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Corporate

Online. Using Administration

Effective as at March 2016

Westpac Corporate Online is an internet-based electronic platform, providing a single point

of entry to a suite of online transactional services specifically designed for major Australian,

New Zealand, Papua New Guinea, Fiji and international corporations and government

bodies.

By working closely with customers like you, Westpac has developed Corporate Online as a

portal environment that delivers greater control, productivity and flexibility to your business.

Control how your organisation uses Corporate Online, including which applications and

features staff members can use and which accounts and services they have access to.

Increase productivity by getting straight to work with Corporate Online’s easy-to-use

interface and simple workflows.

Use Corporate Online’s flexibility to create a setup that matches your business needs and can

grow and change as your business does.

Corporate Online employs a “best of breed” security model, using a range of protective

technologies to guard your organisation’s information and to assist you in better managing

the risks of fraudulent activity. These include 128bit encryption and SecurID® Tokens

For detailed information on Corporate Online’s extensive security features, please ask your

Westpac representative.

This user guide forms provides information for your use of this product within Westpac

Corporate Online and may be updated from time to time without notice.

Certain words used throughout the user guide may have a defined meaning in the Glossary.

Copyright © 2016 Westpac Banking Corporation ABN 33 007 457 141 AFSL Australian

credit licence 233714

This guide describes how to use the Administration functionality of Westpac Corporate

Online. It is one of a suite of guides that cover the wide range of applications and features

that are available through Corporate Online.

Where can I find a copy of this guide?

The most up-to-date versions of this and other Corporate Online user guides can be found on

the User guides screen of Corporate Online.

If you must print this document, always download the PDF from Corporate Online then

print from that: don’t print a saved PDF or photocopy a paper copy as it may not be current.

What else should I read?

As well as reading this guide, we strongly recommend you read Introducing Corporate

Online, which covers topics such as signing in and security.

What if I’m in a hurry?

Start by reading Read this page first… on the next page.

Familiarise yourself with the Administrator responsibilities on page 18.

Use the Index on page 155.

Click on a link to display the user guides and eLearning modules for that application

The following overview will help you get started with Administration as quickly as possible

and find your way around this guide.

Before you begin…

This is a large user guide, not because Administration is complicated or hard to use, but

because Administration can be used to do lots and lots of things. The devil is in the detail.

Our advice is don’t learn all the detail: work smart and learn to use this guide instead.

That way, you’ll always be able to find the detail you need, when you need it.

Do some background reading…

You will find working with Administration much easier if you understand a little of how it

works and how Corporate Online setups fit together. We strongly recommend you read the

following overview sections:

Introducing Corporate Online setups starting on page 7

Administration tasks and workflows starting on page 21

The total reading time for these two sections should be less than 20 minutes.

Look up any unfamiliar terms in the Glossary on page 147.

Follow the comprehensive step-by-step procedures…

The bulk of this user guide is taken up with comprehensive step-by-step procedures

(including lots of pictures) covering the main business activities you will be performing with

each of the main menu items.

To find the procedure you need, use the Contents on page 3,

or look up “procedures” in the Index, which starts on page 155.

Review your responsibilities…

It is important you review your responsibilities as an Administrator:

Administrator responsibilities starting on page 18.

Use the index…

The extensive Index, which starts on page 155 will help you find the information you need

quickly.

This section introduces some of the main concepts that will help you to understand how your

Corporate Online setup works. This is essential when amending your setup to change how

your organisation uses Corporate Online.

Everything in Corporate Online is controlled through a setup. Your setup is organised in

three parts:

your organisation

one or more offices

one or more users

Organisation is the “top” level of your Corporate Online setup.

Your organisation setup includes things such as which Corporate Online applications and

features you use, how you authorise things such as administration tasks or payments, your

daily channel limit for payments, and lists of the accounts and services your organisation

chooses to work with in Corporate Online.

Corporate Online Third Party Master Agreement

A Corporate Online Third Party Master Agreement provides the ability for a third (3rd) party

to grant access to your organisation to their Westpac Australia accounts and/or services via

Corporate Online. A copy of this agreement is available from your Westpac representative.

A third party relationship can include, but is not limited to:

A subsidiary,

Any related body corporate,

Accountants, and

Any other non-related body corporate or legal entity

Access to your organisation on behalf of a third party under a Corporate Online Third Party

Master Agreement, includes:

View, print and export balances and transaction information*;

Stop payment on unpresented cheques*

Manage Bank account statement delivery method (paper or electronic)*

View, print and export billing statements

Transfer and remit funds (make payments)*; and

Payment Service Types (Australian Direct Entry, Australian Payment Processing

Service, Australian Commercial Card)

Open and manage Term Deposits (including instructions as to term, maturity and

disbursement instructions and instructions to terminate)*

Manage Evergreen / Notice Saver Accounts (incudes create or cancel Notice of

withdrawals and Reinvestments)*

Receipt Services (Australian Direct Entry, Australian Inward Cheque Dishonour,

Australian EFTPOS, Australian RECall Remittance Processing, Australian Commercial

Card)

Agency Application (Australian Agency Transactions, Australian Agency Electronic

Returns)

View, print and export Loan information (includes Loans, Bank Guarantees and

Commercial Bills)

* Access to the third party Westpac Australia accounts and/or services are provided

automatically once the Corporate Online Third Party Master Agreement is registered to

your organisation’s Corporate Online setup. The remaining services requires your

Westpac representative to request on your behalf.

An office is a flexible logical entity that helps create some structure in an organisation’s

Corporate Online setup. What an office represents will vary from organisation to

organisation.

Corporate Online uses offices to segregate payments and to segregate billing (of Westpac’s

fees and charges). Offices can also be used to segregate access to payment information such

as beneficiaries and templates and trade finance agreements.

The office name appears as the remitter name on all beneficiary payments made through an

office. If you make beneficiary payments under more than one trading name, you will need

an office for each trading name (this does not apply to payments made through import

services).

Most Corporate Online fees and charges are billed via an office, hence most activities in

Corporate Online are done via an office. For example, when you make a payment, you

access the debit account via an office, and the fee for the payment is billed to that office (and

deducted from that office’s billing account each billing cycle).

If you need to separate the billing of your banking activities (e.g. for cost recovery

purposes), you will need one office for each cost centre.

Whilst fees and charges can be separated by an office, access to billing statements cannot:

billing statement access in Corporate Online is granted directly to individual users.

Office setups

The setup for an office focuses on which applications will be used in that office and then

which accounts and services are assigned to support those applications. Application features

are not assigned at the office level. They are controlled at the user level.

When an office is assigned to a user, that user doesn’t necessarily get access to all of the

accounts and services in that office. The user only gets access to those accounts and services

that are specifically assigned to them from within that office.

Only accounts and services setup at the organisation level can be assigned to an office.

Account groups for Accounts

An account group contains one or more accounts in the same currency. It sits within an

office in your organisation’s setup.

Within an office, any number of account groups can be established. Any account can belong

to any number of account groups. There are no additional fees for listing an account in

multiple groups within a single office.

To segregate access to accounts, grant your users access to an office and then, within that

office, only those account groups that are appropriate for them to see.

When a user signs in to Accounts and uses an Accounts screen, they see only those accounts

that belong to the groups you have granted them access to. Each of the Accounts screens

restricts their access in this way. For example, they can only view print schedules that report

on groups that you have access to.

Group names must be unique within an office, but a group using the same name can be setup

in different offices (e.g. AUD accounts).

Accounts must belong to at least one group if they are to be visible via the Accounts

application. An organisation using Accounts needs at least one group in each office they

want to view accounts from.

Account groups are used only in Accounts. Adding an account to an account group will not

allow it to be used as a payment account in Payments: this must be done specifically.

Each user in Corporate Online must be a unique, identifiable “real” person registered to

access Corporate Online. Their identity must have been verified

by Westpac (as required by the Anti-Money Laundering and Counter-Terrorism

Financing Act 2006 in Australia (AU AML/CTF), or

by Westpac (as required by the Anti-Money Laundering and Countering Financing of

Terrorism Act 2009 in New Zealand (NZ AML/CFT), or

by Westpac (as required by the identification standards in Papua New Guinea or Fiji), or

by the completion of a Certified Copy Certificate (available from your Westpac

representative), or

by your organisation’s verifying officer (if your organisation qualifies to nominate

verifying officers under Westpac’s Verifying Officer Criteria).

Each user has a unique customer number and password and an individual setup. If their

access requires it, they will be issued with a security token by Westpac.

Do not, under any circumstances, allow users in your organisation to share a customer

number as the sharing of such information has legal implications.

Users and offices

Each user has a primary office (for billing and mail) as part of their setup but a user does not

sit under an office in your organisation’s setup. In fact, each user can be assigned access to

as many offices as their job role requires.

The fees for a user’s access and token are billed to the user’s “primary office” (as set in the

user details).

User setups

When each of your users signs in to Corporate Online, they see a menu of applications and

features which they can use to access services and work with accounts. By amending a

user’s setup, you can control which specific applications and features they can use, what

services they are permitted to access, which accounts they can view or work with, which

billing statements they can see, and in which currencies they are permitted to make

payments.

User access to accounts, services and groups is always through an office. Access to an

office does not automatically mean a user sees all accounts, services and groups within that

office. A user will only be able to access those accounts, services and groups specifically

assigned to them. In addition, the features they have access to may also restrict what they

see. For example, if a user doesn’t have access to a Payment’s import feature, they cannot

access import services.

What a user can do is further controlled by their authority level, which controls what role

they can play in a workflow and what tasks they can authorise.

User access to billing statements is controlled by granting a user access to specific billing

statement references.

Administration allows you to control access to accounts by restricting user access to offices

and within each office, user access to particular account groups and payment accounts.

In addition to these controls, you may also restrict what an account is enabled for in your

Corporate Online setup. Each account must be specifically enabled to :

view and export balances and transaction information (e.g. via the Accounts application)

transfer funds and remit funds/make payments (e.g. via the Payments application).

This restricts how the account can be assigned in Administration. For example, if

“accounts” access is not allowed, that account cannot be assigned to an account group; if

“payments” access is not allowed, the account cannot be assigned as a payment account.

For accounts owned by your organisation, these options can be amended using Manage

accounts (see Procedure: Amending access to an account on page 96).

For third party accounts, you can disable access using the same Manage accounts process.

To enable additional third party access (e.g. Payments) the account holder(s) must complete

a Corporate Online Third Party Access Authority available from your Westpac

representative.

Corporate Online requires that significant tasks must be authorised. To manage the

authorisation of tasks, Corporate Online uses the concept of a workflow. Activities such as

making payments, processing import files, and amending setups in Administration all use

workflows. A typical workflow might look like this.

Authorise

task Create

task

Corporate Online accepts task

for processing

Workflows are used by features, and some features share workflows. For example, in

Payments, Import files and Create files share a workflow.

Authorisation models: how many steps

The number of steps required to complete a particular task in Corporate Online is determined

by the authorisation model chosen by your organisation for that feature (or group of features)

on the establishment form. Corporate Online offers three authorisation models:

no authorisation

single authorisation

dual authorisation.

Not all authorisation models are offered on all features. Some activities in Corporate Online

(e.g. viewing accounts) are not implemented as workflow tasks and do not require an

authorisation model.

For a limited number of features (e.g. Transfer Funds) Corporate Online allows an

authorisation model of no authorisation (abbreviated to “none” on the forms), effectively

removing any authorisation steps from the workflow. Under this model, each task is

accepted for processing as soon as it has been created (and saved). For example:

COL accepts

transfer for processing

Create Transfer

Single is the simplest authorisation model, in business terms. Each task must be created,

then authorised (once), at which time Corporate Online accepts it for processing.

COL accepts

payment for processing

Create Payment

Authorise Payment

Dual is the most robust and flexible authorisation model. Each task is created, then goes

through a two-stage authorisation process before being accepted for processing.

2

nd Authorise

Payment

COL accepts payment

for processing

Create Payment

1st Authorise Payment

Authorisation models are setup at the organisation level. Features that share workflows

share an authorisation model.

You can choose different authorisation models for different features even within the same

application, according to your business needs. For example, under the Payments

application, you might require dual authorisation for Payments but only single authorisation

for saving beneficiary details.

To change your organisation’s authorisation model, ask your Westpac representative for a

Corporate Online Organisation Amendment Form (Applications and Features).

Authorisation User Roles: How many users?

Corporate Online allows you to restrict what steps each user can perform in a workflow.

This defines each user’s role. There are two main roles in a workflow:

creator

authoriser.

Authorise

Stop cheque request

Corporate Online processes

the stop request

Create Stop

cheque request

Creator Authoriser

In addition, your organisation can determine if individual users can play more than one role

in a particular workflow (i.e. can they be both a creator and authoriser) and whether users

performing both roles are permitted to authorise the tasks they themselves have created

(called “self-authorising”).

At the organisation level, a user’s ability to create and/or authorise tasks and self-authorise is

called their authorisation user role. At the user level, a user’s ability to create and/or

authorise is called their authority level.

The authorisation user roles permitted by an organisation for a particular task determines the

minimum number of users that are required to create and authorise that task. If you don’t

have at least this number of users, you will not be able to successfully perform those tasks.

The various authorisation user role combinations are shown below.

Authorise

Stop Cheque

Corporate Online processes the stop

Create Stop

Cheque

Creator + Self-Authoriser

One user can create tasks, then authorise the tasks they themselves have created.

Corporate Online applications such as Payments and Online FX may require users to

re-authenticate themselves before authorising tasks created with features using this

authorisation model.

At least two users are required: one to create tasks and a second to authorise them.

At least two users are required. One user can create tasks and partially authorise the tasks

they have created, then a second user can complete the authorisation.

A self-authoriser doesn’t have to authorise first.

Authorise Payment

COL accepts payment

for processing

Create Payment


Authorise Payment

COL accepts payment

for processing

Create Payment

Creator Authoriser


2nd

Authorise Payment

COL accepts payment

for processing

Create Payment


Second Authoriser

2

nd Authorise

Payment

COL accepts payment

for processing

Create Payment

Creator First Authoriser


Second Authoriser

At least three users are required. One user creates the task, a second partially authorises it,

and a third completes the authorisation.

Authorisation user roles are setup at the organisation level with the authorisation model. For

applications with more than one workflow (e.g. Payments), only one user role applies. You

can choose different authorisation user roles for different applications. For example, you

may allow self-authorisation for Accounts but not for Payments.

To change your organisation’s authorisation user roles, ask your Westpac representative or a

Corporate Online Organisation Amendment Form (Applications and Features).

Authority levels for individual users are set and changed using the Manage user screens (see

Procedure: Creating a user on page 48).

When changing user authority levels, always check to be sure you will still have enough

creators and authorisers to use the applications and features.

Dual Authorisation Security Options: Who can authorise?

If you are using dual authorisation, Corporate Online allows you to choose what

combination of users are permitted to authorise a particular task. It does this by allowing

you to segregate your authorisers into groups and then impose restrictions on the

combination of authorisers it allows.

For a dual authorisation security option, each authoriser is designated as either a primary

authoriser or secondary authoriser for a particular task. Any authoriser can perform the first

authorisation in the dual authorisation workflow. However, the application’s security option

restricts which authorisers can perform the second authorisation.

Security options only affect authorisation. If you allow self-authorisation, a creator could

perform the first authorisation or, if the security option permits, the second authorisation.

The various authorisation user role combinations are shown below.

Under this option, all authorisers belong to one group.

Any two authorisers can authorise a task, which keeps things simple. The only restriction is

that the second authoriser is different to the first authoriser.

2

nd Authorise

Payment

COL accepts payment

for processing

Create Payment



Second Authoriser

Primary Authorisers

This is the easiest option for your users to understand and use in practice as a particular user

will not be in any doubt that they can partially authorise a task.

Under this option, authorisers are grouped into two groups: senior (primary) and a junior

(secondary).

Each task must be authorised by at least one primary authoriser (“senior” person). There is

no restriction as to which authoriser must authorise first. The only proviso is that at least

one of the two authorisers is a primary authoriser.

With this option, authorisers are grouped into two groups: category “A” (primary) and

category “B” (secondary).

Each task must be authorised by one authoriser from each group. There is no restriction as

to which authoriser must authorise first: the rule is that the second authoriser is from a

different group to the first one.

If you have a mixture of single and dual authorisation models within one application (e.g.

Payments) and the security option chosen includes secondary authorisers, then an authoriser

with an authority level of “secondary” cannot authorise tasks in any of the single

authorisation workflows.

2

nd Authorise

Payment

COL accepts payment

for processing

Create Payment



Second Authoriser

OR

Primary Authorisers Secondary Authorisers

2

nd Authorise

Payment

COL accepts payment

for processing

Create Payment



Second Authoriser

Primary Authorisers Secondary Authorisers

Dual authorisation security options are setup at the organisation level with the authorisation

model. For applications with more than one workflow, only one security option applies.

To change your organisation’s dual authorisation security options, ask your Westpac

representative for a Corporate Online Organisation Amendment Form (Applications and

Features).

The primary or secondary designation for individual users (primary or secondary) are set at

the same time as their authority level with the Manage user screens (see Procedure:

Creating a user on page 48).

When changing user authority levels, always check to be sure you will still have enough

creators and authorisers in the appropriate groups to use the applications and features.

An important part of Corporate Online’s security model is the use of RSA SecurID® tokens

to provide “two factor authentication”. Tokens are issued to individual users, who enter the

number displayed on their token and a token password to authenticate themselves when

requested by Corporate Online.

Users with the following access will require a token:

Administration (all users)

Online FX (all users)

Payments (users with authoriser access)

Agency (users with authoriser access)

Deposits (users with authoriser access).

These users are called authenticating users (or token users) and incur an “authenticating

user” access fee instead of a standard user access fee. Organisations using only Online FX

(with Administration) do not pay user fees.

Westpac issues tokens to users the first time they are granted access that requires a token.

These tokens are sent to one of your organisation’s administrators, who is responsible for

distributing the tokens to the users and enabling that token for use.

Tokens that are no longer required (e.g. because a user is leaving your organisation or

changing job roles) can be re-used for other users.

For more information on tokens, see Procedure: Finalising a create user task after full

authorisation on page 51 and Procedure: Enabling a token on page 80

Token Re-authentication

Normally, a token user authenticates themself with their token once in every Corporate

Online session.

However, if your organisation’s authorisation models allow a single user to fully authorise

Payment or Online FX tasks they themselves have created, Corporate Online will ask all

authorisers to re-authenticate themselves with their token each time they attempt to authorise

those tasks.

If you wish to avoid re-authentication, choose authorisation models that don’t allow a single

user to complete tasks they themselves have created, either by not allowing self-

authorisation or by using a dual authorisation model (instead of single) for Payments and

Online FX features.

For more information on amending your authorisation models, see Amending your

organisation’s setup starting on page 25

Additionally each time a user accesses the “Your details” screen, Corporate Online will ask

them to re-authenticate themselves as a way of validating their identify before viewing and

updating personal information.

As well as defining an administrator’s authority level, Corporate Online allows you to

restrict what parts of a setup they can work with by setting their administrator role as “super”

or “local”. Super administrators can work on the entire setup. Local administrators can

work on all users but only within those offices assigned to them.

For more information see Local and super administrators starting on page 121.

As an administrator, you have a number of responsibilities for ensuring the efficient and

effective operation of Corporate Online on behalf of your organisation.

The main responsibilities of an administrator are:

resetting user passwords

resetting a users security keyword

locking and unlocking users

acting as a verifying officer to identify new users (if applicable)

adding new users (including Administrators) or amending the setup of a user

distributing and enabling tokens to users

managing your organisation’s Corporate Online setup, including access to applications,

features, accounts and services

completing the paperwork printed from Corporate Online for adding third party accounts

create, amend or delete an office

amending your organisation’s daily channel limit for payments

managing bank account or billing statement delivery options and user access

nominating accounts to receive fees incurred through a new office

deleting users that have left your organisation.

Resetting user passwords

Corporate Online gives administrators the responsibility of resetting user passwords (within

the restrictions of your organisation’s user security authorisation model). If no administrators

are available, users can still call the Corporate Help Desk for a user password reset, or if they

have a token they can reset their password online via the “Forgotten your password” link on

the Corporate Online sign in page. See Resetting user passwords on page 82.

Resetting a users security keyword

Corporate Online gives administrators the ability of resetting a users security keyword. If a

user has forgotten their security keyword, an administrator can request to reset the security

keyword for that user. This will prompt the user to set a new security keyword the next time

they sign in to Corporate Online. If no administrators are available, users can still call the

Corporate Help Desk to have their security keyword reset. See Resetting user passwords on

page 82.

Locking and unlock users

Administrators can lock and unlock user access to Corporate Online. This is an easy way to

temporarily suspend a user’s access for security reasons. See Locking and unlocking users

on page 87.

Identifying new users as a Verifying Officer (Australia only)

One of the responsibilities of an administrator under the Anti-Money Laundering and

Counter-Terrorism Financing Act 2006 (AML/CTF) in Australia, is to act as a “verifying

officer”, where applicable. A verifying officer is responsible for identifying any new user

created in Corporate Online on behalf of Westpac.

When you authorise the creation of a new user, you will have verified the identity of the new

user to Westpac and that the user named is known to you and your organisation.

This responsibility applies only to organisations that qualify to nominate verifying officers

under Westpac’s Verifying Officer Criteria. If your organisation does not qualify to

nominate verifying officers under Westpac’s Verifying Officer Criteria, every user must be

fully identified by Westpac either at the branch or via your Westpac representative.

The New Zealand AML/CFT and the identification standards of Papua New Guinea or Fiji

do not allow administrators to act as a “verifying officers” in relation to identifying users.

Anti-Money Laundering and Countering Financing of Terrorism Act 2009 NZ

If your Organisation has access to an account held with Westpac in New Zealand any

individual who is added to Corporate Online is required to have their identity verified by

Westpac before their access can be approved. This is in order to comply with the New

Zealand Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (NZ

AML/CFT)

A pre-populated identification form is required to be printed at the time of authorising the

creation of a new user. The form should be handed to the new user who will need to make

arrangements with their Westpac Representative or local Westpac branch to be identified.

Standards that apply when identifying new users

The following list summarises the identifaction standards that apply when administrators

request the creation of a new user:

Organisation

location

Account domiciled

location

Identification standards that apply

Australia

Australia Anti-Money Laundering and Counter-Terrorism

Financing Act 2006 (AML/CTF) in Australia

New Zealand Anti-Money Laundering and Countering

Financing of Terrorism Act 2009 (New Zealand

AML/CFT) in New Zealand

Papua New Guinea Papua New Guinea identification standards

Fiji Fiji identification standards

New Zealand






Papua New Guinea Papua New Guinea standards

Fiji Fiji standards

Papua New

Guinea or Fiji






Papua New Guinea Papua New Guinea standards

Fiji Fiji standards

Please consult your Westpac representative for the documentation and processes required to

under each identification standard that applies to your organisation.

Distributing and enabling tokens

When tokens must be issued to your users, Westpac sends them to one of your

organisation’s administrators. It is that administrator’s responsibility to distribute the tokens

to the users who need them and enable those tokens for use.

For more information, see Procedure: Finalising a create user task after full authorisation

on page 51 and Procedure: Enabling a token on page 80

Managing your organisation’s setup

Managing your organisation’s Corporate Online setup includes:

managing offices, including which applications, accounts, services and account groups

are available for use within them (see Managing Offices on page 32)

managing users (including Administrators), including access to applications, features

(some of which allow users to incur fees), offices, accounts, services, and account

groups, setting user authorisation limits for payments and imports, and setting user

authority levels (see Managing Users on page 47),

managing your daily channel limit ( Procedure: Amending your daily channel limit

(for Payments) on page 29)

adding and managing access to accounts (Adding and Managing Accounts on page 91)

managing access to and delivery options for billing statements (Managing Billing

Statements on page 101)

managing access to payment services (Managing Payment Services on page 105)

managing access to receipt services (Managing Receipt Services on page 108)

When new applications, features, accounts, services, and billing statements are added to your

organisation, it is up to administrators to cascade those changes to the relevant users (see

Cascading organisation level changes on page 26).

Deleting users that have left your organisation

When users leave your organisation (or no longer need access to Corporate Online), you

should delete them, for security reasons and to stop their access incurring fees. See

Procedure: Deleting a user on page 58. If a deleted user had a token, you can re-use that

token by enabling it for another user (see Managing and enabling tokens for your users on

page 80).

This section introduces the Administration tasks and workflows, and how you work with

them to manage your Corporate Online setup.

It’s all done with tasks…

Everything in Administration is done with tasks. All actions to amend your existing setup,

add components to it, and delete components from it are achieved with tasks. The tasks are

divided into types which correspond to the Administration menu items.

When you use one of these menu items to amend your setup, say to change a user’s access,

Administration creates a task to make the changes you want to effect.

None of the changes you want to make take effect immediately. All user access remains the

same until the task you have created is fully authorised (either by yourself or by other

administrators). Only then will the changes take effect and be seen by your users.

User security tasks (password resets, security keyword resets, locking and unlocking users)

have a separate workflow.

Administration task workflow

To manage the authorisation of tasks, Corporate Online uses a workflow. Tasks in the

workflow have a status, which tells you where they are up to in the workflow process.

Corporate Online updates the status at the completion of each step.

A typical Administration workflow might look like this.

The pending tasks screen shows all tasks of a particular type currently in the workflow.

For any component of your setup (e.g. a particular user), there can be only one task of a

particular type (e.g. amend user) in the workflow at any one time. This includes amendment

tasks created by Westpac to process any requests you might make.

How many steps make up the workflow?

The number of steps required to complete a particular task in the Administration workflow is

determined by the authorisation model your organisation has chosen for Administration.

See Authorisation models: how many steps on page 11.

2

nd Authorise

“amend user” task

COL updates

set-up

1st Authorise

“amend user” task

Status: Unauthorised

Status: Partially

Authorised

Status:

Completed

Create an “amend user” task

Most of the diagrams in this section assume you’re using dual authorisation.

Who can perform which steps in a workflow?

Which steps each administrator can perform in the Administration workflow (including self-

authorisation) is determined by the authorisation user roles your organisation has chosen for

Administration. See Authorisation User Roles: How many users? on page 12.

If your organisation is using dual authorisation, which combinations of authorisers can

authorise a particular task is determined by your organisation’s dual authorisation security

option. See Dual Authorisation Security Options: Who can authorise? on page 14.

Westpac approval

Some Administration tasks require Westpac approval. This includes creating new users,

creating new offices, and adding third party accounts, all of which require paperwork to be

sent to Westpac in addition to completing the tasks in Corporate Online. This is described in

the relevant procedures.

To manage the Westpac approval, create user and create office tasks include a Westpac

approval step in the work flow. For example:

These tasks will not be completed and effected until Westpac approves them.

Tasks and sub-tasks

Most Administration tasks are broken down into a number of sub-tasks, each of which deals

with a specific part of a Corporate Online setup.

For example, consider a task to amend a user’s setup to add the voucher imaging feature for

both Accounts and Receipts. This amend user task is made up of two sub-tasks, one for each

application.

Each sub-task has a status. The status of the task is the sum of the status of the sub task.

2

nd Authorise

“create user” task

1st Authorise


Unauthorised

Partially Authorised

Pending approval

Westpac

approves task

Completed

Create a “create user” task

COL adds user to set-up


Accounts features

Receipt features


Accounts features

Receipt features

Unauthorised

Unauthorised

Unauthorised

Part authorised

1st Authorise


Accounts features

Receipts features

Partially Authorised

Part authorised

When authorising a task, you can authorise at the task level, or authorise each individual

sub-task. When all the sub-tasks are authorised, so too is the task.

Mixed status

Mixed status indicates that among the sub-tasks there is at least one sub-task with a different

status, be it rejected, authorised, or part-authorised (according to your model).

If a task has mixed status, you can work at either the sub-task level (by authorising or

rejecting individual sub-tasks until all have the appropriate status) or at the task level (by

authorising or rejecting the task).

Administration workflow

The Administration workflow can be summarised as follows:


Accounts features

Receipt features

Mixed Status

Unauthorised

Rejected

OR Create an “amend user” task

Accounts features

Receipt features

Mixed Status

Unauthorised

Authorised

Task created

Status: Part authorised

Status:

Authorised

Status: Unauthorised

Corporate Online updates

your set-up

Status: Completed

Westpac approval required?

No

Status: Pending Approval

Westpac approves

task

Yes

paperwork verification may

be required

Status: Rejected

Status: Mixed status

Rejected status

Rejected tasks cannot be authorised: they must be amended or deleted.

For a rejected sub-task, either amend the sub-task or reject the whole task.

Organisation is the “top” level of your Corporate Online setup. It includes:

applications (e.g. Accounts, Payments)

features (e.g. View transactions, Voucher images)

accounts and what type of access is enabled at the organisation level (e.g. for viewing

via Accounts or for making payments)

services (for Receipts, for making payments with files, for making payments to Westpac

Commercial credit cards and for Agency)

billing statements (for viewing and/or exporting in Accounts)

authority levels (e.g. creator, primary authoriser).

user access to Corporate Mobile

registration of access to third (3rd) party Westpac Australia accounts and/or services

provided under a Corporate Online Third Party Master Agreement.

Some organisation level amendments can be done in Administration by administrators:

Procedure: Amending your daily channel limit (for Payments) on page 29

Procedure: Amending access to an account on page 96

Procedure: Adding accounts held with Westpac Australia on page 93

Most organisation level changes must be made by Westpac and require an organisation

amendment form (available from your Westpac representative). There are three forms:

one for amending applications, features, and authorisation models

one for adding accounts and services.

one for amending password expiry timeframes

There are some amendments (e.g. adding or amending billing statements, adding some

import services) that Westpac can make without your having to complete a Corporate Online

organisation amendment form. Your Westpac representative can tell you when an

amendment form is required.

Changing applications, features, and authorisation models

The following are considered material changes to your Corporate Online offering and must

be approved by your organisation’s executive officers:

adding and removing access to an application (e.g. Receipts) or feature (e.g. Voucher

imaging)

changing the currencies in which you can make payments,

changing the authorisation models for a group of features (e.g. from single to dual

authorisation)

To request these changes, complete a Corporate Online Organisation Amendment Form

(Applications and Features) available from your Westpac representative.

Adding accounts and services

The following changes are covered on a form that can be signed by either your

organisation’s administrators or your organisation’s executive officers:

adding accounts held with Westpac New Zealand

adding accounts held with Alliance banks

adding services (e.g. import services, commercial card services, receipt services, agency

services)

removing accounts or services no longer required.

To request these changes to your accounts and services complete a Corporate Online

Organisation Amendment Form (Accounts, Services or Limits) available from your Westpac

representative.

Amending password expiry timeframes

The password expiry timeframe relates to the frequency in which your users will be forced

to change their Corporate Online sign in password i.e. every 30, 60 or 90 days.

As this is a security feature any change to this timeframe needs to be approved by your

organisation’s executive officers.

To request a change, complete a Corporate Online Session Timeout and Password Expiry

Timeframe Amendment Form available from your Westpac representative.

Cascading organisation level changes

Once changes have been made to your organisation setup (e.g. adding an new account or

service), you will need to cascade those changes to your users. Some of the procedures you

might use to cascade organisation level change include:

Procedure: Amending a user (p53)

Procedure: Amending an office (p42)

Procedure: Amending access to an account (p96)

Procedure: Amending access and details of a receipt service

Use this procedure to amend the access and details of a receipt service, including the

description (excluding Commercial Cards), and the users that have it assigned.

To perform this procedure you need creator access to Administration.

Local administrators cannot amend a receipt services details; they can only assign a receipt

service if it has already been similarly assigned within the offices they have access to.

When amending access to a receipt service, make sure your organisation will still have

enough users with the right access to perform your usual activities.

We’ll assume you’re signed in and using the Administration application.

1. From the left-hand menu, select Manage > Receipt services.

Corporate Online displays the Manage receipt services — List of receipt services screen.

2. Select the receipt service you want to amend the access and details for,

then click the Amend receipt service button.

If you are a local administrator and the selected service has not previously been

assigned in one of the offices you have access to, Corporate Online displays an error.

If a receipt services task already exists, Corporate Online displays a warning dialog.

If you want to proceed, navigate to the receipt services summary as follows:

(a) Select Administration > Manage > Pending tasks.

(b) Select a task type of Receipt services, then click the Go button.

(c) Select the receipt service you want to amend from the list of pending tasks

displayed, then click the Amend task button.

Corporate Online displays the Manage receipt services — Summary screen.

This screen shows some basic details of the service selected, a list of sub-tasks that can be

used to amend its details and access, and the status of each sub-task.

Sub-task Use sub-task to… For more information see…

Details Amend the description of the service

used in Corporate Online (excluding

Commercial Cards)

Details (Amend account

sub-task) on page 98

Receipt users Amend which users have access to this

receipt service

Online Payments users

(Amend account sub-task) on

page 100

3. To make an amendment, select a subtask,

then click the Amend button.

Make the amendments required (see Amend account — sub-task summary below for more

details on each of the sub-tasks), then click the Continue button.

Corporate Online takes you back to the Summary screen.

4. Each sub-task has a status so you can see at glance what you’ve changed.

To review the changes in a sub-task, click the sub-task link (see Working with a task

summary on page 144).

At this point you can leave the task and return to work on it later.

Any changes will not take effect until the whole “Amend receipt service” task is fully

authorised.

If you also have authoriser access and your organisation permits self-authorisation,

you may authorise this task by clicking the Authorise now button.

Corporate Online updates the task’s status depending on the authorisation model used by

your organisation for Administration.

Authorisation model Action

Single

authorisation

Corporate Online updates the task status to Authorised,

then applies the changes made.

Dual

authorisation

Corporate Online updates the task status to Partially authorised.

This task must now be fully authorised (see Procedure:

Authorising or rejecting a task on page 118

When the task is fully authorised, your users may not see all of the changes made until the

next time they sign in.

To make working with an “Amend receipt service” task easier, service details and access are

broken down into a number of sub-tasks.

See Procedure: Amending access to an account above (on page 96) for information on

creating an “Amend receipt service” task.

Details (Amend receipt service sub-task)

The Details sub-task allows you to amend the service description as it appear in Corprate

Online for all service types (excluding Commercial Cards).

Local administrators cannot access the Details sub-task.

Online Receipts users (Amend receipt service sub-task)

The Online Receipts users sub-task allows you to assign a receipt service to any of the

existing account groups (of the correct currency).

The left-hand pane contains a list of all possible user/office combinations that this receipt

service has not yet been assigned to.

Local administrators will see the user/office pairs for the offices they have access to

(see Manage accounts: Assign an account to groups on page 125)

(p108)

Procedure: Amending access to a payment service (p105)

Procedure: Amending access to a billing statement (p101)

Use this procedure to amend your organisation’s daily channel limit (for the Payments

application). The “Amend daily channel limit” task must be fully authorised before your

Corporate Online setup is updated and the revised limit comes into effect. Corporate Online

sends all administrators in your organisation a secure message to notify them of the amended

limit.

Only one amend daily channel limit task can exist at any one time.

In addition to amending your daily channel limit, you may also need to amend the

authorisation limits of your Payments authorisers (see Procedure: Amending a user on

page 53)

To perform this procedure you’ll need creator access to Administration and a user role of

either Super administrator or Local administrator.


1. From the left-hand navigation menu, select Administration > Manage > Organisation.

Corporate Online displays the Manage organisation screen.

2. Select Daily channel limit,


If an “Amend daily channel limit” task already exists, Corporate Online displays a

warning. To proceed, select the task from the Pending task screen and amend it.

Corporate Online displays the Enter daily channel limit screen.

3. Enter your new daily channel limit,

then click the Continue button.

Corporate Online displays the Summary screen.

Review the details of the “Amend daily channel limit” task you have just created.






Single

authorisation


then applies the daily channel limit change immediately.

Dual

authorisation

Corporate Online updates the task status to Partially authorised,

then displays the Pending tasks screen.

This task (of type Organisation) must now be fully authorised.

See Procedure: Authorising or rejecting a task on page 118.

When an “amend daily channel” limit task is fully authorised, Corporate Online sends all

administrators in your organisation a secure message to notify them of the amended limit.

Use this procedure to view your organisation’s current daily channel limit (for the Payments

application).




1. From the left-hand navigation menu, select Administration > Manage > Organisation.

Corporate Online displays the Manage organisation screen.

2. Click the Daily channel limit link.

Corporate Online displays a report that includes your current daily channel limit.

An office is a flexible logical entity that helps create some structure in an organisation’s

Corporate Online setup. For some background information on office setups, see Offices on

page 8.

Office billing accounts

Most Corporate Online fees are incurred in an office and charged to the office’s billing

account. Billing accounts are established when an office is created.

To change the billing account(s) for an office, contact your Westpac representative.

Trans Tasman / Trans Pacific billing

If you make payments from accounts domiciled on the opposite side of the Tasman or

Pacific to your primary banking relationship (“trans Tasman” or “trans Pacific” payments),

you will need two billing accounts, one for local charges in your local currency (e.g.

Australian dollars) and one for trans Tasman or trans Pacific charges in the trans Tasman

currency (e.g. New Zealand dollars, Papua New Guinea kina or Fijian dollars).

The fees for trans Tasman payments or trans Pacific payments are billed in the currency of

the country in which the debit account is domiciled and charged to the billing account for

that currency. For example, if you have an Australian primary banking relationship and

make payments from accounts domiciled in New Zealand, fees relating to those payments

are charged in New Zealand dollars to the New Zealand dollar billing account.

If you don’t specify a trans Tasman billing account and start making payments from

accounts domiciled on the other side of the Tasman, Westpac will set a billing account from

those listed in the office in which you made the payment. To change this billing account,

contact your Westpac representative.

Use this procedure to create an office in your Corporate Online setup. The create office task

must be fully authorised then approved by Westpac before the office is a functional part of

your Corporate Online setup. It can then be assigned to users so they can use it with the

relevant applications.

To perform this procedure you need creator access to Administration and a user role of

Super administrator.

Start from anywhere in the Administration application:

1. From the left-hand navigation menu, select Administration > Manage > Offices.

Corporate Online displays the Manage offices — List of offices screen.

2. Click the Create office button (at the bottom of the screen).

Corporate Online displays the Manage offices—Enter details of the office screen.

3. Enter the office details…

Field Notes

Office ID This will be allocated by Westpac when we approve the office task.

Preferred office

name

Enter a meaningful name for this office. It should reflect the legal or

trading name of the entity. This is the name that will appear as the

remitter name on any beneficiary payments made through this office.

The office name must be unique within your organisation.

Street address Enter a street address for this office.

You cannot enter a PO Box address into this field: add a mailing

address below.

Mailing address If your office has a mailing address that is different to the street

address, un-tick the “same as street address” box and enter a mailing

address.

This mailing address is used for all Westpac mail to Corporate Online

users who nominate this office as their primary mailing address. This

includes Welcome letters, PIN's and SecurID tokens.

If you tick “Same as office street address”, the mail goes to the street

address specified above.

Billing accounts Nominate the billing account(s) for this office from the available

accounts under the organisation. For example, if you wil be making

trans Tasman and trans Pacific payments from this office you must

specify an AUD, FJD, NZD and PGK billing account.

Field Notes

Billing statements Select to have fees for this office charged to a billing statement used

for an existing office or select to establish a new billing statement for

this office.

… then click the Continue button.

Corporate Online displays the Manage offices — Assign applications screen, which shows

the available applications. For example:

Only those applications chosen by your organisation are listed.

4. Assign the applications that can be used in this office (see Working with assignment lists

on page 142),


The applications you assign determine which other sub-tasks you must complete.

Corporate Online updates the left-hand menu to display the current list of sub-tasks that

must be completed (this may change as you work through them). For example:

5. Complete each sub-task,

clicking the Continue button on each sub-task screen to continue on to the next screen.

Corporate Online takes you through the completion of some or all of the following office

sub-tasks:

(a) Create the account groups for this office. These define how your users will be able to

access account information in this office via Accounts. Account groups have NO effect

on Payments.

See Office Sub-task: Managing account groups on page 39 for step by step

instructions on creating, amending and deleting account groups with this sub-task.

(b) Click the Continue button.

Corporate Online displays the next sub-task.

(a) Assign the receipt services you want accessible from this office (see Working with

assignment lists on page 142). For example:

All receipt services listed at the organisation level can be assigned.



(a) Leave the Office trace account field set to the default setting of No.

In Corporate Online, all beneficiary payments that cannot be processed by the

beneficiary’s financial institution are returned to the account from where the

transaction was initiated.

(b) Assign all accounts you want to be able to make payments from via this office (see

Working with assignment lists on page 142). For example:

All accounts for which payments access is permitted at the organisation level (see

Enabling accounts on page 10) can be assigned. Trade finance agreements appear here

as an “account”. Some account types may have restrictions when used in Payments

(e.g. can only be used for transfer funds). Some payment types require specific types of

accounts (e.g. BPAY requires an account held with Westpac Australia in Australian

dollars).

(c) Click the Continue button.


(a) Assign the payment services you want available for processing payment files or

payments to Westpac Commercial credit cards through this office (see Working with

assignment lists on page 142). For example:

All payment services listed at the organisation level can be assigned.



(a) Select whether you want to allow cross-currency payments to be made through this

office. For example:

If you choose Yes and your organisation has a dealing relationship with Westpac,

assign the relationships you want to access via this office when making cross-

currency payments. For example:

The dealing relationships shown are those established by your dealer.

This screen shows the details of how cross currency payments will be made in this

office from accounts domiciled in Australia and from those domiciled in New

Zealand, Papua New Guinea or Fiji. To change the options available in this office,

contact your Westpac representative.



When you have completed all the sub-tasks required, Corporate Online displays the Manage

offices — Summary screen. For example:



Each authoriser involved in authorising the office task must sign the Office form when

the task is fully authorised.




Single

authorisation

Corporate Online updates the task status to Authorised.

There are additional steps for the administrator to perform!

Go to Procedure: Finalising an office task after full

authorisation on page 38.

Dual

authorisation



This task must now be fully authorised. See Procedure:

Authorising or rejecting a task on page 118.

This office task must be fully authorised, then approved by Westpac, before the Office is

included in your Corporate Online setup.

After a create office task is fully authorised, Corporate Online allows you to print a

confirmation of the details entered.

Start by fully authorising the create office task (See Procedure: Authorising or rejecting a

task on page 118).

After the task is fully authorised, Corporate Online displays the Confirmation — Corporate

Online Office screen.

There will be a delay of a couple of days while Westpac establishes billing account(s) and

billing statement(s). Once the new office is approved, the Administrators involved in

creating and authorising the new office will receive a confirmation message in Corporate

Online.

You can check the progress of the creation task on the Pending tasks screen. The office task

will have a status of Pending Bank approval until Westpac approves it. For example

The task will disappear off the pending tasks list when it is approved. The office will then

appear in the Manage office — List of offices screen. For example:

Once an Office has been included in your Corporate Online setup, assign it to those users

who need to access it (see Procedure: Amending a user on page 53).

Use the Assign account groups sub-task task to create, amend, and delete account groups for

an office. This sub-task is part of creating or amending an office.

Before working with account groups for the first time, read Account groups for Accounts on

page 8, which explains the purpose and use of account groups in Corporate Online.

If you amend an account group or delete it, any export schedules and print schedules

reporting on that group will be affected. The new group account list will be reflected in the

export or report from the next reporting cycle.

Term deposits added to Corporate Online (either automatically or be completing an

amendment form) must be added to an office and account group for the balance to be visible

in Accounts. There is no fee for adding a term deposit to an office.

This sub-task is referenced by the following procedures:

Procedure: Creating an office, step 5 on page 34.

Procedure: Amending an office, step 3 on page 44.

Start from the Manage offices—Assign account groups screen. For example:

1. Perform one or more of the following actions:

(a) Click the Create group button.

Corporate Online displays the Assign accounts to a group screen.

(b) Select the currency for this account group and enter the name (description) for the

group. For example:

This is the name that will appear in the group lists in Accounts.

(c) Click the Update list button.

Corporate Online displays all accounts listed at the organisation level for the

selected currency.

(d) Assign accounts to this group (see Working with assignment lists on page 142).

For example:

All accounts with this group’s currency for which view accounts access is

permitted at the organisation level (see Enabling accounts on page 10) can be

assigned

(e) Check you have defined the group correctly, then click the Continue button.

Corporate Online returns to the Assign accounts screen, adding the group you just

created to the list displayed.

Alternatively, to start over, click the Back button.

You must fully authorise the office task, then assign the new group to users and

fully authorise the user tasks before users can access the new account group.

Before amending the accounts assigned to an existing account group, you should

check that the proposed amendments will not adversely affect any export schedules

or print schedules that report on this group. (This doesn’t apply to new offices).

You cannot amend the currency: delete this group and create a new group instead.

(a) Select a group. For example:

(b) Click the Amend group button.

Corporate Online displays the Assign accounts to a group screen.

(c) Edit the description and amend the list of accounts assigned to this group

(see Working with assignment lists on page 142).

(d) Click the Continue button.

Corporate Online returns to the Assign accounts screen.

Once the office task is fully authorised, any users with access to this group will see

the amended group. Any export schedules or print schedules based on this group

will report on the amended account list in the next reporting cycle.

Before deleting an account group, you should check that the proposed deletion will

not adversely affect any export schedules or print schedules that report on this

group. (This doesn’t apply to new offices).

(a) Select a group

(b) Click the Delete group button.

Corporate Online displays a confirmation dialog.

(c) Click the OK button to confirm you want to delete the group from this office.

Corporate Online returns to the Assign accounts screen, deleting the group from

the list displayed.

Once the office task is fully authorised, the deleted group will be removed from

any users that had access to it. Any export schedules or print schedules based on

this group will not report on it in the next reporting cycle.

2. When the account groups for this office are correctly defined, click the Continue button.

Corporate Online displays either the next sub-task, or the summary screen.

Continue working through the procedure that included this sub-task:

Procedure: Creating an office, step 5 on page 34.

Procedure: Amending an office, step 3 on page 44.

Use this procedure to amend the existing setup of an office.

Only one amend or delete task can exist for a particular office at a time.



Before amending an office, review the proposed changes to ensure they will not adversely

affect your users.

Caution! Some amendments to an office will result in the deletion of the relevant history

associated with the facility being amended, such as:

Removing an account group deletes the export schedules and print schedules that report

on it.

Removing a payment account from an office deletes all history of payments made from

that account.

Removing an payment service from an office deletes all history of that service

(e.g. payment and file status).




2. Select the office you want to amend…

… then click the Amend office button.

If an amend office task already exists, Corporate Online displays a warning dialog.

If you want to proceed, navigate to the office summary as follows:


(b) Select a task type of Offices, then click the Go button.

(c) Select the office you want to amend from the list of pending tasks displayed,

then click the Amend task button.

Corporate Online displays the Manage offices — Summary screen.

The summary screen displays a list of sub-tasks covering all of the information currently

defined for this office

Task type Use this task type to… For more information see…

Details Change the name and address of this

office (including mailing address).

Step 3 of Procedure: Creating

an office on page 33

List of

applications

Set which applications can be used

through this office (this affects the list

of sub-tasks displayed).

Account

groups

Create, amend, and delete the account

groups that define how users access

account information via Accounts .

Amending an account group

affects export schedules and print

schedules that report on it.

Office Sub-task: Managing

account groups on page 39

Receipt

services

Assign the receipt services you want

accessible from this office.

Manage offices sub-task —

Assign receipt services on page

35

Payment

accounts

Assign accounts you want to be able to

make payments from via this office,

including trade finance agreements.

Removing a payment account

from an office deletes all history of

payments made from that account.


Assign payment accounts on

page 35

Payment

services

Assign the payment services you want

available for processing payments and

files through this office.

Removing an payment service

from an office deletes all history of

that service (e.g. payment and file

status).


Assign on page 36

Foreign

exchange

Allow/disallow cross-currency

payments via this office.

Assign dealing relationships.

Review the cross currency options

available via this office.


Choose Online Payments

foreign exchange options on

page 36


(a) Select the task type according to the type of information you want to amend…

…then click the Amend button.

Corporate Online displays the sub-task.

(b) Use the sub-task screen to change the relevant information…

(see the relevant sub-task in step 5 Procedure: Creating an office on page 34)

…then click the Continue button.

Corporate Online updates the sub-task status to unauthorised.

The change does not take affect until the office task is fully authorised.

Use Print preview to view a before and after image of the proposed change.

Use the sub-task links, detailed audit link, and Print-preview button to review the task

summary information (see Working with a task summary on page 144).






Single

authorisation


then applies the changes to the office setup.

Your users will see these changes next time they sign in.

You can now assign any new accounts, groups or services added

to this office to your users.

Dual

authorisation



This task must now be fully authorised. See Procedure:


Use this procedure to create a task to delete an office from your Corporate Online setup.



Before deleting an office, review the proposed deletion to ensure it will not adversely affect

your users.

Caution! Once an office is deleted, all history of Corporate Online activities in that office

will be deleted and cannot be recovered. This includes:

reports on account groups (e.g. print schedules, export schedules)

history of beneficiary payments made in this office

payment beneficiary details

BPAY biller details

payment file reports

payment file templates.

If such historical information is important to you, consider the possibility of amending the

office or removing user access to it rather than deleting it.




2. Select the office you want to delete…

… then click the Delete office button.


3. Click the OK button to confirm you want to delete this office.

Corporate Online creates a delete office task. The office remains accessible until this task is

fully authorised.

Once the deletion is fully authorised, all history of Corporate Online activities in that office

will be deleted and cannot be recovered.

Corporate Online displays the Manage offices – delete office screen.

4. Review the details of the office to confirm this is the office you wany to delete. You may

authorise this task by clicking the Authorise now button.




Single

authorisation


then removes the Office from yourOrganisation and Users, then

displays the Pending tasks screen.

Dual

authorisation



This task must now be fully authorised.


Manage users covers creating new users and amending the access of existing users.

For some background information on user setups, see Users on page 9.

Trans Tasman Identification of Users

Organisations with a primary banking relationship in Australia who make payments from

accounts domiciled in New Zealand must have their users identified in compliance with the

New Zealand AML/CFT. For more information, see under each identification standard that

applies to your organisation. on page 20 and speak to your Westpac representative.

Organisations with a primary banking relationship in New Zealand who make payments

from accounts domiciled in Australia must have their users identified in compliance with the

Australian AML/CTF. For more information, see under each identification standard that

applies to your organisation. on page 20 and speak to your Westpac representative.

Trans Pacific Identification of Users

Organisations with a primary banking relationship in Australia or New Zealand who make

payments from accounts domiciled in Papua New Guinea or Fiji will have identified their

users in compliance with the identification standards of Papua New Guinea or Fiji. For more

information, see under each identification standard that applies to your organisation. on page

20 and speak to your Westpac representative.

Organisations with a primary banking relationship in Papua New Guinea or Fiji who make

payments from accounts domiciled in Australia or New Zealand must have their users

identified in compliance with the Australian AML/CTF or New Zealand AML/CFT. For

more information, see under each identification standard that applies to your organisation.

on page 20 and speak to your Westpac representative.

User Access and Token Fees

Your organisation incurs a monthly access fee for each “standard” user from the month in

which the create user task is approved by Westpac.

If a user requires a token, they are deemed an “authenticating” user and your organisation

incurs an “authenticating” access fee (token fee) instead of the standard access fee for that

user. The authenticating access fees are charged from the month in which the token is

enabled. Organisations using only Online FX (with Administration) do not pay user fees.

If a user is deleted, you are charged for all or part of the calendar month in which they were

deleted.

User fees are always charged to the billing account in the currency of the country of your

primary banking relationship.

Use this procedure to create a user in your Corporate Online setup.

The create user task must be fully authorised and then approved by Westpac before your

user is issued with a customer number, user password, and token (if required), as per the

“welcome” process (see Welcome a new user process on page 53). Your user can then sign

in and access Corporate Online with the setup you have created for them.


We’ll assume you’re signed in and using the Administration application:

1. From the left-hand navigation menu, select Administration > Manage > Users.

Corporate Online displays the Manage users — List of users screen.

If your organisation has a large number of users, it’s worth doing a search to make sure

the user you are about to create has not already been established in Corporate Online.

2. Click the Create user button (at the bottom of the screen).

Corporate Online displays the Enter details of the user screen.

The option to allow the user to re-use their personal banking customer number to access

Corporate Online is provided (Australia only). For more information on what to enter

for each of the user details fields, see Details (user sub-task) on page 63.

3. Enter the user details (including their name, address and a primary office for billing) then

click the Continue button.

Personal information is used for security verification purposes by the organisation’s

Corporate Online Administrators and/or when the user calls the Corporate Help Desk,

for example to request a password reset.

For more information on what to enter for each of the user details fields,

see Details (user sub-task) on page 63.

Corporate Online displays the Assign offices screen.

4. When creating a new user, you have a one-time option to copy all of the details of an

existing user into the profile of the user you are creating.

If you choose to do this, select the user to copy from the drop down list that appears.

Once the details are copied, you can still amend them as you continue through the various

sub-tasks.

5. Assign the offices you want this user to be able to access,


For more information on what to enter for each of the user details fields,

see List of offices on page 65.

Corporate Online displays the Assign applications screen.

6. Assign the applications that this user can access ,


Corporate Online updates the left-hand menu to display the current list of sub-tasks that

must be completed (this may change as you work through them). For example:

This list will include one or more of the following sub-tasks:

Sub-task Use sub-task to amend… For more information see…

Administrat

ion

Set the role and authority level.

Application features,

Online Customer

Administration (user sub-task)

on page 66

Accounts

features

Set which Accounts features this user can

access, and their authority level in

Accounts workflows.


Online Customer


on page 66

Account

groups

Assign the account group/office pairs that

define how this user accesses account

information via Accounts .

List of account groups (user


Billing

statements

Assign the billing statements this user can

access with the Billing statements feature

List of billing statements

(user sub-task) on page 67

Receipts

features

Set which Receipts features this user can

access.


Online Receipts (user sub-

task) on page 68

Receipt

services

Assign the receipt service/office pairs you

want this use to be able to use via

Receipts.

List of Receipt services68

Payments

features

Set which Payments this user can access,

and their authority level in Payments

workflows.

For users with cross-currency access,

assign the payment currencies they are

permitted to use.


Online Payments (user sub-

task) on page 69

Payment

accounts

Assign the payment account/office pairs

you want this user to be able to make

payments from via Payments.

List of payments accounts


Payment

services

Assign the payment service/office pairs

you want this user to be able to process

payments and files with via Payments.

List of payment services


Online FX

features

Set which Online FX features this user

can access, and their authority level in

Online FX workflows.


Online FX (user sub-task) on

page 72

Online

Deposit

features

Set which Online Deposit features this

user can access, and their authority level

in Online Deposit workflows.


Online Deposits (user sub-

task) on page 72

Loans Assign the companies you that this user to

be able view their loans.

List of loans (user sub-task)

on page 73

7. Complete each sub-task as it is displayed,

clicking the Continue button on each sub-task screen.

When you’ve completed all the sub-tasks required, Corporate Online will display the

Summary screen.


To review the details in a sub-task, click the sub-task link (see Working with a task


At this point you can leave the create user task and return to work on it later.

If you also have authoriser access and you can identify the user you’ve created (see under

each identification standard that applies to your organisation. on page 20).

If your Organisation has accounts with Westpac in New Zealand and the new user is

established as an Authoriser within the Payments or Online FX application they will be

required to be identified by Westpac. Click the Print user identification form button to

print the pre-populated form and hand it to the new user for them to arrange their

identification with Westpac (see Anti-Money Laundering and Countering Financing of

Terrorism Act 2009 NZ

Tick to agree to the Authorisation and Acknowledgment confirmation for authorising the

creation of a new user

then authorise this task by clicking the Authorise now button.




Single

authorisation


Dual

authorisation

Corporate Online updates the task status to Partially authorised



9. When the “Create user” task is fully authorised, there are additional steps for you (or the

administrator fully authorising the task) to perform. See Procedure: Finalising a create

user task after full authorisation on page 51.

Use this procedure to arrange a token for your new user (if required).

We’ll assume you’ve just fully authorised a “Create user” task.

1. If the user requires a token, Corporate Online displays the Assign token screen.

Select the administrator to receive the token from the drop down list


This user’s token will be delivered to the office address for the primary office of the

nominated administrator. This address is displayed under the administrator’s name.

The nominated administrator is responsible for distributing the token to the user and

enabling the token (see Welcome a new user process on page 53).

Corporate Online displays the Confirmation — Corporate Online user confirmation screen.

If the users access requires approval by your Organisations Executive officers or they are

required to be Identified by Westpac, click the Print the User applicafion form button and

follow the instuctions.

This task will require Westpac to approve the creation of the user.

6. You can check the process of the creation task on the Pending tasks screen. The user task


Once Westpac has approved the User task, the task will disappear off the pending tasks list

when it is approved. This user will then appear in the Manage user — List of user screen.

The Administrators who were involved in creating and authorising the new user will receive

a secure message via Corporate Online confirming the Westpac approval and that the user is

now available to use.

Westpac’s approval of the user task triggers this “welcome” process whereby a user is issued

with a welcome letter (which contains their customer number) and a PIN mailer (which

contains their temporary user password). Depending on their access, this user may require a

RSA SecureID® token (which is sent to a nominated administrator).

The welcome process goes as follows:

Westpac sends all newly approved users a “welcome” letter which contains the user’s

Corporate Online customer number. This is sent to the office mailing address of the user’s

primary office (or the office street address if no mailing address is specified).

The next day, Westpac sends each new user a PIN mailer. The PIN mailer contains the

user’s temporary user password. This is sent to the office mailing address of the user’s

primary office (or the office street address if no mailing address is specified).

If the user does not require a token…

Your new user can now access Corporate Online.

Your user should follow the sign in procedures in Introducing Corporate Online.

If the user requires a token…

Westpac sends an administrator pack to the administrator nominated to receive the

token for this user.

The pack is sent to the mailing address for the nominated administrator’s primary

office.

Follow the instructions in the letter included in the administrator pack to distribute

and enable the tokens for your new users.

For information on enabling tokens, see Procedure: Enabling a token on page 80


The first time your new user signs in they will need to set their user password,

some security questions, and activate their token if they’re issued with one (see

Introducing Corporate Online).

They will also receive a Welcome to Corporate Online secure message to help

them learn how to start using Corporate Online.


Use this procedure to amend the setup of a user.

You cannot amend a user’s name via Administration. See Procedure: Changing a user’s

name on page 62.


Local administrators cannot amend themselves to become super administrators

When amending a user’s access, make sure your organisation will still have enough users

with the right access to perform your usual activities such as payments.




Hint: If your organisation has a large number of users, do a search on the user’s given name

or surname.

2. Select the user you want to amend

then click the Amend user button.

If an amend user task already exists, Corporate Online displays a warning dialog.

To amend the user, select the existing task from the Pending task screen and amend it.

Corporate Online displays the Manage users — Summary screen.

The summary screen displays a list of sub-tasks covering all of the information currently

defined for this user. This list will include one or more of the following sub-tasks:


Details Change the name and address of this

user, their hours of access and the

primary office where their access fees

are billed to.

Details (user sub-task) on

page 63

List of

offices

Assign the offices this user has access

to. This affects which accounts, groups,

and services you can assign for each

particular application.

List of offices (user sub-

task) on page 65

List of

applications

Set which applications this user has

access. Adding or removing an

application will affect the list of sub-

tasks displayed.

List of applications (user



Administrati

on

Set this user as either a local or super

administrator. Local administrators

cannot make themselves super

administrators.

For local administrators, assign the

offices they have access to administer.


Online Customer


on page 66

Accounts

features

Set which Accounts features this user


Accounts workflows.


Online Customer


on page 66

Account

groups

Assign the account group/office pairs

that define how this user accesses

account information via Accounts .

List of account groups (user


Billing

statements

Assign the billing statements this user

can access with the Billing statements

feature

List of billing statements


Receipts

features

Set which Receipts features this user can

access.


Online Receipts (user sub-

task) on page 68

Receipt

services

Assign the receipt service/office pairs

you want this use to be able to use via

Receipts.

List of Receipt services on

page 68

Payments

features

Set which Payments this user can access,

and their authority level in Payments

workflows.

For users with cross-currency access,

assign the payment currencies they are

permitted to use.


Online Payments (user sub-

task) on page 69

Payment

accounts

Assign the payment account/office pairs

you want this user to be able to make

payments from via Payments.

List of payments accounts


Payment

services

Assign thepayment service/office pairs

you want this user to be able to process

payments and files with via Payments.

List of payment services


Online FX

features

Set which Online FX features this user


Online FX workflows.


Online FX (user sub-task) on

page 72

Online

Deposit

features

Set which Online deposit features this

user can access, and their authority level

in Online deposit workflows.


Online Deposits (user sub-

task) on page 72

Loans Assign the companies you that this user

to be able view their loans.


on page 73

3. To make an amendment, select a sub-task,


Make the amendments required (see User tasks — sub-task summary below for more details

on each of the sub-tasks), then click the Continue button.





If the changes you’re making mean this user’s need for a token is changing, a message

appears at the bottom of the summary screen. For example:

From the time the amend task is fully authorised until the time the user activates their

token, the user will not be able to access those applications that require token access.






Single

authorisation


Dual

authorisation



Authorising or rejecting a task on page 118).

Your users will have access to any newly assigned features, offices, etc the next time they

sign in.

Use this procedure to choose how a user will receive their token after you fully-authorise an

“Amend user” task.

We’ll assume you’ve just fully authorised the “Amend user” task (see Procedure:


Corporate Online displays the Assign token screen.

1. Select how you want the user to receive a token.

If you chose “Westpac to issue a new token”,

select the administrator to receive it from the drop down list,


Westpac sends an administrator pack to the nominated administrator using the

office address for that administrator’s primary office. That administrator should

follow the instructions in the letter included in the administrator pack to

distribute and enable the tokens for your new users.

If you chose to enable a token,

Enter the serial number from the back of the token,

then click the Enable token button.

Corporate Online displays a confirmation.

Issue the token to the user.

The next time your user signs in to Corporate Online, they will need to activate

their token by setting their token password (see Introducing Corporate Online).

If you cannot enable a token, you can still choose to have Westpac issue one.

Use this procedure to delete a user from your Corporate Online setup. If your organisation is

being charged access fees for a user, you will no longer be charged these once that user is

deleted (but you will be charged for the last month or part thereof).

A deleted user cannot be re-instated – if they require access again they must be recreated .

If the user had a token, ask them to return it as it can be re-issued to another user in the

future providing it has not expired.


We’ll assume you’re signed in and using the Administration application:



2. Select the user you want to delete…

then click the Delete user button.


3. Click the OK button to confirm you want to delete this user.

Corporate Online creates a delete user task and displays the Manage users – Delete user

screen. The user can continue to access Corporate Online until this task is fully authorised.

4. Review the details of the user to confirm this is the user you wany to delete. You may

authorise this task by clicking the Authorise now button.




Single

authorisation


then removes the User from your Organisation, then displays the

Pending tasks screen.

If the user had a token, ask them to return it as it can be re-issued

to another user in the future providing it has not expired. The

token expiry date can be found on the back of the token.

Dual

authorisation





Corporate Online allows Super Administrators to assign the Administraton application to

existing users. A form is provided at the end of the process for your Organisation’s

Executive officer(s) to authorise the user to be an administrator and for the new

administrator to be identified by Westpac.


Local administrators cannot upgrade a user to be an administrator





or surname.

2. Select the user you want to upgrade

then click the Upgrade user to Administrator button.

If an amend user task already exists, Corporate Online displays a warning dialog.

To amend the user, select the existing task from the Pending task screen and amend it.

Corporate Online displays the Manage users — Assign Online Customer Administration

screen.

(a) Select the authority level for this user for all Administration workflows (see Authorisation

User Roles: How many users? on page 12)

(b) Select the administrator role this user is to perform (Local and super administrators on

page 121).

If you selected Local administrator, select the offices the local administrator will administer.

For example:

Local administrators will only see offices they have access to.

Click the Continue button.

Corporate Online displays the Manage users — Summary screen.

4. Review the details of the access given to the Administrator, to make changes click Amend.






Single

authorisation


Dual

authorisation




5. If the user requires a token, Corporate Online displays the Assign token screen.

Select the administrator to receive the token from the drop down list


This user’s token will be delivered to the office address for the primary office of the

nominated administrator. This address is displayed under the administrator’s name.

The nominated administrator is responsible for distributing the token to the user and

enabling the token .

6. Corporate Online displays the Confirmation — Corporate Online User confirmation screen.

If the users access requires approval by your Organisations Executive officers or they are

required to be Identified by Westpac, click the Print the User applicafion form button and

follow the instuctions.

This task will require Westpac to approve the creation of the user.

7. You can check the process of the creation task on the Pending tasks screen. The user task


Once Westpac has approved the User task, the task will disappear off the pending tasks list

when it is approved. This user will then appear in the Manage user — List of user screen.

The Administrators who were involved in creating and authorising the new user will receive

a secure message via Corporate Online confirming the Westpac approval and that the user is

now an Administrtor.

Corporate Online does not allow administrators to change user names in Administration.

Only Westpac can effect name changes.

If you need to change a user’s name (e.g. as a result of a marriage), contact your Westpac

representative, who can supply you with the details of the supporting documentation

required.

To make working with a “Create user” and “Amend user” task easier, account details and

access are broken down into a number of sub-tasks, each dealing with one aspect of

Corporate Online.

See Procedure: Creating a user on page 48 for information on creating a user (“Create

user” task) or Procedure: Amending a user on page 53 amending a user. (“Amend user”

task).

Remember that some user sub-tasks may affect whether the user needs a token.

Details (user sub-task)

The Details sub-task allows you to amend the following:

Field Notes

Title Select the user’s title from the drop down list.

User given

name (s)

Enter the user’s given names.

Please take care to enter the user’s name correctly. You cannot change

a user’s name using these Administration screens (see Procedure:

Changing a user’s name on page 62).

User surname Enter the user’s surname.

Work email Enter your user’s email address. This field is not compulsory and the

information is not currently used by Westpac.

Work phone Enter your user’s work telephone number. This field is not compulsory

and the information is not currently used by Westpac.

Fax Enter your user’s fax number. This field is not compulsory and the


Field Notes

Mobile Enter your user’s mobile number. This field is not compulsory and the


Job title Enter the job title of the user within your Organisation.

Primary office

for mailing

Select the office to which this user’s access fees are to be billed.

All Westpac mail to this user (e.g. the user’s welcome letter and PIN) is

sent to the current mailing address for this office as per the office’s entry

in Administration.

Westpac

Relationship

Manager

Enter the name of your Westpac Relationship Manager (primary contact

within the Bank). If not know enter “Unknown”.

Hours of

availability

This option allows you to restrict the days of the week and hours that

each user can access Corporate Online. Limited access is available

within the specified hours Monday through Friday, regardless of public

holidays or specific days of the week. Limited access users cannot

access Corporate Online on weekends. All times are local time based on

the Primary Banking Relationship of your Organisation, i.e.: Australia,

New Zealand, Papua New Guinea or Fiji.

User expiry This option allows you to specify the last day on which this user can

access Corporate Online. This is useful for contract employees or limited

term secondments. After expiry, the user’s access can be extended (or

made unlimited) by amending the user. Note that user access fees are

still charged until the user is deleted.

And the user’s personal information…

Field Notes

Personal address Enter the user’s home address.

Westpac will not use this address for mailing: it is used only for

identity verification purposes when a user calls the Corporate Help

Desk.

State

Postal code

Country

Date of birth Enter the user’s date of birth.

This personal information is used for security verification purposes by the

organisation’s Corporate Online Administrators and/or when the user calls the

Corporate Help Desk, for example to request a password reset.

List of offices (user sub-task)

The list of offices sub-task allows you to assign the offices this user can work in. This can be

done either by selecting an existing user (and copying the offices under their profile) or by

selecting from a list of offices assigned to the organisation:

The offices assigned in this sub-task will affect which payment accounts, account groups,

and services you can assign to this user.

When amending a user’s access, removing an office may mean access assigned by other sub-

tasks is also affected. When you go to amend an affected sub-task you may get a warning

that some access has been removed (by the system).

For information on using Administration’s assignment lists, see Working with assignment

lists on page 142.

List of applications (user sub-task)

The list of applications sub-task defines at the highest level what your user can do in

Corporate Online. For example:

Only those applications chosen by your organisation are listed.

Adding or removing applications will change the list of sub-tasks you can work with for this

user. For example, if you add the Accounts application, you’ll also have to complete a

Account features sub-task and a List of account groups sub-task.

For information on using Administration’s assignment lists, see Working with assignment

lists on page 142.

Application features, Online Customer Administration (user sub-task)

Use the Administration sub-task to set a user’s access to Administration.

(a) Select the authority level for this user for all Administration workflows (see Authorisation

User Roles: How many users? on page 12)

(b) Select the administrator role this user is to perform (Local and super administrators on

page 121).

If you selected Local administrator, select the offices the local administrator will administer.

For example:

Local administrators will only see offices they have access to.

Application features, Online Accounts (user sub-task)

You have assigned the Accounts application to this user. Use this sub-task to set the user’s

authority level and which Accounts features they will access.

(a) Select the authority level for this user for Accounts workflows (e.g. for Stop cheques). For

example:

For more information, see Authorisation User Roles: How many users? on page 12.

(b) Tick each of the Accounts features you want this user to be able to access. For example:

Only those features chosen by your organisation are listed.

For information on how your users will access the Accounts features you choose,

see Accessing Accounts features on page 74

List of account groups (user sub-task)

You have assigned the Accounts application to this user. Use this sub-task to assign the

office/account group combinations for use in accessing account information.

(a) Assign account groups for the user ( Working with assignment lists on page 142).

For example:

Account group names include their currency and their office.

Account groups are only shown for those offices assigned to this user. If an office is not

showing up, assign it to this user with the List of offices screen, then return here and assign

the relevant account groups.

Local administrators will see only those offices they have access to (see

Manage users — Choose account groups screen on page 123)

List of billing statements (user sub-task)

You have assigned the Accounts application and the Billing statements feature to this user.

Use this sub-task to set which Billing statement arrangements they will access.

(a) Assign billing statements for the user ( Working with assignment lists on page 142).

For example:

All billing statement arrangements for your Organisation are shown. Unlike accounts or

services, billing statements are not assigned within an office.

Application features, Online Receipts (user sub-task)

You have assigned the Receipts application to this user. Use this sub-task to set which

Receipts features they will access.

(a) Tick each of the Receipts features you want this user to be able to access.


For information on how your users will access the Receipts features you choose, see

Accessing Receipts features on page 75.

List of Receipt services

You have assigned the Receipts application to this user. Use this sub-task to assign the

office/receipt services combinations for use in accessing receipts information.

(a) Assign receipt services for the user ( Working with assignment lists on page 142).

For example:

Receipt services are only shown for those offices assigned to this user. If an office is not

showing up, assign it to this user with the List of offices screen, then return here and assign

the relevant receipt services.

Local administrators will see only those offices they have access to.

Application features, Online Payments (user sub-task)

You have assigned the Payments application to this user. Use this sub-task to set which

Payments features they will access.

(a) Select the authority level for this user for all Payments workflows. For example:

If your Payments application is set up to use both single and dual authorisation,

and you use a security option that includes secondary authorisers, remember that any

users given an authority level of secondary authoriser will NOT be able to authorise

things in those Payments workflows using single authorisation.


(b) Tick each of the Payments features you want this user to be able to access. For example:


For information on how your users will access the Payments features you choose,

see Accessing Payments features on page 75.

(c) Enter the authorisation limits for this user.

Field Notes

Payment daily limit Enter the maximum amount the user can authorise, for any

calendar day.

Payment transaction limit Enter the maximum the user will be allowed to authorise, for

any single payment.

File daily limit Enter the maximum the user will be allowed to authorise, for

file imports, for any calendar day.

File individual transaction

limit

Enter the maximum the user will be allowed to authorise for

file imports, for any single transaction within a file.

Authorisation limits apply only to the authorisers. There are no limits to the size or volume

of transactions that may be created, even by a creator/authoriser; the restrictions apply only

to the authorisers authorising those payments.

For non-AUD payments, the day’s rate sheet is used to calculate the AUD value.

For future dated payments, the daily limit is taken into account on the day that the payment

(or file) is authorised, not on the value date of the payment.

Payment limits covers all beneficiary payments (including tax payments) and BPAY

payments. However, Transfer Funds between your organisation’s own accounts within the

same Office are not included (exempt) in the payment limits.

File limits cover all import files, including those created with File creation. Corporate

Online treats direct debits in exactly the same manner as direct credits: the absolute value of

each transaction is included in the limit calculation.

If you selected the cross-currency feature, Corporate Online displays the Choose payment

currencies screen.

Assign those payment currencies you want this user to be able to make payments in

( Working with assignment lists on page 142). You can assign only those currencies

available at the organisation level. For example:

List of payments accounts (user sub-task)

You have assigned the Payments application to this user. Use this sub-task to assign the

office/account combinations for use in making payments.

(a) Assign accounts for the user ( Working with assignment lists on page 142). For example:

Accounts are only shown for those offices assigned to this user. If an office is not showing

up, assign it to this user with the List of offices screen, then return here and assign the

account.

If you want this user to be able to make payments from a particular account in more than one

office, you need to assign an account/office pair for each office.


List of payment services (user sub-task)

You have assigned the Payments application to this user and also some features that require

payment services (e.g. commercial cards, import files, file creation). Use this sub-task to

assign the relevant office/import service combinations.

(a) Assign payment services for the user ( Working with assignment lists on page 142).

For example:

Services are only shown for those offices assigned to this user. If an office is not showing

up, assign it to this user with the List of offices screen, then return here and assign the

service.

If you want this user to be able to use a service in more than one office, you need to assign a

service /office pair for each office.


Application features, Online FX (user sub-task)

You have assigned the Online FX application to this user. Use this sub-task to assign which

Online FX features they will access.

(a) Select the authority level for this user for FX. For example:


(b) Tick each of the FX features you want this user to be able to access. For example:


Application features, Online Deposits (user sub-task)

You have assigned the Online Deposits application to this user. Use this sub-task to assign

which Online Deposits features they will access.

(a) Select the authority level for this user for all Online Deposits workflows. For example:

(b) Tick each of the Online Deposits features you want this user to be able to access.


For information on how your users will access the Online Deposits features you choose,

see Accessing Online Deposit features on page 78.

(c) Enter the authorisation limits for this user.

Field Notes

Principal disbursement

daily limit

Enter the maximum amount the user can authorise, for any

calendar day for any term deposit maturity disbursement to an

account not linked to your Corporate Online service.

Payment disbursement

transaction limit

Enter the maximum the user will be allowed to authorise, for

any term deposit maturity disbursement to an account not

linked to your Corporate Online service.

Authorisation limits apply only to the users who have an authority level that includes

authoriser and who have been assigned the “Disbursement principal to other bank at

maturity” feature.


You have assigned the Loans application to this user. Use this sub-task to assign the

companies for which you want the user to view loan information for.

(a) Assign loans for the user ( Working with assignment lists on page 142). For example:

Please note, when access to the Loans application is provided to a user, all of the loans held

by your Organisation are automatically assigned and cannot be removed.


The following table describes how your users will access the Accounts features you assign to

them in Administration.

Accounts Feature How to access this feature Menu items

Transaction information Use the Accounts screens or scheduled reports to view

up to 24 months of transaction information

Current data update View intraday transactions on an Accounts screen by

clicking the Update button. May incur fees.

Account statements Use the Statement tab on account screens to access the

previous 7 years worth of account statements

Voucher images Use links on the transaction detail screens to access

voucher images for paper-based transactions.

May incur fees.

Export transaction

information

Use the Export accounts screen to download accounts

data (from a schedule) to a local or network drive.

Merge export files Use checkboxes to select more than one export file and

merge them as you download. Always check the

systems importing these files support merged data.

Manage account export

schedules

Use the Manage export schedules screen to create and

amend export schedules.

On-demand

schedules

This feature allows you to select a file “on demand” for

same-day download. May incur fees

Manage stop cheques Use the Manage stop cheques screen to create, amend,

delete, and monitor stops on presented cheques.

May incur fees.

View, print and export

billing statements

Use the billing statements screen to view up to 24

months of billing statements and to export billing

statement data.

Users need access to at least one billing statement

arrangement to use this feature.

View and print account

segmentation information Use the View segments screen to view an account

with a segmentation arrangement as segments.

Create and view scheduled reports on segments.

Adjustments Use the Create adjustment button on the Manage

segment transactions screen.

Move transactions Use the Move transactions button on the Manage


Split transactions Use the Split transaction button on the Manage


Accounts Feature How to access this feature Menu items

Manage segment level

segmentation setup

Use the Manage segment setup screens to create,

amend, and delete segments and assign users to them.

Manage account

level segmentation

setup

Use Manage segment setup screens to create

segmentation arrangements and use other setup tasks

Export account

segmentation information

Use the Export segments screen to export segment

data that has been prepared for export.

Prepare segment accounts

for export

Use the Export segments screen to make requests to

prepare data for export.

Any authoriser role Use the Authorise screen to authorise stop cheque

requests

The following table describes how your users will access the Receipts features you assign to

them in Administration.

Receipts Feature How to access this feature Menu items

View and print receipt

information Use the Receipts screens and scheduled reports to view

up to 24 months of receipt information

Voucher images Use links to access voucher images for paper-based

transactions. May incur fees.

Available only for RECall paper-based remittances.

View and print

commercial card

information

Use the Cards screens and scheduled reports to view up

to 24 months of commercial card transactions and

balances

Export Use the Export screen to download data to a local or

network drive.

Merge export files Use checkboxes to select more than one export file and

merge them as you download. Always check the

systems importing these files support merged data.

The following table describes how your users will access the Payments features you assign

to them in Administration.

Payments Feature How to access this feature Menu items

Transfer funds Use the Transfer funds screens to create a transfer to

move funds between Westpac accounts in the same

currency within the same office.

Commercial cards Use the Transfer funds screens to create a transfer to

move funds between a Westpac AUD account domiciled

in Australia and a Westpac Commercial credit card.


BPAY Use the BPAY screens to create BPAY payments and

manage BPAY billers

Existing beneficiary

payments

Use the beneficiary payments screens to create

payments to existing fully-authorised beneficiaries or to

create tax payments.

New beneficiary

payments

Use the beneficiary payments screens to create

payments to new beneficiaries.

Manage beneficiary

details

Use the option to save beneficiary details when making

new beneficiary payments.

Use the beneficiary screens to manage the beneficiaries

for those offices you have access to (in the currencies

you have access to or in the currency of the accounts

you have access to).

Cross-currency

payments

Use the beneficiary payments screens to create cross-

currency payments using the organisation’s foreign

exchange options in the currencies assigned to the

creator.

Vostro payments Use the beneficiary payments screens to create

payments to Vostro accounts.

If the user has any of the

transfer funds, beneficiary

payments, BPAY features

Use the pending payments screen to track transfers and

payments created with the above features

Use the reports screens to create then view reports on

payment activity.

Use the payment status screen to look up the status of

payments after processing by the Bank

Use the export screen to export payment details.

Manage file templates Use the option to save payment files created using file

creation as templates for creating other payment files.

Use the manage templates screen to create templates.

Import payment files Use the import file screen to import a payment file to

make payments using Direct Entry or the Payment

Processing Service.

Make amendments to

imported files (NZ

Direct Entry only)

Use the file creation screen to make changes to New

Zealand Direct entry files after import.

Create payment files

with templates

Use the File creation screen to create a payment file

from a fully authorised template to make payments

using a direct entry service.

Create payment files

without templates

Use the File creation screen to enter data to create a

payment file to make payments using a direct entry

service.


If the user has any of the

import files or create

payment files features

Use the pending payments screen to track payment files

created with the above features.

Use the reports screens to create then view reports on

payment activity.

Use the file status screen to look up the status of files

after processing by the Bank

Use export to download the exception and disbursement

reports generated following processing of a fully-

authorised payment file.

Extendable cut-offs Use this feature to submit certain types of AUD

payments and DE files after the usual cut-off time but

before the extended cut-off time. May incur fees in

addition to the usual transfer and payment fees.

Any authoriser role Use the authorise screen to authorise payments, files and

other payment tasks.

To authorise payments (including BPAY) a user needs

access to the office in which the payment was created,

the debit account, the payment currency, and at least one

of the payments features (existing beneficiary payments,

new beneficiary payments, or BPAY).

To authorise payment files a user needs access to the

office in which the file was created/imported, the import

service, and the import payments feature.

To authorise other tasks (e.g. beneficiaries or templates)

a user needs access to the feature used to create the task

and the office in which the task was created.

A user’s role (e.g. primary or secondary) may mean they

cannot authorise a particular task, depending on who

created it, who first-authorised it, and your

organisation’s authorisation model and security options

What other access is required to use a Payments feature?

In order to use payment features, your users also require access to the facilities listed in the

following table:

To use a Payments feature…Payments

Feature

You also need access to…

Transfer funds An office

two payment accounts

Commercial Cards An office

An account held with Westpac Australia in AUD

A Westpac Commercial Card payment service

BPAY An office

an account held with Westpac Australia in AUD

Existing beneficiary payments An office

To use a Payments feature…Payments

Feature

You also need access to…

New beneficiary payments a debit account

Manage beneficiary details an office

Cross-currency payments a beneficiary or manage payments feature

the destination currency for the payment

Vostro payments a beneficiary payments feature

an office

an account domiciled in the same country and currency

as the vostro account

Manage file templates an office and the direct entry services for the templates

Import payment files an office

an import service that matches the payment file

a debit account (NZ DE only)

a trace account (if required)

Make amendments to imported files

(NZ Direct Entry only)

Create payment files with templates

Create payment files without templates

Extendable cut-offs a beneficiary payment or payment file feature

The following table describes how your users will access the Online Deposit features you

assign to them in Administration.

Online Deposit Feature How to access this feature Menu items

Get quotes for term

deposits Use the Manage quotes screens to obtain an interest rate

for a term deposit account

Manage term deposits Use the Manage screens to create a request to open a

term deposit for a quoted rate, to amend or delete

unauthorised requests, and to provide maturity

instructions for term deposit accounts

Disburse principal

to other bank at

maturity.

Use the Enter Maturity Instructions screens to disburse

the principal of a maturing term deposit to an account

not linked to your Corporate Online service

Any authoriser role Use the authorise screen to authorise tasks created in

those workflows in which you play an authoriser role.

To allow you to manage security for your Corporate Online users, Administration includes

the following user security functions:

enable tokens

reset user passwords

reset user security keywords

lock and unlock users.

These are implemented using user security tasks and are managed using the user security

workflow except for reset security keywords which is not subject to a workflow and does not

require authorisation.

The user security workflow is separate from the workflow for other administration tasks and

can use a different authorisation model to the rest of administration.

The authorisation model your organisation has chosen for user security affects what user

security tasks you can perform and how you need to go about performing them.

Authorisation model How user security works

Nil

authorisation Any one administrator with creator or creator/authoriser

access can perform a user security task on their own.

Administrators with authoriser only access cannot perform user

security functions under this authorisation model.

or

Single or Dual

authorisation

Under this authorisation model, it may take two or three

administrators to effect a password reset.

Any administrator with creator or creator/authoriser access can

create a user security task. This task must be fully authorised

before it takes effect. For password resets, whoever fully

authorises the task must notify the user of their new password.

The usual local/super administrator rules apply to authorising

user security tasks. This means, for example, if a super

administrator creates a reset password task, a local

administrator cannot authorise it and give the user their new

password.

Each user can have only one user security task in the workflow

at a time, so always authorise tasks promptly.

If a user phones the Corporate Help Desk for a password reset

while an unauthorised or partly authorised user security task is

in the workflow, the help desk can override that task and

perform a password reset (e.g. if you cannot find an

administrator to authorise the task).

As you can see, nil authorisation is the most convenient and most efficient authorisation

model for user security .

To change the authorisation model your organisation uses for user security, ask your

Westpac representative for a Corporate Online Organisation Amendment Form

(Applications and Features).

It is not possible to set up administrators who have access only to the user security features.

However, if you set up a local administrator as a creator only with access to no offices, then

that administrator can perform the user security functions such as resetting passwords under

a nil authorisation model.

This may be appropriate if your organisation wants, for example, to allow your help desk

staff to be able to provide Corporate Online password resets and security keyword resets, but

not administer Corporate Online.

Creator only local administrators with no offices would still be able to view user and account

details, but would not be able to amend them. They would still be able to create amend user

tasks, but these would require authorisation under your administration authorisation model.

Corporate Online allows administrators to enable tokens for their users. You can enable any

Corporate Online token you have on hand that isn’t currently enabled for another user.

The ability to enable tokens means you can swap tokens between users and re-use tokens

that you retained from users that no longer needed them (e.g. because they’re leaving your

organisation or changing job roles).

Be sure to keep any spare tokens in a secure place.

If you create a new user or amend a user’s access but don’t have a token to enable for them,

you always have the option to request Westpac issue a new token for that user.

Use this procedure to enable a token you’ve just issued to a user. You can use this

procedure to enable tokens you have on hand or tokens sent to you by Westpac, including

tokens for new or amended users and replacement tokens (for tokens due to expire).

To perform this procedure you’ll need creator and authoriser access to Administration and a

user role of either Super administrator or Local administrator.



Corporate Online displays the Manage users screen.


or surname.

2. Select the user you’re enabling the token for,

then click the Token security button.

Corporate Online displays the Token security screen.

This screen shows the details of this user’s current token.

3. Enter the serial number from the back of the token you have issued to this user.

Select the reason for the replacement, then click the Enable token button.

Corporate Online creates an Enable token task for the selected user.

What happens next depends on the authorisation model you are using for user security.

Authorisation model

for User security

Next step…

Nil

authorisation

Corporate Online displays the enable token confirmation

screen. Go to step 4.

Single

authorisation

Corporate Online displays the

Manage users – Enable token

screen.

Review the details of the user and

token serial number. You may

authorise this task by clicking the

Authorise now button.


enable token confirmation screen.

Go to step 4.

Authorisation model

for User security

Next step…

Dual

authorisation


Manage users – Enable token

screen.

Review the details of the user and

token serial number. You may

authorise this task by clicking the

Authorise now button.

Corporate Online updates the task

status to Partially authorised, then

displays the Pending tasks screen.

This task must now be fully

authorised.

See Procedure: Authorising or

rejecting a task on page 118

4. When the Enable token task is fully authorised, Corporate Online displays a confirmation.

Notify your user that they can now user their new token.

The next time your user signs in to Corporate Online, they will need to activate their

token by setting their token password (see Introducing Corporate Online).

5. Click the Continue button.

If a user fails to enter a correct password on three successive attempts, Corporate Online will

lock their customer number until their password is reset as a security measure.

Corporate Online allows administrators to reset user passwords (within the restrictions of

your organisation’s user security authorisation model). Your users may also call the

Corporate Help Desk to request a sign-in password reset, if an administrator is not available.

Your organisation’s security policy should describe how you go about verifying the identity

of a Corporate Online user requesting a password reset.

When a reset password task is fully authorised, Corporate Online issues a temporary user

password which your user will need to use to sign in to Corporate Online. They will then

have to enter a new user password before they can access Corporate Online.

Users who have a token may reset their own password using the “Forgotten your password”

link found on the Corporate Online sign-in page.

Token passwords must always be reset by calling the Corporate Help Desk.

Use this procedure to reset a user password.

To perform this procedure you need creator or creator/authoriser access to Administration.

Before you begin, verify the identity of the user requesting the password reset,

as per your organisation’s security policies.



Corporate Online displays the Manage users — List of users page.

Hint: Use the searching and sorting features to find the user requesting the password reset.

2. Select the user requesting a password reset,

then click the User security button.

Corporate Online displays the Manage users — Sign in security screen.

3. Click the Reset password button.

Corporate Online creates a Reset password task for the selected user.

What happens next depends on the authorisation model you are using for user security.

Authorisation model

for User security

Next step…

Nil

authorisation

Corporate Online displays the password confirmation screen.

Go to step 4.

Authorisation model

for User security

Next step…

Single

authorisation


Manage users – Reset

password screen.

Review the details of the user

to confirm this is the user you

want to reset the sign-in

password for. You may

authorise this task by clicking

the Authorise now button.


password confirmation

screen.

Go to step 4.

Dual

authorisation


Manage users – Reset

password screen.



want to reset the sign-in

password for. You may



Corporate Online updates the

task status to Partially

authorised,

then displays the Pending

tasks screen.


authorised.

See Procedure: Authorising

or rejecting a task on page

118

4. When the task is fully authorised, Corporate Online displays a password reset confirmation

screen. For example:

Notify your user of the temporary sign in password displayed on the confirmation screen.

Your user will need to enter this temporary password number twice, once to sign in and once

when Corporate Online prompts them to enter a new password.

It is a good idea to either have the user write the new password down, or, if they’re on the

phone, stay on the line with them until they have changed their password successfully and

can access Corporate Online.

The sign-in password must be entered in exactly the same way as it is displayed.

UPPER CASE letters must be entered in UPPER CASE.

5. When your user is successfully signed in, click the Continue button.

Corporate Online allows administrators to reset the security keyword for a user.Your users

may also call the Corporate Help Desk to request a security keyword reset, if an

administrator is not available.

When a reset security keyword task is created it does not require authorisation. Corporate

Online clears the record of the last held security keyword for the user and they will then

have to enter a new security keyword the next time they sign-in to Corporate Online.

Use this procedure to reset a user security keyword.

To perform this procedure you need creator or creator/authoriser access to Administration

and a user role of either Super administrator or Local administrator.

Before you begin, verify the identity of the user requesting the security keyword reset,

as per your organisation’s security policies.



Corporate Online displays the Manage users — List of users page.


2. Select the user requesting a password reset,



3. Click the Reset security keyword button.

Corporate Online resets the security keyword for the selected user, and displays a

confirmation screen. The selected user will be prompted to establish a new security keyword

the next time they sign-in to Corporate Online.

4. Click the Continue button from the confirmation screen

Locking users is an easy way to temporarily suspend a user’s access to Corporate Online for

security reasons. A user that is “locked” cannot access Corporate Online.

Typical reasons for locking a user include:

suspending a user’s access while they are on leave

suspending a user’s access while they are under investigation.

It is important to remember that while a user is locked, your organisation is still charged a

fee for that user’s access to Corporate Online. For this reason, if a user is leaving your

organisation or going on extended leave (e.g. twelve months maternity leave), you should

delete them from Corporate Online rather than just locking them. However, always balance

this against the effort of having to recreate them and their access when they return.

Use this procedure to lock a user’s Corporate Online access.




Corporate Online displays the Manage users — List of users page. For example:


2. Select the user you need to lock out of Corporate Online,



3. Click the Lock user button.

Corporate Online display the Instructions screen.

4. Select the reason for the lock…

then click the Lock user button.

Corporate Online creates a Lock user task for the selected user.

What happens depends on the authorisation model you are using for user security.

Authorisation model

for User security

Next step…

Nil

authorisation

Corporate Online displays the lock confirmation screen.

Go to step 5.

Single

authorisation


Manage users – Lock user

screen.



want to lock. You may




lock confirmation screen. Go

to step 5.

Dual

authorisation


Manage users – Lock user

screen.



want to lock. You may





authorised, then displays the



authorised.



118

5. When the task is fully authorised, Corporate Online displays a confirmation screen.


Corporate Online locks the user and denies them access to Corporate Online.

Use this procedure to unlock a user’s access.

If the user is locked because of too many unsuccessful sign in attempts, you cannot unlock

them: you must reset their password. See Procedure: Reset a user password on page 83.




Corporate Online displays the Manage users — List of users page. For example:


2. Select the user you need to lock out of Corporate Online,



3. Click the Unlock user button.

Corporate Online creates an Unlock user task for the selected user.

What happens depends on the authorisation model you are using for user security.

Authorisation model

for User security

Next step…

Nil

authorisation

Corporate Online displays the unlock confirmation screen.

Go to step 4.

Single

authorisation


Manage users – Unlock user

screen.



want to unlock. You may




unlock confirmation screen.

Go to step 4.

Dual

authorisation


Manage users – Unlock user

screen.



want to unlock. You may





authorised, then displays the



authorised.



118

4. When the task is fully authorised, Corporate Online displays a confirmation screen.


Corporate Online unlocks the user and allows them to access Corporate Online.

Manage accounts provides a convenient way to add and amend the accounts you’re using in

Corporate Online.

Manage accounts allows you to add accounts held with Westpac Australia that are owned by

your organisation or a third party under a Corporate Online Third Party Master Agreement

to Corporate Online without any paperwork. You are able to assign these Westpac Australia

accounts to users and groups in the same process as adding them to your organisation.

You can also add accounts owned by a third party, but the account holder(s) will need to

complete a Corporate Online Third Party Access Authority for these accounts before

Westpac can add them to your Corporate Online. You can print this authority after fully-

authorising the task adding them.

What is a third party account?

When adding an account to Corporate Online, an account is considered a third party account

if the organisation adding the account to Corporate Online is a different legal entity to the

legal entity that owns the account.

Accounts owned by subsidiaries are considered third party accounts even if the subsidiary is

fully-owned because the subsidiary is a separate legal entity to the parent legal entity.

If you are unsure why Corporate Online is describing an account as a third party account,

please discuss this with your Westpac representative.

How do I add accounts held with Westpac New Zealand, Westpac Papua New

Guinea, Westpac Fiji or Alliance banks?

To add accounts held with Westpac New Zealand, Westpac Papua New Guinea, Westpac

Fiji or held with Alliance banks, complete a Corporate Online Organisation Amendment

form, available from your Westpac representative. See Amending your organisation’s setup

on page 25.

Amending account access allows you to change the account descriptions used in Corporate

Online and which applications and features the account is enabled for (e.g. Accounts,

Payments, Stop cheques).

You can amend which account groups an account is included in but not which users have

access to an account group. Use Manage user to assign account groups to each user

individually (see Procedure: Amending a user on page 53 ). To create a new group, see

Procedure: Amending an office on page 42.

You can also assign an account as a payment account to any user that already has access to

at least one payment account. Use Manage user to assign the first payment account to a user

(see Procedure: Amending a user on page 53)

Account statement delivery methods – stop receiving statements by mail

If your organisation has access to an account statement via Corporate Online and that

account is in your organisation’s name, you may choose to amend the delivery method of

that bank statement to Online only to stop receiving paper copies in the mail. Alternatively,

the bank statement delivery method can be reinstated from Online only to Mail and Online.

Requests to alter the above delivery methods in Corporate Online must be fully authorised

by the second Friday of each month and take effect from the start of the next month*.

Requests received after this date will be processed at the end of the following month.

Changes to delivery method are not connected to the statement frequency. For example, if a

statement is issued daily, it will continue to be issued daily until the change request is

processed.

* requests received during the month of December are processed at the end of January.

Use this procedure to add accounts held with Westpac Australia or a third party under a

Corporate Online Third Party Master Agreement (e.g. trading bank accounts, cheque

accounts, term deposits, foreign currency accounts) to your Corporate Online setup.

For accounts held with Westpac New Zealand, Westpac Papua New Guinea or with Alliance

banks, see Amending your organisation’s setup on page 25.




1. From the left-hand menu, select Manage > Accounts.

Corporate Online displays the Manage accounts screen.

2. Click the Add accounts held with Westpac Australia button.

Corporate Online displays the Add acount held with Westpac Australia screen.

3. Enter the account details of the account to add ,

then click the Search button.

Corporate Online validates the account and displays the details sub-task.

This screen may say you ‘cannot add the account to Corporate Online’. If you're not sure

why you cannot add a particular account, please ask your Westpac Representative.


Details Amend the description of the account

used in Corporate Online

Enable the account for Accounts,

Payments, Stop Cheques etc.

Manage the Bank account statement

delivery method.



Accounts

groups

Amend which account groups this

account belongs to

Online Accounts groups


page 99

Payments

users

Amend which users have access to

this account as a payment account



page 100

Make the amendments required, then click the Continue button.

Corporate Online displays the Manage accounts — Summary screen.


Any changes will not take effect until the whole “Add accounts” task is fully authorised.






Single

authorisation



Dual

authorisation






Use this procedure to print a third party access authority after you fully authorise an “Add 3rd

party account” task. The authority must be signed by the account holder(s) and sent to

Westpac before we will approve the adding of these accounts to your Corporate Online

setup.

We’ll assume you’ve just fully authorised an “Add 3rd

party account” task.

Corporate Online displays the Print a third party access authority screen.

1. Click the Print 3rd

party access authority button.

Corporate Online launches a window displaying a Corporate Online Third Party Access

Authority covering the accounts included in the task.

2. Print the authority as you would any page displayed by your internet browser.

When you’ve printed the form, close the window.

3. Back on the Print a third party access authority screen, click the Continue button.

Corporate Online displays the Pending tasks screen.

4. Arrange for the account holder(s) to complete, sign, and date the Corporate Online Third

Party Access Authority you have printed, as per the instructions printed on the authority.

Return the completed, signed, and dated form to Westpac, as per the instructions printed

on the authority.

To reprint the authority, see Procedure: Reprinting a third party access authority on page

95.

Once Westpac receives the form and approves the addition of the third party accounts,

you will receive a secure message to let you know the accounts are available in Corporate

Online.

Once an account has been added to your Corporate Online setup, you can add it to account

groups and assign it to users (see Procedure: Amending access to an account on page 96).

Use this procedure to reprint the Corporate Online Third Party Access Authority for a

pending “Add 3rd

party accounts” task.


1. From the left-hand menu, select Manage > Pending tasks.

Corporate Online displays the Pending tasks screen.

2. Select a task type of Accounts and locate the relevant “Add 3rd

party account” task.

3. Click the task link. For example:

Corporate Online displays a print preview window showing the details of the task.

4. Click the Reprint 3rd

party access authority button.

Corporate Online displays a Corporate Online Third Party Access Authority covering the

accounts included in the task.

5. Print the authority as you would any page displayed by your internet browser.

When you’ve printed the form, close the window.

Use this procedure to amend the access and details of an account, including the description,

which applications it’s enabled for, the account groups it’s included in, and the users that

have it assigned as a payment account.


Local administrators cannot amend an account’s details; they can only assign an account if it

has already been similarly assigned within the offices they have access to.

When amending access to an account, make sure your organisation will still have enough

users with the right access to perform your usual activities such as payments.


1. From the left-hand menu, select Manage > Accounts.

Corporate Online displays the Manage accounts — List of accounts screen.

2. Select the account you want to amend the access for,

then click the Amend account access button.

If an accounts task already exists, Corporate Online displays a warning. To amend the

account, select the existing task from the Pending task screen and amend it.

Corporate Online displays the Manage accounts — Summary screen.

This screen shows some basic details of the account selected, a list of sub-tasks that can be



Details Amend the description of the account

used in Corporate Online

Enable the account for Accounts,

Payments, Stop Cheques etc.

Manage the Bank account statement

delivery method.



Accounts

groups

Amend which account groups this

account belongs to

Online Accounts groups


page 99

Payments

users

Amend which users have access to

this account as a payment account



page 100










Any changes will not take effect until the whole “Amend accounts” task is fully authorised.






Single

authorisation



Dual

authorisation






To make working with an “Amend account” task easier, account details and access are



creating an “Amend accounts” task.

Details (Amend account sub-task)

The Details sub-task allows you to amend the following:

Field Notes

Account description This is the description used on Corporate Online screens.

Enabled for Online

Accounts?

Select Yes to allow this account to be assigned to Account

groups for viewing, exporting et cetera in the Accounts

application

Field Notes

Enabled for Stop

cheque?

Select Yes to allow the Stop cheque feature in the Accounts

application to be used to request stops on cheques drawn against

this account.

Account segmentation

enabled?

Select Yes to make this account available for segmentation.

See Using Account Segmentation on the Accounts user guide

page for information on defining a segmentation arrangement.

Real-time enquiries

available?

This field indicates whether the Accounts Current data update

feature will work with this account. You cannot amend this field.

Enabled for Online

Payments?

Select Yes to allow this account to be assigned as a payment

account for use in the Payments application.

Bank account

statement delivery

method

Choose the delivery method for this bank account statement.

If this account is not in your Organisation’s name or is closed,

you will not be able to amend the delivery method.

Depending on type of account you are working with, you may not be able to amend all of

these fields. If you need more information as to why, contact your Westpac representative.

New Zealand organisations or Papua New Guinea organisations can only use this screen to

enable a trans Tasman or trans Pacific account for Online Payments if they already have at

least one trans Tasman or trans Pacific account enabled for Online Payments. To enable

your first “trans Tasman” or “trans Pacific” account for Payments, please contact your

Westpac representative.


Online Accounts groups (Amend account sub-task)

The Online Accounts groups sub-task allows you to assign an account to any of the existing

account groups (of the correct currency).

The left-hand pane contains a list of all possible account group/office combinations that this

account has not yet been assigned to.

Users with access to an accounts group will not see the amended account list until the next

time they sign in to Accounts. Any export schedules or print schedules reporting on

amended groups will report on the amended group list in the next reporting cycle.

Local administrators can only assign an account to groups if the selected account has

previously been assigned to a group in one of the offices they have access to


Online Payments users (Amend account sub-task)

The Online Payments users sub-task allows you to assign the account as a payment account

to users.

The sub-task screen shows all of the valid user/office pairs for the selected account.

This includes all possible combinations where:

the user has access to the Payments application AND

the office has access to the Payments application AND

the user has access to the office.

When a user/office pair is assigned, that user can use the selected account in that office.

Local administrators can only assign a payment account if the selected account has

previously been assigned as a payment account at least once in one of the offices they

have access to (see Manage accounts: Choose Online Payments users on page 126).

Manage billing statements is a convenient way to assign user access and amend the details

(description and delivery options) for a particular billing statement.

To add a new billing statement reference or to delete an existing one from your Corporate

Online setup, ask your Westpac representative, who will arrange it. No forms are required.

Billing statement user access

Each billing statement arrangement is identified by a unique statement reference number that

can be assigned to individual users by your Corporate Online Administrators. Once they

have access to a billing statement arrangement, a user can view and export all of the

historical billing statement data available for that arrangement.

Unlike accounts or services, billing statements are not managed via an office nor are they

included in account groups.

Billing statement delivery methods – stop receiving statements by mail

If you access a billing statement via Corporate Online and that billing statement is in your

name, you may choose to amend the delivery method of that statement to stop receiving

paper copies of it by mail.

You can request a change to your billing statement’s delivery method (e.g. to reinstate the

mailing of billing statements) at any time, but in order to alter the delivery method of the

current month’s billing statement, you must fully authorise the request to amend the delivery

method prior to the 25th day of each month.

Changing how you receive your billing statements does not affect your bank account

statements: Westpac bank account statements will continue to be sent by mail.

Use this procedure to create a task to amend the access to a billing statement and the

delivery options.



Start from anywhere in Corporate Online.

1. From the left-hand navigation menu, select Administration > Manage > Billing statements.

Corporate Online displays the Manage billing statements — List of billing statements

screen.

2. Select the billing statement you want to amend…

… then click the Amend billing statement access button.

If an accounts task already exists, Corporate Online displays a warning dialog.

If you want to proceed, navigate to the account summary as follows:


(b) Select a task type of Billing statements, then click the Go button.

(c) Select the billing statement you want to amend from the list of pending tasks


Corporate Online displays the Manage billing statements — Summary screen.


(a) Select the Details sub-ask…


Corporate Online displays the Manage billing statements — Enter details for the billing

statement screen.

(b) Enter the billing statement details…

Field Notes

Enter the description of the billing statement to be

used on Corporate Online screens and reports.

Choose the delivery method for this billing statement.

If this billing statement is not in your name (e.g.

because this billing statement is accessed by more

than one Corporate Online organisation), you will not

be able to amend the delivery method.


Corporate Online returns to the Manage billing statements — Summary screen.

(a) Select the Online Accounts users sub-task…


Corporate Online displays the Manage billing statements — Choose Online Accounts

users screen.

This screen shows all of the users with access to the Billing statements feature and their

current access to this billing statement. When a user is assigned, they can access this

billing statement in the Accounts application. For example:

(b) Assign the users you want to be able to access this billing statement,


For information on assigning things in lists, see Working with assignment lists on

page 142.

Corporate Online displays the Manage billing statements — Summary screen.








Single

authorisation


then applies the changes to each affected user’s setup.

Your users will have access to any newly assigned billing

statements the next time they sign in.

Dual

authorisation




See Procedure: Authorising or rejecting a task on page 118

Manage payment services is a convenient way to manage which users can access a particular

payment service. It is especially useful for assigning a new service to a group of users in

one task.

To add a new payment service or delete an existing one from your organisation, you need to

complete a form supplied by your Westpac representative. See Amending your

organisation’s setup on page 25.

Use this procedure to create a task to amend the existing access of an payment service.


Warning: When amending access to a payment service, always check that your organisation

will still have enough valid users with the relevant access to process payments and files.

This is especially important if you are removing access to a service.

For example, to use a service you need a creator and enough authorisers, all of whom have

access to the service, the office, and who can complete the processing of the payment file

under your security model. Removing any one of these components from the last valid user

could mean your organisation cannot process payment files.


1. From the left-hand navigation menu, select Administration > Manage > Payment services.

Corporate Online displays the Manage payment services — List of payment services screen.

2. Select the payment service you want to amend the access for…

… then click the Amend payment service access button.



If an payment services task already exists, Corporate Online displays a warning dialog.

If you want to proceed, navigate to the import services summary as follows:


(b) Select a task type of Payment services, then click the Go button.

(c) Select the import service you want to amend from the list of pending tasks


Corporate Online displays the Manage payment services — Choose Online Payments users

screen.

This screen shows all of the valid user/office pairs for this service.

This includes all possible combinations where:

the user has access to Commercial cards or Import files feature AND

the office has access to the Payments application AND

the user has access to the office.

When a user/office pair is assigned, that user can use this service in that office.

For example:


(see Manage payment services: Choose Online Payments users on page 127).

3. Assign the user/office combinations to allow users to access this service in particular offices,


For information on assigning things in lists, see Working with assignment lists on

page 142.

Corporate Online displays the Manage payment services — Summary screen.

4. Review task summary








Single

authorisation


then applies the changes to each affected user’s setup.

Your users will have access to any newly assigned services,

offices, etc the next time they sign in.

Dual

authorisation





Manage receipt services is a convenient way to manage which users can access a particular

receipt service. It is especially useful for assigning a new service to a group of users in one

task.

To add a new receipt service or delete an existing one from your organisation, you need to

complete a form supplied by your Westpac representative. See Amending your

organisation’s setup on page 25.



























Commercial Cards)




receipt service



page 100











authorised.






Single

authorisation



Dual

authorisation

















Any task that doesn’t have a status of completed appears on the Pending tasks screen.

To view completed tasks, see Procedure: Viewing task history on page 116.

Use the Pending tasks screen to amend or delete uncompleted tasks, if permitted by their

status. For a summary of the actions you can perform on tasks of each status, see

Administration workflow on page 23, Mixed status on page 23, and Rejected status

on page 24.

The Pending tasks screen can also be used to track the progress of work, including tasks

with a status of Pending approval awaiting Westpac approval, and reprint forms.

Corporate Online will delete any incomplete tasks that haven’t been worked on for 30

calendar days. Corporate Online sends all administrators in your organisation a secure

message to warn them of the deletion 7 calendar days prior.

Use this procedure to view pending tasks.

To perform this procedure you need access to Administration.


1. From the left-hand navigation menu, select Administration > Manage > Pending tasks.

Corporate Online displays the Pending tasks — Tasks not completed screen.

2. Select the type of task you want to view …

Local administrators cannot access Office tasks from this screen, but can view office

task summaries via Task history (see Procedure: Viewing task history on page 116.

Corporate Online displays a list of incomplete tasks.


Select the task

then click the Amend task button.

Corporate Online displays the summary screen for the relevant task type.

Continue work on the task. See

Working with a task on page 141.

For more information, see the relevant create procedure.

Task Type For information on the sub-tasks, see…

Organisation Procedure: Amending your daily channel limit (for Payments)

on page 29

Office Procedure: Creating an office on page 32

User Procedure: Creating a user on page 48

Account Procedure: Adding accounts held with Westpac Australia on

page 93

Procedure: Amending access to an account on page 96

Payment service Procedure: Amending access to a payment service on page 105


Receipt service Procedure: Amending access and details of a receipt service

Use this procedure to amend the access and details

of a receipt service, including the description

(excluding Commercial Cards), and the users that

have it assigned.

To perform this procedure you need creator access

to Administration.

Local administrators cannot amend a receipt

services details; they can only assign a receipt

service if it has already been similarly assigned

within the offices they have access to.

When amending access to a receipt service, make

sure your organisation will still have enough users

with the right access to perform your usual

activities.

We’ll assume you’re signed in and using the

Administration application.

1. From the left-hand menu, select Manage >

Receipt services.

Corporate Online displays the Manage receipt

services — List of receipt services screen.

2. Select the receipt service you want to amend the

access and details for,


If you are a local administrator and the

selected service has not previously been

assigned in one of the offices you have

access to, Corporate Online displays an error.

If a receipt services task already exists,

Corporate Online displays a warning dialog.

If you want to proceed, navigate to the

receipt services summary as follows:

(a) Select Administration > Manage >

Pending tasks.

(b) Select a task type of Receipt services,


Billing

statement

Procedure: Amending access to a billing statement on page 101

To return to this screen, click the Go to pending tasks button.

Select the task…

then click the Delete task button.


Click the Yes button to confirm you want to delete the task.

Corporate Online deletes the task.

Deleting an amend or create task does not result in the deletion of the underlying

entity. For example, deleting a task to amend a user does not delete the user.

Click a task link. For example:

Corporate Online pops up a print preview window, which shows a before and after view

of all of the changes included in this task.

For “Create user”, and “Add 3rd

party account” tasks, this window also includes a

Reprint button for reprinting the relevant forms.

Task history provides a list of all tasks that affected a particular part of your Corporate

Online setup, and details of those tasks, including audit information. It’s a useful tool for

reviewing what has happened to, say a user’s access.

Task history will display all tasks, including incomplete ones, that affect the entity selected.

However, new entities (e.g. a new user, a new account) appear in task history only after their

creation or addition is fully approved.

Task history can also be used to quickly access setup information. Local administrators can

use it to view office setups for all offices.

Task history retains all the details of fully authorised administration tasks for up to 18

months, after which they are archived.

Use this procedure to view a task history.

To perform this procedure you need access to Administration.


1. From the left-hand navigation menu, select Administration > Manage > Task history.

Corporate Online displays the Task history — View history of tasks screen.

2. Select the type of task you want to view

Corporate Online displays a list of entities that can be affected by that task type.

For example, if you selected Users, Corporate Online displays a list of users

If necessary, use the search and sort features to find the entity you need. See Searching

and sorting a list on page 140

If there is only one (e.g. Organisation), Corporate Online skips to step 4.

3. Select an entity (e.g. a user)

then click the View history button.

Corporate Online displays a list of all tasks that have affected that entity.

For example, if you select a user, you may see user tasks, account access tasks, payment

services tasks, and receipt services tasks, all of which affected a user’s access.

Alternatively, click the user name link to review the entity’s setup.


Select the task…

then click the View task summary button.

Corporate Online displays a summary of the task, showing all sub-tasks.



Click a task link.


of all of the changes included in this task.

Use the grey links to navigate through the task list (see Navigating a list screen using the

grey navigation links on page 141).

Corporate Online restricts what tasks you are allowed to authorise according to your

organisation’s authorisation model, your authority level, and the security options.

For some tasks (e.g. create user, create office, add 3rd party account), the administrator who

fully authorises the task has additional duties to perform. These are listed at the end of the

procedure.

Corporate Online will delete any unauthorised tasks that haven’t been worked on for 30

calendar days. Corporate Online sends all administrators in your organisation a secure

message to warn them of the deletion 7 calendar days prior.

For more information on working with tasks and sub-tasks in the Administration workflow,

see Administration tasks and workflows starting on page 21.

Use this procedure to authorise or reject an Administration task.

To perform this procedure you need authoriser access to Administration.

For Office tasks, you need Super administrator access.

Your user role (e.g. primary or secondary) may mean you cannot authorise a particular task,

depending on who created it, who first-authorised it, and your organisation’s authorisation

model. See Dual Authorisation Security Options: Who can authorise? on page 14.

Tasks created by a local administrator must be authorised either by a super administrator or a

local administrator with at least the same access as the creator. See Local and super task

authorisation on page 131.

Start from anywhere in the Administration application.

1. From the left-hand navigation menu, select Administration > Authorise.

Corporate Online displays the Authorise screen. For example:

2. Select the type of task you want to authorise

Corporate Online displays any unauthorised or partially-authorised tasks of the type selected.

For example:

3. Select task to authorise

then click the Review before authorising button.

Corporate Online displays a Summary of the task you are authorising. For example:

Not all task types display sub-tasks; some such as “Add accounts” and “Amend daily

channel limit”, display the task details.

4. Review the task (and sub-tasks, as required) and authorise it if appropriate by

clicking the Authorise now button.

Go to step 5.

Other options:

To reject, click the Reject now button.

Corporate Online updates the status to Rejected.

Rejected tasks must be either amended or deleted.

To work with sub-tasks rather that the task (if possible), click the Review sub-tasks

button.

Review each sub-task, skipping, authorising or rejecting them.

5. Corporate Online updates the task’s status depending on the authorisation model used by

your organisation for Administration and the previous status of the task.

Authorisation model Task status Action

Single

authorisation

Unauthorised Corporate Online updates the task status to

Authorised. Go to step 6.

Authorisation model Task status Action

Dual

authorisation

Unauthorised

Corporate Online updates the task status to

Partially authorised. This task must now be

fully authorised by another administrator.

Part authorised Corporate Online updates the task status to

Authorised. Go to step 6.

6. Some Administration tasks have additional steps after they have been fully authorised.

These are summarised in the following table:

If the task was… Then further action required after full authorisation…

Add 3rd party account Westpac requires paperwork to approve the adding of a third party

account.

See Procedure: Finalising an “Add 3rd party account” task on

page 94

Amend user and grant

access requiring token

A user that has been granted access that requires a token for the

first time will trigger the token issue process.

See Procedure: Issuing tokens following an amend user task on

page 57.

Reset password Notify the user of the temporary password.

See Procedure: Reset a user password on page 83

Your users may not see the changes effected by this task until the next time they sign in.

Corporate Online allows administrators to be designated as “super” or “local”.

Local administrators are restricted to working with those offices assigned to them.

Local administrators cannot alter the administration status of any administrators.

Administration tasks created by a local administrator must be authorised either by a super

administrator or by a local administrator with at least the same access as them.

The following table highlights the different capabilities of the two roles:

Using… Super Administrators can… Local Administrators can…

Manage >

Organisations

Amend Daily channel limit Amend Daily Channel limit

Manage >

Offices

1. Create new offices (including

nomination of office billing accounts)

2. Delete offices

3. To existing offices:

assign/remove accounts and services

add, delete or amend account groups

add or delete applications.

not applicable – local administrators do

not see this item in their menu

Manage >

Users

1. Create new users including

Administrators

2. Delete users

3. To existing users (including yourself):

upgrade existing user to

Administrator

assign/remove access to a feature

amend authority levels

amend authorisation limits

assign/remove access to an office

assign/remove access to an account,

service, or group within any office

change local administrators to super

(and super to local)

grant local administrators access to

any office

reset password

reset security keyword

lock and unlock

enable tokens

1. Create new users

2. Delete users

3. To existing users (including yourself):

assign/remove access to a feature

amend authority levels

amend authorisation limits.

assign/remove access to those

offices the administrator has access

to

assign/remove access to any

account, service, or group within

offices the user already has access

to

reset password

reset security keyword

lock and unlock

enable tokens

Using… Super Administrators can… Local Administrators can…

Manage >

Accounts

1. Add an account held with Westpac

Australia to your Corporate Online

service

2. Modify account descriptions

3. Enable account segmentation on an

account

4. Add or remove any account to or from

any account group

5. Assign or remove access to any account

to any user (with access to Payments)

for use as a payment account.

6. Manage the delivery method for bank

account statements.

1. Add an account held with Westpac

Australia to your Corporate Online

service

2. Add or remove any account to or from

an existing account group within an

office the administrator has access

to

3. Assign or remove access to accounts

within offices the administrator has

access to, to users that have existing

access to a payment account within an

office the administrator has access to

Manage >

Payment

services

1. Assign or remove access to any

payment service to any user (with

access to Payments)

2. Assign or remove access to payment

services within offices the

administrator has access to, to users

that have existing access to an import

service within an office the

administrator has access to.

Manage >

Receipt

Services

1. Assign or remove access to any receipt

service to any user (with access to

Receipts)

2. Modify service descriptions

1. Assign or remove access to receipt

services within offices the

administrator has access to, to users

that have existing access to an receipt

service within an office the

administrator has access to.

Manage >

Billing

Statements

1. Assign or remove user access to any

billing statement

2. Change delivery options for any billing

statement

3. Modify statement descriptions

1. Assign or remove user access to any

billing statement

Whilst administrators may create tasks that amend their own access, remember that those

tasks must be authorised according to your organisation’s Administration authorisation

model.

Most of the screens used to assign things such as offices, groups, accounts and services

display different items depending on whether you are a super administrator or a local

administrator (and which offices you have access to). If any administrator can see an item,

they can assign or un-assign it.

The following topics highlight the differences between what a super administrator and what

a local administrator will see. For information on using the screen, see the procedure topics.

Manage organisations

Manage organisations allows administrators to amend an organisations daily channel limit

(see Procedure: Amending you Daily channel limit on page 3)

Manage offices

Manage offices allows administrators to create, amend and delete offices (see Procedure:

Creating an office on page 32, Procedure: Amending an office on page 42, and

Procedure: Deleting an office on page 45).

Only super administrators can access the manage offices screens.

Manage users

Manage users allows administrators to create, amend and delete users (see Procedure:

Creating a user on page 48, Procedure: Amending a user on page 53, and Procedure:

Deleting a user on page 58).

All Manage user screens show only those offices (and the groups, accounts, and services

within those offices) that BOTH the user has been assigned AND that the administrator also

has administration access to. Thus, super administrators see the user’s full access, local

administrators see only the access the user has in the offices the local administrator has

administration access to.

Super

administrator

view

Super administrators see all offices. For example:

Local

administrator

view

Local administrators see only those offices they have access to. For example, this is the

view of a local administrator with access to the “Bed Imports” office.

Super

administrator

view

Super administrators see all valid account groups for all offices that this user has access to.

Local

administrator

view

Local administrators see only those account groups for offices that BOTH this user has

access to AND the local administrator has access to (which may be no account groups at

all if the user has access to different offices from the administrator).

For example, this is the view of a local administrator with administrator access to the “Bed

Imports” office. The user’s access to the “Porridge Shop” groups is hidden from the local

administrator.

Super

administrator

view

Super administrators see all valid service/office pairs available for those offices that the

user has access to.

Local

administrator

view

Local administrators see all the valid service/office pairs available for those offices that

BOTH the user has access to AND the local administrator has administrator access to

(which may be none if the user has access to different offices from the administrator)

Super

administrator

view

Super administrators see all valid account/office pairs available for those offices that the

user has access to.

Local

administrator

view

Local administrators see all the valid account/office pairs available for those offices that

BOTH the user has access to AND the local administrator has administrator access to

(which may be none if the user has access to different offices from the administrator)

The Choose payment service user screen works the same way as the Choose receipt user

screen above (see Manage users — Choose receipt services screen on page 124).

Super administrators see all service/office pairs for the offices the user has access to. Local

administrators see only those pairs for offices they themselves have administrator access to.

Manage accounts

Manage accounts allows administrators to amend the access to a selected account (see

Procedure: Amending access to an account on page 96).

Super

administrator

view

Super administrators see all valid account groups (in the account’s currency) for all

offices.

Local

administrator

view

Local administrators see only those account groups (in the specified account’s currency)

they have access to.

If this account is not currently assigned to any group in an office the local administrator

has access to, Corporate Online will not allow the local administrator to access this screen.


Imports” office, which contains only one AUD account group.

Super

administrator

view

Super administrators see all the valid user/office pairs available for Payments, which

includes pairs where the user has access to Payments AND the office has access to

Payments AND the user has access to the office.

For example: Bed Imports and Porridge Shop both have access to Payments.

Linda Flint has access to Payments, both offices, and [currently] this account via one

office (Porridge Shop) but not the other (Bed Imports)

Emily Howard has access to Payments, both offices, but not this account [currently].

Local

administrator

view

Local administrators see all user/office pairs for the office they have access to, provided

that office has access to Payments.

If there are no users that currently have access to both Payments and this office, Corporate

Online will not allow the local administrator to access this screen.


Imports” office.

Vicki is [currently] the only user with access to this payment account via this office.

Manage payment services

Manage payment services allows administrators to amend the access to a selected service

(see Procedure: Amending access to a payment service on page 105).

Super

administrator

view

Super administrators see all the valid user/office pairs available for imports and funds

transfers, which includes pairs where the user has access to an import or commercial cards

feature AND the office has access to Payments AND the user has access to the office.

For example: Bed Imports and Porridge Shop both have access to Payments.

Linda Flint has access to Import files, both offices, and [currently] this service in one

office. Emily Howard has access to Import files and both offices.

Local

administrator

view

Local administrators see all user/office pairs for the office they have access to, provided

that office has access to Payments.

If there are no users that currently have access to both an import feature and this office,

Corporate Online will not allow the local administrator to access this screen. For example,

this is the view of a local administrator with administrator access to the “Bed Imports”

office.

Both users have access to this office and an Import service, but only Linda Flint

[currently] has access to this service in this office.

Manage receipt services

Manage receipt services allows administrators to amend the access to a selected service (see

Procedure: Amending access and details of a receipt service



























Commercial Cards)




receipt service



page 100











authorised.






Single

authorisation



Dual

authorisation






on page 108).

The Choose Online Receipts user screen works the same way as the Choose Online

Payments user screen above, except that the user/office pairs combine users with access to

Receipts and the offices with Receipts that they have access to.

Manage billing statements

Manage billing statements allows administrators to amend the access and delivery options of

a selected billing statement (see Procedure: Amending access to a billing statement on

page 101).

As the billing statements functionality does not use the concept of an office, the Manage

billing statements screens work the same way for both Local and Super administrators.

Corporate Online places a number of restrictions on what tasks a local administrator can

authorise. The emphasis is not on what is in the task, but on who created it and, if it is

partially authorised, who first authorised it.

All of Corporate Online’s usual workflow restrictions also apply (in addition to the

local/super restrictions). These include:

a user cannot authorise tasks they do not have access to, so local administrators cannot

authorise office tasks

authorisers must match the organisation’s security models.

In order to authorise a task, an administrator must have at least the same

administrator access as the administrator who created the task.

Some examples:

A super administrator can authorise tasks created by another super administrator…


2nd

Authorise Admin Task

Create Admin Task

1st Authorise

Admin Task

Second Authoriser

Super administrator Super administrator

COL processes task and

updates set-up

Can authorise: Supers can authorise any tasks

A super administrator can authorise tasks created by a local administrator…

A local administrator with exactly the same offices can authorise tasks created by

another local administrator

A local administrator can authorise tasks created by a local administrator with a fewer

offices, provided the authoriser has all of the offices the creator has…

A local administrator cannot authorise tasks created by a super administrator (even if

those tasks affect only the local’s office)


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser

Super administrator


updates set-up

Local, Office “A”

Can authorise: Supers can authorise any tasks


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser



updates set-up


Can authorise: creator has

same offices


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser


Local, Office “B”


updates set-up


Can authorise: 2

nd authoriser

has at least the same access as the creator


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser

Local, Office “A” Super administrator

Cannot authorise:

Task created by a Super

must be authorised by

a Super

A local administrator cannot authorise tasks if those tasks were created by a local

administrator with different offices to theirs.

A local administrator cannot authorise tasks if those tasks were created by a local

administrator with access to more offices than they have.


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser

Local, Office “A” Local, Office “B”

Cannot authorise:

Task created by Local with

different access


2nd


Create Admin Task

1st Authorise

Admin Task

Second Authoriser

Local, Office “A” Local, Office “B”


Cannot authorise:

Task created by Local with more access

Administration reporting allows you to create reports on entities in your administration setup

such as offices, users, accounts, and even your organisation.

Before creating and viewing reports, it may be beneficial to review Introducing Corporate

Online setups on page 7.

After you create a report ( Procedure: Creating a report on page 135), Corporate Online

delivers it for viewing ( Procedure: Viewing, printing and saving a report on page 137).

The report remains available for the retention period set when the report was created.

Corporate Online delivers reports as PDF (Adobe Portable Document Format) files for

printing, saving to a local or network drive, or emailing.

Once a report leaves Corporate Online, you will be responsible for its safe keeping and data

integrity.

The following summarises the reports available in Administration:

Entity Reports

available

What’s in the report?

Organisation Active profile Details the active profile (setup) of your organisation,

including lists of accounts, import services, and receipt

services. It also details the features, authorisation

models and user roles available for each application

along with the password expiry timeframe for all the

users.

Useful for reviewing your setup before making

amendments

Office Active profile Details the active profile (setup) of each office

selected, including applications, account groups,

payment accounts, import services, receipt services,

and FX options.

List of active

offices

Lists offices setup for your organisation

List of office

users

Lists each user and the authority level they have in

each application assigned to the office.

Useful for reviewing who has access to what,

and how many users there are in each role for an

application (e.g. for diagnosing setup issues)

User Active profile Details the active profile (setup) of each user selected,

including offices, applications, features, authority

levels, limits, and currencies.

List of active

users

Lists all active users, including their customer

numbers, token number, token expiry, session timeout

and date of last access.

Entity Reports

available

What’s in the report?

List of inactive

users

Lists users who have not accessed Corporate Online

for the period chosen.

Useful for reviewing users who are incurring fees

but may not need access

List of active

users - profile

summary

Summarises the authorisation options and user roles

for each application and lists each user and the

authority level they have in each application.

Useful for reviewing who has access to what,

and how many users you have in each role in each

application (e.g. for diagnosing setup issues)

User activity Details the time, date and nature of the activities

performed by the selected users in the selected

applications for the selected date range

Useful for auditing activity in applications

Account Active profile Lists which account groups the selected accounts

belong to and which user/office pairs have access to

the selected accounts for payments.

Useful for reviewing account access at the

organisation level

List of active

accounts

Lists all active accounts, how many accounts groups

they belong to, how many payments users have access

to them, and if accounts and/or payments access are

enabled for each account.

Payment

service

Active profile Lists all user/office pairs that have access to the

selected payment services

List of active

services

Lists all active services and how many users have

access to each of them

Receipt

service

Active profile Lists all user/office pairs that have access to the

selected receipt services

List of active

services

Lists all active services and how many users have

access to each of them

Pending tasks that have not been fully authorised are not included in reports.

Use this procedure to create a report

All users with access to Administration can perform this procedure.


1. From the left-hand navigation menu, select Administration > Manage > Reports.

Corporate Online displays the Manage reports — List of generated reports screen.

2. Click the Create report button (at the bottom of the screen).

Corporate Online displays Create new report screen.

3. Enter the details for the report you want to create…

Field Notes

Entity Select the entity to report on,

then click the Go button.

Corporate Online takes a moment to update the screen.

Report Select the report to create for this entity,

then click the Go button.

Corporate Online takes a moment to update the screen.

Retention period Select the period you want this report to be retained and available in

Corporate Online.

Period of inactivity For a list of inactive users report, set the period to report on.

Date range For a user activity report, use the calendar to set the date range to

report on.

Sort order/By Select the details of how you want the data in the report to be

sorted.


If the Continue button is greyed out, you haven’t selected an entity and a report.

You need to the click the Go button after making each selection.

4. Depending on the type of report chosen, Corporate Online may display some additional

screens to allow you to choose what you are reporting on. For example:

For each Choose screen displayed:

(a) Assign the items you want to report on

(see Working with assignment lists on page 142).


Corporate Online displays a Report confirmation screen. For example

5. Click the OK button.

Corporate Online processes the report and makes it available on the List of generated reports

screen as soon as possible. The report will remain available on that screen for the retention

period selected.

Use this procedure to view and optionally download a report you have created (see

Procedure: Creating a report on page 135).




Corporate Online displays the Manage reports— List of generated reports screen.

For example:

2. If required, set search criteria for the list of reports to display,

then click the Update list button.

Corporate Online displays a list of reports that match the search criteria. For example:

3. Click on a report name link. For example:

Corporate Online displays the report in a new browser window.

4. Use the Adobe Reader functions to perform one or more of the following actions:

To print the PDF,

click the print icon on the Adobe Reader tool bar.

To save the PDF,

click the save icon on the Adobe Reader tool bar

Use this procedure to delete a report you no longer need.




Corporate Online displays the Manage reports — List of generated reports screen.

2. Select the report to delete…

then click the Delete report button.

Corporate Online asks you to confirm you want to delete the report.

3. Click the OK button on the confirmation dialog.

Corporate Online deletes the report.

This section introduces some of the basic skills that apply to many of the screens you will

encounter when working with tasks in Administration.

Many of the Administration screens that display lists include search and sort fields. Use

these fields to find particular results for the screen you are using. For example:

The search and sort options are different for each screen, but using them is always the same.

(a) Click on a radio button to select the type of search. For example:

(b) Enter the search criteria in the corresponding field. For example:

Enter all or part of a criterion.


Corporate Online displays a list of results.

If no results are displayed, try again, or choose to “display all”.

(a) Click the column header label that represents the order you want to sort by. For

example:

Corporate Online orders the list of results according to your criteria.

When Corporate Online displays lists of things (e.g. tasks), it does so in blocks of up to 20

items. At the bottom of such lists is a grey band containing the links that allow you to

navigate through the items in the list. For example:

If a link cannot be used, it is greyed out. For example, if Corporate Online is displaying the

first 20 transactions in the list, “Start of list” and “Previous tasks” are greyed out.

If there are 20 or fewer transactions in the list, the grey bar does not appear.

Click on a “navigation” link. For example:

Corporate Online redisplays this screen with the selected part of the list.

Everything in Administration is done with tasks. All tasks have a summary screen that

differs only in the specific sub-tasks that make up the task. For some background

information on tasks, sub-tasks and how they work, see Administration tasks and workflows,

on page 21.

Use the summary screen to access the sub-tasks. For example:

(a) Select the sub-task.

(b) Click on the Amend button.

Corporate Online displays the sub-task screen.

(c) When you have completed your work on the sub-task,


There is an alternative way of accessing a sub-task.

(a) Click the sub-task link in the left-hand navigation menu. For example:

Corporate Online displays the sub-task screen.

(b) When you have completed your work on the sub-task,


(a) Click a sub-task link.


of the proposed change.

(b) Click the preview window’s Close link.

Use the detailed audit link, and Print-preview button to review the task summary

information (see Working with a task summary on page 144).

Many of the Administration sub-tasks assign access to parts of your organisation’s

Corporate Online setup using a screen containing two panes. For example:

The pane on the left contains the items not assigned. The pane on the right contains a list of

items that will be assigned once the task is fully authorised.

To amend the items assigned, perform one or more of the following actions:

(a) Select the item from the left-hand pane by clicking it

(click either the name or the check box). For example:

(b) Click the Add button.

Corporate Online assigns the item, moving it from the left-hand pane to the right-hand pane.

(a) Select the item from the right-hand pane by clicking it

(click either the name or the check box). For example:

(b) Click the Remove button.

Corporate Online un-assigns the item, moving it from the right-hand to the left-hand pane.

(a) Select several items by holding down the Ctrl key and clicking each item you want to

select (click either the name or the check box). For example:

Alternatively, select items listed together by clicking while holding down the Shift key.

(b) Click either the Add or Remove button.

or

Corporate Online moves the items accordingly.

(a) Select either Ascending or Descending.

(b) Select a sort order from the drop down list. For example:


Corporate Online reorders the list accordingly.

(a) click the Add all button.

Corporate Online moves all items to the right-hand pane.

(a) click the Remove all button.

Corporate Online moves all items to the left-hand pane.

(a) Select the item.

(b) Click the Details button.

Corporate Online displays the selected item’s details in a Print preview style popup window.

Remember no changes take affect in Administration until the task is fully authorised.

Task summary screens list the sub-tasks that make up the task. For example:

For more information about sub-tasks, see Tasks and sub-tasks on page 22.

(a) Click the Print preview button.


of all of the proposed changes included in this amend user task.


(a) Click the View detailed audit information link.

Corporate Online pops up a print preview window, which shows a list of all auditable

events and the users who performed them.


(a) Click a sub-task link.

If the sub-task names are not underlined, this option is not available on this screen.


of the proposed change.


Many of the screens in the Administration application include a Print preview button to

allow you to preview then print the details displayed on the screen.

To print:

1. Click the Print preview button.

Corporate Online pops up a print preview window. For example:

2. Click the Print button.

Your computer pops up a Print dialog. For example:

3. Make the appropriate printer selections and adjustments, then click the Print button.

Your computer should now print the previewed information.

4. Click the Close button.

An account group is a logical view used to segregate access to transaction and balance

information from one or more bank accounts of like currency within an office in a Corporate

Online setup.

Account segmentation is a group of Accounts features that allow a single Westpac account

to be viewed as a collection of meaningful segments. It works in a very similar way to a

simple column cash-book. The underlying account is unchanged; the segments are seen only

if the account is viewed with the account segmentation features.

Accounts is a Corporate Online application that provides features to view, export, and report

on account information including transactions, balances and voucher images.

Activating a token is when a user signs in to Corporate Online with their token for the first

time and sets their token password.

Administration is a Corporate Online application that allows administrators to manage a

Corporate Online setup, including the creation of users, on behalf of an organisation.

An administrator pack is a pack containing a token distribution letter and one or more

tokens; it is sent to the nominated administrator each time new users are created or existing

users are amended and consequentially require a token.

Adobe® Reader is a piece of software that allows you to view and print a PDF file.

Adobe Reader is available for free from Adobe’s website (www.adobe.com).

Agency is a service available via Agency, providing transaction information to non-bank

financial institutions performing transaction banking under their own BSB.

Agency is a Corporate Online application that allows organisations (usually non-bank

financial institutions performing transaction banking under their own BSB) to access agency

transaction information and voucher images, and to create and/or import return dishonour

files.

AML/CFT is an abbreviation for the Anti-Money Laundering and Countering Financing of

Terrorism Act 2009 in New Zealand.

AML/CTF is an abbreviation for the Anti-Money Laundering and Counter-Terrorism

Financing Act 2006 in Australia.

An application is a high level group of functionality offered by Corporate Online.

http://www.adobe.com/

An assignment list is a two pane user interface feature for assigning access in

Administration.

An authorisation model defines how many users are required to authorise a particular type of

task and what combinations of users are required for a successful authorisation.

Authorisation user role is a workflow setting made at the organisation level that determines

what roles users can play in workflows (e.g. can they self-authorise?).

An authoriser is a user whose authority level allows them to authorise tasks created by a user

in Corporate Online (e.g. to amend an organisation’s setup).

Authority level is the user setting that determines what roles they can play in a workflow

(e.g. creator, authoriser) and which tasks they can authorise.

An authenticating user is one that requires a token because they have access to

Administration, Online FX or authoriser access to Payments. Authenticating users are also

called token users. Compare with standard users.

A billing statement is either an Australian Account Analysis and Fee Statement (Statement

and/or Tax invoice) or an New Zealand Corporate Online Fee Statement (Statement and/or

Tax invoice) itemising the fees charged for a wide range of transactional banking services

used in the previous month.

BPAY is a feature of the Corporate Online Payments application that allows users to initiate

BPAY payments and manage BPAY billers.

BPAY receivables is a product that allows your organisation to receive BPAY payments

(made by your customers via their own financial institution). BPAY receivables information

is accessible through a RECall service via Receipts.

A browser is a piece of software that allows you to view pages over the internet.

BSB and account number identify an Australian domiciled bank account. The BSB is a six

digit number that identifies the Bank, State and Branch (e.g. 032000). The account number

identifies the account. Both are required to correctly identify an account.

A Corporate Online administrator is a user within your organisation who has access to

Administration and can manage the assignment of applications, features, accounts, and

services to users and offices within your organisation. A Corporate Online administrator can

verify the identity of users of Corporate Online within their organisation if their organisation

qualifies to nominate verifying officers under Westpac’s Verifying Officer Criteria.

A creator is a user whose authority level allows them to create tasks in Corporate Online.

A creator is a user whose authority level allows them to both create tasks in Corporate

Online and to authorise tasks created in Corporate Online. If an organisation’s authorisation

model permits self-authorisation, a creator/authoriser can authorise tasks they themself have

created.

Daily channel limit is the maximum total amount that can be transacted via Corporate Online

per calendar day. This amount excludes amounts transacted with transfer funds. Amounts

are included in the limit on the day the full authorisation occurs, not the value date. An

AUD value is determined for non-AUD payments using the day’s standard exchange rate

sheet. For direct debits and credits, the absolute value is used.

DERPS stands for Direct Entry Returns Processing Service. A DERPS service provides

information on individual Direct Entry transactions returned to the Bank up to five days after

the Direct Entry (DE) file was processed in a single file. This information nets to a single

transaction on the relevant bank account statement. DERPS services are accessible via

Receipts.

Dual authorisation is an authorisation model that requires two users to authorise a particular

type of task.

EFTPoS stands for Electronic Funds Transfer at Point of Sale. An EFTPoS service provides

terminal by terminal EFTPoS reporting in a single file. This information nets to a single

transaction on the relevant bank account statement. EFTPoS services are accessible via

Receipts.

Enabling a token is when an administrator signs in to Corporate Online administration and

changes the token’s status to allow it to be used to authenticate a user in Corporate Online.

ERPACS Over the Counter (OTC) is a product that allows bill payers to make bill payments

at any Westpac branch or agency. ERPACS Over the Counter (OTC) information is

accessible through a RECall service via Receipts.

A feature is a logical group of application functionality offered by Corporate Online.

A filter is something you apply to a long list to view only a subset of that list.

FTRA is an abbreviation for the Financial Transactions Reporting Act 1996 in New Zealand.

A task that has been authorised by the requisite number of authorisers as determined by the

authorisation model set for the workflow is said to be fully authorised.

See Account groups.

INDISH stands for INward DISHonours. An INDISH service provides information about

cheques that were dishonoured by the payee’s financial institution (e.g. due to insufficient

funds) in a single file. This information nets to a single transaction on the relevant bank

account statement. INDISH services are accessible via Receipts.

Intraday transactions are transactions that were made today and were retrieved for viewing

today with the Accounts current data update feature.

A local administrator is a Corporate Online administrator with the access to amend any user

but only prescribed offices within an organisation’s setup.

See Remittance Processing receivables.

No authorisation is an authorisation model that requires no users to authorise a particular

type of task.

In the context of the token user processes, the nominated administrator is the administrator

selected to receive the token, distribute it to the token user, and enable the token ready for

activation by the user.

An office is a flexible logical entity used to segregate payments, billing, beneficiaries,

templates, and trade finance agreements within an organisation in a Corporate Online setup.

Online deposits is a Corporate Online application that allows users to obtain term deposit

quotes and manage their term deposits online.

Online FX is a Corporate Online application that provides features to quote, confirm, settle,

authorise and monitor foreign exchange deals.

An organisation is the highest level entity that can be represented in a Corporate Online

setup.

See POST billpay receivables or ERPACS Over the counter receivables.

A task that has been authorised by only one authoriser but the authorisation model set for the

workflow is dual authorisation is said to be partially authorised.

Payments is a Corporate Online application that provides features to create, authorise and

track a wide range of payment types including transfers, domestic payments, international

payments, payments from accounts held with alliance banks, and payments with files (e.g.

Direct Entry).

PDF stands for Portable Document Format, a widely used format for printable documents.

A PDF file is usually referred to as a PDF. PDFs can be viewed and printed with Adobe

Reader.

A PIN mailer is a security envelope containing a new user’s password. It is sent to the

user’s primary office mailing address (or street address if no mailing address is specified).

Preferences define a set of default values (e.g. screens, offices, accounts) for a particular user

for a particular application. Preferences are not available in Administration.

Primary authorisers are authorisers placed in the first group under a dual authorisation

security option (which determines which combinations of primary and secondary may

authorise a particular task).

Primary office is the Corporate Online office nominated for a particular user as the office to

be used for any Corporate Online mail that Westpac needs to send to the user, including their

PIN mailer. Tokens are sent to the street address of the primary office of the administrator

nominated to receive the tokens.

A RECall service provides receivables information from multiple receivables products in a

single file. This information nets to a single transaction on the relevant bank account

statement. A RECall service may include receivables from Remittance Processing, BPAY,

ERPACS Over the Counter (OTC). RECall services are accessible via Receipts.

Receipts is a Corporate Online application that provides features to view, export, and report

on receivables information for EFTPoS, RECall, INDISH, DERPS, including transactions

and voucher images. Agency transactions and voucher images are also available via

Receipts.

Remittance Processing receivables is a product that allows bill payers to mail their payment

with a remittance slip to a Remittance processing address (where it is processed by the

Bank). Remittance Processing receivables are sometimes called Lock box receivables.

Remittance Processing receivables information is accessible through a RECall service via

Receipts.

Research is a Corporate Online application that provides access to strategic market

information, economic insights, and financial forecasting.

A schedule is an arrangement created in Corporate Online to generate a report or export data

on a regular basis.

Secondary authorisers are authorisers placed in the second group under a dual authorisation

security option (which determines which combinations of primary and secondary may

authorise a particular task).

Your security keyword is a word set by you that is used to identify you when you call the

Corporate Help Desk for assistance or when accessing certain screens in Corporate Online.

A security option determines which combinations of authorisers (grouped as primary and

secondary) can authorise a particular task under a dual authorisation security model.

Self-authoriser is a user who is permitted by the authorisation model to both create and

authorise a particular type of task.

A service is a particular type of banking facility accessed via a Corporate Online feature.

Corporate Online provides access to two groups of services: payment services and receipt

services.

A setup is how a customer’s business structure is established in Corporate Online to control

access to information (e.g. account transactions), services, products and features.

Single authorisation is an authorisation model that requires only one user to authorise a

particular type of task.

A standard user is one whose access to Corporate Online does not require a token. Compare

with authenticating users.

Status is the attribute that identifies where a particular task (or sub-task) is up to in a

workflow.

A sub-task is one part of a task, usually worked on via a single screen.

A super administrator is a Corporate Online administrator with access to amend any part of

an organisation’s setup, including both offices and users.

A task is a piece of work managed by a workflow (e.g. creating, amending, or deleting one

component of a setup).

In the context of Corporate Online, an account is considered a third party account if the

organisation adding the account to Corporate Online is a different legal entity to the legal

entity that owns the account.

A token is an RSA SecurID®

device used in conjunction with a password to authenticate a

user’s identity during sign in and when required. All users with access to Administration,

Online FX, and authoriser access to Payments require a token to sign in to Corporate Online.

A token password is the password entered with the current number on the user’s token to

authenticate the user before they can access those applications that require token access.

Token passwords must be between 6 and 8 characters, must contain at least one letter and

one number, and are case sensitive.

A token user is one that requires a token because they have access to Administration or

Online FX, or authoriser access to Payments or Agency. Token users are also called

authenticating users. Compare with standard users.

The Token distribution letter is sent to the nominated administrator with the tokens for any

newly created users or existing users requiring tokens following amendments to their setup.

It includes a schedule of users to which tokens must be distributed. After distributing the

tokens, the nominated administrator enables them in Corporate Online administration.

Trans Tasman is something on the opposite side of the Tasman sea (the body of water that

separates Australia and New Zealand). From Australia, trans Tasman means New Zealand;

from New Zealand, trans Tasman means Australian. In Corporate Online, trans Tasman

refers to functionality that allows an organisation to access trans Tasman banking products

and services. For example, trans Tasman allows an Australian organisation to make

payments from their trans Tasman (New Zealand) domiciled accounts. The terms and

conditions of the country in which the product or service is domiciled applies.

A Trans Tasman account is one that is domiciled on the opposite side of the Tasman to the

organisation’s primary banking relationship. For example, for an Australian organisation, an

account domiciled in New Zealand is a trans Tasman account.

A Trans Tasman payment is one where the debit account is domiciled on the opposite side of

the Tasman to the organisation’s primary banking relationship. For example, for an

Australian organisation, a trans Tasman payment is one made from an account domiciled in

New Zealand. The terms and conditions of the country in which the account is domiciled

applies.

A Trans Tasman service is one that is domiciled on the opposite side of the Tasman to the

organisation’s primary banking relationship. For example, for a New Zealand organisation,

a service domiciled in Australia Zealand is a trans Tasman service.

A task that has been created but not yet authorised is said to be unauthorised.

A user is a person nominated by the administrator(s) to access Corporate Online for viewing,

entering, or authorising transactions. A user may be a creator, an authoriser, or a

creator/authoriser.

See authority level.

A user password is the password entered with a user’s customer number to sign in to

Corporate Online. User passwords must be between 8 and 14 characters, must contain at

least one letter and one number, are case sensitive, and must be changed every 30 days.

In the context of Corporate Online, a verifying officer is a person given the responsibility of

identifying new users created in Corporate Online on behalf of Westpac, if their organisation

meets Westpac’s Verifying Officer Criteria (in Australia).

A vostro account is an account held by either a licensed bank, financial institution, or a non-

bank financial institution for the purpose of settling AUD or NZD, foreign exchange, trade,

and retail settlements. Vostro accounts are held in the local currency of the country in which

they are domiciled.

Vostro payments are domestic payments made to vostro accounts. Vostro payments must be

made from an account domiciled in the same country as the vostro account.

A voucher image is the image of the paper voucher used to effect a paper-based transaction

(e.g. a cheque, a deposit slip, a remittance advice).

A welcome letter is sent to a new Corporate Online user to notify them of their eight digit

customer number they will use to sign in to Corporate Online.

A Westpac-approval task is a task that requires Westpac approval before it can be completed

(e.g. create user, create office) and its changes effected.

A workflow is a defined series of steps that a task must pass through to be completed

correctly. Corporate Online uses workflows to manage the creation and authorisation of

items deemed to be of value. For example, in Administration, creating and authorising tasks

to amend a setup is managed with a workflow.

about

account groups, 8

administrator roles, 17

authorisation, 11

local administrators, 117

offices, 8

organisation, 7, 25

reporting, 127

responsibilities, 18

setups, 7

sub-tasks, 22

super administrators, 117

tasks, 21

tokens, 16

users, 9

Westpac approval, 22

workflows, 11

access

local vs super, 117

manage accounts, 121

manage import services, 123,

124

manage offices, 119

manage receipt services, 124

manage users, 118, 119

accessing

accounts features, 71

payments features, 72

receipts features, 72

term deposits features, 75

account access

enabling, 10

organisation, 10

account groups

about, 8

amend accounts sub-task, 96,

107

amending

for user, 50

in office, 37, 39

in office(s), 93, 105

creating, 36

deleting, 38

sub-task

under office, 31, 36

under user, 64

account segmentation

enabling, 93, 105

accounts

active profile report, 127

adding, 88, 90

to group, 39

to group(s), 93, 105

to office, 39

to organisation, 25

to user, 50

to user(s), 93, 105

amending

access, 93, 105

segmentation flag, 93, 105

amending access, 88

enable for Accounts, 93, 105

enable for Payments, 93, 105

enable for Stop cheques, 93,

105

features

accessing, 71

menu items, 71

user sub-task, 63

list of, 127

managing, 88

removing

from group, 39

from group(s), 93, 105

from office, 39

from organisation, 25

from user, 50

from user(s), 93, 105

reports, 127

tasks, 93, 105

third party, 88

users

billing statements sub-task,

100

Accounts

enabling account for, 93, 105


active users profile summary, 127

active users report, 127

activity report, 127

add 3rd party account tasks

finalising, 91

reprinting form, 92

adding

accounts, 88, 90

to group, 39

to group(s), 93, 105

to office, 39

to organisation, 25

to user, 50

to user(s), 93, 105

applications

to organisation, 25

to user, 50

billing statements

to user(s), 98

currencies

to organisation, 25

features

to organisation, 25

to user, 50

import services

to offices(s), 102

to organisation, 25

to user(s), 102

item

to list, 136

offices

to user, 50

receipt services

to organisation, 25

services

to office, 39

to offices(s), 102

to organisation, 25

to user, 50

to user(s), 102

administration

amending for user, 50

user sub-task, 63

administration workflow

diagram, 23

administrator

access


manage import services,

123, 124

manage offices, 119

manage receipt services,

124


local vs super, 117

responsibilities, 18

deleting users, 20

setup, 20

tokens, 20

roles

local, 17

super, 17

amend accounts

sub-tasks

account groups, 96, 107

details, 95, 107

payments users, 97

tasks, 95, 107

amending

account

access, 93, 105

segmentation flag, 93, 105

account access, 88

account groups, 37

in office(s), 93, 105

billing statements

access, 98

delivery options, 98

description, 98

import service

access, 102

office

account groups, 39

applications, 39

details, 39

FX options, 39

import services, 39

payment accounts, 39

procedure, 39

receipt services, 39

organisation

applications, 25

authorisation models, 25

channel limits, 25

currencies, 25

features, 25

sub-task, 134

tasks, 109

user

account groups, 50

administration, 50

applications, 50

billing statements, 98

details, 50

features, 50

import services, 50, 102

name, 59

offices, 50

payment accounts, 50, 93,

105

procedure, 50


amending

daily channel limit, 26

amendment forms

organisation, 25

applications

adding

to organisation, 25

to user, 50

amending

in office, 39

removing


from user, 50

user sub-task, 62

assigning

item in list, 136

assignment lists

adding item, 136

removing item, 136

working with, 135

authenticating user

fees, 44

authenticating users, 16

authorisation

about, 11

administration tasks, 21

authoriser, 12

authority levels, 12

choosing

models, 12

user authority levels, 14, 16

user roles, 14, 16

creator, 12

limits, 67, 70

models

dual, 11

none, 11

single, 11

restrictions, 15

security options, 14

self, 12

user roles, 12

authorisation model

user security, 76

authorisation models

amending, 25

authoriser, 12

primary, 14

secondary, 14

authorising

by local administrators, 124

by super administrators, 124

tasks, 114

authority

third party account

printing, 91


choosing, 14, 16

basic skills

navigating lists, 134

print preview, 138

searching a list, 133

sorting a list, 133

working with a task, 134

working with assignment lists,

135

working with task summary,

137

beneficiaries

offices, 8

billing

offices, 8

users, 9

billing accounts

offices, 29

trans Tasman, 29

billing statements

adding

to user(s), 98

amending

access, 98

delivery options, 98

description, 98

for user(s), 98

delivery methods, 89, 98

managing, 98

removing

from user(s), 98

stopping by mail, 89, 98

sub-tasks

accounts users, 100

details, 99

tasks, 98

user access, 98

user sub-task, 64

buttons

print preview, 138

changing

user

name, 59

channel limit

amending, 26

viewing, 28

channel limits

amending, 25

choosing


user authority levels, 14, 16

user roles, 14, 16

concepts

offices, 8

organisation, 7, 25

setups, 7

users, 9

controlling

account access, 10

creating

account groups

in office, 36

by local administrators, 124

by super administrators, 124

offices, 29

Westpac approval of, 22

reports, 128

users, 45


creator, 12

currencies

amending, 25

daily channel limit

amending, 26

viewing, 28

deleting

account groups, 38

offices, 42

reports, 132

tasks, 110

users, 20, 55

delivery methods

billing statements, 89, 98

details

amend accounts sub-task, 95,

107

amending in office, 39, 50

billing statements sub-task, 99

office sub-task, 30

user sub-task, 60

diagram

administration workflow, 23

distributing

tokens, 20

dual authorisation

model, 11

security options, 14

enabling

account access, 10

account segmentation, 93, 105

accounts

for Accounts, 93, 105

for Payments, 93, 105

for Stop cheques, 93, 105

tokens, 20, 77

issue tokens process, 54

welcome process, 50

existing user

issue tokens process, 54

features

accounts

accessing, 71

adding

to organisation, 25

to user, 50

payments

accessing, 72

additional facilities, 74

receipts

accessing, 72

removing


from user, 50

term deposits

accessing, 75

fees

authenticating user, 44

standard user, 44

finalising

add 3rd party account task, 91

office task, 35

user task, 48

foreign exchange

features

user sub-task, 69

options

amending in office, 39

office sub-task, 33

forms

office

printing, 35

organisation amendment

accounts, services or limits,

25

applications and features,

25

third party access authority

reprinting, 92

third party account

printing, 91

user

printing, 48

FX

features

user sub-task, 69

options


office sub-task, 33

groups. see account groups

helps desks

user security setups, 77

history

retention, 112

tasks, 112

identifying

users

standards applicable, 19

trans Tasman, 44

under AML/CTF, 18

import services


adding

to offices(s), 102

to user(s), 102

amending

for offices(s), 102

for user, 50

for user(s), 102

in office, 39

list of, 127

managing, 102

office sub-task, 33

removing

from offices(s), 102

from user(s), 102

reports, 127

sub-tasks

payments users, 103

tasks, 102

user sub-task, 68

inactive users report, 127

issue tokens to existing user, 54

limits

authorisation (Payments), 67,

70

lists

assigning item, 136

navigating, 134

searching, 133

sorting, 133

un-assigning item, 136

working with, 135

local administrator

about, 17, 117

access, 117



123, 124

manage offices, 119


124


authorising tasks, 124

creating tasks, 124

setting user as, 50

user sub-task, 63

views, 118

locking

users, 84

locking and unlock users, 18

manage accounts

local administrator access, 121

super administrator access,

121

manage import services

local administrator access,

123, 124


123, 124

manage offices



119

manage receipt services



124

manage users

local administrator access,

118, 119


118, 119

managing

accounts, 88


import services, 102

offices, 29


setup, 20

tokens, 77

user security, 76

menu items




term deposits features, 75

mixed status

about, 23

models

authorisation, 11

choosing, 12

dual authorisation, 11

no authorisation, 11

restrictions, 15

single authorisation, 11

names

changing user, 59

navigating lists

basic skills, 134

new user

welcome process, 50

no authorisation model, 11

office form

printing, 35

office sub-tasks


details, 30

FX options, 33

import services, 33


receipt details, 32

summary, 34

office tasks

finalising, 35

offices

about, 8


adding

to user, 50

amending

account groups, 39

applications, 39

details, 39

for user, 50

FX options, 39

import services, 39



billing accounts, 29

creating, 29

deleting, 42

list of, 127

managing, 29

primary

users, 9

removing

from user, 50

reports, 127

segregating

beneficiaries, 8

billing, 8

payments, 8

templates, 8

trade finance, 8

setups, 7, 8

trans Tasman billing, 29


offices user sub-task, 62

Online FX

features

user sub-task, 69

options


office sub-task, 33

organisation

about, 7, 25

account access, 10


forms

amendment, 25

reports, 127

setup

accounts, 25

applications, 25


channel limits, 25

currencies, 25

features, 25

services, 25

paperwork

office form, 35

third party access authority,

91, 92

user authorisation form, 48

passwords

resetting, 80, 82

payment accounts

amending

for user, 50

for user(s), 93, 105

in office, 39

amending access, 93, 105

office sub-task, 32

user sub-task, 67, 70

payments

features

accessing, 72

additional facilities, 74

menu items, 72

user sub-task, 66

offices, 8

users

accounts sub-task, 97

Payments

daily channel limit

amending, 26

viewing, 28


payments users

import services sub-task, 103

pending tasks, 109

PIN mailer

welcome process, 50

primary authoriser, 14

primary office

users, 9

print preview

printing, 138

printing

office form, 35

print preview, 138

reports, 130

third party access authority, 91

user authorisation form, 48, 50

procedures

adding accounts held with

Westpac Australia, 90

amending access to a billing

statement, 98

amending access to an

account, 93, 105

amending access to an import

service, 102

amending an office, 39

amending an user, 50

amending your daily channnel

limit, 26

authorising a task, 114

changing a user’s name, 59

creating a report, 128

creating a user, 45

creating an office, 29

deleting a report, 132

deleting a user, 55

deleting an office, 42

enabling a token, 77

finalising a create user task

after full authorisation, 48

finalising an add 3rd party task

after full authorisation, 91

finalising an office task after

full authorisation, 35

locking a user, 84

rejecting a task, 114

reprinting a third party access

authority, 92

resetting a user password, 80,

82

unlocking a user, 86

viewing task history, 112

viewing your daily channnel

limit, 28

Viewing, printing, and saving

a report, 130

working with pending tasks,

109

process

issue tokens to existing user,

54

welcome new user, 50

receipt services


amending

for user, 50

in office, 39

list of, 127

managing, 105

office sub-task, 32

reports, 127

user sub-task, 65

receipts

features

accessing, 72

menu items, 72

user sub-task, 65

rejected

status, 24

rejecting

tasks, 114

removing

accounts

from group, 39

from group(s), 93, 105

from office, 39

from user, 50

from user(s), 93, 105

applications


from user, 50

billing statements

from user(s), 98

currencies


features


from user, 50

import services


from user(s), 102

item

from list, 136

offices

from user, 50

services

from office, 39


from user, 50

from user(s), 102

reporting

about, 127

reports

accounts

active profile, 127

list, 127

creating, 128

deleting, 132

import services, 127

list, 127

offices

active profile, 127

list, 127

organisation

active profile, 127

printing, 130

receipt services

active profile, 127

list, 127

saving, 130

users

active profile, 127

list, 127

list of active users, 127

list of active users profile

summary, 127

list of inactive users, 127

user activity, 127

viewing, 130

reprinting

third party access authority, 92

resetting

user passwords, 80, 82

responsibilities

administrator, 18

deleting users, 20

setup, 20

tokens, 20

restrictions

secondary authorisers, 15

retention

task history, 112

RSA SecureID, 16

saving

reports, 130

searching lists

basic skills, 133

secondary authoriser, 14

restrictions, 15

security

enabling tokens, 77

locking a user, 84

managing, 76

resetting passwords, 18, 79


security options

authorisation, 14

restrictions, 15

segmentation

enabling, 93, 105

self authorisation, 12

services

adding

to office, 39

to offices(s), 102

to organisation, 25

to user, 50

to user(s), 102

amending

for offices(s), 102

for user(s), 102

managing

imports, 102

receipts, 105

removing

from office, 39



from user, 50

from user(s), 102

setup

about, 7

administrator responsibilities,

20

offices, 7, 8

organisation

accounts, 25

applications, 25


channel limits, 25

currencies, 25

features, 25

services, 25

users, 9

single authorisation model, 11

skills

assignment lists, 135

navigating lists, 134

print preview, 138

searching lists, 133

sorting lists, 133

task summary, 137

working with a task, 134

sorting lists

basic skills, 133

standard user

fees, 44

status

mixed, 23

rejected, 24

sub-tasks, 22

summary, 23

tasks, 21

Stop cheques


stopping

billing statements by mail, 89,

98

sub-tasks

about, 22

amend accounts

details, 95, 107

groups, 96, 107

payments users, 97

amending, 134

billing statements

accounts users, 100

details, 99

import services

payments users, 103

office


details, 30

FX options, 33

import services, 33



summary, 34

status, 22

user

account groups, 64


administration, 63

applications, 62


details, 60

FX features, 69

import services, 68

offices, 62

payment accounts, 67, 70




Term Deposits features, 69

viewing, 135

summary

office sub-tasks, 34

super administrator

about, 17, 117

access, 117



123, 124

manage offices, 119


124


authorising tasks, 124

creating tasks, 124

setting user as, 50

user sub-task, 63

views, 118

task summary

viewing

audit information, 137

before and after, 138

whole, 137

working with, 137

tasks

about, 21

add 3rd party accounts, 90

add accounts, 90

amend accounts, 93, 95, 105,

107

amend billing statements, 98

amend daily channel limit, 26

amend import services, 102

amending, 109

amending sub-task, 134

authorising, 114

automatic cleanup, 109

before and after, 110, 113

create office, 29

create user, 45

delete office, 42

deleting, 110

enable token, 77

history, 112

in workflows, 21

incomplete, 109


lock user, 84

mixed status, 23

pending, 109

rejecting, 114

reset password, 80, 82

retention, 112

status, 21

sub-tasks, 22

summary, 137


unlock user, 86

user, 60

view summary, 113

viewing sub-task, 135


working with, 134

term deposits

features

accessing, 75

menu items, 75

Term Deposits

features

user sub-task, 69

third party

accounts, 88

third party access authority

printing, 91

reprinting, 92

tokens

about, 16


20

authenticating user fees, 44

enabling, 77

issue to

existing user, 54

new user, 50

managing, 77

welcome process, 50

trade finance

offices, 8

trans Tasman

billing, 29

identifying

users, 44

un-assigning

item in list, 136

unlocking

users, 86

user

tasks, 60

user authorisation form

printing, 48

user authority levels

choosing, 14, 16

user guide, 5

user passwords

resetting, 80, 82

user roles

authorisation, 12

choosing, 14, 16

user security


enabling tokens, 77

for help desks, 77

locking a user, 84

managing, 76



workflows, 76

user sub-tasks

account groups, 64


administration, 63

applications, 62


details, 60

FX features, 69

import services, 68

offices, 62

payment accounts, 67, 70




Term Deposits features, 69

user tasks

finalising, 48

issue tokens, 54

issue tokens (new), 50


user tokens

enabling, 77

users

about, 9

access fees, 44



20

amending

access, 93, 102, 105

account groups, 50

administration, 50

applications, 50


details, 50

features, 50

import services, 50, 102

names, 59

offices, 50

payment accounts, 50, 93,

105


authenticating, 16

authorisation roles, 12


billing, 9


changing names, 59

creating, 45

deleting, 55

enabling tokens, 77

identifying

AML/CTF, 18

trans Tasman, 44

issue tokens (existing), 54

issue tokens (new), 50

list of active users, 127

list of active users profile

summary, 127

list of inactive users, 127

locking, 84

primary office, 9

reports, 127


setups, 9

token, 16

unlocking, 86

user activity report, 127

welcome new, 50


viewing

audit

information, 137

before and after, 110, 113, 138

daily channel limit, 28

reports, 130

sub-task, 135

task summary, 113, 137

views



manage import services, 123,

124

manage offices, 119

manage receipt services, 124



welcome letter

welcome process, 50

welcome new user process, 50

Westpac approval

about, 22

add 3rd party account task, 91

create office task, 35

create user task, 48

Westpac processes

issue tokens to existing users,

54


workflows

about, 11

administration, 21

summary, 23

user security, 76

working with

assignment lists

basic skills, 135

pending tasks, 109

task summary

basic skills, 137

tasks

basic skills, 134

Corporate Online. - Westpachelp.westpac.com.au/help/content/col/documents/... · Most Corporate...

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Transcript of Corporate Online. - Westpachelp.westpac.com.au/help/content/col/documents/... · Most Corporate...