PayBase 9.0. Reference Manual

Transcription

1 PayBase 9.0 Reference Manual

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3 PayBase Reference Manual Version 9.0 Copyright Bottomline Technologies, Inc All Rights Reserved Printed in the United States of America Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for particular purpose. Bottomline Technologies 325 Corporate Drive Portsmouth, NH Telephone: (603) Fax: (603) btinfo@bottomline.com Internet: SWR-PBE-90-REF

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5 T ABLE OF CONTENTS v Chapter 1: Introduction... 9 What s New In PayBase User Interface Changes..12 CFA Changes 12 BASS Testing 14 Chapter 2: Online Help Exploring Online Help 16 The Help Menu...19 Moving Around in a Help System Glossary of Bottomline Financial Terms Chapter 3: Exploring PayBase. 21 Exploring the PayBase Interface. 22 The Menu Bar.. 23 View Menu.. 34 Security Menu Supervisor Menu (Supervisor Users only).. 40 Before you Begin.. 40 Modules Menu Report Menu 51 Auto Maintenance.55 Tools Menu.. 61 SuperLauncher Menu Overview of SuperLauncher Scripts.. 63 Help Menu.. 69 Toolbars. 70 ACH Toolbar 70 Banking Toolbar.. 71 Check Fraud Avoidance Toolbar Main Toolbar 72 Processing Secure Disbursements...89 Recovering Payments Participant Toolbar 94 Polling Toolbar Start Polling 105 PayBase Reference Manual v

6 vi User Defined Toolbar Tax Module Toolbar Tax Processing SuperLauncher Toolbar Application Toolbar Manual Data Entry Toolbar. 112 MDE Toolbar Preview Toolbar. 113 Audit Toolbar Chapter 4: Applications.115 What is an Application? Exploring the Application Tree view.117 Tri-Pane Application Toolbar Tree view Link File Branch..126 Group Files Branch Reports Branch Data File Branch.129 Printers Branch Forms Branch Options Branch Creating an Application Generate a Link File using PayBase Designer Manual Data Entry Application (MDE) 182 Chapter 5: Sites and Users Sites Working with Sites Change Site 194 Users Work with Users. 196 Maintaining Users Modifying User Information..198 Modifying General Information 201 Modifying Application Information..206 Modifying Security Information 209 Modifying Script Information.212 vi PayBase Reference Manual

7 vii Modifying ACH Information (ACH Users only). 214 Modifying BACS Information (BACS Users only) 215 Modifying CFA Information (CFA Users only) Modifying Tools Information. 221 Modifying Super User Information Maintaining Groups Maintaining Group Permissions and Assignments Chapter 6: Major Files in PayBase..229 Data Files Data Files in Link Files.230 Data File Branch.231 Locating a Data Field Data File Analysis 233 Data File Field Positions 234 Group Files Group File Properties Dialog Box Configuring your Group File for a Link File Working with Group Files Importing Group Files Group Files Branch Chapter 7: Modules and Services Dial Up Networking. 260 Participant Module. 262 Participant Setup.262 Modifying a Participant. 264 Customize View..266 Participant Import 271 Polling Module 273 Start Polling 280 Polling Screen Data Files in the Polling Process Tax Module Tax Preferences..283 Tax Criteria and Formatting Options Tax Payment Addenda Tax Processing NACHA Pre-processor PayBase Reference Manual vii

8 viii BT Polling Service BT Encryption Service BT PPE Service 307 Setting up PCL to PDF Output Setting up Fax Support 312 Maintaining Fax Support 313 Chapter 8: Reporting and Sorting Working with Reports Audit Different Kinds of Reports Working with Crystal Reports Work with Crystal Aliases 348 Preview Crystal Reports.349 Auto Maintenance.355 Payment Sorting viii PayBase Reference Manual

9 Chapter 1: Introduction C HAPTER INTRODUCTION Bottomline's PayBase is a client/server payments and document management solution that provides a single platform to support both paper and electronic payment, remittance and document requirements. PayBase integrates quickly and easily into current environments and offers increased security and control for reduced risk. The system is available as either a departmental solution, ideal for single application sites or as an enterprise-wide payments system, providing enhanced control and management from a central location. With fully integrated database reporting and auditing functions, PayBase provides the ability to access, query, report, launch, review and print payments from anywhere in the organization. Adhering to industry standards, PayBase does not require network, database, operating system, or protocol-specific code. Industry-standard technology means that when changing vendors or banking relationships, the payment operating system migrates with you. About this Manual The PayBase Reference manual is a complete reference for tools and commands. Use this manual for detailed step-by-step instructions and overviews of all commands, tools and functions within PayBase. In addition, refer to the online help system for the same information contained in this manual. If you have purchased additional modules, such as Check Fraud Avoidance (CFA), ACH, or BACS refer to their respective manuals for more information. Before using this manual, PayBase must be installed using the procedures found in Technical Note TNPB2. This chapter covers the following: What s New In PayBase PayBase Reference Manual 9

10 10 CHAPTER 1: INTRODUCTION What s New In PayBase What s New In PayBase Platform Support PayBase 9.0 Supports the following operating systems for the client installation Windows XP Professional (Service Pack 3) Windows Vista Business (Service Pack 1) Windows Server 2003 (Standard, Enterprise, Datacenter) Service Pack 2 Microsoft Vista Business PayBase 9.0 supports Microsoft Vista Business SP1 for the Enterprise client or Desktop installation. A user must be an Administratior to install PayBase, and a Power User to run the application. PayBase 9.0 is certified with the following database platforms and version Microsoft SQL Server 2000 (Service Pack 4) Microsoft SQL Server 2005 (Service Pack 2) Oracle 10g R2 PayBase Desktop Embedded Database The embedded database for PayBase 9.0 is now Microsoft SQL Server 2005 Express. It is installed as part of the Desktop installation process so a second CD is not needed. The following limitations apply to both the MSSQL Server 2005 Express and PayBase Desktop applications: Database size of up to 4GB Database server using up to 1 GB or memory 1 Processor (or dual core) supported MSSQL Server 2005 Express, and the PayBase database, are created and installed using the following defaults: 10 PayBase Reference Manual

11 CHAPTER 1: INTRODUCTION What s New In PayBase 11 Microsoft SQL Server 2005 Express Database Version v Installation Directory C:\Program Files\Microsoft SQL Server\MSSQL Database Instance Name SQLEXPRESS Instance ID MSSQL 1 PayBase Database User paybase Database Password password1 PayBase ODBC connection paybase Crystal ODBC Connection PBCrystal PayBase Database File C:\Program Files\Microsoft SQL Server\ MSSQL\DATA\pb90.mdf Size = 200MB Max Size = Unlimited File Growth = 10 MB at a time PayBase Database Log File C:\Program Files\Microsoft SQL Server\ MSSQL\DATA\pb90.ldf Size = 50MB Max Size = Unlimited File Growth = 10 MB at a time No database management or query tools are installed with PayBase 9.0 but the Microsoft SQL Server 2005 Express Management Studio can be downloaded from Microsoft at the following location: 4BD1-4E3D-94B8-5A0F62BF7796&displaylang=en Filename: SQLServer2005_SSMSEE.msi The Management Studio Express is used to administer, view and query databases just like the SQL 2005 Management Studio, within the limitations of the Express version as described above. It is also used to manage database backups. While PayBase Desktop may be installed on a drive location other than the C Drive, the installation location of MSSQL Server 2005 Express cannot be altered. SQL Server Express 2005 is always installed in C:\Program Files\ Microsoft SQL Server. The install directory for the data and log files in SQL Server Express 2005 is located in C:\Program Files\Microsoft SQL Server\ MSSQL.1\MSSQL\Data for setup. The size or location of the PayBase database cannot be altered during installation, but the SQL Server 2005 PayBase Reference Manual 11

12 12 CHAPTER 1: INTRODUCTION What s New In PayBase Express Management studio can be used to alter or move the database files after installation. With PayBase 9.0, Installing/uninstalling the Data Repository (MSSQL Server 2005 Express) is now optional. This feature is useful for future upgrades, reinstalls, or to accommodate complicated installation environments. User Interface Changes Updated Program, Toolbar and Application tree icons and graphics The PayBase toolbar, application tree graphics, and icons have been updated to provide a more modern look for support with the Microsoft Vista Business operating system. CFA Changes Counts and Totals for Voids and Stops PayBase 9.0 now totals Voids and Stops separately from checks in the CFA bank files. The Count and Total fields available in the CFA Bank Formats are: CFA Bank Format Field ACCOUNT PAYMENT ACCOUNT AMOUNT ACCOUNT COUNT ACCOUNT CHECK AMOUNT ACCOUNT CHK AMOUNT ACCOUNT CHECK COUNT ACCOUNT CHK COUNT ACCOUNT VOIDSTOP AMT * ACCOUNT VOIDSTOP COUNT * Description A count of the payments for the account A sum of all items for the account A count of all items for the account A sum of checks for the account A sum of Checks for the account (provided for back compatibility) A count of Checks for the account A count of Checks for the account (provided for back compatibility) A sum of Voids and Stops for the account A count if Voids and Stops for the account 12 PayBase Reference Manual

13 CHAPTER 1: INTRODUCTION What s New In PayBase 13 CFA Bank Format Field TOTAL PAYMENT TOTAL AMOUNT TOTAL COUNT TOTAL CHECK AMOUNT TOTAL CHK AMOUNT TOTAL CHECK COUNT TOTAL CHK COUNT TOTAL VOIDSTOP COUNT * TOTAL VOIDSTOP AMT * SUM OF TOTALS Description A count of the payments for the file A sum of all items for the file A count of all items for the file A sum of Checks for the file A sum of Checks for the file (provided for back compatibility) A count of Checks for the file (provided for back compatibility) A count if Checks for the file (provided for back compatibility) A count if Voids and Stops for the file A sum of Voids and Stops for the file A hash total of all other total on the trailer line * New for PayBase 9.0 Include Decimals The option to include the decimal point in the amount field for CFA bank files has been added to PayBase 9.0. This feature is enabled by selecting a new check box on the CFA Bank screen, Main Info tab. Checking this box forces inclusion of the decimal point in all amount fields, i.e., " " will become " ". This affects the following fields: AMOUNT ACCOUNT AMOUNT ACCOUNT CHECK AMOUNT ACCOUNT CHK AMOUNT ACCOUNT VOIDSTOP AMT TOTAL AMOUNT TOTAL CHECK AMOUNT TOTAL CHK AMOUNT TOTAL VOIDSTOP AMT SUM OF TOTALS PayBase Reference Manual 13

14 14 CHAPTER 1: INTRODUCTION What s New In PayBase CFA File ID PayBase 9.0 now includes a File ID in the CFA file. This value is set on the CFA Bank screen, Main Info tab. If the File ID is not set, it defaults to 1. It can be reset or changed at any time. To use this value, include the FILE ID field on any of the Bank Format lines. If the Value of the FILE ID is too long for the field, it is truncated from the left. BASS Testing PayBase 9.0 earned BACS certification after passing BASS testing. 14 PayBase Reference Manual

15 Chapter 2: Online Help C HAPTER ONLINE HELP In this chapter we will explore the following topics: Exploring Online Help Moving Around in a Help System The Help Menu The PayBase Online Help system has been designed for easy navigation, allowing you to find information quickly. PayBase Online Help gives you detailed step-by-step how-to instructions as well as a comprehensive contents section. PayBase Reference Manual 15

16 16 CHAPTER 2: ONLINE HELP Exploring Online Help Exploring Online Help The main PayBase help system is accessed using the Help menu. All help topics concerning PayBase are available along with additional help systems listed later in this chapter. Select Help and Help Topics and the main help screen will appear: Figure 2.1: The PayBase Main Help System Note Your view may vary depending on how you opened help. See page 20 for more information on different types of help. 16 PayBase Reference Manual

17 CHAPTER 2: ONLINE HELP Exploring Online Help 17 Menu Bars Use the File, Edit, Bookmark, Options and Help menus to carry out standard window functions such as print, copy, exit, bookmark, and open topics. Tip The Options menu allows you to keep your help system on top, even when your primary window has focus. This is useful for following steps in a How To screen. To Keep Help on Top 1 Click Help and select Help Topics. 2 Click Options, point to Keep Help on Top and click On Top. 3 Help will remain on top even when PayBase has focus. Navigation Bar Navigation bars allow you to quickly move through help. These buttons allow you to jump back and forth between topics as well as define your help view. Figure 2.2: The navigation bar Help Topics When you open help, this button is selected by default, displaying the table of contents. Click this button to deselect it and hide the table of contents. Note For large topics with a lot of text or large graphics, un-select the Help Topics button to hide the table of contents view. This eliminates the need for resizing or scrolling left to right. Back Click Back to jump back to your previous topic. When you first open Help, this button will be greyed-out. PayBase Reference Manual 17

18 18 CHAPTER 2: ONLINE HELP Exploring Online Help Print Click Print to print the current topic. This function will only print the topic that is displayed. TOC, Index, and Search Tabs When the Help Topics button is selected on the navigation bar, the following tabs are displayed with the table of contents in focus: Figure 2.3: The navigation tabs, with the table of contents tab in focus Table of Contents Click the Contents tab to allow selection of a book or topic to jump to a specified area. You can open or close books using the + and - on the left side of each book. Index Figure 2.4: The navigation tabs with Index in focus. Click the Index tab to locate a topic based on an alphabetical index. If you are unsure of an exact topic title, but you know that it contains ACH, for example, type ACH and all topics with the keyword referenced are displayed. Click the desired topic or key word to jump to it. 18 PayBase Reference Manual

19 CHAPTER 2: ONLINE HELP Exploring Online Help 19 Find The Find tab allows you to further your topic or keyword search using a refined search tool. Follow the onscreen directions for an new search, then type a letter or a combination of letters to begin your search. The Help Menu The Help menu can be accessed from any view in PayBase. The following options are available: Help Topics - Launches online help. See above for detailed description. Bottomline Printer Help - Launches online help for all Bottomline supported printers to use in conjunction with PayBase. About PayBase - Opens the About PayBase screen which displays various system information. Bottomline Home Page - Opens the Bottomline Technologies web page for easy navigation for our products and services. (Internet access required) More - Displays information concerning additional Bottomline Technologies services. PayBase Reference Manual 19

20 20 CHAPTER 2: ONLINE HELP Exploring Online Help Moving Around in a Help System In addition to the previous menu and navigation bars, PayBase Help uses hotspot text and graphics to jump to certain topics for additional information. Text that is green and underlined (see below) can be clicked to jump to an additional topic. Hotspot graphics are also used to jumped to certain topics. If you are unsure if a graphic has a hotspot, hover over it and if your cursor has this appearance,, it is a hotspot. Glossary of Bottomline Financial Terms The latest addition to the PayBase Help System family is the Glossary of Bottomline Financial Terms. Click Terms from the main help screen to view this glossary. 20 PayBase Reference Manual

21 Chapter 3: Exploring PayBase C HAPTER EXPLORING PAYBASE In this chapter, we will explore the following topics: Exploring the PayBase Interface The Menu Bar Toolbars PayBase Reference Manual 21

22 22 CHAPTER 3: EXPLORING PAYBASE Exploring the PayBase Interface Exploring the PayBase Interface Once PayBase is launched and logged on, the main screen will appear: Figure 3.1: The PayBase main view From this view you can use a combination of menus and toolbars to carry out necessary commands. 22 PayBase Reference Manual

23 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 23 The Menu Bar Exploring the various features and functions of PayBase, the menu bar is used to carry out a number of actions. As you become more familiar with the application, you will most likely use quick keys and toolbars to carry out the same actions. However, the menu bar is a good base for navigating within PayBase. The menu bar offers the most complete and comprehensive list of functions. The following menus are visible from the PayBase main screen view: File View Security Supervisor Modules Report Tools SuperLauncher Window Help Note Depending on user permissions, you may not have access to certain menu options. If so, they will appear shaded. PayBase Reference Manual 23

24 24 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Control Menu Use Control menu commands to: Adjust and move windows on the desktop Close windows Switch between windows The Control menu is indicated by the symbol,, located on the upper left side of the main view. The following commands are available: File Menu Table 3.1 Control Restore Move Size Minimize Maximize Close Next Action Restores the window to its former size after it has been reduced to an icon in the Taskbar or enlarged to take up the whole screen. Moves the window to another position using the keyboard. Select Move and the window will be highlighted. Use the arrow keys to move the highlighted window outline to the desired position. Click ENTER, and the window will be moved. The window may also be moved by clicking and holding the mouse on the window Title Bar, and then moving the highlighted window outline to the desired position. When the mouse button is released, the window will be moved. Changes the size of a window using the keyboard. Select Size and the window will be highlighted. Use the arrow keys to make the highlighted window outline the desired size. Click ENTER, and the window will be adjusted to the new size. The window may also be sized at any time using the mouse by moving the cursor to one of the edges of the window. When the cursor changes to an arrow, click and hold the mouse on the arrow and drag the edge to the desired position. Release the mouse button, and the window will be adjusted to the new size. Reduces the screen to an icon inside the PayBase main view. Note To bring PayBase back to its original size, use the Restore command. Enlarges the window to its maximum size inside the PayBase main view Note Use the Restore command to revert the window back to its original size. Closes the window or dialog box. When this is used in the main window of PayBase it will close all open Applications. Hides the current window and display another open Application. This requires that two Applications are concurrently open 24 PayBase Reference Manual

25 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 25 File Menu The File menu allows you to carry out the following key system functions, including: Opening, closing, creating, copying, renaming and deleting PayBase Application files. Importing and exporting data and old applications. Logon and Logoff PayBase Establishing APN (automatic payment numbering) and Group File information. Setting up printers Exiting the system. Select the File menu to access the following commands: New Application Open Assigned Application Copy Application Rename Application Delete Application Import Export Close Logon Logoff Group File Properties Automatic Payment Numbering (APN) Print Setup Print Exit PayBase Reference Manual 25

26 26 CHAPTER 3: EXPLORING PAYBASE The Menu Bar New Application Click File - New Application from the Toolbar to: Create a new Application file To create a New Application 1 Click File - New Application or click. 2 On the Specify a name for the new Application dialog box, type an Application name and click OK (An application cannot be created without a name). 3 To cancel the new Application, click Cancel. 4 Click Yes to assign the Application and open the Application in the Application Tree view. 5 The Application will open in the Application Tree View. Optional You can use the SuperLauncher Pad to assign the Application to a Script to facilitate quicker processing of Applications. Note See the Applications chapter for more information on the following topics: Specify a name for a new Application The Application Tree view The SuperLauncher Pad Tip You should name the PayBase Application to distinguish it from other existing or future Applications. To make changes to the Application To create a new Link file, use the Designer+ command from the Tools menu. Once selected, PayBase Designer+ will launch and form and field parameters can be added to the Link file. 26 PayBase Reference Manual

27 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 27 Open Assigned Application Click File - Open Assigned Application or to: Open a PayBase Application file. To open a PayBase Application 1 Click File - Open Assigned Application. 2 On the Open PayBase Application File dialog box choose from the Applications listed. 3 Select the Application and click OK. The Application is opened in the Application Tree view. Copy Application Use the Copy Application command to: Copy the settings and paths of an existing Application for use as another Application. Note If you are creating multiple Applications that will use the same printers, create a Template Application first. Leave it in the database named Template. Each time you need to create a new Application, copy the Template and begin work. All Application properties will be copied to the new Application name. To Copy an Application 1 Click File - Copy Application. 2 Select the Application to copy and click OK. 3 On the Application Name dialog box, type the New Application name and click OK. 4 Click OK to confirm the successfully copied Application. 5 Click Yes to assign the Application and open the Application in the Application Tree view. PayBase Reference Manual 27

28 28 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Rename Application Choose this command to: Rename an existing Application. Note When an Application is renamed the previous Application name will no longer exist. Use the File menu Copy Application command to keep a copy of the old and new Application name, when necessary. To rename an Application 1 Click File - Rename Application. 2 On the Select Applications dialog box, highlight the Application to be renamed and click OK. 3 On the Enter the new name of the Application dialog box, type the new Application name and click OK. 4 Click Yes to confirm the new name of your Application. 5 The Application is now renamed. Note Click No at any point to cancel the renaming process when applicable. Delete Application Choose the Delete Application command to: Delete an Application from the database To delete an Application 1 Click File - Delete Applications. 2 On the Select Application dialog box, highlight the Application you wish to delete and click OK. 3 Click Yes to confirm deletion. 28 PayBase Reference Manual

29 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 29 Import Choose this command to: Import a PayBase item (Application, Group File/ACN Sequence, Settings, Bank Files, or System Information) from another site or network directory. To Import 1 Click File - Import. 2 On the PayBase Import dialog box, select the type of import to carry out. 3 Depending on the type of import selected, options will be activated or shaded. 4 Click Browse to locate the specific file (based on the type of import highlighted) you need to import. 5 With the appropriate path and file selected, click Open and the path is set in the PayBase Import dialog box. 6 Click Import to carry out the importing process. Export Choose this option to: Export a PayBase item (Application, Group File/ACN Sequence, Settings, Bank Files, Reports, System Information, Etc.) to another site or network directory. To Export 1 Click File - Export. 2 On the PayBase Export dialog box type a new Format Name. 3 In the Export Type field, chose an appropriate type. 4 Depending on what is selected, other fields are activated or shaded. 5 In the Export Items field use CTRL, SHIFT or Select All to select items to be exported. 6 Based on what is selected, the Formats and/or Crystal Export Format fields may become active. If they do, modify these sections appropriately. 7 Click Browse to specify the correct location to export your items. PayBase Reference Manual 29

30 30 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 8 Click Save. 9 If you are satisfied with location, click Done or Export to carry out this function and exit this dialog box, or export and remain in the dialog box. Notes If you want to choose from a previously created export format, click an export type in place of Step 2 and choose from the list of existing export formats in the Export Formats field. Click Done or Export to carry out this action. Close Select Close from the File menu to: Close an open Application. Note There is no confirmation for this action. The Application is closed without notice. Log On The PayBase Log On screen automatically appears every time you log on to PayBase. You can also click File - Logon or. To Log On to PayBase for the first time 1 Click Start - Programs - PayBase (or use the shortcut on your desktop). 2 On the PayBase Login screen, type your UserID and Password. 3 Click OK. 4 If this is your first time opening PayBase, click OK. To Log on to PayBase 1 Click File - Logon or. 2 On the Welcome to PayBase dialog box, type the user name and user password (case sensitive). 3 Click OK to open PayBase. 30 PayBase Reference Manual

31 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 31 Additional Log On Information If your logon was unsuccessful make sure the user name and password are valid and current. Also, make sure the password is in the correct case, as PayBase passwords are case sensitive. For more information on passwords see p.37. If the logon was unsuccessful twice contact the Supervisor of PayBase. A third unsuccessful logon will disable the user entirely. If you forgot your password, contact your Supervisor who can reset your password so that you are not locked out of the system. After three unsuccessful attempts at logging on, PayBase will automatically Disable the current User as a security precaution. In order to use again, the Supervisor must Enable the User ID. Logoff Select the logoff command to: Sign off the current User before signing on as another User. To sign-off as a precaution while leaving the Site unattended. To Logoff 1 Click File - Logoff or. Warning All PayBase commands, except Exit and Logon, are deactivated. There is no dialog box to confirm the request. Once Log Off is clicked, the current user is not able to access any commands until Log On is used. 2 Click File - Logon or to log back onto PayBase. PayBase Reference Manual 31

32 32 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Group File Properties Click File - Group File Properties or to: Add, change, and delete Group File information. For more information on Group File Properties see p.75. Automatic Payment Numbering Click File - Automatic Payment Numbering or to: Set up Applications for Automatic Payment Numbering. Automatic Payment Numbering automatically inserts a number onto each check/payment based upon the last check printed/payment processed for a specific account. Notes In order for an Application to be set up for Automatic Payment Numbering, the Application must have a Group File which includes the following MICR (non-printing) fields; NONPRINTING_INTRANSIT and NONPRINTING_ONUS. The Application s Link file must also include a check number field which is assigned the REFERENCE Field Parameter. See the Form & Field Parameters Reference Manual for more information on REFERENCE. See page 78 for more information on APN. See page 202 for more information on the APN tab for setting up users. Print Setup Click File - Print Setup or to: Add new printers or held files to your current setup. Change or delete existing printers. Change or delete existing held file settings and paths. Specify AutoMICR adjustments for printers and held files. Load new printer data into the PayBase database tables. Once this command is selected the Setup Printer dialog box is shown. See page 84 for more information on Print Setup. 32 PayBase Reference Manual

33 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 33 Process Select the Process command to: Process the currently open Application file. Note Depending on your current view, this may display Print instead of Process. When this command is visible you can print an Audit file. See page 335 for Printing an Audit file. Exit Select the Exit command from the File menu to: Close the current session and exit PayBase. Note There is no confirmation for this command. PayBase will exit without saving information. PayBase Reference Manual 33

34 34 CHAPTER 3: EXPLORING PAYBASE The Menu Bar View Menu From the View menu you can add or remove toolbars from your main view. The following toolbars are located in the View menu and can be added or removed from the main view (for a full description of each toolbar and the functions they carry out, refer the pages listed next to the toolbar): Table 3.2 Toolbar Functions See Also ACH Build, extract and transmit ACH batches Review and Release batches Setup ACH Preferences within the PayBase system (see p.70) Banking CFA (Check Fraud Avoidance) Main Participant Polling Create or edit CFA Banks (Check Fraud Avoidance) Create or Edit ACH Banks (Automated Clearing House) Setup Federal holidays Build, Extract, Transmit, Receive, or Match Bank Files Add manual payments to a Bank file Void payments within a Bank file Create or open Applications Launch a Script Log on or off PayBase Setup Group Files and APN (Automatic Payment Numbering) Add or remove printers Change password or user information Setup and assign Sites Work with PayBase and Crystal Reports Maintain database Gather more information about Bottomline Technologies, Inc. Display the Help cursor Setup Participant Import Participants Access the Polling module. This feature allows you to poll certain processes within PayBase. (see p.71) (see p.71) (see p.72) (see p.94) (see p.96) 34 PayBase Reference Manual

35 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 35 Table 3.2 Toolbar Functions See Also User Tools Access PayBase Designer+ Run custom application associations with one click (see p.106) Tax Module Status Bar BACS Set Tax Criteria formatting options Setup Tax Preferences Start Tax Module Processing Setup Tax Payment Addenda View information about toolbar buttons and menu commands View User and Site information View Capital, Number and Scroll lock status Displays the BACS toolbar which allows you to carry out BACS payments. This toolbar is applicable for BACS module users only (see p.107) Toolbars that appear with a check mark next to them are displayed. Toolbars with no check will be hidden. Toolbars that are shaded are not available to the current user. NA BACS Reference Manual To add a toolbar to your PayBase main view 1 From the main view click View. 2 If the toolbar or status bar does not have a check mark next to it, click the appropriate toolbar to add it to the PayBase main view. PayBase Reference Manual 35

36 36 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Security Menu Use the Security menu to: Change Passwords Work With User and Sites Change Site assignment Change Password Use this command to: Assign or change the current user s PayBase password. You can access this command from the following locations: Security - Change Password Click from the main toolbar Click the Change Password button from the ID Name Information screen Note When a User is initially created, the User s password is identical to the UserID (User Name). When this command is selected, the following dialog box appears: Figure 3.2: The Change Password dialog box 36 PayBase Reference Manual

37 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 37 To change your password 1 Click Security - Change Password,, or click the Change Password button from the ID Name Information tab. 2 On the Change Password dialog box, in the Old Password field box, type the current user password. 3 In the New Password field box, type the new user password. 4 In the Confirm Password field box re-type the new password, to verify this is the correct password. 5 Click OK. New passwords must meet the following criteria: The password can only be changed if the old password matches the one in the database. Password must not be the same as the User ID. Password must meet the Minimum Password length defined in the Edit Site Information dialog box. Passwords are case sensitive. Password cannot contain more than 2 repetitions of any character. Password may contain only the characters from A-Z and 0-9. Notes If the SUPERVISOR password is being changed, the Supervisor User name is displayed instead of Current User. If the New Password and Confirm Password do not match exactly, an error message will appear. Recheck your new password to make sure the New Password and Confirm Password fields match. Also make sure your new password meets the above criteria. If several attempts are unsuccessful, contact the PayBase Supervisor, or the Bottomline Technologies support department. Work with Users Use this command to: Create a new PayBase User. PayBase Reference Manual 37

38 38 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Edit a User s Properties. Assign User Applications and Printer assignments. Delete a user or group. Print a summary of the existing Users in the database. Note Access to any of these commands must be granted by the SUPERVISOR. Choosing this command opens the User and Group dialog box. See page 196 for more information. Work with Sites Use this command to: Create and delete Sites Specify auditing parameters Specify archive paths Allow Batch Mode processing Assign Site time-out information Change other existing Site information You can access this command the following ways: Security - Work with Sites Click Choosing this command opens the Edit Site Information dialog box. See page 190 for a full description of the Edit Site Information dialog box. Change Site Use this command to: Change the Site which is assigned to the current workstation. You can access this command the following ways: Security - Change Site 38 PayBase Reference Manual

39 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 39 Click To change a current site assignment 1 Click Security - Change Site or. 2 On the A Site is assigned to this workstation, do you wish to change it? prompt box, click Yes. 3 On the Select Site Name dialog box, highlight the new site you want to use. 4 Click OK and Yes to confirm the site change. Note All sites visible in the Select Site Name dialog box were created using the Work with Sites Command (see p.190). PayBase Reference Manual 39

40 40 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Supervisor Menu (Supervisor Users only) Note Only users with Supervisor privileges are able to see this menu. The Supervisor menu is available only to the Supervisor and can perform the following tasks: Administer passwords Remove edit locks for users and builds Purge the database tables Administer transaction and licensing information Before you Begin Read over the following Supervisor facts before proceeding with the Supervisor functions. The Supervisor is a default user that already installed when you log on to PayBase for the first time. When you log on to PayBase for the first time after installation, you (regardless of your present privileges) are forced to type the Supervisor password. The default password is SUPERVISOR. (PayBase is case sensitive.) Note If you are prompted with the Supervisor UserID and Password, contact your system administrator or Bottomline Technologies representative. For security purposes, it is highly recommended you change this password after your first log in to ensure system security. Supervisor privileges allow you to oversee and maintain User and Group activity as well as carry out all PayBase (except open applications and print checks). In addition, Supervisor Users are the only users who can view and access the Supervisor menu. As an added security measure, any Supervisor privilege requires the Supervisor User to typed their password. 40 PayBase Reference Manual

41 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 41 The following commands are visible from the Supervisor menu: Force Change Password Update User Password Remove MRU Passwords for User Password Dictionary Remove Edit Lock for Users Remove Edit Lock for Builds Purge Database Tables Remove Duplicates from CFA Table View Transaction Information Import License File Work With Client Licenses Force Change Password Select this command to: Force the Selected User to change their password the next time they attempt to Logon. To force a password change 1 Click Supervisor - Force Change Password. 2 On the Force Change Password dialog box, highlight the appropriate User. 3 Type the Supervisor password and click OK. Note If you are not logged on as Supervisor, this command will appear shaded and inactive. Update User Password Select this command to: PayBase Reference Manual 41

42 42 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Update and configure a user s password at any time. This is helpful if a user has forgotten their password. To update a user password 1 Click Supervisor - Update User Password. 2 On the Update User Password dialog box, select the appropriate User. 3 Type the Supervisor Password. 4 Type the New Password and Verify Password for the User and click Update Password. Remove MRU Password for User Select the Remove MRU Passwords for User command from the Supervisor menu to: Clear a designated user s password history, so the user can re-use old passwords. Note MRU stands for Most Recently Used. To remove MRU s 1 Click Supervisor - Remove MRU Password for User. 2 Highlight a User from the list. 3 Type the Supervisor password and click OK. Note A user whose MRU passwords are cleared will now be able to use previous passwords. Password Dictionary Use this command to: Create a dictionary of words that cannot be used as passwords.this may include such passwords as Password, ABCD or common names, etc. 42 PayBase Reference Manual

43 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 43 Note An error message will display to any user that attempts to use a password that matches any entries in the Password Dictionary. The Supervisor is the only user that may add or delete entries in the Password Dictionary. For this command the following dialog box is used: Figure 3.3: The Edit Centralized Password Disallow List dialog box The Edit Centralized Password Disallow List dialog box allows you to add and delete words, as well as conduct a word check to check for passwords already entered. To add an entry to the Password Dictionary 1 Click Supervisor - Password Dictionary. 2 On the Edit Centralized Password Disallow List dialog box type a password to disallow, such as password, and click Add. Notes If the password is not already in the database, the message Word was added to password disallow dictionary appears. If the password is already in the database, the error message Word already existed and was NOT added to password disallow dictionary appears. PayBase Reference Manual 43

44 44 CHAPTER 3: EXPLORING PAYBASE The Menu Bar To delete an entry in the Password Dictionary 1 Click Supervisor - Password Dictionary. 2 Type a password name and click Delete. 3 Click Done. Notes If the password exists, the message Word was removed from password disallow dictionary. appears. If the password is not in the dictionary, the message Word was NOT found in password disallow dictionary appears. If Add or Delete is performed, changes cannot be cancelled, as changes to the database occur instantly. Use Cancel to close the dialog prior to any password changes. Remove Edit Lock for Users Select this command to: Unlock a UserID that has been locked due to a power or system failure while editing a user s properties. Tip If PayBase stops responding due to a operating system failure or other cause such as a power interruption, the UserID and/or Group ID you were editing will be locked. You will be able to log on using the Group and/or User ID that was previously being edited. Use this function to remove the edit lock. If a User attempts to log on to the system and is unable, a user with the proper permissions can check to see if the User is locked. To remove an edit lock 1 Click Supervisor - Remove Edit Lock for Users. (any User currently locked appears in this list) 2 Select a UserID from the list. 3 Type the Supervisor password and click OK. 44 PayBase Reference Manual

45 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 45 Remove Edit Lock for Builds Use this command to: Unlock CFA Builds that have been locked due to errors in an Application, power loss or lock-up. Much like the Remove Edit Lock for Users function, if there is a power or system failure while building a CFA batch, the batch will be locked down until it is checked and then released. To remove an Edit Lock and start the Build process 1 Click Supervisor - Remove Edit Lock for Builds. 2 Select the locked Build and click Release Batch. 3 Select the Use all batch numbers for the selected bank check box to select all batches. 4 Click Release Batch to release all batches for the selected bank. Purge Database Tables Use this command to: Purge the current database of the selected information. This is an extremely important function, as there may be a problem with the data in the database and you may need to purge data from a table. Note It is highly recommended this action is carried out with the assistance of a Bottomline Technologies Support Representative. If you purge the database tables you will not be able to recover the lost information. To purge the database tables 1 Click Supervisor - Purge Database Tables. Warning Read the warning message before proceeding. 2 On the Purge Database Tables dialog box click the database tables to purge. PayBase Reference Manual 45

46 46 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 3 Purge Me replaces Don t Touch when the database tables are selected. 4 When the desired tables are selected, type in the Supervisor password in the Enter Password field box. 5 Click OK and Yes to confirm the purge. Notes Only qualified individuals should ever attempt to purge this information. Alternatively, the Database Administrator can clear the tables using specific database tools. Refer to the specific database manual for information about clearing the database tables. Remove Duplicates from CFA Table Use this command to: Remove duplicate payments in the CFA Log. This instance would only happen if the same data file was processed multiple times. The system reviews the CFA_PAYMENTS table and removes any duplicates that match the following fields; Transit, Onus, PmtNum, PmtDate, Payee, Amount, PmtStatus, and PmtType. Any records that are removed will be moved to the SAV_CFA_OVERFLOW table for review. To remove duplicates from CFA table 1 Click Supervisor - Remove Duplicates from CFA Table. 2 When duplicate records are present, click Start to remove any duplicate records from the CFA payment table. 3 Click Done when complete. Note When no duplicate records are present, the Start button will be deactivated and both fields will display 0. View Transaction Information Select this command to: View the number and types of transactions that have been processed on the system since inception. Even though a number of Licensed Transactions 46 PayBase Reference Manual

47 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 47 appears, the system is currently licensed in a different method (the number of clients and physical printers), so disregard that number. To view transaction totals 1 Click Supervisor - View Transaction Information. 2 Click OK to close the dialog box. The Transactions dialog box will appear with the following transactions totals displayed: Figure 3.4: The Transactions dialog box Import License File (Supervisor only) Use this command to: Import a license file to enable PayBase functions. You will need to import a new license file when you have purchased additional modules, clients and/ or printer licenses. To import a license file 1 Log on to PayBase as a Supervisor. 2 Click Supervisor - Import License File. 3 Click Browse to locate the license file directory. PayBase Reference Manual 47

48 48 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 4 Click OK to save the license file location. When PayBase is first installed, no functions are enabled. Only after the License file is imported by the Supervisor will any functions and modules be enabled. If the original configuration will be modified by purchasing separate modules, a new license file must be imported. This will be supplied by Bottomline Technologies at time of purchase and must be imported to enable these modules. Note Never attempt to modify this file with a text editor, or other tool. This file is encrypted and cannot be viewed by the User. Any changes to the license file may result in a PayBase fatal program error and the inability to run the program. Work with Client Licenses Use this command to: Add or delete clients from the PayBase Notes This command is useful in the following scenario: Your current setup has four sites, but only three can be concurrently logged on to the system. If three are currently logged on and a user (not the Supervisor) must log onto the fourth Site, the Supervisor can achieve this using this command from a local or remote Site. When a client logs on for the first time, the license will be registered in the database and displayed in this dialog box. Since the number of clients is restricted by the License file, for example three, the fourth would not be allowed to logon. However, the fourth needs to logon to complete a vital system function or start a payment application. The Supervisor may log onto any Site and delete one of the three current licenses. The fourth would then be allowed to log on, as it then would be considered the third, an allowable number according to the License file. To delete a Client License 1 Click Supervisor - Work with Client Licenses. 2 Select the appropriate computer Client name. 3 Click Delete and Yes to confirm deletion. 48 PayBase Reference Manual

49 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 49 Modules Menu From this menu, the following modules are available: Table 3.3 Module Features Commands See also... ACH Banking Check Fraud Avoidance (CFA) Dial Up Networking Participant Build, Extract and Transmit ACH Batches (Transmit ACH Batches is not available for PayBase Express) Review and Release Batches Set ACH Preferences. Create and Edit CFA Banks Create and Edit ACH Banks Designate Federal Holidays. Build, Extract and Transmit CFA Batches Receive and Match Bank Files Add Manual payments to a Bank File Void or Stop a Payment in the Bank file Connect to the PayBase Server when your Network is not functioning correctly Setup Participants Import Participants Build ACH Batch Transmit ACH Batches (Transmit ACH Batches is not available for PayBase Express) Review/Release Preferences Create CFA Bank Edit CFA Bank Create ACH Bank Edit ACH Bank Federal Holidays Build CFA Batch Extract CFA Batch Transmit CFA Batch Receive Match Manual Payments Void/Stop Payment Settings Participant Setup Participant Import (See the CFA and ACH Reference Manual) (See the CFA and ACH Manual) (See the CFA and ACH Manual)) (See the Modules and Services chapter) (See the Modules and Services chapter) PayBase Reference Manual 49

50 50 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Table 3.3 Module Features Commands See also... Polling Tax BACS Start and Stop Polling Setup Polling definitions Setup Polling associations Setup Polling settings Setup Tax Criteria and Formats Setup Tax preferences Start Tax processing Setup Tax payment addenda Setup and maintain BACS users. Configure and maintain BACS transmissions Done Start Associations Settings Stop Criteria & Formatting Options Preferences Processing Payment Addenda Preferences Communication Settings Holidays Approval Submissions Reports (See the Modules and Services chapter) (See the Modules and Services chapter) See the BACS Reference Manual 50 PayBase Reference Manual

51 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 51 Report Menu The Report menu is available to access reporting functions of core PayBase processing. The reporting functions are available from the Report menu and the Main Toolbar. Use this command to: Work with PayBase Audit Reports Work with Crystal Reports Work with Crystal Aliases Setup Automatic Report Maintenance Work with Reports Use this command to: View, print and modify any PayBase reports Reports will be displayed according to your default report. The Default Report displays all columns, and does not sort or total any columns. Change which columns will display by using the Audit Toolbar (see p.322). Work with Crystal Aliases Use this command to: Add and delete Crystal Aliases from PayBase Maintain Crystal Aliases names Designate the Crystal Aliases path PayBase Reference Manual 51