Business Online Banking Help
Balance Reporting |
Administration
ACH Origination
|
Wire Transfers
General System Navigation |
|
||||||
Balances
The Balances screen displays a listing of accounts to which you have access online. From the Balances page you can also access additional balance and account information , and access the Cash Worksheet and the CD Cash Value Worksheet.
Navigation Tip: You can go directly to the Transaction screen for each account by clicking on the account name.
Additional Balance Information
To view Additional Balance information:
- Click the Detail link for the account. Additional Balance information specific to this account will be displayed.
Cash Worksheet
The Cash Worksheet is a form that is populated with today's beginning balance. This form allows you to project your future cash position for this account by simply entering values representing future account activity.
- Click the Worksheet link for thedeposit account.
- Enter the value of the activity that you are anticipating into each applicable field. The worksheet will update following each entry.
- Click the "Back" button on your browser to return to the Balance screen or select Balances from the navigation side bar.
CD Cash Value Worksheet
The CD Cash Value Worksheet allows you to calculate the redemption value of a CD.
- Click the Worksheet link for the Certificate of Deposit account on which you would like to calculate the redemption value.
Transactions
The Transactions screen displays detailed transaction information (account register) for a particular account. At the Transaction screen you can view transaction information (posted and pending), edit and categorize transactions, submit stop payment requests and perform research on your transaction history.
Usage Tip: Under Register Specifications you can control how far in advance of the processing date your pending Internet initiated transactions show up on the Register. Enter any number between 1–30 and the next occurrence of the pending transaction will be displayed.
Edit Transaction
The Edit Transaction screen allows you to edit transaction and category information for a specific transaction. You can change the transaction description, category, and memo line. You can also split transactions into different categories
To edit a transaction:
- Select the EDIT link for the transaction you wish to edit.
- From the Edit Transaction screen enter the desired information
- Select Continue. You will be returned to the transaction register screen where you selected the transaction to edit.
Delete Transaction
From the Transaction screen you can select to delete any pending transaction that is not already in the processing status.
To delete a transaction:
- Select the DELETE link for the transaction you wish to delete
- You should receive a message to verify that you want to delete the transaction.
- Select Delete. You will be returned to the transaction register screen where you selected the transaction to delete.
View Check Image
With View Check Image you are able to view the front and/or back of a check from the Online Register.
To view a check image:
- From the Online Register screen, Click on any underlined check number listed in the NUM column.
- You will be taken to an image of the item.
- Print or save a screen shot of the image for your records if needed.
- Click the Back button on your browser to be taken back to the Online Register.
Usage Tip: You can also view check images from Reports and Research by using the same process of clicking the underlined check number.
Split Transaction
If you want to split a transaction for more accurate reporting, you can use the Split Transaction button to divide a transaction into different categories. This will only affect your online information for tracking and reporting.
To split a transaction:
- Select the Split Transaction button from the Edit Transaction screen. A grid will be displayed where you can assign multiple categories to one transaction.
- Select the category and change the amount as needed.
- Select Continue when finished. You will be returned to the transaction register screen where you selected the transaction to split.
Edit Categories
From the Edit Transactions screen you can choose to edit the categories in changing the category name, description or type (expense or income).
To edit a category:
- Select the Edit Categories button.
- A list of categories for which you have access will be displayed.
- Select the EDIT link for the category you wish to edit.
- Complete the desired changes.
- Select Submit. You will be returned to the category list.
Note: ""System"" categories will not be displayed for Edit.
Delete Category
From the Edit Transaction screen you can choose to delete categories that you no longer need.
To delete a category:
- Select the DELETE link to the for the category you wish to delete.
- Choose a replacement category for all transactions attached to the category that will be deleted.
- Select Continue. You will be returned to the category list and the category deleted should no longer appear.
Note: You cannot delete ""System"" categories.
New Category
While editing transactions you can add categories if needed. To add a category:
- Select the Edit Category button from the Edit Transaction screen.
- Select New Category button from the category listing screen.
- Enter the category name, description and type (expense or income).
- Select Continue. You will be returned to the category list.
Stop Payment
From the Transactions screen you can select the Stop Payment button to submit an electronic stop payment request.
To submit a stop payment request:
- Select the account on which the item was drawn.
- Enter the starting and ending check number, date, and amount.
- Enter the payee name.
- Enter a reason for the stop payment.
- Click Continue to submit the stop payment request.
- Should the online system find a matching item in the online register, you will be given a message that, "the item has already been paid. Please check the register page for details." You will not be allowed to submit a stop payment request for this item using the online system.
- Click Cancel. You will be taken back to the Register page.
Note: Read the stop payment policy presented on the Add Stop Payment screen carefully before submitting a stop payment request.
Canceling a Stop Payment: You must contact your bank to cancel a Stop Payment request.
Research
The Research screen allows you to find a specific transaction and view it online.
To research a transaction:
- Click on the Research button from the transaction register.
- Select the account on which you would like to perform a Search.
- Select whether your search should include only posted items, only pending items, or both.
- Select the description you would like to sort on or select "all descriptions".
- Select the date type and enter the date range
- Activity - the date the item was received
- Post - the date the item posted to your account
- Effective - the date the item effected the balance of your account
Note: All dates may be the same on any single transaction- Select whether you would like to omit either Checks & Withdrawals or Deposits & Credits.
- Fill in the date range, check number range, the amount range and how the information should be sorted.
- Fill in the date range, check number range, the amount range and how the information should be sorted.
- Click Submit. You will be shown the transaction/transactions matching the criteria submitted or a message stating there are not items meeting the requested criteria. You can click on Please Re–Specify Your Research Request to be returned to your request for modification.
- Click the Register button to be returned to the transaction register.
Reports
The Reports screen gives you a list of reports that you can create, view, print, or export.
To run a report:
- Click on the report name of the report you wish to view.
- For some reports you will need to select criteria from drop–down menus to customize your report.
To print a report:
- Use the print version button at the bottom of the report once the report has been created.
To export report information:
- Click on File Export under the Other Reports sub title on the List of Reports screen.
- Select the File Format you would like to export (see explanation of export format in the Note below).
- Select the account number for which you areexporting information.
- Select the category you would like to export.
- Select a Preset Date Range.
- If you selected Custom in the Preset Date Range, enter the information for the date range you would like to export in the Custom Date Range fields provided.
- Under Options select whether or not you would like to mark the transactions as cleared or whether or not you would like to include the Reference number for scheduled payments.
- Click the Export Transactions button at the bottom of the screen.
- You will be presented with a Windows File Download pop up screen, select Save this File to Disk, click OK.
- You will be presented with a Save As pop up window where you can identify where you would like the system to place your export file.
- From the Save As pop up you can choose to rename the file to something meaningful to you.
Note: Use the Comma Separated Value (CSV) file format to create a worksheet in Excel or for import into other accounting software that will accept this type of file format. The export file name is History.csv.
The file layout for the CSV file is:
Account Number, Posting Date, Amount, Category Number, Category Name, Reference Number, Memo, Description, Code, Identifier, Location Code.
The following reports are available:
Balance Reporting
- Balance Detail – All reported balances for all accounts or specific accounts for a specific date.
- Balance History – Selected balances for a range of dates and calculated average for date range.
- Balance Summary – Selected balances for a specific date with totals.
- Statement Detail – Snapshot statement information and transactions displayed by classification (electronic transactions, deposits, ATM, point of sale, debit card and other transactions) since the last statement date for checking and savings account types.
- Statement Summary – For all or specific accounts it will display the beginning balance, number of increases and decreases and the ending balance for the dates selected.
- Transaction Detail – Itemized transaction detail for a date range.
Bill Payment:
Categorization:
- Category Detail – Transaction detail by categories (transfers, income, expenses an uncategorized) for a date range.
- Category List – A list of all categories.
- Category Summary – A summary of transactions for each category (transfers, income, expenses an uncategorized).
Other:
File Export – Produce export file for importing into other software.
Transfer Funds
From the Transfer Funds Screen you can review pending transfers from the transfers listing, add transfers, or delete transfers that have not been processed.
Note: Please read the Transfer Funds policy on the Add Transfer screen regarding the timing of account transfers and when they will be processed.
Add Transfer
From the Transfer Funds screen you can create a transfer between two accounts within your profile.
To transfer funds between accounts:
- Enter the amount of the transfer.
- Select the account you wish to transfer from.
- Select the account you wish to transfer to.
- Enter the date you wish the transfer to be processed.
- Enter the recurrence schedule and number of recurrences desired. Entering 999 will ensure that the transfer occurs until stopped.
- Click Continue: You will be taken to the Transfer Listing where you can view a list of transfers in the queue to be pulled for processing.
Note: Only the next instance of a recurring transfer will be displayed on the Transfer Listing, however, you will be able to view the number of instances this transfer will occur in the Recurrences column of the grid.
Navigation Tip: To edit a scheduled transfer, simply delete the transfer from the Transfers Listing and re–enter the transfer with the new information from the Add Transfer screen.
Delete Transfer
If a transfer was created in error and it has not been processed you can delete the transfer.
To delete a transfer:
- Select the DELETE link for the transfer you wish to delete.
- You will receive a message to verify that you want to delete the transfer.
- Select Delete. You will be returned to the Transfer Listing screen.
Note: Only transfers that are not in process are available on the Transfers Listing page; transfers in process will be displayed in your appropriate Online Register as pending or posted.
Navigation Tip: Deleting a recurring or scheduled transfer from the Transfers Listing screen will delete all future dated occurrences of the scheduled transfer. You do not have to remember to delete every instance of the transfer.
The Accounts screen allows you to view a list of all accounts by type (e.g., checking, savings, investment and loan) available on the online system. The screen will show the account name, account number and what functions can be performed on the account. Also, from this screen you are able to add accounts, edit accounts and delete accounts.
Add Account
You can add existing accounts to the online system. It does not allow you to open a new account.To add an account to your Internet profile:
- Select the Add Account button from the Accounts screen.
- On the Add Account form presented enter the company name, account number and account name.
- Select Continue. You will be returned to the Accounts screen.
Note: The system administrator will review your request and if all information is correct the account will be added. You will see your account once it is approved and the information can be made available online.
Edit Account
From the Edit Accounts page you can manage all accounts assigned to your Internet profile.To edit an account:
- Select the EDIT link for the account you wish to edit. The following edits may be performed:
- Re–name the account.
- Assign account to a different company if you currently use Subsidiaries.
Transfers
- If available for the Account type, select whether transfers can be made "to" the account, "from" the account or "both".
- Specify the maximum dollar amount of any single transfer from this account.
- Specify the maximum dollar amount that can be transferred from this account on any single day.
- Specify the maximum number of transfers that can occur "from" this account on any single day.
Wire Transfers
- Specify the maximum dollar amount of any single outgoing wire transfer that can be sent from this account.
- Specify the maximum dollar amount that can be wired from the account on any single day.
- Specify the maximum number of outgoing wire transfers that can occur on any single day from this account.
Note: If you do not set Wire limits on an account, it cannot be used as an ordering account through the Wire Transfers Module.
ACH Offset Account
- Fields showing the Maximum Debit/Withdrawal Offset Amount and the Maximum Credit/Deposit Offset Amount will be shown if you are required to use the generated offset functions built into the system.
Usage Hint: If you are required to use generated offsets, do not include the offsetting entry within your batches. The entry will be created and added to the batch when the batch is Released for processing.
- Select Continue. You will be returned to the Accounts screen to view the changes made.
If the account is used to offset your ACH batches, you can view the limits they have set for the account.
Delete Account
From the Accounts screen you can choose to delete an account that you no longer want available in the online system. This does not close your account.To delete an account:
- Select the DELETE link for the account you wish to delete.
- You will receive a request to confirm that you want to delete the account.
- Select Continue. You will be returned to the Accounts screen where you will no longer see the account listed.
The Company Setup page allows you to set parameters that apply to your usage of the system – it is only available if you have a module that requires it. The following functionality is controlled on the Company Setup Page.
To setup a company:
- Select the Company Name and click Update.
Note: Company drop down box will only appear if you have Subsidiaries associated with your sign on.
ACH
- Specify if Prenotes should automatically be generated for PPD batches. (Available only if prenotes are enabled). If checked, each time you create a new PPD entry, or alter the routing or account numbers on an existing entry, a prenote will automatically be generated and released for processing.
- Specify the maximum dollar amount for a single ACH deposit transaction.
- Specify the maximum dollar amount for a single ACH withdrawal transaction.
- Specify the maximum deposit total for a batch.
- Specify the maximum withdrawal total for a batch.
- Specify the number of approvals required for each available batch type.
- Specify the number of approvals required for a sensitive batch.
Usage Tip: Batches are labeled as Sensitive at the Batch Template level. When a template or batch is “sensitive”, only users with rights to sensitive batches can view or edit those batches.
Wire Transfers
Specify the number of approvals required before a Wire can be Released for processing. You can choose to enforce 0, 1, or 2 approvals for each of the following categories. The system administrator can choose to force 2 approvals for Templates and Thresholds. If this setting has been selected, the field will not be available for you to edit.
- For Wire Templates – approvals will be required when a Wire Templates is changed or added to your Wire Transfers system.
- For All Wires – approvals will be required before you can Release a Wire to the institution for processing.
- For Above Thresholds – the system administrator require that you use Thresholds. If Thresholds are used, you must perform approvals if the Wire Amount is above the Threshold Amount of the Wire Template.
User Setup
User Setup is where you set up users to access the system. The users that you set up can be Employees, Accountants, Bookkeepers, or anyone that you feel should have access to your financial information.
Risk Management Tip: You will be able to give users access to all or some of the functionality available. It is important to understand that assigning certain functions to subsequent users is just like handing those users your checkbook – treat those functions accordingly. You will need to manage your users to ensure that only the functionality that is applicable to their job is assigned to them. And, if the user ever quits performing that job, you will need to disable or delete their access rights immediately.
Security Information: The system administrator can choose to require an approval for changing a users setup. Two individuals will need to review and approve the addition of new users or the editing of existing users.
The User Setup screen displays a listing of all users and their rights.
Add User
To add a new user, click the Add User button at the top of the User Setup page.User Information:
- Enter User's name.
- Assign the user a Sign–On ID for access to the system.
- The Disable User checkbox is used to deny a user access to the online system without completely deleting them.
- Enter a Password for the new user.
- Reenter the Password to verify.
Administrative Rights
- Manage Accounts – gives the user access to the Accounts function in the Administration module.
- Manage Users – gives the user access to the User Setup function in the Administration module. (It is recommended that you reserve this functionality for only high level employees or owners).
- Manage Company – gives the user access to the Company Setup function in the Administration module.
- Reports – gives the user access to the Reports in the Administration module.
Balance Reporting
- View – allows the user to see balance and transaction information for the account.
- Stops –allows the user to place stop payment requests on the account.
- Transfer – allows the user to create transfers from the account.
ACH
- Setup Templates – gives the user the ability to Add, Edit, and Delete ACH Batch Templates. Normal and Sensitive Batch Rights drop down selections (assigned below) determine what the user can change if they are allowed to Setup Templates.
- Add Batches – gives the user the right to add batches based on templates (a.k.a., turn a template into a batch).
- Edit Batches – gives the user the right to edit batch information and entries based on the Normal and Sensitive Batch Rights assigned below.
- Release Batches – gives the user the right to release Approved batches for processing.
- First Approval – allows the user to provide first approval to batches up to limit specified.
- Second Approval – allows the user to provide the second approval (if required) up to the limit specified.
- Normal Batch rights:
- No Change Rights – user cannot edit transactions in a batch or Template. However, if they have Edit Batches or Setup Templates and "No Change Rights" are assigned the user can edit the Batch Information (batch name, type, etc.) but not transaction information.
- Change Amounts Only – user can only change values in the Amount column in the Transaction grid.
- Change Everything Except Account Information – user can change all values the the Transactions grid except Account Number and Routing Number.
- Change Everything – user can change all values in the Transactions grid.
- Sensitive Batch Rights:
- No Rights – the user cannot access, report–on or see a batch that has been labeled as Sensitive.
- Change Amounts Only – the user can only change values in the Amount column in the Transactions grid.
- Change Everything Except Account Information – the user can change all values except the Account Number and Routing Number in the Transactions grid.
- Change Everything – user can change all values in the Transactions grid.
Wire
- Setup Templates – gives the user rights to Add, Edit, and Delete Wire Templates.
- Add Wires – gives the user the right to add wires based on Wire Templates.
- Edit Wires – gives the user the right to edit wires.
- Release – gives the user the right to release Approved wires for processing.
- Approve Wire Templates – gives the user the right to approve the addition of new Wire Templates or the editing of existing Wire Templates (this field will not be displayed if approvals are not required on Wire Templates).
- First Approval – allows the user to provide the first approval on Wires up to the limit specified.
- Second Approval – allows the user to provide the second approval (if required) on Wires up to the limit specified.
- Select Continue. You will be returned to the authorized user list where the user just added will be displayed.
Edit User
You can edit a user from the user list to add or remove functionality as needed.Security Information: Although deleting, editing or adding users may require approval the disabling of a user can be performed from the authorized users list. Once the user is Disabled they are immediately terminated (even if they are signed on) and they will not be able to access the system until they are enabled.
To edit a user:
- Select the EDIT link for the user you wish to edit.
- Make the changes you desire from the Edit User screen.
- Select Continue. You will be returned to the authorized user list.
Delete User
You can delete a user from your Internet profile.To delete a user:
- Select the EDIT link for the user you wish to delete. The user profile will appear.
- Select the Delete button at the bottom of the profile. A confirmation message will be displayed.
- Select Continue. You will be returned to the authorized user list and the user will no longer be shown.
- Select Cancel. You will be returned to the authorized users list where the user is still available.
The Reports screen will show you a list of reports that you can view or print.
To run a report:
- Click on the Report Name of the report you wish to view.
- For some reports you will need to select criteria from drop–down menus to customize your report. Click Update.
- The report will be displayed based on the criteria selected.
To print a report:
- To print a report, click the Printable Version button at the bottom of the page or the print command from your Internet browser once the report has been created.
There are four basic steps involved in the overall process of submitting ACH Batches for process through the ACH Network using this system.
These steps are:
- Create a Template
- Turn the Template into a Batch
- Edit the Batch to include information not included in the original Template.
- Approve and Release the Batch for processing through the ACH Network.
This Help document provides detailed step–by–step instructions for each of the above tasks, however, in order to begin using your ACH module you must set up the system. The following information gives you a brief outline of the steps that must be taken prior to using the ACH product. Please refer to the Administration help section for each of the functions listed if you require more information.
- View your offset limits associated with any account that has been assigned to create ACH Generated Offsets in Administration, Accounts. (Note: If you do not see Offset Limits, the Account may not be set up as an Offset Account or you are not authorized to use Generated Offsets).
- Set up the maximum transaction and batch limits, and the number of approvals required for each Batch type in Administration, Company Setup. You will also be able to have the system generate prenotes automatically if you are authorized to create prenotes.
- Clicking the Automatically Generate Prenotes checkbox will ensure that a prenote is created every time a new ACH Transaction is added to a batch or a template. The system will automatically create a prenote if account information is changed for any transaction in a template or a batch. Prenotes are automatically released for processing when the batch or template is saved. (Note: You can also select to generate your own prenotes from within the transaction grid).
- Set up subsequent users of the ACH module in Administration, User Setup.
Now that you have set up the system for ACH processing you can start to use the ACH module. It is recommended that you review the rest of the ACH Origination Help before embarking on creating your first ACH Template or Batch.
The ACH Batch Templates grid displays summary information for each of your ACH Templates. Each Batch that you originate is based on a template. Batch templates should contain all the information in the batch that won't change or information that changes infrequently.
Add Batch Template
If you are not using the Import NACHA file functionality from the ACH Manager page, you must create an ACH Batch Template before you can submit a batch for processing.
To Add Batch Templates:
- Click the Add Batch Template button at the top of the ACH Batch Templates page.
- The first screen presented will allow you to enter the Template Information. This will establish the Name of the Template and type of ACH transactions the Batch Template will be used for.
- Enter the Template Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Enter the Template Description – enter more information about the template to be used for internal reference only.
- Select the Company Name – available only if you are originating ACH batches for more than one company.
- Select the Offset Account – required only if you are authorized to use Generated Offsets.
- Select the Batch Type – you will only see the batch types for which you have authorization.
- PPD – to/from personal accounts (Prearranged Payment and Deposit Entry)
- CCD – to/from corporate accounts (Cash Concentration or Disbursement Entry)
- TEL – for transactions authorized over the telephone (Telephone–Initiated Entry)
- WEB – for transactions authorized over the Internet (Internet–Initiated Entry)
- RCK – for representing returned check items through the ACH network (Re–presented Check Entry)
- POP – for transactions initiated at the point of purchase (Point–of–Purchase Entry)
- Federal Taxes (CCD) – for paying corporate Federal Taxes through the ACH network (Cash Concentration or Disbursement Entry)
- State Taxes (CCD) – for paying corporate State Taxes through the ACH network (Cash Concentration or Disbursement Entry)
- Child Support (CCD) – for submitting garnisheed child support payments through the ACH network (Cash Concentration or Disbursement Entry)
- Corporate Trade Exchange (CTX) – for importing and passing multiple addenda records with one transaction in accordance with ANSI ASC X12.5 and X12.6 syntax. This functionality is available for import and pass through only.
- Corporate Cross Border (CBR) – for identifying a credit or debit entry initiated between payment system participants of different countries.
- Consumer Cross Border (PBR) – or identifying a credit or debit entry initiated between payment system participants of different countries.
- Accounts Receivable (ARC) – for converting a check received through the mail into an electronic transaction.
- Assign Batch Security
- Normal – normal batches require no additional security and are available to anyone with ACH batch rights. Persons with "No Change" rights assigned for Normal Batches will be able to view, approve and release normal batches but will not be able to change the batch information or transactions.
- Sensitive – sensitive batches are batches that you do not want available to persons with normal batch rights. A good example of a possible sensitive batch is Child Support Payments. Persons with "No Rights" assigned to sensitive batches will not be able to view, edit, approve, release, or report on sensitive batches.
- Click Continue
- The template information is saved and is displayed along with the ACH Transactions grid for data entry of transaction information. Federal Tax, State Tax and Child Support batches do not have a transaction grid. Help for completing these types of Batch Templates is found following the explanation for using the Transaction Grid.
- Enter the Transaction Information into the Transaction grid.
- Name – this is the full name of the owner of the account that is going to be affected by the transaction (i.e., employee name for payroll transactions, customer name for fee transactions, etc.).
- ID – this is your internal ID number for this individual (i.e., employee number for payroll recipients, internal account number for customers making payments, etc.).
- Deposit – enter the transaction amount if the transaction is a deposit – leave blank if a withdrawal.
- Withdrawal – enter the transaction amount if the transaction is a withdrawal – leave blank if not.
- Account – the account number that is going to be affected by the transaction.
- Routing # – the routing number of the financial institution where the account is held.
- Type– the type of account the transaction is affecting – checking, savings, loan, or GL. You will only have the GL selection available if you are authorized to originate transactions on GL accounts.
- Prenote – click the checkbox in the column headed "Pre" if you would like to send a prenote for the transaction. This checkbox will only be available if you are authorized to create prenotes.
- Addenda – the EDIT link in the "+" column will allow you to enter/add an addenda record to each individual transaction separately.
Note: if you would like to add the same addenda to all transactions in the batch, there is a feature that allows you to do this when turning a template into a batch (see Edit Batch Information).
- Save – You will be returned to the ACH Templates grid where you will see your batch template listed.
- More Entries – You will be presented with a fresh transaction grid where you can add 10 more transactions to the Batch Template.
- Cancel – You will eliminate all changes and revert back to the original saved information in the Batch Template.
Federal Tax Templates
IRS regulations require businesses that paid at least $200,000 in payroll taxes during or after 1998 to pay all their Federal business taxes electronically through EFTPS as of July 1, 1999. If you fall into this category you should have received instructions and enrollment forms from the IRS. All other taxpayers can enroll by calling the EFTPS Taxpayer Customer Service Center at 1–800–945–8400 or 1–800–555–4477 from 8:30 a.m. to 8:00 p.m. Monday through Friday Eastern time.
To create Federal Tax Batch Templates:
- Click the Add Batch Template button at the top of the ACH Batch Templates page.
- The first screen presented will allow you to enter the Template Information. This will establish the Name of the Template and type of ACH transactions the Batch Template will be used for.
- Enter the Template Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Enter the Template Description – enter more information about the template to be used for internal reference only.
- Select the Company Name – available only if you are originating ACH batches for more than one company.
- Select the Offset Account – required only if you are authorized to use Generated Offsets.
- Select the Federal Taxes Batch Type.
- Assign Batch Security
- Normal – normal batches require no additional security and are available to anyone with ACH batch rights. Persons with "No Change" rights assigned for Normal Batches will be able to view, approve and release normal batches but will not be able to change the batch information or transactions.
- Sensitive – sensitive batches are batches that you do not want available to persons with normal batch rights. A good example of a possible sensitive batch is Child Support Payments. Persons with "No Rights" assigned to sensitive batches will not be able to view, edit, approve, release, or report on sensitive batches.
- Click Continue
- The template information is saved and displayed along with the first section of the Federal Taxes template.
- Enter the Taxpayer Identification Number associated with the payment you are setting up in ACH Templates.
- Enter the account number from which the funds will be debited (if you are authorized to use Generated Offsets – the account number selected in the Template Information section will be displayed).
- Select the type of account associated with the Offset Account number (if you are required to use Generated Offsets, this field will not be available for edit).
- Enter the Routing and Transit Number associated with the account from which the funds will be debited (if you are authorized to use Generated Offsets, the Routing and Transit Number will already be populated).
- Select the appropriate Tax Payment Type Code from the drop down box.
- Select the appropriate Receiving DFI Company Name (Bank One or Bank of America) – this information should have been provided upon enrollment for EFTPS.
- Click Next Page – You will be presented with the second portion of the Federal Tax Template.
- Enter the correct information for the Tax Period End Date by selecting the appropriate Month and entering the appropriate 4–digit year. The drop down listing for the month selection is based on the tax type selected in the first section of the Federal Tax Template.
- Enter the Tax Amount being paid.
Note: If you are brand new to this process, EFTPS procedures require that you submit a "Zero Dollar Transaction" prior to remitting your first payment. Enter a "0" in the amount field of the template.- Click Continue – You will be returned to the ACH templates grid where your new Federal Tax template will be available for processing.
State Tax Templates
Contact your state tax department or agency to start paying your State Taxes electronically. Once you are enrolled you will receive specific instructions that will be needed to complete the State Tax Template.
To create a State Tax Template:
- Click the Add Batch Template button at the top of the ACH Batch Templates page.
- The first screen presented will allow you to enter the Template Information. This will establish the Name of the Template and type of ACH transactions the Batch Template will be used for.
- Enter the Template Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Enter the Template Description – enter more information about the template to be used for internal reference only.
- Select the Company Name – available only if you are originating ACH batches for more than one company.
- Select the Offset Account – required only if you are authorized to use Generated Offsets.
- Select the State Taxes Batch Type.
- Assign Batch Security
- Normal – normal batches require no additional security and are available to anyone with ACH batch rights. Persons with "No Change" rights assigned for Normal Batches will be able to view, approve and release normal batches but will not be able to change the batch information or transactions.
- Sensitive – sensitive batches are batches that you do not want available to persons with normal batch rights. A good example of a possible sensitive batch is Child Support Payments. Persons with "No Rights" assigned to sensitive batches will not be able to view, edit, approve, release, or report on sensitive batches.
- Click Continue
- The template information is saved and displayed along with the first section of State Taxes template.
- Enter the Taxpayer Identification Number associated with the payment you are setting up in ACH Templates.
- Enter the account number from which the funds will be debited (if you are authorized to use Generated Offsets – the account number selected in the Template Information section will be displayed).
- Select the type of account associated with the Offset Account number (if you are required to use Generated Offsets, this field will not be available for edit.
- Enter the Routing and Transit Number associated with the account from which the funds will be debited (if you are authorized to use Generated Offsets, the Routing and Transit Number will already be populated).
- Enter the appropriate Tax Payment Type Code.
- Enter the DFI (Depository Financial Institution) Account number – the account number the State Tax department provided upon enrollment.
- Enter the Receiving DFI Identification number – this is the routing and transit number associated with the financial institution where the above account is held.
- Enter the appropriate Receiving DFI Company Name – this is the name of the financial institution where the above account is held. This information should have been provided upon enrollment for paying your state taxes electronically.
- Click Next Page – You will be presented with the second portion of the State Tax Template.
- Enter the Tax Period End Date using a MM/DD/YYYY format.
- If the Tax Type that you are paying allows more than one amount type, enter the Amount Type with an associated Tax Amount for each Amount Type entered.
Note: If you are brand new to this process, State Tax procedures may require that you submit a "Zero Dollar Transaction" prior to remitting your first payment. Enter a "0" in the amount field of the template.
Available Amount Types for state tax payments are:
- T = Tax
- I = Interest
- P = Penalty
- S = State
- L = Local
- C = City
- Enter your Taxpayer Verification – this field is optional and will be a 5–digit Alpha/Numeric code that will be given to you upon enrollment if needed.
- Click Continue – You will be returned to the ACH Templates grid where your new State Tax Template will be available for processing.
Child Support Templates
Child Support payments may be garnisheed from employee's wages. You can submit these garnisheed payments electronically. You will receive instructions for making these payments as part of the garnishee notification if you are eligible to make these payments electronically. If you have any questions, please contact your local Division of Child Support Services office.
To create a Child Support Template:
- Click the Add Batch Template button at the top of the ACH Batch Templates page.
- The first screen presented will allow you to enter the Template Information. This will establish the Name of the Template and type of ACH transactions the Batch Template will be used for.
- Enter the Template Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Enter the Template Description – enter more information about the template to be used for internal reference only.
- Select the Company Name – available only if you are originating ACH batches for more than one company.
- Select the Offset Account – required only if you are authorized to use Generated Offsets.
- Select the Child Support Batch Type.
- Assign Batch Security
- Normal – normal batches require no additional security and are available to anyone with ACH batch rights. Persons with "No Change" rights assigned for Normal Batches will be able to view, approve and release normal batches but will not be able to change the batch information or transactions.
- Sensitive – sensitive batches are batches that you do not want available to persons with normal batch rights. A good example of a possible sensitive batch is Child Support Payments. Persons with "No Rights" assigned to sensitive batches will not be able to view, edit, approve, release, or report on sensitive batches.
- Click Continue.
- The template information is saved and displayed along with the Child Support template.
- Enter the Taxpayer Identification Number associated with the payment.
- Enter the account number from which the funds will be debited (if you are authorized to use Generated Offsets – the account number selected in the Template Information section will be displayed).
- Select the type ofaccount associated with the Offset Account number (if you are authorized to use Generated Offsets, this field will not be available for edit).
- Enter the Routing and Transit Number associated with the account from which the funds will be debited (if you are authorized to use Generated Offsets, the Routing and Transit Number will already be populated).
- Enter the DFI (Depository Financial Institution) Account number – this is the account number the State Tax department provided upon enrollment.
- Enter the Receiving DFI Identification number – this is the routing and transit number associated with the financial institution where the above account is held.
- Enter the appropriate Receiving DFI Company Name – this is the name of the financial institution where the above account is held. This information should have been provided upon enrollment for paying Child Support electronically.
- Enter the Case Identifier – this information was provided as part of the garnishment.
- Enter Pay Date in MM/DD/YYYY format.
- Enter the Payment Amount.
Note: If you are brand new to this process, the Division of Child Support Services may require that you submit a "Zero Dollar Transaction" prior to remitting your first payment. Enter a "0" in the amount field of the template.
- Enter the Social Security Number of the Non–Custodial Parent – this should be the name of the employee on whose behalf you are making the payment.
- Select the appropriate Medical Support Identifier.
- Enter the name of the Non–Custodial Parent – this will be the name of the employee on whose behalf you are making the payment.
- Enter FIPS Code – this code is optional and should have been provided when you were asked to make this payment electronically.
- Select the appropriate Employment Termination Indicator. Select "No" if the employee has not terminated, "Yes" if they have.
- Click Continue – You will be returned to the ACH Templates grid where your new Child Support Template will be available for processing.
Import NACHA File
Another way to create a Batch Template is by importing an existing NACHA file.
To import a NACHA file into Tamalpais Bank Online Banking Batch Templates:
- Click the Import NACHA File button from the ACH Templates screen.
- Select the Company associated with the file that you are importing (only available if you are authorized to process for Multiple Companies).
- Click the Browse button. You will be presented with a "Choose File" window.
- Select the file you would like to import by clicking it twice. You will be returned to the Import NACHA file screen where the file has been broken into batches.
- Click Continue – You will be presented with the Import Criteria grid.
- Select the Offset Account (only available if you are authorized to use Generated Offsets).
- If you are processing all batches from within the file for the same effective date select the "Apply Date to All" checkbox and enter the effective date in a MM/DD/YYYY format.
- If you are creating Batch Templates from all of the Batches in the file, select the "Import Template All" checkbox.
- Select Update to have your Import Template All or Apply Date to All selection take affect.
- Edit the Template names as needed.
- Click Continue – You will be presented with the Import NACHA file confirmation report. Review the information.
- Click Continue – You will be taken back to the Batch Templates screen where you will be able to see your new template.
Import Transactions
Another way to populate an existing Batch Template is by importing a text file containing transaction information. The file must be a comma separated value file (a Microsoft� Excel spreadsheet, saved as a Comma Separated Value file type works well) – do not include column headings in the file being imported. The fields in the file must be in the following order (if using Excel, the field order will be determined by the order of the columns):
- Name (22 characters maximum)
- Account Number (17 characters maximum)
- Routing and Transit Number (always 9 characters)
- ID (15 characters maximum)
- Amount (10 characters maximum)
- Transaction Code (2 characters maximum)
Example: Tom Smith, 55565454,081915004,555–99–8888,1525.00,22
Transaction codes associated with supported transactions for import are:
- 22 – for Automated Deposits (credit transactions) used in conjunction with Checking, NOW, and Share Draft account types.
- 27– for Automated Payments (debit transactions) used in conjunction with Checking, NOW, and Share Draft account types.
- 32 – for Automated Deposits (credit transactions) used in conjunction with Savings account types.
- 37 – for Automated Payments (debit transactions) used in conjunction with Savings account types.
To Import Transactions into an existing Batch Template:
- Click the Import Transaction button on the ACH Templates screen.
- Select the Company associated with the transactions that you are going to import (only available if you are authorized to process ACH Batches for Multiple Companies).
- Click the Browse button. A "Choose File" window will open. Select the file that you would like to import by clicking on it twice.
- You will be returned to the Import Transactions screen.
- Click Continue
- Select the Template Name that you are populating.
- Click Continue – You will be presented with the ACH Templates grid where your template with the imported transactions is now displayed.
Edit Batch Template
If you need to add a transaction or make changes to an existing transaction within a Batch Template you can edit the template.
To edit a Batch Template:
- Click the EDIT link for the Template name you wish to edit.
- The ACH Template transaction grid is displayed and you can make your additions or changes.
- Click Save – You will be presented with the ACH Templates screen.
Edit Batch Template Information
If you need to make changes to Batch Template Information (for example; to change the batch Name) you can edit the Batch Information from either the Batch Templates or Active ACH Batches grid.
To edit Batch Template Information:
- Click the Edit Info link for the Batch you wish to edit.
- The Batch Information is displayed and you can make your changes.
- Batch Template Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Description – enter more information about the Template to be used for internal reference only.
- Batch Type – select the type of transactions being created in the Template.
- Batch Security – assign Normal or Sensitive batch security to the Batch Template.
- Company – available only if you are processing ACH Batches for more than one Company.
- Add Addenda to All – assign a standard addenda to all transactions in the Batch Template (i.e., July 2003 ABC Company Payroll).
- Addenda Entry Field – allows 80 characters of information to be added to the transactions in the Batch Template.
- Clear All Addenda – removes addenda from all transactions in the Batch Template.
- Click Continue to save the changes and be returned to the grid from which you selected to edit the batch Information.
Delete Batch Template
To Delete Batch Templates individually:
- Click the DELETE link for the batch template you would like to delete.
- You will be presented with a confirmation page that contains the template information. Validate your selection.
- Click Continue – you will be taken back to the Batch Templates screen where the deleted template is no longer available.
To Delete more that one Batch Template:
- Select the Batch Templates you would like to delete by clicking the Selects box to the right of the Batch Templates you would like to Delete.
- Click the Delete button at the bottom of the screen.
- You will be presented with a confirmation page showing details of the Batch Templates selected. Validate the information.
- Click Continue – you will be taken back to the Batch Templates screen where the Batch Templates selected for Delete are no longer available.
To Delete All Batch Templates:
- Click the "Select All Batches" checkbox at the top of the page.
- Click the Update button.
- You will be presented with the Batch Templates screen showing a check in the Select Batch Templates checkbox next to each Batch Template in the grid will appear.
- Click the Delete button at the bottom of the screen.
- You will be presented with a confirmation page showing details of the Batch Templates selected. Validate the information.
- Click Continue – you will be taken back to the Batch Templates screen where the Batch Templates selected for Delete are no longer available.
Note: Deleting a Batch Template will not affect any active or processed Batches that were based on the Batch Template being deleted.
Add Batch
You can take a Batch Template and turn it into an Active Batch from the Batch Templates screen.
To Add a Batch:
- Click the ADD BATCH link of the Batch Template you would like to turn into an Active Batch.
- Enter the Effective Date of the Batch you are adding.
- Select whether or not you want to "Send Zero Dollar Transactions" (this option is only available for CCD batch types). "Send Zero Dollar Transactions" does not create zero dollar transactions – the transaction must be present with a "0" in the amount field within the Batch Template.
- Select to Approve or Approve and Release the batch. If you do not have approval or release rights the batch will be added to the Active Batches grid with a status of Unapproved. Keep in mind that you cannot edit a Batch with a status of Released – make sure that all of the changes needed to be affected to the Batch Template have been performed and saved prior to selecting to Approve or Approve and Release a Batch.
- Click Continue – You will be returned to the Batch Templates screen.
Copy Template
If you need to create a new templates based on an existing template, you can use the Copy Template function. This makes an exact copy of the selected template.
To copy an existing Template:
- Click the COPY TEMP link of the Batch Template you would like to copy.
- Enter the new Template Name.
- Enter the Template Description.
- Select the Batch Type for the new Template.
Assign the batch Security to the new Template.
Normal – normal batches require no additional security and are available to anyone with ACH batch rights. Persons with "No Change" rights assigned for Normal Batches will be able to view, approve and release normal batches but will not be able to change the batch information or transactions.
Sensitive – sensitive batches are batches that you do not want available to persons with normal batch rights. A good example of a possible sensitive batch is Child Support Payments. Persons with "No Rights" assigned to sensitive batches will not be able to view, edit, approve, release, or report on sensitive batches.
Assign the new Template to a Company (only available if you are authorized to process ACH Batches for Multiple Companies).
- Click Continue – You will be presented with the Batch Templates page where your new Template is available for use.
The ACH Manager screen displays all of your Active Batches. To see the entries in a batch, click on the underlined batch name. All ACH batches may go through the following statuses to be completely processed.
- Unapproved – the batch has not been approved for processing. You can still edit and delete the batch when the status is Unapproved.
- Part Approved – if you have more than one approval required for a batch, the first approval has taken place when the status is Part Approved.
- Approved – all approvals have taken place and the batch is waiting to be released for processing.
- Released – the batch has been released for processing. You can no longer edit the batch once it has reached Released status. Contact the ACH processing department if you need to retrieve the batch – they will reject the batch.
- Rejected – the batch has been rejected by the ACH processing department without being processed.
- Processing – a portion of the batch has been downloaded for processing. ACH guidelines allow deposit and withdrawal transactions to be submitted for processing on different schedules. This means that transactions within a single batch are processing over two business days.
- Processed – when all of the transactions in the batch have been downloaded and sent through the ACH network, the status will change to Processed and the batch will no longer display on the ACH Manager, Active Batches grid.
- Confirmed Reject – when a batch is rejected by the ACH processing department, you must confirm and acknowledge the rejected batch. Once a rejected batch is confirmed, the batch will be removed from the ACH Manager, Active Batches grid.
Add Batches
You can add one or more batches to be processed from the ACH Manager screen.
To Add one or more Batches:
- Click on the Add Batches button at the top of the ACH Manager screen. A list of available templates is displayed.
- Enter the Effective Date next to the Template you would like to turn into a Batch.
- Select whether or not you would like to "Send Zero Dollar" transactions (available for CCD transaction types only).
- Select to Approve or Approve and Release the batch if you have the authorization. If you do not have authorization to Approve or Approve and Release batches, the batch will be added as Unapproved.
- Click Continue – you will be taken back to the ACH Manager grid where your added batches are now displayed.
To turn all Batch Templates into Batches:
- Click the Add Batches button at the top of the ACH Manager screen. A grid showing all available templates is displayed.
- Click the "Apply Date to All" checkbox and enter the effective date to be used in the MM/DD/YYYY format.
Send Zero $ on All
The Send Zero Dollar checkbox will only appear on CCD type Batches. This checkbox does not create Zero dollar transactions within the batch, it simply allows you to process zero dollar transactions that are already contained in the batch. Zero dollar transactions are used to communicate data that does not require a dollar value.
To Send Zero $ on All:
- Click the checkbox next to "Send Zero $ on All" at the top of the New ACH Batch page.
- Click Update – You will be presented with the New ACH Batch grid where the checkbox is checked for each available batch in the Send Zero Dollar column.
Approve All
The Approve All checkbox will allow you to select all Batch Templates in the New ACH Batch grid for Approval.
To Approve All:
- Click the checkbox next to the "Approve All" option at the top of the New ACH Batch grid.
- Click Update – You will be presented with the New ACH Batch grid where the checkbox in the Approve column is checked for each available.
Approve and Release All
The Approve and Release All checkbox will allow you to select all Batch Templates in the New ACH Batch grid.
To Approve and Release All:
- Click the checkbox next to the "Approve and Release All" option at the top of the New ACH Batch grid.
- Click Update – You will be presented with the New ACH Batch grid where the checkbox is checked for each available batch in the Approve and Release column.
Company
If you are processing ACH Batches for more than one company you will have the option to display Batch Templates assigned to a specific company in the New ACH Batch grid.
Import NACHA File
Another way to add a Batch is by importing an existing NACHA file. By importing a NACHA file you can take advantage of the History and audit trails available to record when the batch was submitted for processing.
To import a NACHA file:
- Click the Import NACHA File button from the ACH Manager screen.
- Select the Company associated with the file that you are importing (only available if you are authorized to process for Multiple Companies).
- Click the Browse button. You will be presented with a "Choose File" window.
- Select the file you would like to import by clicking it twice. You will be returned to the Import NACHA file screen where the file has been broken into batches.
- Click Continue – You will be presented with the Import Criteria grid.
- Select the Offset Account (only available if you are authorized to use Generated Offsets).
- If you are processing all batches from within the file for the same effective date select the "Apply Date to All" checkbox and enter the effective date in a MM/DD/YYYY format.
- If you are creating Active Batches from all of the Batches in the file, select the "Import Batch All" checkbox.
- Select Update to have your "Import Batch All" or "Apply Date to All" selection take affect.
- Edit the Batch names as needed.
- Click Continue – You will be presented with the Import NACHA file confirmation report. Review the information.
- Click Continue – You will be taken back to the ACH Manager screen where you will be able to see your new Batch.
Import Transactions
Another way to populate an existing Batch is by importing a text file containing transaction information. The file must be a comma separated value file (a Microsoft� Excel spreadsheet, saved as a Comma Separated Value file type works well) – do not include column headings in the file being imported. The fields in the file must be in the following order (if using Excel, the field order will be determined by the order of the columns):
- Name (22 characters maximum)
- Account Number (17 characters maximum)
- Routing and Transit Number (always 9 characters)
- ID (15 characters maximum)
- Amount (10 characters maximum)
- Transaction Code (2 characters maximum)
Example: Tom Smith, 55565454,081915004,555–99–8888,1525.00,22
Transaction codes associated with supported transactions for import are:
- 22 – for Automated Deposits (credit transactions) used in conjunction with Checking, NOW, and Share Draft account types.
- 27 – for Automated Payments (debit transactions) used in conjunction with Checking, NOW, and Share Draft account types.
- 32 – for Automated Deposits (credit transactions) used in conjunction with Savings account types.
- 37 – for Automated Payments (debit transactions) used in conjunction with Savings account types.
To Import Transactions into an existing Batch:
- Make sure that the existing Batch to which you are adding transactions is displayed on the ACH Manager, Active Batches grid with a status of Un–approved.
- Click the Import Transaction button on the ACH Manager screen.
- Select the Company associated with the transactions that you are going to import (only available if you are authorized to process ACH Batches for Multiple Companies).
- Click the Browse button. A "Choose File" window will open. Select the file that you would like to import by clicking on it twice.
- You will be returned to the Import Transactions screen.
- Click Continue
- Select the Offset Account you would like to use (only available if you are authorized to use Generated Offsets).
- Select the Batch Name that you are populating.
- Click Continue – You will be presented with the Active Batches grid where your Batch with the imported transactions is now displayed.
Edit Batch
If you need to add a transaction or make changes to an existing transaction within a Batch you can edit the Batch.
To edit a Batch:
- Click the EDIT link of the Batch name you wish to edit.
- The ACH Batch transaction grid is displayed and you can make your additions or changes.
- Click Save – You will be presented with the ACH Manager screen.
Edit Batch Information
If you need to make changes to Batch Information (for example; to change the batch Name) you can edit the Batch Information from either the Batch Templates or Active ACH Batches grid.
To edit Batch Information:
- Click the EDIT INFO for the Batch you wish to edit.
- The Batch Information is displayed and you can make your changes.
- Batch Name – this can only be 10 characters in length due to the NACHA file format restraints and will be used as the batch name each time you use the template to create a batch.
- Description – enter more information about the Batch to be used for internal reference only.
- Batch Type – select the type of transactions in the Batch.
- Batch Security – assign Normal or Sensitive batch security to the Batch.
- Company – available only if you are processing ACH Batches for more than one Company.
- Add Addenda to All – assign a standard addenda to all transactions in the Batch (i.e., July 2003 ABC Company Payroll).
- Addenda Entry Field – allows 80 characters of information to be added to the transactions in the Batch.
- Clear All Addenda – removes addenda from all transactions in the Batch.
- Click Continue to save the changes and be returned to the grid from which you selected to edit the batch Information.
Delete Batch
To Delete Batches individually:
- Click the DELETE Batch link of the Batch you would like to delete.
- You will be presented with a confirmation page that contains the Batch information. Validate your selection.
- Click Continue – you will be taken back to the ACH Manager screen where the deleted Batch is no longer available.
To Delete more that one Batch:
- Select the Batches you would like to delete by clicking the Select box of the Batches you would like to Delete.
- Click the Delete button at the bottom of the screen.
- You will be presented with a confirmation page showing details of the Batches selected. Validate the information.
- Click Continue – you will be taken back to the ACH Manager screen where the Batches selected for Delete are no longer available.
To Delete All Batches from the Active Batches grid:
- Click the "Select All Batches" checkbox at the top of the page.
- Click the Update button.
- You will be presented with the Active Batches grid showing a check in the Selects Batch checkbox next to each Batch in the grid.
- Click the Delete button at the bottom of the screen.
- You will be presented with a confirmation page showing details of the Batches selected. Validate the information.
- Click Continue – you will be taken back to the ACH Manager, Active Batches screen where the Batches selected for Delete are no longer available.
Note: Deleting a Batch will not affect the Batch Template from which is was created or any previously processed or Released Batches.
Confirm Reject
Released Batches that cannot (or should not) be processed can be rejected by the ACH processor. Should you determine that a Batch has been released in error, contact the ACH processing department and ask that the batch be rejected.
To Confirm a Rejected Batch:
- Review the rejection message associated with the rejected Batch.
- Click the CONFIRM REJECT link of the rejected Batch to move the Batch to Batch History.
Note: A rejected batch will remain available for display on the Active Batches grid until it is confirmed.
Approve Batch
From the ACH Manager page you can approve one or more batches:
To Approve one or more Batches:
- Click the Selects Batch checkbox of each Batch you would like to Approve.
- Click the Approve button at the bottom of the page. If you have the correct Approval authority the status on the batch will change to Part Approved or Approved (depending on the number of approvals assigned to the batch type in Administration, Company Setup).
To Approve All Batches:
- Click the "Select All Batches" checkbox at the top of the page.
- Click the Update button.
- You will be presented with the Active Batches grid showing a check in the Selects Batch checkbox next to each Batch in the grid.
- Click the Approve button at the bottom of the page. If you have the correct Approval authority the status on the batch will change to Part Approved or Approved (depending on the number of approvals assigned to the batch type in Administration, Company Setup).
Note: If an error is encountered (i.e., you have exceeded your Approval Limit), the Batch(es) will not be approved and an error message will appear in the row beneath the batch and will be highlighted yellow. Correct the error and start the Approve Batch process again.
Release Batch
From the ACH Manager, Active Batches grid you can Release one or more batches at the same time.
To Release Batch(es):
- Click the Select box of the Batch(es) you would like to Release.
- Click the Release button at the bottom of the page. The status of the selected batches will change to Released.
To Release All Batches:
- Click the "Select All Batches" checkbox at the top of the page.
- Click the Update button.
- You will be presented with the Active Batches grid showing a check in the Selects Batch checkbox next to each available Batch in the grid.
- Click the Release button at the bottom of the page. If you have the correct authority the status on the batch will change to Released. Batches with a status of Released cannot be edited or changed. To view the contents of a Released Batch, click the underlined Batch Name – you will be presented with the contents of the batch.
Note: If an error is encountered (i.e., there are no valid transactions in the batch), the Batch(es) will not be Released and an error message highlighted in yellow will appear in the row beneath the batch. Correct the error and start the Release Batch process again.
Unapprove Batch
If you have Approved a batch in error, you can change the status of the batch to Unapproved (editing an Approved Batch will also cause the status to change back to Unapproved).
To Unapprove Batch(es):
- Click the Select box of the Approved Batch(es) you would like to Unapprove.
- Click the Unapprove button at the bottom of the page. The status of the selected Batch(es) will change to Unapproved.
To Unapprove All Batches:
- Click the "Select All Batches" checkbox at the top of the page.
- Click the Update button.
- You will be presented with the Active Batches grid showing a check in the Selects Batch checkbox next to each available Batch in the grid.
- Click the Unapprove button at the bottom of the page. The status of the batch will change to Unapproved.
The Batch History screen displays all of your processed batches. This screen is for informational purposes only.
ACH Reports allow you to view summary or detail information on Batch Templates, Active Batches and processed Batches.
To run an ACH Report:
- Click the Report Name of the report you wish to run. Some reports allow you to select additional criteria to customize the output.
Template Detail
The Template Detail report lists every Batch Template and its contents.
Template Detail Report options:
- You can select All Templates or select a specific Template.
- You can choose to have the transactions within each Template sorted by Name or ID number.
Template Summary
The Template Summary report lists the Batch Template Name, the Batch Type, Number of Transactions, Total Deposits and Total Withdrawals for all of your active Batch Templates.
Template Summary Report options:
- You can select All Templates or select a specific template.
Batch Detail
The Batch Detail Report will display the contents of each active or in–process and its contents Batch by Effective Date.
Batch Detail Report options:
- You can select All Batches or select a specific batch.
- You can filter by Batch Status. Your choices are:
- All Active Batches
- Approved
- Part Approved
- Processing
- Rejected
- Released
- Unapproved
- Date Range – you can specify a custom range of dates or select from the Preset Date Ranges available.
- You can choose to have the batch contents sorted by Name or ID number.
Batch Summary
The Batch Summary report shows the Batch Name, Batch Type, Effective Date, Status, Number of Transactions, Total Deposits and Total Withdrawals for each processed batch within the selected date range.
Batch Summary Report options:
- You can select All Batches or select a specific batch.
- You can filter by batch status. Your choices are:
- All Active Batches
- Approved
- Part Approved
- Processing
- Rejected
- Released
- Unapproved
- Date Range – you can specify a range of dates or select from the Preset Date Ranges available.
- You can choose to have the batch contents sorted by Name or ID number.
Batch History Detail
The batch History Detail report lists every batch that has been processed and its contents.
Batch History Report options:
- You can select All Batches or select a specific batch.
- Date Range – you can specify a custom date range or select from the Preset Date Ranges available.
- You can choose to have the batch contents sorted by Name or ID number.
Batch History Summary
The Batch History Summary report lists the Batch Name, Batch Type, Effective Date, Status, Number of Transactions, Total Deposits and Total Withdrawals for processed batches.
Batch History Summary options:
- You can select All Batches or select a specific batch.
- Date Range – you can specify a custom date range or select from the Preset Date Ranges available.
Wire Transfers – Getting Started
Go To Top
System and Process Overview
The Wire Transfer system is designed to accommodate the movement of US Dollars through the FedWire network. There are 4 basic steps in the process of releasing Wires. The 4 steps are:
- Create a Wire Template.
- Turn the Wire Template into a Wire (called Add Wire).
- Edit the information in the Wire (if needed).
- Approve and Release the Wire for processing.
Setting Up the Wire System
In order to begin using your Wire module you must perform a few simple set up tasks. This section gives you a brief outline of the steps that must be taken prior to using the product. You can highlight this section and print your selection or copy the selection, paste it into a word processing document and print it from there. Please refer to the Help section for each of the 3 areas of the system listed below in bold if you require more information.
- In Administration, Accounts you will set up the Wire transaction and daily limits for each account from which you want to send Wires.
- Set up the number of approvals that you are going to require for Adding Templates, for Wires above the dollar threshold and before releasing a Wire for processing in Administration, Company Setup.
- Set up subsequent users of the Wire module in Administration, User Setup.
Note: If you require more than 1 approval for releasing Wires, you will need to give at least 2 users Approval rights and limits. The same individual cannot perform multiple approvals on the same Wire
Now that you have set up the system for Wire processing you can start to use the Wire module. It is recommended that you review the rest of the Wire Transfers Help before embarking on the creation of your first Wire.
Each wire you initiate using this system is based on a Wire Template. The Wire Templates page displays summary information for all of your Active Wire Templates. This page also allows you to manage and create Wire Templates. The concept behind a Wire Template is that you can use templates to create repetitive and non-repetitive Wires without always having to start from scratch.
Create Template
Before you can process your first Wire you must create a Wire Template.
To create a new Wire Template:
- Click the Create Template button at the top of the Wire Templates page. The Wire Information page is displayed.
- Enter the Template name – this information helps you to identify the template and subsequent Wires created from it. This can be anything that is meaningful to you; however, it is good to keep in mind that the individual processing your Wires will see this information.
- Enter the Template description – enter additional information about the template and its purpose.
- Select the Company Name – you will only have more than one company listed in the drop down box if you are set up to use Subsidiaries. The company selected in this box becomes the sender of the wire and restricts the choice you have of ordering accounts.
- Select the Ordering Account – this will determine the account that will fund a Wire based on this template.
- Enter the Amount Limit – Wires based on this template cannot exceed the amount entered.
- Enter the Template Threshold (if applicable) - any Wire created from this template for an amount that exceeds the Threshold amount will require additional approvals.
- Select the Wire Category - this determines how the Wire will be processed and controls the list available in the Wire Type drop down. Possible Categories are (Note: You will only have Wire Categories that have been assigned to you by the system administrator):
- Fed Wire - the standard Business Function codes normally associated with a Fed Wire.
- Western Union - supports the process of Wiring funds through the Western Union Quick Cash Network.
- Intra-Network Transfers - allows you to Transfer funds using the same types of controls that apply to Wires. These Transfers are for destinations within the processing institution.
- Third Party Wires - allows you to act as an agent for an individual sending a Wire to another individual.
- Select the Wire Type - the Wire Type identifies how the transaction acts through the processing network used by the Wire Category.
- Select Next Page - you will be taken to the second page of the Wire Template. The fields available are controlled by the selections you made on the Wire Information page (first page).
- Enter the Amount– if entered and locked, all wires based on this template will be for the amount entered.
The following fields will be available only if the Wire Category and Wire Type call for them.
- Enter the Beneficiary Details – this section contains information about the recipient of the funds. This recipient can be anywhere in the world as long as their account can be accessed through a Wire processing system (S.W.I.F.T., C.H.I.P.S., or FedWire).
- Enter the Beneficiary Financial Institution – information about the financial institution where the beneficiary’s account is held. This institution must be a member of one of the Wire processing networks listed above.
- Enter the Receiving Bank – in some cases, the Beneficiary’s financial institution is not able to receive wires directly (i.e., if they are not a member of Fed), but must go through a correspondent. In such cases, enter the correspondent's information here. The Receiving Bank is the first institution to receive the Wire information when multiple institutions are involved. This information will need to be provided by the beneficiary.
- Enter the Intermediary Financial Institution – in very rare cases, a wire must go through two institutions in order to get to the Beneficiary’s Financial Institution. Enter the Intermediary Financial Institution information in this section.
- Enter the Instructing Financial Institution - should an originator (you) initiate a Wire on behalf of an institution you must complete the Instructing Financial Institution section of the Wire.
- Adjustment Information - if you are adjusting a Wire for funds availability enter the required information in this section.
- FI to FI Information - complete this section to send information from one Financial Institution to another.
- Click Continue, the Template information will be saved.
Usage Tip: After each field is a checkbox. Checking the box locks the field. Users will be unable to change the field contents when turning the template into a Wire.
Validate ABA: The Validate ABA feature is only available if enabled by the system administrator. This functionality allows you to look-up financial institutions that are members of Fed by their Routing & Transit Number or Institution Name.
- Enter the information into the field to the left of the Validate ABA button. Click the button. The page will either provide a drop down of potential matches or populate with a single entry.
- Make your selection and click Validate ABA again - the remaining field will be populated with the appropriate information that matches your original selection.
Edit Wire Information
If you need to make changes to the Template Information (for example to change the Template name or modify the limits assigned to the Template), you can edit the Template Information
To edit Template Information:
- From the Wire Templates page, click on the EDIT link for the template you wish to edit.
- The Wire Information page is displayed and you can make your changes.
Click Continue to the save the changes.
Edit Template
If you need to make changes to fields within a Template (for example to change the amount or lock or unlock a field), you can edit the template.
To edit a Template:
- From the Wire Templates page,Click on the EDIT link in the action column of the Template name you wish to edit.
- The Template form is displayed and you can make your changes.
- Click Continue to save the changes.
Delete Template
If you no longer need a wire Template, you can delete it
To delete a Template:
- Click the DELETE link for the template you wish to delete. This will not affect any Wires that either are in process or have been processed that were based on the selected template.
Add Wire
You can Add Wires for processing directly from the Wire Templates grid.
To Add Wires from Wire Templates:
- Click the ADD WIRE link to the left of the template on which you would like to base your added wire.
- The wire form is displayed with a default effective date of today’s date. Make any required changes.
- Click Continue, the new wire is created and displayed on the Active Wires grid on the Wire Manager screen.
Security Information: You may be required to enter your Internet banking password when you choose to Add a Wire. This functionality will only display if it is enabled by the system administrator.
The Wire Manager, Active Wires grid displays all of your in–process wires. To see the wire detail, click on the underlined Wire name.
All wires will go through a series of statuses prior to being processed. It is important that you understand these statuses since it is how you will know what steps should be taken next. Sometimes the step should be taken by you, and sometimes the steps need to be taken by the individuals processing your Wires.
An explanation of the Wire lifecycle is as follows:
- When a wire is first added to the Active Wires grid, it receives a status of Incomplete if required information is missing or Unapproved if all required information is present.
- Depending on the number of approvals required, approving the Wire will change the wires status to Part Approved (if more than 1 approval is required) or Approved (if 1 approval is required).
- Once a wire is fully approved, it may be Released. At this point, you are no longer allowed to Edit the Wire content. If you have Released the Wire by mistake you must contact the Wire processor to have them Reject the Wire.
- When the wire is accepted for processing, the status will change to Processing.
- When the wire is exported for processing, the status changes to Processed.
- When the wire has been successfully processed through the processing network the wire status is changed to Confirmed and the wire, along with the confirmation will appear on the Wire History Page.
- If the Wire is rejected the status will change to Rejected. By clicking on the CONFIRM REJECT link, you can view the rejection reason. You will have the option to accept the rejection, or restore the wire and make any necessary corrections before reprocessing.
- If you accept the rejection, the wire moves to the Wire History page with a status of Confirmed Reject.
Add Wire
From Wire Manager, you are able to Add Wires without going to the Wire Templates page.
To Add Wires from Wire Manager:
- Click the Add Wire button at the top of the Wire Manager screen.
- Click on the ADD WIRE link next to the template you want to use to create the Wire.
- The wire detail form is displayed. Make any necessary changes.
- Click Continue. The new wire appears in the Active Wires grid on the Wire Manager screen.
Security Information: You may be required to enter your Internet banking password when you choose to Add a Wire. This functionality will only display if it is enabled by the system administrator.
Edit Wire
If you need to make changes to a wire (for example to enter or update the amount), you can edit it from the Wire Manager, Active Wires grid.
To edit a Wire from the Wire Manager, Active Wires grid:
- Click on the EDIT link to the left of the Wire you wish to edit.
- The Wire form is displayed and you can make your changes.
- Click Continue to save the changes.
- The wire's status changes back to Unapproved.
Note: You cannot edit a Wire that has a status of Released, or Processing. Also, you cannot Edit Wire Information once the Template has been turned into a Wire. If you need to change the Wire Name or Limits of a Wire you must do so from the Wire Templates page.
Delete Wire
If you decide you don't want to process a wire you added, you can delete it.
To delete a Wire from the Active Wires grid on the Wire Manager screen:
- Click the DELETE link in the right column of the Wire you wish to delete.
Note: You cannot Delete a wire once it has been Released, Accepted or has a status of Processing.
Confirm a Rejected Wire
If your Wire is rejected for any reason, the wire status changes to Rejected.
To view the reason for the reject:
- Click the CONFIRM REJECT link in the right column of the rejected wire. The Confirm Rejected Wire screen will be displayed.
- Click the Confirm button on the bottom of the Confirm Rejected Wire screen to leave the wire in a Rejected status (it will move to the Wire History page).
- Click the Restore Wire button to return the Wire to an Unapproved status. You can then make any necessary corrections and re–process the wire from the Wire Manager, Active Wires grid.
Approve Wires
From the Wire Manager, Active Wires grid you can Approve multiple Wires.
To approve one or more wires from the Wire Manager screen:
- Click the Select checkbox to the left of each wire to make a checkmark appear.
- Click the Approve button beneath the Active Wires grid. The status of the selected wires will change to Part Approved or Approved, depending on the number of approvals required.
Usage Tip: If Approve is not applicable to a Wire you select (for example, if it has already been approved) its status will not be affected. If an error is encountered, the Wire is not approved and the error appears in the row beneath the Wire.
Release Wires
From the Wire Manager, Active Wires grid you can release multiple Wires for processing.
To release one or more Wires:
- Click on the Select checkbox to the left of each wire to make a checkmark appear.
- Click the Release button beneath the Active Wires grid. The status of the selected wires will change to Released.
Usage Tip: If Release is not applicable to a Wire you select (for example, if it has not yet been approved) its status will not be affected. If Releasing a Wire causes you to exceed any limits applicable to the ordering account or if any other errors are encountered, the error appears in the row beneath the Wire and the status of the Wire will not have changed.
The Wire History screen displays all of your processed Wires. This screen is for informational purposes only. You cannot edit Wires that have already been processed, but you can view the Wire detail by clicking on the Wire name.
To run a report:
- Click on the report name of the report you wish to view. For some reports, you can select additional criteria to customize the output.
Template Detail Report
The Template Detail report lists every Wire Template and its associated fields.
Template Detail Report Options:
- You can select All Templates or select specific templates by holding down the Ctrl key while clicking the template names in the list box.
- You can choose to have the transactions within each Template sorted by Name or by Wire ID number.
- Click Update to run the report.
Template Summary Report
The Template Summary report lists every Wire Template, but does not include all associated fields.
Template Summary Report Options:
- You can select All Templates or select specific templates by holding down the Ctrl key while clicking the template names in the list box.
- Click Update to run the report.
Wire Detail Report
The Wire Detail report lists every in–process Wire and its associated fields.
Wire Detail Report Options:
- You can select All Wires or select specific wires by holding down the Ctrl key while clicking the Wire names in the list box.
- You can choose to have the Wires sorted by Name or by Wire ID number.
- You can filter by status. Choices are:
- Incomplete
- Unapproved
- Part Approved
- Approved
- Released
- Rejected
- Processing
- Date Range – you can specify a range of dates or select from the Preset Date Ranges available.
Wire Summary Report
- You can select All Wires or select specific Wires by holding down the Ctrl key while clicking the Wire names in the list box.
- You can filter by status. Your choices are:
- Incomplete
- Unapproved
- Part Approved
- Approved
- Released
- Rejected
- Processing
- Date Range – you can specify a range of dates or select from the Preset Date Ranges available.
The Wire Summary report lists every in–process Wire but does not include all associated fields.
Wire Summary Report Options:
Wire History Detail Report
The Wire History Detail report lists every Wire that has been processed and its associated fields.
Wire History Report Options:
- You can select All Wires or select specific Wires by holding down the Ctrl key while clicking the Wire names in the list box.
- You can choose to have the Wires sorted by name or by Wire ID number.
- Date Range – you can specify a range of dates or select from the Preset Date Ranges available.
Wire History Summary Report
The Wire History Summary report lists every Wire that has been processed but does not include the detailed field information.
Wire History Summary Options:
- You can select All Wires or select specific wires by holding down the Ctrl key while clicking the wire names in the list box.
- Date Range – you can specify a range of dates or select from the Preset Date Ranges available.
General System Navigation
Mailbox
Go To Top
The Mailbox screen allows you to request information about new accounts, loans, or other financial products and services. You can also send help requests, suggestions, or comments regarding this system.
New Message
The new message screen allows you to create and send new messages to specific desks or departments responsible for responding to your message.
To send a new message:
- Select the department or desk to which you are sending the message.
- Enter a subject.
- Type your message in the content box.
- Click Send to transmit your message.
Message Notification:
- If you have an unread Message, the Mailbox button will flash on and you will receive a notification at the top of the page displayed when you first sign on to the system.
Messages Inbox:
- The Messages Inbox will display all messages with the date, the sender and the subject. The messages are displayed in date order with the most recent messages on top.
Viewing a Message:
- Click on the date of the message you would like to view. The message will be displayed.
Usage Tip: The Mail Box, New Message function does not have a spell check tool. You can cut and paste text into the New Message form from any word processing program.
Show Inbox
Selecting Show Inbox will return you to the Messages Inbox displaying all messages. Only the New Message button will be shown if you do not have any messages.
Reply to Message
While viewing a message you can select to reply to the message.
To reply to a message:
- Select the Reply to Message button from the View Message screen.
- Enter your reply in the contents box.
- Click Send. You will be returned to the Mailbox screen.
Delete Message
While viewing a message you can select to delete the message.
To delete a message:
- Select Delete Message while viewing the message you wish to delete.
You will be returned to the Messages InBox and the message you selected to delete will no longer be listed.
You can delete one or several messages from the InBox screen.
- Select the check box to the left of any message you wish to delete.
- Click on Delete Selected Messages at the bottom of the InBox grid.
- You can also select the DELETE link for the message to delete each message individually.
The Help screen is where you can find out more information about the functions within the system.
- After selecting Help, the online help will be displayed.
- You can select the available links or scroll through the topics listed.
Windows Printing Tip: You can print the entire Help document by selecting the Print button on your browser menu, or you can highlight the section of help that you would like to print, right click within the highlighted area and select Print from the drop down menu displayed.
Site Map
The Site Map will show you the available functions within the system. You can select any of the links shown and you will be taken to that specific screen.
Options
The Options screen allows you to select preferences for your online system.
View Address
Change Password: You can change your Password to the system by entering a new one.
The Password must meet the following criteria:
- The Password can be any combination of characters and numbers.
- It must be at least 8 characters but no greater than 15 characters.
- It is not case sensitive.
- Enter your new Password twice.
- Click Update to have your changes take effect.
Secret Question / Phrase
- Enter a secret question or phrase. The question or phrase entered will be presented to you for response should you forget your password and ask for assistance from the Sign-On page.
New Response
- Enter the response to your secret question or phrase. This entry will be used to validate your response should you forget your password and ask for assistance from the Sign-On page.
Retype New Response
- Re-enter your response to ensure that spelling errors have not occurred.
Usage Tip: Make your question or phrase something that only you will know the answer to, this will help keep your password secure.
Email Address
- Enter you email address in the field provided.
Register Lines per Page:
You can change the number of lines displayed on your transactions register screen.
- You can set the number of lines between 1 and 99.
- Click Continue to have your changes take effect.
Note: The more information you request on any given page increases the amount of time the information takes to travel the Internet. A good average is 20 lines.
Register Background Color:
You can change the color of the highlights on your transaction register.
- Select a new color from the list.
- Click Continue to have your changes take effect.
Register Default Sort Order
You can change the default sort order for your transaction register.
- You can sort your register by posted date, check/item number or amount.
- Click Continue to have your changes take effect.
Note: Selecting any sort order other than Posted Date of Transaction will cause you to lose the running balance
on your Online Register.2 Line Register Display:
You can have the transaction register display two lines per transaction.
- Select the 2 line register box so it is marked.
- Click Continue to have your changes take affect.
Register Days:
- This is the number of days of transaction history that you would like to have access to in your Online Register. The default days displayed represents the maximum number of days allowed – you can change your view to any number of days up to the default setting.
- Changing this entry does not purge your transaction history it simply changes the amount of data that is available for edit from the Online Register. All other transaction history will remain available through Reports or the Research function.
Send me Marketing Alerts:
You can choose to receive Marketing Alerts related to financial products and services.
- Select your preferred delivery methods or select not to receive Marketing Alerts by checking the box next to Email, Mailbox or None.
- Designate your Email Address if Email is one of your preferred delivery methods.
Send me System Alerts:
You can choose to receive System Alerts regarding inactivity or password changes.
- Select your preferred delivery methods or select not to receive System Alerts by checking the box next to Email, Mailbox or None.
- Designate your Email Address if Email is one of your preferred delivery methods.
Setup Financial Alerts:
- Select your preferred delivery methods or select not to receive Financial Alerts by checking the box next to Email, Mailbox or None.
- Designate your Email Address if Email is one of your preferred delivery methods.
You can click on the Setup Financial Alerts title to be taken to a page where you can setup alerts related to financial events.
- Account - select the account that is going to be affected by the financial event
- Notify me when... - this drop down provides a listing of events that can trigger an Alert. The following events can be selected:
- this check number clears
- my balance falls below
- my balance is above
- a specific transaction is posted
- Transaction Type... - this drop down provides a listing of transaction types that may apply to your financial alert. The following Transaction Types can be selected:
- a check transaction has occurred
- electronic funds transaction occurred
- Additional Criteria... - you can select additional criteria regarding how your event is interpreted. The following Additional Criteria are available for selection:
- Greater Than
- Less Than
- Equal To
- Criteria... - this information will be the specific check number or dollar amount related to the Event selected.
Setup Personal Alerts:
- Select your preferred delivery methods or select not to receive Personal Alerts by checking the box next to Email, Mailbox or None.
- Designate your Email Address if Email is one of your preferred delivery methods.
You can click on the Setup Personal Alerts title to be taken to a page where you can setup alerts related to personal alerts
- On... - enter the date or select a date from Calendar provided that you would like to receive the Alert.
- Notify me that... - enter the information that you would like to receive in the Alert.
- Every... - select the recurrence schedule for the Alert. You can choose from the following recurrences:
- Annual
- By-Weekly
- One Time
- Monthly
- Semi-Annually
- Weekly
- # of Times... - enter the number of times you would like to receive the Alert.
Sample Recurrences: If you select One Time as your recurrence schedule, then enter 1 in the # of Times field. If you would like to receive an alert every month for a year, selected Monthly as your recurrence schedule and enter 12 in the # of Times field.
Alert History Report:
You can click on the Alerts History Report title to be taken to a page where you can review a history of Alerts.
Sign Off
To exit or quit from the system:
- Select Sign Off. You will be returned to the sign on or start screen.
Other Services – Links
Other Services – Links provide easy to use secure connections to ancillary financial services products.
