Community Bank Cash Management Guide

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A Quick and Easy Guide to

Cash Management

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Welcome

Welcome to Community Banks Cash Management. With Cash Management, users have access to business accounts 24 hours a day, 7 days a week, anywhere an Internet connection is available.

This guide is designed to help answer questions about how Cash Management works and how to manage business banking. In addition to accessing account information, users will be able to set up and pay bills online. With Cash Management, users will find that they are able to reduce the amount of time spent managing finances.

Welcome and enjoy banking online. Table of Contents

Security. 2 Initiating a Batch... 21 Getting Started and Logging In 3 Edit Batch..... 22 Security Tokens 6 Reversing a Batch......... 23 User Maintenance. 7 Wire Creation....... 24 Alerts 8 Editing a Wire....... 25 Account Maintenance... 9 Transmitting a Wire...... 26 Personal Options... 10 Wire Templates......... 27 Stop Payments.. 11 History... 27 Account Access.... 12 Positive Pay Overview...... 28 Transactions..... 13 Manually Entering Information. 28 Create Reports.. 14 Establishing/Editing Upload ACH Origination Overview.. 15 File Format.... 29 Creating a Batch 16 Fixed Position Files... 29 Uploading an ACH Batch. 17 CSV Files.. 30 ACH File Import Layout. 18 Upload Positive Pay Items 31 Importing and ACH File... 19 Positive Pay Exceptions........ 32 Transaction Entry Maintenance 20

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Security

Community Bank is dedicated to ensuring your privacy and your security on the Internet. Our state-of-the-art technology encrypts data traveling between your computer and Community Bank, making it virtually impossible for anyone to access your account information. We use 128-bit Secure Sockets Layer (SSL) encryption technology, the most trusted method of securing Internet transactions today. LOGIN The Online Banking ID and Password are the keys to Cash Management. It takes both identification keys to gain access. No one representing Community Bank will ask for the Password. The Password should never be given to anyone who asks for it in an email, by phone or anyone else who does not need to have access to the account. SECURITY TOKENS Security Tokens are used in the login process as extra security for ACH and Wire customers. LOGOUT For security purposes, the users should always log out at the end of each Cash Management session.

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Getting Started and Logging In Logging in to Online Banking is easy with just a few simple steps. Open the web browser and go to CommunityBank.net1 1. Select the CLICK TO LOGIN image to begin.

2. Enter the Online Banking ID and Password, and then Submit.

3. The first time the Admin user signs in, they will be presented with the

Online Agreement. After reading the Agreement, the user should check the I Agree box and Accept.

4. On the first Online Banking login, the Admin user will be required to reset

the Online Banking Password.

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5. Enter the Cash Management ID and Cash Management Password. On the first online banking login, the user will be required to reset the Cash Management Password.

6. If the user is a Single Sign On user, they will be required to create a Single

Sign On User ID and Password.

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7. The user will be asked to select a Watermark image on the next screen before accessing the account. The Watermark image is a unique picture that will only display when logging into Community Banks website. (If the correct image does not appear, the user should not proceed.)

8. The user will then be asked to set up security questions.

9. Provide a valid Email Address.

Note: As a security measure, if someone attempting to gain access to the account uses an incorrect/invalid password three times in a row, the Online Banking account will become locked, denying access to the account. If this occurs, simply call Customer Service to have the account unlocked or use the self-reset feature. In order to activate the self-reset feature, after logging in, go to the Options tab and enter a personal reset question and answer. This feature is not available to Single-Sign On Users.

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Security Tokens

Security Tokens are an extra layer of security for Cash Management users that have ACH and Wire authority. When a Cash Management user with ACH and/or Wire authority logs in, the screen below will appear. If the token has been received, select Yes and the information from the token will be entered to finish the login process. If the token hasnt been received, select No and the 2nd screen below will appear. When Yes is selected, the screen below will appear and the information from the token is required, then Submit.

After submitting the information, the message below will be displayed.

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User Maintenance

Multiple users can be set up within the organization with restricted or full access to Cash Management functions and accounts. Each user can be set up according to the needed specifications allowing them to access only what is authorized by the Administrator.

1. From the Cash Manager tab, select Users in the submenu. A list of existing users will be displayed.

2. To edit an existing user, choose an option from the drop-down menu for the corresponding user.

3. Enter the User Settings and Submit to continue. 4. To create a new user, select New CM User in the submenu. Note: Authorities can be split for the users. For example, one user can have the authority to create a batch but not initiate it; another user can have the authority to initiate the batch. Giving full ACH control allows the user to be able to create and initiate the same batch.

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Alerts

Make organizing finances easy by using the online Alerts feature to monitor the activity of accounts and receive notifications when attention is needed. Set up Balance, Event, Item or Personal alerts.

1. From the Options tab, select Alerts in the submenu. 2. Add or Edit Alerts by clicking on the appropriate link.

Available Alerts are:

Wire ACH Insufficient Funds Positive Pay Statement or Notice Maturing Loan/CD

Bill Payment Transfer Balance Item Personal

Highly recommended:

ACH Wire Positive Pay

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Account Maintenance

Community Bank makes it easy to customize the online banking experience and maintain control over accounts.

1. From the Options tab, select Account in the submenu. 2. Choose the type of account to modify from the drop-down menu. 3. To change an Account Pseudo Name, enter the new name in the field

provided.

4. To modify the order in which the accounts are listed, click on the account and drag it up or down.

5. Submit to continue.

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Personal Options

Use the Personal Options feature to modify personal settings or login information.

1. From the Options tab, select Personal in the submenu. 2. Edit the appropriate information in the fields provided. 3. Submit to continue.

Note: The Password Reset Question and Answer feature is not available for Single Sign On Users.

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Stop Payments

Stop Payment requests can be made online. Select Stop Payments from the Activity drop-down menu from the main page or click Stop Payments from the Online Banking submenu. Please be aware that the account will be automatically debited a Stop Payment Processing fee.

1. Select Stop Payments from the main menu. 2. Please read this information before proceeding. 3. Enter the check details into the fields provided. 4. Review the information carefully, and then Submit to process the Stop

Payment request.

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Account Access

The My Netteller screen appears after successfully logging in to Online Banking. The main page will list the balances for each account. This page can be customized according to the users needs.

1. The Transactions page can be accessed by clicking the account name from

the My Netteller page or the Accounts page or by selecting Transactions from the Activity drop-down menu from the Accounts page.

2. From the Activity drop-down menu, users can initiate a transfer, download account information, view a recent bank statement or view account information.

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Transactions

When a user selects the account from the main page, all transactions on the account will be displayed according to the default transaction range. This range can be changed in the Display menu under the Options tab. The Transactions screen displays the date transactions posted to the account, the check number and a description of the transactions. The amount of each transaction is shown, as well as a calculated running balance and available balance. 1. To view a copy of a check or deposit, click the View Image link or the

check number. 2. The Current Balance and Available Balance are shown here. 3. View a different account by selecting an account from the drop-down

menu. 4. Search for a specific transaction by clicking Search. 5. Enter the transaction details in the fields provided, including the date

range, amounts and check numbers, then click Submit to process the search.

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Create Reports Prior Day, Current Day and overall Position can be viewed by accessing the Reporting feature in Cash Manager. BAI format is available upon request. 1. From the Cash Manager tab, choose the desired report from the submenu. 2. Select the account from the drop-down menu. 3. Download the overall Position Report by clicking the Cash Management

data link.

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ACH Origination Overview

The Automated Clearing House Network (ACH) is an electronic payments network used by individuals, businesses, financial institutions and government organizations. The network functions as an efficient, electronic alternative to paper checks. It allows funds to be electronically debited or credited to a checking account or savings account.* * Additional agreements and fees apply. ACH will be accessed from the Cash Manager tab. See below for a listing of available features:

1. Upload Files created by accounting software 2. Use Tax Payment in the ACH submenu to make a payment for Federal

or State taxes. Users must already be registered with the EFTPS to use this option.

3. View History in the ACH submenu to view any transaction history for that month. The date range can be changed to view up to 90 days.

4. Use Search in the ACH submenu to search for transactions by Name, ID number, batch or amount.

5. Batch Listing screen displays existing batches. 6. Choose a company from the drop-down menu to create a new batch.

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Creating a Batch

The first step to creating a new batch is creating a batch header. The batch header will allow the user to assign the characteristics of the batch for entry. Once the header has been created, records can then be added to the batch. To create a new ACH Batch Header, click ACH from the submenu, then click Batch List. From the ACH Batch Listing page, select a company in the Create a new batch for: drop-down. The company name is set up by Community Bank.

1. Enter the Batch Name. 2. Enter an Entry Description. The description should help the statement

holder to quickly identify the ACH (ie. payroll, water bill, drafts, etc.). 3. Submit to add records to the batch. Common ACH types: PPD - Prearranged Payments and Deposits (used for payroll and drafts). CCD - Corporate Credit or Debit (used for business to business entries).

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Uploading an ACH Batch The ACH Upload feature allows an authorized user to upload a NACHA formatted file from accounting software. Simply browse the computer to locate the NACHA file to upload.

1. Select Upload in the ACH submenu to begin. 2. Enter the name of the file to upload or click Browse to find the file, and

then Upload. 3. In a secondary screen, the status of the upload will be displayed here.

The screen will automatically update every 30 seconds or can be updated by clicking Refresh.

4. Once the batch has been uploaded, click on the ACH tab to view the batch list.

5. The batch can be Edited, Deleted or Initiated from the drop-down menu. To initiate multiple batches, check the box next to each batch and click Initiate Selected.

Note: Files cannot contain both debits and credits. The file must be unbalanced in order to initiate. The offset will be selected when the file is initiated. The ACH Company Name and ID must match Community Banks system exactly.

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ACH File Import Layout

ACH files can also be imported using a CSV file, Fixed Position file or a Delimited file. Before the file can be uploaded, the layout must first be defined.

1. From the Cash Manager tab, ACH tab, select Import Layout. 2. Select the type of file that will be uploaded from the drop-down menu. If importing a CSV file, use the drop-down menu to select the column number where the information resides.

3. Define the values to distinguish the checking and savings account from the

Account Type drop-down menu. 4. Define the values to distinguish whether the transaction is a debit or a

credit from the Transaction Type drop-down menu. If importing a Fixed Position file, enter the numbers in the fields designated. Ex: The name may begin with position 1 and end with 15.

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Importing an ACH File

Once the Import Layout has been defined, the file can be created. 1. Select a company name in the Create a new batch for: drop-down menu.

2. Enter the information in the available fields, and then Submit to create a

new Batch.

3. Click on Import Item.

4. Choose the Import File Type from the drop-down menu, and then click

Browse.

The screen will be refreshed to show the status of the file being uploaded. The screen will automatically update every 30 seconds or can be updated by clicking Refresh. Once the status comes to an uploaded status, go back to the batch list. Select the batch and follow the instructions to initiate the batch.

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Transaction Entry Maintenance Use this screen to add items (participants) to a specific batch. Use the Add Multiple option to add up to 10 transactions at once.

1. From the Cash Manager tab, select Batch List under ACH. 2. Enter the appropriate information in the fields provided. 3. Click Quick Add to add another item or Submit to complete the

process. 4. To add multiple items, click Add Multiple. 5. Enter the appropriate information in the fields provided, and then

Submit when the last record has been added. ** Warning ** The session will end if the screen does not change within 10 minutes. ACH Addenda Additional information may be sent with the ACH items using the 05 addenda type. This is commonly used with Child Support and Tax Entity Payments.

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Initiating a Batch

To send or collect funds through the Cash Manager ACH function, a batch must be initiated.

1. From the Cash Manager tab, select Batch List under ACH. 2. Find the batch to be initiated and open the drop-down menu

next to the batch and select Initiate. 3. To initiate multiple batches at once, check the box next to each

batch to be initiated and Initiate Selected. Within the initiate batch screen:

4. Select the effective date. 5. Select the offset account. 6. Initiate.

Note: If the Reset amounts to $0.00 after processing batch box is selected the dollar amount on all entries will be reset to $0.00 after the batch is processed.

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Edit a Batch

Batches that appear in the ACH Batch List can be edited.

1. Choose Edit from the drop-down menu beside the appropriate batch.

2. The following screen will then be available to edit the Batch Name, Discretionary Data, Company ID or Entry Description. Select Edit to edit any transaction information.

3. Edit any information in the fields provided, and then Submit.

Note: Deleting a batch that is in an Initiated Status, could cause a batch to not be processed.

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Reversing a Batch

If a batch is sent in error, it can be reversed by reinitiating the same batch again but with the opposite entries. (For example: if a customer was debited and the account at Community Bank was credited in the original batch, the customer will need to be credited and the account at Community Bank debited). When creating the header for the reversal batch, the word REVERSAL (in all caps) needs to be put in the Entry Description field.

Batches can only be reversed within 5 days of the errors effective date. Community Bank cannot be held responsible for reversed entries

returned by the receiving bank. Prior to utilizing the reversal feature, please contact a Cash

Management representative at Community Bank.

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Wire Creation

The Wire Transfers service is used to move funds between accounts within different financial institutions. Wire Transfers can be scheduled for the current day or up to 30 days in the future. Pending Wire Transfers can be reviewed or deleted any time prior to processing.

1. Select Edit/Add from the Wires submenu. 2. To view a wire, select an account from the drop-down menu. 3. To create a new wire, select an account from the drop-down menu.

4. Enter the Wire Information in the fields provided. 5. Check the box if the wire should be Repetitive. This will create a wire

template. 6. Submit when finished.

*Additional agreements and fees apply.

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Editing a Wire

1. Click the Cash Manager tab, select Wires, and then select Edit/Add from

the submenu. Single wires can be edited until transmitted. 2. Select the Edit link.

3. Edit any information and then Submit when finished.

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Transmitting a Wire Through the Wire Transmissions feature, funds can be moved between accounts within different financial institutions. Transmissions can be scheduled for the current day or a future date. Pending transmissions can be reviewed or deleted any time prior to processing.

1. Select Transmit next to the wire to continue. 2. To transmit multiple wires at once, check the box next to the wire to

transmit. Click the Transmit Selected button. The administrator or assigned users can easily approve, delete or deny pending wire transmissions. Wire requests must be received by the cut off time for same day processing.

3. Review the details of the wire transmission, and then enter the Wire

Password. 4. Click Transmit to view the Wire Transmit confirmation page.

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Wire Templates

A template can be used for entering wire information performed on a regular basis. The system is designed to store these templates, thus saving time by defining them once and reusing them later. (See wire creation for set up.)

1. Repetitive wires can be found under Transmit Templates from the Wires submenu. The wire information will be saved from the previous wires.

History

The Wire History feature tracks Wire Transmitting. A specific wire can be found by specifying a date range for a particular account.

1. From the Cash Manager tab, select Wires, then History from the submenu. 2. Select the appropriate account from the drop-down menu to View Wire

History. 3. Select a date range or select a specific date by clicking Search.

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Positive Pay Overview

The Positive Pay feature compares checks presented for payment against an electronic check issue file to identify fraudulent items. Issued items can be directly entered into the positive pay system or an issue file uploaded from a workstation. The Bank compares checks presented for payment against the issue file on a nightly basis, notifies of any exceptions via alert, and allows images of the checks to be viewed and to either pay or return the items. Manually Entering Information

1. From the Upload menu, select Manual Entry from the drop-down menu. 2. Select the appropriate account from the drop-down menu. 3. Enter all information in the fields provided, and then click Upload.

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Establishing/Editing Upload File Format

1. From the Cash Manager tab, select Positive Pay, then Edit Upload Format in the submenu.

2. Select the type of file to upload from the drop-down menu.

The CSV File format is used for spreadsheet type files. The Fixed Position format is used for word processing or text documents. The bank will help determine the best format to use. Fixed Position Files

Enter the beginning and ending positions for each portion of the file information being uploaded, then Save. Required fields are Item Number, Item Amount and Void Indicator.

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CSV Files

Select the appropriate number column for each piece of information being uploaded, then Save.

Required fields are Item Number, Item Amount and Void Indicator.

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Upload Positive Pay Items

1. From the Cash Manager tab, select Positive Pay, and then Upload in the submenu.

2. Select the appropriate account. 3. Select the Upload File Type from the drop-down menu. 4. If submitting a file, click browse to find the appropriate file to upload. 5. Upload when finished.

6. When the file has completely uploaded, the View Details link will appear on the screen. Click the link to confirm the upload.

7. Verify the total number of checks and the dollar amount, then Approve to

submit to the bank.

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Positive Pay Exceptions When a discrepancy with an issued check is detected, the item will be added to the Exceptions Report. From the Exceptions Report screen, the item can be paid or returned.

1. From the Cash Manager tab select Positive Pay. 2. Select an account to view from the drop-down

menu. 3. Click a check number link on the Item screen to view a check image. 4. Flip or Rotate to view the reverse side. 5. Click the Details link to view the Item Details. 6. Check the Pay box to pay the item or uncheck the Pay box to return the

item. If the companys default is to pay all items not worked, the Pay box will automatically be checked. If the default is to return all items not worked, the Pay box will not be checked when first viewing the item.

7. Submit when finished.

Note: In order to receive an email notification, an alert has to be set up for Positive Pay under the Options tab. Exception decisions must be made prior to the designated cut-off time; otherwise the default decision will be applied. No sensitive information will be sent via email.

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