Receivables Edge SM User Guide

Transcription

1 TREASURY SERVICES Receivables Edge SM User Guide Receivables Edge SM is an internet-based management application and account reconciliation solution. Receivables Edge combines advanced image and data capture technology to deliver consolidated view of current-day and long-term remittance data.

2 Table of Contents NAVIGATION RECEIVABLES EDGE... 6 Navigation from Home in Receivables Edge... 6 Navigation from the Home Screen... 6 Quick Links on the Home Page... 7 Drop-Down Menus... 9 Wildcard Search... 9 Hyperlinks Previous/Next Help IMAGE VIEWER iviewer Overview iviewer Functionality: Toolbar Help View and Download a Document Image Select an Image View Preference Image Viewer Menu and Toolbar CSV FILE Downloading Search Results to a CSV File LOGGING IN Login - Overview Login How To Login (Direct Edge and Full Portal) Field Help Login Frequently Asked Questions CHANGE PASSWORD Change Password Overview Change Password How To Change Password Field Help Change Password Frequently Asked Questions MY SETTINGS My Settings Overview My Settings (Direct Edge) How To My Settings (Full Portal) How To My Settings (Direct Edge) Field Help My Settings (Full Portal) Field Help... 33

3 My Settings Frequently Asked Questions RECEIVABLES EDGE HOME Receivables Edge Home Overview Receivables Edge Home How To Receivables Edge Home Field Help Receivables Edge Home Frequently Asked Questions TRANSACTION SEARCH Transaction Search - Overview Transaction Search How To Transaction Search Field Help Transaction Search Frequently Asked Questions TRANSACTION SEARCH RESULTS Transaction Search Results - Overview Transaction Search Results How To Transaction Search Results Field Help Transaction Search Results Frequently Asked Questions BATCH SUMMARY RESULTS Batch Summary Results Overview Batch Summary Results How To Batch Summary Results Field Help Batch Summary Results Frequently Asked Questions TRANSACTION DETAILS Transaction Details Overview Transaction Details How To Transaction Details Field Help RETURN SEARCH Return Search Overview Return Search How To Return Search Field Help RETURN SEARCH RESULTS Return Search Results Overview Return Results How To Return Search Results Field Help to applicable laws and regulations and service terms. 2

4 RETURN DETAILS Return Details Overview Return Details How To Return Details Field Help RETURN ITEM SUMMARY REPORT Return Item Summary Report Overview Return Item Summary Report How To Return Item Summary Report Field Help ALERTS Alert Inbox Overview Alert Inbox How To Alert Inbox Frequently Asked Questions Alert Maintenance Overview Alert Maintenance How To Alert Maintenance Field Help Alert Maintenance Frequently Asked Questions Alert Edit Overview Alert Edit How To Alert Edit Field Help Alert Edit Frequently Asked Questions UPLOADING FILES Upload Overview Upload How To Upload Field Help Upload Frequently Asked Questions FILE DOWNLOAD CENTER File Download Overview File Download How To File Download Field Help File Download Frequently Asked Questions REPORT SEARCH Report Search Overview Report Search How To Report Search Field Help Report Search Frequently Asked Questions JPMorgan Chase & Co. All Rights Reserved. JPMorgan Chase Bank, N.A. Member FDIC. All services are subject to applicable laws and regulations and service terms. 3

5 CUSTOM REPORT Custom Report Overview Custom Report How To Custom Report Field Help Custom Report Frequently Asked Questions USER MAINTENANCE SEARCH User Maintenance Search Overview User Maintenance Search How To User Maintenance Search Field Help User Maintenance Search Frequently Asked Questions USER MAINTENANCE User Maintenance - Overview User Maintenance How To User Maintenance Field Help User Maintenance Frequently Asked Questions USER ENTITLEMENTS REPORT User Entitlements Report Overview User Entitlements Report How To User Entitlements Report Frequently Asked Questions BULK MAINTENANCE Bulk Maintenance Overview Bulk Maintenance How To Bulk Maintenance Field Help Bulk Maintenance Frequently Asked Questions SECURITY LOG SEARCH Security Log Search Overview Security Log Search How To Security Log Search Field Help Security Log Search Frequently Asked Questions ALERT LOG SEARCH Alert Log Search Overview Alert Log Search How To Alert Log Search Field Help Alert Log Search Frequently Asked Questions JPMorgan Chase & Co. All Rights Reserved. JPMorgan Chase Bank, N.A. Member FDIC. All services are subject to applicable laws and regulations and service terms. 4

6 REASON CODE EDITOR Reason Code Editor - Overview Reason Code Editor How To Reason Code Editor Field Help Reason Code Editor Frequently Asked Questions GLOSSARY INDEX JPMorgan Chase & Co. All Rights Reserved. JPMorgan Chase Bank, N.A. Member FDIC. All services are subject to applicable laws and regulations and service terms. 5

7 Navigation Receivables Edge Navigation from Home in Receivables Edge There are two methods used to access the Receivables Edge application depending on whether your company is set up by the Bank for standalone or portal access at the time of implementation: Direct Receivables Edge If your company is set up for a standalone access, you are given a browser URL address that takes you directly to the Receivables Edge Login screen. Direct Receivables Edge goes directly through J.P. Morgan ACCESS URL (rms.jpmorgan.com). On the Login screen, you enter your User ID, and Password, which takes you into the Receivables Edge application at the Home screen. Full Portal URL If your company is set up for application access using the Full Portal URL ( you enter your User ID, Password, and Secure ID token (if applicable). The JPMorgan ACCESS dashboard is displayed and the user selects Receivables Edge from My Applications. If the user is linked to multiple Web IDs, they will be prompted to select a Receivables Edge account. Once the appropriate account has been selected the user will be taken to the Receivables Edge dashboard page. If user only has one Web ID, they will bypass the Select Receivables Edge Account page and proceed to the Receivables Edge dashboard page. Important! The Login/Logout and First Time Login information in this Help topic reflect the Direct Receivables Edge URL access method. Navigation from the Home Screen The Receivables Edge Home page includes several navigation elements. Some of these elements are common across all screens in the application. Main Menu Tabs The static Main Menu tabs are present on every screen. These allow all users to access the Home, Search, Files, Reports screen. Additional menu tabs are available to Customer Security Administrators and other users with appropriate entitlements. As a security measure, the Upload, Admin, Alerts tabs allow access to functionality that is limited based on services your company subscribes to and your role in the company. The following example shows all possible Main Menu tab options. Breadcrumbs The concept behind breadcrumbs is that you mark a trail as you navigate forward (or, drill down deeper) through the application screens. The breadcrumbs are also known as the path that you have taken to arrive at the current screen. In the same way that you would follow a map, the breadcrumb path is the reverse route you would take back through previously selected screens, to your point of origin (the Home screen). to applicable laws and regulations and service terms. 6

8 The breadcrumb path is displayed on every screen in Receivables Edge. The example shows the breadcrumb path that is created when you click the Search tab on the Main Menu, then create and activate a query in the Transaction Search screen. The query results are returned in the Transaction Search Results screen when the Transaction Level Results View option is enabled in My Settings. Important! Do not use your browser's "Back" button to navigate backward once you have logged in. Doing so may cause your transactions to be submitted incorrectly. Always use the breadcrumb path, Main Menu tabs, or Previous and Next links on a page to navigate forward and backward through Receivables Edge. Quick Links on the Home Page There are several categories of quick links on the Home screen. Each grouping includes links that allow you to quickly access payments and payment-related results and details with one or two key clicks. Quick links let you bypass the detailed search routine when you know exactly what payments or payment-related items you want to access. The following types of quick links are available but their appearance on the Home screen depends on company and user level service entitlements: Action Items Action Items link to current and previous day s transaction and batch payments. If company subscribes to Check Return service, a link to the previous day s returned items is also displayed. Workflow Items link to link to individual user s payment assignments and other workflow-related items based on company service subscription and user entitlement. New Notifications link to various types of new alerts, depending on company service subscription and user entitlement. Payment, Remitter, Return, and Archive Retrieval alerts are available. Quick List a user-defined drop-down list of saved query links that immediately open a payment results list (when multiple items are found) or a payment detail (when only a single transaction matches the query criteria). Quick Tips & Product Guides Quick Tips are supplies to aid users to maximize their use of the application. Quick Tips represent practical ideas that have been shared by other user who found unique ways to get the most of their experience. Quick Tips change as new ideas are gathered from users. Also, the user can view, download and print any of our detailed Product Guides from one convenient location. Receivables Edge Self-Service This link is on displayed if you subscribe to the Virtual Remit service. Message Center Occasionally, JPMorgan Chase may need to communicate information that could have a temporary impact on your business. Communication about weather-related activities that may impact the flow of mail in a specific operation is an example of communication that would appear to all users through the Message Center. Action items are quick links that allow you to bypass multiple mouse clicks and directly navigate to transaction results screens where you can perform immediate tasks on specific transactions. The action item links are: to applicable laws and regulations and service terms. 7

9 Payments Received Today Payments Received Previous Day Payments By Batch Today Payments By Batch Previous Day Returns Received Previous Day The number and type of quick links displayed under Workflow Items is variable and depends on company-level service entitlements as well as a user s lockbox entitlements. Workflow Item links may include: Assigned To Me - allows users to navigate directly to transaction or batch level payment results if certain payments have been assigned to them. Assignment of work requires Workflow Update entitlement at the user level, but any user can access the work that is assigned to them using the quick link on the Home page. New Remitters - allows users to immediately view all remitters with a status of New. This link is available with company-level entitlement to Remitter Management service. Enrichment Required Today produces a list of payments with the current credit date that need to be enriched. This link is available for those users that subscribe to the Data Enrichment service. The following links are available to Customers that subscribe to the Virtual Remit Service. New Notifications Ready For Transfer Items ready for transfer. Requires User Action Items requiring user action. Rejected Items that have been rejected. Saved Items that have been saved. Expired Items that have expired. The Home screen displays New Notification alert links to expedite your access to daily payments and other notification alerts (based on optional service subscriptions). For example, new alert links may also include Payment, Returned Items, Archive Requests, Capture and New Remitter results. For companies that subscribe to one or more notification services, queries for payments, returned items, archived items, and new remitters are fulfilled through the Alert Inbox, which is also accessible by clicking the Alerts tab on the Main Menu. Whether you access alerts using a quick link or menu option, you are directed to a Results and /or Details screen to view payments or other payment-related items that matched your alert criteria when they were routed through lockbox processing. Alerts allow you to quickly take charge of items that require your immediate attention. to applicable laws and regulations and service terms. 8

10 Quick List This section of the screen displays a drop-down list of Saved Queries if you have created queries in the Transaction Search screen and saved them. When you click a saved query in the drop-down list, the query is executed and results are populated and displayed in the Transaction Search Results or Batch Summary Results screen depending on your Results View preference in My Settings. If you do not have any Saved Queries, the drop-down list is not displayed in the Quick List section of the screen. Drop-Down Menus When you click to select the Alerts, Search, and Admin tab functions, additional options are presented in drop-down menus. These options provide access to additional functionality within some of the Main Menu tab functions. Note: Alerts and Admin tabs are only available to you with the appropriate entitlements at the company and user levels. Wildcard Search Many search fields in Receivables Edge will accept a partial text entry that includes the asterisk (*) meta-character in place of missing characters in the text string. Wildcard searches are useful both as a shortcut to entering a query and as a tool to fill in the blanks when you only know part of the whole alpha or numeric text entry you need to locate. The asterisk (*) can be used at the beginning, middle, or end of a string search. For example, we have entered a wildcard text string at the Remitter Name field in the Transaction Search screen. We know that there is at least one remitter with a name that includes the text string, "Alex" in the full company name. The text string, Alex, without a wildcard meta-character will result in an implied wildcard search, returning all entries in the database that begin with that text string. The wildcard text strings, *Alex and *Alex* will produce all entries in the database that contain the string, Alex anywhere. Our search returns the following transaction remitters in the to applicable laws and regulations and service terms. 9

11 Transaction Search Results screen. Note: The same functionality applies in the Return Search screen if your company subscribes to Check Return service and you are entitled to it at the user level. Hyperlinks In the Transaction Details screen (in addition to breadcrumb navigation, which is always available) you can select a hyperlink that will take you back to the most recently viewed Transaction Results screen. Previous/Next The Previous and Next hyperlinks are found in Results, Details, and some Reports screens. These links allow you to page forward and backward through search results when multiple pages of results are returned. Help Every Receivables Edge screen provides a Help link in the upper right region just above the Main Menu tabs. This link provides access online help that is page/screen-specific. The screen-specific help link offers four help tabs for each screen. They are: Overview, How To, Field Help, and Frequently Asked Questions (FAQs). to applicable laws and regulations and service terms. 10

12 Image Viewer iviewer Overview The iviewer is accessible from the Receivables Edge Transaction Search Results, Batch Summary Results, and Transaction Details screens. The iviewer converts basic transaction image documents displayed in Receivables Edge to.tiff-formatted files for enhanced graphic presentation. A payment-related image is any dated reference document that is associated with a payment such as a check, coupon, invoice, postal envelope or other packaging material. The iviewer presents images in single page and bulk (multi-page) mode. It allows you to: View multiple document images in a single viewing session without returning to the Transaction Details screen to select another image in the same transaction. Print an entire transaction with one request. Download an entire transaction, print, and/or save it to a file that can be attached to an message. Activate the iviewer from the Transaction Search Results screens to view and/or print several transactions at once. The iviewer also includes a thumbnail feature. iviewer Functionality: Toolbar Help The iviewer toolbar provides the ability to navigate between transaction images, adjust the magnification settings and page orientation as well as print the image(s). The following table shows each toolbar icon and its description. Icon Tool Tip Scale to Fit Magnify Reduce Pan Scroll Cursor Rotate Left to applicable laws and regulations and service terms. 11

13 Icon Tool Tip Rotate Right Flip Image Invert Image Magnify Cursor View and Download a Document Image Document images may be viewed in black and white or in color, depending on how your account is configured on the Bank's capture platform. All images may be downloaded and saved to your PC's file system. Black and White Images When multiple black and white images are saved, they are automatically placed in a single.tiff-formatted file that you are required to name. Color Images Conversely, when multiple color images are saved, they are automatically placed into individual.jpeg files. Initially, you name the color image file in the same manner as for black and white images, but multiple color image files are automatically generated with sequential.jpeg file extensions. One file is generated for each image. Example: If you enter the file name: "test" and the images are black and white tiff images, you will see the file name "test.tif" stored on your PC. If you enter the file name: "test" and the images are color jpeg images, you will see multiple files on your PC such as: "test1.jpeg", "test2.jpeg", "test3.jpeg". These file names are automatically generated. To view and download a document image from the Transaction Details screen, a transaction-related image must be available. Images are not available with electronic payments. Important! You may want to create a folder for your images in the desired location of your PC's file system before you save an image. to applicable laws and regulations and service terms. 12

14 Select an Image View Preference The Image View option is a user-enabled parameter in the My Settings screen. There are two Image View options: Stacked View Multi-page TIFF View The default setting for new users is Stacked View. With this option, stacked GIF images are automatically presented, one after another (in a sequential virtual stack) when you open the Transaction Details screen. From this screen, you can manually invoke the iviewer application and its multi-page view by clicking directly on the GIF image. The iviewer application opens in the same window and allows you to view, print, and use additional image viewing tools. However, you must click the Return to Transaction Details link in the iviewer to return to the Transaction Details screen, for example, to change the workflow details for a payment. By Contrast, when you enable the Multi-page TIFF View option in the My Settings screen, the image window is automatically displayed within the frame of the Transaction Details anytime you select a specific transaction search result for display. The multi-page view, as provided by the iviewer, presents images in an embedded viewer right on the Transaction Details screen. One advantage to enabling Multi-page TIFF View setting in the My Settings screen is that you can add Notes to the Payment Details without switching between an external image window and the stacked GIF display. Note: There is an exception for some users of legacy archiving systems. The Image View setting in My Settings does not determine the presentment of these images. Some legacy archive systems automatically present images on the Transaction Details screen via the multi-page TIFF view by default. Use the following procedure with the default Stacked View to manually open a multi-page TIFF image with the iviewer application. 1. Perform a search and select a transaction link in the Results screen. The Transaction Details screen opens. 2. In the Transaction Details screen, click on a check or other payment-related image. The iviewer window opens with the selected document displayed. Alternately, you can check one or more transactions in the Transaction Search Results screens and click the Bulk View Selected or Bulk View All command link. The iviewer window opens with the selected document displayed. If multiple images are included in a transaction, the first image is displayed. You can page forward or use the thumbnail feature to view additional images. to applicable laws and regulations and service terms. 13

15 Image Viewer Menu and Toolbar 3. Click the Save icon on the top line of the iviewer window. The Save Image window opens. 4. To save all images associated with a transaction or group of transactions, click the All radio button. Alternately, you may save a range of images associated with a transaction or a group of transactions by clicking the From radio button and entering the page range of images to save. 5. To save images in either the TIFF or PDF format, select the desired format from the Format dropdown list box. 6. Click OK. 7. To save the image file to your PC, first, select the desired location in your file system's directory tree. 8. In the desired folder, enter a meaningful file name at the File name: field of the Save Image As window. to applicable laws and regulations and service terms. 14

16 The folder name in the example below is Downloaded Images. The file name in the example is Wizard Electronics Note: When a user prints or saves in the PDF format for a single image, the single image will display the Check & Transaction information, and Note(s), if applicable, at the top of the page. When a user prints or saves in the PDF format for multiple images, the first image will display Check & Transaction information and Note(s), if applicable, at the top of the first page and will only display the Transaction information, top of page, on any subsequent image documents. to applicable laws and regulations and service terms. 15

17 CSV File Downloading Search Results to a CSV File The ability to download search results is available from the following screens in Receivables Edge: Transaction Search Results Batch Summary Results Alert Logs Security Logs Reports User Maintenance Search Results 1. To open and/or save the entire search results to a spreadsheet, click the Download to CSV command hyperlink or the Download CSV button on the Results or Reports screens. 2. The File Download window opens. 3. You may open the file for viewing or you may save the file to your computer s file system. Click Open or Save. The file s contents are opened and/or saved in a spreadsheet format. When you choose to save the file, it has.csv filename suffix. CSV means Comma Separated Values, which is a generic spreadsheet. Once saved to your computer, the file can be opened in spreadsheet application such as Microsoft Excel. to applicable laws and regulations and service terms. 16

18 Logging In Login - Overview Currently, users can access Receivables Edge through J.P. Morgan ACCESS in two different ways: Direct Edge URL (rms.jpmorgan.com) and Full Portal URL ( Direct Receivables Edge The user launches the Direct Edge URL (rms.jpmorgan.com) and enters their User ID and Password. After a successful login user are taken directly to the Receivables Edge dashboard page. Accessing Receivables Edge through J.P. Morgan ACCESS provides the user with more self-service capabilities and security features. For example: Machine Registration When you login to J.P. Morgan ACCESS from a computer that is not recognized, you must provide an Activation Code to register your computer. This is done to keep your information secure. The Activation Code can either be ed to you or can be provided by your Customer Security Administrator. Once the Activation Code is submitted, you computer will be registered. Express Password Reset The user will have the ability to reset password without having to rely on their Customer Security Administrator. They will simply set up Challenge Questions and Answers, so if the user forgets their password, they can answer a series of questions to reset their password. Full Portal The user launches the Full Portal URL ( and simply enters the User ID, Password, and SecurID token (if applicable). The J.P. Morgan ACCESS dashboard is displayed and the user selects Receivables Edge from My Applications. If the user is linked to multiple WebIDs, they will be prompted to select a Receivables Edge account. Once the appropriate account has been selected the user will be taken to the Receivables Edge dashboard page. If user only has one WebID, they will bypass the Select Receivables Edge Account page and proceed to the Receivables Edge dashboard page. The Log Out link is displayed among the Personal Options links on every Receivables Edge screen, just above the Main Menu tabs. When you click the Log In link the Login screen opens. You must log in and log out each time you want to open and close the Receivables Edge application. By default, your login password is set to expire after 90 days. The expiration parameter can be set to 30, 60, or 90 days by the Bank to accommodate variances in your company s security policy. The Bank establishes an expiration interval for your company at the time of service implementation. Accessing Receivables Edge through the Full Portal will also provide the user with the self-service capabilities and security features mentioned for Direct Edge. to applicable laws and regulations and service terms. 17

19 Login How To Logging In Direct Receivables Edge and Full Portal To log in to the Receivables Edge application, you will use your User ID and Password. 1. Click the User ID field to position the cursor for data entry. 2. Enter your User ID. 3. Click the Password field or use the Tab key to position the cursor at the Password field. 4. Enter your Password 5. Click on the Token Code field or use the Tab key to position the cursor on the Token Code field (if applicable). Note: Token Code field is only available when logging in through via J.P. Morgan ACCESS Full Portal. 6. Click on the Log On button Your password is case-sensitive, meaning that it must be typed in exactly as it is defined with upper and lower case alpha characters and numbers. When you log in for the first time, the Change Password screen opens and you are required to change your password for security purposes. Machine Registration Each time you log on to J.P. Morgan ACCESS from a computer this is not recognized, we are required to provide you a new Activation Code to register your computer. This is done to keep your information safe and secure. The initial computer this is used to log on to J.P. Morgan ACCESS for the first time will be automatically registered. Any subsequent computers used to log on to J.P. Morgan ACCESS will require Machine Registration. The Activation Code can either be ed to you or it can be provided by your Customer Security Administrator. You will then be required to enter you Activation Code before you can successfully log on to Receivables Edge. Once the Activation Code has been submitted, your computer will be registered. to applicable laws and regulations and service terms. 18

20 Express Password Reset (EPR) When a user logs into Receivables Edge through J.P. Morgan ACCESS they will be prompted to set up their Express Password Reset (EPR) if they have not done so on their initial login. EPR setup will be required to successfully login to Receivables Edge. EPR will have a series of challenge questions and depending on which questions are selected the user will need to provide answers to those questions. Once this setup is completed, you will have the ability to reset your password if you forget your password or get locked out it in the future. From the J.P. Morgan Log on page the user selects the Forgot your password? link and does the following: 1. Enter User ID and the address that is on file for the user. to applicable laws and regulations and service terms. 19

21 2. Choose one Challenge Question from each of the three drop-down list 3. Enter the easy to remember answers and Submit Once the questions have been answered correctly, an will be sent to the user with their temporary password. The user will be able to log on to J.P. ACCESS with the temporary password and will be required to update their password. to applicable laws and regulations and service terms. 20

22 Login (Direct Edge and Full Portal) Field Help User ID This is your J.P. Morgan ACCESS User ID and is all in lowercase. Password your case-sensitive password. You are required to change your password after your first login to Receivables Edge and each time it expires. The following Password rules apply: Password must be between 8 to 20 characters long Contain at least one upper case letter, one lower case letter and one number Not contain spaces but can contain following special # $ % & _ + / { } ~? Not contain three or more consecutive numbers or letters (e.g. "123Smjth / ABCSmjth" would not be allowed) Not contain three or more repeated numbers, letters or special characters (e.g. "AAASmjth / 111Smjth would not be allowed) Not contain the words "morgan" or "chase" - Be between 8 and 20 characters long Be different from your J.P. Morgan ACCESS User ID Token Code Token Code field is only available when logging in through via J.P. Morgan ACCESS Full Portal. Log On (button) activates the user authentication and login process. Forgot your password? If you have set up your Express Password Reset and you forget your password or get locked out, simply click on the Forgot your password? link on the Log On page. This will allow you to reset your password by answering a series of your Challenge Questions. A temporary password will then be ed to you. Change your password Allows you to modify your password. You will need to enter your User ID, Current Password, New Password, and Re-enter New Password. Important! Using your browser s Back button is not recommended for backward navigation in the Receivables Edge application because it can cause transactions to be incorrectly submitted. Always use the Navigation Path (also known as breadcrumbs) links displayed above the screen s title in the upper region of the screen. to applicable laws and regulations and service terms. 21

23 Login Frequently Asked Questions Q. What should a user do if locked out of Receivables Edge after three unsuccessful login attempts? A. When a user logs into Receivables Edge through JPMorgan ACCESS they will be prompted to set up their Express Password Reset (EPR) if they have not done so on their initial login. EPR will have a series of challenge questions and depending on which questions are selected the user will need to provide answers to those questions. Once this setup is completed, you will have the ability to reset your password if you forget your password or get locked out it in the future. Q. - What happens if you try to log in after your password has expired? A. - The first time you attempt to log in after your password has expired, a system message states that your password has expired. You have one opportunity to log in using the old password. The application accepts the old login then automatically directs you to the Change Password page where you must enter your old password, a new password, and a confirmation of your new password in order to proceed. Q. When is a user automatically logged out of the system? A. If the customer subscribes to the Extended Auto-Logoff Timeout service and the user is enabled for the Extended Auto-Logoff Timeout by the CSA then, the user is automatically logged out of the application when there is 30mins of inactivity on the application. The user receives a pop-up warning message after 29mins of inactivity. The user can click on the OK button to continue using the application or click on the Logoff button to log out of the application. If the message is ignored the user will automatically be logged out of the application after 1 additional minutes of inactivity. If the customer does not subscribe to the Extended Auto-Logoff Timeout service then, the user is automatically logged out of the application when there is 15mins of inactivity on the application. The user receives a pop-up warning message after 14mins of inactivity. The user can click on the OK button to continue using the application or click on the Logoff button to log out of the application. If the message is ignored the user will automatically be logged out of the application after 1 additional minute of inactivity. to applicable laws and regulations and service terms. 22

24 Change Password Change Password Overview The Change Password capability is accessed from the Personal Options links above the Main Menu. The Change Password screen provides a place to simply enter your User ID, current password then enter a new password twice for verification. When you save the new password entry your password is automatically changed by the system and will be required in place of your old password when you log in the next time. There are three conditions when a password must be changed: 1. the first time you login to Receivables Edge 2. when your password periodically expires 3. when your password has been reset either through Express Password Reset or by a Customer Security Administrator By default, your login password is set to expire after 90 days. The expiration parameter can be set to 30, 60, or 90 days by the Bank to accommodate variances in your company s security policy. The bank establishes an expiration interval for your company at the time of service implementation. The following Password rules apply: Minimum password length is 8 characters Maximum password length is 20 characters Contain at least one upper case letter, one lower case letter and one number Not contain spaces but can contain following special # $ % & _ + / { } ~? Not contain three or more consecutive numbers or letters (e.g. "123Smjth / ABCSmjth" would not be allowed) Not contain three or more repeated numbers, letters or special characters (e.g. "AAASmjth / 111Smjth would not be allowed) Not contain the words "morgan" or "chase" - Be between 8 and 20 characters long Be different from your J.P. Morgan ACCESS User ID to applicable laws and regulations and service terms. 23

25 Change Password How To After you log in to Receivables Edge for the first time you are required to change your password. From the Log On screen, you are directed to the Change Password screen. Change Your Password To change your existing password: Click on the Enter User ID field to position the cursor for data entry. Enter your User ID. Click the Enter Current Password field to position the cursor for data entry. Enter your current password. Click the Tab key. The cursor is positioned in the Enter New Password field. Enter a new password. Remember, your password is case-sensitive. It must contain alpha and numeric characters between 8 and 20 characters. Click the Tab key. The cursor moves to the Re-Enter New Password field. Enter your new password exactly as you entered it in the previous field to confirm the new entry. Click on the Next button to applicable laws and regulations and service terms. 24

26 The new password is saved successfully. Receivables Edge will display the following confirmation message: Click on the Close Window button. Window will close and you will be returned to Receivables Edge home page to navigate to the desired function of the application using the Main Menu tabs. The next time you log in, you must enter the new password to gain access to Receivables Edge. to applicable laws and regulations and service terms. 25

27 Change Password Field Help Enter User ID - This is your J.P. Morgan ACCESS User ID and is all in lowercase. Enter Current Password the current or recently expired password that you want to change. Enter New Password the new, user-defined password that will replace the old password and be used immediately to log in to Receivables Edge. Re-Enter New Password re-entry of the new user-defined password that was previously entered in the New Password field. The entry must exactly match the New Password entry. Next (button) saves and retains the new password for the default period of 90 days or for the period defined for your company. Cancel (button) Closes the Change Password screen and no new password data is retained. Change Password Frequently Asked Questions Q. How often do passwords expire? A. The default password expiration interval is 90 days. However, this parameter can be set to 30 or 60 days to accommodate variances in company security policies. The Bank sets the password expiration interval when your Receivables Edge service is implemented. Q. What are the rules that govern password characteristics? A. The following general rules apply: Minimum password length is 8 characters Maximum password length is 20 characters Contain at least one upper case letter, one lower case letter and one number Not contain spaces but can contain following special # $ % & _ + / { } ~? Not contain three or more consecutive numbers or letters (e.g. "123Smjth / ABCSmjth" would not be allowed) Not contain three or more repeated numbers, letters or special characters (e.g. "AAASmjth / 111Smjth would not be allowed) Not contain the words "morgan" or "chase" - Be between 8 and 20 characters long Be different from your J.P. Morgan ACCESS User ID Q. Are there any restrictions on how often you can change your password? A. No. You may change your password anytime using the Change Password option. Q. What if you try to log in after your password has expired? A. If you try to log in and find that your password has already expired you are prompted to change it. Q. Can you ever re-use an old password? A. An old password may not be re-used until one year has passed from its expiration. to applicable laws and regulations and service terms. 26

28 My Settings My Settings Overview The My Settings link is accessed from among the Personal Options above the Main Menu in every Receivables Edge screen. The selections in this screen allow you to change some of the characteristics of your default user profile. The settings in this screen can help you customize the way transactions are manipulated and presented to best suit the way you perform your daily work. Alerts-related information is only displayed if your company subscribes to the Alert Service. The My Settings page will have a slightly different view depending on whether you access Receivables Edge through Direct Edge (rms.jpmorgan.com) or the Full Portal ( My Settings (Direct Edge) How To Change Common Settings To change the default or existing data in the Common Settings section of the screen: Click the down arrow on the Results Per Page field to expand a drop-down list. Click any value in the list to set the new number of transactions per screen that you want to see in the Receivables Edge screens that display results. The Default Start Page is the standard Receivables Edge Home screen. To change the start page (the screen that is displayed upon successful log in), click the down arrow on this field to view your options in a drop-down list. Select an alternate option then click the Save button. Your new Start Page will immediately open the next time you log in to the application. When you specify an alternate Start Page, it is displayed on login until you change the setting or until an important message is presented on the application's Home screen. When an important message is present, the application will ignore your alternate Start Page setting and force you to the Home screen to insure that you view system messages. The Time Zone drop-down menu allows you to select the time zone in which your company and lockbox(es) reside. This setting governs the date and time stamp that is displayed on Payment Detail and Extended Detail Reports. Availability of these Online Reports is dependent on entitlement at both the company and user levels. to applicable laws and regulations and service terms. 27

29 Whether you change data at one or more fields, click the Save button at any time to save and activate your new profile settings. The My Settings screen remains open. The application will return the following confirmation message The changes have been successfully saved. Many changed settings become effective immediately. The exception is the Default Start Page setting which becomes effective on your next login. If you enter or change data in the My Settings screen and you want to clear the screen of all except its default entries, click the Cancel button. If you Save your settings and subsequently decide to Cancel the operation, the My Settings screen is reset and refreshed but the settings that you saved are retained. Change Search Settings To change the default or existing data in the Search Settings section of the screen: Click the down arrow on the Results View field to expand a drop-down list. Click the alternate choice in the list to set the new option for the way payment search results are displayed. Click the down arrow on the Advance Search field to expand a drop-down list. Click the alternate choice in the list to set the new option to default the Advance Search within the Transaction Search to be either Expanded or Collapsed. Click the down arrow on the Default Sort Order field to expand a drop-down list. Click a new option in the list to reset the sequence in which list items are displayed on the transaction results screens. The Image View options are Stacked View and Multi-page TIFF View. Stacked View is enabled by default. This provides a view of images in the Transaction Details screen in which images are presented in a virtual stack, that is, one atop another. The alternate option is Multi-page TIFF View, which automatically opens images in the Transaction Details without the extra step to manually invoke the iviewer application in Receivables Edge. The Jump to Document option is disabled by default. To enable the Jump to Document option, click the checkbox to mark it. To disable this setting, click the blank checkbox to remove the checkmark. The "Use Sticky Search Fields" option is enabled by default. To disable this option, click the checkbox to remove the checkmark. To re-enable the "sticky fields" setting click the blank checkbox to mark it. Whether you change data at one or more fields, you can click the Save button at any time to save and activate your new profile settings. The My Settings screen remains open. The application will return the following confirmation message The changes have been successfully saved. Your changed settings become effective immediately. If you enter or change data in the My Settings screen and you want to clear the screen of all except its default entries, click the Cancel button. If you Save your settings and subsequently decide to Cancel the operation, the My Settings screen is reset and refreshed but the settings that you saved are retained. Change Alert Settings This setting determines how you receive alerts created by you and others. By default, you receive alert messages in your Alert Inbox. You may change the setting so that alert messages can be sent to one or two addresses in addition to the Alert Inbox. To change the default or existing data in the Alert Settings section of the screen: Click the down arrow on the Alert Destination field to expand a drop-down list. Click any value in the list to set the new primary location to which you want your alert messages sent. to applicable laws and regulations and service terms. 28

30 In the 1 field, your primary address, which is associated with your Receivables Edge user profile is displayed by default. This is a required field and is not editable. If you would like to change it, you will have to either have your Customer Security Administrator update it or you can also contact the Help Desk to have your address updated. In the 2/Pager field, enter a secondary or pager address to which you want alert messages to be sent in addition to your Alert Inbox and/or 1 repositories. Whether you change data at one or more fields, you can click the Save button at any time to save and activate your new profile settings. The My Settings screen remains open. The application will return the following confirmation message The changes have been successfully saved. Your changed settings become effective immediately. If you enter or change data in the My Settings screen and you want to clear the screen of all except its default entries, click the Cancel button. If you Save your settings and subsequently decide to Cancel the operation, the My Settings screen is reset and refreshed but the settings that you saved are retained. Change Remote Capture Settings If you subscribe to the Virtual Remit service, you will have the option to select a scanner from the drop down for the Remote Capture Scanner field. Simply, select the scanner and click on the Save. Once, you have selected the scanner, this scanner will then become your default scanner. J.P Morgan Access Settings By selecting the View/Maintain Challenge Questions link, you can edit your Challenge Questions and Answers for the Express Password Reset functionality. Express Password Reset allows you to reset your password without having to call your Customer Security Administrator or regional Help Desk. In the future, if you got get your password or get locked out you can answer a series of questions to have your password reset. to applicable laws and regulations and service terms. 29

31 My Settings (Full Portal) How To In the Full Portal My Settings page the Common Settings, Search Settings, and Remote Capture Settings are the same as they are for Direct Edge. In the Alerts Settings section, you can still update the 2/Pager field; however, there is a message letting you know if you update your 2/Pager field it will not update your J.P. Morgan Access address. to applicable laws and regulations and service terms. 30

32 My Settings (Direct Edge) Field Help The Setting Options region of the My Settings for Direct Edge is divided into five sections: Common Settings Alert Settings Results Per Page (drop-down list) controls the number of results that are displayed per screen each time a query is executed from any Search screen or when one of the alert links or action item links is clicked on the Home screen. This also affects the number of results on all online reports, user searches, security and alert log searches; any screen that displays a list of search results. The drop-down values include 10, 20 (default value), 30, 40, and 80. Default Start Page is the standard Receivables Edge Home screen. To change the start screen (the screen that is displayed upon successful log in), click the down arrow on this field to view your options in a drop-down list. Select an alternate option then click the Save button. Your new Start Page will immediately open the next time you log in to the application. When you specify an alternate Start Page, it is displayed on login until you change the setting or until an important message is presented on the application's Home screen. When an important message is present, the application will ignore your alternate Start Page setting and force you to the Home Page to insure that you view system messages. Time Zone drop-down menu allows you to select the time zone in which your company and lockbox(es) reside. Alert Destination (drop-down list) controls the preferred location to which alert messages are sent. The options include: Alert Inbox Only (default option), 1 and Alert Inbox, 2 and Alert Inbox, and All Options. This information is only available if your company subscribes to the Alert Service. 1 this is typically your primary business address. The default definition is the address associated with your Receivables Edge user account that can be used for receipt of alert messages in addition to the Alert* Inbox. 2 /Pager this is typically a secondary business address, pager or other personal communication device that can be used for receipt of alert messages in addition to your primary address and the Alert Inbox. This information is only available if your company subscribes to the Alerts Service. Search Settings Results View (drop-down list) controls whether are search results are returned as individual payment transactions or a batch payment summary. The default settings are Transaction Level for heritage Bank One and new customers and Batch Summary Level for heritage JPMorgan Chase customers. Advance Search field (drop-down list) default the Advance Search within the Transaction Search to be either Expanded or Collapsed. Default Sort Order (drop-down list) determines the sequence in which transactions and batches are sorted for display. Options include Payment Amount by Date, Date, Remitter, and Payment Amount. Jump to Document (checkbox) this option is On when checked and Off when unchecked. The default condition is unchecked (Off). When Off, the Transaction Details screen always displays the first check image within the transaction. When this condition is checked (On) and the Invoice field is used as a search criterion, the document image (instead of the check image) is automatically displayed for transactions selected in the Transaction Search Results screen when there is an exact invoice match. to applicable laws and regulations and service terms. 31

33 Image View (drop-down list) controls the image format presented in the Transaction Details screen. Stacked View is enabled by default. This provides a view of images in the Transaction Details screen in which images are presented in a virtual stack, that is, on atop another. The alternate option is Multipage TIFF View, which automatically opens images in the Transaction Details without the extra step to manually invoke the iviewer application in Receivables Edge. Use Sticky Search Fields (checkbox) - this option is On when checked and Off when unchecked. The default condition is checked (On). While this option is enabled, search criteria entered at fields in the Transaction Search screen are retained until deleted or typed over to conduct a new search. Sticky fields retain search criteria based on date ranges and other information so you don't have to re-enter the same information each time you move back to the Transaction Search screen from the Results or Details screens. If this feature is not compatible with your workflow you can simply disable it. Save (button) saves and retains you new profile settings and activates them the next time you log in to Receivables Edge. Cancel (button) clears all but the default entries in the My Settings screen. No new profile data is retained. The My Settings screen remains open. If you save your settings and subsequently decide to Cancel the operation, the My Settings screen is reset and refreshed but the settings that you saved are retained. Remote Capture Settings Remote Capture Scanner (drop-down list) Allows you to select a default scanner. This is only available if your company subscribes to the Virtual Remit Service. J.P Morgan Access Settings View/Maintain Challenge Questions link Allows you to edit your Challenge Questions and Answers for the Express Password Reset functionality to applicable laws and regulations and service terms. 32

34 My Settings (Full Portal) Field Help The Setting Options region of the My Settings for Full Portal is divided into four sections: The Common Settings, Search Settings, and Remote Capture Settings (This is only available if your company subscribes to the Virtual Remit Service) are the same as they are for Direct Edge. Alert Settings Alert Destination (drop-down list) controls the preferred location to which alert messages are sent. The options include: Alert Inbox Only (default option), 1 and Alert Inbox, 2 and Alert Inbox, and All Options. This information is only available if your company subscribes to the Alert Service. 1 this is typically your primary business address. The default definition is the address associated with your Receivables Edge user account that can be used for receipt of alert messages in addition to the Alert* Inbox. 2 /Pager this is typically a secondary business address, pager or other personal communication device that can be used for receipt of alert messages in addition to your primary address and the Alert Inbox. You update the 2/Pager field; however, there is a message letting you know if you update your 2/Pager field it will not update your J.P. Morgan Access address. This information is only available if your company subscribes to the Alerts Service. When you save the new profile data entered in this screen, an application message tells you that the action was successful. The My Settings screen remains open. When you need to navigate back to a previous screen in Receivables Edge, always use the Navigation path. This path is also known as breadcrumbs because it allows you to trace your steps backward through the screens you have previously accessed. Important! Using your browser s Back button is not recommended for backward navigation in the Receivables Edge application because it can cause transactions to be incorrectly submitted. Always use the Navigation Path (also known as breadcrumbs) links displayed above the screen title in the upper region of the screen or select a new function from the tabs on the Main Menu. Personal Options, Quick Links, and other links can also be used to navigate throughout the application from any screen. *Availability of the Alert functions in Receivables Edge is fee-based and is dependent on contracted company and user entitlements. Online help topics are included with this product regardless of entitlement status therefore you may be able to view information about functional entitlements that are not currently available to you. to applicable laws and regulations and service terms. 33

35 My Settings Frequently Asked Questions Q. What is the benefit of checking the Jump to Document feature to turn it On? A. If you need to work with many multi-page remittance documents, this feature helps you to move directly to the document page you need to view. Q. Is there a way to change sort order in addition to using My Settings options? A. Yes. Column headings in results screens and some report screens are interactive, meaning that you can click on a heading to change the sort order of data in that column. It provides a quick way to temporarily change the sort order of transactions displayed in the current results screen. Q. What is the Default Start Page and why would you want to change the setting? A. The Default Start Page in the Receivables Edge application is the Home Page. This is the first screen you see when you log in to the application. You may change your Start Page, but note that you will always be directed to the Home screen, regardless of the specified parameter, when important system messages are present. In the absence of system messages, your Start Page will be displayed based on this My Settings parameter. Q. Is there a benefit to changing the default Image View? A. One advantage to enabling the Multi-page TIFF View option vs. the default Stacked View is that you can add Notes to the Payment Details without exiting the external iviewer window to go back to the stacked GIF display in the Transaction Details screen. Q. What is a Sticky Search Field and how is the sticky field feature useful? A. Search criteria entered at fields in the Transaction Search screen are retained until deleted or typed over to conduct a new search. Sticky fields retain search criteria based on ranges of data and other information so you don't have to re-enter the same information each time you move back to the Transaction Search screen from the Results or Details screens. If this feature is not compatible with your workflow you can simply disable it. to applicable laws and regulations and service terms. 34

36 Receivables Edge Home Receivables Edge Home Overview The Receivables Edge Home screen is displayed on successful login. This screen is the focal point of the application from which you can easily navigate to any function or feature. For the sake of simple description, it is easiest to discuss the various regions of the screen and the elements that comprise each region. Main Menu The main menu tabs provide immediate access to the primary functions of the Receivables Edge application: Home, Search, Alerts*, Upload, Files, Reports, Remitter*, Admin**, Capture*. Personal Options Four personal option links are displayed just above the main menu. These links include Log Out, My Settings, Help and Change Password. They provide an opportunity to tune some of the application s functionality so that it best suits the way you work. For example, you can change your password, change the default settings that determine the number of search results you see on a screen, and/or change the order in which those results are displayed. The Help link displays a screenspecific help window to assist you with questions about any screen and provide information about processes you can perform in any screen. Screen Title and User Information In the upper region of the screen just below the main menu the screen title, the current user s name and user s company name are displayed. Just above the screen s title is the Navigation Path. The Navigation Path is an important feature in Receivables Edge because it provides the preferred method to navigate backward through screens that you have previously opened on the path to your current location. Important! Using your browser s Back button is not recommended for backward navigation in the Receivables Edge application because it may cause transactions to be incorrectly submitted. Always use the Breadcrumb Path that is displayed above the screen s title in the upper region of the screen. Action Items Action items are quick links that allow you to bypass multiple mouse clicks and directly navigate to transaction results screens where you can perform immediate tasks on specific transactions. The action item links are: Payments Received Today Payments Received Previous Day Payments By Batch Today Payments By Batch Previous Day Returns Received Previous Day The Returns Received Previous Day link is only displayed with company-level entitlement to Check Return service. to applicable laws and regulations and service terms. 35

37 Workflow Items The number and type of quick links displayed under Workflow Items is variable and depends on company-level service entitlements as well as a user s lockbox entitlements. Workflow Item links may include: Assigned To Me - allows users to navigate directly to transaction or batch level payment results if certain payments have been assigned to them. Assignment of work requires Workflow Update entitlement at the user level, but any user can access the work that is assigned to them using the quick link on the Home page. New Remitters - allows users to immediately view all remitters with a status of New. This link is available with company-level entitlement to Remitter Management service. Enrichment Required Today allows users to immediately view all transactions that are in Enrichment Required status. This link is available with company-level entitlement to Remittance Association/Supplemental Data Entry service. Ready for Transfer allows users to immediately view all Virtual Remit items in Ready for Transfer status on the Capture Summary screen. This link is available with company-level entitlement to Virtual Remit service. Requires User Action - allows users to immediately view all Virtual Remit items in Requires User Action status on the Capture Summary screen. This link is available with company-level entitlement to Virtual Remit service. Rejected - allows users to immediately view all Virtual Remit items in Rejected status on the Capture Summary screen. This link is available with company-level entitlement to Virtual Remit service. Saved - allows users to immediately view all Virtual Remit items in Saved status on the Capture Summary screen. This link is available with company-level entitlement to Virtual Remit service. Expired - allows users to immediately view all Virtual Remit items in Expired status on the Capture Summary screen. This link is available with company-level entitlement to Virtual Remit service. New Notifications The Home screen displays New Notification alert links to expedite your access to daily payments and other notification alerts (based on optional service subscriptions). For example, new alert links may also include Returned Items, Archive Requests, and Capture notifications. For companies that subscribe to one or more notification services, queries for payments, returned items, archived items, and capture notifications are fulfilled through the Alert Inbox, which is also accessible by clicking the Alerts tab on the Main Menu. Whether you access alerts using a quick link or menu option, you are directed to a Results and /or Details screen to view payments or other payment-related items that matched your alert criteria when they were routed through lockbox processing. Alerts allow you to quickly take charge of items that require your immediate attention. Quick List The quick list is a drop-down menu that shows your Saved Queries. Queries that you use often can be saved from the Transaction Search screens in which you execute/initiate your searches. When you click a saved query, one or more results are immediately displayed in the Results and/or the Details screen for Payments and Returns. Access to Returns data is dependent on entitlements at the company and user levels. to applicable laws and regulations and service terms. 36

38 Quick Tips & Product Guides A link to the Product Guides is available in this section. Clicking on this links will direct you to the Product Guides screen where you will find links to download User Guides and other product documentations. Quick Tips are only displayed if they have been added through the Remit Admin configuration interface. The type of information you may find here includes the Help Desk phone number and hours of service. Also included is a list of helpful tips about the Receivables Edge application. Message Center The Message Center is in the lower right and center of the Home screen. You have an option to expand all truncated system messages at once for viewing. Or you can simply click the +/- signs to the left of each message to alternately expand and collapse the available messages one at a time. * Availability of the Alert and Capture functions in Receivables Edge is dependent on contracted company and user entitlements. Online help topics are included with this product regardless of entitlement status therefore you may be able to view information about functional entitlements that are not currently available to you. ** The Admin function is only available to Customer Security Administrators. Receivables Edge Home How To Main Menu The Main Menu includes seven labeled tabs. Two of the seven tabs represent functions of the application that are reserved for special use: The Alerts* tab provides reserved access to fee-based entitlements; therefore, this tab is only displayed if your company has purchased one or more of the optional Alerts Services. The Capture* tab provides reserved access to fee-based entitlements; therefore, this tab is only displayed if your company has at least one lockbox subscribing to the Virtual Remit service and you are entitled to that lockbox. The Admin** tab is reserved for use only by Customer Security Administrators (CSAs). This tab is only displayed for users who are assigned to the CSA role. Home, Search, Upload, Files, and Reports screens and functions are always available to all Receivables Edge users. Click any main menu tab to select the labeled function. Home the screen that opens when you log into Receivables Edge. Search by default, opens the Transaction Search screen. Also includes the following drop-down menu options: Transaction Search, Return Search, Current Day Results, Previous Day Results. Alerts* by default, opens the Alert Inbox screen when alert new and/or previously read messages are present. May also include the following drop-down menu options: Inbox and Maintenance. Upload opens the Upload screen. to applicable laws and regulations and service terms. 37

39 Files opens the File Download Center screen. Reports opens the Report Search screen. Remitter - depending on user-level entitlements, the Remitter tab may include one or two drop-down menu options: Remitter Search and Customer Classification. Admin** by default, opens the User Maintenance Search screen. Also includes the following dropdown menu options: User Maintenance, Bulk Maintenance, Security Logs, Reason Code Maintenance, Alert Logs, and User Entitlement Report. Capture* - by default, opens the Virtual Remit Entry screen. Also includes the following drop-down menu options: Capture Entry, Capture Search, Capture Install Personal Options The Personal Options are the four links just above the Main Menu that provide access to screens in which you can log in and log out, access online help, change your password, and adjust some of the default settings and characteristics of Receivables Edge to better accommodate the way you use certain functions. Each of the personal options, Log In/Out, My Settings, Help, and Change Password is described in a separate Help topic. Quick Links There are several categories of quick links on the Home screen. Each grouping includes links that allow you to quickly access payments and payment-related results and details with one or two key clicks. Quick links let you bypass the detailed search routine when you know exactly what payments or payment-related items you want to access. The following types of quick links are available but their appearance on the Home screen depends on company and user level service entitlements: Action Items Action Items - links to current and previous day s transaction and batch payments. If company subscribes to Check Return service, a link to the previous day s returned items is also displayed. Workflow Items - links to individual user s payment assignments and other workflow-related items based on company service subscription and user entitlement. New Notifications - links to various types of new alerts, depending on company service subscription and user entitlement. Payment, Remitter, Return, and Archive Retrieval alerts are available. Quick List - a user-defined drop-down list of saved query links that immediately open a payment results list (when multiple items are found) or a payment detail (when only a single transaction matches the query criteria). Links in the Action Items section allow you to bypass the Transaction/Return Search screen, immediately opening the screens that list payments by transaction or payments by batch depending on which link you click. Access Payments Received Today and Access Payments Received Previous Day: Individual payment links: the first two links are Payments Received Today and Payments Received Previous Day. They open the Transaction Search Results screen in which payments are listed by to applicable laws and regulations and service terms. 38

40 remitter and payment number. To quickly display payments received for today or the previous day: Click the Payments Received Today or the Payments Received Previous Day quick link. The Transaction Search Results screen opens. If no payments have been received today or yesterday, the hyperlink opens the Transaction Search screen. Access Payments By Batch Today and Access Payments By Batch Previous Day Batch payment links: additional links are Payments By Batch Today and Payments By Batch Previous Day. They open the Batch Summary Results screen in which payments are listed by batch number. To quickly display either Payments By Batch Today or Payments By Batch Previous Day: Click the Payments By Batch Today or the Payments By Batch Previous Day quick link. The Batch Summary Results screen opens. If no payments have been received today or yesterday, the hyperlink opens the Transaction Search page. Returns Received Previous Day To quickly display return items received the previous day: Click the Returns Received Previous Day quick link. If multiple items have bee returned, the Return Results screen opens. If only one return item is present, you are immediately directed to the Return Details screen for that item. If no payments have been received today or yesterday, the hyperlink opens the Return Search screen. to applicable laws and regulations and service terms. 39

41 Workflow Items Unlike the Action Item links, which are available to all Receivables Edge users, the Workflow Item links that are displayed are variable, depending on company service subscriptions and user-level entitlements. The Assigned To Me link is most commonly displayed, allowing users immediate access to their payment assignments when the assignment function has been used. The assignment function is allowed for any user with Update entitlement on Workflow attributes including exception management. Users who have Read-Only access to Workflow attributes are allowed to view transactions assigned to them but they may not assign transactions to another user. Access Transactions Assigned To Me The Assigned To Me link immediately opens the Transaction Search Results screen and displays only the transactions that are assigned to you. To quickly display only the transactions that are Assigned To you: Click the Assigned To Me quick link. The Transaction Search Results screen opens. If there are no transactions assigned to you, the Transaction Search screen is displayed. Access New Remitters New Notifications Remitter Management is an optional service in Receivables Edge that is entitled at the company level. With this service enabled, all Receivables Edge users in the company have Read-Only access to remitter data. The New Remitters quick link directs you to the Remitter Results screen in which all remitters with a status of New (vs. Active) are displayed. Records are automatically added to the remitter database as a remitter s payments enter the system the first time. Remitter records retain New status until they are activated or deleted. New remitters are continuously added to the database as the capture platform detects them. For additional information about remitter record status, refer to the Remitter Results and Remitter Edit topics under the Receivables Edge Help link. The items in the New Notifications category provide quick links to various types of new alerts. Depending on company service subscription and user entitlement, links may include Payments, Remitters, Returns, and/or Archive Requests. Access New Payment Notification Alerts Payment Notifications are displayed when your company subscribes to payment alert service. You can quickly access and display only new payment notification messages without having to first click Alerts on the Main Menu to access the Alert Inbox, and then filter the display to only show new messages. A single click on the New link opens the Alert Inbox screen with only the Unread payment notification messages on to applicable laws and regulations and service terms. 40

42 display. To quickly display only New / Unread alert messages: Click the New quick link. The Alert Inbox screen opens. In the Alert Inbox, only Unread messages are displayed in red. The Last Read column is blank for each new message since it has never been viewed. In the Message column, click the Unread alert message text that is underlined (and is therefore a hyperlink). Access New Return Notification Requests You can quickly access and display only new return notification messages without having to first, click Alerts on the Main Menu to access the Alert Inbox, then filter the display to only show new messages. A single click on the New link opens the Alert Inbox screen with only the Unread return notification messages on display. Access New Capture Notification Requests You can quickly access and display only new capture notification messages without having to first, click Alerts on the Main Menu to access the Alert Inbox, then filter the display to only show new capture notifications. A single click on the New link opens the Alert Inbox screen with only the Unread capture notification messages on display. Access Archive Requests Like Payment Notifications, Archive Request links are only displayed and enabled if your company profile includes the appropriate company-level service entitlement for Long Term Archive service.. Queries for archived items are fulfilled through the Alert Inbox, which is accessible by clicking the Alerts tab on the Main Menu. When you click on a retrieved item in the Alert Inbox you are directed to the Transaction Search Results and /or the Transaction Details screen to view the payment details, including images retrieved from the archive. Quick List The Quick List section may include a drop-down menu that displays a list of your saved queries. When you create a query in the Transaction Search screen you can use the Save Query As function to name the query and save it for recurrent use. The query is then accessible from a drop-down list of Saved Queries in the Quick List section of the Home page. If you do not have any Saved Queries, the drop-down list is not displayed in the Quick List section of the screen. to applicable laws and regulations and service terms. 41

43 Receivables Edge Home Field Help The Home page does not include any data entry fields. As the starting point for all of your navigation in Receivables Edge, each region of the screen provides a category of links or menu items that you can click to accomplish your work recording and maintaining remittance receipts and associated transaction details. Main Menu the function tabs in the upper right quadrant of the Home page. Personal Options links above the Main Menu that can be used to log out, adjust some of the default settings to suit your personal preferences, and change your password. Quick Links to: Action Items, Workflow Items, New Notifications, and Quick List (saved queries) are presented in the middle region of the Home page. Links in the New Notifications area open the Alert Inbox screen. These alert notifications, which are variable depending on your company's notification service entitlements, immediately take you to an exclusive listing of your new alerts with one mouse click. Action Items Links in the Action Items area allow you to bypass the Transaction Search/Return screen, immediately opening the screens that list payments by transaction or payments by batch depending on which link you click. Individual payment links: links are Payments Received Today and Payments Received Previous Day. They open the Transaction Search Results screen in which payments can be listed by remitter (if captured) and payment number. Batch payment links: links are Payments By Batch Today and Payments By Batch Previous Day. They open the Batch Summary Results screen in which lockbox processing batches are listed by batch number. Note that the Batch Payment links are only functional if you have the Batch Summary Level parameter set as your Results View option in My Settings. Returns Previous Day link opens the Return Results or Return Details to display multiple returns or a single return item processed the previous day. to applicable laws and regulations and service terms. 42

44 Workflow Items Assigned To Me The Assigned To Me link immediately opens the Transaction Results screen and displays only the transactions that are assigned to you (provided that a user with Workflow Update entitlement has assigned items to you). Additional workflow links may be available depending on your company's workflow service entitlements. Remitters - The link to new remitters is only available with company entitlement to Remitter Management service. With the service, new remitters are captured as they enter the lockbox payment processing system. Remitter records are automatically created and added to a remitter database that is accessible through Receivables Edge. New Notifications The links displayed in this area are variable and dependent on your company s notification service entitlements. Possible options include: Payments New payment alert links take you directly to the Alert Inbox screen where the results are filtered by Unread status and Alert Type of Payments based on your pre-defined alert criteria. Returns With Check Return service entitlement, return item links take you to the Alert Inbox screen where you can view Unread Return Alerts based on your pre-defined alert criteria. Capture With Virtual Remit service entitlement, capture item links take you to the Alert Inbox screen where you can view Unread Capture Notifications based on your pre-defined alert criteria. Archive Requests Long-term archive service is an optional service entitlement that can be enabled for companies that require up to 10 years of transaction image storage. The Archive Requests link is only enabled if your company profile includes the long-term archive entitlements. Queries for archived items are fulfilled through the Alert Inbox, which is accessible by clicking the Alerts tab on the Main Menu. When you click on a retrieved item in the Alert Inbox you are directed to the Transaction Search Results and /or transaction Details screen to view the transaction. Quick List The Quick List section includes a drop-down menu that displays a list of your saved queries. When you create a query in the Transaction Search screen that you want to save for recurrent use, you can use the Save Query As function to name it and save it. The query is then accessible from a drop-down list of Saved Queries in the Quick List section of the Home page Message Center This section in the lower right region of the Home screen is used to present a variety of important system messages to users. Messages are presented in chronological order with the most recent message displayed first. An expiration date is set for each displayed message. When that date is reached, the message is automatically removed from the display and deleted from the system to applicable laws and regulations and service terms. 43

45 Receivables Edge Home Frequently Asked Questions Q. Are Alert* links displayed if Alert entitlements are disabled? A. If your company has not subscribed to the Alerts Service, and then you have no access to Alerts functionality. The New Notifications region on the Receivables Edge Home page and the Alerts Main Menu tab are unavailable without company subscription. Q. How long is saved queries retained? A. Saved queries are retained indefinitely. You can delete any of your saved queries any time. It may be useful to periodically review your saved queries and delete any that you no longer need. This makes more space available for you to save new queries as needed. The maximum number of saved queries you can maintain is 20. Q. Are all saved queries always displayed in the Quick List drop-down menu? A. Yes. All queries that you have successfully saved in the Transaction Search screen are always displayed in the Quick List region s Saved Queries drop-down list on the Receivables Edge Home page. Q. How many transaction and batch results can be displayed in a single screen? A. The default allowance is 20. This parameter can be changed in the My Settings screen. Available options are 10, 20, 30, 40, 60, 80, and 100. Note that any change made to your personal options through the My Settings link take immediate effect. You do not need to log out and back into the Receivables Edge application. Q. Can anyone create a message for display in the Message Center? A. - No. Only the Bank can add Messages. The Message Center is reserved for system, browser, site-specific or product-based information and announcements that need to be broadcast to a broad audience of users. Q. Do you need to subscribe to Alert services to access the Long-term archive? A. No. When you subscribe to long-term archive service your archive requests are automatically fulfilled through the Alert Inbox regardless of whether or not you also subscribe to Alert service. If you do not subscribe to Alert services, the Alert Inbox is only provided as the mechanism to present your requested archive item. From there, the archived items are moved to your Results and/or Transaction Details screen for viewing and download. to applicable laws and regulations and service terms. 44

46 Transaction Search Transaction Search - Overview The Transaction Search screen is the starting point for creating queries to access and display lockbox transactions based on a wide variety of criteria. Depending on your company level and user level entitlements, this screen may display up to five sections that include Payment, Bank Identifier, Remitter, Reference Details & Payment Reference Details (optionally configured fields for subscribing customers), and Workflow. In each section you can define a different category of search criteria. Within each section, a number of data entry fields and drop-down list options allow you to broadly or very narrowly define the search parameters that will return a large or small number of results. When you execute the search, results may be displayed in any of three subsequent result and detail screens depending on your Personal Options settings and whether your search has returned one or more transactions. Your personal options can be set (using the My Settings link) to return Transaction Level or Batch Summary Level results. Further, if only one transaction is returned, (for example, for a single check from a specific remitter name) the Transaction Details are immediately displayed. The details can include one or more remittance document images. If your company subscribes to long-term archive service you may be able to search for archived transactions using this Receivables Edge search interface. You would enter a range of credit dates to locate and retrieve older items from the archive depending on the length of your online subscription period. A successful search using the Transaction Search screen would forward the archive search results to your Alert Inbox for viewing via the Transaction Details screen. Also dependent on your subscription services and entitlements, you may be able to initiate searches that include optional query fields. For example: Return items, Remote Capture Items, and others. Transaction Search How To Enter Search Criteria Broad Scope Search A quick search of the current and previous day s payments or only the payments assigned to you can be initiated using the Quick Links on the Home page. The simplest searches to define are those that are broad in scope and for which you know the kind of results you want to generate. A broad scope search does not include very specific search criteria and typically returns a greater number of results. 1. At the Credit Date fields, enter a range of dates. Type a beginning date in the From field and an ending date in the To field using the mm/dd/yy or mm/dd/yyyy format. You may also enter dates without the forward slashes (/). You can also enter the date range by using the calendar icons located to the right of the To and From fields Note: In any field where a From/To range can be entered, you can enter a single date or other numeric data such as payment amount in the From field while leaving the To field blank. This will return transactions for only one date, one payment amount, and so on. 2. Leave all the fields in the Payment and Remitter sections blank. Note that the Bank Identifier section includes a number of drop-down lists that have the default setting, All. 3. With no additional search criteria defined, click the Search command in the upper or lower right region of the screen. A successful query returns results via the Transaction Results or the Batch Summary Results screen depending on the Results View option you have specified in My Settings. Important! You must enter search criteria in at least one field to activate a successful database query. If you leave all fields blank and/or set to default values, the error message, No Search Criteria provided is displayed. No results are returned. to applicable laws and regulations and service terms. 45

47 In another scenario, when no results are found to match your search criteria, an unsuccessful search displays the message No results found matching the entered criteria. Finally, the number of search results returned cannot exceed the system limit. If the number of items exceeds the limit, the maximum numbers of results are returned and display a notification that you have exceeded the maximum results limit. Narrow Scope Search The more fields you populate, the more narrowly defined your search will be. The drop-down list options include specific settings that you can select instead of the default. These specific options further limit the number of results what will be returned. For example, to limit your results to only lockbox transactions processed and credited within a certain date range, follow these steps: 1. At the Credit Date fields, enter a single date. Type a date in the From field and using the mm/dd/yy or mm/dd/yyyy format (you may also type the dates without forward slashes (/) or use the calendar icons). The Credit Date is the banking day on which the check was deposited to your account. 2. In the Payment section, enter appropriate data in one or more of the remaining fields, such as payment amount or payment number. 3. Click the Search command in the upper or lower right region of the screen. A successful query returns results via the Transaction Search Results screen. Note: that when you enter specific criteria that are not related to an entire batch, the Batch Summary Results are not presented even if you have specified Batch Summary Level as the Results View parameter in My Settings. The Results View setting only affects the display of results queried by batch level data (for example, lockbox or date). If only one transaction meets your search criteria, it is immediately displayed in the Transaction Details screen. Important! You must enter search criteria in at least one field to activate a successful database query. If you leave all fields blank and/or set to default values, the error message, No Search Criteria provided is displayed. No results are returned. In another scenario, when no results are found to match your search criteria, an unsuccessful search displays the message No results found matching the entered criteria. Finally, the number of search results returned cannot exceed the system limit. If the number of items exceeds the limit, the maximum numbers of results are returned and display a notification that you have exceeded the maximum results limit. Long-Term Archive Search If your company subscribes to long-term archive service, you may be able to search for archived transactions using Transaction Search screen. You would enter search criteria such as the credit date or a range of credit dates to locate and retrieve older items from the archive depending on the length of your online subscription period. A successful search using the Transaction Search screen allows you to choose results for viewing in the Transaction Details screen. From the Transaction Details screen, you need to select Get Archived Images (a button in the lower center region of the screen). Once this action is taken in the Details screen, the image is retrieved from the long-term archive. A message in the form of a link to the search results is forwarded to your Alert Inbox. You can select archive retrieval alerts in the Alert Inbox, which directs you to the Transaction Details screen. The previously archived image to applicable laws and regulations and service terms. 46

48 is viewable. You must include a credit date or credit date range in your query to retrieve items from long-term image storage. When defining a credit date range, the duration must be 92 days (3 months) or less*. If you do not define a credit date or a credit date range as search criteria, only short-term storage is searched. Your short term viewability allowance is determined by the Bank during service implementation. The default duration of short-term storage is 30 days plus an additional 15-day grace period for a total of 45 days. Your company s short-term data retention by the Bank may be different depending on service subscription details. In all cases, the short-term storage interval allows for an additional 15-day grace period beyond the defined transaction viewability term. Search Batch Range All Lockboxes Searches can include a single batch range that will be applied across all lockboxes when the All parameter is specified at the Lockbox field. This enhanced capability allows you to view a range of batch results for all of your company s lockboxes with a single query vs. running individual batch range queries for one lockbox at a time. To create and execute a single batch range search for all lockboxes: 1. Click the Search tab on the Main Menu. 2. In the Transaction Search screen, enter your desired search criteria in the Payment and Bank Identifier sections leaving the default option, All, at the Lockbox field. 3. At the Batch field, enter a range of batch numbers. to applicable laws and regulations and service terms. 47

49 4. Click the Search command link. When a search yields multiple transactions, the Transaction Search Results screen is displayed. If a search returns just one transaction, the Transaction Details screen (including payment images) is displayed. If a single batch number occurs across multiple lockboxes, your search results will include all transactions for that batch number in all the lockboxes where that batch number occurs. Save a Query When you define a query that you want to use again, you have the option to name it and save it. Once identified and saved, the query name is added to the drop-down list of Saved Queries on both the Home screen and the Transaction Search screen. Repetitive same-day or previous day queries are easy to create and manage using the single date radio button options, especially when you use the Saved Queries feature. Click either radio button and to applicable laws and regulations and service terms. 48

50 optionally, define additional attributes to create and save a customized query you can use again and again. 1. Enter search criteria in any section of the Transaction Search screen. 2. Just below the data entry sections of the screen at the Save Query As field, enter a name that identifies the query such as an abbreviated remitter name and date. For example. Market Click the Save Query As command to the left of the query name. The query is added to the drop-down list of Saved Queries just above the Payment section of the screen. This query is also added to the drop-down list of Saved Queries in the Quick Links section of the Home screen. Clear a Query If you enter query criteria and decide for any reason to cancel the operation, click the Clear command in the upper or lower right region of the screen. All data is cleared from the Transaction Search screen. The default options are retained. Note: If you return to the Transaction Search screen during the same online session, your previously entered criteria are retained on the screen so that you can run a similar query without re-entering all fields. These sticky fields can be cleared with the Clear command. Delete a Query 1. Click the drop-down arrow on the Saved Queries field. 2. Click a saved query in the list that you want to delete. The selected query s search criteria are populated in the Transaction Search screen. to applicable laws and regulations and service terms. 49

51 3. Click the Delete command in the lower left region of the screen. 4. Note: that the Delete Query and Save Query commands are only activated after a saved query is selected and displayed. Edit a Query This option is used when you need to edit an existing saved query. You can edit an existing query then save it under the same name. 1. Click the drop-down arrow on the Saved Queries field. 2. Click a saved query in the list that you want to change. The selected query s search criteria are populated in the Transaction Search screen. 3. Change any of the search criteria. 4. Click the Save Query command in the lower left region of the screen. If you edit an existing saved query and want to save the query under a new name: 1. Follow steps 1 through 3 above. 2. Enter the new name in the Save Query As field. 3. Click the Save Query As command (instead of the Save Query command). The new query is added to the Saved Queries drop-down list. Important! You are limited to 20 saved queries. If you reach the limit of 20 and attempt to add another, a system message is displayed. When you reach the saved query limit, you must delete one or more old queries to accommodate one or more new ones. to applicable laws and regulations and service terms. 50

52 Transaction Search Field Help Search Criteria Saved Queries a drop-down list. Includes the queries you have named and saved. You are limited to 20 saved queries. If you reach the limit of 20 and attempt to add another, a system message is displayed. When you reach the saved query limit, you must delete one or more old queries to accommodate one or more new ones. Search hyperlink. Activates a transaction query based on the criteria you have defined in the Transaction Search screen. Clicking the Enter key also activates a query. Clear hyperlink. Clears all search criteria from the screen except the default entries. Save Query hyperlink. Like Delete Query, this command link is activated when you select and display a saved query. The purpose of this command link is to allow you to modify existing queries then save the new criteria. Delete Query hyperlink. Like Save Query, this command link is activated when you select and display a saved query. It allows you to delete any query that you previously saved. You will be prompted to confirm the deletion before the saved query is actually deleted. Save Query As data entry field. An entry is required in this field before you can save a query. If possible, title the query you want to save using an intuitive name that you will easily recognize next time you want to open it. Payment Criteria The search parameters entered in the following fields refine your transaction search. Each entry builds upon previous entries to further limit the results. An open search using only default entries returns the greatest number of results. Credit Date two fields used to define the beginning (From) and ending (To) criteria for a range of dates in the mm/dd/yyyy or mm/dd/yy format from the earliest date to the latest. You may also enter dates to applicable laws and regulations and service terms. 51

53 without using the forward slash (/) as a separator. All transactions with credit dates in the defined range are returned. To enter a single credit date for your search, enter the desired date in the From field. With a single date entry, only the transactions that match that credit date are returned. Credit date is the banking day on which the check was deposited to your account. The Current Day and Previous Day radio buttons are also part of the Credit Date attribute. In addition to typing a single date in the Credit Date field you may limit your query to today s date or to the previous day s date by clicking one of the radio button options. Current Day radio button Previous Day radio button Repetitive same-day or previous day queries are easy to create and manage using these quick, single date options, especially when you use the Saved Queries feature. Click a radio button and optionally, add more search attributes. Save the query to be used again and again. The Saved Queries feature is described in more detail on the Quick Reference tab in this Help topic. Process Date two fields used to define the beginning (From) and ending (To) criteria for a range of dates in the mm/dd/yyyy or mm/dd/yy format. You may also enter dates without using the forward slash (/) as a separator. All transactions with process dates in the defined range are returned. To enter a single process date for your search, enter the desired date in the From field. With a single date entry, only the transactions that match that process date are returned. The Process Date differs from the Credit Date at some lockbox sites. This date variance occurs when your contract includes weekend deposit services. At some sites, the processing application captures the weekend date (e.g., Saturday the 31 st ) as the processing date and the next business day (e.g., Monday the 2 nd ) as the credit date. Check / Payment # a numeric entry up to 20 characters in length is used to identify and search for a transaction to display based on its check or payment number. A wildcard search using the asterisk (*) in place of unknown characters may be used at this field. Payment Amount two fields used to define the least amount (From) and greatest amount (To) criteria in U.S. dollars for a range of payment amounts in the ##.## format. All transactions with amount in the defined range are returned. To enter a single payment amount for your search, enter the desired amount in the From field. With a single entry, only the transactions that match that payment amount are returned. Remitter Criteria Remitter Name a specific payment remitter. This search field is only displayed if the customer has Remitter Search enabled. Only an internal bank user can enable this option. The name can be entered at to applicable laws and regulations and service terms. 52

54 this field to further narrow your transaction search. The entry is not case-sensitive; upper and/or lower case characters may be used. To perform a wild card search for one or more remitter names that contain the same series of characters, enter an asterisk (*) followed by a few common characters. For example, the search string, * Plumbing would return entries such as ABC Plumbing Supply Co., Smith s Plumbing Contractors, XYZ Plumbing Co., and so on. Remitter RT # a specific remitter routing transit number (RT #) up to 12 alphanumeric characters in length, that corresponds to the bank on which a remitter s payment is drawn. Remitter DDA the remitter s demand deposit account (DDA) number up to 35 numeric characters in length. When used with the Remitter RT #, the entry in this field can be used to uniquely identify a specific remitter. Customer ID - an alphanumeric customer identifier up to 100 characters. Availability of this feature is dependent on subscription to Remitter Management service. Customer Classification select a particular classification that you have established and which has been assigned to one or more transactions. Remitter Assigned To All transaction assigned to a particular user through Remitter Management. Show My Remitters - (checkbox) Availability of this feature is dependent on subscription to Remitter Management service. Click the checkbox to perform a search that will only return transactions from remitters that have been assigned to you through the Remitter Edit page. Important! The transaction search uses AND logic. If you enter a Remitter Name, a Remitter RT#, and a Remitter DDA, they must all correspond to the same remitter to successfully return any results that match the remitter information. Bank Identifier Criteria to applicable laws and regulations and service terms. 53

55 The search parameters entered in the following fields refine your transaction search. Each entry builds upon previous entries to further limit the results. An open search using only default entries returns the greatest number of results. Important! The contents of the drop-down lists in this section of the Transaction Search screen are populated for each company based on contracted entitlements. You may or may not see all list content defined here based on your company s configuration. Transaction Type a drop-down list. The default option is All. Other transaction types are Lockbox, ACH (automated check handling), Wires (wire transfers), PCX, and Misc. DDA a drop-down list. The default option is All. The DDAs in this list are the depository accounts associated with your lockboxes or other payments. Lockbox a drop-down list. The default option is All. The Lockbox numbers listed are those to which your Customer Security Administrator has granted you access. Note that electronic payments are also assigned a virtual lockbox number. Site* a drop-down list of available lockbox sites. The default option is All. Batch* two fields used to define a range of batch numbers from the lowest (From) to the highest (To) numeric batch results you want to display. All transactions with batch numbers in the defined range are returned. To enter a single batch number for your search, enter it in the From field. With a single entry, only the transactions that match that batch number are returned. Item two fields used to define a range of item numbers from the lowest (From) to the highest (To) numeric item results you want to display. All transactions with item numbers in the defined range are returned. To enter a single item number for your search, enter it in the From field. With a single entry, only the transactions that match that item number are returned. to applicable laws and regulations and service terms. 54

56 Group A two-digit numeric code that identifies a set of characteristics for all items within a batch. Group codes are assigned during lockbox processing. The meaning of the group code is uniquely defined for each lockbox. No Check Items / Correspondence this setting determines whether or not your transaction search includes non-check items. The default setting is Include. Other options are Exclude and Search No Check Items Only. Payment Status All, Deposited, Returned, Re-presented. Enrichment Status All, Complete, and Required. This optional field depends on subscription to the Data Enrichment service. Remote Capture Items Include, Exclude, and Remote Items only. This optional field depends on subscription to the Virtual Remit service. Control Number - This optional field depends on subscription to the Virtual Remit service. Reference Text - This optional field depends on subscription to the Virtual Remit service. Settlement Channel - This optional field depends on subscription to the PCX service. Settlement Status - This optional field depends on subscription to the PCX service. +/- Advanced Search > Expandable Options Reference Details Reference details are optional search criteria that can be configured to accommodate unique business processes and other customer or industry-specific requirements. They are only displayed if your company has subscribed to the specific field(s). The fields shown are some of the possible options that can be added to any configuration. There may be as many as 17 fields available for display in the Reference Details section. Payment Reference Details Payment Reference details are optional search criteria that can be configured to accommodate unique business processes and other customer or industry-specific requirements. They are only displayed if your company has subscribed to the specific field(s). The fields shown are some of the possible options that can be added to any configuration. There may be as many as 99 fields available for display in the Payment Reference Details section. Workflow to applicable laws and regulations and service terms. 55

57 This section of the Advanced Search region of the screen is used to further refine your search options so that the query criteria is further limited, thereby able to return more specific results. Exception (checkbox) when checked ( On ), searches return only lockbox transaction results that are marked to denote they include exceptions. By default, this option is not checked. Exception Reason drop down list of reasons for noting an exception within the results of a transaction. You can narrow a search by including a reason code in addition to marking the Exception checkbox. The default option is All. Your Customer Security Administrator assigns reason codes used for your company. Workflow Status drop down list of transaction status options that include Closed, Unassigned, Assigned, and Reviewed. The default option is All. Assigned To drop down list of people in your organization to whom a transaction is assigned. You can select any person in the list to return only transactions that are assigned to that person. The default option is All. Last Modified By drop down list of people in your organization. You can select any person in the list to return only transactions that were last modified by that person. The default option is All. Note Added By drop down list of people in your organization. You can select any person to search on note added by a particular user. Search Notes a partial text string entry at this field preceded or followed by as asterisk initiates a wild card search for transactions that have matching note text in the results. Transaction Search Frequently Asked Questions Q. There are no fields under the Reference Details section of the screen. Is this typical? A. These fields are only available if your company subscribes to the specific field(s) which would allow them to be included in the Reference Details section of the Transaction Search screen. Q. Are there any fields in the Transaction Search screen that require data entry in order to activate a successful search? A. At minimum, you are required to enter a Credit or Process Date to complete a query. There are some default options defined for the drop-down lists in the Bank Identifier section. In the Workflow section of the screen, you must mark the Exception checkbox in order for other fields in the section to be validated. Note that if your search results exceed 1000 items, you will only see the first 1000 items returned. You are encouraged to narrow your search to one that will produce less than 1000 items in the results view. Q. What if your Results View in My Settings is set to Batch Summary Level and you enter search criteria that are not related to an entire batch? A. When you enter specific criteria that are not related to an entire batch, the Batch Summary Results are not presented; even if you have specified the Batch Results View option in My Settings. The Results View setting only affects the display of results queried by batch level data (for example, lockbox or date). to applicable laws and regulations and service terms. 56

58 Q. What happens when your search returns only one transaction? A. If only one transaction meets your search criteria, that transaction is immediately displayed in the Transaction Details screen. Q. - You ve just entered search criteria to retrieve a transaction from the long-term archive. How are longterm archive search results displayed? A Long-term archive search results are sent to your Alert Inbox and/or to the address(es) you have defined using the My Settings alert options. When you click on an archive item in your Alert Inbox, the archived images are displayed in the Transaction Details screen in the same manner as when you click on an item displayed in the Transaction Search Results screen following a successful search for a current transaction. Q. - What happens when you do not define a credit date or a credit date range for a query? A. - The search results will only include items found in short-term storage (30 day plus 15 day grace period by default). A credit date or range of credit dates (for a period of 90 days or less) must be defined to retrieve items from long-term storage. Q. - How do I search for items in the long-term archive for a period greater than 90 days? A. - You enter more than one query. For example, to search for items within a period of one year, you would enter four queries, each with a credit date range spanning 90 days in succession until you have results for the full year. Q. - A company has many lockboxes. Sometimes, batches of payments are processed for multiple lockboxes using the same batch numbers in more than one lockbox. Is there a way to search on a range of batch numbers across all my company s lockboxes? A. - Yes, you can search on a range of batch numbers and show all results by using the default option, All, at the Lockbox field and entering a range of batch numbers. Don t forget to narrow your search by using a Credit Date or Process Date (or a range of dates) when you define your search criteria. Q. - There are Current Day and Previous Day quick links on the Home page as well as options on the Search tab drop-down list. What is the objective of the Current Day and Previous Day radio buttons on the Transaction Search screen? A. - Repetitive same-day or previous day queries are easy to create and manage using these quick, single date options, especially when you use the Saved Queries feature. Click either the Current Day or Previous Day radio button, and optionally, add more search attributes to further customize your query. The objective is that you can quickly create a customized query that will always return results with your defined parameters for either the Current or Previous day. You can use a saved query again and again. The Saved Queries feature is described in more detail on the Quick Reference tab in this Help topic. Q. - A company has many lockboxes. Sometimes, batches of payments are processed for multiple lockboxes using the same batch numbers in more than one lockbox. Is there a way to search on a range of batch numbers across all my company s lockboxes? A. - Yes, you can search on a range of batch numbers and show all results by using the default option, All, at the Lockbox field and entering a range of batch numbers. Don t forget to narrow your search by using a Credit Date or Process Date (or a range of dates) when you define your search criteria. to applicable laws and regulations and service terms. 57

59 Transaction Search Results Transaction Search Results - Overview Many of the characteristics of the Transaction Search Results screen are based on your personal option settings. The Results View setting is just one of the personal options that affect how your search results are displayed. There is a relationship between the Results View option you have set through My Settings and the screen that opens to show your search results. When you enter a query and execute a successful search from the Transaction Search screen, one of two screens is opened based on the Results View you have defined. The options are Transaction Level or Batch Summary Level. The Transaction Search Results screen is only displayed when your Results View is set to Transaction Level and any of the following conditions is met: You have executed a successful search from the Transaction Search screen and more than one transaction result is available. You have selected appropriate Action Items or Quick List links on the Receivables Edge Home page and more than one transaction result is available. You have selected a Saved Query and clicked on the Show Results link in the Quick List section of the Home page. In the Transaction Search Results screen, multiple transactions are displayed according to a default sort order. The Default Sort Order and the number of Results per Page are also determined by your selections in the My Settings screen. Most column headings in the Transaction Search Results screen are interactive, meaning that you can click any heading to reverse the sort order of data in the column. Each row in the display includes a selection checkbox at the far left. You can mark one or more checkboxes to select multiple transactions for subsequent action on that subset. These actions include viewing via the Transaction Details screen and bulk viewing, which opens the iviewer. In addition, the subset of transactions can be flagged as exceptions or assigned to a user via this screen. When you click the transaction hyperlink in the Payment # column of this screen, the Transaction Details screen opens. Another option that can be enabled in My Settings is the Jump to Document flag. If you mark the checkbox to enable this option then enter a value in the first reference field on the Transaction Search screen, you are directed immediately to the specific document image page (when available) vs. the top of the Transaction Details screen. When present, the transaction disposition icons are displayed to the left of each transaction on the Transaction Search Results screen. These icons indicate the presence of an exception flag, transaction status (assigned, reviewed or closed) or a note. A legend (shown in the bottom left corner of the Transaction Search Results screen) is provided. It includes:! exception A assigned (a transaction status value) R reviewed (a transaction status value) C closed (a transaction status value) V Virtual Remit to applicable laws and regulations and service terms. 58

60 Padlock icon archived transaction Page icon note X returned transaction U Turn icon re-presented transaction Finally, the Transaction Search Results screen includes the capability to download current search results as a Comma Separated Values (CSV) file. Optionally, you may save the downloaded data to a spreadsheet application on your computer. Transaction Search Results How To There are several conditions under which the Transaction Search Results screen is opened. Your personal option settings in My Settings determine whether your searches return individual transaction or batch transaction results. The Transaction Search Results screen can be accessed via the Transaction Search screen, which is accessed by clicking the Search tab on the Main Menu (available on every screen). The Transaction Search Results screen is also accessible through the Quick List and Action Item links on the Receivables Edge Home page. Access to the Transaction Search Results Screen The Transaction Search Results screen is displayed when the Results View option in My Settings is set to Transaction Level and you have: 1. Executed a successful search from the Transaction Search screen. 2. Selected Assigned To Me link in the Action Items section of the Home page and there are qualified transactions that meet the criteria for display. 3. Selected a Saved Query and clicked the Show Results link in the Quick List section of the Home page. The Transaction Search Results screen is displayed when the Results View option in My Settings is set to Batch Summary Level and your search criteria does not include transaction-specific fields such as Remitter or Payment Amount. From the Batch Summary Results screen, click a batch item hyperlink to view all payment transactions in that batch. The Transaction Search Results screen opens. Important! In all cases, if only one transaction is selected in a results set (or matches your search criteria), the Transaction or Batch Results screens are bypassed and the Transaction Details screen is immediately opened to display a single item. Note the Number of Pages in a Transaction The number of pages in a transaction may indicate a particular type of remitter documentation, extended remitter data, or correspondence. You can easily determine the number of pages in a transaction. It is visible under the column to applicable laws and regulations and service terms. 59

61 heading, Pg, on the far right side of the Transaction Search Results screen. Selecting Transactions to View Details You can select a transaction to view its payment details the following ways: Method 1 - Select a single transaction by Payment Number. This is the most commonly used method. 1. Click a payment # hyperlink in the Payment # column for the transaction you want to view. The Transaction Details screen opens. 2. Click Next or Previous in the upper right section of the display to navigate forward and backward through the individual detail pages. Method 2 Select One or More Transactions to View Details 1. Click one or more selection checkboxes to the left of the name in the Remitter column. 2. Click View Selected in the lower left area of the screen. This defines a new search for only the data associated with the check-marked transaction(s) on the current page. The Transaction Details screen opens. 3. When multiple pages are available, click the Next and Previous links in the upper right section of the display to navigate forward and backward through the individual detail pages. to applicable laws and regulations and service terms. 60

62 Method 3 Select All Transactions on a Page to View Details This method is not frequently used. 1. Click the selection checkbox to the left of the Remitter column heading. This automatically marks all transactions (on all pages if more than one page). 2. Click View Selected in the lower left area of the screen. The Transaction Detail screen opens. 3. Click the Next and Previous links in the upper right section of the display to navigate forward and backward through the individual detail pages. Method 4 Select Individual or All Transactions to View Document Image(s) 1. Select individual or all transactions by marking the checkbox to the left of the Remitter name or heading. 2. Click Bulk View Selected or Bulk View All. The iviewer opens so that you can view only the enhanced image files (when available) that is associated with the selected transactions on the current page. Using the Bulk View All option returns a maximum of 1000 image results and displays them according to the number of results per page parameter that can be set in My Settings. The default number of results per page is Optionally, you may download a.tiff version of the image file from the iviewer to save to your computer s file system. See the Image Viewer section. The next two procedures may be performed discreetly or combined to most efficiently accomplish your objective. You may find that combining the assignment of a task with flagging it as an exception is quicker than performing the tasks individually for the same transaction. Select Transactions to Assign Your entitlement settings determine whether or not you are allowed to assign selected transactions and/or edit transaction assignments. From the Transactions Search Results screen you can assign a selected transaction that has not previously been assigned. 1. Click one or more transaction checkboxes for currently unassigned items that you want to assign. Optionally, you can select all results for assignment, provided that none of the transactions are already assigned, by clicking the checkbox to the left of the Remitter column heading. 2. At the Assign Selected To field in the lower right region of the screen, click the arrow on the drop-down list to display available users to whom you may assign the selected transaction. 3. Click a name in the Assign Selected To list. A system message below the screen title tells you that the selected transactions have been successfully assigned to the user s name. Important! An error message is displayed if the transaction you select for assignment is already assigned. Transaction status indicators are displayed in the column to the right of the selection checkboxes. A legend that shows what each indicator means is posted at the bottom left corner of the screen. The letter, A, on any transaction row indicates that a to applicable laws and regulations and service terms. 61

63 transaction is already Assigned. Select Transactions to Flag Exceptions 1. Click one or more checkboxes for items with exceptions (noted by the! sign to the left of the Remitter name) that you want to modify. Optionally, you can select and mark all the transactions on a single page by clicking the checkbox to the left of the Remitter column heading. 2. Click the Modify exceptions for selected link in the lower center region of the screen. Download Transaction Search Results to a Spreadsheet 1. To open and/or save the entire transaction search results to a spreadsheet, click the Download to CSV command hyperlink in the upper left section of the Transaction Search Results screen. to applicable laws and regulations and service terms. 62

64 2. The File Download window opens. 3. You may open the file for viewing or you may save the file to your computer s file system. Click Open or Save. The files contents are opened and/or saved in an Excel spreadsheet format. to applicable laws and regulations and service terms. 63

65 Transaction Search Results Field Help The Transaction Search Results screen displays the data returned by queries that you define in the Transaction Search screen that precedes it. You can view selected transactions, and if your entitlements allow, you can flag exceptions and/or assign transactions to other users. Column Headings Most column headings (except Batch and Item) in the Transaction Search Results screen are interactive, meaning that you can click any heading to reverse the sort order of transactions based on data in that column. Selection Checkbox the first column in the results display section of the screen includes checkboxes at each transaction. When marked, items can be viewed, bulk viewed (images only if available), noted as exceptions, and/or assigned to an available user. You may select items across multiple pages. There is also a checkbox at the head of the column. When marked, all transactions are automatically selected for one or more activities. Note that the ability to note items as exceptions and assign items to users requires the appropriate entitlement, which is assigned by your Customer Security Administrator. The selection checkboxes work only on the displayed page. Disposition Indicator Column the heading of this column is blank. However, any row may exhibit a disposition indicator that lets you quickly determine if a transaction is assigned, reviewed, closed, has notes attached, and/or is an exception. Not all transactions will have indicators. Remitter the name of the payment originator, if captured. Payment # the numeric ID of a check or other form of payment. Entries in this key column are hyperlinks to the payment details for each transaction. Amount the currency value of a payment. Type the type of payment: Lockbox, ACH (Automated Clearing House), Wires (wire transfers) Status the status of the payment: Deposited, Returned, Re-presented Date the credit date of the transaction. Lockbox the lockbox to which remittances are directed (a virtual lockbox for electronic payments). Batch a numeric identifier assigned to a group of transactions. to applicable laws and regulations and service terms. 64

66 Item an identifier for each transaction within a batch. Gp (Group) numeric group identifier. The Group feature only applies to lockboxes for which remittance sorting and grouping services are provided. Pg (Pages) numeric indicator. The number in the Pg column indicates the number of pages that are included in a transaction. A large number might alert you to enhanced remitter data or correspondence. Action Fields and Links View Selected a command hyperlink that allows you to view the payment details for all check-marked transactions at one time in the Transaction Details screen. Bulk View Selected a command hyperlink that allows you to engage an enhanced view of the image documents associated with all check-marked transactions at one time in the iviewer. The enhanced Bulk View allows you to zoom in and out, rotate, and download images. Bulk View All - a command link that allows you to load an enhanced view of the images associated with all transactions in the search results (to a maximum of 1000 results) using a single mouse click. With all images loaded, you can quickly scroll to view one image after another. Modify exceptions for selected an option that allows you to enable or disable the display of selected transactions with their exception information in the Transaction Details screen. You can edit exceptions that have been created there. Assign Selected To a drop-down list that includes available users to whom transactions can be assigned. Download to CSV a command hyperlink that allows you to download the entire transaction results to a spreadsheet. Optionally, you can save the spreadsheet file to your computer s file system. Disposition Icons The following legend is located in the lower right corner of the Transaction Search Results screen. Archived items are only available when your company has subscribed to the Long-Term Archive service. When a disposition is applied to a transaction, it is displayed in the second column of the results display. to applicable laws and regulations and service terms. 65

67 Transaction Search Results Frequently Asked Questions Q. What happens if a query is saved when the Results View option is set to Transaction Level, but you change the Results View to Batch Summary Level? Can you still execute that saved query? A. Yes. A saved query always returns results based on its defined search criteria. However, the format of the query s results is dependent on the current Results View setting. Q. What if your Results View in My Settings is set to Batch Summary Level and you enter search criteria that are not related to an entire batch? A. When you enter specific criteria that are not related to an entire batch, the Batch Summary Results are not presented; even if you have specified the Batch Results View option in My Settings. The Results View setting only affects the display of results queried by batch level data (for example, lockbox or date). Q. What happens when your search returns only one transaction? A. If only one transaction meets your search criteria, that transaction is immediately displayed in the Transaction Details screen. Q. What does the legend in the lower left corner of the screen indicate? A. The legend shows transaction status indicators:! exception A assigned (a transaction status value) R reviewed (a transaction status value) C closed (a transaction status value) V Virtual Remit Padlock icon archived transaction Page icon note X returned transaction U turn icon re-presented transaction Q. - How long do I have access to an item once it has been retrieved from the long-term archive? A. - Items retrieved from the long-term archive are stored online for five days. If you request the item again during the time it is still in online storage it is immediately displayed. You do not have to wait for re-retrieval and an alert message. Q. What is the relationship between the personal options defined in My Settings and the Transaction Search Results? A. In order for the Transaction Search Results screen to open and display search results after a successful query, the Results View option in My Settings must be set to Transaction Level. Also, your search must have returned more than one result. If your query returns only a single transaction, the Transaction Detail screen is immediately opened showing the data and remittance document image (if available) for that transaction. to applicable laws and regulations and service terms. 66

68 Batch Summary Results Batch Summary Results Overview Many characteristics of the results returned by your queries are based on your personal option settings. The Results View setting is just one of the personal options that affect how your search results are displayed. There is a relationship between the Results View option you have set in the My Settings screen and the screen that opens to show your search results. When you enter a query and execute a successful search from the Transaction Search screen, one of two screens is opened based on the Results View you have defined. The options are Transaction Level or Batch Summary Level. The Batch Summary Results screen is only displayed when your Results View is set to Batch Summary Level and any of the following conditions are met: You have selected appropriate Action Items or Quick List links on the Receivables Edge Home page. You have selected a Saved Query in the Quick List section of the Home page. In the Batch Summary Results screen, multiple batch items are displayed according to a default sort order. By default, the date is displayed in descending order and the lockbox number is displayed in ascending order. The Date, Site, Lockbox, Batch, # Items and Batch Amount columns are interactive, meaning that you can click any of these column headings to alternately reverse the sort order of data in the column. Each row in the display includes a batch selection checkbox in the far left column. You can mark one or more checkboxes to select batch items for enhanced bulk viewing or to close all of the Reviewed payments in a batch. The enhanced bulk viewing option opens all payment documents associated with the selected batch item(s) in the iviewer. In addition, the batch selection checkboxes can be used to select batch transactions for assignment. Batch assignment and batch close functionality are only allowed for users who have been granted update entitlement by the Customer Security Administrator (CSA). The Batch column contains numeric hyperlinks that when clicked, display individual batch items in the Transaction Search Results screen. The Transaction Search Results screen displays details about each payment transaction in the batch. Finally, the Batch Summary Results screen includes the capability to download current batch results page to a spreadsheet file. Optionally, you may save the downloaded data to your computer s file system for use with applications outside of Receivables Edge. to applicable laws and regulations and service terms. 67

69 Batch Summary Results How To The conditions under which the Batch Summary Results screen is opened are established by parameter settings in the My Settings screen. These settings determine whether your searches return a list of individual transactions or batch results. In addition, the Batch Summary Results screen can be opened through the Transaction Search screen or through the Quick List and Action Item links on the Receivables Edge Home page. Access to the Transaction Search Results Screen The Batch Summary Results screen is displayed when: 1. You have selected the Payments By Batch Current Day or Payments By Batch Previous Day, and there are qualified transactions that meet the criteria for display. 2. You have the Results View option in My Settings set to Batch Summary Level and you have executed a successful summary level search from the Transaction Search screen. A summary level search is one that only includes search criteria that apply to an entire batch, such as a common date or lockbox number. If transaction-specific criteria are used in a query, the Transaction Search Results screen is displayed, regardless of the Results View setting in My Settings. 3. You have selected a Saved Query in the Quick List section of the Home page and the Saved Query returns more than one transaction and more than one batch. The Batch Summary Results screen is displayed when: 1. You have selected the Payments By Batch Current Day or Payments By Batch Previous Day, and there are qualified transactions that meet the criteria for display. 2. You have the Results View option in My Settings set to Batch Summary Level and you have executed a successful summary level search from the Transaction Search screen. A summary level search is one that only includes search criteria that apply to an entire batch, such as a common date or lockbox number. If transaction-specific criteria are used in a query, the Transaction Search Results screen is displayed, regardless of the Results View setting in My Settings. 3. You have selected a Saved Query in the Quick List section of the Home page and the Saved Query returns more than one transaction and more than one batch. The Batch Summary Results screen is displayed when the Results View option in My Settings is set to Batch Summary Level. From the Batch Summary Results screen, you can click a batch number hyperlink in the Batch column to view additional information about the payment transactions in that batch. Clicking any batch number hyperlink in the Batch Summary Results screen opens the Transaction Search Results screen provided that there is more than one transaction in the batch. For batches that contain only one transaction, clicking the batch number hyperlink opens the Transaction Details screen. Select Batch Number to View Transaction Items Method 1 Select a Single Batch by Batch Number. This method is most frequently used. 1. Click the batch number hyperlink in the Batch column for the item you want to view. If there is more than one transaction within the selected batch, the Transaction Search Results screen opens. If there is only one transaction within the selected batch, the Transaction Details screen opens. 2. Click the Next and Previous links in the upper right section of the display to navigate forward and backward through the individual pages. You can select a batch to view its transaction items as follows: Method 2 Select Individual or All Batch Numbers to View Document Image(s) to applicable laws and regulations and service terms. 68

70 1. Select individual batch items or all batch items by marking the batch selection checkbox(es) in the far left column of the displayed results. 2. Click the Bulk View Selected or Bulk View All command link in the lower left corner of the screen. The iviewer opens so that you can view only the image files (when available) that are associated with all or just the selected batch items. 3. Optionally, you may download a.tiff version of the image file from the iviewer to save to your computer s file system. For additional information about installing and using the iviewer, refer to the Image Viewer topic in the Table of Contents. Select Batches to Assign The Batch Summary Results screen lets you assign all transactions from one or more batches to individual users within your company. This feature may be useful to a supervisor in distributing work among available cash appliers. Once transactions are assigned, users can query for the transactions that are assigned to them from the Transaction Search screen or from the Assigned to Me quick link on the Home page. Note that only transactions that have not previously been assigned can be assigned from the Batch Summary Results screen. The far right column indicates if none, some, or all transactions in the batch have been previously assigned. If you attempt to assign a batch to a user, only the unassigned items are updated. Assignment for transactions with a status of assigned, reviewed, or closed can only be updated from the Transaction Details screen. Your entitlement settings determine whether or not you are allowed to assign selected batch items and/or edit batch item assignments. From the Batch Summary Results screen you can assign all items in a selected batch that has not previously been assigned. 1. Click one or more batch selection checkboxes for currently unassigned batches that you want to assign. Optionally, you can select all results for assignment by clicking the selection checkbox in the column heading to the left of the Date column. 2. At the Assign Selected To field in the lower left region of the screen, click the arrow on the drop-down list to display available users to whom you may assign the selected batch of payments. 3. Click a name in the Assign Selected To list. A system message below the screen title tells you that the previously unassigned transactions within the selected batches have been successfully assigned to the user s name. Important! An error message is displayed if all of the transactions within the batch(es) you select for assignment are already assigned. The # Assigned column on the Batch Summary Results screen will indicate how many transactions have been assigned within each batch. Select Batches to Close The selection checkboxes on Batch Summary Results screen allow you to mark batches you want to close in a single operation. You may close some or all of the transactions in a batch, at the batch level, provided that their status is Reviewed. You may not close items in a batch that are in the Unassigned or Assigned states. This time-saving feature may be useful to anyone who wants to collectively close the Reviewed transactions in one or more batches by marking them and executing the Close Selected command. You can only close batches and transactions that have been assigned to you. Once transactions in batches are closed, the number in the # Assigned is reduced. When all transactions in a batch are closed, the C status indicator is displayed in the column to the right of the checkboxes on the Transaction Search Results screen. If you attempt to close a batch in the Batch Summary Results screen that has no Reviewed transactions Assigned to you, a system message indicates that Transactions were not updated. Reviewed transactions assigned to you were not found. If you close a batch in which some but not all items have been Assigned to you and Reviewed, only the Reviewed items are updated to Closed status to applicable laws and regulations and service terms. 69

71 Your entitlement settings determine whether or not you are allowed to close selected batch items and/or edit batch item assignments. With update entitlement, you may change transaction assignments or assign items to yourself on the Batch Summary Results screen, allowing you to review and close entire batches or batch items. After executing a transaction search (with your Results View set to Batch Summary Level in My Settings) the Batch Summary Results screen displays the batches that met your search criteria. 1. In the Batch Summary Results screen, click one or more batch selection checkboxes to indicate the batches you wish to close. Optionally, you can select all results for closure by clicking the selection checkbox in the column heading to the left of the Date column. 2. In the lower left area of the screen, click the Close Selected command. If all items in the batches you select have been Reviewed and are Assigned to you, a system message tells you that All reviewed items assigned to you have been closed. Note to Customer Security Administrators The entitlement that must be enabled for users to close selected batches is the Update Workflow entitlement in the user s profile. For access to user profiles, refer to the User Maintenance option on the Admin tab. Download Transaction Search Results to a Spreadsheet 1. To open and/or save the entire batch summary results to a spreadsheet, click the Download to CSV command hyperlink in the upper left section of the Batch Summary Results display. 2. The File Download window opens. 3. You may open the file for viewing or you may save the file to your computer s file system. Click Open or Save. The.csv file opens in an Excel spreadsheet format. From there, you can save the file as an Excel (.xls) worksheet. Alternately, if you save the file directly, without opening it, you may select either a.csv (comma-separated value) or.xls (Excel) format from the file type box at the bottom of the Save As dialogue box. to applicable laws and regulations and service terms. 70

72 Batch Summary Results Field Help The Batch Summary Results screen displays the data returned by queries that you define in the Transaction Search screen that precedes it when you have set the Results View parameter in My Settings to Batch Summary Level. You can view the transaction items in each batch, download the batch results to a spreadsheet file, and if your entitlements allow, you can assign transactions to other users and close one or more selected batches. Column Headings All column headings (except # Assigned) in the Batch Summary Results screen are interactive, meaning that you can click the heading to reverse the sort order of data in that column. Batch Selection Checkbox the first column in the results display section of the screen includes checkboxes at each batch item. When marked, batches can be bulk viewed or assigned to an available user. There is also a checkbox at the head of the column. When marked, all batches are automatically selected for one or more activities. Note that the ability to note items as exceptions and assign items to users requires entitlement granted by your Customer Security Administrator. Only items checked on the current page are selected for action. Date the credit date of the batch. Site the processing site where your lock box is located (a virtual site for electronic payments). Lockbox the lockbox to which remittances are directed (a virtual lockbox for electronic payments). Batch a numeric identifier assigned to a group of transactions. A search based on batch number criteria must also specify a lockbox. #Items the number of items payment transactions in a batch. Batch Amount the currency value of all payments in a batch. # Assigned the number of transactions within a batch that have been previously assigned to a user and have a status of assigned, reviewed, or closed. Assigned User transaction within a batch that has been assigned to a particular user. Action Fields and Links Assign Selected To a drop-down list that includes available users to whom transactions within a batch can be assigned. Bulk View Selected a command hyperlink that allows you to engage an enhanced view the image documents associated with all check-marked batch transactions at one time by automatically opening the iviewer. The enhanced Bulk View allows you to zoom in and out, rotate, and download images. to applicable laws and regulations and service terms. 71

73 Bulk View All - a command link that allows you to load an enhanced view of the images associated with all transactions in the set of returned results using a single mouse click. With all images loaded, you can quickly scroll to view one image after another. Close Selected a command link that allows entitled users to close transactions at the batch level provided that transactions are assigned to them and in the Reviewed state. Download To CSV a command hyperlink that allows you to download the entire batch results to a spreadsheet. Optionally, you can save the spreadsheet file to your computer s file system Long-Term Archive* The following legend is located in the lower right corner of the Batch Summary Results screen. Archived batches are only available when your company has subscribed to the Long-Term Archive service. When an archived batch is present in the Batch Summary Results screen, it is indicated by the padlock icon in the column to the right of the selection checkboxes. * An optional service offered at an additional fee. to applicable laws and regulations and service terms. 72

74 Batch Summary Results Frequently Asked Questions Q. What is the relationship between the personal options defined in My Settings and the Batch Summary Results? A. In order for the Batch Summary Results screen to open and display search results after a successful query, returning more than one batch and more than one transaction, the Results View option in My Settings must be set to Batch Summary Level. Q. Is it possible to view an image document directly from the Batch Summary Results screen? A. To open, print, and optionally, save payment documents associated with transaction items in a batch, you can select one, multiple, or all batch items by clicking the batch selection check box(es) in the far left column of the screen. Image documents are displayed through the iviewer, which automatically opens when you click the Bulk View Selected command link in the lower left region of the screen. Note that electronic payments do not include document images and cannot be viewed in this manner. Q. What happens if a query is saved when the Results View option is set to Transaction Level, but you change the Results View to Batch Summary Level? Can you still execute that saved query? A. Yes, you can still execute a saved query regardless of the current Results View setting. A saved query always returns results based on its defined search criteria. Whether the results of the query are presented in Batch Summary or Transaction Level will depend on the current Results View setting in My Settings. Q. Is it preferable to newly assign batch items in the Batch Summary Results screen rather than the Transaction Search Results screen? A. Batch assignment could be a supervisory function at start of day. You could assign selected transactions individually (for example, based on a high value or a particular remitter). You might then assign everything else at the batch level. Anyone viewing a transaction in the Transaction Details screen (whether it is assigned to them or not) can assign a transaction to someone else for further action. Q. What does the legend in the lower left corner of the screen indicate? A. The legend shows transaction status indicators:! - item includes exception information A - item has been assigned to a specific user R - item has been reviewed by the user to whom it was assigned C - item is closed V Virtual Remit item Note icon - item includes one or more notes Padlock icon - item has resides in the long-term archive (optional service) X - item is a return payment Q. - Sometimes after an entire batch has been reviewed, a cash applier or manager would like to have an efficient way to close an entire batch or at least multiple items in a batch all at the same time. Is this possible? A. - Yes, it is possible to close all or some of the transactions in a batch, in a single operation, by marking the batches to close on the Batch Results Summary screen. The Close Selected command link allows you to complete the operation for selected batches. Transactions in the batch can be closed in this way provided that they are assigned to you and in a Reviewed state. If you attempt to close a batch that is not assigned to you or in which some or all of the transactions in the batch are not in the Reviewed state, you will see a system message telling you that no update has occurred. A system message is also displayed when you successfully close all or some transactions in a selected batch. Q. Is a special entitlement required for users to use the batch close capability? A. - Yes. A Customer Security Administrator must enable a specific entitlement for users to close selected batches. The Update Workflow option must be enabled in the user s profile. to applicable laws and regulations and service terms. 73

75 Transaction Details Transaction Details Overview The Transaction Details screen is immediately displayed when only one transaction matches your search criteria. It is also displayed after you select an item from the Transaction Search Results screen that lists multiple transaction results following a search. Screen Layout The default Transaction Details screen displays the same "read-only" header information that is displayed in the Transaction Search and Batch Results screens. There is no interaction in this part of the screen; simply payment and remitter (availability of the remitter fields depends on your company s subscription to Remitter Management) details to view. The details include (transaction) type, payment status, remitter (name), Remitter RT and DDA, transaction total, credit and process dates, lockbox and batch numbers, the number of items in the transaction, site, group and number of image pages, payment number, Amount, control number*, reference text*, customer id*, and customer classification*. Note: * These fields are displayed if your company subscribes to the Virtual Remit and Remitter Management Service respectively. Four expandable sections are + Workflow/Notes, + Payment Reference Details, + Reference Details, + Unassociated Remittances. For lockbox transactions, images, of the remittance documents are displayed in the lower region of the screen. Images are not included with electronic payments. Hyperlink Commands Above the header information, the Transaction Details screen displays hyperlink commands to: expand and collapse the header information navigate back to the Transaction Search Results screen navigate back to next and previous transaction details The data that you enter in the details and results screens is retained during the current login session. This is useful if you need to use the previously entered search criteria to save or to create a new search based on similar information. Workflow and Notes By default, the Workflow/Notes section of the screen is collapsed when you access the Transaction Details screen for the first time after you login. When you expand this section you may be allowed to add or change entries in drop-down lists, checkboxes, and text - depending on the entitlements granted by your Customer Security Administrator CSA). Editing is an entitlement that is assigned by the SA. Only entitled users have access to editing (also called Update) capability. Without Update entitlement, you may display the existing entries in this section but you cannot modify the data there. Anytime you expand or collapse a section of the screen, the expanded or collapsed disposition remains in effect until you change it or until your login session has ended. If you have Update entitlement for Workflow related tasks, you can: flag a transaction as an exception enter an exception reason code to applicable laws and regulations and service terms. 74

76 assign a transaction to an available user add a note* set the transaction status to Closed The Workflow section also displays the name of the person who last modified the transaction and the date that changed was entered. * If you have Update entitlement for Notes related tasks, you can modify an existing note and/or add new notes in the scrollable textbox. Payment Reference Details Payment Reference Details is unique to every customer. This section is collapsed by default and can be expanded to view reference data fields. The payment reference fields displayed in this section are defined by each customer and are based on a company s operational and business requirements. If your company has option payment reference fields defined, they are displayed on Transaction Search screen and may be populated to augment a transaction search. The same payment reference fields are also populated in the Payment Reference Details section on the Transaction Details screen. Another option that can be enabled in My Settings is the Jump to Document flag. If you mark the checkbox to enable this option, you are immediately directed to the transaction image vs. the payment detail data that precedes images in the Transaction Details screen. Reference Details Reference Details is unique to every customer. This section is collapsed by default and can be expanded to view reference data fields. The reference fields displayed in this section are defined by each customer and are based on a company s operational and business requirements. If your company has option reference fields defined, they are displayed on Transaction Search screen and may be populated to augment a transaction search. The same reference fields are also populated in the Reference Data region of the Transaction Detail screen. Another option that can be enabled in My Settings is the Jump to Document flag. If you mark the checkbox to enable this option, you are immediately directed to the transaction image vs. the payment detail data that precedes images in the Transaction Details screen. Unassociated Remittances Unassociated Remittance is unique to every customer. This section is collapsed by default and can be expanded to view reference data fields. Payments that are not automatically matched can be manually matched to a payment. Unassociated remittances are displayed in this section as defined by each customer and are based on a company s operational and business requirements. If your company has unassociated remittances option defined, they are displayed on the Unassociated Remittances section in the Transaction Details screen. Another option that can be enabled in My Settings is the Jump to Document flag. If you mark the checkbox to enable this option, you are immediately directed to the transaction image vs. the payment detail data that precedes images in the Transaction Details screen Image Viewing Options Finally, there are two options for viewing images in the Transaction Details screen. The Image View options are Stacked View and Multi-page TIFF View. Stacked View is enabled by default. This provides a view of images in the Transaction Details screen in which images are presented in a virtual stack, that is, on atop another. The alternate option is Multi-page TIFF View, which automatically opens images in the Transaction Details without the extra step to manually invoke the iviewer application in Receivables Edge. Whether invoked automatically or manually, the iviewer lets you view, zoom, save, print, and/or download images to your file system for use with applications and reports outside of Receivables Edge. to applicable laws and regulations and service terms. 75

77 Transaction Details How To The Transaction Details screen includes navigation links, transaction header details, Workflow/Notes, Payment Reference Details, Reference Data, Unassociated Remittance and document images that are related to the transaction. Images are not provided for electronic payment transactions. Navigation links are on displayed below the screen title. The Transaction Results, Show & Hide Transaction which allows you to expand and collapse the header details for the displayed transaction. The Previous and Next links allow you to scroll through transaction results without returning to the results page to select them. The Workflow/Notes section of the screen is collapsed by default each time you log in. If you expand this section it will remain expanded for the duration of your current session. When you log out, this setting goes back to its default state. Disposition icons to the right of the Workflow/Notes section title tell you whether the transaction includes an exception flag or notes, is Assigned, Reviewed, Closed or Archived. The Payment Reference Details section of the screen is collapsed by default. When expanded, the fields displayed in this section are defined by each customer and are based on a company s business requirements. One or more fields of reference data can be related to document images that are included in the lower region of the Transaction Detail screen. The Reference Details section of the screen is collapsed by default. When expanded, the fields displayed in this section are defined by each customer and are based on a company s business requirements. One or more fields of reference data can be related to document images that are included in the lower region of the Transaction Detail screen. The Unassociated Remittances section of the screen is collapsed by default. When expanded, the fields displayed in this section are defined by each customer and are based on a company s business requirements. One or more fields of reference data can be related to document images that are included in the lower region of the Transaction Detail screen. Note that you must have Update entitlement to perform the following tasks: Flag an Exception to applicable laws and regulations and service terms. 76

78 1. Click the plus sign (+) to the left of Workflow/Notes. Edit mode is enabled. 2. Click the Exception checkbox to flag the current transaction as an exception. 3. Optionally, you may add an exception Reason Code. Click the drop-down arrow on the Reason Code field to view available options. 4. Click an appropriate option to select it. 5. Click the Save button to save your changes. Close a Transaction 1. Click the plus sign (+) to the left of Workflow/Notes. Edit mode is enabled. 2. Click the Status checkbox to close the transaction after it has been reviewed. 3. Click the Save button to save your changes. Assign a Transaction 1. Click the plus sign (+) to the left of Workflow/Notes. Edit mode is enabled. 2. Click the Edit button. Edit mode is enabled. 3. Click the drop-down arrow on the Assign To field to view a list of available users. 4. Click an appropriate name from the drop-down list to select it. 5. Click the Save button to save your changes. Note that items can also be re-assigned in the same manner. All updates can be made and saved once upon completion of the Edit session. You must have Update entitlement to perform the following Notes-related tasks: Add a Note 1. Click the plus sign (+) to the left of Workflow/Notes. 2. Click in the textbox to position the cursor for text entry. to applicable laws and regulations and service terms. 77

79 3. Type your note text. 4. Click the Add Note button. The Note text, Date Entered (current date) and Entered By (your full user name) information is now displayed above the text box in which it was entered. Note: the Edit button to the right of the Note text. You may click the button to edit any note that you entered. Refer to Edit a Note. Edit a Note 1. Click the plus sign (+) to the left of Workflow/Notes. 2. Provided that there is at least one existing note to edit, click the Edit button to the right of the Note text. Edit mode is enabled. Note that you may only edit the notes that you created. 3. Change the existing Note text in the Edit Note textbox. 4. Click the Save button to save your changes. Delete a Note You may also delete existing Note text, provided that the text was entered by you. 1. Click the Edit button. The new buttons: Save, Cancel, and Delete are displayed. 2. Click the Delete button. The Note text is deleted from the screen. You may cancel an editing session at any time by clicking the Cancel button. None of your edits are saved. View Document Images with iviewer The Image View options in your My Settings screen determine whether you are presented with stacked GIF images or a multi-page TIFF view in the Transaction Details screen. The Stacked View option is enabled by default. This provides a view of images in the Transaction Details screen in which images are presented in a virtual stack, that is, one image atop another. The alternate option is Multi-page TIFF View, which automatically opens images in the Transaction Details screen without the extra step to manually invoke the iviewer application in Receivables Edge. One advantage to using the multi-page view is that is automatically opens the image view right inside the Transaction Details screen. This way you are not opening an external application window to view your images. This eliminates any need to exit the iviewer application in order to go back to make modifications to workflow status and notes that are part of the Transaction Details in Receivables Edge. If you are using the default Stacked View image option, a transaction-related image must be available in the transaction for you to view and download a document image from the Transaction Details screen. Click on the check or other payment-related image in the Transaction Details screen. The iviewer window opens with the selected document displayed. When you print an image from the iviewer, transaction index information is printed along with any notes that users have entered. to applicable laws and regulations and service terms. 78

80 1. To download images for offline viewing, click the Download Images command link on the top line of the iviewer window. The Save Image window opens. 2. To save all images associated with a transaction or group of transactions, click the All radio button. Alternately, you may save a range of images associated with a transaction or a group of transactions by clicking the From radio button and entering the page range of images to save. 3. Click OK. 4. To save the image file to your PC, first, select the desired location in your file system's directory tree. 5. In the desired folder, enter a meaningful file name at the File name: field of the Save Image As window. 6. In the Save As window, name the file and Save it to a desired location in your computer's file system. 7. You can open downloaded images with Windows or other image viewing software. to applicable laws and regulations and service terms. 79

81 Transaction Details Field Help The Transaction Details screen can be described in five sections. Note that images are not always displayed because they are not included with electronic payment transactions and are not displayed for archived items. Fields and Other Screen Elements by Section The main sections of the screen include the navigation links, transaction header details, Workflow/Notes, Payment Reference Details, Reference Details, and Unassociated Remittances and if available and image(s) related to the transaction. Navigation Links This section of the screen, just below the screen title, includes links that allow you to expand or collapse the header details, scroll through transaction results, and move back to the most recently viewed page in the Transaction Results screen. Transaction Header Details This section of the screen is expandable and collapsible and contains read-only payment details. This part of the screen can be expanded or collapsed using the Transaction link to the upper left in the navigation links. to applicable laws and regulations and service terms. 80

82 Transaction Results a hyperlink in the upper left region of the screen takes you back to the previous results screen. Show & Hide Transaction Allows you to show or hide the transaction header Previous and Next - hyperlinks in the upper middle region of the screen that allow you to scroll forward and backward through the individual transactions that were displayed as a result of your initial Transaction Search. The data in the Transaction Header Details section of the screen is read-only. Type Identifies the type of payment. Valid types are: LBX lockbox, Wire wire transfer, ACH Automated Clearing House Payment Status Identifies the status of the payment. Valid statuses are: Deposited, Returned, Represented Transaction Total the total dollar amount of the payments included in a transaction. Credit Date the credit date of the transaction; the banking day on which credit is posted to your account. Process Date the date on which the transaction is processed. This date is tracked by some lockbox locations. It differs from the Credit Date only when a lockbox is set up for weekend processing. The Process Date would be the weekend date; the credit date will be Monday or the next banking day if Monday is a holiday. Lockbox the lockbox number to which remittances are directed (a virtual lockbox for electronic payments). Site the processing site at which the lockbox is located. Batch the numeric identifier assigned to a group of transactions. Item an identifier for each transaction within a batch. Group a numeric group identifier. The group feature applies only to lockboxes for which remittance sorting and grouping services are provided. Pages the total number of images that comprise a single transaction. For example, a check with a check stub, an invoice and an envelope image would be listed as 4 pages. Control Number control number for Virtual Remit transactions Reference Text reference text for Virtual Remit transactions to applicable laws and regulations and service terms. 81

83 Payment Number - the numeric entry, up to 20 characters in length, that was used to identify and search for the current transaction based on its check or payment number. Amount - the total amount of payment to be posted for the current transaction. Remitter - payment remitter associated with the current transaction. This item is only displayed if Remitter name is captured. Only an internal bank user can enable the Remitter Search option. Remitter RT - remitter routing transit number (RT#) up to 12 characters in length, that corresponds to the bank on which a remitter's payment is drawn. Remitter DDA - the remitter's demand deposit account (DDA) number up to 35 characters in length. When combined with the Remitter RT #, can be used to uniquely identify a specific remitter. Customer ID Remitter customer id Customer Classification Remitter customer classification Workflow An expanded view of the Workflow/Notes section: A Customer Security Administrator grants entitlement for editing privileges. Update entitlements are granted separately by your Customer Security Administrator for Workflow and Notes related tasks. You may perform editing/updating tasks in the Workflow/Notes region of the screen only with appropriate Update entitlement for either or both types of tasks in this screen region. Exception Checkbox a mark in this checkbox flags the selected transactions as having exceptions that require additional attention and/or reconciliation. Reason Code in edit mode, this is a drop-down list of available options. Unique options are defined for every company. In read-only mode, the current reason code is displayed as a label. Status in edit mode this is a checkbox. Marking the checkbox enables the labeled status, which is Closed. In read-only mode, this is not a field but a label. Assigned To in edit mode, this is a drop-down list that includes the names of all users who can be assigned to the current transaction based on their entitlements. In read-only mode, the assigned user s name is displayed as a label. Last Modified By the full name of the last user who made changes to the current transaction. Last Modified On the most recent date on which changes were made to the current transaction. Save, and Cancel buttons that initiate an action to change from read-only mode to Edit mode in the Workflow section of Workflow/Notes, Save the edited data, or Cancel the current action in the Transaction Details screen. Edit Edit an existing note. Add Note Add a note to the transaction. to applicable laws and regulations and service terms. 82

84 Add, Edit and View Notes An expanded view of the Notes section: When you click the Edit button, the Notes section is converted to an editable area with two text entry areas. You can edit an existing note that you created or you can add a new note. You do not need to click the Edit button to enter new note text; only to edit an existing note. Update entitlements are granted separately by your Customer Security Administrator for Workflow and Notes related tasks. You may perform editing/updating tasks in the Workflow/Notes region of the screen only with appropriate Update entitlement for either or both types of tasks in this screen region. Note (text) a textbox that allows you to enter new note text or edit the text of an existing note, provided that you have the appropriate entitlement. Created On the date an existing note was originally entered. Entered By the full name of the user who entered an existing note. Last Updated The last time a note was updated. Edit, Save, Cancel, Delete buttons that activate a change from read-only to Edit in the Notes section and allow you to Save your entries, Cancel the current activity, or Delete an existing entry. Add Note a button that activates text entry capability in the Note section of the Transaction Details screen. Reference Data The column headings in the Reference Data sections of the screen (when expanded) are unique as defined for each customer. Reference data provide the payment details needed for cash application, exception management and customer servicing. The fields include those captured from remittance documents during lockbox processing or those included with electronic payments. Multiple lines of reference data may be presented for each transaction. For example, one Receivables Edge customer may have Invoice Number* and Invoice Amount defined as reference fields. Another customer may have Customer Number, Invoice Number, Invoice Date and Discount Amount defined. Up to 17 fields are presented. Scrolling may be required. Note that if the first field of reference data is underlined, you can use this hyperlink to jump to the document image page from which the reference data was captured. This link is only provided for transactions originating from capture platforms capable of providing the data-to-document linkage information. For customers who receive wire payments in Receivables Edge, there is a free form, Wires-specific field that is displayed in the Payment Reference Details section of the Transaction Details screen. This functionality allows users who receive wire payments to view additional reference information about the Wires such as Invoice # or other numeric data. If you have the functionality, you can view the Wires-specific field by expanding the Payment Reference Details section of the Transaction Details screen. Click the plus sign (+) to the left of the Payment Reference Details to applicable laws and regulations and service terms. 83

85 label in the lower left region of the screen. to applicable laws and regulations and service terms. 84

86 Transaction Details Frequently Asked Questions Q. Can a document image be modified? A. No. Documents are maintained as originally captured. They can be downloaded to enhance viewing in the iviewer. In the iviewer, documents can be flipped, zoomed in / out, highlighted, and rotated as needed. A ruler is also available to aid with keying from images. Images can also be saved and/or printed to a file. Q. What if the Reference Data section of the screen is blank? A. Reference Data is uniquely defined (or not) based on the operational and business practices of individual companies. Each customer defines the fields in this section. Your company may have opted not to define Reference Data fields at all, resulting in a blank Reference Data section in the Transaction Details screen. Q. - You want to see more of the check image when viewing the Transaction Details screen. Is it possible to collapse the transaction header details in the upper region of the Transaction Details screen? A. - Yes. Click on the Hide Transaction link. The link allows you to collapse and expand the header details. The option remains set only during your current session. Q. What are the Image View options and how does this user-tunable parameter affect image presentment in the Transaction Details screen? A. The Image View options are Stacked View (GIF format) and Multi-page TIFF View. Stacked View is the default setting. It presents.gif images in the Transaction Details screen. To view enhanced images and gain access to image tools, you need to click a.gif image to open the iviewer application in an external window. The Multi-page TIFF View option automatically loads the image into the Transaction Details screen. Without an external window, users do not need to exit the iviewer to modify workflow information. to applicable laws and regulations and service terms. 85

87 Return Search Return Search Overview The Return Search screen is the starting point for creating queries to access and display lockbox returns based on a wide variety of criteria. This screen displays two sections: Payment and Bank Identifier. The data entry fields and drop-down list options in this section allow you to broadly or very narrowly define the search parameters that will return a large or small number of results. When you execute the search, results may be displayed in either of two subsequent result and detail screens depending on whether your search has returned one or more returned transactions. If a search result is just a single return, (for example, for a single check with a specific return reason and check amount) the Return Details are immediately displayed. The details can include one or more remittance document images. If your company subscribes to long-term archive service you may be able to search for archived returns using this Receivables Edge search interface. You would enter a range of return dates to locate and retrieve older items from the archive depending on the length of your online subscription period. A successful search using the Returns Search screen would forward the archive search results to your Alert Inbox for viewing via the Return Details screen. to applicable laws and regulations and service terms. 86

88 Return Search How To Enter Search Criteria Broad Scope Search A quick search of the previous day s returns can be initiated using the Quick Links on the Home page. The simplest searches to define are those that are broad in scope and for which you know the kind of results you want to generate. A broad scope search does not include very specific search criteria and typically returns a greater number of results. 1. At the Return Date fields, enter a range of dates. Type a beginning date in the From field and an ending date in the To field. You can also enter the date range by using the calendar icons located to the right of the To and From fields. Note: In any field where a From/To range can be entered, you can enter a single date or other numeric data such as payment amount in the From field while leaving the To field blank. This will provide returned transactions for only one date, one payment amount, and so on. 2. Leave all the fields in the Payment and Bank Identifier sections blank. Note that the Bank Identifier section includes a number of drop-down lists that have the default setting, All 3. With no additional search criteria defined, click the Search command in the upper or lower right region of the screen. A successful query returns results via the Return Results screen. If only one return meets your search criteria, it is immediately displayed in the Return Results screen. Important! When no results are found to match your search criteria, an unsuccessful search displays the message No results found matching the entered criteria. In addition, the number of search results returned cannot exceed the system limit. If the number of items exceeds the limit, the maximum number of results is returned and displays a notification that you have exceeded the maximum results limit. Narrow Scope Search The more fields you populate, the more narrowly defined your search will be. The drop-down list options include specific settings that you can select instead of the default. These specific options further limit the number of results that will be returned. For example, to limit your results to only transactions returned within a certain date range, follow these steps: 1. At the Return Date fields, enter a single date. Type a date in the From field. The Return Date is the banking day on which the return was processed. 2. In the Payment section, enter appropriate data in one or more of the remaining fields, such as payment amount or check/payment number. 3. Additional search criteria can be entered in the Payment or Bank Identifier sections to further narrow your search results. to applicable laws and regulations and service terms. 87

89 4. Click the Search command in the upper or lower right region of the screen. A successful query returns results via the Return Search Results screen. If only one return meets your search criteria, it is immediately displayed in the Return Details screen. Important! When no results are found to match your search criteria, an unsuccessful search displays the message No results found matching the entered criteria. In addition, the number of search results returned cannot exceed the system limit. If the number of items exceeds the limit, the maximum numbers of results are returned and display a notification that you have exceeded the maximum results limit. to applicable laws and regulations and service terms. 88

90 Return Search Field Help Search hyperlink. Activates a transaction query based on the criteria you have defined in the Return Search screen. Clicking the Enter key also activates a query. Clear hyperlink. Clears all search criteria from the screen except the default entries. Payment Criteria The search parameters entered in the following fields refine your return search. Each entry builds upon previous entries to further limit the results. An open search using only default entries returns the greatest number of results. Return Date two fields used to define the beginning (From) and ending (To) criteria for a range of dates from the earliest date to the latest. All transactions with return dates in the defined range are returned. To enter a single return date for your search, enter the desired date in the From field. With a single date entry, only the return items that match that return date are returned. Return date is the banking day on which the return was processed. Check / Payment # a numeric entry up to 20 characters in length is used to identify and search for a transaction to display based on its check or payment number. A wildcard search using the asterisk (*) in place of unknown characters may be used at this field. Payment Amount two fields used to define the least amount (From) and greatest amount (To) criteria in U.S. dollars for a range of payment amounts. All return items with amount in the defined range are returned. To enter a single payment amount for your search, enter the desired amount in the From field. With a single entry, only the return items that match that payment amount are returned. Remitter RT # a specific remitter routing transit number, that corresponds to the bank on which a remitter s payment is drawn. Remitter DDA the remitter s demand deposit account (DDA) number. When used with the Remitter RT #, the entry in this field can be used to uniquely identify a specific remitter. Bank Identifier Criteria to applicable laws and regulations and service terms. 89

91 The search parameters entered in the following fields refine your return search. Each entry builds upon previous entries to further limit the results. An open search using only default entries returns the greatest number of results. Deposit DDA a drop-down list. The default option is All. The DDAs in this list are the depository accounts associated with your lockboxes or other payments. Site a drop-down list of available lockbox sites. The default option is All. Return Sub Account a drop-down list of available Return Sub accounts setup for the customer. The default option is All. Return Reason a drop-down list of all available system Return Reasons. Disposition Indicator a drop-down list of all available system Disposition Indicators. The default option is All. Reassociated Items enable customers to indicate if reassociated items should be included or excluded from the returned search results. to applicable laws and regulations and service terms. 90

92 Return Search Results Return Search Results Overview The Return Search Results screen is only displayed when you have executed a successful search from the Return Search screen and more than one return item result is available or you have selected the appropriate Action Items Returns Received Previous Day link on the Receivables Edge Home page and more than one return item result is available. In the Return Search Results screen, multiple transactions are displayed according to a default sort order. The number of Results per Page is also determined by your selections in the My Settings screen. Most column headings in the Return Search Results screen are interactive, meaning that you can click any heading to reverse the sort order of data in the column When you click the transaction hyperlink in the Check # column of this screen, the Return Details screen opens. to applicable laws and regulations and service terms. 91

93 Return Results How To There are several conditions under which the Return Results screen is opened. The Return Results screen can be accessed via the Return Search screen, which is accessed by clicking the Return Search tab on the Main Menu (available on every screen). The Return Results screen is also accessible through the Action Item link on the Receivables Edge Home page. Access to the Return Results Screen The Return Results screen is displayed when you have: 1. Executed a successful search from the Return Search screen. 2. Selected Returns Received Previous Day link in the Action Items section of the Home page and there are qualified return items that meet the criteria for display. Important! In all cases, if only one return item is selected in a results set (or matches your search criteria), the Return Results screen is bypassed and the Return Details screen is immediately opened to display a single item. Selecting Returns to View Details 1. Click a Check # hyperlink in the Check # column for the return item you want to view. The Return Details screen opens. 2. Click Next or Previous in the upper right section of the display to navigate forward and backward through the individual detail pages. Download Return Results to a Spreadsheet 1. To open and/or save the entire Return Results to a spreadsheet, click the Download to CSV command hyperlink in the upper left section of the Return Results screen. 2. The File Download window opens. 3. You may open the file for viewing or you may save the file to your computer s file system. Click Open or Save. The files contents are opened and/or saved in an Excel spreadsheet format. to applicable laws and regulations and service terms. 92

94 Example of a search results CSV file to applicable laws and regulations and service terms. 93

95 Return Search Results Field Help The Return Results screen displays the data returned by queries that you define in the Return Search screen that precedes it. Column Headings All column headings in the Return Results screen are interactive, meaning that you can click any heading to reverse the sort order of return items based on data in that column. Check # the numeric ID of a check or other form of payment. Entries in this key column are hyperlinks to the return details for each return item. Amount this is the Amount and CCY of the return. Disposition this indicates the type of return. Return Reason this displays the return reason and return reason code. Return Date this the date the return was processed or the Value Date. Deposit DDA DDA of the original transaction. Return Sub Account this is the same as the Deposit DDA Disposition Icon The check mark box legend is located in the lower right corner of the Return Results screen. Return items reassociated to the original payment in Receivables Edge are indicated with this check mark box symbol in the last column of the Return Results screen. to applicable laws and regulations and service terms. 94

96 Return Details Return Details Overview The Return Details screen is immediately displayed when only one return item matches your search criteria. It is also displayed after you select an item from the Return Search Results screen that lists multiple return items following a search. Check Return to applicable laws and regulations and service terms. 95

97 Return Details How To The Return Details screen includes Return Details, Scan Returned Check link (MCL customers only), Scan Represented Check link (MCL customers only), View Associated Transaction link, Return Image and an additional Return Details section (Latin America, Asia Pacific, Europe and Middle East only). The Previous and Next links allow you to scroll through transaction results without returning to the results page to select them. The Return Details include Deposit DDA, Check #, Amount, Disposition, Return Date, Return Sub Account, Return Reason, Remitter RT and Remitter DDA. Return items re-associated to the original transaction also display the View Associated Transaction link. This link allows you to display the Transaction Details screen for the original transaction. Return Item images are displayed if available for the item. Check Return Note: Additional Return details are available for Latin America, Asia Pacific, Europe and Middle East. View Associated Transaction 1. Click the View Associated Transaction hyperlink on the Return Details screen. 2. The associated original transaction is displayed on the Transaction Details screen. to applicable laws and regulations and service terms. 96

98 3. The associated original transaction displays a red x in the Workflow/Notes section on the Transaction Details screen. 4. Click on the View Final Return hyperlink to return back to the Return Details screen. to applicable laws and regulations and service terms. 97

99 Return Details Field Help Deposit DDA DDA of the original transaction. Check # the numeric ID of a check or other form of payment. Entries in this key column are hyperlinks to the return details for each return item. Amount this is the Amount and CCY of the return. Disposition this indicates the type of return. Return Date this the date the return was processed or the Value Date. Return Sub Account this is the same as the Deposit DDA Return Reason this displays the return reason and return reason code. Remitter RT # a specific remitter routing transit number, that corresponds to the bank on which a remitter s payment is drawn. Remitter DDA the remitter s demand deposit account (DDA) number. When used with the Remitter RT #, the entry in this field can be used to uniquely identify a specific remitter. View Associated Transaction this hyperlink takes user to the associated transaction s Detail Screen. This hyperlink is only displayed for return items associated to the original transaction. to applicable laws and regulations and service terms. 98

100 Return Item Summary Report Return Item Summary Report Overview The Return Item Summary Report summarizes return item totals for customers who want to better understand the impact of returns on cash flow and accounts receivable. It allows you to identify trends at a client level. You can view return item totals by Disposition Indicator and/or by Return Reason for a single date or for a specified range of 1 to 31 Return Dates. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. The Return Reasons are hyperlinks that allow you to access Return Results or individual Return Details depending on the data returned by your search criteria. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. Return Item Summary Report How To The Return Item Summary Report is a standard Online Report generated from parameters selected by the user. This report is only available to customers subscribing to the Return Item Service in Receivables Edge. To access the Return Item Summary Report, click on the Standard Reports menu item in the Reports Tab. Select Return Item Summary Report 1. In the Online Reports section of the Report Search screen, click the down arrow on the Report field. A drop-down list is displayed. to applicable laws and regulations and service terms. 99

101 2. Click the Return Item Summary Report title in the list. 3. The Return Date (From and To) and the Disposition Indicator drop down list displays. 4. Enter a range of dates in the Return Date From and To fields. 5. Select a Disposition Indicator or leave the default option ALL. 6. Click the Search button. All return items with the return dates in the defined range that meet your selected Disposition Indicator will be displayed grouped by their Return Reasons. The Return Reasons displayed in the Return Reason column are hyperlinks. Click on a hyperlink to display the Return Search Results screen for the return items matching the Return Date range and disposition indicator specified during the report search for the selected Return Reason. Download Return Item Summary Report All the reports in the reports section can be downloaded in HTML or CSV format. It is also possible to create custom reports and download these if required. to applicable laws and regulations and service terms. 100

102 1. To open and/or save the Return Item Summary Report in HTML format, click the Download to HTML command hyperlink in the upper left section of the Return Item Summary Report screen. 2. The File Download window opens. 3. You may open the file for viewing or you may save the file to your computer s file system. Click Open or Save. The files contents are opened and/or saved in an HTML format. Example of a Return Item Summary Report HTML file Return Item Summary Report Field Help Return Date From/To fields with pop-up calendar Disposition Indicator drop-down list Search button executes search for report contents to applicable laws and regulations and service terms. 101

103 Alerts Provided that you have the Alert service entitlements, the Alert Inbox is accessible from the Alerts tab on the Main Menu as well as from the Quick Links on the Receivables Edge Home page. By default, alert notifications are sent to your Alert Inbox. You can further define your personal notification options using the My Settings link from any application screen. Other options allow you to indicate a primary and/or secondary address in addition to the Alert Inbox. This allows you to receive payment notification, long-term archive retrieval notification, capture notification and return notification alert messages in multiple places. The types of alert notifications you receive depends on the Alert Services to which your company subscribes and your entitlement permissions, which are managed by your Customer Service Administrator (CSA). When you click on an alert, you are immediately linked to the Receivables Edge application. *Availability of the Alert functions in Receivables Edge is dependent on contracted company and user entitlements. Online help topics are included with this product regardless of entitlement status therefore you may be able to view information about functional entitlements that are not currently available to you. Alert Inbox Overview When you open the Alert Inbox by clicking the Alerts tab on the Receivables Edge Main Menu, all alert messages are displayed by default. Note the Alert Filters region at the top of the Alert Inbox screen. Alternately, you can access specific type of alerts from the Home page quick links. Filtering is optional, but can be useful when you have a large number of Alert Messages to review. There are two levels of filtering, Read Status and Alert Types. Filter Alert Messages In the Read Status field, click Read to view only alert messages that have been previously opened. Click the Filter button. Now check the alert messages listed in the Alert Message Summary region of the Alert Inbox. Only previously opened alert messages are displayed. In the same manner you can click Unread in Read Status field, to view only new alert messages that have never been opened. When you click the Filter button only new alert messages are displayed in red. Also note that the Last Read column entry for each new message is blank. to applicable laws and regulations and service terms. 102

104 When you click All to reset the default option, both Read and Unread messages are displayed in the Alert Message Summary. Select an Alert Message hyperlink to view its associated transaction(s) and/or return items as follows: Read Alert Messages On the first line in the Alert Message column, click the alert message hyperlink. The alert message hyperlink text includes the number of items that have met the alert trigger criteria. If only one item is included in the alert message, selecting it immediately opens the Transaction Details (for Payment Notifications), Capture Summary (for Capture Notifications) or the Return Details (for Return Notifications) screen. Alternately, when multiple transactions or returns are included in the hyperlink text of an alert message, the Transaction Search Results (for Payment Notifications), Capture Summary (for Capture Notifications) or Return Results (for Return Notifications) screen opens. For information about how to receive alert notifications through one or more addresses in addition to default receipt in your Alert Inbox, refer to the My Settings Help topic. Alert Types Alert types include Payment Notifications, Return Notifications, Capture Notifications and Archive Retrieval Messages. Payment Notifications Payment notifications are triggered when payment transactions that meet your alert query criteria enter the system. If you are entitled to receive alerts, payment notification messages are sent to your Alert Inbox. You may also receive payment notifications that have been triggered by the queries created by other users if you are a designated recipient. Alternate and/or pager information entered in your My Settings screen will cause the system to generate and deliver payment notification messages to your box and/or your pager. Return Notifications Return notifications are triggered when return items that meet your alert query criteria enter the system. If you are entitled to receive return items, return notification messages are sent to your Alert Inbox. Alternate and/or pager information entered in your My Settings screen will cause the system to generate and deliver return notification messages to your box and/or your pager. Capture Notifications Capture notifications are triggered when Virtual Remit items (items scanned by user) move into a status (Rejected or User Action Required) selected in your alert query criteria. If you are entitled to receive alerts, capture notification messages are sent to your Alert Inbox. Alternate and/or pager information entered in your My Settings screen will cause the system to generate and deliver capture notification messages to your box and/or your pager. to applicable laws and regulations and service terms. 103

105 Custom Reports Notification Custom Report notifications are triggered when Custom Reports are generated and available for the user to view in the Report Inbox. If you have requested a Custom Report, an alert will be generated when the report is available in the Report Inbox. Long Term Archive Standard service allows 45 days of online access to transactions using Receivables Edge. Images and data are retained in online storage that provides high-speed retrieval for your current activity. Immediate access to older transactions can also be set up for an additional fee. The two alternatives for long-term retention of images and data are: CD-ROM: a month-end or quarter-end CD is shipped to you. Long-Term Archive: a 10-year tape archive is maintained by the Bank and is accessible through Receivables Edge. If your company subscribes to the long-term archive service, your stored transactions are readily available to you through the Receivables Edge interface. The Transaction Search screen is used to query for older archived items. Successful query results are forwarded directly to your Alert Inbox. Once you retrieve an archived item, it is retained in short-term storage for 5 days. You can update workflow fields, add notes, or include archived items in any of the standard or optional reports at any time. If you have the long-term archive service entitlement, you will be able to access archived items through Transaction Search. Successful search results trigger an Archive Retrieval Notification, which is forwarded to your Alert Inbox. to applicable laws and regulations and service terms. 104

106 Alert Inbox How To Alert Filters This region of the Alert Inbox screen includes two drop-down menus from which you may select filtering parameters that can narrowly or widely define the list of alert messages you want to display. In addition, a Filter button executes the search and sort functions of the application to display alert messages according to your filtering criteria. The following options and information are available: Read Status: All (default) / Read / Unread Available options in the Read Status: a drop-down menu allows you to filter alert messages for display in the summary list below. That is, you can display all payment notifications, return notifications, capture notifications and retrieved archive messages or only certain messages depending on the selection you make at this field. All displays the entire set of payment notification and/or archive retrieval messages that are currently available. This is the default setting. The message with the most recent date is displayed first in the list. Read displays only previously read messages. Unread displays only unread messages. Unread messages have no date in the Last Read column. Alert Types Available options in the Alert Types: drop-down menu provides other ways to filter the alert message display. That is, in addition to or instead of Read Status, the alert message list can also be filtered by type. The Alert Type drop-down list includes the following filtering options: All Types All Types displays all alert message types within the specified Read Status parameters. This is the default setting. Archive Retrieval Archive Retrieval displays query results of the long-term archive. This storage option allows you to access data up to 10 years after archiving. This service is optional and is provided at an additional fee. It uses the Alerts interface to display items retrieved from the archive. Retrieved archive messages are available in your Alert Inbox for 5 days. Payment Notification Payment Notification is a subscription-enabled service that displays alert messages within the specified Read Status parameters but only for payment transactions that have entered the system for the first time. Payment Notification messages are retained in your Alert Inbox for 14 days. Return Notification Return Notification is a subscription-enabled service that displays only return items within the specified Read Status parameters that have entered the system for the first time. This type of alert is only available to customers that subscribe to the Return Item service. Return Notification messages are retained in your Alert Inbox for 14 days. Capture Notification Capture Notification is a subscription-enabled service that displays alert messages within the specified Read Status to applicable laws and regulations and service terms. 105

107 parameters but only for Virtual Remit Items (i.e. items scanned by the user) that have moved to either Rejected or Requires User Action status depending on the alert criteria setup. This type of alert is only available to customers that subscribe to the Virtual Remit Service. Capture Notification messages are retained in your Alert Inbox for 14 days. Custom Report Notification Custom Report Notification is available to user entitled to the Custom Report. The alert is generated when a user requested custom report becomes available in the Report Inbox. This type of alert is only available to customers that subscribe to Custom Report service. Custom Report Notifications are retained in your Alert Inbox for 14 days. Filter Click this button to display alerts according to your selected filtering criteria. Just below the Filter button, the total number of alert messages is five. Five line items (1 through 5) are displayed with the most recent item at the beginning of the list. The most recent item is determined by the alert date. Important! Options are only displayed for the services your company subscribes to and for which your CSA has given you entitlement. Alert Message Summary The Alert Message Summary displays payment notifications and/or retrieved archive notifications based on your specified filtering criteria. By default, the items in the Alert Message Summary are sorted so that messages with the most recent alert retrieval dates are displayed first. The column headings in the Alert Message Summary region of the Alert Inbox are: Last Read most recent date and time that the alert message was read. From the name of the user who created the alert message. Type - the labels in this column indicate the type of message as determined by the filtering criteria you have set. Message the messages in this column are sequentially sorted so that the alert having the most recent date is listed first. Each line item begins with the number of items found that matched the item's designated trigger criteria, followed by a description of the criteria that were defined. New (previously unread) alerts are displayed in red with the Last Read column left blank. All other items are displayed in black, meaning that they have been read. Alert messages that include multiple items link to the Transaction Search Results or the Return Results screen. Alert messages that contain only one transaction link to the Transaction Details or the Return Details screen. to applicable laws and regulations and service terms. 106

108 Alert Inbox Frequently Asked Questions Q. What is filtering and why is it used? A. In Receivables Edge, filtering provides a way for users to set parameters that help to differentiate between different types of data for display. Filtering is used in the Alert Inbox to show the set of All alerts, and various subsets of all alerts based on two criteria, 1) whether or not they are new alerts, previously read alerts, and/or 2) the type of alert, that is, all types of alerts or only alerts with payment notification, or only archive alerts. The ability to differentiate between different sets of information is an advantage when a large number of alerts is present. Q. What happens when multiple payment transactions or return items meet the criteria for one alert? A. If one payment transaction or return item meets multiple alert triggers, it is counted as a matched item for each alert. The alert process compares each new payment transaction and return item to each alert trigger. Multiple alerts may be generated for each alert query if items matching the criteria are in different batches. When multiple payment transactions or return items meet the criteria for one alert it is noted in the alert message hyperlink. For example, a new item in the Alert Message column that includes multiple payment transactions will be displayed in red, as follows: 4 Items found: Remitter Name = ABC Manufacturing Q. Are transaction details accessible from the Alert Inbox screen? A. Yes. Individual transaction details are accessible when you click the Alert Message hyperlink. If the transaction contains multiple results, the Transaction Search Results screen opens first. Q. If an alert message is sent via and you are not logged in to the Receivables Edge application, what happens next when you click an alert message in your box? A If you click on the hyperlink provided in an alert notification, you are directed to the Receivables Edge Login screen. After you log in you are immediately presented with the Transaction Results, Capture Summary or the Return Results screen if multiple items are included in the alert messages. If you are already logged in to the application and click on an alert message you will also be directed to the Transaction Results, Capture Summary or Return Results screen if multiple items are included in the alert message. When an alert message contains only one item, you are directed to the appropriate Details screen or Capture Summary screen. to applicable laws and regulations and service terms. 107

109 Alert Maintenance Overview The Alert Maintenance screen lets you view, modify, delete, activate, and deactivate any or all of the alerts that you have created. Edit and Delete Alerts Items in the Alert Name column are hyperlinks that open the Alert Edit screen in which alert criteria can be modified or deleted. You can save a total of 20 active and inactive alerts at one time. If you attempt to create a new alert that causes you to exceed the total number of allowed saved alerts, a system message will prompt you to create space in the queue by deleting one or more items from the your existing list. Once you have freed up additional space, you are allowed to create new alert items up to a total of 40. New Alerts New alert triggers can be initiated from this screen using the New Alert button, which opens the New Alert screen.* Only authorized users who have been granted alert update entitlements are able to access the Alert Maintenance screen to create new alerts or edit existing alerts. The Alert Maintenance submenu can only be displayed to users with Update entitlements to at least one of the Alert Service subscription. Activate and Deactivate Alerts The alert Frequency parameter can be set to One-Time or Recurring when an alert is created or edited. If an alert is set to have a One-Time frequency, it will be automatically changed to Inactive status after an initial notification is generated. Users may change the frequency and status to activate and deactivate alert items as needed. Alert Maintenance How To View Alerts While the Alert Inbox displays all of the Alert Messages that you have received, the Alert Maintenance screen displays all alerts that you have created. Your alerts are displayed with the most recently created item at the beginning of the list. The alerts that you create remain in the display until you delete them. Activate/Deactivate Alerts To Activate and Deactivate alerts: 1. Mark individual messages using the checkboxes to the left of each item in the Alert Name column. You can mark all alerts for the same action by marking only the checkbox to the left of the Alert Name column heading. This automatically marks all items in the column for the same action. 2. Click the Activate or Deactivate button. The status of the alert is indicated in the Active column. Yes = Active. to applicable laws and regulations and service terms. 108

110 No = Inactive. Add/Edit Functions Edit an Alert: Click the appropriate hyperlink in the Alert Name column. The Alert Edit screen opens. The upper region of the Alert Edit screen shows the Alert Name, Frequency setting, Activation status, and Originator name. The Alert Delivery region of the screen includes two lists: Available Recipients and Assigned Recipients. Users can define alert criteria for new or existing alerts for the following alert types: Payment Notifications, Return Notifications (for customers subscribing to the Returns Item service and Returns Notifications) and Capture Notifications (for customers subscribing to Virtual Remit Service and Capture Notifications) When editing an existing alert, you can move available recipients to the assigned list and vice versa. Click the right and left arrow buttons to move recipients between the two lists. In the Alert Triggers region of the screen, there are four sections that each contains a set of fields. The Payment section contains data entry fields related to payment information. The Remitter section contains data entry fields related to remitter information for the payment. The Bank Identifiers section contains a set of drop-down lists and data entry fields in which you can enter values to further define alert trigger criteria. The Reference Details section is optional and may or may not contain fields that are specific to your company s operations environment and are uniquely configured for you. to applicable laws and regulations and service terms. 109

111 To complete the editing process, you may add or change data in any field or drop-down list located in the four sections of the Alert Triggers region of the screen. Click the Save, Clear, or Cancel button in the lower right region of the screen to complete your editing session. The Save button saves your changes. The Clear button clears the screen and resets the default settings. The Cancel button clears the screen and cancels the editing process. Delete an Alert: Click the Alert Name hyperlink in the Alert Maintenance screen. When the Edit Alert screen opens, verify that you want to delete the alert. Click the Delete button in the lower right region of the screen to delete the specified alert. Create a New Alert: Click the New Alert button in the Alert Maintenance screen. The New Alert screen opens. The New Alert screen is exactly the same as the Edit Alert screen in both format and functionality. To create a New Alert, enter the appropriate information in all regions of the screen. The primary difference when creating a new alert vs. editing an existing alert is that you must enter an Alert Name, Frequency (one-time or recurring), and Activation status (Activated Yes/No). Determine the Available Recipients that you want to move to the Assigned Recipients list. Use the right and left arrows to move names back and forth between the two lists as needed. Complete the remaining data entry and drop-down list selections to further define your alert trigger criteria. Click the Save button to complete the process and Save your new alert. You may click the Clear, Cancel, or Delete button as an alternative to Save, if you would prefer to clear the form, cancel the alert, or delete the alert. to applicable laws and regulations and service terms. 110

112 Alert Maintenance Field Help The Alert Maintenance screen lets you view, edit, activate, and deactivate any or all of the alerts you have created. New alerts can also be initiated from this screen using the New Alert button, which opens the New Alert screen. Column Heading Definitions Alert Name this column identifies the alert by the name specified in the Alert Edit screen. The Alert Name will be included as part of the Alert Inbox message in addition to the number of matched transactions. In Alert Maintenance all the items listed have been created by the current user and therefore may be edited, activated, or deactivated by that user. Clicking on any link in the Alert Name column opens the Alert Edit screen. Each item in the Alert Name column, including the column heading is preceded to the left by a checkbox. One or more items may be check marked to Activate or Deactivate. Marking the checkbox next to the Alert Name column heading causes all items in the column to be marked at once. Alert Type a drop-down list. Includes Return Notification, Capture Notification and Payment Notification. Recipients the names in this column are specified in the New Alert screen when an alert is created. The Available and Assigned Recipients lists can be edited in the Alert Edit screen. Frequency the entries in this column indicate whether an alert is sent One Time or on a Recurring basis. Active the entries in the column are either Yes or No. Button Functions Activate activates an inactive, marked alert item. How long an alert can remain active depends on its frequency. A one-time alert is automatically deactivated after it has been triggered once. It may be reactivated. Recurring alerts are active until they are manually deactivated. Deactivate deactivates an active, marked alert item. New Alert accesses the New Alert screen.** to applicable laws and regulations and service terms. 111

113 Alert Maintenance Frequently Asked Questions Q. What tasks are usually performed in the Alert Maintenance screen? A. You can view, edit, delete, create, activate and deactivate alerts starting from the Alert Maintenance screen. The edit, delete, and create functions are accessed via Alert Maintenance but when initiated these functions redirect you to the Alert Edit and New Alert screens. Q. Why would you Activate or Deactivate an alert? A. A one-time alert generates an alert notification the first time trigger criteria are met. Once this happens the alert is automatically deactivated. The alert can be reactivated any time but only by the user who created it. A recurring alert remains active until the user who created it either deletes or deactivates it. You may want to deactivate an alert when you plan to be on vacation or away from your office. Q. You are trying to create a New Alert and a message is displayed that says Max number of alerts reached. What does this message mean? A. You are limited to saving a maximum of 20 active and inactive alerts combined. The message indicates that in order to create a new alert, you must first delete an existing alert that you no longer use. Q. Is there a limit to the number of alert notification recipients? A. No. The only constraint is that recipients must be active, authenticated users on your company s Receivables Edge web id. Q. What happens if a person on your recipient list changes jobs and is removed from the Receivables Edge authenticated user list? A. Once a user is deleted from the application, that user is dropped from all available recipient lists. Q. - Is any special Alert setup required for long term archive alert delivery? A. - No special Alert setup is required. Q. - Is any special Alert setup required for Custom Report alert delivery? A. - No special setup is required but users must be entitled by their company's CSA in order to use the Custom Report feature. to applicable laws and regulations and service terms. 112

114 Alert Edit Overview The Alert Edit screen is used to edit, delete, clear, save, and add new alerts. This screen is accessed through the Alert Maintenance screen one of two ways depending on whether you opted to modify an existing alert or create a new alert record. Important! No special setup is required for archive alerts when your company subscribes to long-term archive service. Edit Mode When you access this screen by clicking an existing Alert Name hyperlink in the Alert Maintenance screen, it is automatically populated with the alert name, alert frequency, activation status, and originator name. The Alert Delivery criteria are also displayed, including the lists of available and assigned recipients. For payment notification alerts, the Alert Trigger region of this screen includes fields used to define alert triggers. For payment notifications, there are four categories of trigger criteria: Payment, Bank Identifier, Remitter, and optionally, Reference Details (expandable region with two or more sections under the Advanced Search label). A more limited set of fields are available to create return notification alerts in only two sections Payment and Bank Identifier. For capture notifications, the fields are further limited to only specify lockboxes and transactions statues. In edit mode, the currently defined fields for the selected alert are populated. You are able to modify any field in the Alert Trigger region. New Alert Mode When you access this screen using the New Alert button on the Alert Maintenance screen, you are in new alert mode. Default fields may be populated but you should start by entering an alert name, alert frequency, and activation status. In creating the new alert record, you also need to select your Assigned Recipients from the list of pre-defined Available Recipients listed in the Alert Delivery region of the screen. In new alert mode, you have the option to mark the All checkbox to assign all available recipients in your company. Note that the user who creates an alert is an automatic recipient and is not listed in either of the recipient lists. Your entitlement to create new alerts is determined by your Customer Service Administrator (CSA). The Alert Trigger region for payment notifications includes sets of fields that are used to build and define alert trigger criteria in four categories: Payment, Bank Identifier, Remitter, and optionally, Reference Details (expandable region with two more sections under the Advanced Search label). A more limited set of fields may be populated to define a return notification alert in two categories Payment and Bank Identifier. For Capture Notifications the alert trigger region only includes options to specify lockboxes and transactions statuses. In new alert mode, the currently defined fields for the selected alert are blank and ready to be populated. You are able to enter data in any field in the Alert Trigger region for the type of alert message you want to define: a payment notification, capture notification or a return notification. to applicable laws and regulations and service terms. 113

115 Alert Edit How To When you click an alert name hyperlink on the Alert Maintenance screen, the Alert Edit screen opens in edit mode. In edit mode, you can edit the parameters of any alert that you have created. Edit an Existing Alert In edit mode, any data/text field, radio button selection, or checkbox may be modified. The buttons at the bottom of the screen allow you to Save, Delete, Clear Alert, or Cancel existing alert parameters. Add a New Alert In new alert mode, all alert parameters are defined for the first time. Data may be automatically displayed in fields that have default entries. You must initially select an Alert Type, then enter an Alert Name, Frequency setting and Activation status. If you want another user to receive this alert in addition to yourself, you can move their name from the Available Recipients list to the Assigned Recipients list using the right arrow button. Next, you add the trigger parameters by entering information in the appropriate fields for either a payment notification, capture notification or return notification alert. The buttons at the bottom of the screen allow you to Save, Delete, Clear Alert, or Cancel new alert parameters. Examples of acceptable Alert Name formats are: "payment from ABCD Company" "payment over threshold" to applicable laws and regulations and service terms. 114

116 Alert Edit Field Help Editable Alert Identifiers The Alert Type is shown in a drop-down list field just above the Alert Name in the upper left region of the Alert Edit screen. This region of the screen also displays four alert identifiers that are populated when you select an Alert Name hyperlink in the Alert Maintenance screen. The identifiers are the text name in the Alert Name field, alert frequency radio button setting, the activation radio button selection, and the originator name (your user name). The originator name is automatically entered and cannot be edited. Alert Delivery This region of the screen displays two lists of names: Available Recipients and Assigned Recipients. Available recipients are the pre-defined user names of people in your company who have been granted access to Receivables Edge. Assigned recipients are the names of registered users that you select as recipients of alert messages. There is no limit to the number of recipients that can be assigned to an alert, although they must be active, authenticated users in your company. Alerts that you create are automatically sent to you. You do not need to add your name to the recipient list. Alert Triggers Payment This screen region includes several fields that are categorized under three headings for payment notification alerts. The first heading is Payment. Fields included under this heading for Payment Notification alerts are: Check/Payment # the numeric ID (up to 20 characters) of a check or other form of payment. Amount range of currency values (up to 10 characters each) of payments. Remitter Name the name of the payment originator (up to 15 characters). Remitter RT # the remitter s routing transit number (up to 12 characters). That is, the routing number of the bank on which the payment is drawn. Remitter DDA the Demand Deposit Account number (up to 35 characters) on which the payment is drawn. If you subscribe to the Remitter Management the following additional fields are available: to applicable laws and regulations and service terms. 115

117 Customer ID Customer Classification Remitters Assigned To Show My Remitters Return Notification alerts use a limited set of Payment fields that are specific to identifying return items. They are: Amount range of currency values (up to 10 characters each) of payments. Capture Notification alerts use a limited set of alert criteria that are specific to identifying virtual remit items. They are: Lockbox list of lockboxes subscribing to the Virtual Remit service for your company. You can select one or more lockboxes by moving lockboxes from Available Lockboxes list to Assigned Lockboxes list. Alert of Status the status of an item that should trigger an alert. The options are All, RequiresUserAction or Rejected Bank Identifier The second heading is Bank Identifier. Fields included under this heading for Payment Notification alerts are: Transaction Type the type of payment: Lockbox, ACH (Automated Clearing House), Wires (wire transfers) DDA Demand Deposit Account into which your receipts are deposited Lockbox the lockbox to which your remittances are directed, (a virtual lockbox ) for electronic payments Site the processing site where your lockbox is located (a virtual site for electronic payments) Batch numeric identifier assigned to a group of transactions Item an identifier for each transaction within a batch Group numeric group identifier. The Group feature applies only to lockboxes for which remittance sorting/grouping services are provided. No Check Items / Correspondence indicates whether or not non-check items should be included as matched transactions. For customers subscribing to the Return Item service the following additional field is available: Return Items: Options are Include, Exclude and Returned Items Only For customers subscribing to the Remittance Association/Supplemental Data Entry Service the following additional field is available: Enrichment Status Options are All, Complete and Required For customers subscribing to the Virtual Remit service the following additional fields are available: Remote Capture Items Options are Include, Remote Items Only and Exclude Control Number to applicable laws and regulations and service terms. 116

118 Reference Text Return Notification alerts use a limited set of Bank Identifier fields that are specific to identifying return items. Disposition Indicator a drop-down list that includes the following options: Charge Back - indicates a check that has been returned. The amount is debited from the deposit account (lockbox DDA). The physical item is returned by the drawee bank for a charge back. This is considered a "final return" for purposes of reassociation to the original item deposited by lockbox. Redeposit - indicates a check that has been returned once by a drawee bank and sent a second time for collection (subject to regulations governing representment). This is not considered a "final return" for purposes of reassociation to the original item deposited by lockbox. RCK - indicates a check that has been returned once and sent to the drawee bank as an ACH debit for the second presentment. This is not considered a "final return" for purposes of reassociation to the original item deposited by lockbox. Returned ACH RCK - indicates an RCK item that has been returned and the amount debited from the deposit account. This is considered a "final return" for purposes of reassociation to the original item deposited by lockbox. Return Reason a drop-down list. The Bank uses a pre-defined list of options for return reason. Common reasons are Stop Payment, Account Closed or Non-Sufficient Funds. Reference Details The third heading is Reference Details. This heading is only used to define Payment Notification alerts and is only available to companies that have unique Reference Details defined. In addition, for companies that have Reference Details, these criteria are not used for defining Return Notification alerts. Fields under this heading are uniquely defined for your company and may include information that is specific to your operating environment such as Invoice Number, Purchase Order Number, Discount %, etc. If your company has not defined reference data to be entered during processing, this section will not display any fields. Button Functions The button functions on this screen are: Save saves your alert modifications. Clear Alert clears all alert screen fields and resets the default values. The default frequency is One- Time and the default status is Active. Delete delete the selected alert name. Available only when an alert is opened in edit mode. Cancel cancel your editing session for the selected alert name. to applicable laws and regulations and service terms. 117

119 Alert Edit Frequently Asked Questions Q. Can anyone edit an alert? A. All users who have been given the Alert Update entitlement by their Customer Security Administrator are allowed to edit alerts, but only the alerts that they have created. Q. What is meant by edit mode? A. When you access the Alert Edit screen by clicking an Alert Name hyperlink in the Alert Maintenance screen, you are automatically in edit mode. This means that you are allowed to change data in any field, change radio button settings, and checkbox marks. The Originator field is the only one that cannot be modified. Q. What is meant by New Alert mode? A. When you access the Alert Edit screen by clicking the New Alert button in the Alert Maintenance screen, you are automatically in new alert mode. This means that you are allowed to create a new alert by changing data in any field, changing radio button settings, and checkbox marks. Q. What information is found in the Reference Details region of the screen? A. The fields that are displayed in the Reference Details region are uniquely tailored to suit your company s business operations. This region also comes with a show/hide feature so that you may expand the available options to view them or not. Reference Details are not used to define Return Notification or Capture Notification alerts. Q. - Is any special Alert setup required for long term archive alert delivery? A. - No special setup is required but users must be entitled by their company's CSA in order to use the long-term archive feature. Q. - Is any special Alert setup required for Custom Report alert delivery? A. - No special setup is required but users must be entitled by their company's CSA in order to use the Custom Report feature. to applicable laws and regulations and service terms. 118

120 Uploading Files Upload Overview Workflow/Notes Upload Users with Update entitlements for Upload - Overview the Workflow and Notes features can use the Upload screen* to transfer external files that include exception and workflow notations for a list of lockbox transactions into Receivables Edge for further investigation and problem resolution. The following information can be uploaded to a transaction: Addition of an exception flag mark Assignment of the transaction to a registered user Addition of a referential note Once validated for compatible formatting, a file can be uploaded. The validation process insures that a file submitted for upload is compliant with standard upload format specifications for the file type. The line items in files are associated with a list of lockbox transactions that need to be updated with exception or workflow information. After successfully uploading transaction data, you can display the list of affected transactions in the Transaction Search Results screen using the View Transactions function. The reason for uploading external transaction files is to facilitate the resolution of transaction exceptions by associating external exception and workflow data with transactions in Receivables Edge that require further action by you or others. For additional information about the functionality of the Transaction Details screen, refer to the Transaction Search topics in Help. Stop/Go File Upload If your company subscribes to Stop/Go file upload service, you may also see this option on the Upload sub-menu. Standard format specifications are defined by the Bank for all allowable upload file types. In addition to company-level entitlement, you must have user-level entitlement to upload and view the status of Stop/Go files. Stop/Go files are validated for format and are also checked for viruses before uploading is allowed. Upon uploading Stop/Go files, they are sent to an internal Bank server where they are used to facilitate lockbox transaction processing that considers the Stop and/or Go specifications. A record of Stop and Go files uploaded and their status can be viewed on a separate screen when you select the Stop/Go File Status option from the Upload sub-menu. Remitter File Upload If your company subscribes to Remitter Management service and you have Upload and Update** entitlement, you can manually populate the remitter database once, at the time of service implementation. Manual addition of new remitters to the database is accomplished by uploading a delimited file that contains your remitter information. This file, which you create, using a template supplied by the Bank at service implementation or via the Remitter Management Template link on the Remitter Upload screen, is used to add all your remitter records to the database in a single operation. This file and method of database population cannot be used to update existing remitter records after the database begins to auto-populate. With Remitter Management service, you also have the option to allow the database to automatically self-populate as new remitters are detected during lockbox payment processing. Regardless of how the remitter database is initially built, existing remitters can be updated by users with Update entitlement (or Upload and Update entitlement) using the Remitter Edit screen. Remitters that are uploaded through the Upload function have a Status of Active vs. the remitters that are automatically added with a Status of New. The initial # of Occurrences for manually uploaded remitters is zero, since no payments are or have been received from these remitters during or before the remitter file upload process. to applicable laws and regulations and service terms. 119

121 Only validated files can be uploaded. A valid file cannot have more than 2000 records to upload and must be in the correct format as specified by the template. The Remitter Upload screen works similarly to the general Upload notation screen described in this Topic. The remitter file is initially validated using the "Validate File" command, then uploaded, using the Upload command. After a successful upload operation, the list of uploaded remitters is displayed by clicking the "View Remitters" button. Remittance Data Upload If your company subscribes to Remittance Association service and you have Remittance Entry/Upload** entitlement, you can bulk upload remittance advice into the remittance warehouse for association to incoming payments. Manual addition of new remittance advices to the database is accomplished by uploading a delimited file that contains your remittance advice information. The file, which you create, using the template from the Remittance Data Upload screen, is used to upload all your remittance advice data to the warehouse in a single operation. This file and method of warehouse population cannot be used to update existing remittance advice records after the warehouse is populated. Existing or Uploaded Remittance Advices can be updated by users with Remittance Entry/Upload** entitlement using the Remitter Edit screen. You can use a file that is already completed and saved in a CSV format or open and complete the template provided on the Remittance Data Upload screen. Up to 2000 line items can be uploaded with a single file. Multiple files can be uploaded if more than 2000 line items need to be added to the warehouse. You can validate the file before uploading it and view the transactions after the file is successfully uploaded. to applicable laws and regulations and service terms. 120

122 Upload How To The Upload functionality in Receivables Edge may include options to upload one or more file types based on your company s service subscription. Basic Upload service is available to all users with user-level entitlement to Update Workflow and Notes. It gives entitled users the ability to upload transaction data from their internal systems. This is done by creating a delimited file according to the specifications presented in this section. In addition to Basic Upload functionality, you may be able to Upload Stop/Go files and view Stop/Go file status, and/or Upload Remitters. These options are based on company and user-level entitlements to Stop/Go file service and Remitter Management service, respectively. This topic describes Basic Upload service in some detail. Also, delimited file formatting information is included for Transaction and Remitter file uploads. Upload a Workflow/Notes File The Upload Workflow/Notes screen lets you validate and upload files that contain exception and workflow information for lockbox transactions in Receivables Edge. Uploaded information includes exception flags, assigned to user IDs, and transaction notes. Each designated transaction is updated with the exception and workflow information and presented to you in a transaction results list. Validate a Workflow/Notes File In the Upload screen, your initial task is to enter the full path file name you want to validate. 1. Click the Browse button to find the file you want to upload from among your system s files and folders. 2. Click the file name to display it in the Upload File Name field. to applicable laws and regulations and service terms. 121

123 3. Click the Validate File button. A system message indicates whether or not the file is properly formatted and able to be validated. Upload a Workflow/Notes File File validation status is displayed below the Upload File Name field. This information includes the number of Line Items, number of Valid Items, and numbers of Parsing and Posting Errors in the uploaded file. Whether a file is uploaded successfully, is not correctly formatted, or you have exceeded the maximum number of loaded records allowed, an application message is displayed in the Upload screen to confirm the condition. After the selected file is validated, it is ready to be uploaded. The file you upload must contain the following columnar data in a delimited format: Lockbox Number a numeric entry that identifies a lockbox Batch ID a numeric identifier of a batch within a lockbox. Transaction ID a numeric identifier within a batch within a lockbox. Process Date an optional field entry, this is the processing date of the transaction, entered in the format: mm/dd/yy or mm/dd/yyyy. Forward slashes are optional. The year may be identified using 2 or 4 digits. Exception Flag a Y or N indicator that determines whether a transaction is updated with or without an exception. This is an optional entry. If no indicator is specified, then no updates are made. Assigned-To User ID this is the registered user s user ID to which a transaction is assigned. Note - this is a text string to identify the content of Notes included with the details of a transaction. Columns may be separated by any of the following delimiters so that uploaded file data is displayed in a readable spreadsheet format: Comma (,) Semicolon (;) Pipe ( ) Colon (:) Tab (/t) Examples using a Comma to delimit columnar data: ,725,10,02/05/05,Y,jsmith,see invoice to applicable laws and regulations and service terms. 122

124 ,725,11, ,,, ,725,12,,,,comments and notes ,725,13,02/05/2005,,mjones Click the Upload File button. A system message indicates that your File Uploaded Successfully View Transactions When you successfully upload a file, the View Transactions button opens the Transaction Search Results screen in which you can click a transaction hyperlink to open the Transaction Detail screen for that item. This view of the Transaction Search Results screen only lists the transactions that are affected by the uploaded file. The user fields in each displayed transaction are updated with the data in the upload file. Related user field symbols (shown in a legend in the bottom left region of the screen) are also displayed with each transaction line item. After the selected file is validated, it is ready to be uploaded. Click the View Transactions button. The Transaction Search Results screen opens. View Upload Results The Transaction Search Results screen displays all lockbox transactions associated with the external file that you have uploaded to the Receivables Edge application. For additional, detailed information about the Transaction Search Results screen and how to select a transaction to view its details, refer to the Transaction Search topic and Transaction Search Results sub-topic in the Help. to applicable laws and regulations and service terms. 123

125 Upload Stop/Go Files If your company subscribes to Upload Stop/Go File service, you may see this option and another to View Stop/Go File Status on the Upload sub-menu. Standard format specifications for these types of files are defined by the Bank. The validation and upload processes are the same for Stop/Go files as for external transaction files. The difference is that Stop/Go files are validated as part of the upload command execution. Also, Stop/Go files cannot to be viewed in Receivables Edge. Rather, they are transmitted by Receivables Edge to an internal Bank server where they are used to flag particular remitter transactions during lockbox processing to stop payments or start payments. After uploading a Stop/Go file, you may check its status in Receivables Edge using the View Stop/Go File Status option on the Upload submenu. This displays a separate screen that shows running history of all uploaded Stop/Go files, including the date and time of upload, file name, lockbox number, whether it s a replaced or appended file, its affective date, the status of the file and optionally, a short text message about the file. * The Upload and Admin functions of Receivables Edge are only accessible by Customer Security Administrators. User entitlement configuration governs use and accessibility of lockbox numbers, customer viewing functionality, and capability to add and modify exceptions, notes, and assign-to field entry. to applicable laws and regulations and service terms. 124

126 Upload a Remitter File If your company subscribes to Remitter Management service and you have Upload and Update entitlement at the user-level, you are allowed to create a remitter file using a template provided by the Bank or on the Remitter Upload screen, to manually upload all of your remitters. The order of tasks to perform remitter file upload to Receivables Edge is identical to the transaction file upload process: Create a delimited file that includes all your remitter data. Validate the file format for compliance. Upload the file to the remitter database in Receivables Edge. View the uploaded remitters. Although the file upload processes are the same for transaction and remitter files, it is important to note that there is a difference between the file formats required for each type of file. Create a Remitter File to Upload After the selected file is validated, it is ready to be uploaded. The file you upload is created using a Bank-supplied template or one downloaded from the Remitter Management Template link on the Remitter Upload s screen and must contain the following columnar data in a delimited format: Remitter Name Remitter RT# Remitter DDA Customer ID Lockbox Deposit DDA Opt Out Indicator Note: The columns in the upload file can be placed in any order but the header information cannot be modified. If the header row is deleted then the columns must be in the order listed in the template. to applicable laws and regulations and service terms. 125

127 Validate a Remitter File After you create a remitter file using the template supplied by the Bank or one downloaded from the Remitter Management Template link on the Remitter Upload screen, you need to validate and upload the file using the interface in Receivables Edge. In the Remitter Upload screen, enter the full path file name you want to validate. 1. Click the Browse button to find the file you want to upload from among your system s files and folders. 2. Click the file name to display it in the Upload File Name field. 3. Click the Validate File button. A system message indicates whether or not the file is properly formatted and able to be validated. Upload a Remitter File File validation status is displayed below the Upload File Name field. This information includes the number of Line Items, number of Valid Items, and numbers of Parsing and Posting Errors in the uploaded file. Whether a file is uploaded successfully, is not correctly formatted, or you have exceeded the maximum number of loaded records allowed, an application message is displayed in the Upload screen to confirm the condition. Click the Upload File button. A system message indicates that your "File Uploaded Successfully". View Upload Results When you successfully upload a file, the View Remitters button opens the Remitter Results screen in which you can click a remitter name link to view the remitter record attributes in the Remitter Edit screen. The Remitter Results screen to applicable laws and regulations and service terms. 126

128 displays all remitters listed in the external file that you have uploaded to the Receivables Edge application. Upload a Remittance Data File If your company subscribes to Remittance Association service and you have Remittance Entry and Upload entitlement at the user-level, you are allowed to create a remittance data file using a template available on the Remittance Data Upload screen to manually upload all of your remittance advices. The order of tasks to perform remittance data file upload to Receivables Edge is identical to the remitted and transaction file upload process: Create a delimited file that includes all your remittance advice data. Validate the file format for compliance. Upload the file to the remittance warehouse in Receivables Edge. View the uploaded remittance advices. Although the file upload processes are the same for transaction, remitter and remittance data files, it is important to note that there is a difference between the file formats required for each type of file. Create a Remittance Data File to Upload Click Download Template and open file (optional). Complete the template and save as CSV file. Note: If you have already completed and saved a CSV file, skip this step and simply upload the file (refer to Validate a Remittance Data File section). To complete the template: One column header displays for each payment field: 1. Lockbox Number 2. Site Code 3. Payment Amount 4. Expected Payment Date 5. Transaction Type ID to applicable laws and regulations and service terms. 127

129 6. Remitter Name (optional) 7. Reference # (optional) 8. Remitter RT and DDA (optional) 9. Customer ID (optional) The template displays entry choices for Site Code Transaction Type ID, and Tolerance Options. One column header displays for each reference field. The reference field columns that display depend on your company setup. Each remittance advice requires completion of the required payment fields. Each row containing unique combination of required and optional payment information is a separate remittance advice. To add multiple rows of reference data for a payment, repeat the payment field information for each row. After completing the template, save as CSV file. Note: The upload file must include the header row. The columns in the upload file can be placed in any order but the header information cannot be modified. Validate a Remittance Data File After you create a remittance file using the template downloaded from the Remittance Data Upload screen or have an existing CSV file, you need to validate and upload the file using the interface in Receivables Edge. In the Remittance Data Upload screen, enter the full path file name you want to validate. 1. Click the Browse button to find the file you want to upload from among your system s files and folders. 2. Click the file name to display it in the Upload File Name field. to applicable laws and regulations and service terms. 128

130 3. Click the Validate File button. A system message indicates whether or not the file is properly formatted and able to be validated. Upload a Remittance Data File File validation status is displayed below the Upload File Name field. This information includes the number of Line Items, number of Valid Items, and numbers of Parsing and Posting Errors in the uploaded file. Whether a file is uploaded successfully, is not correctly formatted, or you have exceeded the maximum number of loaded records allowed, an application message is displayed in the Upload screen to confirm the condition. Click the Browse button to find the file you want to upload from among your system s files and folders and then select the Upload File button. A system message indicates that your "File Uploaded Successfully". View Upload Results When you successfully upload a file, the View Transactions button opens the Remittance Advice Search Results screen in which you can click a remitter name link to view the remittance advice in the Remittance Data Entry screen. The Remittance Advice Search Results screen displays all remittance advices listed in the external file that you have to applicable laws and regulations and service terms. 129

131 uploaded to the Receivables Edge application. to applicable laws and regulations and service terms. 130

132 Upload Field Help Fields Upload File Name using the Browse button at this field, you locate and enter the file name you want to upload from your PC s file system that contains exception information about Receivables Edge transactions. The file you upload must contain the following columnar data in a delimited format: Lockbox Number a numeric entry that identifies a lockbox Batch ID a numeric identifier of a batch within a lockbox. Transaction ID a numeric identifier within a batch within a lockbox. Process Date an optional field entry, this is the processing date of the transaction, entered in the format: mm/dd/yy or mm/dd/yyyy. Forward slashes are optional. The year may be identified using 2 or 4 digits. Exception Flag an Y or N indicator that determines whether a transaction is updated with or without an exception. This is an optional entry. If no indicator is specified, then no updates are made. Assigned-To User ID this is the registered user s user ID to which a transaction is assigned. If you subscribe to Remitter Management service, you have a one-time option to upload a file that contains all your remitter records. The Upload File Name field in the Remitter Upload screen is used to enter the name of the Remitter File that you can optionally create based on a Bank-provided template or one downloaded from the Remitter Template link on the Remitter Upload screen. The key delimited columnar data in the remitter file includes: Remitter Name Remitter RT# Remitter DDA Customer ID Lockbox Deposit DDA Note: The file can contain the above listed columns in any order if the column header rows are included and not changed. If the file header rows are deleted then the columns must be in the order listed in the template. If you subscribe to Remittance Association service, you have the option to upload a file that contains all your remittance data. The Upload File Name field in the Remittance Data Upload screen is used to enter the name of the Remittance Data File that you can optionally create based on the template available on the Remittance Data Upload screen. The key delimited columnar data in the remittance data file includes: Lockbox Number Site Code to applicable laws and regulations and service terms. 131

133 Payment Amount Expected Payment Date Transaction Type ID Remitter Name Reference# Remitter RT# Remitter DDA Customer ID Invoice Reference fields specific fields depend on your company setup Note: The upload file must include the header row. The columns in the upload file can be placed in any order but the header information cannot be modified. Buttons Browse opens a window in which you can browse the contents of your PC s file system and click a file name to select it for uploading. Validate File validates that the file you select contains correctly formatted data. After the file is validated, Line Items, Valid Items, Parsing Errors, and Posting Errors are noted below the Upload File Name field. If the file format is invalid and/or the maximum number of records (200 lines) has been exceeded, an error message is displayed. Upload File if the file has been successfully validated, uploads the file name entered in the Upload File Name field to the Receivables Edge application. View Transactions directs you to the Transaction Search Results screen in which all affected transactions (noted by the! character to the left of the Remitter column) are marked by an exception flag and may also include workflow notations in the display. You must have update privileges on all boxes in the upload list. If you do not have update privileges, the transactions are neither updated nor included in the transaction results list. Update privileges are not determined during validation but during the actual transaction information upload process. Upload Stop/Go Files The Upload Stop/Go Files screen is only slightly different than the default Upload screen through which you upload external transaction files. There is no Validate File button on the Upload Stop/Go Files screen. Files are validated as part of the Upload File executable. Also, there is no View Transactions button since Stop/Go files are directly routed to an internal Bank server where they are used during lockbox processing operations to flag specific remitter transactions in designated lockboxes to stop or start payments. The Upload Stop/Go Files screen does include two additional drop-down lists: One list is labeled Action. The options in this list are Append and Replace. Prior to uploading a Stop/Go file, you need to select an appropriate action to either use the contents of the current upload file to append an existing Stop/Go file on record or to replace the contents of an existing Stop/Go file. The second drop-down list is labeled Lockbox. You can select one or more lockboxes to which the instructions in the Stop/Go file (that you are about to upload) will be applied. The lockboxes in this list are to applicable laws and regulations and service terms. 132

134 determined by the Bank during set up and implementation of Stop/Go File Upload service. Once you upload a Stop/Go file, you can check its status by selecting the View Stop/Go Status option on the Upload sub-menu. Simply clicking the Search button allows you to view Stop/Go upload history for all lockboxes and all status options. You can narrow your search, making it more specific, by selecting a particular lockbox and/or status option. to applicable laws and regulations and service terms. 133

135 Upload Frequently Asked Questions Q. What is the purpose and benefit of the Upload function? A. It allows you to match and modify exception and workflow data that is associated with transactions in Receivables Edge with transaction-related data that you maintain among the files that are external to the Receivables Edge application. For example, an external file may be an extract from your Accounts Receivables application that has been automatically generated based on posting results. Q. What should you do if you try to upload a file and you get a message saying there are formatting errors? A. Re-check the file format to insure that it is correct. Pay close attention to valid delimiters and spacing so that column output is correctly displayed. Q. Can I upload files containing columnar data in any order? A. You can upload files containing columnar data in any order for the following upload files Supplemental Data Entry Upload,, Remittance Data Upload, Remitter Upload and Invoice Upload (upload services available to you depend on your company s subscription to the respective services). The header row must be included when uploading a file containing columnar data in an order different than the template. Also, the header names should be exactly the same as provided in the respective template. If you are uploading a Remitter file without the header row, then the columns must be in the same order available in the template. Q. What is a Stop/Go File? Is it different than a file I would upload from my AR system to Receivables Edge? A. A Stop/Go file is a special file that is provided by a customer to the Bank using the upload functionality in Receivables Edge. The file normally uses a standard format that is specified by the Bank. Once this type of file is uploaded, it is automatically transmitted to an internal Bank server where it is used to flag particular remitter transactions during lockbox processing to stop or start payments. Stop/Go files differ in format from other external file uploads. They are not viewed in Receivables Edge. Only a record of the upload history can be viewed via the View Stop/Go Status function on the Upload sub-menu. Q. Is uploading a Remitter File different than uploading a Transaction File? A. The process used to upload each type of file is identical but the required file formats are different. The Bank provides a template for you to create your remitter file during implementation or you can download it via the Remitter Management Template link on the Remitter Upload screen. In Receivables Edge, you browse your file system to select your remitter file for validation and upload. After successfully uploading your remitter file, remitters are displayed in the Remitter Results screen. From the Remitter Results screen, you can view individual remitter record details by clicking the Remitter Name to open the Remitter Edit screen. Q. Is uploading a Remittance Data File different than uploading a Transaction File? A. The process used to upload each type of file is identical but the required file formats are different. You can download a template via the Remitter Management Template link on the Remitter Upload screen. In Receivables Edge, you browse your file system to select your remittance data file for validation and upload. After successfully uploading your remittance file, remittance advices are displayed in the Remittance Advice Search Results screen. From the Remittance Advice Search Results screen, you can view individual remittance advice record details by clicking the Remitter Name to open the Remittance Data Entry screen. Q. Where can I get the Site Code and Transaction Type ID for the Remittance Data Upload file? A. The available site codes and transaction type ids are available on the template which you can download from the Remittance Data Upload screen. to applicable laws and regulations and service terms. 134

136 File Download Center File Download Overview The Files function gives you a way to save machine-readable files into your PC s file system. The files available for downloading have been created by the bank s lockbox operation. The File Download Center provides a secure file delivery alternative to companies that do not wish to use automated file delivery services. Once downloaded to your system, you can transfer Receivables Edge transaction files for input into your accounts receivable or other applications for posting and reconciliation. Files are retained on the download center for 14 rolling calendar days. The file with the most recent date is listed first. A filtering function lets you narrow the scope of displayed files by limiting the list to show only a specific type of file and/or a shorter date range or a single date. The item in the File Name column is a hyperlink that you can click to select the file for download. All column headings in this screen are interactive, meaning that you can click any column heading to alternately sort and re-sort the data in that column in ascending or descending order (alphabetically or numerically depending on the column s data type). File Download How To Files Available for Download When you click the Files tab on the Main Menu, New files available for download are displayed upon your initial entry to the File Download Center screen. The displayed files have been retained for the past 14 rolling calendar days and are listed sequentially, by date, with the most recently dated file at the beginning of the list. Column headings in the display region of this screen are interactive, meaning that you can click any heading to alternately sort and re-sort the data in a column in ascending or descending order (alphabetically or numerically, depending on the data type). If no files are available for download, the File Download Center screen is empty except for the Search Criteria fields. A message at the top of the screen reads: There are no files found for the values provided. When files are available for download within the parameters of your search, they are displayed by default in descending order according to date. to applicable laws and regulations and service terms. 135

137 Download a File To Download a file when available files are displayed: 1. Click a hyperlink in the File Name column. An MS Windows File Download dialog box opens. From the dialog box you can Open or Save the file you have selected. 2. In the File Download dialog box you have the following options: File Filtering Click the Save button to save the selected file to your PC s file system or directly to your transaction processing system for posting. The dialog box closes. The Save As window opens. Browse your file system to find the appropriate location to which you will Save the file. Click the Open button if you want to view the file s content before you save it. You would most likely select the Open option when the file you want to download is a zipped file. Zipped files (also known as compressed files) may contain one large file or multiple files that have been compressed into the.zip format to save disk space. Zipped files must be opened, and their contents must be extracted before you can save them. Click the Cancel button to cancel the file download. The dialog box closes. When you click the Files tab on the Main Menu, New files available for download are displayed upon your initial entry to the File Download Center screen. If you select All from the File Status drop-down list, the displayed files have been retained for the past 14 rolling calendar days with the most recently dated file at the beginning of the list. Entering filter criteria is optional. If you click the Filter button without adding criteria, the view of all available files does not change. Enter Filter Criteria You may specify filtering criteria that limits the number of items displayed as follows: 1. From the drop-down File Type menu, select one of three options: All Files (default), Data Only, and Data and Image. Typically, the Data Only option is enabled for AR posting files and the Data and Image option is enabled so that document image files can be saved to an image archive. Note that File Type options are dependent on your user entitlements. The Data Only and Data and Image options are only visible as file types when you have the entitlement to access them. 2. At the From Date field, enter the earliest date in the range of dates for which you want to view the list of files. The preferred format is mm/dd/yy or mm/dd/yyyy. Alternately, click the calendar icon to quickly view a pop-up calendar. Click any date on the calendar to select it. 3. At the To Date field, enter the latest date in the range of dates for which you want to view files available for downloading. You may alternately use the calendar icon as described in Step Click the Filter button to execute the file search according to your specified criteria. Note: To return only a single date, enter that date in the From Date field. Leave the To Date field blank. Only data matching that single date will be retrieved. to applicable laws and regulations and service terms. 136

138 File Download Field Help The list of files available for download is displayed on the File Download Center screen. Optionally, you can filter the list (which, by default, displays all available files for download) by file type and the range of dates to limit the number of files shown. By clicking a hyperlink in the File Name column of the summary, you can select and save an individual file to any location on your PC that you specify. Search Criteria Fields File Type a drop-down list includes three possible options: All Types, Data Only, and Data and Image. These options are based on entitlements. Typically, the Data Only option is enabled for AR posting files. The Data and Image option includes images associated with data transactions. Finally, the All Types option is enabled so that document image files can be saved to an image archive. The Data Only and Data and Image options are only visible as file types when you have the entitlement to access them. File Status - a drop-down list includes All, Accessed, and New. From Date the earliest date in a range that defines the duration for your file search. To Date the latest date in a range that defines the duration for your file search. If no date range is entered, all available files downloaded in the past 14 rolling calendar days are listed with the most recently dated file occurring at the top. Note: Each date field includes a calendar icon. Click the icon to quickly select dates by clicking them on a pop-up calendar. Filter (button) this button activates the file search and filters the results based on your specified search criteria. File Summary Column Headings The lower region of the File Download Center screen displays a list of all the available files retrieved by the search. All column headings in this region are interactive. That is, you can click any column heading to alternately sort and resort data in that column in ascending and descending order. File Name this is the file name hyperlink that you can click to download and view its contents. Once successfully downloaded, you can save the file to your PC s file system so that it can be permanently saved if needed. Type the file type is either Data Only or Data and Image. Created If more than one file type is received daily, the Created date determines the order of receipt. Date This is the date that the file was generated. Days to Expire files expire after the 14 th calendar day from the recorded transaction date. Status the data in this column shows the most recent date that each file in the results summary was accessed. The status of any file that has never been accessed is described in red type as New. to applicable laws and regulations and service terms. 137

139 File Download Frequently Asked Questions Q. What kinds of files are available from the File Download Center? A. There are three file types available for download: Data Only, Data and Image, and All Types files. These are machine-readable files that are created by the lockbox processing platform and delivered to the download center at a predetermined time. Their inclusion among the available file type options is based on entitlements that are set up by your Customer Security Administrator. Typically, the Data Only option is enabled for AR posting files. The Data and Image option allows you to download images as well as data. Finally, the All Types option is enabled so that document image files can be saved to an image archive. You can download these files to your systems operations area for automated processing. Q. How long are files available to be opened and/or saved from the Download Center before they expire? A. Files are available from the File Download Center for 14 rolling calendar days. If needed, you can download a previously retrieved file again. to applicable laws and regulations and service terms. 138

140 Report Search Report Search Overview The Report Search screen is the point of access to several Receivables Edge reports that are related to your daily, weekly, and monthly transaction management activities. User access to Reports functionality is governed by the entitlements assigned by your Customer Security Administrator. Search Criteria in the Reports Search screen are divided into two sections, each offering a different type of report functionality. The sections are labeled, Online Reports and Report Downloads. Online Reports are known as the dynamic report options. Since these reports are made available to users by Customer Security Administrators, you may or may not be able to access all reports that are part of the Receivables Edge offering. Depending on the available report selected in this drop-down list, users can define search parameters such as date ranges of 1 to 31 days for transaction summaries, available transaction types and lockboxes (based on entitlements), and other fields specific to a particular report. Search criteria vary depending on the report type. When successfully returned, results are displayed on-screen and may be downloaded in CSV or HTML formats to facilitate analysis or printing. Among the Online Reports, the search criteria are very similar. However, the way the reports can be configured allows for a variety of ways to view similar and commonly shared transaction data. Report Downloads provides access to data that is generated by systems outside of Receivables Edge and sent to the application for inclusion in static-format reports such as the Lockbox Deposit Advice Report, Electronic Payment Detail and the Transmission Journal. These reports provide supplemental information for customers who require a summary of transaction activity from the Bank s processing platform. These reports are made available to users by Customer Security Administrators. Therefore, you may have no access or only limited access to the report downloads that are available to your company. to applicable laws and regulations and service terms. 139

141 Report Search How To The Online Reports are standard reports generated from parameters selected by the user. In the Report Search screen, you can select and in some cases, configure the report format based on similar search criteria for each report that is available to you. Note that your online report options may differ from those displayed in the sample list. Your ability to access various reports is determined by your Customer Security Administrator. The following information is presented only for example. Select an Online Report 7. In the Online Reports section of the Report Search screen, click the down arrow on the Report field. A dropdown list is displayed. 8. Click the desired report title in the list. For example, click Assigned-to Summary to select it. The Assigned To, Status, and Credit Date fields are displayed. Displayed fields will vary slightly based on the selected report. The default value for Assigned To and Status is All. You have the option to select another item from the drop-down list at each field. 3. At the Assigned To field, click the down arrow. 4. Click a name in the drop-down list of available users who have transactions assigned to them. When you click an individual name, only that user s assignments are displayed. 5. At the Status field, click the default setting, All or click the down arrow then click any one of the drop-down list items: Assigned, Reviewed, Closed, or Unassigned. to applicable laws and regulations and service terms. 140

142 6. At the Credit Date fields, enter a start date and an end date to define a range of dates for your report. The date range can only span 1 to 31 days within any calendar period that is still available in the image archive. The archive period is established during your implementation of the image service. Dates should be entered in the mm/dd/yyyy or mm/dd/yy format from the earliest date to the latest. Note that forward slashes (/) in the date format are optional. At least one credit date is required for the report. 7. Click the Search button. All transactions with credit dates in the defined range and that meet your Assigned To and Status criteria are returned. To enter a single credit date for your search, enter the desired date in the From field only. With a single date entry, only the transactions that match that credit date are returned. An alternate way to enter one or more dates when defining report criteria is to click the calendar icon, select a month from the drop-down list, then click a calendar day. The date is automatically entered in the field adjacent to the calendar icon. The options in the Report Downloads drop-down list provide access to data that is generated by systems outside of Receivables Edge and sent to the application for inclusion in static-format reports. Select a Downloadable Report 1. In the Downloadable Reports section of the Report Search screen, click the down arrow on the Report field. A drop-down list is displayed that shows the reports you are entitled to retrieve. 2. In the Report drop-down list, click Transmission Journal. 3. At the Available Lockboxes field, the default option is All. Click the down arrow to display the drop-down list. You can select an individual lockbox number or keep the default setting. (Not all reports can be selected by lockbox number.) 4. At the Credit Date fields, enter a start date and an end date to define a range of dates for your report. The date range can only span 1 to 31 days within any calendar period that is still available in the image archive. The archive period is established during your implementation of the image service. Dates should be entered in the mm/dd/yyyy or mm/dd/yy format from the earliest date to the latest. Note that forward slashes (/) in the format are optional. At least one credit date is required. 5. Click the Search button. to applicable laws and regulations and service terms. 141

143 Report Output Examples The following example of the Assigned To Report (one of the standard Online Reports) shows Workflow data for all users at the Wizard Electronics Company. Receivables Edge provides for delivery of reports produced by other systems that contain data not provided via the online dynamic reporting tool. These optional reports include Lockbox Deposit Advices, Lockbox Transmission Journals, and Electronic Payment Detail Reports. Downloadable Reports in their unique formats can be printed using an appropriate Windows application. For example, a report with a.txt extension could be printed using MS Notepad. The output depends on the report format and the application print settings. Report Search Field Help Search Criteria in the Report Search screen are divided into two sections, each offering a different type of report functionality. The sections are labeled, Online Reports and Report Downloads. Online Reports This group of reports is user-defined, allowing you to select and configure the report format based on similar search criteria for each report offered. The report criteria change depending on the report that is selected from the dropdown list. Note that your online report options may differ from those displayed in the sample list. Your ability to access various reports is determined by your Customer Security Administrator. to applicable laws and regulations and service terms. 142

144 Report is a drop-down list of the online reports that have been configured for your use. The list may contain any or all of the following options: Assigned-to Summary this report summarizes workflow assignments, users transaction status, and the number of transactions assigned, reviewed, closed, or unassigned for a specified range of 1 to 31 credit dates within any period of the calendar that is still available in the image archive. The archive period is established during your implementation of the image service. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. Hyperlinked items in the report allow you to access transaction results or individual transaction details depending on the data returned by your search criteria. Assigned To drop down list of all registered users within your company Status drop-down list Credit Date From/To fields with pop-up calendars (31 day range limit) Search button executes search for report contents Batch Recap a summary report that summarizes transaction type subtotals (Lockbox, ACH, or Wires) based on the individual batch totals within each lockbox for a specific date. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. Hyperlinked lockbox and batch numbers in the report allow you to access the results or details depending on the data returned by your search criteria. Credit Date a single field with pop-up calendar Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents CSV+ Detail provides an opportunity to search and display transactions in individual or all Lockboxes and/or Transaction Types based on a specific Credit Date. The report is displayed as a Comma Separated Values (CSV) file, which you can discard after viewing or save to a spreadsheet file on your computer. You can use the data in this report to create your own analyses and customized reports based on Receivables Edge payment and reference data. Repeat Payment Data On Each Row drop-down list. The Repeat option allows users to view the line item breakdown for multiple items covered by a single payment with all columnar data in the display. Row and columnar details are displayed for all payment items including separate invoices, shipping and freight charges, net discounts, etc. This option is available with either of the optional Online Reports. The default setting is Don t Repeat. Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Exception Reason Summary this report summarizes exception amounts according to exception reason codes that are defined by your Customer Security Administrator. The reason codes are hyperlinks that open either the Transaction Search Results screen or the to applicable laws and regulations and service terms. 143

145 Transaction Details screen depending on the number of matched transactions for that reason code. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. Reason Code drop-down list Credit Date From/To fields with pop-up calendar (31 day range limit) Search button executes search for report contents Extended Detail - This report shows a list of payments received in one or All lockboxes for a single credit date. Payment data may be sorted 2 ways: by Processing Date and Lockbox Number or by Remitter Name. You can specify subtotal by Lockbox or Batch. You may also define report data for All transaction types or one of four additional transaction type options. Includes 1 to 9,999 lines of reference (invoice) details per payment. This report includes standard, invoice references, and payment references fields. The number of fields for both the payment reference and the invoice reference will be defined by the user on the Report column section of the Online Service screen in Remit Admin. The user will be able to select a total of 6 reference columns. The Extended Details report can display the following combinations of up to a total of 6 reference columns: - All payment reference fields - All invoice reference fields - A combination of invoice reference and payment reference fields. - When a combination of the reference fields are used, the report will display the fields in the following order: - Standard fields - Invoice Reference fields - Payment Reference fields. - One example would be a payment with multiple line items showing invoice details (for example, Invoice Number and Invoice Amount). Lockbox subtotals are combined to display the Invoice Amount column totals at the bottom of each report page. Individual lockbox subtotals are displayed according to Remitter Name, Routing Transit #, and Remitter DDA. The payment field is hyperlinked to the Transaction Details page for that payment item. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. - The Extended Detail optionally includes Remitter Name and Customer ID column headings for customers who subscribe to Remitter Management service. Sort Order drop-down list Subtotal drop-down list Subsidiary drop-down list Repeat Payment Data On Each Row - drop-down list. The Repeat option allows users to view the line item breakdown for multiple items covered by a single payment with all columnar data in the display. Row and columnar details are displayed for all payment items including separate invoices, shipping and freight charges, net discounts, etc. This option is available with either of the optional Online Reports. The default setting is Don t Repeat. Currency drop-down list Credit Date a single field with pop-up calendar Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Group Recap to applicable laws and regulations and service terms. 144

146 this report summarizes Group data according by group for a single credit date. Subtotals are displayed per lockbox for the specified credit date. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. The lockbox numbers are hyperlinks that allow you to access transaction results and/or individual transaction details depending on the data returned by your search criteria. Credit Date a single field with pop-up calendar Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Activity Summary I this report summarizes payment totals for a specified range of 1 to 31 credit dates within any period of the calendar that is still available in the image archive. The archive period is established during your implementation of the image service. The report data is subtotaled by credit date. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. The lockbox numbers are hyperlinks that allow you to access transaction results and/or individual transaction details depending on the data returned by your search criteria. Credit Date From/To fields with pop-up calendar Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Activity Summary II this report summarizes payment totals based on a specified range of 1 to 31 process dates within any period of the calendar that is still available in the image archive. The archive period is established during your implementation of the image service. The report data is subtotaled by process date. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. The lockbox numbers are hyperlinks that allow you to access transaction results or individual transaction details depending on the data returned by your search criteria. Credit Date From/To fields with pop-up calendar Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Payment Detail - this report shows a list of payments received in one or All lockboxes for a single credit date. Payment data may be sorted 2 ways: by Processing Date and Lockbox Number or by Remitter Name. You can specify subtotal by Lockbox or Batch. You may also define report data for All transaction types or one of four additional transaction type options. this report is created for a single credit date. It shows individual payments and total payments within a lockbox number. The payment field is hyperlinked to the transaction details page for that payment item. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. - the Payment Detail report optionally include Remitter Name and Customer ID column headings for customers who subscribe to Remitter Management service. Credit Date From/To fields with pop-up calendar to applicable laws and regulations and service terms. 145

147 Transaction Type drop-down list Available Lockboxes drop-down list Search button executes search for report contents Payment Analysis Report this report summarizes transaction data by Transaction Type (LBX, Wire, ACH) for a single credit date or credit date range and for All or a single Lockbox. # of Payments, Percent of Total Dollars and Dollars Deposited columns are displayed for each transactions type. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. A summary pie chart is also displayed to see the breakup of the transaction types for the specified date range and lockbox(es). Credit Date a single field with pop-up calendar Available Lockboxes drop-down list Search button executes search for report contents Return Item Summary this report summarizes return item totals for customers who want to better understand the impact of returns on cash flow and accounts receivable. It allows you to identify trends at a client level. You can view return item totals by Disposition Indicator and/or by Return Reason for a single date or for a specified range of 1 to 31 Return Dates. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. The Return Reasons are hyperlinks that allow you to access Return Results or individual Return Details depending on the data returned by your search criteria. This report may be downloaded in CSV (spreadsheet) or HTML (browser) format. Return Date From/To fields with pop-up calendar Disposition Indicator drop-down list Search button executes search for report contents Downloadable Reports The Downloadable Reports options provide access to data that is generated by systems outside of Receivables Edge and sent to the application for inclusion in static-format reports such as the Lockbox Deposit Advice Report or the Transmission Journal. Note that your report download options may differ from those displayed in the sample list. Your ability to access various reports is determined by your Customer Security Administrator. Report a drop-down list. The drop-down list may contain any or all of the following options: Lockbox Deposit Advice Report this report prints a recap of check deposit credits by lockbox, DDA number, and account number. The printed report shows the time, process date, and amount of credit to a remitter s lockbox account. Transmission Journal to applicable laws and regulations and service terms. 146

148 this is a summary of items included on an electronic transmission generated by the bank s processing platform. Common Sorting Parameters for Downloadable Reports Available Lockboxes the lockbox to which remittances are directed (can be a virtual lockbox for electronic payments), this drop-down list includes only lockboxes that the user is entitled to access. Regular check boxes can have electronic payments attached ; pure electronic boxes are also possible. Credit Date two fields in which you can enter a range of dates for which you want data to be retrieved for the selected report. The acceptable range of dates is 1 to 31. Search a button that activates the search for report data. Upon successful capture of defined parameters, a list of downloadable reports is displayed. If no results found, a message is displayed. to applicable laws and regulations and service terms. 147

149 Report Search Frequently Asked Questions Q What is the best way to obtain Receivables Edge data for use in an external application or report? A. The CVS Plus is a canned report that includes most Receivables Edge transaction details in a simple spreadsheet format. The data returned in this report can be saved to a file on your computer and extracted for your own customized analyses and reports. Q. - Is it possible to subtotal the Payment and Extended Detail reports? A. - Yes. The Detail reports can be sorted by Lockbox Number or by Batch to easily accommodate your workflow and cash application needs. Q. - The Payment and Extended Detail reports include an option to Repeat Payment Data on Each Row. What does this option allow and how does it change the displayed output? A. - The Repeat option allows users to view the line item breakdown for multiple items covered by a single payment with all columnar data in the display. Row and columnar details are displayed for all payment items including separate invoices, shipping and freight charges, net discounts, etc. This option is available with either of the optional Online Reports. The default setting is Don t Repeat. to applicable laws and regulations and service terms. 148

150 Custom Report Custom Report Overview The customers that subscribe to the Custom Report can give users ability to generate reports containing user defined columns and column orders. The reports can include all payment information, remitter information, enrichment status, invoice reference and payment reference details depending on user selection. This report is only available to customers that subscribe to it and can be used by users who have the Custom Report entitled to them. The Custom Report screen is divided into three sections. The sections are labeled Custom Reports, Field Selection and Report Criteria for Custom Reports. The Custom Reports sections allow users to use an existing template or create a new template. The Field Selection section allows users to select the columns and the order of columns that should be included in the custom report. The Report Criteria for Custom Reports section allows user to filter the report based on payment and bank identifier fields. The Custom Reports are generated offline and made available to the users for retrieval in the Report Inbox. The Report Inbox also provides status of a report requested by the user. The statuses available are New, Accessed, Error, No Entries Found and Processing. to applicable laws and regulations and service terms. 149

151 Custom Report How To The Custom Reports are standard reports generated from parameters selected by the user and include columnar information specified by the user. On the Custom Report screen, you can select existing template created by you or other users or define criteria and save as a public/private template. Additionally, you can run a onetime report without using an existing template or save a template. Select an Existing Template 1. In the Custom Reports section of the Custom Report screen, click the down arrow on the Existing Template field. A drop-down list is displays the available templates with the template name and the creator. 2. Once an existing template is selected the field selection and Report Criteria for Custom Reports is prefilled with the criteria defined in the template. 3. After a template is selected you may change the field selection or Report Criteria for Custom Reports and save as a new template or run the report. Note: You cannot update an existing template created by another user. The updated template will be saved as a new template with the name specified by you in the Save Template As field and with you as the creator. However, you can update as existing template created by you. Create a New Template 1. In the Custom Reports section on the Custom Report screen enter the name you would like to give to the template. Also specify if the template should be Private (only visible/usable by you) or Public (can be viewed and used by specified users). to applicable laws and regulations and service terms. 150

152 2. If you selected to save the template as a Public template then you will be able to select the users who should be able to access the template. To select all users in the list left click on the first user hit and hold the Shift key on your keyboard and left click on the last user. 3. Select the columns that should be displayed on the report. You can click on the All checkbox next to Available Fields to select all fields or you can move one/more fields from the Available Fields box to the Selected Fields box. Note: Some fields in red are preselected and included in the Selected Fields box since these are required fields for successful generation of a report. These fields cannot be removed from the Selected Fields box. 4. You can select the fields in the Available Fields box and move them to the Selected Fields box in the correct order or you can move the fields up/down in the Selected Fields box using the Up or Down arrows. To change the order of fields displayed, select the field that you would like to move and click on the Up or Down arrow depending on where you would like that field positioned once the report is generated. Note: The order of the fields displayed in the Selected Fields box is the order of columns that will be displayed once the report is generated. to applicable laws and regulations and service terms. 151

153 5. Next select the Report Criteria for Custom Reports. You must specify either a single or range of Process Date(s) or Credit Date(s). The other fields available for filter are: Amount Single or Range Lockbox One or Multiple Site One or Multiple Deposit DDA One or Multiple Transaction Type One or Multiple Primary Remitter Name Remitter RT# Remitter DDA Payment Status to applicable laws and regulations and service terms. 152

154 Other fields are available such as Enrichment Status, Customer Classification, etc, depending on your company s subscription to advanced services in Receivables Edge. 6. Once you have selected the Fields and Report Criteria click on the Save Template button to save the template for future use by yourself/other entitled users in your company 7. After you have saved the template you can click on the Submit Report button to generate a report using the criteria specified in the template. Accessing Custom Report The Custom Reports submitted by you can be accessed via the Report Inbox. The reports are available to for 14 days after their creation. The Report Inbox can be filtered using the Status, Report Creation Date Range. The Report Inbox displays the Report Name, Creation Date, Template Owner (if generated from a template), Days to Expire and Status. 1. Move your mouse over the Reports Tab and select the submenu option for Report Inbox. 2. The Report Inbox is displayed containing all Custom Reports available to you. Also, the filter options of Status and Creation From and To Dates are displayed to allow you to filter the results to quickly find a specific report. to applicable laws and regulations and service terms. 153

155 3. Click on a Report Name hyperlink to access the report in New or Accessed status. The report is available as a zipped file and can be unzipped to open in Excel as a CSV file. The reports can be in the following statuses: - Processing the report has been submitted by the user and is being processed - New the report is ready for review and has not yet being accessed by the user - Accessed the report is ready for review and has been previously accessed by the user - Error the report failed to generate - No Entries Found the report query ran and found that there were no transactions with the filter criteria selected during submission. 4. A window appears with the option to Open or Save the report. Click on Save to save the report in a local directory on your computer. Click on Open to open the zip folder to extract the report and display in Excel. to applicable laws and regulations and service terms. 154

156 Custom Report Field Help The Custom Report can be generated from the Custom Report screen which is divided into three sections; Custom Reports, Field Selection and Report Criteria for Custom Reports. Successfully generated and status of requested Custom Reports can be accessed via the Report Inbox Screen which contains the filter criteria and list of available reports. Custom Report On this screen users can request a Custom Report using an existing template or a new template. Or create templates for future use by you or other specified users. Custom Report Section Existing Template Users can select a template either to request a report or Delete the template. This dropdown displays templates created by you and any templates that are saved by others and accessible to you. Selecting an existing template will pre-populate the field selection and Report Criteria for Custom Reports fields with options saved in the template. Delete Button Deletes the selected template. If no template is selected, displays an error message on the click of the Delete button A template must be selected Save Template As The template is saved with the name specified in this text box. This field must be populated before saving a template Public/Private drop down This allows users to specify if the template should be Private (only viewable and usable by the creator) or Public (viewable and usable by users specified by the creator). Private is the default value. User Names If Public is selected from the Public/Private drop down then a list of users is displayed for selection. Select one or multiple users that should be able to view/use the template. Field Selection section Available Fields Includes all fields available for the report and not yet moved to the Selected Fields list box. User can select one or more fields from the Available Fields list box and move to the Selected Fields list box. Selected Fields Includes all fields that are selected for inclusion in the report. User can select one or move fields from the Selected Fields list box and move to the Available Fields list box to not include them on the report. The following fields are required and cannot be removed from the Selected Fields list box: Credit Date, Process Date, Lockbox#, Site Code and Name, Deposit DDA, Payment Number and Amount. to applicable laws and regulations and service terms. 155

157 Field Selection Arrows User can user the field selection arrows to move fields from Available Fields list box to Selected Fields list box and vice versa. Order Selection Arrows The fields will be displayed on the report in the order they are displayed in the Selected Fields list box. To change the order of the fields the Order Selection Up/Down arrows can be used to move individual fields up or down in the Selected Fields list box. All checkbox This checkbox allows users to move all fields from the Available Fields list box to the Selected Fields list box and vice versa. Report Criteria for Custom Reports Credit Date From If a Credit Date radio button is selected a Credit Date From is required to request a report. This is the starting date for the report. Credit Date To This is the ending date for the report. If this is not entered then the default is blank and the report will only be generated for the Credit Date entered in the Credit Date From field. Process Date From If a Process Date radio button is selected a Process Date From is required to request a report. This is the starting date for the report. Process Date To This is the ending date for the report if this is not entered then the default is blank and the report will only be generated for the Process Date entered in the Process Date From field. Amount From This is not required. This is the starting amount of payments for which the report should be generated Amount To This is not required. This is the ending amount of payments for which the report should be generated. If this is not entered then the default is blank and the report will only be generated for the Amount entered in the Amount From field Lockbox - User can select one or more lockboxes from the list to be included in the report. Site - User can select one or more sites from the list to be included in the report. to applicable laws and regulations and service terms. 156

158 Deposit DDA User can select one or more Deposit DDA from the list to be included in the report. Transaction Type drop down User can select one or multiple transaction types that should be included in the report. Enrichment Status - This drop down is only available to customers subscribing to the Remittance Association/Invoice Association/Supplemental Data Entry services. User can select one or more Enrichment Statuses (Required and Complete) to be included in the report. Associated This drop down is only available to customers subscribing to the Remittance Association/Invoice Association services. User can select one or more Association Statuses (Associated and Unassociated) to be included in the report. Current Status - This drop down is only available to customers subscribing to the Invoice Matching service. Invoice Reference fields must be selected in the Field Selection section to successfully run a report with one of more values selected from the Current Status selection box. The values are; Matched, Repaired, Repair Required, Transmitted and Deactivated. The report will contain all transactions containing invoices in the selected status. Subsidiary Name This drop down is only available to customers subscribing to the Invoice Matching service. Users can select one or more subsidiaries to be included in the report. The report will contain all transaction containing invoices assigned the selected subsidiaries Reason This drop down is only available to customers subscribing to the Invoice Matching service. Users can select one or more reasons to be included in the report. The report will contain all transactions containing invoices assigned the selected reasons No Check Items/Correspondence Users can specify if they would like to include/exclude or only display No Check Items/ Correspondences in the report. Return Items This drop down is only available to customers subscribing to the Return Item Service in Receivables Edge. Users can specify if they would like to include/exclude or only display Return Items in the report. Remote Capture Items This drop down is only available to customers subscribing to the Virtual Remit Service in Receivables Edge. Users can specify if they would like to include/exclude or only display Virtual Remit items in the report. Primary Remitter Name Users can enter the Primary Remitter Name to only display items from a specific remitter in the report. Remitter RT# - Users can enter the Remitter RT# of a Remitter to only display items from a specific remitter in the report Remitter DDA Users can enter the Remitter DDA of a Remitter to only display items from a specific remitter in the report Customer Classification This drop down is only available to customers subscribing to the Remitter Management service in Receivables Edge. Users can select the Customer Classification to only display items from a specific group of remitters in the report Payment Reference Fields Customers can select the Payment Reference Field and the value for the field to include only those transactions containing the Payment Reference Field and specified value. Group This field is only available to customers subscribing to group processing. Users can enter the group to only include transactions with a specific group assigned in the report. Payment Status Customers can specify the status of the payment they wish to filter on. The available options are: All, Deposited, Returned, Re-presented. Submit Report button Users can click on this button to run a report including the fields selected in the Field Selection section and include data per the criteria selected in the Report Criteria for Custom Report section. to applicable laws and regulations and service terms. 157

159 Save Template button Users can click on this button to save a template with the name specified in the Save Template as field and the fields and criteria selected in the Field Selection and Report Criteria for Custom Report sections respectively. Clear button Cancels the field selection and Report Criteria for Custom Reports selection. Report Inbox Users can access their Custom Reports from the Report Inbox. Reports are available for 14 days from their date of creation. Search Criteria Section Status Users can select a Status of the report to filter the list of reports to only display reports in the selected status. The statuses available are Processing, New, Accessed, Error and No Entries Found. From Date This is the starting creation date for your search range. This field is required and must be submitted in order to filter the results list. To Date This is the last creation date for your search range. The default value for this field is blank and if a value is not entered the results will be filtered to display any reports generated on the date entered in the From Date. Report Name This column displays the name of the report. It consists of the template name if a template was used and the creation date and number of reports generated for the requested data. If a template was not used then the report name consists of the generic name Custom Report and the creation date and number of reports generated for the requested data. Created This column display the date and time the requested report was created. Template Owner This column lists the name of the user who created the template that was used to generate the report. This column will be blank if no template was used to generate the report. Days to Expire This column displays the number of days left for the report to expire I.e. removed from the Report Inbox. Reports will be kept in the Report Inbox for 14 calendar days from the creation date. Status This column displays the status of the report. The statuses are: Processing, New, Accessed, Error and No Entries Found. to applicable laws and regulations and service terms. 158

160 Custom Report Frequently Asked Questions Q. Can I update a previously created template? A. Yes, you can update a previously created template by selecting the old template in the Existing Template drop down and making the necessary changes and then click on Save Template button. This will save the changes for the old report, retaining the old report name. Q. My Company subscribes to Custom Reports but, I am not able to see the Custom Report or Report Inbox screen. A. If you are a normal user then, a Customer Security Administrator must entitle you to the Custom Report feature once your company subscribes to the Custom Reports. If you are a Customer Security Administrator then you need to be entitled to the Custom Report feature after your company subscribes to the Custom Reports. Call your local help desk for further assistance. Q. Why am I not able to run a report for a specific lockbox assigned to the Web Id? A. You may not be entitled to the lockbox. If you are a normal user, your Customer Security Administrator will be able to assign you to the lockbox if required. If you are a Customer Security Administrator you will need to be assigned the lockbox by an internal user. Contact the help desk for further assistance. Q. Why do I see multiple hyperlinks in the Report Inbox for a single report request? A. If the report request resulted in data containing more than 50,000 records then the report is split into multiple files. The naming convention of the files is name_date_file#_total number of files. For example, a report named Custom Report Test split into 3 files will have the following names: Custom Report Test_070111_1_3 Custom Report Test_070111_2_3 Custom Report Test_070111_3_3 Q Why is my Custom Report displaying the status Error in the Report Inbox? A. This is a rare occurrence but the most common reason for an error is that the report request could not be completed by the system in a timely manner due to a large volume of data found matching the entered criteria. Q Why is my Custom Report displaying the status No Entries Found in the Report Inbox? A. If the system is not able to find any data matching the entered criteria while requesting the report then the report will display the status No Entries Found. Check the data available to you and run the report using updated criteria. to applicable laws and regulations and service terms. 159

161 User Maintenance Search User Maintenance Search Overview The Admin drop-down menu items in Receivables Edge include User Maintenance. These functions are only accessible by Customer Security Administrators. The Admin tab is not displayed for other user roles. User Maintenance Search is the default screen that opens when you click the Admin tab on the Main Menu. Based on the search criteria that you enter in this screen, it is populated with one or more user names and user IDs of currently registered users, along with their organizational roles, login history, and status. If you conduct a search based only on the default Status setting, All, then the screen is populated with the high-level profile data of all currently registered users. User IDs are hyperlinks that allow you to drill down into a particular user s profile information. When you click an active User ID, the User Maintenance screen opens. User Maintenance is the screen in which you can view and edit detailed user profile information, including addresses, user roles, entitlements, and password resets. The User Maintenance screen is also where a Customer Security Administrator Clones existing user profile, creates new user profiles and grants the new users access to the system based on their roles and entitlements. User Maintenance Search How To The functionality that is provided by the User Maintenance Search screen is simple and straightforward. There are three optional data entry fields: J.P. Morgan ACCESS ID (for Direct Edge customers), Edge User ID(for Direct Edge customers) User Id (for Full Portal customers) and User Name. The Status field includes a drop-down list of options. The button functions, Search and New, activate a search and open the User Maintenance screen in New User mode, respectively. Activate a User Search In the User Maintenance Search screen the J.P. Morgan ACCESS ID (for Direct Edge customers), Edge User ID (for Direct Edge customers) User Id (for Full Portal customers) and User Name fields are not required to activate a search for All users on your system, but you can narrow your search for one or a smaller number of users by entering specific or wildcard search strings in one or both fields. You can also leave the two optional fields blank, and base your search only on the Status field. This is useful when you want to quickly find an Inactive or Locked user. 1. At the J.P. Morgan ACCESS ID/Edge User ID (for Direct Edge customers) User Id (for Direct Edge customers) field, enter all or a portion of a user s alphanumeric ID. If you only know a part of the user ID, you can perform a wildcard search by substituting the asterisk (*) sign for characters at the beginning or end of your search string. For example, if all you know is that the user s ID includes the text string, csa, enter *csa* in the J.P. Morgan ACCESS ID/Edge User ID (for Direct Edge customers) User Id (for Full Portal Customers) field. With this query definition, all User Id entries that include the text string csa would be returned. 2. Skip the optional User Name field leaving it blank. Note that if you know all or part of a particular user s name, you may enter it at this field to narrow your search for a single user. to applicable laws and regulations and service terms. 160

162 3. Leave the Status at its default setting, All. 4. Click the Search button. In the following example, this search returns one or more user records depending on the user ids registered for your company. 5. Click the desired J.P. Morgan ACCESS ID (for Direct Edge customers) or User Id (for Full Portal customers) hyperlink to access a user s detailed profile. The User Maintenance screen opens with the selected user s profile on display. For additional information about editing and adding new user profiles, refer to the User Maintenance Help topic. to applicable laws and regulations and service terms. 161

163 Add a New User Profile To begin the process to add a new user profile from the User Maintenance Search screen, click the New button. The User Maintenance screen opens in data entry mode. The screen is virtually identical to the example shown in the Activate a User Search topic. The only difference in the screen is that the upper region is now called New User (vs. Edit User). Fields in this area are blank or set to the default values and ready to be populated with a User Name, Addresses, Role, and User Entitlements. A detailed example of how to clone an existing user profile and add a new user profile, complete with entitlement settings is presented as part of the User Maintenance Help topic. Search Criteria The functionality of the User Maintenance Search screen is simple and straightforward. Activating a search and clicking a user id in the results list or selecting the New button in this screen leads to the User Maintenance screen in which individual user profiles can be created and modified. In the User Maintenance Search screen, there are two optional data entry fields: User Id and User Name. The Status field includes a drop-down list of options. The button functions, Search and New, activate a search and open the User Maintenance screen, respectively. User Maintenance Search Field Help Search Criteria J.P. Morgan ACCESS ID (for Direct Edge Customers Only) the alphanumeric identifier that is used for login and user identification to the Receivables Edge Direct Edge URL (rms.bankone.com). J.P. Morgan ACCESS ID can be 6-20 alphanumeric characters in length and is not case-sensitive. Edge User ID (for Direct Edge Customers Only) the alphanumeric identifier that was used for login and user identification to the Receivables Edge Standalone URL (rms.bankone.com). Edge User ID can be 6-20 alphanumeric characters in length and is not case-sensitive. User Id (for Full Portal Customers Only) the alphanumeric identifier that is used for login and user identification to the J.P. Morgan ACCESS Portal (Full Portal). User Id can be 6-20 alphanumeric characters in length and is not case-sensitive. User Name a user s name. This entry is not case-sensitive (upper and lower case characters are recognized). 255 characters are allowed for the name entry. Status a drop-down list that includes the following status options for searching: o Active o Inactive to applicable laws and regulations and service terms. 162

164 o Locked o All Search this button activates a search for one or more users. The result list provides hyperlinks on each User id to view/edit an existing profile(s), including entitlements and password resets. New this button opens the User Maintenance screen to add a new user profile. to applicable laws and regulations and service terms. 163

165 User Maintenance Search Frequently Asked Questions Q. Is it necessary to enter data into the User Maintenance Search screen to activate a search? A. No. The J.P Morgan ACCESS ID (for Direct Edge Customers), Edge User ID (for Direct Edge Customers) and User Id (for Full Portal Customers) and User Name field entries are optional. You can simply click the Search button to return All registered users on your system who have profiles. You can also select a specific status from the dropdown list that narrows the search from all users to the set of users found with the selected status. For example, all users with Active status or all users with Inactive status can be the basis for a search that returns a subset of All users. Q. Can you perform a search for a user who is locked out of the system, for example, due to an expired password? A. A Customer Security Administrator can search for any registered user regardless of status. The Status criteria can be set to Active, Inactive, Locked, or All. When a user has been locked out of the system due to an expired password, a Customer Security Administrator would activate a search with the Status option set to Locked to find that user s profile and quickly reset the password. Q. Are the Admin functions available to all users? A. No. Only Customer Security Administrators have access to the Admin tab on the Main Menu and its set of functions including User Maintenance, Security Logs, Reason Code Maintenance, and Alert Logs. Users with other roles do not see the Admin tab as an option on the Main Menu. to applicable laws and regulations and service terms. 164

166 User Maintenance User Maintenance - Overview The Admin Quick Links in Receivables Edge include User Maintenance, Bulk Maintenance, Alert Logs, Security Logs, Reason Code Maintenance, User Entitlements Report, Self-Service Products, Encrypted CD Details, and Change CD Password. The Admin tab is not displayed for other user roles. These functions are only accessible by Customer Security Administrators. The User Maintenance screen is accessed through the User Maintenance Search screen to edit existing user profiles and add new user profiles. There are minor differences in the look of the User Maintenance screen between Create and Edit modes. When you click the New button in the User Maintenance Search screen, the upper region of the User Maintenance screen is labeled, New User. In Edit mode, this same region is labeled, Edit User. The difference in screen labels makes it easy to remember which task you were performing in the event of an interruption or break. In Create mode, all fields are blank or set to a default value. In Edit mode, the fields are pre-populated with existing user data. In Edit User mode the User Activation Code Retrieve link is enabled and the Reset Password link is enabled. The Portal Service states if the user is Portal Pending or Portal enabled. Whether you are creating a new user profile editing or cloning an existing profile, the upper region of the User Maintenance screen is where you define the Edge User Id, User Name, preferred Addresses (for Alert Inbox), Extended Auto-Logoff Timeout (for customers subscribing to the Extended Auto-Logoff service), Language, Time Format, Date Format, Currency Format and Role assignment. Login and profile histories are automatically maintained. The lower region of the User Maintenance screen includes Entitlement definition for standard and subscription services including Workflow, Notes, Alert, Long-Term Archive, Remitter Management, Virtual Remit, Stop/Go Upload, etc. The options for these services are Read Only, Update, Update & Upload, Allow Transfer, and Do Not Allow Transfer. Separate update access can be specified for Workflow and Notes functions that allow users to assign transaction, flag exceptions, and add or edit notes, respectively. Read Only users can only view the Workflow and Notes information. Update access for Alerts allows the user to create and edit alert triggers. Read Only users can only receive alerts in their inbox but cannot create triggers. Other Receivables Edge entitlements include Data Augmentation, Notifications, access to the company s available lockboxes, return sub account, online reports, and report downloads, file downloads, and capture lockboxes. The Customer Security Administrator can assign access privileges to all or a select number of each of these to a user. These assignments in the user profile determine a user s access to Lockboxes, Return Sub Accounts, Online Reports, Report Downloads, File Downloads, and Capture Lockboxes when using Receivables Edge. to applicable laws and regulations and service terms. 165

167 User Maintenance How To The add and edit user profile functions are initiated in the User Maintenance Search screen. Create a New User Profile To create a new user profile, click the New button in the User Maintenance Search screen. The User Maintenance screen opens in Create mode. 1. At the User Name field, enter the user s full name. The name displays as typed (upper case only or a mixture of upper and lower case). 2. At the Address #1 field, enter the user s primary business address. 3. Address #2 is optional. 4. At the Role(s) field, click the down arrow. Click the appropriate role in the drop-down list. 5. Click on the Extended Auto-Logoff Timeout checkbox to enable the extended auto-logoff of 30mins instead of the default 15mins. 6. Select the Language, Date Format, Time Format and Currency Format for appropriate for the user. Edit an Existing User Profile To edit an existing user profile, you must select a user. From the User Maintenance Search screen, select the appropriate search criteria and activate a search. When your results return one or more users, click the User Id hyperlink. The User Maintenance screen opens in Edit mode for the selected user. Note that the User Id field in this screen cannot be edited once the user profile is created. 1. At the User Name field, edit the user s full name. 2. At the Address #1 field, edit the user s primary business address. 3. Address #2 is optional. You can add or edit information at this field. 4. At the Role(s) field, click the down arrow. Click the appropriate role in the drop-down list to change it. 5. Click the Reset link to reset the user password. to applicable laws and regulations and service terms. 166

168 Clone an Existing User's Profile Cloning a user is the process by which you copy an existing user s profile to create the exact same entitlement profile for a new user. To clone a user, perform a user search through the User Maintenance Search screen. This opens the user s profile in the User Maintenance screen. Optionally, you can edit the user s entitlements before clicking the Clone User button in the lower right region of the screen. The Clone User function refreshes the User Maintenance screen showing the same entitlement selections, but clearing the fields in the User Profile section so that you can add profile data for a new user with the exact same entitlements. After adding New User profile data, click Save to add the new user s record to the database of existing users. Entitlements Whether you are creating a new user profile or editing an existing user profile, the functionality in this lower region of the User Maintenance screen is the same. Services The default setting at the Workflow and Notes, Alert Triggers, and Remitter Management fields is Read Only. To change either or both of these default service entitlements from Read Only to Update: 1. Click the down arrow on the service field you want to change. 2. Click the Update option to select it. 3. Click the Save button to accept the changes in the user s profile. The default setting for Virtual Remit is Allow Transfer. To change the default from Allow Transfer to Do Not Allow Transfer. 1. Click the down arrow on the service field you want to change. 2. Click the Do Not Allow Transfer option to select it. 3. Click the Save button to accept the changes in the user s profile. The default setting for Long Term Archive is a disabled checkbox. To allow Long Term Archive click the checkbox to enable. The default setting for Stop/Go Upload is a disabled checkbox. To allow Stop/Go Upload click the checkbox to enable. Data Augmentation The default setting for Association is a disabled checkbox. To allow Association click the checkbox to enable. The default setting for Disassociation is a disabled checkbox. To allow Disassociation click the checkbox to enable. The default setting for Remittance Entry & Upload is a disabled checkbox. To allow Remittance Entry & Upload click the checkbox to enable. The default setting for Supplemental Data Entry is a disabled checkbox. To allow Supplemental Data Entry click the checkbox to enable. Notifications to applicable laws and regulations and service terms. 167

169 The default setting at the Payment, Return, Event, and Capture fields is Read Only. To change either or both of these default service entitlements from Read Only to Update: 1. Click the down arrow on the service field you want to change. 2. Click the Update option to select it. 3. Click the Save button to accept the changes in the user s profile. Access Privileges There are four Access items related to Receivables Edge functionality that are only accessible to a user if entitlement is assigned. The four Access items are Site Lockbox, Return Sub Account, Online Reports, Report Downloads, File Downloads, and Capture Lockboxes. Each Access item has a checkbox that allows All Available privileges for an item to be Assigned at once. Additionally, single items from the available list can be moved to the assigned list instead of assigning all at one time. To assign All privileges for any Access item: 1. Click the checkbox at any or all items in the Access column to enable All items to be Assigned. All items are moved at once from their default position in the Available textbox to the Assigned textbox. 2. Click the Save button to accept the changes in the user s profile. To assign only a subset of All privileges for any Access item: 1. To the right of the Access item you want to assign, click an individual item in the Available textbox that you want to move to the Assigned textbox. You may select multiple items by clicking on one, then holding down the CTRL (control) key on your keyboard while clicking on others. 2. Click the right arrow to move the selected item from the Available list to the Assigned textbox. In Edit mode, you can change an assignment from All to one or more individual items. 1. Uncheck the All checkbox at the desired Access item. All items in the Assigned textbox automatically move to the Available textbox. You may select multiple items by clicking on one, then holding down the CTRL (control) key on your keyboard while clicking on others. 2. Click to select an individual item from the Available list. 3. Click the right arrow to move it from the Available textbox to the Assigned textbox. You can use the left and right arrows to move individual items back and forth between Available and Assigned textboxes as needed. to applicable laws and regulations and service terms. 168

170 User Maintenance Field Help New User/Edit User J.P. Morgan ACCESS ID this system assigned alphanumeric identifier of users for login and general identification to the Receivables Edge application is assigned by the system once the user is created. Edge User ID this is a system assigned alphanumeric identifier of users for general identification to the Receivables Edge application.. User Name full user s name. This entry is not case sensitive. Address #1 this is a primary business address. The default definition is the address associated with the Receivables Edge user account that can be used for receipt of alert messages in addition to the Alert Inbox. Address #2 this is a secondary address, pager or other personal communication device that can be used for receipt of alert messages in addition to the primary address and the Alert Inbox. Locked Status this indicates if the user if locked or unlocked. The user maybe locked due to multiple bad logins. User can be unlocked by resetting the password. Extended Auto-Logoff Timeout this checkbox enables the extended auto-logoff timeout if checked. Once enabled the user will be automatically logged out of the system if there is no activity for 30mins. The user will receive a timeout warning pop-up message after 29mins of inactivity. The user can click on Ok to continue using the application or click on Logoff to log out of the application. If this checkbox is unchecked the default Auto-Logoff Timeout of 15mins is applied with a warning pop-up message displayed after 14mins of inactivity. Registered Workstations displays the number of machines registered for use by the user. The Unregister All link allows CSAs to unregister all machines registered to the user. Language Displays the language in which the labels and some information will appear in Receivables Edge for the user. Time Format Displays the format in which the time will appear in Receivables Edge for the user. Date Format Displays the format in which the date will appear in Receivables Edge for the user. to applicable laws and regulations and service terms. 169

171 Currency Format Displays the format in which the amounts will appear in Receivables Edge for the user. User Activation Code the Retrieve link allows CSAs to retrieve a User Activation Code for the user to be used for logging in from an unregistered machine. Created this information is display only. The system retains and displays the date that a user profile is created. Last Login this information is display only. The system maintains a login history in the number of bad logins and the most recent login date. Status this information is display only. User profile status can be Active, Inactive, or Locked. Role(s) this is a drop-down list that includes the organizational roles established for your company by the bank prior to implementation. Reset Password this link is enabled in Edit mode. If it is clicked, a new system generated temporary password is provided for the user to login. Portal Service displays the portal service status of the user Portal Enabled, Portal Pending or Non Portal. User Id/User Name Rules User Name must be unique within a customer. If an attempt is made to add a duplicate, an error message will be displayed and the user will not be added. After a user is added, the user name field is editable. If an attempt is made to change the user name of an existing user that is a duplicate of another user within that customer, an error message will be displayed and the user will not be updated. Password Rules By default, users passwords are set to expire after 90 days. The expiration parameter can be set to 30, 60, or 90 days by the Bank to accommodate variances in your company s security policy. The bank establishes a password expiration interval for your company at the time of service implementation. If a user does not change a password prior to expiration, the Customer Security Administrator must reset the user s password or the user can click on the Forgot your password? link to reset their password.. If a user exceeds three login attempts, a Customer Security Administrator must also reset the password or the user must use the Forgot your password? link to reset the password. The following Password rules apply: Password must be between 8 to 20 characters long Contain at least one upper case letter, one lower case letter and one number Not contain spaces but can contain following special # $ % & _ + / { } ~? Not contain three or more consecutive numbers or letters (e.g. "123Smjth / ABCSmjth" would not be allowed) Not contain three or more repeated numbers, letters or special characters (e.g. "AAASmjth / 111Smjth would not be allowed) Not contain the words "morgan" or "chase" - Be between 8 and 20 characters long Be different from your J.P. Morgan ACCESS User ID to applicable laws and regulations and service terms. 170

172 Entitlements Services: Workflow & Notes - a drop-down list includes two options: Read Only and Update. Remitter Management a drop-down list includes three options: Read Only, Update, and Upload & Update. Virtual Remit Transfer a drop-down list includes two options: Allow Transfer and Do Not Allow Transfer. Long Term Archive checkbox. Stop/Go Upload checkbox Data Augmentation: Association - checkbox. Disassociation - checkbox. Remittance Entry & Upload - checkbox. Supplemental Data Entry - checkbox. Notifications: Payment - a drop-down list includes two options: Read Only and Update. Returns - a drop-down list includes two options: Read Only and Update. Events - a drop-down list includes two options: Read Only and Update. Capture - a drop-down list includes two options: Read Only and Update. to applicable laws and regulations and service terms. 171

173 Access: Site Lockbox Check All to grant user access to all available Sites and Lockboxes. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. Return Sub Account Check All to grant user access to all available Sub Accounts for Returns. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. Online Reports Check All to grant user access to all available Online Reports. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. Report Downloads Check All to grant user access to all available Report Downloads. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. File Downloads Check All to grant user access to all available File Downloads. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. Capture Lockboxes Check All to grant user access to all available File Downloads. Alternately, click right and left arrows to move individual items between the Available and Assigned listboxes. Available a listbox can be scrollable, includes selections in each entitlement Access category. Left/Right Arrows buttons move items between the Available and Assigned listboxes. Assigned a listbox can be scrollable, includes selections in each entitlement Access category. Save button saves edited information in the user s profile. Deactivate User button deactivates the user profile. Cancel button cancels the editing session with no changes to the user profile. Clone User button refreshes the User Maintenance screen, retaining the entitlement data of the selected user but clearing the existing user s profile data so that a SA can create a New User profile using the previously displayed user s entitlement data. User Maintenance Frequently Asked Questions Q. In Edit mode there is a Reset Password link. How is the password reset? A. - On the user's profile page (accessible through User Maintenance Search function), a Customer Security Administrator can click the Reset Password link to display a new system generated temporary password. The user can use this new password to login. When a password is reset, the user is forced to change it upon the first login to Receivables Edge using the reset password The Customer Security Administrator is the only one who can reset a user's password once it has expired or the user has been locked out of the system after three failed login attempts. Q. Who determines which Roles are available in the drop-down list at the Role(s) field? A. Working with the customer, the Bank determines what items will be included in the list of available roles prior to implementation. Q. What happens when you remove the checkmark for access to All entitlements at any of the Access items? A. All items automatically move from the Assigned - listbox to the Available listbox. You can click to select one or more available items (one at a time) and use the right arrow button to move items to the to applicable laws and regulations and service terms. 172

174 Assigned checkbox. The left arrow moves items back to the Available listbox. You may select multiple items by clicking on one, then holding down the CTRL (control) key on your keyboard while clicking on others. Q. Why is there only one available Online Report to assign to a user? A. Although access to Online Reports is assigned at the user level, it is first assigned at the customer level. During the customer setup process, the customer decides which Online Reports to subscribe to. The list of reports appears in the available list at the user entitlement level. This is the same for File Downloads and Report Downloads. The available list is determined at the customer level. Q. Why don t I see the Report Downloads or File Downloads access sections? A. At a customer level, there is an Online Service called Download Service. If this is enabled for your company, you will see Report Downloads and File Downloads when setting up a user. If your company is not subscribing to the Download Service, these sections will not be displayed on the user maintenance page. This service is setup by the bank during the customer setup process. Q. Why is the Extended Auto-Logoff Timeout checkbox not displayed for a user? A. The Extended Auto-Logoff Timeout feature is only available to users when the Extended Auto-Logoff Timeout service is enabled at the customer level during the customer setup process. to applicable laws and regulations and service terms. 173

175 User Entitlements Report User Entitlements Report Overview The Admin menu options in Receivables Edge include User Entitlements Report. The Admin tab is displayed on the Main Menu only when you are a designated Customer Security Administrator (CSA). The functions on the Admin tab are only accessible by Customer Security Administrators. The User Entitlements Report option on the Admin menu allows any SA to display detailed entitlement information for one or multiple users in HTML format. The Current User Entitlements Detail report for each user includes a date and time stamp that is based on the local time parameter in the My Settings screen. User Entitlements Report How To The User Entitlements Report option on the Admin menu opens the User Entitlements Report screen from which a Customer Security Administrator (CSA) can select one or multiple users, then download a detailed report of users Receivables Edge entitlements. Note that this feature is only available to users who are customer SAs. 1. From any screen in Receivables Edge, click the Admin tab on the Main Menu. 2. Click User Entitlements Report on the drop-down menu. This opens the User Entitlements Report screen. 3. In the User Entitlements Report screen, click the down arrow in the Users list. Scroll the list and click All (default), one, or multiple user names to select them. For selecting multiple users hold down the CTRL key on your keyboard and click on the user names to be selected. Alternatively, you can select multiple users by holding down the SHIFT key on your keyboard and then selecting the first user name to be selected and then click on the last user name in the list to be selected. This function will select all users between the first user selected and last user selected. Note that users are populated in the list based on all users registered users of Receivables Edge in your company. to applicable laws and regulations and service terms. 174

176 4. Select a single user or multiple users and click the button labeled, View HTML to applicable laws and regulations and service terms. 175

177 5. Click the button labeled, "Download HTML". 6. In the File Download dialog box, you can click Open to display the report. You can also click Save to download the report to your local file system. Users In the User Entitlements Report screen, you select all, one, or multiple user names for whom you want to view a detailed report of current Receivables Edge entitlements. The Users list is scrollable. Click one or more names in the Users list to select them. to applicable laws and regulations and service terms. 176

178 The Download to HTML button generates a report, one for each user you selected from the Users list. You may opt to generate the report(s) for immediate viewing or save the report(s) to a file you specify on your local file system. When saved to a file it is also possible to print any report you generate. to applicable laws and regulations and service terms. 177

179 User Entitlements Report Frequently Asked Questions Q. What determines the names in the Users list? A. The names displayed in the scrollable list of users on the User Entitlements Report screen are those of all registered Receivables Edge users in a company. Q. Can you generate a User Entitlements Report for more than one user at a time? A. Yes. The default option in the Users list is All. If you click All, you will generate an entitlements report for all the Receivables Edge users at your company in a single operation. You can also click a single user name or use the CTRL key on your computer while clicking the mouse button to select more than one user name for whom you want to generate a report(s). to applicable laws and regulations and service terms. 178

180 Bulk Maintenance The Admin Quick Links in Receivables Edge include Bulk Maintenance. The Admin tab is not displayed for other user roles. These functions are only accessible by Customer Security Administrators. The Bulk Maintenance option on the Admin menu allows Customer Security Administrators (CSAs) to create new service entitlements for multiple users at one time vs. one user at a time. Any time a company adds a new Bank service, the SAs can enable entitlement for all or some subset of users in a single session by selecting the user names for whom the entitlement should be activated, then saving the activation with a single keystroke. There are two scenarios in which the Bulk Maintenance feature may be used by SAs: 1. Upon initial service implementation, to grant general user entitlements to services and to all or some number of list items (such as for access to Lockboxes, Sub-Accounts, or Reports) when all or many users have the same entitlement needs. In this scenario, the SA can first, create all the new user profiles, then, use the Bulk Maintenance feature on the Admin tab to quickly add any common entitlements for all or some number of users. Note that there may still be one or more service or list option entitlements that a SA would want to enable at the single user level. 2. Upon acquisition of a new bank service, to grant user entitlements to the new service or to new list items (such as for access to additional Lockboxes, Sub Accounts, or Reports). When a new lockbox is added, if a user currently has access to ALL lockboxes, that user will automatically have entitlement to access a newly added lockbox on the list. The bulk entitlements page gives an SA the ability to add more users to have "All" access. To remove entitlement to one or more specific list items, the SA would have to unmark the checkbox in that user s profile that indicates entitlement to All and select only the individual items that the user needs to access. Bulk Maintenance Overview The Bulk Maintenance option on the Admin menu opens the Bulk User Maintenance screen from which a Customer Security Administrator can select an entitlement service or a controlled list option, then select multiple users from a list of available users and enable the service for all the selected users in a single operation. Note that this feature is only available to users who are customer SAs. 1. From any screen in Receivables Edge, click the Admin tab on the Main Menu. 2. Click Bulk Maintenance on the drop-down menu. This opens the Bulk User Maintenance screen. 3. Click the down arrow at either the Services or Lists field to display the available options on either of the drop-down menus. 4. Click an option on either list. This opens the Users section of the Bulk User Maintenance screen. 5. Use the right arrow to move user names from the Not Entitled list to the Entitled list. Continue until all user names are selected for entitlement. 6. Click the Save button. The selected entitlement will be immediately activated. to applicable laws and regulations and service terms. 179

181 Bulk Maintenance How To Creating New Entitlements for the First Time Bulk Maintenance can be used by an SA to grant general user entitlements to services and to all or some number of list items (such as for access to Lockboxes, Sub-Accounts, or Reports) when all or many users have the same entitlement needs. In this scenario, the SA can first, create all the new user profiles, then, use the Bulk Maintenance feature on the Admin tab to quickly add any common entitlements for all or some number of users. Note that there may still be one or more service or list option entitlements that a SA would want to enable at the single user level. Adding New Services and Entitlements to an Established Company Bulk Maintenance can be used any time to grant additional new services and user entitlements for your company and your users. In addition to Service entitlements, the List Entitlement options on the Bulk Maintenance screen allow SAs to grant broad entitlements to categories of items such as Lockboxes, Sub Accounts, Online Reports, Report Downloads, and/or File Downloads. As with new Services, SAs can enable entitlement to List items for all or some subset of users in a single session by selecting the users names to activate, then saving the activation with a single keystroke. Bulk entitlements that are motivated by the addition of any new List option (category) automatically grant access to All items associated with the selected option, that is, All Lockboxes, All Sub Accounts, All Reports, All Report Downloads or All File Downloads. Note that users who are entitled to All items in an Entitlements category on the User Maintenance screen (such as Lockboxes) will also be entitled to any item that is added to that category in the future (for example, a new lockbox added to the existing list). A Customer Security Administrator cannot assign a user entitlement to a single Lockbox, Sub Account, Report, Report Download or File Download using the Bulk Maintenance functionality. It is designed to entitle many users at once to All items in a List category or to a specific item in the Services list. To entitle a user to a specific value in a categorical List, you must open the individual user s profile in User Maintenance. Important! Entitlements cannot be modified for SAs. At the time of service implementation, entitlements at the Company level and the User level for SAs are entered by the Bank. SAs are not allowed to modify their own or each other s service entitlements. to applicable laws and regulations and service terms. 180

182 Bulk Maintenance Field Help Entitlements Users Services this is a drop-down list shows the available entitlements for your company based on subscription. Lists- this drop-down list may show lockboxes, sub-accounts, file and report downloads, and online reports. In the Bulk User Maintenance screen, you select all user names for entitlement to the selected service from the list of Not Entitled users on the left side of the Users section of the screen. To entitle and un-entitle users, you can move their names from either the Not Entitled list or the Entitled list using the right and left arrow buttons. The buttons at the bottom of the screen allow you to Save your changes to this screen or Cancel the current operation. Not Entitled the list of all users who are not entitled to access the selected service functionality. This list may be modified by clicking a not entitled user name to select it then clicking the right arrow to move that user to the alternate section for Entitled users. Conversely, you can move the name of an entitled user to the not entitled section of the screen. Entitled all or a subset of all users who are entitled to access the selected service functionality. This list may be modified using the right and left arrows to move users from one section to another. CSA Users Not Entitled a list of the CSAs who are not entitled to the selected service. CSA Users Entitled a list of the CSAs who are entitled to the selected service. Important! Entitlements cannot be modified for CSA users. At the time of service implementation, entitlements at the Company level and the User level for CSAs are entered by the Bank. CSAs are not allowed to modify their or each other s service entitlements. to applicable laws and regulations and service terms. 181

183 Bulk Maintenance Frequently Asked Questions Q. What determines the services in the Services drop-down menu? A. The services listed on the Entitlements drop-down menu are determined by the Bank at the time of implementation. If your company opts to subscribe to additional services or to end subscription to a particular service, the items in the drop-down menu will change. The Bulk User Maintenance functionality is only available to System Administrators. Q. What determines the List options? A. The list options reflect services that include multiple access choices within a category such as Lockbox/Site, Sub- Account, Online Reports, File and Report Downloads. Q. If my company adds a new lockbox, can I bulk-add entitlement just for the new box? A. No, you cannot do a bulk entitlement for just a single lockbox or for any other controlled List service option. When you bulk entitle for a new List service option, the users you assign will automatically have access to All Lockboxes, Sub Accounts, Reports, Report Downloads and/or File Downloads. These List service options can only be entitled en masse. When one new item is added, the assignments automatically give users access to All items in the List service list. Q. Why aren t SAs allowed to add or remove theirs or each other s entitlements? A. According to the Bank s standard security model, SA entitlements may only be added or modified by the Bank s implementation consultants. In turn, one or more SAs (depending on how many have been set up) are responsible to assign entitlements for all other users at their company. to applicable laws and regulations and service terms. 182

184 Security Log Search The Admin menu in Receivables Edge includes Security Logs. This function is only accessible by Customer Security Administrators (CSAs). The Security Log Search screen allows a CSA to enter search criteria to display login activity and history across all users or for a specific user on a single date or during a specified range of dates. Search criteria include the User Id, User Name, From/To Dates, and the Type of login activity selected from a drop-down list of pre-defined login events. A search can return results for all users when the User Id and User Name fields are left blank. After search criteria are entered, the Search button initiates a search and returns available results. The number of results returned depends on the number of items that matched the search criteria. Items are displayed on the screen based on the number of items per screen parameter that the user has defined in My Settings. The Security Log retains a 90-day history of login events. Security Log Search Overview Enter Search Criteria The Security Log Search screen is used by Customer Security Administrators to define search criteria and display login activity and history results across all users or for a specific user on a single date or during a specified range of dates. When multiple results are returned, you can click any interactive column heading to re-sort the column data in alternate alpha or numeric order. to applicable laws and regulations and service terms. 183

185 Security Log Search How To Enter Search Criteria 1. At the From Date field, enter a date to establish the earliest date in a range or a single date for which you want to search for a security event(s). The date should be entered in mm/dd/yy or mm/dd/yyyy format. Alternately, you may use the pop-up calendar to select and enter a date in the From Date field. 2. At the To Date field, enter a date to establish the latest date in a range for which you want to search for security events. The date should be entered in mm/dd/yy or mm/dd/yyyy format. Alternately, you may use the pop-up calendar to select and enter a date in the To Date field. Note: Entries at the User Id and User Name fields are optional. Either or both of these entries will return security history results for a specific user. However, to return results for all users, leave the User Id and User Name fields blank. Skip to Step At the User Id field, enter the unique user identifier (Edge User ID not the J.P. Morgan ACCESS ID) that matches the user s profile. Note that you can initiate a search for a specific user by entering data in the User Id and/or the User Name field. If you know either the user s Id or name, you do not need to enter both for the search to return that user s login events for one or more dates. 4. At the Types field, the default value is All Types. You can accept the default value to return all security event types. To select a specific event type: Click the down arrow to view items in the drop-down list. 5. Click an item in the drop-down list to select it. The Types field is populated with the item you select. 6. Click the Search button to activate your search. Results are returned if they are found. If no results are found, a system message is displayed: to applicable laws and regulations and service terms. 184

186 Security Log Search Field Help Search Criteria The Security Log search results are presented in interactive columns, meaning the column headings can be clicked to sort data in alternating alphabetical or numerical sequence. Search results are displayed on the screen according to the results per page parameter that is set My Settings. The default number of items per page is 20. From Date a single date entry, the earliest date in the range of dates for a search. You can type a date in this field in the preferred mm/dd/yy or mm/dd/yyyy format or use the pop-up calendar icon to select a month, day, and year that populates the field. To Date a single date entry, the latest date in the range of dates for a search. You can type a date in this field in the preferred mm/dd/yy or mm/dd/yyyy format or use the pop-up calendar icon to select a month, day, and year that populates the field. User ID the user s Receivables Edge identification code (Edge User ID) that was created in User Maintenance screen. This is a non-editable identifier once it has been created. This is not the J.P. Morgan ACCESS ID. User Name the user s full name that was created in the User Maintenance screen. Types a drop-down list of the Security Types that apply to the selected user within the specified range of dates. Search a button that activates the search for a user s login history within the specified range of dates. to applicable laws and regulations and service terms. 185

187 Security Log Search Frequently Asked Questions Q. How would you set up a search so that results show all users within the specified Date and security event Type? A. To design a search so that it returns All users within the specified parameters, leave the User Id and User Name fields blank. Q. Can search results be displayed in a different sequence than the way they are returned? A. Yes. All column headings in the Security Log Search screen are interactive, meaning that you can click any heading to alternate the alpha or numeric sort order of data in the column, thereby re-sorting the results in the display. When there are multiple pages of results the re-sort affects all results on all pages. to applicable laws and regulations and service terms. 186

188 Alert Log Search The Admin quick links in Receivables Edge include Alert Logs. This function is only accessible by Customer Security Administrators (CSAs). The Alert Log Search screen allows a CSA to enter search criteria to display an alert history for all users or for a specific user on a single date or during a specified range of dates. Search criteria include the Alert Type, a range of dates of Alert Triggers and the name of the user who created the Alert Trigger. A search can return results for all users when the default value, All is used in the Created By field. After search criteria are entered, the Search button initiates a search and returns available results. The Alert Log summarizes the number of alert notifications that have been sent within the search criteria and displays the number of Matched Items as well as the number of alert Recipients. The number of results returned depends on the number of items that matched the search criteria. Items are displayed on the screen based on the number of items per screen parameter that the user has defined in My Settings. The Alert Log retains a 90-day history of alert notification events. Results can be downloaded to a CSV (comma separated values) file and saved to a spreadsheet on your computer. Alert Log Search Overview The Alert Log Search screen is used by Customer Security Administrators (CSAs) to: Define search criteria Display alert notification activity and history for all alerts or a specific alert Display results for a single date or during a specified range of dates When multiple results are returned, you can click any interactive column heading to re-sort the column data in alternate alpha or numeric order. to applicable laws and regulations and service terms. 187

189 Alert Log Search How To Enter Search Criteria 1. At the Alert Date fields, enter a date in the From field to establish the earliest date in a range or a single date for which you want to search for alerts. The date should be entered in mm/dd/yy or mm/dd/yyyy format. Note that forward slashes (/) in the date format are optional. Alternately, you may use the pop-up calendar to select and enter a date in the From Date field. Enter a date in the To field to establish the latest date in a range for which you want to search for security events. The date should be entered in mm/dd/yy or mm/dd/yyyy format. Note that forward slashes (/) in the date format are optional. Alternately, you may use the pop-up calendar to select and enter a date in the From Date field. Important! The Alert Log only retains a 90-day history. If you enter one or both dates outside the appropriate range, an error message is displayed: "Please correct the following errors - Alert log retains only a 90-day history." 2. To include all alert types in your search criteria, leave the default value, All Types in the Alert Type field. The Alert Type drop-down list may include the options: Archive Retrieval (for customers subscribing to Long Term Archive service), Payment Notification, Return Notification (for customers subscribing to Return Item Service and Return Notification), Workflow Notification, Event Notification and Capture Notification (for customers subscribing to Virtual Remit service and Capture Notification). 3. At the Created By field, you can use the default value, All to return alert notifications created by all users within the search parameters. To return alert log results created by a specific user, click the down arrow. 4. Click a user name in the drop-down list to select it and populate the Created By field. 5. Click the Search button to activate your search. Results are returned if they are found. If no results are found, a system message is displayed: "There were no results based on the criteria entered." Download Alert Log Results to CSV File 1. To open and/or save the entire Alert Log search results to a spreadsheet, click the Download to CSV command hyperlink in the upper left section of the Alert Log Search screen. to applicable laws and regulations and service terms. 188

190 2. The File Download window opens. 3. You may open the file for viewing in a Comma Separated Values (CSV) file or you may save the file to your computer s file system. Click Open or Save. The files contents are opened and/or saved to a spreadsheet application on your computer. Alert Log Search Field Help Search Criteria The Alert Log Search results are presented in interactive columns, meaning the column headings can be clicked to sort data in alternating alphabetical or numerical sequence. Search results are displayed on the screen according to the results per page parameter that you established in My Settings. The default number of items per page is 20. Alert Date two fields (From and To) are presented. You can enter a range of dates to define your search. You can also enter a date only in the From field specify a single date for which you want to search for alert notification(s). The date should be entered in mm/dd/yy or mm/dd/yyyy format. The forward slashes (/) in the date format are optional. Alternately, you may use the pop-up calendar to select and enter a date in the From and To date fields. Alert Type a drop-down list of pre-defined alert types. The default value is All Types. Other available options include Archive Retrieval, Payment Notification, and Return Notification. Created By a drop-down list of users entitled to create alerts. Search a button that activates the search for alerts that match the specified criteria. to applicable laws and regulations and service terms. 189

191 Column Headings The section of the Alert Log Search screen below the Search Criteria definition region is where the results that match your search criteria are displayed. Alert Date - the date, within 90 days of the current date and according to your specified search criteria, on which an alert was sent. Alert Name - the name of a payment notification that was entered at the time the alert was created. Alert Type - an alert can be a payment notification, return notification, workflow notification, event notification, capture notification or archive retrieval depending on your company s service subscription and the alert generated. Created By - the name of the user who created an alert displayed in the log. # Matched Items - the number of items triggered by an alert based on the criteria established when the alert was created. # Recipients - the number of recipients assigned to receive an alert by the person who created the alert. to applicable laws and regulations and service terms. 190

192 Alert Log Search Frequently Asked Questions Q. How would you set up a search so that results show all Alerts created by all users within the specified Date range? A. To design a search so that it returns All alerts created by all entitled users within the specified parameters, leave the default values of All in the Alert Type and Created By fields.. Enter a single date at the Alert Trigger From Date field or enter a range of dates. Click the Search button to return all available search results. Q. Can Alert Log Search results be displayed in a different sequence than the way they are returned? A. Yes. All column headings in the Alert Log Search screen are interactive, meaning that you can click any heading to alternate the alpha or numeric sort order of data in the column, thereby re-sorting the results in the display. When there are multiple pages of results the re-sort affects all results on all pages. Q. Can search results be saved? A. Yes. You can click the Download to CSV command link in the upper left region of the screen to view the data in a comma separated values file. That file can be printed and/or saved to a spreadsheet file on your computer. to applicable laws and regulations and service terms. 191

193 Reason Code Editor Reason Code Editor - Overview The Admin Quick Links in Receivables Edge include Security Logs, User Maintenance, Configuration, and Alert Logs. These functions are only accessible by Customer Security Administrators. The Reason Code Editor screen opens when you select the Reason Code Maintenance option from the Admin dropdown menu. Exception reason codes are unique to each company. The Reason Code Editor screen is used by Customer Security Administrators to Add, Edit, Activate and Deactivate exception reason codes that are used to describe the exceptions that entitled users can add when working in the Transaction Search Results and Transaction Details screen. Appropriately entitled users can optionally mark any transaction as having an exception. The reason code can be used alone or in conjunction with the exception flag. The drop-down lists of reason codes in Receivables Edge are populated according to the items defined in the Reason Code Editor screen. New reason codes are automatically added to drop-down lists elsewhere in the application when they are added. When you click on the Add button in the Reason Code Editor screen the row is validated. If validation is successful, the screen is refreshed and the new reason code is added to the drop-down list in the Transaction Details screen. Validation insures that both a code and description are input and that the code is unique for the customer. All codes are forced to upper case. When you click the Deactivate link, a confirmation message is displayed to prevent accidental deactivation. If you click OK to confirm, the reason code is changed to a disabled state and it will no longer be displayed in drop-down lists elsewhere in the application. Reason Code Editor How To The Reason Code Editor screen opens when you select the Reason Code Maintenance option from the Admin menu. Exception reason codes are unique to each company. The Reason Code Editor screen is used by Customer Security Administrators to Add, Edit, Activate and Deactivate exception reason codes that are used to describe the exceptions that entitled users can add to a transaction when working in the Transaction Search Results and Transaction Details screen. Add a New Reason and Code to applicable laws and regulations and service terms. 192

194 An error code is displayed if you try to add a description without a code and vice versa. A four-character, upper case alpha code must be included with the reason Description. To add a new reason and code: 1. Enter an exception reason in the Description field. 2. Enter a 4-character Code in upper case. 3. Click the Add button. The new code and description are added to the drop-down lists where they are available elsewhere in the application and the following message is returned Edit a Reason and Code To edit and existing reason and code: 1. Click the Edit command link. 2. Edit the Description and/or Code. to applicable laws and regulations and service terms. 193

195 3. Click Update. The reason Description and/or Code is automatically changed/updated where it occurs elsewhere in the application. A message is displayed to indicate that the update has occurred. Deactivate a Reason Code To deactivate a reason code: 1. Click the Deactivate command link on the row of the reason code you want to deactivate. The confirmation window opens. 2. Click OK to confirm the deactivation. The command link on the row with the deactivated code changes to Activate. The code is removed from drop-down lists elsewhere in the application. To activate a code, follow the same procedure using the Activate command link. Reason Code Editor Field Help Reason Codes Code a four character, upper case alpha code that must be unique to other codes that are being maintained. The Code is required with the Description entry. Description a brief text description of the reason for exception. The Description is required with the Code entry. Status - indicates whether the status of a reason code is ACTIVE or INACTIVE. When a new Reason Code is created or deactivated, it is automatically added to or removed from the drop-down list in the Transaction Details screen where transactions are flagged as exceptions. A Reason Code is optional but can be used with any exception. Edit/Deactivate command links on each row in the Reason Code Editor screen in Edit mode, Update / Cancel / Deactivate command links are displayed. Confirmation Window when you click the Deactivate command link, the confirmation window is displayed including the text: Do you want to deactivate reason code? Click the OK button or the Cancel button to close the window and accept or cancel the action. At the end of the list of reason codes a blank row includes two data entry fields to enter a new reason Code and reason Description. The Add button activates entry of a new Reason Code in the system. to applicable laws and regulations and service terms. 194