to be credited. Beneficiary is the same as ordering party because conversion is permitted only with the same business entity. Name is filled in automatically or can be selected by clicking on the icon. Ordering party account IBAN/Currency Counter amount 64 Select IBAN/currency from the database by clicking on the icon. You can select the same or another account in the Bank of the same business subject whose credit account you selected. This is the account which will be debited. Counter amount is the amount calculated according to the current exchange rate of the Bank on the execution day converted amount is valid only in case of buying at the regular exchange rate, i.e. without arranging the more favourable exchange rate with the Bank and if the order is received in the Bank by 15:00. If the order is sent to the Bank after 15:00, it will be executed with the exchange rate valid on the following working day and if there are sufficient funds on the account. Data shall not be entered. Ordering party Ordering party is name of the business entity who is a holder of the debit account. Ordering party is the same as beneficiary because conversion is permitted only with the same business entity. Name is filled in automatically or can be selected by clicking on the icon. Negotiated conditions Negotiated conditions are the option for marking more favourable exchange rate arranged with the Bank. If you arranged the conditions for buying currency with the Bank, click on the option negotiated conditions. Currency1/Currency2 Field shall not be filled in. It is filled on the basis of entered data for debit/credit account. Exchange rate If you have conditions arranged with the Bank and you selected the option Negotiated conditions, entering the arranged exchange rate is obligatory. Forex deal reference Forex agreed reference i.e. number of sales agreement or the name of the dealer you got from the Bank if you contracted conditions for buying. Filling in the field of agreed conditions is obligatory. Remarks Remark is an optional field for free filling in. Cross Exchange rate By clicking on the icon you can see the valid exchange rate list applied for regular sale and purchase of foreign currency. Table 7

65 After entering all the data click on the button to save the entered data. The button closes currently active form of entry and returns you to the previous screen. After you clicked on the button you can see the payment order with all the entered data (picture 4) as well as the possibilities of signing the payment order (if you are authorized to sign). For signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. Picture Forex Sale By selecting the option Forex sale in the submenu SG Forex a screen for entering request for currency sales appears. It is necessary to fill in the order as shown on the picture 5 and described in the table 2. Fields that must be entered are yellow shaded. 65

66 Picture 92 Picture 93 Date Field How to complete the fields Date of selling the currency. That can be only current date. This field shall not be filled in. Type of purchase My reference This field shall not be filled in. Type of purchase is Spot Forex - standard selling of currency. Field free to be filled in. Quick converter By clicking on the icon you are getting into auxiliary calculator for calculating the conversion of currency. Ordering party account IBAN/Currency Trade amount Ordering party 66 Select IBAN/currency from the database by clicking on the icon. This is the account which will be debited. Enter the amount you want to sell. Ordering party is name of the business entity who is a holder of the debit account. Ordering party is the same as

67 Beneficiary account IBAN/Currency Counter amount beneficiary because conversion is permitted only with the same business entity. Name is filled in automatically or can be selected by clicking on the icon. The IBAN and currency are selected from the data base by clicking on the icon. Select the account to be credited. Counter amount is the amount calculated according to the current exchange rate of the Bank on the execution day converted amount is valid only in case of selling at the regular exchange rate, i.e. without arranging the more favorable exchange rate with the Bank and if the order is received in the Bank by 15:00. If the order is sent to the Bank after 15:00, the same will be executed with the exchange rate valid on the following working day and if there are sufficient funds on the account. Data shall not be entered. Beneficiary Beneficiary is name of the business entity who is the holder of account to be credited. Beneficiary is the same as ordering party because conversion is permitted only with the same business entity. Name is filled in automatically or can be selected by clicking on the icon. Negotiated conditions Negotiated conditions are the option for marking more favourable exchange rate arranged with the Bank. If you arranged the conditions for buying currency with the Bank, click on the option negotiated conditions. Currency1/Currency2 Field shall not be filled in. It is filled in on the basis of entered data for debit/credit account. Exchange rate If you have conditions arranged with the Bank and you selected the option Negotiated conditions, entering the arranged exchange rate is obligatory. Forex deal reference Forex agreed reference i.e. number of sales agreement or the name of the dealer you got from the Bank if you contracted conditions for selling. Filling in the field of agreed conditions is obligatory. Remarks Remark is an optional field for free entry. Cross Exchange rate By clicking on the icon you can see the valid exchange rate list applied for regular sale and purchase of foreign currency. Table 8 After all the data have been entered, click on the button to save the entered data. The button closes currently active form of entry and returns you to the previous screen. After you clicked on the button, a payment order with all the entered data (picture 94) appears on the screen, as well as the possibilities of signing the payment order (if you are authorized to sign). 67

68 Picture 94 For signing procedure, please read the instruction Working with Vasco TOKEN (9) or Working with SmartCard (page 19) at the beginning of these instructions Quick Converter You can access the quick converter i.e. calculator from the orders Forex buying and Forex sale by clicking on the icon for Quick converter. Calculator of currency is used for converting the amounts between two currencies Cross exchange rate Cross exchange rate i.e. cross rate list can be accessed for the orders Forex buy and Forex sale by clicking on the icon Cross exchange rate. Cross exchange rate list appears on the screen for all the currencies that can be traded in the Bank. Exchange rate list contains buying rate, sale rate, date of validity of exchange rate list (picture 95). 68

69 Picture Tracking/Tracing for payment orders This function enables you to monitor the status and search for payment orders. By clicking on the menu Tracking/Tracing, the screen shows the searching form (picture 96). Fill out the search criteria. The order display is more precise if you enter more criteria. Upon entering criteria, click button. The screen shows a table with orders displayed according to your criteria. In the table, you can check the order status, and if the order has not been sent to the Bank, you can perform several of the available actions. By clicking the icon on the right side of the table, it is possible to edit, delete, block or sign a payment order. Picture 96 69

70 Picture 97 Picture 98 Payment orders awaiting the signature feature column in which there is a check box. Mark desired payment orders or click on and sign all chosen payment orders with one signature. If you click on the account number (bold letters), a window, containing a detailed overview of the payment order, will open in the table. The further overview, depending on the order status, enables you to perform additional actions related to the displayed payment order (picture 99). 70

71 Picture Payment order authorization Payment order authorization function is used for displaying orders waiting for signature (picture 100). The table enables you to see the order status and to perform some of the available actions. By clicking the icon on the right side of the table, it is possible to edit, delete, block or sign a payment order. Picture 100 Payment orders awaiting the signature feature column in which there is a check box. Mark desired payment orders or click on. On the screen you have an overview of all payment order for signature with the sum syllable in which there is a total number of orders for signature and the total amount of all orders. 71

72 To sign all payment orders displayed on the screen with one signature click. For signing procedure please read manual Working with VASCO token (page 9) or Working with SmartCard (page 19) at the beginning of this procedure. 4 Reports This chapter contains the following parts: Statement View Turnover-current day Order status Transactions Downloads Picture Statement view Use this function if you wish to check the balance of all accounts for which you have an authorization. In the menu, click Reports, and then Statement View, upon which the main window will display a table of all available accounts showing the closing balance of the last received statement (picture 102). For more detailed display of the balance of each individual account, click on the desired account (bold), and for printing the balance of all available accounts, button. If you wish to create a file in Adobe Reader format (PDF), click button. Picture 102 Detailed overview of the account balance consists of a table displaying all bookings sorted out according to date and statement number. In the end of the table, you can find the following information: opening balance, Debit sum and Credit sum and closing balance (picture 103). 72

73 The main window, above the table, contains field number/date of statement and account, whose details you wish to display. The button returns you to the table displaying balance of all your accounts. In order to print the statement, click button or button, if you wish to create a file in Adobe Reader format (PDF). Picture 103 In the field number/date you can choose preposted items (if available), with the data of turnover during the current day. 4.2 Turnover-current day and current account balance To view preposted transactions for the current day and the current account balance click on the menu item Reports and then Turnover-current day after which in the main window appears table with all available accounts. Accounts containing turnover items and whose balance is updated from the last statement are marked bold in the menu. For a detailed overview of the balance of each account click on the bolded account number. Screen displays turnover items that are executed in the Bank and for which account has been approved or debited. You can also see the total amount of debit/credit of the account and the current account balance. All items can be sorted by any of the columns displayed on the screen For printing of turnover click or if you wish to create a file in Adobe Reader format (PDF). 73

74 Picture Order status Use this function if you wish to monitor the status of your payment orders. Upon clicking on Order status, in the Reports menu, the main frame displays choosing form enabling you to set different search criteria in order to find desired information (picture 105): According to the type of session According to account number According to content stated in the payment description According to date (defining from/to date) Display of orders created by the currently registered user Click button, if you wish to save criteria for displaying searched information or click button, if you wish to delete currently entered criteria. For displaying all orders (without criteria) click button. 4.4 Transactions Picture

75 Use this function if you wish to monitor individual transactions related to account statements. Upon clicking on Order status, in the Reports menu, the main frame displays choosing form enabling you to set different search criteria in order to find desired information (picture 106): According to account number opened in the Bank According to content stated in the payment description According to booking/currency date According to date (defining from/to date) With or without displaying announced payments Click click button, if you wish to save criteria for displaying searched information or button, if you wish to delete currently entered criteria. Picture Downloads Use this function if you wish to take over files statements, MT940 format, prepared by the Bank. Upon clicking on the Downloads, in the Reports menu, the main frame displays a choosing form enabling you to set criteria for taking over information. Click button if you wish to display calendar and choose an appropriate date. It is necessary to fill out fields from; to (picture 107). Click button, upon which the main frame displays table containing all files related to your query with displayed sending dates. For taking over the file, click on the sending date (bold) (picture 108). The screen will display a dialogue in which you can choose whether you wish the file to be displayed. If you wish to save the file, click Save button. If you wish to delete entered criteria, click button. 75

76 Picture 107 Picture Messages This chapter contains the following parts: overview and maintenance of received messages overview and maintenance of sent messages writing and sending new messages Design of the form of the main frame for working with messages is identical for received and sent messages. The screen shows a table with all received/sent messages and basic information: status, title, date and time (picture 109). In order to read the message, click icon or icon for deleting messages. 76

77 Picture 109 For writing and sending new messages, click on Create message in the Messages menu. The screen shows the form for entering new messages, in which you need to write title and content (picture 110). Click Browse... button in order to activate Windows Explorer window in which you choose a file you wish to send as an attachment to the message. Click button. The screen shows the field in which you must enter the OTP (one time password). For sending messages, click button. For signing procedure, please read the instruction Working with Vasco TOKEN (page 9) or Working with SmartCard (page 19) at the beginning of these instructions. Picture Sign uploaded payment files Sign uploaded payment files function allows additional signing of uploaded payment files which require more than one signature in accordance with a business entity that uses Smartoffice application or MultiCash Classic application. Signing of HRD files, HUB files and HRF files is supported. Picture

78 Procedure for uploading payment files is described in chapters 3.2.5, 3.2.6, and and what is important is that the files with payment orders can t be edited (arranged) before signing of payment via Smart Office application. If the file is correct, to send it to the system it requires one or more signatures depending on the configuration of business entity. Authorized users of business entity that require more than one authorization of payment files are using menu Open for Authorization to sign the payment files Open for authorization By clicking on the menu Open for authorization on the screen appears overview of all payment files that authorized user has right to sign and which are not authorized or sent to the Bank. Picture 112 In order for payment file to be signed it is necessary to click on the link for file (the first row and column entries in the file table awaiting signature). Details of payment files appear on the screen, payment orders within the file, total number of orders in the file and total amount of orders for which the business entity will be charged. 78 Picture 113

79 Click the button for signing payment file. For signing procedure, please read the instruction working with Vasco TOKEN (page 9) or Working with SmartCard (page 18) at the beginning of these instructions. To deactivate the payment file or to cancel sending payment file to the Bank that has been uploaded into SmartOffice but has not been authorized choose option Deactivate. By selecting this option you have given up of sending the payment file to the Bank and payment order that payment file contains won t be implemented Authorized payments By selecting the option on the screen you have a review of the processed files. In the overview you can see files that were signed and sent to the Bank as well as files that have been uploaded into Smart Office but were deactivated subsequently. By selecting the file you can review the content of it, single orders in the file and total amount of the orders in the file. Picture