Colonial Detailed Version: Getting Started Business Continuity Checklist for New CashManager OnLine *Once logged on, users have access to extensive online Help Topics (click HELP). Review your online Help Table of Contents for additional tips and information. 1. Information for all Administrators First Steps, Establishing Company Users Review system access requirements o Browser: Windows Internet Explorer 7 preferred, Firefox o Minimum screen resolution: 1024 x 768 pixels o Operating system: Windows XP or later Register for the Instructor-led Training Presentation - Getting Started with CashManager OnLine/Your role as a Company Administrator Logon to CashManager OnLine and register your token. o Access the Admin option on the tool bar. o Company System Administrators should access the Administration and Preference services sections and establish: Account preferences Each user s entitlements Accounts associated with each user Establish general transaction approval requirements, user payment limits and transaction repetitive and nonrepetitive limits. o Refer to your First Steps Guide in your Welcome Introduction packet, and review Online Help User Guide How To Topics Entitlement Distribute logon credentials to users o Logon credentials: Administrators should immediately distribute to all users. Note: Users you have entitled to approve their own transactions will allow the user to approve the transaction upon submission or to save the transaction for later approval. If they select later approval, the user will be able to access transactions pending approval and approve, even if that user is the creator. The Administration and Preference services also contain your company s Preferred Bank list. Use this screen to select existing banks and to create new banks. 2. General Information and Orientation for Administrators and All Users After logging on, review the services to which you are entitled and register to attend the appropriate Instructorled Training Presentations. A schedule of sessions was mailed to your company administrator in the Welcome Introduction Packet. Review the Help feature. It is your online user guide and contains a Glossary of Terms. Familiarize yourself with features available on the Dashboard o Widgets: The ability to display 10 favorite accts. (and naming accts.) Account Balance information (note: Balances are available to clients that have Current Day Reporting as part of their CashManager OnLine compliment) Access to transactions requiring approval Messages from BB&T o Shortcut functions to quickly navigate to other areas based on user entitlements o Secure messaging to Client Support o The Main Service bar 1
All users should review the Administration and Preference services to establish their Preferred Bank list. o Use this screen to select existing banks and to create new banks. Preserving transaction and reporting history o Transaction data and Information Reporting history will not transfer to CashManager OnLine. o Users will have access to WebBiz through July 31, 2010, and WireBiz through June 4, 2010. During this time it s recommended users access and archive any/all information they wish to save (to a disk, hard drive, etc.) WebBiz will be deacivated after July 31, 2010. WireBiz will be deactivated after June 4, 2010. o Any account changes, user entitlement changes, template changes, etc., occurring during the data transfer period approximately five weeks prior to logon credentials being created will not be captured and transferred. 3. Information regarding Wire services Wire Templates will be set to inactive status when transferred. Users should review template data for accuracy and then activate the template before it can be used (click the Activate check box). Templates established during data migration (five weeks prior to logon creation) will not have transferred and will need to be re-established. Refer to the effective date on WireBiz template to verify when it was established. All approvals apply to the Payments services, affecting Payment authorization, templates and suspect decisions for Accounts and Account Services to which a user is entitled. Users will have an Approve Own option to allow them to approve their own Payment Transactions if this entitlement has been granted by your company administrator. Domestic Wire templates that include a Bank ID Type other than an ABA number in the Beneficiary Bank ID Type fields will be changed to an International template All international wires require the Beneficiary Address 1 and Address 2 fields to contain data. Wire payment purpose must be included in the wire payment detail field. o Templates not meeting this requirement at migration will require entitled user to populate these fields prior to using the template Effective close of business May 28, 2010, WireBiz user entitlements to wire initiation will be disabled. Effective June 1, 2010, through June 4, 2010, WireBiz user entitlement will be limited to view/inquiry only. All WireBiz user access will be disabled close of business June 4, 2010. o If you previously received your wire transfer confirmation notices by fax or mail you will continue to receive these notices via that delivery method. o If you previously received your wire confirmation notices by email, your CashManager OnLine Administrator will have the ability to set up Users to receive wire confirmation reports via CashManager OnLine Current Day Information reporting service. Users entitled to wire transfer may establish alerts for incoming/outbound wires. See How To Create An Alert Online User Guide. 4. Information regarding ACH services Templates established during data migration (five weeks prior to logon creation) will not have transferred and will need to be re-established. Users should perform a high level review of transferred templates prior to use. Users will have an Approve Own option to allow them to approve their own Payment Transactions if this entitlement has been granted by your company administrator. Users can have only one limit that will apply to both credit and debit transactions. Entitled users that import text/nacha (user defined) files will have to create an Import Profile WebBiz AutoGenerate/AutoRelease transactions with effecive dates after May 28, 2010, will not be processed. User entitlement to AutoGenerate/AutoRelease will be disabled at close of business May 25, 2010. 2
5. Third Party Lists and Vendor Payees information New Feature: Third Party Lists and Vendor Payees o All previous payees set up in WebBiz Wire templates/webbiz ACH templates will be saved in the Third Party List. New payees can be created, saved and retrieved from this list by all users with access to Payment services (Wires/ACH). o Entitled users should review the Third Party list to ensure that the information transferred correctly. 6. Dual approval required for File Uploads Entitled users that upload NACHA formatted ACH files or Positive Pay issue files will have to establish a procedure for approval of that file upload with an additional user. If an additional user is not available, Company System Administrator should establish a second User ID for that entitled user (requires second token) to approve the file upload. Approvals cannot be defined for NACHA ACH and Positive Pay issue files independently. 7. Establishing Alerts Options Alert Data will not be transferred All users may self-administer any/all events for which they would like to be notified. An alert is a message delivered based on criteria defined when you create the alert. Alerts are established by accessing the Preferences feature within the Administration services. Note that although you may see and select Alert features for a particular service as a choice, you will only receive Alerts to those functions to which your company is entitled. Alerts default to your inbox for delivery, but may be delivered to your email or phone using the SMTP email address associated with your phone. Text charges could apply. The Reminder feature is also available to users to remind them of free form text information that they create. Frequencies can be: o one time o weekly o monthly o yearly 8. General information concerning Future-Dated and Pending Transactions Future Value Dated ACH and/or Wire Transfer or transactions will be processed. o Pending Transactions will require users to take the appropriate/desired action within WebBiz prior to July 30, 2010. WebBiz wire transfer initiation deactivates close of business May 28, 2010, with view inquiry access through close of business June 4, 2010. 9. Preserving transaction and reporting history Transaction data and Information Reporting history will not transfer from WebBiz to CashManager OnLine. Users will have access to WebBiz prior to deactivation on July 30, 2010; WireBiz prior to June 4, 2010. During this time it s recommended users access and archive any/all information they wish to save (to a disk, hard drive, etc.) 3
10. Information Reporting now includes new Standard Reports and loan information Information can now be exported in several standard formats: o BAI2 o Comma Separated (CSV) o MS Money o QuickBooks o International SWIFT Twenty-two standard reporting options are now available for Prior day and Current day information Report customization, Special Reporting and Transaction Search options remain within New CashManager OnLine View images of paid checks, deposit tickets, deposited items and returned deposited items. Prior Day and Current Day Balance information, plus Loan information, is now available. Customized reporting allows you change how balance information displays on your screen and sum columns like an Excel spreadsheet. 11. Stop Payment enhancements and new features Approvals are now set at the company level (not at the individual user level) A new feature entitled Approve Own is the same as setting approvals to zero. Companies that required User IDs to have approvals for Stop Payments will now be entitled for dual approvals in CashManager OnLine for all User IDs. Stop Payment Durations are now set in the Change Account Preferences section within Administration services. The new durations are: o 6 months o 1 year o 3 years o 5 years o 7 years Stop Payment orders placed at a BB&T financial center or over the telephone may be cancelled via CashManager OnLine. 12. Information regarding Positive Pay services Establish an alert for Exception File Delivery, for each account that has Positive Pay service. Select to be notified of both exceptions and no exceptions. Import formats will not transfer from WebBiz to CashManager OnLine. Positive Pay files must contain a transaction type to designate check issue or voided checks. Users will create upload profiles to match file formats. Entitled users that upload files will have to establish a procedure for approval of that file upload with an additional user. If an additional user is not available, Company System Administrators should establish a second User ID for that entitled user (requires second token) to approve the file upload. In CashManager OnLine, approvals are set at the client level and there can only be one approver. 4
13. Information concerning Account Transfers and Transfers to Loans Recurring transfers (not available to loans) may now be established. Transfer types include: o DDA to DDA o DDA to Loan Loan Types: 05 (Regular Loan) 15 (Small Business) 20 (SBA) 23 (Corp) No transfers for CLCS or CL Sweep. Loan transfers may be made 7 a.m. - 7 p.m. ET (vs. 9 p.m. for other transfers) Loan Acct. transfer is at the Note level. The debit account cannot be Closed, Purged, Closed to Posting, or Dormant. Must have sufficient funds Cannot debit from one note to another No Choiceline, ChoiceLine ELOC nor IOLTA accounts may be debited No negative balances on loans Loan transfers may be future-dated 14. All Wire/ACH application types New CashManager OnLine supports SEC codes: o PPD o TEL o CCD o WEB o CCD+ Tax o CCD+ Child Support o CTX SEC types IAT and RCK are not supported at this time. Both debit/credit transactions are processed with these entry types. All users that have Cash Disbursement now have the Child Support entitlement. All Wire Transfer clients that were entitled to Fed Wires now have U.S. Fed Tax entitlement. BB&T Member FDIC. 5