Lockbox: Imaging User Guide

Transcription

1 Lockbox: Imaging User Guide What is Wholesale Lockbox Image? Wholesale Lockbox Image provides lockbox deposit information and associated images, including checks, invoices, and/or correspondence (i.e., no check enclosed). The service provides same-day, multi-user access to check and document images and enables you to view the total deposits for a given business day, the batches and transactions that made up the deposit and to view the individual images associated with each transaction or batch. When can I view Wholesale Lockbox images? Lockbox images are typically available on an intra-day basis. All images are available by the end of the business day for the lockbox site. Images can be accessed Monday through Friday from 8 AM to 9 PM EST, and Saturday from 9 AM to 2 PM EST. Images can potentially be accessed at any time (24 hours a day, including holidays), but standard system maintenance may occur outside of business hours at unspecified times, which can result in the inability for you to access your images. 60 calendar days of image history are available. You can click the Home link from any screen to return to the Lockbox Summary screen. Click the Help link to view detailed instructions. Click the Contact link to see Client Support contact information. Click Exit to close the application. How do I access Wholesale Lockbox Image? Log on with your Login ID and password. This will bring you to the menu on the left side of your screen. Click on Receivables. Select Wholesale and then Image. The Lockbox Summary screen will display, and you will see two additional options on your toolbar Batch Summary and Search Options. Be sure to disable your pop-up blocker.

2 LOCKBOX: IMAGING USER GUIDE 2 Lockbox Summary Screen The Lockbox Summary Screen displays all of the lockbox numbers and names set up on the K Number used to access the system. All information will default to the current Deposit Date. If you access the system before the end of the processing day, the information displayed may be incomplete. For each lockbox listed, you will see: Batch Count The total number of batches processed. Transaction Count The total number of transactions processed. Deposit Total Deposit totals for the current day. To view deposits for another Deposit Date, use the pop-up calendar provided or enter the desired date using any of the following formats: MM/DD/YY, MM/DD/YYYY, MM/DD/YY, or MM/DD/YYYY. After entering the date for your request, click the Go button, and the deposit information for that day, if available, will be displayed. Click the Lockbox link (Lockbox number - name) to view the Batch Summary screen. Information displayed may be incomplete if you access the system before the end of the processing day. You can access the Lockbox Summary screen at any time while using the system by selecting Lockbox Summary from the toolbar. Batch Summary Screen The Batch Summary screen displays a summary of all batches processed for a specific lockbox. This screen lists: Batch ID, Deposit Date, Transaction Count, Check Count, Document Count, and Batch Totals for batches processed for the selected lockbox. Click on the Batch ID link, or select the icon on the right side of the screen to view the Batch detail associated with a specific batch. You will notice that the starting and ending Date Range boxes are pre-filled with the Deposit Date selected on the Lockbox Summary screen. If you want to view batch detail for a specific date range on any of the lockboxes you are entitled to access, use the pop up calendar provided or enter the desired date using any of the following formats: MM/ DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. After the date is entered, click the Go button, and the deposit information for that day will be displayed, if it is available.

3 LOCKBOX: IMAGING USER GUIDE 3 Deposit Total Deposit totals for the current day. All correspondence-only items (items received without a check) are imaged and displayed in a batch range of for easy identification. You can also identify the correspondence-only items by identifying the batches that have documents processed, but no checks. You can also select a different lockbox from the drop-down box at the top of the page, then click GO to see the Batch Summary for that lockbox. If you have more than 50 transactions on a screen, use the First, Previous, Next, Last links on the bottom right of the screen to navigate. You can access the Batch Summary screen at any time while using the system by selecting Batch Summary from the toolbar.

4 LOCKBOX: IMAGING USER GUIDE 4 Batch Detail Screen The Batch Detail screen lists: Batch ID, Transaction, Amount, Routing Transit (R/T), Account, Serial (if any), and Remitter for each transaction. Note: You can click the View All Images for Batch icon next to the Amount column heading to see all of the images in the batch. Image icons for checks, documents, and transactions (if applicable) are displayed next to the check amount. These icons allow the check, document, or the entire transaction to be accessed. You can drill down to the images for individual transactions by clicking on the check or the document icons. If there are no documents associated with the check, the document icon will not display. You can also view all transactions (check and documents) associated with the entire batch by clicking the View All Images icon located at the bottom of the screen. Correspondence-only items can be viewed by clicking on the correspondence icon. You can also access the Transaction Detail screen by clicking on the transaction number or magnifying glass icon.

5 LOCKBOX: IMAGING USER GUIDE 5 Transaction Detail Screen When you opt to view a specific transaction from the Batch Detail screen, the Transaction Detail screen will display all of the information and images related to the transaction you selected. The screen is divided into three sections: Checks, Data Entry, and Documents. The fields on this screen are: R/T, Account, Serial, Remitter, and Amount. Individual links or icons will enable you to view the image of the check and remittance documents. Click the Check icon to view an image of the check Click the View All Images icons to view all of the document images related to the transaction The information displayed under Data Entry is only populated for customers who subscribe to this service and is customized based on specific lockbox instructions Click on the individual document icons to view the documents separately

6 LOCKBOX: IMAGING USER GUIDE 6 What are the available Search options? Select Search options from the toolbar in the top left corner of the screen to initiate a search. You will see two options, Remittance Search, and Lockbox Search, in the drop-down box. TO SEARCH ACROSS ALL LOCKBOXES: Select Remittance Search from the drop-down menu. Select All lockboxes from the drop-down menu, or you can search within one specific lockbox. Insert the deposit date range and the criteria for your search. The system will automatically pre-fill the upper bounds of the deposit date and check amount fields. This information can be overwritten in order to expand your search. You can also select the sorting options from the drop-down menu for the return of your information. Click the Search button. If you want to clear the criteria entered, click the Clear Search button. Information based on your search criteria will be displayed on the Results screen. TO PERFORM ADVANCED SEARCHES BASED ON CHECK INFORMATION: Select Lockbox Search from the drop-down menu. This search screen will allow you to broaden or narrow your search criteria based on your specific requirements. You can navigate to the desired search criteria by clicking your mouse on the box or by pressing the Tab key on your keyboard. Select the Lockbox using the drop-down list. Note: The first lockbox is pre-selected. If you want to see another lockbox, click on the arrow and the drop-down box will display all of the other lockboxes assigned to your K number. Select the Deposit Date or range desired using the pop-up calendar provided, or enter the date using any of the following formats: mm/dd/yy, mm/dd/ yyyy, mm-dd-yy, or mm-dd-yyyy. The default is the current business day. You can view a single Batch or a range by entering the batch number(s) in the start/end fields, or build a search based on the Check MICR information or the pre-established user-defined fields. The system will automatically pre-fill the upper bounds of the deposit date field. This information can be overwritten to expand your search. The Amount is the dollar amount of the check processed through lockbox. The format used to search for specific dollar amounts or ranges can be entered in whole numbers (10000), or with the decimal place ( ). Commas and dollar signs can be used, but are not required. The system will automatically pre-fill the upper bounds of the check amount field. This information can be overwritten to expand your search. Click the Display Correspondence Only Transactions check box to display all correspondence-only images. If you need to refine your search further, use the Advanced Find function to select additional Search Fields from the drop-down menu.

7 LOCKBOX: IMAGING USER GUIDE 7 A numeric Search Field (e.g., check amount) will return the Comparison options of equal to, greater than, or less than. An alphanumeric or text field (e.g., Remitter Name) will return the Comparison options of begins with, contains, ends with, and equals. You will need to enter the Value for the comparison. Click the Sort By drop-down box list to sort the information returned by: deposit date (default), account number, batch number, check amount (in either ascending or descending order), routing transit number, or serial (check) number. You can select the fields to be displayed by clicking on each field in Display Fields - Available, and then clicking on the > to move it to the Selected field, or < to move your selections back to the display field. Note: >> moves all of the available fields to the Selected field, and << moves all of the Selected fields back. When all of the criteria has been entered, click the Search button which is located at the top and bottom of the screen. If you receive a message indicating no records were found matching the criteria specified, you can either click the Clear Search button to remove all search criteria, or you can modify your previous search. Information based on your search criteria will be displayed on the Results screen. SEARCH OPTIONS

8 LOCKBOX: IMAGING USER GUIDE 8 REMITTANCE SEARCH SCREEN

9 LOCKBOX: IMAGING USER GUIDE 9 LOCKBOX SEARCH SCREEN

10 LOCKBOX: IMAGING USER GUIDE 10 What information is displayed on the Results Screens? If your Remittance or Lockbox search is successful, you will see Results Screens, indicating the total number of items that met the search criteria. Results are listed by: deposit date, batch number, transaction number, check amount, the MICR fields, and check number. Information can be sorted in ascending or descending order by clicking on the underlined column heading for the sorting option you desire. Similar to the Batch Detail screen, you can drill down to the images rated to the individual batch or transactions by clicking either the batch number (link), transaction number (link) or the check, document or transaction icon from the Results Screen. The results are presented with the Selective Print Mode function enabled which provides you with three additional options: Print Checks allows you to either print selected checks or print all of the checks for a specific deposit. Print Documents allows you to print selected documents or print all of the documents for a specific deposit. Print All allows you to print all of the checks and documents that you have selected for printing. You can select the specific transactions by clicking on the check box located in front of the deposit date. To modify the search criteria at any time, click the Refine Search link, and the system will display the previous search criteria. Print View produces an HTML report of the deposit data selected. This report will be displayed in your browser and can be printed or saved. PDF View returns a pop-up window with a link to your requested activity in a PDF file. This report can be annotated by using the Adobe tools for review and comment. Download as Text produces a Comma Separated Value (CSV) file of the deposit data selected. The data is typically displayed in a Microsoft Excel file which can be manipulated to allow calculations and sorting of the data. RESULTS SCREENS SHOWING PRINT AND OPTIONS TO RETRIEVE REPORTING AND IMAGES

11 LOCKBOX: IMAGING USER GUIDE 11 Other FAQs (Frequently Asked Questions) WHAT IS HTML? HTML (Hyper-Text Markup Language) files can be viewed using any Internet Browser such as Internet Explorer or Netscape Navigator and are identical to the report that is viewed online. WHAT IS CSV? CSV stands for C omma S eparated V alues; another phrase that means the same thing is Comma Delimited. CSV is a file format which Microsoft Excel easily interprets. When you download a CSV file, it must be saved with a.csv file extension. It is automatically associated with and opened in Microsoft Excel. If you do not have Excel, the columns and rows will not properly display all data within the cells. That happens because CSV only separates the data into organized columns and rows depending on the type of data that is being represented. However, it does not format it by size of data. You can manipulate your data any way that you would like using normal Excel functions. WHAT IS PDF? Adobe Portable Document Format (PDF) is a universal file format that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. Adobe PDF files are compact and can be shared, viewed, navigated, and printed exactly as intended. Please see Adobe s Website for further details. WHY IS MY IMAGE DOWNLOADING INSTEAD OF DISPLAYING AS A PDF ON MY SCREEN? You will need to check your settings in Internet Explorer. You can do this by clicking Tools > Internet Options > Advanced Tab, then scroll down to the Security section. The Do not save encrypted pages to disk check box should be disabled. If this box is enabled, your images will automatically download, and will not directly display. This screen shot shows Do not save encrypted pages to disk as disabled (unchecked): 5/18 Hancock Whitney Bank, Member FDIC