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Corporate Online.

Using Account Segmentation

Effective as at September 2020

About this Guide

Using Account segmentation Page 2 of 100


About Corporate Online

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 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.

Security

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.

Note

This user guide forms part of your Agreement with us and provides information for your use

of this product within Westpac Corporate Online.

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

Copyright © 2020 Westpac Banking Corporation ABN 33 007 457 141 AFSL and

Australian credit licence 233714.

About this Guide



Contents

About this Guide ...................................................................................................... 5

Introducing Account Segmentation .......................................................................... 6

Viewing Segment balances and transactions ............................................................ 9 Procedure: Viewing segment balances ............................................................................. 9 Procedure: Viewing segment transactions ..................................................................... 11 Procedure: Searching for transactions ........................................................................... 13 Procedure: Adding comments to transactions ................................................................ 15

Managing Segment Transactions ............................................................................ 18 Adjustment (“journal”) transactions ............................................................................... 18 Procedure: Creating an adjustment ............................................................................... 19 Moving transactions...................................................................................................... 23 Procedure: Moving a transaction from one segment to another ...................................... 23 Split transactions .......................................................................................................... 26 Procedure: Splitting a transaction between segments .................................................... 26

Reports on Segments ............................................................................................. 29 Procedure: Creating a report ......................................................................................... 29 Procedure: Working with reports ................................................................................... 33 Procedure: Viewing (and downloading) a report PDF ...................................................... 35 What segment reports are available? ............................................................................. 38

Exporting Segment Information .............................................................................. 40 Export formats (data types) ........................................................................................... 40 Procedure: Requesting an export file ............................................................................. 40 Procedure: Exporting the requested file ......................................................................... 43

About Segmentation Arrangements ........................................................................ 46 Segments and rules ...................................................................................................... 46 Segmentation interest ................................................................................................... 47 Segmentation starting Balances and Dates .................................................................... 48

Implementing a New Segmentation Arrangement ................................................... 49

Managing Segmentation Arrangements .................................................................. 50 User access to segmentation setup ............................................................................... 50 Procedure: Creating a new segmentation arrangement .................................................. 51 Procedure: Viewing segmentation details ...................................................................... 67 Procedure: Adding a segment to an existing arrangement ............................................. 70 Procedure: Amending the rules for an existing segment ................................................ 72 Procedure: Amending the interest allocation ................................................................. 76 Procedure: Amending the interest categories ................................................................ 78 Procedure: Closing a segment ....................................................................................... 79

Managing User Access to Segments ....................................................................... 83 Procedure: Amending which segments a user can access ............................................... 83 Procedure: Amending which users can access a segment ............................................... 85

Deleting a segmentation arrangement ................................................................... 88

Setting Account Segmentation Preferences ............................................................. 90

Basic Skills: Account Segmentation ......................................................................... 92 Filtering items on a list screen ...................................................................................... 92 Displaying items on a list screen ................................................................................... 92 Sorting items on a list screen ........................................................................................ 93 Entering dates with the calendar ................................................................................... 94 Navigating a list screen using the grey navigation links ................................................. 95 Printing with Print preview ............................................................................................ 95 Browsing with Print preview .......................................................................................... 96

Glossary ................................................................................................................. 97

About this Guide



Index ...................................................................................................................... 99

About this Guide



About this Guide

This guide describes how to use the Account Segmentation 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 page 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 logging on and security

• Using Accounts, which covers the remainder of the Accounts application.

Click on a link to display the user guides for that application.

Introducing Account Segmentation




Account segmentation allows you to split a single Westpac account into meaningful

segments in a way that mirrors how you model your business. A segment might contain all

the transactions for a product line, a project, or a business unit.

It’s like a cash book

Account segmentation works in a very similar way to a simple column cashbook. Using this

cash-book analogy, account segments compare to cash-book columns.

Under a segmentation arrangement, each of the transactions that appears in your

transactional account appears in one of the account’s segments (columns).

Transactions can be moved between segments (columns) or split across more than one

segment. Adjustment transactions (journal entries) can also be created.

You can open and close segments as required and even allocate interest from the

transactional account to segments automatically.

Mirror your business model

Consider the following sample transactional account statement.

AUD TRADING ACCOUNT

DATE TRANSACTION DEBIT CREDIT BALANCE

15Oct DEPOSIT 129 10.00 60100.34

15Oct DEPOSIT 130 20.00 60300.34

15Oct WITHDRAWAL 673 30.00 60000.34

15Oct WITHDRAWAL 674 40.00 59600.34

15Oct DEPOSIT 131 50.00 60100.34

Segment One $5

Segment Two $5

Segment One (all)

Segment Two (all)

Suppose the business activity on this account covers business from two entities within your

organisation. These could be shops, locations, products, venues, subsidiaries, or anything

else you may want to use to segment your business.

By applying segmentation to this account, you could view your single transactional account

as several segments, one for each business entity. For example:

AUD TRADING ACCOUNT

DATE TRANSACTION DEBIT CREDIT BALANCE

15Oct DEPOSIT 129 10.00 60100.34

15Oct DEPOSIT 130 20.00 60300.34

15Oct WITHDRAWAL 673 30.00 60000.34

15Oct WITHDRAWAL 674 40.00 59600.34

15Oct DEPOSIT 131 50.00 60100.34

SEGMENT: UNALLOCATED

DATE TRANSACTION DEBIT CREDIT

15Oct WITHDRAWAL 674 40.00

15Oct DEPOSIT 131 50.00

SEGMENT: SEGMENT ONE




SEGMENT: SEGMENT TWO



15Oct WITHDRAWAL 673 30.00

Segmentation doesn’t change your account

Account segmentation can provide a segmented view of any standard Australian dollar

Westpac transactional account. This segmented view is visible only through the

segmentation features (e.g. View segments). In other parts of Corporate Online (e.g. View

transaction information in Accounts) a segmented account will appear exactly as normal.




Account segmentation does not affect your transactional account in anyway. It exists only in

Corporate Online Accounts as a more meaningful way of viewing the account.

Control who sees what

Account segmentation allows you to control which segments each of the Corporate Online

users in your organisation can see.

Only users with access to the segmented account and the segmentation features can view the

segments. If they have access to the account but not the segmentation features, they will see

the transactional account as normal.

In addition, you can restrict which segments each of the segmentation users can see.

Some restrictions

Segmentation works only on Australian dollar Westpac transactional accounts domiciled in

Australia.

Segments work only on individual accounts. Segments cannot run across multiple accounts.

Each transactional account can have only one segmentation arrangement under Corporate

Online.

Segmentation features

The account segmentation functionality is broken down into several features to allow you to

manage which tasks can be performed by which users in your organisation (according to

their job role). The features are:

Feature (as allocated in Administration) A relevant user guide topic to get started…

View and print account segmentation

information Viewing Segment balances and transactions

on page 9

Reports on Segments on page 29

Adjustments Adjustment (“journal”) transactions

on page 18

Move transactions Moving transactions on page 23

Split transactions Split transactions on page 26

Manage segment level segmentation

setup

Managing Segmentation Arrangements

on page 50

Manage account level

segmentation setup


on page 50

Export account segmentation

information

Procedure: Exporting the requested file

on page 43

Prepare segment accounts for export Procedure: Requesting an export file

on page 40

These features are allocated to users by your Corporate Online administrators.




User access to segmentation

To be able to use Account segmentation you will require:

• access to segmentation features

• access to an account group containing the segmented account (via an office)

• access to the specific segments they are to work with.

Segmentation fees and charges

Fees are billed to the office through which the segmentation arrangement is accessed.

If a segmented account is accessible in more than one office in your Corporate Online setup,

the segmentation fees are incurred in each office in which the account is listed.

Feature Fee payable

View transactions and balances, requesting export files in a variety of

formats, request PDF reports

No

Customer initiated segment Yes (Monthly)

Westpac initiated segment (one with its own BSB & Account) Yes (Monthly)

Move, Split and Adjustment transactions No

For more information on fees and charges, refer to the Corporate Online Fees and Charges

Information sheet, which is published on the Westpac internet site, or talk to your Westpac

relationship manager.

Segmentation history

Segmentation data (transactions that appear in a segmented account in an active

arrangement) is held for 24 months.

The start date of a new segmentation arrangement can be backdated to a maximum of 100

calendar days

Making payments from segment account

Corporate Online Payments can be used to initiate outward payments direct from Westpac-

initiated segments (see: Westpac-initiated segments on page 46.)

Each Westpac-initiated segment BSB and account number must be added to your Corporate

online set-up (initiated for Online Payments only) and then assigned to users of Online

Payments via an Office.

To request Westpac-initiated segment BSB and accounts numbers to be added to your

organisation complete a Corporate Online Organisation Amendment Form (Accounts,

Services or Limits) available from your Westpac representative or by selecting User guides

>> Administration from the left-hand menu.

The Westpac-initiated segment BSB and account number will then appear in the “From

account” list just like any other account when creating a payment.

Once processed the payment debit amount will appear on the transaction list for both the

segmented account and segment account on the payment value date.

Viewing Segment balances and transactions




Corporate Online provides access to the last 2 years of account balance and transaction

information for you to view, print and export.

Balances

Corporate Online displays balance information for all assigned segments if that information

is available.

By default, the opening and closing balances for the previous banking day are displayed.

Intraday (todays) balances are not available. There is no concept of an “available balance”

for segments.

Transactions

Complete transaction information is available the day after a business day as it requires the

bank’s overnight data processing to be completed and for each transaction to be posted to a

segment based on segment rules.

Intraday (todays) transactions are not available.

Procedure: Viewing segment balances

Use this procedure to view the balances of assigned segments for an account.

To perform this procedure, you need access to:

• the Accounts > View and print account segmentation feature

• the segmented account via an office, and the relevant segments

Start from anywhere in the Accounts application:

1. From the left-hand navigation menu, select Accounts > View > Segments.

Corporate Online displays the Segments screen, which shows all the segments you have

access to for the segmented account.




Filter the items displayed on screen using the Office, Account and details as at date

options. Corporate Online displays any segments that match the selection criteria.

For more information on navigating around list screens see:

Filtering items on a list screen on page 92

Displaying items on a list screen on page 92

Sorting items on a list screen on page 93

Entering dates with the calendar on page 94

Navigating a list screen using the grey navigation links on page 95

2. Perform one of the following actions:

➢ To view the transaction list for a segment, click a Segment ID link.

Corporate Online displays the View segments – transaction list screen.

See: Procedure: Viewing segment transactions on page 11

➢ To search for a transaction, click Search.




Corporate Online displays the transaction list search screen

See: Procedure: Searching for transactions on page 13

➢ To print the segment balances click Print preview.

For more information, see Printing with Print preview on page 95 and Browsing

with Print preview on page 96

Procedure: Viewing segment transactions

Use this procedure to view the transactions associated with a segment of an account.






Corporate Online displays the Segments screen.

2. Click the Segment ID link for the segment the transaction was made against.

Corporate Online displays the View segments – transaction list screen.




Filter the items displayed on screen using the Office, Account, Segment and details as at

date options and then click Update list.

Corporate Online displays any transactions that match the selection criteria.










3. Perform one of the following actions:

➢ To view the details of an individual transaction, click a Description of transaction link.

Corporate Online displays the Segment transaction information screen.

See: Procedure: Adding comments to transactions on page 15

➢ To print the transaction list click Print preview.

For more information, see Printing with Print preview on page 95 and Browsing

with Print preview on page 96

➢ To search for a transaction, click Search.

Corporate Online displays the transaction list search screen

See: Procedure: Searching for transactions on page 13

➢ To move or split a transaction, click Manage segment transactions.

Corporate Online displays the Manage segment transactions screen.

See: Managing Segment Transactions on page 18

Procedure: Searching for transactions

Use this procedure to search for a specific transaction or set of transactions for a selected

segment or across all assigned segments.


• the Accounts > Transaction information feature

• an office and an account group that includes the account you want to view.




Many of the view screens in Account segmentation include a search button to allow you to

search for one transaction or a group of transactions.

To search for transactions:

1. Click Search (at the bottom of the screen).

Corporate Online displays the Transaction list search screen.

2. Enter your search criteria (as little or as much as you need) …

Criteria heading Notes on fields

Segment Select “All segments” or a specific assigned segment.

Even if you select “all segments” Corporate Online will only

search those segments assigned to you.

Date Use the calendars ( ) to set a date range.




Criteria heading Notes on fields

Amount Select a transaction type (credit, debit, or all) and

either an exact amount or an amount range.

Transaction description Enter at least one character (and up to 42) of a transaction

description. The text can appear anywhere in the description

field for a successful match.

Cheque / deposit serial

details

Enter a range of serial numbers. If you’re searching on only

one number, enter it in the from field.

The Text search can be used if the serial number contains text

characters (which appear in some transactions).

Transaction Code Enter up to 3 transaction codes or a transaction code range

(tick the checkbox for a range).

For example, to search for presented cheques, enter the codes

000 and 009.

For a full list of transaction codes, click Online help from this

screen, then the View a list of transaction codes link.

then click Submit.

Corporate Online searches the segment(s) based on the criteria.

If you selected a specific segment to search,

Corporate Online displays the Transaction list screen

If you searched on All segments,

Corporate Online displays the Transaction list search summary

Procedure: Adding comments to transactions

Use this procedure to add a comment to a transaction in a segment account. Comments on

segment transactions can be included in segment reports and segment exports.

Comments on segment transactions do not appear in any Accounts view of the transaction.

It is possible for a transaction to have both segment comment (added via View > Segments)

and an Accounts comment (added via View > Accounts).




Start from anywhere in the Accounts application.





Corporate Online displays the Segments screen.

2. Click the Segment ID link for the segment the transaction was made against.

Corporate Online displays the Transaction list tab of the Segments screen.

3. Find the transaction you want to add comments to. For more information on navigating

around list screens see:






Procedure: Searching for transactions on page 13

4. Click on the Description of transaction link for the relevant transaction.




Corporate Online displays the Segment transaction information screen.

5. Enter a comment into the comments field, then click Save comments.

Corporate Online displays a confirmation message.

6. Click OK.

7. To print the transactions details click Print Preview.

For more information, see Printing with Print preview on page 95 and Browsing with

Print preview on page 96

Managing Segment Transactions




Manage segment transactions includes the following features:

• Create adjustments

• Move transactions

• Split transactions.

These can be used to make manual adjustments to segment balances and amend which

segments transactions appear in.

Your Corporate Online administrator can manage user access to each of these features

individually.

Adjustment (“journal”) transactions

The adjustment feature allows you to post a zero-sum set of transactions (i.e. with a net

value of zero) to any number of segments. An adjustment is the segmentation equivalent of

a “journal” or “contra” entry in bookkeeping. The balance of the adjustment must always be

zero. The value date is the same for all transactions in the set and can be backed dated as far

back as the first business day of the previous month.

For example, suppose we need to adjust our segment balances by debiting $20 from the

balance of the unallocated segment, and crediting $10 each to the Mudgee Shop and Dubbo

Shop segments.

SEGMENT: MUDGEE SHOP


15Oct DEP 129 50.00

15Oct TFER 673 30.00

Before Adjustment:

DR $20



15Oct TFER 674 40.00

15Oct DEP 131 50.00

15Oct ADJ X 20.00



15Oct DEP 129 50.00

15Oct TFER 673 30.00

15Oct ADJ X 10.00

After Adjustment:

transaction inserted




15Oct TFER 674 40.00

15Oct DEP 131 50.00

SEGMENT: DUBBO SHOP




CR $10

CR $10

SEGMENT: DUBBO SHOP




15Oct ADJ X 10.00


To process the adjustment, Corporate Online inserts new transactions into each of the

relevant segments using the details entered on the Adjustment screen.

The net effect of the adjustment across all segments for this account is NIL.

Corporate Online permits only one “from” transaction, but as many “destination”

transactions as you have segments. You can include an amount for the “from” segments

in the destination segments.




Procedure: Creating an adjustment

Use this procedure to create a set of adjustment transactions.

To perform this procedure, you need access to the Accounts > Adjustments feature,

the segmented account, and the relevant segments in that account.


1. From the left-hand navigation menu, select Accounts > Manage > Segment transactions.


2. Select the appropriate Office and Account from the list and then click Create adjustment

(at the bottom right of the screen).

Corporate Online displays the Create adjustment screen.




3. Enter the details of the “from” transaction for the adjustment…

Field Notes

Transaction date Adjustments can be dated on any business day from the first business

day of the previous month to the business day prior to today.

Segment Select the segment in which to insert the “from” transaction.

Description Enter the description for the “from” transaction of the adjustment.

Amount Corporate Online will calculate the amount of the “from” leg of the

adjustment after you enter the “destination” transactions.

then click Continue.




Corporate Online displays the adjustment summary screen.

4. To create a destination transaction, click Add transaction.

Corporate Online displays the Enter destination segment details section.

Enter the transaction details…

Field Notes

Transaction date Corporate Online will use the same date as the from transaction.

Segment Select the segment in which to insert the “destination” transaction.

Each segment may be selected only once per adjustment.

Transaction type Select credit or debit. An adjustment may contain a mixture of both.

Amount Enter the amount in dollars.

Description Enter the description for this transaction of the adjustment.





Corporate Online displays the adjustment summary screen, which now includes the

destination transaction just added. The total of the destination transactions is shown at the

bottom (this is the amount that will be posted in the ‘from transaction’).

To add additional destination transactions, repeat step 4.

You can add as many destination transactions as segments you have access to.

5. When you have added all the destination transactions for this adjustment, click Submit.

Corporate Online processes the adjustment, then displays the Adjustment transaction

confirmation screen.




Moving transactions

Moving transactions allows you to reallocate a transaction from one segment to another

segment within an account. Moving a transaction leaves no history in the source segment.

All other details of moved transactions (e.g. date, amount) remain unchanged.

For example, suppose we need to move a $50 transaction in the unallocated segment to the

correct segment, the Mudgee shop segment.



15Oct DEP 129 50.00

15Oct TFER 673 30.00

Before Move:

Move



15Oct TFER 674 40.00



15Oct DEP 129 50.00

15Oct TFER 673 30.00

15Oct DEP 131 50.00

After Move:


transaction deleted



15Oct TFER 674 40.00

15Oct DEP 131 50.00

To process the move, Corporate Online deletes the transaction from the source segment

(unallocated) and inserts it into the destination segment (Mudgee Shop).

If you find you need to move a lot of transactions, you may need to review the rules for the

segment.

Transactions with a value date prior to the first business day of the previous month cannot be

moved.

Procedure: Moving a transaction from one segment to another

Use this procedure to move a transaction from one segment to another.

To perform this procedure, you need access to the Accounts > Move transactions feature,










You can only move transactions dated on any business day from the first business day of

the previous month to the business day prior to today.








2. Select the transaction(s) to move (by ticking the checkbox for those transactions) then click

Move transactions.

To move more than one transaction at a time, select more than one transaction.

Corporate Online displays the Move transaction screen.




3. Review the transaction(s) selected to move, select the destination segment, then click

Submit.

If this screen includes transactions you now realise you didn’t mean to move,

un-tick them.

Corporate Online processes the move, then displays the Move transaction confirmation

screen.




Split transactions

Split transactions allow you to allocate a single transaction across multiple segments within

an account. After the split, the source transaction remains, and a reversing transaction is

added to that segment. Split transactions retain the date of the original transaction.

For example, consider splitting a $50 transaction in the unallocated segment across the

Mudgee shop segment ($15) and the Dubbo shop segment ($35):



15Oct DEP 129 50.00

15Oct TFER 673 30.00

Before Split:

DR $50



15Oct TFER 674 40.00

15Oct DEP 131 50.00

15Oct SPLIT to 2 50.00



15Oct DEP 129 50.00

15Oct TFER 673 30.00

15Oct SPLIT X 15.00

After Split:





15Oct TFER 674 40.00

15Oct DEP 131 50.00

SEGMENT: DUBBO SHOP




CR $15

CR $35

SEGMENT: DUBBO SHOP




15Oct SPLIT X 35.00


To process the split, Corporate Online adds a transaction to reverse the original unallocated

transaction (from credit to debit) and adds “Split into n segments” to its description, then

inserts the matching debit transactions into the relevant segments using the description

supplied on the split screen.

The net effect of the split across all segments for this account is NIL.

Transactions with a value date prior to the first business day of the previous month cannot be

split.

Procedure: Splitting a transaction between segments

Use this procedure to split a transaction in one segment into two or more transactions.

To perform this procedure, you need access to the Accounts > Split transactions feature,










You can only split a transaction dated on any business day from the first business day of

the previous month to the business day prior to today.








2. Select the transaction to split (by ticking the checkbox for that transaction) then click Split

transaction.

Corporate Online displays the Split transaction screen.




3. Confirm the destination segment details by entering the amounts, selecting credit or debit,

and entering a description against the relevant segments.

The total of the destination amounts must equal the amount of the original transaction but in

the opposite direction. You can include an amount to be split back into the segment of the

original transaction.

The Difference field at the bottom must equal ZERO before you can continue past this

screen.

4. When the difference between the destination amounts and the original transaction amount is

zero, click Submit.

Corporate Online processes the split, then displays the Split transaction confirmation screen.

Reports on Segments



Reports on Segments

Corporate Online Reports allows you to schedule regular reports on your segments that

Corporate Online delivers as PDF (Adobe Portable Document Format) files for printing,

saving, or emailing.

When creating a report, you can choose to have your report PDFs generated on a regular

reporting cycle (e.g. daily, weekly, fortnightly, monthly) or created “on request”.

Report PDFs generated on a regular reporting cycle are made available from 7.00am

(AEST). Report PDFs generated on request are available not more than 15 minutes after the

request.

All report can be generated “on request”. This is important when reporting on segments as it

is common to manage segment data (e.g. by splitting transactions, adding comments) before

reporting on it. Reports can be requested more than once (to reflect any subsequent

amendments).

Historical report PDFs can also be requested for any previous reporting cycle period where

data is available in Corporate Online to include in the report (even if the report was created

with a reporting cycle). For example, after you create a weekly report available every

Monday, you can produce a historical weekly report PDF for any previous Monday (if data

is available).

You can manage or view only those reports that report on account groups and segments you

have access to. Once a PDF report is downloaded, anyone (including non-Corporate Online

users) can potentially view it and it is the organisation’s responsibility to maintain the

security and integrity of the data.

If you create a monthly report for a day after the last date of the month, the reports will be

generated on the last day of the month. For example, if a report is due on the 31st it will be

printed on 31 August, 30 September, 31 October, et cetera. If you prefer, create your

monthly to be available “on the last day of the month”.

Procedure: Creating a report

Corporate Online Reports are done in three stages:

(i) creating the report (think of it as a template or a schedule)

(ii) requesting an “on request” or historical report (this stage may not be required)

(iii) viewing a report PDF generated (which you may have to request).

Use this procedure to create a report.

To create a report, you’ll need access to:

• the Accounts > View and print account segmentation information feature

• an office and an account group that includes the segmented account

• those segments you want to include in the report.

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

Reports on Segments



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

Corporate Online displays the Manage reports screen.

2. Select the office you want to create the report in and click Create.

Reports on Segments



Corporate Online displays the Report details screen.

4. Select the details of the report you want to create…

Field Notes

Office You must select the office before you click the Create button!

Description Enter a meaningful name for this report. This is the name that will

appear on the View screen for the PDFs generated for this report.

Report type Select the type of report to produce. For more details on what is in

each report, see reports are available? on page 38.

Generate Select how often you want Corporate Online to generate this report.

This will affect how much data is included in each PDF (e.g. a daily

report will contain a day’s data).

Make available Select when you want Corporate Online to make this report available

(e.g. generate a monthly report on the 1st of the month).

If you choose “on request” no PDFs are generated automatically:

you’ll need to request a report each time you want one. You can

request these reports at any time, provided the segment data is

still available in Corporate Online.

Retain for The PDFs generated by this report will be retained for 100 days


Reports on Segments



5. Specify the account and segments to report on.

(a) Select the account to report on (there’s usually only one) from the drop-down list.

(b) Tick the segments to include in the report (or all)

You will see only those segments you have access to.

For reports such as Customer-initiated transactions which report on all segments,

the segment check boxes will be greyed out.

(c) When you have specified the account and segments for your report, click Continue.

6. What happens next depends on the type of report you are creating, and what additional

information Corporate Online needs you to specify.

Complete the details and click Continue on each screen.

Corporate Online saves the details of your new report.

If your report is not “on request”, Corporate Online will generate PDFs overnight as they fall

due (check when this is on the “Next due” column on the Maintain reports screen). PDFs for

dates in the past can be created “on request”.

Reports on Segments



Procedure: Working with reports

Use this procedure to view and work with reports.

To work with reports, you’ll need access to:



• those segments included in the PDF you want to request.


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

Corporate Online displays the Manage reports screen.

2. Filter the items displayed on screen using the Office, Report type, and Generate options

and then click Update list.

Corporate Online displays any reports that match the selection criteria.







3. Perform one or more of the following actions:

Reports on Segments



➢ To view the details of a report

Click the description link.

Corporate Online displays the Report information screen.

From there you can review and print the report details.

➢ To amend the details of a report

To amend a report, select the report then click Amend.

Corporate Online displays the Manage reports —Reports details screen.

Go to step 2 of Procedure: Creating a report on page 29.

On each screen, amend the report’s details, then click Continue.

Corporate Online saves the details of your new report.

Any existing PDFs will not be amended (but you can request new report PDFs that

will reflect the new details). If you amend the report name, existing reports will be

appearing under the new name.

➢ To delete a report

To delete a report, select the report then click Delete.

Corporate Online displays the Delete report confirmation screen.

Check this is the report you want to delete, then click Delete now.

Corporate Online deletes the report.

Deleting a report also deletes any report PDFs generated or requested under it.

➢ Requesting reports for dates in the past

To request PDF report, select the report you want to request, then Request report.

Corporate Online displays the Request a report screen.

Reports on Segments



Use the calendar to set the end date for the report (if required), then click Submit.

Corporate Online generates the requested PDF, which will appear on the View

reports screen within the next ten minutes. See Procedure: Viewing (and

downloading) a report PDF on page 35.

Procedure: Viewing (and downloading) a report PDF

Corporate Online Reports are done in three stages:

(i) creating the report (think of it as a template or a schedule)

(ii) requesting an “on request” or historical report (this stage may not be required)

(iii) viewing a report PDF (generated either automatically or by your requesting it).

Use this procedure to view a report PDF.

To view a report PDF, you’ll need access to:



• those segments included in the PDF you want to request.


1. From the left-hand menu, select View > Reports.

Corporate Online displays the View reports screen.

Reports on Segments



2. Filter the items displayed on screen using the Office, Report type, Generate and Dates

options and then click Update list.

Corporate Online displays any reports that match the selection criteria.







The start and end dates filter the list of PDFs based on the date each individual PDF

was created.

3. Click the link of the report PDF you want to view. For example:

Corporate Online displays the PDF in a new browser window.

Reports on Segments



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

Once a PDF leaves Corporate Online, you are responsible for its safe keeping.

Reports on Segments



What segment reports are available?

The following report types are available for segmented accounts and segments:

Report type Reporting

cycles…

Reporting

on…

Report contains

Customer

initiated

transactions

Daily

on

request*

All

segments

For each adjustment and split:

• Transaction date

• Segment details

• Description

• User who created transaction

Segment

interest

Daily

on

request*

Selected

segments

For each segment selected:

• Segment details

• Credit interest rate

• Debit interest rate

• Accrued credit interest

• Accrued debit interest

as well as segment interest totals.

Segment

summary

Daily

on

request*

Selected

segments


• Segment details

• Opening balance

• Value and number of debits

• Value and number of credits

• Closing balance

as well as segment totals.

Segment list Daily

on

request*

Selected

segments


• Segment details

• Opening balance

• Value of debits

• Value of credits

• Movement

• Closing balance

as well as segment totals.

Segment

transaction

list

Daily

Weekly

Fortnightly

Monthly

on

request*

Selected

segments


• Account name and number

• Segment name

• Opening and closing balance

• Transactions for the reporting period,

that match the search parameters.

For each transaction:

• Date

• Description

• Tran code

• Either serial number and amount

Or value (debit and credit columns)

Reports on Segments



Report type Reporting

cycles…

Reporting

on…

Report contains

Segment

transaction

list (user

defined)

Daily

Weekly

Fortnightly

Monthly

on

request*

Selected

segments



• Segment name




For each transaction, user choice of:

• Date

• Description

• Comments

• Tran code

• Serial number

• Value (debit and credit columns)

Segment

transaction

list (with

comments)

Daily

Weekly

Fortnightly

Monthly

on

request*

Selected

segments



• Segment name





• Date

• Description and comments

• Tran code


Segment

transaction

list (with

running

balance)

Daily

Weekly

Fortnightly

Monthly

on

request*

Selected

segments



• Segment name


• All transactions for the reporting period,


• Date

• Description

• Tran code


• Running balance

Exporting Segment Information




Export allows you to download segment information from Corporate Online to a local or

network drive for importing into compatible software systems (e.g. your accounting system).

Note that segment exports work differently to accounts export schedules. No schedules are

created, and each export is done on request as a one off. Files cannot be merged.

Exporting segments is done in two phases:

• requesting an export file

• downloading (exporting) the requested export file.

Requests for exports always include all segments and can be made for a range of dates.

Exports can then be downloaded for one or more segments, for the dates requested.

Requests are processed on demand and Corporate Online will action most requests within a

few minutes (depending on the amount of data).

You may only request and export segment data if you have access to the segmented account

in at least one office. You may only request and export those segments you have access to.

Export formats (data types)

Segmentation information can be exported in the following formats:

Format (data type) Notes

Comma separated values

(CSV)

A text file with transaction data fields separated by commas.

This format is ideal for importing into Microsoft Excel &

Microsoft Access


(CSV) - balances only

This format is identical to CSV, but only balance information

is included in the exports generated.


(CSV) - transactions only

This format is identical to CSV, but only transactions (no

balances) are included in the exports generated.

Westpac format (BRS) A Westpac proprietary format commonly used by Financial

Management systems for account reconciliation. Transaction

description limited to 42 characters. BRS stands for Balance

Reporting System

SAP Multicash format

(SAP) For customers using SAP financial management system.

SAP Multicash format produces two output files: a balance or

“B” file, and a transaction or “T” file.

Specifications for these file formats are available from your Westpac representative.

Procedure: Requesting an export file

Use this procedure to request an export file which you can then download (see Procedure:

Exporting the requested file on page 43).

To perform this procedure, you need access to the Accounts > Prepare segment accounts for

export feature, an office, and the segmented account you want to export.





1. From the left-hand navigation menu, select Accounts > Export > Segments.

Corporate Online displays the Export segments screen.

2. Select an Office from the list and then click Request export file.




Corporate Online displays the Export segments—Request export file screen. For example:

3. Enter the export schedule details…

Field Notes

Account Select the segmented account to export.

All segments will be included.

Export format Select the format for the export type of report to produce from the

drop down list.

See Export formats (data types) on page 40 for more information.

Start date, End date Use the calendars to set a date range for the export.

Retain for The export files generated by this request will be retained for 100

days.

… then click Continue.




What happens next depends on the export format you are requesting, and what additional

information Corporate Online needs you to specify.

Complete the details and click Continue on each screen.

Corporate Online displays the Request export file confirmation screen.

4. Click OK.

Corporate Online generates the requested export.

Procedure: Exporting the requested file

Use this procedure to export the segment data you previously requested (see Procedure:

Requesting an export file on page 40).

Once the data leaves Corporate Online, you will be responsible for its safe keeping and data

integrity.

To perform this procedure, you need access to the Accounts > Export account segmentation

information feature, an office, the segmented account, and those segments you want to

export.


1. From the left-hand navigation menu, select Accounts > Export > Segments.

Corporate Online displays the Export segments screen.




2. Filter the items displayed on screen using the Office, Export format and Dates options and

then click Update list.

Corporate Online displays any exports that match the selection criteria.







3. EITHER

(a) Export all segments you have access to:

Select the file you want to export then click Export.

Go to step 4.

OR

(b) Choose the segments you want to export:

Click the Account link for the file you want to export

Corporate Online displays the Export segments—Segments screen.




You will only see those segments you have access to.

Select the segments you want to export, then click Export selected segments.

Go to step 4.

If you have selected segments that have already been exported from this export file,

Corporate Online displays a warning. Click OK.

4. Corporate Online displays the Download being processed screen.

Corporate Online displays the download being processed screen. Follow the instructions to

save the file to your computer or network.

When you have completed the download, click OK to return to the Export screen.

Corporate Online updates the status of the segments and the export to “Exported”.

Corporate Online allows you to re-export data you have already exported, but it will warn

you at the time. Files remain available to export for 100 days.

About Segmentation Arrangements




This section introduces the key concepts you need to be familiar with to create and manage

the segmentation arrangements for an account.

Segments and rules

Corporate Online allocates every transaction in a segmented transactional account to the

correct segment automatically by matching each transaction against a set of rules that are

defined for each segment. This collection of segments and rules defines a segmentation

arrangement.

There are two types of segments, each with their own rules:

• Westpac-initiated segments

• customer-initiated segments

The two types of segments incur different fees.

Westpac-initiated segments

Westpac-initiated segments rely on a special type of account called a segment account.

For most purposes, a segment account is like any other transactional account. It has a BSB

and account number. You and your customers can make deposits into it. Through

Corporate Online you can make payments from it. All transactions against the segment

account are redirected to your main transactional account and appear on the statement of the

main transactional account and the segment account.

However, in Corporate Online you can establish a Westpac-initiated segment that allows you

to view the segment account as if it were a normal account.

Each segment account BSB and account number can be allocated to only one segment.

Many customers use segment accounts as a convenient way of segregating their transactions

according to their preferred business model while still only operating one transactional

account.

Customer-initiated segments

Customer-initiated segments rely on rules defined by the customer to allocate transactions.

The following types of rules can be defined for a customer-initiated segment:

Rule Description

Cheque number or

range

Any paper-based transaction with a cheque number in the

specified range is allocated to the segment.

Deposit serial

number or range

Any paper-based transaction with a deposit serial number in the

range will be allocated to the segment.

Transaction

code

All transactions with the specified transaction code are allocated to

this segment, provided they are below the rule limit (if specified).

Transaction

description

All transactions with a description that partially matches the

specified description are allocated to this segment.




Order of Precedence for Segment Rules

As you create or amend a segmentation arrangement, Corporate Online checks to make sure

a rule applies only to one segment. For example, a transaction code rule for a code (e.g. 050

Deposit) cannot be defined for two segments of the same account.

However, some rules conflicts are still possible. For example, a transaction code rule for an

050 Deposit may allocate a transaction to one segment whilst a deposit serial number rule

would allocate the same transaction to a different segment.

To avoid any potential conflict, Corporate Online applies segment rules in a defined order of

precedence. The first rule to successfully allocate a transaction wins. The order is:

BSB and Account number (for Westpac-initiated segments)

Transaction Code rules

Cheque number range/Deposit serial number range rules

Transaction description rules

The unallocated segment

Every transaction in the transactional account must appear in a segment, but often there are

transactions that don’t match any of the rules for the defined segments. Such transactions

are placed in a segment called unallocated; there they await manual allocation by the

customer. All segmentation arrangements have an unallocated segment.

Transactions in the unallocated segment can be moved manually to the correct segment.

See Moving transactions starting on page 23

Segmentation interest

Account segmentation includes several flexible features for calculating interest for segments

(interest calculator) or distributing accrued interest to a segment (control money).

Interest is calculated overnight and accrued. It is not done in real time. The accrued figure

displayed on the summary tab of the View segment screen is the accrued interest for that

segment as of the last overnight calculation.

Interest is posted to segments on the last business day of the month and includes all interest

accrued from the last business day of the previous month to the penultimate business day of

the current month.

When a segment is closed, interest is recalculated on the closing balance.

Any changes to the interest allocation setup (e.g. type, rate) made in the middle of the

interest cycle (i.e. during the month) result in the interest being recalculated for the whole of

that cycle.

Interest is defined for each segment with that segment’s rules.

Interest Calculator

Interest calculator calculates interest for each segment based on the debit and credit interest

rates assigned either to each individual segment (using interest categories) or set for all

segments in the arrangement.

Interest calculator interest is “virtual interest” and exists only in the segment layer: it is

totally independent of your transactional account. When Corporate Online posts interest

calculator amounts to the individual segments, it also posts a matching contra entry for the

total interest to the unallocated segment.




For segment level rates, you first define an interest rate table containing a list of interest

categories, then assign an interest category from that table to each of the segments for which

interest is to be calculated.

Interest categories are assigned to a segment as a rule, using the same screens as for other

segment rules.

Control Money

Control money distributes any interest accrued on the transactional account to each segment

according to the balance of the segment.

Segmentation starting Balances and Dates

Each segmentation arrangement has a starting date which is defined when the segmentation

arrangement for the account is setup.

Once defined, the start date cannot be changed.

A starting date can be back dated 100 historical calendar days. All transactions made against

the segmented account on or after the segmentation starting date will appear in a segment.

When defining a segmentation arrangement, the starting balances for each segment are set.

The net balance of all segments must equal the balance of the transactional account on the

starting date.

Once defined, starting balances cannot be altered.

Segments added later (i.e. after the segmentation starting date) will always have a starting

balance of zero.

Implementing a New Segmentation Arrangement



Implementing a New Segmentation Arrangement

There are many stages in implementing a new segmentation arrangement, which are outlined

in following procedure. This is intended as a guide only.

Speak with your Westpac representative

Always discuss any new segmentation arrangement with your Westpac representative. They

can help in:

• designing an appropriate segmentation arrangement to meet your needs

• arranging for segmentation features to be made available to your organisation

(if you don’t already have them)

• initiating the establishment of any segment accounts you may require.

Once any paperwork for the new features is completed and you have the BSB and account

numbers for any new segment accounts, you can begin work in Corporate Online.

Perform administration tasks

Your Corporate Online administrators need to perform several tasks in Administration to

allow the relevant users in your organisation to access the segmentation features and the

account to be segmented. These tasks include:

• allocate the segmentation features to those users who require it

• ensure at least one user has access to the “Manage account level segmentation setup”

feature, or no-one will be able to define a segmentation arrangement

• flag the account to be segmented as “Account segmentation enabled” (under Account

details)

• within Accounts, list the account to be segmented in at least one group in an office

• ensure all users who will access segmentation have access to the account to be

segmented via at least one group and office.

For more information on these tasks, refer to the Administration user guides.

Create a segmentation arrangement

A user with the “Manage account level segmentation setup” feature and access to the

segmented account through an office can now create a segmentation arrangement.

See Procedure: Creating a new segmentation arrangement starting on page 51.

Work with segments

Once the segmentation arrangement has been put in place all that is left to do is your

ongoing work with segments. This may include:

• Managing Segmentation Arrangements (starting on page 50)

• Managing Segment Transactions (starting on page 18)

• Reports on Segments (starting on page 29)

• Exporting Segment Information (starting on page 40)

• Managing Segmentation Arrangements (starting on page 50)





This section covers creating and managing the segmentation arrangements for your

segmented accounts.

User access to segmentation setup

In order to manage segmentation setup, you need access to the segmented account (through

an office) and one or both segmentation setup features.

The Accounts > Manage segment level segmentation setup feature allows you to:

• create segments for an existing segmentation arrangement

• amend segments (e.g. rules)

• close segments

• assign users to a segment.

The Accounts > Manage account level segmentation setup feature allows you to:

• create a new segmentation arrangement

• amend the interest allocation

• assign segments to a user

• delete an existing segmentation arrangement.

Your Corporate Online administrators manage access to these features

You can maintain segmentation setups even if you haven’t been assigned access to any or all

the segments for the account in question.




Procedure: Creating a new segmentation arrangement

Use this procedure to create a new segmentation arrangement for an account.

Please read About Segmentation Arrangements, which introduces the key concepts you need

to be familiar with before creating a new segmentation arrangement.

The following procedure is a guide only: there are many ways to perform the requisite

tasks to create a segmentation arrangement.

To perform this procedure, you need access to the Accounts > Manage segment level

segmentation setup feature and the account to be segmented.

Before creating a segmentation arrangement, you need to have the following ready:

• a segmentation design

• the segmentation start date

• the starting balances for each segment

• the segment BSB and account numbers for any Westpac-initiated segments

• rule details (e.g. cheque ranges, transaction codes) for any customer-initiated segments

• interest categories, if required.

Also, the account to be segmented must be flagged for segmentation in Administration.


1. From the left-hand navigation menu, select Accounts > Manage > Segment setup.

Corporate Online displays the Manage segment setup screen.

This screen lists all accounts flagged for segmentation in Administration that you have

access to in the selected office.




2. Select the account you want to add a segmentation arrangement to then click Update

segmentation.

Corporate Online displays the Manage segment setup—Interest allocation screen.

3. Complete the Interest allocation task

(see Segmentation Setup Task: Interest allocation on page 55)


If you selected interest calculator — each segment has its own rate,

Corporate Online displays the Manage segment setup—Interest categories screen.

Complete the Interest rate categories task

(see Segmentation Setup Task: Interest rate categories on page 56)


Interest categories must be added to the relevant segments as a segment rule, using

the same screens as for other segment rules

Corporate Online displays the Manage segment setup—Segments screen.

4. Click Create segment.

Corporate Online displays the Manage segment setup—Segments details screen.




Complete the Segments task (see Segmentation Setup Task: Segment details on page 58)


To create additional segments, repeat step 4.

If you haven’t assigned users to the Unallocated segment and it has an asterisk beside it:

(a) Select the Unallocated segment, then click Assign users.

Corporate Online displays the Manage segment setup—Assign users to segment screen.

(b) Select the users that should have access to this segment by ticking the checkboxes



5. When you have added all the segments, click Continue.

Corporate Online displays the Manage segment setup—Start details screen.

6. Complete the Start details task

(see Segmentation Setup Task: Start details on page 63)





Corporate Online displays the Manage segment setup—Summary screen.

7. Review the segmentation setup tasks.

All tasks except Start details should have a status of “Completed”.

The Start details should have a status of “Pending”.

To complete an “Incomplete” task:

(a) Select the task then click Amend.

(b) Complete the task then click Continue.

8. When you are satisfied your segmentation arrangement is complete, click Submit.

Corporate Online accepts the segmentation arrangement for processing, then displays the

Manage segment setup screen.

Your new arrangement will have a status of “Pending” while Corporate Online creates the

arrangement. When processing is complete, the status will show as “active”.




Segmentation Setup Task: Interest allocation

Continue working through the procedure that included this task:

Procedure: Creating a new segmentation arrangement, step 3 on page 52.

Procedure: Amending the interest allocation, step 4, on page 77.


1. Choose an interest allocation…

Field Notes

Do not calculate interest on segment

accounts

Control money - Interest is allocated to

segments with credit balances only

Control money - Interest is allocated to

segments with debit and credit balances

Interest calculator - Each segment has its

own debit and/or credit interest rate

Corporate Online will add an Interest

category task to this setup, which you will

need to complete after this task.

Interest calculator - All segments have the

same debit and credit interest rates

Enter the debit and credit rates in the fields

displayed.


Interest allocations can be updated at any time.






Procedure: Amending the interest allocation, step 4, on page 77.

Segmentation Setup Task: Interest rate categories

This task is referenced by the following procedures:


Procedure: Amending the interest categories step 4, on page 79


1. To add an interest category, click Create category.




Corporate Online displays the Manage segment setup—Interest category details screen.

Enter the interest category details…

Field Notes

Interest code Enter a unique one-character interest code.

Description Enter the description to appear in the rate lists.

Credit interest rate Enter the interest rate to apply to credit balances.

Debit interest rate Enter the interest rate to apply to debit balances.


Corporate Online displays the Manage segment setup—Interest categories screen, which

now includes the category you have just created.

To create additional categories, repeat step 1.

You can add up to 36 categories (the limit of unique single character codes).

2. If necessary, to amend the category list you’ve created, perform one or more of the

following actions:

➢ To amend an existing category, select a category, then click Amend category button.

Corporate Online displays the Manage segment setup —Interest category details screen.

Amend the category then click Continue.

➢ To delete a category, select a category, then click Delete category.




Corporate Online displays a dialog box asking you to confirm you want to delete the

category. Click OK.

Interest categories must be added to the relevant segments as a segment rule, using the same

screens as for other segment rules



Procedure: Amending the interest categories step 4, on page 79

Segmentation Setup Task: Segment details


Procedure: Creating a new segmentation arrangement, step 4, on page 52.


1. Enter the segment details…

Field Notes

Segment ID Enter the ID for this segment. Each ID must be unique within the

segmentation arrangement.

The ID appears in all the segment lists and cannot be altered once

the segment is created, so choose it carefully.

Segment name Enter the display name for this segment.

Segment BSB and

account

If this is a Westpac-initiated segment, enter the segment account

details here.

Comments Enter any additional comments.

It might be useful to describe the business purpose of this segment.





Corporate Online displays the Manage segment setup—Segment details and rules screen.

2. To add a rule, click Create new rule.

Corporate Online displays the Manage segment setup—Segment rules screen. For example:

Select a Rule type from the drop-down list, then complete the Rule details in the fields

displayed…

Rule type Rule details Rule effect

Cheque number

or range

Enter the first and last

cheque numbers of the

range for this rule.

Paper-based transactions with a cheque

number in the specified range are

allocated to this segment under this rule.

Deposit serial

number or range

Enter the first and last serial

numbers of the range for

this rule.

Paper-based transactions with a serial

number in the specified range are

allocated to this segment under this rule.

Transaction

code

Enter the transaction code

for this rule (and an

optional limit).

Transactions with the specified

transaction code (with an amount under

the optional limit if specified) are

allocated to this segment by this rule.

Transaction

description

Enter the transaction

description for this rule.

Transactions that partially match this

description are allocated to this segment

by this rule.

Interest category Select the interest category

to apply to this segment

Each month interest is calculated using

the rates for this category.


Corporate Online displays a fee warning.




Click OK to accept the fee.

Corporate Online displays the Manage segment setup—Segment details and rules screen,

which now includes the rule you just created.

To create additional rules, repeat step 2.

You can add as many rules as you like.

3. When you have added all the rules for this segment, click Continue.

Corporate Online displays the Manage segment setup—Assign users to segment screen.

For example:

4. Select the users that should have access to this segment by ticking the checkboxes





Procedure: Viewing segmentation details




Use this procedure to view (and print) the details of a segmentation arrangement.

To perform this procedure, you need access to the Accounts > Manage account level

segmentation setup feature and the segmented account.




2. Click the Account name and number link for the account you wish to view.




Corporate Online displays the Manage segment setup— Account segmentation details

screen.


➢ To print segmentation details

Click Print preview.

For more information on printing and browsing, see Printing with Print preview on

page 95 and Browsing with Print preview on page 96.

➢ To view an audit history of change made to the arrangement

Click the View detailed audit information link.

Corporate Online displays the Account segmentation audit report.




➢ To view interest category details

Click the Interest code and description link.

Corporate Online displays the Interest category details report which details the

segments the category is assigned.

➢ To view segment details

Click the Segment ID link.

Corporate Online displays the Segment details report which details the list of segment

rule and users who can access the segment.

➢ To view the segments a user has access to

Click the User name link.

Corporate Online displays the User details report which details the list of segments the

user can access.

➢ To view original start date segment balances

Click the Start date link.

Corporate Online displays the Start details report which details the opening balances of

each segment opened as at the start date

Procedure: Adding a segment to an existing arrangement, step 4, on page Error!

Bookmark not defined..

Segmentation Setup Task: Start details




For example:




1. Use the calendar to set the start date for your segmentation arrangement.

Corporate Online updates the starting balance based on the account information for that date.

2. Set the opening balance for each segment.

The difference between the segment balances and the account balance must be zero.

To assist, the difference is displayed at the bottom of the screen.

Corporate Online keeps the continue button greyed out until the difference displayed is zero.

3. When the difference displayed is zero, click Continue.

The start date and the opening balances cannot be adjusted after the segmentation

arrangement is submitted and becomes active.



Segmentation Setup Task: Users



Procedure: Amending which segments a user can access, step 4, on page 84

Corporate Online displays the Manage segment setup—Users screen. For example:




This list shows all users who currently have access to View segments and to this account

(even if they currently have no segments assigned to them).

1. Select the user to assign then click Continue.

Corporate Online displays Manage segment setup—Assign segments to User screen.

For example:

2. Select the segments this user should have access to by ticking the checkboxes





Corporate Online assigns the selected segments to this user, then displays the Manage

segment setup—Users screen.

To assign segments to additional users, repeat steps 1 and 2.



Procedure: Amending which segments a user can access, step 4, on page 84




Procedure: Viewing segmentation details

Use this procedure to view (and print) the details of a segmentation arrangement.






2. Click the Account name and number link for the account you wish to view.




Corporate Online displays the Manage segment setup— Account segmentation details

screen.


➢ To print segmentation details

Click Print preview.

For more information on printing and browsing, see Printing with Print preview on

page 95 and Browsing with Print preview on page 96.

➢ To view an audit history of change made to the arrangement

Click the View detailed audit information link.

Corporate Online displays the Account segmentation audit report.




➢ To view interest category details

Click the Interest code and description link.

Corporate Online displays the Interest category details report which details the

segments the category is assigned.

➢ To view segment details

Click the Segment ID link.

Corporate Online displays the Segment details report which details the list of segment

rule and users who can access the segment.

➢ To view the segments a user has access to

Click the User name link.

Corporate Online displays the User details report which details the list of segments the

user can access.

➢ To view original start date segment balances

Click the Start date link.

Corporate Online displays the Start details report which details the opening balances of

each segment opened as at the start date




Procedure: Adding a segment to an existing arrangement

Use this procedure to add a new segment to an existing segmentation arrangement.

New segments created after the segmentation start date always have an opening balance of

zero.



Before adding a segment, you need to have the following ready:

• the segment BSB and account numbers for any Westpac-initiated segments

• rule details (e.g. cheque ranges, transaction codes) for any customer-initiated segments




2. Select the segmented account you want to add a segment to then click Update

segmentation.

If Corporate Online displays the Manage segment setup—Summary screen,

(because you have access to Maintain account level segmentation setup)




3. Select Segments then click Amend.


4. Click Create segment.





5. Complete the Segment details task

(see Segmentation Setup Task: Segment details on page 58)



The new segment will be included in the next billing cycle.

Procedure: Amending the rules for an existing segment

Use this procedure to amend the rules for an existing segment (e.g. to add a new cheque

book range to a segment or add a new transaction code).

For information about the segment rules, see Segmentation Setup Task: Segment details

on page 58.







segmentation.






Select Segments then click Amend.

Corporate Online displays the Manage segment setup—Segments screen. For example:

3. Select the segment to review then click Amend segment.

Corporate Online displays the Manage segment setup —Segment details and rules screen.





➢ To create a new rule, click Create new rule.

Corporate Online displays the Manage segment setup —Segment rules screen.

Select a Rule type from the drop-down list, then complete the Rule details in the fields

displayed then click Continue.

➢ To amend an existing rule, select a rule, then click Amend rule.

Corporate Online displays the Manage segment setup —Segment rules screen

Amend the rule details then click Continue.

➢ To delete a rule, select a rule, then click Delete rule.

Corporate Online displays a dialog box asking you to confirm you want to delete the

rule. Click OK.




4. When you have finished amending the rules for this segment, click Continue.





Procedure: Amending the interest allocation

Use this procedure to amend the interest allocation for a segmentation arrangement.

Account segmentation interest is posted to segments on the last business day of the month

and includes all interest accrued from the last business day of the previous month to the

penultimate business day of the current month.

Any changes to the interest allocation (type, rate, et cetera) made in the middle of the interest

cycle (i.e. during the month) result in the interest being recalculated for the whole of that

cycle. Changes to interest allocation will not affect interest posted for previous months.

For more information, see Segmentation interest starting on page 47.







segmentation.





3. Select the Interest allocation task then click Amend.


4. Complete the Interest allocation task

(see Segmentation Setup Task: Interest allocation on page 55)



Corporate Online will post interest on the last business day of this month using this interest

allocation setup.




Procedure: Amending the interest categories

Use this procedure to amend the interest categories for a segmentation arrangement.

You can adjust the rates for existing categories or add new categories. Remember that new

interest categories must be added to the relevant segments as a segment rule.







segmentation.





3. Select the Interest rate categories task then click Amend.


4. Amend rules as described in the Interest categories task

(see Segmentation Setup Task: Interest rate categories on page 56)



Procedure: Closing a segment

If you no longer need Corporate Online to post transactions to a segment, close that segment.

Closed segments remain in Corporate Online and their transaction history remains for the

usual retention period. Fees are not charged on closed segments. You cannot re-open a

closed segment. You could, however, open a new segment with the same rules.

When Corporate Online closes a segment, it first recalculates the accrued interest based on

the closing balance, then posts that interest to that segment. It then adjusts the balance to

zero and posts an opposite transaction (a contra or journal entry) into the unallocated

segment.




If you don’t want users to see the closed segment, remove those users from the list of users

assigned to the segment. See Procedure: Amending which users can access a segment on

page 85.

If you’re closing a Westpac-initiated segment and do not intend to continue using the

segment account (e.g. for another segment), you should contact your Westpac representative

to arrange for the segment account to be closed.

Use this procedure to close a segment you no longer want transactions posted to.







segmentation.





3. Select the Segments task then click Amend.


4. Select the segment to close then click Close segment.




Corporate Online displays a warning message.

5. Read the warning and information carefully, tick the box, then click Yes, Close this

segment.

Corporate Online recalculates the accrued interest based on the closing balance, then posts

that interest to that segment, adjusts the segment’s balance to zero by posting a transaction to

the closing segment and an opposite transaction to unallocated, and updates the status of the

segment to Closed. It does not delete the segment: the segment will remain visible to those

users with access to it.

The closed segment will not be charged in the next billing cycle; it will be charged in this

billing cycle.

Managing User Access to Segments




All users with access to View Segments and the segmented account will be able to see only

those segments that have been assigned to them.

Assigning segments is done from the Manage segment setup screen, not from

Administration.

There are two ways to assign users and segments to each other, depending on whether you

want to work on a user or on a segment:

Procedure: Amending which segments a user can access on page 83

Procedure: Amending which users can access a segment on page 85.

Procedure: Amending which segments a user can access

Use this procedure to amend the segments assigned to a user, amending this user’s access to

all segments in one screen.







segmentation.





3. Select the Users task then click Amend.

Corporate Online displays the Manage segment setup—Users screen.

4. Select a user to assign segments and click Continue.

Corporate Online displays the Manage segment setup—Assign segments to user screen.




5. Select a user to assign segments and click Submit.


You do not need to authorise the assigning of segments to users.

Procedure: Amending which users can access a segment

Use this procedure to amend the users assigned to a segment, amending each user’s access to

this segment in one screen.










segmentation.



Select Segments then click Amend.





3. Select the segment to review then click Assign users.

Corporate Online displays Manage segment setup—Assign users to segment screen.

4. Select the users that should have access to this segment by ticking the checkboxes …


Corporate Online assigns the selected segments to this user, then displays the Manage

segment setup—Summary screen.

You do not need to authorise the assigning of segments to users.

Deleting a segmentation arrangement




Always delete the segmentation arrangement before turning segmentation off for the account

in Administration, otherwise your current segments will reappear if segmentation is turned

on again in the future.

Deleting the segmentation arrangement from an account is not reversible.

Corporate Online deletes all segments and removes the history of all transactions and

balances. This information cannot be recovered.

Procedure: Deleting a segmentation arrangement

Use this procedure to delete the segmentation arrangement for an account.






2. Select the account to delete segmentation for then click Delete segmentation setup.

Corporate Online displays the Delete segmentation screen.




This is the point of no return. Once you click Yes, Delete segmentation setup, all segments

will be deleted and the history of all transactions and balances will be removed and cannot

be recovered.

4. Read the screen carefully, and if you are sure you want to delete the segmentation

arrangement, tick the box, then click Yes, Delete segmentation setup.


The account segmentation arrangement being deleted will show with a status of “Pending”.

When the deletion is complete, the status will show as “Incomplete” (incomplete as in the

segmentation arrangement is incomplete because it hasn’t been defined).

To remove the account from the list displayed on this screen, your Corporate Online

administrators must turn off segmentation for this account in Administration.

Setting Account Segmentation Preferences




Set preferences allow you to set the default values displayed by Corporate Online Accounts

to the screens, offices and accounts you use the most. This can save you time and hassle.

Each user can set their own preferences. Preferences must be set for each Corporate Online

application (e.g. Accounts, Payments) individually.

Procedure: Setting Account Segmentation Preferences

Use this procedure to set your preferences for account segmentation.

All users with access to Accounts can perform this procedure.


1. From the left-hand navigation menu, select Accounts > Set preferences.

Corporate Online displays the Accounts preferred settings screen.

2. Set your preferences by selecting them from the drop-down lists displayed.

Heading Notes on fields

Select an Accounts screen from the drop-down list.

Corporate Online will display this screen each time you

navigate to the Accounts application.

Select an office, group, and currency from the drop-

down lists.

Corporate Online will use these preferences as your

defaults each time you navigate to the Accounts screen.




Heading Notes on fields

Select an account and segment from drop down lists.

Corporate Online will use these preferences for all

account segmentation features including segment export.

3. Click Submit.

Corporate Online updates your preferences. This will not affect the preferences of any other

user or any of your preferences for other applications (e.g. Payments).

Basic Skills: Account Segmentation




This section introduces some of the basic skills that apply to many of the screens you will

encounter when using the Account segmentation features.

These basic skills can be used anywhere the feature (e.g. the Print preview button) appears.

They may not be referred to specifically in the procedures.

Filtering items on a list screen

Many of the screens in Corporate Online display a list of items (usually transactions).

To filter the list displayed:

1. Select criteria from several fields at the top of the screen. For example:

2. Click Update list to apply the new filter criteria.

Corporate Online re-displays the screen.

Displaying items on a list screen

Many of the screens in Corporate Online display a list of items from where you can view

details of the items.

Where the filtered list of items is 20 or less all items are displayed on a single screen. For

example:

Where the filtered list of items is greater than 20 items only the first 20 are initially

displayed: For example:

Where the filtered list of items is between 20 and 49 or less the first 20 items are displayed

on the screen. To display all items in a single view, select ALL from the list. For example:




Where the filtered list of items is between 50 and 99, you can choose to display either 50 or

ALL items in a single view. For example:

Where the filtered list of items is greater than 99, you can choose to display 50 or 100 items

in a single view. For example:

Sorting items on a list screen

Many of the screens in Corporate Online display a list of items from where you can change

the order in which items are sorted. For example:

The field that item are sorted by is indicated by an or . An upward pointing arrow

indicates item s are sorted in ascending order (i.e.: A to Z) and an downward pointing

item indicates items are sorted in descending order (i.e.: Z to A)

1. To change the sort order, click the field value items are to be sorted by. For example:

Items are displayed in ascending order by the chosen field value. For example:

To sort items in descending order, click the field value again. For example:

Items are now displayed in descending order. For example:




Entering dates with the calendar

The only way to enter a date into most Corporate Online screens is by using the pop-up

calendar. Using the calendar ensures you won’t enter dates that are inappropriate for the

context of the screen, e.g. by entering payment value dates for weekends, searching for

transactions too far in the past, etc.

To use the calendar to enter a date:

1. Click on the Calendar icon to the right of the date you want to alter. For example:

Corporate Online displays a calendar pop-up window. For example:

The colour of the individual days on the calendar tells you whether they are appropriate for

the context of the screen you are working on. The calendar considers how far in the past or

future a date can be and most holiday restrictions (except for international payments).

2. If required, change the month by using the arrows or the drop-down box at the top of the

pop-up window. For example:

3. Select a valid date by clicking on a black date. For example:

Corporate Online now displays the date selected. For example:




Navigating a list screen using the grey navigation links

When Corporate Online displays lists of things (e.g. transactions), it does so in blocks of up

to 20 items. At the bottom of such list 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 20” are greyed out.

If there are 20 or fewer transactions in the list, all the navigation links are greyed out.

To navigate the list:

1. Click on a “navigation” link. For example:

Corporate Online redisplays this screen with the selected part of the list.

Printing with Print preview

Many of the screens in the Accounts application include a Print Preview button to allow you

to preview then print the details displayed on the screen.

To print:

1. Click Print preview.

Corporate Online pops up a print preview window. For example:

See also Browsing with Print preview on page 96

2. Click Print this page.




Your computer pops up a Print dialog. For example:

3. Make the appropriate printer selections and adjustments, then click Print.

Your computer should now print the previewed information.

4. Click Close.

Browsing with Print preview

When you click the Print preview button on a list screen (e.g. the View Segment transactions

screen), the print preview window may include some “navigation links” on the grey bars at

the top and bottom of the preview. For example:

Use these links to change the information displayed without having to close the Print

preview window and return to the underlying screen. This feature is very useful if you want

to quickly print the data from several segments. If a link cannot be used, it is greyed out.

To browse:

1. Click Print preview.

Corporate Online pops up a print preview window.

To print, see Printing with Print preview on page 95

2. Click on a “navigation” link. For example:

Corporate Online redisplays the preview with the selected part of the list.

Glossary



Glossary

The following terms are used in the Corporate Online user guides.

Account group

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 organisation in a

Corporate Online setup.

Application

An application is a high-level group of functionalities offered by Corporate Online.

BSB and account number

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. We always require both to correctly identify an account.

CSV (format)

CSV stands for comma separated values, a commonly used data format, especially for

importing data into spreadsheets.

Control Money

Control money is a type of account segmentation interest allocation whereby transactional

account interest is allocated proportionally based on the balance of each segment

Corporate Online administrator

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 is

empowered to verify the identity of users of Corporate Online within their organisation.

Customer-initiated segments

Customer-initiated segments are those whose allocation rules are defined by the customer

and do not reference a segment account.

Feature

A feature is a logical group of application functionality offered by Corporate Online.

Filter

A filter is something you apply to a long list to view only a subset of that list.

Interest calculator

Interest calculator is a type of account segmentation interest allocation whereby “virtual”

interest is calculated using customer defined rates.

Office

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.

Organisation

An organisation is the highest-level entity that can be represented in a Corporate Online set

up.

PDF

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.

Glossary



Preferences

Preferences define a set of default values (e.g. screens, offices, accounts) for a user for an

application.

Rules

A rule defines which transactions are allocated to the segment for which it is defined. If the

rule is true for the transaction, the transaction is allocated to the segment.

Segment

A segment is one of the parts into which an account is divided under a segmentation

arrangement. A segment is allocated transactions from the account according to one or more

rules.

Segment account

A segment account is a special type of Westpac transactional account. A segment account

has its own BSB and account number, but all transactions against it are redirected to a

normal transactional account (which is then usually viewed with a segmentation

arrangement),

Segmentation arrangement

A segmentation arrangement is the collective term for the combination of segments and rules

that apply to a segmented account.

Service

A service is a banking facility accessed via a Corporate Online feature.

Corporate Online provides access to two groups of services: import services and receipt

services.

Setup

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.

Task

A task is an action that defines one component of a setup.

Unallocated segment

The unallocated segment is the default segment in a segmentation arrangement and contains

any transactions not allocated to a specific segment by a rule.

User

A user is an identifiable person registered to access Corporate Online whose identity has

been verified either by the bank or a Corporate Online administrator.


Westpac-initiated segments are those whose allocation rules are based on transactions

having been made against a segment account.

Index



Index

about

account segmentation, 6

balances, 9

control money, 48

customer-initiated segments,

46

export formats, 40

exports, 40

interest, 47

interest calculator, 47

reports, 29

rules, 46

segmentation arrangement, 46

segments, 46

starting balances, 48

starting dates, 48

unallocated segment, 47

Westpac-initiated segments,

46

account segmentation

about, 6

features, 7

history, 8

restrictions, 7

user access, 8

accounts

balances, 9

statements, 9

today’s transactions, 9

adding

comments to transactions, 15

segment to segmentation

arrangement, 67

adjustment

create, 18

amending

interest allocation, 73

interest categories, 64, 75

rules a segment, 69

user access to a segment, 80

balances

about, 9

starting, 48

basic skills

calendar, 91

entering dates, 91

filtering transactions, 89, 90

navigating lists, 92

print preview, 92, 93

searching, 13, 14

browsing

print preview, 93

statements, 9

browsing


buttons


search, 13, 14

update, 9

calendar

basic skills, 91

cheque number

rules, 46

closing

segment, 76

comments

adding to transactions, 15

contra entry transactions, 18

control money

about, 48

creating

adjustments, 18

reports, 29


current data update

about, 9

customer-initiated segments

about, 46

data types

export, 40

dates

basic skills, 91

deleting


deposit number

rules, 46

entering

dates, 91

export

about, 40

export formats

about, 40

features


user access, 50

filtering transactions

basic skills, 89, 90

formats

export, 40

history

statements, 9

implementing


interest

about, 47

calculator, 47

control money, 48

interest allocation

amending, 73

setup task, 55

interest categories

amending, 64, 75

interest rate categories

setup task, 56

intraday transactions

about, 9

journal transactions, 18

lists

navigating, 92

managing

segment transactions, 18


move transactions, 23

navigating lists

basic skills, 92

order of precedence

rules, 47

pending payuments

working with, 33

preferences

setting, 87

print preview

browsing, 93

printing, 92

printing

print preview, 92

statements, 9

procedure

working with pending

payments, 33

procedures

adding a segment, 67

adding comments to

transactions, 15

amending rules for existing

segment, 69

amending the interest

allocation, 73

amending the interest

categories, 64, 75

amending which segments a

user can access, 80

amending which users can

access a segments, 82

closing a segment, 77

creating a new segmentation

arrangement, 51

creating a report, 29

creating adjustment

transactions, 19

deleting a segmentation

arrangement, 85

exporting the requested file, 43

moving transactions, 23

printing a voucher image, 9,

11, 13

requesting an export file, 40

Index



setting account segmentation

preferences, 87

splitting transactions, 26

viewing a report PDF, 35

viewing a voucher image, 9,

11, 13

reports

about, 29

creating, 29

timing, 29

viewing, 35

restrictions


rules

about, 46

cheque number, 46

conflicts, 47

deposit number, 46

order of precedence, 47

transaction code, 46

transaction description, 46

searching

basic skills, 13, 14

segment interest

about, 47

segment transactions

managing, 18

searching, 14

segmentation arrangement

adding a segment, 67

amending interest allocation,

73

amending interest categories,

64, 75

amending rules, 69

amending user access, 80

closing a segment, 76

creating, 51

deleting, 85

implementing, 49

managing, 50

segmentation arrangements

about, 46

segmentation setup

interest allocation task, 55

interest rate categories task, 56

segments task, 58

start details, 61

users task, 62

segments

about, 46

amending rules, 69

amending user access, 80

closing, 76

setup task, 58

setting

preferences, 87

setup tasks


interest rate categories, 56

segments, 58

start details, 61

users, 62

skills

calendar, 91

entering dates, 91

filtering transactions, 89, 90

navigating lists, 92


searching, 13, 14

split transactions, 26

start details

setup task, 61

starting balance

about, 48

starting dates

about, 48

statements

history, 9

tasks


interest rate categories, 56

segments, 58

start details, 61

users, 62

timing

reports, 29

transaction code

rules, 46

transaction description

rules, 46

transactions

adding comments, 15

adjustment, 18

filtering, 89, 90

managing, 18

move, 23

searching, 13, 14

split, 26

today’s, 9

unallocated segment, 47

about, 47

user access


amending, 80

features, 50

user guide, 5

users

setup task, 62

viewing

reports, 35

statements, 9



about, 46

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