Business ebanking User Guide May 2015
Contents INTRODUCTION... 5 Signing In... 6 Signing Off... 9 First Time Access... 10 Dashboard Setup Tool... 10 WELCOME... 11 Welcome Page... 12 Managing panels... 12 Adding a panel... 12 Editing panels... 12 Deleting panels... 12 Managing Shortcuts panel... 13 Add a favorite... 13 Delete a Favorite... 13 Recent Alerts and Messages... 13 Viewing Mail and Alerts... 14 Managing Alerts... 14 To Set Up Account Alerts... 15 ADMINISTRATION... 16 Company Administration Overview... 17 Manage Approval Settings... 17 Changing Approval Parameters... 17 Manage Users... 18 Adding Users and Services... 18 Copying Users... 22 Modifying User Information... 22 Modifying User Contact Information... 24 Modify User Roles... 25 Modifying User Services and Accounts... 26 Modifying Transaction Limits... 27 Deleting Users... 28 2
Express Account Management... 29 Approve User Changes... 31 Pending User Profile Requests... 31 Manage Account Information... 33 Changing Account Descriptions... 33 Self Administration... 34 Changing Your Password... 34 Manage Contact Preferences... 34 View User Activity Report... 35 REPORTS... 38 Deposit Reports... 39 Activity Deposit Accounts... 39 Balances Deposit Accounts... 39 LOANS... 40 Manage Loans... 40 Balances Loans... 41 TRANSFERS AND PAYMENTS... 42 Internal Transfers... 43 Entering an Internal Transfer... 43 Approve Transfers Internal... 43 Deleting an Internal Transfer... 43 Multiple Account Transfer... 44 Setting up a Multiple Account Transfer... 44 Entering a Multiple Account Transfer... 45 Transmitting a Multiple Account Transfer... 46 Deleting a Multiple Account Transfer Request... 47 View completed transfers multiple accounts... 47 Loans... 47 Making a Loan Payment Request... 47 Approve loan payments and advances... 49 ACH... 49 Create ACH Payment Template... 49 3
Make ACH Payment via Template... 51 Approve ACH Transactions... 53 Copying ACH Payment Templates... 53 Editing ACH Templates... 53 Importing an ACH File into a Template... 53 Deleting an ACH Payment Request... 55 Setting Up a One Time ACH payment Send Money without a Template... 55 View completed ACH Transactions... 56 Collect money via ACH/Manage Templates... 56 SCHEDULED REQUESTS... 56 Wire... 57 Entering a One Time Wire Transfer... 57 Deleting a Wire Transfer... 58 Add Wire Template... 60 Wire Money via Template... 60 Wire Money via Multiple Templates... 61 Approving Wires/Editing Wires... 62 Viewing Completed Wires... 63 ACCOUNT SERVICES... 64 BEST PRACTICES FOR BUSINESS ebanking CUSTOMERS... 65 4
INTRODUCTION Business ebanking (BeB) is a secure, Web-based banking application that allows you access to your RBT accounts. An authorized individual from the business serves as the Company Administrator for BeB. This Company Administrator manages their employee access to banking services, accounts, and templates. The Reports section provides current day, previous day, and transaction searches of your accounts. You may select from a list of accounts or pick a specific account for which to view information. You may also use data export to download in various formats. Transfers and Payments allow electronic movement of funds, in real time, between your RBT accounts. Stop check payments, check reorder, alerts and secure email are all features of BeB. Additional, optional, services include ACH, Wire Transfer, and Bill Payment. Rollstone Bank & Trust, and our online banking partner, FIS Global, follow the standards of the Federal Financial Institutions Examination Council (FFIEC) regarding authentication in an internet banking environment. The Company Administrator for the business should also employ policies to protect the business. Please review the Best Practices for Commercial Customers document at the end of this User Guide, and share this information with all users of BeB. Our home page, rollstonebank.com, also provides a Security link with additional information. This guide provides information for the most common BeB transactions. For more detailed instructions, you may access the Help and/or How Do I links within BeB. Of course, you may also contact any office of RBT for assistance. Contact information for each location is located on our home page. 5
Signing In To sign in to BeB, go to our home page, www.rollstonebank.com, and select the Online Banking Login link for Commercial. Alternatively, you may go directly to the URL /Internet address for BeB, https://rollstonebank.ebanking-services.com. From the BeB login screen: Enter the Company ID (this will be a unique number provided to you by RBT) Enter the User ID Click Continue. The enter password page appears: Enter Password. Click Sign In. The Advanced Authentication page appears. 6
Click the Continue with Security Code button. The Tell us where to reach you page appears: Select the preferred choice of contact. If using Text Message, the phone number must be registered for the BeB User. Click Continue. Depending on the communication option chosen (telephone or text), the following pages will be displayed: 7
Telephone Authentication The BeB user will then receive an automated phone call that instructs the user to enter the ontime security code displayed on the Enter the Security Code dialog. Click Phone Call Completed. The BeB Welcome Page Appears. Text Message Authentication The BeB user will be prompted to enter a mobile phone number where the text message can be sent. Note: The mobile phone number must be registered for the BeB User. Click the Send Text Message button. The One-time Security Code page appears. The security code will be sent to the mobile phone. Complete the process by entering the One-time Security Code. 8
Click Submit. The BeB Welcome Page appears. Signing Off It is important to sign off of BeB since it is a secure banking application. If you do not use your keyboard within 15 minutes, the application automatically signs you out. You can sign off at any time by performing the following: Click Sign Off in the upper right corner. The Sign On page reappears. 9
First Time Access When accessing BeB for the first time, you see the Dashboard setup tool and the Dashboard panels on the Welcome page. The panels provide you information about accounts, messages, and alerts. Dashboard Setup Tool New Users The Dashboard setup tool is displayed when you log into BeB for the first time. You will have recommended suggestions of what panels to display on the Welcome page based on your roles and entitlements. These recommended items are already selected for addition to the dashboard. You can adjust the recommended selections by selecting more panels or unselecting panels you wish not to use. You can also deselect all recommendations and choose to continue to the dashboard with no informational panels. Existing Users Existing users will not normally see the Dashboard setup tool when they log on, except in the following business scenarios: An entitlement for a new service is enabled that makes more information panels available to the user A new role is enabled that makes more information panels available to the user New panels or panel features are introduced after a release 10
WELCOME 11
Welcome Page Managing panels You can customize the dashboard panels on the Welcome page to show the information you feel is important. You can arrange the panels as you want to by clicking and dragging them to another location on the Welcome page. Adding a panel From the Welcome page: Click the Add Info Panels button. The Add Info Panels All Panels page appears: To add a panel, click the Add now button. The new panel will appear on the Welcome page. Editing panels To edit the information in dashboard panels, click the link at the bottom of the panel of which you want to change the information. Note: Not all panels have this link. Deleting panels To delete a panel: Click the down arrow button in the top right corner of the panel window. Click Delete this panel. 12
Managing Shortcuts panel Favorites are shortcuts that can be accessed directly from the Welcome page in the Shortcuts dashboard panel. Add a favorite To add a favorite to your list: Click Edit Favorites. The Manage Favorites page appears: Select a task in the list and click Add Favorite. The new task appears in your favorite list. Delete a Favorite To delete a favorite: Access the Manage Favorites page. Click Delete Favorite for the task to be deleted from the list. Recent Alerts and Messages The Recent Alerts & Messages window allows you to view and create communications regarding account activity. 13
Viewing Mail and Alerts Click the Received Mail and Alerts link in the Recent Alerts & Messages dashboard panel to see new messages since you last logged in. The Received Mail and Alerts page appears: From here, you can view your mail and alerts by clicking the Subject link. The Received Mail Message Detail page appears. You can reply to this message or delete it as required. Managing Alerts You can manage the alerts you receive by clicking the appropriate links on the Received Mail and Alerts page. You can manage account related alerts, non-account related alerts, and custom alerts by clicking the appropriate link. On the Received Mail and Alerts page, click Manage Alerts. The Manage Alerts page appears: The available alerts for the selected account and the selected alert type appear. 14
You can change the Account by selecting a different account in the drop down list or by using the Search link next to the drop down list. You can change the Alert type by selecting a different tab at the top of the page. Maintaining alerts is the same for each type. Click Add on the Alert to add this alert; additional fields specific to this alert appear. Select the email the Alerts should be sent to. To change an alert, click Change on the alert line. Additional fields specific to the alert appear. Select the email the Alerts should be sent to. Click Save Alert, or click Do Not Save Alert, as appropriate. To delete an alert, click Delete on the alert line. To Set Up Account Alerts If a user wants to add or delete an alert for multiple accounts, they can do this concurrently by using the Set up Account Alerts page. Navigate to the Manage Alerts page and click the Set up Account Alerts link. The Set up Account Alerts Select Alerts page appears: Select the description of alert you want and press Go. The Setup Account Alerts page appears. For alerts requiring a trigger, fill in the box labeled Trigger to set your alert trigger. Select the email account you want the alert sent to in the Destinations area. Check the boxes next to the accounts for which you want to assign the alert. Click Save changes. A confirmation message appears. 15
ADMINISTRATION 16
Company Administration Overview Company Administration allows you to manage your employee access to banking services, accounts, and templates. RBT will set up one Company Administrator (CA) for your business. This CA will manage all other users for BeB access. This CA may set up other administrative users. All administrative users have access to Add User, Change User, Copy User, and Delete User. Manage Approval Settings The BeB Administration role user can specify the number of approvals required for user profiles and templets, in addition to the number of approvals and amount limits before a request is transmitted and sent for processing. You may vary the number of approvals required based on the amount of a request. Note: Company level parameters established by the bank will be used if parameters are not entered by the company. Changing Approval Parameters In the Administration tab, click Manage Approvals Settings in the Company Administration section. The Approvals Administration page appears: Identify a request dollar amount and the number of approvals required if that request is less than or equal to, or greater than the request dollar amount. 17
Identify number of approvals for setup of new users (Administration) and templates for each service listed. Click Save changes a confirmation appears. Manage Users Manage Users allows an Admin User to setup, change, copy, and delete a company user and modify the services a user is entitled to. This section outlines the procedures used to perform each of these tasks using the user profile page. Adding Users and Services To add new BeB users and the services they will use, complete the following: In the Administration tab, click Manage Users in the Company Administration section. The User Administration page appears: Click the Create new user button. The New User-Profile page appears: 18
Complete the fields as required. Password will be a starter password; the new user will be required to change the password upon first login. The telephone number(s) listed will be used to send one time pass-code information when required. Note: Direct lines to the individual work best; if an extension is used, it should be for an automated phone system, where there is no operator. Click Continue. The New User Roles page appears: Optional Check the boxes next to the User Roles you want to assign to the new user. Click Continue. The New User Services & Accounts page appears: 19
Select the servicers you want to enable and accounts you want to entitle to the user. Click Continue. The New User ACH Limits page appears. Set the ACH Daily Maximum Limit, ACH Daily Maximum Service Limits, and ACH Account Limits. Click Continue. The New User Wire Limits page appears: 20
Set the Wire Daily Maximum Limit, Wire Daily Maximum Service Limits, and Wire Account Limits. Click Continue. The New User-Verification page appears: Review the information on this page. Click Submit. Note: If your company does not require multiple approvals for Administration, clicking Submit creates and activates the user. If your company requires multiple approvals for Administration, clicking Submit submits the user profile for approval by other Administrators in the company. 21
The New User Confirmation page appears: Copying Users To copy a user s access and create a new user, complete the following: From the Manage Users page, click the Create new user button. The New User Profile page appears. Complete all fields on this page. Click Continue. The New User Roles page appears. Under the Copy Existing User section, click the remote button next to Copy user. Click the Select user link. A pop up window appears. Select the existing user that will be copied. Click the Copy user button. The window will close. The User Profile page will appear with the selected user to be copied. Click Continue. Proceed thru the set-up process for enabling services and limits. Once complete, Click Submit. The New User-Confirmation page appears. Note: For companies that do not require multiple approvals for Administration, clicking Submit creates and activates the user. For companies that require multiple approvals for Administration, clicking Submit submits the user profile for approval by other Administrators in the company. Modifying User Information To change a user s profile information and password, or unlock a locked user, complete the following: In the Administration tab, click Manage Users in the Company Administration section. The User Administration page appears: 22
Click the System Access link in the row of the user to be modified. The User Profile Edit User Information page appears: Modify the desired information for the user. Note: If the User Locked (optional) box is selected, you must uncheck the box to allow them access again. If they do not remember their password, you should provide a new starter password for them here also. Click Save Changes. The User Profile page appears with a confirmation message at the top: Note: When multiple approvals are needed to make changes to a user profile, the confirmation message will read: This user profile has changes that have not been submitted. To submit changes, 23
click Submit. There will be a Submit button at the bottom of the screen which administrators must click to submit the changes. Modifying User Contact Information To change a user s contact information, complete the following: From the Manage Users page, click the User ID of the user you wish to modify. The User Profile page appears: Click the Edit Contact Information link. The User profile Edit Contact Information page appears: Modify the desired information. 24
Click the Save user button. The User Profile page appears with a confirmation message at the top. Note: When multiple approvals are needed to make changes to a user profile, the confirmation message will read: This user profile has changes that have not been submitted. To submit changes, click Submit. There will be a Submit button at the bottom of the screen which administrators must click to submit the changes. Modify User Roles To modify the roles assigned to an existing user, complete the following: From the Manager Users page, click the User ID of the user you wish to modify. The User Profile page appears: Click the Edit Roles link. The User Profile Edit Roles page appears: Modify the user roles as desired. 25
Click Save Changes. The User Profile page appears with a confirmation message at the top. Note: When multiple approvals are needed to make changes to a user profile, the confirmation message will read: This user profile has changes that have not been submitted. To submit changes, click Submit. There will be a Submit button at the bottom of the screen which administrators must click to submit the changes. Modifying User Services and Accounts To modify user services and accounts, complete the following: From the Manage Users page, click the User IUD of the user you wish to modify. The User Profile page appears: Click the Edit Services & Accounts link. The User Profile-Edit Services & Accounts page appears: 26
Add, Change, or remove the desired services and accounts. Once complete, click the Save Changes button. The User Profile page appears with a confirmation message on the top. Note: When multiple approvals are needed to make changes to a user profile, the confirmation message will read: This user profile has changes that have not been submitted. To submit changes, click Submit. There will be a Submit button at the bottom of the screen which administrators must click to submit the changes. Modifying Transaction Limits To modify an existing user s ACH, Wire, or Bill Pay limits, complete the following: From the Manager Users page, click the User ID of the user you wish to modify. The User Profile page appears: Under the Limits section, click the Edit link next to the appropriate service. The Limits page for that service will open. 27
Modify the desired fields. Click Save Changes. Note: When multiple approvals are needed to make changes to a user profile, the confirmation message will read: This user profile has changes that have not been submitted. To submit changes, click Submit. There will be a Submit button at the bottom of the screen which administrators must click to submit the changes. Deleting Users To delete an existing user, complete the following: From the Manage User page, click the User ID of the user you wish to modify. The User Profile page appears. Click the Delete User link. The Delete User page appears: Click Delete User. The User Administration page appears, the deleted user is no longer listed. 28
Express Account Management Bank users with administrator roles have access to the Express Account Management page. This page allows you to quickly entitle a new account for multiple users without having to go through the entire account setup process. To get to the Express Account Management page: In the Administration tab, click Express Account Management in the Company Administration section. The Express Account Management page appears: Find a user by clicking the User drop-down list and clicking on the name. Select the account you want to manage. Note: If you have more than 20 accounts, a Search link appears next to the Account drop-down list. Click Go. The Express Account Management page appears, showing the services entitled for the user. 29
Note: If the user does not have the Approval role, the Allow Transmit column is not shown. Once changes have been made, click Save Changes. A confirmation message appears on the top of the page. Note: If multiple approvals are required for Administration, modified user profiles will be submitted to the User Administration Approval queue. 30
Approve User Changes Multiple approvals for User Administration allow you the option to require multiple approvals for all user profiles setups, changes, and deletions. You must ensure that the number of approvals required for user administration does not exceed the number of users who have the administration role. The BeB Administration role may cancel a user profile request, including those made by another BeB Administration role user. The following confirmation message appears when the BeB Administration role user performed an action on the User Profile page. This confirmation message indicates that a maintenance or setup action is needed to continue. The user profile will be submitted for approval when Save User is clicked. Pending User Profile Requests A BeB Administration role user may view, approve, or cancel one or more pending user profile requests using User Administration Approval. To approve User Profile requests, complete the following: Click Approve User Changes from the Administration page. The User Administration Approval-Selection page appears: 31
Select one or more profiles to approve. Note: If additional detail is required click the User ID link. Click Approve, the User Administration Approval Confirmation page appears: 32
Manage Account Information Changing Account Descriptions To change an account s description, complete the following (may only be done by BeB Administrator): In the Administration tab, click Manage Account Information in the Company Administration section. The Account Administration page appears: Click the description link of the account to be changed. The Change Account Description page appears. In the Description field, type the new description of the account. Click Save Changes. The Account Administration page appears with a confirmation. 33
Self Administration Changing Your Password Users can change their own passwords in BeB while signed on. From the Administration tab, click Change Password in the Self Administration section. The Change Password page appears: Complete the fields as required and click Save Changes. A confirmation appears. Note: For enhanced security, only one password change per day is allowed. Manage Contact Preferences Users can also maintain primary and secondary email addresses, and phone numbers. From the Administration tab, click Manage Contact Preferences in the Self Administration section. The Personal Preferences page appears: 34
Click Change this address to change either the primary or secondary email address. View User Activity Report The User Activity Report is used to view BeB user activity for a specific date or date range. Up to 18 months of data are available; a maximum of three months may be retrieved during a single search, to limit the amount of date to a specific transaction(s), select the specific criteria. Note: A user without the administrator role is only able to view their own activity. From the Administration tab, click View User Activity Report in the Self Administration section. The User Activity Report Criteria page appears: 35
Select the criteria to be included in the report as required. Click Generate Report. The User Activity Report page appears: To view details, click a date. The User Activity Report Detail page appears: 36
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REPORTS 38
Deposit Reports Activity Deposit Accounts The Activity-Deposit Accounts is used to view detailed account information. To view account detail, complete the following: On the Report tab, click the Activity-Deposit Accounts link in the Deposit Reports section. The Search Deposit Account Activity Criteria page appears: Select the output option. Select accounts to view history Select a specific date or a date range Select Transaction types For more specific options, click Advanced Search Options (optional) Click Generate Report Activity Deposit Reports will be displayed you may download this report in various formats via the Download as: selection box. Balances Deposit Accounts Balance-Deposit Accounts is used to view your account balances. To view account balances, complete the following: 39
On the Report tab, click the Balances-Deposit Accounts link in the Deposit Reports section. The Search Deposit Account Balances page appears: Select accounts to view balance Select a specific date or a date range Select sort order Click Generate report Your select accounts and balances will be displayed. LOANS Manage Loans From the Reports tab, select Manage loans under the Loans section. The Manage Loans page appears: To display notes for a specific loan, click on the appropriate link in the Account/Note ID column. Click on the Actions menu to display tasks available for each note. 40
Balances Loans From the Reports tab, select Balances Loan under the Loans section. The Search Loan Balances page appears: Select output option. Select account(s) to display. Select specific date or date range Click Generate report The Note Balances page will display: 41
TRANSFERS AND PAYMENTS 42
Internal Transfers Entering an Internal Transfer To enter an Internal Transfer, complete the following: In Transfers and Payments tab, click the Transfer Money-Internal in the Internal Transfer section. The Transfer Money Internal page appears. Complete the required fields. From Select an account from which funds should be debited To Select an account to which funds should be credited Amount Enter the dollar amount of the transfer Description - (optional) Frequency - identify how often this transfer is to occur Click Continue. The Verify Transfer page appears Click Transmit to transmit the transfer. The Transfer Confirmation page appears. Note: Click Submit for Approval to hold the transmission until later (or if user does not have transmit rights). Approve Transfers Internal To transmit a transfer request, complete the following: In the Transfers and Payments tab, click Approve Transfers Internal in the Internal Transfer section. The Approve Transfers Internal page appears. Select the check box next to the transfer request you want to approve Click Continue The Verify Transfer Approval page appears Click Transmit. The Transfer Approval Confirmation page appears Deleting an Internal Transfer To delete a transfer request, complete the following: Internal transfers that have already been approved do not have the option to delete in BeB. Those requests are processed immediately. In the Transfers and Payments tab, click Approve Transfers Internal in the Transfer Money-Internal section. The Approve Transfers Internal page appears. Click the link in the From Account column for the transfer request you want to delete. The Internal Transfer Transmit Detail page appears. 43
Click the Delete Request link. An Internal Transfer Transmit deletion message appears. Click OK. The Approve Transfers-Internal page appears with a confirmation of the deletion. Multiple Account Transfer Setting up a Multiple Account Transfer To create a Multiple Account Transfer template, complete the following: On the Transfers and Payments tab, click Transfer Money/Manage Templates. The Transfer Money/Manage Templates Multiple Accounts page appears. Click the Add a template link. The Add Template Multiple Accounts page appears. Complete the following fields: Template name Nave of the book transfer template, up to 20 characters Main Account Select an account from the drop-dpwn list. For one-to-many accounts, this is the source account. For many-to-one accounts, this is the destination. Action Select Debit or Credit Maximum transfer amount $ - Enter the maximum transfer amount, which is the maximum amount of money that can be transferred to or from each account. Description optional Account Select an account from the drop down list Default Amount Enter an amount that is used as the default Use the Add additional account link to add additional detail accounts to the template. Click Add template to compete the transfer setup. The Template Confirmation page appears: 44
Note: If multiple approvals for templates are required, the next step would require approving. (See section in the Multiple Approvals for Templates section of this document). Entering a Multiple Account Transfer To enter a Multiple Account Transfer, complete the following: Access the Transfer Money Manage Templates Multiple accounts page: In the Available Templates list, select a template by selecting the appropriate radio button. Click Continue. The Transfer Money-Multiple Accounts page appears: 45
Complete the fields for each detail account: Control amount (optional) $ - Enter the expected total of all entered account amounts. Description optional Amount Enter the amount to be transferred for each account. Clicks continue. The Verify Transfer page appears: Click Transmit. The Transfer Confirmation page appears. Note: Click Submit for Approval to hold the transmission until later (or if user does not have transmit rights). Transmitting a Multiple Account Transfer To transmit a Multiple Account Transfer, complete the following: Click the Approve Transfers Multiple Accounts link in the Multiple Account Transfer section of the Transfers and Payments tab. The Approve Transfers Multiple Accounts page appears. Select the check box next to the transfer request you want to send. 46
Click Continue. The Verify Transfer Approval page appears. Click Transmit. The Approve Transfer Confirmation page appears. Deleting a Multiple Account Transfer Request To delete a Multiple Account Transfer request, complete the following: Access the Approve Transfers Multiple Accounts page. Click the link in the Template column of the transfer request you want to delete. The Approve Transfers Multiple Accounts page appears. Click the Delete request link. A Delete confirmation message appears. Click OK. The Transfer Approval Confirmation page appears (status is Deleted). View completed transfers multiple accounts To view the history of Multiple Account Transfer requests, complete the following: Access the View completed transfers multiple accounts page under Multiple Account Transfer in Transfers and Payments. The Search Completed Transfers Multiple Acocunts page appears. Select the Transfer Accounts for which you want to view historp. Click Generate report. The Completed Transfers Multiple Accounts page appears. Click the template name to view account level details of a transfer. The Completed Transfer Details Multiple Accounts page appears. Loans Making a Loan Payment Request To make loan payments, complete the following: Click the Manage Loans link in the Loans section of the Transfers and Payments tab. The Manage Loans page appears: 47
Click the dro-down Actions menu and click Make payment: The Make Loan Payment page appears: Specify the account the payment is coming from, the amount, frequency and click Continue. The Verify Payment page appears. Choose to pay the loan now by selecting Pay Now. A confirmation of your selection appears. If Submit for approval was chosen then the loan payment would need to be transmitted by selecting the Transmit link. 48
Approve loan payments and advances To transmit a loan payment/advance that was submitted for approval, select Approve loan payments and advances under Loans in the Transfers and Payments tab. Select the checkbox for the correct payment Click Continue. The Verify Payment/Advance Approval screen will appear. Click Transmit. ACH Note: To receive an alerts for ACH Transfer activity, use Manage alerts under Communications in the Administration tab. Create ACH Payment Template To create an ACH payment template, complete the following: Click Make ACH Payment/Manage Templates located in the ACH section of the transfer and Payments page. The Make ACH Payment/Manage Templates page appears: Click Create a template. The Add Template page appears: 49
Complete the following fields: Template Name - Name of the ACH Send Money template, up to 20 characters. Request type Select the type of ACH from the drop down menu Company name/id Select ACH company name and ID from the drop down list Template description description of transactions included in the template Debit account- account debit is originating from Maximum transfer amount Enter the maximum transfer amount, which is the maximum amount that any detailed transaction in the category can be Click Continue. The Add Template Destination Accounts page appears: Complete the following fields for each credit/destination account: ABA/TRC Enter the American Banking Association (ABA) number or transit routing code (TRC) Account Enter the appropriate account number Account Type Select either CHECKING or SAVINGS Name Enter the name of the account that should be credited. Detail ID (optional) Enter an ID, which is an end user assigned identification number that defines the party being credited. It could be an employee account, or member number. For example, if this is a payroll, the identification number might be the employee number. Default Amount (optional) Enter the appropriate default amount, which should be equal or less than the Maximum Amount. Additional Information (optional) For each additional destination account click Add Additional Detail Row Click Save template The Template Confirmation page appears. Note: If you have multiple approvals required for templates, the next step would require approval. 50
Make ACH Payment via Template To make an ACH payment complete the following: Click the Make ACH Payment/Manage Templates. The Make ACH Payment/Manage Templates page appears: In the Available Templates list, select the appropriate template. Click Continue the Make ACH Payment page appears: 51
Complete the following fields: Effective date Accept the default or change the effective dates of the transactions Control amount Enter the control amount for the transfer, which is the expected total of all entered detail transaction amounts. Amount Enter the transfer amount for each detail transaction Additional Information (optional) Click Continue the Verify Payment page appears: Click Transmit. The Payment Confirmation page appears. Or, Submit for Approval. 52
Approve ACH Transactions If Submit for Approval was used in entering an ACH Payment, complete the following steps to Approve/Transmit: Access the Approve ACH Transactions under ACH in the Transfers and Payments tab. Select the ACH template to transmit or click Select all Click Continue. The Verify ACH Transaction Approval page appears Click Transmit The ACH Transaction Approval Confirmation page appears Copying ACH Payment Templates To copy an existing ACH payment template, complete the following: Access the Make ACH/Payment/Manage Templates. The Make ACH Payment/Manage Templates page appears. Select the link in the column Template Name for the template to be copied. The View Template Details page appears. Click the Copy Template link. The Copy Template page appears. Type a template Name, and make any necessary changes. Click Save change - The Template Confirmation page appears. Editing ACH Templates To edit an existing template, complete the following tasks: From the Transfers and Payments tab, click Make ACH Payment/Manage Templates - the ACH Payment/Manage Templates page appears. Click the Template Name to be edited the View Template Details page appears. Click Edit Template. The ACH Send Money Setup Edit Template page appears. Complete the changes as required Note: You can change the template information or the Credit/Destination Account information. Click Continue. The Verify Template page appears. Click Save changes the Template Confirmation page appears. Importing an ACH File into a Template To import a file into a template, complete the following tasks: 53
From the Transfers and Payments, click Make ACH Payment/Manage Template. The Make ACH Payment/Manage Templates page appears. Click the template name which will receive the import information. The View Template Details page appears. Click Edit Template. The Edit Template page appears: Click Import Details the Import Detail Account Information/Manage File Definitions page appears: Select the File Definition and Click Continue the Select File to Import page appears: 54
Indicate file to import and update feature. Click Import File the File Import Confirmation page appears. Return to the Edit Template page to edit the individual line entries from the imported file. Click Save Changes the File Import Confirmation page appears. Deleting an ACH Payment Request To delete an ACH payment request, complete the following: Note: Customers who process ACH payments using the Transmit box on the Entry page do not have the option to delete the transfer requests in BeB. Those requests are processed immediately. Access the Approve ACH Transactions Selection page from ACH in Transfers and Payments. Click the Account link of the ACH transaction that needs to be deleted. The Approve ACH Transaction page appears. Click Delete Request the Verify ACH Transaction Deletion page appears. Click Delete a confirmation page appears. Setting Up a One Time ACH payment Send Money without a Template To set up a One Time ACH payment, complete the following: Click Make ACH Payment/Manage Template from the Transfers and Payments tab. The Make ACH Payment/Manage Templates page appears. Click Send money without a template the Make ACH Payment without a Template page appears. Complete the fields as required. Click Continue the Add Payment Details page appears Note: If a template name is used the template will be saved for future use. 55
Complete the fields as required. Click Continue the Verify Payment page appears. Click Transmit to approve and transmit the request the Payment Confirmation page appears. Click Submit for approval to submit the template into the Approve ACH Transaction queue the Payment Confirmation page appears. Note: If Submit for approval is used, the Approve ACH Transaction task needs to be completed to transmit the payment. View completed ACH Transactions To view history of ACH payments, complete the following: In the ACH section of the Transfers and Payments section, click the View Completed ACH Transactions link. The Search Completed ACH Transactions page appears. Choose the accounts for which you want to view history. Choose the Date Type. Enter the desired date or date range. Click Generate Report the Completed ACH Transactions page appears. If necessary, click the Account link to view details the Completed ACH Transaction Detail page appears. Collect money via ACH/Manage Templates The ACH Collection process is the same as ACH Payment. SCHEDULED REQUESTS The following services allow you to schedule requests to be placed in the transmit queue: Internal Transfer Make ACH payments (excluding Federal Tax and State Tax) Collect Money via ACH Template-based Wire Transfer Wire Money Loan Payment To view, edit, or delete a scheduled request, go to Manage next scheduled requests under Scheduled Requests in the Transfers and Payments tab. 56
Wire The Wire service allows you to create one time wires or set up template based wires for ongoing use. Current day wire requests must be submitted by 1:00 PM ET. Note: To receive an alerts for Wire Transfer activity, use Manage alerts under Communications in the Administration tab. Entering a One Time Wire Transfer To enter a one-time wire, complete the following: Click Wire Money in the Wire section of the Transfers and Payments tab. The Wire Money page appears: Fill the following fields: Wire Type Select the type of wire to use (if you would like to send in currency other than USD, indicate currency on next screen) Template Name Optional Account Select the account to be debited from the drop-down list Send on date select the date for the wire transfer request to take place Amount Dollar amount of the wire Click Continue, the Add Recipient Information page appears. 57
Enter any Intermediary Information, Second Intermediary Information and Wire Initiator Information if necessary. Click Continue, the Verify Wire page appears. Verify information is accurate, click Transmit or Submit for approval (if approvals are required). The Wire confirmation page appears. Deleting a Wire Transfer 58
To delete a wire transfer that has not been transmitted, complete the following: Under Wire in Transfers and Payments, select Approve wires. Select the wire transfer you want to delete by clicking the Delete link in the far right column. The Verify Wire Deletion pop-up window appears: Click Delete. The window disappears and you will return to the Approve Wires page which will update to show the wire transfer has been deleted. 59
Add Wire Template To create a new wire template, complete the following steps: In the Transfers and Payments navigation tab, click the Manage Wire Templates link under the Wire section. The Manage Templates page appears: Click Add a Template at the top of the page. Complete the fields on the page: Template name name of your wire template Wire Type select appropriate type Account Account to debit Once completed, click Continue; The Add Wire Template page updates to display the Recipient Information section. Enter the Recipient Information fields. When complete, click Add Template. The Wire Template Confirmation page displays. Wire Money via Template To enter a template based wire transfer for a single request, complete the following: Click the Wire Money via Template link in the Wire section of the Transfers and Payments tab. The Wire Money, Template Based Wire Transfer Information page appears: 60
Select the template you will use by clicking the drop down list. (you may click View template details to open a pop-up box of wire details) Complete the following fields: Amount Amount of wire Additional Information for Recipient (optional) Enter up to 80 characters of special instructions that will accompany the transfer. Frequency Select the frequency of the wire Click continue. The Verify Wire page appears. Click Transmit or Submit for approval. Note: If multiple approvals are necessary, follow with Approving Wires section. Wire Money via Multiple Templates To enter multiple requests, complete the following: Click the Wire Money via Multiple Templates link in the Wire section of the Transfers and Payments tab. The Wire Money page appears: 61
Select the appropriate template by using the drop down menu under Template Name column. Enter dollar amounts in the Amount field. Modify the date you wish the wire to be sent. Repeat for each template to be used. If additional templates are required, click the Add More Requests link at the bottom of the page. Click Continue. The Verify Wires page appears. Click Transmit or Submit for approval. Note: If multiple approvals are necessary, follow with Approving Wires section. Approving Wires/Editing Wires To approve an un-transmitted wire, complete the following: Click Approve Wires in the Wire section of the Transfers and Payments tab. The Approve Wires page appears: To approve, select the box next to the wire transfer you want to approve. Click Continue. The Verify Wire Approval page appears. Click Transmit. The Wire Transfer Transmit Confirmation page appears. 62
Note: If additional approvals are required, an Approve button appears in place of the Transmit button. The wire is not transmitted until the required number of approvals is received. To Edit, select the link under the account name for the wire you want to edit. The Approve Wire page will appear. On the top, right hand side of the page, select Edit Request or Return wire for edit. Edit Request will confirm that you want to edit this wire, removing it from the transmit queue and deleting all previously applied approvals. You may edit wire and resubmit for approval. Return wire for edit allows you to enter correction details you would like included in the alert that will be generated when this wire is returned for corrections. Viewing Completed Wires To view completed wires, complete the following: Click View Completed Wires in the Wire section of the Transfers and Payments tab. The Search Completed Wires page appears. Choose the account(s) for which you want to view history. Click Generate Report. The Wire Transfer History page appears. Review the history as necessary. Click on a link in the Account column to show details; the Completed Wire Detail page appears. 63
ACCOUNT SERVICES Account Services tab allows you access to Stop Payment, Check Reorder, and an additional service Commercial Capture Xpress (requires completion of an application and agreement contact any RBT location for more information). 64
BEST PRACTICES FOR BUSINESS ebanking CUSTOMERS Monitor accounts frequently (daily as a best practice). Immediately review Wire, ACH or other transaction confirmations Utilize dual control for transaction processing Never share user IDs, passwords, PIN numbers, etc. with anyone. Do not leave them in an area that is not locked/secured Do not use the same login or password on any other website or software Always use a current, supported operating system Obtain and install anti-virus, anti-malware and anti-spyware software o use caution selecting this product free online software often IS malware o make sure it is active and automatically updated by the vendor, or take necessary steps to keep it updated Consider installation of a firewall Limit or eliminate unnecessary web-surfing and/or email activity by employees, including personal activity, on computers used for online banking. Consider a dedicated computer for online banking that is never used for e-mail or general internet browsing/surfing (cost of computer vs. loss) Avoid opening attachments in email that you were not expecting. Be particularly wary of emails that warn of some dire consequence unless you take action immediately Educate all company personnel on good cyber security practices o e.g., if a media player needs to be updated, go to the official media player website to install the update. Clicking on a fake update installation link could just mask a hacker downloading malware onto the computer Verify use of a secure session. (https:// and not http://) Avoid saving passwords to a computer Never leave a computer unattended when using any online banking service, and always lock your computer when away Never access a financial institution website for online banking (or any privileged or sensitive computer system) from a public computer at a hotel/motel, library, coffee house, or other public wireless access point Notify RBT immediately to lock online access if fraud is suspected. o Develop procedures for any end users to contact their Company Administrator and the bank in the event fraud is suspected. o All end users should change login credentials if they suspect they have been compromised 65
OPERATIONAL CONTROLS FOR CCX (remote deposit) The processed checks are stored in a secure location for 60 days from the date of deposit Access to processed checks is restricted to only those employees involved in deposit processing A method is in place for secure destruction of these checks Checks are destroyed promptly at the end of the 60 day period Employees are appropriately trained with respect to CCX and equipment Each user accesses the system with a unique User ID and password User IDs and passwords are kept confidential 66