Digital Deposits CANADA

Transcription

1 Digital Deposits CANADA Product Guide

2 Table of contents General description... 3 Section 1 Eligibility... 4 Prerequisites... 4 Service activation... 6 Installing the scanner... 6 Installation support... 8 Section 2 Managing users... 8 Managing your information... 8 Creating or assigning a location... 8 Section 3 Scanning/deposits... 9 Creating a deposit... 9 Scanning an item Modifying/Correcting a deposit Image quality Duplicates Serious error Eligible items Maximum number and amount of items Availability of funds Viewing digital deposits Cut-off time Section 4 Reports and searches Generating reports Doing searches Keeping and destroying items Customer service Section 5 Appendix A - FAQ Digital Deposits ( ) 2

3 Digital Deposits General description Digital Deposits allows you to scan cheques and send the cheque images to your account via Internet Banking Solutions. With this service, no need to go to your branch or the ABM to deposit your cheques! Lower costs (less employee time spent making deposits as well as fewer car-related expenses, etc.) No trips to the branch or ABM Saves time and gives you more flexibility Improved cash management Accessible 24/7 with Internet Banking Solutions CAD cheques, drawn on a Canadian financial institution, deposited in a CAD account USD cheques, drawn on a Canadian or US financial institution, deposited in a USD account Remote deposits using a scanner User-friendly interface Deposits may be managed by office and by CAD bank account Deposited items are credited the same day if received before 9 p.m. (ET) on a business day Deposit reports with double-sided cheque images Sign up for Internet Banking Solutions for businesses and make the switch to digital deposits With IBS-B, you can enjoy this new feature and easily manage the day-to-day banking of your business. Save time and be more efficient: do your banking where and when it's convenient for you! To sign up, call your account manager or one of our National Bank Business Central advisors at or , Monday to Friday from 8:30 a.m. to 5 p.m. (ET). Digital Deposits ( ) 3

4 Section 1 Eligibility Prerequisites Enrolment requirements: - Be enrolled in National Bank's Internet Banking Solutions for Businesses - Have a compatible scanner: Our recommended supplier is Paystation (Paystation.ca/nbcdigitaldeposit) or choose your own supplier. Be sure to acquire a compatible scanner. National Bank of Canada will not be held liable for any loss or damage that may be caused by using an incompatible scanner. Recommended scanners: Digital Check TS240 (up to 100 cheques at a time) Digital Check CX30 (1 cheque at a time) Paystation* PRICE $400 $708 $834 *The prices for the different models are available on the supplier's site at paystation.ca/nbcdigitaldeposit. Digital Deposits ( ) 4

5 Scanner requirements: Computers must be compatible with the scanner model used, and meet the minimum requirements below: Specifications Operating system Web browser Scanner connectivity Firewall Display Minimum requirements Microsoft Windows or Apple Mac OS X ( Mountain Lion ) operating system meeting the requirements below and any other requirements for the cheque scanner used Windows-based workstations: Google Chrome (version ) Internet Explorer (only IE7, 8, 9 or 11) Mozilla Firefox (version ) Mac OS X-based workstations: Apple Safari (version 8.0.6) Google Chrome (version ) Mozilla Firefox (version ) Available USB 2.0 port and ability to place the scanner at least 18 inches from the power transformer Windows-based workstations: Ports 80 and 9433 must be open for use by local applications Mac OS X-based workstations: Port 8080 Network requirements: Port 9433 must be added. To check if the port has been added, run Telnet at the following URL: A display adapter and monitor with a capacity of at least 1024 x 768 resolution and at least 256 colours In addition, the following browser settings must be configured to: Accept session cookies. Accept persistent cookies in environments configured with the driver verification feature. Digital Deposits ( ) 5

6 Service activation Once the Digital Deposits option has been added, you'll be able to access it by signing in to Internet Banking Solutions. The option will appear on the left-hand menu of your screen. A message will appear informing you that your session will remain active as you access the Digital Deposits application. Installing the scanner Downloading and installing the scanner driver IMPORTANT: A user with system administrator rights must be present to authorize the scanner driver download/installation. Do not connect the scanner before the driver installation is complete. Only install the driver authorized by National Bank. To download the driver: 1. Sign in to Internet Banking Solutions for Businesses as usual ( 2. Click on "Digital Deposits" from the left-hand menu. 3. Once directed to the Digital Deposits application, the link to download the driver will be at the bottom of the page. Digital Deposits ( ) 6

7 Click on the link for your scanner model. A file download dialog box will appear on your screen. Click on Save and choose a location on your computer for the driver. Installing the driver IMPORTANT: A user with system administrator rights must be present to authorize the scanner driver download/installation. Do not connect the scanner before the driver installation is complete. Only install the driver authorized by National Bank. To install the scanner driver: 1. Open the downloaded scanner driver installation file saved on your computer. 2. Click on Run and follow the instructions to install the driver. Once the driver has been installed: 1. Take the cheque scanner, electrical plug and USB connector out of the box. 2. Connect the scanner to your computer. Digital Deposits ( ) 7

8 Installation support Appendix A provides FAQs for different situations that may arise when you install and use the scanner. Section 2 Managing users Managing your information As an administrator, you can manage your users' access rights directly on Internet Banking Solutions. You must assign "roles" to every user and identify the location where you want the items to be deposited. Every role has predetermined authorizations. A role is a set of authorizations that allow the user to carry out one or more specific tasks. Users may have one or more roles based on the tasks they must complete. The table below indicates the access rights for each role. The administrator for Internet Banking Solutions - Businesses has access to all the above roles by default. The user administrator for Internet Banking Solutions Businesses only has the role of "administrator" in the table above. Important: Once roles have been assigned to a user profile, you must access the Digital Deposits option to assign a location to which the user can make deposits. Creating or assigning a location As an administrator, you can manage the locations to which your business' cheques are deposited. Managing locations enables you to better manage deposits based on your business reality. You can then categorize them by department, office or location for example. Note: A user cannot have more than one deposit open per location in their name, even if a different bank account has been selected for a second deposit. The first deposit for a location must be sent to the Bank before the user can begin preparing a second deposit. Digital Deposits ( ) 8

9 Section 3 Scanning/deposits Creating a deposit To make a deposit, click on the quick link on the right: Create New Deposit. Complete all the mandatory fields, those with an asterisk (*). Location: Location from which (or to which) the deposit must be processed. The Bank creates the first one by default. You may add an unlimited number of locations to manage the accounts assigned for deposits. If several locations have been assigned to your profile, Select location will be displayed as the default value in the drop-down list. You must then select a specific location in the list before proceeding with the deposit. If you have access to several locations, click on Location search to find the location you want to use. Account number: Select the account to which you want to make your deposit: You can select the account from the Account number drop-down list. Digital Deposits ( ) 9

10 If you have access to several accounts, click on Account search to find the account you want to use. Routing transit number: Provide the Bank's transit and institution number. Deposit type: The default value for this field is simple. Clearing channel: The default value for this field is image. Optional fields (1, 2, 3): Enables you to add a personalized field for a deposit (does not appear in the detailed reports for cheques). Number of items: Expected number of deposit items (cheques), including the digital deposit slip. Declared amount ($): Total amount for all items sent in this deposit. Once all the mandatory fields have been completed, you're ready to start scanning the items. Scanning an item Once the information has been entered, you're ready to scan the items for your deposit. To minimize the possibility of an obstruction interrupting the scanning, please prepare the items: Check the condition of all deposit items, removing all staples and paperclips and making sure that items have no folded corners and are not torn, as this may cause scanning problems. Organize the deposit items. Make sure that the bottom edges and headers of all items are lined up and facing the same way. Place the deposit item(s) in the scanner, following the scanner instructions. When you have prepared and placed the item(s) in the scanner, click Start Capture to begin scanning. The items will automatically be fed into the scanner. During the scanning process, the Deposit Item List page will appear so you can monitor the progress. You can make changes to the deposit or deposit items, as required. Digital Deposits ( ) 10

11 Modifying/Correcting a deposit The Modify a deposit tab allows you to make changes to the information for a deposit not yet sent to the Bank. Modifying a deposit involves selecting each item to be modified flagged with a warning icon ( provide any missing information or make changes to balance the deposit. For each deposit item requiring corrections, select the item in question. ). You must Digital Deposits ( ) 11

12 Please note: The shaded fields cannot be modified. Only the amount can be corrected. When you have made the necessary corrections, click on "Complete" to send the deposit to the Bank. The "Complete" button will be red if the deposit contains errors. It will turn green once all corrections have been made and the deposit is ready to be sent. Image quality During the scanning process, the application may detect an item for which the image quality is not acceptable. Examine the image to check if the document has been scanned correctly. If you notice that the item has been reversed, is upside down or folded, delete the item and scan it again. Refer to the messages under the image. Information is available to help you determine which corrective measure to take. If you find that the image quality is not acceptable, you can delete the item by clicking on Delete and proceeding with the deposit. Please note that some cheques cannot be scanned because they do not meet Payments Canada standards with regard to format, magnetic ink or layout. In such cases, mobile deposits can be a good alternative. Duplicates During the scanning process, the application may detect an item that corresponds to an item that already exists in the Digital Deposits database: a duplicate. The last item is displayed first on the page. The potential duplicate, which is already in the database, appears at the bottom of the page. Clients cannot see items scanned by another client or bank. Delete the current item, the duplicate, by clicking on Delete. Serious error The Serious error page will appear if an unexpected error occurs during the processing. You should then return to the previous page and start again. If the error reoccurs, quit the deposit, wait a few minutes and try again. If the error persists, contact Business Central customer service at or Digital Deposits ( ) 12

13 Eligible items Deposited items must be issued in Canadian dollars and drawn on a Canadian financial institution. Only the following original items can be deposited with the service: Cheques Certified cheques (non-perforated) Bank drafts and money orders Traveller s cheques (except those issued by Thomas Cook) Maximum number and amount of items The Bank sets limits for the amounts you may deposit and may change these limits at any time. The maximum number of items per deposit is 250. There are no limits regarding the number of deposits per day or per user. Your digital deposit may be refused if these limits are exceeded. Availability of funds We will credit your account on the day we receive the image for remote deposit. However, we may place a hold on the funds deposited to your account. The terms and conditions of access to funds are set out in our Access to Funds Policy and apply to deposits. Viewing digital deposits A 180-day history is available online for deposits with cheque images. Cut-off time Deposits sent to National Bank before 9 p.m. (ET) on a business day will be credited the same day. Any deposit made after the cut-off time will be credited to your account on the next business day. Section 4 Reports and searches Generating reports The Reports tab enables you to generate four types of report: Deposit details (docx, pdf, rtf) Item export file (csv, xls) Daily deposit summary report (docx, pdf, rtf) Deposit summary (docx, pdf, rtf) A 180-day history of data is available for you to create reports. Digital Deposits ( ) 13

14 Doing searches The Research option enables you to do a search of the items scanned over the last 180 days. A maximum of 100 items applies to any search. Digital Deposits ( ) 14

15 Keeping and destroying items Once you have received confirmation from the Bank that we have received and verified your scanned deposit, we recommend that you indicate that the cheque was deposited electronically on the original cheque (e.g., "digital deposit"). This will reduce the risk of errors. Original copies of deposited items must be filed at a secure location for 15 days following the deposit date, and then destroyed. During this 15-day period, you must check that the deposit amount has been credited to your account, and reconcile your account entries. You must ensure that reasonable procedures are in place for the security, storage and destruction of original items. In particular, these measures must prevent: (i) original items from being presented for payment again; (ii) the theft or reproduction of original items; (iii) access to information about original items. Customer service Our customer service representatives are available from 7 a.m. to 8 p.m. (ET), Monday to Friday, at or Digital Deposits ( ) 15

16 Section 5 Appendix A - FAQ Appendix A FAQ QUESTION LOGIN The user is unable to open a session. DEPOSITS The user is unable to initiate a deposit ANSWER Solution 1 Check the client access code. As needed, generate a password. Solution 2 Close the browser completely and reopen it. As needed, contact customer service. Solution 1 Check that the user has the role of: "Operator" or "Self Operator" Solution 2 Make sure that at least one location appears in his profile. "Unknown item" error on a cheque The item image is not accepted by the scanner As needed, contact customer service. Means that the system does not recognize it. The scanner can't read the MICR line. The MICR line fields that appear at the bottom of the cheque and are usually visible online are not displayed, causing an error. It's unusual but it can happen if the MICR line is not in the right place on the cheque, e.g., off-centered cheque resulting in the line being too high or too low (may even happen with a government cheque). Remove the cheque from the deposit and try to scan it again. If the error persists, it means that the MICR line is not visible. You must deposit this cheque in a different way, either by mobile deposit, ABM or at a branch. For more information on mobile deposits, go to nbc.ca. As needed, contact customer service. Check that the item is eligible for digital deposits (see Eligible items on page 13). Delete the item from the deposit and try scanning it again. As needed, contact customer service. Digital Deposits ( ) 16

17 Get a blank page when trying to make a deposit or complete a deposit that is already open SCANNER The deposit cannot be made because there is an obstruction in the scanner "Scan the Items": Code 303 Firefox: Error The scanner driver must be downloaded every day This means that the Digital Deposits application is not able to communicate with the scanner. Restart the computer and start again (when a user does not start up their own computer, this sometimes causes system errors.). Delete the scanner driver and reinstall it (make sure that the user has the required rights). Remove the item and try to scan it again. If you cannot remove the item, contact customer service. Two scanner drivers may be installed on the computer. If this is the case, the Scan the Items function will not work. Be careful in checking for the driver because it does not always have the same name in the list of programs. The driver MUST be downloaded from the Digital Deposits site for the option to work, not from the scanner provider. Contact customer service. Digital Deposits ( ) 17