CORPORATE INTERNET BANKINGCUSTOMER GUIDE A Comprehensive Step-by-Step Guide to Corporate Customers January 2006 Compiled by Lakshminarayan K V, Manager, State Bank of India IT Services Department, Local Head Office, Bangalore FOREWORD Corporate Internet Banking (CINB) is set to empower Corporate Customers viz., Companies/Business Enterprises/ Firms/ Institutions etc) to carry out all banking activities (except Cash and Clearing) on their desktop, aided by the power and convenience of Internet. This will bring about a sea change in the way they transact business, as they take control of the transaction processes. These processes are fully flexible, fully secure and have multi level controls. Moving over to desktop based transactions through Internet calls for no special infrastructure, simple registration, least intervention from the branch, instantaneous debits/credits, least cost of transactions, every control in the hands of corporate. To enable our esteemed customers to shift towards desktop banking, this Guide is brought out. The guide is organized in a simple, user-friendly manner containing all relevant information for users to easily follow and practise. I am sure that all our Corporate Customers will find it immensely useful and operate Corporate Internet Banking with ease. I wish all the Customers a “Happy e-Banking”. January 1, 2006 R. Sridharan Chief General Manager 2 PREFACE The feedback from the users of Corporate Internet Banking (CINB) points clearly to the imperatives of learning the CINB functionalities and processes to facilitate user comfort. With the release of this User Guide, the customers shall be able to gain knowledge about Corporate Internet Banking and the step-by-step procedure to be followed when they have registered for the CINB facility. This Guide is organized in a simple, easy to understand manner. You will find an index to the chapters to facilitate easy reference. The Guide explains the salient features of CINB (Vistaar Facility) thus facilitating the customers to know the power and convenience of Internet Banking. The chapters in different functional aspects of CINB contain the detailed step-by-step procedure to be followed at the customer level. The screen shots used in this guide are sample screenshots. This Guide will enable the customers to easily carry out their transactions from the desktop either from office or home. We welcome your valuable suggestions, responses through to bring about email (
[email protected]) enhancements in the Guide to improve its utility. Local Head Office January 1 2006 Circle Development Officer 3 CHAPTER 1 INTRODUCTION: Bank’s earlier efforts on computerisation in the past were focused on bookkeeping aspects. The objective of the current phase of computerisation is to deliver substantial benefits of computerisation to the customers. Corporate Internet Banking is one such innovative product. Corporates are a very important business segment, both in deposits and advances, and non-fund based business in its entirety. This segment of business is a constant target of competitors who are luring them with business and technology features. Corporate Internet Banking has been designed: 1. To take care of technology part of the competition 2. To deliver service which is tailored to blend with processes within the Corporate 3. To retain control over all the critical aspects of the transaction, which fall within the bank’s responsibility and let the Corporate take control of all other actitivities including the variables within the process. Thus, what Internet Banking will give a Corporate is a transaction process which is: a. Fully flexible b. Fully secure c. Has Multilevel controls d. With no single point of failure This ensures that the transaction requests emanating from the customer fully satisfies all internal controls at customer end and all the requirements of the Bank. What does Internet Banking mean to a Corporate? State Bank of India’s ‘Corporate Internet Banking‘ enables Corporate customers to carry out banking activities from the desktop, aided with the power and convenience of the Internet. SBI’s objective in developing this service is to remove the restrictions imposed by geography and time on the ordering of transactions, while granting full flexibility to the Corporate to manage its transactional banking, with least intervention and input from the Branch. Even while banking over the Internet, the Corporate should continue to be vested with complete control to bind the transactions within its own rules i.e. flexibility for granting discretionary access on banking accounts to internal users, dynamically manage permissions on banking transactions and monitor transactions. Corporate Internet Banking Service will give the Corporate the freedom and ability to carryout all this with least dependency on the Bank. 4 CHATPER 2 SALIENT FEATURES OF CORPORATE INTERNET BANKING: 2.1 The following Internet Banking features are available to Corporates. a. Business to Self i. Funds transfer from one account to another b. Business to Business i. Third Party funds transfer ii. E-payments iii. E-Receivables c. Business to Employees i. Salary and other payments d. Business to Institutions a. Payment of EPF contributions b. Airport Authority of India Payments c. Port Trust Payments e. Business to Government i. DGFT payments ii. Customs Payments iii. Online Tax Payments (OLTAS) iv. Excise Duty Payments 2.2 The following are the highlights of CINB: • Single debit multiple credits • Single/ Multiple Authorisations • Dynamic definition of access control and access rights • E-payments/E-receipts to/from registered users 2.3 The Modules available in CINB, to suit the Corporate’s requirement starting from ‘enquiry only’ to end- to- end integration, are a. KHATA (enquiry only) Used for enquiry on all accounts at one Branch b. KHATA PLUS (enquiry only) Used for enquiry on all accounts at various branches across the country c. VYAPAAR (enquiry and transaction) User Profile: For Corporates maintaining account at any one SBI Branch. Product design: Single Transaction not to exceed Rs.5 lakhs. No limit on the number of transactions. Permitted Transactions: 1) Funds Transfer 2) Third Party Payment 3) Draft Issue 4) Payment to Registered Suppliers 5 d. VISTAAR User profile: For corporates maintaining accounts at multiple branches of SBI. Product Design: Complete range of Online Transactions Facilities available to our customers in this module: • Funds Transfer • Third Party Payment • Draft Issue • Payment to Registered Suppliers Corporate can receive/make payment using this feature. Transaction related data will flow along with payment message to the supplier. It facilitates B2B information exchange together with financial settlement. Ideal for use in routing payment/order information within Supplier- dealer/ vendor/agents’ network. • Bulk Upload Facility (Payments file, e-receivables file) Corporates can upload a file containing transaction details. This facility will resolve tedious online data entry for multiple transactions. Salient points of this functionality are: Seamless integration of company’s system with Bank’s system. Generally, a business requires features to handle: Bulk Payments Salaries Vendor Payments Bulk Receipts Sales Invoices Bills due • Information communication between 2 systems and transaction processing with minimal manual intervention. • Huge limit on the size of individual transactions Request for issue of Demand Draft Rs.1 crore per transaction Third party funds transfer upto Rs.100 crores per transaction and no limit on the number of transactions. 2.4 The following Security features are built into the Site: • Internet Banking Site Certified by Verisign (a well known company which issues certificate regarding the safety and security of the site for the users) • Site Certified by Reserve Bank of India • 128 Bit SSL encryption at session level • HPIN based password Security • Multiple users and user-level security • Powered by ‘BROAD VISION’ CRM Servers • Implemented & Managed by Satyam 6 2.5 BENEFITS: 2.5.1. To Corporate Speed and Empowerment Banking from the desktop Banking at convenience Reduce transaction related workload Define and manage five-tier security features, on the fly Permit executives to operate/monitor accounts remotely Permit executives to participate in transaction authorisation remotely. Pro-active management of Cash Flows Ease in reconciliation of entries MIS at the click of the mouse Reduction in paper work 2.5.2. To Bank A happy & satisfied Commercial customer Paperless – reduced overheads on vouchers, cheque books, statement of account etc., Onus of safety and control over accounts shared with Corporate Helps in Preparing for introduction of Core Banking 7 CHAPTER 3 ROLE PROFILES IN CORPORATE INTERNET BANKING 3.1 Role Profiles for Corporate Customers: 3.1.1 Administrators S.No Designation 1 Regulator Role/Responsibilities Overall control of Internet Banking System and implementation of security features for the whole Corporate. Does not/cannot participate in transactions. 2 Local Admin Administration of the Internet Service and implementation of Security features at Divisional Level. Does not/Cannot participate in transactions. Profile Familiarity with computer systems and empowered to review the working of the system. Important communications from SBI will be addressed to him, barring those that are specific to the operational users. Reasonable knowledge of system administration. 8 3.1.2 Banking Users 1 Super Enquirer Views Corporate level information. Basic knowledge of computers. Entitled to know and use the information relating to the Company. Basic Knowledge of computer. Entitled to peruse bank accounts. 2 Account Viewer Accesses Division level information. 3 Cheque Writer OR Maker Access to Division level accounts and Generates Basic knowledge of computers. transactions on the accounts assigned to him. Access to Division level information. Authorizes transactions on the accounts within specified limits. By default Signatory has access to the functions of Cheque Writer. Access to Division level information. Approves transactions that are generated by Cheque writer & facilitates authorization by authorizer Uploads bulk transactions for authorization. Access to all accounts. Basic knowledge of computers. A “signing officer” in common parlance. 4 Cheque Signatory or Authorizer 5 Approver Basic Knowledge of computers. An intermediary officer between Maker and Authorizer. 6 Uploader Basic Knowledge of computers. A facilitator for putting through bulk transactions like salary payments etc., 9 3.1.3 Auditors 1 Auditor To take a quick second look at the transactions post-facto and followup off-line. Basic knowledge of computers. Note: The Profile description is intended for Corporate’s guidance. SBI branches need not know whether the executives/employees entrusted with various roles within the Corporate match our prescription. Administrators nominated by the Corporate are created on the Web system by the SBI branch where the accounts are maintained. For example, if the principle account is in Delhi, then they will register the Regulator and one administrator for Delhi accounts. On the other hand in respect of the Corporate accounts at other places say Bangalore, Mumbai etc., the Local Admin will be created by respective branches of SBI under the same Corporate Id. The Administrators in turn will create all other users within the Corporate. Every role holder from Regulator to Auditor, created in the system will get a User-ID and Password directly from the Bank. It is mandatory for the User to change these on first login. It would be of practical advantage to associate users with a unique employer number in all cases. This could be a number given by the Corporate or may be even his PF number. When a Local Admin sets out to create Ashok Sharma on the system as a Banking User, the software will first verify whether Ashok Sharma has already been created by another administrator as a user earlier. If he is an existing user, the system will display his profile and seek confirmation. On confirmation Ashok Sharma will join the user list for that Local Admin. Not having a unique employee number is not a bar for use of the Internet Banking system. Corporate designates a Regulator for implementing operational controls as specified by the Board. The Regulator after registration and receipt of User-ID and Password from the Bank will login and set up the Corporate policy on control & security. Regulator can then create Portfolio Viewer (Super Enquirer), who will have unlimited enquiry facility on all designated accounts of the Corporate at branches which are connected to the Internet Banking Service. 10 After receipt of Corporate ID from the Bank, the Corporate applies for access to Internet Banking Service at each SBI branch where they maintain accounts, (provided the said branch is connected to the Internet Banking Service) designating at least one Local Admin for each branch (For e.g. Local AdminDelhi, Local Admin – Mumbai). Corporate may parameterise the system to provide transactional freedom to divisions/accounting units and yet retain global view/ control for itself or one Administrator at the Corporate Office/Head Office of the Corporate customer can operate on all the accounts maintained at various branches from a central location. Registration of more than one Local Admin per branch is permissible (For e.g. Local Admin – Delhi (1) & Local Admin – Delhi (2)). Registration is required for every Local Admin in case the Corporate desires to have more than one Local Admin. Further, distribution of the accounts at a SBI branch between the Local Admins needs to be as per rule in the footnote in Form C3. The Local Admin creates users and maps accounts to them. He also assigns appropriate rights to each user on each account. Local Admin sets up signing powers (operating instruction) on the Internet Banking system in line with the Board resolution. Note on the account numbering system followed by the SBI: The Account number assigned by SBI to a Corporate’s bank account in case of Bankmaster branches has 11 to 13 digits. Digits 6 to 11 (both inclusive) form the customer ID. Customer ID is the only basis for assigning accounts to a Local Admin. Accounts opened in future bearing the same customer-ID will automatically get assigned to this Local Admin. Account Number assigned by SBI to a Corporate’s bank account in case of a Core Banking branch is 11 digits but while entering the account number totally 17 digits have to be entered (I.e., Prefix the 11 digit account number with 6 zeroes). Accounts opened in future bearing the same customer-ID will automatically get assigned to this Local Admin. 11 The concerned SBI branch validates the Operating Instructions set up by the Local Admin over the Web system ensuring that it is in compliance with the Board resolution. Wherever an Operating Instruction is not validated by the branch (e.g. incorrect rule, nullified rule etc), an alert is posted to the Regulator/Local Admin for his intervention and resolution with SBI. By implication, branches should ensure that validation is done quickly- on the same day. SBI’s Corporate Centre will send User-ID and Password directly to all categories of Banking Users. Branch is not involved in this process. However, if there is any undue delay in receipt of User-ID etc, branches can ring up 022-27566067/ 27868721 to expedite. The Corporate is now empowered to inquire and conduct transactions on the Internet. The Corporate may opt for the auditor feature to take a quick second look at the transactions on the Internet, and for offline follow-up of any irregularities. There can be only one Auditor per account but multiple accounts (without limit) can be entrusted to an Auditor. There is no limit to the number of Local Admin, Banking Users and Auditors, which a Corporate may create. 3.3. Concept of E-cheque: Whenever a Corporate puts in a financial transaction request, a virtual cheque (called E-cheque) is generated. E-cheque numbers would be account specific and unique for a corporate. System would automatically allot a range of E-cheques for every account and the Local Admin can view the E-cheque ranges allotted to transaction accounts. When the allotted range is exhausted, system allots the next available range of numbers automatically. There would be no concept of applying for E-cheques. The obvious limitation of E-cheque is that it cannot be issued to third parties. Hence, Corporate who avail Internet Banking Service will continue to use physical cheques. It is important to note that a E-cheque is a non-negotiable mandate on electronic format on the branch, and hence does not attract the provisions of the Negotiable Instruments Act 1881. 12 CHAPTER 4 4.1 GETTING STARTED: 4.1.1 Corporate Customers can visit the site www.onlinesbi.com/corporate and find out whether the branch, in which the accounts are maintained, is enabled to offer Corporate Internet Banking. Click here to find your branch in the list of CINB enabled branches 13 4.1.2 Customers can download the Forms for Khata, Vyapaar, Vistaar from the following site: Forms for Khata facility available here Forms for Vyapaar facility available here Forms for Vistaar and Khata Plus facility available here 4.1.3 Customers should fill up the forms and submit to the branch, duly signed by authorized signatories. 1. Khata – Form C1 - Registration Forms and Form C4 - Terms of Service forms 2. Khata Plus – Form C1, Form C3, Form C4 3. Vyapaar – Form C1, C3, C4, C5- Board Resolution 4. Vistaar – Form C1, C2, C3, C4 and C5 – Board Resolution Form C1 – Registration form for Corporate to be registered for CINB Form C2 – Registration form for Regulator Form C3 – Registration form for Administrator Form C4 – Terms of Service Form C5 – Board Resolution Note: In case, the Corporate is a partnership firm or proprietorship firm, then instead of Board Resolution, a letter of undertaking (signed by all the partners in case of partnership firm and by the proprietor in case of proprietorship firm) should be submitted and such letter of undertaking should contain all the words/phrases/clauses that are in Form C5. 14 4.1.4 The branch will upload the details and register the customer for CINB facility. For Khata Plus, Vyapaar and Vistaar facility, the branch will generate a 4 digit unique Id called “Corporate Id” and advise the customer. The branch will also create a Regulator(in case of Vistaar only) and Administrator (in case of Khata Plus, Vyapaar and Vistaar). The User Id and Password for Regulator and Administrator(s) will be dispatched from the Bank and Customers will receive within 7 or 10 days. 4.1.5 The Regulator, after registration and receipt of User-ID and Password from the Bank, will login and set up the Corporate policy on control & security. Regulator will then create Portfolio Viewer, who will have unlimited enquiry facility on all designated accounts of the Corporate at branches which are connected to the Internet Banking Service. 4.1.6 Administrators, nominated by the Corporate, are created on the Web by SBI. The Administrators, in turn, create all other users within the Corporate and maps accounts to them. He also assigns appropriate rights to each user (Maker/Authorizer/Enquiry rights). The Local Admin creates users and maps accounts to them. He also assigns appropriate rights to each user. Local Admin sets up signing powers in the operating instruction on the Internet Banking system in line with the Board resolution. 4.1.7 Every role holder from Regulator to Auditor, created in the system will get a User-ID and Password directly from the Bank. It is mandatory to change these on first login. It would be of practical advantage to associate user names with a unique employer number in all cases. This could be a number given by the Corporate or even his PF number. When a Local Admin sets out to create Ashok Sharma on the system as a Banking User, the software will first verify whether Ashok Sharma was already been created by another administrator or as a user earlier. If he is an existing user, the system will display his profile and seek confirmation. On confirmation Ashok Sharma will join the user list for that Local Admin. Not having a unique employee number is not a bar for use of the internet banking system. 15 VISTAAR FACILITY 4.2 REGULATOR: Regulator should use the Userid and password received from the Bank. On first login, the Regulator is forced to change the user id and password. The following are the options available for Regulatore once he logs on with his user id and password. Regulator can modify Corporate Profile as per the policy laid down by them 1. Can set DD limit – represents the amount upto which Demand Draft can be requested to be issued by the branch. 2. Denotes Maximum Amount that can be paid to Third Party. 1. If Corporate has opted for Auditor feature, then the value should be Yes. 2. If Yes, No. of e-Payorders that can skip auditing has to be mentioned here 3. If Yes, Threshold amount upto which the auditing should be skipped, has to be mentioned here 16 1 2 3 4 5 Please see below 1. If Maker is allowed to authorize the transactions then value should be ‘Yes’, else ‘No’ 2. If Maker or Authorizer can create Third Party in the system, then ‘Yes’, else ‘No’. Please note if the value is Yes, then Maker can create and Administrator has to approve such creation. Whichever maker has created third party, he only can create transaction to that third party. Other makers cannot make payment to that third party. 3. If Administrator can create Third Party in the system, then ‘Yes’, else ‘No’. Please note that if point No.2 above is ‘Yes’ then it is preferable that point No.3 shall be ‘No’ or if point No.2 is ‘No’ then point No.3 shall be ‘Yes’. If both point no.2 and point no.3 is ‘Yes’, then Administrator created Third party cannot be viewed by Maker and Authorizer (who have the rights to create Third Party) and no payments can be made. Only third party created by Maker/Authorizer can be viewed and payments made. Therefore, customers have to be careful while delegating the 17 powers in creating Third party. This shall be illustrated with an example as under: Mr. A – Administrator Mr. B – Maker Mr. C – Authorizer Mr. X - Third Party X has to be created as Third party in the system by mentioning his name, account number and the branch where his account is maintained. If Mr. A creates X as third party, then any payment to X cannot be made by Mr.B & Mr.C because Third Party is not created by B or C. Mr.B & Mr.C can make payments to third parties created only by them. 4. Invalid Credit Action? Two options are available. a. Do not post transaction – If this option is selected, then any mistake in the credit account no. will result in rejection of the entire batch and no transaction will be posted. b. Post valid debit amount – If this option is selected, then any mistake in the credit account no. will result in rejection of that particular transaction and all other valid accounts will be credited by a reduced amount to the debit account. 5. Level of Approver ? Options available are a. None - If the Corporate does not opt for Approver (a user in between Maker and Authorizer who will approve the transactions and facilitate easy authorization for the authorizers). b. File Upload Only - Approver is opted only in case of bulk payments (by way of uploading the file) c. Online Transactions – Approver is opted only in case of Online transactions (single debit single credit or single debit multiple credits) 18 d. Both – Approver is opted for all types of transactions either File Upload or Online Transactions. Regulator can also perform the following activities: 1. 2. 3. 4. 5. 6. View all the Authorizers created in the system for authorizing INB transactions. He himself can add Third Parties or Delete Third Parties He can add or delete DD beneficiaries. He can configure the file required for bulk upload (salary payments etc.,) (See Below) He can create, view, lock, unlock Super Enquirer He can also create Uploader users. Regulator can configure the file for upload (bulk payments like salary payments etc.,) as under The file structure can be D elim ited File w ith # or any o ther character as delim iter. The file structure can also be a fixed length structure. The file should contain all the fields mentioned here but the order of the fields can be modified according to Corporate’s needs Note: The Regulator has to compulsorily Configure the file for the first time so as to enable the Uploader user to upload the file for bulk payments like salaries etc., 19 4.3 ADMINISTRATOR: Administrator should use the Userid and password received from the Bank. On first login, he is forced to change the user id and password. Options available for Administrator. 1. Administrator can a. Manage Users: i. Add users – maker, enquirer, authorizer ii. View the users – Details of users can be viewed iii. Modify users – Modification can be made iv. Lock/unlock users – Lock/unlock whenever user goes on leave/resigns v. View dispatch status of userid and password for the users vi. Add/edit/delete approver user. b. Manage Access Rights: i. Add Access rights – Rights to users to access certain accounts of the company/firm ii. View Access Rights – Rights given to users can be viewed 20 iii. Modify Access Rights – Any changes like changing account number or changing maker to authorizer or vice versa can be done. iv. View by Account – He can view account wise - the number of users and their rights. c. Manage Rules: i. Add Rules – He can specify in the system as to which user can authorize up to what amount and whether single authorization or joint authorization. ii. Modify Rules – If there is change in the amount or type of authorization i.e., single or joint authorization, then it can be modified. iii. View by User – View the rules user wise. iv. View by Account – View the rules account wise. d. Manage Audit Users: i. Add Audit User – If the Company/Firm has opted for Audit feature, then administrator can add audit users ii. View Audit User – Can view the details of Auditor users iii. Modify Audit User – Modify the Audit user whenever required. iv. Lock Audit user – Whenever Audit user goes on leave/resigns, the user can be locked. v. Dispatch Status – Can know the dispatch status of the user id and password for Audit User. e. Manage Suppliers: i. Map/Edit Suppliers – Suppliers are those to whom regular payments have to be made. Example Indian Oil Corporation, Hindustan Petroleum, Bharat Petroleum, Employee Provident Fund Organisation, GAIL etc., If the company/firm has to pay to any of these suppliers as mentioned above, then Administrator can map suppliers. ii. View Supplier Status – Can view the status of the suppliers who have been mapped. f. Manage Passwords: i. Audit Users - All Audit Users passwords can be managed ii. Corporate Users – Passwords of Users like makers, authorizers, uploader, enquirers etc., can be managed by Administrator. If the user has forgotten profile password (required to update the profile of individual user) or transaction password (required for putting through/ 21 authorizing the transactions), then Administrator can reset the password. Users will be asked to set the profile password/transaction password once again after their login. But if the user has forgotten the Login Password, then Administrator can choose the ‘Manage Password’ option and arrange for redispatch of Login password from the bank directly to the user who has forgotten. This is done as a part of security measure. g. Bill Payment: i. Add Biller – Administrator can add billers to pay bills online. Billers are service providers, eg Electricity (BSES), Telephone (MTNL), Mobile (Orange), etc who raise bills periodically and receive electronic payments. To be able to receive and pay your bills online, you need to create your list of Billers (i.e. for the bills you want to pay). To add Billers, you would first need to select the city where your Biller is located, and then choose the specific Biller you wish to pay. ii. View Biller – View the list of billers that have been added for making payments iii. Edit Biller – Edit the biller details in case mistake has been committed iv. Delete Biller – If you do not wish to make payments anymore, then you can delete the particular biller. h. Manage Third Party: i. Add Trusted third party – You can transact with others by defining them as Trusted Third Party. You can make payments to these Third Parties once you add them. ii. Delete Third Party – Delete the third parties when you do not wish to make payments anymore. iii. Approve Third Parties – Third parties can also be created by makers (if allowed by Regulator). Such Third Parties created by makers can be approved by Administrator. iv. Add DD beneficiaries – He can add the beneficiary details in case the company requests the branch to issue a demand draft. v. Delete DD beneficiaries – Delete the beneficiary details if the company does not wish to request for DD issue anymore. i. Others: i. View Pending Transaction – Can view all transactions which are pending for authorization. 22 ii. Add Uploader user – If uploader user is required for the company/firm for bulk payments like salary etc., then administrator can create uploader user. The following are the sample screen shots of the options available for Administrator. Add User: Key in the details of the user and click on ‘Confirm’ 23 Add Access Rights: Add the access rights – Enquiry only or Maker or Authorizer and click on ‘Confirm’ Modify Rights: Select the name of the user to whom access rights have to be modified 24 Access rights from Maker can be changed to either Authorizer or Enquiry only. ADD RULES: Admin can add rules by mentioning the Amount and type of Authorization whether Single or Joint and click on ‘Go’. If the Amount is unlimited, then value should be ‘INF’ 25 Verify with board resolution and confirm the same. Joint Authorization – Options are Any one authorizer with other or Any two of the authorizers 26 Compare with Board Resolution and click on ‘Confirm’ Any modification with respect to the amount, type of authorization can be done by selecting the option ‘Modify Rules’. Add Audit User: Feed the particulars of Auditor. Specify the a/c no. threshold number of txns and amount to skip auditing Note: No. of Txns & Amount will be the same as fixed by the Regulator. You cannot reduce or increase. 27 Map/Edit Supplier: Map Supplier with all relevant details and click on ‘Confirm’. The users can then start paying to the suppliers. Manage Passwords: Audit User: If Auditor has forgotten profile password, then Administrator can reset. If Auditor has forgotten Login Password, then Admin can arrange for redispatch of fresh login password from SBI. 28 Corporate User: 1. Transaction Password and Profile password can be reset by Administrator if the users have forgotten. 2. If users have forgotten Login password, admin can arrange for redispatch of password from SBI. Bill Payment: Add Biller: Billers are service providers like Electricity Board, MTNL, BSNL, Airtel, Hutch, LIC etc., To be able to make bill payments you have to add billers first by selecting the city where the biller is located and choose the specific biller whom you wish to pay. 29 Certain Billers require registration of the customers. In such cases, you have to wait till the confirmation of your registration comes from the biller. Example – Electricity board (BESCOM). Manage Third Party: Add Third Party 3P-Third Party Key in the 3P name, account no. and select the branch where Third Party maintains his account. Once this is done, payments can be made to third party easily 30 Add DD beneficiaries: Key in the DD beneficiary details so that you can request branch online for issue of Demand Draft Others: Add Uploader user: Feed the particulars of Uploader user and click on ‘Confirm’. 31 MAKER: HIS ROLE/RESPONSIBILITIES Maker is a person who prepares the transaction in the Internet Banking system and generates e-payorder. These epayorders shall be authorized by Authorizers. If the company has opted for Approver, then transaction will first be approved and then only be moved to authorizer’s inbox for authorization. The following are the sample screen shots of options available for Maker. Options available for Maker. The options are explained below. 1. As soon as the Maker receives user id and password from the bank, he has to logon on to www.onlinesbi.com/corporate and login with the user id and password and change the user id and password. 2. Maker should click on Profile option and set the profile password and transaction password for the first time (screen shots available in another page of this guide) 3. Options available are Authorization a. View Inbox – When maker is allowed by Regulator to authorize the transactions, then Maker has to click on the option View Inbox, select the particular transaction and authorize. 32 b. Bulk Inbox – When maker is allowed to authorize the transactions, he can click on the option Bulk Inbox to authorize all Bulk transactions uploaded by the Uploader user. Manage Transactions a. Edit/Cancel – Maker can edit/cancel a particular transaction if any mistake has been committed by him. This has to be done before authorization. b. Cancel Pending - Maker can cancel all pending transactions that are not authorized by the Authorizer due to some reasons. c. Reschedule – If maker has scheduled a transaction for a future date/time, he can reschedule the transaction for a different future date/time. Query a. By Account – Maker can enquire on the accounts mapped to him regarding balance, transactions etc., b. View/Print Payments – Maker can view or print the payments made by him (e-payorders generated by him) Creation a. Demand Draft – Whenever company requires demand draft to be purchased, maker can create a request for issue of demand draft. The transaction, once authorized will land at the branch and the branch will print the demand draft and send it to the company for further dispatch to the beneficiary. b. Funds Transfer – Transfer of funds from one account of the company to another account either at the same branch or different branch. c. Third Party – If the company wants to make payment to third party, then maker has to click on this option, select the third party and generate e-payorder. Once the transaction is authorized, third party account is credited. d. Pay Supplier – If the company has to make payment to suppliers like EPF organizations, IOCL, HPCL etc., then the maker can select this option and make payment. e. View/Pay Bills – Select this option to make bill payment like, Mobile bill, Electricity bill etc., Govt. Payments a. Indirect Taxes - If the company has an obligation to pay Excise duty to the Govt. then maker has to select this option, input the assessee code and make payment. 33 How to set Profile Password and Transaction password ? Login as Maker Click on Profile option. Set New profile password Retype the password and click on ‘Confirm’ To set the transaction password, click on the option “Transaction password”. This option is available under “Profile Option” 34 Set the new transaction password and click on ‘Confirm’ How Maker can make payments to Third Party? 1. Schedule the debit by selecting the correct option 2. Feed the amount, description and select the Third party from dropdown menu and make payment. You can make to more than 1 third party by single debit. 35 Single debit and multiple credits payment screen e-Pay order generated. Txn pending for approval. Approver has to approve and move to authorizer’s inbox. Note: If the company has opted for Approver then only approver has to approve otherwise the txn will directly go to authorizer’s inbox 36 How Maker can do fund transfer between the accounts of the company? Select debit a/c no. and credit a/c no. fill in amount and description and click on ‘Confirm’ E pay order is generated and txn is pending for approval. If company has not opted for approver, then txn will go to authorizer’s View Inbox 37 APPROVER: Approver is a person in between Maker and Authorizer who will approve all the transactions done by the maker in order to facilitate authorizer in authorizing the transaction with ease. However this Role is optional. The company/firm can decide whether to have such a role in the Internet Banking system. Approver has to login and click on the e-PayOrder number and approve the transaction after verifying the genuineness. Approver can approve and move txn to authorizer inbox or reject the transaction. He can also print the txn before moving to authorizer inbox. He can do so by clicking on the correct option 38 AUTHORIZER: Authorizer is a person who will authorize the transactions that are made by Maker (approved by approver if the company/firm has opted for approver role). Upon authorization, the transaction amount will be debited to the Account and credited to either another account of the company in case of Funds Transfer or account of the Third Party in case of Third Party transfer. Authorizer, apart from authorization, can also create transaction, query by account, view/print payments etc., Transactions created by him cannot be authorized by himself, somebody else has to authorize. Authorizer should click on ‘View Inbox’ and then click on each e-payorder, verify the particulars. 39 Verify the details and click on ‘Authorize’. You can also see that the epayorder is approved and his/her name appears Type the transaction password and click on ‘Go’. The transaction will go to another authorizer’s inbox if there is joint authorization or in case of single authorization transaction will be debited to the account and credit will be passed on. 40 Txn has gone to another authorizer’s inbox as there is joint authorization required. Observe that first authorizer’s name appears on epayorder Second authorizer should login, click on ‘View Inbox’, select the transaction, give his transaction password and authorize. 41 On second authorization, debit will be successful and accordingly feedback will be given to the authorizer. In this sample screen shot, since the transactions are not live, it shows Authorized, Pending Debit… Observe that Authorizers’ name appears on epayorder Uploader: Uploader is a user created by the Administrator of the company/firm. No document is required to be submitted to Bank. Uploader’s role is transactional. He participates in bulk upload of data for salary payments, dividend warrant payments etc., He should generate test file from the file structure defined by Regulator. He should, for the first time, upload and approve a test file. Then only he can upload the live file for payments. He is not attached to any one account or authorizer. He has access to all the accounts of the company/firm. Uploader role is optional for the company/firm. 42 The following screen shots explain the detailed functions of uploader user. Step-by-step procedure to be followed by uploader user for uploading transaction files: 1. View Configuration – Uploader has to view the configuration of the file that has been configured by Regulator. Depending on the structure of the file, uploader should prepare a simple text file (ASCII file). i. If Regulator has configured the file as delimited file – Uploader should first ensure the order of the fields. Example: If A/c No. is the first field, date of transaction is the second field, debit branch code is the third field and so on, the uploader should ensure that the text file, which is generated for uploading purpose, should also contain the data in the same order. ii. After each field, the delimiter character should be input to enable the system to understand that it is end of field and the value thereafter pertains to the next field. iii. Each amount either debit or credit should be separate and one line below the other. 43 iv. When there is a value in debit amount field, there should not be any value in credit amount field, not even zero. Same way, if there is a value in credit amount field, there should not be any value in debit amount field, not even zero. Otherwise, the transactions will fail at the time of processing. The sample data is shown below: A/c No. Dr Br Date of Debit Code Transaction Amt 08586 08586 00813 05/01/06 05/01/06 05/01/06 2 Credit Amt 01600123456 01000456789 01000234567 1 1 Unique Ref. No. 123456 123456 123456 Transaction Narration Salary Credit Salary Credit Salary Credit v. Unique reference number – For every debit transaction, the reference number should be unique and credit transaction shall also contain the same reference number for easy identification of the batch and reconciliation. If you try to upload two batches of transaction with the same reference number, then the system will reject the batch saying ‘Duplicate Reference Number’. vi. In one single file, you can upload any number of batches of debit and credits. But each batch should be differentiated with unique reference number. vii. If the Regulator has configured the file as Fixed Length (see picture in the next page), then start position and end position has to be defined by the Regulator. But, it is suggested that Regulator configures a Delimited File only. Sample Test File with delimited file configuration: 01100094001#00813#05/01/06#10000##A123456#Salary Credit 01190095001#00813#05/01/06##2000#A123456#Salary Credit 01190095002#00813#05/01/06##2000#A123456#Salary Credit 01190095003#00813#05/01/06##2000#A123456#Salary Credit 01190095004#08988#05/01/06##2000#A123456#Salary Credit 01190095005#06866#05/01/06##2000#A123456#Salary Credit 44 File configuration with fixed width fields. File configuration with Delimited file structure. 45 Upload Test file: Before uploading real time transaction files, you should upload a test file to ensure that the file configuration done by your corporate administrator / regulator is valid. Note: Please allow 30 minutes for test file processing and for generation of your test e-PayOrder. Approve Test File: You should approve the uploaded test file to enable real time transactions. Click on the serial number of the test file to view the e-PayOrder. Check if the generated e-PayOrder details are accurate and answer the question at the end of the e-PayOrder with "Yes" or " No" radio button and confirm your answer. Upload File: You can upload a transaction file based on which transactions can be enabled over onlinesbi. Batch Inbox: The batch inbox displays a list of all files you have uploaded and their respective status. Download by Date: You can also download the processed transactions by date. You can generate a transaction file by defining criteria for your search and download the file. Alerts: You may choose to be alerted whenever a new e-PayOrder is being made or being authorized. 46 Browse for the test file which you have prepared for uploading and attach it After selecting the file, click on ‘Upload’ to upload the file 47 You should note the serial number of the test file and wait for 30 minutes for test file processing and generation of test e-PayOrder. Please observe that the test file you have uploaded has been processed. Click on the Txn Serial Number for further approval of the transaction 48 e-Pay Order has been generated and below you can see the various credits Click on ‘Yes’ and click on ‘Confirm’ to approve the test file 49 See the message ‘Test transaction file successful. Now you can upload your real time transaction files for processing. Select the option ‘Upload File’ and browse for the test file to be uploaded and select the option for validating credit accounts. The options available are ‘Do not validate credit accounts’ or ‘Validate Credit Accounts’. Click on ‘upload’ 50 Serial Number for the file is generated. After 30 minutes click on the option Batch Inbox to view the file status. The file status should be “Processed” Note that the file is processed. Click on File name to see the status of individual transactions. If all the transactions are successful, then you can generate epayorder and send it to authorizer for authorization. 51 Auditor user: Auditor user is created by Regulator/Administrator. For this, the company/firm need not submit any form/document to the Bank. This role is optional for the company/firm. Auditor will conduct post audit of transactions carried out by the Corporate. Company can fix up a threshold limit with regard to number of transactions/amount upto which auditing can be skipped. Once the threshold limit is reached, then all the transactions have to be necessarily audited. Unless audited, company cannot put through further transactions. The following are the sample screen shots for Auditor user: Once the unaudited e-pay order reaches the threshold limit, then auditor will be able to audit the e-pay order 52 What is a Rule? How to create it? Rule is Operating Instruction given by the Company/Firm to the Bank. The Operating Instruction defines the financial powers of the various executives of the Corporate who will be authorizing the transaction on an account. These are the executives empowered to sign cheques on the bank account, on behalf of the corporate. From among the users defined as Authorizers/Cheque Signatories on a given account, the Administrator sets up operating instructions either on single authorisation mode or joint authorisation mode, as provided in the Board Resolution. Whenever the branch uploads/download data, a print out will also get generated along with other transaction requests, listing the Account Number and Name of the Corporate for which an operating instruction needs to be validated on the Web system. This rule (operating instruction), set up by Administrator, has to be verified by branch officials and ensure that the instructions created in the Web system are as per latest Board Resolution /Mandate submitted by the company/firm. Please note that any deviation, while creating the operating instruction on Web system, from that of Board Resolution, the rule will be rejected by the Bank. Company/Firm cannot put through any transaction unless the rule is authorized by the Bank. You can add any number of rules to an account depending upon the financial powers of various executives of the company/firm. If the company has decided to have joint authorization, then it has got two options. a. Any one of authorizers with any one of the other authorizers – Example If Mr. Akbar, Mr. Bhaskar, Mr. Chandru, Mr. Xavier, Mr. Yeshwanth, Mr. Zeeshan are the authorizers and if you choose this option and choose Mr. Akbar and Mr.Xavier, then only Mr. Akbar and Mr. Xavier can authorize the transactions and will first have to be authorized by Mr. Akbar and then only by Mr. Xavier. Any two of authorizers – Of the above example, you can select any two of Mr. Akbar, Mr. Bhaskar, Mr. Chandru, Mr. Xavier, Mr. Yeshwanth, Mr. Zeeshan and create the rule. In this case, out of six authorizers, any two can authorize. b. The sample screen shots are available in the next page. 53 The sample screen shots are as under: Single Authorization: Rule creation for Single Authorization. Key in the amount, select ‘Single’ and click on ‘Go’ Select the authorizers from the list and click on ‘Go’ 54 Verify once again that you have created the rule as per Board Resolution/Mandate submitted to the branch. Once you are satisfied, click on ‘Confirm’ You can observe that the authorization rule has been successfully setup. This rule has to be authorized by the branch. 55 Joint Authorization: Select the a/c, key in the amount and select ‘Joint’ as type of authorization Select one authorizer from the first box and one authorizer from the other box. Click on ‘Go’ 56 Verify that the rule has been created correctly as per the Board Resolution /Mandate submitted to the branch. Observe that the rule created has been successfully setup in the system. 57 Joint authorization with option of Any two authorizing the transaction Select all the authorizers. Any two from the list of authorizers will be able to authorize the transactions 58 Verify that rule created is according to Board Resolution /Mandate submitted to branch. Then click on ‘Confirm’ Observe that the rule has been successfully setup in the system. 59 60