New FD Online user guide

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New FD Online

user guide

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Page 2 Logging in Page 4 Navigation

Page 5 Balances explained Page 7 Adding a beneficiary Page 9 Make a UK payment

Page 10 Make a recurring or one off UK payment Page 11 Make an international payment

Page 12 How to approve a payment

Page 15 Modify or stop a scheduled or recurring transaction Page 19 Bulk BACS

Page 25 Faster payment import Page 27 Search transactions

Page 30 Search and export transactions Page 32 How to stop a cheque

Page 34 Statements and reports Page 35 Reports

Page 37 Service requests

Page 40 How to cancel a Direct Debit

Page 43 Administration user guide

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Logging in

Step 1

• click ‘Log in to new FD Online’

• you will be presented with the login page below

• enter your customer ID and your unique user ID in the boxes provided. (You will receive this with your security token, please make sure you have activated your token before trying to log in)

Please note: The customer ID and user ID fields are NOT case sensitive.

• click on the continue button.

Step 2

Using a security token

• press the OK button to turn on your security token

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• enter your four-digit PIN and press OK. (This is your Personal Identification Number that you would have set for your token. You must take steps to ensure that no one else can discover your PIN, and you must not allow anyone else to know your PIN, including telephone callers or Bank staff.) The screen on your token will then display a passcode.

Step 3

• enter the passcode displayed on your security token • click Login. You are now logged in to online banking.

Please note: If the login fails, an error message will be shown at the top of the page.

Please contact the Digital Business Banking team via email at fdonline@co- operativebank.co.uk

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Navigation

You have now successfully logged in, below is your home screen/dashboard

1. Menu button. You can use this to get to all the different menu options, such as,

statements, search transactions, service requests and many more.

2. Payment calendar. Here you can check what payments have been made online on a certain date. (it will not show any payments you might have made over the phone) 3. Quick actions. This is where you can make a payment to a saved beneficiary or to another

one of your Co-operative Bank accounts.

4. Move money. You can make UK, international or internal payments. You can also add and view beneficiaries.

5. Home button. If you are on another screen within online banking, clicking this will take you back to your dashboard.

6. Account summary. A list of your accounts and their balances are displayed here.

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Balances explained

1. Account balance: This is found on the homepage / dashboard. This balance is the total amount of money in your account. This balance doesn’t include any outstanding debit card authorisations or any cheques you’ve paid in which haven’t yet cleared. A minus sign next to this figure means that your account is overdrawn at that point in time.

2. Available balance: This balance can be found from your home screen, please select actions

next to the account you wish to know the available balance on, followed by last 30 days transactions. The available balance is displayed on the following screen and is the money that you are able to use to fund any payments you wish to send from your account.

It includes your account balance, and takes into consideration your arranged overdraft limit (if you have one), and also any outstanding debit card authorisations which haven't yet left your account. It doesn't include any cheques you've paid in which haven't yet cleared. A minus sign next to your available balance may mean that your account is in an unarranged overdraft position. You may not be able to submit any payments and you would need to bring the account back within an arranged limit or to a nil balance as soon as possible.

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3. Running balance: This balance can be found from your home screen, please select actions next to the account you wish to know the running balance on, followed by view your

transaction history. When any items are paid into or out of your account during the day, your running balance is updated to reflect the transaction that has taken place. This balance does not include any outstanding debit card authorisations, or any cheques you've paid in which haven't yet cleared. A minus sign next to this figure means that your account may have been overdrawn at that point in time.

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Add a new beneficiary

Step 1 Navigate to the ‘add a new beneficiary’ screen

• under move money on your home screen, select ‘add a new beneficiary’ and the form will open

or

• menu>beneficiaries> view beneficiaries>add a new beneficiary.

Step 2 Completing the ‘add a new beneficiary’ form

• fill in all relevant fields. Please note: all fields marked with * are mandatory

• if you have requested CHAPS functionality and at any point you want to send a CHAPS to the beneficiary, please make sure you fill in the address details or your payment will be rejected

• click on continue.

Step 3 Check and confirm details Using a security token

• check all your beneficiary details are correct

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• enter your 4-digit PIN into your security token, followed by the 8-digit reference number at the bottom of the page (12 digits in total) then press OK. The last 4 digits of the passcode should be the same as the last 4 digits of the account number you are sending the

payment to. The token will then generate an 8-digit passcode. Key this into the form where it says “Please enter your security token passcode*”, then click the ‘confirm details’

button.

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Payments

The payment options available to you will depend on the access rights the administrator for your business, should you have one, has assigned to you.

If you have an approval workflow set up within your online banking, any payments you request to send will need to be approved by your selected approver before they leave your account.

Make a UK payment to an existing beneficiary

Step 1 Navigate to ‘Make a payment to an existing beneficiary’

• under quick actions, select > Make a payment to an existing beneficiary • a popup box will appear for you to complete.

Step 2 Selecting which beneficiary to pay

• select which account to make the payment from

• select which beneficiary to pay

• enter the amount you would like to send • key in any reference you would like to show

• click review payment details.

Step 3 Confirm payment

• check that all the details are correct

• click send.

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Make a recurring or one off payment to an existing beneficiary

Step 1 Navigate to ‘Make a UK payment’

• under move money select > Make a UK payment.

Step 2 Completing the ‘make a UK payment’ form

• select frequency of the payment

• if ‘one-off’, select which date

• if you select ‘recurring’, more frequency options will be available, select frequency of payment

• set date of first payment, this can be a date in the future

• if you know how many payments you want to send, complete the ‘number of instalments’

field. Alternatively select date of when you want the final payment to be sent

• if you want this payment to go out indefinitely, leave the end date and number of instalments fields blank. This payment will continue until cancelled by you

• select which account you want to make the payment from • select which existing beneficiary you want to send the payment to

• add the amount you wish to send.

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Step 3 Review and confirm payment

• review that all the payment details are correct

• click submit.

Please note: To check your payments have been made and processed go to your dashboard, click on your payment calendar and you will see all payments with their status displayed underneath.

Make an International payment to an existing beneficiary

Please check your account tariff for details of any charges Step 1 Navigate to ‘Make an international payment’

• from your dashboard, go to ‘move money’

• select ‘Make an international payment’.

Step 2 Completing the ‘Make an international payment’ form

• set transaction date

• select the account you would like to make the payment from

• select the beneficiary you would like to send payment to

• select the payment currency

• enter the amount to send

• if you would like to quote a reference, please enter this in the “other payment details section”. You can also select the charging method from shared, sender, beneficiary. Please note: EURO and SEPA payments have to go as shared. SWIFT payments you can decide who pays the charges

• click continue.

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Step 3 Review and confirm payment

• check that all the payment details are correct

• click submit.

How to approve payments

If payment approvals have been requested on an account and you are an approver, please follow the below steps.

Step 1 Navigate to approvals Payments made in the last 3 days

• from the home screen/dashboard select transfers and payments under approvals required.

Payments made more than 3 days ago

• from your home screen click on the menu icon top left • select payments &

transfers> view payments & transfers

• followed by ‘View approval queue’.

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Please note you will only be able to see the payments you can approve.

Step 2 Choosing the action to complete

• next to the payment waiting your approval select actions

• here you can choose which action to complete

• select “Approve transaction” if you are happy to proceed • if you don’t want the payment to go select “Reject transaction”.

Step 3 Approving the request

Please check the details are correct on the preview confirmation page and if you’re happy to continue you will need your token to approve the payment.

• press ok on your token

• enter your 4-digit PIN into your security token, followed by the 8-digit reference number at the bottom of the page (12 digits in total) then press OK. The last 4 digits of the reference number should be the same as the last 4 digits of the account number you are sending the payment to

• the token will then generate an 8-digit passcode. Key this into the form where it says

“Please enter your security token passcode*”, then click the ‘Approve’ button.

You will get the below confirmation screen. This only confirms the payment has been actioned.

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Step 4 Checking the outcome

• to confirm the payment has gone through successfully, go to the home screen/dashboard

• select payment calendar

• it will default to the day you are on, but can be changed, and will include payments made on the date chosen along with the outcome of the payment.

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Modify or stop a scheduled or recurring transaction

Step 1 Navigate to transactions

• from your home screen click on the menu icon top left

• select payments & transfers> view payments & transfers

• select either view scheduled transactions or view recurring transactions

• you will see a list of your transactions displayed

• once you have found the payment you would like to modify or stop, click on the actions link to the right of the transaction

• click on the relevant action.

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Step 2 How to modify a transaction

• from here, you can modify the transaction. You can change payment frequency, number of instalments, the end date of the payment, the amount, the payment reference or change the beneficiary

• once you have modified the transaction click continue.

• enter your 4-digit PIN into your security token, followed by the 8-digit reference number at the bottom of the page (12 digits in total) then press OK. The last 4 digits of the reference number should be the same as the last 4 digits of the account number you are modifying the payment to.

“Please enter your security token passcode*”, then click the ‘Submit’ button.

• the app will then generate an 8-digit passcode. Key this into the form where it says “Please enter your security token passcode*”, then click the ‘Submit’ button.

Step 3 How to stop a transaction

You can either stop particular instances of a payment, or the complete transaction.

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To stop instances of payments

• click on ‘Stop Instances’ option and the below screen will appear

• select the transaction instance you would like to stop by clicking in the box to left of the payment. You will see a green tick in the box

• then click on ‘Stop selected instances’.

• enter your 4-digit PIN into your security token, followed by the 8-digit reference number at the bottom of the page (12 digits in total) then press OK. The last 4 digits of the reference number should be the same as the last 4 digits of the account number you are stopping the payment to

“Please enter your security token passcode*”, then click the ‘Confirm details’ button

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• click stop.

To stop the complete transaction

• click the green box ‘Stop complete transaction’

• enter your 4-digit PIN into your security token, followed by the 8-digit reference number at the bottom of the page (12 digits in total) then press OK. The last 4 digits of the reference number should be the same as the last 4 digits of the account number you are stopping the payment to

“Please enter your security token passcode*”, then click the ‘Confirm details’ button

• click stop.

Please note: If you have approvals on payments and you’re cancelling a recurring payment, the request to cancel will need approving.

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Bulk BACS

This service will allow you to submit BACS files as Direct Debit or Direct Credit. Files submitted before 17:30 will be classed as day 1 and will credit/debit on the 3rd working day.

If approvals are required they need to be made 3 working days in advance of any settlement date for the settlement date to be reached and any approval made after 17:30 will be processed the next working day and that will be classed as day 1.

Create a payment group manually Step 1 – Navigate to ‘Payment groups’

• select payments & transfers> Bulk BACS • select payment groups.

Step 2 – Create payment group

• select ‘New group’

• choose the correct ‘BACS ID’ from the drop down list

• allocate a relevant group name

• select the account to be debited or credited in the case of collecting direct debits

• select ‘Add transactions’.

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Step 3 – Add receiver details

• enter sort code and account number

• add beneficiary name

• add reference if needed, please note this is mandatory for direct debits

• amount

• ensure all details are correct and add them to the list

• continue to add the next receiver details and so on until you have entered as many as required.

Step 4 – Save the payment group

• Please check the details are correct and if you’re happy to continue you will need your token to approve the group creation.

Create a payment group – import file Step 1 – Navigate to ‘Payment groups’

• select payments & transfers> Bulk BACS

• select payment groups.

Step 2 – Create payment group

• select ‘New group’

• choose the correct ‘BACS ID’ from the drop down list

• allocate a relevant group name

• select the account to be debited or credited in the case of collecting direct debits

• click ‘add transactions’ and on the following screen select ‘Import a file’.

Step 3 - Import a file

• click on browse to locate the file to be imported

• the file must be in a comma delimited format with one transaction per line and must have a .CSV or .TXT file extension. The order and field types are as follows:

Field Name Min.

Length Max.

Length Type Beneficiary 1 18 Alphanumeric

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Reference * 1 18 Alphanumeric

Sort Code 6 6 Numeric

Account Number 8 8 Numeric

Amount 1 11 Numeric

Account Type 1 1 Always “0”

Transaction Code ** 2 2 Numeric RTI Reference *** 4 4 Forward slash + 3

Alphanumeric

* Reference

This must be between 1 and 18 characters on payment files and between 6 and 18 characters on Direct Debit files.

** Transaction Code

This should be 01, 17, 18 or 19 on Direct Debit files and 99 on payment files.

Code Flag Type 01 First Direct Debit

17 Regular Direct Debit 18 Represented Direct Debit 19 Final Direct Debit

99 Payment

*** RTI Reference

This is only required for payroll payments. The references are generated by your payroll software. Please check with your payroll software supplier to ensure they are including this reference for each employee.

Example Direct Debit file:

JONES J,ABCD123,089123,11223344,25.20,0,01 SMITH M,WXYZ789,089321,44332211,10.80,0,17

Example payment file (Non payroll batch e.g. Suppliers or Creditors):

WILSON T,ABC123,089456,66778899,1215.97,0,99 HARRIS A, ,089654,99887766,998.42,0,99

Example payment file (Payroll batch with RTI reference):

WILSON T,SALARY,089456,66778899,1215.97,0,99,/ZTG

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• once the file has been imported select upload.

Step 4 – Save the payment group

• once you have selected the file by browsing you need to click ‘import group’

• click continue

• please check the details are correct and if you’re happy to continue you will need your token to approve the group creation.

Modify a payment group

You can also modify an existing payment group to either add or remove existing beneficiaries, to do this please follow the below steps.

Step 1 – Navigate to ‘Payment groups’

• select payment groups.

Step 2 – Modify existing payment group

• next to the existing payment group you want to modify select ‘Actions’

• select ‘Modify Payment Group’

• to add a new beneficiary tick ‘Add transactions’

• enter the new beneficiary details under ‘Add Transaction Details’

• select ‘Add to list’

• to remove a beneficiary, tick next to the beneficiary you wish to remove from the group

• select ‘Remove’ followed by ‘Continue’.

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You can also delete a payment group completely by selecting this option under ‘Actions’ next to the group you want to delete.

Any modifications made will need authorising using your security token.

Create a batch

Please note: If you have an approval workflow set up within your online banking, any batch you create will need to be approved by your selected approver before they leave your account. The approver will find this in Menu > Payments and Transfers > Bulk BACS > Approvals.

Step 1 – Navigate to the saved payment group

• select payment groups

• click on the search icon

• select the correct BACS ID from the drop down list

• select the correct account number

• on the relevant payment group select ‘Actions’ then ‘Create batch’.

Step 2 – Create batch

• check the details on the screen and make sure the date entered is the required date of payment

• click submit

• if you’re happy to continue you will need your token to approve the batch.

A payment batch submitted will only be processed on day 3 of the request, for example if you submit the batch on a Monday this is day 1 and will be processed on Wednesday day 3.

Print Bulk BACS transactions

To print Bulk BACS transactions you would first need to copy and paste them into a excel document, to do this:

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• select status enquiry and click on Batch ID

• scroll to the bottom and change the ‘Rows per page’ to a number that covers the transactions you wish to copy

• highlight all the transactions within the batch and press ctrl+c

• move to the excel document and press ctrl+v

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Faster payment import

You can import faster payment files. The file must be in a comma delimited format with one transaction per line and must have a .CSV or .TXT file extension.

File Level:

Property Name Property Value Field Separator Comma (,)

Record Separator Pipe (|) (Should not be added for the last record)

Field Level:

Field Name Min. Length Max. Length Type

Record Type ³ ³ Always”INP”

Debit Account 16 16 Numeric

Amount 4 18 Numeric

Beneficiary Sort Code 6 6 Numeric

Beneficiary Account Number 8 8 Numeric

Beneficiary Name 1 80 Alphanumeric

Transaction Date ¹¹ ¹¹ ^Date

Reference 1 35 Alphanumeric

Import a file

Step 1 – Navigate to ‘Import a file’

• select payments & transfers> important payments

• select import a file

Step 2 – Import a file

• select the payment type

• click on browse to locate the file to be imported

• once the file has been located select upload

• a confirmation message will confirm that the file has been imported successfully, please then follow the instructions to confirm the import using your security token

• once the security token passcode has been entered, a further message will be displayed to confirm ‘Imported payments initiated successfully’.

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To view your imported payments go to:

• from your home screen click on the menu icon top left • select payments &

transfers> view payments & transfers

• select view all transactions.

If the payments you have imported are for a date in the future, you will also see these under

‘View scheduled transactions’.

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Search transactions

You can search your transactions in a few different ways.

Step 1 Search transactions through last 30 days transactions

• from your home screen/dashboard click on ‘Actions’ next to the account you would like to search

• click ‘Last 30 days transactions’

• you will be shown a list of your transactions over the last 30 days

• these can be downloaded in XLS, PDF or TXT.

Step 2 Search through transaction history

• from your home screen/dashboard click on ‘Actions’ next to the account you would like to search

• select ‘View transaction history’

• select ‘Search transactions’

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• complete the date range you would like to search, the pre-set dates are the last 30 days, todays date inclusive

• click search

• your search results will display your transactions and you can use the arrow to move between pages

• you can also download your transactions from here into a PDF at the bottom of page.

Step 3 Complete an advanced search

You have the option to complete an advanced search of your transactions. An advanced search allows you to filter transactions made by amount, type, description and reference.

To filter your transactions into separate debit and credit columns, you would need to:

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• from the home screen click on the menu icon top left

• select 'Accounts' then 'Transaction search'

• enter the account you wish to search

• followed by the date range

• select 'Advanced search'

• next to 'Transaction type', select either credit or debit

• press 'search'.

The transactions made under the transaction type you chose are now displayed. From here you also have the option to download them into either 'PDF', 'CSV', 'TXT' or 'XLS' files.

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Search and export transactions

Step 1 Navigate to transactions

• from your home screen click on the menu icon on the top left hand side of the screen

• from the drop down options select ‘Accounts’ followed by the type of account you want to search, i.e. current, savings or loan

• select the account you wish to view/export from

• the pre-set date may need to be changed to fit the time period you want to search for.

The pre-set dates are the last 30 days, todays date inclusive

• to amend the date range select “Search Transaction”

• from here you can amend the dates to pull the transaction data needed.

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Step 2 Exporting the data

• once you have the data you need you can then export this in the following formats BAI2, CSV, OFX, PDF, QFX, TXT & XLS

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How to stop a cheque

Step 1 Navigate to ‘Stop cheque’

• from your home screen/dashboard go to menu • select ‘Manage your cheques’ • select ‘Stop cheque’.

Step 2 Completing the ‘Stop cheque’ form

• select account you would like to stop cheque on

• complete all fields. (* are mandatory fields)

• click ‘submit’

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• you will get a confirmation as per below.

From Manage your cheques there are other options you can select.

• summary – here you can search cheques that have been stopped or stops cancelled

• cancel stop – here you can cancel a stop on a cheque

• cheque enquiry – you can check the status of a cheque if it’s been paid or still outstanding.

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Statements and Reports

Step 1 Navigate to statements

• from the main menu select ‘Accounts’

• select ‘Statements and reports’.

Step 2 Viewing statements

• select ‘statements’ in the first field

• select the account you would like a statement for

• select date range ‘from’ and ‘to’

• click search

• a popup box will appear with a list of all the statements in that date range • select the statement you would like to view.

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Step 3 Downloading a statement

Once you have selected the statement you wish to view, you can choose to download it.

• in the bottom left of the statement window, please select which format you can want to download in, XLS or PDF.

Reports

There are various reports you can get including standing order report, direct debit report, redirected faster payments report, foreign payments advice, incoming foreign payments and foreign rates.

Step 1 Navigating to reports

• From the main menu, select ‘Accounts’ • Then select Statements and reports

Step 2 Viewing reports

• Select the report you wish to view, for example ‘Standing order report’ (this report is produced once a week on a Friday)

• Select date range ‘from’ and ‘to’ then click search

• A popup box will appear with a list of your reports in the date range specified

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• Click the blue link to select the report

• This will show you a list of your standing orders that have been made directly with the bank. Any recurring payments you have set up online will not show in this report. To find these please follow the above instructions for Modify or stop transactions.

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Service request

Step 1 Navigate to service request

• From the main menu, select ‘Requests and activity log’

• Select ‘Orders and request’

• Select ‘Make an order or request’

Step 2 Complete service request

• Select the option you require

• Complete all the required fields. (all with * are mandatory)

• Press continue

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• You can add additional comments, such as if you require a reference or serial number quoted on paying books you can supply it here (up to a maximum of 6 digits – numerical only)

• Click submit

Step 3 Request confirmation

• You can check the status of your request by selecting pending orders and requests

• You will be shown a list of all your orders and requests, click actions to the right of the request you would like to check, then history

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• A popup box will appear showing you the status of you request as below.

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How to cancel a Direct Debit

To be able to cancel a Direct Debit online you will need to have all the correct details. To get these please follow the below steps.

Statements and Reports

Step 1 Getting your Direct Debit report

• From main menu, select Accounts, Statements and reports

• From the drop list select Direct Debits report

• Fill in date range from and to and select search.

Please note: this report is produced once a week on a Friday.

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• A pop up box will appear as above with a list of your reports. Select the latest report by clicking on the blue text.

• You will be shown a list of your Direct Debits.

• At the bottom of the report you will have the option to download. Download this report to a pdf as you will need to refer back to this later

Service request / Request and activity log

Step 2 Cancel Direct Debit

• From the main menu, select ‘Requests and activity log’

• Select ‘Orders and request’

• Select ‘Make an order or request’

• Select Cancel Direct Debit

• Complete the form with the details from the Direct Debit report. All fields with * are mandatory

• Select continue

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• Check and confirm the details are correct

• Click submit

Step 3 Request confirmation

• You can check the status of your request by selecting pending orders and requests

• You will be shown a list of all your orders and requests.

• Waiting for RM approval means it’s waiting to be actioned by the bank

• Pending means it has been opened by the bank and is pending action

• The status will change to closed once actioned

• If unable to action it will show rejected, if you select history it will tell you why it was rejected

Please note: If you are unable to find your Direct Debit please call business customer services.

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Administration user guide

FD Online gives you direct access to your business account(s) via the internet and offers a range of secure banking services. It is a stable, durable and secure system that provides a fast online experience. The security token gives you an additional level of security by generating codes which are needed to log in to the system, and to complete some transactions such as setting up

beneficiaries.

As an FD Online administrator you’re responsible for general administration and user

maintenance for online accounts on behalf of your organisation. You are also our key contact should we need to speak to someone about your organisation’s online account(s).

This guide provides an overview of the key administration user activities and an explanation of some of the terminology used within FD Online.

If you need more help please contact the Digital Business Banking team via email at [email protected]

Getting started

Before you can log in to FD Online you need to follow the process outlined in the letter you received with the security tokens for all of your organisation’s new users.

You can then log in to FD Online and from the home page navigate to the menu icon top left and access settings, from here you can access the screens needed to provide the users the access they need.

Setting up new users

For each user in your organisation you need to follow the four steps outlined below so your users can begin using FD Online. The four steps are: assigning access, allocating account access, allocating user roles and enabling users.

Each of your new users will need your organisation’s Customer ID, their own unique User ID and their own security token.

Step 1 – assign access

The default access granted to all users is FDO Base.

In this step you will assign a set of access options to each individual user, depending on which access scheme you want them to have. Please refer to Appendix 1 for an explanation of Access Scheme options.

To do this, log in to FD Online and from the home page navigate to the menu icon top left and access Settings, then User Maintenance. The following screen is displayed:

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A list of all users will be displayed or if you need to find a specific user select the search icon and enter the user ID and click Search.

Next to the user select Actions on the right.

The following page is displayed:

From the list, select ‘Edit’ or ‘Delete User Details’.

On the following screen under settings, using the drop down menu next to ‘Access Scheme’ select the option you wish to assign to the user and click ‘Update’.

Follow the on-screen instructions under ‘Confirm Your Payment’ to authenticate the change using your security token.

If you have provided a user with an access scheme that includes Bulk BACS, you will also need to assign the following reports to the user:

• 710 BACS Batch Advices

• 723 BACS Input Report

• 740 Formatted ARUDD Report (BACS Unpaid DD)

• 741 Formatted ARUC Report (BACS Unapplied Credit)

• 742 Formatted ADDACS Report (BACS Amended\Cancelled DDs)

• 743 Formatted AWACS Report (BACS Wrong Credit A\C)

• 744 Formatted AUDDIS Report (BACS DD Instruction)

To do this, from the home page navigate to the menu icon top left and access ‘Settings’, then

‘User Maintenance’.

Next to the user select ‘Actions’ on the right, followed by ‘Report linkage’.

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To link the report, tick the box next to the required report and click the chevron button to move to the reports linked box on the left. Click Continue followed by Submit to save your changes.

Follow the on-screen instructions to authenticate the change using your security token.

Step 2 – account access

This step determines what access each user in your organisation has for each of your

organisation’s accounts. You need to complete this for every account that your organisation has added to FD Online for each individual user. To do this:

• navigate to the menu icon top left and access ‘Settings’

• select ‘User Maintenance’

• Next to the user select ‘Actions’ on the right, followed by ‘Account Access’.

The following screen is displayed:

Select Click here and each of your organisation’s account numbers will be displayed. Next to the account click on ‘Select’.

You can then choose from the following options, which access you want to assign for that account:

• no access – the user has no access to the account

• enquire – the user can only view the account

• transact – the user can initiate transactions

• authorize – the user can approve transactions that another user has initiated Once you have allocated the access needed for the user, click ‘Continue’.

Follow the on-screen instructions under ‘Confirm Your Payment’ to authenticate the change using your security token.

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Step 3 – allocate role

If your organisation has requested that transactions need approving within FD Online before being processed, you need to allocate (link) an approver role to users you wish to carry out this action.

Users can be linked to the approver role but cannot approve transactions that they have initiated themselves.

If you are allocating the approver role to a user you must also change their account access by following the instructions in Step 2, to ensure they have the ‘Authorize’ option selected.

To link an individual user to a role, from the home page navigate to the menu icon top left and access ‘Settings’, then ‘User Role Maintenance’, the following screen is displayed:

Select ‘Actions’ followed by ‘Edit’.

The role details are displayed together with a list of the users that you have already linked to the role in the left-hand box and the users who are not linked in the right-hand box.

To link a user to the role, tick the box next to the ‘User ID’ and click the chevron button to move the users to the linked box on the left. Click ‘Continue’ followed by ‘Submit’ to save your changes.

Follow the on-screen instructions to authenticate the change using your security token.

You can also ‘unlink’ users from a role by selecting them and using the chevron button to move the users from the linked box on the left to the ‘not linked’ box on the right.

Step 4 – enable user

The final stage of the set-up process is to ensure a user is enabled, so they can start using FD Online:

• navigate to the menu icon top left and access ‘Settings’, then ‘User Maintenance’

• next to the user select ‘Actions’ on the right, followed by ‘Enable/Disable User’.

The following screen is displayed:

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Ensure the options are allowed and click ‘Continue’ followed by ‘Submit’.

Your individual user set-up is now complete. Please advise the user to refer to the FD Online security token instructions to reset the default PIN for the security token you have supplied to them. The user will then be able to log in and start using FD Online.

General administration

The following general administration functions are also available to you as an FD Online administrator.

Limit schemes

Limit schemes are set according to the limits requested on the FD Online application form.

As an admin you can view and amend these limits for both ‘Entry/Approval Limit Scheme’ and

‘Transaction Limit Scheme’, but not to a limit higher than has been set per the original request on the application form.

To view and change these limit schemes for any user:

• next to the use select ‘Actions’ on the right, followed by ‘Edit or Delete User Details’

The schemes are shown on the following screen under ‘Settings’.

Create new user

You have the option to create a new user, on doing so a request is sent to the Digital Business Banking team who will review this. If approved a token is assigned to the user and an email will be sent to the account holders email address.

To do this:

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• select ‘Create new user’ and enter the new users details. All fields marked * are mandatory.

When creating the Corporate user ID please ensure it isn’t longer than 12 characters in length.

Under Settings please choose the access scheme and limit schemes you wish to allocate to this user.

Account nickname

FD Online shows the account title for each of your organisation’s linked accounts. If you wish, you can allocate nicknames to individual accounts that are visible to all users. This does not affect the account title held by us.

To change an account nickname:

• navigate to the menu icon top left and access ‘Settings’, then ‘Update account nickname’. All your accounts are displayed with the following information:

• account type, i.e. current, savings, etc

• account nickname

• account number, including sort code

• select ‘Update nickname’ next to the account you wish to update and amend the nickname by over-typing the account nickname field

• click ‘Continue’ followed by ‘Submit’.

Disabling user login

If you need to disable access to FD Online for any of your users:

• navigate to the menu icon top left and access ‘Settings’, then ‘User Maintenance’ • next to the user select ‘Actions’ on the right, followed by ‘Enable/Disable User’

• remove the options previously given and click ‘Continue’ followed by ‘Submit’.

You should then contact the Digital Business Banking team via email at

[email protected] to advise the user has been disabled, so we can update our records.

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Appendix 1

Access scheme options

The table below provides the details of the access scheme options referred to in Step 1.

Please only select an access scheme detailed in the table below that includes the options you wish to provide a user.

There are access schemes available which provide the user with the additional options that are given to the ‘FDO Admin’ scheme. As an example ‘FDO Base Admin’, includes the options provided with ‘FDO Base’ and ‘FDO Admin’ combined. These are:

• FDO BASE ADMIN

• FDO BULK BACS ADMIN

• FDO ENQUIRY ADMIN

• FDO UK BULK BACS PAYMENTS ADMIN

• FDO UK CHAP PAYMENTS ADMIN

• FDO UK FOREIGN PAYMENT ADMIN

• FDO UK PAYMENTS ADMIN

Access Scheme Options included Options excluded

FDO ALL _• All N/A

FDO Admin • User maintenance

• Update account nickname

• Administration approvals

• Recall approval requests

• Beneficiary access

• Approve/reject beneficiary access

• Enquiry facility

• Mails

•

• •

•

Accounts information Statements and reports Transaction search View beneficiaries Cheque management Bulk BACS

Payments – internal, UK and foreign

CHAPS FDO BASE • Administration – update

account nickname

• Accounts information

• Statements and reports

• Transaction search

• Cheque management

• Service request enquiry

• Mails

•

• •

•

• •

•

User maintenance Administration approvals Approve/reject beneficiary access

View beneficiaries Bulk BACS

CHAPS

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FDO BULK BACS • Administration – update account nickname

• Accounts information

• Statements and reports

• Transaction search

• Mails

• Bulk BACS

• •

•

• •

•

View beneficiaries Cheque management Payments – internal, UK and foreign

CHAPS

FDO ENQUIRY _•

•

Administration – update account nickname Accounts information

Statements and reports Transaction search Mails

•

• •

•

View beneficiaries Cheque management

• Bulk BACS

• Payments – internal, UK and foreign

• CHAPS

FDO PREMAN _•

•

• •

Accounts information Statements and reports Transaction search Cheque management Enquiry facility

Service request enquiry Mails

Payments – internal and UK

•

• •

•

Foreign payments CHAPS

FDO TXN _•

•

Accounts information Statements and reports Transaction search Cheque management Enquiry facility

Payments – internal ONLY

•

• •

•

UK payments

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FDO UK BULK

BACS PAYMENTS ^•

•

Statements and reports Transaction search View beneficiaries Cheque management Enquiry facility

Bulk BACS

•

• •

•

FDO UK CHAP

PAYMENTS ^•

•

• •

Statements and reports Transaction search View beneficiaries Cheque management Enquiry facility

Service request enquiry

•

• •

•

User maintenance Administration approvals Approve/reject

beneficiary access Bulk BACS

Foreign payments

• Mails

• Payments – internal and UK

•

CHAPS FDO UK FOREIGN

PAYMENTS ^•

•

Statements and reports Transaction search Cheque management View beneficiaries Enquiry facility

•

• •

•

CHAPS

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FDO UK PAYMENTS _•

•

Statements and reports Transaction search Cheque management View beneficiaries Enquiry facility

•

• •

•

CHAPS

Foreign payments

New FD Online user guide

New FD Online

user guide

Contents

Page 2 Logging in Page 4 Navigation

Page 5 Balances explained Page 7 Adding a beneficiary Page 9 Make a UK payment

Page 10 Make a recurring or one off UK payment Page 11 Make an international payment

Page 12 How to approve a payment

Page 15 Modify or stop a scheduled or recurring transaction Page 19 Bulk BACS

Page 25 Faster payment import Page 27 Search transactions

Page 30 Search and export transactions Page 32 How to stop a cheque

Page 34 Statements and reports Page 35 Reports

Page 37 Service requests

Page 40 How to cancel a Direct Debit

Page 43 Administration user guide

Logging in

Navigation

Balances explained

Add a new beneficiary

Payments

Make a UK payment to an existing beneficiary

Make a recurring or one off payment to an existing beneficiary

Make an International payment to an existing beneficiary

How to approve payments

Modify or stop a scheduled or recurring transaction

Bulk BACS

Faster payment import

Search transactions

Search and export transactions

How to stop a cheque

Statements and Reports

Reports

Service request

How to cancel a Direct Debit

Statements and Reports

Service request / Request and activity log

Administration user guide

Getting started

Setting up new users

General administration

Appendix 1