InterChange. WIA Tool Manual. The Salvation Army Southern Territorial Headquarters 2017 InterChange University

Transcription

1 InterChange WIA Tool Manual The Salvation Army Southern Territorial Headquarters 2017 InterChange University

2 Table of Contents CDS Lockbox: The WIA Tool... 2 Step 1-Configure Internet Explorer... 3 Step 2-Log in... 4 Step 3-Searching the Archive... 5 Using Operators... 5 WIA Operators... 6 Search Criteria Work Type: Remit Slip: Checks: For Credit Card searches:... 8 Step 4-Getting Results... 9 View Options Job Aid: WIA Tool InterChange University 1

3 CDS Lockbox: The WIA Tool WIA Tool CDS Overview: The Salvation Army receives many donations from direct mail solicitations. When donors submit donations in a paper envelope, they are sent via snail mail to a PO Box which is managed by a lockbox vendor. In 2016, The Salvation Army Southern Territory consolidated its various lockbox vendors to one vendor: CDS Lockbox. Once CDS sweeps its various lockboxes (collects and gathers the donations), it then deposits donations into their designated bank accounts. CDS also scans and archives donations and their pertinent information (such as the remit slips and the deposit slips) into an online system that can be accessed by those with log in credentials. This online system is called the WIA Tool (Web Image Archiving Tool). This manual details how to use the WIA Tool. Assumptions: -You have taken the WIA training (either via webinar or on demand). -You understand that this manual is intended to be used as a supplemental instructional tool and is not designed to be used as an independent instructional resource. -You have permission to access the WIA tool and have been granted log in credentials by the InterChange Support Services Team (interchange@uss.salvationarmy.org). Lesson Objectives: You will be able to configure your Internet Explorer browser so that it is compatible with the WIA tool You will be able to use the WIA tool to search for a variety of donation types (check, credit card) and information directly related to donations (tribute gifts, pledges, etc.) You will be able to use the WIA tool to search for non-donation related information on an archived remit slip (address changes, prayer requests, etc.) 2017 InterChange University 2

4 Step 1-Configure Internet Explorer The WIA tool only works with the Internet Explorer browser. However, you ll need to configure your IE browser to use the WIA tool so that the tool is compatible with the browser. Here s how you do this: 1. Once you open up IE, click on the little gearshift icon in the far right-hand corner of your screen. 2. A drop-down menu will appear. Click on Compatibility View Settings. 3. Enter the WIA website ( into the top field (if it doesn t automatically populate) and then click Add. Once you see the website added into the box below the add in field, click Close. You are now ready to use the WIA with IE InterChange University 3

5 Step 2-Log in 1. Enter the WIA URL into your IE browser. 2. Enter the log in credentials you were assigned by the Support Services Team. 3. The first time you log into the WIA tool, you ll want to change your password from the generic password the SST assigned you to a more secure one. You ll probably be prompted to change your password, but if not, you can change your password by clicking on the Change Password hyperlink on the Home screen (not pictured here) InterChange University 4

6 Step 3-Searching the Archive WIA Tool CDS 1. When you log into the WIA tool, you ll be taken to the Home Page. To access the Archive, you ll need to click on the Archive hyperlink. a b c 2. You will see three boxes that contain search fields: a. Transaction Level (Deposit Date is a required field for any archive search) b. Coupon Level (informaiton that s found on a Remit slip) c. Check Level (if the donation is a check, information that s found on the check) *Once you enter in your search criteria, click the Search button to be taken to the Results tab. Use either Coupon or Check search Once you enter the required Deposit Date in the Transaction box, you can only use the search criteria in either the Coupon Using Level Operators the Check Level box. You cannot use search criteria in both the Coupon and Check boxes InterChange University 5

7 1. Adjacent to each search criteria, you ll see two fields. One field will be a drop-down menu which contains operators. The second field, to the right of the operator field, is the field where you enter specific search critera. 2. Once you click on the field that contains the drop-down menu, you ll see a list of operators from which to choose. Please see the chart on the next page for more information on what each operator pertains to. WIA Operators 2017 InterChange University 6

8 Operator Equals Less than Less than or Equal to Greater than Greater than or Equal to Between Starts with Ends with In Contains Description When you select this operator, the WIA Tool returns records that include the exact value you define. For example, if you select Deposit Date "Equals 10/1/16, the results only include records with the deposit date of 10/1/16. When you select this operator, the WIA Tool will return records that include values less than (or before, in the case of dates) that you define. For example, if you select Deposit Date Less than 10/1/16, the results only include records before the deposit date of 10/1/16. When you select this operator, the WIA Tool will return records that include values less than (or before, in the case of dates) and equal to the criteria that you define. For example, if you select Amount Less than or Equal to $300, the results will include donations that are $300 and donations that are less than $300. When you select this operator, the WIA Tool will return records that include values greater than (or after, in the case of dates) that you define. For example, if you select Deposit Date Greater than 10/1/16, the results only show records after the deposit date of 10/1/16. When you select this operator, the WIA Tool will return records that include values greater than (or after, in the case of dates) and equal to the criteria that you define. For example, if you select Deposit Date Greater than or Equal to 10/1/16, the results show records on and after the deposit date of 10/1/16. Use this operator when you d like to search between two criteria, such as between the dates of 10/1/16 and 11/1/16. Use this operator if you d like to broaden your search to include criteria that begins with the same information. For example, if you wanted to search for all the G7 geocodes, you would enter Starts with G7 to show these results. Use this operator if you d like to broaden your search to include criteria that ends with the same information. For example, if you wanted to search for all transactions that had an account that ended with 0009 you would enter Ends with 0009 to show these results. This operator can be used when searching for criteria that doesn t have a simple common entity. You can separate each search with a comma and the system will search for matching criteria. For example, let s say you wanted to search transactions from Geocode G7ADK and M7ALM. Next to Geocode, you could enter, In and then place G7ADK, M7ALM in the search criteria field to show the respective results. This operator allows you to search criteria that contain the same type of information. For example, if you re looking for records that contain an address change, you can enter in Contains {Queue Number} InterChange University 7

9 Search Criteria 1. Work Type: Work Type searches are used when you need to limit your search to donation types or payment types. In the Work Type field enter one of the values below: 1: for only a remit slip (you ll need to use this when searching for a credit card) 2: includes remit slip and the corresponding 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 remit slip 6: check only, meaning that the donation was sent in by check, but without the accompanying remit slip 2. Remit Slip: For Remit Slip searches use the Coupon Level fields. To search on a finder number, use the Account field. To search by a geocode, use the Geocode field. Use the Queue field and the values below for additional searches: 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 for) 3 Other Correspondence 4- Prayer Requests 5-Pledges Use the Solicit Code field and the values below for additional searches: A Do Not Acknowledge B Do Not Solicit C Deceased Use the Interest Code field and the values below for additional searches: 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 Hon/Memorial (indicates a memorial or in honor of gift) H Contact by phone (indicates the donor added their ph number) 3. Checks: You can search by Check # and the Amount on the check. You can also search: On the donor s bank account number by using the Check R/T field. On the series of numbers on the bottom of a check (MICR), by using the MICR Line field. 4. For Credit Card searches: Enter in Work Type field: Equal to 1 Enter in Amount: Greater than 0 Any additional search criteria 2017 InterChange University 8

10 Step 4-Getting Results WIA Tool CDS Once you select your criteria and click on the Search button, you will be automatically redirected to the Results tab, where you will see a list of items that match your search criteria. You can export this list into a CSV or PDF file, and view individual checks, remit slips and other deposit information. Data in columns can be sorted Just like in an Excel document, if you double-click on a column name, the data in that column will be sorted by type or in order. Double-clicking on the column name a second time will reverse the sort Under the Results tab, you can: 1. Export your list of results into a CSV or PDF file by clicking on the or icons respectively. 2. View Deposit Dates, Account numbers, amount of donation and other important information that s listed in the columns. 3. View individual documents by clicking on the icon or view the complete stack of documents for that particular donation by clicking on the Options on next page. 4. Scroll through pages. icon. Please see View Not all criteria and columns are pertinent Some d. of the columns/search fields you ll see in the WIA tool are not pertinent for The Salvation Army and are only used internally by CDS. Sequence #, Site ID, Client ID, Process Type, Barcode and Doc ID are not used by TSA InterChange University 9

11 View Options Once you click on or you ll see an image appear at the bottom of your screen. You can use the plus or minus keys to adjust the size of the image and, if you ve chosen, you can use the scroll bar to scroll through multiple pages of the image. Some of the items that you may see when viewing a donation are pictured and explained below: 1. The front and back images of the remit slip. (Remit slips are called Coupons in WIA) 2. An image of a check (if the donation came in via check) 3. The deposit slip (that confirms money was deposited into the approriate bank account) 2017 InterChange University 10

12 Job Aid: WIA Tool WIA Tool CDS How to Search for a Donation 1. Log into the WIA Tool and click on the Archive hyperlink. 2. In the Transaction box, enter in Deposit Date search criteria (this is required for every search). 3. Enter in search criteria in either the Coupon box search fields or the Check box search fields. 4. Click the Search button to be taken to your results. Enter search options in the boxes on this screen. You ll need to enter an operator such as Equal to, Greater than or equal to or Contains, etc., for each value you want to search on. The Transaction Level 5. box 6. is used to search by Deposit 7. Date, the Batch number 8. or work type. Work types are 9. for multiple document 10. searches. After you finish selecting all your search parameters, click Search. The Coupon Level box is used to search on Remit Slip data like a Geocode. The Check Level box is used to search on data from a check such as the donor s checking account number, the check number or check amount, etc InterChange University 11