Deposit Direct. Getting Started Guide

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1 Deposit Direct Getting Started Guide

2 Table of Contents Before You Start... 3 Installing the Deposit Direct application for use with Microsoft Windows Vista... 4 Running Programs in Microsoft Windows Vista... 4 Logging into Deposit Direct and downloading the Universal Scanner Installer... 6 About the Universal Scanner Installer (USI) Configuring your Scanner for use with Deposit Direct Making a Deposit Using the Search features in Deposit Direct Search Deposits Search Checks Reports Posting File Yardi File Posting File Field Descriptions Yardi Output Report Format Sample Yardi Output DEPOSIT DIRECT GETTING STARTED GUIDE Page 2

3 Before You Start Deposit Direct has the following Hardware and Software requirements: Windows XP: Processor Speed : 600 MHz RAM : 512 MB of system memory Hard Disk Space : 200 MB free space Operating System : Windows XP (with Service Pack 2) Internet Browser : Internet Explorer 6 (Service Pack 1) or above USB : 2.0 High Speed Internet Access : DSL or better preferred Windows Vista Business Edition: Processor : 1 GHz 32-bit (x86) RAM : 2 GB of system memory Hard Disk Space : 200 MB free space Operating System : Vista Business Edition Internet Browser : Internet Explorer 7.0 USB : 2.0 High Speed Internet Access : DSL or better preferred To successfully complete the Deposit Direct setup you will need Administrative rights to the workstation. To verify that you are an Administrator or have administrative privileges for your workstation running Windows XP or Windows Vista Business Edition do the following: Windows XP: 1. Open the Windows Control Panel 2. Right-click on User Accounts (Windows XP) or Users and Passwords (Windows 2000) and select Open 3. Select the Users tab 4. If Administrators is displayed in the Group column for your user name, you have administrative privileges Windows Vista Business Edition: 1. Open the Windows Start Menu 2. Select the Setting option 3. Select Control Panel 4. Select User Accounts 5. If your User Icon lists your username with Administrator, you have administrative privileges Note: Do not connect the scanner s USB cable to your workstation until you have completed Steps 1 and 2 of the Deposit Direct installation. DEPOSIT DIRECT GETTING STARTED GUIDE Page 3

4 Installing the Deposit Direct application for use with Microsoft Windows Vista If you are using Deposit Direct on the Windows Vista Operating system, the scanner installation process will follow the steps detailed in the section: Logging into Deposit Direct & Scanner Setup (see page 7) of this guide. You will notice some additional Vista specific prompts as explained and illustrated below. Each time you receive one of the Vista specific prompts, simply agree to the change to continue. Running Programs in Microsoft Windows Vista One of the primary differences between Microsoft XP and Vista is the way you access your programs. Microsoft Vista uses two additional security features called User Account Control (UAC) and User Interface Privilege Isolation (UIPI). These features aim to improve the security of Windows Vista by restricting programs to standard user privileges unless the administrator specifically authorizes an increase in privilege level. In other words, a user can navigate Windows freely, but will need to individually authorize certain programs launch or access system files. Please note that during the installation of your check scanner, you will receive permission prompts. Each time you receive one of these prompts, simply agree to the change to continue. UAC Example: DEPOSIT DIRECT GETTING STARTED GUIDE Page 4

5 UIPI Example: If a technical support group handles software installations for your workstation you should coordinate your Deposit Direct installation with them before proceeding through the steps outlined here to ensure a successful install. Deposit Direct utilizes an ActiveX Control to interface with the scanning device you ll install on your workstation. Without the ActiveX Control Deposit Direct will not be able to scan checks. Your Internet Explorer (IE) Security Settings as well as the settings of other Pop-up blockers or Security applications, like Norton or McAfee, may impact your Deposit Direct installation. The Deposit Direct ActiveX Controls are marked as safe and are designed to work with Internet Explorer 7.0 s default Internet Security settings. If your Company s Internet Policy is more restrictive you should have your Technical Support Group perform the installation or coordinate to have them on stand-by for your installation should you need their assistance. The Internet Explorer (IE) 6.0 or 7.0 Internet Security Settings documents in the Deposit Direct User Guide are available to help you validate your IE settings to ensure that the Deposit Direct ActiveX control is successfully downloaded. Your settings should mirror those in the documents for best results. For other pop-up blockers or security applications please refer to their respective User Manuals. DEPOSIT DIRECT GETTING STARTED GUIDE Page 5

6 Logging into Deposit Direct and downloading the Universal Scanner Installer Launch Internet Explorer and enter in the address line. On the left side of the screen you will see Log in to your accounts. Click on the drop down arrow to expand your choices. Under the Business/Corporate section, select Deposit Direct. Enter the Direct Deposit username provided in your Welcome , then press ENTER or click the Sign In button. DEPOSIT DIRECT GETTING STARTED GUIDE Page 6

7 The following screens show a typical sequence for creating your Security Profile: DEPOSIT DIRECT GETTING STARTED GUIDE Page 7

8 You will be asked to select a Security Image and a pass phrase: DEPOSIT DIRECT GETTING STARTED GUIDE Page 8

9 You will be asked to select and answer 3 SiteKey Challenge questions: DEPOSIT DIRECT GETTING STARTED GUIDE Page 9

10 DEPOSIT DIRECT GETTING STARTED GUIDE Page 10

11 DEPOSIT DIRECT GETTING STARTED GUIDE Page 11

12 After clicking to login, you may be asked to answer a Security Question prior to entering your password: DEPOSIT DIRECT GETTING STARTED GUIDE Page 12

13 Click to accept your Security Profile and enter the password supplied by Treasury Management Services during training: DEPOSIT DIRECT GETTING STARTED GUIDE Page 13

14 The first time you login, you will be prompted to change your password: DEPOSIT DIRECT GETTING STARTED GUIDE Page 14

15 The screen should let you know that the password change was a success by displaying Password has been successfully updated as shown below: DEPOSIT DIRECT GETTING STARTED GUIDE Page 15

16 Click on the Scanner Setup tab and select the link listed next to STEP 1: CLICK HERE to download the Scanner Installation wizard: DEPOSIT DIRECT GETTING STARTED GUIDE Page 16

17 About the Universal Scanner Installer (USI) The Universal Scanner Installer is a wizard that installs the required software components for scanners certified for use with the Deposit Direct Suite of products. The first time you install, you will select the scanner you ll be using with Deposit Direct. You ll notice a new program installed in your Windows program menu called Universal Scanner Installer. If you ever need to configure a different scanner, you can simply select the new scanner from the Universal Scanner Installer folder and it will install the component needed to support your new scanner. The following instructions will walk you through the initial stages of the USI installation. Upon completion of Step 5 you will select the scanner you are using with Deposit Direct. After selecting your scanner from the drop-down menu a series of on-screen prompts will begin. Generally you will complete the installation by clicking Yes Next Install Run or continue until the installation is complete. You should NOT close Internet Explorer while Universal Scanner Installer is being run. Don t connect the scanner until you ve completed the installation and restarted your computer. 1. Click Run when the dialog box appears. DEPOSIT DIRECT GETTING STARTED GUIDE Page 17

18 2. Wait as the Scanner Installer downloads. 3. Click Next to begin the scanner installation process. Note: Do not close Internet Explorer while this installation is taking place! DEPOSIT DIRECT GETTING STARTED GUIDE Page 18

19 4. Wait as the scanner setup application is initialized. 5. When the program is done installing, select your scanner from the drop-down menu and click Install. What if I m not sure which scanner to select? If you are unsure of which selection to make, look at the packaging of your desktop scanner and look for the model name. Next, select the scanner you intend to use by highlighting the appropriate scanner name and clicking Install. Regardless of which scanner you are using, your installation will generally be very straightforward. DEPOSIT DIRECT GETTING STARTED GUIDE Page 19

20 After completing series of on-screen prompts, RESTART your computer to finish the installation and then follow the steps below. Once your computer has restarted, ensure your scanner is powered on and then connect the scanner s USB cable to your computer s USB port. Windows Vista should automatically detect your scanner. You will see two pop-ups, one after the other, toward the bottom-right corner of your screen. Note: If the Found New Hardware Wizard appears instead, you may be prompted to follow a few more installation steps. Simply follow the recommended steps mentioned by the Wizard. DEPOSIT DIRECT GETTING STARTED GUIDE Page 20

21 Configuring your Scanner for use with Deposit Direct The scanner and drivers are now installed on your computer. Now we need to get the scanner working with Deposit Direct. Go back to Internet Explorer, where the SCANNER SETUP page should still be open. If it isn t, launch Internet Explorer and log back into the Deposit Direct website with your username and password. Your check scanner and Deposit Direct software function through a relationship of ActiveX controls downloaded from the Internet. As a result, pop-up blockers and modified Internet settings may impact successful installation. If you run into problems, refer to our recommended Internet settings. 1. While logged in to Deposit Direct, select ADMIN from your list of available options and go to your SCANNER SETUP tab and select your scanner from the drop-down menu. DEPOSIT DIRECT GETTING STARTED GUIDE Page 21

22 2. Click SET SCANNER to download the ActiveX control for your scanner. 3. A Loading message will be displayed as Deposit Direct downloads the necessary ActiveX control. After download is complete, Internet Explorer will attempt to install the newly downloaded ActiveX. DEPOSIT DIRECT GETTING STARTED GUIDE Page 22

23 If a bar appears that says To help protect your security, Internet Explorer stopped this site from installing an ActiveX control on your computer. Click here for options This is just Internet Explorer being cautious because it's the first time it's seen this program. Click the yellow bar and look for the option to install. 4. Select Install ActiveX Control Note: You may receive the following message while installing your ActiveX control. DEPOSIT DIRECT GETTING STARTED GUIDE Page 23

24 5. A dialog box appears asking your permission to install. Click the Install button to finish. 6. When the ActiveX control download is complete, the following screen will be displayed. Select CLICK HERE to create a new deposit. Congratulations! Your scanner setup is complete. You are now ready to begin creating deposits! DEPOSIT DIRECT GETTING STARTED GUIDE Page 24

25 Making a Deposit 1. Select DEPOSITS from your Deposit Direct Tool bar. Enter the deposit control totals then click CREATE DEPOSIT. 2. Select an account from the Location Name dropdown box and enter a deposit name. What are Deposit Controls? Deposit Controls are a feature that requires that you to begin your deposit by entering first the dollar value of the checks you intend to scan followed by the total number of checks. At the end of your deposit, Deposit Direct will compare the total you entered to the total calculated by the application when you are ready to submit your deposit. If there are differences you will be notified before you submit your deposit and will not be able to submit the deposit until the difference has been corrected. If you have discrepancies you should review the check amounts entered during data entry to ensure that they weren t misread or miskeyed. 3. The Scan Checks screen will appear indicating the Status and Operation of the scanner as noted in the red boxes below. Wait until you see the Status reflect: Online & Operation: Please Insert Check. 4. When your scanner is ready, place a check in the feeder and click the SCAN CHECK button. DEPOSIT DIRECT GETTING STARTED GUIDE Page 25

26 5. After successfully scanning your check, view its front and back images by clicking the FRONT and BACK tabs listed at the top of the Check Image Viewer. Click DONE when you are to go to the ENTER DATA Screen. Note: Please ensure you have endorsed all of your checks before scanning them. 6. The ENTER DATA screen displays the scanned check's Routing Transit Number, Account Number, Check Number and Amount automatically drawn from Deposit Direct s ability to read the MICR line. 7. Verify the information present in the Check Details fields against the check image for accuracy, including the Amount if necessary, and then click NEXT. DEPOSIT DIRECT GETTING STARTED GUIDE Page 26

27 Note: In the event that the scanner has read the Routing Transit Number, Account Number or Check Number incorrectly you will receive the following message. Why are you showing me error messages? While most users shouldn t experience these messages, if you do run across any issue with your check scanning, these are some of most common, easily corrected issues that you may come across. These examples will give you a good jumping point from which to attempt to troubleshoot or communicate to Technical Support. DEPOSIT DIRECT GETTING STARTED GUIDE Page 27

28 8. If you encounter this message you will have two options before continuing: RESCAN & Edit MICR. 9. Edit MICR: If your account is provided with the feature of editing MICR, click EDIT MICR to update the information to mirror the information on the original check. 10. RESCAN: If you do not see the EDIT MICR option click RESCAN. This operation will automatically void the check with invalid MICR and allow you to attempt to scan again. Edit MICR Example: DEPOSIT DIRECT GETTING STARTED GUIDE Page 28

29 11. Click NEXT after verifying the amount and MICR information. 12. Click SUBMIT DEPOSIT after reviewing the deposit details information. DEPOSIT DIRECT GETTING STARTED GUIDE Page 29

30 13. You will receive a last warning message before submitting the deposit, Click Submit. 14. Notice that the status has changed to Accepted. Click OK to continue. DEPOSIT DIRECT GETTING STARTED GUIDE Page 30

31 15. Notice the status has changed to Processed. This means that the deposit has been received by the Bank for processing. Optionally, you can select the CLICK HERE button to view the Item Summary. 16. You can view the finished status of your completed deposit in the Item Summary screen. DEPOSIT DIRECT GETTING STARTED GUIDE Page 31

32 Using the Search features in Deposit Direct Deposit Direct offers a set of features designed to facilitate research on Deposits as well as the checks included in the Deposits. You may perform searches on an individual or entire deposit basis. To make use of these features, simply go to your top side navigator and select: Search Deposits Search Checks Note: The Search Deposit feature in Deposit Direct Reports on completed deposits only. This is important to note because any deposits still in a Created Pending or Data Entry status will be excluded from the results of your search. Search Deposits Upon selecting the SEARCH DEPOSITS tab, the search criteria page will be presented as shown below. Enter location name to search for: In order to search for deposits, at least one Location (account) must to be selected. This multiple selection list box lists all Locations (accounts) that your user ID has access to. You can narrow your location list by entering a search string into the Enter location name to search for text box. If there are any matches to your search string they will be presented. Otherwise, click the dropdown menu to locate your selection. After you are done with narrowing the list of locations, select Location(s) (You may select multiple Locations by holding the CTRL or SHIFT key while selecting each row.) or select (All) to refer to all Locations. Deposit ID: If you know the specific ID number of your deposit, you may enter it here. Note that your ID cannot be more than 8 digits long. DEPOSIT DIRECT GETTING STARTED GUIDE Page 32

33 Deposit Name: Here you specify the name of the deposit. Enter the full name exactly as entered during the creation of the deposit. Date Scanned From and To: Select your date range by entering appropriate To and From dates. If you choose not to select any dates, the system will default to today s date. Remember, your date range is limited to a maximum of 31 days.. Note: The Date To has to be later than the Date From otherwise you will receive following message: Deposit Amount From and To: Enter the amount of the deposit using these fields. If you are unsure of the exact amount you can enter a range using the Deposit Amount From and To fields. If you enter your amount in a range, Deposit Direct will search for any deposits whose deposit amount falls within those criteria. Make sure you don t indicate the Amount To value as less than the Amount From, otherwise you will receive an invalid amount error. Submitted By: Using this field you can search for deposits based on username. Status: You can search for deposits based on the following statuses: Complete Processed Rejected Status Complete Processed Rejected Description Deposits with this status have been submitted to the server, and are being processed. Deposits with this status have been processed by the server. Deposits with this status have been processed by server, but one or more of the items were rejected. Deposits with this status are displayed in red text for easy recognition. DEPOSIT DIRECT GETTING STARTED GUIDE Page 33

34 To Search Deposits Specify search parameters and click the Search button to display the deposits matching your query. The Reset button clears previous search parameters and search results (if any) so you can start a fresh search. Each data line can be selected by double clicking (the same way you use a hyperlink). Simply select the line you wish to view details on by clicking. Example: Click on The << First, <Previous, 1, 2, 3,, Next>, Last>> links, displayed according to the number of deposits in the current search and depending on the current page you are in, allow you to page through the list of deposits conveniently. Click the row for a particular deposit to go to view the details of the deposit. DEPOSIT DIRECT GETTING STARTED GUIDE Page 34

35 Search Checks Upon selecting the SEARCH CHECKS tab, the search criteria page will be presented as shown below. In order to search for deposits, at least one Location must to be selected. If you leave the date fields blank, the results of your search will default to today s date. Enter location name to search for: This multiple selection list box lists all Locations that your user ID has access to. You can narrow your location list by entering a search string into the Enter location name to search for text box. If there are any matches to your search string they will be presented. Otherwise, click the dropdown menu to locate your selection. Payer Name: Here, you can specify the name of the Customer as First name followed by a space and then Last Name. Payer Account Number: Use this field to specify Account Number from the check s MICR line. Date Scanned From and To: Select your date range by entering appropriate To and From dates. If you choose not to select any dates, the system will default to today s date. Remember, your date range is limited to a maximum of 31 days. Note: The Date To has to be later than the Date From otherwise you will receive following message: Routing Transit: DEPOSIT DIRECT GETTING STARTED GUIDE Page 35

36 You can specify the Routing Transit Number of the check. Note that the application will automatically attempt to validate the routing number even before you select Search. If the Deposit Direct recognizes an invalid entry you will be presented with an error message prompting you to make corrections before you can continue. Check Number: If you know the check number for the item you are searching, enter it here. Amount From and To: The values you specify in the Amount From and To fields will let you search for checks whose amount lies in between the range. If the Amount To value is less than the Amount From, an Invalid Amount error message is displayed. Scanned By: Here, you can specify the parameters of your search by username. Status: You can search for deposits based on the following statuses (See status table on page 25 for definitions): Complete Processed Rejected To Search Checks Specify your search parameters first and then click the Search button to display the result of your query. DEPOSIT DIRECT GETTING STARTED GUIDE Page 36

37 The << First, <Previous, 1, 2, 3,, Next>, Last>> links, displayed according to the number of checks in the current search and depending on the current page you are in, allow you to page through the list of checks conveniently. Click the row for a particular deposit to see the details of the deposit page. DEPOSIT DIRECT GETTING STARTED GUIDE Page 37

38 Reports Deposit Direct provides a utility to build custom, downloadable reports in two different formats: 1. Posting File 2. Yardi You may access the reporting features offered by Deposit Direct at any time by selecting the REPORTS tab located next to ADMIN. Posting File 1. In order to generate a report in Posting File format go to REPORTS>>POSTING FILE. 2. Next, from the Location Name Drop-down list, select the Location that you want the report generated for. 3. Next, select up to 5 deposits you want included in your report. You may select multiple deposits by holding CTRL or SHIFT while selecting each row. 4. Next, select the individual selections of data you want to appear in your report. Here you can also specify the sequence for of how the data will appear on your report by using the dialog boxes as shown below. DEPOSIT DIRECT GETTING STARTED GUIDE Page 38

39 Building Your Posting File: Notice you are presented with two dialog boxes: Item Field list and Selected Item Field list 1. Highlight the desired field(s) and click the [>] directional button to move it into the Selected Item Field List Note: You may select multiple fields by holding the CTRL or SHIFT key while selecting each row. Criteria Highlighted: Field selected: 2. Click the [>>] button to move all available fields the Selected Item Field list box Note: If you accidentally move a data item you don t want to use into the Selected Item Field List, you can always use the left directional << button to put it back into the Item Field list. 3. Use the Up or Down buttons to change the order of how the data will appear in the report. DEPOSIT DIRECT GETTING STARTED GUIDE Page 39

40 4. You can organize the way the data in your report appears either by ascending order or descending using the Order By feature. 5. Then select an output format for your report from the dropdown menu: 6. When you are satisfied with your selections, click the Download button. DEPOSIT DIRECT GETTING STARTED GUIDE Page 40

41 7. When the File Download dialogue box appears, select Save to store the report on your PC hard drive or Open for immediate viewing. To return to the page without accessing the report, select the Cancel button. Select the More Info button to access your browser s help files regarding downloading files from the Internet. DEPOSIT DIRECT GETTING STARTED GUIDE Page 41

42 Yardi File 1. To generate a report in a Yardi format go to REPORTS>>YARDI 2. Next, from the Location Name Drop-down list, select the Location that you want the report generated for. 3. Select up to 5 deposits you want included in your report. You make multiple selections by holding CTRL or SHIFT while selecting each row. When you are satisfied with your selection(s) click Download. 4. When the File Download dialogue box appears, select Save to store the report on your PC hard drive or Open for immediate viewing. To return to the page without accessing the report, select the Cancel button. Select the More Info button to access your browser s help files regarding downloading files from the Internet. DEPOSIT DIRECT GETTING STARTED GUIDE Page 42

43 Posting File Field Descriptions Field Name Contents Type Deposit ID Deposit Direct assigned sequence # N Deposit Name Deposit Direct Deposit Name associated with Item AN Item Number Deposit Direct assigned item number N Entry Date Processed Date Transaction entry date. Format MMDDYY 24:00 Transaction process date. Format MMDDYY 24:00 Depositor ID Server assigned Depositor ID AN Reference Number Server assigned reference number. N Transaction type Routing Transit Number Payer Account Number ACH = ARC C21=Image Bank Routing Transit number parsed from check MICR line Payer Account Number parsed from the check MICR line. Item Serial Number Serial number parsed from check MICR line. AN Amount Format dollars and cents N Last name Last name; value as input/entered AN First name First name; value as input/entered AN Created by Submitted by Item Status Deposit Direct User Name that performed Data Entry Refers to Deposit Direct User who submitted the Deposit Item Status: Imaged AN AN AN AN AN AN AN AN Optional field 1 Label (user defined) Optional field 2 Label (user defined) Optional Fields 1 Value as input by end user Optional Fields 2 Value as input by end user Optional field 3 Label (user Optional Fields 3 Value as input by end user AN AN AN DEPOSIT DIRECT GETTING STARTED GUIDE Page 43

44 defined) Optional field 4 Label (user defined) Optional field 5 Label (user defined) Optional field 6 Label (user defined) Optional field 7 Label (user defined) Optional field 8 Label (user defined) Optional field 9 Label (user defined) Optional field 10 Label (user defined) Optional Fields 4 Value as input by end user Optional Fields 5 Value as input by end user Optional Fields 6 Value as input by end user Optional Fields 7 Value as input by end user Optional Fields 8 Value as input by end user Optional Fields 9 Value as input by end user Optional Fields 10 Value as input by end user AN AN AN AN AN AN AN DEPOSIT DIRECT GETTING STARTED GUIDE Page 44

45 Yardi Output Report Format Field Name Format Tenant ID AN (must begin with a T) Amount Date Processed AN (up to 10 characters for dollars and, if present, a decimal point and up to 2 characters for cents) N (MMDDYYYY) Check Number N(always greater than 100) Sample Yardi Output "T ", ," ","2001","" "T ", 925," ","2002","" "T ", 1100," ","2003","" "T ", ," ","2004","" DEPOSIT DIRECT GETTING STARTED GUIDE Page 45

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