COMPREHENSIVE, COST-EFFECTIVE, EASY TO USE Spool file/data file Output BACK OFFICE APPLICATIONS EZPAYMANAGER/400 CAPABILITIES

Transcription

1 COMPREHENSIVE, COST-EFFECTIVE, EASY TO USE ACOM s EZPayManager/400 Suite is a comprehensive payment solution. It provides you with a single payment software platform that can support check-printing as well as electronic payments and electronic notifi cations. Our modular solutions provide a clear and easy path for your organization to transition your corporate payments (and vendors) from checks (a labor-intensive paper-based payment disbursement process) to a more automated and cost-effective electronic payment solution. Start with the basics, and add capabilities as your requirements change. Rather than using expensive pre-printed checks, EZPayManager/400 s Laser Checks and additional options provide you with signifi cant cost savings on printing, personnel expense, supplies and overhead, quickly justifying the investment. ACOM s EZPayManager/400 Suite seamlessly integrates with all IBM Power Systems (iseries) fi nancial management and ERP applications. You can set up processes to run behind the scenes without user interaction, or manually process payments as needed. Reprint checks ondemand and secure all aspects of the solution using a unique feature called Selected Access Security. BACK OFFICE APPLICATIONS Accounting and Financial Legacy ERP EZPAYMANAGER/400 CAPABILITIES Payment Options Laser-Printed Checks Electronic Payments (ACH Module) Payment Notification Options ( Module) Fax (Fax Module) Laser-Printed Other Modules/Options Check Fraud Alert (Positive Pay) Manual Checks Selected Access Security Sorting & Linking Cluster & Distributed printing Archiving (EZContentManager) Spool file/data file Output SECURITY FEATURES IN EZPAYMANAGER/400 SUITE There are multiple security features resident in the software as well as external features. The Audit Log is a crucial security feature within EZPayManager/400 that records any and all transactions, from printing checks, reprinting checks, voids, manual checks, to ACH payments. Users cannot delete any records within 30 days for additional security. The log records which user performed an action, time, date, checkbook used, total of payment, and totals for all actions performed on any given date. Checkbooks that contain bank account information and payee bank account information can be secured by User ID s in the software. This ensures that only users that are assigned to specific checkbooks may view the information contained in it. Signatures that print on checks, as well as MICR line encoding, are automatically disengaged from a printer after a check run is complete. The signatures never stay resident in a printer s memory. Optionally a signature may be stored on a secure Signature Card. The signature card must be placed in a card reader attached to the MICR printer in order for the signature to print, then can be stored away in a locked location after printing is completed. Each check template can be secured by User ID to allow only specific users to print, edit and merge checks.

2 EZPayManager/400 Add-on Options epayments/ach Module Send electronic/ach payments for A/P, Payroll, and any other Payment Application The ACH Module is a great option to help companies reduce their payment disbursement expenses. The option allows users to generate electronic payments right within a check-printing process, without having to maintain a separate spool fi le for printed checks vs. electronic payments. The ACH fi le is NACHA compliant. Payment Notification Options Send payment notification details via and/or Fax These options allow you to send payment notifi cations directly to the payees via and/or fax. They are fully automated and integrated right within the payment process. No need to have a separate spool fi le for payees that require electronic payments; you can process printed checks and ACH payments from one merge. Payees are identifi ed by a specifi c fi eld in the spool fi le (i.e., Vendor Number, Customer Number, SSN, etc.). Cluster Printing Split one check printing process among multiple MICR printers The Cluster printing option allows users to split their print run among multiple MICR printers for faster printing of large jobs. For example, with this option users can run two 45-ppm MICR printers simultaneously to get 90- ppm throughput. If the spool fi le contains 1000 checks, each MICR printer would evenly distribute and print 500 checks each. The cost to purchase two 45-ppm printers is signifi cantly lower than the cost of one 90-ppm MICR printer. Distributive Printing Use distribution lists to distribute copies of checks to non-micr printers The distribution list option allows you to distribute copies of checks to multiple locations, saving MICR toner by not printing copies on dedicated MICR check printers. For example, print checks to a dedicated MICR printer, send one copy to the AP Laser printer, and one copy to the File Room laser printer.

3 Manual Check Option Create manual checks outside of a normal check run The manual check option allows users to create individual checks out of a normal check run. These could checks issued at the last minute or for specifi c purposes where no spool fi le is created. The manual check is recorded for security and users can add details to the stub portion of the check if needed. Manual checks can also be saved as a PDF upon printing using the options PDF Module. Screen shot of entering a Manual Check Positive Pay Option Provides effective check fraud avoidance According to Wikipedia, Positive pay is a service whereby the company electronically shares its check register of all written checks with the bank. The bank therefore will only pay checks listed in that register, with exactly the same specifi cations as listed in the register (amount, payee, serial number, etc.). This system dramatically reduces check fraud. ACOM s Positive Pay option, or Check Fraud Alert Module, allows users to generate Positive Pay fi les according to their bank s specifi cations. The module can support multiple fi le formats and can support an unlimited number of banks. Changes can be made easily to the fi le format if needed. Files can be processed automatically using a simple API or manually at a specifi c time and date. Sorting and Linking Options Sort output and link external spool files for processing The sorting option for merged documents allows users to sort the printed output based on specifi c fi elds in the spool fi le. For example most checks are sorted by check number, but a user may want to sort the checks by department for easier disbursement. Simply defi ne the department fi eld in the option and the output will be sorted alphabetically or numerically by department. The linking option for merged documents allows users to link external spool fi les with the main check spool fi le for collated printing. For example some AP checks contain overfl ow that are maintained in a separate spool fi le. A user can link the spool fi les together in the merge process by vendor name or number upon printing. This eliminates the need for the user to manually collate the printed checks with the printed overfl ow from two separate merge processes.

4 Selected Access Security Option Enables administrator to further secure the software at multiple levels Administrator can control which options/features to show in the menus, and sub-features, based on pre-defi ned user profiles. An AP manager may have access to all options in EZPayManager/400 while an AP user may only be able to access the print options within the software. Screen shot of Selected Access Security for EZPayManager/400 main menu. EZeDocs/400 Enables printing and electronic delivery of invoices, PO s, statements, etc. EZeDocs/400 allows the processing of other business documents like invoices, purchase orders, and statements from spool fi les and/or data fi les. Documents can be printed, ed, converted to PDF, and/or faxed, based on the recipient s pre-set preferences. PDF s that are created can be stored in EZContentManager for future access. Screen shot of main EZeDocs/400 menu

5 EZContentManager Store electronic copies of all payments and remittance details EZPayManager/400 has the ability to auto-capture and index all payments processed. The result is a text-searchable PDF copy of the payment and notifi cation details, along with the associated index fi elds (metadata), which can be automatically uploaded into the user s electronic document management system (EZContentManager). EZContentManager maintains an electronic copy of all payment records processed through the modules for easy access, retrieval and distribution. Users can search past payments by account, payee name, check number, check date, along with a number of other user-defi nable fi elds. Screen shot of accounting type fi le structure in EZContentManager These indices can contain any spool fi le data used in a payment, as well as any spool fi le attributes that may be needed to search for documents. A duplicate copy of the payment detail is rendered as a PDF fi le and can be viewed or ed directly to the payee or printed and mailed. This is a great option for environments where there is a high volume of payment inquiries and provides a great alternative to traditional printed fi le copies and fi ling cabinets. This solution also provides authorized users with access to payment and remittance details through any supported web browser. EZDesigner/400 GUI template designer EZDesigner/400 is a PC design tool used to design the check or document overlay (or template), as well as map fi elds in the spool fi le and/or data fi les to the overlay. Create the overlay using lines, boxes, text, color, shading, images, signatures, MICR line placement, etc., and change as needed. The overlay is then saved and uploaded to the System i via the bi-directional File Transfer Utility that is included. Overlays can also be checked out and downloaded back to EZDesigner/400 for any changes that need to be made. Screen shot of AP check overlay in EZDesigner/400

6 MICR Laser Check Printers Provides great cost savings and an excellent deterrent to check fraud ACOM MICR-enhances several models of Xerox Award- Winning Offi ce/network Laser Printers, ranging in printing speeds of 30 pages per minute (ppm) to 45 ppm. Xerox selected ACOM because we have demonstrated our leadership in the MICR printing industry, with over 25 years of experience, and thousands of satisfi ed customers. ACOM s certifi ed MICR laser check printers use blank security check stock, instead of expensive pre-printed check stock, which provides great cost savings and an excellent deterrent to check fraud (estimated to cost over $14 billion this year) Tel: (800) or (562) Fax: (562) sales@acom.com