Overview Locating a Lockbox Using the Global Search Feature... 6

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1 Lockbox Setup Overview... 1 Introduction... 1 Understanding the Layout of the Lockbox List... 1 Adding a Lockbox... 3 Copying Lockbox Setup Information... 4 Displaying Lockboxes by Lockbox Type... 5 Locating a Lockbox on the Lockbox List... 5 Locating a Lockbox Using the Global Search Feature... 6 Using the Remote Site Export Lockbox Setup Utility... 7 Using the RemitTrac Import/Export Lockbox Setup Utility 8 Using the Import Lockbox Setup Utility... 9 Understanding the Bank Tab Understanding the Lockbox Tab Import Options Understanding the Lockbox ID Exists! Window Using the RemitTrac Export Lockbox Setup Utility Understanding the Bank Tab Understanding the Lockbox Tab Export Options Directory Tree Structure of the Export Using the Lockbox Group Connect Utility General Overview Understanding the Layout of the General Tab Using the Lockbox Setup Activity Dates... 21

2 Changing the Activate on Date Marking a Lockbox as Inactive Changing the Delete on Date Marking a Lockbox as Deleted Using Additional Information Batch Overview Understanding the Layout of the Batch Tab Setting the Batch Type Setting the Priority and High Amount Values Selecting a Work Group for a Lockbox Defining the Sequence Numbering Options Setting Limits Setting the Batch Limits Setting the Transaction Limits Using the Balance Forces Limits Option Setting the Sequencing Routines Understanding the EncdSeqn window Setting the Batch Sequence Numbers Deadlines Overview Understanding the Layout of the Deadlines Tab Options Overview Understanding the Layout of Options Tab... 34

3 Using the CAR Option Using the Image Print Options Using the MICR Repair Options Specifying When to Perform MICR Repair Using the Exceptions Options Using the Float Options Using File and Data Extract Options Using the Archive Options Using the Lockbox and Batch Archive Options Using the Special Processing Options Contacts Transport Options Overview Understanding the Layout of the Transport Options Tab Setting the Capture Pass Options Using the Encode Match Percentages Payees and Special Instructions Overview Understanding the Layout of the Payees Area Understanding the Layout of the Special Instructions Area Managing the Payee/Special Instruction Information Box Deposit Outlines Overview Understanding the Layout of Deposit Outlines Tab... 50

4 Managing the Deposit Outlines List Setting Up the Deposit Accounts First Deposit Account Managing the Tickets in a Deposit Outline Payment Document Remittance Document Scan Document Rejected Item Deposit Ticket Pocket Cut Ticket Memo Ticket Setting Additional Tickets for a Ticket Type Defining a Custom Encode Line for a Ticket Using Delimiters Using Substitution Parameters Adding Endorsements for Tickets Setting the Endorsement Position Entering the Endorsement Information Forms Data Entry Overview Understanding the Layout of the Data Entry Tab Copying a Form Understanding the Layout of the Data Entry Form Setup Window Understanding the Data Entry Form Information Performing Verification of a Data Entry Form Understanding the Options Tab... 71

5 Setting the BDF Options Setting the Special Processing Options Understanding the Transport Tab Understanding the Fields Tab Understanding the Data Entry Field Dialog Box Forms Retail Introduction Understanding the Layout of the Retail Tab Copying a Retail Form Performing Verification of a Retail Form Retail Forms Options Overview Understanding the Layout of the Options Tab Selecting a Workflow Pass Image Workflow Processing for 1.5-Pass Image Workflow Processing for 2-Pass Setting the Values for Pocket Cuts Pocket Cuts by Batch Pocket Cuts by Item Count Selecting a Payment Processing Option Setting the Balance Limitations Retail Forms Transport Overview Understanding the Layout of the Transport Tab Setting the Capture Pass Options Using the Encode Match Percentages... 90

6 Retail Forms RemitDoc Overview Understanding the Layout of the Scan Lines Tab Understanding the Layout of the Scan Line Info Subtab Font Types Font Set Band Width OCR Coordinates Transport OCR Coordinates Understanding the Layout of the Scan Fields Subtab Understanding the General tab on the Scan Field Setup Window Scanline Mask Understanding the Process tab on the Scan Field Setup Window Check Digits Importing Stop/Positive Files Accessing the Stop/Positive File Management Window Understanding the Layout of the Stop/Positive File Management Window Loading and Testing Data Loading and Testing Data from the Incoming Source File Selecting the Incoming Source File Testing the Data from the New File Viewing Existing Data in the RemitTrac Converted File Testing Existing Data in the RemitTrac Converted File Testing Stop/Positive Files Accessing the Test Data Against Stop/Positive File Window Understanding the Layout of the Test Data against Stop/Positive File Window Understanding the Remittance Document Scanline Locating the Scanline on the Remittance Document Indentifying the Scanline Fields on the Scanline

7 Understanding the Layout of the Mark Sense Fields Tab Mark Sense Field Information Defining a Mark Sense Zone Using the Mark Sense Zone Image Editor Understanding the Layout of the MICR Tab Retail Forms Pocket Assignments Overview Understanding the Layout of the Pocket Assignments Tab Adding a Transport ID Selecting a Workflow Pass Setting Pocket Assignments Setting Pocket Assignments for the Capture Pass Setting Pocket Assignments for the Encode Pass Forms Item Processing Overview Understanding the Layout of the Item Processing tab Copying an Item Processing Form Understanding the Item Processing Form Setup Window Understanding the Item Processing Form Information Performing Verification of an Item Processing Form Managing the Options Tab Managing the Transport Tab Managing the Document Fields Tab Viewing the All Fields Tab Managing the Document Types Tab Sample Credit Card Processing Module Image Sample Redaction Module Image

8 12 Forms - External Overview Understanding the Layout of the External tab Understanding the External Form Setup Window Managing the General Tab Performing Verification of an External Form Managing the Options Tab Setting the Keying Options Billing Overview Understanding the Layout of the Billing Tab Output DLN

9 Overview Introduction Lockbox Setup controls settings that define processing requirements for lockboxes. Three types of lockboxes can be set up. These lockbox types are Wholesale, Retail, and Copy Print. Wholesale lockboxes are characterized as business-to-business payment processing services. The work for a Wholesale lockbox is comprised of deposit items that may or may not contain full page invoices (scandocs). Retail lockboxes are characterized as consumer-to-business remittance processing services. The work for a Retail lockbox is comprised of deposit items with OCR scan-able coupons (remittances). Copy Print lockboxes are characterized as image and/or print services. The work for a Copy Print lockbox is comprised of non-depositing accounts with only image capture. When processing items for a lockbox, setup values under Lockbox Setup override the same values that are defined in Bank Setup. If certain lockbox setup information (such as deposit cut-off times and priority settings) is omitted, the system uses the values from Bank Setup. Lockbox Setup controls batch numbering, batch sizing, data entry requirements, custom endorsements, special reporting, and delivery requirements, as well as many other customer driven processing requirements for the lockbox. Understanding the Layout of the Lockbox List When Lockbox Setup is first accessed, the operator s default bank is displayed in the Bank List and the lockboxes for the bank are displayed in the Lockbox List. The list is sorted first in numerical order and then alphabetical order by Lockbox ID. From the Lockbox List, an operator can select a bank, refresh the lockbox list, add a new lockbox, modify an existing lockbox, copy the lockbox setup to another lockbox, and view a lockbox. NOTE: The ability to access or change information in Lockbox Setup depends on the operator s Functional Level and the workflow options selected for the operator in Operator Setup. See Configuration Setup Operators in the RemitTrac Setup Manual for more information about configuring an operator s account. Lockbox Setup 1

10 Menu Bank list Lockbox List Remote Site Export Lockbox RemitTrac Export Lockbox Lockbox Number Locate options Locate text box Global Search Figure 1. Lockbox Setup window Table 1 describes the elements of the Lockbox Setup window. Table 1. Elements of the Lockbox Setup Window Element Menu Lockbox List Locate options Locate text box Remote Site Export Lockbox RemitTrac Export Lockbox List of menu selections that are available on the Lockbox Setup window List of lockboxes defined for the selected bank Options for locating lockboxes by Lockbox ID or Lockbox Name on the Lockbox List Area where a character string can be entered to find a lockbox on the Lockbox List Command to export a lockbox to a Remote Site for Remote Capture processing. For more information on exporting lockboxes to a Remote Site, refer to Using the Remote Site Export Lockbox Setup Utility on page 7. Command to export a lockbox to another environment. For more information on exporting lockboxes between environments, refer to Using the RemitTrac Import/Export Lockbox Setup Utility on page 7. 2 RemitTrac Setup Manual

11 Table 1. Elements of the Lockbox Setup Window (continued) Element Lockbox Number Global Search Displays the number of lockboxes that are contained in the specified bank. Allows an operator to locate lockboxes in any bank. For more information, refer to Locating a Lockbox Using the Global Search Feature on page 6. Table 2 describes the columns displayed on the Lockbox List. Table 2. Column Headings for the Lockbox List Column Lockbox ID Child ID Lockbox Name Type Status Contents Represents a unique alphanumeric field that identifies the lockbox Future Enhancement Represents the name of the lockbox customer or account that the bank handles for the lockbox customer One of three types of accounts can be created for lockbox customers, depending on the licensing version of RemitTrac that has been purchased. These types are Wholesale, Retail, and Copy Print. Shows the exception status of the lockbox, such as Deleted or InActive Adding a Lockbox When the operator chooses the Add command, the Add a New Lockbox dialog box is displayed on the screen. Figure 2. Add New Lockbox Dialog box To add a new lockbox, the operator must enter a Lockbox ID and choose a lockbox type on the Add a New Lockbox dialog box. The Lockbox ID is the lockbox number, an alphanumeric field that is used to identify the lockbox for the site. The Lockbox Type list determines the work type to be processed within the lockbox: Retail, Wholesale, and Copy Print. Lockbox Setup 3

12 Copying Lockbox Setup Information The Copy command can be used to copy setup information from an existing lockbox and to create a lockbox for either the same bank or a different bank. When the Copy command is chosen from the Lockbox Setup window, the Copy from dialog box is displayed on the screen, as shown in Figure 3. Lockbox Number Lockbox Type List Select All Info option Setup options Other Destination Bank option Destination Bank list Figure 3. Copying from dialog box Table 3 lists the elements on the Copy from dialog box that are used for copying setup information. Table 3. Elements of the Copying from Dialog Box Element Lockbox ID Lockbox Type list Setup Options Select All Info option Other Destination option Destination Bank list Enter the Lockbox ID number for the new lockbox Select a lockbox type: Wholesale, Retail, or Copyprint Options for selecting setup information to copy to the new lockbox Selects or deselects all setup options Enables the user to copy setup information to a lockbox for a different bank through the Destination Bank list Select a different bank for which to create a new lockbox 4 RemitTrac Setup Manual

13 Displaying Lockboxes by Lockbox Type By default, the Lockbox List displays all of the lockbox types for all of the lockboxes for the selected bank. Specific lockbox types can be viewed by selecting Filter on the Lockbox Setup menu. Figure 4 displays the available lockbox type selections on the Filter menu. Figure 4. Lockbox types on the Filter menu To eliminate a specific lockbox type from the lockbox list, deselect the check mark next to the lockbox type. The lockbox list will only display the remaining selected lockbox types. Locating a Lockbox on the Lockbox List Locate Options Figure 5. Locate text box on the Lockbox Setup Window Find Next Command Locate Text box The Locate feature can be used to find a lockbox entry on the Lockbox List. By default, the focus is placed on the Locate Text box to enable operators to quickly search for a particular lockbox. An operator can search by lockbox name, by lockbox ID, or by both. Once an operator enters information, the system locates the first lockbox on the Lockbox List that matches the characters that have been entered into the Locate Text box. The search can be repeated by using the Find Next command. Lockbox Setup 5

14 Locating a Lockbox Using the Global Search Feature Global Search can be accessed from the Utilities menu The site-wide Global Search allows an operator to search for a lockbox across all the banks that are set up in the system. Figure 6 indicates the location of the Global Search command on the Lockbox Setup window. The Global Search feature can also be accessed from the Utilities menu. Figure 6. Accessing the Global Search feature Results from a Global Search are displayed in Figure 7. Global Search command Enter a character string into the Text box then choose Search Any lockboxes containing the characters Lockbox 1 will display Figure 7. Using the Global Search Feature The Global Search feature works similarly to the Locate options on the Lockbox Setup window. However, instead of searching for a lockbox in a bank, Global Search finds 6 RemitTrac Setup Manual

15 lockboxes in a site. After entering characters into the Text box and choosing Search, the results include any lockboxes in the site that contain those characters. Using the Remote Site Export Lockbox Setup Utility The Remote Site Export Lockbox Setup Utility provides the ability to generate setup files that contain the requirements for processing work at a Remote Site. The Remote Site setup files are created at a main processing site, then transmitted electronically to the remote capture site(s). The lockbox setup file is utilized when capturing and processing work at a remote capture site. The Remote Site Export Lockbox Setup Utility is accessed from the envelope icon on the Lockbox Setup window. NOTE: The Consolidator must be enabled in order for the files to be placed in a shared directory between RemitTrac and the Remote Site. To export a Lockbox Setup to a Remote Site 1. Click the envelope icon on the Lockbox Setup window. Select the icon to export the specified lockbox Figure 8. Accessing the Remote Site Export Lockbox Setup Utility The Send to Remote Lockbox window is displayed on the screen. Lockbox Setup 7

16 2. Select a Remote Site to which the lockbox should be sent. 3. Select Send. Figure 9. Selecting a Remote Site A message will be displayed to confirm that the Lockbox Setup file was sent. Figure 10. Lockbox Send Confirmation Message Using the RemitTrac Import/Export Lockbox Setup Utility The Import/Export Lockbox Setup Utility provides the ability to create and modify Lockbox account definitions in one database system (i.e., a test environment) and then copy the same Lockbox Setup information to another database system (i.e., a production environment). 8 RemitTrac Setup Manual

17 Using the Import Lockbox Setup Utility Access the utility through Lockbox, then Import The Import Lockbox Setup Utility provides the ability to import Lockbox account definitions from another system. At the alternate physical site, server, or database system, an operator copies the IscanData folder to a local PC s C:\ drive. The Import Lockbox Setup Utility is accessed from the Lockbox menu on the Lockbox Setup window. Figure 11. Accessing the Import Lockbox Setup Utility The Import Lockbox Setup Utility is displayed on the screen. The Bank tab is the first tab to be shown. Lockbox Setup 9

18 Understanding the Bank Tab Export Directory Bank List Bank Selection Import Options Command Buttons Figure 12. Import Lockbox Setup - Bank tab Table 4 describes the elements of the Bank tab. Table 4. Elements of the Bank Tab Element Export Directory Bank List Bank Selection Import Options Command Buttons Function Name of the directory in which any lockboxes to be imported are being stored List of the bank(s) that have lockboxes to be imported Options for selecting the bank(s) from which to import lockboxes. Select All is used to select all banks in the bank list and Clear Selections is used to clear any selections that have been made in the bank list. Options for determining which information to import. For more information, see Import Options on page 11. Commands for resetting the selected options to the default utility options and values, selecting to import the selected lockboxes, and closing the utility. 10 RemitTrac Setup Manual

19 Understanding the Lockbox Tab From the Lockbox tab, the operator can select which available lockboxes to import. Lockbox List Lockbox Selection Figure 13. Import Lockbox Setup - Lockbox tab The list is sorted by Lockbox ID in numeric order. For all other elements of the Lockbox tab, see Table 4 on page 10. Import Options The operator has the option of including or excluding certain types of lockbox information during the Import process. Table 5 describes the available options. Table 5. Import Options Option Deleted Lockboxes Inactive Lockboxes Include Lockbox Forms Information Include Reports Includes lockboxes that are marked as Deleted Includes lockboxes that are marked as Inactive Includes the Retail and Data Entry Form information. Does not include actual Data Entry jobs stored on the Captiva/Formware server. Includes reports that have been custom designated for the lockbox Lockbox Setup 11

20 Table 5. Import Options (continued) Option Include Lockbox Payees and Special Instructions For Lockbox with same Lockbox ID at Destination: Determine Action before each Lockbox Import Force to Overwrite Force to Not Import Generate SLBF Translation Table Includes the Lockbox Payee and Special Instruction information Options for handling lockboxes that have duplicate IDs Allows the user to select the following: Re-name the Lockbox ID before importing Overwrite the existing Lockbox content with the imported Lockbox content Cancel the importing of the Lockbox Option that if a lockbox has a duplicated ID, the preexisting lockbox content will be overwritten with the imported lockbox s information Option that if a lockbox has a duplicated ID, the lockbox import will be canceled for that lockbox. Option to create or update a translation table that stores the imported Lockboxes with the original and current site information. This option should be used when a lockbox is being imported to a central site for processing but the original processing site information must be available for reference. The translation table is stored in a folder named Import under the RemitTrac Main\ Config directory. The file name for the translation table is SBLFTranslate.xml. 12 RemitTrac Setup Manual

21 Understanding the Lockbox ID Exists! Window If the Determine Action before each Lockbox Import option is selected during Lockbox Import and a lockbox with duplicate ID is discovered, the Lockbox ID Exists! window will be displayed. Figure 14. Lockbox ID Exists! window From the Lockbox ID Exists! window, the operator can view the lockbox ID, the bank from which the lockbox is being exported and the bank to which the lockbox is being imported. The operator has the following options: Re-name the Lockbox ID before importing Overwrite the existing Lockbox content with the imported Lockbox content Cancel the importing of the Lockbox After an option to resolve the duplicate ID is selected, select the Continue command. The import process will continue. Lockbox Setup 13

22 Using the RemitTrac Export Lockbox Setup Utility Access the utility through Lockbox, then Export The Export Lockbox Setup Utility provides the ability to export selected Lockbox account definitions from the database and external files, such as the Payee.lst, to a local directory entitled X:\\RemitTrac\IScanData, where X represents the drive letter. The Export Lockbox Setup Utility is accessed from the Lockbox tab on the Lockbox Setup window. Or select the command to export the specified lockbox Figure 15. Accessing the Export Lockbox Setup Utility The Export Lockbox Setup Utility is displayed on the screen. The Bank tab is the first tab to be shown. 14 RemitTrac Setup Manual

23 Understanding the Bank Tab Bank List Bank Selection Export Options Command Buttons Figure 16. Export Lockbox Setup - Bank tab Table 6 describes the elements of the Bank tab. Table 6. Elements of the Bank Tab Element Bank List Bank Selection Export Options Command Buttons Function List of banks for the site (bank names sorted in alphabetical order) Options for selecting the bank(s) from which to export the lockbox(es). The Select All option is used to select all banks in the bank list, Clear Selections is used to clear any selections that have been made in the bank list, and Default Bank is used to select the operator s default bank. Options for determining the amount of information to export. For more information, see Export Options on page 16. Commands for resetting the selected options to the default utility options and values, selecting to export the selected lockboxes, and closing the utility Lockbox Setup 15

24 Understanding the Lockbox Tab From the Lockbox tab, the operator can select multiple lockboxes to export. Lockbox List Lockbox Selection Options Figure 17. Export Lockbox Setup - Bank tab The list is sorted by Lockbox IDs in numeric order. For all other elements of the Lockbox tab, see Table 6 on page 15. Export Options The operator has the option of including or excluding certain types of lockbox information during the Export process. Table 7 describes the available options. Table 7. Export Options Option Deleted Lockboxes Inactive Lockboxes Empty Lockboxes Lockbox Forms Information Lockbox Payees and Special Instructions Reports Includes lockboxes that are marked as Deleted Includes lockboxes that are marked as Inactive Includes lockboxes that do not have registered batches Includes the Retail and Data Entry Form information. Does not include actual Data Entry jobs stored on the Captiva/Formware server. Includes the Lockbox Payee and Special Instruction information Includes custom reports that are set up for the bank 16 RemitTrac Setup Manual

25 Directory Tree Structure of the Export X:\\RemitTrac\IScanData BankDir\ LockDir\ LockFile.rec (File of database records) LockFile.joi (File of instruction to connect database records) Form\ Form files Report\ Report files Payee.lst Spin.lst Changes.dat Using the Lockbox Group Connect Utility The Lockbox Group Connect Utility adds or removes Group Names within the Additional Information section on the General tab in Lockbox Setup. The utility uses a configuration file that identifies the bank name(s), group name(s), and lockbox IDs that should be updated. After the entries have been added or removed, any report or transmission file that supports group reporting will output information based on the updated group information. NOTE: ImageScan recommends that a site only executes the Lockbox Group Connect Utility during times of system inactivity. The Lockbox Group Connect utility uses the information stored within a configuration file to update the Additional Information section in the designated lockboxes. You can create a configuration file using an editor such as the Notepad program. For more information about the Lockbox Group Connect Configuration file, refer to the Lockbox Group Connect Configuration File document in the RemitTrac Setup Manual. Lockbox Setup 17

26 Access the utility through Utilities, then Lockbox Group Connect The Lockbox Group Connect Utility is accessed through the Utilities button on the Lockbox Setup window. Figure 18. Accessing the Lockbox Group Connect Utility The Lockbox Group Connect window will be displayed. 1. From the Lockbox Group Connect window, browse for the desired.lgc file. 2. Add the entries that are defined in the file to the designated lockboxes by selecting Connect. -or- Remove the entries that are defined in the file from the designated lockbox by selecting Disconnect. Select to browse for a.lgc file Figure 19. Connecting or Disconnecting a Lockbox Group Connect File then select Disconnect or Connect to remove or add entries Lockbox Setup will be updated as necessary. 18 RemitTrac Setup Manual

27 1 General Overview The General tab contains general information about the lockbox, such as the lockbox name, lockbox type, and dates on which setup activity occurred. This tab also contains a list of group names for which the lockbox is a member, and directory information where setup files for the lockbox are stored. In the General tab, information about the lockbox can be added or modified (such as the lockbox name or activation date), or information can be viewed for reference purposes. Understanding the Layout of the General Tab Lockbox Name Lockbox Information Directory Information Parent/Child Setup Setup Activity Dates Logo Options Additional Information for group name Figure 20. Lockbox Setup - General Tab Lockbox Setup 19

28 Table 8 describes the elements of the General tab. Table 8. Elements of the General Tab Element Lockbox Name Parent/Child Setup Lockbox Information Directory Information Setup Activity Dates Additional Information Logo Options Function Name of the lockbox customer. While the lockbox is first given the name of Lockbox NN (NN representing the Lockbox ID) by default, the lockbox name can be deleted and renamed by the operator as desired. This alphanumeric field can be up to 39 characters long. Future enhancement. Shows the ID, type, and internal number of the lockbox. The Lockbox ID is the identification number assigned to the lockbox customer. This alphanumeric field can be up to 17 characters long. The Type displays the type of lockbox processing or service. A lockbox can be retail, wholesale, or copy print. The internal number of the lockbox is a nonrepetitive number assigned by the system to distinguish the lockbox. Displays the name of the directory where information for the lockbox configuration settings is saved in the system and the path of the lockbox directory in the RemitTrac system. These are display-only fields. Area that displays creation, activation, modification, and deletion dates and the name of the operator that performed the last activity. This section also contains options to delete a lockbox or to mark it as in-active. Area that displays the group(s) in which the lockbox is a member. When a lockbox is added to a group, processing activity for the lockbox is reported with activity from other accounts. NOTE: Groups that are listed on the Additional Information list can contain lockboxes that are unrelated to each other. Allows the operator to search the system files for the logo image to be printed on image copies and reports. A separate logo can be chosen for the reports and for the image prints. 20 RemitTrac Setup Manual

29 Using the Lockbox Setup Activity Dates Figure 21. Lockbox Setup Dates Lockbox setup activity dates represent the system dates on which an operator creates, activates, modifies or marks a lockbox for deletion. The name of the operator who created the lockbox or performed the last updates to the lockbox setup is recorded in the by area. Table 9 lists the setup activity dates that are displayed in the General section. Table 9. Setup Activity Dates Date Created On Activate On Delete On Modify On Changing the Activate on Date Date on which the lockbox was added to the system Date on which the lockbox became active so that work can be registered to the lockbox Date on which the lockbox will be deleted Last date on which an operator saved any changes to the lockbox setup By default, the date that the lockbox is added to the system is set as the Activate on Date. The Activate on Date can be changed. By setting the Activate on Date, work can be prevented from being registered to the lockbox. Once the Activate on Date is reached, work can be processed for the lockbox. Marking a Lockbox as Inactive IMPORTANT: The Activate on Date is a required value in the lockbox setup information. If the Activate on Date is missing, work will be unable to be registered for the lockbox. The In-Active option marks a lockbox as inactive. Once a lockbox is marked as inactive, an operator will be unable to register work for the lockbox. For lockboxes that process seasonal work, using the In-Active option allows an operator to keep the lockbox in the system while preventing work from being processed for that lockbox during off season times. The lockbox is available for re-activation at any desired time. Unlike Lockbox Setup 21

30 marking the lockbox for deletion, marking a lockbox as inactive allows an operator to reactive the lockbox when needed. Changing the Delete on Date The Delete on Date represents the date on which a lockbox will be marked for deletion. When the Delete-on Date is reached, the lockbox is marked as deleted and an operator will be unable to register work for the lockbox. Marking a lockbox for deletion does not remove the lockbox or any of its history from the system. If a lockbox is marked for deletion, but the system date has not reached the Delete-on Date, it is possible to remove the Delete-on Date. Marking a Lockbox as Deleted The Deleted option marks a lockbox as deleted. Once a lockbox is marked as deleted, an operator will be unable to register work for the lockbox, but will still be able to view the lockbox. In order to permanently delete a lockbox, the lockbox must be manually deleted through the Remove Lockbox Utility. Using Additional Information Figure 22. Additional Information Additional Information is used to group like lockboxes together for reporting purposes. When a group name is added, processing activity for the lockbox is reported with activity from other accounts. The Manual Report Interface allows reports and transmission files to be generated by groups. All lockboxes that have the specified group name as an Additional Information field will be included in the report or transmission file. A lockbox can be a member of any number of groups. The names of each group in which the lockbox is a member must be added to the Additional Information list. NOTE: The group name must be a single word or value containing up to 19 characters. The field cannot contain a space character. 22 RemitTrac Setup Manual

31 2 Batch Overview The Batch tab contains settings to control how a batch processes through the system. Understanding the Layout of the Batch Tab Batch Type Batch Processing Limits and balancing options Priority options Work Group list Sequence Numbering options Lockbox Sequence Routines Figure 23. Lockbox Setup - Batch Tab Table 10 summarizes the information that can be entered in the Batch tab. Table 10. Elements of the Batch Tab Element Batch Type Batch Processing Priority Options Work Group list Sequence Numbering Limits and Balancing Options Options that define the default batch type Allows an operator to indicate if the batch includes cash items at Registration Values for setting the priority at which standard batches process through the system and the dollar amount that triggers priority processing for batches for the lockbox List of workgroups that can be selected for a lockbox Options that establish the assignment of batch sequence numbers for the Encode pass Options that control the limits and balancing of items and item types during transport processing Lockbox Setup 23

32 Table 10. Elements of the Batch Tab (continued) Element Lockbox Sequencing Routines Setting the Batch Type Area to manage batch sequencing routines, which define a group of sequence numbers used during batch processing. Figure 24. Batch Types The Batch Type establishes whether an operator can create items or transactions in a batch. The Transaction option establishes that a batch will contain transactions, which can contain either single items or multiple items. With the Item option, batches can contain only items (no transactions). The Batch Type options are only available for Wholesale lockboxes. Retail lockboxes can only use the Transaction option. The batch type for a specific Wholesale batch can be changed during Registration without changing the default batch type for the lockbox. Setting the Priority and High Amount Values Figure 25. Values for Priority and High Amount The Priority value influences the order in which a batch processes through Batch and Item Processing functions. Table 11 summarizes the ranges and formats of the Priority and High Amount values. Table 11. Priorities Option Default High High Amount 24 RemitTrac Setup Manual The priority level that is assigned to a batch. Defines the order of precedence in which batches are placed on the Processing Queues. Values can be set from 10 to 127. The priority processing that will be assigned to a batch if the batch total meets or exceeds the High Amount. Values can be set from 10 to 127. The amount threshold that triggers the change in the batch priority from the default priority to the High dollar priority

33 NOTE: The lower the priority value, the higher the priority assigned to the batch during workflow processing. Selecting a Work Group for a Lockbox Figure 26. WorkGroup list The WorkGroup list contains a list of workgroups defined for the site. This feature can be used to include the lockbox in a workgroup accessed by specific work teams at the site. For more information, see the document Configuration Work Groups in the RemitTrac Setup Manual for information about creating workgroup profiles. Defining the Sequence Numbering Options Figure 27. Sequence Numbering options From the Sequencing Numbering section, the operator can select when sequence numbers are assigned to batches. Table 12 describes the Sequence Numbering options. Table 12. Sequence Numbering Options Option Level ID Before Encode Gives the option of choosing which Batch Sequencing numbers to use Works with the Level option. Represents the value that has been given to the routine that is being used by the Lockbox. The Batch Sequence Number is assigned to the batch at the start of the encode pass for the batch. With this option, if the batch is aborted during encode and re-encoded, the next batch sequence number is assigned to the batch, thus causing a gap in the Batch Sequence Number for the lockbox. Lockbox Setup 25

34 Table 14. Sequence Numbering Options (continued) Option After Encode (default) At Registration Notify Track Custom Track Capture Custom Setting Limits The Batch Sequence Number is assigned to the batch at the close of the encode pass for the batch. With this option, if the batch is aborted during encode, the same batch number is assigned to the next batch encoded for the lockbox. The Batch Sequence Number is assigned to the batch when the batch is registered. The Registration option is only available for Wholesale lockboxes. If a batch is deleted from processing, a gap in the Batch sequence numbers will occur for the lockbox. Notifies the operator of the Batch Sequence number assigned to the batch when the batch is registered. The notification of the batch sequence number assignment is only valid with for Wholesale batches created using Batch Registration or Batch Item Entry. Saves the Batch Sequence Number in the Custom Batch Number field (data entry field 506). NOTE: In the TrakCntl.ini configuration file, the TrackCustEncode value must be set to Yes for this functionality to work. The Batch Sequence Number is assigned to the batch during the capture pass. The Track Capture option is only available for Retail lockboxes. User-defined Batch Sequence Numbers. NOTE: The user defined batch sequence numbers are defined in the Encode Sequence definition at the site or bank level. For more information on defining Encode Sequence definitions, see the document Track Control Configuration File in Appendix A of the Transport Manual for your site. Figure 28. Limits Section The Limits represent the maximum number of items that can process in a batch or transaction. The Enable Limit Checking option is used to enable the limits when running a batch. If the Enable Limit Checking option is not selected, the Limits will not be used. 26 RemitTrac Setup Manual

35 Setting the Batch Limits NOTE: The NoLimitWarning variable in the Track.ini file controls whether messages for limits are displayed to the operator during transport processing. Batch Limits represent the maximum number of transactions, items, or item types that can process in a batch. Batch limits are utilized during Registration, during the Image Capture pass and during Balancing. Messages are displayed as the limit is approached, reached and exceeded. The settings that are defined in the Limits section affect when warning messages are displayed. NOTE: The Transaction Limits set in the Batch Limits area are not used during the Image Capture pass. The Transaction limits are only used during the Balancing process if the Balance Forces Limits option is selected. Setting the Transaction Limits The Transaction Limits control the number of items of a specific type (payments, scan docs and/or remittance documents) that can process in a transaction. A transaction can contain single or multiple payments (Wholesale processing), or single or multiple payments with one or more remittance documents (Retail processing). Table 13 lists the values that can be entered to set the Transaction limits. Table 13. Values for Transaction Limits Limit Payments Remit Docs Scan Docs Purpose Controls the total number of payments that can process in each transaction. Controls the total number of remittance documents that can process in each transaction. Applies to Retail processing only. Controls the total number of scanned documents (scan docs) that can process in each transaction. Lockbox Setup 27

36 Using the Balance Forces Limits Option Figure 29. Balancing Options The Balance Forces Limits option controls how items are processed and how the Balance function handles the limits. When the Balance Forces Limits option is enabled, the final Balance pass will enforce the transaction and batch limits by rejecting the batch or transaction to meet the defined limits. NOTE: In order for the Balance Forces Limits option to be enabled, the Enable Limit Checking options in the Batch section must also be enabled. If Batch limits are defined, final Balance will reject the entire batch if any of the defined limits are exceeded. If Transaction limits are defined, final Balance will reject any transaction whose defined limits are exceeded. WARNING: If no limits are defined, final Balance will reject the entire batch if the system limit is reached. Setting the Sequencing Routines Figure 30. Understanding the Sequencing Routines Area The Sequence Routines area defines the sequence routines that are assigned to processed batches. Through the Sequence Routines area, sequence routines can be added, edited, or removed. The list can also be refreshed to show any changes. The Sequence Routines are set up through the EncdSeqn window, which is accessed through the Add command. 28 RemitTrac Setup Manual

37 Understanding the EncdSeqn window Process Information Sequencing Numbers Sequencing Type Reset Frequency Figure 31. Understanding the EncdSeqn window Table 14 describes the elements of the EncdSeqn window. Table 14. Elements of the EncdSeqn Window Element Process Information Sequencing Numbers Reset Frequency Sequencing Type Provides fields to enter the ID number of the Sequencing Routine, a description of the Routine, and a choice of storing the Routine at Site or Lockbox level. Area to enter the sequence numbers that are assigned to processed batches. Defines when the batch sequencing numbers should be reset. If the Bank Day option is selected, the sequencing numbers will start over every Bank Day. If the Range option is selected, the sequencing numbers will start over when the number that is specified in the Count text box is reached. Gives the option of assigning sequencing numbers by each batch. All other options are Future Enhancements. Lockbox Setup 29

38 Setting the Batch Sequence Numbers Figure 32. Batch Sequence options In the Sequencing area, the operator can enter the sequence numbers that are assigned to processed batches. Batch Sequence numbers are sequentially assigned to a batch at registration, during capture or during encode. Sequence numbers continue to be assigned until the last sequence number in the range is reached. Once the last sequence number in the range is assigned, the Batch Sequence range is reset back to the starting sequence number. Table 15 describes the Batch Sequencing options. Table 15. Batch Sequence Options Option Beg(in) Cur(rent) End Beginning sequence number for the sequence range. This value is assigned to the first batch processed for the lockbox during a process cycle. Next sequence value to be assigned in the sequence range. This value increases by one ( 1 ) as each batch is processed for the lockbox. Last sequence number for the sequence range. Inc(rement) Amount of numbers between each sequence number. For example, with an Increment of 1, the sequence numbers would follow 1, 2, 3. With an Increment of 5, the sequence numbers would follow 5, 10, 15. Caution: Batch Sequence numbers should never be changed during production. Changing Batch Sequence numbers during production can cause duplicate or missing batch sequence numbers to be generated for the lockbox. 30 RemitTrac Setup Manual

39 3 Deadlines Overview The Deadlines tab contains settings to control the deposit cutoff times for the lockbox, as well as options for enabling Phone Notification for the lockbox, reporting the last deposit for the lockbox, and reporting nil deposits. This section also contains options to disable the ability to force batches into the last deposit of the day or defer work during Registration to the next business day. Cutoffs/Deadlines represent the deposit cutoff times during the bank day when information about deposits becomes available for reporting. During Registration, a message is displayed to the operator if the last cutoff time for the day has passed. If items require processing after the deposit cutoff time, the operator can (1) force items for processing into the last cutoff time for the day, or (2) process the items during the first cutoff time of the next bank day. NOTE: The deposit cutoff times that are entered at the lockbox level become the default values for the lockbox. If no cutoff times are set at the lockbox level for a Wholesale lockbox, the cutoff times from Bank Setup are used during Wholesale processing. If no cutoff times are set at the lockbox level of a Retail lockbox, the reserved time 00:00 is used by the system as a cutoff time during Retail processing. Lockbox Setup 31

40 Understanding the Layout of the Deadlines Tab Cutoffs/ Deadlines text box Cutoffs/ Deadlines list Phone Notify option Nil Deposit options Last Deposit Notification option Disable Last Next Day Holdover option Disable Last Cutoff Forcing Option Future Deposit Registration option Figure 33. Lockbox Setup Deadlines Tab Table 16 describes the elements of the Deadlines tab. Table 16. Elements of the Deadlines Tab Element Cutoffs/Deadlines text box Cutoffs/Deadlines List Last Deposit Notification option Disable Last Cutoff Forcing option Disable Next Day Holdover option Future Deposit Registration option Used to enter a time for a new deposit cutoff List of deposit cutoff times Option that enables only one deposit to be reported at the end of the day for the lockbox. Future enhancement. Option to prevent batches from being forced into the last batch of the day, deferring the work until the next business day. Option to prevent work from being postponed during Registration to the next business day, forcing the batch into the last deposit of the day. Option to allow a future deposit date to be selected on the Registration window 32 RemitTrac Setup Manual

41 Table 18. Elements of the Deadlines Tab (continued) Element Phone Notify option Nil Deposits option Option that enables the customer to be notified by phone about deposit activity in the lockbox. When the Phone Notify option is enabled, unreported deposits are displayed in the Deposit Notification program. Future Enhancement. The Nil Deposits options control how often nil deposit reports are reported during the bank day. There are two options: By Cutoff - generates a nil deposit reports after each deposit cutoff time that has no deposit activity. For Day - generates a nil deposit report after the last deposit cutoff time for the day if there was no deposits for the day. NOTE: The Nil Deposit options that are selected affect the type of information included in the Deposit Summary Report. See Viewing the Deposit Summary Report for more information about defining the requirements for the Deposit Summary Report. Lockbox Setup 33

42 4 Options Overview On the Options tab, an operator can specify additional processing requirements for workflow processes and for generating data output for a lockbox. Understanding the Layout of Options Tab Float options CAR option Image Print options Foreign Processing options Extracts options Encryption options MICR Repair options Exception options Special Processing options Archive Options Figure 34. Lockbox Setup - Options Tab Table 17 defines the elements of the Options tab. Table 17. Elements of the Options Tab Element CAR Image Print options Option to enable CAR (Courtesy Amount Recognition) for the lockbox. CAR is a system process that automates the reading of a handwritten or machine printed courtesy amount from an item. Options to specify the types of images to print during the Image Print process. The Image Print option must be enabled before the system can print item images or information about encoded items. 34 RemitTrac Setup Manual

43 Table 19. Elements of the Options Tab (continued) Element Extracts Options MICR Repair options Exception Float Foreign Processing Encryption Options Archive Special Processing Lockbox Archive Options Options to specify the file format to be used in generating reports for the output file and/or the type(s) of data to be extracted from processing information. These options include whether data will be extracted for an Intraday feed or extracted in BAI format. Options to specify which fields must be repaired during the MICR Repair process. The system uses the MICR Repair settings when: (1) the MICR field remains blank, (2) the transport misreads characters on the MICR line of a payment; or (3) the Routing and Transit number fails check digit validation. The Float module requires that the R/T receives repair. Check 21 and ARC require that all fields are selected. Options to specify requirements for exceptions processing Indicates to the batch scheduler that the lockbox should undergo the Float process. Future Enhancement. Options to specify requirements for processing foreign items and/or foreign suspects through the system. All are Future Enhancements, other than the ability to encrypt images. If the Images option is selected, images in a batch will be encrypted. Options to specify Archive requirements. Includes the ability to enable Lockbox and Batch Archive for the lockbox. The possible image types include Best Image, Color Image, Gray Scale Image and/or Black & White Image. The operator can also define where to store backup copies of item images and data, including data entry information on the system. The directory specifies where the system stores additional copies of archived data for the lockbox. The image delivery specifies the output format for the archive data. Options for enabling Check 21, X9.37, and ARC processing for the lockbox. Also allows the system to detect items processed previously for deposit through the lockbox and indicate if items should be sent to the track for the Encode pass. Options to specify Archive requirements for the lockbox. Lockbox Setup 35

44 Using the CAR Option Figure 35. Courtesy Amount Recognition (CAR) option The CAR option is used for enabling Courtesy Amount Recognition for the lockbox. Courtesy Amount Recognition is a system process that automates the reading of a handwritten or machine printed courtesy amount from an item. The CAR option allows the system to try to read the numeric amount (for example, ) printed and/or written on the payment. NOTE: The CAR program is purchased as an additional module through ImageScan. Using the Image Print Options Figure 36. Image Print options The Image Print option automates the creation of an Image Print report for a batch after the batch is encoded. The types of images and data to include on the Image Print report can be specified through the various Image Print options. Table 18 describes the types of information that can be printed about items. Table 18. Image Print Options Option ABL Only Print Accepts Print Rejects Prints a summary about processed items, including process date, sequence numbers and amounts encoded for each item Prints detailed information about encoded items, including process date, item images, sequence numbers and amounts encoded for each item Prints detailed information about items rejected during the Encode Pass. Includes process date, item images and sequence numbers for each rejected item. 36 RemitTrac Setup Manual

45 Table 20. Image Print Options (continued) Option Print Amount Prints items that equal or exceed a specific dollar amount. Includes process date, item images, sequence numbers and amounts for each item over a specific dollar amount. NOTE: If the Print Amount option is selected, the corresponding dollar amount must be entered. If no dollar amount is entered, all items in the batch will be included on the Image Print report. Using the MICR Repair Options Figure 37. MICR Repair options MICR Repair options define which fields must be repaired during the MICR Repair process. MICR Repair is an optional process. The system uses the MICR Repair settings when (1) the MICR field remains blank, (2) the transport misreads characters on the MICR line of a payment; or (3) the Routing and Transit number fails check digit validation. Table 19 describes the available MICR fields that can be selected for MICR Repair. Table 19. MICR Fields Field Auxfield R/T Account No. Tran Code EPC Repair the Auxiliary (Aux On-Us) number Repair the Routing-and-Transit number Repair the Account Number Repair the Tran Code number Repair the External Processing Code The R/T field must be repaired for a lockbox that requires Float processing. All fields must be repaired for a lockbox that requires Check 21 or ARC processing. In order for some look-up tables to function properly, the R/T and Account No. need to be selected. Lockbox Setup 37

46 Specifying When to Perform MICR Repair If the MICR Repair option has been selected, an operator can specify when to perform MICR Repair for batches. Table 20 describes the options for specifying when to perform MICR Repair. Table 20. Encode Options for MICR Repair Option During Item Process After Encode (default) Perform MICR Repair during Item Processing. This will occur before encoding items at the transport. Perform MICR Repair after the encoding items at the transport NOTE: Before Encode must be selected if 1) the lockbox requires Decisioning, 2) the lockbox requires Check21/ARC or 3) the lockbox allows rejecting of items during Data Entry. Using the Exceptions Options Figure 38. Exceptions Options The Exceptions options allow an operator to specify requirements for exceptions processing. These options must be set at both the Lockbox Setup and Form level. Table 21 describes the Exceptions options. Table 21. Exceptions Options Option Credit Card Customer Decisioning Batch Notification Future Enhancement Forces the batch to a Decisioning notification module that provides the customer with deposit information and allows the customer to accept or to change information about items identified as exceptions during data entry Option to inform the customer about certain activity for the lockbox NOTE: Decisioning and notification is purchased as an additional module through ImageScan. 38 RemitTrac Setup Manual

47 Using the Float Options Figure 39. Float Options The Float option is utilized for scheduling batches using the Float program. The Float program calculates the availability of deposits and includes this information in daily deposit reports to the lockbox customer. Float can vary by time of day or by the day of the week and can include float calculations for holidays. The Float package can be used to calculate customer float, as well as bank float. The Enable Float option notifies the Batch Scheduler that Float should be performed on the batch. The other options of the Float section are not used at this time. NOTE: Float processing for the lockbox is controlled by settings in the Floattab.cfg configuration file. For more information about the Floattab.cfg configuration file, see Appendix A: Float Configuration File in the RemitTrac Setup Manual. When the Float option is enabled for the lockbox, a system check is performed on the status of the MICR Repair and Routing and Transit (RT) options. If either the MICR Repair or RT option is not selected for the lockbox, the options are automatically selected and enforced for Float processing. NOTE: Float is purchased as an additional module through ImageScan. Lockbox Setup 39

48 Using File and Data Extract Options Figure 40. Standard Extracts options The Extracts options enable an operator to specify options for the types of file formats that are allowed for the lockbox. Table 22 defines the Extracts options. NOTE: Before the lockbox can be included in the Intraday or BAI output file, the Intraday and/or BAI options must first be enabled for the bank assigned to the lockbox. See Site, Bank and Lockbox Setup Output in the RemitTrac Setup Manual. Table 22. Extracts Options Option Intraday BAI Restrict Unsolicited Field Transmission Restrict Unsolicited Field Reporting Standard Invoice Image Output Option to specify that data will be extracted and output in the Intraday format Option to specify that data will be extracted and output in the BAI format Option to specify that data that has been redacted cannot be sent in a transmission file Option to specify that data that has been redacted cannot be generated in a report Option to generate TIF images in a Standard Invoice Transmission File NOTE: Before the lockbox can be included in the Intraday or BAI output file, the Intraday and/or BAI options must first be enabled for the bank assigned to the lockbox. See Bank Setup Output in the RemitTrac Setup Manual. 40 RemitTrac Setup Manual

49 Using the Archive Options Figure 41. Archive Options The Archive settings specify Archive requirements for the lockbox, including the ability to enable specific types of Archive for the lockbox, set image types and specify storage locations. Table 23 describes the settings in the Archive section. Table 23. Archive Settings Field Enable Archive Dir(ectory) Image Delivery Enables Archive for the lockbox Directory where the system stores additional copies of archived images and data for the lockbox, including data entry information for the system. Future Enhancement. Output format for the archive data. Using the Lockbox and Batch Archive Options Figure 42. Lockbox and Batch Archive Options The Lockbox and Batch Archive settings define the archive requirements for the lockbox. Table 24 describes the Lockbox and Batch Archive settings. Table 24. Lockbox and Batch Archive Settings Field Send Deleted Batch Send Original Data Dis-allow Sensitive Option to send batch data to Lockbox and/or Batch Archive, even if that batch was deleted Option to send all data to the archive file, regardless of whether it is encrypted or redacted. Option to not send sensitive data to the archive file, unless the data field has been redacted; in this case, Lockbox Archive will send the redacted fields to the archive file. Lockbox Setup 41

50 Table 24. Lockbox and Batch Archive Settings (continued) Field Send Original Images Dis-allow Sensitive Images Option to send all data to the archive file, regardless of whether it is encrypted or redacted. NOTE: Not available for Batch Archive at this time Option to only include the redacted image (if available) in the archive image file. Only the redacted side of the image will be included. If a redacted image does not exist, the image will not be included in the archive file. NOTE: Not available for Batch Archive at this time Image Type(s) to be included in the Archive(s) Using the Special Processing Options Figure 43. Special Processing Options The Special Processing options enable Check 21, ARC, Duplicate Detection and External Remote processing. NOTE: The Special Processing Options are purchased as additional modules through ImageScan. Table 25 describes the Special Processing options. Table 25. Special Processing Options Option Check 21 Processing Force Transport Encode Pass for Check 21 /Function Enables the ability to capture, convert and format check images and data from the original, paper-based items that can be transmitted electronically for deposit Enables the Encode Pass for Check 21 batches run in 2 pass lockbox forms. Applies to Retail lockboxes only. Allows outsorting of Remittances from Check 21 items and Rejects and from the IQA exceptions and Foreign accepts. 42 RemitTrac Setup Manual

51 Table 25. Special Processing Options (continued) Option /Function Skip Track Outsort Indicates that Check 21 batches containing rejected items, IQA rejects and Foreign rejects do not have to be encoded on the track. ARC Processing Duplicate Detection Automatic Redaction External Remote Processing Enables the ability to convert consumer payments from checks to ACH debits according to lockbox conversion criteria. Check 21 processing must be set in order to enable ARC processing. Enables the ability to detect items that were processed previously for deposit Future Enhancement. Enables a lockbox to be exported for remote site processing 5 Contacts IMPORTANT: For Check 21/ARC processing, the MICR Repair options must also be enabled for Auxfield, R/T, Account No., Trancode and EPC. When the Duplicate Detection option is selected in the lockbox setup, MICR Repaired information is used to match items already processed for deposit during a previous processing session. In addition, the Check 21 Processing check box must be selected to enable the use of the "Forced Transport Encode Pass for Check 21" option. For more information about the Contacts tab, refer to Site, Bank and Lockbox Setup - Contacts in the Site Section of the RemitTrac Setup Manual. 6 Transport Options Overview The Transport Options tab contains the transport settings for all Wholesale lockboxes. The system uses these settings to define how items for the lockbox are processed in the transport. NOTE: For Retail processing, the system uses the Transport settings defined for the Retail form. For more information about setting Retail Transport Settings, see Retail Forms Transport on page 88. Lockbox Setup 43

52 Understanding the Layout of the Transport Options Tab Encode Match settings Image Capture Pass options Image Display Quality Image Encode Pass options Figure 44. Lockbox Setup -Transport Options Tab Table 26 describes the elements of the Transport Options tab. Table 26. Elements of the Transport Options Tab Element Image Capture Pass Image Encode Pass Encode Match settings Image Display Quality Options to define which images to capture and save during the Capture Pass Future Enhancement Settings to define processing requirements for matching characters captured during the Capture Pass with the characters captured during the Encode Pass Option to select which kind of image will be displayed to the operator during Item Processing and in Research Editor 44 RemitTrac Setup Manual

53 Setting the Capture Pass Options Figure 45. Image Capture Pass Options The Capture Pass options control the imaging of items on the transport during the capture pass. To process items, the Front option for Payment (and Remit Doc for Retail processing) must be selected for the lockbox. More space is required for image storage when both sides of items are captured at the transport during the capture pass. The grayed-out options are future enhancements, excepting the RemitDoc option. Table 27 describes the current capture pass options. Table 27. Capture Pass Options Option Remit Doc Payment Scan Doc Batch Header Best Image Color Gray Scale Black and White Store the image of the remittance documents (OCR scannable coupons) Store the image of the payment documents (checks) Store the image of the scanned documents (invoices without scanlines) Stores the image of the Batch Header ticket Store the image of the best image that has been captured Store the colored image. Only available for transports that have color software. In addition to the bi-tonal images, save the Alternate Image type (gray scale and/or jpeg) for all documents Store only the black and white image Lockbox Setup 45

54 NOTE: A gray scale camera must be installed on the transport in order to capture alternate (gray scale) images. If the Gray Scale option is selected, a gray scale and bi-tonal image will be captured and saved for all the item types selected. Some transports offer color images. For this option, the hardware must be set up to capture the color image instead of a gray scale image. NOTE: A rear camera must be installed on the transport in order to capture rear images. Using the Encode Match Percentages Figure 46. Encode Match Percentages (Retail lockbox) Encode Match represents the percentage of characters from the document that must match the characters captured from the same document in order to match the item for automatic power encoding/processing. When the item is processed at the transport, the number of characters captured from the MICR or Scanline during the capture pass is evaluated against the number of characters captured from the same MICR or Scanline during the encode pass to determine if it is the same item and should be power encoded/processed without operator intervention. If the percentage of characters on the remittance or payment document meets (or exceeds, if less than a 100% match) the Encode Match value, the item is processed automatically. If the percentage of characters on the remittance or payment fails to match the Encode Match value, the transport stops processing the item. A message alerts the operator of a possible mismatch and the operator validates if the item should be encoded/processed for the value displayed. 46 RemitTrac Setup Manual

55 7 Payees and Special Instructions Overview The Payees and Special Instructions tab contains a list of approved payee names for items processed for the lockbox account and a list of customized instructions for handling items processed for the lockbox account. Understanding the Layout of the Payees Area Force Payee Verification option Command Arrows Payees List Figure 47.Understanding the Payees area The Payees area establishes when a payee becomes active and if operators must verify payees on items before the items are processed for the lockbox account. Table 28 describes the elements of the Payees area. Table 28. Elements of the Payees Area Element Force Payee Verification Option Payees List Command Arrows Option to require all operators to verify the payee name on each payment item before processing the payment List of approved payees for the lockbox account Arrows used for moving payees up and down in order of importance Lockbox Setup 47

56 Table 29 describes the information displayed in the Payees list. Table 29. Payee Information Column Type Primary Effective Deleted Describes the type of entry Displays whether the payee is a primary contact. A primary contact will be indicated by a > symbol in the Primary column. A contact that is not primary will not have a symbol. Not valid for Special Instructions. Describes the Payee Displays the date on which the payee became active Displays the date on which the payee was deleted Understanding the Layout of the Special Instructions Area Special Instruction list Command Arrows Figure 48. Understanding the Special Instructions area The Special Instructions area establishes when a special instruction becomes active or deleted and if there are any special procedures to perform on an item. For more information on the elements of the Special Instructions area, see Understanding the Layout of the Payees Area on page RemitTrac Setup Manual

57 Managing the Payee/Special Instruction Information Box The Payee/Special Instruction Information window is accessed through the Add and the Modify command on the Payee and Special Information tab. Figure 49. Understanding the Payee/Special Instruction Information box Through the Payee/Special Instruction Information window, the operator can add or edit the definition of a payee or a special instruction, mark a payee as Primary and change the effective date or the deletion date. Table 30 describes the fields of the Payee/Special Instruction Information window. Table 30. Fields on the Payee/Special Instruction Information window Field Primary Effective Date Deletion Date Represents the name of the payee to which the item must be made payable or the procedure that the operator must follow when processing items. This field can contain up to 38 alphanumeric characters. Marks the payee as a primary contact. A primary contact will be indicated by a > symbol in the Primary column. A contact that is not primary will not have a symbol. Not valid for Special Instructions. Represents the date on which the payee or instruction becomes active for the lockbox account. The system uses the Effective Date to determine when the payee or instruction is displayed during Registration. By default, the current date is inserted automatically. The Effective Date can be changed to a date that is earlier or later than the current system date. Represents the date on which the system automatically suspends the payee or instruction from displaying. When a payee or instruction is deleted, it is no longer displayed during Registration. Until reaching the deletion date, the payee or instruction is still displayed in Lockbox Setup. Lockbox Setup 49

58 8 Deposit Outlines Overview The Deposit Outlines tab contains settings for processing deposits for the lockbox. Each deposit outline represents information for processing specific document types, as well as its control documents. In this tab, the operator can set up deposit accounts and manage the encoding and endorsement information for processing the items within the deposit. Understanding the Layout of Deposit Outlines Tab Deposit Outlines list Outline Info Encode Line Additional Tickets Endorsement Stamp Tickets list Endorsement Figure 50. Lockbox Setup - Deposit Outlines Table 31 describes the elements of the Deposit Outlines tab. Table 31. Elements of Deposit Outlines Tab Element Deposit Outlines list Outline Info Encode Line Tickets list Additional Ticket Function List of deposit outlines for the lockbox Account information for the primary deposit accounts Encode line layout that is defined for the selected ticket type List of ticket/document types defined by a deposit outline Value that designates the number of extra tickets of the selected ticket type that are required by the deposit outline 50 RemitTrac Setup Manual

59 Table 33. Elements of Deposit Outlines Tab (continued) Element Endorsement Stamp Endorsement Function Settings that control the placement of the endorsement stamp on a document Definition of the endorsement to be printed on the document and settings controlling placement of the endorsement on the document Managing the Deposit Outlines List Figure 51. Managing the Deposit Outline List Before item sorting and document information for a deposit can be defined, deposit outlines must be added to the Deposit Outlines list. Each deposit outline on the Deposit Outlines list is assigned a Deposit Outline ID. For Wholesale lockboxes, one deposit outline for processing payments is required. For Retail lockboxes, separate deposit outlines are needed for processing payments and remittance documents. Each outline defines the document and the control documents required by the corresponding item type, as well as the item Endorsement layouts. If the process requires the outsorting of Stop File and/or Positive File rejects during Retail processing, a third deposit outline ID needs to be assigned. CRITICAL: Outline 1 is reserved for payments (required for wholesale and retail lockboxes), Outline 2 is reserved for remittances (required for retail lockboxes), Outline 3 is reserved for Stop File/ Positive File rejects (optional for Retail Lockboxes) and Outline 4 is reserved for scandocs (optionally used for retail lockboxes only) Lockbox Setup 51

60 Setting Up the Deposit Accounts Figure 52. Deposit Account section The Deposit Accounts represent the primary and the secondary* demand deposit account ( DDA ) information that is to be encoded on documents used for processing deposits. The deposit accounts are associated with a specific deposit outline. Table 32 lists the values that can be entered for the deposit accounts for the lockbox. Table 32. Deposit Account Values Value R/T ABA (American Bankers Association) value that identifies a specific financial institution Maximum Value / Character Format 9 numeric characters Tran Code Tran Code Up to 9 numeric characters DDA Threshold* Account number for a demand deposit account Maximum dollar amount of payments deposited in the First Deposit account * Feature will be implemented in a future release. First Deposit Account Up to 20 numeric characters System defaults to 0. A value of 0 means that there is no limit to deposits allowed to the primary deposit account. The First Deposit section represents account information for the primary deposit account. In this area, information must be entered for the primary deposit account for which the lockbox customer wants to deposit the payments. If the R/T and Trancode for the First Deposit account is omitted, the system uses the R/T and Tran Code values from Bank Setup. * Feature will be implemented in a future release. 52 RemitTrac Setup Manual

61 Managing the Tickets in a Deposit Outline Figure 53. Managing the Ticket Encode/Endorsement list The Tickets section represents specific documents that the system needs for processing the deposit. For example, a ticket must be added for payment documents to process payments. A separate ticket type must be added for each document type that requires encoding or a unique endorsement during the encode pass. In addition, certain documents can be added that control how items process through the transport. The tickets that must be added to the deposit outline depend on the lockbox type and the type of items that are processed for the lockbox. Each ticket type is defined once for a deposit outline. Payment Document The Payment Document ticket must be included in the deposit outline to process checks for deposit. The Payment Document is required for both Wholesale and Retail processing, and must be added on the Tickets list in Deposit Outline ID 1. Remittance Document The Remittance Document ticket must be included in the deposit outline to process remittance documents that accompany payments in a transaction. The Remittance Document ticket is required for Retail processing only, and must be added on the Tickets list in Deposit Outline ID 2. Scan Document The Scan Document ticket must be included in the deposit outline to process scandocs that accompany payments in a transaction. The Scan Document ticket is required for Retail processing only, and must be added on the Tickets list in Deposit Outline ID 4. Lockbox Setup 53

62 Rejected Item The Rejected Item ticket is used for assigning System rejects (Stop/Positive File rejects) to a different pocket from the rest of the Item Processing rejects. The Rejected Item ticket is used for Retail processing only, and the selection of this ticket is optional. The Rejected Item ticket must be added on the Tickets list in Deposit Outlines 3. Deposit Ticket The Deposit Ticket must be included in the deposit outlines that require a deposit ticket to record the total dollar amount of the deposit. The Deposit Ticket is required for both Wholesale and Retail processing. In Wholesale, Deposit tickets are generated by Batch. In Retail, Deposit tickets are created on demand, usually by trays. Because the payment Deposit Ticket is required for both Wholesale and Retail processing, a Deposit Ticket must be added to Deposit Outline ID 1. A remittance Deposit Ticket should be used for balancing Retail work and should be added to Deposit Outline ID 2. If custom values are not defined for the Deposit ticket encode line, the default values for the system are used. Table 33 describes the default values for the Deposit ticket encode lines. Table 33. Default Values for Deposit Ticket Encode Lines Field Aux-On-Us Routing Transit (R/T) number DDA number Tran Code Amount Default Value Lockbox Number First Deposit R/T value from the outline. First Deposit Account value from the outline. First Deposit Tran Code value from the outline Deposit total from the encode pass. If the RT and/or Tran Code are not present in the Deposit Outline settings for the lockbox, the system uses the RT and Tran Code values from the General section of Bank Setup. If the DDA value is missing from the Deposit Outline settings, this value is not encoded on the Deposit ticket. Pocket Cut Ticket The Pocket Cut Ticket must be included in the deposit outlines of Retail lockboxes that require the total dollar amount of payments or remittance documents sorted to each pocket during the encode process. The pocket cuts are determined by the Pocket Cut settings under Process Info in the Retail section. For information about setting up pockets cuts for processing items, see Retail Forms Options on page 83. A separate Pocket Cut Ticket must be added to Deposit Outline ID 1 (payments) and Deposit Outline ID 2 (remittance documents) in order to create Pocket Cut Tickets for 54 RemitTrac Setup Manual

63 both the payments and remittances of Retail lockboxes. If custom values are not defined for the Pocket Cut ticket encode line, the default values for the system are used instead. Table 34 describes the default values for the Pocket Cut ticket encode lines. Table 34. Default Values for Pocket Cut Ticket Encode Lines Field Aux-On-Us Routing Transit (R/T) number DDA number Tran Code Amount Default value No value is included in the encode line Pocket Cut RT value defined for the site. NOTE: If no Pocket Cut RT value is defined for the site, the Batch End R/T value is used. Batch system control number No value is included in the encode line Pocket total from the encode pass. Memo Ticket The Memo Ticket is a ticket used for custom encoding sub-deposit tickets for each batch within a tray. This ticket is optional and for Retail processing only. Memo tickets can be added to Deposit Outlines 1 and 2. If custom values are not defined for the Memo Ticket encode line, the default values for the Deposit Ticket are used instead. For information about the default values for the Deposit Ticket, see Table 33 on page 54. NOTE: To process a Memo ticket at the transport for a Retail batch, the Pocket Cut Batch option must be selected for the Retail form. Setting Additional Tickets for a Ticket Type Figure 54. Adding Additional Tickets By default, the Deposit Ticket, Pocket Cut Ticket and Memo Ticket are encoded at the generation interval defined for the ticket. To generate extra tickets of a specific ticket type, the operator can specify the number of additional tickets for that type in the Additional Ticket box. Lockbox Setup 55

64 NOTE: The use of the Additional Ticket box applies for Retail processing only. The Additional Ticket box is unavailable when the Payment Document or Remittance Document ticket is selected from the Tickets list. Up to three ( 3 ) additional Pocket Cut Tickets and/or Memo Tickets can be specified in the deposit outline. For example, if the Additional Ticket value is set to 2 for the Memo Ticket, three Memo Tickets (one generated by default, plus two as indicated in the Additional Ticket box) can be processed for the batch. If zero ( 0 ) is set as the Additional Ticket value, only one ticket of the selected ticket type can be processed for the batch. Defining a Custom Encode Line for a Ticket Figure 55. Example of an Encode Definition The Encode Line field defines a custom encode line that will be printed on a Deposit, Pocket Cut, or Memo ticket. An encode line can be set for a ticket by establishing an Encode Line definition. An Encode Line definition can include numeric values, substitution parameters and delimiters. During processing, if custom values are not defined for the ticket encode line, the default values for the system are used. For information about the default values for the Deposit and Memo ticket encode lines, see Table 33 on page 54. For information about the default values for Pocket Cut ticket encode lines, see Table 34 on page 55. NOTE: Values for custom encode lines are printed in a fixed position on the Deposit, Pocket Cut, and/or Memo ticket. The maximum length of the combined Account Number and the Tran Code fields is 20 characters. If the combined length exceeds 20 characters, the value will be truncated. The maximum number of characters for an Aux field is 12 characters. The Tran Code, a variable length value, can consist of up to 6 characters, and this value is encoded to the left of the Amount field. The remaining character positions to the Routing and Transit field are filled with the MICR delimiter(s) for the Account field, along with the Account value. NOTE: When defining encode line fields, the Aux-On-Us and RT field require both a beginning and an ending delimiter. The DDA field requires an ending delimiter. A beginning delimiter is optional. The Tran Code field does not require any delimiters. 56 RemitTrac Setup Manual

65 Using Delimiters The delimiters represent case insensitive alphabetic characters that are translated into MICR symbols. Table 35 lists the delimiters and the symbol or field definitions that represent the MICR symbols that are allowed in the Encode Line definition. Table 35. Delimiters for the MICR Symbols Translation of delimiter to MICR Symbol Delimiter Symbol Symbol or Field Definition A Routing and Transit Number field B C D Amount field Account and Auxiliary On-Us field Dash (optional separator for values in the Account field) The custom value must be manually entered in the Encode Line field, starting with the opening delimiter and then followed by the actual value and the closing delimiter. For example, the value representing the RT value is entered on the custom encode line as a a for a Deposit ticket. Using Substitution Parameters RemitTrac provides the ability to extract and print user-defined data for custom encode lines and endorsements on items processed through the transport. This data is represented in the encode line or in the endorsement by using a series of codes called Substitution Parameters. Substitution Parameters are used in place of fixed values within the endorsement text or encode line. These codes define specific values printed on the encode line or in the endorsement during Wholesale and Retail processing for payments, remittance documents, Deposit tickets, Pocket Cut tickets and Memo Tickets. Encode line and endorsement layouts are evaluated at the track and the parameter codes embedded within them are translated to include the requested data. For Copyprint processing, Substitution Parameters are applied during the Capture pass only for payments and scan docs. The Substitution Parameters describe specific data, including: Data extracted at the system, site, bank, lockbox, form, tray and/or batch levels Dates from the workflow process (such as the Registration or deposit date) Data from remittance document fields, payment fields, and Data Entry fields Count or position of the document within the batch or transaction Lockbox Setup 57

66 Parameters share the following settings for the format [x#]: All Parameters begin with a left bracket ( [ ), and end with a right bracket ( ] ). The first character (x) is a letter that designates which parameter is being used in the endorsement or encode line. The available parameters are: The character (P) is used for global parameters (i.e., Bank Name, Lockbox ID, batch System Control Number, etc.) The character (D) is used for data parameters (i.e., Process Date, Deposit Date, Registration Date, etc.) The character (F) is used for field parameters (i.e. field data from a scanline, from data entry, etc.) The character (C) is used for count parameters (i.e., number of remittances in a batch, etc.) The character (S) is used for space parameters The numeric value in the second (and third) position ( # ) is the parameter number that defines the type of data substituted for the parameter. Figure 56 displays an example using Substitution Parameters for a payment endorsement. Credit the amount [P52] to account [P74] All Rights Reserved Payable to [P5] [P6] Deposit Date [DD2] Figure 56. Using Substitution Parameters in a payment endorsement Figure 57 shows an example of the printed endorsement from Figure 56 after the parameters are translated by the system. Credit the amount to account All Rights Reserved Payable to Bank of ImageScan Deposit Date Figure 57. Translated Substitution Parameters in the payment endorsement See Appendix A: Substitution Parameters in the RemitTrac Setup Manual for more information about using parameters for the encode and endorsement text. 58 RemitTrac Setup Manual

67 Adding Endorsements for Tickets Figure 58. Endorsement Section for Tickets The Endorsement section represents information that the transport prints on a document during the Encode pass. Table 36 lists the values needed for setting up the endorsement. Table 36. Endorsement Settings Value Endorsement check box Leading option Trailing option Endorsement Position Enables the endorsement section Option to set the endorsement from the leading edge of the document. This option is set as the default for all ticket types. Option to set the endorsement from the trailing edge of the document. When the Trailing option is selected, the endorsement is printed on the payment documents in a fixed position. For Leading option only. Starting position where the endorsement prints on the document NOTE: If the item is flagged as a system reject, the Reject Code will be endorsed on the document. The placement of the reject code endorsement is controlled by settings in the Track.ini configuration file. Setting the Endorsement Position The Endorsement position represents the position of the printed endorsement on a document during the Encode pass. All Capture (Audit Trail) endorsements are pre-defined (hard-coded in a fixed location on the document), where Line 1 contains the Batch Number and Line 2 contains the Sequence Number and Process Date. Lockbox Setup 59

68 NOTE: The NCR series transports only support a maximum of 32 characters per line. To enable endorsements to contain the maximum number of characters per line and to not overwrite the capture endorsement, the Leading position must be set at 26 or greater for the NCR series transports. If the Leading option is used, the endorsement will be printed from the left margin of the document, as viewed from the back of the item. This setting defines the position on which the endorsement starts printing on the document. The measurement for this value is expressed in millimeters (mm) from the leftmost edge of the rear of the document. Figure 59 illustrates the print zone on the rear of the item, based on the selection of the Leading option. Figure 59. Print zone for endorsement based on using t Rear of Item Print Zone - 41 mm - 25 mm Height of the Printable Area (from the Top and Bottom of the document to the Print Zone) 212 mm Maximum 8 mm Margin Length of the Printable Area 8 mm Margin Leading Edge Trailing Edge If the Trailing option is used, the endorsement will be printed in a fixed position from the right margin of the document, as viewed from the back of the item. When the Trailing option is selected, the Endorsement Position box becomes unavailable and the operator will be unable to set the starting position. Figure 60 illustrates the print zone on the rear of the item if the Trailing option is selected. Rear of Item Fixed Print Zone - 41 mm - 25 mm Height of the Printable Area (from the Top and Bottom of the document to the Print Zone) 38 mm 8 mm Margin Leading Edge Trailing Edge Figure 60. Print zone for endorsement based on using the Trailing option 60 RemitTrac Setup Manual

69 Table 37 lists the endorsement settings that can be defined for the Encode pass settings of the NCR transports. Table 37. Encode Endorsement Settings for Transports Encode Settings Leading Option Settings Preferred position setting for Leading option 26 Maximum number of characters per line 32 Maximum number of lines supported 4 Trailing Option Preferred position setting for Trailing option N/A Maximum number of characters per line 12 Maximum number of lines supported 4 Entering the Endorsement Information The Endorsement Information represents the endorsement text that prints on the document during the Encode pass. To enter the endorsement text, the operator must type each line of the endorsement into the box and use the ENTER key to insert a carriage return at the end of each endorsement line. NOTE: The substitution parameter [S1] must be used to display a blank line in the endorsement text. The blank line will be disregarded if the Space Substitution parameter is not used, and the following lines will be moved up to replace the blank line. NOTE: The maximum endorsement length that can be saved in a deposit endorsement outline equals 99 characters per line. See Table 37 to determine the maximum number of characters per line and the number of lines that the transport can print for the endorsement. It is the operator s responsibility to ensure that the endorsement falls within the maximum character length. Substitution Parameters can be used to define the endorsements for payments, remittance documents, Deposit tickets, Memo tickets and Pocket tickets processed for the lockbox. Each Endorsement Parameter represents a value stored in the database or captured during transport processing. Lockbox Setup 61

70 Figure 61 displays an example of a setup for a payment endorsement that uses Substitution Parameters for the lockbox name, lockbox ID and the machine number of the transport. Figure 61. Using Substitution Parameters in endorsement text for payments See Using Substitution Parameters on page 57 for more information. NOTE: The endorsement text can be globally changed for all lockboxes for a bank (or banks) by using the Global Editor. See the Global Editor document in the RemitTrac Workflow Manual for more information about setting up endorsements for lockboxes RemitTrac Setup Manual

71 9 Forms Data Entry Overview The Forms tab contains settings that enable the operator to control the use of Data Entry forms for the lockbox. In the Data Entry tab under the Forms tab, the operator can view field information and control certain functions for each Data Entry Form. The job definition files are stored in the Formware\Jobs directory. IMPORTANT: Version 8 Data Entry Receive does not support transaction level data entry if the output file format from version or older is used. To utilize transaction level data entry in Version 8, you must update your output file format to that of Version 8. If required, Two-Pass Data Entry can be utilized. This allows a batch to be sent to Data Entry on two separate occasions; one pass is used for Data Entry fields that must be completed during Item Processing and another pass can be used for additional information that can be completed at any time. For the implementation of this ability, two separate data entry forms must be set up. The form with fields to be completed during Item Processing must have the When to Perform Data Entry options on the Options tab as set for either After Repairs have occurred or before Final Balancing after all keying has been completed. The form with fields that can be completed at any time can set the When to Perform Data Entry options to After Capture, Before Encode or After Encode. NOTE: If you do not require two-pass Data Entry, the batch can be run as usual. A form is not required to be selected for the Credit Card in Item Processing field in Registration. Lockbox Setup 63

72 Understanding the Layout of the Data Entry Tab Data Entry Options Forms List Figure 62. Lockbox Setup - Forms Data Entry Tab Table 38 describes the elements of the Data Entry tab. Table 38. Elements of the Data Entry Tab Element Forms list Data Entry Disabled Option Disable NONE Form Option Enable Data Entry Item Processing Pass List of Data Entry forms that are defined for the lockbox. Includes the Form s status, number, name, Job name and flow, and verification status. Option to disable Data Entry for the lockbox Option to eliminate the None selection on the Data Entry Jobs list. This option forces the operator to assign an active Data Entry job at Registration. Enables the ability to have two separate passes for data entry; one pass must be completed during Item Processing and the second pass can be completed at any time. 64 RemitTrac Setup Manual

73 Copying a Form An operator can copy a Data Entry form from one lockbox to another or copy the same form within the same lockbox. To copy a Data Entry Form from one lockbox to another 1. From the Data Entry tab of the Lockbox Setup to which the Data Entry form should be copied, select Copy. The Copy Form selection window will be displayed on the screen. Figure 63. Understanding the Copy Form Selection window 2. Select the bank in which the lockbox that contains the Data Entry form to be copied is stored. 3. Select the lockbox in which the Data Entry form to be copied is defined. 4. Select the Data Entry form to be copied. 5. Select the Copy command. Lockbox Setup 65

74 Select a bank select a lockbox select a form to copy then select Copy Figure 64. Copying a Form from a Lockbox to Another 6. A message box similar to the one shown in Figure 65 will be displayed to confirm that the selected Form should be copied. Figure 65. Confirming the Form Copy 7. Select Yes to copy the Form. The message Copying Form. Please Wait will be displayed. -or- Select No to return to the Copy Form Selection window. 66 RemitTrac Setup Manual

75 If Yes was selected in Step 7, a message similar to the one shown in Figure 66 will be displayed to confirm that the copy is completed. Figure 66. Copy Form Confirmation 8. Select OK to return to the Copy Form Selection window. To copy a Data Entry Form in the Same Lockbox 1. From the Data Entry tab of the Lockbox Setup in which the Data Entry form should be copied, select the form to be copied. 2. Select Copy. A message box similar to the one shown in Figure 67 will be displayed to confirm that the selected Form should be copied. Figure 67. Confirming the Form Copy 3. Select Yes to copy the Form. The message Copying Form. Please Wait will be displayed. -or- Select No to cancel the copying of the selected form. Proceed to Step 5. If Yes was selected in Step 3, a message similar to the one shown in Figure 68 will be displayed to confirm that the copy is completed. Figure 68. Copy Form Confirmation Lockbox Setup 67

76 4. Select OK to return to the Data Entry Form tab of Lockbox Setup. If No was selected in Step 3, a message similar to the one shown in Figure 69 will be displayed to ask if there is another form from a different lockbox to copy. Figure 69. Copying Another Form Message 5. Select Yes to proceed to the Copy Form Selection window. For more instructions about copying a form from the Copy Form Selection window, refer to Step 2 on page 66. -or- Select No to return to the Data Entry Form tab in Lockbox Setup. Understanding the Layout of the Data Entry Form Setup Window After a Data Entry form has been added, the Data Entry Form Setup window provides information about the form, including where data entry information is stored and any special data entry processing requirements are defined. Table 39 explains the tabs of the Data Entry Form Setup window. Table 39. Elements of the Data Entry Form Setup window Element Options Tab Transport Tab Fields Tab Allows the operator to arrange different options for the Data Entry Form Allows the operator to specify which images that have been processed through Data Entry are captured and stored Allows the operator to add, delete, view and modify specific fields in a Data Entry Form 68 RemitTrac Setup Manual

77 Understanding the Data Entry Form Information Figure 70. Data Entry Form Information Table 40 describes the Data Entry Form Information displayed on the Data Entry Form Setup window. Table 40. Data Entry Form Information Field Form Name Form No. Status Date Locked Job Name Job Flow Filename Verified Name of the Data Entry form Sequence order in which the form was created for the lockbox. This value is assigned by the system. Current status of the Data Entry form. The statuses can be: Default: The form is the default form used by the lockbox. Active: The form can be modified and used. Locked: The form cannot be modified, but can be used. Deleted: The form cannot be modified or used, and is useful for viewing purposes only. Records the date that the form was locked. For informational purposes only. The name of the data entry job associated with this form definition NOTE: The job name is included in the BDF file and is used to determine which data entry job to load for the batch during the Data Entry function. Name of the Job Flow for the Data Entry form. This represents the JobFlow Name that the batch should be queued to during Data Entry processing. Name of the RTSetup file used for creating the Data Entry form. Forms set up using the XP version software do not have a value in this field. Works in conjunction with the Verify command. Displays whether the form should function correctly Lockbox Setup 69

78 Performing Verification of a Data Entry Form The Verify Command Figure 71. Verify Command The Verify Command is used to test the validity of the information defined in a Data Entryform. If a form passes verification, the word Pass will be displayed in the Verified field of the Data Entry Form. If a form fails verification, the word Fail will be displayed in the Verified field. 70 RemitTrac Setup Manual

79 Understanding the Options Tab BDF Options When To Perform Data Entry Options Special Processing Options MICR Repair Options Credit Card Options Report Option External Data Entry Option BDF Version Figure 72. Data Entry Form Setup Options Tab Table 41 describes the elements of the Data Entry Form Setup Options tab. Table 41. Elements of the Options Tab Element When To Perform Data Entry Options MICR Options Report Option Gives the operator the choice of performing Data Entry after capture, before encode, after encode or during Item Processing after repairs or before final balance. NOTE: If the Decisioning option is selected, the form is automatically set to Before Encode. Allow the operator to enable MICR Repair, to select which fields should undergo the Repair process, and to choose when to perform MICR Repair. NOTE: The Enable MICR Repair option must be set if a lookup table based on MICR information is used in the Data Entry job. Gives the option of overriding the Image Print settings in Lockbox Setup and not printing Images of any Data Entry items Lockbox Setup 71

80 Table 43. Elements of the Options Tab (continued) Element BDF Options Special Processing Options Credit Card Options External Data Entry Option BDF Version Gives the operator the choice of what images to include in the BDF file and to specify the order of those images Gives the operator the option to define special processing requirements for the data entry batch Specifies if the form contains credit card information that requires Exceptions processing and requires that a form that relates to the Data Entry form has been set up on the Item Processing tab for credit card processing. Allows for batches captured for the form at a remote site to be sent to data entry. Requires that the Data Entry form has been linked to an External form for remote processing. Drop-down menu from which to select the BDF version for the Data Entry Form, as defined in the DataEntrySend.xml file Setting the BDF Options Figure 73. BDF Options The BDF options determine which images in the batch will be sent to data entry, which record types will be included in the BDF, and in what order. Table 42 describes the BDF options. Table 42. BDF Options Option Batch Header Record Forces the Batch Header image and a 50 Record (header record) to be included in the BDF File 72 RemitTrac Setup Manual

81 Table 44. BDF Options (continued) Option Send Images All Remittances Only Allows images to be sent with the BDF File NOTE: This option must be selected in order for images to be sent to data entry and for record types to be included with the BDF Forces images for all item types in the batch and includes all record types in the BDF File. All types include remittances, payments, and scandocs. Allows only images of the Remittances and the 01 record types (Remittance records) to be included in the BDF File First Remittance Allows only the first Remittance of each transaction and its 01 record (Remittance Record) to be included for the transaction in the BDF file Scandoc Only First Scandoc Payments Only First Payment Rear Images Send Rear Image First Allows only images of the Scandocs and the Scandoc record types to be included in the BDF file Allows only the first Scandoc of each transaction and its corresponding record to be included for the transaction in the BDF file Allows only the images of the Payments and the 21 record types (Payment records) to be included in the BDF File Allows only the first payment of each transaction and the 21 record (Payment Record) to be included for the transaction in the BDF file Causes the rear images to be included for the selected item types to data entry for keying NOTE: Rear images must be captured for the lockbox/form in order for Rear Images to be available Causes the rear image to be included before the front image in the BDF file NOTE: Rear images must be captured for the lockbox/form in order for Rear Images to be available Mark Sense Data Forces the Mark Sense data for an item to be included in the 01 record type DLN NOTE: This option is only available for Retail lockboxes that have Mark Sense fields defined. Mark Sense is purchased as an additional module through ImageScan. Allows DLN information, as defined on the DLN tab, to be sent in the BDF Lockbox Setup 73

82 Table 44. BDF Options (continued) Option Encrypted Data Send Order Image Quality Allows encrypted information that has been sent through Item Processing to be included in the BDF Allows the operator to specify the order of images by item type. The arrow keys are used to move an item type up or down the order. Specifies the quality of the images that are sent in the BDF file. NOTE: In order for the Gray Scale option to be available, this functionality must be available on the hardware and must be set up for the lockbox. Also, you must insure that the image quality that is selected is also set to be captured on the Transport tab. Setting the Special Processing Options Figure 74. Special Processing Options The Special Processing options define extra processing requirements for the batch. Table 43 describes the Special Processing options. Table 43. Special Processing Options Option Form ID Option to send the specified document types in the BDF with the unknown record number (99) so that the Form Identification process in Captiva can identify the documents. NOTE: Only available for EOB processing, which is used for Revenue Express, a separately purchasable module that is available through ImageScan. 74 RemitTrac Setup Manual

83 Table 45. Special Processing Options (continued) Option Decisioning Validation Forces the batch to a Decisioning notification module that provides the customer with deposit information and allows the customer to accept or to change information about items identified as exceptions during data entry NOTE: Decisioning is purchased as an additional module through ImageScan. Forces a decisioned batch back to Data Entry for validation of the items accepted or changed by the customer during decisioning. The available Validation options are: All Items Re-sends all items that have been captured in a batch to be decisioned Transaction Re-sends only the transactions that have been marked to be sent for decisioning NOTE: The Decisioning option is required in order to use the Validation options. Understanding the Transport Tab Figure 75. Understanding the Transport tab The Transport tab allows the operator to select which images that have been selected for Data Entry are captured and stored in the database. If the batch is set up for Data Entry, the options that are selected will override any Image Capture options that have been selected on the Transport Options tab in Lockbox Setup. Lockbox Setup 75

84 Understanding the Fields Tab The Fields tab gives the ability to view, add, edit and delete fields in a Data Entry form. Information that identifies fields of data for the Data Entry job Understanding the Data Entry Field Dialog Box Figure 76. Data Entry Form Setup Fields Tab The Data Entry Field window appears when the Add or Edit command is selected from the Fields tab. Figure 77. Data Entry Fields window 76 RemitTrac Setup Manual

85 Table 44 describes the options available on the Data Entry Field Dialog Box. Table 44. Data Entry Field Dialog Box Option Field No. Formware Form No. (Screen No.) Field Sequence Field Name Classification Length Billing Field Billing Verified Field Validation Field Encryption Required Field number assigned on the Data Entry form Entry screen on which the field appears on the Data Entry form Sequence order of the field on the Data Entry job. This is generally the Formware Field Number assigned during the Keying Order process. User-defined name of the field. Useful for classification purposes. Field Classification, including Numeric, Amount, Date, Account, Change of Address, Match Field, Account Number and Credit Card Number Data length for the field. Represents the number of characters in the field. Option to include this field in the data entry keyed fields statistic and to include the number of characters in the field in the data entry keystroke statistic. Option to include this field in the data entry verified fields statistic and to include the number of characters in the field in the data entry verify keystroke statistic Option to specify the field is to be re-sent to data entry for validation and where this field is stored. The stored at options include: Batch Transaction Remittance Scan Doc Payment NOTE: The Validation Field is only valid for Decisioning batches. Gives the option of encrypting the information that is stored for this field Lockbox Setup 77

86 10 Forms Retail Introduction The Forms tab contains settings that enable the operator to control the use of Retail forms for the lockbox. The Retail tab under Forms Setup contains a list of form definitions for a lockbox account. A Retail form definition consists of templates defined for the various remittance documents for item processing. Understanding the Layout of the Retail Tab The Retail Forms list is the entry point for defining or modifying the form layout. It contains the list of defined retail forms and options that allow the operator to either prohibit or quantify which items will be allowed to be processed in a batch. Retail Options Retail Forms list Figure 78. Retail Forms list on the Retail tab Table 45 describes the Retail Options and the functions that they manage. Table 45. Defining the Retail Options Option Retail Forms list Displays the list of defined retail forms for the lockbox. Includes the form s status, number, name and verification status 78 RemitTrac Setup Manual

87 Table 47. Defining the Retail Options (continued) Option Allow Image Mode Encode Pass (Zero Value) Allow Stop/Positive Expression Testing Copying a Retail Form Allows the operator to select that an image mode batch will be allowed to be run through an encode pass. NOTE: An image mode batch does not have any dollar amounts associated with the items in a batch. Enables the ability to select the usage of Regular Expressions in a Stop/Positive file within the Retail Form Setup. A Regular Expression allows the use of notations to find patterns of text that are acceptable or should be rejected from a Stop/Positive file. See Retail Forms RemitDoc on page 91 for more information on Stop/Positive files. An operator can copy a Retail form from one lockbox to another or copy the same form within the same lockbox. The process for copying a form is the same for the Retail, Data Entry and Item Processing forms. For more information about copying a form, please refer to Copying a Form on page 65. Performing Verification of a Retail Form The Verify Command Figure 79. Verify Command The Verify Command is used to test the validity of the information defined in a Retail form. If a form passes verification, the word Pass will be displayed in the Verified field of the Retail Form. If a form fails verification, the word Fail will be displayed in the Verified section. Lockbox Setup 79

88 Table 46 explains the error messages that are displayed if a form fails. They are displayed in alphabetical order. Table 46. Verification Error Messages Error Message Solution Error Message: [Auto Fix] Process Info\ Pocket Cut by Item - Number of Items is reset to 300. (was 0 or >300) Solution: The system will automatically reset the value to 300. To change this value from 300, proceed to the Retail Form Setup window / Process Info tab and change the value in the Pocket Cut section. Error Message: [Auto Fix] RemitDoc\ Mark Sense Field <x> - <y>\ Max Length is reset to Field Length = <z>. Solution: The system will automatically change the maximum length to the field length. To change this value, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and define a maximum field length. Error Message: [Auto Fix] RemitDoc\ Mark Sense Field <x> - <y>\ No Mark Sense Value is truncated up to the max length. Value = <z> or [Auto Fix] RemitDoc\ Mark Sense Field <x> - <y>\ Zone Value is truncated up to the max length. Value = <z> Solution: The system will automatically change the no mark sense value to equal the maximum field length. To change this value, proceed to the Retail Form Setup window/ RemitDoc tab/ Mark Sense Fields tab and change the no mark sense value to be less than or equal to the value of the maximum field length. Error Message: [Auto Fix] RemitDoc\ Scan Line <x>\ Scan Field <y> - <z>\ Mask is truncated up to the defined length. Mask = <m> Solution: The system will automatically shorten the mask if it is longer than the field. To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and correct the characters in the mask until it is the length of the field. Error Message: [Auto Fix] Transport\ Capture Pass must be selected. Default to Payment Front. Solution: The system will automatically set the Capture Pass to Payment Front. To change this value, proceed to the Retail Form Setup window/ Transport tab and select the desired option in the Capture Pass section. 80 RemitTrac Setup Manual

89 Table 46. Verification Error Messages (continued) Error Message Solution Error Message: [Auto Fix] Transport\ Encode Match - Payment is reset to 50. (was 0). Solution: The system will automatically set the Encode Match value to 50. To change this value, proceed to the Retail Form Setup window/ Transport tab and change the desired value in the Encode Match section. Error Message: [Auto Fix] Transport\ Encode Match - RemitDoc is reset to 50. (was 0) Solution: The system will automatically set the Encode Match value to 50. To change this value, proceed to the Retail Form Setup window/ Transport tab and change the desired value in the Encode Match section. Error Message: Pocket Assignment\ A 1.5 or 2 Pass Pocket Assignment must be defined. Solution: To correct this error, proceed to the Retail Form Setup window/ Pocket Assignments and define the desired pass assignments. Error Message: Pocket Assignment\ Machine <x>\ Pass Type: <y>\ Outline <z> is no longer available. Solution: To correct this error, proceed to the Retail Form Setup window/ Pocket Assignments and define valid pocket assignments. Error Message: RemitDoc\ Mark Sense Field <x> - <y>\ No Mark Sense Value: <z> is shorter than the Field length: <f> RemitDoc\ Mark Sense Field <x> - <y>\ Zone Value: <z> is shorter than the Field length: <f> Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Mark Sense Fields tab and change the substitution value to be greater than the field length. Error Message: RemitDoc\ Mark Sense Field <x> - <y>\ Field Length must be greater than 0. Solution: The system will automatically set the field length to 1. To change this value, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and define a maximum field length. Error Message: RemitDoc\ Mark Sense Field <x> - <y>\ No Zone with coordinates is defined. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Mark Sense Fields tab and define the coordinates in the Mark Sense Zones list. Lockbox Setup 81

90 Table 46. Verification Error Messages (continued) Error Message Solution Error Message: RemitDoc\ Scan Field <x> - <y>\ Check Digit: <z> is no longer available. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and create a check digit definition. Error Message: RemitDoc\ Scan Line 1 must be defined and must contain a Scan Field 0. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab and create a Scanline ID 1 in the Scanline Definitions list. Also, add Scan Field 0 to the Scanline Fields list. Error Message: RemitDoc\ Scan Line 1 must be defined and must contain a Scan Field 0. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab and create a Scanline ID 1 in the Scanline Definitions list. Also, add Scan Field 0 to the Scanline Fields list. Error Message: RemitDoc\ Scan Line 1 must have "Transport" OCR Coordinates enabled. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab and enable the Transport OCR coordinates. Error Message: RemitDoc\ Scan Line <x>\ Scan Field <y> - <z>\ Mask is shorter than the defined length. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and add characters to the mask until it is the length of the field. Error Message: RemitDoc\ Scan Line <x>\ Scan Field <y> - <z>\ Stop/Pos File is not found. Expect: <f>. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and import a converted stop/positive file. Error Message: RemitDoc\ Scan Line <x>\ Scan Field <y> - <z>\ Position is outside of the defined Scanline Length = <s>. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and either change the position of the field or change the length of the scanline. 82 RemitTrac Setup Manual

91 Table 46. Verification Error Messages (continued) Error Message Solution Error Message: RemitDoc\ Scan Line <x>\ Scan Field <y> - <z>\ Start Position or Field Length is not defined. Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab/ Scan Field Setup window and add a start position and/or define all number characters in the scan line. Error Message: RemitDoc\ Scan Line 1\ Transport OCR Coordinates\ Stop coord (<x>) must be greater than Start coord (<y>). Solution: To correct this error, proceed to the Retail Form Setup window/ RemitDoc tab/ Scanline tab and change the Transport OCR coordinates. Correct values would mean that the Stop coordinate is greater than the Start coordinate. Retail Forms Options Overview The Options tab controls settings for payment and remittance workflow processing. Through the Options tab, an operator can establish whether only full or partial payments are processed, in addition to whether pocket cut tickets are processed at a batch or item level. Understanding the Layout of the Options Tab Business Day workflow Workflow Pass properties Pocket Cut Payment Processing MICR Repair Options Balance Limitations Form Evaluation Reconcile Option Fields Report Option Figure 80. Options tab for Retail Forms Lockbox Setup 83

92 Table 47 describes the elements of the Options tab. Table 47. Elements of the Options Tab Element Business Day workflow Pocket Cut Future Enhancement. Controls the maximum number of days in which a processing task must take place Controls when pocket cuts are initiated Payment Processing Controls processing of full and partial payments based on the applied payment amount. Balance Limitations Options to control the singularity of items in a transaction Form Evaluation Workflow Pass MICR Repair Options Reconcile Option Fields Report Option Contains options that control the evaluation of the form. Stop Positive Reject Repair controls the option to send items that fail stop/positive evaluation to be sent to the Repair functions to be fixed or rejected, instead of automatically rejected. Enable Alternate Setup controls the option to use the extension file for the use of flexible check digits and/or stop/positive files. Controls how payments and remittance documents are sorted during the Capture and Encode passes Allows the operator to specify the MICR repair options for the form, including when MICR repair is performed Option to disable the ability to perform Matrix Balancing in Reconcile Not configurable by the operator. Displays special processing options that are automatically selected by the system, depending on the configurations that are defined in the Scan Fields tab. Gives the option of overriding the Image Print settings in Lockbox Setup and not printing Images of any Retail Form items 84 RemitTrac Setup Manual

93 Selecting a Workflow Pass Figure 81. Workflow Pass properties Values set in the Workflow Passes control how payment and remittance documents are processed through the transport during the Capture and Encode passes. An operator can set options for 1.5-Pass and 2-Pass Workflow Passes. Image Workflow Processing for 1.5-Pass Using the 1.5-pass workflow process causes the transport to sort the payment and remittance documents into different transport pockets during the Capture pass. The transport only processes and encodes the payments during the Encode pass. A lockbox account can use the 1.5 pass workflow process for processing and accepting any type of payment. Image Workflow Processing for 2-Pass Using the 2-pass workflow process causes the transport to sort the payment and remittance documents to the same pockets during the Capture pass. The transport processes both payments and remittance documents again during the Encode pass. During the Encode Pass, payments are encoded and sorted for deposit, while remittance documents are separated from the payments and outsorted to separate pockets. In addition, the 2-pass workflow process provides the ability to reject transactions that fail to balance or otherwise meet lockbox account criteria. A lockbox account can use the 2- pass workflow process for derogatory item processing, or for items that have special item balancing requirements or special remittance endorsements. Setting the Values for Pocket Cuts Figure 82. Pocket Cut option Pocket Cut values establish the number of items that can sort to a transport pocket during the Encode pass. The pocket cut value can be set by batch or by a specified number of items. Lockbox Setup 85

94 Pocket Cuts by Batch The Pocket Cut by Batch option enables the system to process items through the transport by batch. When the Pocket Cut by Batch option is used, the transport cascades items to the next available pocket at the end of each batch. Pocket Cuts by Item Count The Pocket Cut by Items option enables the system to process payment and remittance documents through the transport based on the number of items. When the Pocket Cut by Items option is used, the maximum number of items that can sort to the transport pocket must be defined. When the number of items in the pocket exceeds the pocket cut limit during transport processing, the items cascade to the next available pocket. Selecting a Payment Processing Option Figure 83. Payment Processing options Options in the Payment Processing section determine which items are accepted for processing. Depending on the option that is selected, payments are processed based on the payment amount. Full or Partial Payment Processing can be selected. Full Payment Processing allows transactions only where the applied amount of the payment equals a scanline amount, while Partial Payment Processing allows transactions with an applied payment of any amount to be processed. The applied payments in Partial Payment Processing can be either a full or a partial payment. 86 RemitTrac Setup Manual

95 Setting the Balance Limitations Figure 84. Balance Limitations Options in the Balance Limitations section control the singularity of items in a transaction. If any Balance Limitations options are selected, you will be unable to process that kind of transaction for the lockbox. If you try to process that kind of transaction for the lockbox, the transaction will be rejected at the transport during the Encode pass. Table 48 describes the Balance Limitations options. Table 48. Balance Limitations Element Do NOT Allow Multi- Multi Transactions Do NOT Allow Single- Single Transactions Do NOT Allow Multi- Single Transactions Do NOT Allow Single- Multi Transactions First Remit Only Allow Single-Single Transactions Only Controls if transactions that contain multiple remittances and multiple payments can be processed for the lockbox Controls if transactions that contain single payments and single remittances can be processed for the lockbox Controls if transactions that contain multiple remittances with one payment can be processed for the lockbox Controls if transactions that contain one remittance and multiple payments can be processed for the lockbox Forces the first remittance in a multi-remittance transaction to be a remittance; all other remittances become scan docs. Forces the batch to only contain a single remittance and a single payment. If there are any multis, the batch will be sent to the Re-Organize module. Lockbox Setup 87

96 Retail Forms Transport Overview The Transport tab contains the transport settings for the retail form. The system uses these settings to define how items for the retail form are captured through the transport. The transport settings defined for the retail form override the transport settings defined for the lockbox account. If transport settings are not defined for the retail form, the system uses the transport settings defined for the lockbox account. Understanding the Layout of the Transport Tab Encode Match settings Image Capture Pass options Image Encode Pass Options Figure 85. Retail Form Setup Transport Tab Table 49 describes the elements of the Transport tab. Table 49. Elements of the Transport Tab Element Capture Pass Encode Pass Encode Match settings Options to define which images to capture and save during the Capture Pass Future Enhancement Settings to define processing requirements for matching characters captured during the Capture Pass with the characters captured during the Encode Pass 88 RemitTrac Setup Manual

97 Setting the Capture Pass Options Figure 2. Capture Pass Options The settings in the Capture Pass section control the imaging of items on the transport during the capture pass. To process items through workflow, the Front option for Payment and Remit Doc must be selected for the lockbox. More space is required for image storage when both sides of items are captured at the transport during the capture pass. The grayed-out options are future enhancements. Table 27 describes the current capture pass options. Table 50. Capture Pass Options Option Remit Doc Payment Scan Doc Batch Header Best Image Color Gray Scale Black and White Store the image of the remittance documents (OCR scannable coupons) Store the image of the payment documents (checks) Store the image of the scanned documents (invoices without scanlines) Store the image of the Batch Header ticket Store the image of the best image that has been captured Store the colored image. Only available for transports that have color software. In addition to the bi-tonal images, save the Alternate Image type (gray scale and/or jpeg) for all documents Store only the black and white image NOTE: A rear camera must be installed on the transport in order to capture rear images. Lockbox Setup 89

98 NOTE: A gray scale camera must be installed on the transport in order to capture alternate (gray scale) images. If the Gray Scale option is selected, a gray scale and bi-tonal image will be captured and saved for all the item types selected. Some transports offer color images. For these options, the hardware must be set up to capture these images. Using the Encode Match Percentages Figure 3. Encode Match Percentages Encode Match represents the percentage of characters from the document that must match the characters captured from the same document in order to match the item for automatic power encoding/processing. When the item is processed at the transport, the number of characters captured from the MICR or Scanline during the capture pass is evaluated against the number of characters captured from the same MICR or Scanline during the encode pass to determine if it is the same item and should be power encoded/processed without operator intervention. If the percentage of characters on the remittance or payment document meets (or exceeds, if less than a 100% match) the Encode Match value, the item is processed automatically. If the percentage of characters on the remittance or payment fails to match the Encode Match value, the transport stops processing the item. A message alerts the operator of a possible mismatch and the operator validates if the item should be encoded/processed for the value displayed. 90 RemitTrac Setup Manual

99 Retail Forms RemitDoc Overview The RemitDoc tab contains the remittance document settings of a retail form. The system uses these settings to define what data on a remittance document is captured and how that data is processed. The RemitDoc tab contains four subtabs to define remittance document settings. Table 51 describes the RemitDoc tabs. Table 51. RemitDoc Tabs Tab All Fields Scan Lines Mark Sense Fields MICR List of all the fields defined for the Retail form. Displays the line number, field number, type, length, name and any special processing requirements for the field. Section for defining the scanline and scanline fields of a Retail Form Section for defining mark sense fields and the associated mark sense zones Section for indicating which areas in a RemitDoc should have MICR ink Lockbox Setup 91

100 Understanding the Layout of the Scan Lines Tab The Scan Lines tab has two subtabs- the Scan Line Info tab and the Scan Fields tab. The Scan Line Info tab allows the operator to define the scanline, including the length, mask, and location on the remittance document. The Scan Fields tab allows the operator to define the scan fields within the scanline. Understanding the Layout of the Scan Line Info Subtab The Scan Line Info subtab defines the scanline of the remittance document. When the remittance document is processed through the transport, data from the remittance document is read and extracted based on the settings specified for the remittance document. No Scanline Options Scanline Definitions list Scanline Scanline Font Properties OCR Coordinates Check Digit Options Figure 86. RemitDoc Scan Line Info Subtab Table 52 summarizes the elements of the Scan Line Info tab. Table 52. Elements of the RemitDoc - Scan Line Info Tab Element Scanline Definitions list List of scanlines defined for a remittance form. By default, the Scanline Definition list always displays Scanline ID RemitTrac Setup Manual

101 Table 54. Elements of the RemitDoc - Scan Line Info Tab (continued) Element No Scanline Options Scanline Scanline Font Properties OCR Coordinates Check Digit Options Options for processing a remittance document that has no scanline. The No Scan Line Defined option requires that the operator must key information from the remittance during Item Processing. The Allow No Scanline Option does not require any special processing. The Software OCR Required option indicates that a batch using this form must go to Software OCR for classification (DocID) and extraction (DownICR) of scanline data. This option can be used with the No Scanline options. The Allow Separators in Scan Line Repair option allows an operator to enter a separator character to separate fields instead of entering multiple spaces in Scanline Repair. The character used to separate fields is defined in the ItemFunction.INI file. Fields to input the description of the scanline. This description includes the length of the scanline, the option to require encryption on the scanline, and the mask of the scanline. Font Type and Font Set that is used to decode the scanline. One of the transport fonts can be selected as the scanline font. This font is used to read the data from a remittance document. The Band Width defines the scan window used when reading the remittance document Defines the location of the scanline for the transport and/or software OCR process. The Software OCR process checkbox must be enabled for the batch to be processed through software OCR. Options to enable a check digit for the scanline, to choose which check digit will be used, and the option to use the default check digit position that has been defined in Bank Setup. If the Use Default Position from Scheme option is deselected, the operator will have to enter a different number in the Position field. Lockbox Setup 93

102 Font Types Figure 87. Font Types The available Font types depend on the transport selection and configuration and whether the transport supports the font type. Table 53 lists the common font types used for printing the scanline on remittance documents. NOTE: While there are more font types available, these are not supplied by ImageScan. An NCR representative should be contacted for more information about special font types. Table 53. Common Font Types Font Type Character Set* Font Sample E-13B Numeric characters 0 9 OCRA-N OCRA- A/N OCRB-A/N and the symbols Α Β Χ and Numeric characters 0 9 and the space character Alphanumeric, numeric, and symbol character sets Numeric characters 0 9 and the space character Α Β Χ space ABCDEFGHIJKLMNOPQRSTUVWX YZ space # $%&*+- /{} space OCRB- A/N Alphanumeric, numeric, and symbol character sets ABCDEFGHIJKLMNOPQRSTUVWXYZ space # % & ( ) * +-/: > < [ * Symbol character sets are transport dependent; some font subsets do not include symbols. NOTE: Depending on the transport used, the transport controller returns the exclamation point (!) or the question mark (?) to represent misread characters on the scanline. 94 RemitTrac Setup Manual

103 Font Set Figure 88. Font Set The Font Set determines which characters are available within the selected font type and enables the system to limit the set of characters for reading the scanline. The availability of the Font Set depends on the transport configuration and whether the character set and subset is supported. Table 54 describes the font sets that can be used to define the range of characters available on the transport. Table 54. Types of Font Sets Font Set Full Subset N/A Use when Special symbols are present in the scanline Only characters and numbers are present in the scanline The transport does not support character subsets Band Width Figure 89. Band Width list The Band Width setting is used to maximize the read position of vertical floating scanlines on a remittance document. The Band Width defines the height of the area of the scan window on the document. The scan window is the blank area above and below the scanline. Band Width options that can be set for a scanline depends on your transport selection and configuration, and whether the transport supports the Band Width option. Figure 90 shows a sample scanline and Band Width. Thin Band Width (approx. 0.3") Figure 90. Band Width example Wide Band Width (approx. 0.4") Lockbox Setup 95

104 Table 55 summarizes the available Band Width values. Table 55. Values for Band Width Band Width Thin Wide N/A OCR Coordinates Scanned Zone around Scanline Transport scans a narrow area around the scanline during the read process Transport scans a wide area around the scanline during the read process. The system will automatically try a higher and lower read area to obtain the best read area for a document. Transport does not support the band width option Figure 91. OCR Coordinates OCR Coordinates consist of measurements for the location and dimensions of the scanline. The OCR Coordinates must be enabled to include the measurements in the scanline definition. NOTE: When entering scanline fields to the Retail Form that must be processed through Software OCR, the fields must be added in a left to right order, as viewed on the document. Table 56 lists the OCR Coordinates that can be defined. Table 56. OCR Coordinates Coordinate Transport OCR Coordinates Software OCR Coordinates Coordinates that define the scanline dimensions on the remittance document for transport processing Coordinates to define the dimensions on the remittance document for the Software OCR to read 96 RemitTrac Setup Manual

105 Transport OCR Coordinates Figure 92. Transport OCR Coordinates The measurements for the Transport OCR Coordinates ensure the proper alignment of the scan window for transport reading of the scanline. During transport processing, the scanline is read from the leading edge to the trailing edge of the remittance document (right to left). Table 57 summarizes the required transport coordinates. Table 57. Required Transport Coordinates Coordinate Height Start Stop Defines the position of the top of the scanline from the bottom edge of the remittance document. The Height Coordinate is a numeric value expressed in millimeters. Defines the start position of the scan window. The start position is measured from the leading (rightmost) edge of the remittance document. The Start Coordinate is a numeric value expressed in increments of one-tenth of one inch (10 characters/inch). Defines the stop position of the scan window. The stop position is measured from the leading (rightmost) edge of the remittance document. The Stop Coordinate is a numeric value expressed in increments of one-tenth of one inch (10 characters/inch). Lockbox Setup 97

106 Understanding the Layout of the Scan Fields Subtab Figure 93. Understanding the Scan Fields subtab The Scan Fields subtab displays a list of fields defined for the scanline. Table 58 describes the elements of the scanline fields list. Table 58. Elements of the Scanline Field List Element Field No. Type Field Name Function Identification number that uniquely distinguishes a particular scanline field from all others. Defines the classification of information contained within the scanline field. This information determines the format for the data in the scanline field. User-defined name of scanline field. Describes the type of the information being defined. NOTE: When entering scanline fields to a Retail Form that must be processed through Software OCR, the fields must be added in a left to right order, as viewed on the document. 98 RemitTrac Setup Manual

107 Understanding the General tab on the Scan Field Setup Window The Scan Field Setup window is accessed through the Add or Edit commands on the Scan Fields subtab and contains two tabs to define the scanline field. The General tab defines the general fields of the scanline. Scanline Field Options Scan Line Information Justification Size Information Padding Mask Data Figure 94. General tab of the Scan Field Setup window Table 59 explains the elements of defining a scanline field. Table 59. Elements of Defining a Scanline Field Element Scanline Field Options Displays the field number, field name and classification of the scanline. Allows the operator to select whether a field value is required. Only the required option is working at this time. Lockbox Setup 99

108 Table 61. Elements of Defining a Scanline Field (continued) Element Scan Line Information Justification Size Information Padding Mask Data Area to define the characteristics of the position of the scanline. The Start Position defines the starting position of the field within the scanline. The Start Position is counted from the rightmost character of the scanline to the first character of the field. The value ranges from 1 to the number of characters in the scanline. The Overlapping option allows the operator to select whether the current field can overlap another scanline field. Future Enhancement. Works with the minimum length option to indicate if the field data is on the left or right side of the field Area to define the size of the scanline and its characteristics. Length represents the number of characters in the field. The value ranges from 1 to the number of characters in the scanline. Minimum represents the minimum data length of the field. This can be used for the Software OCR Extraction module and repair functions to evaluate the field value. This is a Future Enhancement. The Fixed vs. Variable options are required to define whether the length will always be the same or could differ. This option works with the Software OCR module for reading and extraction. This is a Future Enhancement. Future Enhancement. Works with the minimum length option, indicating if the remainder of the field value after the minimum length should be padded. If the padding option is enabled, an operator can define whether to pad with zeros or spaces. Represents the format that the data reads at the transport or was entered during Scanline Repair or Field Repair must match to be accepted as a valid value 100 RemitTrac Setup Manual

109 Scanline Figure 95. Understanding the Scanline Area The Scanline area displays the field number, field name and classification of the scanline. Table 60 describes the elements of the scanline description area. Table 60. Elements of the Scanline Area Element Field Num Field Name Classification Definition Represents a unique number assigned automatically by the system to identify the scanline field within the Scanline Fields list. The value for Field Num increases sequentially as scanline fields are added. NOTE: Field 0 is a reserved field number for the entire Scanline. The scanline, field 0, must be defined before any subsequent fields can be added. A user-assigned name for the field. Represents the name that relates to the portion of the scanline being processed. Represents the category or type of data captured from a field on the scanline of a remittance document. The available classifications include: Account Number, Amount, Date, Change of Address, Numeric, Alphanumeric, PC numeric Short, PC Numeric Long, PC Numeric Double, Binary Data, Balance amount field, Scanline, and Form Evaluation Field. NOTE: The Classification of Field ID 0 should always be Scanline. Mask Mask represents the format that was read at the transport or that was entered during Scanline Repair or Field Repair. When the remittance documents are processed, the system verifies characters on the scanline against the Font Set and the Mask defined for the form. The Mask can be applied to the entire scanline or to individual fields within the scanline. The number of characters in the Mask must equal the number of characters in the scanline or scanline field. If the length of the scanline or scanline field does not match the length of the Mask, a warning message or error message is displayed when the remittance form is validated. Lockbox Setup 101

110 Table 61 summarizes the masking characters used to define the mask. Table 61. Characters Types Used in a Mask Character Definition A Alpha character only, no space allowed Z Alpha character and space allowed G Alpha or numeric character only, no space allowed T Alpha or numeric character and space, but no symbols allowed X Any character from the Font Set, including space allowed N Numeric digit, symbol, and space allowed 0 Numeric digit only, no space allowed 9 Numeric digit and space allowed S Only the space character is required in this position # Only a symbol character or space is allowed in this position. (Period) Any ASCII character (ignore evaluation for position) 102 RemitTrac Setup Manual

111 Understanding the Process tab on the Scan Field Setup Window The Process tab on the Scan Field Setup window defines any further information that is necessary to process the form. Check Digit Look Up Field Calculation Edit Figure 96. Scan Field Setup window Table 62 explains the elements of defining processes for the scanline. Table 62. Elements of the Process tab Element Check Digit Look Up Field Options Area to define if the field requires check digit validation and identifying the ID scheme to use. Also includes the last character option, which specifies whether the check digit is the last character of the scanline, and the No Punctuation option, which specifies if punctuation should be removed during the check digit evaluation. Enables the settings that are used to load and test data for stop file and positive pay processing. The Enable Expression Testing option allows the use of expression testing in the Stop/Positive File. This option is only available for selection if the Allow Stop/Positive Expression Testing option is selected at the Form level. Lockbox Setup 103

112 Table 64. Elements of the Process tab (continued) Element Calculation Edit Indicates the type of field for calculation purposes. ID Field indicates the field is used for a calculation edit as additional information, such as cost code, to calculate variable late fees or interest due on a late payment Calculation Field is used for the external custom edit routines required for payment acceptance, as defined by the customer. A Calculation ID must be entered if the Calc field is selected. This ID will determine the external edit routine that will be applied to the field. Check Digits Figure 97. Defining the Check Digit Area The Check Digit area allows the user to define if the field requires check digit validation and to identify the ID scheme to use. The ID scheme represents the value of the check digit routine to be used against the field. The value for the Check Digit corresponds to the ID of the check digit routine, as defined in Bank Setup. For more information, refer to Bank Setup Check Digits in the RemitTrac Setup Manual. The Check Digit area also includes the last character option, which specifies whether the check digit is the last character of the scanline, and the No Punctuation option, which specifies if punctuation should be removed during the check digit evaluation. Importing Stop/Positive Files The Import Stop/Positive File utility is used to load and test data (such as account numbers and amounts) for stop file and positive file processing. This data includes a list of values loaded and located on the system. The data is compared against setup information for the scanline field and either rejected or processed, depending on the type of file. If it is a Stop file, the data is compared to the list of values in the file, and if it matches, the document associated with the data is rejected from the batch. If it is a Positive file, the data is compared to the list of values in the file, and if it matches, the document associated with the data is processed within the batch. 104 RemitTrac Setup Manual

113 Values in the Stop/Positive file must match the scanline field setup definition length, mask and classification. For more information about masks and classifications, see Understanding the General tab on the Scan Field Setup Window on page 99. Accessing the Stop/Positive File Management Window The Stop/Positive File window can be accessed through the Process tab on the Scan Field Setup window. Choose Import Stop/Positive File to access the Stop/Positive File Management window Figure 98. Accessing the Import Stop/Positive File Management Window Lockbox Setup 105

114 Understanding the Layout of the Stop/Positive File Management Window The Stop/Positive File Management window is used for tasks that involve importing and testing data for stop file or positive file processing. Field Information Command buttons Figure 99. Stop/Positive File Management window Table 63 describes the elements of the Stop/Positive File Management window. Table 63. Elements of the Stop/Positive File Management Window Element Field Information RemitTrac Converted File Information New File Command buttons Function Displays information about the field for which the operator is viewing and testing stop/positive files. Displays whether the file type is a Stop or Positive file and the directory path of the form file within the RemitTrac system that is used for stop file or positive file processing Directory path of a data file outside of the RemitTrac system containing the stop or positive data Commands used for viewing the file information, testing the stop/positive file, finding a file to test, saving the data from the Source File to the RemitTrac forms directory, and closing the window. 106 RemitTrac Setup Manual

115 Loading and Testing Data Before using the data for stop file or positive file processing, the operator must determine whether the data conforms to the setup for the scanline field. This process involves loading and testing the data contained within the data file. During the testing phase, values in the data file are compared against the scanline field setup from the retail form. Each value must conform exactly to the character length (Len) for the scanline field. For example, if an Account field defined for stop file processing is set for 10 characters, each value in the data file must contain 10 characters to pass the testing phase. The values in the data file will fail the testing process when: Values fail to match the scanline field length (for example, too few or too many characters) Each value is not contained on a separate line, separated by a carriage return or line feed Values fail to match the Scanline field mask Values fail to match the Scanline field classification Regular Expression entries can also be used in the stop/positive data files. A Regular Expression utilizes symbols to notate the need for a flexible search for text within a scanline. For more information about the Regular Expressions that can be used for a stop/positive file, refer to your IT department. A recommended book for information about Regular Expressions is the 3 rd edition of Mastering Regular Expressions, written by Jeffrey E.F. Friedl and published by O Reilly. Loading and Testing Data from the Incoming Source File The Incoming Source File represents the unconverted stop or positive data file that has not been loaded into the RemitTrac system. To use data from the Incoming Source File for stop file or positive file processing, the operator must (1) select the file, (2) load and test data in the file, and (3) save the data to the RemitTrac system. IMPORTANT: Before importing and testing the data in the Incoming Source File, make sure all data values conform to the setup for the scanline field. Lockbox Setup 107

116 Selecting the Incoming Source File The first process of using data from an Incoming Source File involves finding the file containing the stop file or positive file data. Choose the button signified by to select the external data file containing the stop file or positive pay data Figure 100. Selecting the Incoming File command The Select a New File dialog box is displayed on the screen. From the Select a New File dialog box, the operator can find the location of the stop/positive file and convert it into the system. Testing the Data from the New File The Test command on the Stop/Positive File Management window is used to test data in the Incoming Source File. When using the Test command, data is loaded from the New File so that the length of each string is tested against the length, mask, and classification of the scanline field information from the scanline setup. If one or more strings within the data fail to conform to the scanline field setup information, corrections must be made to the string(s) before the operator can successfully re-test the data. IMPORTANT: The data test will also fail if the data file contains a carriage return at the end of the file. The carriage return must be removed from the end of the file before the data can be successfully tested against the scanline field length, mask and classification. 108 RemitTrac Setup Manual

117 Once the data from the New File is tested, if the file passed, a message similar to the one in Figure 101 is displayed to confirm that the data within the New File conforms to the scanline field length, mask and classification. Figure 101. File Passed Message If the file did not pass, a message similar to the one in Figure 102 is displayed to inform the operator to conform the data to the scanline field length, mask and classification. Figure 102. File Failed Message Once the data from the New File has been approved, the data must be saved from the New File to the system using the Save New File command. After selecting the Save New File command, the file will be converted into the RemitTrac Converted File and the directory path for the newly converted file will be changed. The directory path for the RemitTrac Converted File is displayed in the format <Drive>:\REMITRAC\Sitnnnnn\Bankccc\Lockccc\Form\frmnnnnn.Fnn where Drive represents the drive letter of the server, n represents a numeric character between 0 and 9, and c represents an alphabetic character between a and z or A and Z. Figure 103 shows an example of the directory path within the RemitTrac system for the RemitTrac Converted File frm00001.f01. Drive Directory Directory Directory where Directory Directory Number File letter where RemitTrac where Site Bank files are where where of the Extension of the system files are files are stored Lockbox files Form files Form of the server stored stored are stored are stored within Field Figure 103. Example of a directory path for a form file Lockbox Setup Number within the Form Lockbox Setup 109

118 NOTE: If the Field is set up to enable Regular Expressions in the Stop/Positive file, the extension of the RemitTrac Converted File would contain an X. For example, a file that does not allow Regular Expressions would have the extension of.f04, while a file that does allow Regular Expressions would have the extension of.x04. Viewing Existing Data in the RemitTrac Converted File The RemitTrac Converted File represents an existing converted data file that is stored on the RemitTrac server for a stop file or positive file scanline field. After a file has been converted into the system, the data file can be viewed by using the View command on the Stop/Positive File Management window. Figure 104 displays an example of a stop file that has already been converted by the system. Figure 104. Viewing a Stop/Postive File that has been Converted by the System 110 RemitTrac Setup Manual

119 Testing Existing Data in the RemitTrac Converted File The Test command on the Stop/Positive File Management window can be used to test the validity of the data in the RemitTrac Converted File. RemitTrac Converted File Information New File Choose the Test command to test the data from the RemitTrac Converted File Figure 105. Selecting the Test command Once the data from the RemitTrac Converted File is tested, messages will be displayed to show if the data passed or failed. Testing Stop/Positive Files The Test Data command can be used to test one or more 'Stop - Positive' fields without having to run the work down the track. The test mode is available to a Scan Field that is set up as a Stop or Positive Field. NOTE: The test is for validating the input data against the Stop/Positive File values. The test does not include validation against field length, mask, classification, etc. Values in the Stop/Positive file must match the scanline field setup definition length, mask and classification. For more information about masks and classifications, see Understanding the General tab on the Scan Field Setup Window on page 99. Lockbox Setup 111

120 Accessing the Test Data Against Stop/Positive File Window The Test Data Against Stop/Positive File window can be accessed through the Process tab on the Scan Field Setup window. Choose Test Data to access the Test Data Against Stop/Positive File window Figure 106. Accessing the Test Data Against Import Stop/Positive File Window 112 RemitTrac Setup Manual

121 Understanding the Layout of the Test Data against Stop/Positive File Window The Test Data against Stop/Positive File window allows input of data to test against the Stop/Positive File. If a Stop/Positive File is not set up or imported to the field, no test can be run against it. Field Information Test Fields Command buttons Figure 107. Test Data against Stop/Positive File window Table 63 describes the elements of the Test Data against Stop/Positive File window. Table 64. Elements of the Test Data against Stop/Positive File Window Element Field Information Test Fields Command buttons Function Displays information about the field for which the operator is viewing and testing stop/positive files. Area to enter the data to test against the Field s Stop/Postive File. Through the Data box, you can test a single value, while the Data File box allows you to use a file to test multiple values at a time. After the Test command has been entered, the results of the Test will be displayed in the Test Result box. Commands used for viewing the field information, browsing for a data file, testing the data, and closing the window. Lockbox Setup 113

122 Understanding the Remittance Document Scanline It can sometimes be difficult to remember the correct way to set up a scanline. The following sections give an example of a remittance document, and explain some methods to be used in creating a scanline. Locating the Scanline on the Remittance Document The first step in setting up the definition for a scanline is finding the location of the scanline on the remittance. Figure 108 gives an example of how this should be done. Leading Edge of the document 8 mm Start: 35 Characters End: 54 Characters Figure 108. Finding the Location of the Scanline The operator can define the location of the scanline under the Transport OCR Coordinates in the Scanline section. The designations to be defined include the Height, the Start coordinate, and the End coordinate. The Height, or the position of the bottom of the scanline from the bottom edge of the remittance document, is measured in millimeters. For example, the distance between the scanline and the edge of the document is 8 millimeters. The Start and End coordinates are measured in characters, or tenths of an inch. The Start coordinate is measured from the leading edge of the remittance to the first character of the scanline. The End coordinate is measured from the leading edge of the remittance to the last character of the scanline. For example, the Start Coordinate is 35 character spaces, or 35 tenths of an inch, from the leading edge of the document, while the End Coordinate is 54 character spaces, or 54 tenths of an inch, from the leading edge of the document. 114 RemitTrac Setup Manual

123 NOTE: It is important to give a couple of character spaces leeway when measuring the Start and End Coordinate locations, in order to account for slight shifting in the scanline location. In the preceding example, the Start Coordinate would be entered as 33 characters and the End Coordinate would be entered as 56 characters, in order to give more space for the scanline. Indentifying the Scanline Fields on the Scanline After locating and defining the scanline position in the Transport OCR Coordinates section, the next step is identifying the scanline fields in the scanline. It is necessary to understand the information contained in the scanline. Figure 109 shows a scanline broken down into fields Account Number Minimum Due Full Check Balance Digit Figure 109. Identifying the Scanline Fields When identifying and defining the fields of a scanline, it is important to remember that the fields of a scanline are set up in the Scan Field Setup dialog box. The fields are defined in order of the leading edge, from right to left. For example, the check digit would be the first field to be defined, followed by full balance, minimum due, and then the account number. The fields are defined by both their start position in the scanline and by the number of characters in the field. Table 65 gives an example of how the locations of the scanline fields shown in Figure 109 would be defined. Table 65. Defining the Location of the Fields Field Start Position Length Check Digit 1 1 Full Balance 2 6 Minimum Due 7 6 Account Number 14 7 Lockbox Setup 115

124 Understanding the Layout of the Mark Sense Fields Tab The Mark Sense Fields tab contains tools that define how the Mark Sense process detects marks of handwritten or typewritten information on a document. From the Mark Sense Fields tab, mark sense fields can be added, edited, or deleted. NOTE: Mark Sense is an optional module that is purchased separately through ImageScan. Mark Sense Fields list Mark Sense Field Info Mark Sense Zones list Figure 110. Mark Sense Fields for the RemitDoc tab Table 66 describes the elements of the Mark Sense Fields tab. Table 66. Elements of the RemitDoc Mark Sense Fields Tab Element Mark Sense Fields List Mark Sense Field Info Mark Sense Zones List Function List of mark sense fields for a remittance document. Defines the field that will be stored for the mark sense zone. Defines the location(s) that need to be analyzed on the remittance document to determine the Mark Sense field value. 116 RemitTrac Setup Manual

125 Mark Sense Field Information For the Mark Sense process to work properly, it is necessary to define certain field information about the data to be detected in the mark sense zone. Table 67 explains the information that must be defined for a mark sense field. Table 67. Mark Sense Field Information Field Field Length Field Name Classification Max Length No Mark Sense Value Required Allow Only One Entry Field Options Represents the number of characters in the field. The value for Length ranges from 1 to the number of characters on the scanline. A user-assigned name for the field. Represents the name that relates to the mark-sense value processed Represents the category or type of data captured from a field on the scanline of a remittance document. The available classifications include: Account Number, Amount, Date, Change of Address, Numeric, Alphanumeric, PC numeric Short, PC Numeric Long, PC Numeric Double, Binary Data, Balance amount field, Scanline, and Form Evaluation Field. NOTE: The Classification of Field ID 0 should always be Scanline. Represents the longest string of data for the value that is expected for the mark sense field Represents the default value that is stored for the mark sense field if no information is detected in any of the mark sense zones for this field on the item Option that requires a value to be stored for the mark sense field. This field value is acquired either from a defined mark sense zone result or from Field Entry done by an operator. Option that limits the number of zones that are evaluated for the mark sense data. With this option selected, mark sense data is taken from the first zone in which it is detected. The evaluation of subsequent zones is ignored. If this is not set, every value is returned to be stored as multiple values for the field. Displays special processing options that are automatically selected by the system, depending on the configurations that are defined for the Mark Sense field. Lockbox Setup 117

126 Defining a Mark Sense Zone A Mark Sense Zone represents a defined area on the item where the mark sense data for the field is expected. A mark sense zone must be defined in every place that the Mark Sense process needs to scan for marks. Figure 111. Mark Sense Zone Setup Dialog Box Table 68 summarizes the values for defining a Mark Sense Zone. Table 68. Mark Sense Zone Values Value Mark Sense Coords Percentage Fill Substitute Value Image Defines the area on the document that needs analysis. The Mark Sense process scans the area within these boundaries to determine whether a mark exists. The values can be entered by either entering values for the Mark Sense Coords or by using the Mark Sense Form Editor and drawing the desired mark sense field onto the document. For more information, see Using the Mark Sense Zone Image Editor on page 119. Represents the percent of pixels that must be present in the zone to determine that the zone is marked Represents the value that will be entered for the field if the zone is determined to be marked in this position Represents the side of the item where the mark sense zone is located NOTE: Multiple zones can be set up to analyze one field s value. For example, a checkbox on the front of a document can be analyzed as a change of address indicator, as well as the rear of a document change of address area, to ensure that all change of address remittances are identified. 118 RemitTrac Setup Manual

127 Using the Mark Sense Zone Image Editor The designations of a mark sense zone can be entered either by entering the Mark Sense Coordinates in the Mark Sense Setup box or by drawing the desired mark sense area directly onto the document through the Mark Sense Zone Editor. The Mark Sense Zone Editor is accessed by choosing the Image button from the Mark Sense Fields tab, as shown in Figure 112. Figure 112. Accessing the Mark Sense Zone Image Editor Choose Image to access the Mark Sense Zone Image Editor After choosing Image from the Mark Sense Fields tab, the Batch Selection tab of the Mark Sense Zone Image Editor window will appear on the screen, as shown in Figure 113 on page 120. From the Batch Selection tab, the batch to be viewed must be selected. In order to view a batch in the Mark Sense Zone Image Editor, a batch must already have been captured. If the lockbox has never had work run for it, this function is unavailable. Lockbox Setup 119

128 Specify what kind of batches to load then choose Load Batches to view the specified batches Figure 113. Accessing the Mark Sense Zone Image Editor through the Batch Selection tab After choosing Load Batches, a list of specified batches will be displayed in the Batch Selection list. A batch must be chosen to view in the Mark Sense Zone Image Editor. Double-click on the batch to view or choose a batch and select View Images Figure 114. Choosing a batch to view in the Mark Sense Zone Image Editor 120 RemitTrac Setup Manual

129 Figure 115 shows an example of the Mark Sense Zone Image Editor, accessed through the Batch Selection tab. Mark Sense Zone Item Ratios List Mark Sense Zones List Figure 115. Mark Sense Zone Image Editor Using the Mark Sense Zone Image Editor, the operator has the ability to draw a boxed area directly on the remittance document, thereby automatically selecting the coordinates for the desired Mark Sense Zone. The Mark Sense Zone in Figure 115 is marked by the green box. Multiple zones can be selected for one field. The Mark Sense Zone Image Editor shows the same Mark Sense Zone list that is displayed on the Mark Sense Fields tab. Any changes that are made using the Mark Sense Zone Image Editor will automatically be altered on the Mark Sense Fields tab. The Mark Sense Zone Image Editor window also displays the Item Ratios list. These are the percentage fill ratios for the test items captured. This area shows the ratio of marked pixels in the space defined for the Mark Sense Zone to help in determining what percentage of fill ratio to use for an area. Lockbox Setup 121

130 Understanding the Layout of the MICR Tab The MICR tab contains an option to clarify that MICR ink is present on a remittance document. MICR Remit Doc option MICR Remit Doc Definitions List Figure 116. Retail Setup - MICR tab Table 69 describes the elements of the MICR tab. Table 69. Elements of the MICR Tab Element MICR Remit Doc option MICR Remit Doc Definitions list Indicates to the transport that it should allow the OCR Scanline to have been printed in MICR ink on a remittance document Future Enhancement NOTE: The definitions of Remittances with scanlines printed with MICR ink in standard ABA format are managed through the RTTable.ini file. For more information regarding identifying MICR documents as Remittance documents, see the RTTable.ini section of the INI Configuration document of the RemitTrac Setup Manual. 122 RemitTrac Setup Manual

131 Retail Forms Pocket Assignments Overview The Pocket Assignments tab contains information for how items sort on the transport during workflow processing. Pocket assignments are associated with a specific retail form and are tied to a specific transport for handling pocket sorting during a workflow process. NOTE: Before pocket assignments can be created for the lockbox account, deposit outlines must first be set up for both payments and remittance documents. See Deposit Outlines on page 8-50 for information about creating a deposit outline. Understanding the Layout of the Pocket Assignments Tab Transport Transport List No Encode Pass Workflow Passes Reject Pocket Assignments Capture Pass Pocket Assignments Encode Pass Pocket Assignments Figure 117. Retail Form Setup - Pocket Assignments Tab Lockbox Setup 123

132 Table 70 describes the elements of the Pocket Assignments tab. Table 70. Elements of the Pocket Assignments Tab Element Transport Transport List No Encode Pass Workflow Passes Reject Pocket Assignments Capture Pass Pocket Assignments Encode Pass Pocket Assignments Represents the user-defined name, model or description of the transport Displays the list of transport profiles that use the defined pocket assignments Option to not require the encode pocket setup for a retail form. This allows a batch to be run on a transport that does not have encode capability. Represents the two types of workflow available for retail processing. The two workflow types are: Two Pass Pass and a Half Represent the pocket(s) to use for outsorting items rejected during processing Represent the pocket(s) to use for sorting payments and remittance documents during the Capture Pass Represent the pocket(s) to use for sorting payments and remittance documents during the Encode Pass Adding a Transport ID A Transport ID must be added for each machine on which documents will be run. The Transport ID is added through the Transport List. The Transport ID represents a numeric value that uniquely identifies a transport. When a transport profile is created, a Transport ID is automatically assigned to the transport. As transport profiles are added, the Transport ID value increments to the next number. NOTE: The Transport ID must match the value listed in the Machnumb section of the Trakcntl.ini file. The Trakcntl.ini file is stored in the Remitrac\Sitnnnn directory on the Database Server, where nnnn represents the Site ID number. 124 RemitTrac Setup Manual

133 Caution: When a transport profile is deleted, all pocket assignments associated with the transport for rejected, captured and encoded items are deleted. If a transport profile is missing, the batches will be purged on that transport during processing. Selecting a Workflow Pass For each transport profile, pocket assignments can be associated with a particular workflow pass. Pocket assignments must be defined for workflow passes based on the type of work being processed for the lockbox account. NOTE: Because the default workflow pass can be changed during Registration, it is recommended that pocket assignments be defined for both workflow passes. Table 71 describes the workflow passes. Table 71. Workflow Processes Workflow Pass and Half Two Pass How Items Process Through Transport Payments and remittance documents sort to separate pockets during the Capture Pass. Only the payments are processed at the transport during the Encode Pass. This option is generally used when all payments are accepted and no special endorsement is required on the remittance. Payments and remittance documents sort to same pocket during the Capture Pass, but sort to separate pockets during the Encode Pass. This option is generally used with stop/positive file processing where numerous checks may not get processed and/or remittances require a specific endorsement. Setting Pocket Assignments Once the transport profile is created, pocket assignments must be set for how items are processed at the transport. Depending on the selected workflow process, values must be provided for the pocket assignments described in Table 72. Table 72. Pocket Assignment Values Value Start Pocket Num. of Pockets Beginning pocket number where documents are to be sorted during the transport process Total number of pockets where the specific document type can be sorted during the transport process Lockbox Setup 125

134 Setting Pocket Assignments for the Capture Pass The pocket assignments defined for the Capture Pass depend on the workflow process selected. The pocket assignment for each workflow pass includes a beginning pocket number and the number of pockets to use for each document type processed in the Capture pass. For Pass and Half workflow processing, payments, remittances and scan docs sort to different pockets during the Capture pass. Since these documents sort to different pockets, a pocket assignment must be defined for both the payments and remittance documents. Figure 118 is an example of pocket settings for Pass and Half workflow on an 8 pocket machine. Figure 118. Pass and Half settings for the Capture Pass For Two Pass workflow processing, all items sort to the same pockets during the Capture Pass. Because documents sort to the same pockets, only a single pocket assignment needs to be defined for payments. Figure 119 is an example of pocket settings for Two Pass workflow on an 8 pocket machine. Figure 119. Two Pass settings for the Capture Pass NOTE: The pocket assignments should not overlap and should not exceed the available number of pockets available on the transport. 126 RemitTrac Setup Manual

135 Setting Pocket Assignments for the Encode Pass Figure 120. Pass and Half Settings for the Encode Pass Figure 121. Two Pass Settings for the Encode Pass The pocket assignments defined for the Encode Pass depend on the workflow process selected and the deposit outlines defined for the lockbox. Once a pocket assignment is defined for an outline, the pocket assignments will appear in the Encode section of the Pocket Assignments tab. Table 73 describes the types of information displayed in the Encode Section. Table 73. Encode Section Information Column Outline ID Start Pocket Num. of Pockets Represents the deposit outline number for the document type NOTE: Currently, the outline number for payments is 1 and the outline number for remittances is 2. The outline number for stop/positive rejects is 3. Represents the beginning pocket number for sorting during the Encode Pass Represents the total number of pockets for sorting a specific document type during the Encode Pass For Pass and Half workflow, the pocket assignments must be defined for the payment outline (Deposit ID 1), since only the payments are processed during the Encode Pass. For Two Pass workflow, pocket assignments must be defined for both payments and remittance documents, since both document types are processed during the Encode Pass. Lockbox Setup 127

136 NOTE: Deposit outlines must first be set up for the lockbox account before pocket assignments can be set for the Encode Pass. To set pocket assignments, the outline(s) for the selected workflow pass Deposit IDs must be added for both payments (Deposit ID 1) and remittance documents (Deposit ID 2) and then set the beginning pocket and number of pockets for each outline. If an operator would like to include a pocket assignment for rejects, a Deposit ID must be added for stop/positive file rejects (Deposit ID 3). Caution: When Encode Pass pocket assignments are deleted, the transport will be unable to control item sorting by document type. For example, if the pocket assignments for payments are deleted, the transport will be unable to control Encode Pass sorting for payments. Because the payment pocket assignments are missing, batches containing the payments will be purged during Encode pass processing at the transport. 128 RemitTrac Setup Manual

137 11 Forms Item Processing Overview The Forms tab contains settings that enable the operator to control the use of Item Processing forms for the lockbox. The Item Processing tab gives the ability to define the Credit Card processing methods for a specific form. Understanding the Layout of the Item Processing tab The Item Processing tab contains the Disable NONE Form Option, which is an option to now allow an operator to pick the None option at Registration for the Item Processing form, and the list of current Item Processing Forms for the lockbox. Disable NONE Option Command buttons Item Processing Forms List Command buttons Figure 122. Lockbox Setup Forms - Item Processing section Copying an Item Processing Form An operator can copy an Item Processing form from one lockbox to another or copy the same form within the same lockbox. The process for copying a form is the same for the Item Processing, Data Entry and Retail forms. For more information about copying a form, please refer to Copying a Form on page 65. Lockbox Setup 129

138 Understanding the Item Processing Form Setup Window The Item Processing Form Setup window is accessed through the Add or Edit command from the Item Processing tab. Through the Item Processing Form Setup window, an operator can define certain information about the form, including Credit Card Processing options and redaction fields. Table 39 explains the elements of the Item Processing Form Setup window. Table 74. Elements of the Item Processing Form Setup window Element Item Processing Form Information Options Tab Transport Tab Document Fields Tab Command Buttons Provides information about the Item Processing Form Allows the operator to define different options for the Item Processing Form Allows the operator to specify which images that have been processed through Credit Card Processing are captured and stored Allows the operator to add, delete, view and modify specific fields in an Item Processing Form Commands that enable the operator to verify the form, save any changes and close the Lockbox Setup. Understanding the Item Processing Form Information Figure 123. Item Processing Form Information Table 75 describes the Item Processing form information. Table 75. Item Processing Form Information Field Name Num. Name of the Item Processing form. This field is configurable by the operator. Sequence order in which the form was created for the lockbox. This value is assigned by the system. 130 RemitTrac Setup Manual

139 Table 76. Item Processing Form Information (continued) Field Status Verified Modification Dates Area to provide a description of the item processing form. This field is configurable by the operator. Current status of the item processing form. The statuses can be: Default: The form is the default form used by the lockbox. Active: The form can be modified and used. Locked: The form cannot be modified, but can be used. Deleted: The form cannot be modified or used, and is useful for viewing purposes only. Displays whether the form has passed or failed the Verification test. This field is used in conjunction with the Verify command and is not configurable by the operator. Records certain dates about the item processing form. Created on: Displays the date on which the form was added and saved Modified on: Displays the last date on which the form was modified by: Displays the operator who last modified the form Deleted on: Displays the date on which the form was deleted by: Displays the operator who deleted the form Performing Verification of an Item Processing Form The Verify Command Figure 124. Verify Command The Verify Command is used to test the validity of the information defined in an Item Processing form. If a form passes verification, the word Pass will be displayed in the Verified field of the Item Processing Form. If a form fails verification, the word Fail will be displayed in the Verified section. Lockbox Setup 131

140 Managing the Options Tab The Options tab allows the operator to define different options for the Item Processing Form, such as when to enable MICR Repair and whether to require an Image Print. Field and Image Options MICR Repair Options Credit Card Processing Options Figure 125. Item Processing Form Setup Options Tab Table 76 describes the elements of the Item Processing Form Setup Options tab. Table 76. Elements of the Options Tab Element Field and Image Options MICR Repair Options Not configurable by the operator. These options are automatically selected by the system, depending on the configurations that are defined in the Document Fields tab. Allow the operator to enable MICR Repair, to select which fields should undergo the Repair process, and to choose when to perform MICR Repair. By default, these fields are not selected. 132 RemitTrac Setup Manual

141 Table 77. Elements of the Options Tab (continued) Element Credit Card Processing Reports Option Managing the Transport Tab Options to define the credit card processing. The Provide Credit Card Info option is not configurable by the operator. This option is automatically selected by the system, depending on the configurations that are defined in the Document Fields tab. The Credit Card Data Entry option is a future enhancement. The Authorization Required option defines if and when the credit card information needs to be verified by the customer. NOTE: If the option to send encrypted data to Data Entry is selected, all the data fields for the item will be encrypted in the BDF file when sent to Formware. This does not apply to the Lockbox, date, batch, transaction or sequence numbers, which are formware fields 3-8. Gives the option of overriding the Image Print settings in Lockbox Setup and not printing the images of the Credit Card items that are using this form Figure 126. Item Processing Form Setup Transport Tab The Transport tab allows the operator to select which images that require Credit Card Processing are captured and stored in the database. If the batch is set up for Credit Card Processing, the options that are selected will override any Image Capture options that Lockbox Setup 133

142 have been selected on the Transport Options tab in Lockbox Setup. The Transport options that are selected in the Item Processing setup will only apply to the Credit Card items. Managing the Document Fields Tab Through the Document Fields tab, an operator can manage the fields that are defined for the Item Processing Form. Viewing the All Fields Tab The All Fields tab displays the fields that have been defined for the item processing form. It shows each document s identification number, field name and type, character length, and the processes for which the field will be undergo during Item Processing. Figure 127. Item Processing Form Setup Document Fields Tab All Fields Subtab 134 RemitTrac Setup Manual

143 Managing the Document Types Tab The Document Types tab gives the ability to view, add, edit and delete fields in an Item Processing form. To Add a Document and Fields 1. Select Add. Select Add to add a document type Figure 128. Adding a document type The Add Document Type window will be displayed. 2. Select the desired document type and select Save. Figure 129. Choosing a Document Type Lockbox Setup 135

144 The chosen document type will be displayed in the Document area. 3. Select Add to define the fields on the selected document type. Select Add to add a Processing field Figure 130. Adding a Processing Field The Add an Item Processing Field window is displayed. 4. Select an Item Processing Field to define and select OK. Figure 131. Selecting an Item Processing Field to define The chosen Item Processing Field will be displayed in the Fields area. 136 RemitTrac Setup Manual

145 5. Select Edit to define the item processing field. Select Edit to modify a Processing field Figure 132. Defining an Item Processing field The Item Processing Field Setup window is displayed. Figure 133. Understanding the Item Processing Field Setup Window Lockbox Setup 137

146 Table 77 summarizes the fields on the Item Processing Field Setup window. Table 77. Item Processing Field Setup Fields Field Field Num Field Name Classification Length Processing Types Redaction Mask Display Mask Zones Area Number of the selected field. Not configurable by the operator. Name of the selected field. Not configurable by the operator. Type of field. Not configurable by the operator. Data length for the field. Represents the number of characters in the field. Specifies the type of processes for the field. Selecting Encryption will encrypt the data in the field, Mask Data will not allow an item to be viewed in Research Editor unless the operator has sufficient security rights, and Redaction of Image requires that the field be redacted. Defines how the field will be redacted, or covered up. The number of characters in the redaction mask must equal or be less than the number of characters that is defined in the length field. Select the Instructions button for more information on defining a redaction mask. Defines how much of the field can be displayed to the operator after being keyed. Select the Instructions button for more information on defining a display mask. If a display mask is not defined, the mask will default to the redaction mask. Area to define and display the redaction zones on a document. 6. Define the length of the field, the required processes, and the redaction and display masks. Refer to Figure 134 for an example of a redaction mask. The following is an example of how a redaction mask could be made: If the field length is 5 characters long and only the last two characters could be displayed, the redaction mask field would be defined as ***XX. 138 RemitTrac Setup Manual

147 7. Select Image Editor to define the redaction zones. Select Image Editor to define the zones Figure 134. Accessing the Image Editor The Zone Image Editor window will be displayed. Lockbox Setup 139

148 8. Select Load Batches to display a sample document on which to define the redaction zones. NOTE: You will need to have previously run a sample batch that contains documents on which a redaction zone can be obtained. Select Load Batches Figure 135. Loading Batches The batches that meet the requirements will be displayed. 140 RemitTrac Setup Manual

149 9. Select a batch. Double-click on the batch to view or choose a batch and select View Images Figure 136. Selecting a Batch Figure 115 shows an example of a document in the Zone Image Editor, which is accessed through the Batch Selection tab. Image Viewer Defined Zones List Figure 137. Zone Image Editor Using the Zone Image Editor, the operator has the ability to draw a boxed area directly on the document, thereby automatically selecting the coordinates for the Lockbox Setup 141

150 desired Zone. Multiple zones can be selected for one item. There are two types of zones that can be defined for an item. The first type is called the Redaction Zone, which is the default zone that is used in the Manual Redaction module. The second type of zone is the Display zone, which is the zone that will be used in the Credit Card Processing module. If this zone is not defined, the Redaction zone will be used. NOTE: The Redaction zone MUST be defined. 10. Choose which zone you would like to define. The Redaction zone type is chosen by default. Click the button to select a zone type Figure 138. Choosing a Zone Type to Draw The Change Draw Zone Type window is displayed. 11. Select the type of zone to define and click OK. Figure 139. Change Draw Zone Type Window 142 RemitTrac Setup Manual

151 12. Using your mouse, draw a box around the field that you would like to be redacted. If the zone is a Display zone, this field will be apparent to an operator accessing the Credit Card module during Item Processing. Working similarly to the Mark Sense module, the zone that is marked will indicate the location of the field to the keying operator. If the zone is a Redaction zone, this will be apparent to an operator accessing the Manual Redaction module during Item Processing and will assist in the redaction of the item. If there is no Display zone defined, the Redaction zone will appear in the Credit Card module. Figure 140. Drawing a Zone After drawing the Redaction zone, the zone will turn a light blue color. After drawing the Display zone, the zone will turn a light green color. Figure 141. Redaction Zone after Being Drawn Lockbox Setup 143

152 Sample Credit Card Processing Module Image The following is an example of how a display field that has been defined through the Lockbox Setup Item Processing Form will appear in the Credit Card Processing module during Item Processing. The purple display zone was defined in the Zone Image Editor in Lockbox Setup. Redaction Zone Field Entry box Figure 142. Example of a Redacted Field 144 RemitTrac Setup Manual

153 Sample Redaction Module Image The following is an example of how a redacted field that has been defined through the Lockbox Setup Item Processing Form will appear in the Redaction module during Item Processing. The gray redaction zone was defined in the Zone Image Editor in Lockbox Setup. The redaction instructions were created based on the mask instructions that were defined in Lockbox Setup. Redaction Zone Redaction Instructions Figure 143. Example of a Redacted Field Lockbox Setup 145

154 12 Forms - External Overview The External tab contains settings that enable the operator to control the processing requirements of work for a specific form at a remote site. By creating several External forms, the remote site can define several different processing methods. NOTE: The capability to process work at Remote Site is an optional module that is separately purchasable through ImageScan. Understanding the Layout of the External tab The External tab contains the list of current External Processing Forms for the lockbox. Command buttons Item Processing Forms List Figure 144. Lockbox Setup Forms - External section Command buttons 146 RemitTrac Setup Manual

155 Understanding the External Form Setup Window The External Form Setup window is accessed through the Add or Edit command from the External tab. Through the External Form Setup window, an operator can define certain information about the form, including form defaults and processing options. Table 78 explains the elements of the External Form Setup window. Table 78. Elements of the External Form Setup window Element General Options Tab Command Buttons Provides information about the External Form Allows the operator to define different options for the External Form Commands that enable the operator to verify the form, save any changes and close the window. Managing the General Tab The General tab allows the operator to define general information about the External form and set default Retail, Item Processing and Data Entry forms for work processed at the Remote Site under this External form. Registered Forms Modification Information Figure 145. External Form Setup General Tab Lockbox Setup 147

156 Table 79 describes the elements of the General tab for the External Form. Table 79. Elements of the General Tab Element Num Name Status Verified Registered Forms Modification Information Internal form number assigned by the site. This number is unique. Form name to be used within the RemitTrac system Form used to identify the Form in the external system. NOTE: If the description is left blank when saving the Form, an automatically generated description can be used instead. This description uses the formula of: <Retail Form Name> / <Item Processing Form Name> / <Data Entry Form Name> Allows the form to be set to Default form, Activated, Locked, or Deleted Indicates if the External Form setting has been verified. The result can hold a value of Pass or Fail. The verification process occurs when the Form is being saved or when Verify button is selected. NOTE: Currently, there is only one criterion to pass the verification of an External Form; all Retail, Data Entry, and Item Processing Forms selected for the External Form must be valid. To be a valid Form, a Form must be verified and passed and have an Active status. Forms to be used when processing with the External Form at the remote site. Any of the Forms can be set to NONE. NOTE: Only the valid Forms are loaded to the Form lists for selection. Records certain dates about the External form. Created on: Displays the date on which the form was added and saved by: Displays the operator who added the form Modified on: Displays the last date on which the form was modified by: Displays the operator who last modified the form Deleted on: Displays the date on which the form was deleted by: Displays the operator who deleted the form 148 RemitTrac Setup Manual

157 Performing Verification of an External Form The Verify Command Figure 146. Verify Command The Verify Command is used to test the validity of the Forms selected in an External form. The current criterion for passing validation requires that all Retail, Data Entry and Item Processing Forms that are selected for the External Form are valid. To be considered a Valid form, a Form must be verified successfully and hold an Active Status. If a form passes verification, the word Pass will be displayed in the Verified field of the External Form. If a form fails verification, the word Fail will be displayed in the Verified section. NOTE: If any of the forms that are registered for the External Form are changed to a status of Deleted or InActive, the External Form will automatically have a verification status of Fail. Lockbox Setup 149

158 Managing the Options Tab The Options tab allows the operator to define processing options for the form. These options include Image Capture options, Batch Limits, Keying requirements and an Endorsement Line. Figure 147. External Form Setup Options Tab Table 80 describes the elements of the General tab for the External Form. Table 80. Elements of the Options Tab Element Image Capture Batch Limits Keying Sets the ticket types and image quality to be captured when using this Form at the remote site. NOTE: When any Retail, Data Entry, and Item Processing Forms are selected, the Image Capture settings from those Form(s) will automatically be set at the External Form. They cannot be turned off at the External form. Sets the limits to apply when capturing transactions and items at the external system. Future enhancement. Sets the requirements to apply on the batch and/or item in order to balance the amounts at the external system. 150 RemitTrac Setup Manual

159 Table 81. Elements of the Options Tab Element Endorsement Line Defines the endorsement line information that the transport prints on an item during the Encode pass. NOTE: The RemitTrac System Control Number (substitution parameter [p32]) and the Item Sequence Number (substitution parameter [p51]) are required on the endorsement line. These parameters can be in any order, and text can be entered before, between, or after these required substitution parameters. Setting the Keying Options Figure 148. Keying Options The Keying options are a future enhancement. The Keying section controls setting about the types of verification required during processing for the External form at the Remote Site. Table 81 describes the Keying Options. Table 81. Keying Options Option Batch Balance Item Balance Payment Entry Verify Requires the Remote Capture site operator to enter a dollar amount for the deposit when opening a new deposit. As the operator enters the amount for each check scanned, the amounts are applied against the total Batch Amount. Balancing to the amount entered is optional and is not required to close the deposit. Requires the Remote Capture site operator to key the dollar amount of each check processed in the deposit for a second time. Requires an initial payment entry for each item Requires payment verification. This implies that the item must be keyed for a second time. In-Line: Payment verification is required during the initial processing of the first pass Separate Pass: Payment verification is required in a separate, or second, pass Lockbox Setup 151

160 13 Billing Overview The Billing tab contains information needed for billing charges to the lockbox customer account. This information includes the charge account number used for debiting (paying) charges for lockbox services. Understanding the Layout of the Billing Tab Charge Account Number text box Frequency options Figure 149. Lockbox Setup - Billing Tab Table 82 describes the elements of the Billing Tab. Table 82. Elements of the Billing Tab Element Charge Account Number Frequency Function Area to enter the charge account number that is used for charging lockbox services to a lockbox client. This field is included in the billing output services to the lockbox customer. Up to 20 numeric characters can be entered. Future Enhancement 152 RemitTrac Setup Manual