Pay with ACH User Guide

Transcription

1 Pay with ACH User Guide 1. Pay with ACH Managing Sub-Users System Setup...20 If you need assistance, please call and choose option 2, then option 1.

2 1. Pay with ACH Pay with ACH service enables authorized users to initiate electronic payments. You can either create these transactions manually as one-time payments or create payments from a template. Our easy to use templates allow you to create, store, and approve payments easily for payment types including payroll, tax, and vendor payments. 1.1 Payment Management From your dashboard, select Payments & Transfers. Select Pay with ACH. You may be asked to verify your identity for security purposes. Figure 1.1: Selecting Pay with ACH The Payment Management page (Figure 1.2) will display. You will find many options for managing your payments and customizing your payment list views. There are several menu options at the top of the screen, including links to return Home, Menu, Setup, Help, and Log Off. Figure 1.2: Payment Management Page 2

3 Under the Menu options (Figure 1.3), you are able to access other functions within ACH including Payment Management, Create Payment, Payment Templates, Create Template, and Report Management. Depending on your permissions, you may not have access to all of these functions. Figure 1.3: Menu Options Under the Setup menu (Figure 1.4), you are able to access Alert Settings, Beneficiary Address Book, Recipients, Recipient Groups Settings, and Recipient Group Assignments. Figure 1.4: Setup Menu 1.2 Setting the Default View You are able to select the default view that you will see when you go into the ACH module. It defaults to Two Week Look Back which will display all ACH payments, in all statuses, for the past two weeks. The other view options available include: All Payments Rejected Payments My Payments Payments Needing Repair Approved Payments Two Week Look Back Payments Requiring Approval To change your default view, click on the Manage link (Figure 1.5, page 4) next to the View dropdown menu Click the checkbox next to your selected view then, click Set As Default button. 3

4 Figure 1.5: Manage Link and Menu You can also manage the columns you see on the Payment Management screen: Click on the Manage Columns link and select which columns that you want to see in each view (Figure 1.6). Click OK. Once the Manage Columns window is closed, you can drag and drop your selected columns in the list to change their order. Select Save View in the table header to save your configuration. Figure 1.6: Manage Columns 4

5 1.3 Create a Payment To create an ACH payment, select the Create Payment option (Figure 1.7) from the Menu dropdown. Figure 1.7: Create Payment Option From the Create Payment ACH screen, you can select the Template button and search for an existing template to auto-fill payment information (Figure 1.8). For one-time payments, you will need to fill out the payment details. Start detailing one-time payment information from the Payment Type drop down box (Figure 1.8). Figure 1.8: Create Payment The Payment Type selected will determine the information you need to complete in the next section (Figure 1.9). Once you select your Payment Type, click Continue. Figure 1.9: Payment Type Selection 5

6 Required information is indicated with a red asterisk (Figure 1.10). The Value Date is the date the payment will credit the beneficiary; the payment may be sent for processing two days in advance. Use optional fields such as Batch Description or Comments for your reference. Figure 1.10: Create Payment Value Date For one-time payments, complete the Beneficiary Section (Figure 1.11, page 7) with the information required, including: Payee Name, Account Number, and ABA. Payments made from a template have this information filled in already. Addenda can be added using a field that will count characters and provide the number remaining characters available. When payment entry details are complete, click the Submit button and a confirmation window will be displayed. 6

7 Figure 1.11: Beneficiary Information 1.4 Approve a Payment Submitting a payment returns you to the Payment Management page with the new payment listed as in Entered status (Figure 1.12). Figure 1.12: Payment in Entered Status Payments appearing in Entered status require approval to be processed for payment. Select the checkbox next to payments you want to approve. Select the Approve button to change the payment status (Figure 1.12). 7

8 1.5 Templates To simplify your experience, you have the capability to create and store templates for future use. When making multiple or recurring payments, follow these guidelines to create the appropriate template for your needs. Select Payment Templates from the Menu dropdown (Figure 1.13). Figure 1.13: Select Payment Templates Payment Templates (Figure 1.14) lists all templates that have been created and provides access to template details and available actions. Figure 1.14: Payment Templates Similar to Payment Management, this view lists all templates and can be configured by the user. You can choose the columns that you wish to see in the template list view. The status displayed in the Status column determines the available actions for each template. Hovering over the status will display further details on who entered or modified the template. The template list can be filtered using the dropdown menu. Since templates cannot be used until they have been approved, the Templates Pending Approval option provides a quick way to look for templates needing approval. Available actions for each template can be accessed in the Actions column. Checkboxes allow you to apply a single action to multiple templates. Like Payment Management, template details are accessed by selecting the template row or engaging with options from the Action column. Available actions for the template are displayed in the button row along the bottom of the page. 8

9 Create Template Create payment templates from the Menu Dropdown. Select Create Template from the Menu dropdown (Figure 1.15), which will provide a blank template. This will be the focus of the following example flow. Figure 1.15: Create Template From the Create Template page (Figure 1.16), select from the Payment Type dropdown and enter a Template Name and Template Description. Selecting the Continue button will display further entry options based on the selected payment type. Figure 1.16: Create Template Page For this payroll payment, a Beneficiary segment is displayed (Figure 1.17, page 10) and can be used to add multiple beneficiaries. 9

10 For this payroll payment, a Beneficiary segment is displayed (Figure 1.17) and can be used to add multiple beneficiaries. Figure 1.17 Template Beneficiary and Transaction Information In the Transaction Information segment (Figure 1.17), transaction amounts can be entered. Hold and Prenote options are available if needed. Hold: This option to cause specific beneficiary payments to be withheld from payment processing while the other beneficiaries process. Prenote: This option sends a zero dollar transaction to the beneficiary account prior to the first transaction on a new beneficiary account. The purpose is to verify the accuracy of the beneficiary account information. Enter the ABA/Routing Number. Use the Summary View (Figure 1.17) link to view all beneficiary entries together (Figure 1.18). Use the options accessed from the Actions column to view or edit individual entries. Figure 1.18: Template Beneficiary Summary View 10

11 Use the action buttons along the bottom at any time: Submit, Save Draft, Reset, or Cancel (Figure 1.18). After clicking Submit, you will receive a confirmation window (Figure 1.19). Figure 1.19: Template Confirmation Using the Print Details button from the confirmation window will display a Template Detail Report. Approve a Template Templates that are saved or submitted can be accessed in the Payment Templates section for further edits or actions. Select Payment Templates from the Menu dropdown (Figure 1.20). Figure 1.20: Select Payment Templates 11

12 You can view templates from the Payment Templates page (Figure 1.21). Select templates in Entered status by selecting the check box for the template (Figure 1.21). Click the Approve button to approve the selected templates. Figure 1.21: Payment Templates Page 1.6 Reporting Report Management is an integral feature to ACH. This multilayered system provides options to filter, save, and view reports. Access Report Management from the Menu dropdown. Report Menu View a list of available reports from the Report Management page (Figure 1.22). Select a given report to view the report or choose from other actions to refine views. Figure 1.22: Report Management Page 12

13 ACH Payment Audit Trail Report Filters Select Filter from the Actions column for the ACH Payment Audit Trail. Select a range of options for a report to create custom report views (Figure 1.23). Select from several groups for each type of report including dates. Figure 1.23: ACH Payment Audit Trail Filters Save report filters as custom reports by selecting the Save button (Figure 1.23). Reports saved with custom filters display as a copy of the original report with the filter s custom name listed. Select View Results to run and view the report. ACH Payment Detail Select a given report in the Report Name column to launch a report. Reports are displayed in a window with additional view and navigation options. Use the top toolbar to navigate through various reports or to adjust the size to fit your screen size. Use the group tree to provide a quick way to navigate sections or pages. Export the report to other file formats using the top left export button (Figure 1.24, page 14). Use the Cancel button or up arrow in the report toolbar to return to the report list (Figure 1.24, page 14). 13

14 Figure 1.24: Report Detail and Functions ACH Template Detail Different filter options are available for each type of report (Figure 1.25). Figure 1.25: ACH Template Detail Report 14

15 2. Managing Sub-Users Pay with ACH enables you to add and modify sub-users to use the service. You can manage sub-user access and permissions through the Manage Access service. You can modify what accounts a sub-user has access to for the Pay with ACH service. Permission changes for sub-users can take up to 10 days to process. Each time a change is submitted, it is processed as a separate request that is processed after the previous request, so frequent changes to sub-user permissions may take longer to process. When modifying ACH settings, you may be asked to verify your identity for security purposes. 2.1 Viewing Sub-User Permissions You can view sub-users and their permissions using the Manage Access service which is accessible from the Tools menu on your KeyBank dashboard. Select Manage Access from the Tools menu (Figure 2.1). Figure 2.1: KeyBank Dashboard Select Manage Sub-Users (Figure 2.2). Select a Sub-User from the list (Figure 2.3). Select Change Permissions. Figure 2.2: Manage Sub-User Menu Figure 2.3: Sub-User Selection 15

16 You will see a summary of the sub-user s permissions. ACH permissions are listed near the bottom of the list (Figure 2.4). Figure 2.4: Sub-User ACH Permission Summary 2.2 Changing Sub-User Permissions You can modify sub-user ACH permissions from the Permission Summary. Select the Edit link (Figure 2.4) next to the ACH Permission Summary. 16

17 Change the account settings for the sub-user using the check boxes and toggles (Figure 2.5). You will only see accounts that are both added to your Pay with ACH service and that the sub-user has access to view. The toggles will select or de-select all accounts for a company. If you do not see accounts you want the sub-user to have access to, try the following steps: Ensure the sub-user has permission to view the account. Ensure the account is added to the Pay with ACH service. Select the Confirm button once all changes are complete. You will return to the sub-user s permission summary. Select Submit on the permission summary page to submit all permission changes. A confirmation message appears once the changes are submitted. Figure 2.5: Sub-User ACH Permission Edit 17

18 3. System Setup From the Setup dropdown (Figure 3.1), you can manage payment alerts, manage recipient addresses, and set up groups. Figure 3.1: Setup Dropdown Alert Settings Payment alerts that you have created will display in this list. Select the Add button to create an alert (Figure 3.2). Figure 3.2: Alert Settings Alert Details include: selecting an available Alert Type; giving the alert an Alert Name; and entering a Recipient (Figure 3.3). Figure 3.3 Add Alert 18

19 Alert Type can be Approver Rejected Payments, Payment(s) Automatically Generated, or Payments Awaiting Approval. Alert Name can be a custom name that you give to the alert. Recipient can be the address of an individual or a recipient group that you have already established. Select the magnifying glass to use the lookup tool to find existing individuals or groups. Note: See the sections below titled Recipients, Recipient Groups Settings, and Recipient Group Assignments for instructions on adding recipients and building groups. Schedule Time is entered in 24-hour time format (e.g. 14:00 instead of 2:00 p.m.). This is the time of day the alert is sent (Figure 3.4). Time Zone specifies which time zone the Schedule Time refers to. Figure 3.4: Alert Details From the expandable Payment Type segment, select the payment types to be included for these notifications. Payment types displayed will be based on your permissions. Payment amount thresholds can be set for all selected payment types. Once all required fields are entered, select the Save button to save the alert. A confirmation window will be displayed. Your alert will now be displayed in the Alert Settings list. Alerts are sent as plain text, include the alert type in the Subject line, and language that identifies how many transactions are matched in this alert (Figure 3.5). Figure 3.5: Sample Alert Messages 19

20 Recipients recipients are easily stored and modified in this part of ACH. Here, you can not only input new information, but also categorize and manage groups. The Recipients section lists all recipients (Figure 3.6). Figure 3.6: Recipients Page To enter a new recipient, select the Add button. Enter the Name and Address and then select the Save button, which will display a confirmation window. You can also add other recipients. From the Action column, you can View, Modify, or Delete recipients on the list. Recipient Groups Settings You can create a group for recipients. Once you have groups established, you can assign recipients to groups using Group Assignments. Create and recipient groups by selecting the Add button (Figure 3.7). The User Group field is automatically generated. You can create a custom entry for the Name field. From the Action column, you can View, Modify, or Delete recipient groups on the list. Figure 3.7: Recipient Groups 20

21 Recipient Group Assignments This menu option allows you to assign recipients to groups. Recipients are assigned to groups one at a time. Create a new group assignment by selecting the Add button (Figure 3.8). Figure 3.8: Recipient Group Assignments Select the magnifying glass icon next to the Group Name and Recipient Name fields to fill in each field (Figure 3.9). Click Save to add the recipient to the group (Figure 3.9). Repeat the process of selecting and saving a Group Name and Recipient Name for each individual you want to assign to the group. Once a group has been created, you can select this group as the recipient when creating an alert. Alerts will then be sent to all recipients in that group. Figure 3.9: Group Assignment Entry 2018 KeyCorp. KeyBank is Member FDIC

22 2018 KeyCorp. KeyBank is Member FDIC