TREASURY MANAGEMENT. User Guide. Distributed Capture

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1 TREASURY MANAGEMENT User Guide Distributed Capture

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3 Table of Contents Getting Started 1 Understanding Scanning Options 1 Installation Steps 1 Installing the Scanner 1 Starting the Micro Server 1 Configuring the Micro Server 2 Distributed Capture Application 2 Access 2 Entering Data: Single Transaction 5 Scanning Documents: Multiple Transactions 6 Closing an Open Batch 8 Scanning Documents: Correspondence 9 Viewing Batch Status and Details 10 Pending Batches Waiting for Submission 10 Batches Submitted to the Lockbox System 10 Viewing Transaction Status and Details 11 User Tool Kit 12 Contact Information 12 System Availability 12 Rev. 12/13

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5 Getting Started Thank you for choosing Distributed Capture. We welcome this opportunity to bring you an exceptional product backed by the support of our entire Business Relationship Services team. We hope you find Distributed Capture to be a valuable addition to your business. Distributed Capture allows you to scan checks and remittance documents for further processing by the bank. In order to use Distributed Capture, you need access to the following: An approved scanner KODAK i2400 or KODAK i2600 A PC with Windows XP, Vista, or Windows 7 Broadband access to the Internet The following process flow illustrates the basic steps to complete a transaction using Distributed Capture: Understanding Scanning Options To use Distributed Capture, it is necessary to understand your scanning options. The three standard scanning options are defined below: Single transaction: A set of one or more checks supporting a single transaction with or without supporting documents (check/doc or check/check/doc) Multiple transactions: More than one set of check(s) and document(s) transactions (check/doc and check/check/doc) Correspondence Only: Document only transactions with no checks Installation Steps Installing the Scanner Follow the manufacturer s instructions for installing the approved scanner. This must be completed prior to starting the Micro Server. Starting the Micro Server Before you can begin scanning your remittances in Distributed Capture, you must start the Micro Server. This application enables you to configure your scanner, scan your documents, and save local images if needed. Although you can log into Distributed Capture and even view prior scans without starting the Micro Server, you will not be able to scan any new items. Tip: You must install your approved scanner in order for the Micro Server to recognize that scanner. To start the Micro Server, double click on the Micro Server icon on your desktop or from the saved location. Tip: The Micro Server runs as a minimized application on your computer. 1

6 Configuring the Micro Server In order to configure the Micro Server to properly accept scans from an approved scanner, you need to make sure the scanner is properly installed. If the Micro Server is started without the appropriate scanner installed, no default scanner is selected. Once your approved scanner model is installed, you do not need to run the configuration in order to begin scanning. The list of approved scanners includes all compatible drivers that exist on your machine, which could include scanners or other picture-capture devices that are not currently connected to your machine. To configure the Micro Server: 1. Maximize the Micro Server window. 2. Click the Options Menu and select Configure. 3. Enter the configuration password, ABCxyz123. The password is case-sensitive. 4. Select from the Scanner drop-down menu KODAK Scanner: i2000 regardless of the scanner type. 5. Click OK to save and exit the setup. Distributed Capture Application Access Once the Micro Server has been started and configured, you can log into your lockbox portal ( bbvacompass.com) and access Distributed Capture. Logging In 1. Access your Image Lockbox login webpage. 2. Enter your Customer ID, User ID, and Password. This information will be provided by Technical Business Relationship Services at the time of implementation. If this is your first time logging into Image Lockbox, you will be asked to reset your Password. Tip: Your new Password must be at least 6 characters in length with at least number and one special character ($,@,/,*). 2

7 3. Click the Distributed Capture link. Select the lockbox number. If you have more than one lockbox, select the appropriate lockbox from the list of links on the right. You will be redirected to the Batch Overview page, where you can edit and view your batches and their transactions. Tip: To refresh screen, click on Main or refresh the browser (F5). 3

8 Scanning Documents: Single Transaction Transactions are organized into batches on a per-envelope basis. There is always one open batch to which you can add transactions. The open batch remains open until you manually close it. A new open batch is created automatically when you close the existing one. 1. To create a batch of work or to scan transactions, click on the Open Batch link. 2. Select the Single Transaction option. 3. Order the documents from the envelope as follows: a. Check b. Supplemental documentation, such as coupons and invoices (optional) c. Envelope (must be set up to scan envelopes at the time of implementation) 4. Place the documents in the scanner as required. Tip: All approved scanners require that you position the items top down facing away from you. You should see the back side of the last document. 5. Select the Scan button on the Batch Details page to scan the documents and add the transaction to the open batch. Tip: If there are no documents in the scanner, a warning pop-up window appears instructing you to place the documents in the scanner. To continue the scanning process, place your documents in the scanner and click OK. 4

9 6. During the scanning process, a message will appear on your computer informing you that the document images are being scanned and uploaded. 7. Once the scanning process has completed, you are redirected to the Envelope Details page to enter the check amount for the transaction. Entering Data: Single Transaction Once you have completed the scanning process, you are automatically redirected to the Envelope Details page, where you can enter data for the transaction items. This page displays the imaged documents from the scanning process as well as data for the transaction items. Tip: You can edit the data for transactions in the open batch only. The data for transactions in closed batches is read-only on the Envelope Details page. To enter data for the transaction items: 1. Verify that all the scanned images are legible and reflect what you intended to scan. 2. For each document scanned, select the document type from the Type drop down. The type for each of the documents automatically defaults to the order expected from the scan: a. Check b. Supplemental c. Envelope 3. For a check, enter its amount in the Check Amount field. Do not enter a decimal point in the Check Amount field Tip: Distributed Capture automatically formats the numeric digits that you type and places a decimal point in the correct position. 5

10 4. To save the transaction and send it to the bank, click the Save button. 5. To delete the transaction and remove it from the batch, click the Delete button. Once the transaction is either saved or deleted, you are redirected to the Batch Details page where you can perform the following actions on the open batch: Add another transaction View existing transactions Delete existing transactions Adding transactions to an existing batch You can add a new transaction to the open batch by scanning the transaction documents. Document scanning is performed on a per-envelope basis. Scanning Documents: Multiple Transactions Transactions are organized into batches on a per-envelope basis. There is always one open batch to which you can add transactions. The open batch remains open until you manually close it. A new open batch is created automatically when you close the existing one. 1. To create a batch of work or to scan transactions, click on the Open Batch link. 2. Select the Multiple Transaction option. 6

11 3. Order the documents from the envelope as follows: a. Check b. Supplemental documentation, such as coupons and invoices (optional) c. Envelope (must be set up to scan envelopes at the time of implementation) 4. Place the documents in the scanner as required. Tip: All approved scanners require that you position the items top down facing away from you. You should see the back side of the last document. 5. Select the Scan button on the Batch Details page to scan the documents and add the transaction to the Open Batch. Tip: If there are no documents in the scanner, a warning pop-up window appears instructing you to place the documents in the scanner. To continue the scanning process, place your documents in the scanner and click OK. 6. During the scanning process, a message will appear on your computer informing you that the document images are being scanned and uploaded. 7. Once the scanning process has completed, you are redirected to the Scanned Batch Details page to enter amounts and perform a structure review. Reviewing Scanned Batch Details You can quickly and efficiently review numerous images and correct any issues prior to submitting a batch. If there are any issues in your batch, the codes below will appear during review of scanned batches. As you make corrections to remove these codes, Distributed Capture will dynamically re-evaluate the deck structure and change or remove codes as appropriate. To Complete a Review: 1. Click on each line to enter check amounts and review for image quality. Tip: You can use the up and down buttons to change the order of the transactions. 7

12 2. If any items/images should be deleted from the batch click on the line to be deleted and click on the Delete button. Closing an Open Batch The open batch will remain open until you close it. A new open batch is created automatically when the existing one is closed. Once you close an open batch, it is submitted to the bank. The batch becomes part of the deposit for the lockbox only after it is successfully validated and processed. To close the Open Batch: 1. Select the Save and Finalize button on the Batch Details page to finalize the batch. 8

13 2. A pop-up window appears asking you to confirm that you want to close this batch. Select OK to close the batch. 3. A batch number is automatically assigned to the batch once it is closed. Tip: You cannot close an empty batch. Closed batches cannot be edited. Scanning Documents: Correspondence Transactions are organized into batches on a per-envelope basis. There is always one open batch to which you can add transactions. The open batch remains open until you manually close it. A new open batch is created automatically when you close the existing one. 1. To create a batch of work or to scan transactions, click on the Open Batch link. 2. Select the Correspondence option. 3. Order the documents from the envelope as follows: a. Supplemental documentation, such as coupons, invoices, letters, etc. (no checks) b. Envelope (must be set up to scan envelopes at the time of implementation) 4. Place the documents in the scanner as required. Tip: All approved scanners require that you position the items top down facing away from you. You should see the back side of the last document. 5. Select the Scan button on the Batch Details page to scan the documents and add the transaction to the Open Batch. Tip: If there are no documents in the scanner, a warning pop-up window appears instructing you to place the documents in the scanner. To continue the scanning process, place your documents in the scanner and click OK. 6. During the scanning process, a message will appear on your computer informing you that the document images are being scanned and uploaded. 7. Once the scanning process has completed, you are redirected to the Scanned Batch Details page to perform a structure review. 9

14 Viewing Batch Status and Details The Distributed Capture Batch Overview page indicates the status of your batches and displays information for the following batch types: Pending batches waiting for submission Batches submitted to the lockbox system Pending Batches Waiting for Submission Batches that have not yet been processed by the bank are located in the Pending Batches Waiting for Submission section of the Batch Overview page. This section includes the open batch and any applicable closed batches. To view pending batch details: 1. For the open batch, select the Edit Batch link. 2. For a closed batch, select the View Batch link. Batches Submitted to the Lockbox System Batches that have been submitted to the bank are located in the Batches Submitted to Lockbox System section of the Batch Overview page. The status column indicates the status of each batch with both an icon and accompanying text. The batch status values and their corresponding icons are shown in the table below: Icon Status Description N/A Captured The batch was captured in the Distributed Capture program. This is the initial batch status once it is closed. Accepted The batch was approved for import into the lockbox system. In Progress Complete Rejected Errors The batch was imported into the lockbox system and is being processed. All batch items were processed and deposited. The entire batch was rejected and was not imported into the lockbox system. No deposit was made. One or more items in the batch were not deposited. To view submitted batch details: 1. Select the appropriate batch number link. 2. The status for each of the batch envelopes is indicated with an icon on the Batch Details page. 10

15 Viewing Transaction Status and Details The Batch Details page displays information for each transaction in the batch and, if the batch has been submitted, also indicates its status. Transactions are generally accepted or rejected on an individual envelope basis. A batch is not rejected as a whole if one transaction results in an error. If a transaction is rejected due to insufficient image quality, the transaction can be scanned again and resubmitted. If a transaction is rejected due to the check being invalid in some way, for example a missing signature or account number, the transaction should not be resubmitted. Transaction details are provided on the Envelope Details page. You can review transaction errors for your submitted batches and rescan the documents as part of the open batch. To view transaction details: 1. Select the link under the batch number on the Batch Details page. 2. The document images and their corresponding information will display on the Envelope Details page. 3. To correct any errors, select the appropriate batch number link to see the error details. 11

16 User Tool Kit Contact Information If you have any questions about Distributed Capture, please contact your local BRS Client Services team. We look forward to serving you. Business Relationship Services Voice Fax Alabama & Florida Arizona, California, Colorado, New Mexico & El Paso, TX South Texas North Texas System Availability You may transmit batches to BBVA Compass 24 hours a day, 7 days a week. Deposits submitted Monday through Friday (except on Federal Reserve holidays) by 2:00 p.m. local lockbox time will be included in that day s deposit. Deposits submitted Monday through Friday after 2:00 p.m. local lockbox time or on weekends will be included in the following day s deposit. 12

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18 Rev. 12/13 BBVA Compass is a trade name of Compass Bank, Member FDIC