Updated for The Salvation Army Southern Territory Users

Transcription

1 CDS Global Lockbox iremit Manual Updated for The Salvation Army Southern Territory Users

2 Logging In Secure Login Information Before you attempt to access iiremit, secure the necessary login information from Interchange Support Services via Lotus Notes at or call Successful login requires the following: User Name Password Note all passwords must include at least eight (8) characters, and include at least one alpha and one numeric character and must not contain special characters. (Examples: laura678 or 478mac12). Also, your password cannot have repeating characters (for example Password1 because the word password has two s in a row). A user may not use the same password in the last 13 months or the 26 passwords changes. The user ID and password are not case sensitive, you may use upper or lower case to enter login information. Protect Your Password - It is important to protect login information. Your password is your personal access key into the system. Do not share or reveal your password to unauthorized personnel. Do not leave your login information on your desk or in public view. This creates a breach in system security that could allow unauthorized access to proprietary information. Logging in for the first time: Your original password will expire when you login and you will have to reset your password. This is for your protection, and ensures that only you know your password. Updating your Password: Your password automatically expires every 60 days. When five days remain before your password expires a message will appear when you log in requesting you change your password. You cannot reuse the same password as the one that is expiring. To update your password at anytime, click the Change Password link that is next to the Home link and the Logout link at the top of the page Your User ID and Password can only be logged into the Archive once from any workstation. To use your User ID and Password at another workstation logout out of your current session first and then move to the new workstation and login.

3 How to Log In Enter the URL of to access the Login screen. Enter your User name and password. If you type in your user name or password incorrectly you will see a phrase in red stating: The login failed for this Username and Password. An error occurred validating user. If you enter your login information incorrectly three times, your login will be disabled. Contact your InterChange Support to re-enable your login information Searching the Archives After you ve signed on, you will see this screen:

4 To start your search select Archive. After you ve clicked the Archive link you will see the following screen The following can be used for searching archives Deposit Date must be used in all searches Batch Number Work Type Coupon Account (Finder Number from Remit Slip) Coupon Amount (Remit Slip Amount) Not used by TSAS: Site ID, Client ID, Process Type, Barcode #, and Doc ID. These fields are only used internally at CDS Global. Drop Down Menus: Within each of the above searching option are drop down menus that contain filters to help narrow down your search if need be:

5 Note: Each searching option may not contain as many specific filters as the above example, but those that do share the same filters, share the same theories. Please see the below chart: Filter Name Filter Job Example Equals The default option, this filter will search for the exact item typed in to the right of it. When searching for a document in the Deposit Date Field, it will provide all documents for that specific Starts With Ends With Contains This filter will search for any document that begins with the data provided to the right of it. The Ends With filter will search for any document that ends with the data provided. This option will search with all data that is included in the search parameters to the right of the drop-down menu. date only. If one wanted to search for a Coupon Amount that starts with a 23, select the Starts With filter and type 23. This will provide all documents that begin with 23, $23.46 or $23.15 etc When searching for a document and the only information provided was the last four numbers of the account number, I.E. 1170, it will locate the document(s) account numbers ending with To find all Coupon Amounts that have 53 in the amount, the Contains filter will show all amounts that have 53 in the total amount: $53.45, $12.53, $1, etc. Less Than Less Than or Equal To Type in any number and it will display amounts less than the number typed in. This filter will provide the same information as the above Less Than field, but it will also include data that is equals the amount typed in as well. While searching for Coupon Amounts less than $40.00 it will show amounts such as $35.75, $13.47, $23.53, etc. While searching for Coupon Amounts less than $40.00 it will show amounts such as $35.75, $13.47, $23.53, etc but it will also show any document that is $40.00 at the same time.

6 Greater Than Greater Than or Equal To Between The Greater Than filter will show results that are greater than the data entered. The same theory as Less Than or Equal To, but this will display any coupon amount that is either the same or greater than the number typed in. Using the Between selection will display any amount that is between the numbers typed in While searching for Coupon Amounts that are larger than $20 it could display amounts such as $50.00, $124.50, $33.50 etc. Searching for an amount that is larger than $50 can display document amounts such as $60.53, $55.47, but it will also display any amount that is the exact amount of $ If you wish to find a Coupon amount that is between $10.00 and $50.00 it will display all amounts that fit those parameters. With each search you must put the lesser amount in the first field and the greater amount in the second field. Note: The above-mentioned filters can also be used for dates.

7 Transaction Level Searches Deposit Date: If you wish to search for check information on the date the donor s money was deposited, type in the date desired and use the following format: i.e. if the money was deposited on July 6 th 2007 type in 07/06/07 not All searches MUST use the Deposit Date field. Batch Number: If you wish to search for checks that are in an entire batch, type in the CDS batch number. You must enter he last four digits of the batch number found in InterChange. Note: This batch number is NOT the same batch number that is used in InterChange. It is an internal batch number used by CDS. In order to search on this field you will need to first search InterChange to find this batch number. Refer to the iremit job aid for instructions or contact InterChange Support Services for assistance in creating this query if needed. This batch number is located on the revenue transaction record under the Lockbox tab. Work Type: If you wish to search for information that may have multiple checks and or multiple documents, type in the deposit date plus any of the following: 2 - includes one document and one check 3 - multiple record information-either one check and multiple documents, or one document and multiple checks 4 - cash, not check, was sent in with the document

8 6 - check only-payment was sent in by check, but without the document Site ID, Client ID, Process Type, and Barcode #: are not used by TSAS as they are used internally at CDS. Coupon (Remit) Level Searches Note: You may not combine a coupon level search with a check level search. You must do one or the other. Coupon Account: Use this field if you wish to search by finder number on a remit slip. Please see the above chart for drop down filter selections. Coupon Amount: You may also search by the Coupon Amount. Please see the above chart for drop down filter selections. Doc ID: Not used by TSAS as this is used internally at CDS Seq #: The Sequence number field can be used to search for transactions. However, it will be necessary to search InterChange to obtain the Sequence number to enter. In InterChange you ll find the Sequence Number on the Revenue Transaction page under the Lockbox tab. The Sequence number is referred to as the Batch Sequence in InterChange.

9 Division: If you wish to search by division enter the first letter of the geocode for your division. For example, if you want to search on the Florida division you will enter F. If you want to search on AOK you would enter O or if you want to search NSC you would enter C. Geocode: To search using your geocode, enter it in this field. If you wish to search for multiple geocodes within your division select the operator of begins with and type in the first letter of the geocode. To search within your area command, enter the first three characters of the geocodes of your command (for example, to search for Metro Atlanta Area Command checks and remits, you will enter G7A). Queue, Solicit Codes and Interest Code: These fields are used to search for notes written by your donors on their remit slips or checks. Each field represents a different type of note. Queue: Used primarily for donor requested changes or prayer requests. Below are the values to enter and what each represents: 1 Change of Address 2 Re-designations/disasters (indicates a donor crosses out the appeal on the remit and writes in the location or the disaster the gift is intended for) 3 Other Correspondence 4 - Prayer Requests 5 - Pledges Solicit Code: Used to indicate the donor s mailing preference or to indicate a donor has passed. Below are the values to enter and what each represents: A Do Not Acknowledge B Do Not Solicit C Deceased Interest Code. This field is used to indicate a Planned Giving or other Salvation Army interest. It may also indicate that the donor added their address to the remit slip. Below are the values and what each represents: D Estate (indicates interest in Planned Giving) E TSA Info (indicates that something was written on the remit by the donor) F Send/ (indicates address was written on the remit) G Honor/Memorial (indicates a gift given in memorial or in honor of someone) H Phone Number (indicates that the donor wrote their phone number on the remit)

10 Check Level Searches You may also use various search parameters within the Check Level fields. Each of these fields also includes some of the filters that are mentioned in the above chart to narrow down your search. Account Number: This field can be used to search by the person s bank account number. Check #: Use this field to search for a document by its check number. Check R/T: Financial institution s number, the number given to define the bank/credit union s name. MICR Line: The MICR line will include the complete number at the bottom of the donor s check. Amount: To find a certain check amount, type in the amount and the search will narrow down the results defined by the check amount. Doc ID: Used internally by CDS. Search Results: Once you ve defined your search parameters, click the Search button on the upper right corner of your screen. If no results are found you will see this screen:

11 At this point there simply may not be any results for that deposit day or you may have to update/relax your search parameters. Below is a partial screen shot of a successful results page: The column headers will label items such as Deposit Date, Account, Batch #, Tran#, Sequence #, Item Type, Site ID, Client ID, Work Type, Process Type, Barcode #, Doc ID, Check ID #, MICR Line, Check R/T, Division, Geocode, etc. To view a specific document, click the check icon Once you ve clicked the check icon you will see the remit slip and the check Remit Slip:

12 Check: Some documents may include more than one invoice, more than one check, only one check, or even one invoice by itself. Adobe PDF files are used to display the above information, for help with PDF files visit Adobe s website at: Leaving Comments Per Each Document If you wish to leave a comment in relation to a particular document, click the following icon: that is right next to the check icon. Then click Add new record and New Annotation pop-up box will appear: After you ve entered the comment, click the Insert button. Now that a comment has been left, the icon will turn into an icon signifying there is a comment to be read on the particular document.

13 Click the icon and you will be able to see the comment under the Annotation spot, as well as the User Name, Date, and Time: Multiple Results Each search result displays up to ten documents per page, but sometimes there may be more documents than what is listed on the first page. If so, click the number links (2 3 4 ) at the bottom of the page to view more results. If you have too many results, it may be best to adjust your search parameters with the filters mentioned in the above chart. MISC How to Add a Search Template You may add a search as a template. This can save time for you if you frequently conduct the same search. Perform the following steps to add a template: o Enter your search criteria for your template on the Archive screen. o Click Add Template. o Enter a name for the template in the Label field. o Enter a description for the template in the Description field. o Click Save.

14 How to Use a Template Perform the following steps to use a template: o Click Saved Template o Click on the template you wish to use. o Click Use. o iremit will run the search and display the results. o If you wish to change the parameters of the template (for this search only), click the Search tab and make the appropriate adjustments and then click Search.

15 Other Search Result Links At the top of your search results, you will see the following column headings: You can click on any of the column headings to sort the corresponding column results. For example, if you wish to sort the lowest Amount per your search results, click the top Amount heading and it will sort the column to reflect the change. From this point, if you wish to view the highest Amount, click the Amount link again and it will now show the Amount with the highest value.