Education Center – Business Banking

NOTE: Supported file types include the following:

• Single-batch NACHA formatted file containing an SEC Class Code of either PPD (Prearranged Payment and Deposit to or from a consumer account) or CCD (Cash Concentration and Disbursement to or from a business account).
• 5-Column CSV File

1. Select the 'Transfers & Payments' menu and then select 'Commercial Payments'.

2. Select 'New Payment' and then 'Payment from File'.

3. Select the desired 'Payment Type' from the drop-down menu.

4. Click in the 'Import File' box to select a file to upload. Browse your computer for the file you would like to upload.

5. Select 'Upload File' to upload the selected file into Online Banking for processing.

NOTE: If the imported file is a 5-Column CSV, a second screen will be presented as part of the process. This screen requests additional information so a complete ACH file can be generated for processing based on the information designated.

6. Select the required fields from the corresponding drop-down menu.

1. SEC Code
2. 'Pay From/Pay To' account
3. Company/Subsidiary
4. Effective Date

7. Review the information on the screen for accuracy and then select 'Approve' to authorize the wires or 'Draft' to only draft.

NOTE: A 'Recipient' is an individual or company which is either debited or credited via ACH or wire.

1. Select the 'Transfers & Payments' menu and then select 'Recipients'.

New Recipient

2. Click the 'New Recipient' button.

3. Enter 'Display Name and 'Email Address'.

NOTE: 'Send e-mail notifications' generates an e-mail to the recipient at the time the ACH or wire transaction is processed by Santa Cruz County Bank. The email message does not contain confidential information.

4. Select the 'Payment Type' which designates the transaction type(s) for which the account is eligible.

a. Payment Type 'ACH and Wire' displays fields corresponding with both ACH and wires. Complete all required fields designated with an asterisk.

b. 'Payment Type 'ACH Only' displays fields corresponding with only ACH. Complete all required fields designated with an asterisk.

c. Payment Type 'Wire Only' displays fields corresponding with only wires. Complete all required fields

d. designated with an asterisk.

5. Click the check mark when the account setup is complete.

6. Select 'Add another account' to add an additional account or select 'Save Recipient' to complete the setup.

7. Complete all required fields in the 'Recipient Details' section.

NOTE: Address fields within 'Recipient Details' are for the recipient's address. This is required for Wire Transfers.

1. Select the 'Transfers & Payments' menu and then select 'Commercial Payments'.

NOTE: The 'Split Payments' option is only available for Payroll transactions.

2. Three options are available.

a. Click 'New Payment' and select 'the 'Payroll' option to create a new payroll transaction.

b. Click 'New Template' and select the 'Payroll' option to create a new payroll template.

c. Click the 'template actions' icon and select 'Edit' to work with an existing Payroll template

3. Select the desired recipient's primary account from the drop down list of existing recipients.

4. Enter total dollar amount of the payroll transaction.

5. Click the 'Show payment actions' icon and select the 'Split Payment' option.

6. Select the recipient's secondary account from the drop-down list.

7. Enter the desired dollar amount to be allocated to the secondary account. Then select 'Draft or Approve', depending on user entitlement.

NOTE: The dollar amount allocated to the primary account will be automatically reduced in accordance with the total dollar amount of the payroll transaction.

NOTE: A Commercial Template allows you to save payment information that can be accessed in the future.

1. Select the 'Transfers & Payments' menu and then select 'Commercial Payments'.

2. Select 'New Template' and the desired payment type.

3. Designate a 'Template Name'.

4. Select an 'SEC Code'.

5. Select a 'Subsidiary'.

6. Select an offset 'Account'.

7. Click the link below 'Template Access Rights'.

8. Select the 'User Role(s)' who should have access to the template.

NOTE: A User Role will appear as greyed out if the feature allowing access to all templates is enabled. This overrides the ability to remove template access from the corresponding User Role.

9. Click the '+Add multiple recipients' link to add multiple recipients to the template.

10. Select the desired recipients and click the 'Add' button when done.

11. Enter a dollar amount for each linked recipient.

NOTE: The amount may be left as $0.00 if the amount will differ from file to file.

12. Review the information on the screen for accuracy and then select 'Save'.

Reports Setup Process

1. Select the 'Information Reporting' menu, then select 'Advanced Reporting'.

2. Click the 'New Report' link and select the desired report from the list.

3. Indicate whether the report is Private or Shared.

4. Enter the desired name for the report.

5. Indicate which accounts need to be included in the report.

NOTE: This step only corresponds with reports associated with account information.

a. Click the 'All Accounts' box to include all available accounts in the report.

b. Click the 'Select specific account(s)' link to choose individual accounts to be included in the report.

Select the accounts to be included in the report. Either select by label or by individual account.

6. Select the date(s) to be included in the report.

a. Select one of the dynamic date range options. (A rolling date range that shifts in accordance with the current day)

NOTE: Information can be pulled as far back as the oldest transaction that exists within Online Banking for the respective account(s).

7. Select how often the report should run.

8. Select 'Create and Run' to run the report immediately and to save the recurrence. Or select 'Create' to schedule the report without immediately running it.

9. The report will display as either 'Queued' or 'In Progress' while it is being generated, depending on how many reports are currently being generated.

10. Click the 'Actions' option to View History, Run On-Demand, Edit, Copy, or Delete the specific report.

1. Select the 'Transfers & Payments' menu and then 'Commercial Payments'.

2. Select the desired transaction type within the 'New Payment' drop-down menu.

3. Select the desired ACH Class Code.

NOTE: Payroll transactions will automatically default to an ACH Class Code of PPD.

4. Select the 'From Subsidiary'.

5. Select the offset 'Account'.

6. Select the 'Effective Date'.

7. Optional: Click 'Set schedule' to set up the wires as recurring transactions.

8. Select how often the transaction should repeat.

9. Designate when the transaction should stop.

1. Click the 'Forever (Until I cancel)' option to set up an indefinite recurrence.
2. Click the calendar and select a date to designate a specific date to stop the recurrence.

10. Click 'Save' to save the recurrence setup.

11. Click the '+Add multiple recipients' link to select multiple recipients at one time.

12. Select the desired recipients and click 'Add' when done.

13. Click the '+Add another recipient' link to add an individual wire transfer.

14. Select an existing recipient from the drop-down menu or select '+New Recipient' to create a new recipient.

NOTE: Reference the Recipient Management setup document for information regarding the setup of a new recipient.

15. Review the information on the screen for accuracy and then select 'Approve' to authorize the wires or 'Draft' to only draft the transactions.

1. Select the 'Transfers & Payments' menu and then select 'Commercial Payments'.

2. Select 'New Payment' and then select the desired Payment Type.

3. Select 'Upload from File'.

4. Select the 'Import File' box to browse and select the file to be uploaded on the computer.

5. Select 'Save Recipients' to automatically add the recipients into the master recipient list. A confirmation will pop up on the screen once the file has been uploaded successfully.

NOTE: Select 'Upload File' if the ACH or wire file will need to be processed.

NOTE: If there is a problem with the file being imported, an overlay message will appear on the screen with a notification.
Potential examples may include:

• ABA number contains more or less than 9 digits.
• File being imported is not in NACHA or CSV format.

Managing Existing Online Users

1. Select 'Access & Security' menu and then select 'Users'

2. Click on the pencil icon next to the user you wish to edit.

3. One of three update actions may be made to an existing user:

1. Select 'Deactivate User' to disallow a user from logging in without completely deleting the user.
2. Select the 'User Role' drop down menu to update the 'User Role' for a user. Click 'Update Role' upon completion.
3. Select the 'Delete' button to permanently delete the online user. This action cannot be undone.

NOTE: The User Role update will go into effect upon the user's subsequent log on after the change has been made.

Creating New Online Users

1. Click the 'Add User' button.

2. Complete all fields.

3. Click the 'Save New User Detail' button when done.

NOTE: Reference the User Roles setup guide for assistance with setting up a 'User Role'.

NOTE: User Roles are created to control feature entitlements and dollar limits for one or more company users.

1. Select the 'Access & Security' menu, then select 'Users Roles'.

2. Click on 'Create Role' to create a new user role.

NOTE: Three actions can be performed on an existing User Role.

1. Select the pencil icon to edit the user role.
2. Select the double paper icon to copy the user role.
3. Select the trash bin to delete the user role.

3. Select a transaction type that you would like to set parameters around by clicking on the transaction name.

4. Now select 'Allowed Actions'.

Allowed Actions

NOTE: One or multiple levels may be set up to establish general or specific user limitations.

5. To specify the allowed operation(s) for the selected transaction type, click the vertical dot icon and select 'Edit'.

Operations

6. 'Draft' allows a user to initiate a transaction.
   
   'Draft Restricted' allows a user to only access an assigned ACH or wire template. It does not allow a user to edit exiting templates or add new templates. One-time payments and recipient maintenance within existing templates are also not allowed.
   
   'Approve' allows a user to authorize a transaction.
   
   'Cancel' allows a user to cancel a drafted or authorized transaction.

Amount

7. Select the 'Any allowable amount' option or 'Specific Amount' to enter the amount for the allowed action.

Subsidiaries

8. Select the 'Any allowed subsidiaries' option or choose 'Select specific subsidiaries' to view the subsidiary or subsidiaries allowed for this transaction type. This step applies only to organizations with more than one Tax ID number.

Accounts

9. Select the 'Any allowed accounts' option or choose 'Select specific accounts' to specify the account(s) allowed for this transaction type.

Draft Hours

10. The 'Draft Hours' option allows you to restrict hours and days of the week when transactions can be drafted.

11. Select 'Submit'.

Rights

12. On the Rights tab, select the appropriate right for the user role's ability to view transactions in the 'Activity Center'.

All: View transactions initiated by any user within the company

Role: View transactions initiated by users with the same role

Account: View online activity of accounts the user has access to

Own: View only your own transactions

None: Cannot view transactions

Approval Limits

13. Select the 'Approval Limits' tab to view and modify the dollar and count limits assigned by Boston Private.

14. Repeat the previous steps for each transaction type.

Features

15. Select the 'Features' tab to view and modify the non-transactional features. Select features you wish to enable or disable.

Accounts

16. Select the 'Accounts' tab to view and modify the account entitlements by selecting the checkmark or circle with a slash under 'View', 'Deposit' or 'Withdraw'.

17. Save the User Role by selecting the 'Save' button.

1. Select the 'Business Banking' menu, then select 'Commercial Payments'.

2. Select 'New Payment' and then 'Domestic Wire' from the dropdown menu.

3. Select the checkbox next to 'Use same Subsidiary for all wires' if all wires should contain the same subsidiary. Or leave the checkbox empty to specify the subsidiary individually.

4. Select the checkbox next to 'Use same Account for all wires' if all wires should contain the same Account. Or leave the checkbox empty to specify the subsidiary individually.

5. Select the checkbox next to 'Use same Date for all wires' and enter a date if all wires will be processed on the same date. Or leave the checkbox empty to specify each date individually.

6. Select the 'Add multiple recipients' link to setup multiple wires to existing recipients.

7. Select the 'Add another wire' link to add just a single wire to the page.

8. Enter the 'Recipient/Account', 'Amount', 'From Subsidiary' and 'Account' fields.

9. Review all information for accuracy. Then select 'Draft' or 'Approve' to complete the process.

NOTE: Wire Upload allows you to upload a formatted CSV file with multiple wire transfers instead of inputting the wire information manually.

1. Select the 'Transfers & Payments' menu and then select 'Commercial Payments'.

2. Select 'New Payment' and then 'Domestic Wire'.

3. Select the 'Upload from File' link in the top right corner.

4. Select the 'Use' option to upload a CSV formatted file.

5. Click the 'Please select a file to import' box to browse for the file to be uploaded on the computer.

6. Select 'Upload File'.

7. Indicate the Process Date for the wires.

1. If all wires need to be processed on the same day, check the 'Use same Date for all wires' box and click on the calendar below to specify the desired Process Date.
2. If the wires need to be processed on varied days, leave the 'Use same Date for all wires' box unchecked and indicate the Process Date for each wire individually.

NOTE: The fields for each wire will be populated in accordance with the data included in the CSV file being imported.

Review all information on the screen for accuracy and select 'Approve' or 'Draft' in accordance with user entitlements.

NOTE: Account Labeling allows you to group accounts for easy identification. Only User Administrators will have access to this function.

1. On the homepage, select the 'Options' icon, next to each group name you would like to edit.

2. Select 'Edit Group Name' to start labeling your account groups.

3. Then select the 'Checkmark' to save your changes.

4. Select the 'Options' icon next to each account then select 'Nickname Account' to change its name.

5. You can provide a 'Global Nickname' or change the current "Personal Nickname".

6. Click 'Save' when done.

NOTE: The global nickname changes the account name for all users who do not have their own nickname set for this account. Your personal nickname for this account is only visible to you.

Initial Access to the System

1. Users will receive a 'Welcome Email' from eBanking when implementation is complete.
2. Log into the system with your User ID and Password.

3. Access Positive Pay by selecting the 'Checks and
   Deposit Tab'.

4. Within Checks & Deposit, select 'Positive Pay'.
5. The Positive Pay system will open in a new tab.

NOTE:
The daily cutoff time for processing exceptions is 11 am.

1. The dashboard page displayed by default after login, is the primary page used to navigate through Positive Pay tasks.
2. Users can select either 'ACH' or 'Check' from the dashboard to process exceptions.

3. The easiest way is to click 'Transaction View'. From here the user will be able to process all transactions from one place.

• 'Yellow Items' will need to have a decision made on them, shown under the 'Manage' header.
• Click the 'Pay' or 'Return' button based on the decision on the item.
• 'Green' items do not require any action.

• Expand individual items to view the reasons or hover over the 'Exception/Validation Icon' to see more details.

Common 'Check Exception' return reasons are:

• Amount Incorrect
• Duplicate
• Fraudulent
• Payee Name Mismatch
• Prior Stopped
• Prior Void
• Refer to Maker (Default)
• Serial Number Incorrect
• Signature Irregular
• Signature Missing
• Stale Dated

• Use the filters on the dashboard and transaction view screens to filter items by amount, status, etc.

Steps for adding an approved list vendor are:

1. Add to 'Approved List'.
   • This will add the sender to the approved list for future transactions.
   • 'Max Amount' can set the maximum amount of the ACH transaction.
   • Frequency will set how often the sender can send a transaction.

NOTE:
For instance, payroll would make one payment weekly, if set to weekly. Use this with caution.

2. Add to Block List
   • Adds the sender to the blocked listing and no transactions will be accepted from this sender.

Reports

1. Audit Report
   • A report listing activity for each user of the system. May be filtered by date range.

2. Notification Delivery Report
   • A report listing users who are setup to receive notifications and the method that they are set to receive those transactions.

Manage Users

To use the 'Manage Users' feature please contact eBanking for assistance, [email protected], 831.600.4060.

User Preferences

This section is used to customize a user's preferences in the system.

Hint:
To seamlessly navigate to the exception processing screen when accessing the system do the following:

• Set the default module to 'Dashboard'.
• Set default dashboard page to 'Transaction View'.

Modules

There is a specific module for 'ACH' and for 'Check Positive Pay'.

• To focus on ACH, click Change Module > ACH Positive Pay.
• To focus on Checks, click Change Module > Check Positive Pay.

Change Module > ACH Positive Pay Manage > Notification Rules

NOTE:
The tabs – Selection, Contacts, Conditions, Confirm – are not clickable. Use the 'Next' button to navigate through the screens.

Notification Rules
This is used to setup users to be notified of exceptions.

1. Select the accounts to be notified on. Click Next.
2. Enter the cell phone numbers and email addresses that will be notified of exception items.
3. Do not click the 'Default' check box.
4. Click Next.

5. Choose the conditions for which the users will be notified. Check all appropriate boxes. Click next.

6. Confirm all of the changes and click 'Save'.

Manage > Approved List

1. Click the 'Create' button.
2. Enter the 'Company ID' and 'Company Name'.
   • The best practice is to add approved vendors from the 'Transaction View Screen' as the Company ID and name are not always available.
3. Click the 'Edit' link to make any necessary changes for existing vendors on the approved list.

4. Check the box next to a company name and select 'Delete Selected' to remove the sender from the approved list.

Manage > Block List

1. Click the 'Create' button.
2. Enter the 'Company ID' and 'Company Name'.
3. The best practice is to add blocked senders from the Transaction View screen as the Company ID and Company Name are not always available.
4. Click the 'Edit' link to make any necessary changes for existing senders on the blocked list.
5. Check the box next to a company name and select 'Delete Selected' to remove the sender from the blocked list.

Reports
Reports available for the 'Approved List', 'Blocked List', and notifications can be accessed through menu option noted on the right.

Transaction History
Use the available filters to view 'Debit Transaction' history.

Change Module > Check Positive Pay Manage > Issue Templates

Issue Templates
Use this page to create templates corresponding to the format of your issue file.

NOTE:
Hover over question marks for additional information.

1. Click the 'Create New Template' button.

2. Enter the template name.
3. Select a file type from the drop-down list.
   • Most common: CSV, Excel workbook, tab-separated.

4. Enter the number of rows that contain header and footer information. If there are no headers and footers in the file, leave this as zero.

5. Enter 'File Mapping'.
   • Indicate which columns in the issue file contain the Serial Number, Amount, Issuance Date, and Payee Name.
   • If other fields are in the issue file, click the box next to that input field.

Perform
Issue File Load
Use this feature to upload an issue file.

NOTE:
There is an option to click "Create new Template" to create a new template here.

1. Select the account that will be used.
2. Click 'Browse' or drag and drop the issue file into the upload area on the screen.
   • If a file is pulled in accidentally, it can be removed by clicking the trash icon or selecting the Remove button.
3. Click 'Upload'.

4. Verify the checks listed in the file.
5. Ensure that check statuses are 'Available for Matching'.
6. If an item has already been loaded into the system, the status will read 'Duplicate Issuance'.

7. Issue files can be deleted up until the first item in the file clears.
8. To delete an issue file, click the delete button.

Manual Issue Entry

• Use manual entry to enter checks one at a time.
• Select Perform, Manual Issue Entry.
• Select Account, Enter Serial Number, Amount, Payee Name and Issuance Date.
• If entering a range of checks select check box "Auto populate next check number" to populate the check numbers for you as they are entered.
• When finished select Save.

Reports
Issue Item Status

• Use this to filter and sort specific items by 'Issue Status' and 'Account'.

View
Issue Item Status

• Can view all of the issuance files and their status (System Approved, Deleted, etc.).

Issue Warehouse

• Use this screen to view and edit issuances.

• To edit click the pen icon.

• Users can edit the 'Amount', 'Payee Name', or 'Status' up until the item has cleared.

Transaction History

• Users can manage check exceptions from this screen.
• Use the filters to filter specific transactions or ranges of transactions.

Item Lookup

• Use this to find a specific check number.

The User Setup page is used by the company administrator to manage users.

1. Select the 'Check & Deposits' menu and then 'Positive Pay'.

2. Under the New Client Setup menu, select 'User Setup (Client)'.

3. Click the 'Add New' button to set up a new user.

4. On the 'Contact Information' tab, complete all required fields on the screen which are designated with an asterisk.

5. Click on the 'Security Settings' tab.

6. Enter the user's desired Username and default password.

7. Enter the password a second time for verification. The user will be requested to change their password upon initial login.

8. Select the accounts in the box on the left side of the screen the user should have access to. If the user should have access to all accounts, click the 'Add All' button.

9. Click the 'Assign all new accounts to this user' option if the user should be automatically granted access to all new accounts opened by the company.

10. The ACH Reports section lists all available ACH Reporting Files.

11. Select the reports the user should have access to. Click the 'Add All' button, to add all reports.

12. Click the 'Assign all new ACH reports to this user' option if the user should be automatically granted access to all new ACH Reports created by the company.

13. Click on 'Transaction Data User Rights' to expand the listing of rights available to assign to the user. Select all that apply.

14. 'Check Exception Type' specifies the user's permissions for check exceptions. Select the desired view option in the drop-down menu.

15. Repeat this action for the ACH Exception Type drop down.

16. Click on 'Setup User Rights' to specify what rights should be available to the user.

17. Click 'User Locked' to lock the user record if the user should not be allowed to log into the system.

18. Click on the 'Menu Settings' menu.

19. Select the user security template the user should have access to.

20. Click on the 'System Messages' menu to designate which notifications the user should receive.

21. Select an option from the drop-down menu beside 'User Notification Template' to quickly select all text or email notification options.

22. Click 'Submit' to complete the user setup process.

23. To search for an existing user, select the desired user status from the drop-down menu then click the Search button.

24. Click the 'Edit' button to edit an existing user, or 'Copy' to copy an existing user.