InsideBusiness Payments Customer Self Service. Administrator guide

InsideBusiness Payments Customer Self Service Administrator guide

Contents Manuals 1. New user - Configure permissions yourself 3 1. Enter user 3 2. Profiles and account permissions 4 3. Sign permissions 5 2. New user - Copy permissions from current user 8 1. Copy current user 8 2. Copy current profiles 10 3. Modify user 12 1. Modify user 12 2. Profiles and account permissions 13 3. Sign permissions 15 Explanations 9. Profiles 35 Personal or group profiles 35 General profiles 35 10. Profiles Frequently asked questions and answers 36 Accounts 36 Profiles 36 Users 38 Reports 38 Payments 38 Authorise payments 39 Authorise admin changes 39 Miscellaneous 40 11. Sign permissions 41 4. Delete user 18 1. Checks prior to deletion 18 2. Actual deletion 20 5. Authorise, reject and modify 21 1. Authorise modification First signature 21 2. Authorise modification Second signature 22 3. Reject modification 25 4. Edit modification 26 6. Advanced options - Group profiles 27 1. Group profiles 27 2. Create Group profile 27 3. Sign permissions in Group profile 28 7. Advanced options - Account permissions 31 1. Account permissions 31 2. Assigning account permissions for multiple accounts 31 8. Change subscription settings 33 InsideBusiness Payments Administrator guide 2

1. New user - Configure permissions yourself 1. Enter user 1.1 Click the menu option Administration and then Users. 1.2 Click Create. 1.3 If the user does not have an ING I-Dentity Card yet, enter his or her e-mail address. 1.4 If the user already has an ING I-Dentity Card, select the check box for ING- Smartcard already issued. InsideBusiness Payments Administrator guide 3

1.5 Enter the user s name, date of birth and language. 1.6 Click Next. 2. Profiles and account permissions 2.1 Select the profiles you want to assign to the user (see explanation of Profiles). Then click Assign. 2.2 Click Save. 2.3 Click the Profiles tab. 2.4 Click Create profile. InsideBusiness Payments Administrator guide 4

2.5 Enter the user s name as display name, preceded by an underscore (_). This ensures that these profiles appear together in the list. 2.6 Click Next. 2.7 Select the account you want to grant the user permission to. 2.8 Select the checkboxes for the preferred permissions. 2.9 Click Save and Next. 3. Sign permissions 3.1 Click Create sign permissions on the desired level. (see explanation of sign permissions). InsideBusiness Payments Administrator guide 5

3.2 Select Type Sign permissions. Sign permissions per account Select the account and signature class. Sign permissions per product group and account Select the product, account and signature class. Sign permissions per addressee account Select or search for Addressee. Select the account and signature class. Sign permissions per remitter account and addressee Select the remitter account. Select or search for Addressee. Select the account and signature class. InsideBusiness Payments Administrator guide 6

3.3 Enter the signing limit and click Save and Next. 3.4 Select the user and click Assign. 3.5 Click Save and Next. 3.6 Click Finish. Finalise the creation of the user by authorising the change. See the Authorisation Manual (chapter 5). InsideBusiness Payments Administrator guide 7

2. New user - Copy permissions from current user 1. Copy current user 1.1 Click the menu option Administration and then Users. 1.2 Select the user you want to copy. 1.3 Click Copy. 1.4 If the user does not have an ING I-Dentity Card yet, enter his or her email address. 1.5 If the user already has an ING I-Dentity Card, check the check box for ING- Smartcard already issued. InsideBusiness Payments Administrator guide 8

1.6 Enter the user s name, date of birth and language. 1.7 Click Next. N.B. When copying a group profile 1, skip step 1.7 and continue by clicking Save. Then go directly to step 2.8 to complete the change. 1 See Explanation of Profiles and Manual for Advanced options Group profiles 1.8 Select the personal profile of the user you want to copy and click Unassign. 1.9 Click Save. InsideBusiness Payments Administrator guide 9

2.1 Click the Profiles tab. 2. Copy current profiles 2.2 Select the personal profile of the user you want to copy. 2.3 Click Copy. 2.4 Enter the user s display name preceded by an underscore (_). This ensures that these profiles appear together in the list. 2.5 Click Next three times. InsideBusiness Payments Administrator guide 10

2.6 Select the new user and click Assign. 2.7 Click Save. 2.8 Click Finish. Finalise the creation of the user by authorising the change. See the Authorisation Manual for this (chapter 5). InsideBusiness Payments Administrator guide 11

3. Modify user 1. Modify user 1.1 Click the menu option Administration and then Users. 1.2 Click the name of the user you wish to modify. 1.3 You may modify the user s name or address here. Then click Profiles. InsideBusiness Payments Administrator guide 12

2. Profiles and account permissions 2.1 Select the general profiles you wish to assign to the user or delete (see explanation of Profiles). Then click Assign or Unassign. 2.2 Click Save. 2.3 Click Profiles if you want to modify the user s account or sign permissions. 2.4 Click the name of the user s profile. InsideBusiness Payments Administrator guide 13

2.5 Update Description, if applicable, and click the Sign permissions tab. 2.6 Click the account you want to grant the user permission to. 2.7 Select the boxes for the required account permissions. 2.8 Click Save. InsideBusiness Payments Administrator guide 14

2.9 Click the account for which you want to modify the account permissions. 2.10 Select or unselect the checkboxes for the required account permissions. 2.11 Click Save. 3. Sign permissions 3.1 Click Sign permissions. 3.2 Click Create sign permission to create a new sign permission at the desired level (see explanation of Sign permissions). InsideBusiness Payments Administrator guide 15

3.3 Or click a sign permission to modify/delete it. Sign permissions per account Select Type of sign permission. Select the account and the signature class. Sign permissions per product group and account Select the product group, account and signature class. Sign permissions per addressee account Select or search for addressee. Select the account and the signature class. InsideBusiness Payments Administrator guide 16

Sign permissions per remitter account and addressee Select the remitter. Select or search for addressee. Select the account and the signature class. 3.4 Enter the signing limit and click Save or Delete in order to delete it. 3.5 Click Finish. Complete the modification of the user by authorising the modification. See the Authorisation Manual (chapter 5). InsideBusiness Payments Administrator guide 17

4. Delete user 1. Check prior to deletion 1.1 Click Administration and then Users. 1.2 Click the name of the user you want to edit. 1.3 Verify that this is the user you want to delete and then click the Profiles tab. InsideBusiness Payments Administrator guide 18

1.4 Remember the name of the personal profile assigned to the user and click cancel. 1.5 Click the Profiles tab. 1.6 Click the personal profile of the user you want to delete. 1.7 Click the Users tab. Ensure that only the user to be deleted has been assigned to the profile. This is indicated by the green tick in the last column. 1.8 Click Cancel. InsideBusiness Payments Administrator guide 19

2. Actual deletion 2.1 Select the personal profile of the user you want to delete by selecting the checkbox in the first column. 2.2 Click Delete. 2.3 Click the Users tab. Select the user you want to delete by selecting the checkbox in the first column. 2.4 Click More actions and Delete. 2.5 Click Finish. Complete the deletion of the user by authorising the modification. See the Authorisation Manual (chapter 5). InsideBusiness Payments Administrator guide 20

5. Authorise, reject and modify 1. Authorise modification First signature 1.1 Verify that all areas to be modified are listed under Modified objects. Click an area to verify the details. 1.2 Click + to make the modifications visible. 1.3 Verify that all requested modifications are correct. 1.4 Then click Close. InsideBusiness Payments Administrator guide 21

1.5 Enter a description, if applicable, in order to recognise the modification for placing the second signature. 1.6 Click Authorise. 1.7 Enter your PIN code and click OK. 2. Authorise modification Second signature 2.1 The IBP opening screen tells you that an administrative modification requires signing. 2.2 Click Administrative modifications to go directly to the modifications overview OR first click the Administration tab and then Modifications. InsideBusiness Payments Administrator guide 22

2.3 Click the modification to be authorised. 2.4 Verify that the list with modifications is complete. 2.5 Click an area to verify the modification details. 2.6 Click + to make the modified fields visible. Then Verify that all requested modifications are correct and click Close. InsideBusiness Payments Administrator guide 23

2.7 To approve the modification click Authorise. 2.8 Enter your PIN code and click OK. 3. Reject modification 3.1 Click Administrative modifications to go directly to the modifications overview OR first click the Administration tab and then Modifications. InsideBusiness Payments Administrator guide 24

3.2 Select the modification you want to reject. 3.3 Click Reject and confirm by clicking Yes. The modification has now been deleted. 4. Edit modification 4.1 Click Administrative modifications to go directly to the modifications overview OR first click the Administration tab and then Modifications. InsideBusiness Payments Administrator guide 25

4.2 Click the modification you want to edit. 4.3 lick Reopen. If the modification has already been partially signed, this signature will be revoked. 4.4 The administration screen opens and you can modify the modification. 4.5 Click Finish when done. InsideBusiness Payments Administrator guide 26

6. Advanced options - Group profiles 1. Group profiles What is this? When is this used? What are the advantages? What are the disadvantages? What does this instruction tie in with? Instead of creating a personal profile per user, you use a single profile for a group of users. If multiple users have the exact same Account and Sign permissions. Less work is involved in entering users. Where modifications apply to the group, only one profile needs to be modified. A group profile is not personal. When you modify a group profile, it is important to know which users are linked to the group and are therefore affected by the modification. New user First create all the new users. Then create the group profile. 2. Create Group profile 2.1 Click the Profiles tab and enter the abbreviated name. Use a name that clearly describes the group (e.g. department name), preceded by an underscore (_) to ensure that these profiles appear together in the list. 2.2 Click Next. 2.3 Click the account you want to assign group permissions to. InsideBusiness Payments Administrator guide 27

2.4 Select the checkboxes for the desired permissions. 2.5 Click Save and Next. 3. Sign permissions in Group profile 3.1 Click Create sign permission at the desired level. (see explanation of sign permissions). Sign permissions per account 3.2 Select Type of sign permission. Select the account and the signature class. InsideBusiness Payments Administrator guide 28

Sign permissions per product group and account Select the product group, account and signature class. Sign permissions per addressee account Select or search for the addressee. Select the account and the signature class. Sign permissions per remitter account and addressee Select the remitter. Select or search for the addressee. Select the account and the signature class. 3.3 Enter the signing limit and click Save and Next. InsideBusiness Payments Administrator guide 29

3.4 Select the users belonging to the group and click Assign. 3.6 Click Finish. Complete the creation of the group by authorising the modification. See the Authorisation Manual (chapter 5). 3.5 Click Save and Next. InsideBusiness Payments Administrator guide 30

7. Advanced options - Account permissions 1. Account permissions What is this? When to use? What are the advantages? What are the disadvantages? What does this instruction tie in with? Assigning account permissions for multiple accounts at the same time. If multiple accounts within the profile should have the same permissions for Reporting and Payments. Faster entry. None. New user Configure permissions yourself After step 2.6 Group profiles After step 2.4 2. Assigning account permissions for multiple accounts 2.1 Select all accounts that require the same permissions by checking the checkboxes in the first column. 2.2 Click Common settings to assign specific permissions to the selected accounts.* * Quick and easy: To assign the profile full permissions for the selected accounts (all eight checkboxes in step 2.3 will be automatically checked), click the Assign button in step 2.2. This allows you to skip step 2.3 and 2.4. InsideBusiness Payments Administrator guide 31

2.3 Select the checkboxes for the preferred permissions. 2.4 Click Save. InsideBusiness Payments Administrator guide 32

8. Change subscription settings 1.1 Click on the menu option Administration and then on Contact details. 1.2 Here you can change the level for which the sign permission limits must apply. 1.3 Here you can indicate whether a release signature is required, possibly from a certain limit and upwards. InsideBusiness Payments Administrator guide 33

1.4 Here you can change the contact details of your company. 1.5 Click on Finish. Finalise the changes to the subscription details by authorising the change. See the Authorisation manual (chapter 5). InsideBusiness Payments Administrator guide 34

9. Profiles Profiles determine which actions a user may perform in IBP. There are two types of profiles: personal or group profiles and general profiles. Personal or group profiles You create these profiles yourself by setting the account permissions and the sign permissions. Account permissions For which accounts is the user allowed to make payments or initiate direct debits? For which accounts is the user allowed to view or download reports? Sign permissions For which remitter accounts is the user allowed to sign payments or batches? Up to what amount is the user allowed to sign payments or batches? Is the user allowed to sign independently or only together with another user? Are there exceptional situations for which different sign permissions apply? A profile intended for a specific user is called a personal profile. A profile intended for a group of users is called a group profile. General profiles You do not create these profiles. They are included as standard in your subscription. If you assign them to a user, they give this user certain rights in IBP: Create transactions Manually create payments, periodic payments and templates. N.B.: The account permissions in the user s personal or group profile determine which accounts he/she is allowed to select to create payments. Import transactions Import individual payments and batches. Authorise orders Authorise or reject a payment/batch. N.B.: The sign permissions in the user s personal or group profile determine whether he/she is allowed to authorise the batch/payment. Download account information Download account statements and (intra-day) movements. Manage addressees Manage debtors and creditors in the address book. Insight into confidential payment Ability to view batches that have been imported as confidential payments. InsideBusiness Payments Administrator guide 35

10. Profiles - Frequently asked questions and answers Question Answer Accounts I cannot add any accounts. I cannot delete an account. I have changed the name of an account but the overview still shows the old name. Accounts can only be added to your subscription by ING. A simplified form is available for this on the Customer Self Service page of InsideBusiness Payments: http://www.inginsidebusiness.com/nl/customer-self-service Accounts can only be deleted from your subscription by ING. You can use the web form available on the InsideBusiness Payments page for this: http://www.inginsidebusiness.com/nl/customer-self-service You can change both the Account and Description fields for an account. Overview screens and selection lists show the content of the Account field, not the content of the Description field. Check whether you have modified the correct field. Profiles I want to modify the sign permissions, but when I click on a permission, it does not open. I want to add sign permissions but the buttons are missing. I want to add account permissions but cannot select the checkbox in the column Reporting or Payments. Verify how you arrived at the profile. You can see this from the breadcrumb. To modify profiles, you must go directly from the Administration menu to Profiles. If you cannot open the details of a sign permission, you probably clicked on the profile while on the user detail screen. Verify how you arrived at the profile. You can see this from the breadcrumb. To modify profiles, you must go directly from the Administration menu to Profiles. If the buttons to add sign permissions are missing, you probably clicked on the profile while on the user detail screen. These checkboxes cannot be directly checked or unchecked. In order to add an account permission, you can: 1. click on the account and select the preferred permission in the detail screen. 2. select the account and assign all permissions with the Assign button. 3. select the account(s) and use the Common settings button to assign the same account permissions to the selected accounts. A detail screen appears, where you can assign the preferred permissions. InsideBusiness Payments Administrator guide 36

Question Answer Profiles (continuation) I want to delete account permissions but I cannot uncheck the checkbox in the Reporting or Payments column. I want to assign a general sign permission but this type of sign permission is not shown. I cannot assign account permissions. The buttons are unavailable. I do not see all sign permissions. How do I indicate that a user is allowed to sign for unlimited amounts? I want to change a profile, but all fields are read-only. In the overview of profiles there is a lock symbol next to a profile. These checkboxes cannot be directly checked or unchecked. In order to add an account permission, you can: 1. click on the account and uncheck the checkbox for the permission you want to delete in the detail screen. 2. select the account and delete all permissions with the Unassign button. 3. Select the account(s) and use the Common settings button to assign the same account permissions to the selected accounts. A detail screen appears where you can uncheck the preferred permissions. On the Master data tab, select the check box for the option Sign Permissions for all accounts. Verify how you got to the profile. You can see this from the breadcrumb. To modify profiles, you must go directly from the Administration menu to Profiles. If the buttons to assign account permissions are missing, you probably clicked on the profile while on the user detail screen. On the Master data tab you can indicate which level sign permissions are shown: Sign permissions for all accounts, Sign permissions per product group, Sign permissions per account, Sign permissions per product group and account, Sign permissions per addressee account, Sign permissions per remitter account and addressee. Select the checkboxes of the sign permission levels you want to show. By not setting a limit, you indicate that the user is allowed to sign for unlimited amounts. Verify how you got to the profile. You can see this from the breadcrumb. To modify profiles, you must go directly from the Administration menu to Profiles. If you cannot change anything, you probably clicked on the profile while on the user detail screen. Another reason might be that the profile is already modified by you or someone else. On the profile overview screen you will then see a lock symbol next to the profile name. Clicking this lock symbol will show you the modification on this profile If there is a lock symbol next to a profile, it means that the profile is being modified and that this modification has not been completed yet. Clicking this lock symbol will show you the modification on this profile. InsideBusiness Payments Administrator guide 37

Question Answer Users I want to delete a user, do I deactivate or delete the user in that case? Can a user that I deleted from IBP continue to use the ING I-Dentity Card for other ING channels? How do I render an ING I-Dentity Card invalid? If I change a user s name, will he receive a new card with the new name? I want to change a user, but all fields are read-only. In the overview of users there is a lock symbol next to a user. You delete a user by deleting it. Yes, he can. If you delete a user from InsideBusiness Payments, only the access to InsideBusiness Payments is blocked. You can use the web forms available on the InsideBusiness Payments page. No. It might be the case that the user is already being modified by you or someone else. On the profile overview screen you will then see a lock symbol next to the profile name. Clicking this lock symbol will show you the modification on this profile. If there is a lock symbol next to a user, it means that the user is being modified and that this modification has not been completed yet. Clicking this lock symbol, will show you the modification in progress. Reports A user does not see any reports. A user can download reports for an account that does not have the account permission Reporting checked Check the personal or group profile linked to the user. Verify on the Account Permissions tab whether a check mark appears in the Reporting column for the specific account. The downloading of account information is independent from the account permissions. If an employee has the Download reporting profile, he can download the account information for all accounts in the subscription. Payments A user cannot create payments for a particular account. A user does not see particular payments. A user cannot import a batch with payments. Check the personal or group profile linked to the user. Verify on the Account Permissions tab whether a check mark appears in the Payments column for the specific account. Check the personal or group profile linked to the user. Verify on the Account Permissions tab whether a check mark appears in the Payments column for the specific account. Check the personal or group profile linked to the user. Verify on the Account Permissions tab whether a check mark appears in the Payments column for the specific account. Check the profiles assigned to the user. To import payments, both the Import Transactions profile and Create Transactions profile is required. Does the batch include payments to beneficiaries who are not registered in the address book? In that case, the user also needs the Maintain Counterparties profile. InsideBusiness Payments Administrator guide 38

Question Answer Payments (continuation) A user does not see the Payments menu. A user can only create payments to beneficiaries from the address book. Check the profiles assigned to the user. Is the Create Transactions profile assigned? In order to create payments to account numbers entered by the user himself, the user must have the Maintain Counterparties profile assigned. Check the profiles assigned to the user. When a user creates a payment to a particular counterparty, a number of fields are automatically filled, even though this is not desired. Check in the address book whether a payment template has been assigned to the beneficiary. Check whether it is indicated that the payment template must be used as standard for payments to this beneficiary. Uncheck this option. How do I create a payment template? Open a payment and save this as payment template. Authorise payments A user can authorise batches without having the Authorise orders profile. A user cannot authorise a batch even though he should be able to do so. A user should be able to sign a batch but cannot see the batch. A user has sign permissions in euros but the payment is in dollars. Is he permitted to authorise this payment? Whether or not a user may authorise a batch or payment depends on the sign permissions in the user s personal or group profile. The Authorise orders profile only gives the permission to create batches. Check in the user s personal or group profile what the signing limit is for the particular account. Is it higher than the total amount of the batch/payment? Does the user want to provide the second signature? In that case check in the user s personal or group profile what the signature class is. Is it B? If so, check whether the first signature was indeed provided by a user with signature class A. Check the personal or group profile linked to the user. In order to authorise payments, the checkbox View Payments must be checked in the details of the specific account on the Account permissions tab. In order to determine the user s permission to sign, IBP converts the value of the payment from dollars to euros. If the amount in euros is equal to or less than the signing limit, the user may sign the payment. Authorise admin changes I want to authorise a modification but the Authorise button is missing. A modification I had created is suddenly gone. Check whether you have already provided a signature yourself. If you do not see the Authorise button, the modification has been closed by clicking on the Save button instead of the Finish button. Click on Reopen and then immediately on Finish. After this, you can authorise the change by clicking Authorise. Did you open the modification from the modification overview and then closed it again by clicking Cancel? This not only closes the screen, but also cancels the modification. Check the filter on the modification screen. Change the filter to All modifications. Is the modification visible now? InsideBusiness Payments Administrator guide 39

Question Answer Miscellaneous A user cannot make changes to the address book. How can I prevent all users from being able to see the salary payments? What are preferred countries? What are preferred currencies? How up to date are the exchange rates shown in IBP? The contact person for IBP has changed, how do I notify ING? Check the profiles assigned to the user. In order to change the address book, the Maintain Counterparties profile must be assigned to the user. When importing a batch file with payments, the payments can be categorised as confidential. Only users to whom you have assigned the Confidential Payments profile are able to see the details of the imported batch. Countries that you mark as preferred appear at the very top of selection lists. Currencies that you mark as preferred appear at the very top of selection lists. The 35 most commonly used exchange rates are updated weekly. The others less frequently. Via the menu options Administration -> Contact details. InsideBusiness Payments Administrator guide 40

11. Sign permissions The Sign permissions tab shows six levels of sign permissions, i.e. levels 1 to 6 as described below. Levels 1 and 2 are shown for a number of profiles. We advise that you do not assign sign permissions to these levels. If you do, permissions will apply to all or many of your accounts. Please note, a higher level takes priority over a lower level. For example, if you have set an independent limit for debits at level 3, but have set a joint limit at level 4 for the account from which the debit is initiated, the joint limit of level 4 applies. Level 1 - Sign permissions for all accounts Sign permissions at level 1 apply to payments or debits initiated from all accounts in the subscription. Level 2 - Sign permissions per product group Sign permissions at this level apply to specific product groups such as savings or debits. These sign permissions apply to all accounts. Level 3 - Sign permissions per account Sign permissions at this level apply to all payments or debits initiated from a specific account. This is the level at which sign permissions are generally set. Level 4 - Sign permissions for specific product groups and accounts Sign permissions at this level apply to specific product groups such as savings or debits, initiated from specific accounts. Use level 4 if you want to set a sign permission that is different from level 3 for a particular product. We advise to use this level to set up different sign permissions for savings and debits. Level 5 - Sign permissions for specific addressee accounts Sign permissions at level 5 apply to payments to a specific addressee. Use this level if payments to particular addressees may be signed with a sign permission that differs from that set at earlier levels. Level 6 - Sign permissions for specific remitter and addressee accounts Sign permissions at level 6 apply to payments from a specific remitter account to an addressee account. This level is used if payments to particular addressees may be signed with a sign permission that differs from that set at earlier levels. When using sign permissions at levels 5 and 6, remember that: The addressee must be registered as a creditor in the Maintain Counterparties Profile. A batch will be handled according to the sign permission for addressees if all payments in the batch satisfy the conditions for the sign permission for addressees. The limit set for a sign permission for addressees is a limit per transfer, not per batch. A sign permission for addressees may be broader or more limited. However, a limited sign permission is easy for the user to get round. It is therefore not advisable to use addressee accounts for limiting sign permissions. InsideBusiness Payments Administrator guide 41

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