interactive lockbox User Guide

Transcription

1 interactive lockbox User Guide 1

2 TABLE OF CONTENTS INTRODUCTION... 3 Calendar & Buttons... 3 GETTING STARTED Dashboard INTERACTIVE LOCKBOX BASICS... 9 ILB Menu Batch List... 9 Transaction Selection TRANSACTION DETAIL SCREEN Skip Posting or Closing Transactions Rejecting Transactions Image Controls UPDATING TRANSACTIONS Amount Entry Stub or Invoice Options Reject Stub/Invoice Insert Stub/Invoice Scanline Fix Input Invoice Input Change Item Type Notes

3 TABLE OF CONTENTS Check Options Check Input Correspondence Documents/View Other Docs Reject Check MICR Payee Verification Notes

4 INTRODUCTION Interactive Lockbox (ILB) offers a web-based interface to view and update transaction information that needs customer intervention. These transactions require corrections before their processing can be completed by the BOK Financial remittance system. ILB is accessed through the RemitView application. The intended audience for this document is the end-user who works with the Interactive Lockbox to update transactions. Key Features of ILB: Ability to view batches and corresponding transactions. Ability to sort based on display columns. Ability to accept or reject a transaction. Ability to view images of check, stub and correspondence documents of the transaction. Ability to flip and zoom images. Ability to balance a transaction Ability to update transactions by inserting, modifying or rejecting the stub information. Some conventions are used throughout this manual while describing the ILB/RemitView functions. Examples of processing screens and menus are intended for illustration only. The appearance of some screens may vary slightly for your particular installation. Calendar The calendar enables the user to select the desired dates. Options are available to browse through months and years to select the desired dates. Click the Calendar icon to bring up the calendar. 3

5 introduction Buttons The Hide button between the panes enables the user to hide the menu options pane to expand the work area. The Show button enables the user to show the menu option pane when the menu option pane is hidden. Save: Click to save the content. Edit: Click to edit the content. Undo: Click to undo your edits. Delete: Click to delete the selected item you will be prompted to confirm the delete. Search: Click to perform a search. 4

6 getting started To access the RemitView application, enter in the address bar of your Internet browser and click Log in or press Enter. The login screen is displayed below: Username: Enter the user name. Password: Enter the password for the user name. Select Service: From this drop down box a user can select RemitView or ecapture. (ecapture allows a user to scan documents and checks directly from a customer s location. Its functionality is described in another document.) Login: Click to log into the application. Upon initial login a user will be required to change their password. The screen below will appear. The user will need to enter the existing password and then the new password twice for confirmation purposes. The password must have the following characteristics: Contain a minimum of 8 characters Must contain at least one uppercase or lowercase letter Must contain letters and numeric values Must contain least one special %,!, &, *, _, = New password should not be one of the previous four passwords 5

7 getting started After the validation of user name and password, the user is returned to the login screen and must login using the new password. Passwords must be reset every 30 days. Initially the application displays the Dashboard screen as the default home page for RemitView. If the password criteria is not met, the password characteristics will display. 6

8 getting started Dashboard The Dashboard screen is a snapshot of the activity within the default lockbox. The different windows give information on the various services available within RemitView. Some customers may not utilize all the services listed. Dashboard with Main Menu Displayed Dashboard with Main Menu Collapsed 7

9 getting started The windows are described below: Exception Summary: This window lists a summary of information on transactions in Interactive Lockbox as of a certain date. Exceptions Need Attention!: This window lists transactions within Interactive Lockbox. A user can click on the status and go directly to the transaction. Watch List: This window lists the criteria and access to any watch notifications. Download: This window lists the status of any download requests. Favorite Search: This window lists the criteria and access to any favorite searches. 8

10 INTERACTIVE LOCKBOX BASICS ILB Menu Once logged in to RemitView, the selection Lockbox Exception will display on the menu. Clicking on this selection will give you access to the ILB functions. The sub-menu below will display. Select Batch List to begin working transactions. Batch List Once the Batch List is selected the filter pane is added to the screen. This pane provides four filter options for selecting a batch. You may only work on batches for lockboxes for which you have authorization. Batch Filtering The four filter parameters allow you to limit the batch list. You may leave them at their default values to see all batches available to you. Otherwise make one or more selections: Parameter Site Worksource Suspend Reason Process Date Description Select a site from the drop-down list. The list contains all the sites to which your accessible lockboxes belong. Select a lockbox (worksource) from the drop-down list. The list includes only those for which you have authorization. Select a suspense category from the drop-down list. You may select a specific reason only after selecting a specific lockbox. The process date defaults to the current processing day. You may key in a date or use the calendar icon. 9

11 INTERACTIVE LOCKBOX BASICS View Batches When your filter parameters are set, click the View Batches button. This will display the list of batches that satisfy your filters. If no batches satisfy your filter entries, a message is displayed in place of the batch list that reads: You may click the Go button to go directly to the first transaction in the first batch. Alternately select a specific batch by clicking anywhere in the batch s row. The transaction that needs correcting is then presented. Transaction Selection After selecting a batch, the transaction needing correction is displayed. 10

12 INTERACTIVE LOCKBOX BASICS The Select Transaction screen will display only one transaction per batch. Click the row of the transaction and the system will display the details for the selected transaction. Select Skipped transactions if you want them to display. The Skipped icon in the Status column indicates that you have previously skipped this transaction. Click the Refresh link to reload the transaction list. Click the Select Batch link to return to the Select Batch screen. The Suspend Reason shows the reason the transaction was placed into ILB. 11

13 TRANSACTION DETAIL SCREEN The Transaction Detail screen provides access to the items, stubs and checks, which make up the transaction selected from the Select Transaction screen. On the right are two viewing panes, one for editing stubs and one for editing checks. The image of the selected item is shown to the left of its pane. NOTE: The Suspend Reason is shown above the stub image. This will give you another clue as to what correction is needed. NOTE: For the Checks Only mode, only the check image is displayed and the stub area displays the note Image Not Available. 12

14 TRANSACTION DETAIL SCREEN Above the stub pane are four buttons, Skip, Post, Reject Tran and Close, and two drop-down lists with other options, Stubs/Invoice and Checks. Skip The Skip option allows a user to go to the next transaction in a batch without posting the current transaction. Posting or Closing Transactions Click Post to update the database once you finish the corrections/additions. For some clients, ILB allows only balanced transactions to be posted. In other words the stub(s) total must equal the check(s) total. If there is a mismatch between the amounts, the following message is displayed: Correct the stub or check amount in the list on the right and click Post again. To retain the original transaction information before posting, click the Close button. This will take you back to the Transaction Selection screen without any changes. If you have not posted your changes, you are prompted to confirm your request: NOTE: To save changes, ensure that you post a transaction before moving on to a different screen. 13

15 TRANSACTION DETAIL SCREEN Rejecting Transactions To reject a transaction, click on Reject Tran. A list of reject reasons is displayed. Select a reason by clicking the radio button next to the reason. Click Ok. All items in the transaction are marked as rejected, including any inserted stubs. A message is displayed for your confirmation: The selected reason is assigned to the transaction. You must Post the transaction for the reject to take affect. Click Cancel to retain the transaction. A rejected transaction will then be forwarded to a customer unprocessed. Image Controls The image control options enable you to flip, rotate or zoom in/out the images for better clarity. The image control buttons are explained below the image. 14

16 TRANSACTION DETAIL SCREEN Tool Description Rotate the image by 900 Flip the image Zoom in the image Zoom out the image Change the image size to fit the window Enlarge an area of an image 15

17 UPDATING TRANSACTIONS Amount Entry While updating a transaction you may change stub or check amounts or use a function from the Stubs or Checks drop-down lists. To change an amount, click the Amount cell for the item, in the appropriate table on the right. Key in a new amount. It is not necessary to key the decimals. Hit enter or click the check mark to accept the amount you entered. Click the X to cancel without making changes. 16

18 UPDATING TRANSACTIONS From the Stubs or Checks drop-down lists (described on the subsequent pages), make any other needed corrections. After entering the data, click Post to move on to the next transaction. You are returned to the Batch Selection screen when the last transaction is posted. Stubs/Invoice Options The Stubs drop-down list provides functions for modifying the stub information for the selected transaction. Stubs are defined as invoices or bills that typically contain an OCR scanline. Some menus will be titled with the word Invoice instead of Stubs. These indicate transactions with invoices or bills that typically do not contain an OCR scanline. Reject Stub/Invoice A single stub or invoice may be dropped from a transaction by using the Reject Stub/Invoice option. A list of reject reasons is displayed. Select a reason by clicking the radio button next to the reason. Click OK. The selected reason is assigned to the item. 17

19 UPDATING TRANSACTIONS A confirmation prompt is displayed. Click OK to reject the item or click Cancel to retain the item. NOTE: This selection is only available for transactions with multiple documents or full doc transactions where multiple invoices have been keyed. Insert Stub/Invoice Another correction option is to insert an additional stub within a transaction. By insertion, it is meant that the field level information for an electronic stub is entered. It then is treated as a real time stub item for the given transaction. Select Insert Stub from the Stubs drop-down list. Enter the requested data and click Save. The information here is based upon customer requirements. Below is a description of the buttons on this page and their functions. Override Button Orientation Change Format Change Item Type Save Cancel Description After entering your corrections you may click Override to bypass the sort pattern edits or in other words the data format requirements. Click to toggle between horizontal or vertical display of the input fields. Click to change the data entry format, which changes which fields will display. Click to change the stub to a correspondence. Click to save your changes. Click to close the window and make no changes. NOTE: This selection is only available for transactions with multiple items. 18

20 UPDATING TRANSACTIONS Scanline Fix Input To correct scanline information for documents containing OCR scanlines, select SLF Input from the Stubs drop-down list. The displayed window provides the scanline fields. Question marks indicate the characters that have been read incorrectly. Make your corrections and click Save. Below is a description of the buttons on this page and their functions. Button Override Orientation Change Format Change Item Type Save Cancel Description After entering your corrections you may click Override to bypass the sort pattern edits or in other words the data format requirements. Click to toggle between horizontal or vertical display of the input fields. Click to change the data entry format, which changes which fields will display. Click to change the stub to a correspondence. Click to save your changes. Click to close the window and make no changes. Invoice Input Invoice Input allows for data entry for information such as account information for documents with no OCR scanline. Select Invoice Input from the Invoice drop-down list to display the form for editing the invoice details. Make your changes to the presented data and click enter when complete. Multiple lines of data can be keyed if necessary. The added information will populate below the image. Then click Save to exit data entry and save transaction. 19

21 UPDATING TRANSACTIONS Below is a description of the buttons on this page and their functions. Button Notes Reject Record Save Cancel Description Opens the Notes screen. Allows the item to be rejected out of the transaction. Click to save your changes. Click to close the window and make no changes. Change Item Type Occasionally a document will be imaged that does not require data capture, but you do not want to reject it. These documents can be changed from a stub to a correspondence by clicking Change Item Type. You will get the confirmation message below. 20

22 UPDATING TRANSACTIONS Click OK to change the item type. Click Cancel to leave the stub as is and return to the transaction. NOTE: This selection is only available for transactions with multiple documents or full doc transactions where multiple invoices have been keyed. Notes To add notes to the selected stub, select Notes from the Stubs drop-down list. The top pane lists any notes previously entered. Select the check box to edit or delete an existing note. Then click Delete or Edit. Enter or edit comments in the Add Notes box and click Add. Click Reset to clear the notes area. Click Print to send the note to your printer. Notes added here will not pass along to the archive, but are available if the transaction is reviewed within ILB at a later date. 21

23 UPDATING TRANSACTIONS Check Options This option is used to correct the check account number and amount information that was captured at the time of processing. The selections from the drop down are shown below. Check Input Select Check Input from the Checks drop-down list to display the Check Item Entry form for entering miscellaneous data. The data here can vary based upon customer requirements. Make any necessary changes or updates to the presented data. The example below shows Remitter Name data being captured. If no instructions are configured, the following message will display. 22

24 UPDATING TRANSACTIONS Below is a description of the buttons on this page and their functions. Button Override Orientation Change Format Save Cancel Description After entering your corrections you may click Override to bypass the sort pattern edits or in other words the data format requirements. Click to toggle between horizontal or vertical display of the input fields. Click to change the data entry format, which changes which fields will display. Click to save your changes. Click to close the window and make no changes. Correspondence Documents/View Other Docs To view the image of non-dollar/correspondence documents or coupons/full pages without check transactions, select View Other Docs from the Checks drop-down list. This option is available only when there are correspondence documents in the transaction. If there is more than one document in the same transaction, click on the Seq No link to browse through the list. These images may contain data necessary for posting a transaction. Reject Check A check may be dropped from a transaction by using the Reject Check option. A list of reject reasons is displayed. Select a reason by clicking the radio button next to the reason. Click OK. The selected reason is assigned to the item. 23

25 UPDATING TRANSACTIONS A confirmation prompt is displayed. Click OK to reject the item or click Cancel to retain the item. NOTE: This selection is only available for transactions containing multiple checks. MICR Select MICR from the Checks drop-down list to view the MICR information. The MICR information replaces the stub information which is displayed between the check and stub images. A sample of this is shown below. 24

26 UPDATING TRANSACTIONS MICR Information Displayed To return to the stub information, click the X to the right of the MICR information. Stub Information Displayed 25

27 UPDATING TRANSACTIONS Payee Verification Select Payee Verification from the Checks drop-down list to display the Payee verification window. The payee window contains the list of payee names. The current payee name is highlighted. To search for a payee, type the name in the open cell then click Search. Notes To add notes to the selected check, select Notes from the Checks drop-down list. The top pane lists any notes previously entered. Select the check box, to edit or delete an existing note. Then click Delete or Edit. Enter or edit comments in the Add Notes box and click Add. Click Reset to clear the notes area. Click Print to send the note to your printer. Information entered here will not pass to the archive, but are available if the transaction is review within ILB at a later date. 26

28 UPDATING TRANSACTIONS 27