Business Online Banking Conversion Guide IMPORTANT INFORMATION ABOUT YOUR NEW BUSINESS ONLINE BANKING SERVICES Version103117
Business Online Banking Conversion Information This guide provides an overview of what to expect before, during, and after conversion of your Business Online Banking services. It also provides key dates, contact information, service deadlines, and training information. Please review this guide carefully, as some of your Business Online Banking services may be impacted and require additional action to ensure you continue to receive uninterrupted service. IMPORTANT DATES October 13 - November 8 Account Services Validation Cedar Rapids Bank & Trust (treasurymanagement@crbt.com) will be communicating during this time period to request your assistance in providing us with updated contact information to be used for additional security features. If you are a client using Bill Payment, ACH, Remote Deposit Capture, or Wire Transfer services, you will also receive information on our new soft token authentication feature. If you have not received the above communications before November 8, please call Treasury Management Services at 319.743.7002. November 1 - November 9 Business Online Banking Interactive Webinars - 4 Sessions Available Learn more about the new functions and features of our new system via interactive training webinars. Sign up via the link provided on www.crbt.com/update. Two types of training sessions are offered: 1) General Training a review of basic online banking functions and core services 2) Advanced Training includes an abbreviated version of the General training, with primary focus on ACH and Wire Transfer functions. If you utilize ACH or Wire Transfer services, we highly recommend that you sign up for both sessions. CONTINUED... 1
IMPORTANT DATES November 8 5:00 PM - November 13 5:00 PM Conversion Timeline Data conversion from the current Business Online Banking system to the NEW system will begin at 5:00 PM on Wednesday, November 8 and continue through 5:00 PM on Monday, November 13. During this time you will continue to use our current system to conduct your usual banking activity. However, there are important effective date restrictions applicable to ACH, Wire Transfers, Book Transfers and Loan Payments to assure that these transactions are processed correctly. ACH the last available effective date for ACH files submitted through the current online banking system is Tuesday, November 14. Files with an effective date of November 15 or later must be submitted through the NEW system. Wire Transfers, Book Transfers & Loan Payments transfer or payment transactions must have an effective date of Thursday, November 9 through Monday, November 13. No future dated transactions should be sent during conversion weekend. Any changes made to your Business Online Banking profile beginning November 9 through November 13 will NOT transfer to the new system and will need to be re-entered to the new system on or after November 14. November 13 5:00 PM Last Business Day Before Conversion Your current online banking service will no longer be available as of 5:00 PM on Monday, November 13. QuickBooks To continue using QuickBooks with our new system, it will be necessary to download the November 10 transaction activity from the current online banking system to QuickBooks prior to November 14. Please see additional Quickbooks information on pg. 17 of this guide. CONTINUED... 2
IMPORTANT DATES November 14 8:00 AM New Business Online Banking Services Available Your NEW Business Online Banking services become available at 8:00 AM on Tuesday, November 14. If you need assistance regarding log in, password resets, secure access codes and other basic questions, please call our Conversion Support Line at 833.245.0770. For assistance with ACH, Wire Transfer or other Treasury Management related services, please contact Treasury Management Services at 319.743.7002. Please carefully review the accuracy of your online banking information as soon as possible and contact Treasury Management Services with any discrepancies. Important estatement Instructions! Users will have access to electronic statements in the new system. However, it will be necessary for Business Online Banking Administrators to RE-ENROLL your accounts for estatements and assign estatement viewing permissions for other users. For step-by-step instructions, please refer to page 8 in the Conversion Guide. 3
FIRST-TIME LOG IN FOR ALL USERS TUESDAY, NOVEMBER 14, 2017 AT 8:00 AM 1. Go to www.crbt.com, click on Select Account Type, and select Business Online Banking from the Account Type drop down list. 2. Enter your current Log in ID and Password and click Log In. 3. A pop-up window will then appear displaying the contact information we have on file for you. We will use this contact information to send you a Secure Access Code outside of the online banking session. Please note, the Secure Access Code you will receive is different than the VIP Access Token. Select a method for delivery of a secure access code from the displayed options. 4. Once you receive the randomly generated 6-digit Secure Access Code via email, text, or voice message, promptly enter it in the designated field and click Submit. This is a new added security feature. Please note, the Secure Access Code is different than the VIP Access Token. If you do not receive an email or text within five minutes, please call our Conversion Support Line at 833.245.0770 for assistance. CONTINUED... 4
5. Next, change your password based on the displayed security criteria and click Submit. 6. With our addition of a Business Online Banking app, you will be prompted to review and accept the mobile agreement. 7. Welcome to CRBT s new Business Online Banking. 8. Once you have accessed Business Online Banking, please sign out and log back in. You will be automatically prompted to register your device or your soft, hard or desktop token. Non-Token Users - Refer to page 6 for second-time login instructions. Token Users - Refer to page 7 for second-time login instructions. 5
NON-TOKEN USERS SECOND-TIME LOG IN - REGISTER YOUR DEVICE After a successful first-time log in to the new Business Online Banking system, we recommend that clients log out of the new system and immediately log in for a second time. When you log in for the second time, users will then automatically be prompted to register their device. Below are second-time log in instructions for Non-Token users to follow: 1. Repeat steps on page 4 to log in again. 2. After you enter your Secure Access Code and click Submit, you will be automatically prompted to register your device. Registering your device, whether it s a computer, tablet or smartphone, will eliminate the need for a Secure Access Code whenever you login from that device in the future. We strongly suggest you only register computers you own or have exclusive access to, like your desktop computer or mobile device not shared or public computer devices. 3. Your device is now registered. Welcome to Business Online Banking! 6
TOKEN USERS SECOND-TIME LOG IN - REGISTER YOUR TOKEN After a successful first-time log in to the new Business Online Banking system, we recommend that clients log out of the new system and immediately log in for a second time. When you log in for the second time, Token Users will automatically be prompted to register their soft, hard, or desktop token as follows: 1. Repeat steps on page 4 to log in again. 2. When a Token User logs in for the second time, a secure access code screen will appear that requires the input of two, six-digit Security Access Codes. You will obtain the Secure Access Codes from your mobile device, desktop or hard token, depending on the token device you previously selected for the delivery of secure access codes. 3. Enter the first Secure Access Code displayed on your token in the top field; wait 30 seconds for your device to refresh with a new code, then enter the second code in the bottom field and click Submit. You will now be at the Home Page of the new Business Online Banking system. 7
E-STATEMENT ENROLLMENT - ADMINS TUESDAY, NOVEMBER 14, 2017 AT 8:00 AM IMPORTANT NOTICES: An Administrator User must enroll/re-enroll your accounts for estatements. You will receive a paper statement if you do not re-enroll before the end of the month. Once you enroll, you will have access to all previous and current statements. 1. Log in to Business Online Banking 2. Click View Statements or under the Services tab, select Statements/Notices. 3. Once the estatements Enrollment Confirm Statement Access & Accept Disclosure screen appears*, click on Example Statement hyperlink located at the bottom of the screen. A blue pop-up window will appear with the Confirmation Code you need. Enter this code (copy & paste) into the Statement Access Confirmation Code field. * Every Administrator User will be required to accept and confirm the disclosure. CONTINUED... 8
4. A screen listing all your accounts available for estatements will appear. Please leave the radio button defaulted to estatement. Click Next. ******** 5. Confirm the information is correct and click Enroll. ******** 6. You now have access to view your estatements. ******** 9
E-STATEMENTS - ASSIGN VIEWING RIGHTS BUSINESS INSTRUCTIONS PLEASE NOTE: There are two ways to set up Users: Business or Corporate. The following Business instructions are the most common. However, if the steps below do not look familiar, refer to the Corporate client instructions on page 12. 1. In Settings, click on Users. 2. Select the User you would like to edit by selecting the pencil icon associated with the User to whom you would like to grant access to estatements. 3. Next, click on the Assign Rights button. CONTINUED... 10
4. Click on the Features tab. 5. Scroll down to Other Services and click on both Statement Image and Statement Image - Viewer. 6. Scroll back up to the top and click Save. Once you see the Policy Saved message, click Close and then repeat for each additional user. 11
E-STATEMENTS - ASSIGN VIEWING RIGHTS CORPORATE INSTRUCTIONS 1. In Settings, click on User Roles. 2. Choose the User Role you would like to edit by selecting the pencil icon associated with the role to which you would like to grant estatements 3. Next, click on the Features tab. CONTINUED... 12
4. Scroll down to Other Services and click on both Statement Image and Statement Image - Viewer. 5. Scroll back up to the top and click Save. Once you see the Policy Saved message, click Close and then repeat for each additional user. 13
E-STATEMENT ACCESS - AFTER ENROLLMENT FOR ALL USERS 1. On Home Page under Services, select Statement/Notices OR select View Statements on the right-hand side of the Home Page. You now have access to your estatements. 14
CONVERSION INFORMATION Any changes made to your Business Online Banking profile from November 9 through November 13 will NOT transfer to the new system and will need to be re-entered to the new system on or after November 14. ACH ORIGINATION All information from the current system will transfer over to the NEW system. ACH template names are being shortened to 20 characters maximum; you may notice an abbreviated version of a batch name in converted templates that previously exceeded 20 characters. ACH ALERT NOTIFICATIONS Please be advised that the alert notifications you have been receiving when an ACH file is scheduled to settle will be changing as part of the Business Online Banking conversion. The notification will be replaced with a new Online Transaction Alert. As an added security feature, the alert will reference the Transaction ID of the ACH transaction only to confirm specific details, it will be necessary to login to Business Online Banking and view the transaction in the Activity Center. Once in the Activity Center you may enter the Transaction ID in the search field and click on Filters to go directly to the transaction and view all details. Additional information on Alerts may be found on pages 25-29 of the Business Online Banking Basic User Guide at www.crbt.com/update WIRE TRANSFER All information from the current system will transfer over to the NEW system. BOOK TRANSFERS All information from the current system will transfer over to the NEW system. E-STATEMENTS You will have access to electronic statements in the new system. However it will be necessary for Business Online Banking Administrators to RE-ENROLL your accounts for e-statements and assign e-statement viewing permissions for all other users. Refer to pages 8-14 for step-by-step instructions. REMOTE DEPOSIT CAPTURE You will access Remote Deposit Capture (RDC) by going to www.crbt.com. From there, click on Select Account Type and select Remote Deposit Capture from the drop-down menu or go to the URL https://crbt.netdeposit.com/webclient/. BILL PAYMENT Your Bill Payment service is not changing. You will access Bill Pay in the new system by clicking on the Payments tab on the left side of the Home screen, or from the Quicklinks on the right hand side of the Home screen. 15
ALERTS Balance and transaction alerts will convert over from the current system to the new system. However, some of the other types of alerts will not convert over and will not be supported in the new system. Please review and note all of your current alerts prior to November 13. The new system offers standard and optional Security Alerts. Please review the optional security alerts and enable those appropriate to your needs. POSITIVE PAY Separate login credentials are no longer required for Positive Pay; it is now available through single sign-on within Business Online Banking. You will access Positive Pay in the new system by selecting Services from the menu option on the left side of the Home page; then select Positive Pay from the available list of service options. ADMINISTRATOR RIGHTS If you have an assigned Administrator for Business Online Banking, those roles will carry over from the current system to the new system. If a user needs to have their password reset, please contact our Conversion Support Line at 833.245.0770. SECURITY TOKENS Security tokens are required to initiate Bill Pay, ACH, Wires and Positive Pay transactions. If you are using these services, you should have received an email from us with instructions on how to download the VIP Access application. If you have not received this information, please contact Treasury Management Services immediately at 319.743.7002. Security token training will take place during ACH and Wire training. Sign up for a General Training + Advanced ACH & Wires live training webinar offered on November 2 and November 9 via www.crbt.com/update. If you previously used a VASCO security token to access the old Business Online Banking system, you may dispose of it on or after November 14. TAX PAYMENT INITIATION In the NEW Business Online Banking system, there is a change in the way that Tax Payments will be initiated. From the main menu on the left side of the screen: Select the Payments tab. Choose Tax Payment. Select a Tax Authority from the drop-down menu - a list of available tax forms for that authority will appear (or search for a form in the Search tax forms field). Upon selecting the appropriate tax form, a payment template will display. Enter your tax payment information in the fields provided - fields marked with an asterisk are required and will vary depending on the form selected. Click the Approve button when you are finished. Additional details are available on page 54-55 of the ACH & Wire Transfer User Guide at www.crbt.com/update. 16
QUICKBOOKS To use QuickBooks with our new Business Online Banking system, please update your Intuit software with Cedar Rapids Bank & Trust as your new bank. Intuit aggregation services will be interrupted for up to 3-5 business days. Intuit product users are encouraged to download a QFX/QBO file during this outage. The following services will not work during the outage: Quicken Win/Mac Express Web Connect QuickBooks Online (QBO) Mint (Please instruct users to not open Mint for 3-5 business days after the conversion to ensure the Mint product is properly updated. No additional customer action should be required.) Instructions for reconnecting the Express Connect service after 3-5 business days are on our website at www.crbt.com/update. If after reactivating your account(s), you have duplicate transactions, there are further instructions on that issue at the same website location. We suggest downloading these instructions prior to performing your first download on the new system. ONLINE SECURITY Your online security is of the utmost importance. Cedar Rapids Bank & Trust will never contact you and ask for your password or any other confidential information. If you receive an email, phone call, or pop-up window on your computer that is not part of the Business Online Banking login process, contact CRBT Treasury Management Services immediately at 319.743.7002. 17
BUSINESS ONLINE BANKING TRANSACTION & IMAGE HISTORY Transaction History* 18 months Paid item and Deposited Item Images* 18 months estatements 18 months * Please note that transactional history will build over time. At conversion date, history will be available from May 14, 2017 to date. PROCESSING DEADLINES AUTOMATED CLEARING HOUSE (ACH) ORIGINATION Batch Origination 3:30 PM POSITIVE PAY Check Positive Pay Check & ACH Positive Pay Check & ACH Positive Pay WIRE TRANSFER INITIATION Domestic Wire Transfer International Wire Transfer OTHER ONLINE BANKING FUNCTIONS Stop Payment Internal Account Transfer Loan Transfer 10:00 PM (transmit issued check information) 7:00 AM (exception items available) 2:00 PM (exception item decision deadline) 3:00 PM 1:00 PM 7:00 PM 7:00 PM 7:00 PM 18
TRAINING & RESOURCES INTERACTIVE WEBINARS Learn more about your new Business Online Banking services with live interactive webinars. Sign up via www.crbt.com/update. USER GUIDE An electronic User Guide will be accessible at www.crbt.com/update. E-VIDEO TUTORIALS Video tutorials for various Business Online Banking features and functions such as user management, subsidiaries, payments setup and other services are available at www.crbt.com/update. ONLINE HELP Online Help is available within our new Business Online Banking system. It includes procedures, FAQs and other important information, and is located on the left menu bar of the Home Page, under Help. CONVERSION SUPPORT LINE - 833.245.0770 In order to provide additional support in the first days after conversion, we have engaged a professional services group to help answer client questions regarding login, password resets, secure access codes and other basic questions. Please call 833.245.0770 for immediate assistance. If the issues become more complex, they will direct you to the Treasury Management team. This client service phone number will only be used through November 28. PLEASE NOTE: You will be asked to provide a Security Code to identify yourself to our Conversion Support Line Team. Your code will be the following: First three (3) characters of your Current User ID Last four (4) digits of business zip code (standard 5 digit zip) First three (3) characters of your last name If this information cannot be authenticated, they will ask for the following 4 pieces of information which must all be answered correctly. Company Name First and Last Name (of an authorized signer) Your User ID Business Account Number 19
FREQUENTLY ASKED QUESTIONS Q: When will my new Business Online Banking service be available? A: Your new Business Online Banking service will be available beginning Tuesday, November 14, 2017 at 8:00 AM. Q: How will I access my new Business Online Banking Payment services for the first time? A: Go to www.crbt.com, click on Select Account Type and select Business Online Banking from the drop-down menu. Use your current User ID and Password and follow instructions on page 4. Q: How will I access my new Bill Payment service? A: You can access your new Bill Payment service by logging into Business Online Banking and selecting Bill Payment under the Payments tab. All existing activity, payees, and payment templates will be available on November 14, 2017. Q: How will I access my Remote Deposit Capture service? A: You will access Remote Deposit Capture by going to www.crbt.com. From there, click on Select Account Type and select Remote Deposit Capture from the drop-down menu or go to the URL https://crbt.netdeposit.com/webclient/. Q: Will electronic statements continue to be available through Business Online Banking? A: Yes. You will have access to electronic statements in your new Business Online Banking system for accounts established in your current Business Online Banking. However, if you are an Administrator, you will need to enroll (or re-enroll) for estatements during your first-time login to the new system and give access rights to your other users. After that, all your previous statements will be viewable. Statements can be found under the Services tab in Statements/Notices. Refer to pages 8-14. Q: How can I access my current Business Online Banking services after conversion? A: After 5:00 PM on November 13, 2017, your current Business Online Banking service will no longer be available. Q: How can I be sure information will be converted correctly? A: Every effort is being made to convert your Business Online Banking profile accurately. On November 14, 2017, carefully review the accuracy of all your Business Online Banking information. If you notice any discrepancies, contact CRBT Treasury Management Services at 319.743.7002 immediately. Q: What do I do with my old security token? A: If you use a security token to access your current Business Online Banking services, you should retain your token until you have accessed and reviewed the new system. Then dispose of your token as you would any device with a battery. CONTINUED... 20
Q: I initiate Wire Transfers and ACH transactions. Do I need to do anything different? A: Yes. A security token will be required to initiate ACH transactions and Wire Transfers through your new Business Online Banking service. Your new token will either be a soft token application downloaded on to your mobile phone, desktop, or a hard token. We are encouraging clients to use their mobile phone, but hard tokens will be made available upon request. Q: How can I attend a training session for my new Business Online Banking services? A: You will receive an invitation to participate in WebEx online training sessions to learn more about your new Business Online Banking services. Training sessions will cover basic online functions such as viewing balances, transaction history, performing account transfers, Bill Payment, and more. In-depth training for outgoing Wire Transfer initiation and ACH transaction origination will be offered separately to users of those services. Q: I import my banking information into QuickBooks. Will I still be able to use this service? A: Intuit s Express Connect service allows you to download account information from Business Online Banking to your QuickBooks service. To use QuickBooks with your new Business Online Banking service, upload November 10, 2017 activity from your former Business Online Banking service prior to November 14. Instructions to change your bank in QuickBooks are available at www.crbt.com/update. Q: Where can I get more information on other products and services offered by Cedar Rapids Bank & Trust? A: Please visit our website at www.crbt.com, or contact Treasury Management Services at 319.743.7002. 21