Remote Deposit Services Online User Guide

Transcription

Remote Deposit Service Online
Bank of America Direct®
Customer User Guide
00-35-3868NSB
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.
2
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
1
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
ii
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.
(batch)?
Is there a limit to the number of checks that can be processed in a single RDSO deposit
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
3
Special Instructions for using Internet Explorer version 8.0............ 112
iv
Remote Deposit Service Online User Guide
Chapter
1
Introduction
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.
5
REGION
U.S. (Domestic)
CUTOFF FOR CURRENT DAY
PROCESSING
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)
10:00 p.m. ET
The 1st four digits of a WBS account
determines ET or PT:
9:00 p.m. PT
•
# 1901 Miami (ET)
•
# 6290 California (PT)
•
# 6550 New York (ET)
6
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:
2
•
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 ninedigit 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.
The declared amount (and the total amount of the deposit) cannot exceed $99,999,999.99.
7
•
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.
8
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.
9
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)
10
Tabs- not
all tabs
will be
available
to all users.
All screen
shots are
for
illustration
purposes
only
Customer User Roles and Functions
Role
Function
The Welcome
Page for this
role Displays
the:
Operator
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
View Deposits
Home,
Deposits,
Reports,
Research and
Administration
11
Limited Operator
Customer Service
Representative
Financial Officer
Report Viewer
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 Reports
View Deposits
Read account data
Read user data
Request Reports
View Account Groups
View Customer Details, including account data
View Deposits
Assign Account to account group
Create/Read/Update/Delete Account Groups
Read account data
Request Reports
Transmit Deposits To Bank, including approve
deposit
View Account Groups
View Customer Details, including account data
View Deposits
Read user data
Report On Client’s Users
Requests Reports
Home,
Deposits,
Reports,
Research and
Administration
Home,
Deposits,
Reports,
Research and
Administration
Home,
Deposits,
Reports,
Research and
Administration
Home,
Reports,
Research and
Administration
12
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.
13
Hardware and Software Requirements
Operating System
Other
Microsoft Windows XP (any 32 bit edition )
Display – Adapter and monitor capable of 1024 x 768 display with at least
Windows Vista (any 32 bit edition)
256 colors
Peripherals - Standard 101-keyboard and 2-button mouse
Scanners Sold for Use with Remote Deposit Service Online
Scanner/Printer Connectivity
The following scanners are offered for purchase, rent, or lease by
Bank of America and are supported in the Remote Deposit Service
Online product.
USB port - 2.0 is required.
Digital Check TS230, TS4120
The following scanner is offered for purchase for use with Remote Deposit
Service Online.
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
Digital CheXpress CX30
Additional Scanners Supported by Remote Deposit Service
Online
Note: All scanners must be purchased with printing capability
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
14
Hardware and Software Requirements- by Scanner Model
Hard Drive
Min/recommended
Processor
Min/recommended
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
Windows XP/Vista:
250 Kbits/sec
Vista: 1 GB/2GB
1 GHz Pentium III/ 2.4
GHz Pentium IV
1.5 GByte free space on
hard drive is required for
installation and operation
Microsoft Internet
Explorer version 6.0 or 7.0
Digital Check TS 4120
XP: 512MB/1G:
Windows XP/Vista:
400 Kbits/sec
Vista: 1 GB/2GB
1.4 GHz Pentium III/ 2.4
GHz Pentium IV
Microsoft Internet
XP: 512MB/1G
Windows XP/Vista:
100 Kbits/sec
Vista: 1 GB/2GB
1.6 GHz Pentium III/ 2.4
GHz Pentium IV
Microsoft Internet
XP: 256 MB/ 512 MB
Windows XP/Vista:
100 Kbits/sec
Vista: 1 GB/2GB
1 GHz Pentium IV
1 GByte free space on hard
drive is required for
Microsoft Internet
XP: 256 MB/ 512 MB
Windows XP/Vista:
200 Kbits/sec
Vista: 1 GB/2GB
1 GHz Pentium IV
Microsoft Internet
XP:512MB/ 1GB
Windows XP/Vista:
300 Kbits/sec
Vista: 1 GB/2GB
1.2 GHz Pentium IV
Microsoft Internet
XP:512MB/ 1GB
Windows XP/Vista:
167 Kbits/sec
Vista: 1 GB/2GB
1.2 GHz Pentium IV
Microsoft Internet
XP:512MB/ 1GB
Windows XP/Vista:
250 Kbits/sec
Vista: 1 GB/2GB
1.2 GHz Pentium IV
Microsoft Internet
XP:512MB/ 1GB
Windows XP/Vista:
334 Kbits/sec
Vista: 1 GB/2GB
2.0 GHz Pentium IV
Microsoft Internet
Scanner Model
Digital CheXpress
Panini MVX 30 DPM
Panini MVX 60 DPM
Panini MVX 90 DPM
Panini VX 50 DPM
Panini VX 75 DPM
Panini VX 100 DPM
Memory
15
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
16
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
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.
17
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.
18
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.
19
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
20
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
2. Click on Remote Deposit Service Online.
Result: The Remote Deposit Service Online Welcome Page
displays.
21
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.
22
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.
23
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.
24
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.
25
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
26
Chapter
3
Getting Started
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.
27
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.
28
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.
29
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.
30
Chapter
4
Making Deposits
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.
31
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.
32
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:
33
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
34
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.
35
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
36
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)
37
Virtual Endorsement
Horizontal
spray
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.
38
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
39
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.
40
Chapter
5
Balancing Deposits
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
41
.
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.
42
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.
43
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
in the text box. There can be multiple error types:
mark
•
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.
44
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: .
45
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.
46
Sample shows item
mis read, mis
classification and
missing custom field
data
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.
47
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.
48
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.
49
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.
50
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.
51
Chapter
6
Editing non-required (editable) custom
fields
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
Numeric
############################0 1234567
Any
combination of
numbers, up to
100 characters in
length
Currency
$##,###,###.00
Dollar amount
up to the
maximum of
$99,999,999.99
$99,999,999.99
DESCRIPTION
52
includes dollar
sign and commas
Dollar amount
up to the
maximum of
$99,999,999.99
does not include
dollar sign and
commas
########.00
9999999.99
Text
123abc!@#
Apt 12
Free form text,
up to 100
characters in
length
Date
Mm/dd/yy
01/12/09
Formatted text
Mm/dd/yy hh:mm:ss
Mm/dd/yyyy
Mm/dd/yyyy hh:mm:ss
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.
53
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).
54
6. Click Save.
7. Continue until all items have been updated.
55
Chapter
7
Transmitting a deposit made by a
limited Operator
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.
56
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.
57
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.
58
3. From the deposit list, click the Edit icon,
that should be assigned.
for the deposit
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.
59
6. Click Save.
Result: The message confirms the deposit was reassigned
60
Chapter
8
Using the deposit list screen
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:
61
STATUS
Open
DESCRIPTION
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
62
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
63
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
deposit
4. Click on view this deposits details icon
the details of the deposit
to view the items
to view
64
65
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
box will appear.
. The input
66
2. Enter the filter criteria, and select Apply
Results display
67
Chapter
9
Reporting
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
68
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
Detailed view for saving and
exporting
Quick view for printing
Available report types
There are multiple report types available under the Reports Tab and Generate Reports
option.
Report Name
Description
Formats
Deposit Status
Available
Included in the
Report
Provides a listing of all user
activity recorded in the audit
PDF
User Activity Audit
log, in time order, for the
N/A
RTF
Report
specified customer and date
XLS
and time range. The report
can be filtered by User ID.
Lists user login activity for a
specified Customer (or all
PDF
Login Audit Report
N/A
customers if blank) during a
RTF
specified date range.
Received
Received Pending
Deposit Detail by
Provides a detailed report for
PDF
Perfected
Account Report
all simple deposits.
RTF
Perfected Adjusted
Transmitting
Open
Received
Summary of Deposits
Provides a summary report
PDF
Received Pending
by Account Report
for all simple deposits.
RTF
Perfected
Perfected Adjusted
69
Report Name
Description
Provides a summary of
simple and remittance
deposits by Account Group.
Provides an exportable
version of simple and
remittance deposits.
Deposit Status Report
Standard Export File
Formats
Available
PDF
RTF
CSV
XLS
Payment Detail Report
Provides a detailed report for
all remittance deposits.
PDF
RTF
Payment Summary
Report
Provides a summary report
for all remittance deposits.
PDF
RTF
Deposit Status
Included in the
Report
Transmitting
Open
Received or
Perfected/Perfected
Adjusted
Perfected or
Perfected Adjusted
Received
Received Pending
Perfected
Perfected Adjusted
Transmitting
Open
Received
Received Pending
Perfected
Perfected Adjusted
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.
70
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.
71
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.
72
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.
73
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
74
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.
75
3. Choose the time period for the list of deposits
4. Click on Report view.
5. Click the report print button to print.
76
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.
77
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.
78
6. Click Print report.
Chapter
10
Performing item research and
downloading images
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.
79
80
Choosing Research Criteria
Criteria
Account Group Name
Description
Name of the account groups
Bank Sequence number
Sequence number of the
item assigned by the bank
Check number
Check number of the item
Credit amount
Dollar value of the deposit
Custom field (with qualifier) Custom fields that have been
set up
Debit item account number
Debit item
Deposit account number
Account number where the
deposit was made
Deposit Credit Date/Time
Date/Time a deposit was
made
Deposit number
Sequence number of a
deposit as assigned by the
bank
Deposit status
Status of the deposit
Item routing transit number
Item status
ABA/Routing transit of the
debit item
Status of the deposited item
Item type
Classification of item
Posted amount
Posted amount of the item
Value
Drop down of available
account groups
Free form
Free form
Value range
Free form
Free form
Free form
DD/month drop down/ 4
digit year, time of day
Value range
Drop down with the
following choices
Open
Transmitting
Received
Received pending
Pending
Perfected
Perfected adjusted
Free form
Not Queued
Deleted
User corrected
Recognition Complete
Pending
Bank of America credit item
(paper deposit ticket/ virtual
deposit ticket)
Standard coupon (name
specific for remitters)
Business Check
Personal Check
Range value
81
1. Click on the Research tab.
2. Select the appropriate search criteria.
3. Enter the required values.
4. Click Search.
82
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.
83
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.
84
Result: Report displays.
10. Print or save the file.
85
Chapter
11
Exiting the Remote Deposit Service
Online Application
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.
86
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.
87
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.
88
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.
Online Help
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
89
field.
Help tips are not available for viewing when the user selects
Hide Tips.
Help Tips
90
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.
91
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.
If the item is
negotiable, it should
be re-deposited
through a channel
other than Remote
Deposit Service
Online.
Examples include:
savings bond, items
without account
numbers, cash, store
coupons
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
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.
WHAT ACTION
DOES THE
CUSTOMER
NEED TO TAKE
TO RESOLVE?
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].
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.
The
application
cannot be
accessed
Ensure the correct
URL for Bank of
America Direct is
used.
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.
Contact the Bank of America Direct Technical
Support for details about your specific password
requirements or continue to be denied access to the
application.
Contact the Bank of America Direct Technical
Support if you are still having problems.
If the problem persists, contact the Bank of
America Check 21 Help Desk.
•
Check all USB and power connections.
•
Check that scanner is powered on.
•
Contact Check21 Help Desk for assistance
with re-installing drivers.
PROBABLE
CAUSE OF
ERROR
POTENTIAL RESOLUTION
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 (1015) 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).
Two items
have been
scanned
simultaneou
sly
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.
ERROR
driver.
If the problem persists, contact the Bank of
America Check 21 Help Desk.
Subsequent scanning session will initialize much
more quickly
If unable to re-process item, call Check21 Help
Desk.
Appendix
E
Sample Check
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.
SYMBO
L
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
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
Report Samples
Deposit Detail by Account Report
F
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
The computer does not
detect the scanner or
appropriate driver
User may not be entitled
Verify your administrator
has entitled you to Remote
Deposit Service Online
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
•
The scanner has jammed, I
cleared the hopper, but still
can not scan
The recovery process was
not completed
The scanner is not
functioning properly
Check to see if any items
are stuck in the scanner,
clear the path and try again
Check that scanner is
powered on
Contact Check21 Help
Desk for assistance with reinstalling drivers.
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.
If the problem persists,
close the application, restart
the scanner manually by
turning the power off and
then on, and then restart the
application.
If the problem persists,
contact the Bank of
America Check 21 Help
Desk.
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 redeposited.
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

Remote Deposit Services Online User Guide

Transcription

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