BUSINESS BANKING ONLINE - GET STARTED GUIDE

BUSINESS BANKING ONLINE - GET STARTED GUIDE A step-by-step guide to help you set up Business Banking Online

Business Banking Online Get Started guide A step-by-step guide to help you set up Business Banking Online This guide will show you all the important tasks needed to be completed by the Company Administrator before using Business Banking Online. In this guide, all parties relating to your Business Banking Online registration, such as the Primary Client, any Additional Linked Company and/or the Principal, are referred to as the company. Contents Introduction to Business Banking Online 3 Information on account and payment limits 3 Company Admin 4 Company details 4 Set your company s daily Transaction Limit 5 Set an Authorisation Limit for a User 5 Add a new User 6 electing a User Role 7 Making a payment 8 Same Day (RTGS) payments 9 Direct Entry (DE) payments 9 How to import a Direct Entry (ABA) file 10 Overseas payments 10 Authorising and submitting payments 11 Payment Authorisation 13 Payment Submission 14 2 Business Banking Online Get Started guide

INTRODUCTION TO BUSINESS BANKING ONLINE Business Banking Online is an electronic banking solution which scales to your business needs via a wide range of available transactions and services. To manage your business on Business Banking Online you ll need at least one person in your company to act as a Company Administrator. If you have elected to have two Company Administrators to act jointly, then both Company Administrators are required to confirm any changes made in the set-up of your company and its Users. Your Company Administrator performs a key role and will be responsible for: Establishing and maintaining payment limits for your company and Users Create and maintain Users including the ability to limit access times and payment authorisation limits Assign levels of account access to Users Manage your company details. INFORMATION ON ACCOUNT AND PAYMENT LIMITS There are some things to consider when setting up payment limits and account access on Business Banking Online How much can be spent per day through Business Banking Online? You can set a Company Transaction Limit the total amount of payments allowed to be processed by your company using Business Banking Online within any given day. Maximum transaction limits for specific transaction types may apply, regardless of the Company or Authorisation Limits. Set an Authorisation Limit for each User that transacts on behalf of your business. The Authorisation Limit is the maximum amount that the User will be allowed to Authorise per payment. Who will have access to Business Banking Online for your company and what do you want them to see and do? People who can view accounts and perform tasks such as creating payments are known as Users. If you want Users to be able to move money out of your accounts they will need to have an Authentication device. They will be able to approve their payments and those created by others. If they are also a Company Administrator they will be able to approve administrative tasks on Business Banking Online Admin. You can control which accounts Users can see and use. Do you need to restrict access to certain accounts? You can specify the type of access each User has for an account and control whether they have view only access or can also make payments from it. Business Banking Online Get Started guide 3

COMPANY ADMIN Company Admin is where you access everything you need to manage your banking and Users in Business Banking Online. Don t have a security device? You ll need to be and authorised user and be registered for a SecurID token to access this area of Business Banking Online. To change a User s access and apply for a token, complete the Authorised User Authentication Device Application form and lodge it with us. COMPANY DETAILS Company details is where you manage your company s daily Transaction Limit, postal address for all Business Banking Online correspondence, and other details. 4 Business Banking Online Get Started guide

SET YOUR COMPANY S DAILY TRANSACTION LIMIT Select an amount to suit the daily transfers that your company typically needs to make. You can control your security by limiting this transaction amount and lift it at any time if necessary. As Company Administrator, you can change this amount at any time. Any amendments made to the company Daily Transaction Limit take effect immediately. SET AN AUTHORISATION LIMIT FOR A USER Select an amount to suit the authority of each User. As Company Administrator, you can change this amount at any time. Any amendments made to a User s Authorisation Limit take effect immediately. Business Banking Online Get Started guide 5

ADD A NEW USER Click on the Users tab 1. Select the add new user button on the Users screen and add the details of the user. 2. Enter a security question and answer to be used as part of identification of the user in future contact with the Bank of Melbourne. 3. Specify a User Role. 4. Enter an Authorisation Limit which will be the maximum amount the User will be allowed to authorise per payment. 6 Business Banking Online Get Started guide

ELECTING A USER ROLE As the Company Administrator, you will need to assign a Role for each user you create. This will determine their level of access to perform tasks when using Business Banking Online. You may also modify a user s access at any time. Some of the available roles to select are: Admin Authorise This User: May amend the company details and set the company s Daily Transaction Limit May create and edit other Users, assign Roles and levels of access as well as set Authorisation Limits for Users with the Authorise Role May also Authorise payments May also Create and View transactions Must use an Authentication Device to Authorise payments and enter Company Administration. Authorise This User: Can Authorise payments May also Create and View transactions Must use an Authentication Device to Authorise payments. TIP If a new User is assigned, or an existing User upgrades to, a Role of Admin or Authorise, the Authorised User Authentication Devise application form is to be completed and lodged. The User will then be issued an Authentication Device for use with Business Banking Online. Create This User: Can only Create or prepare a payment Cannot Authorise payments and therefore does not hold a Authentication Device May also View transactions. No Access This User will have No Access to accounts or workflow This Role may be used for tailoring a User s access to allow activity on some accounts and No Access on others. View This User: Can only View transactions and accounts Will not be able to Create or Authorise a payment. Business Banking Online Get Started guide 7

MAKING A PAYMENT Move money between your accounts, to other people or bills by clicking on the Make a payment arrow. You can find it on any one of these screens, accounts dashboard account detail screens payees or billers lists. Alternatively you can select Create a payment, then Transfer, payment or BPAY from the Payments menu. Schedule payments in advance or set up a recurring payment by specifying the payment frequency to occur daily, weekly, monthly or quarterly. Find and manage Scheduled payments in the Payments menu. TIP Cleared funds must be available at least 1 day before a scheduled payment is due. A scheduled payment may be rejected if: there s an insufficient available balance in the account the payment exceeds the daily limit for the payment method, your daily Transaction Limit or Authorisation Limit, or an invalid account is selected. Payment cut-off times Payments need to be submitted before 5pm (AEST) for the payment to be received the next day (may take longer for certain billers). Payments created and awaiting authorisation will remain in Payments in progress until they are submitted, or deleted. 8 Business Banking Online Get Started guide

SAME DAY (RTGS) PAYMENTS If you need to pay someone urgently, you can now setup a Same Day (RTGS) payment. Simply tick the Same day (RTGS) payment checkbox on the Transfer, payment or BPAY screen after a new, or saved payee has been selected. DIRECT ENTRY (DE) PAYMENTS You can create payments in bulk by selecting the Create a payment menu then Payment files from the Payments menu. Direct entry (DE) payments are a convenient, safe and reliable way to send or receive payments. Don t have access to create Direct entry (DE) payments? You ll need to ensure that the company has been registered to create Direct entries. To register for Direct Entry (DE) access, complete the Direct Entry (DE) Credit User application form. If your company has been registered for Direct Entries and you need to create a payroll payment, ask your Company Administrator to provide payroll access on the account(s) the funds will be coming out of via the Company Admin screens in the Admin menu. Business Banking Online Get Started guide 9

HOW TO IMPORT A DIRECT ENTRY (ABA) FILE OVERSEAS PAYMENTS You can pay someone overseas or in another currency by selecting the Create a payment menu then Overseas payment from the Payments menu. Some countries require an IBAN or another internationally recognised number to process international payments. Ask your payee for this information. Make sure you check that the information provided is correct to ensure your payment isn t delayed or rejected. Receipt of payment will depend on the other bank s processing times. 10 Business Banking Online Get Started guide

If more than one Authorisation is required for the payment, please be aware that the foreign exchange. rate may change between the time the payment is created and the time it is approved. For the latest foreign exchange rates, go to https://www.bankofmelbourne.com.au/help/foreign-exchange-rates Please note, there is a transaction fee for International Payments. See fees and charges for Business Online Banking in our Business Banking Online and Payment Services Product Disclosure Statement. Don t have access to perform Overseas payments? You ll need to ensure that the company has been registered to create Telegraphic Transfers. To register for Telegraphic Transfers please complete the Amendment Application form. If your company has been registered for Overseas payments, ask your Company Administrator to provide Telegraphic Transfer access on the account(s) the funds will be coming out of via the Company Admin screens in the Admin menu. AUTHORISING AND SUBMITTING PAYMENTS Each payment created in Business Banking Online is required to be authorised and submitted before it is processed by the Bank of Melbourne. To authorise and submit a payment immediately (appropriate access level are required): 1. On the review screen of the created payment select the authorise button. 2. Please see Payment Authorisation for further guidance. TIP To create another similar payment and authorise and submit at a later stage select the Create another payment button. Business Banking Online Get Started guide 11

Payments in progress in the Payments menu allows you to review previously created payments and authorise and submit them, and to authorise and submit created payments in bulk. To authorise payments created previously: 1. Select the payment(s) you want to authorise. 2. Select the Authorise button to authorise the payment(s). See Payment Authorisation for further guidance. TIP You can filter the payments viewed by their present status by clicking on the You are currently viewing menu. 12 Business Banking Online Get Started guide

PAYMENT AUTHORISATION A payment(s) can be selected for authorisation either as part of the payment creation flow or from Payments in progress. TIP The payment can either be authorised then submitted as two separate actions or authorised and submitted as a single action by selecting the Authorise and submit button. 1. Enter your token password 2. Enter the token number on your device 3. Select the Authorise button or the Authorise and submit button. Don t have a security device? You ll need to be registered for a SecurID token to access this area of Business Banking Online. To apply for a token complete the Authorised User Authentication Device Application form and lodge it with us. Exceeded your authorisation limit? You ll need a Company Administrator to manage the limit set for you through via the Company Admin screens in the Admin menu. Business Banking Online Get Started guide 13

PAYMENT SUBMISSION 1. Select the payment(s) you want to submit. 2. Select the Submit button to submit the payment(s). 3. Review your payments then select the Submit button to complete the transaction. Once submitted most payments cannot be edited or deleted. Once submitted most payments cannot be edited or deleted. Please review your payments carefully prior to submitting. 14 Business Banking Online Get Started guide

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