Solutions Summit 2014 SmartAnalysis Advanced Features Terri Sullivan.

Solutions Summit 2014

SmartAnalysis Advanced Features

Terri Sullivan

Chesapeake System Solutions, Inc. • Proprietary and Confidential

Advanced Features in SmartAnalysis

• Operational Structures • Additional functionality in comparing accounts

and services within a “pre-set” internal grouping.

• CSV Import• Use CSV files to import service charges, banks,

accounts, signers and contacts.

• G/L Expense Allocations • Set-up configurable allocation files that can be

exported in a comma-delimited file.

• Bulk Statement Archive

Operational Structures



Provide additional functionality in comparing accounts and services within your own pre-set internal corporate organization.

Examples – Districts, regions, geographic locations, subsidiaries, types of businesses within the corporation, etc.


Operational Structures - Preplanning

Make sure your bank information is organized.• Chart out your accounts and document how each

account relates to your newly developed operational structure.

If new accounts are added to your banks, the system alerts you of those new accounts and allows users to add those accounts to your existing structures.

• “Unassigned” Accounts shown in Discrepancy Query

Take note on how your relationship information comes into play with your account information.

• Aggregated accounts roll up to higher levels



• Operational Structure view and Unassigned Account view are only available from the Banking Information module.

• Select view from the toolbar.

• Mix banks and accounts

• Combine “like” account types (depository, disbursement, lock box)


Creating an operational structure

• To create a “Parent “ level Operational structure select

icon.

• To create a subgroup, highlight the “Parent” group and select

icon.



• Point-and-click/drag-and-drop setup

• You can delete, move or add accounts

• You can easily add or delete levels

• You can “explode out” or “fold up” structures

SmartAnalysis Discrepancy QueryAlerts you of new or unassigned accounts



• Confirmation notice will be displayed when assigning accounts to Operational Structures.


Modifying an Operational Structure

• Entire Operational Structures can be deleted.

• or just the removal of individual accounts.


Operational Structure – Fee Query

• Show detailed expenses by internal units

• Export controlled service details to worksheets or other analysis reports.


Reporting on Operational Structures

You can pick specific report criteria using operational structures that show:

• Balance information

• Discrepancy information

• Service Detail information

With the dynamic date functionality you can create monthly expense reports for different structures within your organization.


Operational Structure Reports


Reporting on Operational Structures

Two reports designed specifically forOperational Structures.

• Services By Operational Structure Report provides3 months side by side data of account totals foreach account contained in the selected Operational Structure(s).

• Total Cost By Operational Structure Report providesa breakdown of bank total(s) for each Operational Structure(s) selected.


Operational Structure Reports


Operational Structure Advantages

• You can compare like businesses and services regardless of the bank.

• You can compare volumes in one business unit over another business unit.

• Reports & Queries can be used to produce summary information by district, region or subsidiary.

• Best Practices can be implemented by reviewing trends within your set operational structures.

CSV Importing


IMPORTING INFORMATION VIA CSV FILESThere are numerous opportunities for users to add information into SmartAnalysis using formatted CSV files.

• Users can add banks, accounts and service charges via CSV files• Signers and contacts can be added using CSV

files.

The CSV format is specific for each function.


ADDING BANKS AND ACCOUNTS IN BULK

Bank ABA Bank NameRelationship Account Number

Relationship Account Name

Account Number

Account Name

These fields are mandatory.• Bank ABA – 9 characters• Bank Name• Relationship/Summary Account Number • Relationship/Summary Account Name• Detail Account Number• Detail Account Name

Opening Date

Closing Date

Account Type

Settlement Method TIN GL Account Address 1 Address 2 City State Zip Code Country

Optional Fields – The following fields are optional and can be left blank• Opening Date – mm/dd/yyyy• Closing Date – mm/dd/yyyy• Account Type – choose from the Account Type listing contained in

SmartAnalysis (New types must be added into software prior to importing)

• Settlement Method – A - Automatic Debit• TIN – Tax Identifier Number• GL Account – client determined• Address 1 – street address• Address 2 • City• State – 2 digit State Code• Zip Code – 5 digit Zip Code• Country – 2 digit Country Code



• When opening a CSV in an Excel program, it may look correct but users should confirm accuracy in a program such as text pad or notepad.

Bank ABA Bank NameRelationship Account Number Relationship Account Name Account Number Account Name Opening Date Closing Date Account Type

Settlement Method TIN GL Account Address 1 Address 2 City State Zip Code Country

123456456 ABC Bank 2741600018 RELATIONSHIP SUMMARY 314121 PiDay 9/1/2012 ZBA A 123445657 33333333333 102220 South Dolfield OwingsMills MD 21117 US123456456 ABC Bank 2741600019 RELATIONSHIP SUMMARY 4438989495 CallMe CONCENTRATION A 123445657 33333333333 102220 South Dolfield OwingsMills MD 21117 US123456456 ABC Bank 2741600019 RELATIONSHIP SUMMARY 3141211356 PiDayExtended ZBA A 123445657 33333333333 102220 South Dolfield OwingsMills MD 21117 US



• From the file menu, select Bulk Account Import• Select the

CSV file to be imported• Select Create

Banks and/or Create Relationship Accounts• Finish


IMPORTING SERVICE CHARGES VIA CSV FORMATTED FILE

• Users have the ability to import service charges via a CSV formatted file when an 822 file is unavailable.• New banks, accounts and negotiated fees can

be created by selecting ‘Produce complete baseline’.• Allows import of monthly account analysis fees

• Downside:• No balance information• Add account names after set up


SERVICE CHARGES CSV FORMATTED FILE - Format

SER – Service Charge Line

• Relationship Account – Relationship Account number• Account Number – Detail Account number• Service Code – AFP Code, 6 digits, no spacing, includes preceding zeroes• Unit Price – price per item• Volume• Total Price• Bank Code – Bank determined code• Balance Requirement – Balance Required to offset service charge -optional• Type – Price Identifier Code – optional

• Absence of code defaults to Unit Price Times Quantity• BCH – Base Charge• FCH – Flat Charge• THP – Threshold Price• BBP – Balance Based Price• WSP – Waived Service Price

STM – Statement Line

• Bank Name• Bank ABA – must be 9 characters• Start Date – mm/dd/yyyy• End Date – mm/dd/yyyy• Creation Date – mm/dd/yyyy

(statement date)• DataVersion – 999



• When completing the file be sure to check the formatting.

• It is easier to complete the form using Excel to open the CSV but sometimes the formatting is lost in the process.

• This file looks the same in Excel with correct formatting and incorrect formatting.

FLAG Bank Name BankABA Start Date End Date Creation Date DataVersionSTM Bank of Chessys 123456789 01/01/2014 01/31/2014 03/11/2014 999

FlagRelationship Account Account Number Service Code

Unit Price Volume Total Price Bank Code

Balance Requirement Type

SER 99966656 123456 230 0.1121 1 0.1121 99965 1250000SER 99966656 123456 10101 0.4 1 0.4 G21SER 99966656 123456 10310 0 1 0 51114SER 99966656 123456 0103ZZ 0 1 0 50953SER 99966656 123456 10400 350 1 350 51109SER 99966656 123456 10402 25 1 25 50933SER 99966656 123456 19999 0 1 0 50913SER 99966656 123456 100004 0 1 0 50939SER 99966656 123456 100011 0.1 1 0.1 51648SER 99966656 123456 100015 0.0025 1 0.0025 51606SER 99966656 123456 100015 0 1 0 51651SER 99966656 123456 100016 0.155 1 0.155 51650SER 99966656 123456 100040 3 1 3 51643SER 99966656 123456 100044 0.0728 1 0.0728 51644



Correct format

• Notice the preceding zeroes are present

000230• Dates in

correct format



Incorrect format

• Notice the preceding zeroes in the SER lines are missing



Incorrect formatted file

Negotiated fees• Service codes

do not have the appropriate spacing

• Preceding zeroes are missing

• Incorrect descriptions



Correctly formatted file

Negotiated fees• Service

codes have the appropriate spacing

• Preceding zeroes present

• Descriptions are displayed



To import your CSV file:• Go to Banking

Information• Import Statement• Select your file• Change file type to

CSV• Select ‘Produce

complete baseline’ only if a new bank is being created

• Finish


Importing Signers (RM)Signers are imported within the Signers View.

To access Signers View:• Users must

be in Banking Information

• Go to View

• Select Signers View

• Signers View window will open in the lower left corner


Importing Signers (RM)

Signer CSV file format:

Lname,Fname,Title,Limit,Email,Dept,Phone,AltPhone,Fax,Mobile,"Type(F,M,A)“

“Type”:F = FacsimileM = ManualA = All

Example:


Importing Signers (RM)

To import Signers:

• While in Signers View, go to the import icon.

• Select CSV file to be imported.

• CSV Signer Import Notice will be displayed

• No duplicate signers will be imported


Importing Contacts

Contacts can be added on the bank level, the relationship summary level and detail account level.


Importing Contacts

Contact CSV file format:

• Name,Title,Email,Dept,Phone,AltPhone,Fax,Mobile,Address,City,State,Zip

• Name and email are mandatory fields.• All other fields are optional.

Name Title Email Dept Phone AltPhone Fax Mobile Address City State ZipTerri Sullivan Implementation Specialist [email protected] 443-898-9478 10461 Red Run Circle Owings Mills MD 21117Sam Smith Implementation Specialist [email protected] 443-898-9478 10461 Red Run Circle Owings Mills MD 21117

Sample File:


Importing Contacts

• Select Import.

• Choose the Contact CSV file.

• Notification will be displayed.


CSV Import Summary

• Data can be imported into SmartAnalysis using CSV formatted files.• Banks and accounts - Bulk Account

Import• Monthly service fees • Signers• Contacts

• When opening a CSV in an Excel program, it may look correct but users should confirm accuracy in another program such as text pad or notepad.

G/L Expense Allocations



• You can set-up custom allocation of net service charges that can then be easily exported into a .CSV file from SmartAnalysis.

• Once the files have been created you can export the file and upload that information to your GL or use it to populate a worksheet showing allocated charges to other business units.

• General Ledger allocation can be on the detail account level or relationship level.


G/L Allocations – PreplanningDecide the level of allocation:

• Relationship Level

• Account Level

Map out the accounts and amounts that you want allocated:

• What percentage of the expense goes where?

• Do earnings credits come into play?

• What GL accounts will you be using (optional)?



Select a relationship or detail account

Build and validate the allocation

• Debit and Credit Account #

• Allocation %

• “10” customized fields for entry identification

This setup is allocating summarized net charges.

RememberCheck the “Use for GL Export” box to engage the allocation.


G/L Expense Allocation Results

Once your allocations are set; you select “Export GL Data” under the main File menu and save the allocation for review.

Note: This is just a flat file (.csv) • You can convert this data to any format, then upload it to your GL.

• You can even pull this data into a spreadsheet and add additional information.

Account DR_CR Amount Field 1 Field 2 Bank Name ABA # Account Name Account # % Date12345 CR 292.38 Corporate analysis fees Bank Of America California 121000358 CHESAPEAKE LLC 23456 50.00% 9/1/2013

123567-001DR 292.38 Corporate analysis fees Bank Of America California 121000358 CHESAPEAKE LLC 23456 50.00% 9/1/201312345 CR 292.38 Field offi ces analysis fees Bank Of America California 121000358 CHESAPEAKE LLC 23456 50.00% 9/1/2013

123567-002DR 292.38 Field offi ces analysis fees Bank Of America California 121000358 CHESAPEAKE LLC 23456 50.00% 9/1/201312345 CR 13,813.12 analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 50.00% 9/1/2013

123568-001DR 13,813.12 analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 50.00% 9/1/201312345 CR 9,669.18 sub analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 35.00% 9/1/2013

123568-002DR 9,669.18 sub analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 35.00% 9/1/201312345 CR 4,143.93 analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 15.00% 9/1/2013

123568-003DR 4,143.93 analysis fees Bank Of America California 121000358 RELATIONSHIP SUMMARY 1299 15.00% 9/1/2013



• Ensure the structure of the statements you're trying to export precisely match the structure of the bank setup.

• Ensure each of the statement accounts being exported contains one of the following codes in the Balance Section of the statement:

• 00 03 00 - Service Charges - Total - Current Period

• 00 03 A0 - Service Charges Invoiced

• SC - Total Service Charges-Current Period

and one of the following:

• 00 02 40 - Earnings Allowance

• 8 - Earnings Credit

• For General Ledger amounts that are negative, ensure that Excess Earnings Credit Account Allocations are set up.


G/L Allocations - Advantages

• Quick distribution of charges

• Better expense control

• Variable allocation methods:

• At the Relationship Level• At the Account Level• Some portion at the Corporate Level• Some portion at the Unit Level

• Easy exporting

• The .CSV file can be imported to a General Ledger or used to invoice other business units.

Bulk Statement Archive


Bulk Statement Archive

• Allows users to do a bulk archive of statements based on a date range.

• The archive can be based on individual banks or all banks.


Bulk Statement DeleteAfter the statements have been archived, users can use the Automatic Statement Archive to delete archived statements. Only statements that have been archived will be deleted using the bulk deletion. This is handled the same way as archiving but the user would select the delete option.

PLEASE BE AWARE THAT DELETING STATEMENTS WILL PERMANENTLY REMOVE THE DATA FROM YOUR DATABASE AND CANNOT BE UNDONE.

Any Questions?

Solutions Summit 2014 SmartAnalysis Advanced Features Terri Sullivan.

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