User guide to main functions July 2007
Summary Transactions and Balance: Consolidated and Online......... Page 3 How to order: Instructions and Remittances............... Instructions: details entered manually.................... Remittances: details entered manually..................... Remittances: details upload............................ How to check an Instruction/Remittance................. List of instructions................................. List of remittances................................. How to create a new operator......................... Page 11 Groups management................................ Page 11 Users management................................. Page 13 How to sign...................................... Page 16 Preliminary operations............................... Page 16 General data...................................... Page 16 List of Instructions with pending signature................. Page.... 17. List of Remittances with pending signature................. Page.... 18.. Signing......................................... Page 20 Appendix:: Instructions for F24 tax forms payment.................... Click on content item to go to the corresponding section. Page 4 Page 5 Page 6 Page 8 Page 9 Page 9 Page 10 Page 21 Page
TRANSACTIONS AND BALANCE: CONSOLIDATED AND ONLINE Two types of Lists of Transactions or Balances are available on Business Way BNL: consolidated and on line Consolidated This function, available with the Multibank option, enables customers to check Transactions and Balances updated to the previous accounting date. Data will be displayed according to CBI regulations. Information concerning several accounts can be obtained simultaneously. On line This function, available for BNL accounts only, allows the user to check the account statement or the balance updated to the inquiry time. Users can request information concerning a single account at a time, for a time period not exceeding 5 days. Display of transactions made on current date is temporary and may undergo changes. Page
HOW TO ORDER: INSTRUCTIONS AND REMITTANCES Depending on the type of product, individual ordering operations ( Instructions ) or several aggregated homogeneous operations ( Remittances ) may be entered in on Business Way BNL. Instructions Instructions are Monobank operations (only to the debit of a BNL current account) that can only prepared entering details manually. Once details have been entered, the instruction will be saved in the list of instructions with pending signature.. List of instructions available on Business Way BNL: Remittances The remittance consists of a set of aggregated homogeneous instructions concerning some operations that are not present in the list of individual monobank instructions. These are multibank products and must be necessarily aggregated in a remittance, even in case of a single instruction, before being submitted for execution. Instructions Online Transfer Postal slip Standing order Utility payment Utility domiciliation Execution time* Immediate** 3 working days 5 working days Immediate** within 3 working days The remittance can be created by: entering data manually uploading a file in CBI format.. * Not considering time necessary for formal controls ** If submitted between 7.00 AM and 7.00 PM, from Monday to Friday Page
Instructions: details entered manually The displayed example refers to the online transfer. 1) Enter transfer instruction in the Transfer form (Pay > Transfers > Online transfer) 2) After entering the details, click on Sign 3) The Instruction is now available in the list of instructions with signature pending. Page
Remittances: details entered manually The displayed example refers to the domestic transfer. 1) Enter one or more Instructions in the Transfer form (Pay > Transfers > Domestic Transfer) 2) After entering the details, create a Remittance. Click on Aggregating instructions in a remittance from Remittances/Instruct. Domestic transfer form Select the Company Name/Account Holder, Instruction type (for example, Transfer) and debit bank. Click on View. (continued) Remittance creation: search mask Page
(continued from previous page) 3) The window List of Instructions will be displayed. Select transfers to be aggregated in a Remittance. Click on Aggregate and confirm clicking Ok in the follwong result display. The Remittance is now available in the list of remittances with pending signature. List of Instructions to be aggregated Transfers can be individually selected from the list and changed by the Edit link. Page
Remittances: details upload Go to Upload Remittance (Tools > File Upload/Download > Upload Instructions ) use Browse button to find the file to be uploaded (in CBI format). If uploading is succesful the file will be available from Tools > File Upload/Download > View uploaded files The Remittance is now available in the list of remittances with pending signature. Upload Remittance Page
HOW TO CHECK AN INSTRUCTION/REMITTANCE List of Instructions The displayed example refers to Postal Slip product. Go to Remittances/Instruct. > List of Instructions to have access to the search mask for the displayed parameters selection. Click on View to have access to the List of previously entered instructions. List of Instructions: search mask List of Instructions: Postal Slips payment Page
List of Remittances The displayed example refers to Domestic Transfer. By List of Remittances (Remittances/Instruct. > List of Remittances) select the following details from the drop-down menu: Company name/account holder Instruction (Transfer, Wages, Boll.Bancario, Mav) Bank Remittance Status (Signable, Signable with Forcing, Submitted...) List of Remittances: Search mask Click on View to have access to the list. Clicking on the creation date, items of each Instruction contained in the Remittance will be displayed. List of Remittances: Search result Page 10
HOW TO CREATE A NEW OPERATOR The Supervisor can create new operators autonomously defining their work scope. Groups management Before creating a new operator, a group must be defined. A group is a cluster of users having specific functions. The group Administrator is automatically set by the system; it is not editable and is enabled to operate on any function, including the creation of new operators. From Check > Access management > Groups management select New. The Group window will be displayed (continued) Groups Management: List Page 11
(continued from previous page) Enter name and Notes, then, select the services to which the Group has to be enabled. Click on Create New Group. A confirmation message will be displayed. Once the Group has been displayed, define Users from Check > Access management > Users management. Go to Users Management page Groups Management: Create New Group Page 12
Gestione Utenti From Check >Access management > Users Management the list of users will be displayed. After a Group has been created, new Users can be entered. Clicking on Add User the form for entering new user s details will be displayed. (continued) Users Management: List of Users Page 13
(continued from previous page) Complete the required fields in the form Add User. Select a Group from the drop-down menu. If the new user is a signatory, associate the user with one of the names available from the Associate signatory drop-down menu, in order to make the user operatinal. All new users are enabled to operate on all current accounts, thereby using all the information and instruction functions. Use the Accounts Authorisation function to enable users to operate only on information or instructing functions. Go to Edit User to define the current accounts associated with the operator. (continued) Users Management: Enter user Page 14
(continued from previous page) From Check > Access management > Users Management,the Edit user mask will be displayed. Use the Accounts management function to define the (current) accounts associated with the operator. All editable fields can be edited through this form. Users Management: change user Page 15
HOW TO SIGN Preliminary operations Digital signature on Business Way BNL is performed through a Java application. Each signatory shall receive a self-installing CD containing the software for the digital signature on Business Way BNL. The CD-Rom will install: - Java Runtime Enviroment - Ellips Runtime - Driver smart card - Reader driver You must be the PC administrator to install the software. General data Instructions and remittances to be signed are available in the relevant lists accessible by clicking on Sign. Different signatories can sign the document until its submission. Every signatories can check the list of previous signatories of each instruction/remittance. Sign Button Page 16
List of instructions with pending signature The following options are available in the list with pending signature: Sign: The instruction will be signed Sign and submit: The instruction will be signed and submitted to BNL with a single operation Submit: a previously signed remittance will be submitted to BNL Write off: signature will be removed from a previously signed remittance not yet submitted. Select the link in the Product column to view the details of each instruction with pending signature. To edit an instruction, click on Remittances/Instruct. > List of instructions, select the instruction to be modified and click on Edit. Instructions status can be: Pending: remittances without signature Signed: instructions signed by at least one signatory and ready for submission. Page 17
List of Remittances with pending signature The following options are available in the list of remittances with pending signature: Sign: The remittance will be signed Sign and submit: The remittance will be signed and submitted to BNL with a single operation Submit: a previously signed remittance will be submitted to BNL Write off: signature will be removed from a previously signed remittance not yet submitted Print letter: by this option, a confirmation letter to be sent to the executing bank can be printed before flow submission. Select the link in the Product column, to view the details of the remittance with pending signature; select the corresponding icon to view the track that will be sent to the receiving bank. (continued) Page 18
(continued from previous page) The icon present in the Check column indicates whether the remittance can be submitted to the receiving bank or not: Green: the remittance can be submitted Yellow: the remittance is submittable but it contains at least one instruction subject to penalty Red: the remittance contains at least one instruction with blocking errors; correct or delete the instruction before submitting the remittance. Yellow or red remittances not yet signed yet can be corrected by selecting List of remittances from the menu Instructions/remittances and clicking on the Check icon corresponding to the remittance to be corrected. To delete any incorrect instruction in the remittance, disaggregate it first, delete the instruction and then re-aggregate the remittance. The following options are available: Signable: remittances without signature Signable with Forcing: remittances without signature in which non-blocking errors are present Non-signable: remittances that cannot be signed since they contain blocking errors Signed: instructions/remittances signed by at least one signatory and ready for submission Submittable with Forcing: remittances signed by at least one signatory, ready for submission and containing non-blocking errors Non-submittable: remittances signed by at least one signatory but containing blocking errors. Page 19
Signing Select the operation to be signed from the relevant list and click on Sign or on Sign and Submit to sign instructions and remittances. If the message Applet sign_applet started appears in the status bar on bottom left, the instruction/remittance can be signed by entering the Smart Card PIN in the corresponding field. Otherwise, the request for runtime installation authorization will be displayed (this operation is possible only if the logged-on user is the PC administrator). The signatory must be associated with one of the service users in order to complete the operation successfully. Page 20
APPENDIX: instructions for F24 tax forms payment F24 tax payment function, available from Pay >Taxes, allows customers to pay taxes and social security contributions listed in the F24 Consolidated Tax Payment Form. The form displayed by the system is a copy of the form issued by the Ministry of Finance, with the same layout and the same fields to be filled in. Besides being used by taxpayers, this function also meets the needs of tax consultants, CAAFs (Authorized Tax Assistance Centres), professional associations which are entrusted by their customers with tax payment by F24 form. Attention: monobank customers can submit F24 tax forms only to BNL. To fill in F24 tax payment forms, refer to the instructions in the relevant section of the Italian Tax Revenue Agency website Details entered manually. The on-line F24 Consolidated Tax Payment Form submission through Business Way requires customers to fill in some additional fields necessary both for form channelling/management via CBI circuit (ordering party details section), and for its processing (payment details section). To fill in the first section, select the originator from the drop-down menu. In the subsequent section, enter the receiver of payment receipt (if the originator and the taxpayer are not the same entity). Finally, a debit (current) account from those displayed in the drop-down menu must be specified in Payment details section. Tax consultants, CAAFs (Authorized Tax Assistance Centres), professional associations can also use the option allowing them to debit the relevant amounts directly from taxpayer s (current) account, provided that this section has been previously filled in. Once the F24 form has been completed, this must be aggregated in a payment Remittance duly signed and submitted to the receiving bank Page 21
Data upload Check Remittances: data entering through upload F24 submission cut-off time F24 tax payment forms, or cancellation thereof, can be submitted to the access bank by 6,00 PM of the last working day before the due date. If these are submitted later than the above-mentioned cut-off, but not later than 11,00 AM on their due date (deadline for flows acceptance by the access bank), BNL will not guarantee the sending of acceptance/refusal messages to customers on the due date. Fate F24 fate can be checked from Check>Fate; Clicking on the date, the submitted form details will be displayed. After submission, the form status will be Submitted. Within two hours from form reception, and after having checked its compliance with the requirements of the Italian Tax Revenue Agency(1), the receiving bank will send a message concerning formal correctness ( Accepted or Rejected ) for each submitted form, indicating the reason for any rejection. After the due date, the receiving bank will send a receipt message ( Paid or Not paid ), also specifying the reason for any rejection. (1) For forms submitted to BNL, in the evening of the due date (or on the subsequent day, if received later than 6:00 PM) controls on instruction powers are carried out (as to forms submitted by tax consultants, for example, the bank will check whether the taxpayer s fiscal code corresponds to the current account holder s fiscal code). Page 22
F24 order cancellation The user can cancel a previously submitted payment order through F24 order cancellation function, available from Pay>Taxes. Cancellation orders must be submitted no later than 6:00 PM of the earliest working day prior to the due date. Debit from current account Customers can check whether the sum has been debited from their current accounts or not, starting from the day subsequent to the due date, through the relevan function. Payment receipt The bank from where the sum has be debited will send a paper receipt for the received payment by the seventh working day subsequent to the F24 form due date. Adherent banks It is possible to debit an account held on any BNL branch or other financial institution that does not adhere to the service. The directory of adherent banks to the CBI-F24 service is available on the website Associazione per il Corporate Banking Interbancario. Important: monobank customers can send the F24 payment instructions exclusively to BNL. Page 23