Heritage Bank Correspondent Lockbox. Lockbox. User Guide

Transcription

1 Heritage Bank Correspondent Lockbox Lockbox User Guide

2 Contents Accessing Lockbox... 1 Messages... 2 Moving messages... 4 Batch messages... 5 Message administration... 6 Creating a message... 6 Recalling a message... 8 Searching a Lockbox Using a saved lockbox search Using a saved lockbox search, cont Transaction images and details Managing saved searches, cont Lockbox profiles Reports Treasury Information Reports Batch Image Retrieval Preferences Payor Administration Adding a payor Deleting a payor bank account Definitions Wells Fargo Bank, N.A. All rights reserved. Member FDIC.

3 Accessing Lockbox 1. Sign on to the Commercial Electronic Office (CEO ) portal at the following address: Saved Searches is a link that appears for all users. If you are authorized, you will also see a link to the Batch Image Retrieval feature. You are automatically logged off of CEO after 15 minutes of inactivity. This is required to protect our customer s information security. 2. Click Lockbox. The Lockbox service home page displays. Quick links on the left side are shortcuts to frequently used features. Note: The items listed on the home page menu are all available options for the Lockbox service. The options you see are determined by your lockbox set up and user authorizations. 1

4 Messages You can view messages the company administrator sends. To view messages: 1. From the Lockbox service home page, click Messages or Message Administration. The Messages page displays with two tabs: Messages: Messages recently sent to you and not yet marked old. Old Messages: Messages you mark as old. 2

5 Messages Cont. The following table describes the columns on the Messages page. Column Checkbox column Checkbox Description Select All or de-select All capability. Allows you to select any number of messages to view or move between the Messages tab and the Old Messages tab. Envelope Indicates the incoming mail message and displays the urgency. A yellow icon indicates the message is urgent. From Subject Received Expires Sent by the person indicated. Indicates the subject. Received on date indicated. Expires on the indicated date and is removed from the Messages list, including the Old Messages list, if the message is marked as old. Note: Messages display within your company only. They are not sent to Wells Fargo. XX XX XX XX The message content displays in the Message field. XX XX 3

6 Messages Cont. Message content includes: Messages displayed Company, Lockbox, or Lockbox Site type messages. Message structure A primary heading (Message) plus fields as listed in the table below: Message Field Date Received Date Expires Message Body Mark As Old button Back to Top link Description The date the message is received (mm/dd/yyyy format). The date the message expires and is removed from the messages list. The actual text the user enters when creating and posting a new message. The message moves to the Old Messages tab from the open message. The action that returns you to the top of the page. The following is an example of the Messages page when there are no messages. Moving messages You can move messages from the Messages tab to the Old Messages tab to retain your message(s) until the expiration date. Old messages are messages you have read and no longer need immediately, but want to keep archived. 1. Select a checkbox for a message (or several messages). Note: You can select the checkbox at the top of the column to choose all messages. 2. Click Mark as Old. Note: You can also click Mark as Old from an opened message. 4

7 Messages Cont. XX XX XX XX XX XX Batch messages The system sends a batch message when a lockbox batch has been reloaded. Note: Reloading is a process to correct an error the system detects, including: A submitted batch that contains an error and cannot continue processing. A replacement batch that is submitted to the system to overwrite the original batch and correct the error(s). Batch messages expire in 30 days. You can move these messages to the Messages or Old Messages tab. A blue circle (updated) icon is reloaded. also displays in the transaction row on the Lockbox Search Results page to indicate a batch 5

8 Message administration The message administration function allows you to create new messages and recall messages. You need administrator permissions to use this function. If you click Message Administration from the Lockbox service home page, and do not have administrator permission, you can only view incoming Messages or Old Messages. Creating a message 1. From the Lockbox service home page, click Message Administration. The Message Administration page displays. 2. Click Post New Message. 6

9 Message administration, cont. The Message Administration page displays. XX XX 3. Select the Message Type from the dropdown menu. Options are: Company, Lockbox, and Lockbox Site. Note: If you select a Lockbox message type, the Lockbox Number & Name field displays. Select the Lockbox Number & Name from the dropdown menu. If you select a Lockbox Site message type, the Lockbox Site field displays. Select the Lockbox Site from the dropdown menu. 4. Enter a Subject. A maximum of 60 characters, including spaces, is allowed in the field. 5. Click the Urgent checkbox if your message is urgent. 6. Click the calendar icon to select the Start Date, the day to send the message. The Start Date cannot be set prior to the current date. However, you can select a future date. 7

10 Message administration, cont. 7. Click the calendar icon to select the End Date. Note: The End Date cannot be set prior to the current date. The difference between the Start Date and End Date cannot be more than 30 calendar days for a manually created message. A manually created message expires 30 days after the Start Date. The message is deleted at 12:00 a.m. Pacific Time on the End Date you select. 8. Enter your message in the Body field. Note: This field is optional. A maximum of 400 characters, including spaces, is allowed in the field. 9. Click Post. The Message Saved pop-up window displays. 10. Click Close. No further action is required. Recalling a message You can use this administrative function to recall (delete) a sent message. 1. From the Lockbox service home page, click Message Administration. 8

11 Message administration, cont. The Message Administration page displays. 2. Select the checkbox for the message (or messages) to recall. Note: You can recall (delete) any number of messages at one time. 3. Click Recall Message. The Recall Message(s) pop-up window displays. 4. Click Yes, Recall to delete the message, or click Cancel to stop the recall. 9

12 Searching a Lockbox Select a Lockbox Use this feature to search for a specific lockbox or multiple lockboxes. 1. From the Lockbox service home page, click Select Lockboxes on the navigation bar. Note: Select Lockboxes is the home page for the Lockbox service. The Message page is your home page if you are not authorized to use the Select Lockboxes feature. If you only have one lockbox for your user ID, you go directly to the Search page and skip the steps on this page. The Select Lockboxes page displays. 2. Select one or more checkboxes or select the checkbox at the top of the column to select all. If you have access to more than ten lockboxes, the Filter Lockboxes allows you to manage your selection. Filter Lockbox does not appear for users with less than 10 lockboxes. 3. Click Continue. Note: Within the same session, your search page defaults to the last search you performed. If you log on again for a new session, the system defaults to the last search you performed if you have your user preferences set to Use the last search as the default on the next login. Search preferences override customer-saved search selections. If a column is unchecked in your user preferences set up, the field does not display, even if you select the field for a custom or saved search. 10

13 Searching a Lockbox cont. The Search page displays and provides fields of information for entering search criteria. Note: Not all users have access to payor data. A maximum of 20 payors can be selected for a search. 11

14 Searching a Lockbox cont. 4. Select the Transaction Type from the dropdown menu. You can select a specific transaction type. Available options are: All: All transaction types. This is the default. Regular: Transactions consisting of one or more checks and supporting invoice(s), including correspondence, if applicable. Correspondence Only: Documents received without a check. This selection may not be available to all users. Check Only: Checks received without supporting documents. Multiple Checks: Transactions consisting of more than one check and supporting documents, including correspondence, if applicable. This option may not be available to all users. Credit Card: Transactions consisting of a credit card payment and supporting documents, including correspondence, if applicable. This option may not be available to all users. Note: You may not see all options in the Transaction Type dropdown menu as they are based on your lockbox setup. Search criteria fields vary by the Transaction Type selected. If your lockbox work is processed on the weekend, users can search on images over the weekend. Not all boxes are processed on weekends; this is a special request and fees do apply. Required fields for Transaction Type selection: All, Regular, Check Only, and Multiple Checks Your transaction type will default to All. Other options are Regular and Check Only. Depending on the processing instructions on file for your lockbox, you may also see Multiple Checks, Correspondence Only, and Credit Card. Note: You can enter a range to search using the (-) symbol, as in , when searching on the Check Number, Batch, and Sequence Number fields. A. Enter or select options for at least one required field. 12

15 Searching a Lockbox cont. 1) Select a Deposit Date/Period from the dropdown menu, if applicable. Options include: Today Previous Business Day Current Week to Date Last Week Last and Current Week Current Month Last 30 Days Last 60 Days Last 90 Days Custom Dates Note: You may search the entire seven year archive for a single box. If you are searching multiple boxes, you will be limited to a 60-day ran If your date range exceeds 60 days, you will see this error message: WLB4108: The search date range must be less than 6o days. For this reason, Last 90 Days does not appear as an option in the drop-down menu if multiple lockboxes are selected. 2) Click the calendar icon to select a Deposit Date Range, if applicable or enter dates using mm/dd/yyyy format. Note: This field is required if you select Custom Dates from the Deposit Date/Period dropdown menu. Also, a date range is required if you are searching for multiple lockboxes. 3) Enter a Check Amount range, if applicable. 4) Enter a Transaction Total range, if applicable. 5) Enter a Check Number, if applicable. (Include a range using the (-) symbol, as in ) B. You can include the following fields in your search: Enter a Batch, if applicable. Sequence Number, if applicable (Include a range using the (-) symbol, as in ) Check RTN, if applicable Enter a Check Account Number, if applicable. Select a Payor, if applicable. Click CTRL (Command ) to select multiple payors or Clear All to remove your selections. Optional fields for Transaction Type selections: All, Regular, Check Only, and Multiple Checks C. If you select a single lockbox to search, you can choose up to five additional search options. However, if you select more than one lockbox (multiple lockboxes) to search, you can only choose three additional search options, if applicable. 1) Select the option from the dropdown menu, and enter information into the field that displays. Common options include: Account Number Address information (Address Line 1, Address Line 2, City, State, and ZIP) Check Date Customer Number Discount Amount Invoice Amount Invoice Date Invoice Number Remitter Name Tenant/Unit # Note: Search fields only display if your lockbox or lockboxes are set up for data keying of those fields. The list of options only includes the most common choices and does not reflect all available options in the dropdown menu. Optional field choices vary by the transaction type you select. You can only select an item one time. Once selected, the option grays out and is no longer available. You can enter a range (such as ,000.00) for an amount field. 13

16 Searching a Lockbox cont. D. After entering at least one required field and any optional fields, click Search. Note: You can click Reset to clear all the fields. Required fields for Transaction Type selection: Correspondence Only Note: You can enter a range to search for all fields (such as for a batch range). 1. Select Correspondence Only from the Transaction Type dropdown menu. 2. Enter or select at least one required field. A. Select a Deposit Date/Period from the dropdown menu. Options include: Today Previous Business Day Current Week to Date Last Week Last and Current Week Current Month Last 30 Days Last 60 Days Last 90 Days Custom Dates B. Click the calendar icon to select a Deposit Date Range. 14

17 Searching a Lockbox cont. Note: This field is required if you select Custom Dates from the Deposit Date/Period dropdown menu. Also, a date range is required if you are searching for multiple lockboxes. C. Enter a Batch number or batch range, if applicable. Optional fields for Transaction Type selection: Correspondence Only D. If you select a single lockbox to search, you can choose up to five additional search options. However, if you select multiple lockboxes to search, you can only select three additional search options. 1) Select the option from the dropdown menu, and enter information into the field that displays. Common options include: Account Number Address information (Address Line 1, Address Line 2, City, State, and ZIP) Check Date Customer Number Discount Amount Invoice Amount Invoice Date Invoice Number Remitter Name Tenant/Unit # Note: Search fields only display if your lockbox or lockboxes are set up for data keying of the field. The list of options only includes the most common choices and does not reflect all available options in the dropdown menu. Optional field choices vary by the transaction type you select. You can only select an item one time. Once selected, the option grays out and is no longer available. You can enter a range (such as ,000.00) for an amount field. E. After entering at least one required field and any optional fields, click Search. Note: You can click Reset to clear all the fields. Required fields for Transaction Type selection: Credit Card Note: If Wells Fargo completes the data keying, only the last four digits of the credit card number display in the value added keying (VAK) field. You can enter a range to search for all fields (such as for a Batch range). 15

18 Searching a Lockbox cont. 1. Select Credit Card from the Transaction Type dropdown menu. 2. Enter or select options for at least one required field. A. Select a Deposit Date/Period from the dropdown menu, if applicable. Options include: Today Previous Business Day Current Week to Date Last Week Last and Current Week Current Month Last 30 Days Last 60 Days Last 90 Days Custom Dates B. Click the calendar icon to select a Deposit Date Range. Note: This field is required if you select Custom Dates from the Deposit Date/Period dropdown menu. Also, a date range is required if you are searching for multiple lockboxes. C. Enter a Check Amount range. D. Enter a Transaction Total range. Note: The following field is not required, but may be selected in addition to one of the required fields above. E. Enter a Batch number. Optional fields for Transaction Type selection: Credit Card F. If you select a single lockbox to search, you can choose up to five additional search options. However, if you select multiple lockboxes to search, you can only select three additional search options. 1) Select the option from the dropdown menu, and enter information into the field that displays. Common options include: Account Number Address information (Address Line 1, Address Line 2, City, State, and ZIP) Check Date Customer Number Discount Amount Invoice Amount Invoice Date Invoice Number Remitter Name Tenant/Unit # 16

19 Searching a Lockbox cont. Note: Search fields only display if your lockbox or lockboxes are set up for data keying of the field. The list of options only includes the most common choices and does not reflect all available options in the dropdown menu. Optional field choices vary by the transaction type you select. You can only select an item one time. Once selected, the option grays out and is no longer available. You can enter a range (such as ,000.00) for an amount field. G. Click Search after entering at least one required field, and any optional fields. Note: You can click Reset to clear all the fields. Search results After you enter and select the required search criteria and any optional criteria for the applicable Transaction Type and then click Search, the Search Results page refreshes and provides a lockbox Summary. A maximum of 150 transactions displays for a single search. If the results exceed 150 transactions, you receive a message prompting you to refine your search. Note: The Status column displays the updated icon if the batch is reloaded. The updated icon does not display after the transaction (item) is viewed. A green check mark displays in the Status column when the item has been reviewed. If your lockbox is set up with multiple deposit accounts, only the primary account displays at the lockbox level. The actual deposit account displays at transaction level. 17

20 Searching a Lockbox cont. 1. Click a Transaction Total link to view the transaction details, or select a checkbox and click View Images. Refer to the Transaction images and details section for more information. If you select checkboxes, your search will be limited to 50 images or fewer. The Total Items Selected counter keeps a running total. Note: You will always be able to view a single transaction, even if it contains more than 50 images. From this page you can: Print the search results by clicking the Print icon. Download the results in PDF, RTF, and other formats or export to an Excel spreadsheet by clicking the green Download icon. All data fields will appear in an excel export regardless of search criteria used to generate the search results. When a user searches on multiple boxes that have different VAK fields, all fields will appear in search results (depending upon preference settings ) but some will be blank if they do not apply to a certain box or boxes. 18

21 Searching a Lockbox cont. Search results, cont. The table below lists the columns associated with the Search Results page. Column Checkbox Status Description Allows you to select a transaction or several transactions in order to view images or mark as reviewed. Lists the transaction status, such as Reviewed or indicates the batch has been reloaded. Note Indicates when there is a note attached to the transaction. Transaction Total Batch Number Deposit Date Account Check Number Check Amount Totals the dollar amount for the transaction (including multiple checks, if applicable). Assigns number to the batch. Indicates the date the transaction is received in the lockbox. Shows the lockbox account number that receives the remittance. Identifies the check number of the remittance, if applicable. Displays the amount of the check received with the transaction. Site Indicates the location of the remittance with a two- to three-character code. Lockbox Payor Transaction Type Shows the lockbox number for the user. Identifies the name of the person or company submitting the remittance. The database reads the RTN and account number associated with the payor and activates the Unknown link if the system cannot match the bank information with the payor name on the check. Indicates the type of transaction from the following: All, Regular, Multiple Check, Correspondence, and Credit Card. All -all transactions without any filters Regular - transactions with a check, excluding Credit Card and Correspondence Multiple Check -transactions received with more than one check Correspondence - no check, zero dollar amount Credit Card -payments made using a credit card instead of a check. Transaction types are assigned at the individual transaction level and will vary based on the transaction types processed for your box and your processing instructions. Note: Unlike Transaction Types found at the individual transaction level, Work Types are assigned at the batch level. Refer to Batch Image Retrieval for more information. Number of Items Lists the total number of items, such as 2, if two checks are received for the transaction. 19

22 Searching a Lockbox cont. Saving a lockbox search You can save a lockbox search to use as a template for future searches. 1. From the Search Results page, click Save Search. Note: You can save up to 10 searches. The Save Search link is not active if you already have 10 saved searches. In that case, delete at least one saved search to add a new one. The Save Search pop-up displays. 2. Enter a Search Name. 3. Click Save. Or click Cancel to return to the Search Results page. Note: If you enter the same name as a previously saved search, a pop-up window displays, asking if you want to overwrite the existing search. 4. Click Save to overwrite the existing search name, if applicable. You can also click Cancel to return to the Search Results page without saving the search. The Search Results page refreshes and the saved search is now in the system database. 20

23 Searching a Lockbox cont. Using a saved lockbox search You can use a previously saved lockbox search to locate a lockbox or multiple lockboxes. 1. From anywhere within the Lockbox application, click Saved Searches. Saved Search displays the list of saved searches. 2. Click a Saved Searches link associated with the saved search you want to view. 21

24 Searching a Lockbox cont. Using a saved lockbox search, cont. The Search Results page displays transactions meeting the search criteria, including all images. 22

25 Transaction details Accessing transaction details The Transaction Details page displays check information, Value Added Keying fields, transaction total, deposit date, and includes a listing of all checks received in a single transaction. The Transaction Type, Transaction Total, Batch Number, and Deposit Date display. Mark as Viewed: The mark is attached to the transaction that was marked, so any user that views that transaction will see the mark. They will see then name of the person that marked it and the date. Also, each transaction can be marked multiple times although only information for the last user to mark it will display.the Lockbox section lists the following: Lockbox Name Number Site Deposit Account Number 23

26 Transaction Details, cont. The Checks section provides details about each check including: Check Amount Check Number Check Account Number Check RTN (routing transit number). Note: The first four items always display for transactions containing a check. The information for these fields is derived from the check MICR line. Check Date Customer Number Note: The Nickname, SSN, and Customer display only if entered through value added keying for the lockbox. The Invoices section provides details about each invoice: Invoice Number Remitter Name Invoice Amount Note: Information for these three items only display if entered through value added keying (VAK) for the lockbox. These fields are selected by your company. The actual fields you see may vary. Adding a note Any notes or messages associated with the transaction display in the Notes section. You can also add a note. You cannot delete a note that has been saved although, you can add any number of notes to a transaction detail, up to the maximum allowable of characters. A maximum of 255 characters, including spaces, is allowed. 24

27 Transaction Details, cont. 1. Click Add Note on the Transaction Details page and enter a new note in the Add Note field 2. Click Save to update the transaction with the new note. You can click Cancel to clear the message. Note: Once you click Save, the new note cannot be edited or deleted. The Save this Note? pop-up window displays. 3. Click Save. Note: You can select the Mark as reviewed checkbox from this pop-up to indicate the item has been reviewed. The Transaction Details page displays. XX From this page, you can: Click View Images to review the transaction images. Click Mark as Reviewed to indicate the item has been reviewed. When you download or print, the results include: details, all notes, and transaction(s) marked as reviewed (with indicator). The format options for printing or downloading are PDF or RTF. For transactions marked as reviewed more than one time, the user and date details display for only the most recent mark. Transaction images and details 25

28 Transaction Details, cont. The Transaction Images and Details page displays the transaction details and includes available images. A maximum of 10 images display on a page. You can view more than one image simultaneously. Mark as Viewed: The mark is attached to the transaction that was marked, so any user that views that transaction will see the mark. They will see then name of the person that marked it and the date. Also, each transaction can be marked multiple times although only information for the last user to mark it will display. The following options are available for viewing an image: Click Adjust Image (such as lighter, darker, or zoom) to improve the image quality. Click View Back to review the back of the check or document. Click the Print icon to print the image. Click the Export icon to export the image in PDF or RTF format. Click Next Page, if there are more than 10 images, to view the additional images. Click Previous Page to go back to the previous page. Managing saved searches You can modify or delete a saved search starting from the Lockbox service home page. You can also view all your saved searches on one page. 26

29 1. From the Lockbox service home page, click Saved Searches. The Saved Searches list expands. 2. Click Saved Searches Details. 27

30 Managing saved searches, cont. The Saved Searches Details page displays. 3. Select a Select a Saved Search radio button. The Saved Search Details display. 4. Complete one of the following options from this page. Click Search to run the selected search. Click Refine to modify the search criteria for that saved search. Click Delete to delete a saved search. Click in the search name (to move your cursor to the field) and edit the name. Then click Save (Save only becomes active if you edit the search name). Note: The maximum number of allowed saved searches is 10. If you already have 10 searches, you need to delete one to add a new saved search. The Delete Selected Search pop-up window displays if you click the Delete link. 5. Click Delete, if applicable, to confirm the deletion. 28

31 Lockbox profiles The Lockbox Profiles page is available to all users and displays the lockboxes you are authorized to access. 1. From the Lockbox service home page, click Lockbox Profiles. The Lockbox Profiles page displays. The Status column displays Active or Historical. Active indicates the lockbox is open and still fully functioning as set up. Historical indicates the lockbox is closed and the customer retains access to the old images. Historical can also indicate the lockbox is still open, but the customer has stopped the image service, and has retained access to old images. Note: The most common reason to view (and print) th e information on the Lockbox Profiles page is to review the Keyed Fields. Also, this page displays the Image Storage Start Date information and Image Storage Stop Date information, which can affect your search criteria. 29

32 Lockbox Profiles, cont. 2. Click the Print icon to print the Lockboxes information. The Lockbox Profiles page displays the following columns of information. Column Description Number Site Lockbox Name Image Storage Start Date Image Storage End Date Status Retention Tier The lockbox number displays. The lockbox location displays. The lockbox name the customer provides. The date when images began to be captured for this lockbox. An error message displays if you try to search before this date. The last day images were captured for this lockbox. An error message displays if you try to search after this date. The current status of the lockbox data. Active or historic status displays. The length of time the images and information are retained. Note: You can select the retention tier timeframe. Keyed Fields The fields with keyed data set up for the lockbox 30

33 Reports You can download a usage report for a specific lockbox or group of lockboxes. You can run a user report for a maximum of six months plus one day, (for example, 5/20/2010 to 11/21/2010). Special authorization is required to access the Lockbox Usage Reports and Treasury Information Reporting (TIR). Note: The Reports link and Lockbox Usage Report link do not display on the Lockbox service home page menu if you are not authorized for the reporting function. If you have TIR authorization, a Reports link displays on the Lockbox service home page. This link directs you to the Treasury Information Reporting page (shown in the Treasury Information Reports (TIR) section). If you have authorization for TIR and the Lockbox Usage Report, a Reports link displays on the Lockbox service home page, and the Lockbox Usage Report link displays on the Reports page. If you have authorization for the Lockbox Usage Report and not TIR, a Lockbox Usage Report link displays on the Lockbox service home page instead of the Reports link and you skip the Reports page. You are directed to the Lockbox Usage Report page. Lockbox Usage Report 1. From the Lockbox service home page, click Reports or the Lockbox Usage Report. 31

34 Reports, Cont. The Reports page displays (if you click Reports), or the Lockbox Usage Report page displays (if you click Lockbox Usage Report ). The following example shows the Reports page. 2. Click Lockbox Usage Report. Note: Refer to the Treasury Information Reports (TIR) section for more information about the Cash Equivalent Suspect report. The Lockbox Usage Report displays. 3. Click the calendar icon to select the Activity Dates or enter the date using mm/dd/yyyy format. 4. Select the file format from the dropdown menu, if needed. HTML is the system default. Note: The available report formats are HTML, PDF, Excel, CSV, and BAI. 5. Select the Sort Order from the First or 1, Second or 2, and Third or 3 dropdown menus, if applicable. 6. Select the checkbox next to the Lockbox Name for the lockbox information to download. You may select any of the checkboxes or select the checkbox at the top of the column to choose all lockboxes. 7. Click Download. The Report Criteria page displays the report details. XX 32

35 Reports, Cont. The following table lists the report columns with a description: Column UserID Date Lockbox Number Number of Searches Number of Transactions Selected Number of Items Retrieved Number of Items Reviewed Description The user name of the person conducting the lockbox activity. The date of the lockbox activity selected. The lockbox number. The total number of searches conducted for the lockbox number. The number of transactions the user selects to view for the reporting period. The number of items retrieved for the report. The number of items marked reviewed for the reporting period. Note: You can click Print or Close Window after viewing the report details. Treasury Information Reports 1. From the Lockbox service home page, click Reports. The Reports page displays if you have both TIR and Lockbox Usage Report authorization. If you have TIR only authorization, the Treasury Information Reporting page displays. The following example displays the Reports page for a user with TIR and Lockbox Usage authorization. 2. Click Treasury Information Reporting. Note: If you have TIR authorization, the Treasury Information Reporting link displays on the CEO portal home page. 33

36 Reports, Cont. Note: If you have TIR authorization you can also click Open Treasury Information Reporting from the CEO portal home page. The Treasury Information Reporting page displays. 3. Select one of the following Intraday Activity Reports radio buttons and a report format from the dropdown menu: Lockbox Availability Lockbox Detail Cash Equivalent Suspect. Wells Fargo provides this report as a courtesy, free of charge. The report lists items suspected to be cash equivalents (such as Cashier s Checks, Money Orders, and Travelers Checks). While the Cash Equivalent Suspect report may be helpful to you, Wells Fargo is unable to completely verify the accuracy of the report data. Note: The available report formats are HTML, PDF, Excel, CSV, and BAI. HTML is the system default. 4. Click Create Report to generate the report. Customize TIR 1. With the report selected on the Treasury Information Reporting page, click Customize. Note: You have the option to customize the selected report. The Customize Standard Report page displays. 34

37 Reports, Cont. 2. From this page, you can customize a report: A. Select a Report Format from the dropdown menu. HTML is the system default. B. Select the account (or accounts) in the Select Accounts field to choose the accounts to include. (Use the Ctrl key to select multiple accounts). Note: You can choose the Select all Accounts checkbox to include all accounts. C. Select a Filter Category from the dropdown menu. The Filter Category options include: Account No. Bank ID Currency D. Enter a Filter Value, and then click Filter. E. Select a Relative Date or Date Range. Options include: Current Business Day Previous Business Day Last Monday Last Tuesday Last Wednesday Last Thursday Last Friday Last Week (business days) Last 5 Business Days Last Month Month to Date Custom Date F. Click the calendar icon to select a from and through date, if you select a Custom Date. G. Enter the Time Range, if applicable, and select AM or PM from the dropdown menus. H. For the Cash Equivalent Suspect report (only), you can enter a Minimum Check Amount. I. Select the Summary of Customization Criteria checkbox, if applicable. 3. Click Create Report. The report displays. Note: The following example is the Summary of Customization Criteria information. Lockbox Detail Report Lockbox users with TIR permissions can generate a consolidated report of transactions associated with a particular account without having to search for each transaction separately in Lockbox. This is useful if you want to review all transactions and images for a customer for the past six months, for example. 1. On the TIR Standard Reports screen, select the Lockbox Detail radio button and click Customize. 2. On the Customize Standard Report screen, select your search criteria. 3. Click Create Report. The Lockbox Detail Report displays. 4. Click the Check Amount link to view details and images for each transaction. 35

38 fsdklf Batch Image Retrieval Batch Image Retrieval (BIR) allows you to download batches with transaction details and images in PDF format. Note: The batches are available for seven calendar days after they are created. 1. From the Lockbox service home page, click Batch Image Retrieval. Note: The BIR option only displays if your lockbox is set up for BIR and you are authorized to use it. The Batch Image Retrieval page displays. 36

39 fsdklf The table below lists the columns and their descriptions: Column Lockbox Deposit Date Batch Work Type PDF Date Available Description The lockbox number for the batch. The date the remittance is deposited. The batch number. Note: The updated The type of lockbox transaction: icon displays if the batch has been updated. RET = Regular Transaction(any remittance submitted with a check) CCT = Credit Card Transaction COT = Correspondence Only Transaction The number of PDF documents. The date and timestamp when the batch is available for download. 2. Click a link in the PDF column to download a document. The Opening Download_Transaction.pdf pop-up displays. 3. Select the Open with radio button and select Adobe Acrobat from the dropdown menu. 37

40 4. Click OK and the PDF displays. Note: This report shows data at Transaction and Check level. The check data includes: Check Date, Remitter Name, and custom VAK fields if applicable. Invoice Amount and Invoice Number appear below check images. Where additional fields are set for your company, find that data by using the regular Wholesale Lockbox search feature to location the transaction. 38

41 Preferences You can set up user preferences for search results. 1. From the Lockbox service home page, click Preferences. 39

42 The Preferences page displays. 40

43 2. If you frequently search on a particular field, you can designate that field as a primary search field. Select one item from the Primary Search dropdown menu A to specify a primary field. The field you choose is added to the gray required field section of the Search Criteria screen. Your company can choose from a number of field names. Examples of available search fields include: 3. To customize your search results table, select one or more items in the Available column B to move to the Selected column C, and click the right-facing arrow. This moves the item from the Available column to the Selected column. 4. Select the Sort By D option from the dropdown menu. This allows you to select a specific search results column as the primary sort column for the search results table. Options include: Transaction Total, Batch Number, Deposit Date, Site, and Lockbox. 5. Select the Yes or No radio button at Set last search as default on next login? E. By selecting Yes, the search page will be pre-populated with the last search criteria you used the next time you log into the system. 7. Select the Standard, Medium, or Large radio button in Image Viewer Settings G to set image size. 8. Click Save H. Invoice Number Invoice Amount Remitter Name Check Date Customer Number Note: These fields are selected by your company. The actual fields you see may vary. Note: Select one or more items in the Selected column to move to the Available column, and click the leftfacing arrow. This moves the item from the Selected column to the Available column. You can click Select All and click the right-facing arrow to move all Available items to the Selected column. Click Clear to de-select all (reverse of select all) items. Click Select All and click the left-facing arrow to move all Selected items to the Available column. 6. Select the Yes or No radio button at Display Image Transaction Images and Details if only a single transaction matches search criteria F F. By selecting Yes, transaction images will automatically display when only one record is returned by a search, making unnecessary clicking the Transaction Total link and View Images button. The Save preferences? pop-up window displays. 9. Click Save. Note: Your custom saved search criteria selections override Preferences criteria. If a field is selected in your Preferences page set up, but not selected in a custom saved search, that field will not display among search criteria on the Search page. Alternatively, if your Preferences are set up to exclude a field, it will continue to display if it is selected in a custom saved search. 41

44 Payor Administration Payor Administration allows you to manage the payor (remitter) list for your company. The list associates company names with the routing transit number (RTN) and checking account number on the MICR line of checks, allowing faster identification of the remitter. 1. From the Lockbox service home page, click Payor Administration. 42

45 The Payor Administration page displays. If you have this type of administration authorization, you can add new payors and edit current payors. The table below lists the fields on the Payor Administration page. Field Payor Add New Payor Payor Name Save Delete Cancel RTN/Accounts RTN Account Description Select a remitter from the list. Adds a new remitter to the list in the database. Displays in this field when you select it from the Payor list (above). You can edit or delete the remitter name displaying in the field. Saves a new payor or payor update. Deletes the payor from the database, including the payor RTN/Accounts information. Cancels a new payor or updates to an existing payor. Indicates the applicable routing transit number plus checking account number display when the payor is selected and after new information is added. Enter the routing transit number to add to the database. Enter the checking account number to add to the database. Note: The payor names that display in your payor table are maintained by the Lockbox users in your company and can differ from any payor name data we key in from the documents we receive with your remittances. 43

46 Adding a payor 1. Click Add New Payor on the Payor Administration page. The Payor Administration page refreshes and the Add New Payor section replaces the Edit Payor section. Note: You can use the same Payor name more than once. 2. Enter the Payor Name. 3. Click Add. The Save this payor? pop-up window displays. 4. Click Save, then go to the Adding a payor bank account section to add the RTN/Accounts information for the payor. 44

47 Note: Names that display in Payor Table are maintained by users and can differ from names that the bank may be keying directly from your remittances. 2. Update the payor s name. 3. Click Save. The Save this payor? pop-up window displays. 4. Click Save. 45

48 2. Click Delete. The Delete this payor? pop-up window displays. 3. Click Delete Payor. Note: If you delete a payor, the RTN/Accounts are also deleted from the database. 46

49 2. Enter the RTN (routing and transit number). 3. Enter the checking Account number. 4. Click Add. The Add this account? pop-up window displays. 5. Click Add Account. 47

50 Deleting a payor bank account 1. Click the Payor name on the Payor Administration page. The Payor Name now displays in the Edit Payor section. 2. Select the RTN/Accounts to delete / Click Delete. The Delete this account? pop-up window displays. 4. Click Delete Account. 48

51 Updating an unknown payor If no payor information exists for the RTN and checking account number in the Lockbox service database for the remittance presented, an Unknown link displays on the Search Results page. This active link, when present, indicates the service does not recognize the payor listed on the remittance information. Note: You have the following options for an unknown payer: Enter a payor name to replace the unknown listing. Leave the payor listed as unknown. Complete the following steps to update an unknown payor: 1. From the Search Results page, click Unknown (to change) in the Payor column. 49

52 Payor Administration, cont. Updating an unknown payor, cont. The Payor Administration page displays the image of the transaction. The Payor Name is listed as Unknown in the Edit Payor section of the page. XX 2. Associate a payor with the transaction by entering the payor information listed on the check image. Select an existing payor from the Payor name list or enter a new remitter using the Add New Payor link. The payor name will display in the Edit Payor section Payor Name field. Edit or add new RTN and account information in the Edit Payor section. 3. Click Save. The Save this payor? pop-up window displays. 50

53 Payor Administration, cont. Updating an unknown payor, cont. 4. Click Save. 5. Click Add in the Add New field without editing the RTN or Account information. Note: For an Unknown payor, the RTN and Account (from the MICR line of the check) automatically displays in the Add New field. The Add this account? pop-up window displays. 6. Click Add Account. The new payor name replaces Unknown on the Search Results page. 51

54 Definitions The following table lists key Lockbox service definitions. Term Administrator Authorization BIR Document Edit Image Lockbox Message Administrator Navigation Bar Overwrite Payor Payor Administrator Primary Search Remitter Retention Tier RTN Transaction Transaction Total VAK Work Type Definition A user authorized to perform specific functions such as creating messages, updating payor information, or maintaining other users. The permission (your company grants) to perform a function online. Batch Image Retrieval (PDF report containing all images from a lockbox batch). Scanned paper item for a transaction. The ability to correct, update, or change information. A copy of a document, such as a check. A document can have two images (front and back). Remittance processing. User authorized to create new messages. Links displaying on every Lockbox service page, corresponding with different functions. You can click one of these links to go to another page. Replace current information. The party submitting the payment to the lockbox. The payor is also known as the remitter. User authorized to add/edit/delete payors. User-designated search field displayed on the Search Criteria screen. The party submitting the payment to the lockbox. The remitter is also known as the payor. The length of time a customer wants lockbox transactions retained in the archives. The routing transit number displaying on the MICR line of a check. The RTN is also known as the ABA (American Bankers Association) number. All the stored images plus other data received in an envelope. The total payment amount the remitter submits. If more than one check is submitted for payment, this payment amount is the dollar value of all the checks received. Value Added Keying: Users can enter information in these fields. The type of lockbox transaction: check, credit card, or correspondence only. 52