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Corporate

Online. Using Account Segmentation

Effective as at April 2015

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.

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

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

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

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

Westpac representative.

This user guide forms 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 © 2015 Westpac Banking Corporation ABN 33 007 457 141 AFSL and

Australian credit licence 233714.

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.

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

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.

What if I’m in a hurry?

If you need information in a hurry, you might like to start with the following sections:

A Quick Tour of Some Account Segmentation Screens on page 9

Quick Reference — Account Segmentation Basics on page 72

There is an index at the back of the guide.

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 cash-book.

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 particular 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 a number of 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 a number of 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 and Browsing Segments on page 11

Reports on Segments on page 20

Adjustments Adjustment (“journal”) transactions

on page 13

Move transactions Moving transactions on page 16

Split transactions Split transactions on page 18

Manage segment level segmentation

setup

Managing Segmentation Arrangements

on page 39

Manage account level

segmentation setup

Managing Segmentation Arrangements

on page 39

Export account segmentation

information

Procedure: Exporting the requested file

on page 31

Prepare segment accounts for export Procedure: Requesting an export file

on page 29

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, granted by your Corporate Online administrators

access to an account group containing the segmented account (via an office), granted by

your Corporate Online administrators

access to the specific segments they are to work with, granted by whoever manages the

segment setup.

Segmentation fees and charges

Each open segment (whether customer-initiated or Westpac-initiated) attracts a fee.

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.

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

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

Conditions (available from the Westpac internet site) or talk to your Westpac representative.

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

This section gives you a quick tour of two of the screens you will encounter when using the

Account segmentation features.

From the Accounts menu, select View > Segments.

Corporate Online displays the View segments screen, which shows all segments assigned to

you for the currently selected account. For example:

For more information on using the features shown, see:

Searching for segment transactions on page 68

Filtering transactions on a list screen on page 64

Printing with Print preview on page 66

To use this screen, you need access to the Accounts > View and print account segmentation

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

Use the Office and Account drop-down lists and the Calendar to

filter the segment list displayed

Click on a Segment ID to view the transactions

in that segment.

Click to preview then print.

Click to search for transactions.

Click on a column header to sort segments by that value

Select the number of segments to display per page.

From the Accounts menu, select Manage > Segment transactions.

Corporate Online displays the Manage segment transactions screen, which shows all

transactions for the current filter. For example:

For more information on using the features shown, see:

Filtering transactions on a list screen on page 64

Procedure: Creating an adjustment on page 14

Procedure: Moving a transaction from one segment to another on page 16

Procedure: Splitting a transaction between segments on page 18

To use this screen, you need access to one or more of the following features:

Accounts > Adjustments, Accounts > Move transactions, or Accounts > Split transactions.

You also need access to the segmented account, and the relevant segments in that account.

Select transaction(s) to move or split by ticking the checkboxes.

Click to create new transactions

between segments

Click on a transaction link to view that

transaction’s details

Use the Calendars to set a date

Use the Office, Account and Segment drop-down lists to filter the

transactions displayed.

After changing the filter,

click to refresh the screen.

Use the clear button to reset after a search.

Select the number of transactions to display per page.

To view or browse segmented accounts, segments, and the segment transactions, use the

View segments screen (from the Accounts menu, select View > Segments). See

The View segments screen on page 9.

Many of the screens include links to more information. Use these links to navigate to screens

containing more detailed information, then use a button to navigate back.

For example, there are links that take you to segment information…

and transaction information…

You can add comments to a transaction from the transaction information screen (see

Procedure: Adding comments to transactions on page 11).

Remember that you cannot use your internet browser’s back button to return to the screen on

which you clicked such a link. Always use Corporate Online’s navigation buttons.

For example, there may be buttons that take you to a specific screen…

or back to the previous screen…

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).

To perform this procedure, you need access to the Accounts > View and print account

segmentation information feature, the segmented account, 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 View segments screen.

2. Find the transaction you want to add a comment to.

Either use the Search facility (see Searching for segment transactions on page 68)

Or click on a segment link, set a filter (see Filtering transactions on a list screen on

page 64), then click on a transaction link.

Corporate Online displays the Segment transaction information screen, which shows

transaction details. For example:

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

Corporate Online displays a confirmation dialog.

4. Click the OK button.

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.

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.

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.

Corporate Online displays the Manage segment transactions screen.

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

Corporate Online displays the Create adjustment screen with the Enter from segment details

section. For example:

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 the Continue button.

Corporate Online displays the adjustment summary screen. For example:

4. To create a destination transaction, click the Add transactions button.

Corporate Online displays the Enter destination segment details section. For example:

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’). For example:

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 the Submit button.

Corporate Online processes the adjustment, then displays the Split transaction confirmation

screen.

You have created an adjustment.

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.

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,





2. Find the transaction you want to move by using the selection fields (office, account,

segment, dates) and the Update transaction button (see Filtering transactions on a list

screen on page 64).

3. Select the transaction to move (by ticking the checkbox for that transaction)…

then click the Move transactions button.

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

Corporate Online displays the Move transaction screen. For example:

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

Submit button.

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.

You have moved a transaction(s).

Split transactions allows 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.

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,





2. Find the transaction you want to split by using the selection fields (office, account, segment,

dates) and the Update transaction button (see Filtering transactions on a list screen on

page 64)

3. Select the transaction to split (by ticking the checkbox for that transaction)…

then click the Split transaction button.

Corporate Online displays the Split transaction screen. For example:

4. 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.

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

zero, click the Submit button.

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

Alternatively, click the Cancel button if you don’t want to proceed.

You have split a transaction.

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 (as long

as 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”.

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:

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.

3. Click the Create button (at the bottom of the screen).

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 27.

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


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 the Continue button.

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 the Continue button 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”.




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

Use this procedure to request a report PDF for a report you have created as “on request” or

to request an historical report for a date in the past..

To request a report PDF you’ll need access to:



those segments included in the PDF you want to request.




2. Select the office the report was created in,

select the report you want to request,

then click the Request report button.

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

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

screen within the next ten minutes.




(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.

2. If you need to change the list of PDF reports being displayed, change the search criteria then

click the Update list button.

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.

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.

If you have trouble displaying PDFs, see Error! Reference source not found. starting on

page Error! Bookmark not defined..

Use this procedure to amend a report’s description, retention period, segment account and

segment list, fields, sort order, and transaction filter.

Report details (report type, generation cycle etc.) cannot be amended; instead, delete the

report, then create a new one with the correct details.

To amend a report you need access to:



those segments included in the report you want to amend.




2. Select the report you want to amend…

then click the Amend button.

Corporate Online displays the report details (over one or more screens).

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

Corporate Online amends the 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 appear under

the new name.

Use this procedure to delete a report.

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

To delete a report you need access to:



those segments included in the report you want to delete.




2. Select the report you want to amend…

then click the Delete button.

Corporate Online displays the Delete report confirmation screen.

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

Corporate Online deletes the report.

Any PDFs generated or requested under this report are also deleted.

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)

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

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.

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.

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

Exporting the requested file on page 31).

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.

Start from anywhere in the Accounts application:

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

Corporate Online displays the Export segments screen.

2. Click the Request export file button (at the bottom of the screen).

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 29 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 the Submit button.

Corporate Online displays the Request export file confirmation screen.

4. Click the OK button.

Corporate Online generates the requested export.

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

Requesting an export file on page 29).

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.

Start from anywhere in the Accounts application:

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

Corporate Online displays the Export segments screen.

2. Select criteria for the exports to display, then click the Update list button.

Corporate Online displays any exports that match the selection criteria. For example:

3. EITHER

(a) Export all segments you have access to:

Select the file you want to export…

then click the Export button.

Go to step 4.

OR

(b) Choose the segments you want to export:

Click the file you want to export

Corporate Online displays the Export segments—Segments screen. For example:

You will only see those segments you have access to.

Select the segments you want to export,

then click the Export selected segments button.

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. For example:

Shortly after this, Corporate Online displays a File download dialog. Wait for it to appear.

For example:

5. Click the Save button on the File Download dialog.

Corporate Online displays a Save As dialog. For example:

6. Navigate to the appropriate location on your network or local drive, alter the file name if

appropriate (the one offered is unique), then click the Save button.

Corporate Online exports the data to the specified location. This may take some time,

depending on your internet bandwidth and the size of the file. You can perform other tasks

while the file is downloading.

This dialog closes when the download is complete.

If the export data type is SAP Multicash, there is a second file to download.

Repeat steps 6 and 7.

7. Meanwhile, underneath these dialogs Corporate Online is still displaying the Download

being processed message. For example:

When you have initiated the download (steps 6 and 7 ),

click the OK button on the Corporate Online 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 2 years.

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

the segmentation arrangements for an account.

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 particular rules:

Westpac-initiated segments

customer-initiated segments

The two types of segments incur different fees.


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, not 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 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 particular rule applies only to one segment. For example, a transaction code rule for a

particular 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 16

Account segmentation includes a number of 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.

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

starting balance of zero.

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 offer assistance 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 a number of 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 42.

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:

Viewing and Browsing Segments (starting on page 11)

Managing Segment Transactions (starting on page 13)

Reports on Segments (starting on page 20)

Exporting Segment Information (starting on page 29)

Managing Segmentation Arrangements (starting on page 39)

This section covers creating and managing the segmentation arrangements for your

segmented accounts.

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

an office) and one or both of the 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

of the segments for the account in question.

Segmentation arrangements are created and amended with setup tasks. Each segmentation

arrangement lists the setup tasks that define it. For example:

These tasks are also listed in the left-hand menu (in place of the usual main menu) while

you’re working with setups. For example:

Each task has its own set of screens. Tasks can be accessed in a number of ways, depending

on the activity you are performing.

Where’s the left-hand navigation menu?

While you are working on segmentation setup tasks, the left-hand navigation menu is

replaced with a Segment setup menu which lists the segmentation setup tasks.

To restore the Corporate Online navigation menu (e.g. to sign-out of Corporate Online):

1. If you are in the middle of a setup task, either complete it as usual or abandon it by clicking

Cancel.

Depending on which task you were doing, you may need to click Cancel more than once to

return to the Summary screen.

Corporate Online displays the Manage segment setup—Summary screen.

2. Click the Go to segment setup button.

Corporate Online displays the Manage segment setup screen.

The left-hand navigation menu is now available as usual.

Saving an incomplete setup

Corporate Online allows you to save a segmentation setup and continue working on it later.

To save a setup:

1. Click on the Save and resume later button.


This screen will show the incomplete tasks.

Resuming work on an incomplete setup

To resume work on an incomplete setup:

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

2. Select the account you want to continue working on …

… then click the Update segmentation button.

Corporate Online displays the relevant Manage segment setup screen.

3. Continue work on the setup.

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. Working with

segmentation setup tasks on page 39 may also be useful.

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.




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…


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

3. Complete the Interest allocation task

(see Segmentation Setup Task: Interest allocation on page 45)

… then click the Continue button.

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 46)


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 the Create segment button.

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

Complete the Segments task (see Segmentation Setup Task: Segment details on page 47)


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 the Assign users button.

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 the Continue button.

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

6. Complete the Start details task

(see Segmentation Setup Task: Start details on page 49)



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 the Amend button.

(b) Complete the task


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

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 create the

arrangement. This may take some minutes.

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

You have created a segmentation arrangement.

Segmentation Setup Task: Interest allocation

Continue working through the procedure that included this task:

Procedure: Creating a new segmentation arrangement, step 3 on page 43.

Procedure: Amending the interest allocation, step 4, on page 55.


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 55.

Segmentation Setup Task: Interest rate categories

This task is referenced by the following procedures:


Procedure: Amending the interest categories step 4, on page 56


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

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 the Amend category

button.

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

Amend the category then click the Continue button.

To delete a category, select a category, then click the Delete category button.

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

category. Click the OK button.

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 56

Segmentation Setup Task: Segment details


Procedure: Creating a new segmentation arrangement, step 4, on page 43.

Procedure: Adding a segment to an existing arrangement, step 4, on page 53


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 the Create new rule button.

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 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 the Continue button.

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: Adding a segment to an existing arrangement, step 4, on page 53

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 the Continue button.

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 particular user can access, step 4, on page 58

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 the Continue button.

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 particular user can access, step 4, on page 58

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.


segmentation setup feature and the segmented account.

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…


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

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

Select Segments…



3. Click the Create segment button.


4. Complete the Segment details task

(see Segmentation Setup Task: Segment details on page 47)



You’ve added a segment to your arrangement.

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

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 47.










Select Segments…


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

3. Select the segment to review

…then click the Amend segment button.

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

4. Perform one or more of the following actions:

To create a new rule,

click the Create new rule button.

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 the Continue button.

To amend an existing rule,

select a rule, then click the Amend rule button.

Corporate Online displays the Manage segment setup —Segment rules screen

Amend the rule details then click the Continue button.

To delete a rule,

select a rule, then click the Delete rule button.

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

rule. Click the OK button.

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


You have amended a segment’s rules.

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 36

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






…then click the Update segmentation button.


3. Select the Interest allocation task…



4. Complete the Interest allocation task

(see Segmentation Setup Task: Interest allocation on page 45)



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

allocation setup.

You have amended a segmentation arrangement’s 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.









3. Select the Interest rate categories task…



4. Amend rules as described in the Interest categories task

(see Segmentation Setup Task: Interest rate categories on page 46)



You have amended a segmentation arrangement’s interest categories.

Many of the segmentation setup screens include links that display the details of that part of

the segmentation arrangement.

For example, each of the segmentation setup tasks are displayed as links.

If you click on these links, Corporate Online displays the segmentation arrangement

information using a Print preview window.

For setup tasks that allow the definition of multiple components (e.g. segments, users), the

Print preview window includes links to allow you to browse through the components of the

segmentation arrangement.

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

66 and Browsing with Print preview on page 67.

Segmentation arrangement details

To see a complete summary of the segmentation arrangement, click the account link

displayed on the Manage segment setup screen (Accounts > Manage > Segment setup). For

example:

Corporate Online displays an Account segmentation details screen.

Use the segment, user, and start balance links on that screen to view those parts of the

segmentation arrangement. The summary can be printed using Print preview.

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 particular user or on a particular segment:

Procedure: Amending which segments a particular user can access on page 58

Procedure: Amending which users can access a particular segment on page 59.

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

access to all segments in one screen.









3. Select the Users task…


Corporate Online displays the Manage segment setup—Users screen.

4. Complete the Users task

(see Segmentation Setup Task: Users on page 50)



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

Use this procedure to amend the users assigned to a particular segment, amending each

user’s access to this segment in one screen.










Select Segments…



3. Select the segment to review…

…then click the Continue button.

Corporate Online displays 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 …


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.

If you no longer need Corporate Online to post transactions to a particular 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 particular

segment on page 59.

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.









3. Select the Segments task…



4. Select the segment to close…

…then click the Close segment button.

Corporate Online displays a warning dialog. For example:

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

segment button.

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.

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.

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






2. Select the account to delete segmentation for…

… then click the Delete segmentation setup button.

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 the Yes, Delete segmentation setup button.


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.

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.

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

For example:

The filter criteria determine…

what is displayed in the list.

To filter the list displayed:

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

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

Corporate Online re-displays the screen.

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 takes into account 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:

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.

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 the Print preview button.

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

See also Browsing with Print preview on page 67

2. Click the Print this page button.

Your computer pops up a Print dialog. For example:

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

Your computer should now print the previewed information.

4. Click the Close button.

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 a number of segments. If a link cannot be used, it is greyed

out.

To browse:

1. Click the Print preview button.

Corporate Online pops up a print preview window.

To print, see Printing with Print preview on page 66

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

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

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 the Search button (at the bottom of the screen).

Corporate Online displays the Transaction list search screen. For example:

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

Criteria heading Notes on fields

Account details Select “All segments” or a specific 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.

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 the Submit button.

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 instead — go to step 4.

If you searched on All segments,

Corporate Online displays the Transaction list search summary screen — go to the next

step (3).

3. Perform one of the following actions:

To view a particular transaction’s details, click a Transaction description link. For

example:

Corporate Online displays the transaction details. Click the Back button to return to

this screen.

To change your search criteria, click the Back button (at the bottom left).

Corporate Online displays the Transaction list search screen — go back to step 2.

To view the found transactions for a particular segment, click a Segment name link.

For example:

Corporate Online displays the Transaction list screen — go to the next step (4).

4. Perform one of the following actions:

To view a particular transaction’s details, click a Transaction description link. For

example:

Corporate Online displays the transaction details. Click the Back button to return to

this screen.

To clear the search criteria, click the Clear button.

Corporate Online clears the search criteria, then redisplays the screen and shows all

transactions for the current list filter (office, account, segment and dates).

To return to the previous screen (e.g. to view another segment), click the Back to

search results button (at the bottom left).

Corporate Online displays the Transaction list search summary screen — go to step 3.

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.

To make a segmentation screen the default screen that appears when you enter

accounts, set the Entry screen to one of the segmentation screens. For example:

To change which offices and accounts are displayed by default on the segmentation

screens, set the Segment preferences. For example:

You may also adjust the other Accounts preferences if you want.

3. Click the Submit button.

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).

1. From the Accounts menu,

select View > Segments.

2. Click on the segment link.


select Manage > Segment transactions.

2. Click Create adjustment.

3. Enter details and click Continue.

4. Click Add transaction, enter

transaction details, then click Continue.

Repeat step 4 as required.

5. Click Submit.

Procedure: Creating an adjustment

(p14)



2. Select a transaction,

then click Move transaction

3. Select destination segment.

4. Click Submit.

Procedure: Moving a transaction

from one segment to another (p16)



2. Select a transaction,

then click Split transaction.

3. Enter splits until difference is zero.

4. Click Submit.

Procedure: Splitting a transaction

between segments (p18)


select Export > Segments.

2. Click Request export file.

3. Enter the export details.

4. Click Submit.

5. Click OK.

Procedure: Requesting an export file

(p29)

1. From the Accounts menu.

select Export > Segments.

2. Select export data file.

3. Click Export.

4. Corporate Online displays a Download

screen, then pops up a dialog.

5. Click Save on the File Download dialog

6. Click Save on the Save As dialog

Wait for the download to complete. 7. Click OK (on the download screen).

Procedure: Exporting the requested

file (p31)


select Manage > Reports.

2. Select the office.

3. Click Create.

4. Enter the report details,

then click Continue.

5. Select accounts or groups,

then click Continue.

6. Complete any additional screens,

clicking Continue on each one.

Procedure: Creating a report (p20)


select Manage > Reports.

2. Select the report you want to request.

3. Click Request report.

4. Amend the date if required,

then click Submit.

Procedure: Requesting a report PDF

(p 22)


select View > Reports.

2. If required, enter a filter,

then click Update list.

3. Click a report name link.

4. Use Adobe reader to view the report.

Procedure: Viewing (and

downloading) a report PDF (p23)

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

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.

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

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

importing data into spreadsheets.

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

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

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 are those whose allocation rules are defined by the customer

and do not reference a segment account.

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

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

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

interest is calculated using customer defined rates.

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.

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

up.

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.

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

for a particular application.

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.

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.

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),

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

that apply to a particular segmented account.

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

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

services.

A setup is how a customer’s business structure is established in Corporate Online to control

access to information (e.g. account transactions), services, products and features.

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

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

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

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.

about

account segmentation, 6

control money, 37

customer-initiated segments,

35

export formats, 29

exports, 29

interest, 36

interest calculator, 36

reports, 20

rules, 35

segmentation arrangement, 35

segments, 35

starting balances, 37

starting dates, 37

unallocated segment, 36

Westpac-initiated segments,

35

account segmentation

about, 6

features, 7

fees and charges, 8

history, 8

restrictions, 7

user access, 8

adding

comments to transactions, 11

segment to segmentation

arrangement, 52

adjustment

create, 13

Adobe

troubleshooting, 72

amending

interest allocation, 55

interest categories, 56

reports, 25

rules a segment, 53

user access to a segment, 58

balances

starting, 37

basic skills

calendar, 65

entering dates, 65

filtering transactions, 64

navigating lists, 66

print preview, 66, 67

searching, 68

browsing

print preview, 67

segments, 11

buttons


search, 68

calendar

basic skills, 65

charges


cheque number

rules, 35

closing

segment, 61

comments

adding to transactions, 11

contra entry transactions, 13

control money

about, 37

creating

adjustments, 13

reports, 20


customer-initiated segments

about, 35

data types

export, 29

dates

basic skills, 65

deleting

reports, 26


deposit number

rules, 35

entering

dates, 65

export

about, 29

export formats

about, 29

features


user access, 39

fees


filtering transactions

basic skills, 64

formats

export, 29

implementing


interest

about, 36

calculator, 36

control money, 37

interest allocation

amending, 55

setup task, 45

interest categories

amending, 56

interest rate categories

setup task, 46

journal transactions, 13

lists

navigating, 66

Manage segment transactions

screen, 10

managing

segment transactions, 13


move transactions, 16

navigating lists

basic skills, 66

order of precedence

rules, 36

PDFs

troubleshooting, 72

preferences

setting, 71

print preview

browsing, 67

printing, 66

printing

print preview, 66

procedures

adding a segment, 52

adding comments to

transactions, 11

amending a report, 25

amending rules for existing

segment, 53

amending the interest

allocation, 55

amending the interest

categories, 56

amending which segments a

user can access, 58

amending which users can

access a segments, 59

amending your Adobe reader

settings, 73

closing a segment, 61

creating a new segmentation

arrangement, 42

creating a report, 20

creating adjustment

transactions, 14

deleting a report, 26

deleting a segmentation

arrangement, 63

exporting the requested file, 31

moving transactions, 16

requesting a report, 22

requesting an export file, 30

setting account segmentation

preferences, 71

splitting transactions, 18

viewing a report PDF, 23

quick tour

Manage segment transactions,

10

View segments screen, 9

reports

about, 20

amending, 25

creating, 20

deleting, 26

requesting, 22

timing, 20

troubleshooting, 72

viewing, 23

requesting

reports, 22

restrictions


rules

about, 35

cheque number, 35

conflicts, 36

deposit number, 35

order of precedence, 36

transaction code, 35

transaction description, 35

screen

Manage segment transactions,

10

View segments, 9

searching

basic skills, 68

segment interest

about, 36

segment transactions

manage screen, 10

managing, 13

searching, 68

segmentation arrangement

adding a segment, 52

amending interest allocation,

55

amending interest categories,

56

amending rules, 53

amending user access, 58

closing a segment, 61

creating, 42

deleting, 63

implementing, 38

managing, 39

printing, 57

viewing, 57

segmentation arrangements

about, 35

segmentation setup

interest allocation task, 45

interest rate categories task, 46

segments task, 47

start details, 49

users task, 50

segments

about, 35

amending rules, 53

amending user access, 58

browsing, 11

closing, 61

setup task, 47

viewing, 11

setting

preferences, 71

setup tasks


interest rate categories, 46

segments, 47

start details, 49

users, 50

working with, 39

skills

calendar, 65

entering dates, 65

filtering transactions, 64

navigating lists, 66


searching, 68

split transactions, 18

start details

setup task, 49

starting balance

about, 37

starting dates

about, 37

tasks


interest rate categories, 46

segmentation setup, 39

segments, 47

start details, 49

users, 50

timing

reports, 20

transaction code

rules, 35

transaction description

rules, 35

transactions

adding comments, 11

adjustment, 13

filtering, 64

managing, 13

move, 16

searching, 68

split, 18

troubleshooting

Adobe, 72

PDFs, 72

reports, 72

voucher images, 72

unallocated segment, 36

about, 36

user access


amending, 58

features, 39

user guide, 5

users

setup task, 50

View segments

screen, 9

viewing

reports, 23

segments, 11

voucher images

troubleshooting, 72


about, 35

working with

segmentation tasks, 39

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