Reference Guide Business Online Banking

Reference Guide Business Online Banking

Welcome to safer internet banking Security As online fraud becomes more sophisticated, our security measures need to advance to combat these crimes. The secure token is part of our commitment to make your Online Banking experience as secure as possible. The token is easy to use. You will be prompted by the Online Banking service when you need to use it. Your secure token holds no personal or financial information and does not need to be connected to your PC. It simply generates codes that you will use to identify yourself at logon and to complete some online transactions such as setting up a new beneficiary. The secure token creates new passwords each time you log on. This prevents your password being stolen. The secure token is protected by your 4-digit Personal Identification Number (PIN). Do not write it down or allow anyone else to know your PIN, including telephone callers or Bank staff. Important security check before confirming a payment When you create a beneficiary or create a new payment using your token, the system will automatically show the last four characters of the beneficiary account number in the challenge displayed on screen. The four characters are shown in bold and you must check that these match the last four digits of the account number of the beneficiary. These numbers should always match. If the numbers do not match then do not proceed with the payment. Contact us instead.

Useful contact numbers Business Online Banking Support 0345 601 9938 Lines open: 8am - 8pm Monday-Friday 9am - 12 noon Saturday You will need to answer the requested security questions to confirm your identity. If you are calling to initialise a secure token you will need to read the serial number (S/N) from the back of the token. Getting started Before you can use your secure token, you need to activate it by calling our dedicated Customer Service team. Business Account Support Telephone Number: 0345 601 9938 (token activation) Business Account Support Telephone Number: 0345 212 212 (general) Activation takes just a few minutes. Please make sure that you have your account details to hand. If you are at a PC when you call, we can also help you to log in for the first time. Activating your secure token The Customer Services Adviser will ask you to turn on your secure token by pressing the OK button. Now enter the PIN (4-digit number) provided by the Customer Service Adviser. Your device will prompt you to enter New PIN. Enter a New PIN (4-digit number) of your choice and click OK. You will need this number each time you use your secure token. Do not share your PIN with anyone including the Customer Service Adviser. Confirm your PIN by entering your new 4-digit number again. Click on OK. The activation process is complete and your secure token is ready to use. Logging in Step 1 (Bank website: www.co-operativebank.co.uk) Enter your Customer ID and your unique User ID in the boxes provided. Please note: The Customer ID and User ID fields are NOT case sensitive. Click on the Proceed button.

Step 2 (using the secure token) Press the OK button to turn on your secure token. Enter your 4-digit PIN and press OK. Step 3 (Secure token to Bank website) Enter the 10-digit passcode displayed on your secure token. Click Login. You are now logged in to Online Banking. If the login fails, an error message will be shown at the top of the page. Call the Customer Support helpline and quote the error message shown. UK Payments How to setup beneficiaries and make payments To make a payment online you must first create and save the Beneficiary. The saved Beneficiary can then be selected from a list of saved beneficiaries when you create your new payment. Please note: a delay is built into the system between the creation of a new beneficiary and the first time use only of that beneficiary in a new payment. The delay is set to one hour so please take this delay into account when planning to make a payment. A minimum of one hour is needed to create a new beneficiary and the first payment to that beneficiary. Beneficiaries The account information for beneficiaries must be added and saved before you can make payments. Beneficiaries are displayed under their own menu option. From here you can add a new beneficiary, amend Beneficiary accounts or search the list. Add Beneficiary From the menu on the left-hand side, Click on Beneficiary. Click on Add Beneficiary.

Note: Items marked with an asterix (*) are mandatory fields. Note: The Beneficiary Access Type and Beneficiary Payment Type are set automatically to Global and Local, and cannot be changed. Type in the Beneficiary Name. Optionally - add a Beneficiary Nickname if you want to use an alternative to the beneficiary name. Note: If you use a beneficiary nickname, the beneficiary will appear in your list of saved beneficiaries in alphabetical order using the nickname. Scroll down to the Payment Details and the Account Details. In the Payment Details fields, enter no more than 18 characters on line one. This is the maximum amount that a Faster Payment will send. In the Account Details fields enter the sort code and the account number of the beneficiary. Use the Find Bank button to populate the beneficiary bank name and address. Click on the Add button to save the new beneficiary. You will be prompted to use your secure token at this stage. The instructions are shown on the page. They will ask you to turn on your device, to enter your PIN. Do not press OK. If you accidentally press OK then wait for the device to shut down and start again. Once the PIN has been entered, type in the eight digit code shown on screen. If the last four characters are shown on the screen in bold then you should check that these match the last for digits of the code shown on screen. This is a security check and if the numbers do not match then do not complete the payment. Contact the help desk for further assistance. The new Beneficiary will be available for use one hour after it is created. This delay is a security measure and may on rare occasions be increased to two hours or more.

Create Payment Once the Beneficiary becomes active after the hour s delay, a payment can be created. Payments use the Faster Payments Service. To create a payment, select UK Payments and Create Payment. Choose between a payment to leave today, Immediate Payment, or a Future-dated Payment. Select the Sending Account. Enter the Amount. Add any Reference information to help the beneficiary identify the reason for the payment. Click on the Submit button to process the payment. Always return to the Payments Summary to check the final status (Processed or Failed). Recurring Payments Business Online Banking allows you to create payments that automatically repeat at regular intervals. The frequency can be set at: daily, weekly, fortnightly, four-weekly, monthly, quarterly, or yearly. Recurring payments always need the beneficiary to be created and saved first. The beneficiary can then be selected from the drop-down list when setting up the payment. To create a beneficiary, see the above notes in Add Beneficiary. To create the Recurring Payment online: From the menu on the left had side, select UK Payments. Select Recurring Payments. Click on the Create New Payment. Click on the Create New Payment.

Create the payment by completing the fields: Payment Type, Sending Account, Beneficiary, Reference and Amount. Create the schedule by setting the Payment Frequency and the Number of Payments required. Optionally change the date of the first payment using the First Receive Date calendar. For a continuous schedule, set the number of payments at 9999 for Daily or 999 for other frequencies. Click on Submit. Because the beneficiary was created earlier, the payment does not need you to use your secure token. If you have Approvals setup to control the release of your payments then the payment must be approved before the first payment date. Cancelling a Recurring Payment A recurring payment schedule can be cancelled at any time. The last day that you can cancel a payment is the business day before the payment is due to be paid. The payment cannot be cancelled on the actual payment date. Scheduled Payments Online payments can be sent same day, seven days per week or they can be set to be paid at some future-date. To forward date a payment, use the calendar function when creating the payment and set the date for the payment. The payment date for future dated payments cannot be a weekend or a Bank Holiday. Approve Payments The Approve Payments option is a safety feature to allow you to review payments before they leave. A separate Approve menu option is available under UK Payments to allow you to see all payments waiting to be approved - all in one place. The payments will also appear in the Payments Summary showing a status of Pending Approval but the payments cannot be actioned from the Payment Summary. The approve function is standard for Charities and optional for businesses. Internal Transfers You can transfer funds between your accounts using Internal Transfers. You can also future-date transfers using the Scheduled Transfers menu, and create regular transfers using the Recurring Transfers option. The Transfers Summary page shows you details of completed transfers. Information on Scheduled or Recurring transfers are shown separately under the scheduled and recurring menus.

Create the payment by completing the fields: Payment Type, Sending Account, Beneficiary, Reference and Amount. Create the schedule by setting the Payment Frequency and the Number of Payments required. Optionally change the date of the first payment using the First Receive Date calendar. For a continuous schedule set the number of payments at 9999 for Daily or 999 for other frequencies. Click on Submit. Because the beneficiary was created earlier, the payment does not need you to use your secure token. If you have Approvals setup to control the release of your payments then the payment must be approved before the first payment date.

Cancelling a Recurring Payment A recurring payment schedule can be cancelled at any time. The last day that you can cancel a payment is the business day before the payment is due to be paid. The payment cannot be cancelled on the actual payment date. Scheduled payments Online payments can be sent same day, seven days per week or they can be set to be paid at some future date. To forward date a payment, use the calendar function when creating the payment and set the date for the payment. The payment date for future dated payments cannot be a weekend or a Bank Holiday. Approve Payments The Approve Payments option is a safety feature to allow you to review payments before they leave. A separate Approve menu option is available under UK Payments to allow you to see all payments waiting to be approved - all in one place. The payments will also appear in the Payments Summary showing a status of Pending Approval but the payments cannot be actioned from the Payment Summary. The approve function is standard for Charities and optional for businesses. Internal Transfers You can transfer funds between your accounts using Internal Transfers. You can also future-date transfers using the Scheduled Transfers menu, and create regular transfers using the Recurring Transfers option. The Transfers Summary page shows you details of completed transfers. Information on Scheduled or Recurring transfers are shown separately under the scheduled and recurring menus. Transfer Summary To view the status of your transfers select Internal Transfers from the menu. The Transfer Summary loads automatically. To save time you can use the Copy Transfer option. The Copy Transfer button is shown below the table of complete transfers. If there are no transfers showing in the table, click on Advance Search and the Search to retrieve archived transfers.

Create Transfer To create a new transfer, select Internal Transfers and Create Transfer from the menu. The transfer can be future-dated up to 364 days forward. Transfers cannot be future-dated onto a weekend or a Bank Holiday. The service will show an error message if either of these invalid dates are chosen. The reference field allows you to add information up to 18 characters long. This information will be shown on the account statement. If no reference is used the statement will show the bank-assigned payment reference number only. Recurring Transfers Here you can create regular transfers at daily, weekly, fortnightly, 4-weekly, monthly, quarterly or yearly. You can set either the number of payments required or the end date, whichever is easier. From the homepage select Internal Transfers, then Recurring Transfers. Account Balances and Transactions A summary of your account balances is shown on the homepage once you have logged in. You can use the Accounts Information menu to see more details on your accounts. Select Balance Information. Single Account Balance Choose an account to view and set the date range to see the account balances over a set period. Set the From Date and the To Date to any date range covering the last 18 months. Click on the Go button.

All Account Balances You cannot choose to view all account balances across a date range. You can either show All Accounts on a single day or you can show individual accounts across single dates or multiple dates. Set the Account drop-down list to All Accounts. Set the From Date and the To Date to the same single date. Click on the Go button. Transactions From the Account Information menu, select Transactions. Select and account from the Account drop-down list. Set the From Date and the To Date as needed. Click on the Go button. Where there are multiple transactions - use the window scroll bar and the Next or Previous Page buttons as needed. The Print option provides a single scrollable list of transactions. The Report button provides a way of saving the details in.pdf format or printing the report. The service only retains the last 18 months balance and transaction information. If information is needed for a longer period, reports should be created and saved before the information has been deleted by the Bank. The same information can be accessed using the hyperlinks in each day s balance report. Transaction Search To search for individual or groups of transactions use the Transaction Search menu option. From the Account Information menu, select Transaction Search.

The Transactions Search filters have three filters set to Please Select. Each of these must be set before the search will work. The All Accounts option will only work on a single day s transactions. This means that when the All Accounts option is selected, the From Date and the To Date must be set to the same value. The transactions are stored for 18 months. Transaction older than 18 months are deleted daily. The Customer Reference field can be searched for any information keyed by the sender. The Bank Reference field will contain any automatic reference numbers allocated to the transaction. Please call 03457 213 213 * (8am 8pm Monday to Friday and 9am 12 noon on Saturday) if you would like to receive this information in an alternative format such as large print, audio or Braille. The Co-operative Bank p.l.c. is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority (No.121885). The Co-operative Bank, Platform, smile and Britannia are trading names of The Co-operative Bank p.l.c., P.O. Box 101, 1 Balloon Street, Manchester M60 4EP. Registered in England and Wales No.990937. Credit facilities are provided by The Co-operative Bank p.l.c. and are subject to status and our lending policy. The Bank reserves the right to decline any application for an account or credit facility. The Co-operative Bank p.l.c. subscribes to the Standards of Lending Practice which are monitored by the Lending Standards Board. *Calls to 0800 and 0808 numbers are free from landlines and mobiles. Calls to 03 numbers cost the same as calls to numbers starting with 01 and 02. Calls to 0845 and 0870 numbers cost 3p per minute, plus your phone company s access charge. Calls to 0844 and 0843 numbers cost 7p per minute, plus your phone company s access charge. Calls may be monitored or recorded for security and training purposes. We like our communications to have an impact on you but not on the environment. This document is printed using vegetable oil-based inks on paper which is part recycled, Forest Stewardship Council certified and made in an elemental chlorine-free process. I m not finished please recycle me! MKT11337 05/2017