Version Quick Guide to Corporate Online Banking

Transcription

1 Version Quick Guide to Corporate Online Banking 1

2 Logging in Go the bank's website. Click the Corporate tab and click the Login button at the top right. In the tab at the top, choose whether you want to log in via regular BankID (get a single-use code from your secure key or mobile), or BankID on your mobile. Enter the single-use code from your secure key or mobile. Enter your personal password. You will also need your BankID in order to approve payments in online banking. Other tips/information The Online Banking Administrator sets up new users and their access rights to different accounts and services. See page 11 for more information. It is a good idea to get to know the settlement times for payments on page 7. You can use Online Banking in Norwegian Bokmål, Nynorsk or English. Click your preferred language in the blue menu bar at the top of the page. Several pages give you an option to print, download or export the page to Excel. Use these icons to the right of the tables: User Support for Corporate Online Banking You can chat with the customer centre when you are logged into Online Banking. You can search our website for information if you need help with anything. The website also provides contact details for the bank. 2

3 Important menu options Main menu Sub-menu Level 3 menu and description Overview Cash flow Payments Files* Invoicing My overview Customer relationship Accounts Interest Cash pool* Shares* Funds* Forecasts History Pay Approve Due Transactions Group payments Recipients Exchange rates Retrieve files Send files File archive Bank reconciliation File set-up File set-up without Java (beta) Seal Invoicing* Debt collection* Latest events and an overview of your accounts and balances Provides an overview of your overall customer engagement. Other sub-menus are: Loans, Messages from the bank, Signed documents, and Invoices. Overview of accounts, balances and interest information. Other sub-menus are: Account name (you can name it yourself) and Account groups (groups of accounts). Provides an overview of interest history and capitalised interest Appears if the company has a cash pooling system Provides direct access to the share service Overview of the company's fund savings Estimated change in balance over a selected period Change in balance over time On this page, you can make one-off payments to Norwegian or foreign accounts, transfer between your accounts or add funds to prepay accounts* Overview of payments that are awaiting approval. There is also a separate menu for einvoices that are awaiting approval. You will also find a separate menu for Rejected payments/invoices Overview of approved payments that are due to go out. You will also find a separate menu for Regular payments/invoices The following options are available here: Account transactions, Done, Incoming payments, From abroad, Vouchers, Archive and Annual statement Registration of payroll lists*. You will also find Payment lists and Prepay lists* (prepaid cards) In this section you can register and maintain Norwegian and foreign recipients Overview of currency exchange rates This solution is integrated with accounting and finance systems that require a separate agreement with the bank. See also the separate Quick Guide for this Service for sending electronic invoices Access to the debt collection service (Conecto AS) Insurance Shows the company's insurance policies with SpareBank 1 Admin Users Event log Administer and set up new Online Banking users See what users have done in Online Banking Order Order forms On this page you can order services and products and sign with your BankID Top menu in blue bar Settings Chat Customer Services Messages Account settings: Select a default account for payment types. Mobile banking: Set a password for Corporate Mobile Banking. User interface: Sorting order of columns and other personal settings. Your contact information It's easy to chat to us between 07:00 and midnight This section provides answers to frequently asked questions, as well as a telephone helpline Send a secure message to the bank. You can also attach documents *Requires a separate agreement with the bank. Please get in touch for information. 3

4 Overview My overview The main page displays key information, an account overview and shortcuts to the most commonly used Online Banking functions. Below the shortcuts are the accounts to which you have access, showing the available and actual balances. You can sort by any column in the overview. If you have more than 20 accounts, a separate search field will be displayed. Clicking on a row provides access to the most commonly used services for the relevant account. You have shortcuts to: Latest account transactions Norwegian and foreign payments Transfer money Due Statement Cash flow Edit account name The IBAN number for the account and the bank's SWIFT address are shown here. You will need your IBAN and SWIFT address in order to receive foreign payments to this account. If you feel that anything could be improved, there is a feedback link at the bottom of the main page. 4

5 Overview, continued Cash flow Shows a graphical representation of cash flow or balance. There is an option to compare two periods, and you can choose to view one, several or all accounts. Information can be printed or exported to Excel. Forecasts Shows forecasts for selected periods based on payments in the payments due register. In the table, enter anticipated incoming payments and any other outgoing payments. Customer relationship Overview This shows the company's overall customer engagement. It provides a complete overview of totals, Norwegian accounts, currency accounts, guarantee liabilities, letters of credit and currency exchange contracts. In order to view the full overview, you must have access rights to all accounts in the agreement. Loans This provides an overview of the company's loan and leasing agreements with SpareBank 1 financing companies. It shows agreements and balances. Click on an agreement to view information about the loan amount, discount date, interest rate, security for the loan, etc. There is also information about the next term. Signed documents: Overview of agreements entered into with the bank and signed via BankID (esignature). Invoices: Shows invoice specifications for Corporate Online Banking. Accounts Overview: Shows the accounts to which you have access rights. Can be sorted by any column. Account name: Allows you to edit names of accounts. Account groups: * See the tip box at the bottom of this page. Shares The share service allows you to buy and sell shares, view previous transactions, portfolios, rates, indices, and so on. Separate agreements may be entered into. Contact the bank for more information. Funds This menu is displayed if the company has a savings portfolio in funds. Selecting Funds takes you to an overview of the fund holdings, along with the overall cost price, total market value and unrealised gains. Contact the bank to arrange access to funds via Online Banking. Interest Shows the change in interest rates and capitalised interest within a selected period. Name and account groups: If you have a lot of accounts, we recommend that you name and group them. You can filter the account groups you set up in other Online Banking screens, making it easier to see which accounts you are working with. You can choose which account groups to display or hide, and you can create/edit/delete groups as necessary. Accounts in the selected account group are displayed in the From account list. If you have not selected an account group, all accounts are displayed. Account groups are found under the Accounts menu. You will also find the Account name menu here, which allows you to change the names of your accounts. 5

6 Payments Pay Within Norway In the From account field, you can enter a regular From account under Settings if you so wish. To account: Click on the icon behind the field to display information if you have paid this recipient previously. If you are paying a new recipient, you can enter their information and save it as you go. Payment type KID or message: The Online Banking system automatically identifies whether you need to provide a KID or a message. Structured payment: On this screen there are fields for the invoice date, invoice number and/or customer number. Payment instruction*: Payment to a recipient who does not have an account number. Express domestic*: Enter the recipient's BIC (SWIFT), and the payment will arrive faster. * Payments often incur a higher price see price list Internal note can be used to note information about the payment for your own use (recipient will not see this). Set up a regular payment? The payment can be turned into a regular payment. Enter the desired interval and start date. You can also enter the last date on which payment will be taken. Click Show exceptions to specify periods in which the regular payment should not be made. All future payments will be approved simultaneously and will be charged when due. The payments due register shows payments up to two months ahead. You can amend a regular task by clicking Due followed by the regular payments tab. When a payment falls due on a weekend or public holiday, payment will be taken on the next working day. If you want payment to go through earlier for individual payments in regard to this, you can manually amend the payments due register. Only payments in the next two months may be amended. After registering the payment(s), click on Add approval. You will now find the payment(s) in a table at the bottom of the page. Click on Approve selected payments. If you have several payments, you can select one or all of them by clicking the check box at the top of the table. The total payment amount is displayed at the bottom of the screen. Once you have approved the payments with your BankID, you will receive confirmation that they have been approved, and you can click on See overview for confirmation. Foreign payments When you are creating a payment for a foreign recipient, you can select an existing recipient or enter a new one. If the recipient is new, enter information and continue as above. You will need to enter the account number and BIC/SWIFT. For some countries, you will also be asked to enter a bank code. Rules for foreign payments: IBAN is an international standard for account numbers used by the EU/EEA and many other countries. For countries that do not use IBAN, you will need the account number and BIC/SWIFT. You will find further information on our website. Transfer money Transfer Money is used between your own accounts and currency accounts (online transfer). Transfers which take effect that day will immediately reduce/increase the available funds. Vouchers can be obtained under completed payments the first time payment is processed after you approve the transfer. See the settlement times, below. Other rules may apply to charging and crediting currency accounts. You can enter and approve the transfer in one operation if you have user rights for this, or you can add the approval under Approve. 6

7 Settlement times For domestic payments, the payment order must be sent, registered and approved by the following times in order to be processed: Monday Friday: 00:00, 08:45, 10:10, 11:40, 14:00 and 15:00 (Payments made at the weekend will be processed on Sunday night at midnight) Payments approved before 14:00 will be passed to other banks on the same day (this also generally applies to approvals before 15:00, but cannot be guaranteed). NB: Transfers between accounts in your own bank which take effect that day will be effected immediately in other words, as soon as you have approved the payment under Approve. Foreign payments: Payments must be registered and approved by 14:00 in order to be processed on the same day (the deadline at the weekend is 14:00 on Friday). Please note that it may take 2 5 days for the money to show up in the recipient's account. It is not generally possible to stop or amend payments that have been submitted on the current date via Corporate Online Banking. If such a situation arises, please contact the bank. 7

8 Payments, continued Prepay This menu is used to add funds to a corporate Visa debit card or Visa gift card if the company has an agreement regarding this. Approve 3 sub-menus Payments This screen displays payments that are awaiting approval. These may be approved, amended or deleted. If the account which will be debited requires dual approval (two users are required to approve the same payment), after one user has approved the payment, the status will change to Partially approved. When the payment is fully approved, it will be moved to the payments due register. Remember that you can also register and approve payments in the mobile bank. If you have registered a regular payment agreement, this will be displayed in a separate table at the top of the page. When you approve the regular payment agreement, all future payments linked to this agreement will be approved simultaneously and will be charged when due. einvoices einvoices issued to the company that require approval are displayed here. Once an einvoice has been fully approved, you will find the payment in the payments due register. Rejected This screen displays all payments that have not been carried out. There may be various reasons for this, e.g. an error in the KID or lack of funds in the account. Click on a rejected payment to bring up details. Correct errors by clicking on the pencil. If there is a rejected payment from file submissions, click the Rejected link for details, and then correct errors by clicking on the pencil. Due This menu has 2 sub-menus: Approved This screen displays payments in the payments due register. These will be debited on the due date subject to available funds. In order to amend or delete a payment, you must first revoke the approval. You can pause a payment, and you can prioritise payments that fall due the same day. See also Settlement times for more information. Regular payments This screen displays agreements regarding regular payments that the company has set up. You can also set up new regular payments here. When you set up an agreement regarding a regular payment, all future payments linked to this agreement will be approved as soon as you approve the agreement. When you approve the regular payment agreement, all future payments linked to this agreement will be approved simultaneously and will be charged when due. Click on the pencil to amend a regular payment agreement. The amendment will need to be approved. Two versions of the agreement will be displayed for a while. Transactions The main menu consists of several sub-menus: Account transactions This provides a general overview of all transactions. The overview can be searched for the previous 17 months in increments of 92 days. You can choose to view one, several or all accounts. (Do this via the grey column on the left.) You can search by date and amount and view individual transactions and tasks. If you 8

9 Payments, continued wish to view details, click the transaction row. To print vouchers, tick the boxes on the left and select Download selected vouchers. You can also export the entire search to PDF or Excel (csv file), or print it out. Do this by selecting one of the blue icons on the right. Completed Provides an overview of all completed payments in Corporate Online Banking. You can choose to view one, several or all accounts. (Do this via the grey column on the left.) You can search for a recipient's name, the amount, the currency and the receiving account number. If you wish to view details, press the transaction row. You can also download Norwegian and English vouchers. For more information about vouchers, see the separate tip box lower down the page. Under completed payments, you can also copy a selected payment, which places it in the payment screen again. Incoming payments Provides an overview of all incoming payments to an account. You can search within a period of up to 92 days, by the debited account and by the amount size. Payments can also be marked as processed and unprocessed if more than one person in the company controls incoming payments. You can search by date and amount, recipient, receiving account and currency. You can also view individual transactions and tasks. Find out more information about a transaction by clicking on it and then pressing View transaction details. From abroad: Provides an overview of incoming foreign payments. Vouchers: Shows mail from the bank that has been sent to Online Banking. This covers vouchers in the form of payment advice slips, account statements, and so on. Archive: This is a long-term archive for older statements, customer advice slips, and so on. The archive tracks the customer relationship in the bank. Annual statement: This provides the company's annual statements. You must have access to all company accounts. Vouchers, print-outs and exports to Excel: There are various ways of printing vouchers and transactions in Corporate Online Banking. Under the Account transactions, Completed payments and Incoming payments menus, you can tick the boxes on the left and select Download selected vouchers (appears at both the top and bottom of the search screen). If you have ticked several vouchers, choose whether you want them to be collated or if you prefer one voucher per page. If you are extracting vouchers for the entire search/all transactions, use the blue PDF icon on the right. You can also export the entire search to Excel and print it directly from the page. Do this by selecting one of the blue icons on the right. English voucher options are available in most menus. Group payments This menu has 3 sub-menus: Payroll lists In this section you can register and maintain payroll lists. A payroll list can be used if you do not use file transfers to pay salaries, or when manual payroll processing is required. Payments that are saved in a payroll list will be marked as Salary on the recipient's statement. NB: The final deadline for approving salary payments is 14:00. We recommend that payroll payments are set to fall due the day before pay day. Payment lists In this section you can register and maintain payment lists. A payment list is a collection of several payments with advice. Use this list if you want to pay regular recipients at regular intervals when the amounts are different from one time to the next. Prepay lists Used to add funds to Visa gift cards, Visa debit cards or personal debit cards to add funds to several cards at once. 9

10 Payments, continued Recipients In this section you can register and maintain both Norwegian and foreign recipients. If you have more than 20 recipients you can search for an individual recipient. Exchange rates This shows the middle rates between NOK and the selected currency for the day. Select Month to see the average rate for the month. Select a currency by clicking on the arrows at the top of the table. You can select any currency that we offer. Your selection will be remembered. Files The company saves both time and money via automatic updating of accounts. As a general rule, file transfer requires a separate agreement with the bank. Corporate Online Banking Corporate Online Banking can easily be integrated with most finance systems, allowing you to transfer files to the bank such as payments and salaries. You can also retrieve return files as beneficiary and settlement returns and OCR posting data. File transfer with SFTP (Secure File Transfer Protocol) Do you want to avoid manual steps in the payment process? We work with Visma, Xledger, Daldata, Procountor and more to provide file transfer services. You can also link new accounting providers or in-house customer systems. Contact the bank for more information, or go to the Order menu to immediately order the solution. For more information about using files, see the separate Quick Guide. Retrieving and sending files Some browsers have stopped supporting Java for reasons of security. This means that you can still send and retrieve files, but you need to browse to the correct folder and file on your computer manually. File transfer with file set-up and Java (old) Corporate Online Banking previously used Java to automatically retrieve or store payment files on your computer. We are now phasing out this option because Java is not supported by some browsers. Invoicing Debt collection Conecto AS is a company within the SpareBank 1 group which offers services throughout the value chain of the life cycle of a debt. They can provide debt collection services, portfolio acquisition, invoice financing and invoice administration. If you require a debt collection service via Conecto, you will find information about this in Online Banking, and you can order the service there. 10

11 Invoicing einvoicing for businesses The electronic invoicing service allows the company to quickly create, send, receive and pay invoices to and from other corporate customers at all Norwegian banks. The solutions in Online Banking are aimed at companies without advanced finance and invoicing systems. For larger companies, we recommend that invoices are sent and received as files integrated with the company's invoice processing system. Please contact the bank for more information. This solution complies with the electronic trading format requirements (EHF elektronisk handelsformat) required by the authorities. Insurance This screen provides an overview of insurance policies that the company holds with SpareBank 1. Admin The company may have one or more people who can administer online banking agreements. This screen allows the administrator to assign access rights to accounts and users. The menu consists of 2 sub-menus: Users Provides an overview of users in the agreement. Users with administrator rights can: set up new users, delete users, assign various account rights to their own and other users, and modify user information. Rights such as use of file transfer, account name changes, access to funds, access to electronically signed documents and more may be assigned. If you are an administrator, contact the bank to request your Quick Guide. Event log Displays a log of the activities of users in Corporate Online Banking. The log can be searched for names, event types and dates. The report can be exported to Excel Order This provides an overview of products and services that the company can order online. Agreements are signed via BankID, and will then be available to the company under the Signed documents menu. See the box below for more information. Request a new account or other Online Banking services The Order menu provides an overview of agreements that the company can order online. This provides quick access to new services and products. Procedure: Fill out the fields and request the agreement. The system checks who is responsible for signing for the company. When the order goes through, an automated message is sent via and SMS to the person(s) who need to sign it. Once the agreement has been signed, you can get started as soon as you receive confirmation from the bank. 11

12 Settings Settings which you will find in the blue bar above the menu Account settings In this section, you can set the default accounts for domestic payments, foreign payments and salaries. User interface Select sort fields for the number of lines to be displayed in screens, default payment types, and so on. Mobile banking password Set up a password for logging into Corporate Mobile Banking. Contact information Displays contact information that we have stored for you as an Online Banking User. Other settings Account groups and account names These can be changed under the Accounts menu. See page 5 for more information. Account names can also be changed under My overview. Other useful menu options in the blue bar At the top of the Online Banking screen you will see a shortcuts bar. Chat Any questions? It's easy to chat to us every day between 07:00 and midnight. Customer Services This section provides answers to frequently asked questions. Messages Do you need to send us some information? Send us a secure message. You can also attach documents. Do you use Online Banking for multiple companies? If you use Online Banking for multiple companies, switch between them in the blue bar in the top left. 12