Merchant Onboarding Manual How To Complete The Process.

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Merchant OnboardingManual – How tocomplete the process.

PLEASE NOTE: The merchant must have all the undermentioned documentsavailable before starting onboarding registration process.FICA RequirementsPLEASE NOTE: Wesbank has a strict requirement that all merchants supply the following FICA documents (NOT OLDERTHAN 3 MONTHS) with their application: Certified (Commissioner of Oaths) copies of owner’s / directors, ID’s (NOT OLDER THAN 3 MONTHS). Latest proof of business residential address; a fully signed lease agreement / Municipality bill / Tax Invoice from a supplier / Telkombill - one document only (NOT OLDER THAN 3 MONTHS). Copies of CC documents – if a Close Corp or Company, registration documents with content of Directors on a Company Letterhead(Signed by all Directors and Shareholders) – NOTE: The Business must be registered with CIPC. Bank stamped letter (On a Bank Letterhead) confirming the banking details (STAMP NOT OLDER THAN 3 MONTHS). A copy of the company’s original signed resolution confirming the authorised signatories or a letter on a Company letterheadconfirming the authorised signatories or who is authorised to sign on behalf of the company. Merchants affiliation certificate (ie. NAAMSA, MIWA, MTA, RMI, MIOSA, etc) where applicable. Insurance Policy (that covers 3rd Party Losses and Damages). Please include proof that this policy is still valid. Certified (Commissioner of Oaths) B-BBEE Certificate or Affirmation Letter (On the date of Submission) NOT OLDER THAN 12 MONTHS.This document must be signed by the owner or the authorised signatory). Tax Clearance Certificate for 2020 (on date of submission).If a the Merchant is a Sole Proprietor he / she must provide a signed letter on a company letterheadconfirming that no shares have been issued.Page 1 of 15

Step 1Merchants receives the 1st of 2emails (1 of 2)Attached to this email, is aninvitation letter and a TrainingManual.All Merchants need to registeronline on or before the 31st ofMarch 2021.To register click on the hyperlinknext to “Merchant Portal WebsiteAddress”.The user name is provided in thisfirst email.You will receive a second emailwith a temporary passwordprovided in the email body.Page 2 of 15

Step 2The Merchant receives the 2nd of 2emails (2 of 2)The link to the online portal wasprovided in the first email as well asthe user name.In the second email, a temporarypassword is provided.This temporary password is to beused when signing into the portal onfirst sign-on.The Supplier will be prompted tochange the password.Note the Password Strength rulesPage 3 of 15

Step 3The same window displayed forExpired passwords are used forchanging passwords upon firstregistration.In the Current Password field, enterthe temporary password receivedper email. (Please Copy and Pastethe password from the E-Mail intothe current password field).Change the password to apassword that you will remember.Taking into account the passwordrules provided on screen.Remember to confirm thepassword.Page 4 of 15

Step 4Once logged into the system, youwill be presented with a landingpage that has menu items on theleft plane.To get to the screen you require tofill in the application form, selectPending Tasks.You can also navigate to theapplication form by clicking on theGray Other Pending Task button.Page 5 of 15LANDING PAGE

Step 5PLEASE DO NOT WORK ONTHE (FILTER TASK VIEW)In the list of pending tasks, therewill be a task displaying themerchant name.Click on the company name in theGrey Block on the right of thescreen, in order to open theApplication form screen.Page 6 of 15

Step 6 -1Application form –Registration DetailsIn the list of pending tasks, therewill be a task displaying themerchant name.Click on the name in order to openthe Application form screen.Page 7 of 15Note the following features: Audit detail below the screen header. When the field has a red Asterix (*) the field is mandatory and will result in awarning message upon submit prompting the user to fill in the field. Fill in all fields and scroll down right to the bottom of the form.NOTE: Please do not press RESET as itdeletes all the information captured.Only to be used to recapture incorrectinformation.

Step 6 - 2Application form forMerchantsNote the following features: Sections on screen with a blue banner are sections where more than one entrycan be added. See example below: To add more than one record Click on the To remove a record: Select the record you want to remove and click on To enlarge the section click on Notice the scroll bar at the bottom of the section. Scroll to the right to fill inall fields. At the bottom of the last record group on screen, on the very last field(Contract Type*) “Emergency Contact” is a mandatory field. The System allows the user to upload and view previously uploadeddocuments At the bottom of the first page, click on Nature of Business to advance to thenext page. The Reset button will clear all previously input information.*(Please do not click on Reset)Page 8 of 15

Step 7 The next screen is Nature of Business - Scroll down and check all relevant check boxesApplication form –Nature of Business From the second screen, forward and backward paging is possible (Please ensurethat your details are captured correctly): On this screen, the user can go back to the Registration screen When going to the next section, the captured fields are automatically saved.In the list of pending tasks, therewill be a task displaying themerchant name.Click on the name in order to openthe Application form screen.Page 9 of 15NOTE: The Trade name and the Registered nameof the Company must be the same as the CIPCRegistration.

Step 8Application form –Banking, Workshop andGeneral InformationPage 10 of 15When navigating to the next screen, a One Time Pin is required – (see next page)

Step 9On the Banking, Workshop andGeneral Information screen, an OTPis requiredThe user will receive a mail or aSMS with a One Time PinUse the One Time Pin received inthe email and enter it in the OTPField.Once entered, a verification will beperformed.Page 11 of 15

Step 10Application form –Confirmation andDeclarationPage 12 of 15Please note: The declaration, agreement and addendum documents have to beuploaded (compulsory). PDF Compressor can be used to reduce the size of the file.At the bottom of the screen: Check the declaration and complete the process.The Task will archive and the process is now complete.

STANDARD CHALLENGES EXPERIENCED BY MERCHANTS DURINGTHE ONBOARDING PROCESS (1)ID DOCUMENTSCOMPANY SHARES CERTIFICATESChallenge: ID number captured incorrectly-does not correspond withuploaded is document which needs to be certified not older than 3months.Challenge: Kindly upload your share certificate under, supportingdocuments.Rectification Action: Certified (Commissioner of Oaths) ID document –not older than 3 months.COMPANY REGISTRATION DOCUMENTSChallenge: Please provide the certified copies of the directors, not olderthan 3 months.Challenge: No CIPC DocumentsRectification Action: Upload the company registration documents (CIPC)and they need to be signed by all Directors and Shareholders.B-BBEE CERTIFICATESChallenge: Merchants B-BBEE Certificate no certified, signed, dated and /or Certified by a Commissioner of Oaths.Rectification Action: Merchants B-BBEE Certificate needs to be certified,signed, dated and Certified by a Commissioner of Oaths.Page 13 of 15Rectification Action: Merchant to upload copies of their sharecertificates and / or supporting documents (CIPC companyregistration CoR 14).Rectification Action: Merchant must confirm on a signedcompany letterhead if they are a sole proprietor and NO SHARESHAVE BEEN issued.INSURANCEChallenge: Please note that it is prescribed by Wesbank that themerchants insurance policy needs to indicate that they arecovered for 3rd Party Insurance claims.Rectification Action: All merchants must ensure that theirinsurance policy covers any 3rd Party Insurance claims. Pleasemake sure that all 3 tick boxes are ticked.

STANDARD CHALLENGES EXPERIENCED BY MERCHANTS DURINGTHE ONBOARDING PROCESS (2)DIRECTORSChallenge: Merchants to not add the Certified (Commissioner ofOaths) ID documents of all the Directors of the company – not olderthan 3 months.Rectification Action: Merchants must add Certified (Commissioner ofOaths) ID documents of all the directors of the company – not olderthan 3 months.BANK DOCUMENTSChallenge: Bank Branch code has been incorrectly uploaded.Challenge: Bank Account number has been incorrectly uploaded.Rectification Action: The Merchant must provide a bank stampedletter, confirming the banking details (Not older than 3 months).TAX CLEARANCE CERTIFICATESThe Merchant must upload a 2020 tax clearance certificate preferablyon the day of registration.Page 14 of 15MERCHANT AFFILIATION MEMBERSHIPChallenge: The Merchant uploaded the proof of merchantassociation / membership documents for . but you marked itas ‘no.’Rectification Action: If the merchant belongs to any associationplease tick the ‘yes’ box.COMPANY SIGNED RESOLUTIONWe require a signed resolution on a company letter head, statingwho is authorized to sign on behalf of the company.GENERALCompany addresses to correspond on supporting documents.Please upload legible copies of all the required documents.

FINAL VERIFICATION BY THE MERCHANT ONBOARDINGCONSULTANTSPage 15 of 15 Once the Merchant has submitted their registration details, it will be verified andchecked by the Merchant Onboarding Consultants. Should the consultants find ant discrepancies, they will forward the details back themerchant as “comments”. PLEASE ENSURE THAT ANY CORRECTIONS AND / OR ADDDITIONS ARE SUBMITTED ONTHE SYSTEM. PLEASE DO NOT E - MAIL IT TO THE RT46MERCHANTS EMAIL ADDRESS. THECONSULTANTS ARE NOT AUTORISED TO LOAD IT ON THE SYSTEM. When the process is completed, and your company is successfully onboarded you willreceive an E-Mail confirming that you are successfully added to the RT 46 Merchants list. WesBank will then send inspectors to your company to conclude the TechnicalVerification.

The Merchant must upload a 2020 tax clearance certificate preferably on the day of registration. MERCHANT AFFILIATION MEMBERSHIP Challenge: The Merchant uploaded the proof of merchant association / membership documents for . but you marked it as no. Rectification Action: If the merchant belongs to any association please tick the yes box.

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