BC OnLine Account Management System User's Guide
Contents
1. 17 Product Delivery OptlOons certes ENSE pEANM SUPN XN EE SU 9E GE NEAN PESG E deed een Fe REPE Y M Oe RN REESE pE EK MS 18 Printing Account Statements 2 er eerte erret eive ee e Porro Phe E VE ee tn Up Prin Up T ans ER UNE e eee R aae en pen 20 Older Statements etos n ote iat a ebbe B aie qud r taea toma si detegit 20 Downloading Account Statements eee eee eee eee esee eee e eene seen esten sese tasse tense etta se eno 21 IEdyout of ESV Ele o oos utei dt ERROR ETEARUNG M cop o pa utes am ousy Subs guads oot on ati Mie 22 Generate Egi E E 23 AD pe taste CS WEE cian a ae ed toe Putas dd talea Me i cte e Eu 24 savethecs Vas TOES IRAM aes acu tupu ned tu Qu EU ae Eok 27 Import the TXT Bile P r 29 Account Management Trouble Shooting eere eee eee ee eee esee eene een ette setas enn 32 Glossary of Euler 34 Typographic Conventions Typographic conventions are used with the following meanings Screen names and field names are capitalized For example In the Transaction screen move to the Search field Buttons and other clickable items appear in bold For example Click Submit Required input that you enter exactly as shown appears in Courier font For example Type BC OnLine Variable input that you provide2. Authority Change a Primary Contact userid to a lower userid 2 Authority Change another userid to a Primary Contact userid 2 Electronic Cheque Initiate an electronic funds transfer 3 Low Balance Warning Add or change the warning amount amp SS Passwords Reset password for any Basic userid 1 RIRIRJIR Passwords Reset password for a Contact userid 1 Passwords Reset password for a Primary Contact userid 2 A A Userid Information Display your userid including authority v y Userid Information List the userids attached to your account A A Verification Word Add or change oral password for your account 1 Pending status changes for userids are processed automatically on the hour and every ten minutes thereafter 2 Not available as a self serve feature BC OnLine staff will do this for you 3 Pre approval is required BC OnLine recommends that users of this feature have a Primary Contact userid or a Contact userid in order to display account balance Account Management Overview 4 Managing Your Deposit Account and Userids When you select Account Userid Management from the Account Management menu you will go to the Userid Management screen where your own userid s information will be displayed Any user can display his or her own information Only users with Contact or Prime Contact authority can display and update account inf
3. 000006 50 000001 00 000006 50 000000 11 000008 11 een nn m mmn A 2 000000 00 000000 00 000001 50 000000 11 000000 0094 123456 2004 10 13 PA12345 OLALTQT es Ps E 000006 50 000001 00 000006 50 000000 11 000008 11 een nn n mm n z 000000 00 000000 00 000001 50 000000 11 000000 004 a 123456 2004 10 12 PB23455 BMA1OO eee ee ee m n 000043 39 000001 00 000043 39 000000 11 000045 00 FILE AN ANNUAL REPORT BC COMPANY 0423031 2004 000000 00 000000 00 000001 S50 000000 11 000000 009 123456 2004 10 12 PB23495 B3H105 ea ttt n IET FRIZIILIL 000007 00 000001 00 000007 00 000000 11 000008 61 SEARCH 0652396 e 000000 00 000000 00 000001 50 000000 11 000000 004 123456 2004 10 13 PB23495 BMALOO seen nnnm 000043 39 000001 00 000043 39 000000 11 000045 00 FILE AN ANNUAL REPORT BC COMPANY 0550868 2004 000000 00 000000 00 000001 50 000000 11 zl 000000 00 123456 2004 10 13 PB23495 BMA100 een eee ee eeee PPP 9 000043 39 000001 00 000043 39 000000 11 000045 00 FILE AN ANNUAL REPOR I A 3 m 5 zi 2 Your CSV file may look different depending on the font and type size that you normally use If you see the hidden symbols for spaces dots and end of paragraph q markers it means that Word s Show Hide but
4. The printer node you entered in the Printer Node field of the Account screen is not a valid printer Correct the printer name or contact the BC OnLine Administration Office if the printer name is correct USER DATA RETRIEVED System The information on the userid you entered in the Account Userid field is displayed USER UPDATED SUCCESSFULLY System The changes you made to the Userid screen have been accepted and changed USERID GRANTED SUCCESSFULLY System The Grant command for the userid has been accepted and will be processed the next time the Userid Update Job runs This will happen within 10 minutes USERID PENDING ACTIONS SUCCESSFULLY CANCELLED System Any Grant Revoke or Password actions pending against a userid have been cancelled You should confirm this by viewing the Userid screen USERID REVOKED SUCCESSFULLY System The Revoke command for the userid has been accepted and will be processed the next time the Userid Update Job runs This will happen within 10 minutes YOU ARE NOT AUTHORIZED FOR THIS MODE Error You are not authorized to use the mode you typed in the M field Valid modes for Contact and Prime Contact are C Cancel G Grant L List P Password R Revoke S Select and U Update Correct the mode YOU ARE REVOKED YOU CAN ONLY READ CLIENT DATA System Your userid has been revoked You may view your account to see if your balance has been depleted When an account balance has been depleted
5. appears in italic Courier font For example Type your Password System messages and other screen output appear in bold Courier font For example PASSWORD CHANGE COMPLETED Tips Notes Important Notes Cautions and Warnings appear as shown below Tip A way to make your work easier Note Further information about the current subject Important An emphatic note about the current subject Caution An important point that could prevent an inconvenience Warning An important point that could prevent a financial loss or loss of data Typographic Conventions Account Management Overview As a BC OnLine client it is your responsibility to ensure that your deposit account contains sufficient funds to maintain service Prime Contacts and Contacts can use the Account Management System to display your account balance manage your account and userids and print or download your account statements Authorized users can send electronic cheques to BC OnLine to update your account balance All account management functions are grouped together in the Account Management Menu For PS91871 SAMPLES LAW CORP Dec 29 2013 ee rE Folio l Submit Reset BC OnLine Mailbox Select an Application Account Management Menu 10 47 12 AM Account Userid Management Chequebook Print Account Statement Product Delivery Options Download CSV File hange Existing Acct Electronic Cheque Submit Reset
6. dates are not displayed properly try modifying the date format to Year Month Day As a last step you may want to include a row of headers that name each column For column header information see Layout of CSV File on page 22 At this point you can manipulate the file as you would any standard Excel worksheet Downloading Account Statements 31 Account Management Trouble Shooting Error messages are displayed when the computer detects an error or requires you to resolve a problem System messages are displayed to prompt you to take some action or to confirm that an action has taken place The following is a list of error messages and system messages for the Account Management System with explanations ACCOUNT DOES NOT EXIST Error The account number you typed in the Account Userid field is not your account number Correct the number and try again ACCOUNT INFORMATION RETRIEVED System Your account information has been retrieved and is displayed on your screen ACCOUNT UPDATED SUCCESSFULLY System The changes you made to the Account screen have been accepted and changed ACCOUNTS DO NOT USE PASSWORDS Error You tried to use Mode P with your account number in the Account Userid field You can not reset the password for an account Either change your key to a userid to reset the password or change your Mode AUTH MUST BE BLANK P OR C Error The Auth field on the Account screen can only be blank P or C Any other value will pr
7. Depending on how your account is set up your Account Management Menu will contain some or all of these selections Before e e Account Userid Management lets you display and update information about your BC OnLine deposit account and userids See Managing Your Deposit Account and Userids on page 5 Print Account Statement lets you print your statements on your local printer See Printing Account Statements on page 20 Download CSV File lets you download your statements as data files See Downloading Account Statements on page 21 Electronic Cheque lets you transfer money to your BC OnLine deposit account See Electronic Cheque on page 14 Chequebook lets you review your payment records See Chequebook on page 17 Product Delivery Options lets you specify where each BC OnLine service delivers products such as notifications search results tax certificates assessment reports etc See Product Delivery Options on page 18 Change Existing Account lets you use the Online Change Form wizard to request changes to your BC OnLine account See Using the Online Change Form on page 13 using the Account Management System make sure to review these points Designate Contact Persons for Your Organization see page 3 Display Your Deposit Account Balance see page 3 Staffing Changes see page 3 Account Management Overview 2 Designate Contact Persons for Your Organization Management of BC OnLine userids is the responsibility of your
8. all userids are automatically revoked If your account has sufficient funds consult your organization s Contact or Prime Contact You may also contact the BC OnLine Administration Office YOU CANNOT GRANT OR REVOKE YOURSELF Error If you are a Contact or Prime Contact you can not grant or revoke your own userid You must contact the BC OnLine Administration Office to grant or revoke your userid Account Management Trouble Shooting 33 Glossary of Terms Some of the special terms used in the BC OnLine Account Management System are explained here Contact A user to whom the Prime Contact has delegated some special authorization Default Password The original password assigned to your organization If a password is reset by the Prime Contact or by BC OnLine it is reset to this default The default password is stated on the Userid Authorization letter your organization received from BC OnLine Deposit Account This is your account with BC OnLine from which statutory fees and network usage charges are deducted Clients who access information from BC OnLine must maintain sufficient funds in their deposit account Grant Access This process allows a userid access to the BC OnLine system and to all services your organization has contracted for Pending Changes to a userid which have been submitted but have not yet been processed are said to be pending Changes are pending until the Userid Update Job runs every 10 minutes Prim
9. click OK The File Conversion dialogue box will appear shown below File Conversion CSV Statement Number 444444 From 2004 10 23 Th E33 Select the encoding that makes your document readable Text encoding windows Default MS DOS C Other encoding Preview lDate 2004 12 14 Time 09 16 14 1 800 663 6102 or 1 250 953 8250 E FOR 5C 69875 E 400 4000 Seymour Pl Victoria B C V8X rrrIII c c CSV Statement Account Number 4218099 For Period From 2004 10 23 Through 2004 10 444444 2004 10 27 PA27345 OLALTQT 000006 50 000001 00 000006 50 000000 11 nnnnno 11 Accept Windows Default as the Text encoding and click OK Downloading Account Statements 25 The picture below shows a Microsoft Word view of a CSV file 3 Account Statement Number 421809 From 2004 10 09 Through 2004 10 15 RTF Microsoft Word Eile Edt wew jnsert Format Tools Tabe Window Help Adobe POF Acrobat Comments maxee ees o 9 D O D t w g o z URS umi is ee A 6 M eae E insert word Field SP FE iu GAR S 85 f Qj Pontet Courier New DBs Pontet Cem 210 7 2 Dg dist SAY SOY ORNs St 1Date 2004 11 26 e f BCHONLINES Time 10 42 33 555 1 m 663 6102 or 1 250 953 8250 eeecccosoces FOR SC69875 m For Period FKom 2004 10 09 Through 2004 10 154 123456 2004 10 12 PA12345 OLALTQT sese nnn nnnm T
10. index will cover the last 32 business days e If you have a weekly statement frequency the index will cover the last 32 weeks e If you have a monthly statement frequency the index will cover the last 32 months but only those statements less than 12 months old will be available for printing A icon indicates statements that you have not yet viewed or printed Click the check box beside the statements that you want to print Click Submit and the system will initiate a print request Items that you request for printing will be sent to your User Mailbox Older Statements Older statements are kept offline and are not available for printing We recommend that you print your statements regularly and frequently before they go offline Downloading Account Statements 20 Downloading Account Statements In addition to printing account statements BC OnLine customers can also download their account statements and import them into an Excel worksheet or an accounting program The account statement data is stored in Comma Separated Values CSV files plain text files that use commas to separate data The following instructions show how to download your statement and import it into an Excel worksheet If you use software other than Excel for accounting purposes please refer to that software s documentation for proper import procedures These instructions clearly demonstrate one way of downloading an account statement and importing it into a sof
11. organization s Prime Contact or Contact If your organization has many userids please designate at least one person as a Prime Contact who will be able to reset passwords revoke userids grant access for userids and display your deposit account Your Prime Contact person will have authority to designate people as Contact users This allows the Prime Contact to delegate some responsibilities If you wish to have the Prime Contact duties re assigned from one individual to another please complete the Online Change Form s Reassign Userid section and submit the form to the BC OnLine Administration Office for processing Note that the Prime Contact does not necessarily have to be the individual designated as the administrative contact for receiving the BC OnLine statements and other mail See Types of BC Online Userid on page 4 for an explanation of the three types of userid Display Your Deposit Account Balance It is important that you monitor your account balance to avoid interruption to your business Your account can be revoked due to lack of funds Anyone in your organization with Contact or Prime Contact authority can display the balance of your deposit account Users with basic userids cannot access your deposit account information For more information about how to display your account balance see Displaying Deposit Account Information on page 6 Staffing Changes When someone leaves your organization a Contact or Prime Contac
12. set by the Prime Contact or by the BC OnLine administration office The BC OnLine administrative office sets one userid in your account to P Prime Contact The Prime Contact can then set the rest of your account s userids to either C Contact or blank basic user To reassign Prime Contact duties from one individual to another please use the Online Change Form Default LTO Land Title District Leave this field blank Printer Node The default printer for dedicated circuit users If you connect to BC OnLine via the Internet leave this field blank Name You may reassign a Userid to another person Please type the first and last names of the new user as Lastname Firstname If you do not want to reassign the Userid change to a Spare Userid for future use In the drop down Action box select Set Userid to Spare and click submit Address City Province Country Postal Code If you wish to use the address fields enter your mailing address in applicable fields Phone If you wish to enter a phone number please use the format 888 888 8888 After updating any of these fields click Submit and the system will confirm the update Managing Your Deposit Account and Userids 9 Listing and Updating all Userids It is the responsibility of users with Contact or Prime Contact authority to become familiar with the contents of this section and to provide assistance as required to other BC OnLine users in your organization From any Accoun
13. BC OnLine Account Management System User s Guide Last Updated June 22 2015 Copyright Copyright 2015 Province of British Columbia All rights reserved This user s guide is for users of the BC OnLine services who have accepted the BC OnLine Terms and Conditions of Agreement only as necessary in connection with such services the Purpose The Government of British Columbia hereby grants to users of the BC OnLine services the right to use reproduce and store in electronic format a copy of this user s guide provided that such use reproduction and storage is consistent with the Purpose No part of this user s guide may be used by users for any other purpose Any distribution of this user s guide whether free of charge or for commercial purposes will require the prior written consent of the Government of British Columbia If you have any questions please contact BC OnLine Help Desk and Administration Toll free 1 800 663 6102 Fax 250 952 6115 BC OnLine Mailing Address BC OnLine Partnership Office E415 4000 Seymour Place PO Box 9412 Stn Prov Govt Victoria BC V8W 9V1 BC OnLine Physical Address BC OnLine Partnership Office E415 4000 Seymour Place Victoria BC V8X 4S8 Table of Contents Typographic COmvemtions ics sessacsvecesiesvecssecseysecvevsvecesssenscoveuessdseesevncesesvensecnesssdonnssnscesveanessare 1 Account Management Overview sccccssocssssssssssscsssssssssossssscssscss
14. Original data type Choose the file type that describes your data oD j rs such as commas or tabs separate each field CF width Fiel e aligned in columns with spaces between each field peepee NN aa 2 437 OEM United States Preview of file C XCSV Filesi2004 10 26 txt 23456 2004 10 12 PA12345 0LALTQT 23456 2004 10 13 PA12345 OLALTOT 23456 2004 10 12 PB23495 BMA100 23456 2004 10 12 PB23495 BSHl05 BMA100 Because these files are both delimited and fixed width you will find them easier to import if you select Delimited as the original data type Each file has six lines of header Downloading Account Statements 29 information that you will probably want to skip You can set the Start import at row field to 7 to skip this header information Click Next when you have set Delimited and Start import at row 7 Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Delimiters F T M Tab Semicolon Iv i i Space Other Text qualifier I 7 nsecutive delimiters as one Data previ Eoo4 10 12 P poo4 10 13 2004 10 12 2004 10 12 goo4 10 13 Cancel lt Back Finish Check the Comma box as one of the Delimiters Once you check the Comma box you will see the vertical separator lines appear in the Data preview window Click Next Text Import Wizard Step 3 of 3 This screen lets you select e
15. ach column and set Column data Format the Data Format C General General converts numeric values to numbers date C Text values to dates and all remaining values to text ies Advanced Data preview CANILCLBNILSEAMEDA12345 HANIELBEILSECEDA12345 DIILCLBNILSEAMDEZ23425 GIDELBBILRIFAMDEZ3495 2004 10 13 Cancel lt Back j On this screen only the second field the Date field needs to be defined during the import phase For Excel to properly display the date it needs to know the format is Year Month and then Day YMD Highlight the second column Q select Date as the Column data format Select YMD from the drop down list Click Finish The picture below shows Excel with a text file imported and properly separated into columns Downloading Account Statements 30 C Microsoft Excel 2004_10_26 txt E te Edt Yew Insert Format Tools Data Quicksheet Window Help Adobe POF Oseles GRY Da I7 rz 5 Mio 7 03 E X G4 EH sx BREE D ag OLALTOT OLALTOT BMA100 BSH105 BMA100 BMA100 BMA100 BMA100 amann The data will load into Excel You may need to expand the width of some columns in order to see all the information Hash marks indicate that the column width needs to be expanded You may want to apply proper formatting for currency columns oc oU Wh AR FUE AN A Other software packages might not need this explicit instruction but if you find that the
16. agreements Please consult with your financial institution prior to initiating an EFT agreement When you issue an electronic cheque funds are immediately applied to your organization s BC OnLine account The actual withdrawal from your bank account will take place 24 to 48 hours later Records of these cheques will appear on your BC OnLine statement and your electronic chequebook as well as on your regular bank statement If your organization s financial system requires it BC OnLine s Electronic Cheque feature can be set up so that two signatures are required for a cheque Completing an electronic cheque is a simple process very much like writing a paper cheque First you fill in the amount of the cheque then you sign it by clicking a button After signing the cheque you can either send it to BC OnLine or void it From the Electronic Cheque screen you can access the following functions e Writing and Signing an Electronic Cheque See page 15 e Sending an Electronic Cheque See page 16 e Voiding an Electronic Cheque See page 16 e Unsent Cheques See page 16 e Cheques Requiring Two Signatures See page 16 Electronic Cheque 14 Writing and Signing an Electronic Cheque From the Account Management submenu click the Electronic Cheque radio button then click Submit A blank electronic cheque will appear Double click the field to highlight the 0 00 amount This is where you type the amount of the cheque Note The am
17. ate times Quantity Total Taxes Currency 10 Total taxes paid Total Amount Currency 10 Amount deducted from your account for this transaction Remarks Alpha Numeric 50 General information about this transaction Stat Tax Code 1 Alpha Numeric 4 Any tax on the Statutory fee Normally this is blank Tax Code 1 Amount Currency 10 The amount of Tax 1 Stat Tax Code 2 Alpha Numeric 4 Any tax on the Statutory fee Normally this is blank Tax Code 2 Amount Currency 10 The amount of Tax 2 BC OnLine Fee Currency 10 The BC OnLine fee for this transaction Tax on BCOL Fee Currency 10 The tax on the BC OnLine fee Reserved 10 Reserved for future use Note For currency and numeric values the last character will be a minus symbol for negative values and blank for positive values BC OnLine also makes a fee code file available for download This allows you to match up a description to each of the fee codes in the CSV file In addition to the fee code table the file layout shown on this page is also available for download The fee code table and file layout can be downloaded from the CSV Selection List see page 23 Downloading Account Statements 22 Generate a CSV File Generating a CSV file is very similar to generating a standard statement formatted for printing From the BC OnLine main menu select Account Management and click Submit to go to the Account Management menu From the Account Management menu select Download CSV File an
18. ble and enter your address on the second line City The name of the city that forms part of your mailing address Key in the full name do not abbreviate Province The two character province code that forms part of your mailing address Key in the official abbreviation of your province or state Country The name of the count ry that forms part of your mailing address Key in the full name do not abbreviate Postal Code The six letter number postal code that forms part of your mailing address or up to nine numbers if a zip code Key in a postal code as AIA 1A1 or a zip code as 22222 3333 Acct Contact The name of a person that you wish to be your account coordinator Key in the full name of the person as First Name Last Name Note that this person need not be a user on your account Fax The fax number is optional and may be changed or removed from your account Key in the full fax number as 250 888 8888 Phone The phone number is for your account is usually for the account coordinator or the main company number Key in the phone number as 250 888 8888 Email The email address is usually for the account coordinator or the company s business email Key in the email address as name company ca Managing Your Deposit Account and Userids 7 VWord The Verification Word for your BC OnLine account Key in the verification word that you want to use This security word for your authorized users can be used over the te
19. ced system disk Tammy Kivell new email address Open the e mail as you normally would The picture below shows a BC OnLine e mail with CSV file attached BC OnLine Report Delivery Message Plain Text CoReply ffReplyto All 4G Forward amp r BX d 0 File Edit View Insert Format Tools Actions Help From Web Server Administrator webadmin daffy bconline gov bc ca To Rick Marx accessbc com Cc Subject BC OnLine Report Delivery Attachments Account Statement Number 312178 From 2004 10 06 Through 2004 11 15 RTF 2 KB Double click the attachment icon to open it Normally your word processor such as Microsoft Word is set up to open this type of attachment If it is not consult with your systems support staff to set up a word processor to open CSV attachments The Open Mail Attachment dialogue box will appear Downloading Account Statements 24 Opening Mail Attachment Opening Account Statement Number 312178 From 2004 10 06 Through 2004 11 15 RTF from BC OnLine Report Delivery Message Plain Text WARNING Web pages executables and other attachments may contain viruses or scripts that can be harmful to your computer It is important to be certain that this File is From a trustworthy source What would you like to do with this file e i C Save it to disk v Always ask before opening this type of File UN Do not save this file to disk at this time Select Open It O and
20. d click Submit to go to the CSV Selection List shown below You can click CSV File Layout to view a PDF file explaining the file s layout or CSV File Layout PDF File BC OnLine Fee Codes CSV File O 2005 03 28 O 2005 03 15 O 2005 01 14 O 2004 11 05 O 2005 03 25 O 2005 03 14 O 2005 01 07 O 2004 10 29 O 2005 03 24 O 2005 03 11 O 2004 12 31 O 2004 10 22 O 2005 03 23 O 2005 03 04 O 2004 12 24 O 2004 10 15 O 2005 03 22 O 2005 02 25 O 2004 12 17 O 2004 10 08 O 2005 03 21 O 2005 02 18 O 2004 12 10 O 2004 10 01 O 2005 03 19 O 2005 02 11 O 2004 12 03 O 2004 09 24 O 2005 03 18 O 2005 02 04 O 2004 11 26 O 2004 09 17 O 2005 03 17 O 2005 01 28 O 2004 11 19 O 2004 09 10 O 2005 03 16 O 2005 01 21 O 2004 11 12 O 2004 09 03 Glick for more BC OnLine Fee Codes to download all of BC OnLine s fee codes Select one statement CSV file from the list then click Submit Within a few minutes your statement CSV file will be generated and delivered to your User Mailbox Downloading Account Statements 23 Open the CSV File After you generate a CSV file and e mail it to yourself the file will appear in your e mail in basket as an attachment The picture below shows an e mail in basket containing a BC OnLine e mail with a CSV file attached Look for SearchIn Inbox t D Y gl From Subject Mm 0 Web Server A BC OnLine Report Delivery eus Johnson Ronal BC On Line Dave Arnatt Update on business review A Jim McMillan Mispla
21. de to your account since Last Balance was calculated that is adjustments made today Payments shows any deposits to your account since Last Balance was calculated that is deposits processed today Debits shows the cost of searches registrations network charges and any other requested services performed since the Last Balance was calculated that is today s charges Remaining shows the true balance of your deposit account although the amount shown in Debits will not be deducted from your account until after the close of business that day See Updating Deposit Account Information on page 7 for details Managing Your Deposit Account and Userids 6 Updating Deposit Account Information From any Account Userid Management screen a Contact or Prime Contact can open the Action drop down selection box near the top of the screen then click the Update Account Userid Information option Enter your BC OnLine account number in the Account Userid field then click Submit The Account Management screen will appear in update mode You can click on the following updateable fields or use the Tab key to move from one updateable field to the next Address The address is the street or mailing address for your account Key in the P O Box Number or Suite Number andthe Unit Number and Street Name that you wish to use Tip Use the first address line to add a branch or additional title information to your account if applica
22. e Contact The Prime Contact is the one user in an organization who has special powers to manage deposit account and user information The Prime Contact also has the ability to grant revoke and reset the password for other users Reset Passwords If a user forgets his or her password the password must be reset to a known value When a password is reset the system treats it as expired The user must change it immediately when they sign on Revoke Access This process denies a user access to the BC OnLine system Update The ability to change information on a computer system BC OnLine users have the ability to update some information about their account and userids Userid Update Job This is a computer batch job which automatically processes accumulated changes to userids This job runs every 10 minutes Glossary of Terms 34 Users Individuals or employees of organizations under contract with BC OnLine who have access to government registries information Verification Word This is a security word your authorized users can use over the telephone when requesting that services be charged to your BC OnLine account This is also used to password protect emailed information sent to you by BC OnLine staff Glossary of Terms 35 Index Account balance 3 6 display information about 6 number 6 7 troubleshoot 32 update information in 7 Account number 6 7 Authority level 9 change existing account 13 change pr
23. ebook feature is available to anyone who is authorized to write an electronic cheque on your BC OnLine account as well as to customers with Contact or Prime Contact authority From the Account Management submenu click the Chequebook radio button then click Submit The Chequebook Selection Criteria screen will appear In the Selection Criteria screen choose a date range by filling in the From and To fields In the From field type the earliest date you want the report to include In the To field type the last date you want the report to include In the Output field select either Display or Print Click Submit to produce the report The report shows the following information e Date that the cheque was written e Cheque Number if a cheque and not an automatic EFT e Userid of person who signed the cheque e Cheque Amount e Bank Account from which the funds were drawn e Type of Cheque Electronic Cheque or Automatic EFT e Memo if any e Total amount and number of all cheques and EFTs Chequebook 17 Product Delivery Options In the Account Management menu select Product Delivery Options The Product Delivery Options screen lists every product that you can order through BC OnLine and lets you specify where each one should be sent By default everything will go to the User Mailbox of the person who placed the order but you can change any or all of these options so that a product will go to an email address or to your accou
24. he Internet leave this field blank After making changes to any of these fields click Submit and the system will confirm that the update has been made Tip To change your company name see Using the Online Change Form on page 13 Managing Your Deposit Account and Userids amp Displaying and Updating Individual Userids When you select Account Userid Management from the Account Management menu you will go to the Userid Management screen where your own userid s information will be displayed Any user can display his or her own information Only users with Contact or Prime Contact authority can display or update another userid s information Selecting another Userid for Display From any Account Userid Management screen open the Action drop down selection box near the top of the screen then click the Select Account or Userid option Enter the userid that you want to display in the Account Userid field then click Submit Updating Userid Information From any Account Userid Management screen open the Action drop down selection box near the top of the screen then click the Update Account Userid Information option Enter the userid that you want to update in the Account Userid field and click Submit Click the updateable fields or Tab from one field to the next If you are unable to update these settings please ask a Contact or Prime Contact to submit an Online Change Form on your behalf Auth Authority Level This can only be
25. he same effect as tearing up a paper cheque Click the VOID Cheque button in the BC OnLine button bar Unsent Cheques Cheques that have been written and signed but not sent or voided will remain on the system for the rest of the day If you write and sign a cheque then exit from the system and sign on again the same day the cheque will be there as you left it ready to send or void At the end of the day the system automatically voids any cheques which have been written and signed but not sent to BC OnLine Cheques Requiring Two Signatures Some organizations require that two people electronically sign all cheques BC OnLine s electronic cheque system can be set up so two people will be required to sign the cheque before it can be sent to BC OnLine When two signatures are required the first person will log on to BC OnLine with their personal userid to write the cheque and sign it The second person will also have to log on with their personal userid and sign the cheque as well Once the second person has signed the cheque it may be sent to BC OnLine You can have BC OnLine designate any number of people with authority to send electronic cheques but it will always require any two of them to sign before the cheque can be sent to BC OnLine Electronic Cheque 16 Chequebook The Chequebook is a free service that displays information about your BC OnLine electronic cheques or automatic Electronic Funds Transfers EFTs The Chequ
26. lephone when requesting that services be charged to your BC OnLine account The verification word is also used in any password protected documents sent to you by staff at BC OnLine Caution Since the verification word is used by BC OnLine to verify the charging of services to your account you should take the necessary precautions to ensure that the word you select is not obvious and remains confidential Stmt Freq The Statement Frequency selection box lets you control how frequently your account statement will be generated Click the box and choose Daily Weekly or Monthly Warning A low balance warning level Key in the dollar amount of your choosing with a decimal point for example 500 00 As a BC OnLine subscriber it is your responsibility to maintain sufficient funds on account to cover all fees and charges your users incur The low balance warning feature alerts users when the balance in your deposit account drops below a specified amount Your organization s Contact or Prime Contact can set the warning level to any amount required This feature helps you avoid the interruption to your business that will occur if your BC OnLine access is revoked because your deposit account has been depleted Default LTO Land Title District Leave this field blank Printer Node The default printer for dedicated circuit users or terminal emulation users for all userids in your account If everyone in your account connects to BC OnLine via t
27. nd Userids 10 Revoking Userids When someone leaves your organization the Contact or Prime Contact should revoke their userid so they will have no opportunity to charge searches to your account In the Userid Selection List e Click the Action field next to the userid s you want to revoke e Key in R for Revoke e When you click the Submit button the status in the Pending column will change to Revoke When the Userid Update Job runs the userid will no longer have access to BC OnLine This may take up to 10 minutes Tip If you wish to reassign a userid to a new employee enter U for Update in the Action field and click Submit Change the level of authority in the Auth field and the user s name in the Name field Granting a Userid Access Use this feature when a user has been revoked and wants to have his or her access to BC OnLine resumed In the Userid Selection List e Click the Action field next to the userid s you want to grant e Key in G for Grant e When you click the Submit button the status in the Pending column will change to Grant When the Userid Update Job runs the userid will have access to BC OnLine This may take up to 10 minutes Managing Your Deposit Account and Userids Il Resetting a Password Use this feature when a user forgets his or her password or when you reassign the userid This resets an individual s password to the default password for your account The default password is stated on
28. nt mailbox Product Delivery Options PS91871 TIPS J Chas the Help Button for online auatance 2 pr Deliver to User Mailbox Fiet itemm Deliver to User Mailbox Deliver to User Mailbox SITEREG Site Registry Deliver to User Mailbox cD LANDCOR Landcor Property Reports PPRS Personal Property Registry e Email BCONLINE Deliver to User Mailbox RURPROP Rural Property Tax You can select one delivery option for each BC OnLine product Email Account Mailbox S User Mailbox Click Submit to update your delivery options Product Delivery Options 18 Items can be delivered to your e Firm s Office Email Account You can set your delivery options so that items go to an office email account Warning If you choose Email the system will send a test message to the email address that you specify Note that emails can go missing due to internet provider problems and other issues beyond BC OnLine s control Please check that the test email goes to your email account before you rely on this delivery method e Firm s BC OnLine Account Mailbox Your BC OnLine account has a central Account Mailbox which anyone in your firm can view If you set your delivery options so that items go here anyone in your firm can see them e Personal BC OnLine User Mailbox Each user in your BC OnLine account has a User Mailbox which only they can view This is the default deli
29. oduce this error Correct the Auth field ID NOT FOUND Error The userid you entered in the Account Userid field does not exist Correct the key If the userid is correct and you continue to get this message contact the BC OnLine Administration Office INSUFFICIENT AUTHORITY Error You are attempting to perform an action for which you are not authorized Your Contact or Prime Contact person should be able to assist you If not contact the BC OnLine Administration Office INSUFFICIENT AUTHORITY TO GRANT THIS LEVEL Error You are not authorized to change the Auth field for a userid to the level you want Contact the BC OnLine Administration Office for assistance INSUFFICIENT AUTHORITY TO GRANT REVOKE ENTIRE ACCOUNTS Error You can not use modes G or R against an account If you want to grant or revoke a userid change your key to the userid INVALID MODE Error The mode you typed in the M field is not valid Valid modes are C Cancel G Grant L List P Password R Revoke S Select and U Update Correct your mode Account Management Trouble Shooting 32 INVALID VALUE Error The value you typed in the Warning field of your Account screen is not valid You must type numbers only and the number must be between and 99999 Correct the entry PASSWORD WILL BE RESET System The password reset you issued will be processed when the Userid Update Job runs This will happen within 10 minutes PRINTER XXXXNNNN IS NOT VALID Error
30. oduct delivery options 18 Chequebook 17 Contact 3 Contacts Contact 3 Prime Contact 3 CSV file 21 CSV file layout 22 Electronic cheque 14 add memo 15 send 16 sign 15 two signatures required 16 unique cheque number 16 unsent 16 void 16 write 15 Error messages 32 Index Excel worksheet 21 Glossary 34 Grant a Userid 11 Low balance warning 8 online change form 13 Passwords reset 12 Prime Contact 3 Printer Node 8 9 product delivery options change 18 Reset a password 12 Revoke a Userid 11 Statements download 21 older statements 20 print 20 Userid management 9 grant 11 reset password 12 revoke 11 update userid 9 Verification Word 8 VWord 8 36
31. ormation or display and update another userid s information From this screen you can access the following functions e Displaying Deposit Account Information see page 6 e Updating Deposit Account Information see page 7 e Displaying and Updating Individual Userids see page 9 e Listing and Updating all Userids see page 10 Note Some account settings e g change EFT or bank information add new user change account name add products require completion of the Online Change Form See Using the Online Change Form on page 13 Managing Your Deposit Account and Userids 5 Displaying Deposit Account Information If you have Contact or Prime Contact authority you may display your Deposit Account screen using either of two methods e From the Userid Management screen click the Acct Management button in the BC OnLine button bar e From any Account Userid Management screen open the Action drop down selection box near the top of the screen then click the Select Account or Userid option Enter your BC OnLine account number in the Account Userid field then click Submit The Account Management screen will appear Note the small table in the upper right hand corner of the Account screen which looks like this 1000 00 Adjustments 0 00 0 00 0 00 1000 00 Last Balance shows your account balance as calculated at the close of the last BC OnLine business day Adjustments shows any credits or data entry corrections ma
32. ount that you enter must not be larger than the value shown in the not to exceed field The optional Memo field lets you add a 15 character comment about the electronic cheque Whatever you type here will appear in your Chequebook see page 17 This feature improves the Electronic Cheque and EFT transfer options by allowing you to instantly monitor your deposits to BC OnLine When you are finished click Update Amount The system fills out the rest of the cheque and prompts you to sign it To sign the cheque click the Sign Cheque button in the BC OnLine button bar Your BC OnLine userid and name your signature appears in the lower right hand corner of the cheque At this point you can either send the cheque to BC OnLine or void the cheque The following page describes sending and voiding cheques in detail Electronic Cheque 15 Sending an Electronic Cheque Electronic cheques which have been properly signed must be sent to BC OnLine Once received by BC OnLine the electronic cheque is immediately applied to your BC OnLine account To send the electronic cheque click the Send to BC OnLine button in the BC OnLine button bar Each electronic cheque is created with a unique cheque number You might want to note this number to keep a record of the electronic cheques you have sent to BC OnLine Voiding an Electronic Cheque If after signing an electronic cheque you decide it is incorrect you can void it Voiding a cheque has t
33. re are many changes that you can make to your account without the assistance of BC OnLine administration See Managing Your Deposit Account and Userids on page 5 Online Change Form Welcome Screen BC OnLine Application Form ES Jj Tip Click the Help Who Are You Button for online assistance Y Administration Centre 250 953 8250 Jan 24 2009 03 54 33 PM Help P Proceed 1 800 663 6102 Welcome to BC OnLine BC OnLine account Commercial or Professional Customer Private Individuals Contractors or Agents Small Business or Large Corporations Government other than BC Provincial Includes Townships Cities Districts Municipalities and Federal Government Use the online wizard to fill out and print a change form for your Who are you Please select one of the following O BC Provincial Government Ministry Employee Proceed Tip You can click the Help button at any time on any screen in the Online Change Form for more information Using the Online Change Form 13 Electronic Cheque When you select Electronic Cheque from the Account Management menu you will go to the Electronic Cheque screen This allows pre approved users to transfer funds from your organization s bank account using an Electronic Funds Transfer EFT to your BC OnLine account There is no charge for this service Note Some banks and financial institutions will not participate in EFT
34. ssscsssssssssessessssesssesecees 2 Designate Contact Persons for Your Organization eese 3 Display Your Deposit Account Balance 5 c e Jostens desscaieecas dtes ciae eter edic ode gend ad 3 Slate CHANG ME 3 Types of BC Online Userld ict e DR eee Tae Y uu at i coda ease esae oen ee tito Es 4 Managing Your Deposit Account and Userids ccssccssssccssssccssssccsssscsssscsssesssssssssseess 5 Displaying Deposit Account Information eese enne enne nennen 6 Updating Deposit Account Information eeessseeeseseeeeeeenenee enne enne eene 7 Displaying and Updating Individual Userids eee 9 Lasting and Updating all serids ai ao secrets redit ted ts denn So lid metit erede ends 10 Using the Online Change Form oce pteecctape ete E PESE net Epe ee Pe Y Nbre e ERF Ln UNTER H EIER E PN NUMINE N TERMES 13 Electronic Chee qose eor oxen oaeea bevy CENSO Bee eva NE RL MM Gass we eam vanean NO si vesise obits sa MEE etr RE 14 Writing and Signing an Electronic Cheque eene rennen I5 Sendo an Blectrome C eue o pep I RS Me sette ide aO PN MIDI MN POM a e aea piens 16 Voiding an Electronc Cheques uos order trat UPS PEN PERS PAARE SFR VN ER UK RA dag ce Y exe RR UR ONES TEARS 16 Unsent Cheques MD 16 Cheques Requiring Two Signatures ee oeo t cuo eue os el eI S ende eaa eQu ga suu eo taa eua i dee di 16 Cheqguebook NN
35. t Userid Management screen open the Action drop down selection box near the top of the screen then click the List all Userids option Enter your BC OnLine account number inthe Account Userid field then click Submit The Userid Selection List will appear listing all of the userids in your account This screen allows the Contact or Prime Contact to revoke or grant access to BC OnLine reset passwords and display or update userid information In the boxes at the left of the screen you can key in e R Revoking Userids See page 11 e G Granting a Userid Access See page 11 e P Resetting a Password See page 12 e Sto Select a userid for display e Uto Update or reassign a userid e Xtoremove a userid or change it to a spare The Action column contains input fields so you can enter any of the codes shown above The Userid column displays all of the userids in your account The Name column displays all of the user names in your account The Auth column displays each userid s authority blank for a normal user C for Contact P for Prime Contact The EFT column displays C if the user is authorized to sign electronic cheques The Status column displays the status of each userid R for Revoked or G for Granted When an update is requested the change is held in the BC OnLine system until the Userid Update Job runs This job runs every 10 minutes and does all updates grants revokes and password changes Managing Your Deposit Account a
36. t can reassign their userid to a new employee or keep the userid as a spare for future use If you run out of userids the Prime Contact can use the Online Change Form to request more It can take one or two days to process a new userid request Account Management Overview 3 Types of BC Online Userid There are three types of BC OnLine userid Primary Contact Contact and Basic Each type has its own level of power and authority as shown in this table Basic Access to on line searches registrations electronic filings and permits Contact Access Grant access to any revoked Basic userid 1 SIS 5 Primary Contact Access Grant access to a revoked Contact userid 1 Access Grant access to a revoked Primary Contact userid 2 x Access Change Name Set to Spare or Revoke the access of any Basic userid 1 RIR Access Change Name Set to Spare or Revoke the access of a Contact userid 1 Access Revoke the access of a Primary Contact userid 2 Account Information Display current balance of your account Account Information Change or display information about your account Account Information Display total of day s debits and credits amp S SLIS Account Information Print daily weekly or monthly statements Authority Change a Basic userid to a Contact userid amp SOSA Authority Change a Contact userid to a Basic userid
37. the Userid Authorization letter you received from BC OnLine In the Userid Selection List Click the Action field next to the userid whose password you want to reset Key in P for Password Click Submit and the Userid Management screen will appear displaying the userid you selected In the Action drop down selection box choose Reset Userid to Default Password Click Submit to reset the password The message Password Will be Reset will appear Click the Return button in the BC OnLine button bar to return to the Userid Selection List It may take up to 10 minutes for the password to reset Tip If you do not know your default password you need to contact the BC OnLine Help Desk and have your six digit deposit account number handy When a user s password is reset to the default they will need to sign on to BC OnLine using the default password and then change it to a new password Managing Your Deposit Account and Userids 12 Using the Online Change Form Some account settings e g change bank information add a new user change mailing address require the assistance of BC OnLine administration You can use the Online Change Form to request these changes In the Account Management menu select the Change Existing Account option to start the Change Form Wizard The wizard organizes all your changes then generates a change form that you can print sign and send to BC OnLine by fax mail or e mail attachment Note The
38. tions section make sure that Insert line breaks is not selected and that lines end with CR LF Downloading Account Statements 27 Warning Inserting line breaks or changing the End lines with field will corrupt the data Click OK to save the file as a TXT file cl 2004 10 26 0 Microsoft Word Hle Edit View Ins Format Tools Table Window Help Final Showing Markup gt gt e MOX amp x E s all g Fel 98 A Plain Text Courier New 0 7 dx The filename ends with TXT Close the TXT file so you can begin the import process Downloading Account Statements 28 Import the TXT File These instructions show how to import the TXT file into an Excel worksheet To import files to other software please refer to that software s instructions To begin start Excel In the File menu select Open The Microsoft Excel File Open dialogue box will appear Look in E CSV Files Q X C E Tools 3 2004_10_26 txt File name My Network Places Files of type Text Files prn txt csv You may have to set Files of type to Text Files to see the file you want to open Select the TXT file you want to import then click Open The first of three Text Import Wizard screens will appear Text Import Wizard Step 1 of 3 The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data
39. ton is set to ON This will not affect the data Downloading Account Statements 26 Save the CSV as TXT With the CSV file displayed use Word to save the file as a TXT file In Word s File menu choose Save As The Save As dialogue box will appear Save in D CSV Files Q amp ei E Tools OA My Documents Favorites Ge g i My Network Places Save as type Plain Text txt Cancel A Save the file in an appropriate location O and give it a name that identifies the information We recommend the date range the file covers Select the Plain Text txt option in the Save as Type field and click Save The File Conversion dialogue box will appear File Conversion 20 4 10_26 txt Warning Saving as a tg Text encoding Windows Default MS DOS Other encoding Options End lines with CR LF Allow character substitution Preview 1Date 2004 11 26 BC ONLINET Tirne 10 42 33 1 800 663 6102 or 1 250 953 3250 FOR SC69875 4004 4000 Seymour Pl Victona B C V8X 5781 Deposit Account Statement Account Number 123456 For Period From 2004 10 09 Through 2004 10 15 123456 2004 10 12 PA12345 OLALTOT jo 000006 50 000001 00 000006 50 000000 1 1 000008 11 I 000000 00 000000 00 000001 50 000000 1 1 000000 001T v cm 77 In the File Conversion window leave Text encoding set to Windows Default In the Op
40. tware package You may discover other methods to achieve the same purpose You are encouraged to adapt these procedures for your own environment Note If you have a different version of Excel than the one used for this demonstration the screens you encounter may be slightly different but the process is the same The steps to import your statement into a software package are Generate the statement as a CSV file Email the CSV file to yourself Open the CSV file with your word processor such as Word Save the CSV file as a TXT file Use your software in this example Excel to import the TXT file AS purs Downloading Account Statements 21 Layout of CSV File The layout and data type of the CSV file is as follows Element Type Size Description Account Number Number 6 Your BC OnLine account number Date Date 10 Date the transaction was executed in the format yyyy mm dd Userid Alpha Numeric 8 Userid of the person who executed the transaction Fee Code Alpha Numeric 8 Fee Code for that Transaction ds SPPA MERE Re First 15 characters is the Folio Next 15 characters is the PPR Registration Reference number Form Number Alpha Numeric 8 Form Number assigned by registry staff for an applied charge Rate Currency 10 The unit cost of the transaction Quantity Numeric 10 The number of transactions executed Total Statutory Fee Currency 10 The total of the R
41. very option If you choose User Mailbox or Account Mailbox the BC OnLine Mailbox button will turn yellow to alert you when new items arrive If you choose an office Email account the BC OnLine Mailbox button will not change colour Make sure to check your email inbox frequently for new items Important Whichever option you choose make sure to check regularly for new items e If you select Email you must go to your email inbox to view items e If you select Account Mailbox you must go to your Account Mailbox to view items e If you select User Mailbox you must go to your User Mailbox to view items For details on using your BC OnLine Mailbox see the BC OnLine Mailbox User s Guide available on the BC OnLine web site Product Delivery Options 19 Printing Account Statements Your organization s regular BC OnLine statements are sent to your User Mailbox only Users designated as Contacts and Prime Contacts can use the Print Account Statement feature to print statements There is no charge to use this feature and you can re print statements as often as you like The system generates daily weekly or monthly statements When you select Print Account Statement from the Account Management menu you will go to the Statement Reprint screen This screen displays an index of the dates when your account statements were generated Up to 32 account statement dates will appear in this index e If you have a daily statement frequency the
Download Pdf Manuals
Related Search