Revised (10/17) ACH User Guide
Table of Contents Page 1. KeyNavigator ACH 1 1.1 Payment Management 2 1.2 Creating Payments 6 1.3 Templates 10 1.4 Reporting 14 2. User Maintenance 17 3. Role Maintenance 20 4. System Setup 22 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 2
1. KeyNavigator ACH KeyNavigator s ACH service enables authorized users to initiate electronic debit and credit transactions. You can either create these transactions manually or import transaction information into the ACH module. Our easy to use templates allow you to create, store, and approve payments easily for payment types including payroll, tax and vendor payments. If you have proprietary software capable of creating compatible ACH files, you can upload the file directly into the KeyNavigator. 1.1 Payment Management From the Corporate tab of www.key.com, log into KeyNavigator. Choose the Payables section of KeyNavigator and select ACH. The Payment Management page will display. You will find many options for managing your payments and customizing your payment list views. There are several menu options at the top of the screen, including links to return to KeyNavigator Home, Menu, Setup, Help and Log Off. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 3
Under the Menu option, you are able to access other functions within ACH including Create Payment, Payment Templates, Create Template, Reports and Maintenance (User and Role Maintenance). Depending on your permissions you may not have access to all of these functions. Under the Setup menu, you are able to access Alert Settings, Detail Import Map, Beneficiary Address Book, Email Recipients, Email Recipients Group Settings, and Email Recipient Group Assignments. On the Payment Management screen, you are able to select the default view that you will see when you go into the ACH module. It defaults to Two Week Look Back which will display all ACH payments, in all statuses, for the past two weeks. The other View options available include: All Payments My Payments Approved Payments Payments Requiring Approval Rejected Payments Payments Needing Repair Two Week Look Back 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 4
To change your default view, click on the Manage link next to the view dropdown menu, click the checkbox next to your selected view then, click Set As Default button. You can also manage the columns you see on the Payment Management screen: Click on the Manage Columns link and select which columns that you want to see in each view. Click OK. Once the Manage Columns window is closed, you can drag and drop your selected columns in the list to change their order. Select Save View in the table header to save your configuration. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 5
Along the bottom of the Payment Management screen are action buttons that allow you to Approve, Reject, Unapprove or Delete ACH payments shown in your list. The buttons you see are dependent on your role/access. There are also additional links that allow you to go to other functions including Create Payment, Create Template and Import. 1.2 Create a Payment To create an ACH payment, select the Create Payment option at the bottom of the ACH Payment Management homepage. From the Create Payment ACH screen, choose your Payment Type from the drop down box. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 6
The Payment Type selected will determine the information you need to complete in the next section. In the example below, Cash Concentration / Disbursement has been selected. Once you select your Payment Type, click Continue. Required information is indicated with a red asterisk. The Value Date is the date the payment will credit or debit the beneficiary; the payment may be sent for processing a day in advance. Use optional fields such as Batch Description or Comments for your reference. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 7
Complete the Beneficiary Section with the information required, including: Payee Name, Account Number and ABA. Addenda can be added using a field that will count characters and provide the number remaining characters available. When payment entry details are complete, click the Submit button and a confirmation window will be displayed. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 8
The Payment Approval process is setup by your administrator. Certain payments may require multiple approvals by multiple users before being considered complete. To Approve a Payment, click the Approve button on the ACH Payment Management home screen. Payments in an Entered Status require approval before they re submitted for payment. Payments can be approved in two different ways: o On the ACH Payment Management screen, simply can click the check box to the left of the individual payment and click Approve. o Or click on an individual payment, and click the Approve Button. After your payment has been fully approved you will receive a Confirmation screen, and the Status will change to Approved. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 9
1.3 Templates To simplify your experience, you have the capability to create and store templates for future use. When making multiple or recurring payments, follow these guidelines to create the appropriate template for your needs. Payment Templates lists all templates that have been created and provides access to template details and available actions. Similar to Payment Management, this view lists all templates and can be configured by the user. You can choose the columns that you wish to see in the template list view. The status displayed in the Status column determines the available actions for each template. Hovering over the status will display further details on who entered or modified the template. The template list can be filtered using this dropdown menu. Since templates cannot be used until they have been approved, the Templates Pending Approval option provides a quick way to look for templates needing approval. Available actions for each template can be accessed in the Actions column. Checkboxes allow you to apply a single action to multiple templates. Like Payment Management, template details are accessed by selecting on the template row or engaging with options from the Action column. Available actions for the template are displayed in the button row along the bottom of the page. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 10
Create Template Creating payment templates can be initiated several different ways. You can select Create Template from the link at the bottom of the page. You can also select Create Template from the Menu dropdown, which will provide a blank template. This will be the focus of the following example flow. From the Create Template page, select from the Payment Type dropdown and enter a Template Name and Template Description. Selecting the Continue button will display further entry options based on the selected payment type. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 11
For this payroll payment, a Beneficiary segment is displayed and can be used to add multiple beneficiaries. You can use the Beneficiary Lookup function if you choose, by clicking on the magnifying glass icon. In the Transaction Information segment, transaction amounts can be entered. Hold and prenote options are available if needed. Enter the ABA/Routing Number. Use the Summary View link to view all beneficiary entries together. Use the options accessed from the Actions column to view or edit individual entries. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 12
o Use the action buttons along the bottom at any time: Submit, Save Draft, Reset, or Cancel. After clicking Submit you will receive a confirmation window. Using the Print Details button from the confirmation window will display a Template Detail Report. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 13
Templates that are saved or submitted can be accessed in the Payment Templates section for further edits or actions. You can view templates from the Payment Templates page. 1.4 Reporting Report Management is an integral feature to ACH. This multilayered system provides options to filter, save, and view reports. Report Menu View a list of available reports from the Report Management page. Select a given report to view the report or choose from other actions to refine views. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 14
ACH Payment Audit Trail Select a range of options for a report to create custom report views. Select from several groups for each type of report including dates. Save report filters as custom reports by selecting the Save button. Reports saved with custom filters display as a copy of the original report with your name listed. Select to run and view the report. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 15
ACH Payment Detail Select a given report in the Report Name column to launch a report. Reports are displayed in a window with additional view and navigation options. Use the top toolbar to navigate through various reports or to adjust the size to fit your screen size. Use the group tree to provide a quick way to navigate sections or pages. Export the report to other file formats using the top left 'export' button. Use the Cancel button or 'up arrow in the report toolbar to return to the report list. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 16
ACH Template Detail Different filter options are available for each type of report. 2. User Maintenance For companies utilizing ACH Self Service, User Maintenance allows your company administrators to view and modify users in ACH. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 17
The User Maintenance list displays all users. Like other lists, filters can be applied to the view and columns can be configured and saved to show desired data elements. Available actions for each user can be accessed from the Actions column. Selecting a row or selecting the View option displays the user detail. User details and permissions (roles) are displayed. Select the Modify button to allow editing of the Set Permissions segment. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 18
Select a role to View via the Actions column will launch a detailed report for that role. Select the Data Permissions tab to display which ACH companies the user can act upon. Existing roles can be assigned to a user. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 19
Roles can also be copied from an existing user in the Copy User feature. In this example, Jane Doe s roles are copied to a new user. Modified users require approval by another Self Service user before roles are active. 3. Role Maintenance For companies utilizing ACH Self Service, Role Maintenance allows you to view information about existing roles and permissions setup for ACH. If you have modifications or additions to roles, please contact your Payments Advisor. The role list displays all roles that are assigned. Select a role or action within the Actions column to display a list of permissions associated to the role. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 20
Groupings of permissions are presented in expandable sections, displaying detailed permissions. Selecting the View Audit History link will display the Role Audit History Report for that role. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 21
4. System Setup From the Setup dropdown, you can manage payment alerts, manage email recipient address, and set up groups. From the Detail Import Map option, you can also map import files to payment types and data fields. Alert Settings Payment alerts that you have created will display in this list. Select the Add button to create an alert. Alert Details include: selecting an available Alert Type; giving the alert an Alert Name; and entering a Recipient. Selecting a given Alert Type option will display further options. Enter a recipient's email address in the Recipient field or use the Recipient Lookup tool to pre-fill this field with an individual or a group that has been previously entered and saved. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 22
Using the Schedule Time and Time Zone fields, schedule when this notification should occur based on the alert type. For this example, notification of payments needing approval will occur at 1pm ET. From the expandable Payment Type segment, select the payment types to be included for these notifications. Payment types displayed will be based on your access entitlements. Payment amount thresholds can be set for all selected payment types for either credit or debit. Once all required fields are entered, select the Save button to save the alert. A confirmation modal window will be displayed. Your alert will now be displayed in the Alert Settings list. Alert creation for Approver Rejected Payments alert follows the same flow. Alerts can be created when payments are automatically generated via the Payment(s) Automatically Generated option (such as recurring payments), following the same flow. Alerts are sent as plain text, include the alert type in the Subject line, and language that identifies how many transactions are matched in this alert. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 23
Email Recipients and Groups Email recipients are easily stored and modified in this part of ACH. Here, you can not only input new information, but also categorize and manage groups. The Email Recipients section lists all email recipients. Enter the Name and Email Address and then select the Save button, which will display a confirmation modal window. You can also add other email recipients. From the Action column, you can View, Modify, or Delete email recipients from the list. You can create a group of email recipients by first creating an email group consisting of the User Group name and a unique name. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 24
Create and assign email recipient groups by selecting the Add button. When selecting a group and recipient name, you can select Group Name and Recipient Name using their respective 'lookup' tools. Each individual email recipient will have to be assigned to the group using this process. Once a group has been created, you can select this group as the email recipient when creating an alert. Alerts will then be sent to all recipients in that group. 2017 KeyCorp. All credit products subject to credit approval. KeyBank is Member FDIC. 25