AXIS Cash Management - cnbonlinebank.com … · Process ACH Files ... ASCII Text, Comma Delimited...

AXIS® Cash Management User Guide v4.6.6

iii

Table Of Contents About This Guide............................................................................................................................. 1

Who Should Read This Guide ..................................................................................................... 1 How This Guide is Organized ...................................................................................................... 1

Introduction ...................................................................................................................................... 2 Conventions Used in This Guide ................................................................................................. 2

Common Terminology .............................................................................................................. 2 Type Styles............................................................................................................................... 3

Navigation and User Interface Tips ............................................................................................. 3 Security Architecture.................................................................................................................... 4 Overview of the Security Architecture.......................................................................................... 4

Password Protection ................................................................................................................ 5 Inactivity Timeout Feature............................................................................................................ 5 Cache Security............................................................................................................................. 5 Exit Button.................................................................................................................................... 5 Five Failed Log-Ons..................................................................................................................... 6 Internet ......................................................................................................................................... 6

Encrypted URL ......................................................................................................................... 6 SSL Protocol / Public-Key Cryptography ................................................................................. 6

Perimeter Network ....................................................................................................................... 6 Filtering/Screening Router........................................................................................................ 6

Secure Network............................................................................................................................ 7 Firewall ..................................................................................................................................... 7 Filtering/Screening Routers...................................................................................................... 7 Frame Relay............................................................................................................................. 7

Navigating within AXIS® Cash Management .............................................................................. 7 Screen Navigation .................................................................................................................... 8

Interface Tips ............................................................................................................................... 8 Common Field Formats............................................................................................................ 8 Common Button Formats ......................................................................................................... 8

Where to Get Additional Help ...................................................................................................... 9 Before You Call Customer Service .............................................................................................. 9

Cash Management Administration ................................................................................................ 11 Accessing the Administration Platform ...................................................................................... 11 Maintenance............................................................................................................................... 13

Customer Maintenance .......................................................................................................... 13 Add New Customer ................................................................................................................ 19 Policies ................................................................................................................................... 21 Communications..................................................................................................................... 25 Email Digital Insight................................................................................................................ 29 Workflow Email Routing ......................................................................................................... 30 Change Colors ....................................................................................................................... 32

Security ...................................................................................................................................... 35 End user Password Duration.................................................................................................. 35 Change Admin Password....................................................................................................... 36 Enable/Disable System .......................................................................................................... 36 FI Administrator Profile Maintenance ..................................................................................... 37

File Processing........................................................................................................................... 41 Process Wire Transfers.......................................................................................................... 42 Process ACH Files ................................................................................................................. 47 Process EFTPS Files ............................................................................................................. 48 Process ARP Issues............................................................................................................... 49 ARP Exceptions Upload ......................................................................................................... 51 Process ARP Exceptions ....................................................................................................... 52

FI Administrator Platform User Guide

iv

Upload Exchange Rates......................................................................................................... 55 Data Transmission ................................................................................................................. 56

Request Processing................................................................................................................... 59 Process Stop Payment Requests .......................................................................................... 59

Billing & Reporting ......................................................................................................................... 61 Activity Reporting ....................................................................................................................... 61

Query Selection...................................................................................................................... 63 Presentation Selection ........................................................................................................... 64

Analyze Logs.............................................................................................................................. 65 File Formats................................................................................................................................... 66

Foreign Exchange Rates Format (Wire Transfer)...................................................................... 66 Record Detail.......................................................................................................................... 66

ARP File Formats Processing Method A....................................................................................... 67 Issues Upload ............................................................................................................................ 67

MICASH Fixed Column Length (AKA Proprietary ARP File Format) ..................................... 67 ASCII Text, Comma Delimited ............................................................................................... 68 ASCII Text, Fixed Column Length.......................................................................................... 69

Exceptions Upload ..................................................................................................................... 70 ASCII Text, Fixed Column Length.......................................................................................... 70

Exceptions Download ................................................................................................................ 71 ASCII Text, Fixed Column Length.......................................................................................... 71

ARP File Formats Processing Method B....................................................................................... 72 Issues Upload ............................................................................................................................ 72

MICASH Fixed Column Length (AKA Proprietary ARP File Format) ..................................... 72 ASCII Text, Comma Delimited ............................................................................................... 73 ASCII Text, Fixed Column Length.......................................................................................... 74

Exceptions Download ................................................................................................................ 75 ASCII Text, Fixed Column Length.......................................................................................... 75

Overview........................................................................................................................................ 76 Cash Management Overview..................................................................................................... 76

Features and Services ........................................................................................................... 76 Account Usage Restrictions....................................................................................................... 76 Special Password Requirements ............................................................................................... 76 Navigation .................................................................................................................................. 77 Accessing Cash Management ................................................................................................... 78 Administration ............................................................................................................................ 81

User Maintenance .................................................................................................................. 81 Activity Reporting ................................................................................................................... 91 Sweeps................................................................................................................................... 94 Balance Alerts ........................................................................................................................ 96 Account Maintenance............................................................................................................. 97 Change Company PIN ........................................................................................................... 98

Account Services ..................................................................................................................... 101 Reconciliation Services Processing ..................................................................................... 101 Issues Register..................................................................................................................... 105 Upload Issues File................................................................................................................ 107 Positive Pay Exception Decisions ........................................................................................ 107 Stop Payments ..................................................................................................................... 109

Balance Reporting ................................................................................................................... 113 Transaction Search .............................................................................................................. 113 Transaction Search Results ................................................................................................. 114 Run Selected Report ............................................................................................................ 115 Create Reports ..................................................................................................................... 115 Account Summary ................................................................................................................ 117 Account Details .................................................................................................................... 120

Funds Transfer......................................................................................................................... 123

Table Of Contents

v

Book Transfer....................................................................................................................... 123 Wire Transfer........................................................................................................................ 128 ACH (Automated Clearing House Origination)..................................................................... 145 Tax Payments ...................................................................................................................... 158 Bill Pay.................................................................................................................................. 163

Online Services ........................................................................................................................ 165 Cash/Change Order Form.................................................................................................... 165 Check Reorder ..................................................................................................................... 166 Reordering checks ............................................................................................................... 166 Requesting a photocopy....................................................................................................... 167 Account Research ................................................................................................................ 167 Requesting account research............................................................................................... 168 Photocopy Request .............................................................................................................. 169 Bill Pay Research ................................................................................................................. 169

E-mail ....................................................................................................................................... 171 Frequently Asked Questions.................................................................................................... 173

Internet Browser Errors ........................................................................................................ 173 Customer Platform - General ............................................................................................... 173 Stop Payments ..................................................................................................................... 175 Limits and Approvals ............................................................................................................ 175 ACH/File Processing ............................................................................................................ 176 Wires .................................................................................................................................... 179 EFTPS.................................................................................................................................. 180 E-mail/Alerts ......................................................................................................................... 180

File Formats ............................................................................................................................. 183 ACH Upload File Validation ..................................................................................................... 183 ARP File Formats..................................................................................................................... 189 ARP File Formats Processing Method A ................................................................................. 189

MICASH Fixed Column Length (AKA Proprietary ARP File Format) ................................... 189 ASCII Text, Comma Delimited ............................................................................................. 190 ASCII Text, Fixed Column Length........................................................................................ 191

ARP File Formats Processing Method B ................................................................................. 192 MICASH Fixed Column Length (AKA Proprietary ARP File Format) ................................... 192 ASCII Text, Comma Delimited ............................................................................................. 193 ASCII Text, Fixed Column Length........................................................................................ 194

Index ............................................................................................................................................ 195

1

About This Guide

Who Should Read This Guide

We designed this guide with two types of users in mind—financial institution personnel who will be responsible for setting up and operating the Administration Platform of AXIS Cash Management, and the customers of those financial institutions, who will be using the Business User Platform for daily cash management activities.

Our intention is to provide a one-stop reference for all AXIS Cash Management system questions.

How This Guide is Organized

The AXIS® Cash Management User’s Guide is organized into the following chapters:

Chapter 1 - Introduction — introduces the guide’s purpose and organization; presents basic information you need to know to begin working in the AXIS Cash Management system, including common field formats, screen navigation tips, and field and button level help; provides summary and detail information about the design and implementation of the AXIS security architecture and provides information on how to get additional help.

Chapter 2 – Cash Management Administration Platform — describes the features available in the financial institution Administration Platform. Contains overview information and step-by-step instructions on logging on to the Administration Platform, setting up and maintaining customer records, communicating with customers and Digital Insight, reporting customer activity, and enabling and disabling the system.

Chapter 3 - Business User Platform — describes the features available in the Business User Platform. Contains overview information and step-by-step instructions on logging on to the Business User Platform and setting up and maintaining end user records as well as the user tasks related to cash management services, e.g., funds transfers and bill payment.

Within these chapters, we have incorporated various levels of detail to accommodate the needs of experienced as well as novice users:

An introduction that briefly explains the function of a particular feature.

An overview of each feature.

Step-by-step instructions on how to use the feature, including pertinent screen illustrations.

Chapter 4 – Frequently Asked Questions – addresses the answers to some of the most frequently asked questions about the AXIS Cash Management product.

Chapter 5 - File Formats — contains technical specifications for externally-generated files that can be imported into the Cash Management system.

Glossary – contains definitions of common terms used in Cash Management.

Before you launch into specific sections of operation, please review the basic Navigation and User Interface Tips that apply to all functions within the AXIS Cash Management system. Once the basics are understood, navigating AXIS’ current and future features is easy!


2

Introduction

Digital Insight’s AXIS® Cash Management system has been designed to cater to the cash management needs of a financial institution’s business users.

At Digital Insight, we believe that our business is making your business easier and more profitable. When designing the AXIS Cash Management system, our intent was to provide financial institutions and their business users with business banking services in a secure, efficient, and easy-to-use format.

When creating this User’s Guide, we again focused on these objectives. Consistent with our product, we want to provide you with comprehensive and user-friendly documentation.

Conventions Used in This Guide

Common Terminology

At Digital Insight, we are proud of our relationships with banks, thrifts, and credit unions. To accommodate all of our clients, we have incorporated some generic terms in the User’s Guide:

Financial Institution a bank, thrift, or credit union.

Customer a bank’s customer, a thrift’s customer, or a credit union’s member.

In addition, since each financial institution has the opportunity to customize some of the content and navigational flow of its AXIS Cash Management system, the step-by-step instructions for a feature may include steps that are not required at your Cash Management site. We hope you understand our attempt to be inclusive, as all of our clients are important to us.

Some other terms, unique to the AXIS Cash Management system, also require further definition:

Financial Institution super-user the financial institution employee responsible for assigning Administration Platform access to financial institution administrators. Digital Insight will work with your financial institution to determine the financial institution super-user(s) and provide them with super-user access information.

Financial Institution administrator an employee of the financial institution that is given access to the Administration Platform of AXIS Cash Management by the financial institution super-user.

Customer Information File number (CIF #) the identification number, used by the financial institution administrator, to access the customer’s information stored in the financial institution’s host computer.

Company administrator the customer, or a person assigned by the customer, who will have administration responsibilities in the Business User Platform of AXIS Cash Management.

End user an employee of the customer that is given access to AXIS Cash Management by the company administrator.

Introduction

3

Type Styles

In addition to the heading and body text type styles, the following items are distinguished in the text as indicated below.

The names or labels of specific fields, action buttons, radio buttons, and check boxes that appear on the screen look like this:

Password

Add

Reset

Main

The name of a key to press looks like this:

ENTER

SHIFT

TAB

Specific text you are instructed to enter on the screen looks like this:

[email protected]

Navigation and User Interface Tips

In order to provide a user-friendly, intuitive interface, Digital Insight has created standard layouts and usage techniques for screen navigation, data-entry validation, field and button level help, and action buttons.

General Notes

The screens in the Cash Management system have been designed to support a resolution of 800 x 600 pixels or higher.

You must enable Java in your browser. In all cases, the system supports ONLY the Java Virtual Machines supplied with the browsers – at present, no 3rd-party plug-ins are supported.

You must enable Javascript in your browser.

You must enable cookies in your browser.

Netscape V6.0 is not supported at this time.

Other windowed environments (e.g., X.11 on UNIX) are not supported at this time.


4

Browser-Specific Settings

This section explains in detail how to set up a browser so that you can use the Cash Management system.

Netscape

Under Edit > Preferences > Advanced

Automatically load images: Check.

Enable Java: Check.

Enable Javascript: Check.

Enable Style Sheets: Check.

Cookies: Set the radio button to Accept all cookies.

Internet Explorer

Under Tools > Internet Options > Security > Custom Level

Cookies: Enable both cookie types (cookies stored on your computer and per-session cookies).

Java > Java Permissions: Enable Java. The security setting can be Low, Medium, High or Custom (anything except Disabled).

Miscellaneous > Navigate sub-frames across different domains: Enable.

Scripting: Enable all scripting sub-menu items.

Under Tools > Internet Options > Advanced

Java VM: Check the box for Java JIT compiler enabled.

Security Architecture

We understand that there is nothing more important to a financial institution, or to its customers, than knowing that cash management transactions are private and secure. Therefore, we have applied the very latest in technology when creating the AXIS Cash Management security architecture.

The security architecture uses the Internet for secure delivery of account balances, account histories, and transfer requests and a private network for access to the financial institution’s host computer. This design prevents the financial institution’s live database from being accessed through the Internet.

Overview of the Security Architecture

The best way to understand the AXIS Cash Management security architecture is to take it one step at a time. There are security features at every level of a cash management transactionfrom the customer’s computer, to the Internet, to the perimeter network, and to the secure network. These security features are described briefly below and are discussed more fully later in this chapter:

Customer’s computer all cash management transactions begin here, at the customer’s computer (Macintosh or IBM compatible). The following security features are provided at this level: password protection, inactivity timeout, cache security, exit buttons, and finally a lockout for failing to log-on after five attempts.

Internet information is transferred over the Internet from the customer’s computer to the AXIS Cash Management servers. To maintain privacy for these transfers, the

Introduction

5

following security features are in place: encrypted URL, SSL protocol, and public-key cryptography.

Perimeter network the next level is the perimeter network, which receives all of the financial institution’s Web traffic. To maintain the security of the perimeter network, all entering traffic must pass through a filtering/screening router.

Secure network finally, there is the secure network, which receives traffic related only to cash management. At this level, the following security features are in place: a firewall, a frame relay (for an online solution), and two filtering/screening routers.

Password Protection

Password protection occurs at two levels within the AXIS Cash Management system. The first is the identification of the customer, or company, and the second is the identification of the end user accessing the AXIS Cash Management system.

In order to access AXIS Cash Management, an individual must provide a company ID and password followed by a user ID and password. Without all four pieces of information, access to AXIS Cash Management is denied.

The FI administrator assigns the company ID and password to the company administrator when the customer signs up to use the AXIS Cash Management system. AXIS Cash Management recognizes a first-time sign-on and will require the company administrator to change the company password and log-on again using the secure information.

Special password characteristics may be imposed by the financial institution to provide a greater degree of security. These requirements may include minimum and maximum length, upper and lower case alpha characters, numeric, or special characters (e.g. “!” “@” “#” etc.).

The company administrator assigns a unique user ID and password to any personnel (end users) who will have access to the AXIS Cash Management system.

As a means of added security, the passwords must be changed on a regular basis. The number of days before a password must be changed is set by the financial institution and applies to all end users accessing AXIS Cash Management.

Inactivity Timeout Feature

Although Digital Insight recommends that customers, or end users, never leave their PCs unattended while logged into AXIS Cash Management; a built-in security feature minimizes the risk in such a situation. The inactivity timeout feature ensures that AXIS Cash Management automatically shuts off after a designated period of inactivity.

Through the Administration option in the Business User Platform of AXIS Cash Management, the company administrator can specify the length of inactivity before AXIS Cash Management shuts off. If no time is set, a default time of 10 minutes is automatically used.

Cache Security

Cash management transactions are written in a format that by design cannot be saved in a cache file. This ensures that no one can view a customer’s account information by accessing the cache file.

Exit Button

When customers, or end users, are finished with the AXIS Cash Management system, they should click the Log-Off button before going anywhere else on the Web. This ends AXIS Cash Management access.


6

Five Failed Log-Ons

As an added security feature, AXIS Cash Management access is denied after five failed log-on attempts. AXIS Cash Management access is reactivated only after the company administrator has contacted the financial institution.

Internet

Encrypted URL

The URL addresses are encrypted on all cash management transactions. This feature ensures that any account information that appears in the URL is not readable if intercepted.

SSL Protocol / Public-Key Cryptography

All cash management transactions use the Secure Sockets Layer (SSL) protocol developed by Netscape. SSL protocol uses public-key cryptography to ensure privacy for the data flowing between the business user’s browser and Digital Insight’s server.

This protocol allows for the transfer of digitally signed certificates for authentication procedures and provides message integrity, ensuring that the data cannot be altered en route. By convention, Web pages that require an SSL connection start with https instead of http.

In Digital Insight’s SSL-based public-key cryptography system, the public and private keys are related in such a way that only the public key can be used to encrypt messages and only the corresponding private key can be used to decrypt them. The public key is distributed using a certificate that verifies the identity of the owner. The private key is kept confidential. A message encrypted with a public key can only be read after decryption with the private key.

Here’s how the SSL protocol works:

1. To initiate a transaction, the customer uses a browser to send a secure message via SSL to the financial institution’s Web server, hosted by Digital Insight.

2. The financial institution’s Web server responds by sending a certificate that contains the financial institution’s public key.

3. The customer’s browser authenticates the certificate, then generates a session key, which is used to encrypt data traveling between the customer’s computer and the financial institution’s server.

4. The session key is encrypted using the financial institution’s public key and is sent back to the Web server.

5. The financial institution’s Web server decrypts this message using the private key, and then uses the session key for the remainder of the communication.

By exchanging messages using the public/private key pair, the customer can be assured that communication is happening with the financial institution’s Web server and not a third party trying to intercept the transaction request.

Perimeter Network

Filtering/Screening Router

The filtering/screening router verifies the protocol, source, and destination of each network packet before permitting access.

Introduction

7

Access is denied if the packet is not directed at a specific, available service. The router is configured to allow only permitted protocols.

Secure Network

Firewall

The firewall protects Digital Insight’s secure network from unauthorized access. All cash management inquiries are addressed to the firewall.

Traffic through the firewall utilizes a special application proxy system, which verifies the format, source, and destination of each information packet. The proxy then changes the IP address of the packet to deliver it to the appropriate site within Digital Insight’s network.

This method protects all inside addresses from outside access, and the structures of Digital Insight’s perimeter networks are invisible to outside observers.

Filtering/Screening Routers

There are two filtering/screening routers within the secure network and both function in a similar manner to the filtering/screening router in the perimeter network. The only difference is their placement within the security architecture. One of the filtering/screening routers is placed in front of the frame relay. This router’s primary function is to preclude all unauthorized traffic from entering into AXIS Cash Management from the frame relay.

To understand the importance of this design, think of AXIS Cash Management as having a front door and a back door. In this analogy, the firewall provides security at the front door and the filtering/screening router provides security at the back door.

Frame Relay

An important element of the AXIS Cash Management security architecture is that the financial institution’s host system is never exposed to the Internet. Rather, in the case of an online system, a private connection is maintained between Digital Insight and the financial institution. The frame relay establishes this private connection.

Navigating within AXIS® Cash Management

There are two ways to navigate within the AXIS Cash Management system:

Screen navigation the process of moving from field to field using the keyboard or mouse. It applies to both the Financial Institution Administration and Business User Platforms of AXIS Cash Management.

Menu navigation the process of accessing various features from the Administration Platform Menu and Business User Platform menu. The menu system for each platform is described in the appropriate chapter for the platform.

IMPORTANT! Do not use your browser’s Back button when navigating either the Financial Institution Administration or Business User Platforms. In order to provide maximum security for your data, we designed the Cash Management system so that it does not provide your browser with the cache information necessary to make the Back button usable. (If that information were in your browser, other users or other software might be able to access it.)


8

Screen Navigation

The following screen navigation tips apply to both the Financial Institution Administration and Business User Platforms.

The AXIS Cash Management system screens are designed to respond to both a mouse and to keyboard commands. The following points apply to keyboard usage:

To move the cursor from field to field, press the TAB key to go forward and the SHIFT/TAB key combination to move backward. The TAB key will cycle through all fields, including buttons.

If you are moving the cursor using the TAB key and you select a button, you can press the ENTER key to execute the action associated with the button.

If you are making a selection in a check box, you can use the SPACE BAR to toggle the checked/unchecked condition.

Interface Tips

Common Field Formats

Similar fields use standard length, formatting, and validation:

Phone numbers are automatically formatted with parentheses () for the area code and a dash (–) for the number. The extension is maintained as a separate field.

Email addresses must be at least 8 characters and contain an at sign (@) and a period (.). Email help will reference [email protected] as the example.

Passwords are 4 to16 characters and may include letters and numbers. Special password characteristics may be imposed by the financial institution to provide a greater degree of security. These requirements may include minimum and maximum length, upper and lower case alpha characters, numeric, or special characters (e.g. “!” “@” “#” etc.).

User IDs are 4 to16 characters and may include letters and numbers.

Dollar amounts are 16 digits and reserve the last 2 digits as the decimal place (for example, 14.2). Amounts are automatically formatted with a dollar sign ($), comma (,), and decimal (.) where appropriate.

ZIP Codes are 10 digits and are automatically formatted with a dash (–).

Dates must be entered in mm/dd/yyyy format.

Common Button Formats

Common buttons have the same look and feel, and use standard text:

Add adds a new database record.

Update saves changes to an existing database record.

Delete removes a record from the database.

Reset removes changes to data-entry fields and returns the field values to their prior settings within the record.

Submit sends a request or initiates an action other than add, update, or delete.

Introduction

9

Main returns the end user to the Administration Menu in the Financial Institution Administration Platform or the end user’s main screen in the Business User Platform.

List displays a summary of all database information pertaining to the current screen.

Where to Get Additional Help

Digital Insight is committed to providing you with the best overall product experience. This includes designing intuitive technical products with ease of use in mind. We also understand that on occasion the backing of our support resources is necessary. Digital Insight’s Customer Support services include Web-based support, user guides, online help and access to our Customer Service Analysts.

Look in the User Guide or online help

Check out the Client Site pages of our website at: https://www.diclientsite.com

If you can’t find the answer to your question online or in the user guide, contact Digital Insight Customer Service. Use the My Contacts option on the Client Site page to search for your FI Customer Service contact information.

Before You Call Customer Service

Q. When an end user reports technical difficulties, what information should I gather from them prior to contacting Digital Insight Customer Service?

A. In order to assist Digital Insight Customer Service Analysts in identifying the source of a technical difficulty, the analyst may ask the financial institution contact one or more of the following questions. Please attempt to obtain this information from your end user prior to contacting Digital Insight Customer Service.

Has this feature or function worked in the past?

When did the problem start happening?

What operating system did this problem occur on? (PC/Windows 98, Macintosh, etc.)

What browser version is being used? For example: Netscape 4.7, IE 5.5

Exactly what steps were performed that lead to the problem?

Are you able to recreate the problem? Has someone at the financial institution successfully recreated the problem?

Are you aware of any Data Processing Vendor changes on the host system? Is it Network or Hardware?

Is the problem affecting one end user or many? (one, twenty, everyone, only a certain type of user?)

What is the specific error message?

What screen/page is the error message being displayed on?

What version of Digital Insight software is the FI using?

Has the problem been reported before?

What was the connection to the Internet? Dial-up? T-1?

What area of the system did the problem occur in? For example: Internet Banking - transfer confirmation page, Bill Payment - schedule payment page.


10

Is the problem intermittent (happens all the time or just sometimes?)?

Note: In some cases, Digital Insight Customer Service, in an effort to reproduce the error, may ask the financial institution for a username & password. While this information may significantly increase our ability to quickly resolve the error, it is not required.

Q. Will a Digital Insight Customer Service Analyst speak directly to my end user?

A. Digital Insight Customer Service supports the financial institution. End user issues are first reported to the financial institution for resolution. If after the financial institution attempts to resolve the issue, and is unable to, and it is necessary for the end user to speak directly to the Customer Service Analyst the financial institution may contact Customer Service with the end user on the line.

11

Cash Management Administration

Accessing the Administration Platform

Access the Administration Platform using your Web browser by entering the following:

https://www.yourdomainname/onlineserv/CM/adminLogin.cgi/

Note: The domain name is your financial institution’s domain name as entered by customers to access your Web site.

1. Enter your user ID and password.

2. Click the Submit button and the Financial Institution Administration main screen (containing the Administration Menu) appears.

The Administration Menu’s six main options each feature a set of sub-options, some of which are separately access-controlled for each administrator (that is, you may find that some of them are unavailable to you, based on how the Super-User sets your profile in Security > Financial Administrator Profile Maintenance). The sub-option menus appear when you float the cursor over the main menu options.

Some Financial Institution Administration functions do not use separate screens but instead superimpose some fields or controls on this main screen. In those cases, you will need to click the Submit button to register your changes in the system. You can click Log-off at any time to end your session, or click Help to display the online help in a separate browser window.

13

Maintenance

The Maintenance service allows financial institution administrators to add, edit and delete customer information. This also provides some access control and security management features that apply at the customer level (not at a system-wide level).

For Hosts that can define and communicate specific rules about what accounts may be used with what services, the Cash Management system will tailor all account selection drop-down lists in all areas to implement those rules. You may impose additional restrictions if desired.

Customer Maintenance

The Customer Maintenance service lets you edit an existing customer’s information. This service is divided into 2 sub-services: Select Customer and Update Customer.

Select Customer

To display the Select Customer screen:

On the Administration Menu, rest the cursor on the Maintenance heading and click Customer Maintenance. The AXIS Cash Management customer selection screen appears.

This screen also provides you with the ability to view a list of all your customers and their individual settings by clicking the List button at the bottom of the screen. If you have a large number of customer records, you will be able to page through the list using First, Previous, Next and Last buttons.

Update Customer

To display the Update Customer screen:

Select a customer record using one of the following methods:

Search - Select the value to search Company ID, Company Name, Host Key or Email. Input search criteria. Select Search. The application will return a list of those company records matching or partially matching your search criteria.

Note: A wildcard search can be used by placing an asterisk '*' before or after the value to search.


14

Index - Select A-Z or 0-9. The application returns company records with company names beginning with your selection.

Locked Out - The application returns companies either manually locked out by a financial institution administrator or systematically locked out by exceeding the number of bad login attempts.

Password Maintenance - The application returns companies that require a second financial institution administrator to complete a password maintenance change.

If you have a large number of customer records, you page through the list using First, Previous, Next and Last options.

Note: The Host Key label is a variable parameter set as part of your initial system installation. The label will actually display the preferred term for your institution (e.g., Serial No., TIN, CIF, CIS #, etc.).

Maintenance

15


16

Updating Customer Information

1. Display the Update Customer screen.

2. Change any customer information shown in the input fields. (Company ID and Key do not have input fields; they are held constant in order to maintain data integrity.) If necessary, click the Reset button to remove any changes to the data-entry fields and restore them to their prior values.

For hosts that do not return a customer name as part of their data set, the Cash Management system allows you to edit the Customer Name. If this is the case for your host, the Customer Name field is an input field instead of a display-only field; you may change its contents as you wish and they will be saved when you do an Add or Update.

IMPORTANT! You cannot change the Administrator’s User ID to an ID that is already in use by the customer. All User IDs (whether for administrators or end users) must be unique across the customer’s entire database. If you change a Company Password or User Password, the company administrator will be required to change them on subsequent logins. As a security precaution, AXIS Cash Management never allows customers to keep passwords that were set by the financial institution.

3. In the Account List section of the screen, select the individual accounts that the customer can access, or click the All Accounts checkbox. This list is not updated automatically when new accounts are created, so if you don’t see all of the accounts you expect, try clicking the Refresh Accounts button.

Note: If "NSF Book XFR" is checked in the Account List section, the business user may submit transfers that exceed the available balance for that account (i.e. no balance validation will occur).

4. In the Banking Services section of the screen, click the check box next to each service that you wish to make available to the customer. For convenience, you can start by checking the All Services box, or by checking the Small Business Services box for a starter set of options (Balance Reporting, Book Transfers, Stop Payments and Online Services).

See the Banking Services subtopic for details on the Banking Services options.

5. When you are satisfied with your changes, click the Update button.

Note: Your changes do not affect Cash Management sessions that are already underway. If you make changes while the customer’s Company Administrator and/or other end users have active sessions, those users would have to log out and then log back in to see the effects of those changes.

6. Click the Main button to exit and return to the Administration main screen.

Banking Services

The Banking Services options are largely self-explanatory – if the option is checked, the service is made available to the end users by enabling it on the Business User Platform Navigation Column. However, there are some subtleties involved with some options, specifically those that have sub-options that control the system’s behavior in certain situations. The following list explains the details all of such options.

Keep in mind that these characteristics are specific to each customer, not global!

Balance Reporting

Maintenance

17

Suppress Float: Check this box to eliminate float data from the Account Summary Details pop-up window. Use this option if you do not want a customer to have access to the float data.

ACH

Allow Unbalanced Files: Check this box to make a special checkbox appear on the ACH > Batch Template Maintenance screen. The checkbox is labeled Create offsetting transaction and allows the customer to choose whether or not the ACH file is to be balanced. Use this option if you want to give a customer the ability to create balanced or unbalanced files at will.

Note: If you do not display the checkbox on the Customer Platform, your Policy setting determines whether the system will automatically balance the file or not.

Require Approval: Check this box if you want the system to require administrator approval for all ACH submittals. (Usually the system requires administrator approval only if the user has exceeded his/her daily limit.).

Require Approval by Other User: Check this box if you want to restrict end users from approving their own work.

Restrict ACH Initiation If User Limit Is Exceeded: Check this box to prevent initiation of transactions exceeding per-transaction limits as well as daily limits.

Suppress ACH Upload: Check this box to suppress the Upload ACH functionality. This allows you to suppress or enable display of the "Upload ACH File" Business User Platform menu option.

ACH IDs: Click this button to display a pop-up window that lets you enter ACH IDs and descriptions for the customer. ACH IDs are alphanumeric and may be up to 10 characters long.

Tax Payments

Allow Unbalanced Files: Check this box to make a special checkbox appear on the Tax Payments > Tax Payments screen. The checkbox is labeled Create offsetting transaction and allows the customer to choose whether or not the EFTPS file is to be balanced. Use this option if you want to give a customer the ability to create balanced or unbalanced files at will.

Note: If you do not display the checkbox on the Customer Platform, your Policy setting determines whether the system will automatically balance the file or not.

Require Approval: Check this box if you want the system to require administrator approval for all Tax Payment submittals.


Restrict Tax Payment Initiation If User Limit Is Exceeded: Check this box to prevent initiation of transactions exceeding per-transaction limits as well as daily limits.

TAX ID: The Company’s TIN. (Required for making electronic tax payments.)

Wire Transfers

Require Approval: Check this box if you want the system to require administrator approval for all submittals.


Restrict Wire Initiation If User Limit Is Exceeded: Check this box to prevent initiation of transactions exceeding per-transaction limits as well as daily limits.

Allow Freeform: Check this box to enable the Initiate Freeform function. Initiate Freeform allows users to initiate Wire Transfers without using a predefined template.


18

Account Reconciliation

The Account Reconciliation checkbox enables access to this feature for checking accounts only. If this option is enabled, users may not select any other account type for Account Reconciliation. The checkbox in the Account Reconciliation column will be gray for any other account type.

Note: Once you give a business user permission to account recon / positive pay the system will begin running reconciliation on a nightly basis. If your business users are not ready to upload their outstanding issues, exceptions will immediately begin appearing the next day.

Deleting a Customer

IMPORTANT NOTE: Before you delete a customer, be sure to delete all of that customer's scheduled recurring transfer (SRT) instructions. Otherwise the SRT instructions will continue to run. You can do this by signing on as the business user and then deleting any Balance Alerts, Sweeps, Scheduled Transfers, and/or Recurring Transfers prior to deleting the business user from the FI Admin platform.

1. Display the Select Customer screen.

2. Select the customer record using one of these methods:

Search - Select the value to search Company ID, Company Name, Host Key or Email. Input search criteria. Select Search. The application will return a list of those company records matching or partially matching your search criteria.

Note: A wildcard search can be used by placing an asterisk '*' before or after the value to search.

Index - Select A-Z or 0-9. The application will return those company records with company names beginning with your selection.

Specialized Groups - Select Locked Out or Password Maintenance. The application will return those company records in that condition.

If you have a large number of customer records, you will be able to page through the list using First, Previous, Next and Last buttons.

Note: The Host Key label is a variable parameter set as part of your initial system installation. The label will actually display the preferred term for your institution (e.g., Serial No., TIN, CIF, CIS #, etc.).

3. Click the Delete button. A dialog box appears, prompting for confirmation.

4. Click the OK button to confirm, or click the Cancel button to leave the record unchanged.


IMPORTANT! Be very careful when using the Delete option. When you delete a customer definition, all of that customer’s database information is removed from the system and cannot be recovered.

Locking a Customer Out of the System


2. Select the customer record using one of methods described above.

3. Click the Lockout button. The button changes to Unlock; you can use it later to reinstate the customer’s access.

Maintenance

19


Note: This functionality locks out all users for the company. An individual user may lock themselves out by exceeding the number of bad login attempts. Refer to the Reset Logins functionality for correcting this condition.

Reset Number of Failed Logins


2. Select the customer record using one of methods described above.

3. Click the Reset Log-in button.


Note: Exceeding the number of failed login attempts will cause the user to be locked out of the application. Resetting the number of failed login attempts will unlock the user. This functionality is different from the Unlock button which controls all users' access.

Add New Customer

Before a new customer can use the AXIS Cash Management system, the financial institution administrator must add that customer’s information to the system. The Add New Customer function allows you to create a new customer record.

To display the Add New Customer fields:

On the Administration Menu, rest the cursor on the Customer Maintenance option and click Add New Customer. The Key field appears, as well as the PIN# if required by the host system.

Note: The Key label is a variable parameter set as part of your initial system installation. The label will actually display the preferred term for your institution (e.g., TIN, CIF, CIS #, etc.).


20

1. Enter the customer’s Key number and, if required, the PIN information.

2. Click the Submit button. The customer’s account information is copied from the financial institution’s host computer system. The system now displays the AXIS Cash Management Customer Maintenance screen:

3. Fill in the fields in both the Company Administration and Company Administrator sections at the top of the screen.

Note: The company ID and password and the company administrator’s user ID and password are all required for the company administrator to log-on to the Business User Platform in AXIS Cash Management.

When the company administrator logs on for the first time, AXIS Cash Management requires that the company password be changed. On second login, the system is requires that the administrator password be changed.

For hosts that do not return a customer name as part of their data set, the Cash Management system allows you to edit the Customer Name.

4. In the Account List section of the screen, select the individual accounts that the customer can access, or click the All Accounts checkbox. This list is not updated automatically when new accounts are created, so if you don’t see all of the accounts you expect, try clicking the Refresh Accounts button.

Note: If "NSF Book XFR" is checked in the Account List section, the business user may submit transfers that exceed the available balance for that account (i.e. no balance validation will occur).

Maintenance

21

It is also important to note that this flag will not override any restrictions placed on the host. For example it will not force post the transaction. It is still possible that the host will reject the transaction. ACM is simply allowing the transaction to be sent to the host instead of checking the balance before we send the transaction to the host.

5. In the Banking Services section of the screen, click the check box next to each service that you wish to make available to the customer, or check the All Services box. See the Customer Maintenance topic for full details on Banking Services.

Note: If the financial institution decides not to allow a customer access to a particular service, that option will not appear in the customer’s navigation column. However, it will appear in the customer’s Administration/User Maintenance screen in grey, indicating potential availability.

6. Click the Add button to save the information.

Note: If you select another customer from the Select Company drop-down list before clicking Add, the process of adding a new customer stops and the customer maintenance process begins for the selected customer.

7. Click the Main button to exit and return to the Administration Menu.

Policies

The Policies function allows you to set global policies (that is, system settings that apply across all customers). In addition, the Defaults section allows you to specify how some of these settings should appear initially whenever you create a new customer definition.

IMPORTANT: The Defaults settings are just initial settings used when creating a new customer. In the course of completing a customer definition, you may reset some or even all of the settings differently than the defaults. Default settings are simply a convenience to save you some time by getting most of the settings right at the outset for most situations. Changes to the Defaults settings do not affect existing customer definitions.

To display the Policies screen:

On the Administration Menu, rest the cursor on the Maintenance option and click Policies. The Policies screen appears.


22

Maintenance

23

Account Policies Section

Account Policies are organized by service and set global system characteristics (i.e., they apply across all customers).

Imaging

Number of Days for Imaging: This field controls how many days of access there are for an online check image. (Specified in calendar days, not business days.)

ACH/EFTPS

ACH Cutoff Time: This is the daily cutoff time after which any ACH submittals will not be posted until the next business day. Specify the cutoff time for your financial institution in military-style 24hr time (e.g., 15:00 for 3pm, etc.).

Suppress ACH Email Notification: Your financial institution typically will receive an email notification whenever a customer submits an ACH batch. (The email address is specified on the Workflow Email Routing screen.) However, if your Institution has a high volume of ACH transactions, you may prefer not to receive email about each one. Check the box to prevent the system from generating outbound messages or receiving inbound messages.

Wires

Wire Transfer Cutoff Time: This is the daily cutoff time after which any Wire Transfer submittals will not be posted until the next business day. Specify the cutoff time for your financial institution in military-style 24hr time (e.g., 15:00 for 3pm, etc.).

Suppress Wire Transfer Email Notification: Your financial institution typically will receive an email notification whenever a customer submits a Wire Transfer. (The email address is specified on the Workflow Email Routing screen.) However, if your Institution has a high volume of Wire Transfers, you may prefer not to receive email about each one. Check the box to prevent the system from generating outbound messages or receiving inbound messages.

Stop Payment

Range Stop Payment Limit: Specify the number of checks allowed in a range stop payment.

Suppress Range Stop Payments: Check this option to prevent the stop payment range option from appearing on the customer’s screen.

Suppress Stop Payments Email Notification: Your financial institution typically will receive an email notification whenever a customer submits a Stop Payment. (The email address is specified on the Workflow Email Routing screen.) Check this box if you prefer not to receive email about each one.

Online Services

Minimum number of checks to reorder: Specify the smallest allowable check reorder amount. The system will prevent your customers from submitting any orders smaller than this.

Account Reconciliation

Issues Cutoff Time: The time file processing is discontinued. After this time, the system will prompt users with a warning that the user file will be processed the next business day.

Exception Decision Cutoff Time: The time the system will stop the user from issuing a decision.


24

Default Exception Decision: The "Pay" or "Return" radio buttons define the default exception management of issues. The user may change this.

Suppress ARP Notification: Your financial institution typically will receive an email notification whenever a customer submits an issues register for processing. (The email address is specified on the Workflow Email Routing screen.) Check this box if you prefer not to receive email about each one.

Suppress ARP Exception Decisions: Your financial institution typically will receive an email notification whenever exception decisions are submitted for processing. (The email address is specified on the Workflow Email Routing screen.) Check this box if you prefer not to receive email about each one.

Defaults Section

The Defaults settings control the initial state of some of the Customer Maintenance checkboxes when you create a new customer definition. Specifically, you can set defaults for ACH, Wire Transfer and Tax Payments checkboxes.

Keep in mind that these are initial settings only; you can change some or all of them for any given customer definition. Remember also that these settings do not affect any existing customer definitions.

Each of these items appears on the Customer Maintenance screen; any time you create a new customer definition, the initial setting for each item on that screen will match the corresponding setting here. See the earlier section on Customer Maintenance for details on what each item does.

25

Communications

The communications services in Cash Management provide you with the ability to indicate your preferences for a number of system components and customize them for your use. The features available for communications are:

Messages – Customize messages that appear throughout the system.

Wire Transfer Threshold Limit – Specify the threshold for generating an automatic email message whenever a wire transfer transaction exceeds a set amount.

Email Customers - Send a one-time email message, or create and use recurring messages.

Email Digital Insight – Send an email to Digital Insight.

Workflow Email Routing - Define one or more email addresses for each request type (e.g., check reorders), in order to direct the request to the appropriate individual(s) or department(s).

Change Colors - Set the appearance of the screens in the Business User Platform. The color choices affect all customer sites using AXIS Cash Management with your financial institution.

Messages

The Cash Management System allows the financial institution to customize brief text messages that are displayed throughout the Business User Platform. The Messages option allows review and editing of all customizable system messages.

You can format any part of the message text with standard HTML tags as appropriate. For example:

To make text bold, type before the text and after the text. Example: sample text will appear as sample text.

To make text underlined, type before the text and after the text. Example: sample text will appear as sample text.

To make text italicized, type before the text and after the text. Example: sample text will appear as sample text.

Note: There are some necessary constraints on the messaging feature to prevent problems with the Cash Management system. For example: The program cannot accept the following html tags: <html>, <head>, <title>, and <body> and the system does not support JavaScript in the message. In addition, you must also be certain that the html you enter is correct under html standards. Malformed HTML can cause problems with the messaging feature itself.

Most of the message options have self-explanatory names, generally indicating the screen or service for which they are displayed. A few warrant further explanation:

Message of the Day is the message that all customers see on their log-on screens; this is an ideal means of distributing system status information as well as marketing messages.

The System Disabled Notice is the message that all customers see if they attempt to log on while the system is disabled. This message could contain an estimate of how long the system will be unavailable, or perhaps an estimate of when it will be back online.

26

The Rejected Wire Transfer message allows you to give instructions to customers on what to do if a user sees a rejected wire transfer on the Wire Transfer Activity or Wire Transfer Admin/Approval screens.

The Terms & Conditions, Privacy, and Security messages are for disclosure statements that will appear as links on the customer’s login page. When a customer clicks on the link, a separate browser window will open displaying the message.

To display the Messages screen:

1. On the Administration Menu, rest the cursor on the Communications heading and click Messages. The Messages screen appears.

2. Choose a message title from the drop-down list. 3. Enter or modify the message text. Format any part of the message text with

standard HTML tags as appropriate: 4. To make text bold, type before the text and after the text. Example:

sample text will appear as sample text. 5. To make text underlined, type before the text and after the text. Example:

sample text will appear as sample text. 6. To make text italicized, type before the text and after the text. Example:

sample text will appear as sample text. 4. You can click the Reset button at any time to restore the currently selected

message text to its previously stored state and start editing again, or click Main to discard all changes and return to the Financial Institution Administration Platform main screen.

5. (Optional) Click the Preview button to see what your message will look like when the system displays it to a customer. The system will display a second browser window with your message, as it will appear to the customer. Click the Close Window button to remove the preview window.

6. Click the Submit button to update the message in the system. 7. After you click Submit, you can choose another message from the drop-down list

and repeat the editing cycle. When you’re done editing messages, click Main to return to the Financial Institution Administration Platform main screen.

Wire Transfer Threshold Limit

This limit specifies the threshold for generating an automatic email message to a designated recipient whenever a wire transfer transaction exceeds a set amount.

To display the Wire Transfer Threshold Limit field:

1. On the Administration Menu, rest the cursor on the Communications option and click Wire Transfer Threshold Limit. The Wire Transfer Threshold Limit field appears.

Communications

27

2. Enter the Transfer threshold limit. This is the limit at which the system sends

an email message when a wire is downloaded that exceeds the limit. The transfer is NOT prevented or affected in anyway.

3. Click the Submit button.

Note: If your FI requires email notification, enter the email address of the person who is to receive the messages generated by this service in the Wire Threshold Limit field located in Workflow Email Routing.

Email Customers

You can send a one-time email message, or create and use recurring messages. The messages can be sent to all customers or just to selected ones.

To display the Email Customers screen:

On the Administration Menu, rest the cursor on the Communications heading and click Email Customers. The Email Customers screen appears.


28

Sending a one-time email message

1. Click a specific customer or group of customers to receive the email or click the Select All button.

Tip: Use standard Windows techniques for multi-selects: CTRL+Click to accumulate, SHIFT+Click for a block select. Use the Reset button to clear the selections and start again if necessary.

2. Enter a subject line for the email. (Limit 20 characters.)

3. In the Compose Message field, enter the email text.



Creating a recurring email message



Communications

29

2. Enter a subject line for the email. (Limit 20 characters.)

3. In the Compose Message field, enter the email text.

4. Select either the Message One or Message Two radio button, then click the Save Recurring button.


Sending a recurring email message



2. Select the message from the Recurring Messages drop-down list. The list shows the subject lines of the messages.

3. Edit or customize the subject line and/or message text if necessary and click the Submit button.


Email Digital Insight

Email messages sent to Digital Insight are reviewed regularly.

On the Administration Menu, rest the cursor on the Communications heading and click Email Digital Insight. The Email Digital Insight screen appears.


30

1. Enter the contact information: your name, preferred contact method and the

details for each of the contact methods (Telephone Number, FAX Number or Email Address).

2. Enter the subject line of the email. (Limit 32 characters.) 3. Enter the text of the message. 4. Click the Submit button. 5. Click the Main button to exit and return to the Administration Menu.

Workflow Email Routing

Several Business User Platform services depend on email functionality as a way to communicate workflow requests to various departments within the financial institution. The Workflow Email Routing service allows you to define one or more email addresses for each request type (e.g., check reorders), in order to direct the request to the appropriate individual(s) or department(s).

To display the Workflow Email Routing screen:

On the Administration Menu, rest the cursor on the Communications heading and click Workflow Email Routing. The Workflow Email Routing screen appears.

Communications

31

Most of these are simple email-driven services, where the recipient reads the message and acts on it. However, some of these services are part of more complex functions. The following list describes the role of email and the recipient in such cases:

Wire Transfers: The system sends a message to the specified address whenever any customer submits a Wire Transfer. This is purely an activity-monitoring service that operates independently of the email-based system of Wire Transfer approvals, confirmations, etc.

ACH Submission: The system sends a message to the specified address whenever any customer submits an ACH batch. This is purely an activity-monitoring service that operates independently of the email-based system of ACH approvals, confirmations, etc. Due to the handling of multiple batches on upload, the workflow email issued to the FI will be issued as one-per-batch, for all downloaded/processed batches.

Wire Threshold Limit: The system sends a message to the specified address whenever a wire is downloaded that exceeds the value set in Wire Transfer Threshold Limit, described earlier.

Stop Payment Requests: Some hosts allow customers to enter stop payments themselves, but others do not. In the former case, this item does not appear on the Workflow Email Routing screen. In the latter case, the customer must submit all Stop Payment requests via email to the financial institution’s assigned recipient, as designated by this email address.

Reply E-mail Address: This is the e-mail address that will appear as the "Sender" on all system-generated e-mail.


32

Setting the workflow email routing addresses 1. Enter the complete email address for each task/service. (It’s OK to use the same address for more than one entry.) You can enter multiple addresses by separating them with a semi-colon (;). However, DO NOT use any leading or trailing blanks. Blank spaces will prevent the system from using PGP encryption.

1. To remove any changes to the data-entry fields and restore them to their prior values, click the Reset button.

2. When all of the information is entered, click the Update button.


Change Colors

The change colors function lets you set the appearance of the screens in the Business User Platform (CCP). The appearance of the Business User Platform has been updated for Cash Management version 4.0.

As a result, the Color Selection Utility screen has been modified to allow enhanced control of the color choices affecting all customer sites using AXIS Cash Management with your financial institution.

To display the Color Selection Utility screen:

On the Administration Menu, rest the cursor on the Communications heading and click Change Colors. The Color Selection Utility screen appears.

In order to preserve color integrity, color controls have been grouped to elements that will use the same color for display. The screen lists the screen elements available for color modification along with the default palette suggestions. The current color selection

Communications

33

for an element appears as a swatch alongside the six-character HTML color code. The color swatch grid to the right of the list provides you with a shortcut for additional color selection.

To change the color scheme for the Business User Platform:

1. Choose a different Navigation Image Color from the dropdown list. The screen element colors listed will change to the default values associated with the new navigation color choice.

2. Modify an individual element color field by entering a new six-character code for that item, or use the color swatch grid to select a new color.

3. Repeat Steps 1 and 2 as needed until you have all of the colors set the way you want them.

4. Click the Preview button to view the changes as they will appear on the Customer Platform.

5. You can click the Reset button at any time to discard your changes and revert to the previously-saved color scheme, or click Default to revert to the system’s default color settings.

6. Click the Submit button to update the settings in the Customer Platform. If you exit this screen without clicking Submit, your changes are discarded and all current color settings are retained.


35

Security

AXIS Cash Management has several layers of security built into it.

One layer operates at the customer level: customers are locked out after five failed login attempts and afterward must contact their financial institution for assistance. Customers also can be locked out at the discretion of a financial institution administrator. These services are controlled from the Customer Maintenance screen and their operation is described in that section.

Another security layer operates on a system-wide basis: one-step system enable/disable, password security enforcement and financial institution password and profile maintenance. This section details the system-level security functions.

Note: Special password characteristics may be imposed by the financial institution to provide a greater degree of security. These requirements may include minimum and maximum length, upper and lower case alpha characters, numeric, or special characters (e.g. "!" "@" "#" etc.).

End user Password Duration

Passwords must be changed regularly to maintain AXIS Cash Management system security. For this reason, the financial institution administrator can set the number of days that an end user’s password is valid. After that number of days has passed, the system requires the end user to change his or her password.

On the Administration Menu, rest the cursor on the Security heading and click End user Password Duration. The End user Password Duration field appears on the screen.


36

1. Use the drop-down list to set the number of days the end user’s password is

valid. 2. Click the Submit button. A confirmation message appears.

Change Admin Password

The financial institution administrator can change his or her user ID and/or password at any time.

To display the Change Admin Password fields:

On the Administration Menu, rest the cursor on the Security heading and click Change Admin Password. The Change Admin Password fields appear.

1. Enter your current password in the Old Password field.

2. Enter your new password in the New Password field and re-enter it in the Verify New Password field.


Enable/Disable System

Disabling the system turns off all customer access to AXIS Cash Management and displays a text message to any customers attempting to access AXIS Cash Management while the system is disabled.

Security

37

Note: This function enables or disables the system for all customers. You can control any individual customer’s access to the Cash Management system by using the Lockout/Unlock button on the Customer Maintenance screen.

To display the Enable/Disable System controls:

On the Administration Menu, rest the cursor on the Security heading and click Enable/Disable System. The Enable/Disable System controls appear.

The banner gives the current system status and the link always shows the correct label: if the system status is Enabled, the link reads Disabled and vice-versa.

To change the system status, click the Enable/Disable link.

While the system is disabled, customers who attempt to log in will see a System Disabled Notice. (You can use the Communications > Messages screen to change the message.)

FI Administrator Profile Maintenance

FI Administration Profile Maintenance allows the FI Administrator super-user to define access of administrator services for other users of the FI admin platform. Other financial institution administrators are restricted to changing their own IDs and passwords.

In previous versions of the application, when an administrator was provided access to Customer Maintenance, and Add New Customer, they had access to all functions within these administrative services. They could Add, Delete, Update (including change passwords), and perform an inquiry on any company.


38

Having this wide range of access allowed the user to provide themselves access to the customer platform to initiate transaction and inquiries. An enhancement in this version of the software adds additional control and dual-custody of the Customer Maintenance and Add Customer functions.

Security

39

The FI Administrator Profile Maintenance screen now includes new attributes for both Customer Maintenance and Add New Customer. They are:

View Only

User Password Maintenance Restricted (This sub-option is available for both Customer Maintenance and Add New Customer. If the user has access to both the Maintenance and Add options, and this sub-option is selected for one, it will be checked in both locations.)

User Password Maintenance and Reset Logins Only

Note: If View Only or User Password Maintenance Only rights are granted, the user will not be able to delete customer records.

The following grid demonstrates the expected behavior between the FI Admin and Customer Maintenance and or Add New Customer

FI Admin Profile Attribute Selected Expected Result

None FI Admin is able to update all fields

View Only FI Admin can not make any changes to any fields

User Password Maintenance Restricted

FI Admin can update all fields but the User Password. Upon UPDATE of the company passwords, an asterisk is placed in front of the company name. This allows the FI Admin to easily identify those companies that need to have their User Passwords updated. Company names in Customer Maintenance are sorted alphabetically and this asterisk will cause all companies needing maintenance to be grouped together at the top of the drop down list.

Customer Maintenance

User Password Maintenance and Reset Logins Only

FI Admin is able to update user password and reset number of customer logins only. Upon update, asterisk is removed from company name

Add a Financial Institution Administrator

1. Display the FI Administrator Profile Maintenance screen.

2. Click the New button to clear the fields.

3. Enter the administrator name and administrator ID. The financial institution administrator will use the administrator ID when he or she logs on the Administration Platform.

4. Enter the email address.

5. Enter the password. The financial institution administrator will also use this when he or she logs on to the Administration Platform.

6. Enter the password a second time in the Confirm field. This provides verification of the password.

7. Enter the telephone number.

8. Click the check box next to the administrator services available to this financial institution administrator, or click Select All.


40

9. Click the Add button.


Updating a Financial Institution Administrator Profile


2. Select the financial institution administrator from the Select an Administrator Profile to View drop-down list.

3. Make any necessary changes. If necessary, click the Reset button to reset all fields to their previously stored values.

4. Repeat steps 2 and 3 to modify additional financial institution administrators.

5. Verify that the information entered is correct. The Profile Status will indicate whether the financial institution administrator profile displayed on the screen has been changed.

6. Click the Update button to save all changes made to financial institution administrators.


Deleting Financial Institution Administrators


2. Select the financial institution administrator from the Select an Administrator Profile to View drop-down list.


4. Click the OK button to confirm, or click Cancel to leave the record unchanged..


41

File Processing

Though the format and content of ACH, EFTPS and wire transfers are different, the process of managing these transfers within AXIS Cash Management is similar.

When customers initiate and upload an ACH batch, EFTPS or wire transfer an email message is automatically sent to the financial institution. The purpose of the email is to alert the financial institution that there is an initiated and uploaded ACH batch, EFTPS or wire transfer waiting for approval/download.

The financial institution administrator may approve transactions and download files, or delete them from the list. Files and transactions that have been processed, approved or deleted are stored for ten calendar days and then automatically removed from the backup listing.

If you have an automated method for transaction processing, you do not need to download the files manually. The Cash Management system will scan your database and select all transactions for processing. Before your scheduled processing window(s) you will still have the option to delete transactions.

This feature is especially helpful if an end user makes an error in their transaction submissions. You will have the option to delete the files before your processing window and save the effort or creating reversing entries. If, for some reason, your automated process is not functioning you can also download transactions from the File Processing area in the FI Administrative platform.

After transmission, the transactions will move to the backup listing. The length of time a transfer appears on the various screens depends upon the wire status. The table below outlines the default display conditions and the date range availability when using the date selection tool:

Screen Default "From"

Default "To"

Date Range

"From"

Date Range

"To"

Wire Status

Process Wires (New)

Oldest value dated wire with a status listed in the Wire Status column

Today plus 30 calendar days into the future

Oldest value dated wire with a status listed in the Wire Status column


*Approved, *Processing

Process Wires (Backup Listing)

Today Today Displays up to 10 previous calendar days


Received, Processed, Downloaded Deleted by FI

Process ACH/EFTPSs (NEW)

Oldest value dated ACH/EFTPS with a status listed in the ACH/EFTPS Status column


Oldest value dated ACH/EFTPS with a status listed in the ACH/EFTPS Status column


*Approved

Process ACH/EFTPSs (Backup)

Today Today Displays up to 10 previous calendar days


Downloaded, Deleted by FI


42

* Wires/ACHs/EFTPSs in this status will remain in their databases indefinitely. For statuses that do not have an asterisk, retention period is 10 calendar days.

There is no restriction on dates that can be entered in the "From" and "To" date range fields. Transactions displayed are based upon the value date of the wires within the retention period.

Process Wire Transfers

Note: Fedwire import files, submitted by customers, are accessed within the Process Wire Transfers option on the financial institution Administration Platform.

Wire transfers may be downloaded for further processing, or deleted.

To display the Process Wire Transfers screen:

On the Administration Menu, rest the cursor on the File Processing heading and click Process Wire Transfers.

File Processing

43

Note: All approved wire transfers pending further action are listed. Stale dated transaction Value Dates will appear in red. The screen will also display current and future dated transactions.


44

1. Click the Select check box next to the transfer(s) to process, or check the Select All box to select all of the listed wire transfers.

Note: If the Select All box is checked, you can uncheck it to clear all selections.

2. Click the Download button to download the selected wire transfer(s). If multiple wire transfers are selected, they will be combined into a single download file. You are prompted to select the directory where the file will be saved. Or

Click the Download / Print button to display the information on-screen as well as being able to select the directory where the file will be saved. In addition you can click the Print button to print the wire transfer details.

3. You may also click the Delete button to delete the selected wire transfer(s). The transfers change to Deleted status and move to the backup listing.

Show Backup Listing

The Show Backup button allows you to display the following screen with wire transfer backup history. You can perform the same activities (Print and Download) as the main

File Processing

45

processing screen and have the option of including additional reference information in the Bank Reference and Fed Reference fields.

Wire Details

The Wire Details screen allows you to review the field specific details of a wire transfer.

To display the Wire Details screen:

Select the magnifying glass from the Process Wire Transfers screen.


46

File Processing

47

Note: The population of some of the wire information fields is dependent on the level of processing and stage within the process the wire transfer is.

Process ACH Files

ACH initiated and uploaded batches, submitted by customers, are accessed within the Process ACH Files option on the financial institution Administration Platform. ACH initiated and uploaded batches may be downloaded for further processing, or deleted. The information on the screen is sorted by effective date; and a new column displays the Standard Entry Class (SEC) for the item listed.

To display the Process ACH Files screen:

On the Administration Menu, rest the cursor on the File Processing heading and click Process ACH Files. The screen lists all ACH initiated and uploaded batches that are pending processing.

1. Select All box to select all of the items listed.


2. After selecting ACH files, click the Download button to download the file(s). If multiple files are selected, they will be combined into a single download file. After clicking the Download button, the Process New ACH Files will refresh and selected files will be moved to the Backup screen. A windows pop-up screen will appear where you will be prompted to select the directory the file will be saved in. Or, click the Delete button to delete the selected file(s). The selected


48

file(s) will be moved to the Backup screen and their status changed to 'DELETED BY FI".

Note: Click the magnifying glass in the Details column to view more information about the item(s) selected. Only the first 75 entries in a batch are displayed. The batch should be downloaded to view all entries.

Show Backup

Click the Show Backup button to display all of the processed ACH batches for the last ten calendar days. ACH files processed over ten calendar days ago are automatically removed from the backup listing.

1. Click the Select check box next to the ACH file(s) and batch(es) to process, or check the Select All box to select all of the items listed.


2. After selecting ACH files, click the Download button to download the file(s). If multiple files are selected, they will be combined into a single download file. After clicking the Download button, the Process Backup ACH Files will refresh. A windows pop-up screen will appear where you will be prompted to select the directory the file will be saved in. Or, click the Delete button to delete the selected file(s). The selected file(s) status will change to 'DELETED BY FI".

ACH files processed over 10 calendar days ago are automatically removed from the backup listing.

To re-send ACH files from the backup listing, perform steps 1 and 2 as described above.

Process EFTPS Files

EFTPS files, submitted by customers, are accessed within the Process EFTPS Files option on the financial institution Administration Platform. EFTPS files may be approved and downloaded for further processing, or deleted.

To display the Process EFTPS Files screen:

On the Administration Menu, rest the cursor on the File Processing heading and click Process EFTPS Files. All EFTPS files that are pending approval are listed.

1. Click the Select check box next to the EFTPS file(s) to process, or check the

Select All box to select all of the listed files.


File Processing

49

2. After selecting EFTPS files, click the Download button to download the file(s). If multiple files are selected, they will be combined into a single download file. After clicking the Download button, the Process New EFTPS Files will refresh and selected files will be moved to the Backup screen. A windows pop-up screen will appear where you will be prompted to select the directory the file will be saved in. Or, click the Delete button to delete the selected file(s).

The selected file(s) will be moved to the Backup screen and their status changed to 'DELETED BY FI".

Show Backup

Click the Show Backup button to display all of the processed EFTPS files.

1. Click the Select check box next to the EFTPS file(s) and batch(es) to process, or check the Select All box to select all of the items listed.


2. After selecting EFTPS files, click the Download button to download the file(s). If multiple files are selected, they will be combined into a single download file. After clicking the Download button, the Process Backup EFTPS Files will refresh. A windows pop-up screen will appear where you will be prompted to select the directory the file will be saved in. Or, click the Delete button to delete the selected file(s). The selected file(s) status will change to 'DELETED BY FI".

EFTPS files processed over 10 calendar days ago are automatically removed from the backup listing.

To re-send EFTPS files from the backup listing, perform steps 1 and 2 as described above.

Process ARP Issues

ARP Issues files are accessed within the Process ARP Issues option on the financial institution Administration Platform. ARP Issues files may be d downloaded for further processing, or deleted.

Note: This feature is only available to FI’s that process ARP Issues for their customers.

To display the Process ARP Issues screen:

On the Administration Menu, rest the cursor on the File Processing heading and click Process ARP Issues. All ARP Issues files that are pending download are listed.


50

1. Click the Select checkbox next to the ARP Issues file to process.

2. Click the Download button to download the selected issues. You are prompted to select the directory where the file will be saved. The entries will move to the backup listing. Or Click the Delete button to move them to the backup listing without processing.

An email will be sent to the Company Administrator informing them the ARP Issue files have been downloaded for processing or deleted.

Show Backup

The backup listing allows users to manage Issue Files previously processed. Click the Show Backup button to display all of the processed ARP Issues files for the last ten calendar days. ARP files processed over ten calendar days ago are automatically removed from the backup listing.

Use the Download button to download selected ARP Issue File(s).

The Delete button deletes the selected ARP Issue File(s) from the Show Backup table and removes them from the ACM database.

File Processing

51

Click the Show New button to return to the Download ARP Issue Files screen or use the Main button to return to the main menu.

Details

When the details magnifying glass icon is clicked on the ARP Issues or Show Backup screen, the ARP Issues File Details screen is displayed.

Click the Print button to print the information displayed on screen and return to either the ARP Issues File or Show Backup screen.

Click the Close button to return to either the ARP Issues File or Show Backup screen.

ARP Exceptions Upload

The ARP Exceptions Upload function uploads exceptions and, using the account number as the key identifier, distributes the exceptions to the appropriate company. MICASH is the only format currently available for the exceptions file.

Note: This feature is only available to FI’s that process ARP Issues for their customers.

The system will not prevent an FI Administrator from uploading duplicate files and will also not prevent uploaded exceptions after cut off.

To display the ARP Exceptions Upload screen:

On the Administration Menu, rest the cursor on the File Processing heading and click ARP Exceptions Upload. The Upload Exceptions File screen appears.


52

1. Type the fully qualified path name (i.e., drive, directory and filename) in the input field, or click the Browse… button to use a dialog box that helps you locate the file.

2. Click the Upload button to bring the file’s contents into the system. You will see a success message with the number of exception decisions successfully uploaded.

3. Click Main to return to the main menu.

Process ARP Exceptions

The Process ARP Exceptions service allows you to either download or print exception decisions based on the Process Decision method selected in Policies. To display the Process Exception Decisions screen:

On the Administration Menu, rest the cursor on the File Processing heading and click Process ARP Exceptions. The Process Exception Decisions screen appears.

This screen displays 100 exceptions at a time. A message at the bottom of the screen will indicate how many exceptions still require processing. When some or all of the exceptions are processed the screen will refresh to display additional exceptions.

The Company Name & ID link provides you with a contact window displaying the following information:

Company Name Check Number

Contact Name Posted Date

Fax Number Paid Amount

Phone Number Exception Reason

File Processing

53

Email Address Action

Account Number

1. Click the Select checkbox next to the exception decision to process or Select All to process all exceptions listed.

2. Click the Download button to display a screen listing just those items selected. Click the Print button to print the report and return to the Process Exception Decisions screen or click Close to exit the screen without printing.

3. Click the Download / Print button to display the information on-screen as well as being able to select the directory where the file will be saved. In addition you can click the Print button to print the decision details.

3. Click Pending Exceptions to view a list of exceptions pending decisions.

Processed items are moved to the backup listing and an email is sent to the Company Administrator informing them the ARP Issue files have been downloaded for processing.

Pending Exception Decisions


54

Show Backup

The Backup listing allows users to process previously processed exception decisions.

Click the Show Backup button to display all of the processed ARP exception decisions files for the last ten calendar days. ARP exceptions files processed over ten calendar days ago are automatically removed from the backup listing.

File Processing

55

1. Click the Select checkbox next to the exception decision to re-process.

2. Click the Download button.

3. Click the Download / Print button to display the information on-screen as well as being able to select the directory where the file will be saved. In addition you can click the Print button to print the wire transfer details.

Upload Exchange Rates

The Cash Management system lets you upload files of foreign currency exchange rates that are used for conversion calculations when your customers perform international Wire Transfers. You will need to have the Exchange Rates file available either locally or in a network-accessible location. (See Appendix A for the file format specification.)

To display the Upload Exchange Rates screen:

1. On the Administration Menu, rest the cursor on the File Processing heading and click Upload Exchange Rates. The Upload Exchange Rates screen appears.


56

2. Type the fully-qualified path name (i.e., drive, directory and filename) in the input field, or click the Browse… button to use a dialog box that helps you locate the file.

3. Click the Upload button to bring the file’s contents into the system. 4. Click Main to return to the Financial Administration main screen.

Data Transmission

The Cash Management system allows you to deliver conversion data, download conversion reports or receive de-conversion data.

To display the Data Transmission screen:

1. On the Administration Menu, rest the cursor on the File Processing heading and click Data Transmission. The Data Transmission screen appears.

To upload conversion data:

1. Type the fully-qualified path name (e.g., drive, directory, and filename) in the input field, or click the Browse... button to use a dialog box that helps you locate the file.

2. Click the Upload button to bring the file's contents into the system.

3. Click Main to return to the Financial Administration main screen.

To download reports:

1. Select a report.

2. Click Download to begin the file transfer process.

File Processing

57


To receive data:

1. Select a file.

2. Click Download to begin the file transfer process.


59

Request Processing

The Request Processing service lets you process or decline a customer’s stop payment request. From this menu you can access the Process Stop Payment Requests screen.

Stop Payment requests will have one of the four status designations:

Unprocessed –Request has been sent to the FI and is awaiting action.

Processing – The FI has received the request from end user and is in the process of completing that request.

Completed – The FI has completed the end user’s request.

Declined – The FI is unable to complete the end user’s request.

To display the Process Stop Payment Requests screen:

On the Administration Menu, rest the cursor on the Request Processing heading and click Stop Payment Requests. The Process Stop Payment Requests screen appears.

Process Stop Payment Requests

1. Click the Select check box next to the request(s) to process, or check the Select All box to select all of the listed stop payment requests. Click the magnifying glass in the Details column to view more information about the request(s) selected.


2. Click the Update/Print button to process the selected request(s). The Update/Print Report screen appears, displaying information for the selected requests.

3. From this screen you can print a Stop Payment Report by clicking on the Print button.

4. Click the Show New button to return to the previous screen.

Note: The status selected for the requests will be displayed. Items with a status of Completed or Declined are moved to the backup listing.

61

Billing & Reporting

Activity Reporting

The Activity Reporting function lets you select information from available transaction logs to download for purposes of importing the information into another application or to display the information on the screen. Common query selections can be saved for reuse.

This function is essentially the same as the one available in the Business User Platform, with two significant differences:

1. When the financial institution uses this function, the system draws data from all of the financial institution’s customers or it’s own accounts. By contrast, when a customer uses the Activity Reporting service, the system draws data only from that customer’s database.

2. Only the financial institution has access to the Analyze function.

To display the Transaction Log Query Reports screen:

On the Administration Menu, rest the cursor on the Billing & Reporting heading and click the desired reporting option (Customer or financial institution). The Transaction Log Query Reports screen appears.

62

Note: Because the Business User Platform also uses the reporting feature, the appearance of this screen will reflect the appearance of the Business User screen.

The screen has five distinct sections: date selection, query specification, presentation options, stored reports, and overall activity analysis.

The date, query, and presentation sections are described below. We recommend that you review this information in order to understand how these entries affect the content and format of your reports.

Saved Reports

You can greatly streamline the process of producing frequently-used queries by setting up a report once and saving it for reuse. The saved information includes the report title and the values specified in the Date, Query, and Presentation Selection sections. All saved reports appear in the Saved Reports list in the top left-hand area of the screen.

Date Selection

Overview

63

The date range for a query can be based either on a particular transaction log (one week) or on a range of dates that spans one or more log files. Usually, the current transaction log and the logs from the prior four weeks are available for query.

The current week log refers to transactions occurring from midnight on the most recent Monday to 11.59pm the following Sunday. Example, a "current week" log would run from midnight on 10 Sep 2001 through 11.59pm on 16 Sep 2001.

Date information is displayed in the Date Selection area in the upper right-hand corner of the screen.

There are two ways to set the date range for a report: you can either choose a single existing log for the data source, or you can specify a range of dates and AXIS will pull data from all appropriate log files.

Using an existing log file

Choose a log file from the Search Prior Week’s Log drop-down list.

Using a range of dates

Enter a start date in the From field and a finish date in the To field. These dates can span multiple log file periods.

Note: You may specify only dates that fall within the range shown as Available Files (displayed at the bottom of the Date Selection area).

Query Selection

You can specify that all activities should be reported or you narrow the scope of the report using two levels of query: use the First Query fields to refine the search; use the Second Query fields for more complex reports. Within each level of query, there are four selection criteria: transaction type, field to search, field value, and a logical operator to tie the fields together.

IMPORTANT NOTE: If the number of returned records for a query exceeds 200, the first 200 records will be displayed followed by a message recommending that you download the file to your PC. You must download the file in order to access all results returned.

All query-related fields are displayed in the Query Selection area in the middle of the screen.

To report all activity, check the All Activities box.

No further query setup is required.

Setting up a one-field query

To set up a one-field query, you need to fill in some of the input fields in the First Query section.

1. Choose a transaction type from the Transaction Type drop-down list. All fields associated with that transaction will appear in the Field to Search drop-down lists. If you choose All Transactions here, the Field to Search drop-down lists are populated with every defined field.

2. Choose a field name from the upper Field to Search drop-down list.

3. Enter a value in the upper Value field.

Setting up a two-field query

64

To set up a two-field query, you need to fill in some additional input fields in the First Query section.

1. Follow the instructions above for a One-Field query.

2. Choose a field name from the lower Field to Search drop-down list.

3. Enter a value in the lower Value field.

4. Choose a logical operator And or Or from the drop-down list. And returns records only if they have matching values for both fields; Or returns records that match either one (or both) of the fields.

Setting up a complex query

To set up a complex query, first follow the instructions above for setting up a One- or Two-Field query in the First Query section, then use the same guidelines to set up another query in the Second Query section.

Presentation Selection

The information in Presentation Selection section identifies the form and format of the report.

The TITLE field is required only if you are going to save this report for later reuse.

Reports can be displayed directly in the browser window or saved as disk files for later use. Click the Screen Display radio button if the report is to be displayed in the browser window, or click Download Data File if the report is to be created as a file. Because of browser limitations, we recommend that you use the Download Data File option for any report of more than 200 records.

If the report is to be created as a file, choose either the pipe symbol (|) or the semi-colon (;) from the lower drop-down list to be the report’s "field delimiter" character. Your choice should be made based on the compatibility requirements of the program that you will use later to read the report file.

Saving a Report

1. Display the Transaction Log Query Reports screen.

2. Complete the Date, Query, and Presentation sections.

3. In the Presentation Selection section, make sure to enter a report title and select the Save option from the drop-down list below the Title field.

4. Click the Submit button to create the report and save its specifications for future use.

Tip: You can use an existing report as the basis for another similar one. Click the report from the saved reports list, make any desired modifications and then enter a new report title before you click Submit.

Deleting a Saved Report

1. Display the Transaction Log Query Reports screen.

Overview

65

2. In the Saved Reports section, select the report title.

3. Click the Delete button. A dialog box appears to confirm the deletion; click OK to delete the report or Cancel to leave it unchanged.

Analyze Logs

An activity log analysis provides you with a detailed count of transactions processed for each day of a selected log file. It also reports the most used and second-most used transactions as well as peak log-on hours.

In the Analyze Logs section, select the log you want to analyze and click the Submit button.

A new browser window appears, showing a statistical analysis. Scroll down in this new browser window to see a day-by-day analytical breakdown of the weekly log.

66

File Formats

Foreign Exchange Rates Format (Wire Transfer)

This topic gives the details for the record structure of the import file used as input to the AXIS® Cash Management File Download > Upload Exchange Rates feature (Financial Institution Administration Platform). The rates are used on the Business User Platform by the Wire Transfer feature.

The file is a plain-text file with one record per line. Each record comprises seven fields delimited by tab characters (ASCII 0x09). All numeric values should be expressed as decimals (no currency symbols should be used).

Record Detail

Field Description

Country Name Full name of country

Currency Name Full name of currency

Currency Code SWIFT 3-character currency code

Buy Rate (<= US$10,000) Rate used (expressed in US dollars per unit of foreign currency) for institutional purchases of lots up to US$10,000

Sell Rate (<= US$10,000) Rate used for institutional sales of lots up to US$10,000

Buy Rate (US$10,001 – 25,000)

Rate used (expressed in US dollars per unit of foreign currency) for institutional purchases of lots in the US$10,001-25,000 range

Sell Rate(US$10,000 – 25,000)

Rate used (expressed in US dollars per unit of foreign currency) for institutional sales of lots in the US$10,001-25,000 range

67

ARP File Formats Processing Method A

Issues Upload

MICASH Fixed Column Length (AKA Proprietary ARP File Format)

Additional file format requirements

All numeric fields must be zero filled if not used or 0 padded to maximum length. Field #9 Check Serial Number is only 9 numerals in length 0nnnnnnnnn. Field# 12 should be left justified and space filled if used. Otherwise it should be blank filled. Field # 13 should be blank filled.

Sample file C099000001162411 RA 05000020010999999.99050502firstaccount C099000401502696 VA 00007520080000078945050502accoutnotrailingzero C099000101439194 RD 00000000090000000001050102accountnottraiingzero

Field 1 2 3 4 5 6 7 8 9 10 11 12 13

Data Element Name

Record Code

Bank Number

Constant Filler

Account Number Filler

Transaction Type

Action Indicator Filler

Check Serial

Number Check

Amount

Check Issue Date User Data Filler

Field Inclusion

Requirement Required Required Required Required Require

d Required Required Required Required Required Required Optional Required

Validation / Contents

Not Checked

/ "C"

Not Checked / Numeric

Not Checked

/ "00" Numeric

Not Checked / " "

'R' = Register ‘V’ = Void

'A' = Add ‘D’ = Delete

Not Checked

/ " "

Numeric 0nnnnnn

nnn

$$$$$$$$¢¢ or

$$$$$$$.¢¢ MMDDYY Alphanumeric

/ Blank Not

Checked Length 1 3 2 10 1 1 1 1 10 10 6 20 14 Position 01-01 002-004 005-006 007-016 017-017 018-018 019-019 020-020 021-030 031-040 041-046 047-066 067-080

68

ASCII Text, Comma Delimited

Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial

Number Check Amount Payee User Data Transaction

Type Action

Indicator Field Inclusion Requirement Required Required Required Required Optional Optional Required Required

Contents Numeric

MMDDYY Or

MMDDYYYY Numeric

$$$$$$$$¢¢ Or

$$$$$$$$.¢¢ Alphanumeric

/ Blanks Alphanumeric

/ Blanks / 'R' = Register ’V’ = Void

'A' = Add ’D’ = Delete

Maximum Length 10 6 or 8 9 11 40 20 1 1 Additional file format requirements

The month portion of the check issue date must be zero padded when the month is a single character.. If using Excel to create this file, the date column must be set as text. Otherwise you will get a date as “8” instead of “08”

Optional fields must be delimited. E.G. “,,”. Sample File 2222222222,080803,1001,10201,Payee Name 1, ,R,A 2222222222,08082003,1002,102.02,Payee Name 2,fpb3,V,A 2222222222,080803,1003,10203,Payee Name 3,fpb3,R,D 2222222222,080803,1004,10204,Payee Name 4,fpb3,V,D 2222222222,080803,1005,102.05,Payee Name 5,fpb3,R,A 2222222222,080803,1006,102.06,Payee Name 6,fpb3,R,A 2222222222,080803,1007,102.07,Payee Name 7,fpb3,R,A 2222222222,080803,1008,102.08,Payee Name 8,fpb3,V,D 2222222222,080803,1009,102.09,Payee Name 9,fpb3,V,D 2222222222,080803,1010,102.10,Payee Name 10,fpb3,V,D

Overview

69

ASCII Text, Fixed Column Length

Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial


Type Action Indicator Field

Inclusion Requirement Required Required Required Required Optional Optional Required Required

Contents Numeric MMDDYYY

Y Numeric

$$$$$$$$¢¢ Or

$$$$$$$.¢¢

Alphanumeric /

Blanks Alphanumeric

/ Blanks 'R' = Register ’V’ = Void


Length 10 8 10 10 40 20 1 1 Position 001-010 011-018 019-028 029-038 039-078 079-098 099-099 100-100


All numeric fields must be zero filled if not used or 0 padded to maximum length. Field 2 Check Issue Date must be MMDDYYYY. Zero pad the month if needed. Field 3 Check Serial Number is 10 in length but must not exceed 9 numeric values 0nnnnnnnnn. Optional alphanumeric fields should be space filled to the maximum field width.

Sample File 22222222220505200201234567890912345678 versio0duedate111502RA 22222222220505200201234567890012345678this is a test for fixed column lengh400 RA 22222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA

70

Exceptions Upload


Field 1 2 3 4 5 6 7 8 9 Data

Element Name Bank No. Acct No.

Check Serial

Number Seq. No Amount Posted Date Posted Date Reason Code

Filler

Field Inclusion

Requirement Required Required Required Required Required Required Required Required

Required

Contents Numeric Numeric Numeric Numeric Numeric 9’s comp mm-dd-yy

'A' = Amount Mismatch ’B’ = Paid Over Stale ’D’ = Duplicate Paid ‘H’ = Paid Over Stop ‘J’ = Max Amount ‘Q’ = Paid Void

‘U’= Paid No Issue

Blank Space

Length 3 11 11 15 13 9 8 1 9

Position 001-003 004-014 015-025 026-040 041-053 054-062 063-070 071-071 072-80

Overview

71

Exceptions Download


Field 1 2 3 4 5 6 7 8 9 10 Data


Check Serial


Action Filler

Field Inclusion


Required Required


'A' = Amount Mismatch ’B’ =Paid over Stale ’D’ = Duplicate Paid ‘H’ = Paid Over Stop ‘J’ = Max Amount ‘Q’ = Paid Void ‘U’= Paid Only

‘P’ = Paid ‘R’ =

Return ‘A’ = Adjust

Blank Space

Length 3 11 11 15 13 9 8 1 1 8

Position 001-003 004-014 015-025 026-040 041-053 054-062 063-070 071-071 072-072 073-080

72

ARP File Formats Processing Method B

Issues Upload



All numeric fields must be zero filled if not used or 0 padded to maximum length. Field #9 Check Serial Number is only 9 numerals in length 0nnnnnnnnn. Field# 12 should be left justified and space filled if used. Otherwise it should be blank filled.

Sample file C099000001162411 RA 05000020010999999999050502firstaccount C099000401502696 RA 00007520080000078945050502accoutnotrailingzero C099000101439194 RA 00000000090000000001050102accountnottraiingzero

Field 1 2 3 4 5 6 7 8 9 10 11 12 13

Data Element Name

Record Code

Bank Number

Constant Filler


Transaction Type


Check Serial

Number Check

Amount


Field Inclusion

Requirement Required Required Required Required Require

d Required Required Required Required Required Required Optional Required


Not Checked

/ "C"


Not Checked

/ "00" Numeric

Not Checked / " "

'R' = Register ‘V’ = Void

'A' = Add ‘D’ = Delete

Not Checked

/ " " Numeric

$$$$$$$$¢¢ or

$$$$$$$.¢¢ MMDDYY Alphanumeric

/ Blanks

Not Checked / “

“ Length 1 3 2 10 1 1 1 1 10 10 6 20 14 Position 01-01 002-004 005-006 007-016 017-017 018-018 019-019 020-020 021-030 031-040 041-046 047-066 067-080

Overview

73


Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial


Type Action

Indicator Field Inclusion Requirement Required Required Required Required Optional Optional Required Required

Contents Numeric

MMDDYY or

MMDDYYYY Numeric

$$$$$$$$¢¢ Or

$$$$$$$$.¢¢

Alphanumeric / Blanks Special

Characters

Alphanumeric / Blanks / Special

Characters 'R' = Register ’V’ = Void


Maximum Length 19 6 or 8 9 11 40 20 1 1


The month portion of the check issue date must be zero padded when the month is a single character.. If using Excel to create this file, the date column must be set as text. Otherwise you will get a date as “8”” instead of “08”

Fields 5 & 6 may contain A-Z, a-z, 0-9 .)($-?@#!%&_;:~|=+' as well as empty spaces

Sample File 2222222222222222222,08082003,1001,10201,Payee Name 1,fpb3,R,A 2222222222222222222,08082003,1002,10202,Payee Name 2,fpb3,V,A 2222222222222222222,08082003,1003,10203,Payee Name 3,fpb3,R,D 2222222222222222222,08082003,1004,10204,Payee Name 4,fpb3,V,D 2222222222222222222,08082003,1005,102.05,Payee Name 5,fpb3,R,A 2222222222222222222,08082003,1006,102.06,Payee Name 6,fpb3,R,A 2222222222222222222,08082003,1007,102.07,Payee Name 7,fpb3,R,A 2222222222222222222,08082003,1008,102.08,Payee Name 8,fpb3,V,D 2222222222222222222,08082003,1009,102.09,Payee’s Name 9,fpb3,V,D 2222222222222222222,08082003,1010,102.10,Payee’s Name 10,fpb3,V,D

74


Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial


Type Action Indicator Field

Inclusion Requirement Required Required Required Required Optional Optional Required Required

Contents Numeric MMDDYYY

Y Numeric

$$$$$$$$¢¢ Or

$$$$$$$.¢¢

Alphanumeric /

Blanks Special

Characters

Alphanumeric / Blanks Special

Characters 'R' = Register ’V’ = Void


Length 19 8 10 10 40 20 1 1 Position 001-019 020-027 028-037 038-047 048-087 088-107 108-108 109-109


All numeric fields must be zero filled if not used or 0 padded to maximum length. Field 2 Check Issue Date must be MMDDYYYY. Zero pad the month if needed. Field 3 Check Serial Number is 10 in length but must not exceed 9 numeric values 0nnnnnnnnn. Fields 5 & 6 may contain A-Z, a-z, 0-9 .)($-?@#!%&_;:~|=+' as well as empty spaces

Sample File 22222222222222222220505200201234567890912345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA

Overview

75

Exceptions Download


Field 1 2 3 4 5 6 7 8 9 10 Data


Check Serial


Action Filler

Field Inclusion


Required Required


'A' = Amount Mismatch ’B’ =Paid Over Stale ’D’ = Duplicate Paid ‘H’ = Paid Over Stop ‘J’ = Max Amount ‘Q’ = Paid Void

‘U’= Paid No Issue

‘P’ = Paid ‘R’ =

Return

Blank Space

Length 3 19 11 15 13 9 8 1 1 8

Position 001-003 004-022 023-033 034-048 049-061 062-070 071-078 079-079 80-80 081-88

76

Overview

Cash Management Overview

The Cash Management system has been designed as a secure, password-protected area within your organization’s Web site. The Cash Management system allows you to perform a variety of cash management tasks.

Features and Services

The features and services of the Business User Platform are accessed via the Main Menu and include the following:

Administration offers a full suite of administrative functions including end user maintenance, activity reporting, balance alerts, account maintenance, password modification, and the inactivity timeout setting. Your company administrator has access to all of the Administration options. Balance Reporting - provides summary information at a glance and also allows a drilldown into additional detail for a specific account. For added convenience and utility, the Account Summary format is customizable. Book Transfers - allows you to move funds between accounts within the same financial institution. Transfers can be scheduled for the current day, a date in the future or on a recurring basis. Wire Transfer - moves funds between accounts that are within different financial institutions. Stop Payment - allows you to place stops on an individual check or a range of checks. ACH - allows you to create ACH files and submit them to your financial institution. EFTPS - allows you to create EFTPS files and submit them to your financial institution. Online Services - provides a direct request channel for financial institution services: photocopies of checks or statements, investigation of questionable transactions and online cash/check orders. Reconciliation Services – allows you to import an Issues Register file, manually input issues and display and make decisions on exception items. (Exceptions processing feature is dependant on your FI’s processing method.) E-mail - provides a direct link between you and your financial institution. Bill Pay The Bill Pay service allows you to pay bills online; add, edit or delete a payee (the entity that receives the payment); check to see if a payment has cleared; and email the electronic bill payment service provider. This service is documented separately as part of Digital Insight’s Internet Banking product.

Account Usage Restrictions

Your host processing system may have intrinsic rules about account usage (e.g., whether it is allowable to Book Transfer funds into or out of a particular account type).

The Cash Management system is designed to conform to any such rules that the host system passes along, but it does so in a transparent fashion – that is, it simply does not offer invalid choices. In all services that use drop-down lists to let you choose accounts, the system populates the account lists only with allowable accounts.

In practical terms, this means that you should not expect to see every account in the system listed on every drop-down list. However, please be aware that some host processing systems have restrictions on account usage that are not passed to the Cash Management system, these accounts will still display in the drop down list. If one of these accounts is selected and a transaction is initiated, the host will reject the transaction due to account flag restrictions.

Special Password Requirements

Overview

77

Special password characteristics may be imposed by your financial institution to provide a greater degree of security. These requirements may include minimum and maximum length, upper and lower case alpha characters, numeric, or special characters (e.g. "!" "@" "#" etc.).

If you create a password that does not meet the requirements, a message will appear with instructions on creating a valid password. For example:

You have entered an invalid password. All passwords must satisfy the following criteria: * Minimum length (characters): 8 * Maximum length (characters): 16 * Minimum number of alphabetic characters: 4 * Minimum number of special (non-alphanumeric) characters: 2

Navigation

The Cash Management system features a navigation menu at the top of the main screen. The display of specific menu items is customized to the individual who is signed on and will only list the options available to him or her. Two levels of control determine which options are displayed:

1. The financial institution specifies the options available to the customer, and these options are made available to the company administrator.

2. The company administrator specifies the options that are available to the individual end users. Only those options are displayed to the end user.

For example, if the financial institution did not offer the Wire Transfers service to a customer, it would not be listed in the company administrator’s list of available options. If the financial institution did offer Stop Payments, Stop Payments would appear in the company administrator’s available options. However, if the company administrator did not allow an end user to access that service, then it would not appear on that end user’s list of options.

For instructions on how to set up access to Cash Management system services, refer to the User Maintenance topic.

Each option on the main navigation bar represents a Cash Management system service. Some services include sub-options that further define the functionality. Those sub-options are displayed as a cascade of choices below the option. To access a sub-option, rest the cursor on it and click.

78

Accessing Cash Management

Access the Business User Platform using your financial institution’s Web site.

From your financial institution’s Web site, click the Cash Management graphic or text that indicates a link to the Cash Management system. The Business User Platform Log-On screen appears.

Note: Your financial institution may have links to the following types of disclosure statements on the login page: "Terms & Conditions", "Privacy", and "Security". Click on a link to open a new browser window displaying the message text. Your financial institution may also provide business related links on the log-on screen.

1. Enter your company ID, as assigned by your financial institution, and your company password.

Note: If this is the first time your organization is logging onto the Cash Management system, enter the company password as assigned by your financial institution. The system will require you to change the company password immediately after log-on. Special password characteristics may be imposed by the financial institution to provide a greater degree of security; if an invalid password is entered a message will appear with further instructions.

2. Enter your user ID as assigned by your company administrator.

Overview

79

Note: If you are the company administrator, you specified your user ID and password when you signed up for the Cash Management system with your financial institution.

3. Enter your user password. 4. Click the Submit button to log-on to the Cash Management system.

81

Administration

The Administration menu provides access to high-level system functions. The options available on the Administration menu include:

User Maintenance - create a "profile" for each user: along with a unique ID and secure password, define each the user permissions for access to accounts and specific services.

Activity Reporting – define criteria and select information from available transaction logs for reporting purposes or download the information for use in another application.

Sweeps - set up automated sweeps on accounts to keep their balances within certain limits.

Balance Alerts - specify alert conditions by defining unique criteria for individual accounts then set the system to send an email message when an account reaches a specified monetary level.

Account Maintenance – assign a more descriptive name to any of the available accounts.

Change Password (Company and User) – change Company and user passwords at any time or when required by the FI. (Only authorized administrators may change the company password).

Change User Preferences - customize some system settings just for your own login (i.e., the system will be set a certain way for you but this will not affect any other users).

Change Timeout – set the time limit after which a "timeout" occurs and the end user must log in again.

Change PIN - change the PIN setting in the Cash Management system. (This is necessary if the PIN is changed on the Host system – the Cash Management entry must be changed to match it.)

User Maintenance

The User Maintenance option is used to add, modify and delete end users and determine the services and accounts they can access. User Maintenance controls let you create a "profile" for each user. This profile includes a unique ID and secure password, as well as permission settings that enable the user to access certain accounts and use specific services.

The controls are arranged in three logical groups: User Information (basic identifying data), Account List (account access and service restrictions) and Features/Services (access to Cash Management features and services).

Only the Company Administrator created by the financial institution has the ability to modify other users who are designated as Administrators. An administrator user created by the Company Administrator can view, add, delete, and modify non-Administrative users.

Note: Changes in User Maintenance do not affect sessions that are already underway. Users with active sessions must log out and back on to see modifications made in User Information and Features/Services.

82

User Information

The User Information section has controls to set the top-level user identification settings (name, ID, etc.).

Control Description

Current User The drop-down list lets you choose a user definition to modify. The field displays the ID of the currently selected user when the drop-down is not being used.

New This button lets you create a new user definition.

User Name This is the user’s name. This information is for identification and definition purposes only and is not accessible outside of this screen.

User ID This is the ID that the user will use to log in to the system.

Password/Confirm This is the password that the user will use when logging in. The system crosschecks the Password and Confirm fields to help eliminate typographical errors.

E-mail This is the user’s email address. System-generated email messages intended for this user will be directed to this address.

Administration

83

Account List

The Account List grid is comprised of columns of check boxes and one row for each account defined for your company. Each column represents one type of banking service and each row represents one account; a checked box in a row/column position indicates that the user has permission to use that column’s service on that row’s account.

The available services include:

Balance Reporting (BAL RPT)

Book Transfer Credit (BOOK XFR CREDIT)

Book Transfer Debit (BOOK XFR DEBIT)

Book Transfer Non-Sufficient Funds (NSF BOOK XFR)

Wire Transfer (WIRE XFR)

Stop Payment (STOP PMT)

ACH

Tax Payment (TAX PMT)

Reconciliation Issues and Exceptions(RECON SRVCS ISSUES and RECON SRVCS EXCPTS)

All (ALL)

Bill Pay (BILL PAY)

Some services cannot be used with some account types. The system automatically disables the checkboxes in such cases, so you cannot inadvertently assign an invalid capability.

Note: If the NSF Book XFR option is in effect for the selected debit account, no balance checking will be performed and the transfer will be submitted for processing.

For your convenience, there are Select All checkboxes for each row and column. Check a column Select All box to give the user the capability to use a particular service on all applicable accounts, or click a row All check box to give the user the capability to use every applicable service on a particular account.

84

Features/Services

The Features and Services blocks give fine control over what system services the user may access and allows you to set dollar-value limits for some services.

Administration

85

Note: In Cash Management, all limit definitions represent maximum allowable values. That is, the limit value represents the largest amount that is acceptable, and an exception condition occurs only if the user or company exceeds the limit value.

For example, if a user has a $50.00 per-transaction limit on wire transfers, that user can initiate a $50.00 transfer without needing approval but if he or she tries to initiate a wire for $50.01, the system will flag it as pending and require an approval. (For the sake of simplicity, this example assumes the absence of other approval constraints.)

Control Description

Administration

User Administrator Grants access to this screen (i.e., the capability to create, update and delete user definitions) and other Administration subtopics (Activity Reporting, Balance Alerts, Account Maintenance, Change Company/User Passwords and Change Timeout).

Balance Reporting

Allow Balance Reporting

Grants access to the Balance Reporting service.

Book Transfer

Allow Book Transfer Grants access to the Book Transfer service.

Wire Transfer

Allow Wire Transfer Grants general access to the Wire Transfer service. The other checkboxes control access to the specific Wire Transfer functions.

Initiate Template Grants permission to submit Template-based Wire Transfers.

Initiate Group Grants permission to submit Group-based Wire Transfers.

Initiate Freeform Grants permission to submit freeform wire transfers (i.e., wire transfers that do not use predefined templates).

86

Approval Designates the user as a Wire Transfer Administrator, with the capability to approve or deny wire transfer submittals. Wire Transfer Administrators receive system-generated email messages whenever a user submits a new wire transfer that requires approval.

Template Maintenance Grants permission to create, modify and delete wire template definitions

Template Group Maintenance

Grants permission to create, modify and delete wire group definitions.

Investigation Request Grants permission to initiate a wire transfer investigation.

Incoming Wires Grants permission to access incoming transfer details. (Wire Interface Dependent)

Suppress Incoming E-mail Notification

Prevents the system from sending email to the user regarding incoming wires. (Wire Interface Dependent)

Suppress E-mail Approval Request

Prevents the system from sending email approval requests to the user. (Without this setting, Wire Administrators receive email every time a user initiates a wire transfer that requires approval.)

Foreign Exchange Rates Grants permission to view the foreign currency exchange rates table.

Daily Limit Specifies the daily cumulative maximum amount of funds the user can transfer.

Transaction Limit Specifies the maximum amount of funds the user can transfer in any single transaction.

Stop Payments

Allow Stop Payments Grants access to the Stop Payments service.

ACH

Administration

87

Allow ACH Grants general access to the ACH service. The other checkboxes control access to the specific ACH functions.

Participant Maintenance Grants permission to add, modify and delete ACH participant definitions.

ACH Approval Designates the user as an ACH Administrator, with the capability to approve or deny ACH submittals. ACH Administrators receive system-generated email messages whenever a user submits a new ACH batch that requires approval.

Batch Template Maintenance

Grants permission to add, modify and delete ACH batch template definitions.

Reversal Grants permission to cancel out a previously submitted ACH transaction. (Note that this does not happen directly – the system sends an email request to the financial institution.)

Initiate Batch Grants permission to submit ACH batches.

Transaction Entry Maintenance

Grants permission to define which participants are included in ACH batches.


Prevents the system from sending email approval requests to the user. (Without this setting, ACH Administrators receive email every time a user initiates an ACH batch that requires approval.)

Upload ACH file Grants permission to upload ACH files to the financial institution.

Import ACH file Grants permission to import ACH files and add their batch and participant definitions to the database.


Transaction Limit Specifies the maximum amount of funds the

88

user can transfer in any single ACH batch.

Tax Payments

Allow Tax Payments Grants general access to the Tax Payments service. The other checkboxes control access to the specific Tax Payments functions.

Tax Payments Grants permission to submit tax payments.

Tax Payments Admin Activity/Approval

Designates the user as a Tax Payments Administrator, with the capability to approve or deny tax payment submittals. Tax Payments Administrators receive system-generated email messages whenever a user submits a new tax payment that requires approval.


Prevents the system from sending email approval requests to the user. (Without this setting, Administrators receive email every time a user initiates an EFTPS batch that requires approval.)


Transaction Limit Specifies the maximum amount of funds the user can transfer in any single transaction.

Online Services

Note: A user must have Balance Reporting capability for an account in order to use Online Services with that account.

Allow Online Services Grants general access to the Online Services service. The other checkboxes control access to the specific Online Services functions.

Photocopy Request Grants permission to request a photocopy (or an electronic image) of a paid check or earlier account statement.

Administration

89

Check Reorder Grants permission to submit online check orders.

Account Research Grants permission to initiate requests to the financial institution to investigate or clarify specific account activity.

Cash/Change Order Form

Grants permission to request cash shipments from the financial institution.

Bill Pay Research Grants permission to initiate requests to the financial institution to investigate or clarify specific Bill Pay activity.

Reconciliation Services

Allow Reconciliation Grants general access to the Reconciliation service. The other checkboxes control access to the specific Reconciliation functions. Reconciliation Services supports checking accounts only.

Issues Reconciliation Grants permission to reconcile the issued items and allows the user to view, filter, and export the issue items in register.

Exceptions Processing Grants permission to submit exception decisions for processing.

Suppress Exception Notification

Prevents the system from sending email every time the FI uploads exceptions.

Suppress Issues Notification

Prevents the system from sending email every time the FI downloads an Issues Register for processing.

Issues Register Input Grants permission to manually input issues into a register for processing.

Upload Issues File Grants permission to upload Issues Register file to the FI.

Other Services

Bill Pay Grants permission to use the Bill Pay

90

system.

Add an End user

1. Click the User Maintenance option on the Administration menu. The User Maintenance screen appears.


3. Enter the user name and user ID. The end user will use the user ID when he or she logs on the Business User Platform.

4. Enter the end user’s password. The end user will also use this when he or she logs on to the Business User Platform.

5. Enter the password a second time in the Confirm field. This provides verification of the password.

6. Enter the end user’s email address.

7. In the Account List section, click the checkboxes on the grid to grant the user permission to use specific system services with specific accounts. Use the All checkbox for a row to give the user full permissions for an account, or use the Select All checkbox for a column to give the user permission to use a given service on all applicable accounts.

8. Set the Features/Services checkboxes to grant the user appropriate permissions for Cash Management system services.

Note: If your company does not have access to a particular service, that option will not appear in the navigation column. However, it will appear on the Administration/User Maintenance screen in gray, indicating availability.


Updating End user Information


2. Select the end user you want to change by clicking in the Current User field. The selected user’s information appears in the screen.

3. Make any necessary changes. If necessary, click the Reset button to restore all fields to their previously stored values.

Note: User IDs must be unique. If you are changing the user ID, it must not match any administrator ID or end user ID already in use.

4. Click the Update button.

Deleting an End user


2. Select the end user you want to delete by clicking in the Current User list. The selected user’s information appears in the screen.

3. Verify that the correct end user is selected. 4. Click the Delete button. A dialog box appears, prompting for confirmation.

Administration

91

5. Click the OK button to confirm the deletion, or click the Cancel button to leave the record unchanged.

Activity Reporting

The Activity Reporting service lets you select information from available transaction logs to download for purposes of importing the information into another application or to display the information on the screen. Common query selections can be saved for later reuse.


To display the Activity Reporting screen:

Click the Activity Reporting option on the Administration menu. The Transaction Log Query Reports screen appears.

This screen has four distinct sections: Saved Reports, Date Selection, Query Selection and Presentation Selection.

Please review this information in order to understand how these entries affect the content and format of your reports.

92

Saved Reports

You can greatly streamline the process of producing frequently used queries by setting up a report once and saving it for reuse. The saved information includes the report title and the values specified in the Date, Query, and Presentation Selection sections.

All saved reports appear in the Saved Reports list in the top left-hand area of the screen.

To run a saved report:

1. Choose the report from the Saved Reports list. All of the fields on the screen are filled out automatically.

2. Look over all of the pre-filled fields and make any necessary modifications. Be sure to check the Date fields!

3. Click the Submit button. If you are creating a data file, you are prompted to select the directory where the file will be saved.

Date Selection

The date range for a query can be based either on a particular transaction log (one week) or on a range of dates that spans one or more log files. Usually, the current transaction log and the logs from the prior four weeks are available for query.

The current week log refers to transactions occurring from midnight on the most recent Monday to 11.59pm the following Sunday. Example, a "current week" log would run from midnight on 10 Sep 2001 through 11.59pm on 16 Sep 2001.

Date information is displayed in the Date Selection area in the upper right-hand corner of the screen.

There are two ways to set the date range for a report: you can either choose a single existing log for the data source, or you can specify a range of dates and the system will pull data from all appropriate log files.

Using an existing log file:

Choose a log file from the Search Prior Week’s Log drop-down list.

Using a range of dates:

Enter a start date in the From field and a finish date in the To field. These dates can span multiple log file periods.

Note: You may specify only dates that fall within the range shown as Available Files (displayed at the bottom of the Date Selection area).

Query Selection

You can specify that all activities should be reported or you can narrow the scope of the report using two levels of query: use the First Query fields to refine the search; use the Second Query fields for more complex reports. Within each level of query, there are four selection criteria: transaction type, field to search, field value, and a logical operator to tie the fields together. All query-related fields are displayed in the Query Selection area in the middle of the screen.


Administration

93

Report All Activity

Check the All Activities box.

No further query setup is required.

Setting Up a One-Field Query

To set up a one-field query, you need to fill in some of the input fields in the First Query section.

1. Choose a transaction type from the Transaction Type drop-down list. All fields associated with that transaction will appear in the Field to Search drop-down lists. If you choose All Transactions here, the Field to Search drop-down lists are populated with every defined field.

2. Choose a field name from the upper Field to Search drop-down list.

3. Enter a value in the upper Value field.

Setting Up a Two-Field Query

To set up a two-field query, you need to fill in some additional input fields in the First Query section.

1. Follow the instructions above for a One-Field query.

2. Choose a field name from the lower Field to Search drop-down list.

3. Enter a value in the lower Value field.

4. Choose a logical operator And or Or from the drop-down list. And returns records only if they have matching values for both fields; Or returns records that match either one (or both) of the fields.

Setting Up a Complex Query

To set up a complex query, first follow the instructions above for setting up a One- or Two-Field query in the First Query section, and then use the same guidelines to set up another query in the Second Query section.

Presentation Selection

The information in Presentation Selection section identifies the form and format of the report.

The TITLE field is required only if you are going to save this report for later reuse. Reports can be displayed directly in the browser window or saved as disk files for

later use. Click the Screen Display radio button if the report is to be displayed in the browser window, or click Download Data File if the report is to be created as a file. Because of browser limitations, we recommend that you use the Download Data File option for any report of more than 200 records.

If the report is to be created as a file, choose either the pipe symbol (|) or the semi-colon (;) from the lower drop-down list to be the report’s "field delimiter" character. Your choice should be made based on the compatibility requirements of the program that you will use later to read the report file.

Generating an Activity Report

Running a saved report

94

1. Choose the report from the Saved Reports list. All of the fields on the screen are filled out automatically.

2. Look over all of the pre-filled fields and make any necessary modifications. Be sure to check the Date fields!


Create a new report

1. In the Date Selection section, select a prior week’s log from the Search Prior Week’s Log drop-down list or specify a range of dates.

2. In the Query Selection section, click the All Activities check box to report activity on all log records, or perform a more specific search. For details, see the instructions outlined earlier in Query Selection.

3. In the Presentation Selection section, enter a report title if you intend to save your report selections for future use. If your report is to be created as a disk file, make sure you choose the correct delimiter. For details, see the instructions outlined earlier in Presentation Selection.


5. Click the Main button to redisplay the main menu.

Save a Report

1. Display the Activity Reporting screen.

2. Complete the Date, Query, and Presentation sections.

3. In the Presentation Selection section, make sure to enter a report title and select the Save option from the drop-down list below the Title field.

4. Click the Submit button to create the report and save its specifications for future use.

5. Click the Main button to redisplay the main menu.

Tip: You can use an existing report as the basis for another similar one. Click the report from the saved reports list, make any desired modifications and then enter a new report title before you click Submit.

Delete a Saved Report

1. Display the Activity Reporting screen. 2. In the Saved Reports section, select the report title. 3. Click the Delete button. A dialog box appears to confirm the deletion; click OK to

delete the report or Cancel to leave it unchanged.

Sweeps

The Sweeps function provides the ability to set up automated sweeps on accounts, to keep their balances within certain limits. When a limit is reached, the system transfers money between the specified accounts (just enough to bring the monitored account back to the threshold amount) and sends an email message to indicate the activity.

Administration

95

Note: If the available balance of the account to adjust is not sufficient to support the entire amount of the transfer, the system will determine the available balance of that account and transfer that amount to the account to check.

The Sweeps function operates by running an automated program up to five times a day. The FI can define the times the sweeps will occur. If no sweeps are defined by the FI, the default times are 4:00am and 12:00pm. The program checks all account balances against the sweep definitions and the Cash Management system then initiates transfers as needed. (The balance-checking program is the same one used for Balance Alerts.)

To display the Sweep screen:

Click Sweeps option on the Administration menu. The Sweeps screen appears.

The Current Sweep(s) section shows all sweeps currently in effect. You can add new sweep definitions, edit the existing definitions or delete definitions.

Note: Be careful when defining "Rises Above" sweeps! It is possible to create a recurring loop if an account’s balance is right around the threshold amount. If the account receives interest payments or other additions daily, it may exceed the threshold daily and be swept daily as well. Such activity is not beneficial and may require administrative attention.

Add a Sweep Definition

To add a new sweep definition, fill out the fields in the Add A Sweep section of the screen.

1. Select an account from the Account to Check drop-down list. This is the account that will be monitored against the threshold value specified in the Threshold/Target Amount field.

2. Select a condition from the Condition drop-down list. If you choose Rises Above, the monitored account will have money swept out if its balance exceeds the threshold. If you choose Falls Below, the monitored account will have money swept in if its balance drops below the threshold.

3. Specify the threshold amount in the Threshold/Target Amount field. 4. Select an account from the Account to Adjust drop-down list. This account will

receive money swept from the monitored account for Rises Above sweeps, and will contribute money to the monitored account for Falls Below sweeps.

5. Enter the E-mail Address of the person who is to be notified when this sweep occurs.

96

Note: Failure notifications for Sweeps will be sent each time a scheduled or recurring transfer is run where the Sweep Condition has been met but the system was unable to process the adjustment.


Update Sweep Definition

1. In the Current Sweep(s) section of the screen, check the Select box next to the sweep definition you wish to update.

2. Edit the Condition, Amount and/or E-mail Address settings.

3. Repeat steps 1 and 2 for other Sweep definitions, if desired.

4. Click Update to save the modified definition(s).

Delete Sweep Definition

1. In the Current Sweep(s) section of the screen, check the Select box next to all sweep definitions that are to be deleted.

2. Click the Delete button. A dialog box appears, prompting for confirmation. 3. Click OK to perform the delete, or click Cancel to leave all of the sweep

definitions unchanged.

Balance Alerts

The Balance Alerts function is used to specify alert conditions by defining unique criteria for individual accounts. These criteria each take the form of a dollar value and an "above" or "below" condition. An account may be assigned both an above and a below threshold, effectively bracketing the acceptable range between floor and ceiling values. The system sends an email message when an account reaches the specified monetary level.

The Balance Alerts function operates by running an automated program twice a day, once at 4:00am and again at noon (Pacific Time). The program checks all account balances against the Balance Alerts definitions and the Cash Management system then sends e-mail messages as needed. (The balance-checking program is the same one used for Sweeps.)

To display the Balance Alerts screen:

Click the Balance Alerts option on the Administration menu. The Balance Alerts screen appears.

Administration

97

The Current Alert(s) section shows all alerts currently in effect. You can add new alert definitions, update the existing definitions or delete definitions.

Add an Alert Message

To add a new Alert definition, fill out the fields in the Add An Alert section of the screen.

1. Select the account from the Account drop-down list. 2. Select Rises Above or Falls Below from the Condition drop-down list. 3. Enter the threshold amount in the Amount field. 4. Enter the email address in the E-mail Address field. 5. To add the new alert, click the Add button. To discard the new information and

clear all of the fields, click the Reset button.

Update Alert Message

1. In the Current Alert(s) section, click the Select check box next to the alert you want to change.

2. Edit the Balance Condition, Amount and/or E-mail Address settings.

3. Repeat steps 1 and 2 for other Alert definitions, if desired.

4. Click Update to save the modified definition(s).

Delete an Alert Message

1. In the Current Alert(s) section, click the Select check box next to the alert you want to delete.

2. Click the Delete button. A dialog box appears, prompting for confirmation. 3. Click the OK button to perform the delete, or click the Cancel button to leave the

record as is.

Account Maintenance

The Account Maintenance function provides the company administrator with the ability to rename any of the available accounts. There is value to renaming an account if it makes the account’s purpose more obvious to users. All references to the account

98

within the Cash Management system will use the descriptive name. However, the new description is not transmitted back to the financial institution.

To add a descriptive name to an account:

1. Click the Account Maintenance option on the Administration menu. The Account Maintenance screen appears.

2. Select an account from the Account drop-down list. 3. Enter a descriptive name in the Account Description field. 4. Click the Update button to save the new descriptive name. To abandon your

changes and restore the fields to their previously saved values, click the Reset button.

Change Company PIN

The Change Company PIN function lets you change the PIN setting in the Cash Management system. (This is necessary if the PIN is changed on the Host system – the Cash Management entry must be changed to match it.) This option is enabled only for the Company Administrator, and only on installations where the Host system requires a PIN. This menu option will only appear on the Administration menu when a PIN change is necessary.

To change the PIN:

1. Click the Change Company PIN option on the Administration menu. The Change Company PIN screen appears.

2. Enter the current PIN in the Old PIN field.

3. Enter the new PIN in the New PIN field and again in the Confirm PIN field.

4. To put the new PIN into effect, click the Update button. If you think you have made a mistake, click the Reset button to clear the fields and start over.

Change Company Password

The company administrator can change the company password at any time. The administrator must change the password when required by the financial institution (including the first time the administrator logs in to the Cash Management system). Special password characteristics may be imposed by the financial institution to provide a greater degree of security.

To change the company password:

Administration

99

1. Rest your cursor on the Change Password option on the Administration menu, and then select the Change Company Password option. The Change Company Password screen appears.

2. Enter the current password in the Old Password field.

3. Enter the new password in the New Password field and again in the Confirm Password field.

Note: The Cash Management system’s password checking is case-sensitive; users must exactly replicate the pattern of upper- and lower-case letters to gain entry to the system. Using mixed case for your passwords can help to make them more secure.

4. To put the new password into effect, click the Update button.

Change User Password

Both the company administrator and end user can change their passwords at any time and must change their passwords after a number of days specified by the financial institution. (A user also must change the password if the administrator resets it.) Special password characteristics may be imposed by the financial institution to provide a greater degree of security.

To change the user password:

1. Rest your cursor on the Change Password option on the Administration menu, and then select the Change User Password option. The Change User Password screen appears.

2. Enter the current password in the Old Password field.

3. Enter the new password in the New Password field and again in the Confirm Password field.

Note: The Cash Management system’s password checking is case-sensitive; users must exactly replicate the pattern of upper- and lower-case letters to gain entry to the system. Using mixed case for your passwords can help to make them more secure.

4. Click the Update button to put the new password into effect.

Change Timeout

The Cash Management system will remain active for a specified amount of time without any interaction from the browser. Once the time limit has expired, a "timeout" occurs

100

and the end user is required to log in again. The Change Timeout function allows the company administrator to control the timeout setting.

To change the system timeout setting:

1. Click the Change Timeout option on the Administration menu. The Change Timeout screen appears.

2. Choose a value from the drop-down list.

3. To put the new setting into effect, click the Update button. To keep the old setting, click the Reset button.

Change User Preferences

The Change User Preferences function lets you customize the Main page displayed when you log in. This preference only affects your own login (i.e., the system will be set a certain way for you but this will not affect any other users). Typically, you would choose the screen you use most often.

To specify a new default main page:

1. Click the Change User Preferences option on the Administration menu. The user preferences screen appears.

2. Select a function name from the drop-down list. The list contains the sub-menu

options for every service to which you have access.

3. Click Submit to update the your default start page.

101

Account Services

The Account Services menu provides access to account management functions. The options available on the Account Services menu are dependant upon each FI’s processing methods and may include:

Reconciliation Services

Upload Issues File – allows you to upload an issue file to cash management Issues Register Input – allows you to manually enter issue items. Positive Pay Exception Decisions – allows you to view exceptions and submit

decisions (Pay or Return) through cash management. Exception items are updated with decision information. This option is dependent upon on your FI’s processing method.

Issues Register - displays a history of the issues you have submitted (input or uploaded) and, depending on your FI’s processing method, may allow you to reconcile account information and view exceptions.

Stop Payments

Add Stop Payment – Allows you to enter a stop payment request on a single check or range of checks.

Stop Payment Activity – Allows you to view stop payment transaction status.

Reconciliation Services Processing

Issues Register Input

The Issues Register Input feature lets you manually enter your check data and submit Issues for processing. There are two sections of the Issues Register Input screen. The first section is where a user will add issues to send to their FI. You do not have to send the Issues Register until you are ready.

The second section is where a user may change or delete the issued items prior to sending to the FI. Use the Update function to save Issues for later edits and additions prior to sending them to the FI.

To add a new Issue:

1. Choose the Reconciliation Services option on the Account Services menu, and then select the Issues Register Import sub-menu option. The Issues Register Input screen appears and shows all manually entered issues for all accounts.

102

2. Select an account from the Select Account drop-down list.

3. In the top section of the screen, fill in the Issue Date, Check Number, Amount and User fields.

Note: The User field can be used to uniquely identify the issue item, similar to the Memo field on a check.

4. Set the action to take using the following options:

Click Reg/Add to add a check. Click Reg/Del to remove a check. Click Void/Add to add a voided check. Click Void/Del to remove a voided check. Click Stop/Add to change check status to "stop payment" (processing method B

only) Click Stop/Del to remove a stop payment on a check (processing method B only)

5. Click the Add button to add the issued items to the Update Issues list below.

6. Click Save to save the information added to the Update Issues list.

7. The Update Issues section of the screen shows all manually entered issues. While the Account No. field is display only, for any issue added you may change the action for the item or update the data fields. Optionally, check the Delete box to remove an issue from the list.

8. Click Save to save changes made to the issue items and remove items marked for deletion.

9. Click Send to send the data for processing and add the items to the Issues Register. A confirmation screen will appear displaying a summary of the issue register items entered.

Reconciliation Services Processing Methods

The Cash Management product is designed to provide Reconciliation Services to financial institutions with different processing methods. There are two possible options available. Each option affects the menu items on the Account Services menu and the appearance and use of the Issues Register. These options are described below.

Account Services

103

Note: The instruction set for the Issues Register varies depending on the processing method used by your FI. Please take note of the sample screen to determine which Issues Register Instructions to follow.

Reconciliation Services (Processing Method A)

If your FI uses this method of handling Reconciliation Services, you will be able to input issues, upload issues, and view issues history on the Issues Register. There will be additional reports that your financial institution will provide outside of the cash management application. If your FI uses this method of processing, your Issues Register screen will look like this:

The screens available for this method are:

Upload Issues File Issues Register Input Issues Register

If your FI also uses the cash management system’s Positive Pay feature, you will have the following additional menu option:

Positive Pay Exception Decisions

Reconciliation Services (Processing Method B)

If your FI uses this method of handling Reconciliation Services, you will be able to input issues, upload issues, and use the Issues Register to reconcile the selected account for the designated period. Exceptions are displayed on the register, but processing decisions on those exceptions is not available. If your FI uses this method of processing, your Issues Register screen will look like this:

104

The screens available for this method are:

Upload Issues File Issues Register Input Issues Register

If your FI uses the (Reverse) Positive Pay method of handling Reconciliation Services, you may use the Positive Pay Exceptions Processing feature to submit instructions to the FI on the action to be taken for the exceptions listed. Your Issues Register screen will look like this:

Account Services

105

The additional screen available for this method is:


Issues Register

Issues Register - Method A

The Issues Register allows you to view a history of the issues sent to the financial institution for a selected account. By default, the system initially displays 500 records. You can search for and display issues records from up to 180 days in the past.

To display the Issues Register screen:

Choose the Issues Register option on the Account Services menu. The Issues Register screen appears.

1. Select the appropriate account from the Account Number drop-down list.

2. Enter a date range to search within and click Submit or

3. Search for a specific issue by selecting Check Number, Issue Amount, Issue Date or Payee from the Search for: dropdown list, then enter a Value to search for and click Submit. The information matching the criteria entered will be displayed.

Note: You can view the detail for a line item by clicking the magnifying glass icon in the Detail column. You can also export the information displayed on screen to a comma-delimited file by

106

clicking the Export button. You will be prompted to save the file to disk, choose a location, and specify the file name for the exported data.

Issues Register - Method B

The Issues Register allows you to view a history of the issues for a selected account. You will be able to input issues, upload issues, and use the Issues Register to reconcile the selected account for a designated period. Exceptions are displayed on the register, but are processed outside the Cash Management application. By default, the system initially displays 500 records. You can search for and display issues records from up to 180 days in the past.

To display the Issues Register screen:

Choose the Issues Register option on the Account Services menu. The Issues Register screen appears.

1. Select the appropriate account from the Account Number drop-down list.

2. Reconcile the account by entering the date to reconcile from in the Reconcile as of date field and click the reconcile button. The register status for issues listed will be updated.

3. Filter the issues displayed by using the Filter Issues by Status section of the screen. Check the checkboxes for the exceptions and status to display and click submit.

4. Enter a date range to search within and click Submit or

Account Services

107

5. Search for a specific issue by selecting Check Number, Issue Amount, Issue Date or Payee from the Search for: dropdown list, then enter a Value to search for and click Submit. The information matching the criteria entered will be displayed.

Note: You can export the information displayed on screen to a comma-delimited file by clicking the Export button. You will be prompted to save the file to disk, choose a location, and specify the file name for the exported data.

Upload Issues File

Authorized users may select an Issues Register File and then upload the issued items file and send it to the FI for processing. An email will be sent to the FI informing them of the incoming file. Uploaded items may be viewed in the Issues Register. Please note that the system will only allow an end user to upload issues for accounts they have access to in Issues Input.

To upload an Issues Register:

1. Choose the Reconciliation Services option on the Account Services menu, and then select the Upload Issues File sub-menu option. The Upload Issues File screen appears.

2. Select the file format to be uploaded. The default file format is Proprietary ARP file.

3. Enter the full path name for the file. For convenience, you may click the Browse… button to open a standard Windows dialog box that allows you to search your local and network drives to locate the file.

Note: You must have the check data file available either on a local drive or on a network-accessible drive.

4. Click the Upload button to submit the Issues file to the FI for processing. If the upload is not successful, the system will display an error message.

Note: Submitting issues from Upload Issues File or Issues Register Input past cutoff will prompt the following warning: "Your issued items have been successfully submitted. Due to cutoff time frames established by your financial institution, these issued items will be processed the next business day." Issues submitted past the cutoff will be assigned an Issue Date of the next business day.


The Positive Pay Exception Decisions feature lets you review all discrepancies that have occurred between your own issues records and those processed by the financial institution. For each exception item, you can instruct the financial institution on what action to take. You may also view decisions sent for the past 10 calendar days.

108

A message at the bottom of the screen indicates how many more exceptions require decisions. Once some or all the first 50 exceptions listed have decisions, the screen refreshes with next 50 exceptions requiring decisions. The Decisions Sent Activity screen displays exception items previously sent to the FI for processing. Each exception item has full details, including the Exception Reason. Processed exceptions activity will be retained for 10 calendar days. Exceptions listed may be sorted using the up and down arrows next to each column heading.

To process exception decisions:

1. Choose the Reconciliation Services option on the Account Services menu, and then select the Positive Pay Exception Decisions sub-menu option. The Positive Pay Exception Decisions screen appears.

2. Click the Select checkbox next to the exception item(s) to process.

3. Set the Action to instruct the financial institution what to do with each item. The default decision for exception items is automatically selected. Once a decision on an item has been sent, you may not change the action decision. The actions available are:

Pay: Pay the check

Return: Do not honor the check

Pay – Adj. Required: Pay the issue amount and adjust the check amount to match

4. Click the Send button to submit the selected exceptions to the FI for processing. The Exceptions Processing screen will refresh and display the exceptions remaining.

Account Services

109

Note: If you do not submit exception decisions for processing before the FI established cutoff time the default decisions will automatically be sent to the financial institution.

Note: Those sent decisions with an action followed by an "*" were automatically sent to the financial institution.

Stop Payments

The Stop Payments function allows you to place stops on an individual check or, if your FI supports it, a range of checks. Depending on the type of stop payment, additional information is required.

To display the Add Stop Payment screen:

Choose the Stop Payments option on the Account Services menu, and then select the Add Stop Payment option. The Add Stop Payment screen appears.

110

1. The contact information fields are automatically populated with the information on file. These fields contain contact information used by the financial institution if they have any questions regarding the stop payment request.

2. Select the appropriate account from the Account drop-down list.

3. Select the appropriate reason from the Reason for Stop drop-down list.

4. To stop payment on an individual check: enter the Check Number, Check Amount, Issue Date and Payee.

5. If your FI supports Stop Payment on a range of checks: enter the Starting and Ending check number. Please note that your FI may limit you to a maximum of number of checks per request.

Note: The radio buttons next to the Stop Individual Check or Stop Range of Checks headings let you know which option is selected. You may only enter information for one of the stop payment options at a time. All required fields will have a star icon next to them.

6. Click the Add button to send the stop payment request to your financial institution. A review screen appears allowing you to cancel or submit the Stop Payment for processing. If you click Submit, a confirmation screen appears with a recap of the information sent to the financial institution.

Stop Payment Activity

The Stop Payment Activity function allows you to view stop payment transaction status. The screen will display Stop Payment activity for all users who have Stop Payment functionality enabled.

Stop Payment requests will have one of the four status designations:

Unprocessed –Request has been sent to the FI and is awaiting action. This status is also assigned when mixed check status is returned on a stop payment request on a range of checks, i.e., some checks have cleared others have not.

Account Services

111

Processing – The FI has received the request from the end user and is in the process of completing that request. Completed – The FI has completed the end user’s request. Declined – The FI is unable to complete the end user’s request.

Stop Payment requests with a status of Completed or Declined will remain on the activity screen for a period of ten calendar days. Note that you can sort the table by clicking the up and down arrows in any of the column headers.

To display the Stop Payment Activity screen:

Choose the Stop Payments option on the Account Services menu, and then select the Stop Payment Activity option. The Stop Payment Activity screen appears.

Click the magnifying glass in the Details column to view the Stop Payment data in a separate pop-up browser window.

113

Balance Reporting

The Balance Reporting function gives an overview of all account information and also provides the means to see details and to filter the overview by account and activity type. Account Summary Provides complete information at a glance and also

provides access to Account Details (record of activity) for each account, loan and investment.

Create Reports Lets you create report definitions, specifying which accounts and what types of activity are to be displayed.

Run Selected Report Displays a filtered version of the Account Summary page, based on the report definition.

Note: If your Data Processing Vendor supports this feature, all balances displayed throughout cash management will have an asterisk (‘*’) appended to indicate when a real-time balance is not available. This asterisk will be displayed on a per-account basis, indicating status for individual accounts (in case real-time balances are available for certain accounts but not all).

Transaction Search

The Balance Reporting Transaction Search option allows you to create a search request by account for a specific date range or a predefined one, by a specific check number, by a specific check number and amount, or by a range of check numbers. To display the Transaction Search screen:

Select the Transaction Search option on the Balance Reporting menu. The Transaction Search screen appears.

This screen has several distinct sections that are used to build your transaction search criteria: Account Selection, Date Selection, Transaction Selection, Transaction Amount and Type. Results are displayed on the Transaction Results screen. If more transactions meet the criteria than are able to be displayed on-screen, you will have the ability to view these records using First, Previous and Last buttons. To create a new report:

1. In the Account Selection section, select the account to query.

2. In the Date Selection section, select from a predefined time period or enter a data range of your choosing.

3. In the Transaction Selection section, select a single transaction, a range of transactions or all transactions for your query.

4. In the Amount Selection section, enter a specific amount or request all dollar amounts.

4. In the Transaction Type Selection section, choose between debit, credit or all transactions for inclusion in the report.

5. Click the Submit button. The Transaction Results screen is displayed listing all the transactions the match the criteria entered.

6. Click the New Search button to return to the Transaction Search screen.

114

Transaction Search Results

The transaction search results screen provides a detailed listing of those transactions that meet your search criteria.

The listing of transactions on the Transaction Search Results screen can be sorted by the data in any column. Click the arrows in the column headers to sort the table (up arrows give an ascending sort, down arrows give a descending sort).

Note: For checking accounts, the table will display a Check Number column in addition to the standard ones. If you have access to the Imaging service and an image is available, the check number will display as a hyperlink; click the link to display the check image in a secondary browser window.

To search for additional transactions, select the New Search button.

Balance Reporting

115

Run Selected Report

The Run Selected Report option lets you display the results from your saved reports.

To display the Run Selected Report screen:

Rest the cursor on the Balance Reporting option and then click Run Selected Report. The Run Selected Report screen appears.

Select a report from the drop-down list. The system displays the Account Summary screen using your saved report criteria as the filtering specification.

Create Reports

Create Reports

The Create Reports function lets you create, edit and delete customization settings for the Account Summary screen. Custom reports let you configure the display so that you see only the accounts and transactions you want to see.

116

A report comprises a group of Account settings and a group of Transaction settings. Reports are saved by name and include a descriptive title. When used, the report acts as a filter setting for the Account Summary screen, giving a customized view.

Note: If account category codes are not available, the transaction types displayed will be Debit and Credit.

Update Report Criteria

1. Rest the cursor on the Balance Reporting option and then click Create Reports. The Create Reports screen appears.

2. Select the report from the Select a previously saved report drop-down list. 3. Make changes. If necessary, click the Reset button to revert all fields to their

previously-saved values. 4. Click the Update button.

Create a New Report


2. Click the New button. 3. Check the boxes for the desired accounts in the Available Accounts table.

Balance Reporting

117

4. Check the boxes for the desired transactions in the Available Transaction Categories table. (You can also check Select All to check all the boxes, or uncheck it to clear all boxes.)

5. Enter a Name and a descriptive Title. 6. (Optional) Check the Favorite Report (default) box if you want the Account

Summary function to use this report as its main display setting. 7. Click the Add button.

Delete a Report


2. Select the report from the Select a previously saved report drop-down list. 3. Click the Delete button.

Account Summary

The Account Summary screen gives an overview of company accounts. It displays all of the accounts to which you have access (as determined by the settings in Administration > User Maintenance).

To display the Account Summary screen:

Rest the cursor on the Balance Reporting option and then click the Account Summary option. The Account Summary screen appears.

Balance Reporting

119

The screen shows account information with descriptive account and balance information. The on screen disclosure statements indicate the date and time the data displayed was updated. Please note the system does not total the Available Balance Column. This is intentional. Totaling the column can provide an over inflated amount if one of the account’s balances affects another account’s available balance. For example, this could happen if there was a sweep relationship between accounts in the table.

The Liquidity Summary table contains all deposit accounts, the Investment Summary table contains all certificates and other investments, and the Liability Summary contains all loans. (Any table will be omitted from the display if it is empty.)

Note: You can customize the way this screen displays on entry by creating a report and setting it as your default on the Create Reports screen.

Account Summary Screen Controls

The tables can be sorted by the data in any column. Click the arrows in the column headers to sort the table (up arrows give an ascending sort, down arrows give a descending sort).

For accounts and investments, the first column shows the company-defined Description (entered in Administration > Account Maintenance) and the financial institution-defined Type. Click the Description field to display the Account Details screen for that account or investment item.

If your financial institution’s host system supports additional account data, you will see a column labeled More Info with a magnifying glass icon for each account and investment record. Click the magnifying glass to see a record of float data and other CTD (Cycle To Date) summary data for the account or investment. The information appears in its own browser window and can be printed.

If your financial institution’s host system supports Statement data, you will see a column labeled Stmt with a magnifying glass icon for each account and investment record. Click the magnifying glass to see a statement with CTD debits and credits for the account or investment. The statement appears in its own browser window and can be printed.

Click the Print button to print a hardcopy of this screen; a standard Windows dialog box lets you specify a printer. Click Export to create a text file in a comma-delimited format, suitable for import into spreadsheets and other financial programs; a standard Windows dialog box lets you specify the filename and directory location.

120

Account Details

The Account Details screen provides detailed transaction information, including the date and time of each transaction and a reference number. The screen also includes debit or credit amounts from each transaction and the balance after each.

To display the Account Details screen:

Rest the cursor on the Balance Reporting option and then click Account Summary. The Account Summary screen appears; click the Description link for an Account or Investment to display its details.

The Account Details table shows the basic account information plus the list of transactions (if any) that fit your date and filter settings. Note that this table displays both the Current Balance and the Available Balance for the account, based on results from your financial institution’s host system. The onscreen disclosure statements indicate the date and time the data displayed was updated.

Memo Posted transactions will be listed with the current day’s date and are considered part of the current day’s transactions. If a date range is selected that includes the current date, Memo Postings will be returned, if not, no Memo Postings will appear. The Balance Column (if available) will be blank for memo posted transactions.

Balance Reporting

121

Account Details Screen Controls

The listing of transactions in the Account Details table can be sorted by the data in any column. Click the arrows in the column headers to sort the table (up arrows give an ascending sort, down arrows give a descending sort).

To see details for a different account, select another account from the Account Selection drop-down list.

Note: For checking accounts, the table will display a Check Number column in addition to the standard ones. If you have access to the Imaging service and an image is available, the check number will display as a hyperlink; click the link to display the check image in a secondary browser window.

You can set the date range for the transactions you wish to see by filling out the From and To fields in the Request Specific Date Range table. (Enter dates in dd/mm/yyyy format.) For convenience, click the Today or Yesterday buttons to set one-day ranges.

The More button appears only if there is more transaction data than the Host can send at one time. Click the button to retrieve the next lot of transaction data. The button will stay on the display until all available data have been retrieved.

You can filter the data by checking or unchecking the items in the Available Transaction Categories table. Make your changes and click the Submit button to update the display.

Note: If account category codes are not available, the Available Transaction Categories displayed will be Debit and Credit.

You can create an export file of Account Details data by choosing a format from the Select Export Format drop-down list and clicking the Export button. A standard Windows dialog box lets you specify the filename and directory location.

Note: If the balance for the account is not real-time, a pop-up warning will be displayed before the download of the file.

The Cash Management system can export financial transaction data in a format specific to Microsoft Money, QuickBooks or Quicken. It can also create a comma-delimited text file that can be read by most database systems, spreadsheets, word processors, etc. or an HTML file for display in a browser.

IMPORTANT! Before exporting account information to QuickBooks or Quicken for the first time, please confirm that the QuickBooks or Quicken "Chart of Accounts" name (for example, Corporate Checking) matches the Cash Management system account name. If not, QuickBooks and Quicken will automatically create new accounts to match the Cash Management system account name.

Tiered Commercial Loans

If your financial institution supports Tiered Commercial Loans on the Cash Management System, you may have one or more Master Account Records (tied to your Tax ID) with associated Credit Lines and/or Notes. If any of these are defined and accessible for your user ID, you will see an extra table on your Account Summary screen:

The Tiered Liability Summary table appears only if you have some commercial loan data defined. For each Master Account Record, the table shows all associated Credit Lines and Notes (the Master Account Record itself does not appear in the table). Each row of data represents one Credit Line or one Note, as indicated in the Type column. You can sort the table by clicking the up and down arrows in any of the column headers.

122

To see the details on any Credit Line or Note, click the red text in the Credit Line/Note # column, and one of two special Account Detail screens will appear. (See the Account Details section for a full description.)

Account Details for Tiered Commercial Loans

To see the details on any Credit Line or Note, click the red text in the Credit Line/Note # column, and one of two special Account Detail screens will appear.

Credit Line/Note #

The table shows all notes associated with the Credit Line indicated in the drop-down list at the top. You can select a different Credit Line or a Note from the drop-down list to see its details. You can also click the Note # text to see the details for any Note listed in the table.

Account Detail

The upper table shows all of the relevant data for the Note. Click the Principal Detail or Interest Detail magnifying glasses to see P & I data in a separate pop-up browser window.

The lower table shows transaction details for all activity that has taken place over the life of the Note.

123

Funds Transfer

The Funds Transfer menu provides you with options for the following services:

ACH – allows you to create and sent batch files which contains information pertinent to the movement of funds between accounts

Book Transfer - allows you to move funds between accounts within the same financial institution

Tax Payments – allows you to use Electronic Federal Tax Payment System (EFTPS) as the method to submit tax payments

Wire Transfer - allows you to move funds between accounts at different financial institutions.

Book Transfer

The Book Transfer service allows the end user to move funds between accounts within the same financial institution. Transfers can be scheduled for the current day or a date up to one year in the future. Scheduled transfers can be reviewed and deleted. This service has also been enhanced to support the scheduling of recurring Book Transfers and allow the viewing, updating and deleting of pending recurring Book Transfers.

Account Balances are checked by the system for current day transfers only. A disclosure statement will appear onscreen indicating the date and time the balance information was updated. Balances are not checked when a future dated book transfer is created.

Note: If your Data Processing Vendor supports this feature, all balances displayed throughout cash management will have an asterisk (‘*’) appended to indicate when a real-time balance is not available. This asterisk will be displayed on a per-account basis, indicating status for individual accounts (in case real-time balances are available for certain accounts but not all).

Add Transfer

Three screens are involved in the process of adding a book transfer. In the first screen, Add Transfers, you enter the specific transfer information. In the second screen, Transaction Verification, the transfer information is presented and confirmation is required in order to process the transfer. The third screen, Transaction Confirmation, provides a confirmation message if the transfer was successful or an error message if the transfer was not successful.

A Word About Book Transfer and Tiered Commercial Loans

If your financial institution supports Tiered Commercial Loans, you may be able to use the Book Transfer service to transfer funds to and from a Note.

The rules for the Tiered Commercial Loan entities prohibit any use of Book Transfer with Master Account Records (MARs) or Credit Lines.

124

Initiating a Book Transfer

1. Select the Book Transfer option on the Funds Transfer menu, and then click Add Transfer. The Add Transfer screen appears.

2. From any available Select Transfer From Account drop-down list, select

the account FROM which you will transfer funds.

3. From any available Select Transfer To Account drop-down list, select the account TO which you will transfer funds.

4. Enter the amount to transfer and the transfer date. Transfers added for a date in the future will be stored and then processed on the specified date.

5. (Optional) Enter a description for the transfer in the Transfer Memo field. (The Book Transfer Description will not be sent to the DATA PROCESSING VENDOR.)

6. Repeat steps 1-4 to set up additional transfers, if desired.

7. Verify that all information is correct. You can click the Reset button to clear all of the fields if necessary.

8. Click the Add button. The Transaction Verification screen appears.

Funds Transfer

125

Note: If your financial institution charges a fee for Book Transfers, this screen will include a message to tell you what the fee is. If you do not agree to the fee, click Cancel.

9. Verify that the transfer information is correct and click the Submit button to complete the transfer. The Book Transfer Confirmation screen appears. The Book Transfer is now complete.

Add Recurring Book Transfer

Three screens are involved in the process of adding a recurring book transfer. In the first screen, Add Recurring Transfers, you enter the specific transfer information. Using this screen you add one recurring book transfer at a time. In the second screen, Recurring Transfer Verification, the transfer information is presented and confirmation is required in order to process the transfer. The third screen, Recurring Transfer Confirmation, provides a confirmation message if the transfer was successful or an error message if the transfer was not successful.

Entering a Recurring Book Transfer

1. Select the Book Transfer option on the Funds Transfer menu, and then click Add Recurring Book Transfer. The Add Recurring Book Transfer screen appears.

2. Select the account FROM which you will transfer funds using the From

Account drop-down list.

3. Select the account TO which you will transfer funds from using the To Account drop-down list.

4. Enter the amount to transfer and the start date. The Start Date may not be the current date or a prior date. The format for the date is MM/DD/YYYY.

126


6. Select the frequency of the transfer.

Note: Weekly Payments – The Start Date must match first Weekly Payment. Monthly Payments – The Start Date must match monthly date. Twice Monthly Payments – The Start Date must match one of the two twice-monthly dates.

7. Enter the number of transfers or the End Date for the recurring transfer. The year cannot exceed 2031, and the date must be greater than or equal to the start date.


9. Enter the E-mail Address of the person who will receive notification of whether transfer has been sent successfully.

Note: Transfers are processed on the date specified and a confirmation email will be sent to the email address specified. If the transfer cannot be processed, the system will send an email noting the error and the transfer will be deleted on the end date.

10. Verify that all information is correct. You can click the Reset button to clear all of the fields if necessary.

2. Click the Add button. The Transaction Verification screen appears displaying the information entered on the previous screen.

3. Click the Submit button to proceed with scheduling the recurring transfer and display the

Transfer Confirmation screen; or click Cancel to return to the Add Recurring Transfer screen.

Funds Transfer

127

Note: Recurring book transfer instructions are available for viewing, updating, and deleting from Scheduled / Recurring Book Transfer screen.

Update Book Transfers

This menu option allows you to view, update, or delete both scheduled book transfers and recurring transfers. The Update Book Transfers function lets you examine all such transfers and, if appropriate, remove them from the pending list (i.e., cancel them). The Scheduled Recurring Book Transfers portion displays the current recurring transfers scheduled and allows you to edit all fields except the start date, from account, and to account.

Transfers are processed on the date specified and a confirmation email will be sent to the end user that added the book transfer information. If the transfer cannot be processed, the system will send an email noting the error and the transfer will be deleted.

If you have a large number of transfer records, you will be able to page through the list using First, Previous and Last buttons.

To update Book Transfers:

1. Select the Book Transfer option on the Funds Transfer menu, and then click Update Book Transfers. The Update Book Transfers screen appears.

The Delete button removes the selected transfer from the system

128

The Reset button clears the screen of any changes and displays the last saved transfer instructions.

The Update button saves the selected book transfer changes in the system and updates the screen with the changes.

Wire Transfer

The Wire Transfer service allows you to move funds between accounts within different financial institutions. Transfers can be scheduled for the current day or (if applicable) a date in the future. Pending transfers can be reviewed and deleted.

Note: If your FI supports foreign currency transactions, always use US dollars in the dollar amount field. The exchange rate process is managed by the FI and since your account is in US dollars, it will always be debited the US dollar amount. The FI's wire operations area will manage the exchange rate conversion.

The length of time a transfer appears on the various activity screens depends upon the wire status. The table below outlines the default display conditions and the date range availability using the date selection tool:

Screen Category Default "From"

Default "To"

Date Range "From"

Date Range "To"

Wire Status

Incoming Wires

Today 12:00a

m

Today 23:59p

m

Displays up to 10 previous calendar days

Today Processed

Pending Oldest value dated wire

with a status

listed in the Wire Status column

Today plus 30 calendar

days into the future

N.A. N.A. *Pending *Resubmit

Transfer Activity

& Transfer Admin Activity

Denied

Oldest value dated wire

with a status

listed in the Wire Status



N.A. N.A. *Denied

Funds Transfer

129

column

Sent

Displays up to 10

previous

calendar days

Today plus 30 calendar days

into the future

Displays up to 10

previous

calendar days


into the

future

Received, Delete,

Deleted by FI,

Downloaded Processed

* Wires in this status will remain in the wire database indefinitely. For wire statuses that do not have an asterisk, retention period is 10 calendar days.

There is no restriction on dates that can be entered in the "From" and "To" date range fields. Transactions displayed are based upon the value date of the wires within the retention period.

A Word About Daily Transfer Limits

The financial institution may set daily transfer limits for its business users, and each company administrator may set daily transfer limits for that company’s end users. As wire transfers are submitted to the financial institution, the Cash Management system keeps track of the daily limits and transfer totals.

If your company exceeds the limit set by the financial institution, you must contact the financial institution and request an extension of the limit in order to continue.

If the end user exceeds the limit set by the company administrator, the system checks the over-limit rules specified for your company. If the restrict option is checked, the user cannot initiate a transfer. If the require approval option is checked, the system marks the status as "Pending" and allow the transfer if it is subsequently approved by the company administrator or a wire administrator.

Initiate Template

Adding a wire transfer with a predefined template is a straightforward process. However, you must have set up a template beforehand, specifying all the necessary information for the beneficiary that is to receive the transfer. For details, see Template Maintenance. For details on how to set up and add a wire transfer without using a template, see Initiate Freeform.

Note: If you select a template where the debit account is no longer available (meaning that the account was closed or access was removed by the FI), the From Account field will be blank. If you try to initiate, you'll get an error message; the remedy is to go to Wire Transfer> Template Maintenance and choose another debit account for the template.

To display the initiate a wire transfer:

130

1. Select the Wire Transfer option on the Funds Transfer menu and then click Initiate Template. The Initiate Template screen appears.

2. (Optional) Alter the telephone number in the Contact Phone field. The Contact Name and Contact Phone fields are pre-filled with the data from your login, but you can change the phone number if appropriate.

3. Select a wire transfer template from the Select Template drop-down list. The list is populated with all approved templates. When you select a template, the From Account field is filled automatically.

Tip: If a template is missing from the list, it may be in Pending status, awaiting approval after a recent modification. You can check on the template’s status if you have access to the Template Approval function.

4. Enter the amount of the transfer in the Amount field. If your FI supports foreign currency exchange, the currency code (specified in the Wire Template) is displayed to the left of the input field.

5. (Optional) Change the date in the Value Date field. This is the date on which the Funds Transfer is to occur; the Value Date cannot be in the past and must be no more than 30 calendar days into the future from today’s date and must be a business day.

6. (Optional) Enter a brief message in the Originator to Beneficiary Message area.

7. Review all of the information and verify that it is correct. If necessary you can click the Reset button to clear all of the fields.

8. Click the Initiate button to submit the transfer. Please keep in mind that most financial institutions have a daily cutoff time for wire transfers.

Note: If the restrict option is checked and a wire transfer exceeds either the company limits or the end user limits, the user will not be able to initiate the transfer. Also, your financial institution may specify that approval is required on all wire transfers, regardless of any defined limits. If approval is required (for any reason), a message will display on the screen with further instructions.

To check on the status of the submitted Wire Transfer, click the Transfer Activity option on the Wire Transfer menu.

Initiate Freeform

Funds Transfer

131

The Initiate Freeform function accomplishes exactly the same function as does Initiate Template. However, Initiate Freeform does not require the use of a wire template. Instead, it allows you to fill in all of the information that otherwise would reside in the template.

Most financial institutions use an ABA number as their only routing type. The Cash Management System provides a search mechanism to let you look up ABA numbers. If your financial institution supports other routing types (e.g., Swift, DDA or CHIPS), the drop-down list on this screen will offer these choices.

Please note the Receiving Bank and Intermediary Bank sections are optional; fill the fields in only if you want the information recorded. See Using the ABA Search Feature for details.


To initiate a freeform transfer:

132

1. Select the Wire Transfer option on the Funds Transfer menu and then click Initiate Freeform. The Initiate Freeform screen appears.

2. Fill in all of the required fields: Beneficiary Company Name and Account number, Beneficiary Bank Name and Routing Number, Transfer Amount and Debit Account. (The Debit Account drop-down list contains all valid account choices.)

3. (Optional) Enter a brief message in the Originator to Beneficiary Message area.

4. (Optional) Edit the Value Date, if applicable.

5. (Optional) If your financial institution supports Foreign Currency Processing, enter a Currency Code.

6. Review all of the information and verify that it is correct. If necessary you can click the Reset button to clear all of the fields.

7. Click the Initiate button to submit the transfer. Please note that most financial institutions have a daily cutoff time for wire transfers.

Funds Transfer

133

Note: If the restrict option is checked and a wire transfer exceeds either the company limits or the end user limits, the user will not be able to initiate the transfer. Also, your financial institution may specify that approval is required on all wire transfers, regardless of any defined limits. If approval is required (for any reason), a message will display on the screen with further instructions.

To check on the status of the submitted Wire Transfer, click the Transfer Activity button on the Wire Transfer menu.

Using the ABA Search Feature

1. Click the Search button next to one of the ABA/Routing Number fields. A secondary browser window appears.

2. Type one or more keywords in the Term(s) field and click the Search button. The search usually takes less that a minute, but will vary depending on network conditions and also on how many matches the system finds. The results returned are those institutions whose database records contain the keywords specified.

Note: The ABA Search uses a "Soundex" type of search (i.e., it attempts to find approximate matches based on probable pronunciation). It's tolerant of spelling errors and it looks at both the bank name and the city.

3. If matching terms are found, the Search window is updated with a table of financial institution names and data.

4. Click the ABA number of the desired financial institution. The system will close the Search window and copy that ABA number into the input field from which you started the search. (It also copies the name, city and state to the corresponding fields.)

You can sort the table by the data in any column. Click the up or down arrows in the column header cells for ascending or descending sorts.

You can print the table by clicking the Print button at the top of the window, or close it by clicking Cancel.

Initiate Template Group

The Initiate Template Group function lets you submit a Wire Template Group for processing. This is equivalent to submitting each of the templates in the group individually but is far more convenient, especially if you have recurring transfers.

In order to use this function, you must have defined at least one Wire Template Group beforehand. A template group definition is essentially a subset of your defined wire transfer templates with some saved (but modifiable) initial values. For details, see Template Group Maintenance.

To initiate a template group:

134

1. Select the Wire Transfer option on the Funds Transfer menu and then click Initiate Template Group. The Initiate Template Group screen appears.

2. Select the desired group from the Current Group drop-down list. The screen shows all of the templates that are in the group definition; you can sort the display by clicking the up and down arrows in the Template Title, Value Date and Amount column headers.

You can see the details for any template by clicking the magnifying glass in its Details column. When you do this, the system opens a secondary browser window with a simplified, read-only version of the data defined in Template Maintenance.

3. Check the Select box for each template that you want submitted with the group. For convenience, you can check the Select All box to select all of the templates.

4. (Optional) Review the Value Date field for each template that is to be submitted and edit the dates if necessary.

Note: If using Value Date, each wire transfer must follow the same Value Date rules as if it were submitted alone, but there is no requirement that a group’s value dates be synchronized. Any or all of the templates in a group may have different value dates, as long as each one is valid.

5. Review the Amount field for each template that is to be submitted and edit the values if necessary. The system prefills these fields with the values from the templates, but they can be altered here (subject to your user limits and company limits).

6. Review the Message field for each template that is to be submitted and edit the messages if necessary. The system prefills these fields with the values from the templates, but they can be altered here.

7. If you need to start over with the initial values, click Reset. Once the group is set up to your satisfaction, click Initiate to submit all of the selected transfers.

Incoming Wire Transfers

This feature is wire interface dependent. The Incoming Wires screen displays all incoming wire transfer activity. This feature serves as an advice that funds have been received by Wire Transfer. The information contained within an advice is simply a notification of the transfer and does not require or cause any action to occur. This feature also provides the capability to view or delete transfer notifications.

To display the Incoming Wires screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Incoming Wires. The Incoming Wires screen appears.

Funds Transfer

135

The wire transfer activity displayed defaults to the current day. If there is no activity for the current day, a message appears notifying the user. If incoming transfers were expected and are not displayed on-screen, please check the date range displayed. You may need to modify the date range to include dates other than the current day.

Viewing a Different Date or Range of Dates

To change the date range displayed:

1. Enter a new From Date/Time and a new To Date/Time. Dates are required but entering times is optional.

2. Click the Submit button. All wire transfers falling within the specified date range are listed.

Viewing and Printing Incoming Wire Details

Details for an individual transfer are displayed by clicking on the Details icon to the right of the entry. You can also select specific wires and view their detail information in a list format.

To view and print selected wires:

1. Check the select box for each wire transfer to include, or check the Select All box.

2. Click the List button. A pop-up window appears with the incoming wire detail Information.

3. Click the Print button to print the report.

Deleting Incoming Wires

You can manually delete an incoming wire prior to the normal 10-day aging. Any wires left on the list for 10 days will be automatically removed from the system. When you delete a wire manually, the wire is actually "marked" as "D" for deleted, but will remain in the system for 10 days before it is permanently removed.

To delete a wire manually:

1. Check the select box for each wire transfer to delete, or check the Select All box.

2. Click the Delete button.

Transfer Admin Approval/Activity

136

The Transfer Admin Approval/Activity screen displays all pending, denied and completed transfers for the last ten calendar days, and provides you with the ability to approve, delete or deny pending transfers. You must be a designated company administrator or wire administrator to use this function.

To display the Transfer Admin Approval / Activity screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Transfer Admin Approval / Activity. The Transfer Admin Approval / Activity screen appears.

This screen has three separate sections, Pending Wires, Denied Wires and Sent Wires.

You can sort the information in each section by clicking the up or down arrows in the Reference Number, Date Created, Value Date, Group, Template or Transfer Amount column headers. Click the magnifying glass in the Details column to see full transfer details in a secondary browser window. The new window shows data specific to

Funds Transfer

137

the selected transfer, in a simplified, read-only format similar to the Template Maintenance screen.

The Pending Wires section shows all wire transfers that are currently in the system but have not yet been sent to the financial institution for processing. The system automatically flags your wire transfers for pending status if you exceed your per-transaction or daily user limit, or if your company’s financial institution requires administrator approval on all wire transfers. If you have company or wire administrator status, you can approve, delete or deny wire transfers from this screen.

The Denied Wires section shows all completed wire transfer activity for the past ten calendar days along with a brief message explaining the denial.

The Sent Wires section shows all completed wire transfer activity for the past ten calendar days, this includes wires that have been received or deleted. You can click the magnifying glass in the Details column to see all of the data for any completed transfer. Sent Wire items are view-only – they represent completed transactions, so there are no options for approval, deletion or denial. You may view the details for sent wires by clicking the checkbox next to the transactions (or checking the Select All Wires option) and clicking the List button.

Performing Administrative Tasks for Pending Wires

1. Click the Select check box next to the wire(s) that you want to update. For convenience, you can click the Select All box to select all of the wires in the table, or click Reset to return all settings to their saved values.

2. Do one of the following:

Click the Approve button to send the wire transfer(s) to the financial institution for processing.

Click the Delete button to remove the wire transfer(s) without processing. Deleted wires will appear in the Sent Wires section with a status of Deleted.

Fill out the Deny Wire message and click the Deny button to send it back to the originator for modification and resubmittal.

When deciding what to do with a pending transfer, remember that you can click the magnifying glass in the Detail column to display the wire transfer details in a separate browser window.

Transfer Activity

The Transfer Activity screen shows all of your currently pending and denied wire transfers and also shows your completed wire transfer activity for the past ten calendar days. (That is, the system filters wire transfer activity based on your login ID.) All end users with wire transfer privileges may view the system’s records of their wire transfer activity.

To display the Transfer Activity screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Transfer Activity. The Transfer Activity screen appears.

138

You can sort the information in each section by clicking the up or down arrows in the Reference Number, Date Created, Value Date, Group, Template or Transfer Amount column headers. Click the magnifying glass in the Details column to see full transfer details in a secondary browser window. The new window shows data specific to the selected transfer, in a simplified, read-only format similar to the Template Maintenance screen.

The Modified Fields column indicates fields whose values were changed to override the values defined in the Wire Template. (This column’s entry is always blank for Freeform transfers.)

Note: The Denied Wires table appears only if there is at least one wire transfer with a Denied status. You can review denied wires and resubmit them for processing.

Template Approval

If your financial institution’s Wire Transfer security settings do not require wire approval under any conditions, this option will not appear in the Wire Transfer sub-menu options.

Funds Transfer

139

If your financial institution’s Wire Transfer security settings require wire approval, an administrator must approve templates before they can be used. Each template is assigned a status of Pending when it is first created and whenever it is modified. Company administrators and wire administrators can use this screen to review and approve or deny pending templates. (If a template is denied approval, the originator can make changes and resubmit it.)

To display the Template Approval screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Template Approval. The Template Approval screen appears.

For any template, click the magnifying glass in the Details column to see full details in a secondary browser window. The new window shows template data in a simplified, read-only format similar to the Template Maintenance screen.

After reviewing the templates, you can approve or deny them. Check the Select box next to each template that you want to approve and click the Approve button; check the Select box next to each template that you want to deny and click the Deny button.

After a template is approved, it becomes usable throughout the Wire Transfers service. After a template is denied, the originator (the user who created or most recently modified the template) can make further changes and resubmit the template for approval.

Template Maintenance

A template is required for each non-freeform wire transfer. The system is designed to store these templates so that you can save time by defining them once and reusing them later.

140


Create a New Template

1. Select the Wire Transfer option on the Funds Transfer menu and then click Template Maintenance. The Template Maintenance screen appears.


3. Fill in all of the required fields: Template (the template name), Beneficiary Name and Account No., Beneficiary Bank Name and ABA Number, Transfer Information Amount and Debit Account.

Funds Transfer

141

4. (Optional) Fill in any or all of the remaining fields in the Beneficiary and Beneficiary’s Bank sections.

5. (Optional) Fill in the fields in the Receiving Bank and Intermediary Bank sections.

6. (Optional) If your financial institution supports foreign currency processing, enter the Currency Code.

7. Click the Add button. The new template is stored using the name in the Template field.

If your financial institution’s Wire Transfer security settings require approval before using new or updated templates, the new template is assigned a status of Pending. If this is the case, a company administrator or wire administrator must approve the new template before it can be used.

Update a Template


2. Select the template name from the drop-down list. The selected template’s information appears on the screen.

3. Make any necessary changes. Click the Reset button at any time if you need to restore all of the fields to their previously saved values.


If your financial institution’s Wire Transfer security settings require approval before using new or updated templates, the updated template is assigned a status of Pending. If this is the case, a company administrator or wire administrator must approve the updated template before it can be used.

Delete a Template


2. Select the template from the drop-down list. The selected template’s information appears on the screen.

3. Verify that the correct template is selected.


5. Click the OK button to confirm, or click Cancel to leave the template unchanged.

Wire Details

The Wire Details screen allows you to review the field specific details of a wire transfer or template.

To display the Wire Details screen:

Select the magnifying glass from the Transfer Admin Arpproval / Activity screen, Transfer Activity screen, Template Approval screen or Template Group Maintenance screen.

Funds Transfer

143

Note: The population of some of the wire information fields is dependent on the level of processing and stage within the process the wire transfer or template is.

Template Group Maintenance

The Template Group Maintenance function lets you create, modify and delete template groups. Template groups are named collections of predefined wire transfer templates that are bundled for convenience. A typical use for a template group is to collect together several templates that are usually initiated at or around the same time on a recurring basis (e.g., suppliers’ bills that are paid via wire transfer on the same day every month).

Note: If a wire template that is part of a group is modified then that template will disappear and not be part of the group if it requires approval. The template will re-display when it gets approved.

To display the Template Group Maintenance screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Template Group Maintenance. The Template Group Maintenance screen appears.

The table shows all available templates. To add any template to the group, check its select box. For convenience, click the Select All box to select or deselect all templates at once.

For any template, click the magnifying glass in the Details column to see full details in a secondary browser window. The new window shows template data in a simplified, read-only format similar to the Template Maintenance screen.

Note: When initiating a template group, the user can opt to leave some templates out of the group transfer. Also, the user can alter the transfer amount and message on any or all of the templates before submitting the transfers for processing.

Create a New Template Group

1. Click the New button.

2. Enter a name for the new group, in the field to the right of the New button.

3. Check the select box for each template that you want to include in the group.


Update a Template Group

1. Select the group from the drop-down list.

144

2. Set the Select checkboxes as desired. If necessary, click the Reset button to restore all of the settings to their previously saved values.

3. (Optional) Rename the group by entering a new name in the field to the right of the New button.


Delete a Template Group

1. Select the group from the drop-down list.

2. Click the Delete button.

Exchange Rates

The Exchange Rates function lets you review the foreign currency exchange rates table. You should use these exchange rates for reference when initiating international wire transfers. This screen is for viewing only; the values are maintained by your financial institution.

To display the Exchange Rates screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Exchange Rates. The Exchange Rates screen appears.

The table shows one row of data for each type of currency. Each row specifies the Country of origin, Currency Unit (name) and the three-letter Currency symbol, plus the buy and sell rates for small and large orders.

Investigation Request

The Investigation Request function lets you send an email request to your financial institution for information about any wire transfer that you sent in the last two years.

To display the Investigation Request screen:

Select the Wire Transfer option on the Funds Transfer menu and then click Investigation Request. The Investigation Request screen appears.

Funds Transfer

145

You must give contact information for yourself, complete information about the wire transfer (originating account, amount, recipient and date) and also you must state what action is to be taken.

Fill out all of the required fields and click Send. Your financial institution will receive the request and should contact you.

ACH (Automated Clearing House Origination)

An Automated Clearing House (ACH) transfer is the electronic transmission of a file which contains information pertinent to the movement of funds between accounts. An ACH transfer generally consists of multiple transactions and is referred to as a "batch."

The steps for setting up and submitting an ACH batch are typically as follows:

1. Define participants (Participant Maintenance) 2. Define batch attributes (Batch Template Maintenance) 3. Assign participants to the batch (Transaction Entry Maintenance) 4. Submit the batch (Initiate Batch) 5. (Optional) Check on pending/recent activity (ACH Activity) 6. (Optional) Edit and re-submit the batch (Edit Batch)

The above steps are typical for an ACH user; for an ACH administrator, the main action occurs after batch submittal. If the batch requires approval for any reason (e.g., if it exceeds the user’s per-transaction or daily limits), it is given a status of Pending. The administrator then uses the ACH Admin/Approval Activity function either to approve the batch as-is or to deny it and send it back to the user for modification.

Note that a batch may be used many times once the setup steps (1-3) are completed. In fact, you will need to redo the setup steps only when something changes (e.g., you need to add new participants or remove old ones); in typical usage, simply submitting an ACH batch (as in step 4) will be sufficient. Note also that participants may be used in more than one batch.

146

A Word About Daily ACH Limits

The financial institution may set daily ACH limits for its business users, and each company administrator may set daily ACH limits for that company’s end users. As ACH batches and/or files are submitted to the financial institution, the Cash Management system keeps track of the daily limits and ACH totals.

If your company exceeds the limit set by the financial institution, you must contact the financial institution and request an extension of the limit in order to continue.

If the end user exceeds the limit set by the company administrator, the system checks the over-limit rules specified for your company. If the restrict option is checked, the user cannot initiate a transfer. If the require approval option is checked, the system marks the status as "Pending" and allow the transfer if it is subsequently approved by the company administrator or a wire administrator.

ACH Example

We’ll use net payroll origination as a simple example to show how ACH is used.

First, the employees within a company are added as participants, using the Participant Maintenance screen.

Next, a template is created using the Batch Template Maintenance screen. It is possible that more than one template would be used. For example, if you wanted separate processing for exempt and non-exempt employees.

Now that there’s a template and a set of participants, you can set up an ACH batch by using the Transaction Entry Maintenance screen to add transactions (i.e., participants, with account info and dollar amounts) to the template.

The ACH batch is inactive until it is Initiated and the ACH file is created.

To process the net payroll amounts, select the template on the Initiate Batch screen, and then review all of the transactions and specify an effective date. When you are satisfied that the information is correct, you would submit the batch. What happens next depends on whether the financial institution is running a manual processing system or an automated system.

Manual: Cash Management creates an ACH file immediately, and then sends an email message to the financial institution, indicating that an ACH file has been submitted for their approval and subsequent processing. The financial institution manually downloads the file, evaluates and processes it.

Automated: The ACH batch transactions stay in the database until the scheduled "collection" job occurs. The scheduled job collects all approved ACH transactions from the database, creates a file and transmits it to the financial institution’s real-time ACH server.

Note: If a wire template that requires approval is modified and it is part of a group, it will not be displayed in the group until the modification is approved.

Initiate Batch

The Initiate Batch function lets you set up an ACH batch and submit it for processing.

To display the Initiate Batch screen:

Select the ACH option on the Funds Transfer menu and then click Initiate Batch. The Initiate Batch screen appears.

Funds Transfer

147

Initiate a Batch

1. From the Template Name drop-down list, select the batch template that you want to initiate.

2. Edit the effective date in the Effective Date field, using mm/dd/yyyy format. You may enter a date up to 30 days in the future and it must be a business day. Please note the effective date defaults to the next non-federal processing day.

3. If desired, edit the batch data for any or all participants. (The edited information will be used for this batch only.) For each participant, you can:

Check the Hold box to omit the participant from this batch

Change the Amount value

Change the Prenote setting

Edit the Addenda message

Click the Reset button at any time to reset all fields to their previously saved values. Note that you can sort the table by clicking the up and down arrows in any of the column headers.

4. Click the Initiate button to create the file. An email message is automatically sent to the financial institution indicating that an ACH file has been submitted for their approval and subsequent processing.

Note: If the restrict initiation option is selected, an ACH batch that exceeds either the company limits or the end user limits will be prevented. Also, your financial institution may specify that approval is required on all ACH submittals, regardless of any defined limits.

If approval is required (for any reason), a message will display on the screen with further instructions.

If you have started making changes but cannot complete them or cannot submit the batch immediately, click the Save button. The batch will be saved in its current state, and later on you can go into the Edit Batch function to complete your editing and submit the batch.

Edit Batch

148

The Edit Batch function lets you make changes to ACH batches that have saved or deleted status. An ACH batch is eligible for editing if:

An Administrator denied the batch, or It was saved during an editing session in the Initiate Batch function.

To display the Edit Batch screen:

Select the ACH option on the Funds Transfer menu and then click Edit Batch. The Edit Batch screen appears.

The Template Name drop-down list contains all batches that are eligible for editing. When you choose a batch from this list, the screen is populated with the batch data.

This function provides the same editing options for batch data as does the Initiate Batch function. After editing, you can click the Save button to save the batch in its current state (its status will be changed to Saved, but the altered data will be retained) or you may click Initiate to submit the batch for processing.

You can delete the selected batch by clicking the Delete button. Be careful when using this option! The deleted batch cannot be recovered later, so any manually edited data will be lost permanently.

Upload ACH File

The Upload ACH File function allows you to send a complete ACH file to your financial institution. Note that batches contained within the uploaded file will be stored the same as initiated, except they are added to cash management automatically ‘Approved’.

To display the Upload ACH File screen:

Select the ACH option on the Funds Transfer menu and then click Upload ACH File. The Upload ACH File screen appears.

Funds Transfer

149

You must have the ACH file available either on a local drive or on a network-accessible drive.

If you know the full pathname of the file, type it in. For convenience, click the Browse… button to open a standard Windows dialog box that allows you to search your local and network drives to locate the file.

Uploaded ACH files are subject to the same limit requirements as ACH batches. Unbalanced file cannot be uploaded unless the financial institution enables this feature. ACH files are validated and analyzed on upload. If the file is valid, the success screen shows batch totals. If the file is not valid, an error screen shows full line-by-line details of up to fifty errors. (Keep in mind that some errors will "cascade" and cause numerous others to appear. Fixing that first error will often clear up many subsequent errors, so always look at the leading entry first.)

Note: Once processed and entered into the cash management system, you will not be able to modify the uploaded batch(s) in any way.

Import ACH File

The Import ACH File function lets you use an ACH file as input to Cash Management, automatically creating new batch, template and participant definitions based on the contents of the file. Once created, these ACH entities may be used just like any others; the automatically created definitions are not distinguishable from manually entered ones.

To display the Import ACH File screen:

Select the ACH option on the Funds Transfer menu and then click Import ACH File. The Import ACH File screen appears.

In order to perform an import, you must have the ACH file available either on a local drive or on a network-accessible drive.

Importing an ACH File

1. If you know the full pathname of the file, type it in. For convenience, click the Browse… button to open a standard Windows dialog box that allows you to search your local and network drives to locate the file.

2. Click the Import button. The system validates the ACH file.

If the file validation is successful, the screen displays a summary of the ACH data in the file: for each batch, there are dollar amounts for credits and debits, and also a count of participants.

If the file validation fails, the screen displays a line-by-line listing of the file contents and an error message explaining why the line was found to be invalid.

3. If validation was successful: click Submit to perform the import and create the new records, or click Cancel to leave everything unchanged.

If validation failed: edit the ACH file to fix the invalid entries. One error often cascades, inducing other errors, so you probably should fix only the items called

150

out on the first invalid line and then try the import again. You can repeat this process until the file validates correctly.

Once the import is completed successfully, you can use the new batch, template and participant definitions exactly as you use the definitions that you have created manually.

ACH Admin Approval/Activity

The ACH Admin Approval/Activity function lets you review recent and pending ACH activity. If you are an ACH administrator, you can approve, delete or deny pending batches. Uploaded batches will be displayed in the Completed ACH Activity table.

Note: Because uploaded batches will not have an identified Offset Account, the field for the offset account information will contain the phrase "UPLOADED BATCH" instead.

To display the ACH Admin Approval/Activity screen:

Select the ACH option on the Funds Transfer menu and then click ACH Admin Approval/Activity. The ACH Admin Approval/Activity screen appears.

The screen may contain the following tables, one for pending batches, one for denied batches, one for completed and uploaded batches. Note that you can sort any table by clicking the up and down arrows in the column headers. The information in the tables is

Funds Transfer

151

sorted by effective date, allowing those FIs who do not use ACH File mover to manage each possible batch by effective date.

ACH Administrative Tasks

To approve a pending ACH submittal, check its Select box and click the Approve button.

To deny a pending ACH submittal, check its Select box, fill in a Deny Message and click the Deny button.

To see details for any batch listed on the screen, click the magnifying glass in its Details column. The system launches a second browser window, from which you can view or print the batch data.

Note: The Denied ACH Activity section of the screen has changed. Only the initiator of a denied ACH transaction can delete that transaction.

ACH Activity

The ACH Activity function lets you view only that ACH activity which was initiated or uploaded by you. The screen can show tables for pending batches, denied batches, completed and uploaded batches, and imported ACH files.

To display the ACH Activity screen:

Select the ACH option on the Funds Transfer menu and then click ACH Activity. The ACH Activity screen appears.

152

Note that you can sort either table by clicking the up and down arrows in the column headers.

To delete a pending ACH submittal, check its Select box and click the Delete button.

To resubmit a pending ACH submittal, check its Select box and click the Resubmit button.

To see details for any batch listed on the screen, click the magnifying glass in its Details column. The system launches a second browser window, from which you can view or print the batch data.

If you have a large number of transaction records, you will be able to page through the list using First, Previous and Last buttons on screen.

The date ranges for transactions are displayed based on the following defaults:

Category Default "From"

Default "To" Date Range "From"

Date Range "To"

ACH Status

Completed Displays up to 10


Displays up to 10


Deleted by FI, Downloaded

Funds Transfer

153

previous calendar days

into the future previous calendar days


ACH Participants

The ACH participant is the individual or organization that will be affected by the ACH transaction. The participant’s account may be debited or credited by an ACH transaction (e.g., a payroll deposit or a payment for services rendered).

Each participant entry contains the participant’s financial institution information and the transaction type – that is, the type of account and whether it will be debited or credited. This information is used to create the ACH transaction that is added to a batch.

A participant may have several entries, each one using that participant’s unique ID but indicating a different account or transaction type. If the participant has multiple accounts, or requests more than one transaction type (e.g., a debit and credit on the same account or debits to two separate accounts), a participant entry must be created for each account or transaction.

Examples

If an employee divides his paycheck between checking and savings accounts, two separate participant entries must be created. The first entry would specify the savings account number, the "savings deposit" transaction type, and the amount. The second entry would specify the checking account number, the "checking deposit" transaction type, and the amount.

If an employee divides her paycheck into two separate financial institutions, two separate participant entries must be created. The first entry would specify the financial institution, the account number, the savings or checking deposit transaction type, and the amount. The second entry would specify the other financial institution, the account number, the savings or checking deposit transaction type, and the amount.

Prenote Function

Prenote is a special testing mechanism for use when setting up a new ACH participant. It comes through as a special transaction type with a dollar value of 0; the idea is that this transaction will generate an ACH exception if unsuccessful. If successful, there is no adverse effect and both you and your financial institution can be confident that the setup is correct.

To display the Participant Maintenance screen:

Select the ACH option on the Funds Transfer menu and then click Participant Maintenance. The Participant Maintenance screen appears.

154

Add a Participant

1. In the Add Participants section of the screen, enter the participant ID in the first available Participant ID field.

2. The participant ID is a unique number assigned to each participant that is used to search for, and identify, the participant on the various ACH screens. An example of a participant ID is an employee’s social security number or a business’ tax ID number.

3. Enter the participant name in the Participant Name field. 4. Enter the participant’s financial institution information in the Route Num and

Account Num fields. 5. Enter the transaction amount in the Amount field. This amount will display as the

initial setting for this participant whenever a batch is initiated and may be changed by the end user before the ACH file is created.

6. Select a transaction type from the Transaction Type drop-down list. This indicates how the participant’s account will be affected by the ACH transaction.

7. (Optional) Check the Prenote box if you want this participant to be set as a prenote transaction when first added to a batch. (The system will switch off the Prenote setting automatically after the batch is initiated.)

8. (Optional) Fill in a message in the Addenda field. This message will be included with the transaction when the ACH file is created.

9. (Optional) Set an Ending Date (in mm/dd/yyyy format) if the participant definition is intended to be used only for a fixed period of time.

Note: Up to three participants may be added at the same time; each row represents one participant’s complete information. To add another participant, repeat steps 1 through 8.

10. Click the Add button to save the participant information.

Update Participant Information

Funds Transfer

155

The Participant Maintenance option allows the end user to update a participant’s information. All of the participant information can be changed.

Participant entries are accessed one of two ways:

1. In the Participant ID drop-down list, type a single letter or digit to access the corresponding region in the Participant ID list (e.g., an entry of "1" would display the Participant IDs that start with the number "1").

2. Select the desired Participant ID from the list. 3. In the Participant ID Search field, enter the participant ID and click the Search

button. (Note that the search is case-sensitive.) The Search feature selects the first matching record and populates the fields on the page, just as if you had selected the record from the Participant ID drop-down list.

Update Participant Information

1. Use one of the techniques described above to display the desired participant record in the Update Participant section of the screen.



Delete a Participant

The Participant Maintenance option allows the end user to delete a participant’s information.

1. Use the techniques described above to display the desired participant record. 2. Click the Delete button. A dialog box appears, prompting for confirmation. 3. Click the OK button to perform the delete, or click the Cancel button to leave the

record unchanged.

Batch Template Maintenance

The Batch Template Maintenance function lets you define the essential characteristics of the ACH batch: the template name, the ACH transmission type and the offset account. This screen allows you to create new templates and also allows you to update or delete existing templates.

To display the Batch Template Maintenance screen:

Select the ACH option on the Funds Transfer menu and then click Batch Template Maintenance. The Batch Template Maintenance screen appears.

156

Add a Template

1. Enter the template name in the Template Name input field.

2. Fill in a Template Description that explains the purpose of the template.

3. Select either PPD – Personal Payments or CCD – Corporate Payments from the ACH Batch Class drop-down list.

Note: If your financial institution accepts unbalanced ACH files, you will see the Create offsetting transaction checkbox. You have the option of creating an offset transaction or not.

4. Select an ACH ID. The ACH ID is used to identify the originator of the ACH batch.

5. Using the Offset Account drop-down list, select the account that will receive funds transferred in and provide Funds Transferred out.


Update a Template

The Batch Template Maintenance option allows the end user to update a template’s information.

1. Select the template from Template Name drop-down list. The selected template’s information appears in the screen.



Delete a Template

The Batch Template Maintenance option allows the end user to delete a template’s information.

1. Select the template from Template Name drop-down list. The selected template’s information appears in the screen.


Funds Transfer

157

3. Click the OK button to perform the delete, or click the Cancel button to leave the record unchanged.

Transaction Entry Maintenance

The Transaction Entry Maintenance function lets you associate participants with templates, bringing together the definitions created earlier. Each ACH transaction includes a reference to the participant, how the account is affected, and the amount.

To display the Transaction Entry Maintenance screen:

Select the ACH option on the Funds Transfer menu and then click Transaction Entry Maintenance. The Transaction Entry Maintenance screen appears.

1. From the Template Name drop-down list, select the template that you want to modify. The template’s complete information is displayed in a table. You can sort the table by clicking the up or down arrows in the column headers.

2. Check the Entries box to add a participant to the template, uncheck it to remove the participant. Click the Reset button at any time to reset all fields to their previously saved values.

Tip: Use the Select All checkbox to select or deselect all participants quickly.

3. Click the Update button to save your changes.

ACH Reversal

The ACH Reversal function lets you submit a request to cancel out a previously-submitted ACH transaction. You cannot directly nullify a transaction into the ACH system, so what this function actually does is to generate an e-mail message to the financial institution.

To access the ACH Reversal feature:

Select the ACH option on the Funds Transfer menu and then click ACH Reversal. The ACH Reversal screen appears.

158

To help prevent fraudulent or inadvertent usage, all of the fields are required.

You must provide complete information about the original ACH transaction. Most of the fields are self-explanatory, but a few warrant special mention:

Processor Name is the name of your financial institution (the organization that processes all of your ACH submittals).

Receiving Depository financial institution is the name of the ACH recipient’s financial institution.

Route Num is the routing (ABA) number of the ACH recipient’s financial institution.

Fill out all of the fields and click the Submit button to send the request to your financial institution.

Tax Payments

Many businesses are required to use Electronic Federal Tax Payment System (EFTPS) as the method to submit their tax payments.

The Cash Management system provides tools that let you manage your EFTPS usage in much the same way that you manage ACH and Wire Transfer usage.

The Tax Payments service lets you create a payment file that can be submitted to your financial institution.

To Create a Tax Payment:

1. Select the Tax Payments option on the Funds Transfer menu and then click Add EFTPS. The Add EFTPS screen appears.

Funds Transfer

159

2. Verify that the Company Name and TIN (Taxpayer Identification Number) are

correct; edit them if necessary.

3. Select the Financial Agent that will receive the transfer.

4. Select the Debit Account from the drop-down list.

5. Enter the Tax Payment Effective Date, using mm/dd/yyyy format.

6. (Optional) Check the Create Offset Transaction box if you want the EFTPS file to be balanced. If your FI requires balanced transactions, this box will not appear and an offset transaction will automatically be created.

7. Enter the Tax Period Ending Date, using mm/dd/yyyy format, this must be a business day.

8. Use the Tax Type drop-down list to select the tax to which this payment applies.

If you selected Form 720 – Quarterly Excise Tax from the Tax Type drop-down list, select the Excise Tax Type.

9. Enter the Tax Amount. Some forms require specific additional information in the Amount 2 and Amount 3 fields:

Form 941: Tax Amount = Social Security Amount; Amount 2 = Medicare Amount; Amount 3 = Withholding Amount

Form CT-1: Tax Amount = FICA Amount; Amount 2 = Industry Amount; Amount 3 = Supplemental Amount

Note that the sum of the three fields should equal the total tax payment amount.

10. Click the Add button to submit the payment.

EFTPS Activity

The EFTPS Activity function lets you review recent and pending EFTPS activity. Tax payments have a Pending status while they are awaiting administrator approval.

To display the EFTPS Activity screen:

Select the Tax Payments option on the Funds Transfer menu and then click EFTPS Activity. The EFTPS Activity screen appears.

160

The three tables on this screen show your Pending Tax Payments (awaiting administrator approval), Denied Tax Payments (denied by an administrator) and Completed Tax Payments.

To delete a Pending or Denied Tax Payments submittal, check its Select box and click the Delete button.

To resubmit Denied Tax Payments submittal, check its Select box and click the Resubmit button.

Funds Transfer

161

EFTPS Admin Activity/Approval

The EFTPS Admin Activity/Approval function is intended for use by Tax Payment administrators. It is similar to the EFTPS Activity function, but adds the capability to approve or deny pending EFTPS submittals.

To display the EFTPS Admin Activity/Approval screen:

Select the Tax Payments option on the Funds Transfer menu and then click EFTPS Admin Activity/Approval. The EFTPS Admin Activity/Approval screen appears.

162

To approve a pending Tax Payments submittal, check its Select box and click the Approve button.

To delete a pending Tax Payments submittal, check its Select box and click the Delete button.

To deny a pending Tax Payments submittal, check its Select box, fill in the Deny message and click the Deny button.

Funds Transfer

163

Bill Pay

This service is documented separately within the Bill Pay Online Help.

165

Online Services

All Online Services are account-specific; you must have Balance Reporting capability on an account in order to use any Online Services with that account.

Cash/Change Order Form

The Cash/Change Order Form function lets you request paper currency and/or coins.

To display the Cash/Change Order Form screen:

Rest the cursor on the Online Services option and click Cash/Change Order Form. The Cash/Change Order Form screen appears.

1. The upper section of the form identifies the person the financial institution should contact if they have any questions regarding the request. Review the Contact Name, Company Name, Contact Phone and E-mail Address, you may change them if necessary.

2. Select an account from the Account drop-down list. This account will be debited for the amount of cash requested (Grand Total).

166

3. Fill in the desired number or units for each type of paper currency and coin. The Total fields and Grand Total field are updated automatically to show the dollar value of the requested cash.

4. Click the Submit button. A dialog box appears with a recap of the information to be sent to the financial institution; click OK to submit the request or click Cancel to return to the Cash/Change Order Form screen.

Check Reorder

The Check Reorder function lets you reorder checks to be delivered via a choice of methods.

To display the Check Reorder screen:

Rest the cursor on the Online Services option and click Check Reorder. The Check Reorder screen appears.

Reordering checks

1. The upper section of the form identifies the person the financial institution should contact if they have any questions regarding the order. Review the Contact Name, Company Name, Contact Phone and E-mail Address, you may change them if necessary.

2. From the Account drop-down list, select the account to which the request pertains.

3. Set the Quantity/Type radio button for Checks or Boxes and enter the number of units you wish to order. (Note: Your financial institution may have set a minimum order size.)

4. Specify the Starting Check Num or check the Continue sequence from last order box to have the new checks numbered consecutively from the end of the previous order.

Online Services

167

5. Set the Delivery Information radio button for delivery method. The financial institution can send the checks to the account branch for pickup or mail them directly to you.

6. Click the Submit button. A dialog box appears with a recap of the information to be sent to the financial institution; click OK to submit the request or click Cancel to return to the Check Reorder screen.

Requesting a photocopy

1. The upper section of the form identifies the person the financial institution should contact if they have any questions regarding the request. Review the Contact Name, Company Name, Phone Number and E-mail Address, you may change them if necessary. Enter your Fax number if you are requesting a reply by Fax.

2. From the Account Selection drop-down list, select the account to which the request pertains.

3. Set the Type of Request radio button for Statement and/or items or Check.

If requesting a statement copy, set the Date from the drop-down lists and check the All Checks, All Deposits and/or All Deposit Items boxes as desired. Optionally, check the CD-Rom Statement box to have your bank send an electronic statement copy on Compact Disc media.

If requesting a check copy, specify the Check Paid Date (using mm/dd/yyyy format) and fill in the Amount and Check Number fields.

4. Set the Delivery Information radio button for delivery method. The financial institution can send the copy to the account branch for pickup, mail the copy directly to you or FAX it directly to you.

5. Click the Submit button. A dialog box appears with a recap of the information to be sent to the financial institution; click OK to submit the request or click Cancel to return to the Photocopy Request screen.

Account Research

The Account Research function lets you request account documents to be delivered via a choice of methods.

To display the Account Research screen:

Rest the cursor on the Online Services option and click Account Research. The Account Research screen appears.

168

This form is designed to allow one specific research request per submission. The contact information is always required; beyond that, fill in whichever fields are relevant to your research needs.

Requesting account research

The Contact Information section of the form identifies the person the financial institution should contact if they have any questions regarding the request. Review the Contact Name, Company Name, Contact Phone and E-mail Address, you may change them if necessary. Enter your Fax number if you are requesting a reply by Fax.

1. From the Item Request For drop-down list, select the account to which the request pertains.

2. (Optional) Set the radio button for Check, Deposit, Wire Transfer, Return Item or Misc Debit/Credit. Fill out the Date of item and Amount fields, also the Check Number field if the radio button is set to Check.

3. (Optional) If requesting a statement, check the Statement box and fill in the From, To and Posted dates (using mm/dd/yyyy format).

4. (Optional) If requesting tax forms, check the Tax Forms box and check the 1099, 5498, 1099, Duplicate and/or Correction boxes as appropriate.

Online Services

169

5. (Optional) Add freeform text in the Special Instructions area, if desired. Be as specific as possible to help the financial institution give the best service.

6. Set the Delivery Information radio button for delivery method. The financial institution can send the materials to the account branch for pickup, mail them directly to you or FAX them directly to you.

7. Click the Submit button. A dialog box appears with a recap of the information to be sent to the financial institution; click OK to submit the request or click Cancel to return to the Account Research screen.

Photocopy Request

The Photocopy Request function lets you request a photocopy of a check or account statement to be delivered via a choice of methods.

To display the Photocopy Request screen:

Rest the cursor on the Online Services option and click Photocopy Request. The Photocopy Request screen appears.

Bill Pay Research

The Bill Pay Research function lets you request account documents to be delivered via a choice of methods.

To display the Bill Pay Research screen:

Rest the cursor on the Online Services option and click Bill Pay Research. The Bill Pay Research screen appears.

170

1. The upper section of the form identifies the person the financial institution should contact if they have any questions regarding the request. Review the Contact Name, Company Name, Contact Phone and E-mail Address, you may change them if necessary. Enter your Fax number if you are requesting a reply by Fax.

2. In the Account Information section, select the account from the Account Selection drop-down list and fill in the Payment Date, Amount and Payee fields.

3. (Optional) Add freeform text in the Special Instructions area, if desired. Be as specific as possible to help the financial institution give the best service.

4. Set the Delivery Information radio button for delivery method. The financial institution can send the materials to the account branch for pickup, mail them directly to you or FAX them directly to you.

5. Click the Submit button. A dialog box appears with a recap of the information to be sent to the financial institution; click OK to submit the request or click Cancel to return to the Bill Pay Research screen.

171

E-mail

The E-mail function is used as a direct link between you and your financial institution.

To display the E-mail screen:

Click the E-mail menu option. The E-mail screen appears.

1. Review the Contact Name, Company Name, Contact Phone and E-mail Address, you may change them if necessary. Enter your Fax number if you are requesting a reply by Fax. Click the Reset button at any time to clear the fields and start over.

2. Select the Preferred Method of Contact.

3. Enter the subject line of the email. (Limit 40 characters.)

4. In the Message field, enter the text of the message.

5. Click the Submit button. A confirmation screen appears with a recap of the information sent to the financial institution.

173

Frequently Asked Questions

Internet Browser Errors

Q. What do the Internet browser Error Messages mean?

The following list defines common browser Error Messages:

403 Forbidden/Access Denied (Connection Refused by Host) - The Web site you requested requires special access permission.

404 Not Found - The browser could not find the specific document that you requested on the host computer. To resolve this error, check the Uniform Resource Locator (URL) syntax (some URLs are case sensitive). In addition, the page may have been removed, had its name changed, or have been moved to a new location.

Bad File Request - The form or the Hypertext Markup Language (HTML) code for an online form has an error.

Failed DNS Lookup - The Web site's URL could not be translated into a valid Internet protocol (IP) address. This error is common on commercial sites because the computers responsible for translating the IP addresses are overloaded. Try again later when there may be less Internet traffic. This can also be caused by a URL syntax error (the URL has incorrect format).

File Contains no Data - The browser found the site, but nothing in the specific file. There is a possible "packet loss" on the internet route to the server.

Helper Application not Found - You have attempted to download a file that needs a helper program, and your browser cannot find the program. On the browser's preferences or options menu, make sure the correct directory and file name are entered for the helper program. If you do not have a helper program, save the file to disk and obtain the helper program.

Not Found - The link no longer exists.

Site Unavailable - Too many users are trying to access the site, the site is down for maintenance, there is noise on the line, or the site no longer exists. This can also be caused by a user URL syntax error.

TCP Error Encountered While Sending Request to Server - This error is caused by erroneous data on the line between you and the requested site. This may be hardware related. Report the error to your network administrator and try again later.

Unable to Locate Host - The URL did not return anything, the site is unavailable, or the Internet connection was dropped. Check the hardware connections and URL syntax.

Customer Platform - General

Q. What is the difference between a Super User and an Administrative User on the Customer Platform?

174

A Super User is set up at the financial institution at the time the Company profile is established. This user has access to all functionality as well as the ability to set up subsequent users with equal or lesser functionality. The Super User sets up Administrative Users; functionality will be limited as defined by the Super User.

Q. Why can’t company administrators see all of the users of the company?

The company Super User Administrators (created by the financial institution) are the only end users that can see ALL users of that company. The Company Admin may assign other subordinate users to also be Administrators (to add additional users, do Activity Reporting etc.) however a subordinate user who is also an Administrator will only be able to see and modify permissions for users who are not Administrators of any kind. Only the Company Super User Administrator can make another user an Administrator. In the Administrative Platform, all references to cut off times for ACH and wires are in Pacific time. Plans are not known for accommodating other time zones.

Q. Does CM login information include any "personal" info such as name, account number, social security number, etc.?

No. The financial institution defines the Company ID, and no personal information is required by Cash Management to log in.

Q. What are the requirements for the User Password?

Passwords are usually 6-16 characters and may include letters or numbers. Special password characteristics may be imposed by the financial institution to provide a greater degree of security. These requirements may include minimum and maximum length, upper and lower case alpha characters, numeric, or special characters (e.g. “!” “@” “#” etc.).

Q. After five failed logins, what message does the end user receive?

The message instructs the user to contact their financial institution.

Q. Who can reset passwords?

A financial institution Administrator can reset the Company password in the Customer Maintenance area. The Company Administrator can change the Company Password or an End User Password.

Q. How do the Account Descriptions work and how many characters are allowed?

Changing the account description (nickname) will rename the account everywhere it appears in the product, including the dropdown boxes for transactions. The user can enter up to 32 characters for the account description.

Q. What does the term “Float” mean?

Float refers to the time interval, or delay, between the start and completion of a specific phase or process (check or electronic deposits, clearings etc.) that occurs along the cash flow timeline.

Q. What is the difference between how end users with batch processing create a report and customers with online processing create a report?

Batch end users cannot sort transactions by transaction type because the host (batch database) is not providing transaction codes. For these financial institutions, there are only debits and credits. Online customers can sort by multiple transaction types because the DATA PROCESSING VENDORs provide that information.

Q. In Online Services>Photocopy Request, can the option for CD-ROM Statement be removed from the form?

Currently, this is not configurable so it cannot be removed from the form.


175

Q. What Personal Financial Management software packages can be used with Cash Management?

QuickBooks 2000 and 2001

Quicken 2001 and 2002

QuickBooks Pro 2001

Microsoft Money

Comma Delimited

HTML

Note: Cash Management does not currently support Microsoft Money.

Q. Does Cash Management use cookies?

Yes, non - persistent cookies (also called session cookies). That means that cookie information is not permanently stored on the end user's computer.

Stop Payments

Q. What is the difference between Stop Payments for Batch clients and Stop Payments for Real-Time (Online) clients?

When an end user submits a stop payment at a financial institution that has online processing, the stop payment is processed immediately through the DATA PROCESSING VENDOR. If the financial institution has batch or hybrid processing, the stop payment request is in the form of an email sent to the financial institution. The financial institution then manually processes the stop payment.

Q. Do all Online Data Processing Vendors (DATA PROCESSING VENDORs) support online Stop Pays?

No, the functionality is DATA PROCESSING VENDOR dependent.

Limits and Approvals

Q.

How do Limits and Approval functions work in Cash Management? For the ACH, Wire Transfer and Tax Payments features, Cash Management allows the financial institution to modify behavior for each Customer. By default, Cash Management does not require approval on wire transfers, ACH batch or tax payments, as long as their dollar amounts do not exceed the initiating user’s per-transaction/batch limit and the user’s daily running total (including the new transaction or batch) is still below his/her daily limit. Cash Management does not by default require approval on Wire Transfer Template creation or update; new or modified templates may be used immediately under the default rules.

Cash Management does require approval on any wire transfer, ACH batch or tax payment that exceeds the user’s per-transaction/batch limit. The system similarly requires approval on any wire transfer, ACH batch or tax payment that would push the user’s daily running total over his/her daily limit. In addition, the company daily limit is strictly enforced and cannot be waived or defeated by any mechanism built into the system – if a company needs to exceed its daily limit, a company representative must contact the financial institution and make special arrangements.

Q. When setting up a customer, are daily limits required for ACH, wires, and EFTPS?

176

Yes, if that functionality is being granted by the FI to the Company.

Q. Why would a financial institution admin receive two emails notifying that there is an ACH to approve?

If the financial institution admin selected both “Require Approval” and “Require Approval by Other User”, an email will be sent out for each condition. That is, when an ACH is submitted, Cash Management will recognize that the ACH needs to be approved as well as needs to be approved by another user and will send an e-mail for each. The financial institution admin should only have one of these options checked.

Q. What does the Restrict function do?

If the “Restrict Initiation if User Limits are Exceeded” box is checked, no transactions exceeding transfer limits can be initiated. This applies to per-transaction limits as well as daily limits.

Note: The diagram on the following page illustrates the Limits and Approvals process for Wire, ACH and EFTPS transfers.

ACH/File Processing

Q. What happened to the Process Uploaded ACH Files menu option?

Previously, uploaded batches were processed through a different menu option than initiated batches. The system has been upgraded to allow the processing of upload batches along with initiated ACH transactions. Only one menu option is needed, therefore “Process Uploaded ACH files” was removed.

Q. What is an unbalanced ACH file?

An unbalanced file is created when a financial institution allows its customer to create ACH files that do not have an offsetting entry that automatically credits/debits the customer’s offset account for the debit and/or credit transactions on the file.

It could be all credits, all debits or a mixture of debits and credits that probably do not balance. The financial institution makes manual entries to credit/debit the customer’s account for the activity.

Q. What is the difference between a balanced and an unbalanced ACH file?

Balanced files contain an offsetting entry that automatically credits/debits the customer’s offset account for the debit and/or credit transactions on the file.

financial institutions who allow unbalanced files may not get offsetting transactions in their ACH files, and may have to makes manual entries to credit/debit the customer’s account for the activity.

Most financial institutions require balanced files since the files are self-posting, manual entry mistakes are eliminated and, if the file is in balance, no transactions are missing

If the Allow Unbalanced Files option is selected in Customer Maintenance, when the user creates a template they will have the option to bypass selecting an account. If one is not selected, the Batch will be listed without an offset throughout the Cash Management/ACH module. If this option is NOT selected, the user MUST select an account from the list when creating a Batch Template.

Note: It is not the relationship of credit and debit transactions that has anything to do with a balanced file. If there are one or more credit transactions in the file, an offset debit is created to charge the customer’s offset account for them. If there are one or


177

more debit transactions in the file, an offset credit is created to credit the customer’s offset account for them.

In a balanced file the offset is not a single net entry. If there are debits, there is a credit offset. If there are credits, there is a debit offset. They are mutually exclusive.

Q. What is the difference between Uploading a file and Importing a file?

Importing and Uploading both involve customers who use financial software to create batch information. When a customer Uploads an ACH file, they are actually “giving” Cash Management a file in NACHA format that the financial institution can then download and process. If a customer Imports a file, they are simply importing the participant information from their PC. Cash Managementwill actually create the NACHA formatted file when/if transactions are initiated and they will be based on the Imported information

Q. Does the financial institution have to approve all batches?

If the financial institution has Online Processing, all wire and ACH batches must be approved in order to be processed. If the financial institution has batch processing, the financial institution only needs to approve the batch if they are downloading the files and processing them themselves. Note: Uploaded batches are automatically considered “Approved.”

Q. What if the end user doesn’t see any accounts in the “Offset Account” Field?

If the financial institution is allowing unbalanced files, this would cause the absence of the offset account in the Offset Account field. If the financial institution requires balanced files and accounts still are not listed in the "Offset Account" field, the financial institution should try selecting Refresh Account in Maintenance>>Customer Maintenance. This will request a new listing of accounts available from the host. If the accounts are still not visible, contact Digital Insight Customer Service.

Q. Does the ACH function check funds availability?

No, it does not check for funds availability.

Q. Do ACH and Wire debits memo post to the account at the time of initiation?

Cash Management does not memo post the offsetting transactions upon initiation. The accounts do not reflect the transactions until they have been posted to the account by the host. Unlike ACH, Wires offsetting transactions need to be manually posted by the financial institution. Cash Management does not automatically create the offsetting transaction.

When processing files on the financial institution Admin Platform, why is there a status field that shows "Approved". Obviously the file was approved by the customer to able get to the Administrative Platform.

Wires, ACH, and Tax Payment files can have five statuses: "Pending", "Denied", "Deleted", "Approved", and "Downloaded". To remain consistent throughout the application the status is always displayed.

Q. How long will files and transactions appear in “Show Backup”?

The Show Backup area of File Processing for ACH, Wires, Tax Payments and Uploaded ACH files will show the last 10 days worth of transactions.

Q. Does a file display in the Customer Platform indefinitely until it is approved or denied by the financial institution?

178

Unprocessed batches remain in the system indefinitely. Processed batches roll off after 10 days.

Q. How do effective dates for ACH credit and debits work?

Cash Management does not allow same day effective dates because you can't create a same day ACH. According to NACHA rules, debits can be effective one day and credits two days in the future.

Q. How many days does it take for an ACH to post?

This is dependent on how the financial institution processes their ACH transactions. If a financial institution wants to exceed the NACHA limits on effective dates (one day for debits, two days for credits) they would need to have a system that could warehouse those items on their behalf. This is accomplished either through their DATA PROCESSING VENDOR or a third party software package.

Q. Can a batch contain files with different effective dates?

Yes.

Q. How does the ACH import function affect participants and batch templates?

Import ACH files allows companies to create participant data based on any already existing NACHA formatted file. It prevents them from having to re-key information if they already have a file from either their previous Cash Management system or any existing accounts payable/payroll system.

Q. When a customer submits ACHs, Wires, and EFTPSs, does the financial institution have to debit the account themselves or does our software send this directly to the Data Processing Vendor?

As long as the financial institution requires balanced files, then for ACH/EFTPS the application creates offsetting transactions. Wire transfers currently do not have the option of creating offset transactions unless the financial institution has a product called MTS which is middleware between Cash Management/their DATA PROCESSING VENDOR and FedLine.

Q. Why are PPD and CCD options in the dropdown menu in Batch template Maintenance but not PPD+ and CCD+? Does Cash Management support these class codes?

Yes. The “plus” in PPD and CCD refers to the addenda record and when the user enters information in the Addenda field, the class code will become CCD+ or PPD+.

Q. Does Cash Management support the CTX class code?

No. CTX is a class code that accommodates 9999 lines of addenda and is used by large corporate customers. The Cash Management system does not support it at this time.

Q. Where does the batch ID come from?

The batch ID is generated by Cash Management.

Q. Does the ACH reversal function automatically reverse an ACH?

No, it merely sends an e-mail to the financial institution and the financial institution must perform the reversal.

Q. Where does the financial institution establish cutoff times for ACH and Wire Transfers?


179

The financial institution sets the time under the ACH and Wire transfer sections of Policies. Remember that these times are currently set to Pacific Standard Time so financial institutions in time zones other than PST must enter the cutoffs accordingly.

Wires

Q. Some financial institutions use a Wire Transfer system called QUICKWIRE to interface and post WIRES to their CORE AS400. Does Cash Management interface with QUICKWIRE if it is in a particular format such as NACHA or Fed Wire format?

Wire download files created by Cash Management are in a Fed Wire file format, which is compatible with most wire processing systems.

Q. What is the difference between Receiving bank and Intermediary bank in wire templates?

The receiving bank is the financial institution to which the originator's bank sends the wire. Usually, the receiving bank and the beneficiary bank are the same.

An Intermediary bank is needed when there has to be a bank between the receiving bank and the Beneficiary Bank. Some financial institutions (Originating Banks) send all their wires through one financial institution (Receiving Bank) who then send it on to an International Correspondent (Intermediary Bank) for final credit to the beneficiary bank.

Q. Does the Wire Transfer function check funds availability?

No. A user can submit a wire request for an amount that exceeds the account available balance. The wire request is just that – a request. When a user submits the request, an email goes to the financial institution and the wire is processed manually.

Q. How does the end user know the status of a wire request?

The status of a transaction can be checked using the Transfer Activity screen.

Q. Can a customer recall a wire in Cash Management once it has been submitted?

No. The customer must contact the financial institution.

Q. How are Wires archived?

Like other transaction types, wires can be viewed in the Activity Log for the current week plus 4 weeks.

Q. Can international wires be done?

Yes.

Q. Does Cash Management verify the ABA Number for transactions that require it?

Cash Management verifies the ABA number against a database of valid ABA numbers that is updated regularly.

Q. How can the financial institution be notified of wires that require processing?

The financial institution controls notification of pending wires using the Suppress E-mail Notification option in the FI’s Policies settings.

Q. What would cause the error "Invalid Date" when a financial institution is uploading a wire file to FedLine?

Possible cause: On FedLine, banks must change daily the Cycle Date Rollover parameter to the current business day. Confirm that the parameter has been manually changed. If the financial institution has questions about Cycle Date Rollover, they should contact the Fed customer service center.

180

EFTPS

Q. How does an end user determine which region they should send their Tax Payments to?

When a business applies to the government for EFTPS, its setup information denotes which region the company belongs to. In order to determine which region a business may fall into the company will need to download this guide: http://www.fms.treas.gov/eftps/eftpshandbook.pdf

They can also call the EFTPS hotline at 1.800.945.8400.

The company can determine by state which region it should send its payment to. There are two financial institutions that accept EFTPS --one for each region. The region names are North (Chicago) and South (Atlanta).

Q. Can both Federal and State Tax Payments be made?

Currently only federal tax payments can be made.

E-mail/Alerts

Q. How can a financial institution view all of the established messages at the same time?

Select the ‘List’ button on the Messages main page. This will show you all the messages that have been entered.

Q. To whom can emails be delivered?

You can send email directly to the Company Administrator of one, several or all companies. To select several companies to send a message to, simply hold down the Ctrl key and click the company names to send to.

Q. What is the benefit of saving email messages?

If the financial institution regularly notifies customers via email about things like Holidays, scheduled system maintenance etc, saving a standard email and reusing it can be a time-saver.

Q. Digital Insight’s Internet Banking product has a feature called E-mail Database Manager that can be accessed from the Administrative Platform. Does Cash Management have the same function?

The Cash Management email facility is strictly a messaging tool that allows the financial institution to send an email message to one, multiple or all business customers. This tool does not currently allow the financial institution to send emails to business customers based on specific functions or attributes that they might posses.

Q. How is the ‘From’ email address set?

The financial institution administrative user inputs the email address at Workflow E-mail Routing. The email address entered here will appear in the ‘Reply E-mail Address’ space in the recipient’s message. It is generally a good idea for this address to be a generic mailbox name such as ‘[email protected]’ so that users who reply to the message don’t have the email address of a specific financial institution employee.

Q. How do the Sweeps/Balance Alerts work in a real-time environment? Does Cash Management continuously ping the host?

The financial institution can define up to five times a day that the product will ping the host to look at the balances. If the balance meets the condition defined by the customer,


181

Cash Management will automatically distribute a balance alert, and/or transfer funds and distribute a transfer notification.

Q. What is email content for Alerts and Sweeps?

This is an example if a balance alert:

The balance in your Certificate Of Deposit account is currently above $50.00 (created 06/20/2001 10:55 AM by user AUSER)

183

File Formats

The Cash Management system has the capability to export data for use in other software, and also can import data from other software via formatted files.

This Appendix gives specifications for files that the Cash Management system can use.

ACH Upload File Validation

The Cash Management system will accept valid ACH files as input. The rules governing the format for these files are published as NACHA standards.

The Cash Management system adheres to those published standards, so this topic will not specify an input file format. Instead it will explain the validation that the system performs whenever a customer uploads an ACH file. The following table shows all of the details, on a record-by-record basis:

Record Type Field Validation Literal

Required Skip in Import

Defined as Mandatory

Or Required Field by NACHA

Validation Based On

File Header

Record Type Code Check Literal "1"

Y M**

Priority Code Check Literal "01" Y R****

Immediate Destination

Numeric digits only, plus correct check digit

N Y M**

Immediate Origin Numeric digits only

N Y M** This field may be mutually defined between the ODFI and Originator.

File Creation Date Check Date

Y Y M**

YYMMDD

File Creation Time Check Time

N Y O***

HHMM

File Id Modifier Check Alphanumeric

Y N M**

Record Size Check Literal "094" Y M**

Blocking Factor Check Literal "10"

Y M**

Format Code Check Literal "1"

Y M**

Section 3.4 of Appendix Three of the NACHA rules stipulate that if these fields are not these values the file will be rejected

Destination Name

Check Alphanumeric, no specific value

N Y O***

184





Validation Based On

Origin Name Check Alphanumeric, no specific value

N Y O***

Reference Code Check Alphanumeric

N Y O***

Batch Header


Y M**

Service Class Code

Check Service Class Code

“200”, “220”, “225”

Y Y M** Service Class Code 280 - ACH Automated Accounting

Advices are not supported by cash

management

Company Name Check Alphanumeric

Y M**

Company Discretion Data Check Alphanumeric

N O***

Company Identification

Check Alphanumeric, no specific value

Y M**

Standard Entry Class Code

Check Standard Entry Class Code

“ CCD ”, “PPD”

Y M** Other standard entry class codes will be evaluated through our enhancement process

Company Entry Description Check Alphanumeric

Y M**

Company Descriptive Date Check Alphanumeric

N O***

Effective Entry Date

Year <50 assumed to be 20XX, otherwise 19XX

Y Y R****

Originator Status Code

Check Originator Status Code “1”

Y M**

ODFI Identification

Check against ACH Orig ABA# maintained in CM Admin. The check digit (9th number) of the ACH Orig ABA should be ignored.

Y Y M**

Ensures that the FI is named as the

ODFI

Index

185





Validation Based On

Batch Number

Ascending from previous batch, but not necessarily consecutive

Y M**

Entry Detail


Y M**

Transaction Code

"22", "27", "32", "37", "23", "28", "33", "38", credit transactions accepted only with Service Class Code "200" or "220", debits with "200" or "225"

Y M** Other transaction codes will be evaluated through our enhancment process

Receiving DFI Identification Check Numeric

Y M**

Check Digit Check-digit verification on Receiving DFI ID

Y M**

DFI Account Number Check Alphanumeric

Y R****

Amount Check Numeric Y M**

Identification Number Check Alphanumeric

N O***

Receiving Company Name Check Alphanumeric

N O***

Discretionary Data Check Alphanumeric

N O***

Addenda Record Indicator Check Numeric

Y M**

Number of Addenda Records

CTX only (Not yet available)

Y M**

Trace Number

ODFI portion must match ODFI id in Batch Header record; Entry Detail Sequence Number must be ascending in order

Y

Y

M**

Section 3.5 of Appendix Three

Addenda Record Type Code Check Literal "7"

Y

M**

186





Validation Based On

Addenda Type Code Check Literal "05"

Y

M**

Payment Related Information Check Alphanumeric

N

O***

Addenda Sequence Number

Ascending in order and consecutive in sequence, first addenda record must be "1"

Y

M**

Section 2.3 Appendix Two

Entry Detail Sequence Number

Check Entry Detail Sequence Number

Y

M**

Section 2.3 Appendix Two

Must match trace number in current entry detail record

Y

Batch Control


Y

M**

Service Class Code

Match corresponding field in Batch Header record

Y

Y

M**

Batch Entry/Addenda Count

Match total # of detail and addenda records in batch

Y

M**

Batch Entry Hash

Match computed hash of Entry Detail records in batch

Y

M**

Batch Total Debit Amount

Match computed total of debit Entry Detail records in batch

Y

M**

Batch Total Credit Amount

Match computed total of credit Entry Detail records in batch

Y

M**

These validations ensure that the batch is in balance and no data has been lost during the transmission of the file. If any of these validation do not pass the file is consider to be out of balance and will be rejected. (Section 3.5 Appendix Three NACHA

Index

187





Validation Based On

Rules)

Company Identification


Y

R****

Message Authentic Code Check Alphanumeric

N

O***

Originating DFI Ident


Y

M**

Batch Number


Y

M**

These validations ensure that the batch is in balance and no data has been lost during the transmission of the file. If any of these validation do not pass the file is consider to be out of balance and will be rejected. (Section 3.5 Appendix Three NACHA Rules)

File Control


Y

M**

File Batch Count

Match computed number of batches

Y

M**

File Block Count

Match number of 940 byte (10 record) blocks in file

Y

M**

File Entry/Addenda Count

Match total # of detail and addenda records in file

Y

M**

File Entry Hash

Match computed hash of Entry Detail records in file

Y

M**

These validations ensure that the file is in balance and no data has been lost during the transmission of the file. If any of

188





Validation Based On

File Total Debit Amount

Match computed total of debit Entry Detail records in file

Y

M**

File Total Credit Amount

Match computed total of credit Entry Detail records in file

Y

M**

these validation do not pass the file is consider to be out of balance and will be rejected. (Section 3.4 Appendix Three NACHA Rules)

**"Mandatory For ACH Processing - A "Mandatory" field is necessary to ensure the proper routing and/or posting of an ACH entry. Any "Mandatory" field not included in an ACH record will cause that entry, batch, or file to be rejected by the ACH Operator..." (Section 2.3 Appendix Two NACHA Rules)

***Optional for ACH Processing - The inclusion or omission of an "Optional" data dield is at the discretion of the Origiantor and ODFI. (Section 2.3 Appendix Two NACHA Rules)

****Required for ACH Processing - Data classified as "Required" should be included by the Originator and ODFI to avoid processing and control problems at the RDFI. (Section 2.3 Appendix Two NACHA Rules)

189

ARP File Formats

ARP File Formats Processing Method A



All numeric fields must be zero filled if not used or 0 padded to maximum length.

Field #9 Check Serial Number is only 9 numerals in length 0nnnnnnnnn.

Field# 12 should be left justified and space filled if used. Otherwise it should be blank filled.

Field # 13 should be blank filled.

Sample file C099000001162411 RA 05000020010999999.99050502firstaccount C099000401502696 VA 00007520080000078945050502accoutnotrailingzero C099000101439194 RD 00000000090000000001050102accountnottraiingzero

Field 1 2 3 4 5 6 7 8 9 10 11 12 13

Data Element Name

Record Code

Bank Number

Constant Filler


Transaction Type


Check Serial Number

Check Amount


Field Inclusion Requirement Required Required Required Required Required Required Required Required Required Required Required Optional Required


Not Checked / "C"


Not Checked / "00" Numeric

Not Checked / " "

'R' = Register

‘V’ = Void

'A' = Add

‘D’ = Delete

Not Checked / " "

Numeric

0nnnnnnnnn

$$$$$$$$¢¢ or

$$$$$$$.¢¢ MMDDYY Alphanumeric / Blank

Not Checked

Length 1 3 2 10 1 1 1 1 10 10 6 20 14

Position 01-01 002-004 005-006 007-016 017-017 018-018 019-019 020-020 021-030 031-040 041-046 047-066 067-080

190


Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial Number

Check Amount Payee User Data

Transaction Type

Action Indicator

Field Inclusion Requirement Required Required Required Required Optional Optional Required Required

Contents Numeric

MMDDYY

Or MMDDYYYY Numeric

$$$$$$$$¢¢

Or

$$$$$$$$.¢¢ Alphanumeric / Blanks

Alphanumeric / Blanks /

'R' = Register ’V’ = Void




The month portion of the check issue date must be zero padded when the month is a single character.. If using Excel to create this file, the date column must be set as text. Otherwise you will get a date as “8” instead of “08”

Optional fields must be delimited. E.G. “,,”.

Sample File 2222222222,080803,1001,10201,Payee Name 1, ,R,A 2222222222,08082003,1002,102.02,Payee Name 2,fpb3,V,A 2222222222,080803,1003,10203,Payee Name 3,fpb3,R,D 2222222222,080803,1004,10204,Payee Name 4,fpb3,V,D 2222222222,080803,1005,102.05,Payee Name 5,fpb3,R,A 2222222222,080803,1006,102.06,Payee Name 6,fpb3,R,A 2222222222,080803,1007,102.07,Payee Name 7,fpb3,R,A 2222222222,080803,1008,102.08,Payee Name 8,fpb3,V,D 2222222222,080803,1009,102.09,Payee Name 9,fpb3,V,D 2222222222,080803,1010,102.10,Payee Name 10,fpb3,V,D

Index

191


Field 1 2 3 4 5 6 7 8 9 10

Data Element Name Bank No. Acct No.

Check Serial Number Seq. No Amount

Posted Date Posted Date Reason Code

Action Filler

Field Inclusion Requirement Required Required Required Required Required Required Required Required

Required Required


'A' = Amount Mismatch ’B’ =Paid over Stale

’D’ = Duplicate Paid

‘H’ = Paid Over Stop

‘J’ = Max Amount

‘Q’ = Paid Void

‘U’= Paid Only

‘P’ = Paid

‘R’ = Return

‘A’ = Adjust

Blank Space

Length 3 11 11 15 13 9 8 1 1 8

Position 001-003 004-014 015-025 026-040 041-053 054-062 063-070 071-071 072-072 073-080

192

ARP File Formats Processing Method B



All numeric fields must be zero filled if not used or 0 padded to maximum length. Field #9 Check Serial Number is only 9 numerals in length 0nnnnnnnnn. Field# 12 should be left justified and space filled if used. Otherwise it should be blank filled.

Sample file C099000001162411 RA 05000020010999999999050502firstaccount C099000401502696 RA 00007520080000078945050502accoutnotrailingzero C099000101439194 RA 00000000090000000001050102accountnottraiingzero

Field 1 2 3 4 5 6 7 8 9 10 11 12 13

Data Element Name

Record Code

Bank Number

Constant Filler


Transaction Type


Check Serial Number

Check Amount


Field Inclusion Requirement Required Required Required Required Required Required Required Required Required Required Required Optional Required


Not Checked / "C"


Not Checked / "00" Numeric

Not Checked / " "

'R' = Register

‘V’ = Void

'A' = Add

‘D’ = Delete

Not Checked / " " Numeric

$$$$$$$$¢¢ or $$$$$$$.¢¢ MMDDYY

Alphanumeric/ Blanks

Not Checked / “ “

Length 1 3 2 10 1 1 1 1 10 10 6 20 14

Position 01-01 002-004 005-006 007-016 017-017 018-018 019-019 020-020 021-030 031-040 041-046 047-066 067-080

Index

193


Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial Number


Transaction Type

Action Indicator


Contents Numeric

MMDDYY

or

MMDDYYYY Numeric

$$$$$$$$¢¢

Or

$$$$$$$$.¢¢

Alphanumeric / Blanks

Special Characters

Alphanumeric / Blanks / Special Characters





The month portion of the check issue date must be zero padded when the month is a single character.. If using Excel to create this file, the date column must be set as text. Otherwise you will get a date as “8”” instead of “08”

Fields 5 & 6 may contain A-Z, a-z, 0-9 .)($-?@#!%&_;:~|=+' as well as empty spaces

Sample File 2222222222222222222,08082003,1001,10201,Payee Name 1,fpb3,R,A 2222222222222222222,08082003,1002,10202,Payee Name 2,fpb3,V,A 2222222222222222222,08082003,1003,10203,Payee Name 3,fpb3,R,D 2222222222222222222,08082003,1004,10204,Payee Name 4,fpb3,V,D 2222222222222222222,08082003,1005,102.05,Payee Name 5,fpb3,R,A 2222222222222222222,08082003,1006,102.06,Payee Name 6,fpb3,R,A 2222222222222222222,08082003,1007,102.07,Payee Name 7,fpb3,R,A 2222222222222222222,08082003,1008,102.08,Payee Name 8,fpb3,V,D 2222222222222222222,08082003,1009,102.09,Payee’s Name 9,fpb3,V,D 2222222222222222222,08082003,1010,102.10,Payee’s Name 10,fpb3,V,D

194


Field 1 2 3 4 5 6 7 8

Data Element Name

Account Number

Check Issue Date

Check Serial Number


Transaction Type Action Indicator


Contents Numeric MMDDYYYY Numeric

$$$$$$$$¢¢

Or

$$$$$$$.¢¢


Special Characters


Special Characters



Length 19 8 10 10 40 20 1 1

Position 001-019 020-027 028-037 038-047 048-087 088-107 108-108 109-109


All numeric fields must be zero filled if not used or 0 padded to maximum length. Field 2 Check Issue Date must be MMDDYYYY. Zero pad the month if needed. Field 3 Check Serial Number is 10 in length but must not exceed 9 numeric values 0nnnnnnnnn. Fields 5 & 6 may contain A-Z, a-z, 0-9 .)($-?@#!%&_;:~|=+' as well as empty spaces

Sample File 22222222222222222220505200201234567890912345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA 22222222222222222220505200201234567890012345678this is a test for fixed column lengh400versio0duedate111502RA

195

Index

A Accessing the Administration Platform......11 Activity Reporting.......................................63 Add a Financial Institution Administrator ...40 Add New Customer ...................................19 Administration ..............................................1 Administration Platform ...............................1 Analyze Logs .............................................67 ARP

ARP Exceptions Upload.........................54 ARP File Formats Processing Method A69 ARP File Formats Processing Method B74 Process ARP Exceptions .......................55 Process ARP Issues ..............................52

ARP Exceptions Upload ............................54 B Banking Services .......................................16 Browser-Specific Settings............................1 C Cash Management Administration Platform 1 Change Admin Password ..........................36 Change Colors...........................................32 Business User Platform ...............................1 Common Button Formats ............................1 Common Field Formats ...............................1 Common Terminology .................................1 Communications

Change Colors .......................................32 Conventions Used .......................................1 Customer

Add New Customer................................19 Customer Information File........................1 Customer Maintenance..........................13 Customer Service.....................................1 Updating Customer Information .............16

D Data Processing Vendor..............................1 Delete

Customer Maintenance..........................13 Deleting a Customer ..............................18 Deleting Financial Institution

Administrators ....................................41 E Email

Email Customers....................................27 Email Digital Insight ...............................29 FI Administrator Profile Maintenance.....38 Policies...................................................21 Wire Transfer Threshold Limit................26 Workflow Email Routing.........................30

Email ............................................................1 Enable

Enable Java............................................. 1 Enable Javascript .................................... 1 Enable Style Sheets ................................ 1 Enable/Disable System ......................... 37

Encrypted URL............................................ 1 End user Password Duration .................... 35 F Failed Log-Ons ........................................... 1 FI Customer Service ................................... 1 File Processing

ARP Exceptions Upload........................ 54 Data Transmission ................................ 59 Process ACH Files ................................ 50 Process ARP Exceptions ...................... 55 Process ARP Issues ............................. 52 Process EFTPS Files ............................ 51 Process Stop Payment Requests ......... 61 Process Wire Transfers......................... 44 Upload Exchange Rates ....................... 58

File Processing ......................................... 43 Financial Institution Administration ............. 1 Financial Institution Administration Platform1 G Get Additional Help ..................................... 1 I Inactivity Timeout Feature .......................... 1 Interface Tips .............................................. 1 Internet Explorer ......................................... 1 Internet Options .......................................... 1 Introduction ................................................. 1 J Java

Java Permissions .................................... 1 Javascript ................................................ 1

L Locking a Customer Out of the System.... 18 Logging

Administration Platform ........................... 1 Business User Platform........................... 1

Logging ....................................................... 1 Log-Off button ............................................. 1 M Messages.................................................. 25 N Navigation ................................................... 1 P Password

Change Admin Password...................... 36 Customer Maintenance ......................... 13 End user Password Duration ................ 35 FI Administrator Profile Maintenance.... 38 Five Failed Log-Ons................................ 3

196

Password Protection ................................1 Updating Customer Information .............16

Perimeter Network .......................................1 Policies ......................................................21 Preferences .................................................1 Process

ARP Exceptions Upload.........................54 Data Transmission .................................59 Process ACH Files .................................50 Process ARP Exceptions .......................55 Process ARP Issues ..............................52 Process EFTPS Files .............................51 Process Stop Payment Requests ..........61 Process Wire Transfers .........................44

Public/private key.........................................1 Public-Key Cryptography.............................1 R Request Processing ..................................61 Reset Number of Failed Logins .................19 S Screen Navigation .......................................1 Secure Network ...........................................1

Secure Sockets Layer................................. 1 Security

Five Failed Log-Ons................................ 3 Inactivity Timeout Feature....................... 3 Introduction.............................................. 1 Overview of the Security Architecture ..... 2 Perimeter Network................................... 4 Secure Network....................................... 4 Security ................................................. 35 Security Architecture ............................... 1

SSL Protocol ............................................... 1 U Update

Updating a Financial Institution Administrator Profile .......................... 41

Updating Customer Information ............ 16 Upload Exchange Rates ........................... 58 User Interface Tips...................................... 1 W Wire Transfer Threshold Limit .................. 26 Workflow Email Routing............................ 30

AXIS Cash Management - cnbonlinebank.com … · Process ACH Files ... ASCII Text, Comma Delimited...

Documents

Transcript of AXIS Cash Management - cnbonlinebank.com … · Process ACH Files ... ASCII Text, Comma Delimited...