Merchant Deposit Capture Services. User Guide

Transcription

1 Merchant Deposit Capture Services User Guide

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3 Disclaimer: The information and materials in these pages, including text, graphics, links, or other items are provided as is and available. The information and materials may contain Errors, problems, or other limitations and Cathay Bank expressly disclaims any liability for such errors, omissions, problems, other limitations. Cathay Bank does not make any representations, warranties, or guarantees whatsoever as to the accuracy, adequacy, reliability, correctness, completeness, or suitability of such information and materials or their applicability to a particular situation. MDC User Guide (10/13)

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5 TABLE OF CONTENTS General... 1 Minimum System Requirements... 1 Workstations:... 1 Software:... 1 Browsers:... 1 Scanner Driver Installation... 2 Java Installation Update... 3 Understanding Checks and MICR Information... 9 Items You May Deposit... 9 Scanner Cathay Bank Website and Log In Process Accessing Merchant Deposit Capture Secured Login One Time Security Code Phone Call Authentication Text Message Authentication Password Password Requirements Welcome Menu Dashboard User Administration Create/Modify/Delete User Add New Client User Depositor User Role Matrix Processing Deposits Capturing Deposits Approval Reports General Reports Retreiving Check Images Check Storage Important Information How Does Anti Money Laundering (AML) Compliance Apply to Remote Deposit Capture? Key Risk: Fraud & Other Unusual Transactions Network Contingency Plan Help and Technical Support... 37

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7 GENERAL Minimum System Requirements Workstations: 933MHZ, 512MB RAM, 8MB Video, USP 2.0 Port, keyboard, mouse, and monitor Operating Systems: Windows XP 32 bit Windows Vista 32 bit Windows Vista 64 bit Windows 7 32 bit Windows 7 64 bit Mac OS X o If used to scan checks, Mac OS is certified for use only with a Panini scanners VisionX and I:Deal; Ethernet attached Magtek Excella or Excella STX scanner (no drivers are required to be installed on a Mac when using Magtek scanners). o Recommended minimum is Mac OS X 10.6 (Snow Leopard). Mac OS X 10.6 (Snow Leopard) is the required minimum for Panini scanners. Note for Mac users: We acknowledge that many of the scanner drivers will work in a virtual Windows environment, using tools like VMWare s Fusion and Parallels Desktop. Although many of our customers find they can run scanners successfully in this type of environment, most scanner manufacturers do not certify or support their drivers for use in virtual machines. Therefore, we cannot guarantee that your scanners will work in virtual environments, and any customer support for such environments will be on a best effort basis. Software: Adobe Acrobat Reader version 6.0 or higher (free from Adobe) Java Runtime Environment (JRE) (web browser plug in; free from Sun Microsystems) o JRE 6u10 or higher Browsers: Microsoft Internet Explorer version 7 or higher Mozilla Firefox 3.0 or higher Apple Safari or higher Google Chrome or higher Please note The stated version numbers are our supported minimums for each browser type. However we recommend that users continue to update their browsers to the latest versions, using the appropriate mechanisms, to take advantage of security and performance enhancements issued by the browser vendor. 1

8 Scanner Driver Installation 1. Click on Documentation. 2. Select your scanner type. 3. Click on Driver Installation package. Note: If you do not have a current Java Runtime Environment (JRE) installed on your computer, Internet Explorer will prompt you to install the latest Java version. 4. Go to the Java Installation Update section below for installation instruction if your computer does not have the latest Java version. 5. If your computer has the latest Java version, proceed to step 7. 2

9 Java Installation Update 6. If you receive the prompt to update Java: a. Click Agree and Start Free Download to update to the latest Java Runtime Environment. b. Click Install. Once you have successfully installed Java, a message will notify you of completion. c. Click Finish. Note: If you have any questions or concerns about installing Java (JRE,) contact your Administrator (IT person). 7. Log back into the system, and go to Scanner Driver Installation (Steps 1 3), then go to Application Setup Process to completed the scanner driver installation. 3

10 8. Click Run. 9. Click Run again. 10. Click Next. 4

11 5 11. Click I Agree.

12 6 12. Click Next.

13 13. Please make sure your check scanner is TURNED OFF and is NOT CONNECTED To your computer. 14. Click OK. 15. Click Finish. 7

14 8 16. Click Finish again.

15 Understanding Checks and MICR Information Before you begin using Merchant Deposit Capture service to scan checks and make deposits, it is important that you become familiar with check terminology and composition. At the bottom of a check is a line of characters encoded in magnetic ink. This line is called the MICR (Magnetic Ink Character Recognition) line. The information included in the MICR line may vary from check to check. The sample image below depicts a typical check, with the various parts of the MICR line labeled. The following fields may appear in the MICR line of a check: Note: Merchant Deposit Capture does not automatically read the amount on traveler s checks. Items You May Deposit You may use Merchant Deposit Capture to deposit a variety of negotiable US dollar items that are drawn on a US banks: Personal Checks Business Checks Cashier Checks Traveler s Checks Money Orders As long as the negotiable item is MICR encoded with a valid 9 digit routing and transit number, it can be scanned and deposited. 9

16 Scanner The scanner installed and connected to PC may not be removed from the designated PC unless approved by Cathay Bank. The scanner may not be removed from your assigned customer location or outside the US without prior approval by Cathay Bank. CATHAY BANK WEBSITE AND LOG IN PROCESS Accessing Merchant Deposit Capture To access Merchant Deposit Capture, open an Internet Browser, enter and perform the following steps. At Cathay Bank s home page, click Business Banking. Enter your Company ID. Enter your User ID. Click Log In. 10

17 Secured Login 1. To help safeguard your information, if you are signing on from a device you have not used before, you may be prompted to validate your identity through a One Time Security Code. 2. A phone call or SMS (Short Message Service) text message is used to confirm your identity. Note: Based on your carrier contract, you may be charged standard text message rates for SMS. 3. Click Continue with Security Code. If your Sign in does not require additional authentication the password page is displayed. 11

18 One Time Security Code 1. Select Phone or Text Message to receive the One Time Security Code. Note: The text message must be sent to a mobile phone. 2. Click Continue. 3. If you select to be contacted by phone, you will receive a One Time Security Code from a recorded telephone message. a. You will need to speak or enter the security code once you receive your phone call. b. You will have 3 attempts to correctly speak or enter the code. 4. After completing the phone call, click Phone Call Completed. You will be forwarded prior to the Password page if the code was entered correctly. 12

19 Phone Call Authentication Text Message Authentication 13

20 1. If you select to be contacted by text message, enter the Mobile Phone Number. 2. Click Send Text Message. A text message containing a one time security code will be sent to your phone. The mobile number MUST match a number on record with the bank. 3. Enter the one time security code and click Submit. You have 3 attempts to enter the security code correctly. 14

21 Password 1. Enter your password. If you are entering your password for the first time, you will be asked to reset your password. 2. Click Sign In. 3. Users who forget their passwords and have not been locked out from the system can reset the password by clicking reset it yourself from the sign in page. Users who are locked out should contact their company administrator. For administrator lockout, call CATHAY. Password Requirements Must be at least 8 characters but no more than 12 characters in length. Must include a combination of both: letters, numbers. Cannot include more than three consecutive identical characters. Cannot be one of 15 previously used passwords. Expires every 90 days. Can only be changed once a day by own user. 15

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23 WELCOME MENU Dashboard The Welcome Menu provides access to the Dashboard page. On the Dashboard, you may view unread mail any alert messages, next scheduled requests, favorites, the account balance report and other information. 1. The first time you access the Dashboard, only the Recent Alerts and Messages panel is shown. This panel shows the last seven calendar days of alerts and messages sent to you. You may move the location of this panel on the page, but cannot remove if from the Dashboard. 2. Click Add Info Panels to select the panel(s) you wish to add and click Add now. You may add multiple information panels to the Dashboard. Access to some panels may be based on your entitlement. 3. Once you have added the panel, click Dashboard to return to the Welcome page. 17

24 USER ADMINISTRATION The user administration option is used by the company administrator to add, modify or delete the company s end users, and to determine the services and accounts users can access. Under user Administration, a profile is created for each user including a unique ID, secure password, and the services to which the user in entitled. Create/Modify/Delete User 1. From the Administration menu, select User Administration. 2. Select Create New User to go to the New User Profile page. Note: Only the Admin User of a company is entitled to the rights of the Company Administration. 18

25 3. Click User ID under Manage Existing Users to modify or delete existing users. 4. The user administration progress bar appears when a user is created and illustrates the steps in the setup process. As administrators progress through the process, the previous steps appear as hyperlinks which can be clicked to make changes to previously accessed screens in the user s profile. 5. Enter the detail for the User ID, Password, User Name, Address and Telephone Number information. 19

26 6. Click Continue. 7. Select the User Roles if applicable, and click Continue. 8. Under the Service & Accounts link, click Add next to each service to which the user is entitled, then click Save Changes. 20

27 Note: If the User is allowed to use the Commercial Capture Xpress function, ensure the User ID is formatted with the Business Online Banking Company ID follow by a dash ( ) and the Online Banking User ID. 9. Click Submit. 21

28 Add New Client User 1. Click CCX Remote Deposit Capture. 2. To add a new user; Click Users. 3. Select New Client User and then following screen will appear. 22

29 4. Select the new user security role, and click Continue. 5. The user will then choose the client for whom to add the user. The following security roles are available. Advanced Processing officer Approver Manager Processing officer Research Officer Supervisor 23

30 Depositor User Role Matrix When adding new users, a role must be assigned to the user. Below is a matrix that outlines the available roles along with thire permissions. There is also a chart following that provises the definition for each permission. 24

31 6. Populate the required fields along with any others desired. 7. Select Save. 25

32 PROCESSING DEPOSITS Capturing Deposits 1. To make deposits, select the Capture tab on the left side of the screen. 2. Then select the Create New Batch tab along the top of the screen or alternatively choose Select next to the account to which you are depositing funds. 26

33 3. Input the total number of items in the batch and the total dollar amount in the Item Amount box, enter the amount of each check and then press enter. As the checks are entered the Expected Deposit Total Amount and the Expected Deposit Total Items fields will be updated. The Batch Name field can be populated if a specific batch naming convention is being used. Otherwise, if the field is left blank, the system will automatically assign a batch name to the batch. Click the Create Batch button on the bottom of the screen. 4. Check the Do not show again for apps from the publisher and location above and click Run. (This will tell the system to run the Scanning Applet automatically every time you sign onto the system.) 27

34 5. Next, place the items to be deposited into the hopper of the scanner and press the Start Batch Scan button. If only one item is being scanned the Single Scan button may be selected. 6. If there are more items to be scanned, the items may be placed in the hopper and the process repeated. Once there are no additional items to be scanned, choose the Complete Batch. 28

35 29 7. Populate any fields that are missing data that are required as in the image below, the user was required to make corrections in the Amount field.

36 8. Once all items have been corrected. Click on the Close Batch button if the batch is balanced. ** If the batch did not balance, the user will get a message like the one on the previous image stating the batch is unbalanced. The user should select the Return to Open Batch tab and choose the Search Option to review items in the batch for any needed edits. 9. Click OK. At this time, and every time a batch is closed, a Closed Batch Status report will automatically generate and will be in PDF format. 30

37 This report should be printed and /or saved. Many end users will wraps this report around the items in their batch for storage. (Adobe Reader must be installed on the PC to view reports). Once you have printed and/or saved the report, the batch must still be approved. Batches must be approved prior to the cut off time to allow for same day processing of the deposit. Please see next section for the approval process. Approval 1. Select the Approve tab from the left side menu option. 31

38 2. Locate the batch to be approved and then select the Approve option in the Actions column. 3. If desired, prior to approving the batch you may also choose to View Items in the batch (with the ability to audit items as well), perform a batch Audit or Return the batch to an open status. 4. After you click Approve, click on OK from the popup confirmation. 1. You may check the status of the batch by selecting the Batch Status tab on the left of the screen. The status should be Approved. 32

39 REPORTS General Reports Generated within the system are numerous report that are beneficial to you as an end user. Once you select the Report icon from the home page. There are serveral categories of reports to choose from. Please note: after initially selecting the Reports option, you will be able to run reports with current day data. In order to pull reports from provious days, you select the Historical Reports option at the top of the page after initially selecting the Reports option. This will allow the user to input specific dates ranges. 33

40 Retreiving Check Images 1. Select the Batch Status tab on the left of the scrren for Check Images. 2. Locate your batch, and click on the deposit amount under the Approved column. 3. Batch status history is available for up to 24 months prior. History may also be view by choosing the Batch Status tab on the left menu bar. 4. Any batch within the prior two days will be automatically displayed. This includes started batches, approved batches, deleted batches and processed batches. By entering search criteria, You may view batch statues up through the prior 24 month time period. 34

41 5. Check the box on the left next to the Routing # column to select the deposit you would like to see. 6. Click View. 7. Select the number of check images you would like to see per page by clicking on the circle. If you would also like to see the back images of the check, then check the Include Back Image box. 8. Click Print. 35

42 Check Storage Checks received by you contains confidential data, therefore, the proper storage of these items are important. All scanned checks must be secured in a locked location for 60 days. After 60 days scanned checks are to be destroyed (i.e., shredded) 36

43 IMPORTANT INFORMATION How Does Anti Money Laundering (AML) Compliance Apply to Remote Deposit Capture? Remote Deposit Capture emerged as an unintended consequence of the Check Clearing for the 21 st Century Act. Consequently, financial institutions need to consider how the Bank Secrecy Act and Anti Money Laundering regulations (BSA/AML) apply to Remote Deposit Capture (RDC) BSA/AML regulations, in large measure, have to do with required financial transaction record keeping by federally insured financial institutions and other designated entities. The requirements are in the areas of Monitoring, Risk Assessments and Reporting. When using RDC, Knowing Your Customer, in regard to these types of transactions, is critical to understanding and managing risk and to reduce potential adverse exposure to fraud and illegal activities. Key Risk: Fraud & Other Unusual Transactions What are the key risks that relate to potential fraud and/or other unusual transactions? Redeposit of items/duplicate presentment Alteration of deposited items/forged endorsement Deposit of counterfeit items Poor image quality Safety and integrity of deposited items and information security held by customers (i.e., protection of personal information). Network Contingency Plan If you should experience service interruptions using Merchant Deposit Capture System, please either mail or deliver your checks to your nearest Cathay Bank branch for processing. Note: Make sure to deposit before 5:00 PM PST for same day posting. HELP AND TECHNICAL SUPPORT If you have any questions regarding the use of the Merchant Deposit Capture Service (both hardware and software,) please contact our customer support at (Option #3). 37