Detailed Conversion Steps to Transition from Business Online Banking Getting Started Business Continuity Checklist for CashManager OnLine *Once logged on to CashManager OnLine, users have access to extensive Online Help Topics. To access Help, click on the HELP tab in the Auxiliary Function Toolbar and select the appropriate topic for review. A. Information for all Company Administrators First Steps, General Navigation Assistance and Validating Company Users 1. CashManager OnLine System Access Requirements Guidelines: n Approved Operating Systems: Windows XP SP3, Windows 7, MAC OS X v10.5.6 n Approved Browsers: Windows Internet Explorer versions 7-9; Firefox versions 3.6-4.0; Safari version 5.0 2. At a minimum, it is encouraged that all Company Administrators register for the Instructor-led Training Presentation - CashManager Online: Getting Started for Administrators (former BankAtlantic clients only). n In this training presentation you will gain a valuable understanding of the following functions: n User Logon Guidelines (first time and ongoing logon procedures) n The Welcome Page Understanding and Navigational tips n Configuring your Account Data list n Changing My Profile preferences n Configuring Notification Preferences n Password Changes and Reset Options n Administrative/Audit Reporting n Modifying Account Names n Creating/Modifying/Validating your existing Company Users that have been set up for you. Approval Settings and Validation Understanding Payment Limits, Entitlement Settings and the validation that is required. n Understanding the Express Entitle function 3. It is critical that logon credentials, security tokens, and sign-on procedures be distributed to Company Users. n To avoid uninterrupted service, it is important for you and your Company Users to become familiar with how to log on and navigate through CashManager OnLine. B. Information regarding Wire services 1. Wire Transfer features that were supported on Business Online Banking that are not supported on CashManager OnLine: n Dynamic approvals were based on wire dollar amounts in Business Online Banking. In CashManager OnLine, wire approvals are set at the customer level, user level and by repetitive and non-repetitive wire initiation method. n Wire limits were set at the user account level in Business Online Banking. In CashManager OnLine, wire limits are set at the user level by repetitive and non-repetitive wire initiation method. n Business Online Banking allowed users to maintain a list of preferred wire transfer receiving banks or frequently used banks. In CashManager OnLine the bank ABA and bank name search feature is supported. n Wire transfer data import feature is available in Business Online Banking. CashManager OnLine does not support this feature. 2. Wire Transfer Security Features that are supported on CashManager OnLine: n Dual Approval for payment services is a feature that allows your company to require one user to initiate a payment and a second user to approve the release of a payment. The Dual Approval setting may be administered by your company s administrator or, for added protection, by BB&T. n Wire Transfer Event Notification service is a feature that allows users to receive email notifications when a payment is initiated, pending approval or changes are made to a user s entitlements. It provides an effective way to quickly detect fraud. n User Entitlements and Payment Limits - a maximum wire transfer payment limit has been assigned by BB&T based on your company s needs. This limit along with other payment limits you may establish for your company and individual users should be routinely reviewed. n Deleting Unused Wire service - for your protection, BB&T will disable wire transfer service for clients who have not used the service in the last six months. 1
3. User Entitlements and Payment Limits: n Wire transfer users and entitlements will be transferred to CashManager OnLine. n CashManager OnLine Company Administrator is required to review and modify, as appropriate, wire transfer entitlements for each wire user. n Company wire limit will be transferred to CashManager OnLine as follows: n A maximum company level wire limit will be set to the highest dollar limit your company has previously set for any wire transfer user; up to a maximum of $10 million. If a higher company wire limit is required, please contact the BB&T Treasury Client Support. n User s (per transaction) wire limits for Freeform and Repetitive wires will be set to $1.00 in CashManager OnLine. n CashManager OnLine Company Administrator is required to review and set appropriate limits for entitled Freeform and Repetitive wire users. n User s daily cumulative wire limits will not be transferred to CashManager OnLine. n CashManager OnLine Company Administrator is required to review and set appropriate daily cumulative wire limits for wire users. n Wire approvals will not be transferred to CashManager OnLine. Entitled wire users will be able to initiate and approve their own wire. n CashManager OnLine Company Administrator is required to review and set the appropriate level of approvals for entitled wire users. n Repetitive Template Approval n CashManager OnLine Company Administrator is required to review and set the appropriate Template of approvals for entitled wire users. 4. Wire Template Data Migration: n Wire templates in active, pending or rejected status will be set to inactive status when transferred to CashManager OnLine. n Users are required to review template data for accuracy and then activate each template by approving it so that it can be used. n Payment Details will be transferred to CashManager OnLine as follows: n Business Online Banking contained 4 fields of data for payment details and CashManager OnLine has 2 fields for payment detail data. Data from the payment 1 and payment 2 details on Business Online Banking will be combined and moved to the payment detail 1 on CashManager OnLine. Data from the payment detail 3 and 4 on Business Online Banking will be combined and moved to the payment detail 2 on CashManager OnLine. n The same process for payment details 3 and 4 from Business Online Banking will be applied and the data was moved to payment detail 2 on CashManager OnLine. 5. Wire Transfer Event Notification: n Service is offered to all entitled wire users. This allows users to receive email notifications when a payment is initiated, pending approval or changes are made to a user s entitlements. It provides an effective way to quickly detect fraud. 6. Wire Transfer Advice Notices: n When there is a wire transfer advice to report you will receive a secure email message which will prompt you to open a securedoc.html attachment within the email. The link will redirect you to BB&T s secure email application hosted by Cisco Registered Envelope Service (CRES). If this is the first time using our CRES solution, you will be asked to go through a onetime registration process. After you have registered, you will be able to access the secure email. n For assistance or questions about your wire transfer event notification services, please contact BB&T Treasury Client Support at 800-774-8179, 8 a.m. 6 p.m. ET, Monday through Friday. n For assistance with the Cisco registration process detailed instructions explaining the Cisco Registered Envelope Service (CRES) solution can be found at the following web site: http://www.ironport.com/pdf/cisco_registered_envelope_recipient_guide.pdf. If additional assistance is needed please contact Cisco Registered Envelope Service Support for at 1-866-412-6113 between 8 a.m. and 9 p.m. ET Monday through Friday or email support at support@cres.cisco.com. Clients may also receive support via Instant Message Chat Support from 6 a.m. to 6 p.m. PT using the following link to CRES Customer Support Page https://res.cisco.com/ websafe/help?topic=contactsupport. 7. Future Dated Wires: n Business Online Banking allowed wires to be future dated 10 days from date of wire submission. Beginning 10 days prior to conversion the number of future days allowed will be reduced in order to prevent any transactions from being created with a post-conversion effective date. 2
C. Information regarding ACH services 1. ACH Origination features that were supported on Business Online Banking that are not supported on CashManager OnLine: n ACH approvals are established at the ACH Co. ID level in Business Online Banking. Approvals in CashManager OnLine are set at the company level and apply to all users and Entry Class Types. n Business Online Banking allowed ACH approval types; same user allowed, different user required, same user required and none. CashManager OnLine allows ACH users to initiate and approve their own ACH batches, initiate only, approve other users ACH batches; and supports company level dual approval for all users and Entry Class Types. n Dual approval of ACH pass-thru files was supported in Business Online Banking. CashManager OnLine does not support dual approval for pass-thru file; however as an alternative, dual approval is supported at the company level and applies to all ACH batches processed via templates and file import. n ACH file data export is supported in Business Online Banking. CashManager OnLine supports ACH file downloads in CVS and TEXT file formats. n ACH limits in Business Online Banking were set at the ACH Co. ID and Entry Class Type. Limits in CashManager OnLine are set at the user level for each Entry Class Type. n Business Online Banking allowed for mixed batches for ACH. CashManager OnLine does not. n Business Online Banking allowed ACH templates to be restricted to specific users. CashManager OnLine allows templates to be restricted to user via Confidential Batch and Template Level Access entitlements. 2. ACH Origination Security Features that are supported on CashManager OnLine: n Dual Approval for Payments is a feature that allows your company to require one user to initiate a payment and a second user to approve the release of a payment. The Dual Approval of Payments setting may be administered by your company s administrator or, for added protection, by BB&T. n User Entitlements and Payment Limits. A maximum ACH payment limit based on your company s needs has been assigned by BB&T on our back office application. This limit along with other payment limits you have established for your company and individual users should be routinely reviewed. n ACH Event Notification service is a feature that allows users to receive email notifications when a payment is initiated, pending approval or changes are made to a user s entitlements. It provides an effective way to quickly detect fraud. n Deleting Unused ACH service for your protection, BB&T will disable your ACH service on our back office system for clients who have not used the service in the last six months. 3. User Entitlements and Payment Limits: n Client IDs, administrator users, individual users, accounts, entitlements and services will be converted to CashManager OnLine in an automated fashion. 4. ACH Origination users and entitlements will be transferred to CashManager OnLine: n CashManager OnLine Company Administrator is required to review and modify as appropriate ACH Origination entitlements and payment limits for each ACH user. n ACH user limits will be transferred to CashManager OnLine as follows: n All other users ACH debit and credit initiation limits will be set to $1.00. n CashManager OnLine Administrator(s) will be set to all 9 s (i.e. unlimited). n CashManager OnLine Company Administrator is required to review and set appropriate limits for each entitled ACH user. n Note: An ACH Exposure Limit is set for each company and is managed by BB&T outside of the CashManager OnLine system. n ACH user approvals will not be transferred to CashManager OnLine. Entitled ACH users will be able to initiate and approve their own ACH batches / files. n CashManager OnLine Company Administrator is required to review and set the appropriate ACH Initiation, Template Maintenance, Limits / Controls and Reports entitlement for each ACH user. n If company level dual ACH approval is desired for all users and ACH Entry Class Types, please contact BB&T Treasury Client Support at 800-774-8179, 8 a.m. 6 p.m. ET, Monday through Friday. 5. ACH Template Migration: n Business Banking Online ACH templates that allowed mixed credit and debit entries were transferred to CashManager OnLine as either a credit only or debit only template type as follows: n Business CCD+ (mixed credits and debits) templates were transferred to CashManager OnLine as either a Cash Concentration credit only template or Cash Disbursement debit only template. n Consumer PPD+ (mixed credit and debit) templates were transferred to CashManager OnLine as either a Direct Deposit credit only or Direct Debit template. n Business Banking Online allowed templates to be restricted to specific users. Template user restriction rules will not be transferred to CashManager OnLine. CashManager OnLine offers rules based template user restrictions via Confidential Batch and/or Template Level Access entitlements settings. n CashManager OnLine Company Administrator is required to review and set the appropriate Confidential Batch and Template Level Access entitlements settings for users as desired. n ACH templates in active, pending or rejected status will be set to inactive status when transferred to CashManager OnLine. n Users are required to review and approve each template before it can be used. 3
6. ACH Company IDs: n Your existing ACH Company IDs for prefund and unbalanced files types will be converted from Business Online Banking to CashManager OnLine. ACH Company IDs for balanced file types will be converted to new ACH Company IDs on CashManager OnLine. 7. ACH Entry Class Types: n Business Online Banking entry classes will be transferred to CashManager OnLine as follows: Business Online Banking / SEC Entry Type CCD+DO, CCDDO,CCD+CD, CCDCD CCD+CO, CCDCO, CCD+CD, CCDCD CCD+CO, CCD+DO PPD+DO, PPDDO, PPD+CD, PPDCD PPD+CO, PPDCO, PPD+CD, PPDCD CCD+CO CCD+CO, CCD+DO CashManager OnLine / SEC Entry Type Cash Concentration Cash Disbursement Corporate Trade Exchange Direct Debit Direct Deposit Tax Payment Vendor Pay 8. Future Dated Template / Import Batches: n Business Online Banking allowed ACH templates and imported batches to be future dated 30 days from date of submission. Future dated batches submitted prior to conversion will be processed and settled to your new BB&T ACH settlement deposit account. 9. ACH Recurring Payments: n Business Online Banking allowed recurring ACH batches to be established. This feature will be disabled two business days prior to the conversion date. 10. ACH Origination Event Notification: n Service is offered to all entitled ACH users. Allows users to receive email notifications when a payment is initiated, pending approval or changes are made to a user s entitlements. It provides an effective way to quickly detect fraud. 11. ACH Return and Notification of Change (NOR) Notices: n ACH Return Item and NOC information will be reported via CashManager OnLine. n CashManager OnLine Company Administrator is required to entitle appropriate users access to the ACH Return.NOC.Activity report. The report is located in the Information Reporting module under the Image Statements. n The ACH Return Item.NOC.Activity report will also be sent via U.S. mail when there is activity to report. An alternative secure email report delivery option is also available upon request. To request an alternative report delivery method, please contact BB&T Treasury Management Sales Consulting at 1-800-810-5625, 8 a.m. - 6 p.m. ET, Monday through Friday. 12. ACH File Testing and Support Services: n If you utilize the Business Online Banking File Import or Pass-Thru functionality, a BB&T Treasury Management representative will be in touch with you in advance of the conversion date to provide important details regarding modifications that will be required to your ACH file format, file testing, and file import training. 13. Sign and Return Bank Agreements: n Please sign, date, and return your completed BB&T Treasury Management Agreement form that was previously provided no later than two weeks prior to the conversion date. D. Information regarding Event Notification Options 1. Alert choices that were set up on Business Online Banking will not transfer to CashManager OnLine. 2. Administrators (Admins) entitle Company User to Event Notification as needed by selecting the checkbox for Event Notification Self Administration on the User s profile. 3. Company Users will need to select their Event Notification preferences by selecting Admin then Notification Preferences. 4. Password change notifications are automatically sent to all Admins and cannot be de-selected. Admins represent Company Users with the checkbox selected for Security Privileges on the User s profile. 5. Company Users will need to validate the email address which displays on the preferences screen is correct. If changes are needed, the email address can be entered on the preference screen. 6. Company Users are encouraged to send a test notification to adjust any spam filters if needed. 4
E. Information regarding Preserving Transaction and Reporting History 1. Transaction data, Information Reporting history and images will not transfer from Business Online Banking to CashManager OnLine. 2. Company Users will have access to Business Online Banking prior to deactivation on 11/16/12. n It is recommended users access and archive any/all information they wish to save (to a disk, hard drive, etc.) F. Information regarding Information Reporting and Loan Information Reporting 1. Clients/accounts enrolled in Information Reporting on CashManager OnLine will receive both Previous Day and Current Day reporting service options. 2. Clients enrolled in Loan Information Reporting will have access to the CashManager OnLine Loan module where they can review all of their loan information to the note level. 3. Information reporting features that were supported on Business Online Banking and not on CashManager OnLine: n Viewing Certificates of Deposit n Viewing Interim Information Statement Reporting n Information Reporting download options for Intuit, Quicken, and Microsoft Money 4. The following Information Reporting download options that are supported on CashManager OnLine are: n BAI2 n Comma Separated (CSV) n Microsoft Excel 5. Fourteen Standard Information Reporting options are available for Prior Day and Current Day information. n Standard Reports can be customized and viewed by individual Company Users, or customized and viewed by all Company Users within the Company. n For clients entitled to the Controlled Disbursement service, Company Users can select the Controlled Disbursement report from the Configure My Reports option. 6. Special Reporting, Transaction Search, and Statement view options are available in CashManager OnLine. 7. Images of paid checks, deposit tickets, deposited items and returned deposited items are available. 8. Detailed Commercial Loan information is available in a separate Loan Information Reporting module. 9. Electronic Report Delivery for Account Reconciliation reports will be provided through CashManager OnLine Image Statement. G. Information regarding Stop Payment Functions 1. Range and Single Stop Payments can be created on CashManager OnLine. 2. Stop payment duration time periods default to the 6 months, however, different duration times can be selected when placing the stop payment. The following stop durations can be selected on CashManager OnLine: n 6 months n 12 months n 18 months n 2 years n 3 years n 4 years n 5 years n 7 years H. Information regarding Positive Pay Services 1. Positive Pay information (including import rules, issued check information, decision history) from Business Online Banking will not transfer to CashManager OnLine. It is recommended Users archive all information they wish to save (to a disk, hard drive, etc.). 2. Company Administrators should review entitlements for Positive Pay import and decisions to ensure appropriate separation of duty. 3. Set up the Import rule(s) to match your file format. 4. To confirm the first issue file import via CashManager OnLine was successful, please send an email with the subject of BankAtlantic First issue file submission to PosPayFileTotals@BBandT.com and provide your file totals (# and $). 5. To receive a notification of exceptions needing decision (or NO items to decision), Company Users with Decision entitlements should select the Event Notification preference for Positive Pay Exception Data Available. 5
I. Information concerning Account Transfers and Transfers to Loans 1. Recurring Account Transfers of all types are not an available feature in CashManager OnLine. 2. Future dated Account Transfers that were established on Business Online Banking will not carry over to CashManager OnLine; however, Future Dated Account Transfers can be re-established post conversion on CashManager OnLine. 3. Account Transfer transaction types allowed on CashManager OnLine are: n To/From Demand Deposit Accounts n To/From Demand Deposit accounts To/From /Savings Accounts n From Demand Deposit Accounts to Commercial Loan Accounts n Commercial Loan Advances are not currently offered on CashManager OnLine 4. Commercial Loan Transfers may be made during the hours of 7 a.m. - 7 p.m. ET (vs. 9 p.m. for all other Account Transfers). 5. Commercial Loan Account Transfers are made to the Note level. n The debit accounts cannot be in Closed, Purged, Closed to Posting or in Dormant status. n The debit account must have sufficient funds for the Account Transfer to process. n Commercial Loan Transfers cannot be debited from one Commercial Loan Note to another Commercial Loan Note. 5. Key Account Transfer Limits/Approval Mapping decisions: n Account Transfer Dollar Limits in Business Online Banking were established at the client/user/account level. n CashManager OnLine Dollar Limits are set at the Client ID and individual Client User level only. n Mapping Rule: The maximum dollar limit found for any Client User associated within the Client Id was used as the default Client level daily cumulative limit and the per transaction dollar amount limit. n The same mapping cumulative limit and per transaction limit criteria was set for the Client Administrator. n All other Client Users will have a set limit of $1 for both cumulative and per transaction dollar limits. n The Client Administrator be required to establish individual limits for their Client Users. n Transaction Approvals Levels were used in a limited manner on Business Online Banking. n Mapping Rule: Transaction Approval Levels were set to require no approvals on CashManager OnLine. n The Client Administrator can establish individual limits for their Client Users, as required. n Account Transfer direction (debit vs. credit, credit vs. debit or both options) in Business Online Banking was determined at the Client ID/Client User/account level. n In CashManager OnLine, Account Transfer direct is set at the account level. n Mapping Rule: All accounts utilizing the Account Transfer will be setup to allow transfers in both directions. J. Critical Dates to Remember: 1. BB&T CashManager OnLine Welcome Kits containing system access credentials will be mailed the week of 9/24/12. 2. BB&T CashManager OnLine Security Token Packets will be mailed the week of 9/24/12. 3. BankAtlantic Business Online Banking will transition to Inquiry Mode only at the close of business Friday, October 12, 2012. 4. Access to BB&T CashManager OnLine will be effective Monday, October 15, 2012. 5. BankAtlantic Business Online Banking access will be prevented Friday, November 16, 2012. BB&T Member FDIC. Only deposit products are FDIC insured. 6