DESKTOP. User & Administrative Guide

DESKTOP alerts User & Administrative Guide 1

TABLE OF CONTENTS Overview... 2 Important Information to Remember... 3 The Alerts Service.... 4 Setting Up Contact Points... 5 Editing Contact Points... 7 Setting Up an Alert.... 8 Adding a New Account... 9 Adding a Same Day Account Activity Notification... 10 Same Day Account Activity Notification Options... 11 Adding a Previous Day Account Balance Notification.... 12 Previous Day Notification Options - Account Statistics... 13 Previous Day Notification Options - Account Balance... 14 Account Balance Notification Comparison Chart... 15 Adding an ACH Approval Needed Notification... 16 Adding a Money Transfer Approval Required Notification... 17 Adding a Money Transfer Sent Notification... 18 Adding a Positive Pay Exceptions Notification... 19 Adding a Quick Payments Transaction Approval Required Notification... 20 Adding a Reverse Positive Pay Notification (Check Return Service)... 21 Reviewing the Alerts History.... 22 Administrators - Setting up an Alert User... 23 1

Overview Alerts are notifications about certain banking events that take place on your account within your Balance Reporting Services called Same Day and may include: An account balance dropping below a certain amount An incoming wire Positive Pay Exceptions Transactions requiring additional approval, i.e. ACH Batches, Wires They provide information to you via your choice of voice, email, fax, and wireless text contact points. When you set up Alerts, you select which notifications you want to receive and, for some, specify specific criteria for alert generation. You also designate to which contact points you want the alert delivered. Depending on your alerts, some alerts will be delivered every day on a regular schedule, while others will be sent in real time based on the event causing the alert. The system allows you to set up and configure Alerts, manage existing alerts, designate and manage contact points, view a history of Alerts that have been sent to those contact points in the last 45 days, and forward an alert to any of your contact points. What does an Alert Consist of? Alerts can include a variety of messages such as: Previous Day Account Balances. Allow us to notify you of previous day balances or adjustments in your account that are above or below a specified amount. Same Day Account Activity. Receive activity updates on your account(s) based on transactions with predefined criteria and thresholds. ACH Batches Requiring Approval. Let us notify you when an ACH batch is pending your approval. Money Transfer Approval Required. Notifies you when a pending Money Transfer, you are authorized to approve, reaches an approval required status. Money Transfer Sent. Sends a notification when a Money Transfer matching predefined criteria is submitted for final processing. Positive Pay Exceptions. Receive notification by account when Positive Pay Exceptions are available for disposition. Setup a notification for when No Exceptions exist that require decisions. Quick Payment Transaction Approval Required. Notifies you when a transaction within Quick Payments is pending your approval. Reverse Positive Pay Notification. Provides users of the Check Return service a notification by account when items are available for viewing or return in the Check Return service. 2

important information to remember The BACK button does NOT work in the Alerts module. Users should use the Navigation buttons or the Cancel button to move between the Contact Points, Setup Alerts, and Alert History functions within Alerts. When accessing Alerts for the first time, users may experience a Response Time Delay. Because the Alerts module utilizes JAVA code, the first visit to the pages could have a slower than normal response time. This delay should not occur in subsequent sessions. It may be necessary to work with your Network (Email) Administrator to allow Alert emails into your network. Please advise your administrator of the following information to ensure you are receiving Alert emails in a timely manner. Domain Name: centerpost.com or ccprod.com From Address: AlertSource@bokf.com All voice Alerts will be identified by the phone number 800.878.7817. 3

The Alerts Service There are two services associated to the Alerts group; Alerts and Delivery Permissions. Alerts: Used to set up contact points, set up alerts and review alert history. Alerts Delivery Permissions. An Administration service found under the Administration tab and is used by administrators to set the authorization for a user to receive alerts through a particular delivery channel. Examples of delivery channels include e-mail, telephone, fax and wireless device. For each user, the system administrator assigns permissions to one or more delivery channels, or assigns the default delivery channel permission, which gives the user permission to all channels set as default channels. After a user is assigned permission to a particular delivery channel, the user can display the Setup Contact Points page to specify a contact point within that delivery channel. *Users MUST BE an Administrator to use this service. NOTE: Upon giving Alerts permissions to a user, all default delivery channels will be available to that user. The Administrator must go to Delivery Permissions to change the default delivery channels on a user-by-user basis. 4

Setting Up Contact Points Contact points are devices to which notifications about certain events are delivered. Examples of a contact point are: Work e-mail address Mobile phone number Fax machine number Home phone number Wireless text number You can set up multiple contact points within a given delivery channel. For example, for the e-mail delivery channel, you can set up both a work e-mail contact point and a home e-mail contact point. For each alert you opt to receive, you can configure it to be delivered to any or all of your contact points. 5

Setting Up contact POints - First time users 1. To begin, select the Alerts option from the drop-down menu on the homepage. 2. Select the Alerts tab at the top of the page. The page will default to Setup Contact Points. 3. Select the Time Zone you prefer. This field will automatically default to Eastern. 4. Enter the Contact Points in which you would like to receive alerts, i.e. work phone, mobile phone. If the contact point information field is pre-filled, be sure to clear this information prior to entering your own. 5. Select the times you prefer to receive or not receive notifications in the Quiet Times column. 6. Once all fields are complete, click Next to be forwarded to the Alerts menu. 6

Editing contact POints 1. Select the Alerts option from the drop-down menu on the homepage. 2. Select the Alerts tab at the top of the page. The page will default to Setup Contact Points. 3. Change the Time Zone previously entered, if necessary. Please note, once a time zone has been selected it will be the default time zone going forward. 4. Make changes to the Contact Points and click Update Changes to save. 7

Setting Up Alerts 1. Select the Alerts option from the drop-down menu on the homepage. 2. Select the Alerts tab at the top of the page. 3. Select Setup Alerts. 4. To add an alert, click the Add New Alert button. To edit an existing Alert, select the Edit button near the notification type. 8

Adding a New ALERT 1. To set up a new alert, click the Add New Alert button on the Setup Alerts screen. 2. Select the type of alert you would like to set up and click the Add button. NOTE: The alert options available to each user are based on the permissions granted by the Administrator. 9

Adding a Same Day Account Activity Notification 1. To add a Same Day Account Activity Notification, click the Add New Alert button on the Setup Alerts screen. Account Activity Alerts are only driven off of activity reported to the Balance Reporting services called Same Day or SD Quick Rpt. These alerts do not generate off of activity found solely in your Same Day Real Time or your Account History Reporting. 2. Select Add under Account Activity Notification and enter the Alert Name followed by Account Number(s) in which you would like the notification. 3. Next, select the type of transactions you prefer. By selecting the Selected Transactions from list below option, users can select specific codes based on their preference. 4. Click the Save button when you are finished to save the alert. NOTE: The alert options available to each user are based on the permissions granted by the Administrator. 10

Same Day Account Activity Notification Options The following options are available on the drop-down menu for the Transaction section of the Account Activity Notification. NOTE: You will only be able to receive alerts on the Same Day expanded detail activity you have subscribed to in TreasurySource/BusinessSource. Account Activity Options Credits Debits 115 Lockbox Deposits 386 FRB Credit Returns 116 Item in Lockbox Deposit 445 ACH Concentration Debit 118 Lockbox Adjustment Credit XXX Outgoing Money Transfer 142 ACH Credit Received 451 ACH Debit Received 145 ACH Concentration Credit 455 Preauthorized ACH Debit 155 Preauthorized Draft Credit 466 ACH Settlement 165 Preauthorized ACH Credit 468 ACH Return Item or Adjustment Settlement 166 ACH Settlement 469 Miscellaneous ACH Debit 168 ACH Return Item or Adjustment Settlement 476 Federal Reserve Bank Letter Debit 169 Miscellaneous ACH Credit 487 Cash Letter Debit 187 Cash Letter Credit 489 Cash Letter Adjustment 189 Cash Letter Adjustment 557 Individual ACH Return Item 191 Individual Incoming Internal Money Transfer 558 ACH Reversal Debit 195 Incoming Money Transfer 581 Individual Controlled Disbursing Debit 257 Individual ACH Return Item 627 FED Funds Purchased 384 FRB Cash Letter Auto Charge Credit 684 FRB Cash Letter Auto Charge Debit 11

Adding a previous Day Account balance Notification 1. To add a Previous Day Account Balance Notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Account Balance Notification and enter the Alert Name followed by the Account Number(s) in which you would like the notification. 3. Next, select the type of Transactions you prefer. You may choose from Account Balance and Account Statistic. Once selected, select the type of information you would like from the drop-down box below. 4. Select a Threshold, if applicable, followed by Delivery Method(s). 5. Click the Save button when you are finished to save the alert. 12

Previous Day Account Balance Notification Options The following options are available on the drop-down menu for the Transaction section of the Account Balance Notification when setting up an Account Balance alert based on the Account Statistic balance. NOTE: You will only be able to receive alerts on the Same Day services you have subscribed to in TreasurySource/BusinessSource. Account Statistic Options 100 Total Credits 400 Total Debits 109 Current Day Total Lockbox Deposits 402 Total Number of Debits 110 Total Lockbox Deposits 420 EDI Transaction Debits 130 Total Concentration Credits 446 Total ACH Concentration Debits 140 Total ACH Credits 450 Total ACH Debits 150 Total Preauthorized Payment Credits 467 ACH Settlement Debits 167 ACH Settlement Credits 470 Total Checks Paid 170 Total Other Check Deposits 478 List Post Debits 182 Total Bank - Prepared Deposits 480 Total Loan Payments 185 Total Miscellaneous Deposits 486 Total Cash Letter Debits 186 Total Cash Letter Credits 490 Total Outgoing Money Transfers 188 Total Cash Letter Adjustments 500 Total Automatic Transfer Debits 190 Total Incoming Money Transfer 505 Total Book Transfer Debits 200 Total Automatic Transfer Credits 510 Total International Debits 205 Total Book Transfer Credits 530 Mutual Fund Purchase 210 Total International Credit 550 Total Deposited Items Returned 250 Total Checks Posted and Returned 556 Total ACH Return Items 260 Total Rejected Credits 560 Total Rejected Debits 270 Total ZBA and Sweep Credits 561 Individual Rejected Debit 280 Total Controlled Disbursing Credits 570 Total ZBA and Sweep Debits 285 Total DTC Disbursing Credits 580 Total Controlled Disbursing Debits 294 Total ATM Credits 583 Total Disbursing Checks Paid - Early Amount 305 Total FED Funds Sold 584 Total Disbursing Checks Paid - Later Amount 307 Total Trust Credits 588 Total Disbursing Checks Paid - Last Amount 340 Total Broker Investment Credit 594 Total ATM Debits 350 Mutual Fund Redemption 625 Total Broker Investment Debits 355 Investment Interest 626 Total FED Funds Purchased 356 Total Credit Adjustment 655 Total Investment Interest Debits 390 Total Miscellaneous Credits 690 Total Miscellaneous Debits 13

Previous Day Account Balance Notification Options The following options are available on the drop-down menu for the Transaction section of the Account Balance Notification. Account Balance Options 10 Opening Ledger 55 Average Closing Available YTD 15 Closing Ledger 56 Loan Balance 20 Average Closing Ledger MTD 57 Total Investment Position - Mutual Fund 25 Average Closing Ledger YTD 60 Current Available 30 Current Ledger 70 0-Day Float 40 Opening Available 72 1-Day Float 45 Closing Available 74 2 or More Days Float 50 Average Closing Available MTD 14

Account Balance Notification Comparison Chart The following chart provides a clear definition of the Balance Reporting options Account Activity versus Account Balances. Options Account Activity Account Balance Alert Basis Same Day Activity Previous Day Balances Can Alert be based on a specific account and/or multiple accounts? Yes Yes Any credit transaction Transaction Options? Any debit transaction Account Balance Any transaction (debit or credit) Account Statistic Selected transactions from list (BAI2 type codes) Any amount Threshold Options? Greater than Greater than Less than Less than Equal to Between Is an Alert available only on an immediately available funds option? Yes No Notes The basis for account activity alerts must be same day transactions. Same day totals, like total control disbursement, will not generate an account activity alert. The subject line for all activity alerts is Account Activity Notification. The subject line for account balance alerts includes the type of balance generating the alert. Previous day detail transactions will not generate account balance alerts. 15

Adding an ACH Approval Needed Notification This function is for all batches ACTIVATED 1. To add an ACH Approval Needed notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under ACH Batch Approval Needed and enter the Alert Name followed by your preferred delivery method(s). 3. Click the Save button when you are finished to save the alert. 16

Adding a money transfer Approval required Notification This function is for all wires the user is AUTHORIZED to approve 1. To add a Money Transfer Approval Required notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Money Transfer Approval Required and enter the Alert Name and then select the Account Number(s) from which you would like notification. 3. Select your preferred Delivery Method(s). 4. Click the Save button when you are finished to save the alert. 17

Adding a money transfer Sent Notification 1. To add a Money Transfer Sent notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Money Transfer Sent Notification and enter the Alert Name and then select the Account Number(s) from which you would like notification. 3. Select a Threshold Amount and then your preferred Delivery Method(s). 4. Click the Save button when you are finished to save the alert. 18

Adding a Positive Pay Exceptions Notification 1. To add a Positive Pay Exceptions notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Positive Pay Exceptions Notification and enter the Alert Name and then select the Account Number(s) from which you would like notification. 3. Select your preferred Delivery Method(s). 4. Click the Save button when you are finished to save the alert. NOTE: In the event you do not receive a Positive Pay Alert on exceptions to disposition, we recommend you access the system between Noon and 2:00 p.m. CT to confirm all exceptions have been dispositioned. Exceptions not dispositioned by the Positive Pay cutoff will be processed according to the default disposition instructions selected during your company s Positive Pay Implementation. 19

ADDING A QUICK PAYMENTS TRANSACTION APPROVAL REQUIRED NOTIFICATION Please note, this alert is described in TreasurySource and BusinessSource as Payment Approval Needed Notification. 1. To add a Transaction Approval Notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Payment Approval Needed Notification and enter the Alert Name. 3. Select your preferred Delivery Method(s). 4. Click the Save button when you are finished to save the alert. 20

ADDING A REVERSE POSITIVE PAY NOTIFICATION (Check return service) Please note, this alert is exclusively available to businesses utilizing the Check Return service as their Reverse Positive Pay solution. 1. To add a Reverse Positive Pay Exceptions Notification, click the Add New Alert button on the Setup Alerts screen. 2. Select Add under Reverse Positive Pay Exceptions Notification and enter the Alert Name. 3. Select your preferred Delivery Method(s). 4. Click the Save button when you are finished to save the alert. 21

reviewing the alerts history The Alert History screen provides a summary of alerts sent during the last 45 days. To view an alert, click on the link under the alert column. 1. To review an alert, click the Alert History button. 2. To view a specific alert, click on the link under the column labeled Alert. 3. Once you have viewed the alert, it may be deleted. 22

Administrators: setting Up an Alerts user As with other services, users must be permitted the use of each service by the Administrator. 1. To add the alerts feature to a user, select Administration from the drop-down menu. Next select the User Admin tab. 2. Find the user in which the alerts service should be added and click the Services link. 3. Under the User Service Permissions column, find the Alerts option and check the box to give the user permissions to Alerts. NOTE: The Permission service is only available to Administrators that have been permitted by the bank. However, if an Administrator would like to create new Administrators within their organization, they may do so through this channel. 4. Click the Submit button to save the changes. 23