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Remote Deposit Service Online Bank of America Direct®

Customer User Guide

00-35-3868NSB

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This manual contains proprietary and confidential information of Bank of America and was prepared by the staff of Bank of America. This user guide may not be reproduced or disclosed to others in whole or in part without the written permission of Bank of America. Permitted reproductions shall bear this notice and the Bank of America copyright notice. The user of this user guide acknowledges the rights of Bank of America in the contents and agrees to maintain this user guide and its contents in confidence.

Bank of America, N.A. – Member FDIC

©2009 Bank of America Corporation

All rights reserved. None of the enclosed material may be reproduced or published without permission of Bank of America.

00-35-3869NSB 09-2009 version 2.3

CashPro and Direct are registered trademarks of Bank of America Corporation. All other trademarks are the property of their respective owners.

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Contents Introduction ......................................................................................... 5

Overview................................................................................................................................ 7

Before You Begin................................................................................ 9

Prerequisites:......................................................................................................................... 9

User Roles and Functions ..................................................................................................... 9

Customer User Roles and Functions................................................................................... 11

Confirm Workstation Requirements..................................................................................... 13

Download and Install Digital Certificates (for Bank of America Direct) ............................... 16

Login to Bank of America Direct .......................................................................................... 16

Login to Remote Deposit Service Online............................................................................. 17

Verify the Scanner Components for Scanning Functionality When Receiving a Bank of America Scanner ............................................................................................................................... 20

Supported Scanners ............................................................................................................ 20 Example: Digital Check TS230-65 Scanner.................................................................. 20

Installing the Scanner Driver ............................................................................................... 21 Download the Scanner Driver ........................................................................................ 21

Getting Started.................................................................................. 27

Login to Bank of America Direct .......................................................................................... 27

Login to Remote Deposit Service Online............................................................................. 29

Making Deposits ............................................................................... 31

To make a deposit ............................................................................................................... 31

Transmitting your deposit .................................................................................................... 39 Transmitting a deposit as an Operator........................................................................... 39 Transmitting a deposit as a Limited Operator ................................................................ 40

Balancing Deposits ........................................................................... 41

Correcting Out of Balance Deposits .................................................................................... 42 Correcting and out of balance deposit: Number of items does not match ..................... 43 Correcting and out of balance deposit: Individual item errors........................................ 44 Individual Item Error types.............................................................................................. 44 Item Misreads................................................................................................................. 46

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Item Misclassification ..................................................................................................... 47 Image Quality Failures ................................................................................................... 48 Duplicate Items............................................................................................................... 48 Scanner Jam .................................................................................................................. 49 Rejected items (if Hotlist feature is used)....................................................................... 50 Missing/Required Custom Field Data............................................................................. 50

Editing non-required (editable) custom fields ................................... 52

Transmitting a deposit made by a limited Operator .......................... 56

Transmitting a Deposit made by a Limited Operator........................................................... 56

Assigning a Deposit to a Different User............................................................................... 58

Using the deposit list screen............................................................. 61

Viewing a deposit status...................................................................................................... 61

Sorting Columns within the Deposit List Screen ................................................................. 66

Filtering the Deposit List Screen.......................................................................................... 66

Reporting .......................................................................................... 68

Reporting Options................................................................................................................ 68

Available report types .......................................................................................................... 69

Accessing reports ................................................................................................................ 70

Report View Option.............................................................................................................. 75 To View a Report/Print a Report by an Account group .................................................. 75

To View/Print a Report of items within Account group ........................................................ 77

Performing item research and downloading images......................... 79

Choosing Research Criteria ................................................................................................ 81

Exiting the Remote Deposit Service Online Application ................... 86

Exit Remote Deposit Service Online ................................................................................... 86

Scanner Maintenance....................................................................... 87

Cleaning your scanner......................................................................................................... 87

Using the cleaning cards ..................................................................................................... 87

Using Compressed air ......................................................................................................... 88

Removing Ink Smudges....................................................................................................... 88

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Support for Remote Deposit ............................................................. 89

Using the Help Menu ........................................................................................................... 89

Get Online Help ................................................................................................................... 89

Understand Help Tips .......................................................................................................... 89

Remote Deposit Service Technical Support........................................................................ 91

Bank of America Direct Technical Support.......................................................................... 91

Acronyms.......................................................................................... 93

Remote Deposit Service Online Customer Adjustments..................................................... 94

Icons .................................................................................................................................... 97

Troubleshooting, Login, Authentication and Scanner Errors ............ 98

Sample Check ................................................................................ 101

Report Samples .............................................................................. 103

Deposit Detail by Account Report...................................................................................... 103

Deposit Status Report........................................................................................................ 104

Payment Detail Report.......................................................................................................104

Payment Summary Report ................................................................................................ 105

Standard Export File .......................................................................................................... 105

Summary of Deposits by Account Report.......................................................................... 106

Best Practices and Frequently Asked Questions............................ 107

1. What scanner models are available to purchase, rent or lease? ............................. 110

2. What other scanner models are supported?......................................................... 110

3. What is the check 21 Help desk number? ........................................................... 110

4. Is there a limit to the number of checks that can be processed in a single RDSO deposit (batch)? 110

5. Are images available in the export file? What is the format of the images? ........... 110

6. Can I rescan the original item if it is returned?.................................................... 110

8. What do account groups do? And are there any limitations? ................................ 111

9. How do I access images for research and customer support purposes? How long are these items stored? 111

10. Can I use Remote Deposit and other banks’ remote capture solutions on the same PC?111

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Special Instructions for using Internet Explorer version 8.0............ 112

Remote Deposit Service Online User Guide

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Remote Deposit Service Online is a Web-based application that enables companies to make electronic deposits from their desktops using a bank approved scanner. Remote Deposit Service Online users can scan and capture images and MICR data of U.S. dollar items drawn on U.S. banks and transmit that data to Bank of America using a secure Internet connection.

Remote Deposit Service Online is available for scanning items and transmitting deposits 24 hours a day, excluding normally scheduled weekly system maintenance. By capturing and electronically submitting item images and MICR data to your account for deposit, daily runs to the banking centers are eliminated.

Advanced notices of scheduled outages are placed in the messaging area of the Welcome Screen. The cutoff times for current day processing are noted below. The time zone and ledger cut off for your deposits are associated with the location and time zone of the user who submits the deposit to the bank. Note: Deposits submitted after the current day cut-off times or during non-banking days1 will be processed the next banking day.

1 Non-banking days include U.S. bank holidays and Saturday and Sunday. Bank of America observes U.S. bank holidays as set forth by the Federal Reserve Bank. To see the schedule, refer to http://www.federalreserve.gov/aboutthefed/k8.htm.

Chapter 1Introduction


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REGION CUTOFF FOR CURRENT DAY PROCESSING

U.S. (Domestic) 9:00 p.m. PT 9:00 p.m. MT 10:00 p.m. CT 10:00 p.m. ET

Outside of the U.S. (International) The 1st four digits of a WBS account determines ET or PT:

• # 1901 Miami (ET) • # 6290 California (PT) • # 6550 New York (ET)

10:00 p.m. ET 9:00 p.m. PT


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Overview The purpose of this user guide is to serve as a reference for Bank of America’s Remote Deposit Service Online application. This user guide focuses on Non Administrator Roles. There is a separate guide for the Administrator role.

Note: HELP is another reference source for Remote Deposit Service Online. It provides information specific to the screen the user is viewing and can be accessed by clicking the link in the upper right hand corner of the screen.

Bank of America offers remote depositing in accordance with the Check Clearing for the 21st Century Act (Check 21), which was signed into law by the Federal Reserve Board effective October 28, 2004. This law permits banks to truncate original checks, process check information electronically, and deliver substitute checks to banks that want to continue receiving paper checks. Bank of America’s Remote Deposit Service Online solution is a Web-based application that allows businesses and retailers to:

• Capture images and data from debit items (such as checks) at their business and remote locations

• Balance deposit transactions and view images online

• Transfer check images and data to the bank for deposit

Clients using Bank of America’s Remote Deposit Service Online application can:

• Scan and capture images and MICR data of U.S. dollar items, drawn on U.S. domiciled accounts; these include personal, business, cashier checks, traveler’s checks, and money orders. Items that are drawn on a US domiciled account and MICR encoded with a valid eight or nine-digit routing and transit number can be deposited using the service.

• Clear items as through ACH or Image clearing networks

• Configure settings based on the business’ needs (for example, deposit limits, endorsements, column headings, “hot files” and placement within display screens).

• Deposit up to 500 items in a single deposit, with no limit on the number of deposits that can be submitted during a business day2.

• Transmit images and data to the bank via a secure Internet connection. 2 The declared amount (and the total amount of the deposit) cannot exceed $99,999,999.99.


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• Prevent duplicates with electronic duplicate detection.

• View the status of deposit transmission to the bank and receive confirmation that the bank has received the deposit.

• Receive credit to a bank account and allow the item to clear electronically.

• Eliminate trips to the bank and the need for the original paper to be presented. Note: After depositing items using Remote Deposit Service Online, the deposited items must be safeguarded and destroyed.

• Export information containing item data and images. This can be used in accounting processes and some accounts receivable systems.

• Modify item information and add check details prior to submitting deposits to the bank through 35 custom and remittance data fields.


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Chapter 2 Before You Begin

Prerequisites: • Enroll in Web-based training by going to

http://training.works.com/direct/#rdsheader2

• Review user roles and functions

• Confirm your workstation meets the minimum application requirements

• Download and install your Bank of America Direct digital certificate

• Confirm that the Remote Deposit Service Online application has been entitled to a user by confirming with your administrator or by accessing the application via the Bank of America Direct Receipts page

• Install the scanner driver on computers that will be used to create deposits

• Confirm receipt of the Remote Deposit Service Online welcome kit and its contents (if applicable)

• Know if your company’s Bank of America deposit accounts require paper deposit slips

User Roles and Functions For the Remote Deposit Service Online application, you are assigned a user role. The application and function of each user role has been established by Bank of America.

http://training.works.com/direct/#rdsheader2


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When the user successfully logs in to Remote Deposit Service Online, the Welcome Screen displays the assigned user roles.

It is important to understand what tasks and or functions you can perform or information you can view within Remote Deposit Service Online. Except for the Customer Administrator role, users can request a role change by contacting the company’s designated Remote Deposit Service Online Customer Administrator. Bank of America associates maintain the assignment and set up of the primary Customer Administrator.

The tabs within the Remote Deposit Service Online application represent functions granted to certain user roles. Users should see and have access to the following tabs:

• Home

• Deposits

• Reports

• Research

• Administration (for adding rules only)


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Customer User Roles and Functions

Role Function

The Welcome Page for this role Displays

the: Assign Deposit to Another User Balance Deposits Create/Read/Update/Delete Deposits Create/Read/Update/Delete ACH Opt Out Rules Create/Read/Update/Delete Hotlist Rules Create/Read/Update/Delete Auto populating Field Rules Opt Item Out Of ACH Override ACH Opt Out for Item Override Hot List Reject for Item Report On Client’s Users Requests Item Research Requests Reports Transmit Deposits To Bank, including approve deposit

Operator

View Deposits

Home, Deposits, Reports,

Research and Administration

Tabs- not all tabs will be available to all users. All screen shots are for illustration purposes only


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Balance Deposits Create/Read/Update/Delete Deposits Create/Read/Update/Delete ACH Opt Out Rules Create/Read/Update/Delete Hotlist Rules Create/Read/Update/Delete Auto populating Field Rules Opt Item Out Of ACH Override ACH Opt Out for Item Override Hot List Reject for Item Requests Item Research Requests Reports

Limited Operator

View Deposits



Read account data Read user data Request Reports Requests Item Research View Account Groups View Customer Details, including account data

Customer Service Representative

View Deposits



Assign Account to account group Create/Read/Update/Delete Account Groups Read account data Request Reports Requests Item Research Transmit Deposits To Bank, including approve deposit View Account Groups View Customer Details, including account data

Financial Officer

View Deposits



Read user data Report On Client’s Users Requests Item Research

Report Viewer

Requests Reports

Home, Reports,



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Confirm Workstation Requirements Remote Deposit Service Online requires scanner drivers to be loaded onto a user’s workstation. If the workstation does not meet the minimum system requirements, it may impact the overall performance of the service. To ensure you will be able to use the service when you are ready to implement, please take a minute to read the hardware and software requirements below and confirm your workstations will be compatible. IMPORTANT:

• Scanner models may have different system requirements. Be sure to reference the information for the scanner that you are using.

• Macintosh environments are not currently supported. • Server based environments are not currently supported. Users must be able to run a

local service with a USB 2.0 port from the workstation used for scanning. • We do not recommend using multiple remote capture products or scanners on the

same PC. • All scanner models must be equipped with an ink jet and printing capabilities • If you are using Internet explorer 8, please reference additional instructions in

Appendix H Note: After you successfully scan and submit the checks for deposit, we recommend that you consult your legal counsel on how long you should keep the originals before you destroy them. Please contact your Bank of America representative if you have any questions about the listed requirements.

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Hardware and Software RequirementsOperating System

Microsoft Windows XP (any 32 bit edition )

Windows Vista (any 32 bit edition)

Other

Display – Adapter and monitor capable of 1024 x 768 display with at least 256 colors

Peripherals - Standard 101-keyboard and 2-button mouse

Scanners Sold for Use with Remote Deposit Service Online

The following scanners are offered for purchase, rent, or lease by Bank of America and are supported in the Remote Deposit Service Online product.

Digital Check TS230, TS4120

The following scanner is offered for purchase for use with Remote Deposit Service Online.

Digital CheXpress CX30

Scanner/Printer Connectivity

USB port - 2.0 is required. A USB port is a mandatory requirement for scanner operation.

Local port 80 will need to be open/available to allow communication with the scanner. This port is normally open, unless you are running a web server on the same device

Scanner must be at least 18 inches from the power source and connected PC

Additional Scanners Supported by Remote Deposit Service Online

The following scanners are not currently offered for purchase, rent or lease by Bank of America, but are supported for use with the Remote Deposit Service Online product.

Digital Check TS215, TS220, TS220E

Panini My Vision X30/60/90

Panini My Vision XAGP 30/60/90

Panini Vision X: 50/75/100

Note: All scanners must be purchased with printing capability


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Hardware and Software Requirements- by Scanner ModelScanner Model Memory

Min/recommended

Processor Min/recommended

Hard Drive Broadband Internet connectivity with TCP/IP enabled - MinUpload Speed

Browser- NOTE if you are using Microsoft Internet explorer Version 8, please refer to appendix H

Digital Check TS 230-65/ TS 220/TS 220E

XP: 256 MB/ 512 MB

Vista: 1 GB/2GB

Windows XP/Vista:

1 GHz Pentium III/ 2.4 GHz Pentium IV

1.5 GByte free space on hard drive is required for installation and operation

250 Kbits/sec Microsoft Internet Explorer version 6.0 or 7.0

Digital Check TS 4120 XP: 512MB/1G:

Vista: 1 GB/2GB

Windows XP/Vista:

1.4 GHz Pentium III/ 2.4 GHz Pentium IV



Digital CheXpress XP: 512MB/1G

Vista: 1 GB/2GB

Windows XP/Vista:

1.6 GHz Pentium III/ 2.4 GHz Pentium IV



Panini MVX 30 DPM XP: 256 MB/ 512 MB

Vista: 1 GB/2GB

Windows XP/Vista:

1 GHz Pentium IV

1 GByte free space on hard drive is required for installation and operation


Panini MVX 60 DPM XP: 256 MB/ 512 MB

Vista: 1 GB/2GB

Windows XP/Vista:

1 GHz Pentium IV



Panini MVX 90 DPM XP:512MB/ 1GB

Vista: 1 GB/2GB

Windows XP/Vista:

1.2 GHz Pentium IV



Panini VX 50 DPM XP:512MB/ 1GB

Vista: 1 GB/2GB

Windows XP/Vista:

1.2 GHz Pentium IV




Vista: 1 GB/2GB

Windows XP/Vista:

1.2 GHz Pentium IV




Vista: 1 GB/2GB

Windows XP/Vista:

2.0 GHz Pentium IV 1 GByte free space on hard drive is required for installation and operation



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Download and Install Digital Certificates (for Bank of America Direct) Before accessing Remote Deposit Service Online, each user must install a digital certificate for Bank of America Direct® and verify that the bank approved scanner components function properly.

1. Login to Bank of America Direct by typing: https://direct.bankofamerica.com

If you do not have your digital certificate installed, you will be redirected to the Bank of America Direct Digital Certificate Pick-up site where you can download the digital certificate.

2. From the Bank of America Direct Digital Certificate Pick-up site, click Continue.

3. Go to the section which applies to you (Existing or New) and follow the instructions on the screen

Note: For more information on logging into Bank of America Direct, go to http://training.works.com/direct/ and select Accessing Bank of America Direct Quick Start Guide.

.

4. Click Continue.

5. Go to the section which applies to you (Existing or New) and follow the instructions on the screen.

Login to Bank of America Direct After installing a digital certificate, the user will be able to login to Bank of America Direct. When users login for the first time, they are

https://direct.bankofamerica.com/

http://training.works.com/direct/


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prompted to change their password, answer security questions, and accept the privacy policy. For more information on logging into Bank of America Direct, go to http://training.works.com/direct/, and select Accessing BA Direct Quick Start Guide.

Login to Remote Deposit Service Online 1. Login to Bank of America Direct by typing:

https://direct.bankofamerica.com

2. Enter the following information:

• Bank of America Company ID • Bank of America Direct User ID • Bank of America Direct Password

Note: Contact the Bank of America Direct Technical Care Center (TCC) with Bank of America Direct login questions: Clients based in the US: 888.589.3473, International Clients: 1.704.387.3020. Result: Authentication of user name and password through Bank of America Direct. After authentication is complete, the Bank of America Direct home page displays.



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3. On the Bank of America Direct home page, click Services under

the Receipts heading of the Bank of America Direct home page, or click Receipts tab in the header. Result: The Receipts Services page displays.

4. Click Remote Deposit Service Online.

Result: The Remote Deposit Service Online Welcome screen displays in a separate window.


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Note: If the Remote Deposit Service Online Welcome page does not display, the user has not been properly entitled to the application. Contact your company Customer Administrator for Remote Deposit Service Online privileges.

5. IMPORTANT: If you are an If you are an Internet Explorer Version 8 user, refer to Appendix H prior to making your first deposit.


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Verify the Scanner Components for Scanning Functionality When Receiving a Bank of America Scanner

This section describes tasks associated with the scanner. Tasks include verifying the scanner components (when receiving a Bank of America scanner) and installing the scanner driver. These tasks are limited to the Limited Operator, Administrator and Operator roles for the Remote Deposit Service Online application.

Obtain a scanner from Bank of America or use a supported scanner. A list of supported scanners may be found in the software requirements of the User Guide.

Note: Obtaining a scanner from Bank of America is the preferred procurement method. When the scanner is not obtained from the bank, it must be a brand/model as noted in the table below. Refer to the manufacturer’s documentation shipped with the scanner.

Supported Scanners A list of compatible scanners and system requirements can be found on page 13 of this guide, or by clicking on this link.

When you receive the scanner, verify all components are included. The scanner components may vary by scanner brand/model.

Example: Digital Check TS230-65 Scanner

The Digital Check TS230-65 scanner and its components are pictured below:

Note: This guide references the Digital Check TS230-65 scanner as an example. Instructions may vary slightly for other scanner models.

a. Digital Check TS230-65


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scanner b. U.S. power supply cord or power plug adaptor for use outside the U.S. (international users) c. Power supply w/scanner cord d. Inkjet cartridge (must be inserted into scanner with the cover slip removed) e. USB 2.0 cable

Not pictured: • Cleaning cards, welcome letter If any of the scanning components are missing or defective, contact Bank of America’s Check 21 Help Desk. In the event of a defective scanner, the Check 21 Help Desk will assist in the process of returning the defective scanner and shipping the replacement. If contacted by 5:00PM CT, a replacement scanner will be sent the following business day. See Remote Deposit Service Technical Support for the Check21 Help Desk contact numbers. The Check21 Help Desk is available to take your calls 24 hours a day, seven days a week.

Installing the Scanner Driver

Note: if you are a Migration customer, you must uninstall all previous versions of Remote Deposit Service prior to performing the scanner installation. See the Migration Quick Start Guide for instructions. Before performing the installation: • Disconnect the scanner and USB cable from the computer. • Ensure you are logged into the workstation and that you have administrator

privileges. • Close all open applications, including any applications that use the check scanner.

Download the Scanner Driver

1. Login to Bank of America Direct by typing: https://direct.bankofamerica.com

2. Click on Remote Deposit Service Online.

Result: The Remote Deposit Service Online Welcome Page displays.


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3. Click Create New Deposit.

Result: The Driver Download page displays.

4. Without taking any action, review the steps that are displayed on the page.

5. Once you’ve reviewed all steps, click the link to the appropriate driver for the scanner that will be used with Remote Deposit Service Online. Example: The TS230 scanner driver is shown as an example.


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Result: The user is prompted to save this file.

6. Click Save.

Result: As dialog box displays.

7. Choose your desktop from the drop down, click Save, and save the driver install file to your desktop

Result: The file will begin to download.

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8. When the file download completes, click Run. This will launch the driver install application. Make sure the Close the dialog box when download is complete is unchecked.

Result: A security warning message will appear.

9. Select Run to launch the software application.

Result: The Install Wizard launches.

10. Click next to begin the Wizard.


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Result: The user is prompted to unplug the scanner from the PC.

11. Make sure the scanner is unplugged and disconnected from the computer before proceeding and click OK.

Result: The Ready to Install the Program dialog box displays.

12. Click Install.

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Result: A series of status updates will appear. An example is shown here.

13. When the installation is complete, click Finish to complete the scanner driver installation process.

Result: The Install Shield Wizard Complete page displays.

14. Plug the scanner into your computer, click return

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Chapter 3

This chapter describes how to login to the Remote Deposit Service Online application, and provides an introduction to some basic navigation tasks that you will find useful when working with Remote Deposit Service Online. Remote Deposit Service Online is a service that is accessed from within Bank of America Direct. You must always first log into Bank of America Direct in order to access Remote Deposit Service Online.

Login to Bank of America Direct After installing a digital certificate, the user will be able to login to Bank of America Direct. When users login for the first time, they are prompted to change their password, answer security questions, and accept the privacy policy. For more information on logging into Bank of America Direct, go to http://training.works.com/direct/, and select Accessing BA Direct Quick Start Guide.

1. Login to Bank of America Direct by typing:

https://direct.bankofamerica.com

Getting Started




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2. Enter the following information:

• Bank of America Company ID • Bank of America Direct User ID • Bank of America Direct Password

Note: Contact the Bank of America Direct Technical Care Center (TCC) with Bank of America Direct login questions: Clients based in the US: 888.589.3473, International Clients: 1.704.387.3020. Result: Authentication of user name and password through Bank of America Direct. After authentication is complete, the Bank of America Direct home page displays.

3. On the Bank of America Direct home page, click Services under the Receipts heading of the Bank of America Direct home page, or click Receipts tab in the header.


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Result: The Receipts Services page displays.

Login to Remote Deposit Service Online 1. Click Remote Deposit Service Online.

Result: The Remote Deposit Service Online Welcome screen displays in a separate window.

Note: If the Remote Deposit Service Online Welcome page does not display, the user has not been properly entitled to the application. Contact your Customer Administrator for Remote Deposit Service Online privileges.


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The Welcome Page provides a landing point for Remote Deposit Service Online and also acts as a home page after authentication. From the Welcome Page, users can create deposits, manage information within the application, view messages, and perform a variety of other tasks.

1. Quick Links are displayed on the right side of the Welcome Page. These links will vary based on the individual’s user role.

2. Tabs are located on the top left side of the application and allow the user to perform functions within the application. These will vary based on the individual’s user role.

3. User Alerts are messages specific to a single user and appear at the bottom portion of the Welcome Page. These are set up by Bank of America. For example, the bank may notify the users of a specific company about account activity

4. Messages are delivered to all Remote Deposit Service Online user roles and are updated in real time. If a user is logged in while a new message has been created, the user will see the message once they have returned to the Welcome Page. These messages may alert users of a scheduled system outage or notify users that new functionality is available.


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Prior to creating a new deposit, all previous deposits made by the same user must be in balance. Bank of America offers two types of deposits:

• Simple Deposits – Include only debit items such as checks (personal, business, cashier, traveler’s), and money orders drawn on US based accounts and US domiciled banks Simple Deposits may include or exclude the need of a paper deposit slip depending on the company’s set up. Virtual deposit slips are created within the application when your company elects not to scan a paper deposit slip. Items made through simple deposits may clear as ACH, Image or IRD depending on your company’s set up.

• Remittance Payment Deposits – Include your company’s standard check size remittance coupon information and submitted payment from your company’s customers. Similar to Simple Deposits, the set up of the company’s remittance coupons may include or exclude the need of scanning the coupon. Virtual remittance coupon credits are used when the company elects not to scan the physical remittance coupon. One or more payment coupons and one or more checks can make up a single Remittance Payment Deposit transaction. Items made through remittance deposits may clear as ACH, Image or IRD depending on your company’s set up.

To make a deposit 1. Gather all checks, money orders, and if applicable, remittance

coupons to be scanned.

Chapter 4Making Deposits


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2. Compute the expected total amount of your deposit, this amount is the declared amount.

3. Perform a quality check of all deposit items. Ensure that the bottom and leading edges of the deposit slip (if applicable) and deposit items are aligned and are facing the same direction. Remove all staples, paper clips etc. and straighten any bent corners before loading into the scanner.

4. If a paper deposit slip is used, place it as the first item in the deposit. Subsequent items are placed in the following order, check, and remittance (if applicable) until the entire deposit is assembled. Note: paper deposit slips are not allowed for clients on WBS platforms.

5. Login to Remote Deposit Service Online.

6. On the Welcome page, click the Create New Deposit link.

Note: Page display will vary and is dependent on what functionality is assigned to your company, not all options will be enabled. Information required for processing the deposit is identified with an asterisk (*) on the New Deposit page.


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7. If more than one account group exists for your company, select the appropriate account group from the Account group drop down.

8. Select the appropriate account number if more than one account number exists within the account group. If there are fewer than 10 account numbers, select from a drop down and skip to step 12. If there are more than 10 account numbers, you must click on the Find Account link. For security purposes, the account number is masked within this guide.

9. After clicking the Find Account link, the user will land on the Account Search page.

10. The user has three options for locating the deposit account:


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a. Select Account Number from the drop-down menu, type in the Account Number and click Search. the account will be displayed in the List of Accounts

b. Select Account Description from the drop-down menu, type in the Account Description (account name) and click Search. the account will be displayed in the List of Accounts

c. Click Show All (recommended). The user can then click the Next and Previous buttons to locate the deposit account (or click 5, 10, 20, or 50 to show a longer List of Accounts on one page).

11. Once the user has identified which of the accounts is the deposit


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account, the user can click on the Select this account icon.

12. The user will then land on the New Deposit page and can complete the required deposit information and Start Capture.

13. The Routing Transit number is automatically populated.

14. Select Simple or Remittance from the Deposits Allowed choices. This button may automatically be populated as Simple or Remittance dependent on your company set up. If the majority of the company’s deposits were determined to be Simple Deposit (or Remittance), the default will show it as pre-populated and the user will not have to select it.

15. Select Type of Deposit

1. Image: All negotiable items will be cleared through image exchange as either Image or IRD (Image replacement document). Items are classified as images if the receiving bank is able to receive an image and process it without printing a copy of the image (An IRD). An IRD will be processed if the receiving bank is not image receive enabled.


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2. ACH-BOC, ACH-ARC: Eligible checks will be cleared through ACH (Automated Clearing House), with the remainder cleared through image exchange. ACH eligible items include consumer checks drawn on a US bank and written for less than $25,000. If you choose ACH and have exceeded your ACH limit as defined by the bank, the item will clear through Image exchange channels.

16. ACH clients only: Choose the assigned ACH Company Name for the account number selected for deposit.

17. If the page shows Optional Fields (1, 2, or 3) after Type; your company may have specific information to add. Input up to 30 text or numeric characters in Optional Field 1, 2 or 3.

18. Enter the Number of items within the deposit (optional). Up to 500 items (included the paper or virtual credit) are allowed per deposit, with no limit to the number of deposits you make in a day. Include the deposit ticket, virtual or paper deposit ticket as 1 item, and each remittance coupon if applicable. If the user elects to input the number of items in the deposit, the items will be counted during capture If the Number of Items entered does not match the number counted by the application, the user will be required to edit the Number of Items to make it equal to the number of items counted by the application prior to submitting the deposit.

19. Enter the deposit’s total value as the Declared Amount. A declared amount is the total amount for the deposit, and is used to compare the expected total to captured total of the items scanned. The Declared Amount can not exceed $99,999,999.99. If a decimal is not entered, Remote Deposit Service Online assumes a decimal is present at the end of the entered amount.

20. Place as many items as will comfortably fit into the scanner entry tray. If your set up requires a paper deposit slip, a message displays informing the user that they must scan the deposit slip as the first item in the deposit.

Note: The example shown is of how to load a Digital Check scanner model TS230-65. Load items on the left side of the scanner, right side up with the front of the item facing left, away from the output slot. You may load up to 50 items at a time with additional items


37

added until you have captured the entire deposit.

21. Slide the item(s) up to the line on the body of the scanner; DO NOT push or insert items past the line.

22. Click Start Capture. While the checks are scanned the scanner prints a horizontal spray line on the back of each check and the application overlays a virtual endorsement on the check image which will be used in clearing the items.

23. The scanner must be equipped with an ink cartridge that will “spray” or print information on the back of each item. The information “sprayed” on the item includes the following:

1. Sequential number in which the item was scanned

2. Deposit number

3. Location or Account Group

4. Customer number (assigned by Bank of America)


38

Note: The Bank of First Deposit and Virtual Endorsement information will not be printed on the physical item scanned. However, when the user views the image within the application, Remote Deposit Service Online applies the Bank of First Deposit and Virtual Endorsement information onto the image as it was configured in the customer set up process.

As items are scanned Remote Deposit Online captures the courtesy amount of each item and the grand total of all items that have been scanned. These amounts are populated on the Deposit Item List page. In most cases the deposit will balance, which means the declared amount equals the current amount, and the Balancing Difference field is “0.00” and displays in green

Sample deposit: In balance

You can click on an item to view the image of the scanned item. You may not process additional deposits until all deposits have been balanced.

Horizontal spray

Virtual Endorsement


39

Transmitting your deposit Steps vary based on user role.

Transmitting a deposit as an Operator

1. Click on the Green complete button:

2. Click OK when asked if you are ready to transmit the deposit.

Result: A message confirms that the deposit has been successfully transmitted to the bank. The status of the deposit changes to Received.

The status of a Received deposit will change to Perfected or Perfected Adjusted after it is had been reviewed by the bank Any dollar adjustments applied to the deposit during the bank review will


40

be presented in Remote Deposit Service Online as Perfected Adjusted.

Transmitting a deposit as a Limited Operator Deposits made by a Limited Operator, need to be transmitted by an Operator.

1. Click on the Green complete button:

2. Click OK when asked if you are ready to transmit the deposit.

Result: A message confirms the deposit has been successfully completed and is awaiting transmission. An operator must transmit the deposit to the bank. The status of the deposit changes to Open Balanced.

Note: After you successfully scan and submit the checks for deposit, we recommend that you consult your legal counsel on how long you should keep the originals before you destroy them.

41

Chapter 5

Out of balance conditions can occur when the Declared Amount does not match the scanned amount, the Number of Items does not match the number of items scanned when the scanner cannot read information from the deposited items, required information is missing, or items are misidentified. Note: A user can edit deposit details anytime before completing or transmitting a deposit

Deposits are considered unbalanced and in need of repair if the complete button on the deposit list screen is noted in RED.

Sample: balancing difference is a value other than $0.00

Sample: number of items input on the new deposit screen does not match the number of items scanned

Balancing Deposits


42

.

Correcting Out of Balance Deposits Remote Deposit Service Online identifies errors on the Deposit Item List. Items requiring user attention are marked with red text and an ATTENTION icon . The next deposit cannot be made until all of the errors are resolved. If the declared amount does not equal the actual amount and there are no individual item errors, adjust the declared amount to the actual amount. If the number of items scanned does not match the number of items entered, adjust the number of items entered.

The Balancing Difference field in ref font informs you by what dollar amount the declared and actual values differ. Changes can be made to the declared amount by entering information in the Declared Amount text box and clicking the Save button.


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Correcting and out of balance deposit: Number of items does not match

The deposit can also be out of balance when the number of items entered does not match the number of items scanned.

1. If you have additional items that did not scan, click add items and scan additional items.

2. If the incorrect number of items was entered:

• Navigate back to the New Deposit page

• Make the necessary changes

• Save changes

Result: A message displays the deposit was successfully updated.


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Correcting and out of balance deposit: Individual item errors

Remote Deposit Service Online identifies errors on the Deposit Item List. Items requiring Limited Operator or Operator attention are marked with red text and an ATTENTION icon .

Individual Item Error types

Remote Deposit Service Online identifies the text boxes with information requiring correction by outlining in red. These text boxes may be blank or contain partial information. If a character is scanned but not recognized, the character displays as an exclamation mark in the text box. There can be multiple error types:

• Item Misreads

• Item Misclassification

• Image Quality Failures

• Duplicate Items

• Scanner Jams

• Hotlist rejects

• Missing/required custom field data

1. If you are already in the deposit item list screen go to step 3. If you are on another screen or the home page, Click on the Deposits list tab from the right side of the welcome screen.


45

Result: The Deposit List page displays.

2. Select the deposit with the error icon by clicking on the Edit this Deposits Details icon: .

Result: The Deposit Item List page displays.

3. Deposit items marked in red and flagged with an Attention icon contain an error. Select the item with the error by clicking on the Edit this Deposits Details icon: .


46

Result: The image window opens. The error type displays at the top left of the image window.

Item Misreads

Deposit keying corrections due to mis-reads of MICR lines may include dollar amount, check number, or customer data fields. Remittance payment deposit keying correction due to mis-reads of MICR are similar and may also include OCR misreads.


47

After entering the required information, click Save. If there is only one item with errors, the window will automatically close and a message confirming the changes will appear.

If there are multiple items with errors, the next item will be displayed in the Edit Item window once the previous error has been resolved and saved.

Item Misclassification

Errors occur when the scanner cannot recognize the type of item scanned. When this error is identified and the image window is opened, the user needs to correct the item type before proceeding. From the dropdown menu on the left side of the image window, select the deposit item that matches the item type. Click Save to finish.

Sample shows item mis read, mis classification and missing custom field data


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Image Quality Failures

In cases where an Operator does override an image that has been flagged for poor image quality, it may ultimately be flagged again by the bank at a later point in the process and result in an adjustment to the client’s account.

Duplicate Items

Remote Deposit Service Online recognizes items previously submitted by users in your company. A duplicate will appear if a user attempts to rescan any item with the same MICR information within 45 days of each other. Duplicate detection is at the company level.

1. An error icon displays in the upper left hand side of the potential duplicate item.

2. If the item scanned is a duplicate, return to the Deposit Item list and select DELETE to remove the item from the deposit.

3. If the item scanned is NOT a duplicate, click the Override Duplicate button. It is extremely rare that the application will mis identify a duplicate. If an override is made on a correctly identified duplicate item, the deposit will be adjusted by the bank.

4. Click Save. The Deposit Item list appears.


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Scanner Jam

There may be a variety of reasons for a jam of the scanner hopper to be reported. When this occurs, a message will be displayed to the user indicating that the hopper is jammed. It is important to fully recover the jam prior to restarting the scanner.

1. Maximize your browser window. The user will see a message indicating why the scanner jam was reported.

2. Remove all items from the scanner transport and hopper

3. Click Recover button. (top right hand corner). The next screen will show the last image that was captured

4. Click restart scanner/ Start hopper button (lower left corner). Do not load items back into the scanner at this time.


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5. After the loading page goes away and the deposit item list displays, place items back into the scanner. Items will automatically feed through the scanner.

Rejected items (if Hotlist feature is used)

You may have chosen to use the hotlist feature which identifies items that your company may not want to accept for deposit. If an item on the hot list is scanned the user will receive an alert identifying the item.

1. Examine the item: Is there a reason that you must accept it (for example, the check is certified etc.)?

If you must accept the item, select the Override Reject Hotlist button. If you do not need to accept the item, return to the deposit item detail list, delete the item and set it aside for collection.

Missing/Required Custom Field Data

If a custom field is required, information must be added prior to submitting the deposit.


51

Enter the required information into the custom field and click save. If the custom fields are dollar ($) values and set to sum, the total must equal the item amount. The custom field data must be entered in the format specified by your company in order to be accepted.

52

Chapter 6

Custom Fields are defined by your company and appear on the Item Edit page for data input and can be exported and used to reconcile. These fields are used to manually add non-standard information to items (for example, an invoice number) or can be auto populated with static information (apartment or policy number)

Thirty five (35) custom fields can be assigned to each remittance payment items and an additional 35 can be assigned to deposits.

There are 4 types of custom fields:

Note: Custom fields are determined and set up by Customer Administrators.

DATA TYPE FORMAT EXAMPLE DESCRIPTION

Numeric ############################0 1234567 Any combination of numbers, up to 100 characters in length

Currency $##,###,###.00

$99,999,999.99

Dollar amount up to the maximum of $99,999,999.99

Editing non-required (editable) custom fields


53

########.00

9999999.99

includes dollar sign and commas

Dollar amount up to the maximum of $99,999,999.99 does not include dollar sign and commas

Text 123abc!@# Apt 12 Free form text, up to 100 characters in length

Date Mm/dd/yy

Mm/dd/yy hh:mm:ss

Mm/dd/yyyy

Mm/dd/yyyy hh:mm:ss

01/12/09

Formatted text

1. Click on Deposit list or click on Deposits, and choose an account group

The deposit list will default to deposits that have been made in this session. If no deposits have been made, no deposits will be listed.


54

3. Click on the Deposit you want to add details to

4. From the deposit item list screen, click on the item to enter the custom field data.

5. Key in allowed values into the custom field(s).


55

6. Click Save.

7. Continue until all items have been updated.

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Chapter 7

This section provides information for Operators to complete their own deposits and/or transmit deposits made by Limited Operators.

Transmitting a Deposit made by a Limited Operator When a Limited Operator creates a deposit, an Operator, Customer Administrator or Financial officer needs to perform the final transmission. When an Operator completes a deposit, the deposit is automatically transmitted to the bank by clicking the green Transmit button.

Note: Deposits that have yet to be transmitted have an Open status.

1. Login to Remote Deposit Service Online as an Operator.

2. Click on the Deposit tab or the Deposit List button to view the deposit list.

Transmitting a deposit made by a limited Operator


57

To transmit deposits to the bank, check the box beside each deposit that you want to transmit or choose the Select All button.

3. Click Transmit.

4. Click OK when prompted to start transmission.


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Result: A message confirms that the deposit has been successfully transmitted to the bank. The status of the deposit changes to Received.

If you receive a status of Received Pending, do not scan the deposit again. The bank has received your deposit and it will be processed.

The status of a Received deposit will change to Perfected or Perfected Adjusted after it is transmitted to the bank for data review. Any dollar adjustments applied to the deposit during the bank review will be presented in Remote Deposit Service Online as Perfected Adjusted.

.

Assigning a Deposit to a Different User If a deposit has been started by a Limited Operator or Operator but not completed, Operators can assign the deposit to another Remote Deposit Service Online User for completion.

1. Login to Remote Deposit Service Online.

2. Click on the Deposit tab or deposit list button to view the deposit list.


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3. From the deposit list, click the Edit icon, for the deposit that should be assigned.

4. Click the Assign Deposit button.

5. On the Assign Deposit page, select the user who will be assigned the deposit from the dropdown menu.


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6. Click Save.

Result: The message confirms the deposit was reassigned


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Chapter 8

The deposit list screen is used to view deposit status, look at the items within a deposit and print reports, You can view the deposit list screen by either clicking on the Deposit List tab on the right side of the screen (this will return all deposits made by you) or by using the Deposits tab on the top portion of the welcome page (this will allow you to further refine the results by account group)

Viewing a deposit status Deposit status can be checked by looking at the status column on the Deposit List page.

The status of a deposit can be:

Using the deposit list screen


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STATUS DESCRIPTION Open With a second word to show the state of the deposit

processing:

Incomplete – There may be additional items to scan or recognition results may be incomplete.

Processing – Document scanning is active.

Balanced – All items have been scanned; the declared total and item total match.

Jammed – The scanner has reported a track jam.

Cancelled – Typically results in immediate removal of the deposit.

Transmitting The deposit is currently being sent to Bank of America

Received The deposit has been successfully received by Bank of America.

Pending Delete Stale data being removed by the application.

Received Pending Do NOT rescan the deposit as it has been received by the bank. Contact a Customer Service Representative at Bank of America’s Check 21 Help Desk to advise them of the status. See Support for contact information.

Perfected Bank of America completed processing this deposit without making adjustments.

Perfected Adjusted Bank of America completed processing this deposit and made adjustments.

1. Click on Deposit list or click on Deposits, and choose an account group


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The deposit list will default to deposits that have been made in this session. If no deposits have been made, no deposits will be listed.

2. Choose the time period for which you want to view:

• For this session: All deposits that have been made during this session

• For Today: All deposits that have been made today

• For the last 10 days: All deposits that have been made in the last 10 calendar days

• All Open Deposits: All open deposits for the last 90 days

• By month: Deposits available by month, for the last 90 days


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Sample Deposit List Screen

Deposits will be listed with their statuses. If a deposit has been transmitted, relevant information (such as when and by whom) can be viewed by clicking on the deposit details ion.

3. Click on the edit this deposit details icon to view the items deposit

4. Click on view this deposits details icon to view the details of the deposit


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66

Sorting Columns within the Deposit List Screen Within the Remote Deposit Service Online application, column data can be sorted by clicking the column title. For example, the Create Date, Deposit Number, Type, Amount ($) columns can be sorted by clicking the column title.

From the deposit list screen, the arrow next to Amount ($) indicates that this column is currently sorting the column data in descending order. Reselecting Amount ($) will re-sort the column in ascending order, and the arrow will point upwards .

Filtering the Deposit List Screen Columns within the deposit list screen can be filtered to show specific information. For example, to view checks with a certain amount range, a filter can be created specifying the range of items to display. The application updates the display to show only the items that meet the filtered criteria.

Note: Multiple filters can be used and the filter applied appears below the column name. For example, a filter can be set on both Amount (specifying the amount range) and Account (specifying a specific account number).

1. From the deposit List Screen, select the filter icon . The input box will appear.


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2. Enter the filter criteria, and select Apply

Results display

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This chapter provides information about areas in the application where reports can be viewed, printed, created, exported or saved.

Reporting Options All reports are standard and are available to all Bank of America Remote Deposit Service Online customers.

Users set up with the Report Viewer role can generate multiple reports from the Reports tab and Generate Reports button from the home page. For a quick view of summary reports, access reports through the Report View Button from the Deposit List Screen.

Operators can view all deposits made in account groups to which they are assigned. Limited Operators can only view deposits to which they have made to account groups they have bee assigned. All other users can view all deposits in account groups. Reports Tab: This option contains standard report files in different formats.

• Generate reports button: This option contains standard

Chapter 9Reporting


69

report files in different formats. • Report view, This option is a quick solution when a page

print is needed. The report view button is available on the Deposit List and Deposit Item list screens

Available report types There are multiple report types available under the Reports Tab and Generate Reports option.

Report Name Description Formats Available

Deposit Status Included in the

Report

User Activity Audit Report

Provides a listing of all user activity recorded in the audit log, in time order, for the specified customer and date and time range. The report can be filtered by User ID.

PDF RTF XLS

N/A

Login Audit Report

Lists user login activity for a specified Customer (or all customers if blank) during a specified date range.

PDF RTF N/A

Deposit Detail by Account Report

Provides a detailed report for all simple deposits.

PDF RTF

Received Received Pending

Perfected Perfected Adjusted

Transmitting Open

Summary of Deposits by Account Report

Provides a summary report for all simple deposits.

PDF RTF



Detailed view for saving and exporting

Quick view for printing


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Report Name Description Formats Available

Deposit Status Included in the

Report Transmitting

Open

Deposit Status Report Provides a summary of simple and remittance deposits by Account Group.

PDF RTF

Received or Perfected/Perfected

Adjusted

Standard Export File Provides an exportable version of simple and remittance deposits.

CSV XLS

Perfected or Perfected Adjusted

Payment Detail Report Provides a detailed report for all remittance deposits.

PDF RTF



Transmitting Open

Payment Summary Report

Provides a summary report for all remittance deposits.

PDF RTF



Transmitting Open

Accessing reports Reports can be accessed from the Reports tab or Generate Reports button on the Home Page. Note: Not all steps will be applicable for every report type.


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1. Choose the Report type: When selecting a report type, an

example of the report can be viewed by clicking on the thumbnail below the drop down menu.

2. Choose the report format- Format will change based on the report type that has been chosen.


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3. Choose date range type.

• Deposit Receipt Date - For perfected deposits

• Posted Date – For deposits that have not been perfected

4. Choose the start and end date range: Images are available for 45 days within the application; supporting data is available for 90 days. Administrators will also have the option of choosing an account group and User ID to refine their report options.


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5. Select Deposit Status (descriptions of each status can be found on page 60 of the user guide).

6. Select whether or not you need images of the items on the report. This feature is available for certain reports.


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7. Click Create report.

8. The report will generate and appear in a list at the bottom of the screen, the status will show as submitted while the report is being generated.

9. The report status will change to completed if a report is retuned with data, or Empty if there is no data.

10. Click on the “Display the saved report” icon to view the report, or delete the report. Reports will be saved for 10 days or until you have generated 10 reports, whichever is fewer

11. You will be prompted to save or cancel the report


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Report View Option While you cannot save a copy of this report to your computer, you can print a copy directly when viewing the report on the screen.

To View a Report/Print a Report by an Account group

1. Click on the deposits tab from the welcome screen.

2. Select an account group by clicking on the task icon next to the account group.


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3. Choose the time period for the list of deposits

4. Click on Report view.

5. Click the report print button to print.


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To View/Print a Report of items within Account group 1. Click on the deposits tab or the Deposit List button from

the welcome screen.

2. Select an account group by clicking on the task icon next to the account group.


78

3. Choose the date for your report

4. Click on edit the deposit details from the deposit list for the deposit you want to view.

5. Click the report view button.


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6. Click Print report.

Chapter 10

There are multiple options for performing research and downloading the results within the Remote Deposit Service Online Application. You may choose up to 5 criteria at a time. The values you enter will be dependent upon the criteria you choose.

Research and image download may be performed by clicking on the Research tab at the top of the Home page.

Performing item research and downloading images


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Choosing Research Criteria

Criteria Description Value Account Group Name Name of the account groups Drop down of available

account groups Bank Sequence number Sequence number of the

item assigned by the bank Free form

Check number Check number of the item Free form Credit amount Dollar value of the deposit Value range Custom field (with qualifier) Custom fields that have been

set up Free form

Debit item account number Debit item Free form Deposit account number Account number where the

deposit was made Free form

Deposit Credit Date/Time Date/Time a deposit was made

DD/month drop down/ 4 digit year, time of day

Deposit number Sequence number of a deposit as assigned by the bank

Value range

Deposit status Status of the deposit Drop down with the following choices Open Transmitting Received Received pending Pending Perfected Perfected adjusted

Item routing transit number ABA/Routing transit of the debit item

Free form

Item status Status of the deposited item Not Queued Deleted User corrected Recognition Complete Pending

Item type Classification of item Bank of America credit item (paper deposit ticket/ virtual deposit ticket) Standard coupon (name specific for remitters) Business Check Personal Check

Posted amount Posted amount of the item Range value


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1. Click on the Research tab.

2. Select the appropriate search criteria.

3. Enter the required values.

4. Click Search.


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6. Choose the items that you want to save, you may select all items by choosing select all or choose individual items by clicking the check box next to the item.

7. Choose report type: There are 4 report types available: CSV, PDF, RTF, and XLS.


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8. Choose whether to include images of the items. The images will appear 4 to a page and include front and back. Images are available for 45 days within the application. Images are available in PDF and RFT.

9. Click Create Report to see the report on the screen and print or save or choose Add to Stored Results to save the report and view or print it later.


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Result: Report displays.

10. Print or save the file.


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Chapter 11

Exit Remote Deposit Service Online 1. Click on the Logoff link in the upper right corner of the application.

Result: The Bank of America Direct home page displays.

Exiting the Remote Deposit Service Online Application


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Chapter 12

Scanner Maintenance

Scanner maintenance includes scanner cleaning and removing ink smudges.

Cleaning your scanner There are two tools to use to clean the scanner: Cleaning card and

Compressed air.

Using the cleaning cards Use the specially designed cleaning card to perform a simple cleaning cycle once a month or every 5,000 checks, whichever comes first. Follow these steps to clean the scanner:

1. Remove the cleaning card from the sealed pouch and insert into the entry feeder as shown to the right.

2. Create a dummy deposit within the application and select Start Capture while grasping the trailing edge of the cleaning card. This action will create the desired “scrubbing” condition with the feed rollers. Repeat this action 3-4 times while rotating the cleaning card each time.

3. Next, perform 3-4 additional scan cycles with the cleaning card, but do not grasp the trailing edge of the card. Rotate the cleaning card each time to ensure that the cleanest part of the card is being used.

4. Delete the dummy deposit.


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Additional cleaning cards can be ordered by contacting our scanner vendor TASQ at 1-866-410-7216

Using Compressed air Use compressed air to clean the scanner frequently. This will eliminate dust, paper fragments, and other foreign bodies that may damage the scanner.

Removing Ink Smudges 1. Check the ink-jet cartridge for leaks. If it has leaked, remove the

cartridge and clean it off, then insert it back in the scanner.

2. Replace Ink Jet Cartridge.

3. Periodically check the condition of the ink jet cartridge and replace it when the ink begins to fade in density on the printed items.

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Chapter 13

Support for Remote Deposit

Using the Help Menu To access the Help menu, click the Help link in the top right corner of the home page. The Help menu changes depending on the page the user is viewing. Within each page, there is topic specific help. Note: The Help Menu is not an interactive support tool (for example, chat is not available).

Get Online Help To access the Help menu, click the Help link in the top right corner of the Home page. The Help menu displays the data specific to the page being viewed.

Note: Online Help is not an Interactive tool (for example, Chat is not available). It displays static help information.

Understand Help Tips Help Tips, different from Online Help, is also located in the top right corner of the page. When Help Tips is turned on, the user can view the tips when he/she selects Show Tips. Tool tips appear when you roll your curser over a button or

Online Help


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field.

Help tips are not available for viewing when the user selects Hide Tips.

Help Tips

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Remote Deposit Service Technical Support Contact the Check21 Help Desk with questions about the following:

• Questions about Remote Deposit Service Online • Questions about Scanners

The Check21 Help Desk is available to take your calls 24 hours a day, seven days a week. • 1.888.367.2521 toll-free (Domestic) or • 1.804.553.6252 outside of the United States

Bank of America Direct Technical Support Contact the Bank of America Direct Technical Care Center (TCC) with questions about the following:

• Bank of America Direct User IDs • Bank of America Direct Passwords • Remote Deposit Service Online Digital Certificates

The Bank of America Direct Technical Care Center is available • 1.888.589.3473 toll free (domestic) (Mon – Sun between 7 a.m. and 9 p.m. Eastern

Time). • 1.704.387.3020 (outside of the United States) (Mon – Sun between 7 a.m. – 6 p.m.

Eastern Time) • Email at [email protected]

If located in Europe, the Middle East, and Africa, please contact Bank of America Direct Customer Support by:

• Email at [email protected] • Telephone at +44 (0) 208.313.2154 (Mon – Sun between 8:00 and 18:00 GMT)

If located in Latin America, please contact your Global Treasury Management Product Specialist. If located in Asia, please contact your Technical Specialist.

mailto:[email protected]

mailto:[email protected]

Appendix A

Acronyms MICR

Magnetic Ink Character Recognition is a term that defines machine readable characters printed in magnetic ink in one of two fonts:

• E13B (used mostly in the Americas) • CMC7 (used mostly in Europe)

OCR Optical Character Recognition refers to recognizing information from image (pictures). The technology is evolving rapidly, with more fonts being recognized and better recognition rates being achieved. OCR is normally used to recognize pre-printed customer and account data on payment coupons.

PDF Portable Document Format

An imaging file format technically developed by Adobe systems. PDF captures formatting information from a variety of applications in such a way that they can be viewed and printed as they were intended in their original application by practically any computer, on multiple platforms, regardless of the specific application in which the original was created. PDF files may be text-searchable or image-only. Adobe® Acrobat, an application marketed by Adobe Systems, is required to edit, capture text, or otherwise manipulate a file in PDF format.

RTF Rich Text Format

A document file format that has been continually developed by Microsoft® for cross-platform document interchange. Most word processors are able to read and write these documents. Documents originated with Rich Text Format have .rtf file extension.


Appendix B

Remote Deposit Service Online Customer Adjustments

When a Remote Deposit Service Online deposit is being processed, a number of verifications take place including:

• Confirming the declared amount of each item

• Confirming each item is negotiable for deposit

• Assessing that the quality of each image is acceptable

• Confirming that the deposit is in balance

When an issue is discovered for a particular item or for the deposit as a whole, the item or deposit will be adjusted as appropriate.

The matrix below details the Remote Deposit Service Online customer adjustments that can be created, whether they would result in a debit or credit to a customer’s account, a description of why the adjustment was created, and what the customer needs to do, if anything, to resolve the issue.


ADJUSTMENT REASON

ADJUSTMENT REASON

CODE

DEBIT OR CREDIT TO

CUSTOMER’S ACCOUNT?

DESCRIPTION OF WHY

ADJUSTMENT WAS RECEIVED

WHAT ACTION DOES THE

CUSTOMER NEED TO TAKE TO RESOLVE?

Debits Do Not Equal Credits

001 Customer could either receive a debit or a credit depending on the error

If an error does not fall into one of the following categories, this adjustment will be created.

No action required

Check Declared for Wrong Amount

002 Customer could either receive a debit or a credit depending on the error

During processing, if an item is determined to have an amount that does match the declared amount of the item, an adjustment will be created for the difference of the two amounts.

No action required

Non-Negotiable Item in Deposit

005 Customer would be debited for the declared amount of this item

If an item is found during processing that is not considered negotiable via Remote Deposit Service Online, an adjustment will be created for the declared amount of the item.

Examples include: savings bond, items without account numbers, cash, store coupons

If the item is negotiable, it should be re-deposited through a channel other than Remote Deposit Service Online.

Foreign Item 011 Customer would be debited for the declared amount of this item

Foreign items are not considered negotiable via Remote Deposit Service Online. If one is found during processing, an adjustment will be created for the declared amount of the item.

The item should be re-deposited through a channel other than Remote Deposit Service Online.

Piggyback 017 Customer would be debited for the declared amount of

A piggyback occurs when two items go through the scanner

Both items involved in the piggyback should be re-


ADJUSTMENT REASON

ADJUSTMENT REASON

CODE

DEBIT OR CREDIT TO

CUSTOMER’S ACCOUNT?

DESCRIPTION OF WHY

ADJUSTMENT WAS RECEIVED

WHAT ACTION DOES THE

CUSTOMER NEED TO TAKE TO RESOLVE?

this item at the same time and there is only one image associated with them. An adjustment will be created for the declared amount of the image.

deposited.

IQA – Bad Quality Image

018 Customer would be debited for the declared amount of this item

Images that are of bad quality cannot be processed. These items will have an adjustment created for the declared amount of the image.

The item should be re-deposited through a channel other than Remote Deposit Service Online.

Image capture error

019 Debit Image missing, Image not legible, image capture error

Locate the items from the referenced deposit. Retrieve the deposit list for the affected deposit and compare the items for which you received credit to the physical items. If there are any physical items for which you did not receive credit, those item(s) will need to be deposited again. You may either deposit these items at a banking center or through Remote Deposit


Appendix C

Icons Remote Deposit Service Online uses icons to communicate messages and information to users.

ICON ACTION PURPOSE

Delete Deletes the associated item.

View Lets you view an item's details.

Edit Lets you edit an item's details.

Selection Alerts you to selectable items.

Filter Lets you create filters.

Alert Draws attention to specified areas or items that required user action.


Appendix D

Troubleshooting, Login, Authentication and Scanner Errors

The table below provides information about login, authentication and scanner errors and potential resolutions. Please note that these are suggestions for making the product work better for you, not a guarantee for seamless service


ERROR PROBABLE CAUSE OF ERROR

POTENTIAL RESOLUTION

You are unable to login to Remote Deposit Service Online

User names and passwords are case sensitive, and passwords must comply with Bank of America’s digital certificate guidelines.

Ensure you enter the correct user name and password as was provided with your digital certification instructions in the e-mail from [email protected].

Contact the Bank of America Direct Technical Support for details about your specific password requirements or continue to be denied access to the application.

You entered an invalid user name or password within Bank of America Direct

User names and passwords are case sensitive, and passwords must comply with Bank of America’s digital certificate guidelines.

Ensure you enter both your correct user name and password as provided to you by Bank of America when your digital certificate was issued. Contact Bank of America Direct Technical Support for details about your specific password requirements.

You entered invalid password information within Bank of America Direct

Re-enter the password information.

There is a password reset option within Bank of America Direct. For more information on logging onto Bank of America Direct, go to http://training.works.com/direct/media/Accessing_BA_Direct_QSG.pdf.

Contact the Bank of America Direct Technical Support if you are still having problems.

The application cannot be accessed

Ensure the correct URL for Bank of America Direct is used.

If the problem persists, contact the Bank of America Check 21 Help Desk.

The computer does not detect the scanner or appropriate

Scanner connections may be loose, scanner is powered off, or driver may not be correctly installed.

• Check all USB and power connections.

• Check that scanner is powered on.

• Contact Check21 Help Desk for assistance with re-installing drivers.


ERROR PROBABLE CAUSE OF ERROR

POTENTIAL RESOLUTION

driver.

The scanner is not functioning properly

Check to see if any items are stuck in the scanner, clear the path and try again.

If the problem persists, close the application, restart the scanner manually by turning the power off and then on, and then restart the application.


Laptop computer fails to detect the scanner.

This error occasionally appears if the scanner is plugged into the USB port on a laptop computer’s docking station.

Be sure that the scanner is plugged into the USB port on the computer, and not into the USB port on the laptop docking station. Docking stations can cause irregular behavior with the scanner operation and should be avoided.

It takes a long time to initialize the scanner each time I want to begin scanning

The scanner takes several seconds (10-15) to initialize when it is powered up and the initial items are scanned.

If you anticipate multiple scanning sessions, you may close the Remote Deposit Service application after you have completed the first session, but you may wish to leave the scanner powered on (the status LED should remain green).

Subsequent scanning session will initialize much more quickly

Two items have been scanned simultaneously

Items have inadvertently stuck together.

Delete the ‘piggyback’ items, remove any substance that may cause them to stick together and rescan

Item appears to be stuck in the scanner

Remove center cover from scanner, clear any stuck items, replace the center cover and then follow scanner jam recovery process.

If problem persists, clean the scanner’s document track.

If unable to re-process item, call Check21 Help Desk.


Appendix E

At the bottom of every item is a line of characters encoded in magnetic ink. This line is called the MICR line. (Magnetic Ink Character Recognition). The pieces of information included in the MICR line may vary from item to item. The following image depicts a typical check, with the MICR line fields labeled.

The table below describes the fields that can appear in the MICR line of a check.

SYMBOL

DESCRIPTION

Aux on-us number. This number is usually the check serial number. This is often included on commercial checks, but never on personal checks.

None EPC number. This is a single-character code that indicates that the item has previously been processed electronically. Most checks do

Sample Check


not have an EPC number.

Transit Routing number. This is the eight- or nine-digit routing and transit number, which indicates the Account group of the paying bank.

Bank on-us number. This field includes the account number and sometimes the check number.

Encoded amount. This is the amount of the check and does not appear on most checks.

Appendix F

Deposit Detail by Account Report

Report Samples


Deposit Status Report

Payment Detail Report


Payment Summary Report

Standard Export File


Summary of Deposits by Account Report


Appendix G

Best Practices and Frequently Asked Questions

Best practices and frequently asked questions Please note that these are suggestions for making the product work better for you, not a guarantee for seamless service.

• Verify that your system meets all technical requirements per the Hardware and Software Requirements documents to aide with system efficiency

• It is important to place the scanner power box at least 18 inches away from your computer and not on top of any other device (printer, etc.) to reduce any interference between the application and the scanner.

• Do not place any electronic items near the scanner (cell phones, BlackBerrys, etc.). • Scanners should be cleaned every 5,000 items or once a month with compressed air

and cleaning cards (additional details may be found in the Scanner Maintenance section on page 78 of the Remote Deposit Service Online User Guide) and cleaning cards may be ordered by calling TASQ at 1-866-410-7216

• Make sure checks are free and clear of debris: staples, paper clips; and that they are facing the same direction and not bent or folded.

• As applicable, if you have Remote Deposit Software installed on your desktop, you must uninstall the software and associated drivers. Please refer to the quick start guide for migration.

• Local Port 80 will need to be open to allow communication with the scanner itself. This port is normally open, unless you are running a web server on the same device.

• We do not recommend using multiple remote capture products or scanners on the same PC. There is no way to determine what the details are behind another banks application or scanner requirements and they may conflict with the Remote Deposit Service Online Application.

• Only US dollar items, drawn on domestic banks, to US dollar accounts may be captured through Remote Deposit Service Online.


• Money orders are not consistently formatted across all issuers. As a result many are too light, too dark or printed on non-standard check stock. Due to these variations, scanners may have a difficult time reading the money order amount fields or recognizing the documents as money orders. The amount field can be manually entered and the item classified as the item is scanned by the user. The same process holds true for WIC and other non-standard checks. WIC checks have busy backgrounds and are typically taller than business and consumer checks and the scanner is looking for the amount in a pre-defined field, however due to the excess height, the amount field may not be read. The user may override the reject; however there is a risk of the item being returned for image quality failure.

• Remote Deposit Service Online provides duplicate detection at the company level. As items are scanned, the application will validates to see if another item with the same account, amount, serial number and ABA number has been previously scanned in the past 45 calendar days. If a duplicate is detected, the operator may override the item if it is not a true duplicate or remove the item from the processing stream. Additional details about duplicates may be found on page 44 of the Client User Guide.

• Scanners must be equipped with printing capabilities and an ink cartridge installed • Do not download scanner drivers from “found new hardware” message. Follow the

instructions in the User guide. • Common Errors documented on the next page


I am unable to log into Remote Deposit from Bank of America Direct

User may not be entitled Verify your administrator has entitled you to Remote Deposit Service Online

The computer does not detect the scanner or appropriate driver

Scanner connections may be loose, scanner is powered off, or driver may not be correctly installed.

• Ensure port 80 is open

• Check all USB and power connections

• Check that scanner is powered on

Contact Check21 Help Desk for assistance with re-installing drivers.

The scanner has jammed, I cleared the hopper, but still can not scan

The recovery process was not completed

It is important to fully recover the scanner jam by clicking “recover”, take the checks out of the scanner, click restart scanner by going to start> programs files> remote deposit web client> restart, wait for the deposit item list to appear prior to loading additional items.

The scanner is not functioning properly

Check to see if any items are stuck in the scanner, clear the path and try again

If the problem persists, close the application, restart the scanner manually by turning the power off and then on, and then restart the application.


Two items have been scanned simultaneously

Items have inadvertently stuck together

Delete the ‘piggyback’ items, remove any substance that may cause them to stick together and rescan.


Frequently asked questions

1. What scanner models are available to purchase, rent or lease? • Digital Check TS 230-65- may be purchased, rented, leased • Digital Check TS 4120- may be purchased rented or leased • Digital CheXpress CX30- purchase only

2. What other scanner models are supported? • Digital Check TS215, TS220, TS220E • Panini My Vision X30/60/90, My Vision XAGP 30/60/90 • Panini Vision X 50/75/100

3. What is the check 21 Help desk number? 888.367.2521

4. Is there a limit to the number of checks that can be processed in a single RDSO deposit (batch)?

Deposits (batches) are limited to 500 items – 499 checks and one deposit ticket/credit record. Remittance deposits are limited to 500 items, 499 checks/remittances and one deposit ticket credit. There is no limit to the number of deposits that you can submit each day.

5. Are images available in the export file? What is the format of the images? Black and white images are available to download in PDF format through the research and report tabs. They are embedded within the file as .tiff files and present four to a page (two front images with corresponding backs). The user can search for an image using the edit find function, but there is not an index within the download file.

6. Can I rescan the original item if it is returned? They original item can not be re-deposited. If an item is returned, the Image Replacement Document (IRD) may be rescanned through RDSO or brought to a branch for processing as the IRD is MICR encoded with a valid MICR line, and is considered a legal document.

• Items are subject to return rules and only items returned for NSF can be re-deposited.

• The item may show as a duplicate on RDSO- meaning the scanner would have recognized that it already scanned a similar item. The duplicate can be overridden.

• The item must not have been already represented.

7. Where can I find a list of the administrator functions? A list of functions for all roles is available in the Administrator user guide.


8. What do account groups do? And are there any limitations? Account groups allow clients to assign a location number to a deposit without having to use a paper deposit ticket. When you log into the application, you will choose an account group in which to make the deposit. This number is passed in the serial number field to all downstream applications including Bank of America Direct. For consistency purposes, the account group number is static. For example, location 1 is always presented as location 1. There is no limit to the number of account groups you can have within your service.

9. How do I access images for research and customer support purposes? How long are these items stored?

All deposited items are available within the Remote Deposit Service application (through specific reports and through Item Research) for 45 business days. Images may also be accessed through Bank of America Direct for 90 days. If images are required after 90 days, clients may contact their banking representative. The bank stores images for 7 years.

10. Can I use Remote Deposit and other banks’ remote capture solutions on the same PC?

There is no way to determine what the details are behind another banks’ application or scanner requirements to know if they will conflict with Remote Deposit Service Online.


Appendix H

Special Instructions for using Internet Explorer version 8.0

1. Log out of Remote Deposit Service Online

2. Open a new browser window

3. From the browser toolbar, Choose Tools

4. Choose Internet Options

5. Click on the Security Tab

6. Click on Internet

7. Click on Custom Level

8. Scroll through the security settings until you find “Display Mixed Contnet”

9. Click Enable

10. Click OK

11. When the pop up appears, click yes


12. Click on Trusted sites

13. Click on Custom Level

14. Scroll through the security settings until you find “Display Mixed Cotnent”

15. Click Enable

16. Click OK

17. When the pop up appears, click yes

18. Click OK to save changes

19. Close out internet browser and re-launch

20. Login to Remote Deposit Service Online

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