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Cash Management
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Welcome
Welcome to Community Banks Cash Management. With Cash Management,
users have access to business accounts 24 hours a day, 7 days a week,
anywhere an Internet connection is available.
This guide is designed to help answer questions about how Cash Management
works and how to manage business banking. In addition to accessing account
information, users will be able to set up and pay bills online. With Cash
Management, users will find that they are able to reduce the amount of time
spent managing finances.
Welcome and enjoy banking online.
Table of Contents
Security.
Getting Started and Logging In
Security Tokens
User Maintenance.
Alerts
Account Maintenance...
Personal Options...
Stop Payments..
Account Access....
Transactions.....
Create Reports..
ACH Origination Overview..
Creating a Batch
Uploading an ACH Batch.
ACH File Import Layout.
Importing and ACH File...
Transaction Entry Maintenance
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Initiating a Batch...
Edit Batch.....
Reversing a Batch.........
Wire Creation.......
Editing a Wire.......
Transmitting a Wire......
Wire Templates.........
History...
Positive Pay Overview......
Manually Entering Information.
Establishing/Editing Upload
File Format....
Fixed Position Files...
CSV Files..
Upload Positive Pay Items
Positive Pay Exceptions........
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Security
Community Bank is dedicated to ensuring your privacy and your security on
the Internet. Our state-of-the-art technology encrypts data traveling between
your computer and Community Bank, making it virtually impossible for
anyone to access your account information. We use 128-bit Secure Sockets
Layer (SSL) encryption technology, the most trusted method of securing
Internet transactions today.
LOGIN
The Online Banking ID and Password are the keys to Cash Management. It
takes both identification keys to gain access. No one representing
Community Bank will ask for the Password. The Password should never
be given to anyone who asks for it in an email, by phone or anyone else
who does not need to have access to the account.
SECURITY TOKENS
Security Tokens are used in the login process as extra security for ACH
and Wire customers.
LOGOUT
For security purposes, the users should always log out at the end of each Cash
Management session.
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3. The first time the Admin user signs in, they will be presented with the
Online Agreement. After reading the Agreement, the user should check the
I Agree box and Accept.
4. On the first Online Banking login, the Admin user will be required to reset
the Online Banking Password.
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6. If the user is a Single Sign On user, they will be required to create a Single
Sign On User ID and Password.
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7. The user will be asked to select a Watermark image on the next screen
before accessing the account. The Watermark image is a unique picture
that will only display when logging into Community Banks website. (If
the correct image does not appear, the user should not proceed.)
Note: As a security measure, if someone attempting to gain access to the account uses an
incorrect/invalid password three times in a row, the Online Banking account will become
locked, denying access to the account. If this occurs, simply call Customer Service to
have the account unlocked or use the self-reset feature. In order to activate the self-reset
feature, after logging in, go to the Options tab and enter a personal reset question and
answer. This feature is not available to Single-Sign On Users.
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Security Tokens
Security Tokens are an extra layer of security for Cash Management users
that have ACH and Wire authority.
When a Cash Management user with ACH and/or Wire authority logs in,
the screen below will appear. If the token has been received, select Yes and
the information from the token will be entered to finish the login process.
If the token hasnt been received, select No and the 2nd screen below will
appear.
When Yes is selected, the screen below will appear and the
information from the token is required, then Submit.
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User Maintenance
Multiple users can be set up within the organization with restricted or full
access to Cash Management functions and accounts. Each user can be set up
according to the needed specifications allowing them to access only what is
authorized by the Administrator.
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1. From the Cash Manager tab, select Users in the submenu. A list of existing
users will be displayed.
2. To edit an existing user, choose an option from the drop-down menu for
the corresponding user.
3. Enter the User Settings and Submit to continue.
4. To create a new user, select New CM User in the submenu.
Note: Authorities can be split for the users. For example, one user can have the authority to
create a batch but not initiate it; another user can have the authority to initiate the batch.
Giving full ACH control allows the user to be able to create and initiate the same batch.
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Alerts
Make organizing finances easy by using the online Alerts feature to
monitor the activity of accounts and receive notifications when
attention is needed. Set up Balance, Event, Item or Personal alerts.
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Bill Payment
Transfer
Balance
Item
Personal
Highly recommended:
ACH
Wire
Positive Pay
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Account Maintenance
Community Bank makes it easy to customize the online banking
experience and maintain control over accounts.
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Personal Options
Use the Personal Options feature to modify personal settings or login
information.
Note: The Password Reset Question and Answer feature is not available for Single Sign
On Users.
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Stop Payments
Stop Payment requests can be made online. Select Stop Payments from the
Activity drop-down menu from the main page or click Stop Payments from
the Online Banking submenu. Please be aware that the account will be
automatically debited a Stop Payment Processing fee.
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Account Access
The My Netteller screen appears after successfully logging in to Online
Banking. The main page will list the balances for each account. This page can
be customized according to the users needs.
1. The Transactions page can be accessed by clicking the account name from
the My Netteller page or the Accounts page or by selecting Transactions
from the Activity drop-down menu from the Accounts page.
2. From the Activity drop-down menu, users can initiate a transfer, download
account information, view a recent bank statement or view account
information.
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Transactions
When a user selects the account from the main page, all transactions on the
account will be displayed according to the default transaction range. This
range can be changed in the Display menu under the Options tab. The
Transactions screen displays the date transactions posted to the account, the
check number and a description of the transactions. The amount of each
transaction is shown, as well as a calculated running balance and available
balance.
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1. To view a copy of a check or deposit, click the View Image link or the
check number.
2. The Current Balance and Available Balance are shown here.
3. View a different account by selecting an account from the drop-down
menu.
4. Search for a specific transaction by clicking Search.
5. Enter the transaction details in the fields provided, including the date
range, amounts and check numbers, then click Submit to process the
search.
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Create Reports
Prior Day, Current Day and overall Position can be viewed by accessing the
Reporting feature in Cash Manager. BAI format is available upon request.
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1. From the Cash Manager tab, choose the desired report from the submenu.
2. Select the account from the drop-down menu.
3. Download the overall Position Report by clicking the Cash Management
data link.
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ACH will be accessed from the Cash Manager tab. See below for a listing of
available features:
1. Upload Files created by accounting software
2. Use Tax Payment in the ACH submenu to make a payment for Federal
or State taxes. Users must already be registered with the EFTPS to use
this option.
3. View History in the ACH submenu to view any transaction history for
that month. The date range can be changed to view up to 90 days.
4. Use Search in the ACH submenu to search for transactions by Name,
ID number, batch or amount.
5. Batch Listing screen displays existing batches.
6. Choose a company from the drop-down menu to create a new batch.
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Creating a Batch
The first step to creating a new batch is creating a batch header. The batch
header will allow the user to assign the characteristics of the batch for entry.
Once the header has been created, records can then be added to the batch. To
create a new ACH Batch Header, click ACH from the submenu, then click
Batch List. From the ACH Batch Listing page, select a company in the
Create a new batch for: drop-down. The company name is set up by
Community Bank.
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menu. To initiate multiple batches, check the box next to each batch
and click Initiate Selected.
Note: Files cannot contain both debits and credits. The file must be unbalanced in order to
initiate. The offset will be selected when the file is initiated. The ACH Company Name
and ID must match Community Banks system exactly.
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1. From the Cash Manager tab, ACH tab, select Import Layout.
2. Select the type of file that will be uploaded from the drop-down menu.
If importing a CSV file, use the drop-down menu to select the column
number where the information resides.
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3. Define the values to distinguish the checking and savings account from the
Account Type drop-down menu.
4. Define the values to distinguish whether the transaction is a debit or a
credit from the Transaction Type drop-down menu.
If importing a Fixed Position file, enter the numbers in the fields designated.
Ex: The name may begin with position 1 and end with 15.
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2. Enter the information in the available fields, and then Submit to create a
new Batch.
4. Choose the Import File Type from the drop-down menu, and then click
Browse.
The screen will be refreshed to show the status of the file being uploaded.
The screen will automatically update every 30 seconds or can be updated by
clicking Refresh. Once the status comes to an uploaded status, go back to the
batch list. Select the batch and follow the instructions to initiate the batch.
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1. From the Cash Manager tab, select Batch List under ACH.
2. Enter the appropriate information in the fields provided.
3. Click Quick Add to add another item or Submit to complete the
process.
4. To add multiple items, click Add Multiple.
5. Enter the appropriate information in the fields provided, and then
Submit when the last record has been added.
** Warning ** The session will end if the screen does not change within 10
minutes.
ACH Addenda
Additional information may be sent with the ACH items using the 05
addenda type. This is commonly used with Child Support and Tax Entity
Payments.
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Initiating a Batch
To send or collect funds through the Cash Manager ACH function, a batch
must be initiated.
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1. From the Cash Manager tab, select Batch List under ACH.
2. Find the batch to be initiated and open the drop-down menu
next to the batch and select Initiate.
3. To initiate multiple batches at once, check the box next to each
batch to be initiated and Initiate Selected.
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Edit a Batch
Batches that appear in the ACH Batch List can be edited.
1. Choose Edit from the drop-down menu beside the appropriate batch.
2. The following screen will then be available to edit the Batch Name,
Discretionary Data, Company ID or Entry Description. Select Edit to edit
any transaction information.
Note: Deleting a batch that is in an Initiated Status, could cause a batch to not be
processed.
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Reversing a Batch
If a batch is sent in error, it can be reversed by reinitiating the same batch
again but with the opposite entries. (For example: if a customer was debited
and the account at Community Bank was credited in the original batch, the
customer will need to be credited and the account at Community Bank
debited). When creating the header for the reversal batch, the word
REVERSAL (in all caps) needs to be put in the Entry Description field.
Batches can only be reversed within 5 days of the errors effective date.
Community Bank cannot be held responsible for reversed entries
returned by the receiving bank.
Prior to utilizing the reversal feature, please contact a Cash
Management representative at Community Bank.
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Wire Creation
The Wire Transfers service is used to move funds between accounts within
different financial institutions. Wire Transfers can be scheduled for the
current day or up to 30 days in the future. Pending Wire Transfers can be
reviewed or deleted any time prior to processing.
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Editing a Wire
1. Click the Cash Manager tab, select Wires, and then select Edit/Add from
the submenu. Single wires can be edited until transmitted.
2. Select the Edit link.
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Transmitting a Wire
Through the Wire Transmissions feature, funds can be moved between
accounts within different financial institutions. Transmissions can be
scheduled for the current day or a future date. Pending transmissions can be
reviewed or deleted any time prior to processing.
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3. Review the details of the wire transmission, and then enter the Wire
Password.
4. Click Transmit to view the Wire Transmit confirmation page.
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Wire Templates
A template can be used for entering wire information performed on a regular
basis. The system is designed to store these templates, thus saving time by
defining them once and reusing them later. (See wire creation for set up.)
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History
The Wire History feature tracks Wire Transmitting. A specific wire can be
found by specifying a date range for a particular account.
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1. From the Cash Manager tab, select Wires, then History from the submenu.
2. Select the appropriate account from the drop-down menu to View Wire
History.
3. Select a date range or select a specific date by clicking Search.
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1. From the Upload menu, select Manual Entry from the drop-down menu.
2. Select the appropriate account from the drop-down menu.
3. Enter all information in the fields provided, and then click Upload.
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The CSV File format is used for spreadsheet type files. The Fixed Position
format is used for word processing or text documents. The bank will help
determine the best format to use.
Enter the beginning and ending positions for each portion of the file
information being uploaded, then Save. Required fields are Item Number,
Item Amount and Void Indicator.
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CSV Files
Select the appropriate number column for each piece of information being
uploaded, then Save.
Required fields are Item Number, Item Amount and Void Indicator.
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1. From the Cash Manager tab, select Positive Pay, and then Upload in the
submenu.
2. Select the appropriate account.
3. Select the Upload File Type from the drop-down menu.
4. If submitting a file, click browse to find the appropriate file to upload.
5. Upload when finished.
6. When the file has completely uploaded, the View Details link will appear
on the screen. Click the link to confirm the upload.
7. Verify the total number of checks and the dollar amount, then Approve to
submit to the bank.
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