Self-administration in Jyske Netbank Erhverv guide for administrators

Transcription

1 Self-administration in Jyske Netbank Erhverv guide for administrators 1

2 Contents 1. Introduction List of Persons More than one customer No. for Jyske Netbank Erhverv Create new user How to create a new user How to create a user on a person who is already affiliated with the company Administration of users Blocking of users NemID business for banking Suspend users List of Powers of attorney More than one customer No. for Jyske Netbank Erhverv What does a power of attorney contain? Who can use the power of attorney? Which accounts and custody accounts are covered? Which rights do agents/users have to accounts and custody accounts? Granting rights More than one customer No Considerations before you get started Structure on name on power of attorney One or more persons in a power of attorney Rights of agents/users Examples of administration of powers of attorney Draft and approval of drafts Create new power of attorney Add user to existing power of attorney Power of attorney to ref. No Power of attorney to account Power of attorney to ref. No. with deviation on specific accounts Power of attorney to all accounts except one Change of powers of attorney Revoke power of attorney

3 1. Introduction With Self-administration you can create and administer users and powers of attorney in Jyske Netbank Erhverv. In this guide you will find information on the different concepts and functions. You will also find examples with a description of selected functions. The company may have restricted the rights of the individual administrators - for instance the administrators may be arranged into two groups, of which some can only create/change powers of attorney while others can only approve and activate powers of attorney. The rights of the individual administrator appear from the Administrator Agreement. Before you begin administrating powers of attorney, we recommend that you read 8. Considerations before you get started. Please contact Hotline at tel if you have any questions. 2. List of Persons The list shows all Persons in the company which are - or have been - users in Jyske Netbank Erhverv. You can use the list to: Create new users See suspended users See details on users, including the status of the user s NemID business for banking and name of the user s active power of attorney Administer users (block, etc.) In accordance with the stipulations laid down in the Danish Act on Processing of Personal Data the address and the last four digits of the ID No. (CPR) of a person are not shown. 2.1 More than one customer No. for Jyske Netbank Erhverv If your company has more than one customer No. for Jyske Netbank Erhverv, the list of Persons shows all users affiliated with the company. But it is only possible to see master data and details of the persons who are users under the current customer No. Read more in 7. More than one customer No.. 3. Create new user Pursuant to the Danish Act on Measures to Prevent Money Laundering and Financing of Terrorism, Jyske Bank must verify the identity of the holders of a power of attorney. This means that all new users of Jyske Netbank Erhverv must be created with ID No. (CPR), full name and address. Therefore you need this information, when you create a new user. If the new user does not hold a valid Danish ID No. (CPR), you can create the user with date of birth, sex, full name and address. It is an advantage if you register the contact details of new users. If the user needs a new password for NemID business for banking, the code can be sent immediately by SMS/text message. The mobile number is also used if we suspect an unusual payment in one of the company s accounts. If we do not have any contact details, your payments may be delayed. 3.1 How to create a new user Select Create person and user for Jyske Netbank Erhverv. Enter the ID No. (CPR) and full name of the new user. If the new user has non-disclosure of address, you will be prompted to enter the address of the user. If the user does not have a valid Danish ID No. (CPR), you can select Create without ID No. and enter the date of birth, sex, full name and address of the user. Enter the contact details of the user (telephone numbers, mail address and preferred language) Check the details entered and confirm the registration When the user is created, a new NemID business for banking is generally ordered. For safety reasons, code card and password are sent to the private address of the user. 3.2 How to create a user on a person who is already affiliated with the company From the list of Persons, you click on the person that you want to create as a new user. Click the link Create user for Jyske Netbank Erhverv. You must now enter the contact details of the user in the same way as creating a new user. 3

4 4. Administration of users Click on the user in the list of Persons to view the user s master data/details. From here you can administer the user. 6 What does a power of attorney contain? A power of attorney consists of three parts: 4.1 Blocking of users Block the user s access to Jyske Netbank Erhverv Cancel blocking of a user 4.2 NemID business for banking Order extra NemID code cards. You can order up to three code cards, which are sent to the user on the address registered with NemID. Order new password for NemID. If the user has forgotten his or her password for NemID, you can order a new one. The password will be sent by SMS/text message or by post. When you order a new password, the user s NemID will be blocked. 4.3 Suspend users You suspend a user by clicking the link Suspend user. If the person is no longer affiliated with the company, you must also suspend the affiliation by clicking the link Suspend person. 5. List of Powers of attorney The list shows the company s Powers of attorney to Jyske Netbank Erhverv, sorted by the name of the power of attorney. The following is shown for a power of attorney: Name of the power of attorney Status of the power of attorney Agents of the power of attorney What is covered by the power of attorney Click on the power of attorney to see details and edit the power of attorney. If the power of attorney is being processed by the Bank, it cannot be administered in Jyske Netbank Erhverv. 6.1 Who can use the power of attorney? A power of attorney from the company can be given to one or more persons agents. For an agent to use the power of attorney in Jyske Netbank Erhverv, the person must be created as a user. If your company has more than one customer No. for Jyske Netbank Erhverv and one person uses more than one customer No., please read more in 7. More than one customer No Which accounts and custody accounts are covered? You can grant a user power of attorney to the accounts and custody accounts covered by the Administrator Agreement. This may include both your company s own accounts and any powers of attorney granted to the company by others (third party mandates). The power of attorney may cover all accounts (both all present and future accounts and custody accounts) or only specific accounts and custody accounts. 6.3 Which rights do agents/users have to accounts and custody accounts? The rights determine to which extent the agent/user can operate the accounts and custody accounts covered by a power of attorney. You can grant the following rights: Enquiry Means that the agent/user can see the balance, entries, payments and account conditions of an account. For custody accounts, the agent/user can see the securities and the previous transactions. 5.1 More than one customer No. for Jyske Netbank Erhverv If your company has more than one customer No. for Jyske Netbank Erhverv, the list also contains powers of attorney for the other customer Nos., but it is only possible to administer powers of attorney under the current customer No. Read more about this in 7. More than one customer No.. 4

5 Create payments Means that the agent/user can create and import payments on the account. For the payments to be executed they must be approved - this is another right independent of the right to Create payments. Approve payments (procuration) Determines whether agent/user can approve payments and with which procuration. The Administrator Agreement can stipulate that you cannot grant procuration A. No procuration Procuration A Procuration B Procuration C Procuration D User cannot approve payments. User can approve payments alone and for all others. User can give first-hand approval of payments and second-hand approval for other users with procurations B, C or D. User can give first-hand approval of payments and second-hand approval for other users with procuration D. User can give first-hand approval of payments which must be given second-hand approval by another user with procurations A, B or C. Transfer between own accounts Means that the agent/user can approve by himself/herself a transfer between own accounts even though the user has a procuration B, C or D and thereby normally would have to approve payments together with another user. Trade securities Means that the agent/user can trade securities by himself/herself in Jyske Netbank Erhverv. Second-hand approval is not possible in a securities transaction. To trade, the user must have rights to both account and custody account within the same ref. No. and that a right to Trade securities on both account and custody account has been granted as well as a right to Create payments on the account. 6.4 Granting rights Most rights can be granted independently of each other. For instance, you can grant a right to Create payments without a right to Approve payments. Similarly, you can grant a right to Approve payments without a right to Create payments. This can be a way to secure a clear separation between individuals creating payments and individuals approving payments. Read more in 8.3 Rights of agents/ users. When you grant rights, you can for each ref. No. chose between: All present and future accounts All present accounts Specific accounts All present and future custody accounts All present custody accounts Specific custody accounts You can grant a user rights to both All present and future accounts (e.g. Enquire) and Specific accounts (e.g. Enquire, Create payments and Approve payments). Read more about this in the example 9.6 Power of attorney to ref. No. with deviation on specific accounts. If your company has more than one customer No. for Jyske Netbank Erhverv and one agent uses more than one customer No., the rights must be granted under each individual customer No. Read more about this in 7. More than one customer No. 7. More than one customer No. A person may be a user in more than one Jyske Netbank Erhverv customer No. (same Business Reg. No. (CVR)). The person can only have one power of attorney covering: All the users of the person All rights to the company s own accounts and to any powers of attorney which the company has been granted by others The rights may differ within the individual customer Nos. Example: Customer No. 1, Account A: right to enquire Customer No. 2, Account A: right to enquire and approve payments with procuration A Important If a person is to be a user in more than one customer No., the person should not be part of a power of attorney together with other users. The reason behind this is that you can only administer rights under powers of attorney to users in the customer No. for which you are an administrator. Rights to the other customer Nos. must be administered from these customer Nos. 5

6 Change of power of attorney When you add or delete accounts/custody accounts change rights in the power of attorney, e.g. procuration it will only affect the customer No. under which you are logged in. Revocation of power of attorney When you revoke a power of attorney where the agent has rights to more than one customer No., the revocation covers all customer Nos. If the revocation should only cover one customer No., you must make a change to the power of attorney removing all rights to accounts and custody accounts in the customer No. Why is a person shown more than once in the list? In the list of Persons a person may be listed more than once. This may be the case if a person has been created Before 18 October 2015 without ID No. (CPR) or date of birth More than once with date of birth Even though it is the same physical person, Jyske Bank only uses the ID No. (CPR) as unique identification of the person. 8. Considerations before you get started 8.1 Structure on name of power of attorney In the list of Powers of attorney the powers of attorney are sorted by their name. You should therefore consider how you will name your powers of attorney. Examples: Department names Bookkeeping Executive Board Payroll Sellers Personal names (if the power of attorney only covers one person), by first or last name Anne Pedersen Bent Jensen Carl Hansen Søren Jensen Combination of department names and personal names Bookkeeping Anne Pedersen Bookkeeping Carl Hansen Executive Board Payroll Sellers - Bent Jensen Sellers - Søren Jensen 6 Combination of department names and procuration Bookkeeping procuration A Bookkeeping procuration B Executive Board Payroll Sellers You can change the name of a power of attorney at any time. 8.2 One or more persons in a power of attorney A person may only be included in one power of attorney covering all the rights of the person to the company s own accounts and to any powers of attorney which the company has been granted by others (third party mandates). If the company has persons which should have the exact same rights, it will be a good idea to group them and create one power of attorney for each group. Example: Bookkeeping (accounts receivable) procuration A Bookkeeping (accounts receivable) procuration B Bookkeeping (accounts payable) Payroll The grouping of persons will make it easier for you when an employee leaves or a new employee joins the company. In this way you can easily delete or add the employee in the power of attorney. You can also easily change the rights of many agents/users at one time. If the company has more than one customer No. for Jyske Netbank Erhverv or if a person is to be a user in more than one of these, we recommend that the person s power of attorney does not cover other persons. Read more about this in 7. More than one customer No Rights of agents/users Before you get started creating powers of attorney, you must decide whether the individual agent/user should have the right to: Create and/or approve payments Approve payments alone Trade securities If you decide that payments must be approved by two agents/users, you must decide which type of procuration the individual agent/user must have. Read more about the individual types of procuration in Approve payments (procuration).

7 9. Examples of administration of powers of attorney 9.2 Create new power of attorney From the list of Powers of attorney you click Create new power of attorney. The examples are based on that the administrator has the right to create/change powers of attorney powers of attorney must be approved by another administrator. 9.1 Draft and approval of drafts When you select Create new power of attorney or Edit power of attorney, a draft is created. You can work with the draft without any consequences for the agents/users. When you have finished creating or changing the power of attorney, you select Save and send for approval. Hereafter another administrator must approve and activate the power of attorney before it has any effect for the agent/users. 1. Enter a name for the new power of attorney There may be various reasons why you cannot select Save and send for approval. For instance: The power of attorney has not been given a name You have not selected minimum one agent One of the agents is already an agent in another power of attorney You have not selected rights on minimum one account or custody account The Administrator Agreement has been changed If the Bank is processing a power of attorney and thereby has created the draft, you cannot select Edit power of attorney. If your company has more than one customer No. for Jyske Netbank Erhverv and if an administrator in another customer No. has created a draft for an active power of attorney, this must be activated or revoked before you can select Edit power of attorney Select agents The list shows the persons affiliated with the company.

8 3. Select rights to accounts The list shows the ref. Nos. and accounts covered by your Administrator Agreement. Select the user(s) whom you want to add to the power of attorney. 4. Select rights to custody accounts The list shows the ref. Nos. and custody accounts covered by your Administrator Agreement. Click OK. Click Save and send for approval, approve the power of attorney and have another administrator approve and activate the power of attorney. Hereafter the user can apply it. If the company has more than one customer No. and the power of attorney covers more than one of these, it is not possible to add a user to the power of attorney. Read more about this in 7. More than one customer No Add user to existing power of attorney From the list of Powers of attorney you click the power of attorney to which you want to add the user. Click Edit power of attorney and then Select agents. 9.4 Power of attorney to ref. No. A power of attorney to a ref. No. covers all present and future accounts and/or all present and future custody accounts. When you create or change a power of attorney, you must under Rights to accounts select the rights to be covered by the power of attorney under Rights to ref. No. 8

9 Now you can see the consequences of your selections on the individual accounts. Rights may vary from account to account. If you want to delete rights, you can do so for an individual account or for all accounts at one time. When the selections are grey, it means that the rights are determined by Rights to ref. No. If one or more accounts must have special rights, you can register this via the link Add deviation. Read more in the example 9.6 Power of attorney to ref. No. with deviation on specific accounts. If you want to delete rights to a ref. No., click the link Delete rights. The procedure to grant a power of attorney to all present and future custody accounts is similar, only under Rights to custody accounts. 9.6 Power of attorney to ref. No. with deviation on specific accounts A power of attorney to a ref. No. covers all accounts as mentioned above and the rights will be the same. It is possible to register deviations on specific accounts. The deviation may either give further or fewer rights than the general right from the ref. No. You can recognise a deviation by the statement Delete deviation at the righthand side. If you delete a deviation on an account, the account will again have the rights from the ref. No. 9.5 Power of attorney to account When you grant rights to one or more specific accounts, the agent/user will only have access to these accounts. If later the agent/user is to have access to new accounts, new rights must be granted in the power of attorney. The same is the case for power of attorney to one or more specific custody accounts. 9

10 A deviation must always minimum include one right. It is not possible to grant power of attorney to a ref. No. and completely exclude one account or one custody account. 9.7 Power of attorney to all accounts except one If there is one individual account which is not to be covered by a power of attorney, you must create power of attorney to the accounts to be covered, as described in the example 9.5 Power of attorney to account. This means that any future accounts will not automatically be covered by the power of attorney. If a new account is opened, which is to be covered by the power of attorney, you must manually add the account in the power of attorney. Read more about this in the example Add account. Change of individual agent/user in group If you have more than one agent/user in the same power of attorney and because they have the same rights, any change of the power of attorney will cover all agents/ users. If one of the agents/users is to have rights to, for instance, an extra account, you must delete the agent/user from the joint power of attorney. Then you must create a completely new power of attorney to this one agent/user. 9.9 Revoke power of attorney From the list of Powers of attorney you click the power of attorney which you want to revoke. 9.8 Change of powers of attorney When you click the link Edit power of attorney from Power of attorney details, you can change the name of the power of attorney, the agents/users rights to accounts and rights to custody accounts. You cannot change a power of attorney if: The Bank is processing the power of attorney An administrator in another of the company s customer Nos. is processing the power of attorney. You solely have the right to activate powers of attorney which have been changed by other administrators. Add account Select Edit power of attorney and click the link Select rights to accounts. Here you can grant rights to the account. When you revoke a power of attorney, it is deleted and cannot be restored. To revoke a power of attorney does not require approval by another administrator. If the power of attorney covers more than one agent, the revocation covers all agents. If you only want to delete one of the agents, you should instead select Edit power of attorney and delete the one agent. 10

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