Access-Plus Lockbox. Company End User's Manual

Transcription

1 Access-Plus Lockbox Company End User's Manual

2 Table of Contents Introduction Login 3 Single Lockbox 4 Multiple Lockboxes 4 Accessing Data & Images Viewing Data & Images 5 Intra-Day Transactions 6 Supporting Documents 7 Consolidated View 8 Transaction Notes 9 Non-Financial Batches 11 Item Searching 14 Reprinting A Batch 19 Online Reports 21 Transmission Downloads 23 Special Features Exception Decisioning Transaction Level 24 Exception Decisioning Batch Level 28 Alert Notifications 31 WebLITS 32 2

3 Introduction Login Access-Plus provides real-time, intra-day availability of summary and detail deposit information for Lockbox Accounts via the Internet. Customers can view images and data pertaining to historical transactions, and have the ability to Accept or Reject Exception payments on a same-day basis. Login You can access the Positive Pay system through Firstrust s on-line banking system,. Once you are logged into, click the CMS Lockbox link for access to the system. 1. Go to the Drop Down menu and Choose SSO Services. 2. Choose the CMS LockBox Tab, then click Login to AccessPlus. 3

4 Single Lockbox In a single-lockbox environment, the Intra-Day Summary (or Dashboard - if enabled) will automatically be displayed upon login. Multiple Lockboxes If the company has more than one lockbox with the bank, a Lockbox Selection screen is displayed, showing the latest activity for all company lockboxes, including Deposited Checks, Non-Financial Items*, current daily batch Totals and any outstanding Exception Transactions* awaiting a decision. * (if applicable) The Last Deposit Date and Last Deposit Amount are indicated in the upper-right portion of the screen. Viewing Lockbox Details Select a value from any individual lockbox to reveal the Intra-day Summary (or Dashboard - if enabled) for the corresponding lockbox. 4

5 Accessing Data & Images Viewing Data and Images The various data and images associated with the lockbox account(s) are available for viewing as individual transactions or by batch. The Last Deposit Date and Last Deposit Amount are always indicated in the upper-right portion of the screen. If authorized to see more than one lockbox, the Lockbox Selection screen is displayed upon login, showing the latest activity for each lockbox, including Deposited Checks, Non- Financial Items*, current daily batch Totals and any outstanding Exception Transactions* awaiting a decision. * (if applicable) Daily Total Intra-day Selecting any of the lockboxes from the Lockbox Selection screen will reveal an overview of the current day's processing totals in the Daily Total Intra-day panel of the Dashboard for each individual lockbox. NOTE: These figures can change throughout the processing day as additional work is performed by the bank and do not reflect funds availability. 5

6 Viewing Intraday Transactions Select the Click for Details link from the "Daily Total Intra-day" Dashboard panel to display the Intra-day Transaction Selection window. Items per Screen Choose how many items should be displayed per screen. Available intervals are: 25, 50, & 75 Record Type Filter Place a checkmark next to the items type(s) to be displayed. Select View Intra-Day Transactions to view all current day transactions. The current day's transactions are summarized on the Transaction Query results window. Click any of the available fields to view a particular transaction in greater detail. NOTE: A transaction is everything that was received in one envelope. The selected transaction details are displayed, including the front check image. Select View Back to display the rear image of the check. In a multi-check transaction, the first check image is automatically displayed. Click any field in the Check Data panel to display the associated check image. 6

7 Supporting Documents If available, any invoice or coupon images will be reflected in the Supporting Documents Panel. Select View to view the associated image(s). The selected document image is displayed in PDF format. From here, the images can be printed, saved or ed. 7

8 Consolidated View To view all transaction images at once, choose the desired option(s) and select Consolidated View. This example shows a Consolidated View with both checks and supporting documents. 8

9 Transaction Notes Any user may add comments to a transaction, as necessary. Comments are date/timestamped and cannot be changed or deleted once they have been added to a transaction. Display Transaction Notes While viewing any transaction, select Display Notes to reveal any comments that have been appended to the transaction. Add Notes Select Add Notes to open the comment window. Add up to 100 characters to the field labeled "Enter Comment Below" and select Save Comment. The newly added comment is date/time-stamped and attributed to the associated user. 9

10 The comment is now visible to any user viewing the noted transaction. While notes can be displayed and/or hidden at the viewer's discretion, they cannot be edited or deleted once they have been added to a transaction. Searching Notes Transaction Notes (if any) can also be searched via the Search menu. Enter the desired Search Parameters and select View Comments Any comments containing the selected Search Parameters are displayed. Click a result to view the complete notes along with the associated transaction. 10

11 Non-Financial Batches In addition to receiving and processing payments, a lockbox can also receive non-financial correspondence, such as lease agreements, legal contracts, and any other type of paperwork, where it can be scanned and the images presented electronically over the web. The scanned images can be accessed online via several different methods. From the Lockbox Selection Screen If there are any non-financial items that have been scanned, these will be indicated on the Lockbox Selection screen. Click the number in the Non Financial Items column to see an overview of the scanned items. In this example, there are seven (7) non-financial items that have been received at Lockbox Number 7000C, which were subsequently scanned and made available over the web. From the Lockbox Dashboard Non-financial items are also accessible via the lockbox dashboard. As on the Lockbox Selection screen, click the number shown to see an overview of the scanned items. From the Search Menu Select Non-Financial from Search menu dropdown. 11

12 Choose how many items should be displayed per screen. Available intervals are: 25, 50, & 75 Select View Intra-Day Transactions to view all current day non-financial items. Non-Financial Item List Each of the above methods will access a list of current day non-financial items. Click a value within any column to view details for the corresponding item. Click View to access the document image. The selected document image is displayed in PDF format. 12

13 From here, the images can be printed, saved or ed. 13

14 Item Searching Advanced search capabilities allow for both current-day and historical searches of Financial, Non-Financial, and Exception Transactions, as well as Exceptions Batches, Downloads, and Notes. Financial Items Select Financial from the Search menu. Enter the Search Parameters for a Current Day Search, or click View Intra- Day Transactions to see all Current Day payments. Enter the Search Parameters for a Historical Search. The Advanced Search Utility offers Boolean search parameters for greater flexibility. 14

15 Non-Financial Items Select Non-Financial from the Search menu. Enter the Search Parameters for a Current Day Search, or click View Intra- Day Transactions to see all Current Day items. Enter the Search Parameters for a Historical Search. Downloads Select Downloads from the Search menu or Dashboard. Any images and/or bank-generated reports available for download are displayed. 15

16 Exception Batches Select Exception Batches from the Search menu. Select a batch to view Pending Exceptions, or enter Search Criteria to view Historical (Adjudicated) Exceptions batches. 16

17 Exception Transactions Select Exception - TE from the Search menu. Select a batch to view Pending Exceptions, or enter Search Criteria to view Historical (Adjudicated) Exception transactions. 17

18 Transaction Notes Transaction Notes, (if any) can also be searched via the Search menu. Enter the desired Search Parameters and select View Comments Any comments containing the selected Search Parameters are displayed. Click a result to view the complete notes along with the associated transaction. 18

19 Reprinting a Batch The ability to reprint batches eliminates the need to wait for hard-copies to be delivered from the bank via courier or USPS. Reprinting a Batch Select Financial or Non-Financial from the Image Print menu. Select the business date(s) and click Next. Select specific batch(es) for printing, or choose Print All Batches and click Next. For a Financial batch: Determine whether to print checks only and if rear images should be included and click Generate. 19

20 For a Non-Financial batch: Determine whether rear images should be included and click Generate. The images from the selected batch(es) are displayed in PDF format. This example shows a Financial batch. This example shows a Non-Financial batch. From here, the images can be printed, saved or ed. 20

21 Online Reports There are a variety of reports available for viewing/printing. NOTE: Online Reports must be configured by an administrator for each lockbox account before becoming available for viewing. From the Lockbox Dashboard Reports can be accessed from the Lockbox Dashboard. Click View to see the corresponding report. From the Reports Menu Select the desired report-type from Reports menu. 21

22 Choose a Summary or Detail Intra-Day report for all current day transactions, or enter a date range for a Historical report (also available in Summary or Detail format). Intra-day Summary (Financial). 22

23 Click the Printer Friendly button for a printable layout. Intra-day Detail (Financial). Click the Printer Friendly button for a printable layout, or select Export to CSV Format to export to an external spreadsheet. 23

24 Transmission Downloads Raw images and bank-generated reports can be downloaded locally from Access-Plus, if applicable. Downloading Images and Bank-Generated Reports Select Downloads from the Search menu. Any images and/or bank-generated reports available for download are displayed. Select the Download link for the desired batch. Open or Save the.zip file containing the images for download from the web. 24

25 Special Features Exception Decisioning - Transaction Level This feature enables users to view and make decisions regarding questionable payments received at the lockbox (otherwise known as "exceptions"), and communicate those decisions back to the bank, in real-time, for further processing or rejection of each item individually. Accessing Transaction-Level Exceptions If there are any exception transactions awaiting a decision, these will be indicated on the Lockbox Selection screen. Click the number in the Exceptions TE column to review and apply a decision to pending exception transactions. Pending Exception Transactions are also indicated on the Lockbox Dashboard. As on the Lockbox Selection screen, click on the number shown to review and decision pending exception transactions. 25

26 The Exceptions screen makes the current pending exceptions and the historical exceptions available for viewing. To review and decision the pending Exception Transactions, select the batch from the drop-down and click Select Batch. Applying a Decision Select the transaction. NOTE: A message will display if you do not have authority to decision items. 26

27 The full transaction is available for review, including an image of the check in question, along with the reason that the item was exceptioned. Comments entered will be sent back to the bank for review. Indicate Accept or Reject then select Submit. 27

28 Finalize and Commit Select Finalize Disposition to continue. If necessary Review and Modify your decision, otherwise select COMMIT to complete the process. An notification will be sent to the bank indicating the decision. The item will then be processed or rejected, per those instructions. 28

29 Exception Decisioning - Batch Level This feature enables users to view and make decisions regarding batches of questionable payments received at the lockbox (otherwise known as "exception batches"), and communicate those decisions back to the bank, in real-time, for further processing or rejection of each item within the batch. Accessing an Exception Batch Pending Exception Items are indicated on the Lockbox Dashboard. Click the number shown to review and decision pending items within the exception batch. In this example, there is a batch consisting of three individual transactions awaiting decisions. The Exceptions screen makes the current pending exceptions and any historical exceptions available for viewing. 29

30 To review and decision the pending Exceptions, select the batch from the drop-down and click Select Batch. Applying Decisions The individual transactions that comprise the selected exception batch are displayed. Click a value from any column to review and decision the corresponding transaction. The Decisioning Screen is displayed. The full transaction is available for review, including an image of the check in question. 30

31 Comments entered will be sent back to the bank for review. Indicate Accept or Reject then select Submit. You will be returned to the list of transactions within the exception batch where your applied decision is displayed. Repeat the process for each transaction until all items have been decisioned. Finalize and Commit Select Finalize Disposition to continue. If necessary Review and Modify your decision(s), otherwise select COMMIT to complete the process. An notification will be sent to the bank indicating the decision(s). The item(s) will then be processed or rejected, per those instructions. 31

32 Alert Notifications A company administrator has the ability to set up alerts when certain specified conditions are met. Alert Notifications Any time a specified alert's parameters are met, an Alert Notification is displayed on the Lockbox Dashboard, as well as the upper-left corner of the any active screen. Click on either notification to view the alert. Viewing Alerts Any new alerts are displayed in RED. Click on any field to display the corresponding transaction. The transaction that triggered the alert notification is shown in detail. In this example, an alert has been set to trigger a "Large Dollar Amount" notification for any checks received at the lockbox in the amount of $5, or greater. 32

33 WebLITS WebLITS enables downloading of data and images for a specified date range from Access- Plus to a local or network drive, CD ROM or any other storage medium. This is useful for archival purposes, as well as offline searching and viewing of historical transaction details. Creating & Downloading a WebLITS package Select WebLITS from the Search menu. The WebLITS creation window will be displayed. The Begin Date defaults to the earliest date for which data/images are available, while the End Date defaults to the last date for which data/images are available for the selected lockbox. Select the desired date range. In this example, a date range from 02/01/2008 through 04/08/2008 is selected for Lockbox Number TST23DP 33

34 To require a password to access the information after download, check the box labeled Secure Zip File. The Enter Security Password field is now displayed. Choose and enter a password. An indicator to the immediate right will rate the security level of the chosen password as it is typed. NOTE: File passwords are case-sensitive and cannot be reset. Ensure that the selected password elicits a "Very Secure" rating by combining alphanumeric characters with at least one "special" character (ex.!@#$%^&*()_+). When finished, select Create WebLITS. Open or Save the compressed (zipped) folder to the desired location. NOTE: The compressed folder is named according to the following convention: BeginDate_EndDate_LockboxNumber.zip Since the date range in this example is from 02/01/2008 through 04/08/2008 for Lockbox Number TST23DP, the compressed file is named: _ _TST23DP.zip 34

35 A progress window will appear while the files are downloaded. This may take a few moments to complete, depending upon the size of the date range selected and the amount of data it contains. The progress window can be minimized to run in the background during this process. Extracting the Compressed Files When downloading is complete, the first folder in the zipped package will be automatically displayed. Double-click this folder. Double-click the next folder that appears. The WebLITS folder will be displayed. Copy & Paste or Drag & Drop the WebLITS folder to the desired location (i.e. desktop, local or network drive, CD ROM or any other storage medium). 35

36 After Pasting or Dropping the WebLITS folder to the desired location, the user is prompted to enter the security password (if applicable). Enter the password and select OK. The WebLITS folder is then copied to the new location. This may take a few moments to complete, depending upon the size of the date range selected and the amount of data it contains. The progress window can be minimized to run in the background during this process. NOTE: If burning to a CD ROM and an "AUTORUN" feature is desired, the contents of the WebLITS folder should be written to the ROOT. Accessing WebLITS Data & Images Open the WebLITS folder from its new location. Double-click the file named WebLITS.exe. 36

37 The WebLITS search screen is displayed. The available date range is limited to that which was selected during the WebLITS creation process. Search for transactions that fall within this default range, or narrow the dates as necessary. NOTE: For more information on searching transactions, please refer to the lesson entitled "Item Searching," elsewhere in this manual. Results for the selected search criteria are displayed. Double-click to select a transaction for viewing. Transactions details are displayed with the same viewing options available online. NOTE: For more information on viewing transactions, please refer to the lesson entitled "Viewing Data & Images," elsewhere in this manual. 37