Online Banking for Business WHOLESALE LOCKBOX IMAGING USER GUIDE

Transcription

1 Online Banking for Business WHOLESALE LOCKBOX IMAGING USER GUIDE

2 Contents Getting Started...1 Technical Requirements...1 Contact Us...1 Overview...2 Wholesale Lockbox Web Application... 2 Features... 2 System Login...3 Logging into the System & Registration... 3 Logging out of the System... 4 Searching Images...5 Cheque Search Tab... 5 Invoice Search Tab... 6 Custom Search Tab... 7 Transaction Search Tab... 7 Intra-Day Search Tab... 8 Search Results...9 Viewing Transaction Details...11 Daeja ViewONE * Plug-in ViewONE User Guide...11 Viewing Transactions Reports...14 Searching for a Report Date Search Tab Intra-Day Search Tab End-of-Day Search Tab Downloading Reports Viewing Your Profile...18 Changing Your Password Administrators...19 Administering Users Add Users Manage Users Changing a User s Password Error Messages...22 * ViewOne is a registered trade-mark of Daeja Image Systems Ltd. i

3 Getting Started Welcome to Online Banking for Business, a powerful suite of web-based treasury management tools to help you manage cash flow easily, effectively and strategically. A customizable homepage allows you to control and personalize the information that is most important to your business, right up front. Monitor accounts and transactions in real time. Verify the status of payments and receivables. Search and retrieve cheque images at your convenience. Make electronic payments and transfer funds between accounts in seconds, all via the Internet. Like turning on the ignition in your car, simply login and you ll access all of your treasury management services, including Canada, US, UK, Euro services, wholesale lockbox, cheque images, lockbox imaging, electronic funds transfer, and foreign exchange. This user guide is also available as an online help system. To open the help system from within Online Banking for Business, click the Help link from any page or the help icon on any section title bar. Note about user access: Depending on your job, you may not be able to view all pages, or all functions in a page, or perform all the tasks outlined in this guide. Technical Requirements The following browsers and system requirements are recommended for the best performance: Supported browsers Internet Explorer 6, 7, 8 Minimum system requirements 486/66-Mhz processor or higher (Pentium III Processor recommended) with a Windows based Operating system (Windows Me, NT 4.0 with SP6a and higher, 2000, or XP). Online Banking for Business Help desk can be reached at: Contact Us (416) (Local GTA) (North America) Our hours of service are 7:30 a.m. - 7:00 p.m. EST Monday to Friday. 1

4 Overview WHOLESALE LOCKBOX WEB APPLICATION The Wholesale Lockbox (WLBX) Web Application is a web-based application that allows users to manage their user profiles and to view lockbox documents and transactions. Users may use the system to find information about their lockboxes, including transactions and associated documents within the last 90 days of the current date, as well as deposit activity report and other related reports (both end-of-day and intra-day if client subscribes to electronic or fax reports). FEATURES 1. Search by Cheque, Invoice, Transaction Search for specific cheques, invoices, or transactions for a selected lockbox within the retention period. View transaction images and details. View and browse transaction images and details within the single Image display screen. 2. Custom Search Search for a specific transaction for a lockbox within the retention period. Each lockbox has a standard set of custom search criteria, as well as its own custom options defined by its Lockbox Profile. View transaction images and details. 3. Reports Search for historical end-of-day reports within the retention period. View the end-of-day summary. View intra-day summary. View transaction images and details. Download Reports or View Reports online for a selected lockbox. 2

5 System Login LOGGING INTO THE SYSTEM & REGISTRATION Click on the Wholesale Lockbox Imaging under the Payments & Receivables tab in order to register. Enter your User Name and click Continue to begin registration. You will be prompted to re-enter your User Name and Password. For security reasons asterisks (*) will appear in the Password field. Click on the Login button. You will be registered for a seamless, single sign on. On future visits, when you click on the Wholesale Lockbox link, simply select your username from the dropdown list and click Continue. You will not be required to enter your login credentials again. 3

6 If you have forgotten your User ID or Password, or have not been issued a User ID or Password, please contact your Company Administrator. Please note: Administrators can register both their Admin Id and User Id during registration. After registering your first User Name, return to Online Banking for Business and click on the Wholesale Lockbox link under the Payments & Receivables menu item. Select the Register another User Name radio button and enter your second User Name which you would like to register. Then click on Continue to complete registration. The application also allows you to unregister a User Name which is no longer needed. Return to Online Banking for Business and click on the Wholesale Lockbox link under the Payments & Receivables menu item. Select the Un-register a User Name radio button and select the username from the dropdown list that you would like to unregister. Click on Continue to complete unregistration. LOGGING OUT OF THE SYSTEM To log out of the system, simply click the logout link on the main menu. The system will log you out of the session. Simply close the browser to return to Online Banking for Business. 4

7 Searching Images Users can search for images of lockbox documents for both the current date and for archived lockbox activity within the retention period. To search for images of lockbox documents, click the Images link on the navigation bar or the Transaction Images link on the left side Main Menu from the lockbox s Home Page. The Transaction Images screen will be displayed: There are five search tabs: Cheque, Invoice, Custom, Transaction, and Intra-Day. These tabs allow you to search the lockbox for specific transaction images and information. Cheque is the default tab showing when you click on the Transaction Images link. Processing date (s): From can be any date within the lockbox s retention period. Any date older than the archive s retention period will be invalid. It cannot be a future date and must be earlier than or the same as the date specified in the To field. Similarly, processing date (s): To must also be within the retention period. It cannot be a future date. CHEQUE SEARCH TAB The system will use the cheque criteria you enter on the Cheque tab to search the archive s cheque data fields for the correct transaction images and information. The Cheque tab has six possible search criteria: lockbox, processing dates, cheque serial number, bank/transit number, account number, and cheque amount. You can use any combination of these options in your search. Depending on your lockbox processing instructions, some search criteria may be greyed out. To change your processing instructions please contact your Global Treasury Management Sales Representative. The lockbox field defaults to the lockbox that was previously selected. If no lockbox was selected, it defaults to the first lockbox on the list. Processing date (s): From defaults to yesterday s date, while processing date (s): To defaults to today s date. 5

8 The Cheque Amount field has three components: the operator and the two input fields. The Cheque Amount operator defaults to equals, however it is possible to search by a Cheque Amount range using the operators: less than, greater than, and between. INVOICE SEARCH TAB Click the Invoice tab on the Transaction Images page to search for transaction images by invoice information. The system will display the Invoice tab: The system will use the invoice criteria that you enter on the Invoice tab to search the archive s invoice data fields for the correct transaction images and information. The Invoice tab has four possible search criteria: lockbox processing dates, invoice number, and invoice amount. You can use any combination of these options in your search. The lockbox field defaults to the lockbox that was previously selected. If no lockbox was selected, it defaults to the first lockbox on the list. Processing date (s) From defaults to yesterday s date, while processing date (s): To defaults to today s date. The Invoice Amount field has three components: the operator and the two input fields. The Invoice Amount operator defaults to equals, however it is possible to search by an Invoice Amount range using the operators: less than, greater than, and between. 6

9 CUSTOM SEARCH TAB You can search for transaction images by entering lockbox-specific custom information. The custom information is specified by your company during setup. Click the Custom tab on the Transaction Images page to search by custom information. The system will display the Custom tab: The system will use the custom criteria that you enter on the Custom tab to search the archive s data fields for the correct transaction information. The Custom tab has seven possible search criteria: lockbox, processing dates, and five custom fields. These custom fields will be unique to each lockbox and can include such options as Batch Number, ISN, Transaction Number, Payor Name, and many others depending on the lockbox s profile. You can use any combination of these options in your search. The lockbox field defaults to the lockbox that was previously selected. If no lockbox was selected, it defaults to the first lockbox on the list. Processing date (s) From defaults to yesterday s date, while processing date (s): To defaults to today s date. TRANSACTION SEARCH TAB You can search for transaction images by transaction information. Click the Transaction tab on the Transaction Images page to search by transaction information. The system will display the Transaction tab: 7

10 The system will use the transaction criteria that you enter on the Transaction tab to search the archive s data for the correct transaction information. The Transaction tab has four possible search criteria: lockbox, processing dates, batch number, and transaction number. You can use any combination of these options in your search. The lockbox field defaults to the lockbox that was previously selected. If no lockbox was selected, it defaults to the first lockbox on the list. Processing date (s): From defaults to yesterday s date, while processing date (s): To defaults to today s date. INTRA-DAY SEARCH TAB Click the Intra-Day tab on the Transaction Images page to view all available current day transaction information. The system will display the Intra-Day screen: The intra-day tab will only display results if the lockbox has current intra-day activity. If there is no activity for the day, the system will display a message to inform you. Also, if the lockbox has reached its end of day, the system will display a message informing you that the lockbox s processing is complete for the day. 8

11 Search Results When you perform a search from one of the search tabs, the system will explore its database for results. It will then display the Transaction Search Results page: The Transaction Search Results page displays all valid results from your search as well as the search criteria used in the search. This page displays all of the transaction information associated with the searched cheque. The default displayed information includes: Date, Transaction Number, Batch Number, Cheque Total, Invoice Total, and Payor name (if applicable). The Payor Name column will only be displayed on the search results screen if the Payor Name is defined as a custom field in the respective lockbox profile By default, transactions are sorted by Date, displaying the most recent transactions first. Search results can be sorted according to any column by clicking on a column header. The arrow to the right of the column heading indicates the sorting order. You can click on the plus + icon beside the results to open the transaction tree and view the information for all cheques, invoices and associated documents in the single transaction. Alternatively, should you wish to view the information for all transactions listed on the page, you can simply click on the expand all link. To close the information for all transactions listed on the page, you can click on the close all link. When the details of a transaction are expanded, the displayed information includes: Cheque Serial Number, Bank/Transit Number, Account Number, Cheque Amount, and Associated Documents (up to a maximum of 10 Invoices, all Correspondence and all Envelopes). Transactions with more than 10 associated invoices will have the invoices grouped into sets of 10 and the first set will be displayed on the page by default. To upload a different set of Invoices, you may use the Set pagination links provided. 9

12 If the system did not return the desired results, you can click refine search to return to the search page. The system will save all of the search criteria you entered so you can edit it and search again. You can also click the new search button to return to the search page with your search criteria deleted. You can then enter new search criteria and try again. 10

13 Viewing Transaction Details DAEJA VIEWONE * PLUG-IN In order to view images with the web application, you will need the Daeja ViewONE plug-in. The first time you select an image for viewing, the Daeja ViewONE installer will automatically be displayed on screen. Select the box to Always trust content from Daeja Image Systems and then click the Yes button to install the Daeja ViewONE plug-in. After the installation process is complete, the image you selected will be displayed. Any other images selected after this will display automatically inside the ViewONE plug-in. No further installation is required. VIEWONE USER GUIDE On any screen in the application, click the Help link on the main menu. The system will display the Help page: From here you can view this user guide, and the Daeja ViewONE user guide. Both guides will be displayed in HTML format in a new browser window. 11

14 VIEWING TRANSACTIONS From the Transaction Search Results page you can click one of the links (corresponding to a cheque, Invoice, Correspondence or Envelope) in the transaction tree to view the image associated with that document. For instance, clicking on the Cheque Serial Number link for the cheque in the above example would produce the following image opened in a pop-up window: The Transaction Image page displays a summary of the Transaction details including the Date, Transaction Number, Batch Reference Number, Cheque Total, Invoice Total, and Payor Name (if applicable). Directly below the Transaction summary is an Image Summary section that displays the total number of cheques and documents associated to the transaction. The image summary also tracks the current image being viewed by displaying an image sequence number along with the total number of respective images. For instance, when viewing the 11 th of 23 invoices associated to a transaction, the Image summary section will display Invoice: 11 of 23. As seen in the example above, when viewing the only Cheque belonging to a transaction, Cheque: 1 of 1 is displayed. The bottom of the Transaction Image page has buttons for browsing through images within a single transaction (using the buttons and ) or images of other transactions listed on the results page (using the buttons and ). These navigation buttons will be disabled (denoted with a different colour ) if they are not applicable. For instance, if the user is viewing the first image associated to a transaction, the button to access the previous image will be disabled, as can be seen in the above example. 12

15 Only one Image screen will be open at a time. If you attempt to view another image by clicking on an image link from the Transaction search results page, a new Image screen will not appear, instead the new image will be displayed on the Image screen already open. The Image screen will automatically be closed if the user browses the Sets of Invoices (belonging to any transaction) on the Transaction search results page or if the user browses the pages of results. This automatic closing of the Image screen ensures the information displayed on the Image screen is consistent with the information displayed on the Transaction Search Results page. For instance, automatically closing the Image screen when the user browses to a different set of Invoices associated to a transaction will ensure the user cannot view an Invoice from a Set different than the Set displayed on the results page for the respective transaction. Assorted Documents include invoices, envelopes and correspondence images associated with the transaction. Your company specifies which lockbox documents are imaged during lockbox setup. 13

16 Reports Users can search for their lockbox reports as well as download and print them for reference. You can view the following: Historical Reports Current Day Activities Intra-day - all existing activity for the lockbox until the end of day is reached. End of day - all activity in the lockbox for the selected day. To search for lockbox reports, click the Reports link on the navigation bar or the Reports link on the left side main menu bar. SEARCHING FOR A REPORT There are three search tabs: Date, Intra-day and End-of-day. The Date tab searches for historical reports, the Intra-day tab searches for reports created before the end of the day, while the End-ofday tab searches reports created after the selected lockbox s end-of-day has been reached for today. Date is the default tab displayed when you click on the Reports link. DATE SEARCH TAB The system will use the search criteria you enter on the Date tab to search for reports. Unlike viewing transaction images, you can only search for reports by lockbox and processing date. To search for reports within a date range, enter the search dates on the Date tab and click the search button. The system will display the Report List page: 14

17 If the system did not return the desired results, you can click refine search to go back to the search page. The system will save the processing dates that you entered so that you can edit them and search again. You can also click new search to go back to the search page with your processing dates restored to the defaults. You can then enter new dates and try again. The Report List page displays all available end-of-day reports for the period of time that you entered in the search criteria. This page also lists the date(s) and type of the reports. From this page you can view the report s end-of-day summary or you can download the activity report (depending on the lockbox s requirements) and the deposit advice. INTRA-DAY SEARCH TAB Click the Intra-Day tab on the Reports page to view all available transaction information for the current day. The system will display a search screen: Using the drop-down menu, select the lockbox that you would like to view. Click the search button. If there has been some activity in the lockbox and the end-of-day has not been reached, the system will display the Intra-Day Summary screen: 15

18 If there has been no activity in the lockbox for the day, the system will display a message to inform you. The Intra-Day Summary page displays the lockbox s current day activity up to now. There may be more results available later in the day as more processing is done for the lockbox. This screen is only available for a lockbox before it has reached its end of day. After that you will have to use either the Date or End-of-day tabs. You can click the new search link to go back to the search page. END-OF-DAY SEARCH TAB Click the End-of-day tab on the Reports page to view all transaction data for the current day. The system will display a search screen: The results for this tab are only available once the end-of-day for the lockbox is complete. Using the drop-down menu, select the lockbox that you would like to view. Click the search button. If there has been some activity in the lockbox and the end-of-day has been reached, the system will display the End-of-Day Summary screen: To view the reports, select the Text report format and click the online (View Your Reports) button. The system will display the End-of-Day Reports page, with the activity report shown: 16

19 The activity and deposit reports are online copies of what you receive in the daily backup or electronically. You can download the reports as a text file, or you can view them by clicking the right arrow. DOWNLOADING REPORTS While browsing your lockbox reports, the system gives you three options to download them: as a zip file from the Report List page, as a zip file from the End-of-Day Summary page, and as a text file when you view the reports. To download the selected lockbox s end-of-day reports in a zip file from the Reports List page, simply select the pdf or text report format and click the download button available beside each report. The system will open the confirmation dialog box: Click OK to confirm the download, and the system will open the File Download dialog box: 17

20 From here you can save the report to the desired location on your computer. You can repeat the same process while viewing the deposit report to download it as a PDF file. Viewing Your Profile Once you have logged in to your account, the system will display the home page. You can view your profile at any time by clicking on My Profile on the top left of the screen. The system will display your profile page: CHANGING YOUR PASSWORD Once you have reached your profile page, you can change your password simply by entering your old password along with your new password and confirmation and click the submit button. The system will notify you that the change has been made. 18

21 Administrators Administrators may perform the following tasks: Create and modify user s accounts Activate/de-activate users ADMINISTERING USERS To register and login as an administrator click on the Wholesale Lockbox link under the Receivables menu item in order to register. Enter your User Name and click Continue to begin registration. You will be prompted to re-enter your User Name and Password. For security reasons asterisks (*) will appear in the Password field. Click on the login button. You will be registered for a seamless, single sign on. On future visits, when you click on the Wholesale Lockbox link, simply select your username from the dropdown list and click Continue. You will not need to enter your login credentials again. The system will display the Administrator Main Menu: From the Main Menu you can manage all Users added to your company. ADD USERS To add a user, click the Add Users link on the Main Menu. The system will display the Add Users page: 19

22 Enter the information of the new user. At least one lockbox must be assigned to the user, otherwise the new user will not be able to access any lockboxes when they log into Wholesale Lockbox. When you have finished, click the submit button: When creating new user IDs, the first 8 characters must match your Customer ID given you to by your Implementation Specialist. In addition, if the user already has a Online Banking for Business user ID, then you should use the same user ID for the last 8 characters of their WLBX user ID. For example, if your Customer ID is and the new user s Online Banking for Business user ID is alwalker, the new WLBX user ID would be alwalker. If you want to change the information you entered, you can click the reset button. The system will erase any entered information and reload the page with blank fields. The new user will be added to the system. MANAGE USERS To manage an existing user, click the Manage Users link on the Main Menu. The system will display the Manage Users page: 20

23 The Manage Users page is a listing of all users currently registered, both active and inactive. To manage a user, click on the user s link in the User Name column. For example, if you clicked on the ajane link, the system would display the Update page for that user: The Update page shows the user s account information. You can modify the user s first and last name, address, status (either Active or Inactive), and delete the user. You can also assign new lockboxes or remove lockboxes that were previously assigned. Simply enter any user information and click the submit button. The system will update the user s profile and return to the Manage Users page. If you want to cancel any changes to the user s Update page, you can click the cancel button. The system will reset all fields to their original values. CHANGING A USER S PASSWORD When you have accessed a user s Update page, you can reset their password. Simply enter the user s new password, confirm the new password and click the submit button. The system will update the user s profile and return to the Manage Users page. 21

24 Error Messages The system will notify you if an activity was unsuccessful. The error messages appear in red font. Error messages appear in the following situations: 1. Invalid information If information in one or more fields is incomplete or has been entered in the wrong format, an error message will prompt you to modify these fields. This may occur when logging in, if you have entered an incorrect username or password. It can also occur when searching for transaction images and reports, if you enter false search criteria. 2. Missing information If you forgot to enter all of the required information in one or more search fields, the system will display a message indicating that you need to fill all fields before you can successfully search. If you try to submit a request without entering the required information, the system will display a message that indicates what information should be entered. This may occur when searching for companies, transactions, and reports - if no keyword or value is entered the system will not know what to look for. 3. Too many results If you have completed a search that has too many results, the system will prompt you to narrow your search. This will occur if your search returns more than 1000 lockbox images. 4. No results If you have completed a search that has no results, the system will alert you that nothing was found. 5. System error A system error can be anything from an internal application error to a network issue. The system will display a message describing the problem and advise you of the appropriate action to take (usually to contact your system administrator). 22