User Guide€¦ · 5. To use any of the Stop Cheque services, select an account from the Account...

User Guide

Stop Cheques

January 2013

Stop Cheques

Published: January 2013 i

Disclaimer

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Stop Cheques

Published: January 2013 ii

Contents

Disclaimer ........................................................................................................................... i

About Stop Cheques ......................................................................................................... 1 Before you begin ........................................................................................................................ 1

Using the Stop Cheques tool ........................................................................................... 2

Accessing the tool ......................................................................................................... 2 Maintaining Favourite Accounts ................................................................................................. 2

Creating and Authorising a Stop Cheque instruction ............................................... 4 Creating a Stop Cheque instruction............................................................................................ 5 Authorising a Stop Cheque instruction ....................................................................................... 7

Creating and authorising a Remove Stop Cheque instruction ................................. 8 Creating a Remove Stop Cheque instruction ............................................................................. 8 Authorising a Remove Stop Cheque instruction ....................................................................... 10

Enquiring on a Stop Cheque Instruction .................................................................. 11

Using Account Services Activity Log ............................................................................ 14

Stop Cheques Workflows ............................................................................................... 15

Frequently Asked Questions .......................................................................................... 16

Stop Cheques

Published: January 2013 1

About Stop Cheques

The HSBCnet Stop Cheques tool allows you, at any time of the day, to create instructions to stop cheques drawn on accounts in your HSBCnet portfolio. To be effective, the Stop Cheque instruction must be created and authorised before the local cut-off time. If the cheque has already been paid from your account, the cheque cannot be stopped.

Besides stopping cheques, the tool allows you to cancel a Stop Cheque instruction by instructing the Bank to pay the cheque, if presented.

You can monitor your Stop Cheque instructions using the Enquire Stop Cheque feature of the tool or through the Account Services Activity Log tool.

Before you begin To use this tool, your system administrator must first entitle you to:

• The Stop Cheques tool—to create and submit Stop Cheque instructions

• The Stop Cheques Authorisation tool—to authorise Stop Cheque instructions

• Accounts that you are permitted to place stops on

• Account Services Activity Log tool

For more information about user entitlements, refer to the System Administration—User Entitlement User Guide.

Maintain User Access Level–Stop Cheques entitlement page

Stop Cheques


Using the Stop Cheques tool

Accessing the tool Access the Stop Cheques tool from the Accounts tab. You can move this tool to another location on your personal workspace or create multiple instances of the tool.

Initially, the Stop Cheques embedded tool displays the following features:

• Search option,

• Maintain a list of your favourite accounts option

After setting up your favourite accounts, further options to Create, Remove and Enquire on Stop Cheques options become available.

Maintaining Favourite Accounts You can select and apply a favourite account list so that the Stop Cheques tool displays only those accounts every time you access the tool. You can set up a maximum of 10 favourite accounts. If you wish to set up more than 10 favourite accounts, you can set up more than one instance of the Stop Cheques tool, with each instance listing a different set of favourite accounts.

Note: The Stop Cheques Favourites list is distinct from any other favourites list in other HSBCnet tools such as Balance and Transaction Reporting.

To set up and apply a favourite accounts list, complete the following steps:

1. From the Stop Cheques tool, select Maintain favourite accounts.

Stop Cheques tool- Maintain Favourite Accounts option

2. From the Favourite Accounts summary page that appears, use the quick filter (optional) to search for specific accounts. This tool is especially useful if you are entitled to a large number of accounts.

Stop Cheques


Favourite Accounts search - quick filter and search results

3. Choose the desired accounts from the Search results by selecting the relevant checkboxes and selecting Apply. The selected accounts are displayed in the selected accounts section.

Favourite accounts search results

4. Close the window and refresh your web browser to apply the selection. The list of favourite accounts is displayed in the Account number field of the Stop cheques tool.

Stop Cheques


Stop Cheques Maintain favourite accounts list

5. To use any of the Stop Cheque services, select an account from the Account number field. The available options are:

• Create stop cheque

• Enquire on stop cheque

• Remove stop cheque

Stop Cheque tool - Using a favourite account

Creating and Authorising a Stop Cheque instruction The ability to use the Stop Cheques tool depends on your entitlements. If appropriately entitled by your system administrator, the Stop Cheques tool allows you, at any time of the day, to create instructions to stop cheques drawn on accounts in your HSBCnet portfolio. However, the stop cheque instructions must be created and authorised before the local cut-off time.

Note: The local cut-off time may be different for each country. Confirm your cut-off time with your local HSBCnet support team to ensure your request is processed properly.

Stop Cheques tab with Stop Cheques tool

Stop Cheques


Creating a Stop Cheque instruction To create a Stop Cheque instruction, complete the following steps:

1. In the Account number field of the Stop Cheques embedded tool, select an account from the list. Alternatively, select Search to use the Account Search quick filter.

The search page allows you to search for accounts by location, institution, account type, account number, or currency.

Account Search Quick Filter

2. Complete the relevant fields to search for the desired account. Select Search to display the Search results page.

Account Search - Search Results

Choose the desired account by selecting its option button. Select Create stop cheque to display the New Stop Cheque page.

Stop Cheques


New Stop Cheque details

The New Stop Cheque page allows you to enter a range of details for the Stop Cheque instruction but only the Cheque serial number from field is mandatory.

This page also allows you to stop a range of cheques by serial number by completing the Cheque serial number from and Cheque serial number to fields. If you stop a range of cheques, the amount, currency, issue date, and Beneficiary name fields are not applicable.

3. Complete the desired fields and select Submit to display the Stop cheque details confirmation page.

Create Stop Cheque confirmation page

Note: The cut-off time may be different for each country. Confirm your cut-off time with your local HSBCnet support team to ensure your request is processed properly.

4. Verify that the details of the Stop Cheque instruction are correct and select Confirm. An acknowledgement confirms your action. If your company follows dual authorisation, the Stop Cheque instruction is now pending authorisation and must be authorised by a User with the appropriate entitlements.

Stop Cheques


Create Stop Cheque acknowledgement—pending authorisation example

Authorising a Stop Cheque instruction If entitled to do so, the Authorisation Summary—Stop Cheques tool allows you to authorise Stop Cheque instructions. To authorise a Stop Cheque instruction, complete the following steps:

1. Access the Authorisation Summary—Stop Cheques tool from the Accounts tab. You can move this tool to another location on your personal workspace. You also have the option to create multiple instances of the tool.

Stop Cheques Authorisation Summary tool

2. Select Stop Cheques to display the Pending authorisation page. The Stop Cheques Pending authorisation page displays a complete list of Stop Cheque instructions pending authorisation.

Stop Cheques Pending authorisation page

3. Select the arrow in the Action column and select Authorise to authorise the instruction. To reject the Stop Cheque instruction, select Reject.

Stop Cheques


You can track the progress of the authorised Stop Cheque instruction using the Account Services Activity Log tool. You can also enquire on the status of the instruction using the Enquire Stop Cheque option.

Creating and authorising a Remove Stop Cheque instruction If entitled to do so, the Stop Cheques tool allows you, at any time of the day, to remove Stop Cheque instructions through HSBCnet that are placed on accounts in your HSBCnet portfolio. .

Note: To be effective, you must create and authorise the Remove Stop Cheque instruction before the local cut off time.

Creating a Remove Stop Cheque instruction To create a Remove Stop Cheque instruction, complete the following steps:

1. Access the Stop Cheques tool in the Accounts tab.

2. Select Search in the Stop Cheques embedded tool to display the Account Search quick filter

Stop cheques Account Search quick filter

3. In the quick filter, select the relevant filters to search for the desired account. Select Search to display the Search results page.

Stop Cheques


Account Search—Search results

4. Choose the desired account by selecting its option button. Select Remove stop cheque to display the Remove Stop Cheques page.

Remove Stop Cheques page

5. This page displays a complete list of Stop Cheque instructions placed on the selected account. To search for a particular Stop Cheque instruction, type the cheque serial number into the cheque serial number field and select Apply.

Stop Cheques


6. Select the cheque number to display the Remove Stop Cheque Details confirmation page.

Remove Stop Cheque confirmation page

To remove the selected Stop Cheque instruction, select Confirm. An acknowledgement confirms your action. The Remove Stop Cheque Instruction is now pending authorisation and must be authorised by a User with the appropriate authorisation entitlements.

Authorising a Remove Stop Cheque instruction Depending on your entitlements, you can authorise Stop Cheque instructions using the Authorisation Summary—Stop Cheques tool.

To authorise a Stop Cheque instruction, complete the following steps:

1. Access the Authorisation Summary—Stop Cheques tool from the Accounts tab. You can move this tool to another location on your personal workspace or create multiple instances of the tool.

Stop Cheques Authorisation Summary tool

2. Select Stop Cheques to display the Pending authorisation page. The Pending authorisation page shows a complete list of Stop Cheque instructions pending authorisation.

3. In the Pending authorisation page select Authorise from the action options menu to authorise remove stop. If you wish to reject the remove stop, select Reject from the action drop-down menu.

Stop Cheques


Pending Stop Cheques

After the Remove Stop Cheque instruction has been authorised, you can track the progress of the instruction using the Account Services Activity Log tool. You can also do so using the Enquire a Stop Cheque feature in the Stop Cheques tool.

Enquiring on a Stop Cheque Instruction Use the Stop Cheques tool at any time, to enquire on a Stop Cheque instruction placed on your UK-based accounts.

To do so, complete the following steps:

1. Access the Stop Cheques tool in the Accounts tab.

Stop Cheques tool

2. Select Search in the Stop Cheques embedded tool. The Search results page appears.

Stop Cheques Account Search filter

3. In the Search Criteria tool, select the relevant filters to search for the desired account. Select Search to display the Search results page. The search page allows you to search for accounts by location, account type, account number, or currency.

Stop Cheques


Stop Cheques—Account Search results page

4. Choose the desired account by selecting its option button. Select Enquire on stop cheque to display the Enquire on Stop Cheques page. This page displays a complete list of Stop Cheque instructions placed on the selected account.

5. To search for a specific stop cheque, enter the cheque serial number into the cheque serial number field and select Apply. Alternatively, select a cheque number link on the page to display the Stop Cheque Details page.

Enquire Stop Cheques page

Stop Cheques


The Stop Cheque Details page appears displaying the details of that Stop Cheque instruction.

Stop Cheque details page

Stop Cheques


Using Account Services Activity Log

Use the Account services Activity Log tool to track the progress of any Stop Cheque instruction placed on accounts in your HSBCnet portfolio. To do so, you must be entitled to the tool by your System Administrator.

1. Access the Account Services Activity Log from the Admin tab.

2. Enter an activity date or leave it blank. An activity date is optional. If the date is blank, the system assumes ‘today’ for the latest activity date.

3. Select Stop Cheques from the list and select Go.

Account Services Activity Log tool

4. The Activity Summary—Stop Cheques page appears, displaying a complete list of Stop Cheques activities within the search criteria entered into the Account Services Activity Log. You can filter this data using the Activity Log Filter. Select Apply to filter the data.

Stop Cheques Activity Summary

The Activity summary allows you to view the progress of the Stop Cheque instruction along with details of the User involved in each step of the instruction.

5. Select the relevant icon on the page to extract this information into a spread sheet or PDF file.

Stop Cheques


Stop Cheques Workflows

Stop Cheques


Frequently Asked Questions

Q When can I submit a Stop Cheque instruction?

A. A Stop Cheque instruction can be created and submitted at any time of the day. However, it must be authorised by local cut-off time to be effective. Contact your local HSBCnet support team for information about local cut-off times.

Q Who can submit a Stop Cheque instruction?

A. A User who has been entitled to create a Stop Cheque instruction can submit the instruction. The Stop Cheque instruction must be authorised by a user with the relevant authorisation entitlement.

Q How can I tell if a cheque has been presented for payment?

A. If a cheque has been presented for payment, it can be viewed on the Balance and Transaction Reporting tool.

Q What fields are mandatory in the Stop Cheques details page?

A. The only mandatory field is the Cheque serial number from field. All mandatory fields are marked with an asterisk.

Q How do I stop a series of cheques at once?

A. You can stop a series of cheques by completing the Cheque serial number from and Cheque serial number to fields in the Stop Cheques details page. No other input is required.

Q What accounts can I create Stop Cheque instructions on?

A. You can create and authorise Stop Cheque instructions on accounts in your HSBCnet portfolio that you have been entitled to.

Q How can I verify that the cheque has been stopped?

A. The progress of the Stop Cheque instruction can be tracked through the Account Services Activity Log tool.

Q How much does it cost to stop a cheque on HSBCnet?

A. The cost is the same as your agreed account tariff.

Q I want to see a list of all the stopped cheques against one of my accounts.

A. You can use the Enquire Stop Cheque tool to select the account number from the drop-down list. The results page displays a maximum of 50 items at one time. To see the next 50 items use the pagination links.

Q I want to determine who stopped a cheque reported on the list.

A. To determine who initiated and authorised the Stop Cheque instruction, check the date against the Stop Cheque instruction and search for this within the Account Services Activity Log service under Stop Cheques. Remember that all Stop Cheque instructions are displayed by the Enquiry tool, including those faxed or e-mailed to the Bank as well as those initiated through HSBCnet.

Stop Cheques


Q Why can’t I see one of my accounts in the drop-down list?

A. One possibility is that you may not be entitled to see this account for the Stop Cheque service. Please speak to your System Administrator to ensure your entitlements are set up appropriately. Alternatively, you may need to update your favourite accounts by selecting the Maintain Favourite accounts link. Finally, note that only certain types of Bank accounts (e.g. current, checking) are compatible for the online Stop Cheque service and this differs slightly from country to country. Check with your local customer support for more details.

Q I need to stop a cheque on an account which is not on HSBCnet, what should I do?

A. Contact your branch or relationship manager in the usual way and provide a written confirmation of the Stop Cheque instruction where appropriate.

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