Quick reference cards
PC
Business
Banking
Contents
A Overview
A.1 Useful information about PC Business Banking A.2 Getting started on PCBB
A.3 An overview of roles
B Accessing and exporting
B.1 Viewing, printing, and exporting account balances B.2 Viewing, printing, and exporting account group balances B.3 Viewing, printing, and exporting transactions
B.4 Viewing, printing, and exporting bank statements and other reports
B.5 Cheques: entering, editing, deleting, and reconciling B.6 Sending and receiving messages using PCBB
B.7 Receiving market information and product information B.8 File transfer: downloading international trade, Chequepost,
credit batch, and Flexi-purchase files
C Create, edit, delete
C.1 Overview of the instructions process C.2 Creating and editing and deleting payees C.3 Editing, copying, and deleting instructions
C.4 Instructions: Attaching or importing a transaction/payment file into PCBB
C.5 Instructions: Inter-account Transfer
C.6 Instructions: Direct Credit, Direct Credit Cleared Funds, Payroll, and Executive Payroll
C.7 Instructions: Direct Debits
C.8 Instructions: NAB Direct Credit, Payroll, or Executive Payroll transfer
C.9 Instructions: Same-day Cleared Payments C.10 Instructions: Client Funds Service
Contents
D Set-up and admin
D.1 Adding new Users and resetting passwords
D.2 Assigning access rights and creating and maintaining roles D.3 Maintaining bank accounts
D.4 Changing systems settings D.5 Audit log
D.6 Installing the backup facility and running a manual backup D.7 Restoring a database from backup
D.8 Scheduled database backups
D.9 Authoring and Declining Administration Changes: Dual Super User Authorisation
A
Overview
A.1
Useful information about
PC Business Banking
A.2
Getting started on PCBB
A.3
An overview of roles
A
Ov
A
Overview
A.1 Useful information about PC Business Banking (PCBB)
Overview
Use this card when you need to: find out what your PCBB ID is >
learn how to contact the PCBB Support Team >
learn about some important dates and times when using PCBB. >
Your PCBB User ID
You can only log on to PCBB if you have been added as a User and assigned your own PCBB User ID. Here is a list of the current Users loaded into your PCBB site, and their User IDs.
User name User ID
AA AB AC AD AE AF AG AH AI AJ AK
2 bnz.co.nz/pcbanking PC Business Banking
continued
Overview
A
Key contact information
PCBB Support Team
Hours of operation 8am to 8pm, Monday to Friday New Zealand toll free 0800 280 269
International direct dial +64 4 460 0368 Facsimile +64 4 460 0350 Email [email protected] Postal address PC Business Banking Support
PO Box 2112 Wellington 6140 New Zealand
Street address (for couriers) PC Business Banking Support Level 1 Harbour Quays 60 Waterloo Quay Pipitea Wellington 6011
continued
A
Overview
Key cut-off times
PCBB processes instructions on business days only. Each instruction type within PCBB is subject to a daily cut-off time, and any instruction sent to the Bank after its respective cut-off time will not process that day.
Listed below are the instruction types and their corresponding cut-off times. All times stated are New Zealand time (GMT + 12.00).
Instruction type Hours of availability (Mon-Fri) Same-day processing cut-off
If an instruction is sent outside of availability or after cut-off Inter-account
Transfers
24 hours 9.30pm Queued for next day’s processing
Direct Credits 24 hours 9.30pm Queued for next day’s processing Payroll 24 hours 9.30pm Queued for next day’s processing Executive Payroll 24 hours 9.30pm Queued for next day’s processing Direct Credit
Cleared Funds
Midnight – 9.30pm
9.30pm Instruction rejects
Direct Debits 24 hours 9.30pm Queued for next day’s processing Client Funds Service 24 hours 9.30pm Queued for next day’s processing Same-day Cleared
Payments
9am – 4.30pm 4.30pm Instruction rejects
Automatic Payments 24 hours n/a Queued for next day’s processing Stop Cheques 24 hours n/a Queued for next day’s processing CCAF rollovers 9am – 4.30pm 4.30pm Instruction rejects
NAB Direct Credits 24 hours 5.30pm Queued for next day’s processing NAB Payroll 24 hours 5.30pm Queued for next day’s processing NAB Executive 24 hours 5.30pm Queued for next day’s processing
4 bnz.co.nz/pcbanking PC Business Banking
continued
Overview
A
Key dates
PCBB processes payments on business days only. Where a public holiday falls on what
would be a normal business day, no processing of instructions will occur on that day.
Provincial anniversary days are considered normal business days. The following table lists the public holidays observed in New Zealand.
Holiday Date observed New Year’s Day 1 January * New Year’s Day Holiday 2 January * Waitangi Day 6 February Good Friday Varies Easter Monday Varies Anzac Day 25 April
Queen’s Birthday First Monday in June Labour Day Fourth Monday in October Christmas Day 25 December * Boxing Day 26 December *
* Where this date falls on a Saturday or Sunday, the holiday is observed on the following Monday or Tuesday.
A
Overview
A.2 Getting started on PCBB
Overview
Use this card when you need to: log on to PCBB for the first time >
find a few tips about navigating PCBB >
learn a few of the key terms used in PCBB >
change your password. >
Introduction
PCBB is for medium – large organisations with large volumes of financial transactions. With a computer, a connection to the internet, or a dialup modem for a direct connection to the Bank, and PCBB software, you can manage all your monthly invoices effectively, including payments to creditors and payroll processing.
PCBB integrates with most accounting and payroll packages. You can have up to two signatories (authorisers) required for processing different types of transactions. With PCBB, a Super User can create different levels of access and authority for each User, including setting instruction limits for each type of transaction each User can make. With BNZ PCBB, you can:
view transaction and balance information for all your BNZ, ANZ, Westpac, National >
Bank, and National Australia Bank domestic accounts in one place view transaction and balance information for all your BNZ credit cards >
transfer funds between your BNZ accounts >
make payments in near real-time, overnight, or up to 60 days in advance >
process payments (eg. payroll) up to 9.30pm every business day >
make international payments >
remotely approve payments. >
The PCBB application can be installed on as many computers in an organisation as necessary, so long as each computer has access to a shared network.
Use these cards to help you get started with PCBB.
6 bnz.co.nz/pcbanking PC Business Banking
Logging onto PCBB
You can only log on to PCBB if you have been added as a User. To get added, talk to your Super User. See Card D.1 for more information on how new Users are added. Logging on for the first time
Before you log on to PCBB for the first time, you’ll need to get your User ID and a temporary password from your Super User. Once you have them, follow the steps below.
1 Double click the PC Business Banking icon on your desktop.
If the icon isn’t on your desktop, you can open PCBB from the Start menu. Go to Start, select ‘Programs’ (or ‘All Programs’), select the ‘Bank of New Zealand’ folder, and finally select ‘PC Business Banking’.
2 Enter the User ID the Super User gave you into the Enter User ID field.
3 Enter the temporary password the Super User gave you into the Password field.
If the Super User has sent you this information in an email, you can cut and paste the information into these fields to avoid mistyping it.
4 Click the OK button. The Change Password dialogue box will appear.
5 Enter the temporary password into the Old Password field.
6 Choose a new password and enter it into the New Password field. Then enter the
new password again in the Confirm Password field.
When you choose your new password, it: must be at least eight characters >
must have at least one letter and at least one number >
is case sensitive >
can’t have three or more ascending (eg. 1, 2, 3), descending (eg. d, c, b), or >
repeating (eg. %, %, %) letters, numbers, and/or special characters can’t contain a space
>
can’t be the same as any of the last six passwords you’ve used. >
7 Click the OK button. The password window will close and the PCBB homepage
will open.
continued
Overview
A
A
Overview
Navigating PCBB
The menus in PCBB look different for Users with different access rights. The menus will only display functions that the User has access rights to. For example, if you don’t
have access rights to the File Transfer module, the File Transfer option on the module
bar won’t appear when you log on. If you are not a Super User, the Administration
option on the menu bar will not appear either.
Menu bar – you can use the menu bar options to log out of PCBB, close PCBB, or change your password (these are found under the File menu). The Super User also uses the menu bar to access their Super User Administration functions.
Module bar – PCBB is broken up into six main modules (Communications, Account Reporting, Instructions, Messaging, File Transfer, and Market Information). Each of these modules appear on the module bar, so you can access them quickly. Click on the module name to open a module.
Navigation panel – the options that appear on the Navigation panel will change depending on the tab you’ve selected from the tab bar. You can click on the arrows next to each heading on the Navigation panel to show and hide the options under each heading. This is handy if there are a lot of options on the Navigation panel and you want to hide some because you don’t need to use them.
Tab bar – the options you can select on the tab bar will change depending on the module you’ve selected from the module bar. Click on the tabs to view the different functions available to you in each module.
8 bnz.co.nz/pcbanking PC Business Banking
Key PCBB terms
The payer – in PCBB, your organisation is always referred to as ‘the payer’ whether you are receiving funds from another organisation or paying funds to another organisation. The payee – in PCBB, another organisation is always referred to as ‘the payee’ whether they are receiving funds from you or paying funds to you.
If you’ve used an older version of PCBB (version 6.5 or older) the terms ‘subscriber’, ‘beneficiary’, and ‘other party’ are no longer used. They have been replaced by ‘payer’ and ‘payee’.
Instructions – used to group together transactions to tell the Bank to debit or credit a specified amount. For example, you can have a Direct Credit instruction that tells the Bank to pay funds to a payee (or payees), a payroll instruction telling the Bank to pay funds to each of your employees’ bank accounts, and so on.
Each instruction can have one or more transactions that you want the Bank to process. For example, your payroll instruction will have a transaction telling the Bank to pay to the different accounts of each of your employees.
Each instruction can only have one type of transaction. For example, you can’t have an instruction that includes Direct Credit and payroll transactions. If you need to make Direct Credit and payroll transactions, you need to create separate instructions.
See Card C.1 for more information on instructions, and Cards C.2–C.11 for information on how to create instructions.
Users – anyone who has been given access to PCBB. Each User has their own User ID and will need to choose their own password to log on to PCBB.
continued
Overview
A
A
Overview
continued
Changing your password
All passwords will expire after a certain period of time (in most cases this will be 30 days), and you will need to choose a new password.
PCBB will automatically display the Change Password dialogue box once your password has expired. If you want to change your password at any other time, follow these steps.
1 Select File > Change Password from the menu bar.
2 Enter your old password into the Old Password field.
3 Choose a new password and enter it into the New Password field, and enter the
new password again into the Confirm Password field.
4 Click the OK button.
If you forget your password, contact your PCBB Super User.
H
A
N
D
Y
T
A
Overview
A.3 An overview of roles
Overview
Use this card when you need an explanation of how roles work in PCBB.
Introduction
In your organisation, you may have many people who need to have access to PCBB to do different tasks. PCBB has many uses, some of which include:
creating transactions telling the Bank to debit and credit funds >
transferring money from one account to another >
viewing the balance of your organisation’s bank accounts >
viewing and printing detailed bank statements and other reports >
viewing the latest market information (such as spot rates and foreign >
exchange rates).
Access rights
Most Users won’t need access to all of the functions in PCBB (unless you work in a very small organisation where a small group does almost everything).
To limit the functions that a User has access to, different PCBB Users can be given different access rights by the PCBB Super User. Access rights define what functions and accounts a User has access to. For example, a Super User can prevent a User from viewing the balances of different accounts or prevent them from making certain types of payments from other accounts.
In PCBB, the Super User can customise a User’s access right down to the smallest detail. For example, a User can be limited to only viewing one account in PCBB and not being able to do anything else.
12 bnz.co.nz/pcbanking PC Business Banking
To set access rights, a Super User can go into PCBB and define what a User can and can’t have access to. There are lots of options (see the pictures below), and it can take a while to assign an individual User all their access rights.
To make the process of assigning access rights quicker and easier, the Super User can also assign a User a ‘role’ or ‘roles’ instead.
Roles
A role is a template with a predefined set of access rights that tell PCBB what functions and accounts the User has access to. Roles are created by the PCBB Super User. PCBB also comes with 17 roles, already created by BNZ, for common tasks most organisations have (these include Accounts Payable – Data Entry, Accounts Payable – Authoriser, and International Trade – Authoriser and Market Information).
Roles are really useful when the Super User needs to assign access rights to many Users. They can save time and help prevent mistakes. A Super User can create as many roles as needed.
continued
Overview
A
A
Overview
continued
JUSTINE MORRIS User MINDY LUKE PENNY ROCHELLE JUSTINE MORRIS User MINDY LUKE DIRECTOR RECEIVABLE Roles PAYABLE MANAGER ADMIN SUPERVISOR DIRECTOR RECEIVABLE Roles PAYABLE MANAGER FUNCTIONS ACCOUNTS FUNCTIONS ACCOUNTS One role is unlikely to cover every function and accounts a User will need access rights for. In fact, most roles will focus only on one part of the accounts process in an organisation. Most Users will have more than one role assigned to them, so they can access the functions required.Each User can have more than one role assigned.
14 bnz.co.nz/pcbanking PC Business Banking
continued
Overview
A
Individual (User-specific) access rights
There may be certain cases where a User doesn’t fit into a role and that person needs highly tailored User-specific access rights. In this case, the Super User can assign them these different access rights and not assign a predefined role.
At the same time, some Users may need access to certain parts of PCBB where there is a suitable role, and access to other areas where there is no suitable role. In this case, those Users will have a mixture of roles and User-specific access rights assigned to them.
Users can also have specific functions or accounts assigned to them if they need different access rights to tasks and accounts.
Each User also has a service limit set for every service they have access to.
See Cards D.1 and D.2 if you are a Super User and want more information on creating a new User and assigning roles and individual access rights.
JUSTINE
MORRIS
User
MINDY LUKE
PENNY ROCHELLE
DIRECTOR
RECEIVABLE
Roles
PAYABLE MANAGER
ADMIN SUPERVISOR
FUNCTIONS
ACCOUNTS
B
Accessing
and exporting
B.1
Preparing to start
B.1
Viewing, printing, and exporting
account balances
B.2
Viewing, printing, and exporting
account group balances
B.3
Viewing, printing, and exporting
transactions
B.4
Viewing, printing, and exporting bank
statements and other reports
B.5
Cheques: entering, editing, deleting,
and reconciling
B.6
Sending and receiving messages
using PCBB
B.7
Receiving market information and
product information
B.8
File transfer: downloading international
trade, Chequepost, credit batch, and
Flexi-purchase files
B
A
ccessing and
expor
B.1 Viewing, printing, and exporting account balances
Overview
Use this card when you need to view, print off, or export the balances for different accounts.
Introduction
BalancesPCBB will store up to 999 days worth of information. You can view the current and previous balances for all accounts loaded on PCBB for the previous 999 days. PCBB will display the balances of accounts for the last business day downloaded (the last day a communications session was run to download information). For example, if today is Thursday and the last communications session to download information was run on Tuesday, PCBB will only display the balances as at Tuesday. If you need the most up-to-date balances, you will need to run a communications session.
See Card C.14 for more information on how to run a communications session.
If you want to review specific reports (such as statements or fluctuation reports) see Card B.4 for more information on how to create and view detailed reports.
Printing, emailing, and exporting
PCBB is designed so you can easily print, email, and export a wide variety of
information. The process for printing, emailing, and exporting is the same throughout PCBB regardless of the information you are looking at (for example, balances, transactions, market information, and instructions).
Printing
> – when you select a print option from any Navigation panel in PCBB, a
preview of the information will be created from the information on the screen at the time. This preview will open in a new window. Check the preview to make sure that it includes all the information you want, and then print.
Emailing
> – you can choose to email the information contained in the preview
directly out of PCBB in a variety of formats, including HTML, Excel, and PDF. Exporting
> – if you need to do deeper analysis of the information, you can export
the information contained in the preview in a variety of formats, including plain Only authorised Users can access these functions.
B
Accessing
and exporting
16 bnz.co.nz/pcbanking PC Business Banking
continued
B
Viewing, printing, and exporting account balances
You can only view accounts that you are authorised to see. Contact the Super User if you can’t view an account you need.
1 Select Account Reporting from the module bar.
2 The Balances tab will display by default. It will show all the balances for the last business day downloaded.
3 Use the different filter options on the Navigation panel to manage how you view the information on the window.
Filter options on the Navigation panel Select a specific account from the
> Account dropdown if you
only want to view one account on the screen. Select dates from the
> Start Date and End Date dropdowns if you want to view account balances for a certain date period.
You can use the three filters separately or together to filter >
account information.
Sort options on the column headings
You can put information in a column in ascending or descending order by >
selecting the name of the column.
Hide or show specific information in a column by selecting the
> V button next to
the name of the column.
To print, email, and export account balances see the next page.
Accessing
and exporting
continued
To print account balances
1 Select Print Balance Report from the Navigation panel to print a report of the
selected date range. A preview of the report will appear.
2 You can choose to print directly to the current default printer by selecting File then
Print. Or you can choose the printer the Balance Report is to be printed on, and
then select File, then Print. A dialogue box will appear allowing you to select the
desired printer, after which you should click OK.
To email the account balances
1 Select Print Balance Report from the Navigation panel to
print a report of the selected date range. A preview of the report will appear. Now select the format you want to email
the information in by selecting File then Send As.
2 Give the file a name in the File Name field, and click the
Save button. Once the file has saved, your default email
program will launch, creating a new email with the saved report already attached, ready to be sent.
To export the account balances
1 Select Print Balance Report from the Navigation panel to print a report of the
selected date range. A preview of the report will appear. Now select the export
format you want to export the information to by selecting File then Export To.
2 Give the file a name in the File Name field, and click the Save button. Remember
the location and name you choose so you can find the file easily.
If you need to use balance information from PCBB to perform a reconciliation in your own accounting software, PCBB can provide this in a standardised format called GIFTS. Talk to your PCBB Super User for more information.
Accessing
B
continued
B.2 Viewing, printing, and exporting account
group balances
Overview
Use this card when you need to create a group of accounts so you can view common accounts quickly and easily.
Introduction
Group balancesIf you have lots of accounts, you can group smaller numbers of accounts together so you can view all the balances for those accounts on one screen.
The steps for viewing, printing, emailing, and exporting account group balances is similar to the ones used for account balances.
See card B.1 for more information on account balances.
Only authorised Users can access these functions.
Accessing
and exporting
20 bnz.co.nz/pcbanking PC Business Banking
Creating a group of accounts
You can only group accounts that you are authorised to see and access. Contact the Super User if you can’t view an account you need.
1 Select Account Reporting from the module bar.
2 Select the Group Balances tab from the tab bar. All the group accounts that have been created will be displayed in a list.
3 Select Manage Account Groups from the Navigation panel.
4 Select the New Group button, give the group a name in the Enter Group Name
field, and select Save. Your newly created group will appear in the Select
Accounts: pane.
5 Highlight the group you have just created, and then tick the checkbox next to the accounts that you want to add to the group.
6 Select the Save button to save changes to the current group, and leave the
Account Group Maintenance screen open for further work. To save changes to the new group and exit the Account Group Maintenance screen, select the Save & Close button.
continued
B
Accessing
and exporting
Editing and deleting a group of accounts
1 Follow Steps 1–3 for creating a group of accounts. 2 Select the group that you want to edit.
Adding or removing accounts from a group
Tick the checkbox next to the accounts that you want to add to the group, or untick >
the accounts that you want to remove. Click the
> Save button.
Deleting account groups
Highlight the account group to be deleted and the click the
> Delete Group button.
Select
> Yes to confirm the deletion of the group.
Note: Deleting an account group does not delete the individual accounts from PCBB.
Printing, emailing, and exporting account groups
Printing, emailing, and exporting an account group is the same as printing, emailing, and exporting a balance for a single account.
See Card B.1 for information on printing, emailing, and exporting.
B
continued
The Super User can set how many days worth of information PCBB will store. The default value is 400 days. However, depending on the needs of your business, this can be extended up to a maximum of 999 days.
H
A
N
D
Y
T
IP
Accessing
and exporting
B
continued
B.3 Viewing, printing, and exporting transactions
Overview
Use this card when you need to view, print, or export transactions.
Introduction
You can view all current and previous transactions
(up to 999 days old). This gives you a more detailed view than just looking at the overall account balance, because you can review each transaction that has occurred. The steps for viewing, printing, and exporting transactions are similar to the steps for viewing, printing, emailing, and exporting account balances.
See Card B.1 for more information on printing, emailing, and exporting information.
Only authorised Users can access these functions.
Accessing
and exporting
24 bnz.co.nz/pcbanking PC Business Banking
Viewing, printing, and exporting transactions
You can only view transaction details for accounts that you are authorised to see. Contact the Super User if you can’t view an account you need to.
1 Select Account Reporting from the module bar.
2 Select the Transactions tab from the tab bar. It will show all the transactions for all the accounts for the last business day downloaded.
3 Use the different filter options on the window to manage how you view the information on the window.
Filter options on the Navigation panel Select a specific account from the
> Account dropdown if you
only want to view one account on the screen. Select dates from the
> Start Date and End Date dropdowns if you want to view account transactions for a certain date period.
You can use the three filters separately or together to filter >
account information.
Sort options on the column headings
Put information in a column in ascending or descending order by selecting the >
name of the column.
Hide or show specific information in a column by selecting the
> V button next to
the name of the column.
To print, email, and export transactions
These steps are exactly the same as the steps for printing, emailing, and exporting account balances.
See Card B.1 for more information on printing, emailing, and exporting information.
continued
B
Accessing
and exporting
B
continued
B.4 Viewing, printing, and exporting bank statements and
other reports
Overview
Use this card when you need to view, print, or export a bank statement or other type of report.
Introduction
There are six different types of report that can be created using PCBB: Balance
> – opening and closing balances, and total debits and credits for each
selected account Statement
> – a traditional statement report showing balances and transactions for
each selected account Transaction list
> – a transactional report which can be fully customised by the User
NAB Statement
> – a traditional National Australia Bank (NAB) statement report
showing balances and transactions for each selected NAB account. Once you’ve created a report, you can reuse the report. By utilising a scheduled communication session (see card C.15), you can also choose to have the report printed automatically at a specific time to a selected printer.
For example, you can create a report of daily balances and have the report print to your printer at 6.30am. When you arrive, the report is waiting on your printer.
Only authorised Users can access these functions.
Accessing
and exporting
26 bnz.co.nz/pcbanking PC Business Banking
continued
B
Creating and viewing reports
You can create as many reports as you need, but it is good practice to only create a report once and reuse it by changing different parameters (such as dates). Creating the same report more than once can be confusing.
You can only view accounts in a report that you are authorised to see. Contact the Super User if you can’t view an account you need.
1 Select Account Reporting from the module bar.
2 Select the Reports tab from the tab bar. It will show all the reports that have
been created.
3 Select Create Report from the Navigation panel. The Create Custom Report
window will open.
4 Select the type of report you want to create from the Report Type dropdown.
Accessing
and exporting
B
continued
5 Enter a name for your report in the Description field.
This description is for your reference, so make it clear and easy to recognise.
6 Select the printer your report should print on from the Printer dropdown.
7 Tick the Autoprint on download checkbox if you want the report to print
automatically during a scheduled communications session.
8 If you have chosen a Statement or NAB Statement as your report type, tick the Exclude accounts with no movement checkbox if you only want to print accounts that have accrued new transactions since the last time you printed this report. This option does not appear for other report types.
9 Select the period you would like the report to show information for. 10 Choose the accounts you want the report to show. You can select accounts
individually, by group, or by ticking Select All (to show all accounts).
11 Click the OK button to save the report.
12 Select the report from the Reports tab and select Print Reports from the
Navigation panel to preview the report.
Accessing
and exporting
Note: PCBB can save two additional reporting files; Profile and Fluctuation. • Profile – the profile information such as interest rates and accrued fees for
each selected account
• Fluctuation – the balance high and low figures for selected account To save these files, please see card D.4
28 bnz.co.nz/pcbanking PC Business Banking
continued
B
Printing, editing, and deleting reports
You can easily print reports, edit the information that a report will include, and delete reports when they are no longer needed.
Printing, emailing, and exporting a report 1 Follow Steps 1–2 for creating and viewing reports. 2 Click on the report that you want to print.
Note: You can also print more than one report at a time. Hold down the Ctrl key on your keyboard and select all the reports you want to print.
3 Select Print Reports from the Navigation panel. A preview of the report(s) will
appear on the screen.
4 Choose whether to print, email, or export the report(s). If you choose to email or export the report, you will need to select the format that the report will be sent or saved in.
Editing a report
1 Follow Steps 1–2 for creating and viewing reports.
2 Click to select the report in the grid that you want to edit, and
then select Edit Report from
the Navigation Panel. The Edit Custom Report window will open.
3 Change the details for the report.
4 Click the OK button to save the report.
Deleting a report
1 Follow Steps 1–2 for creating and viewing reports.
2 Click on the report in the grid that you want to delete. If you want to select more
than one report to delete at a time, hold the Ctrl key on the keyboard down and
click on other reports.
3 Select Delete Report from the Navigation panel.
4 Click the Yes button to confirm that you want to delete the report(s).
Accessing
and exporting
B
continued
B.5 Cheques: entering, editing, deleting, and reconciling
Overview
Use this card when you need to:
record that your organisation has issued >
a cheque
import into PCBB a file of cheque transaction >
information that has been created on another accounting programme
edit or delete a cheque record >
reconcile your cheque transactions and view reconciliation reports. >
Introduction
When your organisation issues a cheque, you can enter a record of this transaction into PCBB. This is useful to do because:
it will help you keep track of cheques you’ve issued >
PCBB can reconcile your accounts for you. >
You can’t enter a record for cheques you issue that are paid from accounts you have with other banks.
Importing a cheque file
If you use an accounting or cheque-printing program to issue your cheques, you can save time by importing that information directly into PCBB. You just need to check that the information is in the correct format. To do this, please contact the PCBB Support Team who will be happy to assist.
Recording a cheque you’ve issued
You can only record cheques you’ve issued from accounts that have been loaded into PCBB. If you’re trying to enter a cheque for an account that does not appear on PCBB, contact your Super User for help.
If you’re recording details of more than one cheque issued from the same account, always record the cheques in serial-number sequence (from lowest to highest).
Every authorised User can access these functions.
Accessing
and exporting
30 bnz.co.nz/pcbanking PC Business Banking
continued
B
1 Select Account Reporting from the module bar.
2 Select the Cheques tab from the tab bar. All the cheques that have been loaded and haven’t been reconciled will be displayed.
3 Select Enter Cheque Details from the Navigation panel.
4 Select the account from which the cheque has been issued from the Account dropdown.
5 Enter the serial number of the cheque in the Serial field.
6 Change the date, if the cheque wasn’t issued today, in the Issued field.
7 Enter the cheque amount in the Amount field.
Note: Remember to use a decimal point (.) when entering amounts with cents. You don’t need to use a dollar symbol ($) or commas (,) when entering amounts over 999.
8 Enter any additional information into the Reference field if required (such as the
invoice number or who you paid).
9 Click the Save button.
Accessing
and exporting
B
continued
10 Repeat steps 4–9 to record additional cheques.
Note: If you enter more than one cheque on a certain account, when you
click Save, the serial number will automatically increment by one to save you
having to key it in.
11 Click the Save & Close button when you’re finished.
Importing a cheque file
Before you start the steps below, make sure:
you’ve created the file to import using your other accounting or cheque-printing >
programme first
you know where the file is stored. >
All imported cheque files need to be in the BNZ cheque-reconciliation CSV format. 1 Follow Steps 1–2 for recording a cheque.
2 Select Import Cheque File from the Navigation panel.
3 Find and select the file you want to import, and click the Open button.
PCBB will then automatically do the following:
Import the file and reconcile the cheque information from that file with the >
information that has most recently been downloaded into PCBB. If there is an
error, a message will appear. Click the OK button on the error message, and
print the cheque error log to find out where the error is. Display all other cheques in Outstanding Reports. >
See the Printing Cheque Reconciliation Reports section over the page for more information about these reports.
Accessing
and exporting
32 bnz.co.nz/pcbanking PC Business Banking
continued
B
Editing and deleting a cheque record
Editing the detail on a cheque record or deleting a cheque record is easy. The only thing to remember is that you can’t edit or delete a cheque that has been reconciled. Editing a cheque record
1 Follow Steps 1–2 for recording a cheque.
2 Click on the cheque record you want to edit. Then select Edit Cheque Details from
the Navigation panel.
3 Change the details for the cheque.
4 Click the Save & Close button to save your changes.
Deleting a cheque record
1 Follow Steps 1–2 for recording a cheque. 2 Click on the cheque that you want to delete.
Hold down the Ctrl key on the keyboard and click on other cheques if you want to
select more than one cheque to delete at a time.
3 Select Delete Cheque from the Navigation panel.
4 Click the Yes button to confirm that you want to delete the cheque(s).
Reconciling cheques
PCBB will automatically scan newly downloaded account-reporting information each day to reconcile any outstanding cheques.
A manual reconciliation cycle can be undertaken at any time. This will attempt to reconcile any outstanding cheques against all account reporting data held within the database, not just the last day downloaded.
1 Follow Steps 1–2 for recording a cheque.
2 Select Reconcile Cheques from the Navigation panel.
3 Click the OK button to close the Reconciliation Finished window.
The results of the reconciliation will appear on the cheque reconciliation reports. See the section below for more information on viewing these reports.
Accessing
and exporting
B
continued
Viewing and printing cheque-reconciliation reports
There are five reports you can view. Cheque Error Log
> – this lists any errors that occur when a CSV file of cheques
is imported for reconciliation. Any cheques listed on this report have not been successfully imported and will need to be re-entered.
Mismatched Cheques report
> – this shows the cheques that have been presented
for a different amount to that entered or imported. Outstanding Cheques report
> – this shows the cheques that have been entered or
imported but have yet to be presented and retrieved from the Bank. Reconciled Cheques report
> – this shows the cheques that have been successfully
matched against entered or imported cheque details. Unreconciled Transactions report
> – this shows the cheques that have been
presented and retrieved from the Bank but have not yet been entered or imported. To view a cheque report
1 Follow Steps 1–2 for recording a cheque.
2 Use the different filter options on the window to manage how you view the information on the window.
Filter options on the Navigation panel Select a specific account from the
> Account dropdown if you only want to view one account on the screen.
Select dates from the
> Start Date and End Date dropdowns if you want to view cheques for a certain date period.
To print cheque reports
1 Select from the Navigation panel one of the five cheque reconciliation reports, a preview of the report will appear.
2 The steps for printing, emailing, or exporting market information are exactly the same as the steps used for account balances.
See Card B.1 for more information on how to print, email, or export this information.
Accessing
and exporting
B
continued
B.6 Sending and receiving messages using PCBB
Overview
Use this card when you need to:
send a message to the PCBB Support Team >
when you have a PCBB issue read messages sent from the PCBB >
Support Team.
Introduction
You can use PCBB messaging when you need to send a general enquiry to the PCBB Support Team that doesn’t require an immediate response. If you need to contact the Support Team urgently, you should phone them. The Support Team can respond to any messages sent by sending you a message back (or they will phone you if it is urgent).
You should only send messages to the PCBB Support Team if you have an issue that is directly related to PCBB. Use your normal communication channels to communicate with the Bank on other issues.
BNZ can send two types of messages:
broadcast messages – all Users who have access rights to view messages can >
read these
administration messages – only Super Users can read these messages (eg. billing >
and maintenance information).
BNZ will send messages to all users when there has been a failure while
communicating or processing an instruction. You must always check these messages as that instruction may not be processed until the failure is resolved.
BNZ will only use this function to send messages about PCBB issues. They will communicate with you about other issues through the normal channels.
Sending and reading messages using PCBB is similar to using email (there is an inbox folder, a drafts folder, an outbox folder, and a sent mail folder). Once you’ve created a message to the PCBB Support Team, it will be sent during the next communications session. Any messages sent from the PCBB Support Team will be received during this
Only authorised Users can access these functions.
Accessing
and exporting
36 bnz.co.nz/pcbanking PC Business Banking
continued
B
Creating a message
Remember, there may be a delay between when you create a message and when it is sent to the PCBB Support Team during a communications session. If you have an urgent enquiry, you may want to call the Support Team instead.
1 Select Messaging from the menu bar.
2 The Inbox tab will display by default. It will show all the new messages received from the PCBB Support Team.
3 Select Create New Message from the Navigation panel. The New Message window
will appear. This is where you write your message.
4 Enter the topic you are writing about in the Subject field. Make your subject
meaningful; it’s easier for the Support Team to respond to a query that is clear.
5 Enter your message in the message body area. Make your message concise and clear. If you have an issue, remember to identify clearly what the issue is.
6 Click the Send button when you’re ready to send your message. The
message will be saved to the Outbox tab and will be sent during the next communications session.
Click the Save button if you aren’t ready to send your message and want to save it
as a draft so you can finish writing it later. Your message will be saved in the Draft tab and won’t be sent.
Select the Draft tab to find your saved message when you want to finish it.
Double-click on your message to open and finish writing it. Click the Send button
when you are ready to send it.
Accessing
and exporting
B
continued
Reading and printing messages
1 Follow Steps 1–2 of creating a message. 2 Double-click on the message you want to read.
3 Click the Print button to print the message. A preview of the message will appear.
You can print more than one message at a time by holding down the Ctrl key on
your keyboard and selecting each message you want to print.
4 Choose whether to print, email, or export the message.
If you choose to email or export the report, you will need to select the format that the report will be sent or saved in.
5 Click the Close button to close the message when you’ve finished reading it.
Accessing
and exporting
38 bnz.co.nz/pcbanking PC Business Banking
continued
B
Deleting a message
1 Double-click on the message you want to delete in the Inbox.
2 Click the Delete button.
3 Click the Yes button to confirm that you want to delete the message.
Be careful when deleting messages. Once you’ve deleted a message, it cannot be retrieved.
H
A
N
D
Y
T
IP
Accessing
and exporting
B
continued
B.7 Receiving market information and
product information
Overview
Use this card when you need to view: weekly market commentary from BNZ >
product information >
spot rates >
forward exchange rates >
deposit rates. >
Introduction
PCBB is a quick and easy way to keep up to date with the latest market movements and trends:
Information
> – This comprises two separate sections: the first is a weekly market
commentary by BNZ’s Chief Economist, and the second provides regular updates of products and services offered by PCBB
Spot rates
> – this is indicative exchange rate information, updated regularly
throughout each business day; the actual rates used for foreign currency transaction may differ
Forward exchange rates
> – this is indicative rate information on the Bank’s foreign
currency borrowing and deposit rates and is updated regularly throughout each business day
Deposit rates
> – this is indicative foreign-exchange deposit rate information,
updated regularly throughout each business day (the actual deposit rates you receive may differ).
Market information is updated every 30 minutes between 8.30am and 5pm, Monday to Friday. PCBB will display the information for the above based on when the last communications session was completed. For example, if the last communications session was run on Monday night, the information displayed will be for Monday night.
Printing, emailing, and exporting spot rates
Every authorised User can access these functions.
Accessing
and exporting
40 bnz.co.nz/pcbanking PC Business Banking
continued
B
Viewing and printing market commentary and
product information
1 Select Market Information from the module bar.
2 The Information tab will display by default. The market commentary information downloaded in the last communications session will be displayed.
3 Check product information for any service announcements or product enhancements.
Accessing
and exporting
B
continued
Viewing spot rates
1 Follow Step 1 for viewing and printing market commentary.
2 Select the Spot Rates tab from the tab bar. The spot rates downloaded in the last communications session will be displayed.
Viewing foreign exchange rates
1 Follow Step 1 for viewing and printing market commentary.
2 Select the Foreign Exchange Rates tab from the tab bar. The foreign exchange Buy
rates downloaded in the last communications session will be displayed.
3 Select the Sell radio button on the Navigation panel to view the foreign exchange
Sell rates downloaded in the last communications session.
Accessing
and exporting
42 bnz.co.nz/pcbanking PC Business Banking
continued
B
Viewing deposit rates
1 Follow Step 1 for viewing and printing market commentary.
2 Select the Deposit Rates tab from the tab bar. The deposit rates downloaded in the last communications session will be displayed.
Accessing
and exporting
B
continued
B.8 File transfer: downloading international trade,
Chequepost, credit batch, and Flexi-purchase files
Overview
Use this card when you need to:
download (receive) Chequepost, credit >
batch, international trade correspondence, or Flexi-purchase files from BNZ
upload (send) a file to PCBB. >
Introduction
The file transfer function lets you receive and send files to BNZ. You shouldn’t use file transfer unless you have arranged it with the PCBB Support Team first.
The PCBB Support Team may ignore files you send them unless you have made prior arrangements.
File downloads
There are four common types of file download that customers can receive: Chequepost remittance files
>
credit batch response files >
Flexi-purchase files >
international trade correspondence files. >
Only customers with these services will receive these files. For more information about these services, please contact the Bank.
If BNZ sends you files, they will be automatically downloaded during a communications session. The files will be saved in a location selected by the Super User.
Talk to your Super User if you need more information about where files are located. Only an authorised User can access these functions.
Accessing
and exporting
44 bnz.co.nz/pcbanking PC Business Banking
continued
B
Accessing
and exporting
Viewing downloaded files
1 Select File Transfer from the module bar.
2 Select the Downloads tab from the tab bar. All recently downloaded files are displayed here together with the location(s) where they were saved.
Uploading files
1 Select File Transfer from the module bar.
2 Select the Upload tab from the tab bar.
3 Select Browse from the Navigation panel. Find the file, select it, and click
the Open button. The file will be ‘queued’ and will be sent during the next
communications session.
4 Tick the Delete After Upload checkbox if you want to delete the file after it has
been successfully uploaded.
When browsing for a file to upload, you may need to change the file filter to ‘All Files’ to select the required file.
H
A
N
D
Y
T
C
Cr
eat
e,
edit
, delet
e
C
Create, edit, delete
C.1
Overview of the instructions process
C.2
Creating and editing payees
C.3
Editing, copying, and deleting instructions
C.4
Instructions: attaching or importing a
transaction/payment file into PCBB
C.5
Instructions: Inter-account Transfer
C.6
Instructions: Direct Credit, Direct
Credit Cleared Funds, Payroll, and
Executive Payroll
C.7
Instructions: Direct Debits
C.8
Instructions: NAB Direct Credit, Payroll, or
Executive Payroll transfer
C.9
Instructions: Same-day Cleared Payments
C.10 Instructions: Client Funds Service
C.11
Instructions: Automatic Payments,
Stop Cheques, and Committed Cash
Advance Facility
C.12 Instructions: creating an
instruction template
C
Create,
edit, delete
C
C.1 Overview of the instructions process
Overview
This card has an overview of:
the five-step process to follow when you set up >
and make instructions directly within PCBB (or more information on importing or attaching files see Card C.4)
the different types of instruction you can create in PCBB. >
This card has an overview of the instructions process. For detailed information on how to complete each of these steps, see Cards C.3–C.14.
Introduction
An instruction is an order telling the Bank to either: debit a specified account – pay money
> from someone else’s account into one of
Only an authorised User can use these functions.
CREATE A PAYEE SEE C.2
CREATE THE INSTRUCTION SEE C.3 – C.12
ENTER THE TRANSACTION
INTO THE INSTRUCTION SEE C.5 – C.11
AUTHORISE THE
INSTRUCTION SEE C.13
46 bnz.co.nz/pcbanking PC Business Banking
C
continued
Create,
edit, delete
Creating and sending instructions
This diagram shows the five main steps you follow when creating instructions and sending them to the Bank.
CREATE A PAYEE
CREATE THE INSTRUCTION
ENTER THE TRANSACTION INTO THE INSTRUCTION
AUTHORISE THE INSTRUCTION
SEND THE INSTRUCTION
This step only has to be done the first time you need to establish an instruction for a particular payee. You don’t need to do this step for Inter-account Transfers and Client Funds Service because these instructions involve moving funds between your own accounts.
See Card C.2 for more information on creating payees.
Before you can enter a transaction, you need to create an instruction in which to send the transaction. An instruction can have one or more transactions, but the transactions in an instruction can only be of one type (eg. only Direct Credits, or only Same-day Cleared Payments). You can create more than one instruction to authorise and send at the same time.
Once the instruction has been created, it needs to be authorised and sent to the Bank. The time when you authorise and send instructions to the Bank will depend on your organisation’s debit and credit cycle.
See Cards C.13 and C.14 for more information on authorising and sending instructions.
C
continued
Create,
edit, delete
The different types of instruction
PCBB lets you create and make a wide variety of instructions. Below are brief descriptions of each different instruction type in PCBB.
Type of instruction Description Card
Direct Credits This instruction allows you to pay funds into the accounts of your payees.
C.6
Direct Credit Cleared Funds
This is like a Direct Credit, but relies on your account having cleared available funds to draw on to make a payment.
C.6
Direct Debits This instruction allows you to collect funds from the accounts of payees who have given you a Direct Debit authority.
C.7
Inter-account Transfers
This instruction allows you to transfer funds between your accounts.
C.5
Payroll and Executive Payroll
This is like a Direct Credit, but payments are identified as payroll at the Bank receiving the funds.
C.6
Same-day Cleared Payments
This instruction allows you to make irrevocable, cleared-funds payments to all banks in near real-time.
C.9
NAB Payroll and Executive Payroll
This is like an NAB Direct Credit, but these payments are identified as payroll at the Bank receiving the funds.
C.8
NAB Direct Credits This instruction allows you to pay funds from your NAB account to other Australian accounts.
C.8
Committed Cash Advance Facility (CCAF) rollover
This instruction allows you to activate new CCAF loans or roll over existing CCAF loans. For this type of instruction, you need to use a Free Format instruction template.*
C.11
Client Funds Service This instruction is specifically designed for solicitors, lawyers, and accountants with client money to deposit.
C.10
Stop Cheque This instruction allows you to stop payment on cheques you’ve issued, or to cancel a previous Stop Cheque instruction. For this type of instruction, you need to use a Free Format instruction template.*
C.11
Automatic Payments This instruction allows you to create, amend, or delete Automatic Payments made from one of your accounts. For this type of instruction, you need to use a Free Format instruction template.*
48 bnz.co.nz/pcbanking PC Business Banking
C
continued
Create,
edit, delete
Transactions created in another accounting system or package
If you use an accounting system or package to create your transactions, you don’t need to waste time re-entering those transactions into PCBB. You can send files to PCBB (using the attaching or importing function in PCBB) containing those transactions.
For more information about attaching and importing instructions, see Card C.4.
In PCBB your organisation is always the payer, and any other >
organisation that you send funds to or receive funds from is the payee. If you’ve used an older version of PCBB, you’ll notice that in this version >
you no longer need to batch instructions to create them. However, you can still batch instructions when you authorise and send groups of similar instructions.
H
A
N
D
Y
T
IP
Note: Only one user can maintain or create a specific instruction at any given time. If you are unable to access an instruction, a message will display the User ID of the person who is currently accessing that instruction.
C
continued
Create,
edit, delete
C.2 Creating, editing and deleting payee
Overview
Use this card when you need to: create a new payee >
edit an existing payee >
delete an existing payee. >
Introduction
Before you can create an instruction and enter transactions in PCBB to pay somebody (a payee), you need to:
record the payee’s name and account number >
record any particulars, code, or reference information that you want displayed on >
this payee’s bank statement when you pay them (if required)
select the type of instruction(s) that this payee is to be made available for. >
Once you’ve created a payee, you can pay money to that payee as many times as you need to; you don’t need to create them again. If you’ve created a payee and then need to edit their account number, you can edit their details; you don’t need to create them again.
If you attach or import transaction files from an accounting system or package into PCBB, you don’t need to create the payees at all. The file you attach or import will contain payees’ details.
For more information about attaching or importing files into PCBB, see Card C.4.
Only an authorised User can create and edit a payee.
50 bnz.co.nz/pcbanking PC Business Banking
C
continued
Create,
edit, delete
Creating a payee
Creating a payee is easy: just follow the steps below.
1 Select Instructions from the module bar.
2 Select Create Payee on the Navigation panel. The Payee Details window will open.
3 Enter a name for the payee in the Name field.
This name is for your reference only, so you don’t need to enter the full legal name of the payee’s company. You can use abbreviations, but make sure you give it a name that everyone can easily identify.
4 Select the type of account that the payee wants you to credit money into from the Account Type dropdown.
Depending on the access rights you have been assigned, there will be up to seven types available, which are:
NZ – Domestic
> – allows you to enter a standard bank account number (eg.
cheque account) from any New Zealand bank AMEX
> – allows you to enter any New Zealand issued American Express
card number Diners Club
> – allows you to enter any New Zealand issued Diners Club
card number MasterCard
> – allows you to enter any New Zealand issued MasterCard
card number Visa
> – allows you to enter any New Zealand issued Visa card number
NAB – Australia
> – allows you to enter a standard National Australia Bank
domestic account number Other Aus Banks
> – allows you to enter a standard domestic account number for
C
continued
Create,
edit, delete
5 Enter the account number or card number you will credit the money to into the Account number field.
6 Enter any Particulars, Code, or Reference information if required.
7 Tick the checkboxes next to each instruction type you want to make available for
the payee. For example, if you only pay a payee by Direct Credit, you should only
tick Direct Credit.
Note: The instruction types that appear in the Instruction Type window will depend on the access rights assigned to you by the Super User for your organisation. Contact the Super User if there is an instruction type you need that doesn’t appear.
8 Click the Save button once you’ve finished entering all the information. The payee
will now appear on the payee list. Select the Payee List from the Navigation panel
to view the list.
Editing a payee
Changing the details for a payee is easy and is very similar to creating a new payee.
1 Select Instructions from the module bar.
2 Select Payee List from the Navigation panel.
