Reference Guide (IRIS)

Transcription

1 Reference Guide For Santander Bank s Interactive Reporting & Initiation Services (IRIS) Equal Housing Lender. Santander Bank, N.A. is a Member FDIC and a wholly owned subsidiary of Banco Santander, S.A Santander Bank, N.A. Santander and its logo are registered trademarks of Banco Santander, S.A. or its affiliates or subsidiaries in the United States and other countries

2 Table of Contents Managing User Profiles 4 Modify Account Names 12 Information Reporting 14 Select a Report 15 Select Report Criteria 15 Select a Report View 16 Transaction Search 17 Exporting Report Results 18 Exporting Report Results in BA12 Format 21 Download to QuickBooks or Quicken 22 Account Transfers Real Time 25 Creating / Releasing a Transfer 25 Editing Multi-Entry Templates 26 Deleting Transfers 28 Account Transfers Batch 29 Creating / Releasing a Transfer 29 Editing Transfers 30 Deleting Transfers 32 ACH Payments 33 Adding a Database 35 Editing Database Entries 37 Creating/Releasing Reports 38 Generating Reports 40 Unreleasing Batches 41 Using Data Import 42 ACH Validator 52 Create a NACHA File / Releasing Batches 52 Generating Reports 55 Wire Transfers 57 Creating Wire Templates 58 Creating Wire Transfers 62 Approving Wire Transfers 66 Releasing Wire Transfer 66 Wire Activity Reports 73 2

3 Table of Contents cont. Inquiries 76 All Activity 76 Historical Paid Checks 77 Deposit Tickets 78 Stop Payments Search 79 Current Check Status 80 View Check Images 80 Stop Payments 82 Single Stop 83 View Check Images 84 Range Stop 85 Multi-Entry Stop 87 Monitor 90 Positive Pay 92 Exceptions 93 Import 95 Add Import Format 95 Edit Import Format 97 View Import Format 99 Upload Import Format 101 Issue/Void Maintenance 104 Monitor 105 Real-Time Balances 107 Audit 108 Holiday Table 110 IRIS Issue File Form 111 Cut-off Times 112 3

4 Managing User Profiles This section covers: Adding Users Editing Users Deleting Users Locking and Unlocking Users Running Entitlements Reports Adding a User 1. From the left-hand navigation, select Administration. 2. Beneath the heading Advanced Administration, select Manage Users. 3. From the Entitlements screen, select Add User. Note: Use the User/View function to display entitlements granted to the User. 4

5 4. Enter the appropriate information in all required fields, and select Save Basic Info. Leave the Authentication ID field blank. Note: In the Password field, enter a temporary password for the User, and then retype the password in the Confirm Password field. The password length must be a minimum of six alphanumeric characters. 5. Select the User s individual entitlements by selecting the expandable categories. Select the appropriate entitlements within each category and Save each category. Note: If the User is entitled to any Account Activity and Stop Payments Permissions, Positive Pay Permissions, and/or Balance Inquiry Permissions, he/she must have accounts selected under Check Services Account Assignments. Note: If the User is entitled to any Reporting Permissions, he/she must have accounts selected under Payments and Reporting Accounts. Note: Users with any Wire Transfer and/or the ACH Release entitlements must be setup by Santander. Please call the Online Business Support Center at for assistance. 5

6 Editing Users 1. From the left-hand navigation, select Administration. 2. Beneath the heading Advanced Administration, select Manage Users. 3. A list of existing users will appear. Select the appropriate user s name. 4. Select the User s individual entitlements by selecting the expandable categories. Select the appropriate entitlements within each category to be edited and Save each category. Note: If the User is entitled to any Account Activity and Stop Payments Permissions, Positive Pay Permissions, and/or Balance Inquiry Permissions, he/she must have accounts selected under Check Services Account Assignments. Note: If the User is entitled to any Reporting Permissions, he/she must have accounts selected under Payments and Reporting Accounts. 6

7 Deleting Users 1. From the left-hand navigation, select Administration. 2. From the heading Advanced Administration, select Manage Users. 3. A list of existing users will appear. Select the appropriate user s name. 4. In the Deactivation Date field, enter the date from which the User will no longer have access to IRIS. 7

8 5. Select Save Basic Info. Locking and Unlocking Users To lock a User 1. From the left-hand navigation, select Administration. 2. Beneath the heading Advanced Administration, select Manage Users. 8

9 3. A list of existing users will appear. Select the appropriate User s name. 4. Select the Block Access for this user (Locked) checkbox. Note: By locking a User s access, the system will retain all passwords and entitlements associated with the User. 5. Select Save Basic Info. 9

10 To unlock a User 1. From the left-hand navigation, select Administration. 2. Beneath the heading Advanced Administration, select Manage Users. 3. A list of existing users will appear. Select the appropriate User s name. 6. Deselect the Block Access for this user (Locked) checkbox. 10

11 7. Select Save Basic Info. Running Entitlement Reports: The User Entitlements Report is available to User administrators who have access to the Manage Users screen. The purpose of the report is to provide an export report that lists all of a User's permissions as set on the User's settings screen. This report assists you in regards to regulatory compliance and accountability, as well as maintaining internal records of your organization's user permissions. 1. From the left-hand navigation, select Administration. 2. Beneath the heading Advanced Administration, select Manage Users. 3. A list of existing users will appear. Select the Entitlements Report link for an individual user or select the Download Entitlements Report for All Users link in the bottom right corner. 11

12 4. Once you have made your report selection the following message will be displayed at the top of your page. 5. To view the report, select the Home menu link in the top left corner. 12

13 6. The entitlements report(s) will be available as a link under the System Notices 13

14 7. Select the link to open or save the report. 8. Selecting the option to Open will open the csv file and the Save button will allow you to save the csv file to your specified location 14

15 Modifying Account Names You can view account settings and modify the account name on all accounts within Business Online Banking. 1. From the left-hand navigation, select Administration. 2. From the heading Advanced Administration, select Modify Account Names. 3. Enter the new account name in the Account Name field. The name entered will be applied to the account on the Payments and Reporting tab. Account names can also be updated from the Payments and Reporting tab in the same manner. 4. Select Save 15

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17 Reporting The Reporting module is used to view detailed reports on balance and transaction activity for specific accounts. Reports can be based on previous day or current day information. The Transaction Search option assists in locating a specific transaction(s). Searches are defined by criteria, including account number, transaction type, and amount. The Export option assists in downloading balances and transaction detail in formats for use in accounting or spreadsheet software. Information Reporting Basic Steps Select a report. Select the report criteria Select the Summary button, the Transaction List button or Transaction Search button. Basic Terms Summary the Summary report displays balance information on accounts based on the criteria entered on the Criteria Selection screen. Transaction List the Transaction List report displays detailed transaction information based on the criteria entered on the Criteria Selection screen. Loan Report the Loan Report displays summary information on loan accounts based on the criteria entered on the Criteria Selection screen. This information is on a 1-plus-prior day delivery. Previous Day the Previous Day Report provides balances and transaction details on accounts on a prior day basis based on the criteria entered on the Criteria Selection screen. Current Day the Current Day Report provides information on controlled disbursement presentments and check details occurring today, as well as current day information on incoming ACH transactions. This information is based on the criteria entered on the Criteria Selection screen. Statement Report the Statement Report only appears for Users that have the QuickBooks or Quicken downloads. The report automatically opens and exports balance and transaction detail into QuickBooks or Quicken software. Note: Depending on security privileges in Business Online Banking, Users may or may not see all screens and options to perform the tasks described below. 17

18 Select a Report 1. From the left-hand navigation, select Reporting. 2. Beneath the Report Name column, select the Report Name. Select Report Criteria Select Report Criteria to define the report output. The criteria you set is dependent on the type of report you select. Create a Favorite Report 1. Enter a Name for your report 2. Select the criteria for your new report and click Save. You can also select a current Favorite report and Delete the report if it is no longer needed. 18

19 1. Show Detail always select this option so that all additional information displays, such as ACH addenda. 2. From Date this field will default with the previous business day s date for previous day report types, and the current day s date for the current day report. The date can be changed to pull data from other dates. This field would contain the beginning date of a date range. 3. To Date only used when a report is created for multiple dates. This field would contain the ending date of a date range. 4. Account Display Sort allows the user to sort accounts by Account Name, Account Number or by ABA. 5. Transaction Sort the method the system uses to sort results for a Transaction List report. Note: Depending on the type of report, a Transaction Sort view may not be available. Options include: Date/Amount, Date/Serial Number, Amount, Serial Number, Reference Number, and Transaction Type. Select a Report View 1. Select Summary or Transaction List. Summary will display balance information. Transaction List displays transaction details. 2. Select the check box next to the appropriate account(s). If using the Statement Report, the User may enter a value in the Unreported Credits and Unreported Debits fields. The values will appear in the report. 3. Select Display. An overview of your report will be displayed. Transaction Search 1. From the left-hand navigation, select Reporting. 2. From the Feature Menu, select Transaction Search (or from the Criteria Selection screen, select Transaction Search). 19

20 3. Select the Date Type: Previous Day or Current Day. Note: Under the Current Day report current day information is for controlled disbursement and ACH items only. 4. Select the Transaction Type from the drop-down menu. 5. Enter the From Date and To Date of the date range. 6. Select an Account Number or All Accounts from the drop-down menu. 7. If searching for a specific dollar amount or dollar amount range, the User may enter the From Amount and To Amounts. 8. If the User is searching for a specific check number, the User may enter the check number in the Serial Number field. 9. Select Transaction Search. The information for the transaction(s) you requested will be displayed. 20

21 Exporting Report Results The Export feature may be used to export a report or the results of a transaction search to a separate accounting file. 1. From the left-hand navigation, select Reporting. 2. Beneath the Report Name column, select the Report Name. 3. Enter data in the appropriate fields described below: Show Detail always select this option so that all additional information, such as ACH addenda, displays. From Date this field will default with the previous business day s date. The date can be changed to pull data from other dates. This field would contain the beginning date of a date range. To Date only used when a report is being run for multiple dates. This field would contain the ending date of a date range. Account Display Sort allows the user to sort accounts by Account Name, Account Number or ABA. Transaction Sort the method the system uses to sort results for a Transaction List report. Note: Depending on the type of report, a Transaction Sort view may not be available. Options include: Date/Amount, Date/Serial Number, Amount, Serial Number, Reference Number, and Transaction Type. 4. Select Export. 21

22 5. Select the export format by selecting Comma-Separated or Tab-Separated. 6. Select Export Report. 7. The following message will appear: Export was started for IR Report. Please press the refresh button to view results of the export. This process may take several minutes depending on the report criteria entered. 8. Select Refresh on the browser. Note: User may need to refresh the browser more than once. 9. The following message will appear. Export File Created. Select here to download or view file. 10. Select the message hyperlink to download the exported file. 11. The File Download box will appear. Select Open to view the report now, or select Save to view it at a later time. 22

23 Exporting Report Results in BAI2 Format 1. From the left-hand navigation, select Reporting. 2. From the Feature Menu, select BAI2 Export. 3. On the BAI2 Export screen, enter the date range, select the appropriate account(s), and select Export Report. 23

24 4. The following message will appear: Export was started for BAI2 Report. Please press the refresh button to view results of the export. This process may take several minutes depending on the report criteria entered. 5. Select Refresh on the browser menu. Note: User may need to refresh the browser more than once. 6. The following message will appear. Select the message hyperlink to download the exported file. Export File Created. Select here to download or view file. 7. The File Download box will appear. Select Open to view the report now or Save to view it at a later time. Download to QuickBooks or Quicken 1. From the left-hand navigation, select Reporting. 2. Select the Statement Report by selecting the hyperlink in the Report Name column. 24

25 3. The From Date field will pre-fill with the previous business day s date. To select a date range, enter the From Date and the To Date. 4. Select the Account Display Sort from the drop-down menu. 5. Select the Transaction Sort from the drop-down menu. 6. Select the Account(s). 7. The User may enter amounts in the Unreported Credits and/or Unreported Debits fields. 8. Select Download to QuickBooks or Download to Quicken. 9. The following message will appear: Export was started for Quicken Export. Please press the refresh button to view results of the export. This process may take several minutes depending on the report criteria entered. 10. Select Refresh on the browser. Note: User may need to refresh the browser more than once. 11. The following message will appear: Export File Created. Select here to download or view file. 25

26 12. Select the message hyperlink. By selecting the Open button from the File Download box, QuickBooks or Quicken will automatically launch and import the selected data. Note: Select Save to store the information to be uploaded into QuickBooks or Quicken at a later date. 26

27 Account Transfers Real Time The Account Transfers module is used to transfer funds between your Santander accounts in real time. Note: Depending on the security privileges in IRIS, not all Users may have access to all screens and options to perform the tasks described in this Reference Guide. Creating/Releasing a Transfer 1. From the left-hand navigation, select Account Transfers. 2. Select the From Account (the account to be debited) from the drop-down account list. 3. Select the To Account (the account to be credited) from the drop-down account list. Note: Users can also use the Lookup box to select the accounts. 4. Enter the transfer amount in the Amount field. 5. To save this payment as a template, select Save as Multi-Entry Template. 6. Enter a comment that describes the transfer in the Comment field. The comment field is limited to 20 characters. This is an optional field. 7. In the Nick Name field, create a name for this template. 8. Select Continue. 27

28 9. Review the transfer. Select Make Transfer(s). 10. The following messages will appear: A payment of $x.xx has been made on xx/xx/ From the Feature Menu, select Transfer History. 12. Enter the search criteria, and then select Search. 13. The Status column will display the status of the transfers. Pending Submitted the transfer is in process. Processed the transfer is complete. Rejected the transfer did not take place. 14. Select Print to print a hard copy of all of the transfers. Editing Multi-Entry Templates The Multi-Entry feature can be used to select existing templates, edit existing template, or to create new templates. 1. From the left-hand navigation, select Account Transfer. 28

29 2. Select the Multi-Entry tab. 3. To select an existing template, select the box in front of the entry. Note: To create a new template select the box in front of the blank entry, enter the Nick Name, select the From account and To account, then enter an Amount. The Comment field is optional. 4. The Amount and Comment fields may be edited at this time. Note: To edit the Nick Name field, select the Edit hyperlink. 5. Select Continue. 6. Verify the transfer is correct, select Make Transfer(s). 7. The following message will appear: A payment of $x.xx has been made on xx/xx/

30 8. From the Feature Menu, select Transfer History. 9. The Status column will display the status of the transfers. Pending Submitted the transfer is in process. Processed the transfer is complete. Rejected the transfer did not take place. 10. Select Print to print a hard copy of all of the transfers. Deleting Transfers Only Multi-Entry templates may be deleted. 1. From the left-hand navigation, select Account Transfers. 2. Select the Multi-Entry tab. 3. Select the templates to be deleted by selecting the corresponding check box, then selecting Delete. The page will automatically refresh. The template(s) will no longer appear. 30

31 Account Transfers Batch The Account Transfers module is used to transfer funds between your Santander accounts. Note: Only customers who have loan sweeps attached to their accounts are eligible for Batch Account Transfers. Note: Depending on the security privileges in IRIS, not all Users may have access to all screens and options to perform the tasks described in this Reference Guide. Creating/Releasing a Transfer 1. From the left-hand navigation, select Account Transfer. 2. Select the From Account (the account to be debited) from the drop-down account list. 3. Select the To Account (the account to be debited) from the drop-down account list. Note: Users can also use the Lookup box to select the accounts. 4. The Date field will be pre-filled with the current day s date. 5. Enter the transfer amount in the Amount field. 6. Enter a comment that describes the transfer in the Comment field. The comment field is limited to 20 characters. This is an optional field. 7. To save these transfers for future use, select the Retain check box. In the future, whenever the Account Transfer module is opened, the From Account, To Account, Amount and Comment fields will display all items that have been retained. 8. To release an entry, select the check box next to the entry and select Transfer. 9. A message confirming the number of transfers and total dollar amount will appear. Select OK. 31

32 10. The following messages will appear: x Transfer(s) for $xxx.xx have been Released Successfully. 11. From the Feature Menu, select View Transfers. 12. The Status column will display the status of the transfers. Released the transfer is waiting to be processed by bank. Submitted the transfer is complete. 13. To view/print a report of each transfer, select the transfer(s) by selecting the check box, then Transfer Report, and then Display. Editing Transfers Only retained Account Transfers may be edited. The only fields that can be changed are Amount and Comment. 1. From the left-hand navigation, select Account Transfers. 2. In the Amount field, enter the new amount to be transferred. 32

33 3. If there are changes to be made to comments, enter the new comments in the Comment field. 4. To release the edited entry, select the check box next to the entry and select Transfer. 5. A message confirming the number of transfers and total dollar amount will appear. Select OK. 6. The following messages will appear: x Transfer(s) for $xxx.xx have been Released Successfully. 4. From the Feature Menu, select View Transfers. 5. The Status column will display the status of the transfers. Released the transfer is waiting to be processed by bank. Submitted the transfer is complete. 33

34 6. To view/print a report of each transfer, select the transfer(s) by selecting the check box, then Transfer Report, and then Display. Deleting Transfers Only Retained Account Transfers may be deleted. 1. Select Account Transfers. 2. Select the transfer to be deleted by selecting its check box, then selecting Delete. The page will automatically refresh. The retained transfer will no longer appear. 34

35 ACH Payments ACH Payments is an optional module that is used to initiate various payments. ACH Payment types, referred to as Applications, include: Direct deposit of payroll Cash concentration and disbursement Consumer debits and credits Federal and State tax payments IRIS supports more than 100 different applications to meet your payment requirements. About Automated Clearing House All Automated Clearing House (ACH) payments (batches) released are processed through the ACH network. ACH is a central clearing facility, typically operated by a Federal Reserve Bank that receives and distributes electronic payments among banks and performs settlement functions. When payments are initiated, the entries are sent through Santander to the clearing house network, where it is distributed to the receiving bank(s). On the settlement date (effective date), your Santander account will receive an offsetting entry a credit or debit depending on the type of ACH file that was created. The receiver will also receive an entry a credit or debit depending on the type of ACH file that was created. Example 1: A payroll file is created to pay employees. On settlement day, a debit will post to the company s Santander account, and a credit will be posted to the employees accounts. Example 2: A consumer debit/credit file is created to collect rent payments. On settlement day, a credit will post to the company s Santander account, and debits will post to the renters accounts. Basic Terms The terms listed below describe the basic components of ACH transactions. Understanding these basic terms will help you to better understand the workflow process. Database: The feature used to create, store, and re-use information for the ACH transactions being used on a regular basis. A database is set up for each payment type (application). Application: A specific type of ACH payment. An application must be selected when creating a database. Batch: Groups of transactions with the same assigned application and effective dates. Create Batch: A system feature that creates batches of transactions from database entries. Effective date: The settlement date for transactions. This is the date when funds are transferred between bank accounts within ACH. 35

36 Prenotes: Pre-notifications are zero-dollar transactions that are sent to the receiving banks to confirm the customer s bank information prior to sending live dollar transactions. The receiving bank has seven days to notify the initiator or any errors. Note: Depending on security privileges in IRIS, Users may or may not see all screens and options to perform the tasks described below. Workflow Summary Once a database is added for each type of transaction, use the workflow in the diagram below to process transactions: Add or Edit a Database Create Batch View & Report on Batches Release Bank Processing Add or Edit a Database Add a database for each type of transaction to be made. Add database entries for each application. (This is a one-time step.) Edit the information in an existing database. Edits can be made directly from the Database Detail screen, or change amounts from the Database Summary screen. For example, for an hourly payroll database, changes must be made to the amount field for each employee based on the number of hours that person worked during a given week. Create a Batch Once all appropriate edits are made, create batches by selecting on the check box next to a database on the Database List screen, selecting the Create Batch button, and assigning an effective date. Batches appear in the Batch List screen. View and Report on Batches View totals on the Batch List screen before releasing batches to the financial institution. For example, if a certain total is expected based on calculations made in a separate accounting application, make sure the totals agree before releasing batches to Santander for processing. The Batch Report will also display totals and details of batches. Release Batches Release transactions to Santander for processing by selecting the check box next to the batch, and then the Release button where the user will be prompted to use their security token to release the transactions. 36

37 Adding a Database 1. From the left-hand navigation, select ACH Payments. 2. Select Add. 3. Select the appropriate company from the Company drop-down list. 4. Select the appropriate application (type of payment) from the Application drop-down list. 5. Enter a user-friendly Database Name for the database (e.g. hourly payroll). 6. Select Previous Business Day to have a non-business day effective date fall on the previous business day. Select Next Business Day to have it fall on the next business day. 7. Select Save. 37

38 8. The Database Summary screen appears with a confirmation that the database has been added. 9. Select Add to add database entries. 10. Enter the required fields. Note: Data entry fields for each payment type are different. Select Help for instructions on how to complete each data entry field. 11. Once all required data is entered, select Save. 12. The following message will appear: Database entry details saved. 13. Repeat steps 9-11 until all entries have been made into the database. 38

39 Editing Database Entries 1. From the left-hand navigation, select ACH Payments. 2. From the Database List screen, select the appropriate database name. 3. Edit the amount field, if necessary. Note: You may edit detail information by selecting the entry s hyperlink. 4. Select Save. 39

40 Creating/Releasing Batches 1. Once the amounts are entered and the edits are complete, select ACH Database List from the Feature Menu. 2. From the Database List screen, select the check box next to the appropriate database, and then select Create Batch. 40

41 3. In the Effective Date field, enter the settlement date of the batch. The settlement date is the date the items are to be paid. 4. The Prenotes Only option is for new databases or new transactions entries, if the Create Prenote option was selected when setting up the Database Detail. This feature will send zero-dollar transactions to the receiving banks to verify the receiving party s information. 5. Select OK. The user will be brought to the ACH Batch List screen. The following message will appear: The system is creating batches for <Database Name>. If you are setup to view, edit, or release batches, select Refresh to view the Batch List screen. If you are not setup to access the Batch List screen, another user must perform these tasks. 6. Select the Refresh button on the browser. The newly created batch will appear on the ACH Batch List screen. 7. Select the check box next to the appropriate batch, and select Release. Note: The user may also select Selects All Entered Status batches on this screen to select all batches at once. 41

42 8. The User Authentication box will appear: 9. The User s IRIS User ID will automatically be populated in the User ID field. 10. Sign onto the bank-supplied security token, enter your 4-digit pin, and then enter the 6-digit passcode that appears into the PASSCODE field in the User Authentication box. The User has 26 seconds to complete this task and select OK. Note: A Reference Card details the use of the Security Token. This card is in the package along with the Security Token. Note: By changing the status to Released, a flag is sent to Santander to scoop up and process this ACH batch. Once the items have been received by Santander, the status will change to Submitted. Generating Reports To view Batch totals: 1. From the left-hand navigation, select ACH Payments. 2. From the Feature Menu, select ACH Batch List. 3. From the ACH Batch List screen, select the check boxes next to one or more batches. 4. Select Batch Report. 42

43 5. Select the Sort Order, and then select Display. The Batch Report will appear. 6. Select Print to generate a hard copy of the report. Unreleasing Batches If a batch was released, but needs to be canceled to make the batch unavailable for Santander processing, the batch can be unreleased by doing the following: 1. From the ACH Batch List screen, select the check box next to the batch you wish to Unrelease. 2. Select Unrelease. 3. The following message will appear and the status for the batch changes back to Entered. Unrelease authorization was successful for the batch: (file name). Note: This can only be done if the status is Released. A batch cannot be Unreleased for items that have a status of Submitted. 43

44 Using Data Import The Data Import function is used to import files created from another system (accounting software, Excel spreadsheets, etc.) into an IRIS ACH Database. Before an import can be completed, the data entry requirements for a particular ACH application must be defined to match the characteristics of the import file that was created. For example, to import a comma-delimited file containing payroll data to an ACH database based on the payroll application, an import format based on the payroll application and the characteristics of the file must be created. Basic Terms Import Format a format used to import files into an ACH Database. Fixed-Width a file format that contains data in a continuous string of characters and spaces. Each character and space defines a separate column. Each column is made up of a group of numbers. For example, column 1 contains characters To define a field, you must specify a span of numbers that corresponds to where that field begins and ends in the import file. Specify the beginning and ending column of each field by their values in the import format. Comma-Delimited a file format that uses commas to separate fields. Specify the order of the fields as they appear in the file to be imported by entering the number in the import format. Note: Depending on security privileges in IRIS, Users may or may not see all screens and options to perform the tasks described below. Data Import Steps Create an Import Format. Export from a spreadsheet or accounting package choosing the Comma Delimited or Fixed Width. Import into IRIS. Create an Import Format 1. From the left-hand navigation, select Administration. 2. Beneath the heading Formats and Templates, select Create ACH import format. 3. Select Add. Enter the following fields: Import Format Name name of the import format that can be easily recognized from a drop-down menu. Import Format Description brief description of import file format. Application select an application from the drop-down menu. Import File Type select the file type of file being imported: Comma Delimited, Fixed Format or NACHA. Note: If file is currently in a NACHA format, Validator should be used instead of Import. 44

45 4. Select Save. 5. Select the Format Characteristics. Use the Help button for selection of appropriate criteria. 45

46 6. Enter the Field Properties of each Field Name in the Field Number column. 7. For fixed format files, specify the span of numbers that corresponds to where a field begins and ends in the import file. 8. For comma-delimited files, specify the Field Number (order) of each field in the file. 9. Select Save. Export from an Accounting Package or other Software Check the instructions on your spreadsheet or accounting package to create an export file. Be sure to save the file as either Comma Delimited or Fixed Format. 46

47 Import into IRIS 1. From the left-hand navigation, select ACH Payments. 2. From the ACH Database List screen, select the check box next to the database, and then select Import. Note: If a database has not yet been created, see Adding a Database on page 35 of this guide. 3. Select the appropriate import format from the Import Format drop-down list. 4. Select the Browse button, locate the file and specify the file to be imported by entering the path to the file on your hard drive or network. 47

48 5. Select the file and select Open. 6. Select OK. 7. The following message will display: Data Import was successfully started for the file. Please press the refresh button to view the results. 8. Select the Refresh button on the browser. Note: User may need to refresh the browser more than once. 9. The following message will appear: Data Import of file <File Name and Drive>into the database <database name>was successful. 10. Select ACH Database List from the Feature Menu. 11. From the Database List screen, select the check box next to the appropriate database, and then select Create Batch. 48

49 12. In the Effective Date field, enter the settlement date of the batch. The settlement date is the date the items are to be paid. 13. The Prenotes Only option is for new databases or new transactions entries. This feature will send zero-dollar transactions to the receiving banks to verify the receiving party s information. 14. Select OK. The user will be brought to the ACH Batch List screen. 15. The following message will appear: The system is creating batches for <Database Name>. If you are setup to view, edit, or release batches, select Refresh to view the Batch List screen. If you are not setup to access the Batch List screen, another User must perform these tasks. 16. Select the Refresh button on the browser. The newly created batch will appear on the ACH Batch List screen. 49

50 17. Select the check box next to the appropriate batch, and then select Release. Note: The user may also select Selects All Entered Status batches on this screen to select all batches at once. 18. The User Authentication box will appear: 19. The User s IRIS User ID will automatically be populated in the User ID field. 20. Logon to the Santander-supplied security token, enter the 4-digit pin, and type the 6- digit passcode that appears into the PASSCODE field in the User Authentication box. The User has 26 seconds to complete this task and select OK. Note: A Reference Card details the use of the Security Token. This card is in the package along with the Security Token. 21. By changing the status to Released, a flag is sent to Santander to process this ACH batch. Once the items have been received by Santander, the status will change to Submitted. Generating Reports To view Batch totals, complete the following steps: 1. From the left-hand navigation, select ACH Payments. 2. From the Feature Menu, select ACH Batch List. 3. From the ACH Batch List screen, select the check box next to one or more batches. 50

51 4. Select Batch Report. 5. Select the Sort Order, and then select Display. 6. Select Print to generate a hard copy of the report. Viewing Import Report View Import Reports to receive a status on an import. To view the report, select the hyperlink in the confirmation message or select the Import Report button on the ACH Database List screen. 1. From the left-hand navigation, select ACH Payments. 2. Select the check box next to the appropriate database, and then select Import Report. 51

52 3. Report results display in your browser. Statuses can be Needs Repair or Not Imported. Needs Repair means that data did not import into one or more fields in particular entries. These errors are called exceptions. Correcting Exceptions To correct exceptions in an ACH Database that have the status Needs Repair, complete the following steps: 1. From the left-hand navigation, select ACH Payments. 2. Select the appropriate database. 52

53 3. To edit an entry that Needs Repair, select the appropriate entry in the Name column. 4. Make edits to the appropriate field(s), and then Select Save. 5. When an exception has been corrected for an entry, its status changes to Entered. 6. Repeat steps 2 through 5 for all entries with Needs Repair status. 53

54 ACH Validator The ACH Validator function is used to import ACH-formatted files directly into IRIS. The file(s) must be in industry-standard NACHA format. The ACH Validator function verifies that the NACHA file created by your accounting package is in the correct NACHA format. It also verifies that the NACHA format complies with the rules specified by Santander for NACHA file creation. Basic Terms ACH Batch: Groups of same transaction types that have the same assigned effective dates. Once the NACHA-format file has been verified, the batch will appear on the ACH batch list, and may be released to the bank for processing. NACHA File: An electronic file containing payments or related information processed through the ACH network. Note: Depending on security privileges in IRIS, Users may or may not see all screens and options to perform the tasks described below. Validator Steps There are three main steps to send a NACHA file to Santander through Validator: Create a NACHA file with your accounting package. Import the NACHA file directly into the system as an ACH batch. Release the batch to Santander for processing. Create a NACHA File Use your accounting package to create a NACHA file. 54

55 Import a NACHA File Import your NACHA file directly as an ACH batch using the following steps: 1. From the left-hand navigation, select ACH Payments. 2. From the Feature Menu, select ACH Validator. 3. Select the Browse button, and then specify the NACHA file to be validated by entering the path to the file on your hard drive or network. 4. Select a NACHA file, and select Open. The path to the file displays in the Validator File Name/Location text box. 55

56 5. Select OK. 6. The following message will appear: Validation was successfully started for the file. Please press the refresh button to view the results. 7. Select Refresh on the browser. Note: User may need to refresh the browser more than once. 8. Depending on the outcome of validation, when validation is complete one of three messages will display: Message Validation of the file, <NACHA filename> into the database <database name> was successful. Validation of the file, <NACHA file name> was successful with exceptions. Validation of the file <filename> into the database <database name> failed. Meaning/ Recommended Action Validation was successful. You can perform actions on the batches from the ACH Batch List screen. View the Validator Report to understand why exceptions occurred. You can view the Validator Report by selecting the hyperlink in the message or by selecting the batch and selecting the Validator Report button on the ACH Batch List screen. Validation did not occur. No batches were created. Review your NACHA file for errors. 56

57 Release the Batch 1. From the ACH Batch List screen, select the check box next to the batch to be released, and then select Release. Note: The user may also select Selects All Entered Status batches on this screen to select all batches at once. 22. The User Authentication box will appear. 23. The User s IRIS User ID will automatically be populated in the User ID field. 24. Sign onto the Santander-supplied security token, enter the 4-digit pin, and type the 6- digit passcode that appears into the PASSCODE field in the User Authentication box. The User has 26 seconds to complete this task and select OK. Note: A Reference Card details the use of the Security Token. This card is in the package along with the Security Token. 25. By changing the status to Released, Santander is alerted to process this batch. Once the items have been received by Santander, the status will change to Submitted. Generating Reports To view Batch totals, perform the following steps: 1. From the left-hand navigation, select ACH Payments. 2. From the Feature Menu, select ACH Batch List. 57

58 3. From the ACH Batch List screen, select the check boxes next to one or more batches. 4. Select Batch Report. 5. Select the Sort Order, select Display. 6. Select Print to generate a hard copy of the report. 58

59 Wire Transfers Wire Transfer is an optional module that is used to create, approve, and send secure wire payments. Wire features include: Repetitive and non-repetitive wire formats. Single and batch wire origination. Future value-dated wire warehousing for up to 7 days for U.S. Dollar wires. Wire Transaction List screen to review and manage all wires. Wire Repair screen to correct wire errors or for editing an existing wire prior to release. Wire History List screen to review all past wire activity. Wire Templates for speed, accuracy, and security when performing data entry. Basic Terms and Features Accounts the account(s) used for a wire transfer. Approvals Depending on the security options setup by Santander, wires may require up to two levels of authorization before they can be released. Batches Groups of individual transactions with the same assigned application, value date, and currency. Beneficiary the party receiving the wire transaction. Originator the party initiating the wire transaction. Queuing once a wire is created, it will move (queue) to the Transaction List, where it is reviewed, approved, and released by authorized Users. Receiving Bank the financial institution that is receiving the wire payment. Templates a feature used to store payment instructions for wire transfers that are made on a repetitive basis. Value Date the settlement date. Wire Applications payment types, such as repetitive wire, with data-entry fields for entering transaction data. Wire History a history of previously processed wires. Wire Repair a wire that needs to be corrected in order for it to be released. Wire Transfers electronic fund transfers that settle immediately at the Federal Reserve. Note: Depending on security privileges in IRIS, Users may or may not see all screens and options to perform the tasks described below. General Set-up and Workflow Create Wire Templates for repetitive wires. Choose Single or Batch wire origination, and enter all required data into wire entry screen. Queue wire(s) for processing. Approve Wires. 59

60 Release Wires for processing. (Optional) Revise Wires that are incorrect. Creating Wire Templates Note: All fields are required to release a Wire Transfer. 1. From the left-hand navigation, select Administration. 2. Beneath the heading Formats and Templates, select Create Wire entry templates. 3. Select the appropriate Application Name. 4. Select the type of application to setup: Repetitive Fed Domestic wires. Semi-Repetitive Fed Domestic wires with an Addenda field. Repetitive Fed International U.S. dollar international wires. Semi-Repetitive Fed International U.S. dollar international wires with an Addenda field. Repetitive Foreign Currency Foreign currency wires. Semi-Repetitive Foreign Currency Foreign currency wires with an Addenda field. 60

61 5. From the Template List screen, select Add. 6. Enter wire information: Repetitive Fed and Semi-Repetitive Fed, enter information into the following required fields: Template ID Description Debit Account # Santander account to be debited. Receiving Bank ID (use the Lookup to select the appropriate bank) Receiving Bank Name (will pre-fill after bank selection is made) Receiving Bank Address (will pre-fill after bank selection is made) 61

62 Beneficiary Account # Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information If the wire needs to go through an intermediary bank, fill in the following required fields: Template ID Description Debit Account # Santander account to be debited. Receiving Bank ID (use the Lookup to select the appropriate intermediary bank) Receiving Bank Name (will pre-fill after bank selection is made) Receiving Bank Address (will pre-fill after bank selection is made) Beneficiary Bank Id (use the Lookup to select the appropriate bank) Beneficiary Bank Name (will pre-fill after bank selection is made) Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information Repetitive Fed Intl or Semi-Repetitive Fed Intl, enter the following required fields: Template ID Description Debit Account # Santander account to be debited. Receiving Bank ID (leave blank, will pre-fill once correspondent bank is selected) Receiving Bank Name (leave blank, will pre-fill once correspondent bank is selected) Receiving Bank Address (leave blank, will pre-fill once correspondent bank is selected) Leave all Intermediary Bank information blank Beneficiary Bank ID Type Select Swift BIC from the drop down menu Beneficiary Bank ID (use the Find Correspondent lookup to select the appropriate Swift BIC ID number and correspondent bank) Beneficiary Bank Name (will pre-fill after bank selection is made) 62

63 Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # - (If the wire is being sent to Europe or the UK, an IBAN (International Bank Account Number) must be added in the following format to the Beneficiary Account.) IBAN: FR K85 Country Code Check Digit Bank Code and Account Number Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information Repetitive Foreign Currency or Semi-Repetitive Foreign Currency enter the following required fields: Template ID Description Debit Account # Santander account to be debited. Select a Sending Currency from the drop-down menu Leave ALL Intermediary Bank information blank Beneficiary Bank ID Type Select Swift BIC from the drop down menu Beneficiary Bank ID (use the Lookup to select the appropriate Swift BIC ID number) Beneficiary Bank Name (will pre-fill after bank selection is made) Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # - (If the wire is being sent to Europe or the UK, an IBAN (International Bank Account Number) must be added in the following format to the Beneficiary Account.) IBAN: FR K85 Country Code Check Digit Bank Code and Account Number Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) is an optional field for additional information BBI (Bank to Bank Information): enter the purpose of the wire Note: Foreign Currency (FX) exchange rates are updated daily on IRIS. Foreign Currency wires should not be entered until these rates are updated. A message is displayed on the Wire Transaction List screen when these rates are loaded. 63

64 7. When data entry is complete, select Save. (First Option): Initiate Single Wires 1. Select Wire Transfers, and then Single Wire from the Feature Menu. 2. Select the appropriate wire from the Application Name column. 3. Non-Repetitive wires, enter in the following information based on wire application type: Non-Repetitive Fed Amount Debit Account # Santander account to be debited. Receiving Bank ID (use the Lookup to select the appropriate bank) Receiving Bank Name (will pre-fill after bank selection is made) Receiving Bank Address (will pre-fill after bank selection is made) Beneficiary Account # Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information If the wire needs to go through an intermediary bank, fill in the following required fields: Amount Debit Account # Santander account to be debited. 64

65 Receiving Bank ID (use the Lookup to select the appropriate intermediary bank) Receiving Bank Name (will pre-fill after bank selection is made) Receiving Bank Address (will pre-fill after bank selection is made) Beneficiary Bank ID (use the Lookup to select the appropriate bank) Beneficiary Bank Name (will pre-fill after bank selection is made) Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information Non-Repetitive Fed International Amount Debit Account # Santander account to be debited. Receiving Bank ID (leave blank, will pre-fill once correspondent bank is selected) Receiving Bank Name (leave blank, will pre-fill once correspondent bank is selected) Receiving Bank Address (leave blank, will pre-fill once correspondent bank is selected) Leave all Intermediary Bank information blank Beneficiary Bank ID Type Select Swift BIC from the drop down menu Beneficiary Bank ID (use the Find Correspondent lookup to select the appropriate Swift BIC ID number and correspondent bank) Beneficiary Bank Name (will pre-fill after bank selection is made) Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # - (If the wire is being sent to Europe or the UK, an IBAN (International Bank Account Number) must be added in the following format to the Beneficiary Account.) IBAN: FR K85 Country Code Check Digit Bank Code and Account Number Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information Non Repetitive Foreign Currency 65

66 Contract Number (leave blank) Amount Debit Account # Santander account to be debited. Sending Currency (select from the drop-down menu) Leave ALL Intermediary Bank information blank Beneficiary Bank ID Type Select Swift BIC from the drop down menu Beneficiary Bank ID (use the Lookup to select the appropriate Swift BIC ID number) Beneficiary Bank Name (will pre-fill after bank selection is made) Beneficiary Bank Address (will pre-fill after bank selection is made) Beneficiary Account # - (If the wire is being sent to Europe or the UK, an IBAN (International Bank Account Number) must be added in the following format to the Beneficiary Account.) IBAN: FR K85 Country Code Check Digit Bank Code and Account Number Beneficiary Name Beneficiary Address Line 1: Street Address & Suite/Apt # (not a P.O. Box) Line 2: City, State/Province, Zip Code/Postal Code Line 3: Country Reference for Beneficiary is an optional field for additional information to be provided to the Beneficiary. OBI (Originator to Beneficiary) and BBI (Bank to Bank) are optional fields for additional information BBI (Bank to Bank Information): enter purpose of the wire. 4. For Repetitive or Semi Repetitive applications, select the Template ID from the drop-down. 5. Enter the Amount. 6. For Semi-Repetitive application, enter the addenda information in the Reference for Beneficiary, OBI or BBI fields. These are optional fields. 7. To view data in a template, select Detail. 8. Once information is entered, select Queue. 9. A message will display: Wire has been Created. 10. From the Feature Menu, select Transaction List. All wires that have been created will appear on this list. (Second Option): Initiate Batch Wires To create a batch of wires and queue them to the Transaction List screen, complete the following steps: 1. From the left-hand navigation, select Wire Transfers, and then from the Feature Menu select Batch Wire. 2. Select Add on the Wire Batch List screen. 66

67 3. From the Application Name column, select the type of wire. 4. Enter the Value Date (settlement date) for the batch. 5. For all Repetitive and Semi-Repetitive wires, select the appropriate Template ID from the drop-down menu, and then enter the amount of that wire in the Amount field. 6. For Non-Repetitive wires, select Add. Note: For list of data fields to enter, see page 61 of this guide. 7. Once information has been entered, select Save. 8. Review the wires from the Batch Summary screen. 9. If wires for this batch are complete, select Batch List. 10. Select the check box next to the appropriate batch(es), and then select Queue. 67

68 11. A message will display: Batch(es) Queued: From the Feature Menu, select Transaction List. Approve Wires 1. From the left-hand navigation, select Wire Transfer. All wires that have been queued can be reviewed from the Transaction List screen. 2. View information on wires or batches by selecting the Amount column. 3. If wire information is correct, select the check box next to the wire and then select Approve. Release Wires 1. From the left-hand navigation, select Wire Transfer. All wires waiting to be released will appear on the Transaction List screen. 2. To release a wire, select the check box next to the wire or batch and select Release. 68

69 3. The User Authentication box will appear: 4. The User s IRIS User ID will automatically be populated in the USER ID field. 5. Sign onto the bank-supplied security token, enter the 4-digit pin, and type the 6-digit passcode that appears into the PASSCODE field in the User Authentication box. The User has 26 seconds to complete this task and select OK. Note: A Reference Card details the use of the Security Token. This card is in the package along with the Security Token. 6. Select Refresh to view status changes. Changes include: Entered waiting for Approval Approved waiting for Release Released sent to Santander for processing Acknowledged this will provide the host reference number Processed this will provide the Fed reference number 69

70 Revise Wires (The Revision List) If wire information is not correct, the wire may be edited as long as it has Entered or Approved status: 1. From the left-hand navigation, select Wire Transfer. 2. Select the check box next to the wire that needs revision, and select Revise. 3. The wire has been sent to the repair queue. 4. From the Feature Menu, select Wire Repair. 5. From the Amount column, select the Amount for the wire or batch of wires. 6. Make changes in the detail screen, and select Queue to re-queue the wire or batch of wires. 7. The following message will appear: Wire has been saved. 8. From the Feature Menu, select Transaction List. The revised wire(s) will appear. Refer to page 65, for the steps on Approval and Release of wires 70

71 Generating Wire Reports There are three types of wire reports that can be generated, the Detail Report, the Summary Report, and the Totals Report. These provide quick summaries of the wires originated from the Wire Transaction List screen. Detail Report 1. From the left-hand navigation, select Wire Transfers. 2. From the Transaction List screen, select the check box next to the wires or batch of wires. 3. Select Detail Report. 4. To print the report, select Print. 71

72 Totals Report 1. From the left-hand navigation, select Wire Transfers. 2. From the Transaction List screen, select the check box next to the wire(s) or batch (es) of wires. 3. Select Totals Report. 4. To print the report, select Print. 72

73 Summary Report 1. From the left-hand navigation, select Wire Transfers. 2. From the Transaction List screen, select the check box next to the wire(s) or batch (es) of wires. 3. Select Summary Report. 4. To print the report, select Print. 73

74 Wire History Report At the end of each business day, all wires (regardless of status) are moved to Wire History. The wires are stored here and can be viewed or printed. 1. From the left-hand navigation, select Wire Transfer. 2. From the Feature Menu, select Wire History. 74

75 3. To search for Wires from Wire History. You can use the search function to search for a wire or group of wires that are archived on the Wire History List 1. Set the search criteria to define the wires that you want to view. 2. Select Search 3. If you have more than one page of results, use the pagination controls to navigate to additional pages. 4. To return to the full listing of wires, select Reset and then select Search. Wire Activity Reports The Wire Activity Report features summary and detailed views of incoming and outgoing wires. Basic Terms and Features Accounts the account(s) used for wire activity reporting Transaction Type the type of wire being sent or received Note: Depending on security privileges in IRIS, Users may or may not see all screens and options to perform the tasks described below. Wire Transaction Search Use Transaction Search to search for a specific wire transaction. 1. From the left-hand navigation, select Wire Activity. 2. Select the Report Type: Summary summary information, with hyperlink access to detail. Detail detailed information 3. Select the Sort Field(s) from the drop-down menu. 4. Select the Transaction Type from the drop-down menu. 5. Select optional fields From Date and To Date if running a date range report. 6. Select an Account Number or All Accounts from the drop-down menu. 7. Select optional fields From Amount, To Amount, and Host Reference Number. 8. Select Display. 75

76 9. To print the report, select Print. Wire Activity Report 1. From the left-hand navigation, select Wire Activity. From the Feature Menu, select Wire Activity Report. 2. Select the Report Type: Summary summary information, with hyperlink access to detail Detail detailed information 3. Select optional fields From Amount and To Amount. 4. Deselect the check box Mark Wire(s) Viewed if others will also view these wires. 5. Select the check box next to the Account Numbers to be viewed. 6. Select Display. 7. To print the report, select Print. 76

77 New Wire Activity Report Use the New Wire Activity Report to view new wires that have been received by Santander since the last viewing. 1. From the left-hand navigation, select Wire Activity. From the Feature Menu, select New Wire Activity Report. 2. Select the Report Type: Summary summary information, with hyperlink access to detail Detail detailed information 3. Select Transaction Sort from the drop-down menu. 4. Select the check box next to the Account Numbers to be viewed. 5. Deselect the check box Mark Wire(s) Viewed if others will also view these wires.select Display. 6. To print the report, select Print. 77

78 Inquiries Inquiries/Stop Payment allows the user to search on a variety of items. Inquiries may be performed on paid checks, deposited items and stop payments. Basic Terms and Features Account Activity view current and previous day transactions. Historical Paid Check search the Image Archive for paid checks and then select the check icon to see images. Deposit Tickets search the Image Archive for deposit tickets and then select the deposit ticket icon to see its image or select the sequence number to pull up all of the deposited items. Stop Payments search for previously placed stop payment requests. Current Check Status ARP subscribers can search the status of ARP items. Perform an Inquiry 1. From the left-hand navigation, select Inquiries/Stop Payment. 2. Depending on the User entitlements one or more of the following options will appear in the Inquiry Type drop down menu: All Activity (Account Activity), Historical Paid Check, Deposit Tickets, Stop Payments or Current Check Status. All Activity 1. Select an Account Number from the drop down list or use the Lookup button. 2. Select All Activity from Inquiry Type from the drop-down menu. 78

79 3. Enter the From Posting Date and the To Posting Date. 4. Select View Results. Previous day detail will include all transactions posted to the account. Current day detail will only include memo posted transactions. Historical Paid Checks 1. Select an Account Number from the drop down list or use the Lookup button. 2. Select Historical Paid Check from Inquiry Type from the drop-down menu. 3. Enter any of the following criteria: Serial Number the check number From Posting Date / To Posting Date the range in which checks were presented for payment Check Amount the amount of the item 4. Select View Result. Results from the selected criteria will display. 79

80 5. Select the Check Image icon to view an image of a paid check. Deposit Tickets 1. Select an Account Number from the drop down list or use the Lookup button. 2. Select Deposit Tickets from Inquiry Type from the drop-down menu. 3. Enter any of the following criteria: Deposit Amount the amount of the deposit From Posting Date / To Posting Date the range in which the deposits were made 4. Select View Results. Results from the selected criteria will display. 80

81 5. Select the Image Available icon to view an image of the deposit ticket. 6. Select the Sequence Number to view a list of checks in the deposit. 7. Select the Image Available icon to view an image of the deposit item. Stop Payments Search 1. Select an Account Number from the drop down list or use the Lookup button. 2. Select Stop Payment from Inquiry Type from the drop-down menu. 3. Enter any of the following criteria: From Serial Number / To Serial Number the range of the checks to be viewed From Amount / To Amount the amount of checks From Date / To Date the dates in which the checks were stopped 4. Select View Results. Results from the selected criteria will display 81

82 Current Check Status 1. Select Account Number from the drop down list or use the Lookup button. 2. Select Current Check Status from Inquiry Type from the drop-down menu. 3. Enter any of the following criteria: From Serial Number / To Serial Number the range of the checks to be viewed From Amount / To Amount the amount of checks From Date / To Date the dates in which the checks were stopped Payee the name on the item (optional) 4. Select View Results. Results from the selected criteria will display. Viewing Check Images The image of a check that appears reflects the check as it was presented for payment. 1. Locate the item you want to view. 2. Select on the appropriate image icon. 3. If the Security Warning screen appears, select the appropriate response: Yes to install and run the check viewer or No if you do not wish to continue. 82

83 Note: If No is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. Note: Checking the box, Always trust content from Daeja Image Systems Ltd," will prevent the box from appearing in the future. Microsoft XP Users may have a security pop box the next time an image is pulled up. Select More Options. Select Always run software from Daeja Image Systems Ltd Select Run this will prevent the box from appearing in the future. 4. The Image Viewer features thumbnail views of the front and back of the check on the left side of the screen. Use the Image Viewer to manipulate the check image. You can access the tools using either the icons or by right selecting on the image. Note: If Don t Run is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. 83

84 Stop Payments Place / Cancel Stop The Stop Payment module allows for the placement or cancellation of a stop payment request against a single or range of checks. Basic Terms and Features Stop Payment used to search for paid checks and previously entered stop payment request. Also used to place or cancel stop payments. Historical Paid Check inquiry used to determine whether a check has already been paid before placing a stop payment request. If an item is shown as paid, an image icon will appear providing the ability to view a scanned image of that check. Stop Payment Search used to search for checks to see if a stop payment request was previously made against them. Current Check Status (only applies to Santander ARP subscribers) if the account subscribes to Santander s ARP (Account Reconciliation Process) service, this feature will provide the ARP status on an item. Monitor Used to view the status of Stop Payment requests made using IRIS. Stop Payment Workflow The Stop Payment workflow starts with the researching of a check to determine if action against it has been taken. If not, a stop payment can be placed on the item. Search on Historical Paid Checks. Search on Stop Payment Search. Place or cancel a Stop Payment Request. Monitor Stop Payment Status. 84

85 Single Stop Follow the steps below to place or cancel a stop payment request. 1. From the left-hand navigation, select Inquiries/Stop Payments. 2. From the Feature Menu, select Stop Payments and then Single Stop. 3. Select the Account Number from the drop-down menu. 4. Enter a Serial Number of the item to be stopped. 5. Enter the Amount of the item to be stopped. 6. The Payee field is optional. 7. The Issue Date is optional. 8. The Stop Effective Date field is only required when cancelling a stop payment. The date the stop payment was placed must be entered in this field. 9. Select the Action from the drop-down menu. Place Stop will place a stop payment on the item. Cancel Stop will cancel an existing stop payment. 10. Select the Reason from the drop-down menu. 11. Select the Historical Paid Check button to see if the item has already been paid. If the item had been paid, an image icon will appear indicating the ability to view an image of the scanned item. 12. If a Historical Paid Check item is not retrieved, select the Stop Payment Search button. This feature will search to see whether a stop payment had been previously placed on the item. 13. If no Stop Payment items are retrieved, select Current Check Status. If the account subscribes to Santander s ARP service, this feature will provide the ARP status of the item. 14. Select Submit. This will submit the stop payment request. 85

86 15. From the Feature Menu, select Monitor and then Stop Payments. Enter the required criteria and then select View Results. This will display the result of the stop payment request(s). Viewing Check Images The image of a check that appears reflects the check as it was presented for payment. 1. Locate the item you want to view. 2. Select the appropriate image icon. 3. If the Security Warning screen appears, select the appropriate response: Yes to install and run the check viewer or No if you do not wish to continue. Note: If No is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. Note: Checking the box, Always trust content from Daeja Image Systems Ltd," will prevent the box from appearing in the future. 86

87 Microsoft XP Users may have a security pop box the next time an image is pulled up. Select More Options. Select Always run software from Daeja Image Systems Ltd Select Run this will prevent the box from appearing in the future. 4. The Image Viewer features thumbnail views of the front and back of the check on the left side of the screen. Use the Image Viewer to manipulate the check image. You can access the tools using either the icons or by right selecting on the image. Note: If Don t Run is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. Range Stop Follow the steps below to place or cancel stop payments on a range of checks. 1. From the left-hand navigation, select Inquiries/Stop Payment. 2. From the Feature Menu, select Stop Payments and then Range Stop. 3. Select the Account Number from the drop-down menu. 4. Enter the From Serial Number and To Serial Number. Note: Range Stops only allows the User to enter a range of up to 160 checks at a time. 5. The Payee field is optional. 87

88 6. The Stop Effective Date field is only required when cancelling a stop payment. The date the stop payment was placed must be entered in this field. 7. Select the Action from the drop-down menu. Place Stop will place a stop payment on an item. Cancel Stop will cancel a stop payment on an existing item. 8. Select the Reason from the drop-down menu. 9. To view the Historical Paid Checks for the range, select the Historical Paid Check option under Inquiry Type. 10. Selecting the Stop Payment Search button will enable the User to view stops that have been previously placed on any item within the range. 11. Select on the Current Check Status button. If the account subscribes to Santander s ARP service, this feature will provide the ARP status on an item. 12. Select on the Submit button. This will submit the stop payment request. 13. Select Monitor from the Feature Menu, and then select Stop Payments. Enter the required criteria then select View Results. This will display the result of the stop payment request. 88

89 Multi-Entry Stop Payment Place Stop Follow the steps below to place stop payments on multiple accounts and checks at the same time. Note: This feature is only available to Santander ARP subscribers. 1. From the left-hand navigation, select Inquiries/Stop Payments. 2. From the Feature Menu select Stop Payments, and then Multi-Entry Stops. 3. Select Action from the drop-down menu. Place Single Stops will place a stop payment on each item. Note: Only one action can be selected at a time. 4. Select the Account Number from the drop-down menu. 5. Enter a Serial Number of the item to be stopped. 6. Enter the Amount of the item to be stopped. 7. The Payee field is optional. 8. Select the Reason from the drop-down menu. 9. Select Status to check the ARP system to view the status of each check. 89

90 10. Scroll to the bottom of the screen. Select View Totals. This will summarize the total number of Stop Payments/Cancel Stops, as well as the total dollars. 11. Select Clear Unchecked to unselect stop payment requests. 12. Select Send Single Stop(s) to send the stop payment request to Santander Bank. 13. The Multi Check Report will automatically display. 14. Select Print to print a hard copy of the report. Cancel Stop Follow the steps below to cancel stop payments on multiple accounts and checks at the same time. Note: This feature is only available to Santander ARP subscribers. 1. From the left-hand navigation, select Inquiries/Stop Payments. 2. From the Feature Menu select Stop Payments, and then Multi-Entry Stops. 90

91 3. Select Action from the drop-down menu. Cancel Single Stops will place a stop payment on each item. 4. Select the Account Number from the drop-down menu. 5. Enter a Serial Number of the item to be stopped. 6. Enter the Amount of the item to be stopped. 7. The Payee field is optional. 8. Enter the date the stop payment was placed in the Stop Effective Date field. 9. Select the Reason from the drop-down menu. 10. Select Status to check the ARP system to view the status of each check. 11. Scroll to the bottom of the screen. Select View Totals. This will summarize the total number of Stop Payments/Cancel Stops, as well as the total dollars. 12. Select Clear Unchecked to unselect stop payment requests. 13. Select Send Single Stop(s) to send the stop payment request to Santander Bank. 91

92 14. The Multi Check Report will automatically display. 15. Select Print to print a hard copy of the report. Monitor Use the Monitor screen to check the status of Stop Payment/Cancel Stop Payment requests. Perform these functions by using the Stop Payments or User Totals options. 1. Select Inquiries/Stop Payment. 2. From the Feature Menu select Monitor, and then Stop Payments. 3. Enter the search criteria. 4. Select View Results. The results will appear. 5. Review the results screen to follow the progress of a Stop Payment/Cancel Stop Payment request. 92

93 User Totals 1. From the left-hand navigation, select Inquiries/Stop Payment. 2. From the Feature Menu select Monitor and then User Totals. 3. Select the Report Type button. 4. Select User Totals for a report by User. Select Account Totals for a report by account number. 5. Enter search criteria information. 6. Select View Results. The results of the search will display. 93

94 Positive Pay Positive Pay is an optional module that is used to prevent check fraud. By examining questionable checks, the User can determine whether each check should be paid or returned. How it Works A check issue file must be sent to Santander Bank. The file(s) can be originated from a check payments system or by manually entering the issue information through IRIS. Santander Bank matches this information against checks presented for payment using our ARP (Account Reconciliation Process) system. If there is a discrepancy, the check appears on the Exceptions screen. All exception items can be viewed online (including the image), and a decision may be made online to pay the check or not to pay it. Basic Terms and Features The definitions below describe fields for the Positive Pay module. The fields that appear on the Exception results screen vary based on the type of transaction. Account Number the account number associated with the transaction Serial Number the check number Issue Date the date the item was issued Issue Amount the amount of the item on the issue file Posting Date the date the item was presented for payment Posting Amount the amount the item at time of presentment. Exception Description a short description of why the item does not match the ARP issue file Decision Type current status of the exception Action Reason customer selects one of the following decision types: Pay, Pay with Issue, or Return Payee optional field can hold up to 25 characters of Payee information when entered through IRIS or when the Payee Name is displayed with exceptions 94

95 Positive Pay Workflow The Positive Pay workflow begins with issue file information being sent to Santander Bank s ARP system. The workflow ends with decisions being made on Positive Pay Exceptions. 1. Send check information directly from IRIS or by transmitting directly to the Santander ARP system. 2. View reports. 3. Issue maintenance Add issues/voids. 4. Make exceptions decisions. Positive Pay Exceptions Decisions The Exceptions screen lists the checks that show a discrepancy between the check presented for payment and the check issue information sent to Santander Bank. Any check not matching the issue file will be displayed on the Exceptions screen Payment decisions must be made before the cut-off time displayed on the Exceptions screen. 1. From the left-hand navigation, select Positive Pay. 2. Select All Accounts (or a specific account number) from the Account Number drop-down list for exceptions to be viewed. 3. Select Get Exceptions. Note: An account Lookup button will appear if the number of accounts exceeds the maximum table display. 4. Review each check exception. 5. Select Pay, Pay with Issue, or Return for each item from the Action/Reason list. 95

96 6. If Pay with Issue is selected, the Pay with Issue pop-up screen will appear. Enter the additional information and select Submit. The User will then be sent back to the Exceptions screen. 7. Select Submit Note: Use Pay with Issue to request that the check be paid and have the issue information sent to the ARP database. Use this option if Santander Bank does not have a record of the check. 96

97 Import Add Import Format Use the Import feature to upload a check issue or void file directly to Santander s ARP system. 1. From the left-hand navigation, select Administration. 2. Under the Formats & Templates heading select Create Positive Pay issue import formats. 3. From the Manage Positive Pay Import Formats page enter the following information: Format Type select either Fixed Width or Delimited. Fixed width would be for a file in a TXT format, delimited would be used for and Excel format. Format Name create a name for the import Transaction Type select from the drop down menu, Any, Issue or Void Activation Date will default to today s date 97

98 Deactivation Date to delete the import format enter a deactivation date Description is an optional field. The user may enter a brief description of the import format. 4. Select Continue. 5. Enter all information to create the import format. For a Delimited file format enter the following fields: Note: We suggest when opening the file open it in Notepad and use the Fixed Width format, however, if the user is using an Excel format: - The user must make sure the dates in the Excel file are in the correct date format to match the import format specs. - The user must make sure there are preceding zeros in front of the account number on the excel file to make a 15 digit account number. For a Fixed Width file format enter the following fields: 6. Select Submit. 98

99 Edit Import Format Use the Import feature to upload a check issue or void file directly to Santander s ARP system. 1. From the left-hand navigation, select Administration. 2. Under the Formats & Templates heading select Create Positive Pay issue import formats. 3. From the feature menu select Import Format then Edit Format. 4. Enter the search criteria. 5. Select Search. 99

100 6. Select the appropriate template by clicking on the Format Name hyperlink. 7. The template will be displayed. Edit the appropriate fields. 8. Select Submit. 100

101 View Import Format Use the Import feature to upload a check issue or void file directly to Santander s ARP system. 1. From the left-hand navigation, select Administration. 2. Under the Formats & Templates heading select Create Positive Pay issue import formats. 3. From the feature menu select Import Format then View Format. 4. Enter the search criteria. 5. Select Search. 101

102 6. Select the appropriate template by clicking on the Format Name hyperlink. 7. The template information will be displayed. 102

103 Upload an Import File 1. From the left-hand navigation, select Positive Pay. 2. From the feature menu select Import then Run Import. 3. From the drop menu delete the Format Name. 4. Select Browse to locate the Positive Pay file to be uploaded. 103

104 5. Select the appropriate file then select Open. 6. Select Submit. 7. A message will appear, Import successfully started. 8. From the feature menu select Import then View Import Report. 9. Enter the search criteria and select Search. 104

105 10. A list of uploaded reports will appear. Important: When up loading a Positive Pay file it is important that the user verify the Import Status to make sure the file import was successful. 11. Select the Report Name hyperlink to view details of the uploaded file. 12. If the upload should fail, select the Report Name hyperlink to view the Error Warnings. 105

106 Issue Maintenance - Add Issues/Voids Use the Issue Maintenance - Add Issues/Voids screens to submit information about individual checks directly to the ARP system. 8. From the left-hand navigation, select Positive Pay. 9. From the Feature Menu, select Issue Maintenance and then Add Issues/Voids. 10. Select an account number from the Account Number drop-down list. Note: An account Lookup button will appear if the number of accounts exceeds the maximum table display. 11. Enter the Serial Number. 12. Enter the Amount of the check being issued/voided. 13. In Issue Date field, enter the date the check was issued (date format: mm/dd/yyyy). This field is optional. Note: If the user would like to void a check, the date the check is being voided must be entered into the Issue Date field, not the date that the check was issued. 14. Enter the Payee name. (This field is optional). 15. Select either Issue or Void from the Action drop-down list. 16. Enter Memo information (if applicable). (This field is optional.) 17. Select Add Issues/Voids. Note: All issues and voids are scooped at 2 p.m. for processing. 106

107 Monitor the Status of Checks The Monitor screen can be used to locate and review the status of issued/voided checks or exception items. Searches can only be performed on checks that have been issued using the Issues/Voids screen. 1. From the left-hand navigation, select Positive Pay. 2. From the Feature Menu, select Monitor, and then select Exceptions or Issues. The Monitor search screen appears displaying the Exceptions or Issues search criteria. 3. Select an Account Number or All Accounts from the drop down list. 4. Enter additional criteria, if desired. 5. After criteria fields are entered, select Search. Viewing Check Images 1. The image of a check that appears on the Exceptions screen reflects the check as it was presented for payment. 2. Locate the check on the Exceptions screen. 3. Select the Serial Number link to go to the Check Viewer. Use Check Viewer tools to manipulate the check image. They can be accessed using the icons or by right selecting on the image. 4. Select the appropriate response: Yes to install and run the check viewer or No if you do not wish to continue. Note: If No is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. Note: Checking the box Always trust content from Daeja Image Systems Ltd," will prevent the box from appearing in the future. 107

108 Note: Microsoft XP Users may have a security pop box the next time an image is pulled up. 5. Select More options. 6. Select Always run software from Daeja Image Systems Ltd. Select Run, this will prevent the box from appearing in the future. The Image Viewer features thumbnail views of the front and back of the check on the left side of the screen. Use the Image Viewer to manipulate the check image. You can access the tools using either the icons or by right selecting on the image. Note: If Don t Run is selected, the User will no longer have the option of viewing images. Users will then be required to download the image viewer software from an external URL. 108

109 Real-Time Balances Balances inquiry allows the user to view real-time balances. The balances change through the day as items are posted to the accounts. 1. From the left-hand navigation, select Balances. 2. Select an Account Number from the drop-down menu. 3. Select View Balances. A list of real time balances will be displayed. 109

110 Audit Audit allows an entitled user to view an audit trail of all user access to IRIS. 1. From the left-hand navigation, select Administration. 2. Under the Audit heading there will be listed two audit reports: Audit Activities for Stop Payments, Positive Pay, Transfer Services Audit Activities for ACH, Wire and Reporting Note: The audit report for ACH, Wire and Reporting can be exported; however, the audit report for Stop Payments, Positive Pay and Transfer Services can only be viewed. 3. Select the appropriate audit report. For Audit Activities for Stop Payments, Positive Pay, Transfer Services enter the following search criteria and select View Audit Report. - From Date - To Date - From Time (optional) - To Time (optional) - Customer user id or default to All - Service & Event Criteria to look up a specific Service (Stop Payment, Positive Pay or Transfer) or a specific Event (example add a Stop Payment, cancel a Stop Payment, Import Positive Pay, etc.) 110

111 For Audit Activities for ACH, Wire and Reporting enter the following search criteria and select Report. - From Date - To Date - From Time (optional) - To Time (optional) - Sort Order (optional) - User select a specific user or all users - Report Output view the audit report on the Screen or export the File. Note: Audit information for both reports is available for 30 days. 111

112 Holiday Table Customers can view the holidays on which the bank is closed and will not process any ACH or Wire transactions. Yes in the ACH and Wire columns indicates that the bank is closed. 1. From the left-hand navigation, select Administration. 2. Under Advanced Administration, select View holidays on which services do not process. The Holiday Table will be displayed. 112