Associated Bank. Remote Deposit User Guide. Page 1 of 33

Transcription

1 Associated Bank Remote Deposit User Guide Page 1 of 33

2 Table of Contents CHAPTER 1: GETTING STARTED... 3 Minimum system requirements... 3 Currently supported scanners include the following operating systems:... 6 Direct Merchant Smart Deposit Installation Instructions... 7 Multi-Factor Authentication Enrollment... 8 CHAPTER 2: USING REMOTE DEPOSIT Starting RD Getting Help Online Deposit Page Features Correction Process Amount Recognition Correction Duplicate Item Correction Reject Item Handling Single Item Limit Error Balance Process Balanced Deposits Out-of-balance Deposits Submitting Deposits Editing Fields Roles Finishing the Deposit Deposit Approvals Confirmation Message Working with Open Deposits CHAPTER 3: REPORTING Summary of Reports Export Standard Data File Exporting to Other Formats Supported Formats Export Process CHAPTER 4: ACCESSING HISTORICAL DEPOSIT DATA Deposit Detail Report Deposit Image Report Searching Historical Deposits Marking Items CHAPTER 5: QUICK REFERENCE GUIDE Member FDIC. (8/17) 10709_ of 33

3 CHAPTER 1: GETTING STARTED Minimum system requirements Computer hardware: Multi Core Processor with a minimum of 2.0 GHz 1GB RAM 40 GB Hard Drive Network Card Computer Software: Microsoft.NET Operating system (Remote Deposit is only supported on Windows machines): Windows 7 Windows 8 Windows 8.1 Windows 10 Browser (required for multifactor authentication): Internet Explorer - Minimum version 11 Edge Chrome Minimum version 40 Firefox - Minimum version 36 Check scanner Scanner connection Screen resolution Internet connection Administrative rights Entitlement Check scanner supplied by or approved by Associated Bank USB 2.0 Adaptor 1024 x 768 video resolution Broadband / High Speed Internet Access Installation of scanner must be performed by someone with local administrator rights Provided by your Associated Connect Security Administrator Administrative Rights The driver installation must be performed by a user that has Windows local administrator privileges including the authority to change settings in Internet Explorer and the ability to validate that they saved correctly. Once the installation is successful, any designated user will be able to use RD. To determine if you are a local administrator: 1. Go to the Start menu (in the lower left corner of your Windows desktop). 2. Click Settings > Control Panel or Control Panel, depending on which version of Windows you have. 3. Open User Accounts. 4. Click the Users tab. You will see all the users that have local administrator access. If you do not have these folders or your name is not listed, you do not have administrative rights. Member FDIC. (8/17) 10709_ of 33

4 Trusted Sites and Compatibility View The installation requires modifying the browser settings to add the bank s web server as a trusted site and also to compatibility view. To add the web server to a trusted site list follow the instructions below: 1. Select Tools, then Internet options 2. Select on the Security tab, Trusted sites zone and the Sites button 3. Type and select the Add button Member FDIC. (8/17) 10709_ of 33

5 4. Select Close then OK and restart your web-browser To add the web server to compatibility view, follow the instructions below: 1. Select Tools, the Compatibility View settings 2. Type into Add this website. 3. Click Add and Close. Member FDIC. (8/17) 10709_ of 33

6 Currently supported scanners include the following operating systems: Manufacturer Model Windows 7 Windows 8.1/10 Burroughs SmartSource Open Yes# No SmartSource Professional Elite Yes# Yes# (Utilizing the PVA driver) SmartSource Micro Elite Yes# Yes# (Utilizing the PVA driver) SmartSource Merchant Elite Yes# Yes# (Utilizing the PVA driver) Canon CR-25/55 Yes# Yes# CR-50/80 Yes# Yes# CR-135 Yes# Yes# CR-180/180 II Yes# Yes# CR-190 Yes# Yes# CR-190ii Yes# Yes# Digital Check CX-30 Yes# Yes# TS-215 Yes# Yes# TS-220/220e Yes# Yes# TS-230 Yes# Yes# TS-240 Yes# Yes# TS-300 No No TS-350 No No TS-400ES No No TS-4120 Yes# Yes# Epson TM-S1000 (Capture One) Yes# Yes# Panini/Unisys MyVisionX and MyVisionX ROHS Yes# Yes# Panini I:Deal Yes# Yes# Vision 1 Yes# Yes# Vision next Yes# Yes# VisionX Yes# Yes# VisonX 1F Yes# Yes# VisionX AGP Yes# Yes# VisionX P Yes# Yes# wi:deal Yes# Yes# RDM/Unisys ec7000i Yes# Yes# Member FDIC. (8/17) 10709_ of 33

7 Direct Merchant Smart Deposit Installation Instructions 1. Go to 2. Click on Remote Deposit Smart Client Deployment v16 3. Click on Remote Deposit: Smart Client Click Install to install the application. Member FDIC. (8/17) 10709_ of 33

8 5. Your computer will start the application downloading process. Multi-Factor Authentication Enrollment You will receive an with a temporary username and password to be used for the Multi-Factor Authentication after you have been set up. 1. Launch Smart Client and enter you Login Information, then click OK. Member FDIC. (8/17) 10709_ of 33

9 2. A warning will appear upon launch of application, click on Please click here to enroll/register for Multi- Factor Authentication. 3. Enter User ID, click Login. 4. Click Begin Setup. 5. Select a Category and select an Image. Member FDIC. (8/17) 10709_ of 33

10 6. Type a Personal Phrase, click Continue Setup. 7. Select four questions and answers, click Continue Setup. Member FDIC. (8/17) 10709_ of 33

11 8. Verify that Register this computer is selected, click Continue Setup. 9. Verify the registration settings; enter your password, then click Submit. 10. Close the Enrollment/Registration Confirmation window. Member FDIC. (8/17) 10709_ of 33

12 11. Complete Multi-Factor Authentication (MFA) by clicking OK. 12. Click OK to Login. 13. Upon first log in, you will be prompted to reset your password. Select OK. Member FDIC. (8/17) 10709_ of 33

13 14. Complete the fields to create a new password and click OK. The password needs to conform to the following set of rules: A) Must be at least 7 characters long B) Must have at least one non-alphanumeric character #, $, etc.) C) Must have at least one uppercase character Driver Installation You must install a scanner driver to enable the communication between RD and your scanner. Install the scanner driver BEFORE connecting the scanner to your PC. You will be instructed when to connect the scanner. 1. Within the Help drop down, go to Contents. From here you will open the Remote Deposit Getting Started Guide and follow the steps in section Driver Installation Instructions to download the relevant scanner driver. 2. When your computer restarts, connect your scanner to the PC. Your computer should recognize the scanner and complete the configuration. This should take less than a minute. 3. You are now ready to use the RD application. Note: To understand how to use the application, please refer to the Daily Workflow Reference Guide or access online help for the RD User Guide. Password Messages During login, Smart Deposit displays the appropriate alert or warning message whenever any of the following password events occur: Invalid User or Password (Alert) Non-Conforming Password (Alert) New Account Reset (Alert) Administrative Password Reset (Alert) Password Expired (Alert) Password Expires in X Number of Days (Warning) After receiving any of the password alert notifications, a mandatory Create New Password or Reset Password window displays. For warning messages, Reset Password is an optional choice. Member FDIC. (8/17) 10709_ of 33

14 Invalid User or Password This message displays if you enter an incorrect username and/or password is entered while attempting to access Smart Deposit from the Login window. It also displays if temporarily locked out due to consecutive invalid login attempts. Non-Conforming Password This message displays if the system requires that a new password be created at the first login. New Account Reset This message displays if the system requires that a new password be created at the first login. Administrative Password Reset This message displays if the password has been manually reset by a system administrator. This may be required if the password has been forgotten or compromised. The supplied password received as the result of a reset request is temporary and a permanent new password must be created after logging in and receiving the alert message. Password Expired This message is received during login if your password has expired. A new password must be created before proceeding. Password Expires in X Number of Days This message displays if the password is set to expire in a specific number of days. The password may be changed when the message is received. If the message is ignored, a reminder is presented at each successive login until the password expires. Reset Password When prompted with the Reset User Password window for any of the password alert conditions, enter the following: A. Current password B. New password C. Confirmation of new password D. Click OK Member FDIC. (8/17) 10709_ of 33

15 CHAPTER 2: USING REMOTE DEPOSIT Starting RD This section of the manual explains the Remote Deposit (RD) user interface and how to use it to accomplish daily tasks. 1. Start up PC and scanner. 2. Open your Remote Deposit program by going to start/programs/associatedbank/remotedeposit log in with your user name. Then enter your password after verifying secure authentication and click OK. 3. Click New Deposit. Member FDIC. (8/17) 10709_ of 33

16 4. Select your account number and key your deposit control total, then click Capture Items. 5. Optionally, you can populate the Location # and/or Memo1 field. 6. Place endorsed check(s) in the scanner and wait for the items to complete scanning. Checks should be organized uniformly before scanning. Note: The first time you scan a check, you will be asked to register. A. Select system location from the drop down box. B. Select the scanner type that was shipped to you. C. Click Register Client. 7. To move to the next step, click Stop Scanner on the capture screen. Member FDIC. (8/17) 10709_ of 33

17 Click on Yes in finish capture box to proceed to Item Correction. 8. Correct any items that failed scanning by removing the item from the scanner/deposit. For dollar amount reads, key in the correct dollar amount and click Accept. 9. Check to ensure the control total and scanned total are balanced. Correct any balance inconsistencies by the adjusting the control total in the Balance Adjustment window. When the deposit is in balance, click Generate Deposit Ticket. 10. If the Deposit Items Total is incorrect click Cancel to go back to the balance screen and review individual items for incorrect amounts, repair amounts by clicking on the amount in the amount column of the item and key in correct value. Once all items are correct, click Balance to proceed to the Deposit Ready window. The virtual deposit ticket will appear when the deposit is in balance. Member FDIC. (8/17) 10709_ of 33

18 Note: This step can take up to 20 seconds to complete. Please allow the page to refresh. Once you see the virtual deposit ticket, you can continue. 11. The deposit is now ready for submission to the bank. To transmit, click Transmit Now. If you do not want to transmit the deposit yet, click on Transmit Later to return to the home page. 12. Click on View Deposit Receipt in the Transmission Summary window to print or save the Deposit Detail Report. Click on Close to exit the report window and then Close in the Transmission Summary window to return Home to start a new deposit. Member FDIC. (8/17) 10709_ of 33

19 13. Monitor your for a deposit confirmation. Getting Help Online Online help is available in the Help menu at the top of the screen. Deposit Page Features The deposit page is divided into three sections: information, all deposits and deposit details: All Deposits are deposits which have and have not been submitted to the bank. From this list, you can add items to an open deposit or delete an open deposit, as well as can run reports on transmitted deposits. This will be covered in detail later in the manual. This will be covered in detail later in the manual. Deposit Details is where you can see details from the deposit that is highlighting in the All Deposits section Correction Process The deposits page changes to correct mode when any of the following occur: Duplicate items were detected Items were missing amounts Items were rejected The amount of a single item exceeds its contracted limit Member FDIC. (8/17) 10709_ of 33

20 If no errors were found, you go directly to the balance process. (See Chapter 2, Balance Process) You will be placed in correct mode on the deposits page when you click Accept after capturing items with errors. The two correctable errors that can occur are if the amount was not recognized or if the item was a duplicate. As stated earlier, rejected items cannot be corrected. They must be deleted and rescanned. Amount Recognition Correction This section will guide you through correcting amount recognition errors. The deposits page changes to correct mode and, for amount recognition errors, displays the data shown below. To correct the error, you have two options: Key in the amount from the image in the highlighted amount field and click Generate Deposit Ticket OR Click Cancel and edit the dollar amount in the field for item OR Member FDIC. (8/17) 10709_ of 33

21 Click Remove to delete the item from the deposit and click Yes. You can either omit the item from the deposit or rescan the item by clicking on Capture. Duplicate Item Correction There may be an occasion where an item errors because it is a duplicate of an item that has already been submitted to the bank. These items need to be carefully investigated to avoid the problems with submitting an item that has already been processed by the bank. This section will guide you through correcting amount recognition errors. The new item is displayed next to the duplicate item (the one previously submitted to the bank). You can examine the images using the controls above each image to view back (flip) or zoom in on the image. Member FDIC. (8/17) 10709_ of 33

22 To correct the duplicate item error, you have two options: Remove the item from the deposit by clicking Remove Image. If the item was rescanned by error or needs further investigation, removing the item will allow you to continue on with the deposit OR You can Replace Image with a different check in case of piggy backing OR You can override the duplicate item error by clicking Accept. Note: this should only be done after getting approval from the bank. Reject Item Handling An item will be rejected if the MICR line routing and/or account number cannot be read during scanning, if the item has an invalid routing number or if it is determined that the item is a foreign item. In cases where an item is rejected, the only option is to remove the item from the deposit and rescan it. If the item continues to reject, you will not be able to deposit it using Remote Deposit. Single Item Limit Error An item will reject if the predetermined single item check limit is exceeded. The item appears in the correction screen where you can remove the item. To correct the error, you have the following options: Remove the item and continue with the deposit OR Contact the Treasury Management Customer Care Center at , option 2 to get a temporary limit change. This may require a wait period for approval. Balance Process The balance process compares the deposit amount calculated by totaling the scanned items to the deposit control total you entered when starting the deposit. If these two totals do not match, adjustments must be made so the totals are equal. The sections below explain how to process both balanced deposits and out-of-balance deposits. Balanced Deposits When there are no errors or if any errors in the deposit have been corrected, and you clicked Proceed, the deposits page changes to balance mode. For a balanced deposit, the virtual deposit ticket will be created and displayed with the depositor s name, date, deposit account, transit and amount. The difference between the sum of the check values and the deposit control total will be zero, and the Proceed button will be enabled. Click Proceed to go to the final review. Member FDIC. (8/17) 10709_ of 33

23 Out-of-balance Deposits When the total dollar amount of scanned items calculated by RD does not equal the amount you entered for the deposit control total, you have an out-of-balance deposit indicated by the amount in the difference field not being zero. This deposit cannot be submitted to the bank. To correct the out-of-balance condition, follow the steps below. Double-check the deposit control total you entered to verify the total. If there was an error in the total, re-enter the total in the deposit control total field. If the difference is now zero, click Generate Deposit Ticket and review the deposit before submitting it. If not, go to the next step. If the difference is still not equal to zero, click Cancel and review the items by clicking on each row in the list and comparing the amount on the image to the amount field. Correct any errors and click Balance. The system will recalculate the totals and update the difference. Continue reviewing the items until the difference is zero. When the deposit is in balance, the Proceed button will be enabled. Click Generate Deposit Ticket to go to the final review. Another reason you may not be able to submit is if you exceeded your maximum daily deposit limit. To correct the error, you have the following options: Remove some check items from your deposit to be within the parameters set for your company, OR Delete the entire deposit and mail or physically submit to an Associated Bank branch, OR Member FDIC. (8/17) 10709_ of 33

24 Contact the Treasury Management Customer Care Center at , option 2 to get a temporary limit change. This may require a wait period for approval. Submitting Deposits This is the last review of the deposit before submitting it to the bank. IMPORTANT: When you click Generate Now, the deposit is sent to the bank. The only data that can be changed at this point is the deposit account and any custom fields that are available. If you want to add items to the deposit, click the Deposits tab to return to the beginning of the create deposit process. (Refer to Chapter 2, Working with Open Deposits.) Editing Fields 1. Click Cancel before final transmission. 2. Change the desired field; click Balance to keep the changes. 3. If no changes were made, click Balance. 4. Click Submit Now to send the deposit to the bank. Roles The roles defined below include specific capabilities and tasks assigned to individual users within RD. *Operator Able to create and submit their own deposits for approval *Approver Can view submitted deposits and approve or reject for processing. Approvers cannot create deposits nor view reports Depositor Able to capture, balance and submit deposits. This role is a combination of the Operator and Approver roles. Deposits are not subject to the dual approval process. Supervisor Able to register the application and reset the duplicate item history Reviewer Able to see deposits submitted by all users, regardless of the physical location of the users *Deposit Approvals: Splits the responsibilities for creating and approving deposits so one person does not control the entire process. If a user is both an Operator and an Approver they will not be allowed to approve their own deposit. Approvers will only see pending deposits for accounts they are entitled to. Approvals can happen on any PC with appropriate internet access. A scanner installed or attached is not needed to approve deposits. Finishing the Deposit When you are ready to send the deposit to the bank, click Submit Deposit. When the deposit has been sent, the screen below will be displayed with the message Deposit submitted successfully. Submitting Deposits Operator and Depositor Roles Member FDIC. (8/17) 10709_ of 33

25 If the deposit is ready to be submitted for approval the Operator will see a screen indicating the deposit was submitted for approval: Operator Deposit Status is pending Role: Operator view only Deposit Approvals Step 1: Approver will log in and select Approvals tab. The deposits pending approval are listed. Step 2: Approver can click on each item and individual check. Approver will click on item to be approved: Member FDIC. (8/17) 10709_ of 33

26 Step 3: The Approver reviews the deposit and decide whether to Reject or Accept it: Step 4: If Rejected, the Approver must enter a new comment before the OK button is available: Step 5: Once you hit OK, a window appears specifying the reject was successful: Member FDIC. (8/17) 10709_ of 33

27 Step 6: The Operator logs in to check the deposit status. The following rejection status is shown. The Operator can review reject reason comments: Step 7: The Operator contacts the Approver to discuss the deposit. The deposit can be resubmitted with comments: Step 8: The Operator resubmits the deposit for second approval. Member FDIC. (8/17) 10709_ of 33

28 Step 9: The Approver transmits the deposit: Within a few minutes of successfully sending the deposit, an confirmation will be sent to the address you indicated to the bank during setup. Depending on your company s requirements, you may want to generate certain reports for each deposit. To quickly generate reports on the deposit just submitted, select the report options of your choice. For more information on generating reports, see Chapter 4, Accessing Historical Deposit Data. To start a new deposit, click Home located below the reports selection or click the Deposits tab. If your deposit does not submit successfully, you may have exceeded your daily deposit limit for all locations. If that is the case, you will see the error message below. If you receive the above error message, you have the following options: Delete the entire deposit and mail or physically submit to an Associated Bank branch. OR Contact the Treasury Management Customer Care Center at , option 2 o get a temporary limit change. This may require a wait period for approval. Member FDIC. (8/17) 10709_ of 33

29 Confirmation Message When the bank successfully receives the deposit, within minutes an similar to the one shown below will be sent to the address you indicated to the bank during setup. Working with Open Deposits An open deposit is one that has not been submitted to the bank. All open deposits are listed on the deposits page. In the illustration below, there is one open deposit. To access it, simply click the link. You can perform the following actions on an open deposit: Capture (add items), correct errors, balance and finish the deposit (submit to bank). To perform any of these activities, click the deposit in the My Open Deposits list. You will be placed in capture mode, see Chapter 2, Creating Deposits for details on working with the deposit. Delete the deposit. If the deposit was created in error or you want to start over, simply click the X next to the deposit to delete. Member FDIC. (8/17) 10709_ of 33

30 CHAPTER 3: REPORTING Remote Deposit has a number of reports and report formats to produce the information and data you need to know about your deposits (also see Chapter 4, Accessing Historical Deposit Data). To access reports, click the Reports tab as shown below. To run a report, select the report name from the drop down. A new page will be displayed with the options available for running that report. Each of the reports is covered in detail in the next section. Summary of Reports Export Standard Data File Select the Account, Location, Start Date and End Date of the information you want to include. Then click Generate Report. You may export to Excel, PDF, or Word. Click Save and browse to the location where you would like to save the file. Exporting to Other Formats RD supports exporting report data and historical data to several other formats that are useful for archiving or processing data in other systems. Member FDIC. (8/17) 10709_ of 33

31 Supported Formats PDF an image file that supports searching on dollar amounts, check numbers and capture sequence numbers. It also gives you the full capabilities of the Adobe Reader installed on your system such as zoom controls. Excel a Microsoft Excel file formatted like the report including images. Word - a Microsoft Word file formatted like the report including images. Export Process 1. View your report. Click the export tool dropdown box at the top of the report, select the desired format and click Export. You will be prompted to either Open the report to see it immediately or Save the exported version and open it later with the appropriate application. CHAPTER 4: ACCESSING HISTORICAL DEPOSIT DATA Historical deposits are deposits which have been successfully submitted to the bank. Historical deposit images are available through RD for up to 90 days. After this time, they can be retrieved through Associated Bank s Image Express service or by contacting Associated Bank s Treasury Management Customer Care Center. You can also lookup deposit amounts in Associated Connect. Deposit Detail Report This report shows data for the selected deposit. The header area contains deposit timestamp, deposit date, deposit account number, the number of debits, deposit total, the deposit status, customer name, and deposit tracking number. To page through the report, use the page controls at the top of the form. The tabular data contains the capture sequence numbers of the items, debit or credit status, amount of each item, a serial number if used, the account number associated to each item, routing numbers associated with each item, analysis status for items have had an operator override or other manual change, and the override indicator. To run this report, select the Deposits Details Report from the drop down on the Reports link on the home page. Deposit Image Report This report shows data for the selected deposit. The header area contains deposit timestamp, deposit date, deposit account number, number of debits, deposit amount, the deposit status, customer name and deposit tracking. Following the header section, depending on the report you select (there are three options: Standard, Front Only and Front Only (1x3), you will find the images of each item in the deposit starting with the deposit ticket and then each check. To page through the report, use the page controls at the top of the form. The tabular data contains the capture sequence number, amount deposited, a serial number if used, the deposit Member FDIC. (8/17) 10709_ of 33

32 ticket and the front and back image of the check. To run any of the Deposit Detail Reports, click the link on the history page after selecting a deposit to view. Searching Historical Deposits To view historical deposits, click the Find Deposits in the All Deposit Section tab. To view individual items, click on Find Items at the top of the Home page. Marking Items This function allows you to use the endorser function on supported scanners to print message text on the front of physical items. The purpose of marking is to alert deposit handlers that these items have already been electronically processed as a safeguard against duplicate capture. To mark items electronically deposited, follow these procedures: Click on Marked Items at top of the Home screen. 1. Place all items in the scanner backwards so the front of each item can be endorsed with the rear ink jet, and click Start. 2. Click Mark Items. 3. Click Finish when all items have been marked. Member FDIC. (8/17) 10709_ of 33

33 CHAPTER 5: QUICK REFERENCE GUIDE Daily Workflow Reference Guide for Smart Client This check list will help guide you through your daily deposit process using Remote Deposit from Associated Bank. 1. Start up PC and scanner. 2. Open your Remote Deposit program by going to start/programs/associatedbank/remote Deposit and log in with your user name. 3. Click New Deposit. 4. Select your account number and key your deposit control total, then click Capture Items. 5. Optionally, you can populate the Memo1 and/or Location # field. 6. Place endorsed check(s) in the scanner and wait for the items to complete scanning. Checks should be organized uniformly before scanning. Note: Upon your initial deposit, you will be asked to register. A. Select system location from the drop down box. B. Select the scanner type. C. Click Register Client. 7. To move to the next step, click Stop Scanner on the capture screen. 8. Click on Yes to proceed to Item Correction 9. Correct any items that failed scanning by removing the item from the scanner/deposit. For dollar amount reads, key in the correct dollar amount and click Accept. 10. Correct deposit items total if it does not equal deposit control total. 11. Click Generate Deposit Ticket after correction is made 12. Click on OK in the deposit Corrected window to proceed. 13. Review the virtual deposit ticket and select Transmit Now or Transmit Later if you prefer to complete the deposit at a later time (this action will take user to the Home screen). 14. Click on View Deposit Receipt in the Transmission Summary window to print or save the Deposit Detail Report. Click on Close to exit the report window and then Close in the Transmission Summary window to return Home to start a new deposit. 15. Monitor your for a deposit confirmation. If you have more specific questions, access our online Help for the Remote Deposit User Guide. The user guide provides an easy-to-read guide of system navigation. Associated Bank Contact Information If you are unable to find what you are looking for, please contact the Treasury Management Customer Care at and select option 2 for Remote Deposit support. Available 24 hours a day. Member FDIC. (8/17) 10709_ of 33