TREASURY MANAGEMENT. User Guide. Lockbox Remittance Archive

Transcription

1 TREASURY MANAGEMENT User Guide Lockbox Remittance Archive

2

3 Table of Contents CD/DVD Installation 1 Installing Lockbox Remittance Archive Viewer Software 1 Installing the Setup CD Software 2 Instructions for Importing Data and Images from a Monthly CD 4 Downloading an Image File using File Transfer Services 5 Installing Lockbox Remittance Archive Image Viewer Software 5 Downloading Image Files 6 Using Lockbox Remittance Archive 8 Accessing and Printing Lockbox Files 8 Searching 11 Deleting a File 13 Contact Information 14 Rev. 07/15

4

5 CD/DVD Installation Each Lockbox Remittance Archive CD or DVD created by BBVA Compass lockbox services is encrypted to further enhance the security of your company s lockbox data and images. Each time you receive a CD or DVD, you will be required to enter a pass phrase during the import process before the data and images can be copied onto your respective PC or network. This guide will help you install the following components to your PC or network:. 1. Installation of the security application (used to unencrypt data and image CD s) 2. Installation instructions of the Lockbox Remittance Archive image viewer application 3. Instruction on how to import CD s Tip: During this process you will be prompted to call our Business Relationship Services group to attain a unique pass phrase to use in conjunction with your Setup CD software. Consequently, it is important that the person that contacts our Business Relationship Services group is the same person that receives the monthly CD s from BBVA Compass. Installing Lockbox Remittance Archive Viewer Software 1. Insert the CD labeled Lockbox Remittance Archive Software into your designated CD-ROM drive (i.e., your D:Drive). 2. The application should automatically start. If the application does not automatically begin, please go to My Computer and select the drive containing the CD. Choose the file named LockboxRemittanceArchive.exe (as seen here) to begin the installation process. 3. At the Welcome screen, click Next. 4. Choose a destination directory to install the application. You may choose your own directory or use the system default name (ridsview) before clicking Next. Please retain this information for future use. Tip: The application is also designed to be installed on a network drive should you choose to have multiple users within your organization view the data and images imported from your monthly CD. If you choose this feature, select the designated network drive during this step. 5. When choosing which components to install, make sure all three boxes are checked and click Next. 6. At the Ready to Install page, click Next. 7. Click Finish to complete the installation process. 1

6 Installing the Setup CD Software 1. Insert the disc labeled Setup CD into your CD-ROM drive (i.e., your D:Drive). 2. The application should automatically start. If the application does not automatically begin, please go to My Computer and select the drive containing the CD. Select the Click This icon to begin the installation process. The following screen will display: 3. Choose Set Location. The following screen will display: Tip: If you have multiple Setup CDs and pass phrases you must change the location for each set up. 4. Next, click Set and the Key Install page displays. 5. Choose Create Directory. 2

7 6. Click Save and the following screen will display: 7. Select Test Keys and the following screen will display: 8. Next, contact your local Business Relationship Services group to receive your unique pass phrase. Enter this pass phrase in the space provided and click Start. The following page will display. 9. You may now close the application or return to the setup menu. 3

8 Instructions for Importing Data and Images from a Monthly CD Important: If you have not already installed the Setup CD application, please do so before attempting to import data and images into your Lockbox Remittance Archive image viewer. 1. Insert your monthly CD into your CD-ROM drive (i.e. your D:Drive). This CD is marked with your Lockbox ID and processing data range. 2. The application will automatically start. If the application does not automatically begin, please go to My Computer and select the drive containing the CD. Select the Click This icon. 3. Type in the pass phrase that was provided to you during the Lockbox Remittance Archive installation. 4. Click Import to begin the import process. 5. At the data import location prompt, enter the location of where the data and images will be stored on your respective PC or network. This must be the same location as the viewer. Tip: This location must match the same directory path name that was established in step 4 of the Lockbox Remittance Archive Viewer installation above. Once you have entered the path name, click OK to begin the import process. 6. A progress bar will appear showing the percentage completed during the import process. To stop the import process at any point, click Stop Import. 7. Once the import process is complete the following screen will display: 8. You may now close the import application. To begin using your new lockbox data and image viewer, please refer to the separate section titled Using Lockbox Remittance Archive. 4

9 Downloading an Image File using File Transfer Services As an alternative to receiving files by CD/DVD each month, you may elect to receive transaction data and images via our File Transfer Services. These image files are provided daily, and can be viewed using the same Lockbox Remittance Archive Viewer used to view images on CD-ROM. Below are instructions of how to download images once you have implemented our File Transfer Services. If you have not implemented or installed the File Transfer Services software, please contact your treasury management sales officer or our lockbox support group at Installing Lockbox Remittance Archive Image Viewer Software Tip: If you are a CD-ROM customer and have already installed the viewer software you do not need to perform this action again. 1. Insert the CD labeled Lockbox Remittance Archive Software into your designated CD-ROM drive (i.e., your D:Drive). 2. The application should automatically start. If the application does not automatically begin, please go to My Computer and select the drive containing the CD. Choose the file named LockboxRemittanceArchive.exe (as seen below) to begin the installation process. 3. At the Welcome screen, click Next. 4. Choose a destination directory to install the application. You may choose your own directory or use the system default name (ridsview) before clicking Next. Please retain this information for future use. Tip: The application is also designed to be installed on a network drive should you choose to have multiple users within your organization view the data and images imported from your monthly CD. If you choose this feature, select the designated network drive during this step. 5. When choosing which components to install, make sure all three boxes are checked and click Next. 6. At the Ready to install page, click Next. 7. Click Finish to complete the installation process. 5

10 Downloading Image Files 1. Once you have successfully implemented BBVA Compass File Transfer Services, open the application and double click on your respective site name which appears on the far left hand side of the screen. 2. Next, click Connect to view files available for download. 6

11 Once the File Transfer Services connection has been established with BBVA Compass, any files available for download will appear in the middle window as seen below. All image files will show a three letter site name (i.e. BHM for Birmingham) followed by your six digit lockbox ID and the date. 3. Click on the file(s) you wish download and click Receive. Files will then be downloaded to the designated folder you have specified in the top window of your communication software (as seen above). Once the download is complete, close your communication software. 4. Next, open the folder in which you saved the image file. Image file example shown here. 5. Click on each file downloaded and the file will automatically load to the Lockbox Remittance Archive viewer. During this process you may see a DOS prompt similar to the one below. Depending on the size of the file, this may take a few minutes. Do not close the DOS prompt as this will automatically close once the files have been successfully downloaded. Once the files have been loaded, you may open the Lockbox Remittance Archive to view the respective contents. 7

12 Using Lockbox Remittance Archive Lockbox Remittance Archive is a convenient way to receive your images of checks and invoice documents by periodic CD/DVD s or same day through our File Transfer Services. You will find that the Lockbox Remittance Archive application provides a feature rich search tool to locate specific transactions. In addition, you will be able to quickly generate and print reports at the output, batch and individual transaction levels to help supplement your posting or research routines (available with File Transfer Services delivery option only). To open the application, choose Start, Programs, Wholesale Lockbox Downloads, and View Wholesale Lockbox Downloads to open the main page. You may also setup a shortcut for easier access. Accessing and Printing Lockbox Files When accessing the main page, a list of all output files successfully downloaded will be displayed. Each output file shown represents a daily file, batch, or transaction that was set up when you originally implemented the service. To access a specific image file, double click the desired file name under the column marked Output. The following batch index screen will display: Viewing All Images Within an Output (available with File Transfer Services delivery option only) 1. To view all images within an output click the hotlink All Printable PDF Transactions. You will then be presented with the corresponding batch number you wish to view. 2. Select the desired batch number and the PDF report will open. The first page of the report will show summary information contained within that output. The example below shows all transactions processed under a specific batch number. 8

13 3. To print the entire report, select the print icon or use your Window s normal print functions. Viewing Transaction Detail To view all the details captured within a particular batch, return to the batch index page and select the desired batch number you wish to view. The following transaction detail screen will display: 9

14 Viewing Images Within the Detail Page The detail page contains multiple hotlinks from which you can view images of your checks and associated invoices. 1. To view images within a specific transaction, select one of the hotlinks provided and a page similar to the one below will display: 2. To view a larger image click on the desired image and it will appear in the main window. You can select the image a second time to enlarge the viewing size and third time to reduce the viewing size. The transaction screen above provides a previous and a next hotlink so you can easily maneuver from transaction to transaction within this window. In addition, this screen also provides a link so that you can easily view the backside of a document image if you initially setup your lockbox to capture both sides of your invoice documents. 10

15 Searching Included with the Lockbox Remittance Archive service is a search feature which will enable you to quickly locate a batch or transaction previously downloaded to your PC. This search feature can be accessed multiple ways. The search button located at the top of the main screen will enable the user to search across all outputs downloaded to your PC while the search button located to the right will enable you to search within that specific output file. Regardless of which search button is used, the following search index screen will display: 1. To conduct a search, highlight the desired lockbox ID and the corresponding output (if this is an output specific search, then this step will not be necessary). Tip: Multiple lockbox ID s or outputs may be searched simultaneously by holding down the control key while using your mouse to select specific boxes or output ID s. 11

16 Search Field Options Search Field Processing Dates Check Amount TID Batch Number Item ABA/RT Account Number Check Number Keyed Field Data From Check Keyed Field Data From Invoice Definition Range of dates which lockbox work was processed by BBVA Compass Numerical amount of check Transaction ID assigned by BBVA Compass lockbox platform (same as transaction or envelope ID) Batch number assigned by BBVA Compass lockbox platform Item sequence number assigned by BBVA Compass lockbox platform Deposited check s routing number Deposited check s account number Deposited check s check number Captured data from check (i.e. remitter name) Captured data from invoice (i.e. invoice number, patient ID, etc.) 2. Once you have entered all the criteria you wish to search, click the Search button located on the right side of the screen. A page similar to the following will appear: 12

17 3. Once all defined search criteria has been entered, click Search. The following screen will display: 4. To view or print the desired output, select the appropriate hotlinks in the report information shown. Select the batch number to view of an entire batch worth of images or the item number to view only a single transaction. Deleting a File Periodically, you may wish to delete files from your PC or network as search response time will depend on the size of your archived data. To delete an output select the delete icon located on the right side of your screen. 13

18 Contact Information If you have any questions about Lockbox Remittance Archive, please contact your local Business Relationship 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

19

20 Rev. 07/15 BBVA Compass is a trade name of Compass Bank, a member of the BBVA Group. Compass Bank, Member FDIC.