PayBase 9.0. Reference Manual

PayBase 9.0 Reference Manual

PayBase Reference Manual Version 9.0 Copyright Bottomline Technologies, Inc. 2008. 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 03801 Telephone: (603) 436-0700 Fax: (603) 436-0300 Email: btinfo@bottomline.com Internet: www.bottomline.com SWR-PBE-90-REF

T ABLE OF CONTENTS v Chapter 1: Introduction... 9 What s New In PayBase... 10 User Interface Changes..12 CFA Changes 12 BASS Testing 14 Chapter 2: Online Help... 15 Exploring Online Help 16 The Help Menu...19 Moving Around in a Help System.... 20 Glossary of Bottomline Financial Terms... 20 Chapter 3: Exploring PayBase. 21 Exploring the PayBase Interface. 22 The Menu Bar.. 23 View Menu.. 34 Security Menu.... 36 Supervisor Menu (Supervisor Users only).. 40 Before you Begin.. 40 Modules Menu.... 49 Report Menu 51 Auto Maintenance.55 Tools Menu.. 61 SuperLauncher Menu... 63 Overview of SuperLauncher Scripts.. 63 Help Menu.. 69 Toolbars. 70 ACH Toolbar 70 Banking Toolbar.. 71 Check Fraud Avoidance Toolbar.... 71 Main Toolbar 72 Processing Secure Disbursements...89 Recovering Payments... 90 Participant Toolbar 94 Polling Toolbar.... 96 Start Polling 105 PayBase Reference Manual v

vi User Defined Toolbar.. 106 Tax Module Toolbar... 107 Tax Processing...111 SuperLauncher Toolbar.... 112 Application Toolbar... 112 Manual Data Entry Toolbar. 112 MDE Toolbar... 113 Preview Toolbar. 113 Audit Toolbar... 113 Chapter 4: Applications.115 What is an Application?... 116 Exploring the Application Tree view.117 Tri-Pane... 118 Application Toolbar... 119 Tree view.. 126 Link File Branch..126 Group Files Branch....127 Reports Branch...127 Data File Branch.129 Printers Branch...152 Forms Branch...161 Options Branch...164 Creating an Application... 180 Generate a Link File using PayBase Designer+..180 Manual Data Entry Application (MDE) 182 Chapter 5: Sites and Users....189 Sites.... 190 Working with Sites.... 190 Change Site 194 Users.... 196 Work with Users. 196 Maintaining Users.... 198 Modifying User Information..198 Modifying General Information 201 Modifying Application Information..206 Modifying Security Information 209 Modifying Script Information.212 vi PayBase Reference Manual

vii Modifying ACH Information (ACH Users only). 214 Modifying BACS Information (BACS Users only) 215 Modifying CFA Information (CFA Users only).. 220 Modifying Tools Information. 221 Modifying Super User Information.. 224 Maintaining Groups...225 Maintaining Group Permissions and Assignments.... 226 Chapter 6: Major Files in PayBase..229 Data Files.... 230 Data Files in Link Files.230 Data File Branch.231 Locating a Data Field.. 232 Data File Analysis 233 Data File Field Positions 234 Group Files... 236 Group File Properties Dialog Box... 236 Configuring your Group File for a Link File.... 244 Working with Group Files.... 247 Importing Group Files.. 254 Group Files Branch.... 257 Chapter 7: Modules and Services...259 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... 281 Data Files in the Polling Process....282 Tax Module... 283 Tax Preferences..283 Tax Criteria and Formatting Options.... 284 Tax Payment Addenda.. 290 Tax Processing...292 NACHA Pre-processor.. 293 PayBase Reference Manual vii

viii BT Polling Service.. 295 BT Encryption Service.... 304 BT PPE Service 307 Setting up PCL to PDF Output.... 312 Setting up Fax Support 312 Maintaining Fax Support 313 Chapter 8: Reporting and Sorting...319 Working with Reports.... 320 Audit... 322 Different Kinds of Reports....339 Working with Crystal Reports.. 348 Work with Crystal Aliases 348 Preview Crystal Reports.349 Auto Maintenance.355 Payment Sorting.... 359 viii PayBase Reference Manual

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 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

CHAPTER 1: INTRODUCTION What s New In PayBase 11 Microsoft SQL Server 2005 Express Database Version v9.2.3042.00 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: http://www.microsoft.com/downloads/details.aspx?familyid=c243a5ae- 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 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

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., "99999999" will become "999999.99". 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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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 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

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

52 CHAPTER 3: EXPLORING PAYBASE The Menu Bar When this command is selected, the following dialog box appears: Figure 3.5: The Work with Crystal Aliases dialog box To add a new Alias 1 Click Report - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box in the Alias field, type the name of the new Alias and click Add. 3 The Alias is added to the Existing Aliases and alphabetized using the current default directory. Notes The function of adding or deleting aliases is only the recognition of the Alias by the PayBase reporting structure. This does not actually create the Crystal Report. This will be done directly from Crystal Reports. For ease of administration, it is recommended that all Aliases exist in the same folder. However, it may be necessary to have private reports. In this case, change the Path of the Alias by pressing the Browse button and specifying the new folder. 52 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 53 To delete an Alias 1 Click Report - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box select an Alias from those available. 3 Click Delete. There is no confirmation for this command. The Alias will be deleted immediately. To return the Report File path to its original path 1 Click Report - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box, click Reset Paths. 3 Browse to select the appropriate folder and click OK. 4 Click Done. Preview Crystal Reports Use this command to: Preview a Crystal Report When this command is selected the following dialog box appears: Figure 3.6: The Select a Crystal Report dialog box PayBase Reference Manual 53

54 CHAPTER 3: EXPLORING PAYBASE The Menu Bar To preview a Crystal Report 1 Click Report - Preview Crystal Reports. 2 On the Select a Crystal Report dialog box, select an appropriate alias assigned to the current User and click OK. 3 On the Select Printer dialog box select the appropriate printer to print the report, the print orientation and click OK. Notes An Alias for the Report must be setup prior to viewing a Crystal Report (see p.52). The current user must be assigned to the report. You must select a specific printer before viewing a report because different printers contain different print drivers that affect the output view of the report. Held files cannot be viewed or displayed. 54 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 55 Auto Maintenance This function allows you to create a schedule for cleaning up dated information within PayBase tables. Use this command to: Setup Automatic report archiving and purging Set Auto Maintenance options When you select this command, the following dialog box appears: PayBase Reference Manual 55

56 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Figure 3.7: The Advanced Maintenance Properties dialog box Archive Tab Use the Archive tab to carry out the following: Set the number of days until records are archived and assign a filter for the following tables: AUD_SYSTEM AUD_TRANS CFA_PAYMENTS CFA_TRANSMIT ACH_PAYMENTS ACH_TRANSMIT 56 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 57 BACS_PAYMENTS BACS_BHEADER BACS_CONTRAS BACS_ERRORLOG BACS_REPORTS IBACSSUBMISSIONTOSESSION IPBACSTRANSMISSIONSTATUS WEBUSERREQUESTTOSUBMISSION WEBERRORCONDITIONS WEUSERREQUESTS To set the number of days and filters to archive 1 Click Report - AutoMaintenance. 2 On the Advanced Maintenance Properties dialog box, click the Archive tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be archived. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Purge, Purge Archive or Options tabs to configure more maintenance parameters. 7 Click OK to confirm the maintenance configuration. Purge Tab Use the Purge tab to: Purge the Archive files of the same tables available from the Archive tab: To configure Purge settings 1 Click Report - AutoMaintenance. PayBase Reference Manual 57

58 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 2 On the Advanced Maintenance Properties dialog box, click the Purge tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be purged. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Archive, Purge Archive or Options tabs to configure more maintenance parameters. 7 Click OK to confirm the maintenance configuration. Note If you specify on the Archive tab to archive records after 2 days and specify to Purge after 3 days, for instance, no records would ever be purged. All the records would be archived prior to being purged. If the reverse were true, Purge after 2 days and Archive after 3 days, no records would ever be archived. All records would be deleted before an Archive could occur. Purge Archive Tab Use the Purge Archive tab to: Configure Purge Archive settings for the same tables listed above. To configure Purge Archive settings 1 Click Report - AutoMaintenance. 2 On the Advanced Maintenance Properties dialog box, click the Purge Archive tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be Purged and Archived. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Archive, Purge or Options tabs to configure more maintenance parameters. 58 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 59 7 Click OK to confirm the maintenance configuration. Options Tab Use the Options tab to: Run the Maintenance options with the current settings Specify to run the Maintenance options before opening the Report or Crystal Report views Run Maintenance Options while PayBase is initializing Set up a filter to only archive certain information in the entire table. Figure 3.8: The Advanced Maintenance Properties screen with the Options tab in focus. From the Options tab, you can highlight a Table and click Set Up Filter. This displays the same filter screen available from the Reports view. See the Filter section from the Reporting and Sorting chapter for more information. PayBase Reference Manual 59

60 CHAPTER 3: EXPLORING PAYBASE The Menu Bar To configure Options settings 1 Click Reports - Auto Maintenance. 2 On the Advanced Maintenance Properties dialog box, click the Options tab. 3 Click Activate Now to run Maintenance options using the current settings. 4 Depending on the action taken, click the appropriate check boxes. 5 If needed, on the right, highlight a Table and click Set Up Filter. You can use this screen to archive only certain information. Click OK when complete. 6 Click Apply and OK to confirm the configuration. 60 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 61 Tools Menu The Tools menu is available for efficient access to frequently used tools. Use the Tools menu to: Launch PayBase Designer+ Launch assigned tools with one click The following commands are available: PayBase Designer+ User Tool 1 through User Tool 8 Designer+ PayBase Designer+ is the combination of four previously independent programs. They have been combined to simplify the check design process. Once the check is drawn in the Form Design view, a Link File is created and can later be edited in the Link File view. For unique check printing, you can also create and edit a Manual Data Entry (MDE) and Automated Clearing House (ACH) project. Refer to the PayBase Designer+ manual or online help for more information. User Tools (1 of 8) To add a specific User Tool, click Security - Work with Users. On the Maintain User Accounts screen, expand Users and expand the appropriate User and click Tools Info. Click the Tool Definitions tab. On this tab, doubleclick the white space below the last identified tool. On the Tool Identification screen, type the name for your new tool. On the Tool Definitions tab, type or browse for the correct tool location. PayBase Reference Manual 61

62 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Figure 3.9: The Maintain User Accounts screen with the Tool Definitions tab in focus. Note See Modifying Tools Information in the Sites and Users chapter for more information. 62 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 63 SuperLauncher Menu The SuperLauncher menu is available for quickly launching pre-configured scripts and allowing script maintenance. Use the SuperLauncher menu to: Assign Scripts Create, delete, rename, and modify Scripts Launch Scripts. Overview of SuperLauncher Scripts A SuperLaucher script is a series of script commands that run numerous PayBase Express functions, using one button. Note the following criteria prior to operating SuperLauncher script: Some commands are only available if the module has been purchased. For example, Build CFA Batch, Transmit ACH Batch and Add MDE records. Your user must have the appropriate permissions in order to execute commands. Your user must be assigned scripts on the Scripts tab in the user s properties. Contact your Supervisor for permission issues. The following commands are available from the SuperLauncher menu: Launching Pad Done Launch Create Edit Remove Rename The SuperLauncher also has its own toolbar: PayBase Reference Manual 63

64 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Figure 3.10: The Super Launcher toolbar Launching Pad Use the PayBase Launching Pad to: Assign scripts Launch a script Modify a script Delete a script Rename a launch Done Use this command to close the Launch Pad after viewing, launching, and/or modifying scripts. To view the Launch Pad again, click the Display Launching Pad button located on the Main Toolbar. This button is identical to the Launch Script button, but is located on the Main Toolbar. Both buttons will never be displayed simultaneously. Launch Script Use the Launch Script command from the SuperLauncher menu to locate the Script to run. Select and click the Launch Script button to start executing the commands as listed in the Script. SuperLauncher Scripts are created/edited (after clicking SuperLauncher - Create or SuperLauncher - Edit) from the SuperLauncher Script Generator dialog box. Create Script Use the SuperLauncher - Create command to begin assigning Script commands to a New Launch sequence. The Script commands are setup to run a number of PayBase commands from one button. 64 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 65 To create a Super launcher script 1 Click from the SuperLauncher toolbar. 2 On the SuperLauncher Script Generator dialog box, in the Script Name section, type a script name. 3 From the Script Commands scroll box, select a command and click Add. Commands are moved to the Script Elements field box. 4 Highlight a script element you would like to configure and click Edit. 5 On the Edit Script Command dialog box, configure the script element as needed and click OK. The SuperLauncher Script Generator dialog box is not updated with the configured script element. 6 Repeat this process until you have added and configured all the commands you want for this SuperLauncher. 7 Click Apply to save your changes and Done to exit the screen. The SuperLauncher appears on your main screen. 8 Double-click the SuperLauncher or click the Launch button from the SuperLauncher toolbar to execute your newly created SuperLauncher script. Edit Launch Script Use this command to modify existing scripts listed in the SuperLauncher Pad. Assigned Scripts will be listed by date, with the most recent scripts appearing at the bottom of the list. Highlight the Script you would like to edit and click the Edit button. The SuperLauncher Script Generator will appear with the open Script. To modify the commands, select the command in the right column and use the function keys such as Delete or Edit. To insert a command, select the command that will precede the new command. Click the Add button. Choose the settings for the command and click OK. The command will be inserted. To edit launch script commands 1 Click from the SuperLauncher toolbar. 2 On the Edit Script dialog box, highlight the script you wish to edit and click OK. PayBase Reference Manual 65

66 CHAPTER 3: EXPLORING PAYBASE The Menu Bar 3 On the SuperLauncher Script Generator dialog box, in the Script Element section, highlight a script and click Edit. 4 Edit the script element as needed and click OK. 5 Use the Add or Delete buttons to remove or add a script command. 6 Use the Arrow Up and Down buttons to move selected Script Elements up or down. The Script Commands should be added in a logical order. Certain commands must follow others. For instance, an error would occur if you attempted to Match the Match file prior to receiving the Match file. 7 Click Apply to save changes and Done to exit this dialog box. Delete Launching Script Use this command to remove a highlighted script from those listed in the SuperLauncher Script area. Make sure the Script to delete is the selected one. Click Delete - a confirmation dialog box will appear. Choose Yes to delete the Script and it s assignment to the currently logged in user. Choose No to Cancel the deletion. To remove a SuperLauncher 1 Click from the SuperLauncher toolbar. 2 On the Select a Script to Remove dialog box, highlight the script you would like to delete and click OK. 66 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 67 Rename Launching Script Use the Rename command from the SuperLauncher menu to rename the currently selected script in the Script area. The SuperLauncher commands will only be available when the SuperLauncher Pad is open. Make sure the Script to rename is the selected one. Choose the Rename command. Enter the new name and click OK. A message box will appear informing you that the Script has been renamed. Click Cancel to cancel the rename command. Changes will not be reflected in the Script Name until another function is completed for the Script or the SuperLauncher Pad is closed and then opened again. To rename a SuperLauncher 1 Click from the SuperLauncher toolbar. 2 One the Select a Script to Rename dialog box, highlight the desired script and click OK. 3 On the Rename SuperLauncher Script dialog box, type the new script name and click OK. Changing the Super Launcher Icons Window Menu Select Window menu options to: Make adjustments to the layout of the windows displayed on your screen View which Applications are currently open and switch to a selected Application. From this menu the following commands are available: Cascade Tile Note You can also toggle between open Applications in this view. PayBase Reference Manual 67

68 CHAPTER 3: EXPLORING PAYBASE The Menu Bar Cascade Select Cascade from the Window menu to: Arrange open windows in an overlapping pattern so that the title bar of each window is visible. Tile Select Tile from the Window menu to: Arrange open windows side by side so that all of them are visible. 68 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE The Menu Bar 69 Help Menu Use the Help menu to: Access the PayBase Main Help page Access help information for BT Printers Access version, transaction, and system information Access the Bottomline Home Page Learn how to contact Bottomline Technologies. The following commands are available from the menu: Help Topics Bottomline Printer Help About PayBase Bottomline Home Page More For a complete description of the Help menu, see p.16. PayBase Reference Manual 69

70 CHAPTER 3: EXPLORING PAYBASE Toolbars Toolbars Toolbars in PayBase allow you to carry out common commands instead of accessing them from the menu bar. Toolbars are visible or hidden based on View menu settings (see p.34). The following toolbars are available in PayBase: ACH Banking Check Fraud Avoidance (CFA) Main Participant Polling User Defined Tax SuperLauncher ACH Toolbar Figure 3.11: The ACH toolbar Use this toolbar to: Set ACH Preferences Set Federal Holidays Review/Release Batches Build ACH Batch Extract ACH Batches 70 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 71 Transmit ACH Batches (Transmit ACH Batches is not available for PayBase Express) See the CFA and ACH Reference Manual for more information. Banking Toolbar Figure 3.12: The Banking toolbar Use this toolbar to carry out the following commands: Launch CFA Bank Wizard Edit CFA Banks Launch ACH Wizard Edit an ACH Bank View Federal Holidays See the CFA and ACH Reference Manual for more information. Check Fraud Avoidance Toolbar Figure 3.13: The Check Fraud Avoidance toolbar Use this toolbar to carry out the following commands: Build CFA Batch Extract CFA Batch Transmit CFA Batch Receive Match PayBase Reference Manual 71

72 CHAPTER 3: EXPLORING PAYBASE Toolbars Manual Payments Void/Stop Payment See the CFA and ACH Reference Manual for more information. Main Toolbar Use this toolbar to carry out the most common PayBase functions. Figure 3.14: The Main toolbar New Use this command to: Create a new Application file When this command is selected the following dialog box appears: Figure 3.15: The Please specify a name for your new application dialog box To create a new Application 1 Click File - New or. 2 Click OK on the Please specify a name for your new application dialog box once a name is specified. 3 The Application opens in the Application Tree. 72 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 73 Notes All new Application names are stored in the PayBase database once you click OK. For a complete description of the Application Tree see p.117. You may use the SuperLauncher Pad to assign the Application to a Script to facilitate one button processing of Applications. See page 63 for more information on this process. Open Use this command to: Open a PayBase Application file When this command is selected the following dialog box appears: Figure 3.16: The Open PayBase Application File dialog box PayBase Reference Manual 73

74 CHAPTER 3: EXPLORING PAYBASE Toolbars To open a PayBase Application 1 Click File - Open or. 2 On the Open PayBase Application File dialog box, select an Application and click OK. Notes Only Applications the current user has access to are displayed. Applications will open in the Application Tree view (see p.117). To convert a.cgl file, see the PayBase Utilities Technical note on the PayBase CD-ROM. When Open is selected for other PayBase programs, such as the PayBase Convert program, that program s specific Open dialog will appear. The concept is identical; You are attempting to open a specific file to view or to make modifications. Launching Pad Use this command to: Assign Scripts using the Create Scripts button Launch a Script using the Launch Script button Modify a script using the Edit Script button Delete a script using the Delete Script button Rename a launch using the Rename Script button. See page 63 for more information. Logon Use this command to: Sign on to PayBase after a user has already logged-on and logged-off. See page 30 for more information. 74 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 75 Logoff Use this command to: Sign off PayBase as the current User before signing on as another User. To sign-off as a precaution while leaving the Site unattended. See page 31 for more information. Group File Properties Click this button to: Add, change, and delete Group File information. When this command is selected, the following dialog box appears: Figure 3.17: The Group file dialog box PayBase Reference Manual 75

76 CHAPTER 3: EXPLORING PAYBASE Toolbars Group File Dialog Box The Group File dialog contains up to three tab dialog pages: The Group Files page and two other Numbered pages, each containing up to ten Group File fields. The Group Files tab lists information on Group Files and Group Keys. Use this page to add and delete Group Keys, to add and delete Group Fields, rename Fields and Keys and to modify Group Files and Group Keys. On the numbered tab dialog pages are the fields included in the selected Group File and Group Key. Each numbered tab dialog page contains from one to ten fields, depending upon the number of fields in the current Group File. Use the numbered tab dialog pages to view and edit Group Field data. Group Files Group Files which have been created in PayBase are displayed in the Group Files list box. These files reside in the central database. Highlight the Group File to edit or by using the arrow keys. The name of the selected Group File appears in the current Group File Name display box at left. The Group Keys associated with the selected Group File appear in the Group Keys list box below. Group Keys In the Group Keys list box is a list of all of the Group Keys for the selected Group File. Select the Group Key to edit and use the buttons located in the Add, Delete and Rename sections. Group File list box Available Group Files are listed in the current Group File Name list. Group Key list box The Group Key list box contains all Keys associated with the current Group Key. Number of Fields prompt box The Number of Fields display box displays the number of fields used in the Group Key. 76 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 77 Add a Group File Use the File button in the Add section to add Group File. Select an application to use in the Group File and click OK. Enter the Group File name or accept the default name. Select the fields to add to the Application using Add. Click OK. Delete a Group File Use the File button in the Delete section to delete a selected Group File. Click OK to confirm the deletion. Add a Group Key Use the Key button in the Add section to add a Group Key to the selected Group File. The Add a Group Key dialog box will appear. In the Please enter the name of the Group Key prompt box, type the name of the Group Key. Click OK when complete and the Group Key added will appear in the Group Keys prompt box. Delete a Group Key Use the Key button in the Delete section to delete a Group Key. In the Group Keys list box, highlight the Group Key to be deleted. A confirmation box will appear to confirm deletion. Click Yes to delete it or No to Cancel the deletion. The deleted Group Key will be removed from the Group Key list box. Add a Group Field Use the Field button in the Add section to add a field to the current Group Key. If the Group File command is chosen from the File menu, this button is deactivated. In order to add a field to the current Group File, it must be done within the Application. Delete a Group Field Use the Delete a Field Button to delete a field from the current Group File. The Delete a Group Field dialog box will appear. In the list box are all of the fields for the current Group File. Click the mouse cursor on the field which is to be deleted, then click on the OK button. The current Group File will also be listed in the Open Application window. To change the current Group File, click on Group Files in the Open Application window. Click Enter. Enter in a different Group File name or click on Browse to locate the file. Rename a File Use the File button in the Rename section to rename a Group File. Enter the new name for the Group File and click OK. PayBase Reference Manual 77

78 CHAPTER 3: EXPLORING PAYBASE Toolbars Rename a Key Use the Key button in the Rename section to rename Group Key. Enter the new name for the Group Key and click OK. Automatic Payment Numbering Select this command to: Set up Applications for Automatic Payment Numbering. You can access this command in the following ways: Click File - Automatic Payment Numbering Click from the Main toolbar Automatic Payment Numbering automatically inserts a number onto each check/payment based upon the last check printed/payment processed for a specific account. Note In order for an Application to be set up for Automatic Payment Numbering, the Application must have a Group File that includes both a NONPRINTING Intransit field and a NONPRINTING Onus field. The Application s Link file must also include a check number field which is assigned the REFERENCE(?CHECKNUMBER) Field Parameter When this command is selected the following dialog box appears: 78 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 79 Figure 3.18: The Automatic Payment Numbering dialog box APN Keys: In the APN Keys list box are all of the PayBase Applications which have been set up for Automatic Payment Numbering. Use the arrow keys or click to select the desired APN Key and the associated Account information will appear in the Intransit and Account Numbers boxes to the right of the APN Key. The display information will also be listed in the appropriate Current APN, Intransit and Account boxes below each item. Intransit Numbers: In the Intransit Numbers list box are all of the Intransit Numbers for the currently selected Application. Use the arrow keys or click to select an Intransit Number and the associated Account Numbers will appear in the Account Numbers list box. The selected Intransit Number and Account Number also appears in the below Current Intransit Number and Current Account Number display boxes. Account Numbers: In the Account Numbers list box are all of the Account Numbers for the currently selected Intransit Number. Use the arrow keys or click to select an Account Number and associated Account Number information will appear in the Current Account Number box and Check Numbers section. PayBase Reference Manual 79

80 CHAPTER 3: EXPLORING PAYBASE Toolbars Add APN Key: Use the APN Key button in the Add section to set up an application for Automatic Payment Numbering. The Add an APN Key dialog box will appear. Enter the application name in the APN Key field, the Intransit Number, Account Number, Last Payment Number and Previous Last Payment Number in the appropriate prompt boxes. In the Last Payment Number prompt box, list the Payment Number for the last check printed for the displayed Application, Intransit Number and Account Number. In the Previous Last Payment Number prompt box, list the Last Payment Number printed in the previous check run. If the Previous Last Payment Number is not known, enter a number which is smaller than the Last Payment Number. Delete APN Key: Use the APN Key button in the Delete section to clear an application from the APN Key (Automatic Payment Numbering) list box. Select to highlight the application name and click the APN Key button. Click Yes to confirm the deletion. The application will be cleared from the box and will no longer be available up for Automatic Payment Numbering. Note Deleting an Application from the Automatic Payment Numbering dialog box does not delete the Application entirely. It only deletes it from the set of Automatic Payment Numbering applications. Rename APN Key: Use the APN Key button in the Rename section to rename a selected APN Key. Enter the new APN Key name and click OK. Add Intransit: Click Intransit in the Add section to specify the Intransit number for an Automatic Payment Numbering application. This number must also be included as a NONPRINTING Intransit number in the Group File for the current application. Highlight the application to assign an Intransit Number and click Intransit in the Add section. The Add an Intransit Number dialog box will appear with the application displayed in the APN Key display box. Enter the new Intransit Number and the Account Number in the appropriate prompt boxes. In the Last Payment Number prompt box, list the Payment Number for the last check printed. In the Previous Last Payment Number prompt box, enter the Last Payment Number printed in the previous check run. 80 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 81 Delete Intransit: Click Intransit in the Delete section to delete an Intransit Number from the Automatic Payment Numbering dialog box. Select to highlight the Intransit Number then click Intransit. Click Yes to confirm the deletion. The Intransit Number will be cleared from the box and will no longer be set up for Automatic Payment Numbering. Note Deleting an Intransit Number from the Automatic Payment Numbering dialog box does not delete the Intransit Number from an Application s Group File. It only deletes it from the set of Automatic Payment Numbering Intransit Numbers for the Application. Rename Intransit: Use the Intransit button in the Rename section to specify a new Intransit Number for the currently selected number. Enter the new Intransit Number and click OK. Add Account: Click Account in the Add section to specify the Intransit number for an Automatic Payment Numbering application. This number should also be included as a NONPRINTING Onus number in the Group File for the current application. Select to highlight the APN Key application and Intransit Number to assign an Account Number, then click Account in the Add section. The Add an Account Number dialog box will appear with the application displayed in the APN Key display box. Enter the new Account Number. In the Last Payment Number prompt box, enter the Payment Number for the last check printed. In the Previous Last Payment Number prompt box, enter the Last Payment Number printed in the previous check run. Delete Account: Click Account in the Delete section to delete an Account Number from the Automatic Payment Numbering dialog box. Select to highlight the Account Number then click Account. Click Yes to confirm the deletion. The Intransit number will be cleared from the box and will no longer be set up for Automatic Payment Numbering. PayBase Reference Manual 81

82 CHAPTER 3: EXPLORING PAYBASE Toolbars Note Deleting an Account Number from the Automatic Payment Numbering dialog box does not delete the Account Number from an Application s Group File. It only deletes it from the set of Automatic Payment Numbering Account Number for the Application. Rename Account: Use the Account button in the Rename section to specify a new Account Number for the currently selected number. Enter the new Account Number and click OK. Current APN Key: The name of the selected application appears in the Current APN Key display box. To edit the name of the Current APN Key, click the APN Key button in the Rename section. Enter the new name to change the currently selected name and click OK. Current Intransit Number: The selected Intransit Number appears in the Current Intransit Number display box. To edit the Current Intransit Number, click the Intransit button in the Rename section. Enter the new number to change the currently selected number and click OK. Current Account Number: The currently selected Account Number appears in the Current Account Number display box. To edit the Current Account Number, click Account in the Rename section. Enter the new number to change the currently selected number and click OK. Last Payment Number: The Last Payment Number box displays the number of the last check printed in a check run. To change the Last Payment Number, change the displayed value as needed and click Apply. After an Automatic Payment Numbering application is printed, the final Payment Number of the run is automatically entered in the Last Payment Number box and the Last Payment Number value is moved to the Previous Last Payment Number box. Previous Last Payment Number: The Previous Last Payment Number box displays the number of the last check printed in the previous check run. To change the Previous Last Payment Number, change the displayed value as needed and click Apply. After an Automatic Payment Numbering Application is printed, the Previous Last Payment Number value is cleared and the value from the Last Payment 82 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 83 Number box (before the run) is moved to the Previous Last Payment Number box. After an Application is set up for Automatic Payment Numbering using this command, the Application will be numbered automatically when it is selected for printing. PayBase allows only one Application that uses Automatic Payment Numbering to be printed at a time in order to maintain Payment Numbering integrity and consistency. Automatic Payment Numbering automatically inserts a number onto each check/payment based upon the last check printed/payment processed for a specific account. Use the Add, Delete and Rename sections to configure and manage an APN Key, Intransit and Account numbers. The Last Check Number and Previous Last Check Number are also configured in the Add and Check Numbers section. Select the appropriate APN Key in the APN Keys box will show the designated Last Payment Number and Previous Last Payment Number in the Check Numbers section. Automatic Payment Numbering allows same check numbering for any associated overflow pages. When a check is reprinted, only one check number has to be specified since the check number is on the check itself and any overflow pages. 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; DUMMY_INTRANSIT and DUMMY_ONUS. They MUST be named as above for the check numbering to work. The Application s link file (.CGL) must also include a check number field with at least both field parameters; REFERENCE(?CHECKNUMBER) AND AUTOMICR(CHECKNUMBER). See the Form & Field Parameters Reference Manual for more information on Field Parameters. In the Form Parameters section of the.cgl file, the following parameter must be included; AUDITTYPE(D) or AUDITTYPE(B). APN Key The APN Key must be selected in the application to use a certain payment number range. Double click Add APN Key to allow selection of the appropriate APN Key. PayBase Reference Manual 83

84 CHAPTER 3: EXPLORING PAYBASE Toolbars Setup Printer Click File - Print Setup 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 When this command is selected the Setup Printer dialog box appears: Figure 3.19: The Setup Printer dialog box 84 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 85 Note Printers must first be setup within the operating system and then assigned to Users from the PayBase Work With Users dialog box (see p.196). Setup Printer Dialog Box Functions Existing Printers: Printers added from any Site. Printer Model: All printer types that are currently available to PayBase users. Use the dropdown arrow to display the available printer models; use the scroll buttons to select your printer type. Select the correct printer type, and it will be displayed in the prompt box. If the printer allows a password, you must specify it using the Passwords button. Passwords must be limited to 8 characters. Connection Type: Specify either a Printer or a Held File using the selection buttons. Either the Printer or the Held File option must be selected. Printers: Printers added to the current workstation will be listed in the Printers section. These printers are ones that have been added using the Windows Printer Wizard. Printers will be displayed here only if they exist in the Printers folder. Held File: If the print job will be sent to a file before printing, select Held File in the Connection Type section. A basefile name will be inserted which is the first eight characters of the Printer name that is specified when the Add button is selected. The name is able to be modified if needed. This file is limited to 8 characters. When the run is complete, the check information will be located in this file. Use the Browse button to specify the location of the held file at the end of processing. You must also choose a type of encryption, either DES or Triple DES encryption. AutoMICR Adjustments: The location of the MICR line can be modified using the AutoMICR Adjustments area. By entering any integer, you will be able to move the MICR line horizontally and vertically. A figure of 300+/- will move the MICR line one inch in the specified direction. See the DPI Reference sheet PayBase Reference Manual 85

86 CHAPTER 3: EXPLORING PAYBASE Toolbars for information on how to move the MICR line. This function is in addition to the two form parameters AUTOMICRHORIZONTALADJUSTMENT (AMHA) and AUTOMICRVERTICALADJUSTMENT (AMVA). Buttons Add Click Add to add a new printer, See page 86 for more information. Delete Click Delete for more information on deleting an existing printer. Apply Use Apply to save entered printer information. After all of the information pertaining to a printer is entered, click Apply and the displayed information is saved. Reset Use Reset to return a printer to its original configuration prior to the information being Applied. When Apply is selected, the data is saved and you cannot reset that printer. Done Use Done to close the Setup Printer dialog box after all changes have been made and saved. Load Use Load to load printer data from a data file and more information on loading Printer Data. To add a printer 1 Click File - Print Setup or click. 2 On the Setup Printer dialog box, click Add. 3 On the Add Printer dialog box, in the Printer Name field, type the printer name. 4 In the Printer Model field click the drop-down arrow to display list of supported printers. Select your model and click Enter. 5 In the Connection Type section, click either Printer (prints a paper output) or Held File (prints to a file rather than a printer). If you select Printer: In the Windows Defined Printers, select the appropriate printer path. 86 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 87 If you select Held File: Click Browse. On the Browse for folder dialog box, locate the correct directory for storing your held files. Click OK. On the Setup Printer dialog box, the newly created path is displayed in the Path to Held Files field box. In the Base Filename text box type the name of your filename (8 characters or less), or keep the current default (created from the first eight characters of your original Printer Name). Click the drop-down list box to select an encryption method. 6 In the AutoMICR Adjustments section, specify AutoMICR horizontal and vertical adjustments for the MICR line. See the AUTOMICRHORIZONTALADJUSTMENT and the AUTOMICRVERTICALADJUSTMENT topics and the DPI Reference sheet for more information. 6 Click OK. 7 Click Yes to confirm the newly added printer. 8 Your newly added printer is listed in the Existing Printers section of the Setup Printer dialog box. Note Printers must first be setup within the Windows Operating System and then assigned to Users from the PayBase Work With Users dialog box. AutoMICR Adjustments The AutoMICR adjustments are used to move the MICR line around on the check. MICR adjustments are printer specific so each PayBase printer will have it's own unique MICR adjustments even if the printer type is the same. To adjust the position of the MICR line you will need to use the chart found below: PayBase Reference Manual 87

88 CHAPTER 3: EXPLORING PAYBASE Toolbars Figure 3.20: The Inches to DPI Quick Reference diagram. To move the MICR line UP or to the LEFT you need to enter a NEGATIVE integer in either the vertical or horizontal boxes. A negative integer NEEDS the negative sign in front of it. To move the MICR line either DOWN or to the RIGHT, you need to enter a POSTIVE integer in either of the boxes. A positive integer does not need a + sign in front of it. Using the MICR meter gauge, determine the amount the MICR line needs to move. Once that has been determined, enter the numbers in the boxes. 88 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 89 Printer Maintenance To avoid duplicate check printing issues, it is necessary to configure the printer properly. Configuration options may be set on the printer itself or on the machine acting as the print server depending on the option being specified. Some settings on each printer must be altered from the factory defaults. Use the Bottomline Printer Help option in the Help menu, select the appropriate printer from the Printer Listing. Review the documentation and configure each printer as recommended for that specific printer model. Within the Printer Setup on the machine that is acting as the print server, set the system to print directly to the printer without spooling first. When an error is detected when in spooling mode, a print server may resend or restart the print job. This could result in duplicative checks printing. A Network Administrator may need to complete this task. Reboot the printer on a regular basis. This will purge the printer buffer and remove any remaining information contained therein. Processing Secure Disbursements In order to process secure disbursements, you must set up your printer. Once your printer is established, you are able to print check on check stock. Note It is recommended, check stock be kept in a secure, locked location. Access to this location should be assigned to a Supervisor. Before You Print Make sure your printer is on and make sure it is correctly configured to the network. Check your paper tray to ensure the check stock is loaded properly and fits tightly in the appropriate trays. PayBase Reference Manual 89

90 CHAPTER 3: EXPLORING PAYBASE Toolbars To start check printing 1 On the PayBase main view, click the appropriate SuperLauncher. 2 process screen at any point you can click Cancel. 3 On the Are you sure you want to cancel processing application x (where x= the name of the application) prompt, click Yes to stop check printing or No to resume printing. 4 Once the check run is complete, click Done. If Batch Processing is enabled, the Batch Total Page prints. Recovering Payments Change Password Use this command to: Assign or change the current PayBase User s Password. See page 37 for more information. Work with Users Use this command to: Create a new PayBase User 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 90 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 91 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 a full description of User and Group properties. 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 Work with Sites. 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 Click. PayBase Reference Manual 91

92 CHAPTER 3: EXPLORING PAYBASE Toolbars To change a current site assignment 1 Click Security - Change Site or. 2 Click Yes on the A Site is assigned to this workstation, do you wish to change it? prompt box. 3 On the Select Site Name dialog box, select the new site 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) and are visible based on the current user s permission. See page 196 for more information on User properties. Work with Reports See page 320 for a full description. Work with Crystal Aliases See page 348 for a full description. Preview Crystal Reports See page 349 for a full description. Auto Maintenance See page 355 for a full description. About Use this command to: Reveal helpful information about this version of PayBase The About PayBase dialog box will appear. 92 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 93 Figure 3.21: The About PayBase dialog box The About PayBase dialog box reveals the following PayBase information: PayBase, Security Server, CFA, and other component Version Numbers Copyright Information System Information License and Transaction Information. Click Done to close the dialog box. Use the Print button to print the information to your default printer. This information is often used by Bottomline Technologies Customer Support to identify and correct problems or errors with your configuration. PayBase Reference Manual 93

94 CHAPTER 3: EXPLORING PAYBASE Toolbars Bottomline Technologies Home Page Use this command to: Launch your current Internet browser and locate the BT Home Page When the page is located, it will be displayed within the browser. The BT Home Page internet address is http://www.bottomline.com. Help Use this command to: Place the mouse pointer into the Help mode When the Cursor is in the Help mode, use it to display information about a toolbar command or a menu item. Click on the Help Cursor button once then click it on the command or icon about which you would like information. The PayBase Help system will appear with the displayed topic. From there, the user may browse the topic or search for another topic within the PayBase Help system. Participant Toolbar Figure 3.22: The Participant toolbar Participant Setup Select this command to: Add and Delete Participants Enable and Disable Participants 94 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 95 Modify Participant information Customize View of Participants When this command is selected the Participant Setup dialog box appears: Figure 3.23: The Participant Setup dialog box Participant Import Use this command to: Import Participants from a previous version of Electronic Payments application When this command is selected the following dialog box appears: PayBase Reference Manual 95

96 CHAPTER 3: EXPLORING PAYBASE Toolbars Figure 3.24: The Participant Import dialog box See the Modules and Services chapter for more information on Participants. Polling Toolbar Figure 3.25: The Polling toolbar 96 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 97 Start Polling Use this command to: Begin the Polling process Definition Polling - a method of searching directories at user-defined periodic intervals for a specific file name or type. For PayBase it is the association between an Application and a file name or file type to use as the Application data file. When this command is selected, the following dialog box appears: Figure 3.26: The Select Associations to Start dialog box The program will poll one or several directories at specified intervals for a file name or type of file and launch PayBase in Batch mode when it finds a match, automatically running the Applications specified. To setup polling 5 Click Modules - Polling - Associations or. 6 On the PayBase Polling Associations dialog box, type a unique Association name. PayBase Reference Manual 97

98 CHAPTER 3: EXPLORING PAYBASE Toolbars 7 Click Browse to set the Working File Path. This is the location where the concatenated (combined) data file will be located when multiple data files are used and you direct PayBase to combine all the data files into one prior to processing. To make this setting, refer to the Polling Settings section. 8 Click Add (File/Script Association) to specify the Data File or Wildcard name and the Script to run when this data file is found. 9 From here, type the data file or wildcard values (such as *.DAT) to poll for and the Script associated with it, then click OK. 10 Repeat the process to add more data files or wildcard associations. 11 Click Add (Directories to Monitor). 12 From the Browse for Folder dialog box, navigate to the location where the data files will be placed, then click OK. 13 Continue adding folders for PayBase to look in for data files. 14 Click Apply to save the settings, then click OK to close the dialog box. Stop Polling Use this command to: Interrupt the Polling process When you click this command, a confirmation dialog box will appear allowing you to cancel the stop order. Otherwise, choose Yes and the Polling will stop. Polling Associations Use this command to: Associate an Application and enable Polling This section describes how to set up an Association. An Association is used to relate a type of file or file name found in specified directories to a SuperLauncher Script. From the Modules menu, select Polling and Associations or use the Polling Associations button to: Create an Association 98 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 99 When this command is selected the following dialog box appears: Figure 3.27: The PayBase Polling Associations dialog box A Polling association is not complete until all four fields are configured. Below is a description of this dialog box. Association Name - The name of the polling association. Similar to an application within PayBase, once the Directories to Monitor, File/Script Association and Working File Path & Name have been created, to save those settings, an Association needs to be created. Multiple Associations can be created and run at the same time. File / Script Association - The name, or wildcard name, of the file that the host system produces (input file) and the SuperLauncher associated that will start the check run. Directories to Monitor - Location where the host system places the input file. Working File Path & Name - The location that PayBase will place the file/s when Polling picks up the input file/s from the Directories to Monitor. It can concatenate multiple files and rename them, or name the concatenated file. The first PreProcessor Argument has to match this file name and pathing. To set up an Association 1 Click Modules - Polling - Associations, or click from the polling toolbar. 2 In the PayBase Polling Associations dialog box, select a name in the Association Name field drop-down menu if previously saved. Otherwise click Save As and type an association name. Click OK. PayBase Reference Manual 99

100 CHAPTER 3: EXPLORING PAYBASE Toolbars Figure 3.28: The Add Association Name dialog box 3 Click the Ellipsis button next to the File / Script Association field to add an association. In the Add File / Script Association dialog box, type the data file or wildcard values (such as *.DAT) to poll for and the SuperLauncher Script associated with it, then click OK. Figure 3.29: The Add File / Script Association dialog box 4 Repeat the process to add more data files or wildcard associations. 3 In the Directories to Monitor section, click Add to set the appropriate directory. On the Browse for Folder dialog box, locate the directory where the data files will be placed, and click OK. If needed, continue adding folders for PayBase to look in for data files. To remove a directory, use Delete. 100 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 101 Figure 3.30: The Browse for Folder dialog box 6 The Working File is a combined data file that PayBase uses to poll from. Its a combination of multiple data files that has been previously configured. See Notes below. Click the Ellipsis button to browse for a working file name: Figure 3.31: The Select a working file name dialog box PayBase Reference Manual 101

102 CHAPTER 3: EXPLORING PAYBASE Toolbars 7 Enter the name of the file to create as the working file, in the selected directory and click Save. 8 Click Apply to save the Association settings. The PayBase Polling Associations dialog box will have a new appearance: Figure 3.32: The PayBase Polling Associations dialog box 9 Click Done to close the dialog box. Notes The Association Name will differentiate from the other Associations setup or will be set-up in the future. When the Polling process is initiated, this name will appear in the Select Association to Start dialog box when the Start Polling Process command is chosen. When adding an association, a Data File or Wildcard must be specified (such as *.DAT) into an Association. This will allow the specified Data File or all Data Files named *.DAT to be processed when the Polling begins. This will associate the specified data files with the Application name. The Working File Path is the file which will be created from the file or files found in the monitored directories (Shown as C:\Program Files\ PayBase\working.dat in the above Polling Associations dialog box.) For example, if data1.dat has 2 records, data2.dat has 3 records, and data3.dat has 4 records, working.dat will be created with 9 records. Click Add next to the Directories to Monitor to specify which directories should be polled for the Association data file(s). 102 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 103 Polling Settings Use the Polling Settings button or the Settings command from the Modules Polling menu to: Specify settings about the current Polling Associations. Choose to encrypt all found Data files. When this command is selected the following dialog box appears: Figure 3.33: The Polling Settings dialog box Continuous Select the Continuous box to specify that polling should be performed continuously until cancelled. If this box is selected, you will not be able to specify a time interval for the Polling Duration. Hours/Minutes Specify the duration of the Polling process in the Hours / Minutes edit boxes. This is the total time that PayBase will poll (search) for files in the specified directory. Additional minutes can be added in the Minutes edit box. The default is 10 hours, 0 minutes. Polling Interval in Seconds Specify the interval for Polling in seconds in this field, e.g., How long in between polling for the data file will PayBase wait until polling again? PayBase Reference Manual 103

104 CHAPTER 3: EXPLORING PAYBASE Toolbars Time out immediately on start For security reasons, you may elect to force a PayBase Time-out when Polling commences. The Polling will begin and the PayBase Logon screen will appear informing the User that PayBase has been locked during the Polling process. To unlock PayBase, enter a valid User ID and password. Figure 3.34: The PayBase Login screen Encrypt Working File Click this check box to encrypt all found Data files using DES (Data Encryption Standard). DES is the PayBase standard for encryption. Do not concatenate multiple files Place a check mark in this box to specify that data files will not be combined into one file before processing. Data files will be processed as they enter the Polling Directory. If this setting is cleared, data files will be combined into one file before processing. Only select files greater than Selection of a file size will allow PayBase polling to capture files that are greater than the size specified. All files will be ignored until greater then the size threshold and closed for polling to capture the file. A size setting should only be set if the copy operation closes the file too soon between copying data into the file. The default setting is 0 for PayBase to capture all closed files greater then 0 bytes. 104 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 105 Note Set the file size during polling to ensure PayBase doesn t capture incomplete files. A check record that is 740 bytes will be captured if the size is set at 739 bytes. Only record files that are closed will be captured. To make modifications to the Polling Settings 1 Click Modules - Polling - Settings or click. 2 On the Polling Settings dialog box, choose to constantly check the directory by selecting the Continuous check box, or specify the hours and/or minutes which Polling will be active. 3 Specify the Polling Interval in Seconds, where 3600 equals one hour. This specifies how long PayBase will wait before checking the directory again for the specified data file (for the specified duration). 4 Select the Time out immediately on start box to tell PayBase to Time-out as a security feature. This locks PayBase during Polling and only allows the logged in user to sign back into PayBase. 5 Select the Do not concatenate multiple files box to prevent PayBase from combining data files into one data file prior to processing. This file is specified in the Working File Path in the Polling Associations dialog. 6 If this field is left blank, all data files found in the specified directories will be combined into one data file. 7 Select a file size in the Only select files greater than scroll and drop-down boxes if required. 8 Click OK to confirm the polling configuration or click Cancel. Start Polling Select the Start Polling button or the Start command from the Modules - Polling menu to: Begin the Polling process After the Polling Process is started, the Select Associations to Start dialog box will appear. Highlight an Association Name in the left box and click OK, the Polling Process will begin. The program will poll one or several directories at specified intervals for a file name or file type. PayBase will be launched in Batch mode when a match is located, automatically running the Applications specified. PayBase Reference Manual 105

106 CHAPTER 3: EXPLORING PAYBASE Toolbars To start polling 1 Click Modules - Polling - Start or from the Polling toolbar. When this command is selected, the following dialog box appears: Figure 3.35: The Select Associations to Start dialog box 2 On the Select Associations to Start dialog box, select an Association Name. The corresponding File / Script Association(s) will be automatically selected in the right field. 2 Click OK. 3 Polling with begin and run for the time specified in the Polling Settings section. The following screen will appear to confirm polling is active: Note Refer to the Modules and Services chapter for more information on Polling. User Defined Toolbar Figure 3.36: The User Defined Tools toolbar See page 61 for more information on the user defined toolbar. 106 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 107 Tax Module Toolbar Use the Tax Module to: Setup Tax Criteria and Formats Setup Tax preferences Start Tax processing Setup Tax payment addenda Figure 3.37: The Tax Module toolbar Tax Preferences Use this command to: Set PayBase to reset amounts to zero after processing tax payments Set to delete tax payment addenda info after processing tax payments Select Tax Depository and Tax Name defaults When this command is selected, the following dialog box appears: PayBase Reference Manual 107

108 CHAPTER 3: EXPLORING PAYBASE Toolbars Figure 3.38: The Tax Preferences dialog box Tax Criteria and Formatting Options Use this command to: Add and Delete Tax Criteria Specify Tax Criteria for your state Specify Tax Criteria for other states When this command is selected, the following dialog box appears: 108 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 109 Figure 3.39: The Tax Setup dialog box with the Format tab in focus. Note For more information on the Tax Setup tabs, see the Tax Module section in the Modules and Services chapter. PayBase Reference Manual 109

110 CHAPTER 3: EXPLORING PAYBASE Toolbars Tax Payment Addenda Use this command to: Add/Remove Tax Groups Populate Tax Groups with Tax Names and set addenda for each Tax Name When this command is selected, the following dialog box appears: Figure 3.40: The Tax Payment Addenda dialog box 110 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 111 Tax Processing Use this command to: Select groups and launch tax processing When this command is selected, the following dialog box appears: Figure 3.41: The Tax Processing dialog box PayBase Reference Manual 111

112 CHAPTER 3: EXPLORING PAYBASE Toolbars SuperLauncher Toolbar Figure 3.42: The SuperLauncher toolbar See page 63 for more information. Note This toolbar is not visible unless an Application is open. Application Toolbar Figure 3.43: The Application toolbar See page 119 for more information. Note This toolbar is not visible unless an Application is open. Manual Data Entry Toolbar Figure 3.44: The Manual Data Entry Toolbar See page 182 for more information. Note This toolbar is not visible unless an MDE application has been created. 112 PayBase Reference Manual

CHAPTER 3: EXPLORING PAYBASE Toolbars 113 MDE Toolbar The MDE Toolbar is launched when clicking Add or Edit on the Manual Data Entry toolbar. See page 187 for more information. Note The MDE Toolbar will only be present if the Manual Data Entry toolbar is present. Preview Toolbar The Preview Toolbar is launched when clicking Preview on the Manual Data Entry Toolbar. See page 191 for more information. Note The Preview Toolbar will only be present when the Manual Data Entry Toolbar is present. Audit Toolbar Figure 3.45: The Audit Toolbar The Audit Toolbar is available when selecting Report, then Work with Reports from the PayBase menu. See page 322 for more information. PayBase Reference Manual 113

114 CHAPTER 3: EXPLORING PAYBASE Toolbars 114 PayBase Reference Manual

Chapter 4: Applications C HAPTER APPLICATIONS In this chapter we will explore the following topics: What is an Application? Exploring the Application Tree view Creating an Application Manual Data Entry Application (MDE) PayBase Reference Manual 115

116 CHAPTER 4: APPLICATIONS What is an Application? What is an Application? An Application is a collection of files that make up a PayBase payment processing run. The Application is stored on the Server. Applications must be individually assigned to allow user access. Use the Work With Users command/dialog box (see p.196) to assign Applications. An Application s main component is a.cgl file created using PayBase Designer+ (see p.180). If you have been granted permission, you can click File - Open or File - New to open or create an Application. When a new Application is created, it must first be named, then it will display in the view shown here: Figure 4.1: The Main view of PayBase with an Application (Tree View) open Supervisors are granted certain rights and privileges, but they are unable to work with Applications. However, the Supervisor can add Users, granting them permissions to open, create, modify and process Applications. We are 116 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 117 going to take a look at working with Applications. You will find creating a new Application is easy. Perfecting it, however, requires using many of the tools described in this chapter. Exploring the Application Tree view Figure 4.2: The Application Tree view The Application Tree View is a visual representation of the Application and the way it is processed. This view is similar to the Windows explorer in your Microsoft operating system. The combination of the toolbars and right-click menus allow easy manipulation of your Application. PayBase Reference Manual 117

118 CHAPTER 4: APPLICATIONS What is an Application? The Application Tree contains three views, called a tri-pane view. The following is a description of each: Tri-Pane The following panes make up the PayBase Tree pane. Tree Pane The Tree Pane contains a tree representation of your Application. Think of this view as an upside-down tree, complete with leaves and branches. You can use a combination of the toolbars and the right mouse button to modify and secure your application file. You can resize this view with your mouse to hide or expose information. You can expand or contract information by clicking on the Expand and Contract buttons. Figure 4.3: The Tree pane Edit Pane (Change Application Setting) The Edit Pane contains options or settings based on what item is selected in the Tree Pane. Double-click an option or setting to modify, add or delete. Double-clicking an option or setting may bring up a dialog box or radio button which varies depending upon which branch or leaf. You can also rightclick any option or setting in the Edit Pane for additional functionality. 118 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 119. Figure 4.4: The Edit pane History Pane (General Application Information) The History Pane contains Application history information. For example, the date the Application was created, a description of the application, and author of the Application can all be viewed here. This pane can be used as a visual security check of an Application when it is first opened. For example, verify, if you were indeed the last one to have modified the Application. Figure 4.5: The History pane Application Toolbar When a new or existing Application is open, the Application toolbar becomes visible. This toolbar is located above the Tree pane. PayBase Reference Manual 119

120 CHAPTER 4: APPLICATIONS What is an Application? Figure 4.6: The Application toolbar Done Click Done to close the current open application and return to the PayBase main view. If you have made changes to the application, you will be prompted to save changes. Expand Use this button to expand the view of the Application Tree. When contracted, click to expand each level of the Tree. When expanded, click the contract button to minimize the view. Contract Use this button to contract the current view. Only the main parts of the Application will be shown, or the current branch that was contracted. Refresh This button refreshes the Application view. This will show the current changes to the Application and expand the entire Application or the currently selected Application Branch. App Info Click the App Info button to print the current settings of the Application Tree. You will prompted to select a printer. The print out will show all of the current settings even if the Tree is being viewed in a minimized form. Find To locate an Application parameter, use the Find button. When this command is selected, the Find Application Parameter dialog box opens. All the available parameters for the Application are listed in this dialog box. Select one of the parameters and click OK. PayBase will locate the parameter in the Application and select it for you. Reset Paths Use this command to reset file paths to one folder. Click the Reset Paths button and select a folder that will act as the default path for the current Application. Once the folder is located, click OK, PayBase will look for Application components in the specified folder. A message will appear similar to the following: 120 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 121 Note All paths in the application have been reset to \\SERVER\ProgramFiles\ PayBase6_0\apps\Testapp Apply Use the Apply button on the Application Tree View to apply the new settings. Do this instead of clicking Done or OK to save changes and continue editing the current Application. Process Select the Process button from the Open Application window to process an Application. To process an Application which is assigned to a SuperLauncher button, display the launching pad, highlight the appropriate script, and press the Launch Script button. The Application will begin by running any pre-processors and will secure the Link file. If the Confirm Print Request is activated, you will be prompted to continue printing. Choose Yes and printing will continue. If it is a Manual Data Entry Application which has been created using PayBase Designer+, follow the data entry instructions listed in Manual Data Entry. If the Print Audit Log(s) After Check Run box is selected, the Audit Log will also be printed for the checks printed after the check run. This Audit Log will ONLY include Report Information for the current check run. To print checks in Batch Mode (without signing on to PayBase ) see Batch Mode in the PayBase Main Help System. When the Application has completed processing, any post-processors will begin executing. Release Select the Release button from an Open Application to release a Held Printer file to a printer. A Held file is created from the Setup Printer Dialog Box. By selecting a Held File when a printer is created, the print information is sent to the specified file to be Held until the Application is released. When the User is ready to print the Held file, select the Release button. The Release Printer File dialog box will appear. Select a file in the Select File prompt box. Select an available printer model, which must match the original print driver used. The current file information for the held file will be listed at the bottom of the dialog box. This information cannot be edited. Select the Delete button to delete the currently selected held file. A confirmation box will appear. Choose Yes to delete or choose No to not PayBase Reference Manual 121

122 CHAPTER 4: APPLICATIONS What is an Application? delete the held file. If no printer is currently available, the file cannot be released. Secure Select the Secure button from an Open Application window to secure an Application Link file. When the Secure button is selected, the Link file(s) listed are automatically secured. When a PayBase application is assigned a Link file, it compiles the.cgl Link file. The compiled file is called a.lnc file. The compiled version of the Link file is encoded and cannot be read by any Users with a text editor. Recover Use this command to recover and process payments which did not initially process correctly, enter specific information about how to process the payments and run pre- and post-processors for these records. To recover payments Note It is assumed that an Application did not process completely, otherwise no payments will need to be recovered. 1 Click File - Open Assigned Application. 2 On the Open PayBase Application File dialog box, highlight the Application you want to recover and click OK. 3 With the Application open, on the Application toolbar click. 4 On the prompt screen, click Yes to process the Application and open the Recover Payments dialog box. 5 On the Recover Payments dialog box, the date, time and user who processed the Application is displayed. This information may help in determining why the Application and payments were not processed correctly. 6 In the Date File Order section, click Sequential Payment Numbers or Random Payment Numbers Sequential Payment Numbers is the default and will process records in sequence, such as, 1 through 10. Random Payment Numbers means the records will be processed according to how they exist in the data file, for instance, 1, 7, 3, 10, 9, etc. 122 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 123 7 In the Spoil Options section, leave theses options unselected (default). This ensures the recover process operates properly. 8 In the Run section, select a Pre and/or PostProcessor to run for this process. (The default is to have them both checked.) 9 At this point, you are able to add recover options. 10 Above the Enter Restart Range Options section click Add. A row is added with #ALL TRANSACTIONS# displayed in the Recover row. Use the drop-down arrow to the right, to make your appropriate selection. 11 In the Last Successful Payment row, type the last payment number that processed/printed correctly. 12 The Form row should be left with the default of All. 13 In the Group Key row, use the drop-down arrow to select a Group Key for these records. You have the option to select All which allows the Reprint/ Spoil process to use any assigned Group Keys. You can also selectively choose which records to Reprint/Spoil and which Group Key to use. 14 Click OK to process each record specified in this dialog box. 15 You can click Cancel to not Recover, Reprint or Spoil any records. If you click Cancel you will not delete any of the records. You can return at any time to recover these payment records. To Spoil/Reprint payments Note It is assumed that an Application did not process completely, otherwise no payments will need to be recovered. 1 Click File - Open Assigned Application. 2 On the Open PayBase Application File dialog box, highlight the Application you want to recover and click OK. 3 With the Application open, on the Application toolbar click. 4 On the prompt screen, click Yes to process the Application and open the Recover Payments dialog box. 5 On the Recover Payments dialog box, the date, time and user who processed the Application is displayed. This information may help in determining why the Application and payments were not processed correctly. PayBase Reference Manual 123

124 CHAPTER 4: APPLICATIONS What is an Application? 6 In the Date File Order section, click Sequential Payment Numbers or Random Payment Numbers Sequential Payment Numbers is the default and will process records in sequence, such as, 1 through 10. Random Payment Numbers means the records will be processed according to how they exist in the data file, for instance, 1, 7, 3, 10, 9, etc. 7 In the Spoil Options section, select whether or not to spoil payments. If you do not select any check boxes, the original payment is spoiled and a new check is printed. Click Spoil Only if you only want to spoil the original check and not receive a new copy of the check. When you select this check box, the Display Unspoilable Payments is active. Check this box if you wish to see which payments cannot be spoiled. Click Do Not Spoil if you want to print a new copy of a check or range of checks but not to spoil the original check. 8 In the Run section, select a Pre and/or PostProcessor to run for this process. (The default is to have them both checked.) 9 At this point, you are able to add Reprint/Spoil options. 10 Above the Enter Reprint/Spoil Range Options section click Add. A row is added with #ALL TRANSACTIONS# displayed in the Recover row. Use the drop-down arrow to the right, to make your appropriate selection. 11 In the Start Payment row, type the new start payment number and in the End Payment row, type the new end payment number. 12 In the Form row, use the drop-down arrow to select a form for these records. You have the option to select All which allows the Reprint/Spoil process to use any assigned forms. You can also selectively choose which records to Reprint/Spoil and which form to use. 13 In the Group Key row, use the drop-down arrow to select a Group Key for these records. You have the option to select All which allows the Reprint/ Spoil process to use any assigned Group Keys. You can also selectively choose which records to Reprint/Spoil and which Group Key to use. 14 (If you have select the Spoil Only check box only) In the Enter Restart Range Options section, click Add to add your range. 15 Click OK to process each record specified in this dialog box. 124 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 125 16 You can click Cancel to not Recover, Reprint or Spoil any records. If you click Cancel you will not delete any of the records. You can return at any time to recover these payment records. PayBase Reference Manual 125

126 CHAPTER 4: APPLICATIONS What is an Application? Tree view The Tree view contained in the Tree pane contains all information related to your application. Follow along below for a detailed description of each branch and leaf contained in this view. Link File Branch Figure 4.7: The Link Files Branch Click the Link File Branch to display the assigned Link Files for the current Application in the Edit Pane section. An Application must contain at least one Link File, but may contain an unlimited number of Link Files. To add a Link File 1 In the Tree pane, select Link Files. 2 In the Edit Pane, right-click Add Link File and choose Edit. 3 On the Choose a Link File dialog box, locate the appropriate Link File (.CGL) and click Open. The Link File and its path are displayed in the Edit pane. To remove a Link File In the Edit pane, right-click the appropriate Link File and choose Delete. To change the current assignment of a Link File 1 In the Edit pane, right-click the appropriate Link File and choose Edit. 126 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 127 2 On the Choose a Link File dialog box, locate the appropriate Link File (.CGL) and click Open. The Link File and its path are displayed in the Edit pane. Group Files Branch Figure 4.8: The Group Files Branch Click the Group Files Branch to display the assigned Group Files in the Edit Pane section. An Application does not require a Group File, but may be assigned one Group File which contains redundant information for a Group of payments. This information might include phone numbers and addresses. To add a Group File to the Application 1 In the Tree pane highlight Group Files. 2 In the Edit Pane, right-click Add Group File and choose Edit. 3 On the Choose Group File dialog box, locate the appropriate Group File and click OK. The new Group File replaces Add Group File. Reports Branch Figure 4.9: The Reports Branch PayBase Reference Manual 127

128 CHAPTER 4: APPLICATIONS What is an Application? Click the Reports Branch to display which report is currently assigned to this Application. The Report name will be displayed in the Edit Pane section. To add a Report to an Application 1 In the Tree pane, select Reports. 2 In the Edit Pane, right-click Add Report and choose Edit. 3 On the Choose Report dialog box, locate the appropriate Report and click OK. Print Audit Reports after Processing Leaf Figure 4.10: The Print Audit Reports after Processing Leaf Use the Print Audit Reports after Processing Leaf to determine whether or not to automatically print Audit Reports after processing the Application. There are two choices; Yes and No, with No being the default. Choose Yes to automatically print the report specified in the Reports Branch. Choose No to print no reports after the Application has processed. To print Audit Reports after processing 1 In the Tree pane, expand Reports, and select Print Audit Reports After Processing. 2 In the Edit Pane, right-click No and choose Edit. 3 Click Yes. Reports Printer Leaf Figure 4.11: The Reports Printer Leaf 128 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 129 Click the Reports Printer Leaf to designate which printer will print reports. To choose which printer will print reports 1 In the Tree pane, select Reports Printer. 2 In the Edit Pane, right-click Add Printer and choose Edit. 3 On the Select Reports Printer dialog box, select the printer to use and click OK. The printer is added as the Reports printer. 4 If no printers are listed, none have been assigned to the current user. Contact the Supervisor about adding printers to the current user. Notes To change the printer, right-click the printer in the Edit pane and Edit. Highlight the printer you want to use and click OK. Since Reports cannot be sent to a file, Held Files are not supported. If the printer you specify is a Held File for printing later, your Report File will not be created or printable. Data File Branch Figure 4.12: The Data File Branch Use the Data File Branch to specify which data file(s) the Application will use. To specify the data file 1 In the Tree pane highlight Data File. PayBase Reference Manual 129

130 CHAPTER 4: APPLICATIONS What is an Application? 2 In the Edit Pane, right-click Add Data File and choose Edit. 3 On the Choose Data File dialog box locate the appropriate Data File and click Open. The data file will be added to your Application. Note There is a limit of one data file per Application. However, when multiple data files must be used, refer to the Polling function of PayBase where multiple data files can be combined into one data file. Otherwise, consider creating separate Applications to avoid confusion and facilitate simpler processing. Use Payment Sorting Leaf Figure 4.13: The Use Payment Sorting Leaf Click the Use Payment Sorting Leaf to specify Payment Sorting Options, which can sort checks and payments by specified criteria, print them in a defined order, and send checks to specified printers. To specify Payment Sorting Options 1 In the Tree pane, expand the Data File, select Use Payment Sorting. 2 In the Edit pane, click Payment Sorting Options and choose the appropriate option. Preserve Record Order Leaf Figure 4.14: The Preserve Record Order Leaf 130 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 131 Enable the Preserve Record Order Leaf to print records to printers in the order they were originally received rather than cascading them. Look at the example underneath the instructions for an understanding of the Preserve Record Order and Cascading concepts. Example: 3 printers, 10 checks, 4 ACH, 2 Voids, 1 PPLX, and 1 Stop Payment in data file order: Check 1 ACH 1 Check 2 Void 1 Check 3 ACH 2 Check 4 Check 5 Void 2 Check 6 ACH 3 Check 7 Check 8 PPLX 1 Check 9 ACH 4 Check 10 Stop Payment 1 The payments are first sorted out according to Payment Type for processing order: ACH 1 ACH 2 ACH 3 ACH 4 Check 1 Check 2 Check 3 Check 4 Check 5 Check 6 Check 7 Check 8 PayBase Reference Manual 131

132 CHAPTER 4: APPLICATIONS What is an Application? Check 9 Check 10 PPLX 1 Stop Payment 1 Void 1 Void 2 Then the Check Payments are shuffled inside of their section so that if normally they would print in Cascading order (shown below as Table 6.2), they would print preserving the record order across printers (shown as Table 6.2) Table 4.1 Cascading Printer 1 Printer 2 Printer 3 Check1 Check2 Check3 Check4 Check5 Check6 Check7 Check8 Check9 Check10 Table 4.2 Preserve Record Order Printer1 Printer2 Printer3 Check1 Check5 Check8 Check2 Check6 Check9 Check3 Check7 Check10 Checl4 The check payments are then merged with the payment order to reflect the shuffling and this is the order in which the items will be processed. ACH 1 ACH 2 ACH 3 ACH 4 Check 1 Check 5 Check 8 Check 2 Check 6 Check 9 Check 3 Check 7 Check 10 132 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 133 Check 4 PPLX 1 Stop Payment 1 Void 1 Void 2 Pre-Sort Criteria Leaf Figure 4.15: The Pre-Sort Criteria Leaf Click the Pre-Sort Criteria Leaf to specify how data files will be sorted prior to processing. To specify the Pre-Sort Criteria 1 In the Tree pane, expand the Data File and click Pre-Sort Criteria. 2 In the Edit pane, right-click No PreSort Specified and choose Edit. 3 On the Pre-Sort Criteria dialog box, click one of the available Link Fields. These are automatically taken from the Link file. 4 Choose a Relation and Value which determine the sort formula. 5 Click Enter and the Pre-Sort will be added to the Application. Note Only one Pre-Sort criteria can be added for each Application. Sort Order Leaf Figure 4.16: The Sort Order Leaf PayBase Reference Manual 133

134 CHAPTER 4: APPLICATIONS What is an Application? Click the Sort Order Leaf to specify the order of payment record sorts. The Application must have a Link file assigned in order to create a sort order. To specify the Sort Order 1 In the Tree pane, expand Data File and select Sort Order. 2 In the Edit pane, right-click Add Sort Entry and choose Edit. 3 On the Link File/Sort Order dialog box select a Link Field and select a Sort Order. 4 Click Enter and the Sort Order is added to the Application. Notes You can add any number of sorts to an Application. Remember that some sorts will override others. Refer to Payment Sorting in the Main Help System for more information. Create Sorted File Leaf Figure 4.17: The Create Sorted File Leaf Use the Create Sorted File Leaf to tell the Application whether or not to create a sorted file, and to specify that file name. To create a Sorted File 1 In the Tree pane, expand Data File and select Create Sorted File. 2 In the Edit pane, right-click No Path Specified and choose Edit. 3 On the Choose a Sorted File dialog box, type a name for your sorted file and an extension for the file. 4 You can choose any file name and extension, but choose a naming convention and stick with it, such as.srt. 134 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 135 5 When you are finished, click Open and the file is added to the Application. Browse for Data File Leaf Figure 4.18: The Browse for Data File Leaf Click the Browse for Data File leaf to specify if PayBase will look for the Application s Data file during processing. To Browse for a Data File during processing 1 In the Tree pane, expand Data File and select Browse for Data File. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. 4 When the Application is secured and processed, you will be prompted with a dialog box, asking you to browse for and Open a data file to process 5 Locate the Data File to use for this process. The file will then be processed with the Application and the processing will continue. Manual Data Entry Application Leaf Figure 4.19: The Manual Data Entry Application Leaf Click the Manual Data Entry Application Leaf to specify whether or not this Application will accept manually entered payments. In order for an application to create and process manual payments, an MDE project must PayBase Reference Manual 135

136 CHAPTER 4: APPLICATIONS What is an Application? exist. An MDE Application is created by PayBase Designer+. Refer to the PayBase Designer+ manual for more information on MDE. To add Manual Data Entry to this Application 1 In the Tree pane, expand Data File and select Manual Data Entry Application. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. 4 On the Data File Branch make sure that no data file is specified. Note When the Application is processed, a qualified user will be allowed to enter check information in an interactive fashion. Automatic Payment Numbering Key Leaf Figure 4.20: The Automatic Payment Numbering Key Leaf Click the Automatic Payment Numbering Key Leaf to add an APN Key to the current Application. APN takes the worry out of reconciliation by assigning unique payment numbers to checks and ensuring that they are not reused. To specify an APN sequence for the Application Note First, make sure an APN sequence exists in the database. Create APN sequences by using the Automatic Payment Numbering command from the File menu (see p.32). 1 In the Tree pane, expand Data File and select Automatic Payment Numbering. 2 In the Edit pane, right-click Add APN Key and choose Edit. 136 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 137 3 On the Add APN Key dialog box, click the APN Key to add to this Application and click OK. The Application will now print with successive check/payment numbers. Archive Data File After Print Run Leaf Figure 4.21: The Archive Data File After Print Run Leaf Click the Archive Data File After Print Run Leaf to store the data file after processing rather than have PayBase delete the data file. To set the Archive Data File After Print Run 1 In the Tree pane, expand Data File and select Archive Date File After Print Run. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. The Application will now archive the data file after processing. 4 When the processing is complete, the archived data file will appear in the following format: Original data file name Date expressed as MMDDYYYY Time expressed as HHMMSS BTARCHIVE extension PayBase Reference Manual 137

138 CHAPTER 4: APPLICATIONS What is an Application? Endecode Encrypted Leaf Figure 4.22: The Endecode Encrypted Leaf Click the Endecode Encrypted Leaf to specify if the Data file will be encrypted or not encrypted using Decode and Endecode methods. For highest security, data files should be encrypted. When this setting is activated, PayBase will decrypt the Data File before printing the Application. To set Encryption 1 In the Tree pane, expand Data File and select Endecode Encrypted. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Note The Application will now require a data file that has been encrypted using Endecode. Be sure to specify in the Data File Branch the name of the encrypted data file. First Character Forms Control (FCFC) Leaf Figure 4.23: The First Character Forms Control (FCFC) Leaf First Character Forms Control Symbols are used by mainframe computers to condense the size of Data Files. Selecting Yes tells PayBase to expand the Data file to its actual size. 138 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 139 To set the First Character Forms Control 1 In the Tree pane, expand Data File and select First Character Forms Control. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Note If the Data File does not include a First Character Forms Control symbol, this setting should remain inactive and will have a Beginning of Fixed (BOF) (see p.144) character specified. Delete Data File Leaf Figure 4.24: The Delete Data File Leaf Click the Delete Data File Leaf to specify whether or not the Application will delete the data file after processing payments. Use this setting as a security precaution. To delete the Data File after processing 1 In the Tree pane, expand Data File and select Delete Data File. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Warning Use of this setting will NOT allow Spoiled Checks to be reprinted. PayBase Reference Manual 139

140 CHAPTER 4: APPLICATIONS What is an Application? Tab Columns Leaf Figure 4.25: The Tab Columns Leaf Use the Tab Columns setting on the Data File branch if the Data File being used contains tab characters. This option will expand the tab characters. To set Tab Columns 1 In the Tree pane, expand the Data File and select Tab Columns. 2 In the Edit pane, right-click and choose Edit. 3 In the text box, type the number of spaces that should be inserted between each tab. 4 Press Enter and the Tab Columns entry is added to your Application. Logical Record Length Leaf Figure 4.26: The Logical Record Length Leaf Set the Logical Record Length (LRL) option for Data Files that do not contain a FCFC (first character forms control) or a BOF (beginning of fixed) setting. The records will then have a fixed size. If this is set at 1,000 (the maximum is 100,000), each record must be 1,000 characters long. Or, if the record is less than 1,000 characters, it will be padded with a set character, (which will occur before processing) so that it equals 1,000 characters. For instance, the first data record will encompass characters 1-1,000. The second data record will include characters 1,001-2,000, etc. 140 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 141 To set the Logical Record Length 1 In the Tree pane, expand Data File and select Logical Record Length. 2 In the Edit pane, right-click and choose Edit. 3 In the text box, type the length that each record will be or the length it will be padded out to equal the length. 4 Press Enter and the LRL is added to your Application. Header Length Leaf Figure 4.27: The Header Length Leaf You can use this leaf along with the Logical Record Length (LRECL) leaf for Data files that do not contain a FCFC (first character forms control) or a BOF (beginning of fixed) setting. Use this setting to specify the number of characters you want to ignore at the beginning of each record of a Data file. This creates a buffer at the start of each record to be ignored. To set the Header Length 1 In the Tree pane, expand Data File, expand Logical Record Length, and click Header Length. 2 In the Edit pane, right-click and choose Edit. 3 In the text box, type the number of characters to ignore at the beginning of a record. 4 Click Enter and the HL is added to your Application. PayBase Reference Manual 141

142 CHAPTER 4: APPLICATIONS What is an Application? Lines Per Record Leaf Figure 4.28: The Lines Per Record Leaf The Lines Per Record setting indicates that the Data File being used has check records which are of uniform length. In other words, each set of check data takes up the same amount of room in the data file. To set Lines Per Record 1 In the Tree pane, expand the Data File and select Lines Per Record. 2 In the Edit pane, right-click and choose Edit. 3 In the text box, type the number of lines each record will be. 4 Press Enter and the Lines Per Record setting is made. Notes If the Data File being used includes check records which are NOT of uniform length, (the record length is variable), see the Top of Form(s) Leaf (see p.142) and Beginning of Fixed Leaf (see p.144) setting. The Data file window MUST include either a Lines Per Check value or a Top of Form value. Top of Form(s) Leaf Figure 4.29: The Top of Form(s) Leaf 142 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 143 Make a Top Of Form setting to indicate that the Data File being used has check records which are of variable length. In other words, the amount of space used by each check record in the data file is inconsistent. Use the Top Of Form setting to list the fixed characters that mark the beginning of each new check record. For example, if each check record begins with the check date, mm/dd/yy, list the / characters as Top Of Form characters, since they occur in a fixed position in every check. To make a TOF setting 1 In the Tree pane, expand Data File and select Top of Form(s) (TOF). 2 In the Edit pane, right-click Add TOF and choose Edit. 3 In the text box, type the values for the TOF and press Enter. The Contains value will automatically be converted to an ASCII value. Notes To add additional settings, repeat steps 2 and 3. To remove a setting, right-click Add TOF and click Delete. To change a setting, right-click Add TOF and click Edit. When multiple Top Of Form characters are listed, all of them must be in place in a record in order for it to be treated as a new record. In another example, for the date Top Of Form indicator in the format mm/dd/yy, the settings would read: Column: 3 Contains: / Column: 6 Contains: /, which appears as: There must be two TOF settings since there must be a / character in two places, and the actual date is variable. PayBase Reference Manual 143

144 CHAPTER 4: APPLICATIONS What is an Application? Beginning of Fixed (BOF) Leaf Figure 4.30: The Beginning of Fixed (BOF) Leaf The Beginning of Fixed setting indicates that the Data File includes check records which contain a portion of variably positioned data and a portion of fixed position data. An example of this is a data file whose individual records contain anywhere from 2 to 20 remittance lines (variable) and then a payee name, address, and date which are in a fixed position following the variable remittance lines. The Beginning of Fixed characters indicate to PayBase the place where the fixed information begins. To do this, the characters which mark the beginning of the fixed information are set to the position which allows the MAXIMUM number of variable remittance lines. For example, if records contain anywhere from 2 to 20 remittance lines, and the fixed data could begin anywhere from line 3 to line 21, set the position to 21, since this is the highest possible number. Note If the Beginning of Fixed setting is used, the Top of Form(s) setting must also be used. To make a BOF setting 1 In the Tree pane, expand Data File and select Beginning of Fixed (BOF). 2 In the Edit pane, right-click and click Edit. 3 Type values based on the Data File and press Enter. The Contains value will automatically be converted to an ASCII value. Notes To add additional settings, repeat steps 2 and 3. To remove a setting, right-click and choose Delete. To change a setting, right-click and choose Edit. 144 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 145 Record Delimiter Leaf Use this option to select an alphanumeric delimiter value that distinguishes between data records in the Data file. Common delimiters are, and ;. To make a Record Delimiter setting 1 In the Tree pane, expand Data File and select Record Delimiter. 2 In the Edit pane, right-click and click Edit. 3 Type a valid alphanumeric value and click Enter. Notes To add additional settings, repeat steps 2 and 3. To remove a setting, right-click and choose Delete. To change a setting, right-click and choose Edit. Field Delimiter Leaf Use this option to select an alphanumeric delimiter value that distinguishes between fields in the Data file. Common delimiters are, and ;. To make a Field Delimiter setting 1 In the Tree pane, expand Data File and select Field Delimiter. 2 In the Edit pane, right-click and click Edit. 3 Type a valid alphanumeric value and click Enter. PayBase Reference Manual 145

146 CHAPTER 4: APPLICATIONS What is an Application? Notes To add additional settings, repeat steps 2 and 3. To remove a setting, right-click and choose Delete. To change a setting, right-click and choose Edit. Ignore Page Leaf Figure 4.31: The Ignore Page Leaf Choose the Ignore Pages setting to indicate that the Data File includes some records which should not be printed: records which should be ignored. For example, some data records may contain 0 (zero) or Void as the check amount, so they need not be printed. To make an Ignore Page setting 1 In the Tree pane, expand Data File and select Ignore Page. 2 In the Edit pane, right-click and choose Edit. 3 Type values and press Enter. Notes To remove a setting, right-click and choose Delete. The values return to zero. To change a setting, right-click and choose Edit. 146 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 147 PreProcessor Leaf Figure 4.32: The PreProcessor Leaf Assign a PreProcessor to run a custom or external program prior to processing the Application. Custom Applications that interface with some accounting systems would be defined here. To set a PreProcessor 1 In the Tree pane, expand Data File and select PreProcessor. 2 In the Edit pane, right-click Add PreProcessor and choose Edit. 3 On the Choose a PreProcessor dialog box, locate the appropriate PreProcessor and click Open. 4 The path of the PreProcessor will be shown in the Edit pane. Notes To add additional settings, repeat steps 2-5. To remove a setting, right-click the PreProcessor and choose Delete. To change a PreProcessor, right-click the new setting and choose Edit. PreProcessor Argument Leaf Figure 4.33: The PreProcessor Arguments Leaf To specify PreProcessor arguments determine how the preprocessor will function when launched. Since some applications have flexibility with how they run, specify arguments to employ different functionality of the program. PayBase Reference Manual 147

148 CHAPTER 4: APPLICATIONS What is an Application? To specify PreProcessor Arguments 1 In the Tree pane, expand Data File, expand PreProcessor and select PreProcessor Arguments. 2 In the Edit pane, right-click No PreProcessor Arguments specified and choose Edit. 3 In the text field make the necessary entries and press Enter. (see below for example) Notes For example: In the text field, if you type +batch+archive you are specifying that the preprocessor will run, and for this application it will also run it s batch and archive functions. These may not pertain to the PayBase functionality but may have a use for another of your company s functions. Only one set of arguments can be specified, so they must all be linked together as shown above. To change a PreProcessor Argument, right-click the new setting and choose Edit. To delete a PreProcessor Argument, right-click the new setting and choose Delete to clear the arguments. Prompt for Preprocessor Arguments Leaf Figure 4.34: The Prompt for PreProcessor Arguments Leaf Choose Yes or No for the Prompt for PreProcessor Arguments Leaf to allow the arguments to be entered manually by the user after the Application is launched. This may be necessary because the arguments will vary from time to time. To correctly enable this, make sure no PreProcessor Arguments are specified. To Prompt for PreProcessor Arguments 1 In the Tree pane, expand Data File, expand PreProcessor and highlight Prompt for PreProcessor Arguments. 148 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 149 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Note When the Application runs, you will be required to enter arguments before the Application will commence. PostProcessor Leaf Figure 4.35: The PostProcessor Leaf Assign a PostProcessor to run a custom or external program after processing the Application. Custom Applications that interface with some accounting systems would be defined here. To set a PostProcessor 1 In the Tree pane, expand Data File and select PostProcessor. 2 In the Edit pane, right-click Add PostProcessor and choose Edit. 3 On the Choose a PostProcessor dialog box, locate the appropriate PreProcessor and click Open. 4 The path of the PreProcessor will be shown in the Edit pane. To add additional settings, repeat steps 2-5. To remove a setting, right-click the PostProcessor and choose Delete. To change a PostProcessor, right-click the new setting and choose Edit. PayBase Reference Manual 149

150 CHAPTER 4: APPLICATIONS What is an Application? PostProcessor Argument Leaf Figure 4.36: The PostProcessor Arguments Leaf PostProcessor arguments determine how the postprocessor will function when launched. Since some external applications have flexibility with how they run, specify arguments to employ different functionality of the program after the PayBase Application has processed. To specify PostProcessor Arguments 1 In the Tree pane, expand Data File, expand PostProcessor and select PostProcessor Arguments. 2 In the Edit pane, right-click No PostProcessor Arguments specified and choose Edit. 3 In the text field, make the necessary entries and press Enter. (see below for example) Notes For example: In the text field, if you type +archive+copy you are specifying that the postprocessor will run, and for this application it will also run it s archive and copy functions. These may not pertain to the PayBase functionality but may have a use for another of your company s functions. Only one set of arguments can be specified, so they must all be linked together as above. To change a PostProcessor Argument, right-click the new setting and choose Edit. To delete a PostProcessor Argument, right-click the new setting and choose Delete to clear the arguments. 150 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 151 Prompt for Postprocessor Arguments Leaf Figure 4.37: The Prompt for PostProcessor Arguments Leaf Choose Yes or No for the Prompt for PreProcessor Arguments Leaf to allow the arguments to be entered manually by the user after the Application is launched. This may be necessary because the arguments will vary from time to time. To correctly execute this, make sure no PreProcessor Arguments are specified and that the Application is tended. If not tended, set the arguments to run automatically in the PostProcessor Arguments leaf instead. To Prompt for PostProcessor Arguments 1 In the Tree pane, expand Data File, expand PostProcessor and select Prompt for PostProcessor Arguments. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Note When the Application runs, you will be required to enter arguments before the Application will be completed. PayBase Reference Manual 151

152 CHAPTER 4: APPLICATIONS What is an Application? Printers Branch Figure 4.38: The Printers Branch Leaf Select the Printers Branch to specify the printers to use for this Application. Each printer added will create a Printer# Leaf below this setting. In the above example, Printer1 is shown. Each printer will then have unique parameters defined for it. See the Printer1 Leaf topic for information about how to set these parameters. To add printers using the Printers Branch 1 In the Tree pane, select Printers. 2 In the Edit pane, right-click Add Printer and choose Edit. 3 On the Select a Printer dialog box, select the printer you want to use and click OK. The printer is added to the Application. Notes Only those printers to which the current user has access will display. Repeat steps to add more printers. A user with the right permissions may add as many printers as are licensed. To edit the current printer, right-click the printer name and choose Edit. To remove the current printer, right-click the printer name and choose Delete. 152 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 153 Printer1 Leaf Figure 4.39: The Printer1 Leaf When a Printer is added from the Printers Branch, another printer leaf is created with printer-specific information listed, such as the preload files and summary page options. This leaf does not contain an applet in the Edit Pane, therefore no setting is made from this branch, instead settings are made underneath it. Preload Files for Printer1 Leaf Figure 4.40: The Prelaod Files for Printer1 Leaf Specify any preloads that will be specific for your Printer1 (or subsequent Printers). These files are usually graphic images, such as signatures or company logos. To set Preloads for this specific printer 1 In the Tree pane, expand Printers, and click Preload Files for Printer1. 2 In the Edit pane, right-click Add Preload and choose Edit. 3 On the Choose a Preload File dialog box, locate the appropriate file and click Open. The preload is listed in the Application. PayBase Reference Manual 153

154 CHAPTER 4: APPLICATIONS What is an Application? Notes Repeat steps to add more preloads. To edit the current preload, right-click the preload entry name and choose Edit. To remove the printer, right-click the preload entry name and choose Delete. Remove Preloads from Printer Memory for Printer1 Leaf Figure 4.41: The Remove Preloads from Printer Memory for Printer1 Leaf Choose the Remove Preloads from Printer Memory leaf to delete preloads from the printer s memory after an Application has processed. This is a security measure that allows administrators to control access to sensitive information, such as the CFO s digital signature. To remove preloads from printer memory 1 In the Tree pane, expand Printers, and click Remove Preloads from Printer Memory for Printer1. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Summary Page Options for Printer1 Leaf Figure 4.42: The Summary Page Options for Printer1 Leaf 154 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 155 Click the Summary Page Options Leaf to reveal the available options for the Summary Page. There are no settings that are made from this leaf. The settings underneath include the Summary Page Tray for Printer1 Leaf and the Summary Page Size for Printer1 Leaf. To set the Summary Page Information 1 In the Tree pane expand Printers, and click Summary Page Tray for Printer1 Leaf. (A printer must be added, saved, and the Tree view refreshed in order for this leaf to display). 2 Click the Summary Page Tray for Printer1 Leaf. 3 In the Edit pane, right-click None and click Edit. 4 Use your arrow keys to highlight the appropriate tray and click Enter. 5 In your Tree pane highlight the Summary Page Size for Printer1 Leaf. 6 In the Edit pane, right-click Letter (this is the default value, and you can leave it if this is the size you want). 7 Use your arrow keys to highlight the appropriate size and click Enter. Summary Page Tray for Printer1 Leaf Figure 4.43: The Summary Page Tray for Printer1 Leaf Use the Summary Page Tray Leaf to specify which printer tray will be used for printing a summary of the records processed for the current Application. The Summary Page will contain the following information: Printer Date and time of Summary Page Application name Database Process Batch ID PayBase Reference Manual 155

156 CHAPTER 4: APPLICATIONS What is an Application? Check Transactions, including, Total Checks Total Pages Total Amount of checks Printed To set the Summary Page Information 1 In the Tree pane expand Printers, and click Summary Page Tray for Printer1 Leaf. (A printer must be added, saved, and the Tree view refreshed in order for this leaf to display). 2 Click the Summary Page Tray for Printer1 Leaf. 3 In the Edit pane, right-click None and click Edit. 4 Use your arrow keys to highlight the appropriate tray and click Enter. 5 In your Tree pane highlight the Summary Page Size for Printer1 Leaf. 6 In the Edit pane, right-click Letter (this is the default value, and you can leave it if this is the size you want). 7 Use your arrow keys to highlight the appropriate size and click Enter. Summary Page Size for Printer1 Leaf Figure 4.44: The Summary Page Size for Printer1 Leaf Use the Summary Page Size for Printer1 Leaf to specify the paper size for the Summary Page. 156 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 157 To set the Summary Page Information 1 In the Tree pane expand Printers, and click Summary Page Tray for Printer1 Leaf. (A printer must be added, saved, and the Tree view refreshed in order for this leaf to display). 2 Click the Summary Page Size for Printer1 Leaf. 3 In the Edit pane, right-click None and click Edit. 4 Use your arrow keys to highlight the appropriate tray and click Enter. 5 In your Tree pane highlight the Summary Page Size for Printer1 Leaf. 6 In the Edit pane, right-click Letter (this is the default value, and you can leave it if this is the size you want). 7 Use your arrow keys to highlight the appropriate size and click Enter. Printer Alias Field Leaf Figure 4.45: The Printer Alias Field Leaf Select a Printer Alias field if one has been created in the Link file to aid in the Payment Sorting process. By defining a Printer Alias field, an Application can sort payments according to a specific criteria. For instance, your system has two types of printers; one for checks, one for direct deposits. By identifying this field, your Application can use the appropriate printer for the appropriate record, thus using check stock or blank paper. To set a Printer Alias Field 1 In the Tree pane, expand Printers, and click Printer Alias Field. 2 In the Edit pane, right-click No Field Select and choose Edit. 3 Select the appropriate field and press Enter. PayBase Reference Manual 157

158 CHAPTER 4: APPLICATIONS What is an Application? 4 Define the Printer Aliases (see p.159) so the Application will sort and direct records correctly. Printer Aliases Leaf Figure 4.46: The Printer Aliases Leaf To set Printer Aliases, it will be necessary to have defined a Printer Alias Field Leaf in the Link file, then the Application. To define the Printer Aliases 1 In the Tree pane, expand Printers, and click Printer Aliases. 2 In the Edit pane, right-click Add Printer Alias and choose Edit. 3 Select the appropriate field and press Enter. 4 Type the relations that will direct records to appropriate printers. Notes When checks are printer, records that are check will be printed at the PayrollPrinter1 and deposits will be directed to the Deposit printer. Some setups may require that a Default Printer Alias (see p.159) is set. This sets a printer as a default to print the record if the record is not defined as a Check or Deposit 158 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 159 Default Printer Alias Leaf Figure 4.47: The Default Printer Alias Leaf Set a Default Printer Alias to allow records which don t match Printer Aliases to still print. To set a default printer alias 1 In the Tree pane, expand Printers, and click Default Printer Alias. 2 In the Edit pane, right-click No Aliases selected and choose Edit. 3 On the Select Default Printer Alias dialog box, select the printer that when used, would still create a valid check as well as serve as a deposit receipt. 4 When a record is found to be neither a check or a deposit, it will be printed at whatever default printer alias you selected in the dialog box, on check stock. 5 Alternatively, specify a printer which only contains blank white paper so you know which check records must be reprinted. Overflow pages would be printed on blank paper and could be distributed.\ Preload Information for All Printers Leaf Figure 4.48: Preload Information for All Printers Leaf Choose the Preload Branch to select files which will be downloaded to the printer before a PayBase Application is printed. These files are usually graphic images, such as signatures or company logos. PayBase Reference Manual 159

160 CHAPTER 4: APPLICATIONS What is an Application? Remove Preloads from Printer Memory for All Printers Leaf Figure 4.49: The Remove Preloads from Printer Memory for All Printers Leaf Choose the Remove Preloads from Printer Memory for All Printers leaf to delete preloads from all printers memory after an Application has processed. This is a security measure that allows administrators to control access to sensitive information, such as the CFO s digital signature. To remove preloads from printer memory for all printers 1 In the Tree pane, expand Printers, and click Remove Preloads from Printer Memory for All Printers. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Stop the Print Run if Preload is not Found Leaf Figure 4.50: The Stop the Print Run if Preload is not Found Leaf To avoid printing a potentially large number of checks without, for instance, the signature, use this setting. To Stop the Print Run if Preload is not Found 1 In the Tree pane, expand Printers, and click Stop the Print Run if Preload is not Found. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. 160 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 161 Notes When an Application encounters a missing font or image, a message box will notify you of this error. You can choose to ignore the message or cancel the Application process and verify that the preload files are in the specified directory and the settings are correct. Forms Branch Figure 4.51: The Forms Branch Click the Forms Branch to specify form keys and form names for the current Application. To use Alternate Form Names to alternate between available Forms, each check record must contain a Form Field. The Form Field has a value which specifies the Form to be used for that record. For example, there are 2 different kinds of checks to be printed from one data file. One kind is an accounts payable check, and a form is created for this kind of check and called APCHKS. The other is a claims check, and a form is created for this kind of check and called CLAIMS. Each record in the data file includes a field whose value is either APC or CLA. APC indicates that it is an accounts payable record and the APCHKS form should be used, CLA indicates that it is a claims record and the CLAIMS form should be used. Two Link files are needed, as there are two kinds of form designs. The field in the data file whose value is either APC or CLA is called the Form Field. The FORMFIELDNAME Form parameter must be added to the Link file. FORMFIELDNAME value is the name of the Link file field which identifies the Form to be printed. For the example, the FORMFIELDNAME Form Parameter must be added to the Link file and assigned the value (NONPRINTING_FORM). A Field named NONPRINTING_FORM must be added to the Link file and assigned the V, H, and L coordinates of the Form Field in the data file. PayBase Reference Manual 161

162 CHAPTER 4: APPLICATIONS What is an Application? Note A CTX data file record that includes several data records must be combined for PayBase processing. To specify Forms 1 In the Tree pane, select Forms. 2 In the Edit pane, right-click Add Form and choose Edit. 3 In the When Form Field contains: text field, type an appropriate Form field, and in the Use this form name: field, type the Form name. Notes You can repeat the above steps to add as many forms as you like. To change a setting, right-click the Form setting and choose Edit. To remove a setting, right-click the Form setting and choose Delete. Using a Default.CGL You can now mark a.cgl as a default form. Assuming there is no form key match, a new form switch parameter allows you to form switch back to a payment. From the Forms branch you can use the #DEFAULT# form switch parameter to change from one alternate payment (such a BACS Contra record) back to a Payment. The new form switch value is show below. Figure 4.52: The Default Form Switch specified in the Forms Branch Pages per Form Leaf Figure 4.53: The Pages per Form Leaf 162 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 163 Click the Pages per Form Leaf to specify the number of pages each Form will contain. This is usually a number between 1 and 4. This will specify the number of Link Files that will be printed for each data record in an Application. The default value for this setting is one. This setting is changed for Applications that require multiple Link Files to be printed for each data record, for example to print both a check and a copy of the check. The Link File names must end with a number indicating the order in which they are to be printed. FILENAME1.LNC and FILENAME2.LNC would be viable Link File names. To set the number of Pages Per Form 1 In the Tree pane, expand Forms, and select Pages per Form. 2 In the Edit pane, right-click and choose Edit. 3 In the text field, type in the number of pages per form. Note For example: A PayBase Application must print three documents for each data record: one check, one copy for the company, and one copy for the payee. One Link file is designed for each document: CHECK1.LNC (the check), CHECK2.LNC (the company copy), and CHECK3.LNC (the payee copy). These three Link files are included in the Application file and a 3 is listed in the Pages Per Form box. PayBase will print three pages for each data record in the consecutive order of the last digit of the file name: one check and two copies. Pause when Form Switching Leaf Figure 4.54: The Pause when Form Switching Leaf Click the Pause When Form Switching Leaf to tell PayBase to pause the Application when a Form Switch Key is encountered. This will happen when you have defined two forms, have only one printer, have specified a Form PayBase Reference Manual 163

164 CHAPTER 4: APPLICATIONS What is an Application? Switch key, and want the two forms to print on different check/paper stock. There are two settings; Yes and No, with No being the default. To pause when form switching 1 In the Tree pane, expand Forms, and select Pause when Form Switching. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. When the Application processes and encounters a Form Switching key, the Application will be paused to allow you to change paper trays, or paper stock. You can then resume processing. Options Branch Figure 4.55: The Options Branch Choose the Options Branch to set printing options, such as Job Summary Report options, MICR Status check and some ACH options. There are no settings made from the Options Branch itself - all Options settings are made below the Options Branch. When this branch is selected, Printing Options appears in the Edit pane. Job Summary Report Options Leaf Figure 4.56: The Job Summary Report Options Leaf Expand the Job Summary Report Options Leaf to display the two available options: the Report Tray and Report Type. No changes are made to the Job 164 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 165 Summary Report Options Leaf itself, but Job Summary Report Information appears in the Edit pane. Report Tray Leaf Figure 4.57: The Report Tray Leaf Use the Report Tray leaf to tell PayBase to print a Job Summary Report from a printer after a check run is printed. This option is only available to applications printing with certain printers. Refer to the printer help system for more information. A Job Summary Report is a record of compiled transactions stored in the transaction history log of the printer. For the Troy Printers, you may also specify the Job Summary Report Type, which includes the following report types: Batch, Exception, Full, None, Sequence, and Summary. Since many printers have multiple trays, this allows you to setup the printer with one tray that contains blank paper, thereby using the least expensive paper. To allow printer Auditing, add the AUDITPRINTER Form Parameter to the Link file. To set the Report Tray 1 In the Tree pane, expand Options and Job Summary Reports, and highlight Report Tray. 2 In the Edit pane, right-click None and choose Edit. 3 Click the tray to use for printing Reports. All possible trays are listed here, some of which do not apply to your printer. Refer to the individual printer documentation for an explanation of printer tray assignments. 4 If no Job Summary Report is to be printed, select None. PayBase Reference Manual 165

166 CHAPTER 4: APPLICATIONS What is an Application? Report Type Leaf Figure 4.58: The Report Type Leaf Click the Report Type Leaf to specify the type of report to print. The options are None, Exception, Full, and Summary. For the Troy 512 and 524 Printers, if a JSR (Job Summary Report) is specified, you may choose what type of report to print. The choices are; Batch: A report printed per batch Exception: A report printed for exceptions Full: A full report with all transaction information None: No report will be printed Sequence: A report printed by date Summary: A summary report of all major functions To specify the Report Type 1 In the Tree pane, expand Options and Job Summary Reports, and select Report Type. 2 In the Edit pane, right-click None and choose Edit. 3 Click the type to use for printing Reports. All possible trays are listed here, some of which do not apply to your printer. Refer to the individual printer documentation for an explanation of printer tray assignments. Note For the 512 and 524, you may specify a Printer Password and a JSR Password. To specify a Printer Password and a JSR Password 1 Click File - Printer Setup. 166 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 167 2 Click Add. 3 Type a printer name, and choose one of the Troy printers. 4 Click Password. 5 On the New Password dialog box, type a new password and re-type the same new password in the Confirm text field. If you want to specify a JSR Tray password, enter it within the JSR Password field. It is not required that a password is set for the printer or the JSR, but are allowed as a security measure. 6 When the passwords have been set, click Done to save the configuration. Note If the Printer is specified as a Held File, the following should be known: The JSR password is stored in the held file. When the file is released from PayBase, the user will not be prompted for any information. When the file is released to the Release Client, the user will be prompted for the password. The JSR password must be what is in the held file or a page that says Access Denied will be ejected. The Release Client has also been modified so that the checkbox for Source Password has been removed. The header information in the held file is checked and if the model is one that requires a password, the user will be prompted. Batch Total Page Options Leaf Figure 4.59: The Batch Total Page Options Leaf Expand the Batch Total Page Options leaf to reveal the three available options: Batch Total Tray, Batch Total Page Size, and the Batch Total Page PayBase Reference Manual 167

168 CHAPTER 4: APPLICATIONS What is an Application? Printer. No settings are determined from this leaf. The Batch Total Page options applet is displayed in the Edit pane, but it is inactive. Batch Total Tray Leaf Figure 4.60: The Tray Leaf Click the Batch Total Tray Leaf to specify which tray will be used to print a Batch Totals page. By specifying a tray and printer, you are telling the Application to print a Batch Total Page after processing the Application. If a printer is selected and no tray is specified, the default for the added printer will be used. To set the Batch Total Tray 1 In the Tree pane, expand Options and Batch Total Page Options, and select Tray. 2 In the Edit pane, right-click None and choose Edit. 3 Scroll through the list of available trays and select the tray to use for the Batch Total Page. 4 Press Enter to set this selection. Note All possible trays are listed here, some of which do not apply to your printer. Refer to the individual printer documentation for an explanation of printer tray assignments. Batch Total Page Size Leaf Figure 4.61: The Page Size Leaf 168 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 169 Click the Page Size Leaf to set the size of paper which will be used when printing the Batch Total Page. To set the Batch Total Page Size 1 In the Tree pane, expand Options and Batch Total Page Options, and select Page Size. 2 In the Edit pane, right-click None and choose Edit. 3 Scroll through the list of available sizes and select the size you want. 4 Press Enter. Note All possible trays are listed here, some of which do not apply to your printer. Refer to the individual printer documentation for an explanation of printer tray assignments. Batch Total Page Printer Leaf Figure 4.62: The Batch Total Page Printer Leaf Click the Batch Total Page Printer Leaf to select which printer will be used when printing the Batch Total Page. By adding a printer here and by specifying a tray, you are instructing the Application to print a Batch Total Page. To set the Batch total page printer 1 In the Tree pane, expand Options and Batch Total Page Options, and select Batch Total Page Printer. 2 In the Edit pane, right-click Add Printer and choose Edit. 3 On the Select the Batch Total Page Printer dialog box, select the appropriate printer and click OK. PayBase Reference Manual 169

170 CHAPTER 4: APPLICATIONS What is an Application? MICR Status Check Tray Leaf Figure 4.63: The MICR Status Check Tray Leaf Click the MICR Status Check Tray to specify if a MICR Status Check will occur and which tray will be used to print the code. The MICR Status Check option tells PayBase to print a MICR Status Page from a printer before the payment run is processed. The MICR status page includes a 6-digit number which must be entered before the printer will print checks. If the number is not entered (or if the number is entered incorrectly) the run will be canceled. If a High Capacity paper feeder tray will be used, select the Manual tray option. If no MICR status page is to be printed, leave this option at the default setting of None. To specify a MICR Status Check Tray 1 In the Tree pane, expand Options and select MICR Status Check Tray. 2 In the Edit pane, right-click None and choose Edit. 3 Select the appropriate tray and press Enter. Pause at End of Job Leaf Figure 4.64: The Pause at End of Job Leaf The Pause At End Of Job option indicates that PayBase should pause at the end of the check printing piece of the Application and display the print screen. Since some Applications process so quickly that the Process Application screen does not appear, this option allows the user to view the print screen before it is closed. 170 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 171 To pause at the end of a job 1 In the Tree pane, expand Options and select Pause at End of Job. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. Participant Lookup Leaf Figure 4.65: The ACH Lookup Leaf Use the Participant Lookup Leaf to determine whether or not the Application will lookup records as ACH. To allow this setting to work, you must have the Participant Setup in the Participant Tables, a Continued Form Name, and Continued Logic. To change the Participant records default setting 1 In the Tree pane, expand Options and select Participant Lookup Leaf. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. EDI Test Flag Leaf Figure 4.66: The EDI Test Flag Leaf After the Application is setup, define how you want to display system Reports (see p.320). PayBase Reference Manual 171

172 CHAPTER 4: APPLICATIONS What is an Application? To enable the EDI Test Flag 1 In the Tree pane, expand Options and select EDI Test Flag. 2 In the Edit pane, right-click No and choose Edit. 3 Click Yes. PCL / PDF Leaf Note The PCL to PDF service is only available for licensed PDF Creation customers. Figure 4.67: The PCL/PDF Leaf expanded The PCL / PDF Leaf is available to create a password protected Portable Document Format (PDF) file for any check and the associated remittance. All checks and remittances are grouped together by Check Number and must contain the same check number on all pages. Six options are available under the PCL / PDF leaf: PCL Output Directory, PCL File Name Field, PDF Password Protection, PDF Archive, Email and Fax. See the Modules and Services chapter, specifically the BT PPE Service section for more information. Note The AUDIT(CHECKNUMBER) field parameter must be used in the PayBase Designer+ CGL link file to enable the functionality of the PCL / PDF Leaf. To enable PCL/PDF 1 From your Application, in the Tree pane expand Options, then expand PCL/PDF. 172 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 173 2 Double-click No in the Edit pane. 3 Select Yes. PCL Output Directory Leaf Note The PCL to PDF service is only available for licensed ImageView, or esend customers. Figure 4.68: The PCL Output Directory Leaf The PCL Output Directory Leaf is the location of the PCL file once PayBase has processed a check, remittance, or other PDF documents processed by PayBase, and the PCL / PDF Leaf is activated. This Directory is also monitored for PCL files as an input directory of the BT PCL2PDF Service to create a (PDF) file. To configure a PCL Output Directory 1 Select the PCL Output Directory leaf in the Tree pane. 2 Double-click Not Selected in the Edit pane. 3 Browse and select a Directory in the Browse for Folder dialog box. 4 Click OK. PCL File Name Field Leaf Note The PCL to PDF service is only available for licensed ImageView, or esend customers. PayBase Reference Manual 173

174 CHAPTER 4: APPLICATIONS What is an Application? Figure 4.69: The PCL File Name Field Leaf The PCL File Name Field Leaf is used specify the CGL Field that will be used to name the PCL output file. The following components are part of a PCL file name: The PCL Output Directory The data supplied by the CGL Field An underscore ( _ ) A date stamp in the format and character number of Month(2), Day(2), Year(4) An underscore ( _ ) A time stamp in the format and character number of Hour(2), Minute(2), Second(2), Millisecond(3). The (.pcl) file extension To configure the PCL File Name Field leaf 1 Select the PCL File Name Field leaf in the Tree pane. 2 Double-click Not specified in the Edit pane. 3 Type a file name for the PCL file or select using the drop-down menu. 4 Click Enter. 174 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 175 PDF Password Protection Leaf Figure 4.70: The PDF Password Protection Leaf The PDF Password Protection Leaf is used to specify a Link File Field (CGL Field) name for configuring a password for each (PDF) file created. Note The PCL output file created by PayBase is DES encrypted. It can only be processed and converted using the BT PCL2PDF Service. To configure PDF Password Protection 1 Select the PDF Password Protection leaf in the Tree pane. 2 Double-click Not Set in the Edit pane. 3 Use the radio buttons to make the appropriate password selection.type a Link File field name or select a field using the drop-down menu. 4 Click Enter. PayBase Reference Manual 175

176 CHAPTER 4: APPLICATIONS What is an Application? PDF Archive Leaf Figure 4.71: The PDF Archive Leaf The PDF Archive Leaf allows you to set up document archiving. This archiving feature properly archives configuration (*.cfg) files. Note The PCL to PDF service is only available for licensed ImageView, or esend customers. To enable archiving 1 From your Application in the Tree pane, expand Options, and expand PCL/ PDF. 2 Highlight PDF Archive. 3 In the Edit pane, double-click No. 4 Click the Yes radio button. 5 Expand PDF Archive to set your Archive Options. Email Leaf Figure 4.72: The Email Leaf 176 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 177 From this leaf you can turn on emailing. Once turned on, PayBase uses either the CGL field EMAIL_ADDRESS or the Participant Lookup value for Email Address. Note This option is available only if you have purchased the esend module. To email PDFs 1 From your Application, in the Tree pane expand Options, then expand PCL/PDF. 2 Expand Email and highlight Email Enabled. 3 In the Edit pane, double-click No. 4 Click Yes, and click Return. Email Details Leaf Figure 4.73: The Email Details Leaf From the Email Details Leaf you can specify who is sending the email and type in any accompanying text to be included in the email. In addition, you can use this field to test the email connection. Note This option is available only if you have purchased the esend module. To set email options 1 From your Application in the Tree pane, expand Options, and expand PCL/ PDF. 2 Expand Email and highlight Email Details. 3 In the Edit pane, double-click Double-Click for details. PayBase Reference Manual 177

178 CHAPTER 4: APPLICATIONS What is an Application? 4 On this form, type the address sending the email, any applicable text, and its priority and format. In addition, you can click Test to verify your connection. Fax Leaf Figure 4.74: The Fax Leaf From this leaf you can set all your turn on fax support and further drill down to configure specific fax elements. When Fax support is enabled on PDF files are faxed to the numbers specified in the *.cgl file or the Participant Lookup. Use the following to set up Fax support. For more information on Fax support see the Setting up Fax Support in the Modules and Services section. Fax Details 178 PayBase Reference Manual

CHAPTER 4: APPLICATIONS What is an Application? 179 Fax Details Leaf Figure 4.75: The Fax Details Leaf From this leaf you can set who the fax is sent from. In addition, you can add a cover sheet and set the quality and priority levels of the fax. Once turned on, PayBase uses either the CGL fields FAX_TO_NUMBER, FAX_TO_NAME and FAX_TO_COMPANY or the Participant Lookup values. Note This option is available only if you have purchased the esend module. To email PDFs 1 From your Application in the Tree pane, expand Options, and expand PCL/ PDF. 2 Expand Fax. 3 In the Edit pane, double-click No. 4 Click Yes, and click Return. 5 In the Tree pane, expand Fax and highlight Fax Details. 6 In the Edit pane, double-click for details and set your fax From name. 7 In the Coversheet Name field, type the name of your cover sheet. This should already be specified through your fax server (RightFax or ZetaFax). The cover sheet should have a *.PCL file extension. 8 Click Esc to exit. PayBase Reference Manual 179

180 CHAPTER 4: APPLICATIONS Creating an Application Creating an Application PayBase Applications are the engines that allow you to pay employees, vendors, and others by check or electronically through the ACH network. The following is an outline of the Application creation process: Create a Form Design using PayBase Designer+ Generate a Link file from the Form using PayBase Designer+ Create a new Application file in PayBase Create a Group File (if necessary) Assign Application Settings Process payments Create a Form Design using PayBase Designer+ Checks are designed using the Bottomline Technologies graphics software package called PayBase Designer+. The graphic design of a check includes all text, boxes, and lines which will be printed on every check MICR document. Data fields which will later be filled with information are also included in the document design. Bank and company information should not be included in the graphic design of a check, but should be assigned data fields which will later be filled with this information using Group files. This product allows you to create check and ACH forms that will interface with the PayBase database. Use the Form, Link and ACH Wizards to help guide you through the process. The PayBase Designer+ software is fully documented. Refer to the on-line manual to get you started with a new PayBase Designer+ Project. Or, refer to the PayBase Designer+ Help system. Generate a Link File using PayBase Designer+ After the form design has been completed, you can generate the Link file. A new Link File is generated from the check form design (.BTF) file. The Link file links the check form design with check data. Search the PayBase Designer+ Help system for how to create a new Link File. The Link File has the file extension of.lnc for 32 bit Applications (PayBase). 180 PayBase Reference Manual

CHAPTER 4: APPLICATIONS Creating an Application 181 PayBase Designer+ allows you to add the necessary Form Parameters and Field Parameters using the Form and Field Parameter Wizards. Create an Application File using PayBase After the Link File has been completed, create a New Application File. The Application File is a collection of files which make up a PayBase payment processing run. It is stored on the Server and is designated by its assigned name at the time it is created. Assign the Application Title, Link File(s), Report Formats (optional), and Data File which will be included in the payment processing run. Since the Application is based on many of these fields and PayBase must read these fields, most Application settings cannot be made until these files are assigned to the Application. Create a New Group using PayBase If an Application is to use a Group File, create a New Group File after the Application File has been created. A Group File is a database which contains information for a group of checks. This information is generated from the Group Fields defined in the Link file. Refer to the Group File Branch section for details on creating a new Group File (see p.127). Open the Application file and add the New Group File name to the Application File. Assign Application Settings Assign the Application settings (see p.120) and make the necessary changes. Select Secure (see p.122) to secure the Link File(s) and create an encrypted version of the Link File(s). Secured Link Files have the extension.lnc. Process payments using PayBase Select Process (see p.121) and the Application will be processed. If the Application is assigned to a SuperLauncher script, double-click the Script in the SuperLauncher Script area and the Application will process. PayBase Reference Manual 181

182 CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) Manual Data Entry Application (MDE) With PayBase Manual Data Entry (MDE) function. These checks are usually not part of a normal check processing run and are not included in the Data file. MDE projects are created using PayBase Designer+. Once the MDE design and Link File are complete, you can import the Link File using PayBase. To create an MDE Application 1 Click File - New Application or click. 2 Type the new name for your Application and click OK. 3 Click Yes to assign this the new Application to the current User. 4 On the Application Tree Pane, select the Link Files Branch. 5 In the Edit Pane, double click Add Link File. 6 On the Choose a Link File dialog box, locate the appropriate MDE Link File and click Open. The Link File and its path are located in the Edit pane. 7 In the Tree Pane, expand the Data File Branch and select the Manual Data Entry Application Leaf. 8 In the Edit Pane, double click No. 9 Click Yes and click on the Application Toolbar to apply settings. 10 In the Tree Pane, select the Printer Branch. 11 In the Edit Pane, double click Add Printer. 12 On the Select a Printer dialog box, select the appropriate printer and click OK. 13 Click and click File - Close. 14 Re-open the same MDE Application (File - Open Assigned Application). 15 Note the newly added Manual Data Entry Toolbar, as shown below: Figure 4.76: The Manual Data Entry Toolbar 182 PayBase Reference Manual

CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) 183 Restrictions All existing MDE Applications should work except Applications with a non-visible Group Key. Group Key fields must now be visible through PayBase Designer+. This allows a column in the database for that data to be stored. The MDE buttons ADD, GROUP, OK, CANCEL are visible on the screen by scrolling right in the Add Records Application view. Notes New MDE buttons will be on the Application toolbar and not supported for on-screen placement. If you have the Check Fraud Avoidance module, remember to add these records to the Bank file to be transmitted to your bank. MDE is limited to 200 Edit fields and 100 drop down fields. The maximum length is 3400 bytes. That means if you add up all the lengths of all the fields they cannot add up to more than 3400. The following names cannot be a.cgl name or field name for an MDE Application: ABSOLUTE ACTION ALLOCATE ARE ASSERTION AT AUTHORIZATION BOTH CASCADE CASCADED CAST CATALOG CHAR_LENGTH CHARACTER CHARACTER_LENGTH COLLATE COLLATION COLUMN CONNECT CONNECTION CONSTRAINTS CORRESPONDING DATE DAY DEFERRABLE DEFERRED DESCRIBE DESCRIPTOR DIAGNOSTICS DISCONNECT DOMAIN END_EXEC ESCAPE EXCEPTION EXPIREDATE EXTERNAL EXTRACT FALSE FILE FIRST FULL GET GLOBAL HOUR IMMEDIATE INITIALLY INNER INPUT PayBase Reference Manual 183

184 CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) INTERVAL JOIN LAST LEADING LEFT LOCAL MATCH MINUTE MONTH NAMES NATIONAL NATURAL NCHAR NEXT NO OCTET_LENGTH OUTER OUTPUT OVERLAPS PAD PARTIAL POSITION PRESERVE PRIOR PRIVILEGES RELATIVE RESTRICT RETAINDAYS RIGHT ROWS SCHEMA SECOND SESSION SIZE SPACE SQLSTATE TIME TIMESTAMP TIMEZONE_HOUR TIMEZONE_MINUTE TRAILING TRANSLATE TRANSLATION TRUE UNKNOWN USAGE USING VALUE VOLUME WORK WRITE YEAR ZONE To configure a Manual Data Entry Application 1 To create an MDE application, a New Application must be created. Then add the MDE Link File to the New Application. 2 Expand the Data File section in the Tree Pane in the main MDE Application view. Select Manual Data Entry Application under Data File. In the upper right Edit Pane, click the Manual Data Entry Application to YES. 3 Expand and add printers for the Application in the left Application Tree Pane under Printers. Double click and choose a selected printer in the upper right Edit Pane. 4 Close the Application. Assign it to other users as necessary. Once assigned and re-opened, the Manual Data Entry Toolbar added to the right of the normal Application Toolbar. The toolbar choices are Add checks, Edit checks, Preview checks, and MDE options. 5 Now that the application is created, the Link File must be secured. This is an important piece for an MDE application. This is when the database table is created with a column for every on screen field in PayBase Designer+. It also stores important information to the MDE_SYS table, which keeps track 184 PayBase Reference Manual

CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) 185 of MDE options (more detail later), and last change to.mdp file. This allows MDE to know when to recreate your table if there are changes in your.mdp file. Note If your.mdp file is newer then the one saved, it will prompt you to recreate the table and lose all data entered. All remaining data should be printed first, because all data will be permanently lost. 7 Minor Link File changes can be made without creating a new table. For example; Form Parameters or Audit Field Parameters etc. If this is a problem, they should change the name of the application and create a new application with the change allowing both applications to work. 8 MDE options can now be configured. Click the last button on the Manual Data Entry toolbar. The following MDE Options screen will appear: Figure 4.77: The MDE Options dialog box Manual Data Entry Options Don t allow editing of checks that you enter checkbox will limit editing properties of the records you add for the current MDE Application. After selection, records added afterwards are edited only by the currently logged PayBase Reference Manual 185

186 CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) on User. This protects certain records from being modified by an unauthorized User. Don t allow approving of checks that you enter checkbox will limit approving properties of the records you add for the current MDE Application. Records added after selecting this checkbox may only be approved by the currently logged in User. Don t allow printing of checks that you enter checkbox will limit the printing permissions of the records you add for the current MDE Application. Save purged records in space delimited format checkbox will save purged records (records removed from the MDE database) in a space delimited format. Records removed from the system will be saved in the database with a space separating each record. Checks can be postdated a maximum of number box will limit the number of days that a check can be postdated for. Any restriction on postdating will only be checked on a TYPE(D) field which has the name CHECK_DATE. Keep unprinted records in database for number box specifies the number of days that un-printed records should remain in the database. Specifying the number of days allows the User to control manual records that appear in the database. By limiting the number of days, you are limiting the number of un-printed records that will appear in the database. Keep printed records in database for number box specifies the total number of days that printed records should remain in the database. Specifying the number of days allows the User to control manual records that appear in the database. By limiting the number of days, you are limiting the number of un-printed records that will appear in the database. Selecting the Reprint checkbox in the Require Comments section requires a User to enter a comment when reprinting a manual record. Selecting the Edit checkbox in the Require Comments section requires a User to enter a comment when editing a manual record. Selecting the Delete checkbox in the Require Comments section requires a User to enter a comment when deleting a manual record. Notes Fieldname = Check_Date, this means any restriction on postdating will be checked on a TYPE(D) field which has the name Check_Date. 186 PayBase Reference Manual

CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) 187 Require Comments are stored in a column called Comment 1. This column is at the end of your application table and can be viewed through the MDE Previewer. If you have Require Comments turned on for Delete, the comment on the MDE record will be deleted. To enter MDE data into checks 1 Click Add from the Manual Data Entry Toolbar in the main Application view. This will allow manual data entry into checks and the MDE Toolbar to be visible. 2 Enter data into each field on the check and then click Add for each record to be saved. 3 Before records are updated, use Previous and Next to view the entered checks and edit them when necessary. Once previewing and editing is complete, click Update. 4 The updated checks can now be previewed, approved and edited before printing. Click Preview in the Main Application view on the Manual Data Entry toolbar. This will launch the MDE Previewer and the Preview Toolbar below: Figure 4.78: The Preview Toolbar 5 Click Filter. Two lists of data will appear: one containing each batch of updated checks, the other containing specific check info for either the batch defined or whatever filter you choose to setup in a report by clicking Filter. 6 To Approve/Edit by batch, right click on a batch. Do the same in the check view to Approve/Edit specific checks. 7 Approved checks can now be printed. Click Process on the Application toolbar in the main Application view for the MDE application. 8 Processing will write a data file for the form length application. All approved checks will be printed. It will set the Form length and data file path and process just like a normal application. Notes Duplicate MDE record entries are allowed. A prompt will appear to confirm the duplicate entry with the option to cancel. PayBase Reference Manual 187

188 CHAPTER 4: APPLICATIONS Manual Data Entry Application (MDE) A total of 100 items can be selected in an MDE drop-down list box. Non-printing fields have been removed from the MDE check design and are now built into PayBase. To reprint a manual check Click Recover Payments on the Application Toolbar in the main Application view. You will be prompted to continue with the current MDE Application, click Yes. A second prompt will allow you to Reprint or Spoil checks, click Yes to Reprint. The MDE Previewer will launch and display all checks and check batches that have been printed. Selecting a check batch will list the checks printed. Select the check or check batch and right click to reprint. To spoil a manual check To spoil a check or check batch, click Recover Payments on the Application Toolbar in the main Application view. You will be prompted to continue with the current MDE Application, click Yes. A second prompt will allow you to Reprint or Spoil checks, click No to Spoil checks. The PayBase Process Confirmation screen will appear, confirming whether the Process was successful or not. MDE applications store all data in a database table. The table keeps track of their status in a column called status. The status column is in all MDE applications. All printed checks will be marked P. To delete all checks marked PRINTED that are a certain number of days old, use the MDE Options window to specify this. To delete all records between a certain Date range use the Manual purge of records button on the Preview toolbar. You can also setup a report to delete any type of records. The following are the different forms of status for records; U = Updated, A = Approved, P = Printed, I = Inserted (before they are updated). 188 PayBase Reference Manual

Chapter 5: Sites and Users C HAPTER SITES AND USERS In this chapter we will explore the following topics: Working with Sites Change Site Work with Users PayBase Reference Manual 189

190 CHAPTER 5: SITES AND USERS Sites Sites Working 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 in the following ways: Security - Work with Sites Click When this command is selected, the following dialog box appears: 190 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Sites 191 Figure 5.1: The Modify Sites dialog box Sites To modify information about a particular site, select the site name in this box. The properties for that site will be displayed. Site Identification and Address Type the current site s location here. This location does not have to be a network address, but can simply be an identifier for the current site, such as Accounts Payable, California, with an address such as \\accounts\california. Days to Expire Type the number of days until the assigned password expires. The range can be anywhere from 0-365 days. PayBase Reference Manual 191

192 CHAPTER 5: SITES AND USERS Sites Minimum Password Length Type the minimum password length for the current or new site. This password must conform to the Password Requirements (see p.37) of PayBase. Show Messages Select the Show Messages checkbox to record all informational and error messages in the System Log. All messages are assigned a number and type and will also be recorded in the System Log when the Hyper Audit Messages option is selected in the Site and Audit Permissions section. When unselected, Pauses in SuperLauncher scripts will not function and no messages will be recorded. Archive Path Type in or browse for the location in which the Audit information (Audit file) will be archived at the completion of an audited action by any user. Browse Click Browse to locate and insert files into the field. When the Browse button is pressed, a Windows Open dialog box will appear. Browse for the desired file and click Open. The file will be inserted into the selected field. Auto UserID Disable After X Days Type the number of days allowed before a UserID at this site is automatically disabled. Timeout PayBase after X minutes The site may be assigned a time-out value between 0 and 1440 minutes. If the time-out is set to 0, PayBase will not time-out. When there is no activity after the value entered, PayBase will time-out. To use PayBase again, the UserID and password must be entered again. Site and Audit Permissions Use the Site and Audit Permissions section to configure permissions for the site. Individual permissions can be granted by selecting or clearing a permission checkbox from the list. Use the Check and Uncheck buttons to select all or unselect all permissions. Add Click this button to add a new site. When this command is selected the following dialog box appears: 192 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Sites 193 Figure 5.2: The Enter Name of New Site dialog box New Site Name Type the name of the new site in this box. Be sure that it is a unique name, otherwise an error message will display. When the new name is typed, click OK to save the site or Cancel to not add a new site name. Archive Path for Site Type in or browse for the location to archive site information. Use the ellipsis button to locate a path. To modify an existing site 1 Click Security - Work with Sites. 2 On the Modify Site dialog box select the site to change. 3 Make any necessary changes to the site information (see above for field descriptions) and click Apply to save your changes. 4 Select another site to modify or click Done. To add a new site 1 Click Security - Work with Sites. 2 On the Modify Sites dialog box, click Add. 3 On the Enter Name of New Site dialog box, type the name of the new site, and locate the appropriate archive path. If necessary, use the ellipsis button to locate a path. PayBase Reference Manual 193

194 CHAPTER 5: SITES AND USERS Sites 4 Click OK. The new site is added to the Sites field in the Modify Sites dialog box. To remove a site 1 Click Security - Work with Sites. 2 On the Modify Sites dialog box, select the site to remove and click Delete. 3 A message will appear to confirm the deletion. Click Yes to delete the Site. Note Use caution when performing this command because it cannot be undone. Change Site Use this command to: Change the Site which is assigned to the current workstation. You can access this command the following ways: Click Security - Change Site Click. When this command is selected a prompt box asks you if you wish to continue. If you click Yes, the following dialog box appears: Figure 5.3: The Select Site Name dialog box 194 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Sites 195 To change a current site assignment 1 Click Security - Change Site. 2 A confirmation prompt will appear to proceed with the change. Click Yes. 3 On the Select Site Name dialog box, select the new site 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) and are visible on the current user s permission. See page 196 for more information on permissions. See page 200 for more information on the Site tab in the User section. PayBase Reference Manual 195

196 CHAPTER 5: SITES AND USERS Users Users Work with Users Use this command to: Create a new PayBase User or Group Manage a User or Group s Properties Assign Applications and Printer assignments Delete a User or Group Reset a User s license Print a summary of the existing Users in the database. Note Access to any of these commands must be granted by the SUPERVISOR or a User with Supervisor privileges. You can access this command the following ways: Click Security - Work with Users Click from the Main toolbar This command opens the Maintain User Accounts screen: 196 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 197 Figure 5.4: The Maintain User Accounts screen From this screen you can manage all Users and Groups (given your permission level). The default view (shown above) displays all Users. From this view you can add a User (shown below), reset a User s license, enable or disable a User, as well as view login and password history for a given User. To add a User to PayBase 1 Log on to PayBase as either a Supervisor, or a PayBase User with the appropriate permissions. 2 Click Security - Work with Users. 3 On the Maintain User Accounts screen, make sure the User menu is highlighted (shown above) and click Add User. 4 On the Add User screen, in the User Name field, type the new name for your User. You also have the option to clone a User. This process mimics the attributes of a previously-created User, which speeds up set up time. 5 Click Add User to create your new User. PayBase Reference Manual 197

198 CHAPTER 5: SITES AND USERS Users Maintaining Users Once you have created a User, you can modify their settings using the navigation tree. Expand the Users tree and expand the User you want to modify as shown below: Figure 5.5: The Maintain User Accounts screen with a specific user highlighted. Once a User is highlighted, their information is displayed. You can highlight each sub-menu under the User to display various settings on the right-hand side of the screen. All screens and their accompanying information on the right panel are described below. Modifying User Information When you highlight a User in the left-hand navigation menu, three tabs are displayed. From this view you can modify their User and Site parameters, as well as their password settings, using the corresponding tabs. 198 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 199 User Info Tab Figure 5.6: The User Info tab Use this tab to change a User s name (150 character max) and add a comment for that User (125 character max). In addition, you can force the User to change their password the next time they log on (default is checked), as well as deleting a user. To delete a User in PayBase 1 Log on to PayBase as either a Supervisor, or a PayBase User with the appropriate permissions. 2 Click Security - Work with Users. 3 On the Maintain User Accounts screen, expand the Users in the left-hand menu and highlight a User. 4 On the bottom part of the screen, click Delete User. 5 On the PayBase confirmation screen, click Yes to confirm deletion. 6 The User is removed from the system. PayBase Reference Manual 199

200 CHAPTER 5: SITES AND USERS Users Site Info tab Figure 5.7: The Site Info tab On the Site Info tab you can set the User s permissions when working with Sites and assign them to a certain Site. If you select the main Site Settings check box, all permissions and assignments contained underneath are selected (shown in Figure 5.7). Permissions Work With Sites: Allows the User to change settings for all existing sites. Change a Users Site Access: Allows the User to change other users site access. Change the Current Site: Allows an individual user the permission to Change the site designation in the user record database. This user will not be allowed to modify Site information, but will be able to select from a list of site codes and assign them to individual sites. Select the Site or Sites to add to the user and click Apply Changes. The information will then be updated immediately in the database. You can click on an individual site to select all of the sites. 200 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 201 Change Password tab Figure 5.8: The Change Password tab On the Change Password tab, you can remotely change a User s password. In addition, you can use the Random button to create a randomly selected password to maintain the highest in User security. Note When updating all three tabs, be sure click Apply Changes at the bottom of the screen to save all modifications made. Modifying General Information With your User expanded, highlight General Info to modify your User s general permissions, report and printer assignments. PayBase Reference Manual 201

202 CHAPTER 5: SITES AND USERS Users General Info tab Figure 5.9: The General Info tab From this tab you can set permissions and assignments. Both are clearly defined in the screen above. Note If you select the main General Settings check box, all permissions and assignments contained underneath are selected. Permissions User Access Work With Users: Allows individual users the ability to change user properties. Does not automatically allow the user to Add or Delete users. Add New Users: Gives an individual user the permission to Add new users to the database. Any users that are created will not have more permissions than the user creating the user. Delete Users: Allows an individual user the permission to delete current users from the database. 202 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 203 Change Personal Password: Enables the individual user to change their own password. Enable/Disable User Accounts: This powerful permission allows the user to enable and disable other user s access to the security system. Any users that are disabled will not be able to log on. Remember that it is possible to disable yourself, but not the Supervisor. Enable Dial-up Networking: Allows the User to use the dial-up Networking Service of Windows to connect to the network from a remote site. Helpful when network communication is interrupted and printers must be accessed. Transaction Release Encrypted Held File: Allows User to Release held files to a selected and assigned printer and begin print process. Auto Maintenance: Allows the user to setup automatic archiving and purging of the Audit Report. Print Secure Disbursements: Enables the ability to print checks. ACH Disbursements: Enables the user the ability to process electronic disbursements. BACS Disbursements: Enables the user the ability to process BACS disbursements. Reporting View Reports: Giving this permission allows the user to view Audit reports. Print Reports: Users with this permission are able to print Audit reports. Export Reports: Users with this permission are able to export the Audit reports to a different site or computer. Assign Reports: Allows users to Assign an existing report to a User. Purge Records: This powerful permission allows the user to clear the Audit file. Any information in the Audit file may be deleted. This also depends on the Auto maintenance function of PayBase. Save Reports: Allows the user to save an individual report and also to assign it as a default report. Edit Reports: By giving this permission, users are allowed to modify Audit reports. Delete Reports: Users with this permission are allowed to delete Audit reports. Deleted information is not retrievable unless an Archive Path is previously mapped. Crystal Aliases: Allows the User access to existing Crystal Reports aliases. PayBase Reference Manual 203

204 CHAPTER 5: SITES AND USERS Users Printers Create BT Printers: Allows the User/Group to add printers to Users, Groups and Applications. Delete BT Printers: Users/Groups with this permission will be allowed to delete printers from Users, Groups and Applications. Edit BT Printers: Enabling this permission allows the User/Group to edit information such as location, name or printer type for printers which are currently assigned to Groups, Users and Applications. Assign BT Printers: This allows Users/Groups to assign printers to other users and to themselves. Load BT Printers: Users with this permission can load printer information into the PayBase system. The Load button will then be available from the Setup Printers dialog box. Tips on using BT Printers: A User ID must have access to a Printer in order to print from it. Only printers which have been added using the Print Setup command are available for assignment. Click on one or more printers to assign more than one printer. When a printer is assigned, a check mark will appear next to the printer. Use the same procedure to remove assigned printers from a user by clicking on the check mark to remove it. 204 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 205 Report Settings tab Figure 5.10: The Report Settings tab Use the Report Settings tab to select the tables you want included in each report. Select the desired tables and highlight the default report. Click Clear Default to have no report as a default for the highlighted table. In the Select Default Table to View drop-down, highlight the table that you want displayed when the user initially clicks Work with Reports. Note You must have Reports properly set up before you can set these parameters. See Chapter 8: Reporting and Sorting for more information. PayBase Reference Manual 205

206 CHAPTER 5: SITES AND USERS Users Modifying Application Information You can use modify what Applications a User has access to, as well as the actions they can perform on those Applications via the Application Info submenu. Application Info tab Figure 5.11: The Application Info screen From this tab you can select what types of Applications a User has access to. You can also select what Applications the User can see when they log on to PayBase. Expand all menu items to further pinpoint your Application criteria. Permissions Applications Open: Allows User to Open assigned Applications to view settings, but not change them. Create New: Allows User to create new Applications. Copy: Allows User to copy existing assigned Applications. 206 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 207 Edit: Allows User to make changes to existing assigned Applications. Rename: Allows User to rename existing assigned Applications. Delete: Allows User to delete assigned Applications. Assign: Allows the User to assign available Applications in the database to other users or herself. Secure Files: Reprint/Spoil: Allows User to reprint records in which the check was damaged or destroyed and to reprint those records that were marked as Spoiled. Restart: Allows the user to Restart Applications that were paused or interrupted. MDE Preview: Allows the User to Preview Manual Date Entry records. Approve / Disapprove: Allows User to Select/De-select MDE records for approval or non-approval for the MDE application. Edit MDE Options: Allows User to make changes to the MDE options. Edit Records: Allows the User to make changes to existing MDE records. Add Records: Permits User to Add MDE records to be processed. Manually Purge Records: Allows the User to Maintain MDE records and purge records that are no longer needed. Groups View Group Files: Allows user to access existing Group files. Add Group Files: User may add Group files to the database to be used for assigned Applications or by other permitted Users. Delete Group Files: Allows User to delete Group files from the database. Rename Group Files: Allows User to rename existing Group files. Add Group Keys: User may add Group keys to the database to be used by assigned Applications or by other permitted Users. Rename Group Keys: Allows User to rename existing Group Keys. Delete Group Keys: Allows User to delete Group keys from the database. Delete Group Fields: Allows User to delete Group fields from the database. Edit Group Fields: Allows User to make changes to existing Group fields. Add Group Fields: Allows User to Add Group fields to the database to be used for assigned Applications or by other permitted Users. PayBase Reference Manual 207

208 CHAPTER 5: SITES AND USERS Users Notes For an explanation of Group Files, see p.75 For an explanation of Automatic Payment Numbering, see p.78. Payment Numbering: Maintain Automatic Numbers: Allows the User access to the APN icon or command from the File menu. This allows users to make changes to and delete APN applications and account numbers. Modify Auto Payment Numbers: Allows the User to make changes to the Last and Previous Last auto payment numbers. Automatic Payment Numbering Add APN Key: Permits User to add an APN Key sequence. Add Intransit Number: Permits User to add an Intransit to an APN sequence. Add Account Number: Permits User to add an account number to an APN sequence. Delete APN Key: Permits User to delete an APN sequence. Delete Intransit Number: Permits User to delete an Intransit number from an APN sequence. Delete Account Number: Permits User to remove an account number from an APN sequence. Rename APN Key: Permits User to rename an APN sequence. Rename Intransit Number: Permits User to rename an APN Intransit number. Rename Account Number: Permits User to rename an APN account number. Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. To assign an Application 1 On the main view of PayBase, click Security - Work With Users. 2 On the Maintain User Accounts screen, expand Users and expand a certain User to modify. 3 Click Application Info. 208 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 209 4 On the Application Info tab, expand Application Settings and expand Application Assignments. 5 Check each Application you would like the User to be assigned to. 6 Click Apply Changes. Application Alias tab Figure 5.12: The Application Alias tab Use this tab to set the display name for an Application. If you do not add an alias name, PayBase uses the Application name. To set an alias name, highlight an Application and type an Application Name Alias in the field provided. Modifying Security Information From the Security Info sub menu, you can set security permissions, group assignments and DWA (Do Work As) properties. PayBase Reference Manual 209

210 CHAPTER 5: SITES AND USERS Users Security Info tab Figure 5.13: The Security Info tab Permissions Listed here will be the current available Group assignments for the user. If an assignment is selected, it is currently assigned. To remove the assignment, click Clear Selection. To add more than one assignment, press and hold the CTRL key and click the mouse cursor on the Group name. Assign Group Membership to Users: Ability to add certain Users to certain Groups. Allowed to Assign DWA s: Users with this permission can assign DWA s to other users. Allowed to Clear DWA s: Users with this permission can clear DWA assignments for other users. Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. 210 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 211 DWA Info tab Figure 5.14: The DWA Info tab From this tab you can allow Users to do work as another user for a specified amount of time. This is especially useful to avoid having to create a new user for only a specified amount of time, (i.e., when a person is on vacation and someone must do their work.) Select a User that this ID is Allowed to DWA Choose a user from this list to allow the current user being edited the ability to utilize the permissions of the selected user, as in the case of someone filling in for someone on maternity leave or vacation, etc. A starting and ending date is required for all DWA assignments. DWA Date Fields Click the start date box and select the drop-down arrow of the Start Date. Click a day for the current month, or click through the months, locate and click the date to start the DWA. Click the end date box and select the drop-down arrow of the End Date. Click a day for the current month, or click through the months, locate and click the date to end the DWA. PayBase Reference Manual 211

212 CHAPTER 5: SITES AND USERS Users Click Apply Changes to save the changes for this tab. If the same date is entered in both, the person will be valid from 12:00:01 AM until 11:59:59 PM. Click on Cancel to cancel any changes and return to the User and Group Accounts dialog box. Modifying Script Information From this sub menu you can assign existing Launch Scripts. These scripts are created from the SuperLauncher Script Generator (see p.63) and allow true one button processing for Applications. In addition, you can set permissions for Scripts, Polling, Import and Export information. Figure 5.15: The Script Info tab Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. 212 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 213 Permissions Polling Create Associations: Select to assign this permission to allow Users the ability to create polling associations. Delete Associations: Permits users the ability to delete existing polling associations. Edit Associations: Permits the user the ability to modify existing polling associations. Import Application: Allows the User to Import an application from the PayBase Import dialog box. Group / APN Files: Allows the User to Import Group files and Automatic Payment Numbering sequences from the PayBase Import dialog box. Settings: Allows the User to Import PayBase settings from the PayBase Import dialog box. Bank Files: Allows the User to Import Bank files from the PayBase Import dialog box. System: Allows the User to Import System settings from the PayBase Import dialog box. Export Application: Allows the User to Export an application from the PayBase Export dialog box. Group / APN Files: Allows the User to Export Group files and Automatic Payment Numbering sequences from the PayBase Export dialog box. Settings: Allows the User to Export PayBase Settings from the PayBase Export dialog box. Bank Files: Allows the User to Export Bank files from the PayBase Export dialog box. System: Allows the User to Export System settings from the PayBase Export dialog box. PayBase Reference Manual 213

214 CHAPTER 5: SITES AND USERS Users Modifying ACH Information (ACH Users only) Note This sub menu will be hidden from your view if you are not a licensed ACH User. Click the ACH sub menu to give Users the ability to perform ACH Payments, Create and Edit ACH Preferences and Bank files, Set Tax preferences, add modify and delete Participants, and work with Tax Addenda. When this sub menu is selected, the following tab appears: Figure 5.16: The ACH Info tab The following options are available: Permissions ACH Review Payments: Look at existing ACH payments Release Payments: Release electronic payments. Build/Extract ACH File: Build and extract an ACH files and batches. Decrypt ACH File: Decrypt an ACH file 214 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 215 Transmit ACH File: Transmit an ACH file ACH Bank Set ACH Preference(s): Work with ACH Preferences Use Bank Wizard: Create ACH Bank Files with the ACH Wizard Edit and Assign Bank(s): Change existing Bank information and assignments Set Bank Holiday(s): Designate which days are holidays Participants Add: Add new Participants Modify: Change existing Participants Delete: Remove Participants Import from File: Import Participants from previous versions of Electronic Payments or other ACH processing program. Tax Process Tax Payment(s): Process ACH Payments Set Tax Preference(s): Work with Tax preferences Add Addenda: Add Tax addenda Modify Addenda: Change existing Tax Addenda Delete Addenda: Delete Addenda Tax Criteria & Formatting Option(s): Setup Tax Criteria and Tax format options Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. Modifying BACS Information (BACS Users only) Note This sub menu will be hidden from your view if you are not a licensed ACH User. From this sub menu, you can set all BACS parameters. Monitoring the permission level for the BACS process aids in the concurrent security built PayBase Reference Manual 215

216 CHAPTER 5: SITES AND USERS Users into the system. Users may have access to one part of the process, i.e. Approval, but not Submission. As an added security level, some Users may be able to Approve, but only on the Applications to which they are assigned. PayBase layers permissions not only on the work function level (Approval, Submission, etc.), but on the Application level as well. As a result of this permission set, work functions such as the Approval screen may not be greyed-out, but if a user cannot Approve for the given Application, they will not be allowed to Approve. BACS Info tab Figure 5.17: The BACS Info tab From this tab you can set all the proper permissions shown below: 216 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 217 Permissions Table 5.1 BACS Tab Permissions Option Work with Preferences Work with Reports/Msgs Work with Holidays Bureau Submissions Set Max Amounts Set Application Permissions Definition Allows a user to modify BACS Preferences, such as adding Bureau and Service User Numbers, set transaction codes, set the types of submissions and specify report and temporary file paths. This permission activates the Preferences menu item and the button on the BACS toolbar. Allows a user to view, print and/or export postsubmission reports sent back from BACS. This permission activates the Report menu item and the button on the BACS toolbar. Allows a user to specify BACS holidays which affects how and when BACS Batches can be submitted. This permission actives the BACS Holidays menu item and the button on the BACS toolbar. Allows a user (in conjunction with the Preferences permission) to make Bureau Submissions. Allows a user set maximum Batch and Transaction Submission amounts. This permission activates the Max Batch Submission Amount and Max Transaction Submission Amount fields. Allows a user to assign Approve and/or Submit permissions to a specific Application. This permission allows Applications to be visible in the BACS Assign Apps tab. Assignments BACS Application Assignments - Sets the BACS Application to the User. Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. PayBase Reference Manual 217

218 CHAPTER 5: SITES AND USERS Users BACS Application Alias tab Figure 5.18: The BACS Application Alias tab Use this tab to set the display name for a BACS Application. If you do not add an alias name, PayBase uses the BACS Application name. To set an alias name, highlight an Application and type an Application Name Alias in the field provided. 218 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 219 BACS Amounts tab Figure 5.19: The BACS Amounts tab Use this tab to set Approval and Submission amount information. Max Batch Approval Amount - Use this field to set your maximum amount for a given Batch Approval. Max Transaction Approval Amount - Use this field to set your maximum amount for an approved transaction. Max Batch Submission Amount - Use this field to set your maximum amount for a given Batch Submission. Max Transaction Submission Amount - Use this field to set your maximum amount for a submitted transaction. PayBase Reference Manual 219

220 CHAPTER 5: SITES AND USERS Users Modifying CFA Information (CFA Users only) Note This sub menu will be hidden from your view if you are not a licensed ACH User. From this sub menu you can give Users Check Fraud Avoidance (CFA) permissions and assign CFA to other Users. CFA Info tab Figure 5.20: The CFA Info tab Use this tab set the following Permissions and Assignments: Permissions CFA Create Manual Payment(s): Permits the User the ability to create Manual payments. Create Void Payment(s): Permits the User the ability to create a (.VOI) Void file. 220 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 221 Create Stop Payment(s): Allows the User to create a (.STP) Stop payment file. Build Void File: Permits the User to Build a Void file. Build CFA Batch: User can create a Payment file (*.$$$) to prepare to send payment information to the Bank. Transmit CFA Batch: User may transmit, via modem, built Payment files to the Bank. Decrypt: User may decrypt Payment file to allow CFA to read the payment data. Receive: Allows User to Receive Payment files from Bank and store locally or on a network drive. Match: Allows user to Match received payment information from Bank to verify checks cashed. Extract Data Set: Users with this permission can Extract records to a CFA Build file. CFA Bank Use Bank Wizard: Allows user to begin the Bank Wizard to create Bank files. Edit and Assign Banks: Allows users to Edit and Assign existing Bank files. Modifying Tools Information Use this sub menu to assign tools, such as PayBase Designer+ or custom tools, to this user. This sub menu is different from most other tabs, as you are not assigning permissions but assigning Tools to the user. PayBase Reference Manual 221

222 CHAPTER 5: SITES AND USERS Users Tools Info tab Figure 5.21: The Tools Info tab Use this tab to allow a User to set up a third-party tool and to launch PayBase Designer+. 222 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 223 Tool Definitions tab Figure 5.22: The Tool Definitions tab Use this screen to add third-party tools that you can launch from PayBase. They are visible on the Tools Menu. To assign a Tool 1 Click Security - Work with Users. 2 On the Maintain User Accounts screen, expand Users and expand a User you want to modify and click Tools Info. 3 On the right-hand side, click the Tool Definitions tab. 4 On the Tool Definitions tab, double-click the white space below that last table row. 5 On the Tool Identification screen, type an appropriate name for your tool, and click Done. 6 On Tool Definitions tab, in the Command Line column of the Tool you just added, type or double-click the empty cell to set your path for your tool. PayBase Reference Manual 223

224 CHAPTER 5: SITES AND USERS Users 7 In the Ask column, click to check (not x ). 8 (Optional) Use the Command Args column to specify a command argument. You can double-click the empty cell or type directly. 9 Click Apply Changes. Notes PayBase Designer+ will always be the first tool. It cannot be renamed. To assign the path for PayBase Designer+ or any other of the eight tools, click on the Command line box next to the tool name. On the Select Command File dialog box, locate the appropriate executable file (.EXE), and click Open. If the tool added can be run in several modes using Command Line Parameters, click in the Command Line box. On the Command Line Parameters dialog box, follow the directions listed, enter a command line, and click Done. Click Browse to locate another file, e.g. a batch file, that will run the application as it is listed in the file. Read the directions on the Command Line Parameters dialog box for more information. Make sure the Ask box is checked and does not have a Don t Ask x-mark. Modifying Super User Information From this sub menu you can apply Super User parameters to a general User. This is an extremely powerful option, and can only be granted by a Supervisor. 224 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 225 SuperUser Info tab Figure 5.23: The SuperUser Info tab Use this tab to set Supervisor-type settings for a given User. Note If you select the main Application Settings check box, all permissions and assignments contained underneath are selected. Maintaining Groups When you highlight Groups in the left-hand panel, you can carry out very similar functions as the Users (with the exception of resetting licenses). PayBase now has the flexibility to modify assignments and permissions on the User or Group level. PayBase Reference Manual 225

226 CHAPTER 5: SITES AND USERS Users Maintaining Group Permissions and Assignments Modifying Group permissions and assignments works exactly the same as they do for Users Figure 5.24: The Maintain User Accounts screen with Groups highlighted. As you can see in the above screen, Groups contain the same sub menus (and permission and assignment settings) as Users. See Maintaining Users for further explanation of these sub menus. To add a Group to PayBase 1 Log on to PayBase as either a Supervisor, or a PayBase User with the appropriate permissions. 2 Click Security - Work with Users. 3 On the Maintain User Accounts screen, make sure the Groups menu is highlighted (shown above) and click Add Group. 4 On the Add Group screen, in the Group Name field, type the new name for your Group. You also have the option to clone a Group. This process 226 PayBase Reference Manual

CHAPTER 5: SITES AND USERS Users 227 mimics the attributes of a previously-created Group, which speeds up set up time. 5 Click Add Group to create your new Group. To delete a Group in PayBase 1 Log on to PayBase as either a Supervisor, or a PayBase User with the appropriate permissions. 2 Click Security - Work with Users. 3 On the Maintain User Accounts screen, expand the Groups in the left-hand menu and highlight a Group. 4 On the bottom part of the screen, click Delete Group. 5 On the PayBase confirmation screen, click Yes to confirm deletion. 6 The Group is removed from the system. PayBase Reference Manual 227

228 CHAPTER 5: SITES AND USERS Users 228 PayBase Reference Manual

Chapter 6: Major Files in PayBase C HAPTER MAJOR FILES IN PAYBASE In this chapter we will explore the following topics: Data Files Group Files PayBase Reference Manual 229

230 CHAPTER 6: MAJOR FILES IN PAYBASE Data Files Data Files Data Files in Link Files If an Application uses a Data File, the name of the Data File and certain Data File settings are listed in the tree view of the New Application screen. In the Link File, the VERTICALPOSITION, HORIZONTAL POSITION, and LENGTH Field Parameters are taken from the Data File. The location of the data field in the Data File must be specified in the field of the Link File. The VERTICALPOSITION Field Parameter is the row the data is in or the vertical location of the data field within the check record. The HORIZONTALPOSITION Field Parameter is the column where the data field begins within the check record. Refer the PayBase Designer+ manual or the PayBase online help for full instructions on building a Link File. If the Data File is a fixed block file, the @LRECL@ Form Parameter must be included. A fixed block file does not include carriage returns and line feeds. The following is a list of Field Parameters to be used in fields which obtain data from the Data File: HORIZONTALPOSITION specifies the column where the field begins in the data file VERTICALPOSITION specifies the line where the field is found in the data file LENGTH specifies the number of characters for the field defined in the data file LTRIM (optional) specifies whether or not leading spaces are to be ignored for this field 230 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Data Files 231 Data File Branch Figure 6.1: The Tree pane with the Data File Branch highlighted Use the Data File Branch to specify which data file(s) the Application will use. PayBase Reference Manual 231

232 CHAPTER 6: MAJOR FILES IN PAYBASE Data Files To specify the data file 1 In the Tree pane highlight Data File. 2 In the Change Application Setting (Edit pane) right-click Add Data File and click Edit. 3 On the Choose Data File dialog box locate the appropriate Data File and click Open. The data file will be added to your Application. Note There is a limit of one data file per Application. When multiple data files must be used, use the PayBase polling module to combine multiple data files into one file prior to processing. For a complete description of each leaf contained under the Data File Branch see p.129. Locating a Data Field The following is a simple, fixed-length data file which contains three data fields: check number, check date, and check amount. It includes two records, information for two checks. 000101070192 2597 000102070292 4015 The Link File which is using this Data File would be configured as follows: FORM(SAMPLE) FIELD(CHECK_NUMBER) VERTICALPOSITION(1) HORIZONTALPOSITION(1) LENGTH(6) AUDIT(CHECKNUMBER) FIELD(DATE) V(1) H(7) L(6) 232 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Data Files 233 TYPE(D) EDITMASK($DATE2) FIELD(AMOUNT) V(1) H(14) L(4) TYPE(N) EDITMASK($$####.##) AUDIT(AMOUNT) For the first check, the CHECK_NUMBER field would print as 101, the DATE field as 07/01/92, and the AMOUNT field as $25.97. For the second check the CHECK_NUMBER field would print as 102, the DATE field as 07/02/92, and the AMOUNT field as $40.15 Data File Analysis The Data File must be analyzed as the first step in creating a PayBase Application. A Data File is a computer generated file which contains sets of check (or other MICR document) information. A check record is the information needed to print one check. The Data File must be examined because the way it is organized and the data it contains determine later steps in the Application process. The following are guidelines for examining a Data File: Does the data file contain standard ASCII text? If not, non-standard ASCII formats may require a pre-processor. Contact the Bottomline Technologies support department for details on pre-processors. Does the data file include Top of Form (TOF) characters which signify the beginning of each record? If it does, this must be specified using the Data file branch when the New Application is created. (use the Top Of Form setting (see p.142)) PayBase Reference Manual 233

234 CHAPTER 6: MAJOR FILES IN PAYBASE Data Files Do all of the data file records have the same number of lines (a fixed length)? This length must be specified using the Data file branch when the New Application is created. (Use the Lines per Check setting(see p.142)) Will this Application require an overflow page? This may occur if check stub information will not fit on the first page. (Create two Link files for the Application and/or use the Forms button on the New Application screen) Will this Application require form switching, or different document designs for the same data file? (Same as above) Will the Data File be encrypted using a Bottomline Technologies encryption table? This must be specified using the Data file branch when the New Application is created. (Use the Encrypted setting(see p.138)) Does the Data File include tabs? The Tab Columns setting (see p.140) on the Data File screen may be used. Data File Field Positions The following field positions are needed in a Data File HORIZONTALPOSITION Field Parameter VERTICALPOSITION Field Parameter HORIZONTALPOSITION(N) abbreviation - H If the Application uses a Data File, use this parameter to specify the horizontal position of the data field in the Data File. Options: n = any numeric value other than zero. Requirement: VERTICALPOSITION field parameter LENGTH field parameter Description: n is a numeric value which specifies the horizontal position of the field data. For Data File Applications: List n as the horizontal (column) position where the data field begins in the data file. If an Application uses PayBase Designer+ to create a Manual Data Entry screen, this value represents the 234 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Data Files 235 horizontal (column) position where the data field begins on the manual data entry screen. Example: HORIZONTALPOSITION(3) h(1) VERTICALPOSITION(N) abbreviation - V If the Application uses a Data File, use this parameter to specify the vertical position of the data field in the data file. If the Application uses manual data entry, this parameter specifies the vertical position of the data field on the data entry screen. Options: n = any numeric value other than zero. Default: 1 Requirement: HORIZONTALPOSITION field parameter LENGTH field parameter Description: n is a numeric value which specifies the vertical position of the field data. For Data File Applications: List n as the vertical (line) position where the data field begins in the data file. If an Application uses PayBase Designer+ to create a Manual Data Entry screen, this value represents the vertical (line) position where the data field begins on the manual data entry screen. Example: VERTICALPOSITION(12), or v(12) PayBase Reference Manual 235

236 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Group Files Overview Group Files are used to hold repetitive data that can be drawn onto a check from a key in a customer data file. All Group Files are located in a central database within PayBase instead of in a.cgi or.cgd file. The data is contained for a group of checks and payments. Most often bank information is stored in a Group File. A Group File allows different banks or bank accounts to be used in one Application. A Group File is made up of sets of data. Each set of data is called a Group Item and each Group Item is identified by a Group Key. PayBase You can have up to 50 fields in a group file. Ten fields of data are stored on each tab within the dialog box below: Access You can access your Group File Properties the following ways: Click File Group File Properties Click from the Main toolbar. Group File Properties Dialog Box When you access the Group File Properties command (see p.236) the following dialog box appears: 236 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 237 Figure 6.2: The Group File: Key: dialog box The Group Files tab is always displayed, while the remaining tabs are added as files, keys and fields are added. If the currently highlighted Group File contains more than 10 fields, additional tabs are displayed in increments of 10. Since the maximum number of fields for a Group File is 50, the maximum number of tabs in this dialog is 5. The following example is based on a Group File that has 12 Group fields: Group Files tab The Group File tab initially has focus and the following commands are available: Group Files: The Group Files list box contains a list of all of Group Files created in PayBase. These files reside in the central database. Click a Group File you would like to edit and the name of the selected Group File appears above in a PayBase Reference Manual 237

238 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files bounding box. The Group Keys associated with the selected Group File appear below in the Group Keys list box. Group Keys: The Group Keys list box contains a list of all of the Group Keys for the selected Group File. Click a Group Key you would like to edit and the name of the selected Group Key appears to the right of the selected Group File in a bounding box. Add Section Add File This button allows you to add a new group file to the database. Click this button and the following dialog box appears: Figure 6.3: The Pick an Application to use in adding a Group File Highlight an Application and click OK. The following dialog box appears. You will be prompted to select the fields that will make up your Group File. The name of the Group File defaults to the Application title and the first key put into the database will be #DEFAULT#. Use the Add and Delete buttons to add and remove fields from this Group File. 238 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 239 Figure 6.4: The Create Group File dialog box When you have added all the necessary fields in your Group File click OK. Once you have added the Group File, you will return to the main page and see it highlighted with the fields you selected displayed and the number of pages necessary to display the fields. Note If you select the 1-10 tab, you will see the fields you have initially entered into the Group File. Add Key This button allows you to add a new Group Key to the database. Use this dialog box to add a Group Key to the selected Group File. When you click this button the following dialog box appears: PayBase Reference Manual 239

240 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Figure 6.5: The Add a Group Key dialog box On the Add a Group Key dialog box type the name of your new Group Key. If you would like to copy the data from another key select the designated check box. Click OK and the newly created Group Key is highlighted in the File: dialog box. Add Field This button allows you to add a new Group Field to the database. Click this button and the following dialog box appears: Figure 6.6: The Pick an Application for fields to add On the Pick an Application for Fields to add dialog box, highlight the Application you want to open and click OK. The following dialog box appears: 240 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 241 Figure 6.7: The Add a Group Field dialog box On the Add Group Field dialog box highlight the field(s) you want to add and click Add. Click Done when you have added the necessary fields. Delete Section Delete File This will allow you to delete a Group File from the database. You will be prompted to make sure you actually wish to delete the Group File for safety reasons. Delete Key This will allow you to delete a Group Key from the database. You will be prompted to make sure you actually wish to delete the Group Key for safety reasons. Delete Field This will allow you to delete either a single or multiple Group Fields from the database. You will be prompted to make sure you actually wish to delete the Group Fields for safety reasons. Rename Section Rename a Group File This button will prompt you with a dialog asking for the new name of the group file. PayBase Reference Manual 241

242 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Rename a Group Key This button will prompt you with a dialog asking for the new name of the group key Buttons OK If OK is clicked, you are prompted to save if any changes have occurred, otherwise you just leave the property sheet. Cancel If Cancel is clicked any unsaved changes will not be saved and the property sheet will close. Apply The Apply button is enabled whenever information in the property sheet is changed by the user. Once enabled if it is clicked, it will save all changes and then disable itself without leaving the property sheet. Help Click the Help button to access the PayBase Help system. 1 10 tab Use the numbered tab dialog pages to view and edit Group Field data. As long as one field is included in the highlighted Group File, this tab is visible. Additional numbered tabs (11-20, 21-30, etc.) have the same functionality. 242 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 243 Figure 6.8: The File: dialog box with the 1-10 tab in focus. This tab consists of three columns as described below. Columns Lists all Group Fields Column Data Lists all numerical values for the Group Fields Justify Len Displays the justified length of a Group Field. If no length is given, the Justify Len box will display None. Uses Group Files are used to hold repetitive data that can be drawn onto the check from a key in the customer data file. PayBase Reference Manual 243

244 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Components The name of the set of information is called a Group File. Within the Group File are Group Keys. Each Group Key has its own set of Group Fields. Before you begin Before you create a Group File you must correctly configure your Link File. Configuring your Group File for a Link File In order to include a Group File, the Link File must be configured to include the following elements: The Link file must include the Form Parameter GROUPFIELDNAME. The GROUPFIELDNAME parameter indicates to PayBase that a Group File is being used in the Application. The GROUPFIELDNAME parameter is assigned a Key Field name as its value. The Link file must include the Key Field which is assigned to the GROUPFIELDNAME parameter. The Key Field is assigned the coordinates of a character in the data record that indicates a set of Group File information which should be used as a database. The following steps must also be taken in order to complete the action: The Link file must be secured before the Group File is created. The Group File must then be created and the Group Key must be the same as the Key Field value. Example: The Data File contains some records that are payroll checks and include the characters PAYROLL, and some records which are accounts payable checks and include the characters PAYABLE. Each kind of check uses a different bank and account. PAYROLL checks use Bank A and PAYABLE checks use Bank B. Either the word PAYROLL or the word PAYABLE is included in position V(10), H(10) in each record of the Data File. 244 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 245 The Form Parameter GROUPFIELDNAME(NONPRINTING_GROUP_KEY) must be added to the Link File. The Field Parameter FIELD(NONPRINTING_GROUP_KEY) must also be added. Because the word that differentiates the bank information is located in position V(10), H(10) of the Data File, FIELD(NONPRINTING_GROUP_KEY) would be assigned the Field Parameters VERTICALPOSITION(10), HORIZONTALPOSITION(10), LENGTH(7). A Group File must be created which includes two Group Items: the Group Key PAYROLL with the accompanying Bank A information and the Group Key PAYABLE with the accompanying Bank B information. All of the Link File fields which will obtain information from the Group File must be added to the Fields in Group box when the Group File is created. For example, these fields might be BANK_NAME, BANK_ADDR, ACCOUNT_NO, etc. When the Group Items are created, the PAYROLL Group Item would include the Group Key PAYROLL and a BANK_NAME field which is the name of the bank where the payroll account resides, the BANK_ADDR field which is the address of the payroll account bank, and the ACCOUNT_NO field which is the bank account number of the payroll account. The PAYABLE Group Item would include the Group Key PAYABLE and a BANK_NAME field which is the name of the bank where the payable account resides, the BANK_ADDR field which is the address of the payable account bank, and the ACCOUNT_NO file which is the bank account number of the payable account. PayBase will print the appropriate bank information on each check because it will read the Key Field value and fill in the matching Group Item field values. Group Files in Link Files If an Application uses a Group File, the GROUPFIELDNAME Form Parameter must be included in the Link File. GROUPFIELDNAME indicates the field which identifies the Group Key. A typical listing of the GROUPFIELDNAME Form Parameter in the Link File is as follows: The field which identifies the Group Key is often a NONPRINTING key, so the GROUPFIELDNAME value is often NONPRINTING_GROUP_KEY. A field must be added to the Link File which is called FIELD(NONPRINTING_GROUP_KEY). If a Data File is being used and each check record contains a Group Key, FIELD(NONPRINTING_GROUP_KEY) is assigned PayBase Reference Manual 245

246 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files VERTICALPOSITION and HORIZONTALPOSITION Field Parameters whose values are the vertical and horizontal positions of the Group Key in each check record of the data file. If the Group Key is not contained within each check record of the Data File, FIELD(NONPRINTING_GROUP_KEY) is assigned a STARTINGVALUE Field Parameter whose value is the name of the Group Key. Link file fields which obtain data from the Group File should not include the Field Parameters VERTICALPOSITION, HORIZONTALPOSITION, or LENGTH. Fields which obtain data from the Group File should include the Field Parameter JUSTIFYLENGTH. The Link file MUST be secured before the Group File can be created. Examples: Example 1: Application uses a Group File and a Data File. The Data File contains a Group Key within each check record. The vertical position of the Group Key field in each check record is position 2, and the field begins in column 40. This would be included within the Link File as follows: GROUPFIELDNAME(NONPRINTING_GROUP_KEY) FIELD(NONPRINTING_GROUP_KEY) VERTICALPOSITION(2) HORIZONTALPOSITION(40) GROUPFIELDNAME would be listed at the top with the other Form Parameters, and FIELD(NONPRINTING_GROUP_KEY) would be inserted with the other Field Parameters. The appropriate Group Keys must be created within the Group File (see Group Files Overview). When printing each check, PayBase will print the Group Key information which matches the character in Data File position V(2), H(40). Example 2: Application uses a Group File and a Data File. The Data File does not contain a Group Key within each check record. But every check will be using the same Group File information. This would be included in the Link File as follows: GROUPFIELDNAME(NONPRINTING_GROUP_KEY) 246 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 247 FIELD(NONPRINTING_GROUP_KEY) STARTINGVALUE(#DEFAULT#) The Group Key name #DEFAULT# must be created in the Group File. When printing each check, PayBase will print the Group Key #DEFAULT# information. Working with Group Files The following actions can be completed by selecting the Group File Properties command: Adding a Group File Adding a Group Key Adding Fields to a Group File Deleting a Group File Deleting a Group Key Deleting Fields from a Group File Renaming Group Files Renaming Group Keys To Add a Group File 1 On the PayBase main view click File Group File Properties or. 2 With the Group Files tab in focus, click the File button in the Add section. 3 On the Pick an Application to use in adding a Group File dialog box, highlight the appropriate Application and click OK. PayBase Reference Manual 247

248 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Figure 6.9: The Pick an Application to use in adding a Group File dialog box 4 On the Create Group File dialog box construct a Group File by selecting the appropriate fields. Figure 6.10: The Create Group File dialog box 5 The name of the Group File defaults to the Application title and the first key put into the database will be #DEFAULT#. 6 Use Add and Delete to add and remove fields from this Group File. 7 When you have added all the necessary fields in your Group File click OK. 248 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 249 8 Once you have added the Group File, you will return to the main File: Key: Group Files dialog box and see the appropriate number of tabs listing the fields you selected for your Group File. To add a Group Key 1 On the PayBase main view click File Group File Properties or. 2 With the Group Files tab in focus, click the Key button in the Add section. 3 On the Add a Group Key dialog box, type the name of your new Group Key. Figure 6.11: The Add a Group Key dialog box 4 Specify if you want to copy data from another key by selecting the Copy Data checkbox. This is altered by returning to the Group Files tab and selecting another Group Key to copy data from in the Group Keys list box. 5 Click OK and the newly created Group Key is highlighted in the Group Keys list box. To Add fields to a Group File 1 On the PayBase main view click File Group File Properties or. 2 With the Group Files tab in focus, click the Fields button in the Add section. 3 On the Pick an Application for fields to add dialog box highlight the appropriate application and click OK. PayBase Reference Manual 249

250 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Figure 6.12: The Pick an Application for fields to add dialog box 4 On the Add a Group Field dialog box highlight the Field Name and, if necessary, the Field Value you want to add, and click Add. Figure 6.13: The Add a Group Field dialog box 5 Repeat until you have added the appropriate fields. 6 Click Done. Note Your newly added fields are listed at the top of the File: Key: dialog box under the numerical tabs along with your previously entered fields in Add a Group File above. To Delete a Group File 1 On the PayBase main view click File Group File Properties or. 250 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 251 2 In the File: Key: dialog box select the Group File to delete in the Group Files box. 3 Click the File button in the Delete section. 4 Click Yes to confirm deletion. Figure 6.14: A PayBase confirmation box To delete a Group Key 1 On the PayBase main view click File Group File Properties or. 2 In the File: Key: dialog box select the Group Key to delete in the Group Keys box. 3 Click the Key button in the Delete section. PayBase Reference Manual 251

252 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 4 Click Yes to confirm deletion. Figure 6.15: A PayBase confirmation box To Delete fields from a Group File 1 On the PayBase main view click File Group File Properties. 2 Click the Fields button in the Delete section of the File: Key: dialog box. Figure 6.16: The Delete Group Field(s) dialog box 3 On the Delete Group Field(s) dialog box, highlight the field(s) you want to delete and click OK. Multiple fields can be deleted by holding the Ctrl key and selecting the fields with your mouse. 252 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 253 4 Click Yes to confirm deletion. Figure 6.17: A PayBase confirmation box To rename Group Files 1 On the PayBase main view click File Group File Properties. 2 In the File: Key: dialog box select the Group File to rename in the Group Files box. 3 Click the File button in the Rename section. 4 In the Rename dialog box, type the new name for the Group File and click OK. Figure 6.18: The Rename dialog box PayBase Reference Manual 253

254 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Note There is no confirmation for this action. To rename Group Keys 1 On the PayBase main view click File Group File Properties. 2 In the File: Key: dialog box select the Group Key to rename in the Group Keys box. 3 Click the Keys button in the Rename section. 4 In the Rename dialog box, type the new name for the Group Key and click OK. Figure 6.19: The Rename dialog box Note There is no confirmation for this action. Importing Group Files PayBase allows you to import Group Files by browsing for the file extension.gf. You can click File - Import and highlight Group Files in the Import Type box. The following dialog box appears: 254 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 255 Figure 6.20: The PayBase Import dialog box with Group Files highlighted Click Browse to locate the appropriate Group File to import. Click Done to exit this dialog To import Group Files 1 Click File - Import. 2 On the PayBase Import dialog box highlight Group Files and click Browse. 3 Locate the Group File (.GF) you need and click Open. 4 Click Done to exit. Note Follow the same steps to import Group Files / APN Sequences. GROUPFIELDNAME (X) abbreviation - GFN This Form Parameter is used when a Group File is used in an Application. It identifies the Group File key. PayBase Reference Manual 255

256 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files Options: x = a Link file field name Default: None Requirement: A Group file included in the Application Description: When a Group File is used, the Link file must contain a field which is the name of a group key. The name of this Link file field is included as the option of the GROUPFIELDNAME parameter. A NONPRINTING field is often created as the field name in this instance. Example: GROUPFIELDNAME(NONPRINTING_key) GFN(COM_NAME) JUSTIFYLENGTH(N) abbreviation - JL Use this field parameter to define the length of the field to be printed for justification positioning. Options: n = a numeric value Default: the value of the field parameter LENGTH; or, if specified, the length of the EDITMASK field parameter. When neither LENGTH nor EDITMASK is used, the default n = 0. Requirement: JUSTIFY field parameter Description: n is a numeric value which specifies the width of the field. JUSTIFYLENGTH is used by PayBase to position a field correctly. JUSTIFYLENGTH needs to be included when the length of the field specified in the PayBase Designer+ form design is not the same as the length of the field specified in the Link file. JUSTIFYLENGTH must be included when the LENGTH parameter is not used, as when using a Group File to obtain data for the field. Example: JUSTIFYLENGTH(30) JL(10) 256 PayBase Reference Manual

CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 257 Group Files Branch Figure 6.21: The Tree pane with the Group Files Branch circled Click the Group Files Branch to display the assigned Group Files in the Change Application Setting section of the Application Tree. An Application does not require a Group File, but may be assigned one Group File. To add a Group File to the Application 1 In the Tree pane highlight the Group File. 2 In the Change Application Setting (Edit pane) right-click Add Group File. 3 On the Choose Group File dialog box, locate the appropriate Group File and click OK. The new Group File replaces Add Group File. PayBase Reference Manual 257

258 CHAPTER 6: MAJOR FILES IN PAYBASE Group Files 258 PayBase Reference Manual

Chapter 7: Modules and Services C HAPTER MODULES AND SERVICES In this chapter we will explore the following topics: Dial Up Networking Participant Module Polling Module Tax Module BT Polling Service BT Encryption Service BT PPE Service Notes For information about the ACH Module, Banking Module, and CFA Module, refer to the CFA and ACH Manual. PayBase Reference Manual 259

260 CHAPTER 7: MODULES AND SERVICES Dial Up Networking Dial Up Networking Dial Up Network Settings Use Dial-up Networking to: Connect to the Network when it is not functioning correctly. Dial Up Networking must be configured on the Site to have a modem and phone line connected. Permission must be granted to the Site to use Dial-up Networking. Dial-up Networking settings must first be setup from within Windows. Use the Control Panel - Dial-up Networking Applet to setup this configuration. Also use the Windows Help System for more information. Select Modules - Dial Up Networking and select Settings. The following dialog box will appear: Figure 7.1: The Dial Up Networking for PayBase dialog box The Entries listbox will hold all entries which have been defined for Dial Up Networking at this workstation. The User Name is the user name used for a network login ID, the Password is the password for this network login ID. The Domain is the NT domain your user is a member of. When the Automatically Connect at Startup checkbox is selected, PayBase will attempt to connect using the settings of the Dial Up Networking entry specified before attempting any database activity. Once the connection has been established, you will continue with the normal logon procedures for PayBase. If there are problems with connecting at startup, or if this 260 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Dial Up Networking 261 workstation is a laptop which connects to the network some of the time locally, this option can be turned off by using the DialUpPayBase executable found in the \PayBase\Admin directory of the Administration install for PayBase. This utility will provide the same screen as shown above, just clear the Automatically Connect at Startup checkbox to disable the function. PayBase Reference Manual 261

262 CHAPTER 7: MODULES AND SERVICES Participant Module Participant Module Use the Participant Module to: Setup Participants Import Participants You can access this command the following ways: Click Modules - Participant, and click either Participant Setup or Participant Import. Click or. Participant Setup Use the Participant Setup command to: View Participant information Add and Delete Participants Enable and Disable Participants Change Participant s Properties Customize a Participant View The Participant Setup dialog box appears: 262 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Participant Module 263 Figure 7.2: The Participant Setup dialog box To configure Participant Setup 1 Select Modules - Participant - Participant Setup to view the Participant Setup dialog box. 2 Notice the Current View drop-down list box, NONE is selected. This means the Participants are not sorted alphabetically or numerically and all Participants are listed. 3 In the top right corner, click Top to list the first 2000 Participant records and in the bottom right corner click Bottom to list the last 2000 Participant records. Click Prev 2000 to list the previous 2000 Participant records to what is currently displayed. Click Next 2000 to list the next 2000 records to what is currently displayed. 4 To filter or sort the Participant list, click Customize View. See Customize View section below. 5 Use the Add, Del, Enable, Disable and Refresh buttons to add, delete, enable, disable or refresh the current view for Participants. PayBase Reference Manual 263

264 CHAPTER 7: MODULES AND SERVICES Participant Module 6 To change the Participant Properties, click Properties to display the Participant Information Tab, which is the first tab displayed when modifying a Participant. 7 Click Done to confirm changes. Modifying a Participant Use the Modifying a Participant tabs to: Configure Participant information. Configure Receiving DFI, Financial EDI and ACH Cross Border entries for a Participant. Set Distribution Settings (See the BT PPE Service section for more information.) Click Properties or double-click a Participant to access the Modifying a Participant dialog box. Figure 7.3: The Modifying a Participant dialog box with the Participant General tab in focus 264 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Participant Module 265 Modifying a Participant Screen Description The following tabs comprise the Modifying a Participant screen: Participant - General tab ACH - General tab ACH - RDFI tab ACH - FEDI tab ACH - Cross Border tab Participant - General tab This tab configures vital Participant receiver information, as well as email and fax settings. From this tab you can the name of the receiving party. For the Participant ID not to expire, leave the Expiration Date box cleared. Otherwise, select the drop-down menu and choose an expiration date. You can also specify email and fax criteria. ACH - General tab Use this tab to set your Bank account information. This is the Bank information where the payment will originate. In addition to Bank account information, you can set your specific ACH Entry Class, Identification number and Discretionary Data boxes. The Discretionary Data box is available for all Entry Class Codes and is mandatory when WEB is selected in the Entry Class Code drop-down menu. Only R for a Recurring payment or S for a Single payment are valid entries for WEB. All other Entry Class Codes accept any two character entry as an option. ACH - RDFI tab This tab allows you to configure your Depository Finanacial Institution s information. Once configured, the Discretionary Data column in the Participant Setup screen will display the entry under the appropriate Participant ID. ACH - FEDI tab Use this tab to specify your FEDI criteria. The bottom of this tab contains a full decription. PayBase Reference Manual 265

266 CHAPTER 7: MODULES AND SERVICES Participant Module ACH - Cross Border tab Use this tab to specify your Cross Border criteria. The bottom of this tab contains a full decription. Customize View Use the Customize View screen to: Create a Participant view in the Participant Setup screen. Build a Filter to determine when a Participant will be viewed. Enable the Sort function to define the Sorted Order of a column(s). Once the customized view is created and saved with a specified name, the view is selected in the Participant Setup screen in the lower right corner dropdown list box. 266 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Participant Module 267 Opening Customize View You can access Customize View the following ways: Click from the Participant Toolbar, and then click from the Participant Setup screen. Click Modules - Participant - Participant Setup. Click Customized View. Filter Section To create a participant Filter 1 In the Filter section of Customize View, select the column to include in the Include list box. 2 Select the operator in the when drop-down list box to mark the condition the Filter would apply: < Less then > Greater then = Equal to <> Not equal to Comparative Operator Reference 3 Select the desired <value of column name > in the value list box. 4 Type in a numerical or text value depending on the <value of column name > selected. 5 When selections are made in the Include Where, Condition and Value list boxes, click Add to move the Filter to the Filters Box. The Remove button will delete the selected filter. 6 Repeat the above steps if additional filters are needed. 7 You can manipulate the Filter order of precedence by selecting and using the up and down arrow keys within the Filters box. 8 Select an existing Filter in the Filters box and choose an operator in the WHERE drop-down list box. This procedure is similar to building an SQL WHERE clause statement. See the end of the Customize View section for an example. Operators include: PayBase Reference Manual 267

268 CHAPTER 7: MODULES AND SERVICES Participant Module +( Adds a left parenthesis +) Adds a right parenthesis -) Removes a right parenthesis -( Removes a left parenthesis +AND Adds the AND operator -AND Removes the AND operator +OR Adds the OR operator -OR Removes the OR operator WHERE Filter Operator Chart 9 If removing an operator to a Filter, select the opposite operator to what was selected with a minus (-) sign.you will be prompted to modify the created WHERE statement in the Filters box if it s not valid when clicking Apply or Save As. Note There is no limit to the amount of Filters you can create. Sort Section To sort the columns in the Participant Setup screen in ascending or descending order. To define the Sorted Order of a column(s) 1 Select the desired column in the All Columns list box. 2 Select or clear the Ascending checkbox to present data in an ascending format if selected, or descending if cleared. 3 Click or double-click the column name from the All Columns list box to the Sorted Order box, the sorted order for that column is now defined. 4 Click or double-click the column name from the Sorted Order box to the All Columns list box. View Controls Section DONE Click to close the screen without saving or applying your changes. 268 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Participant Module 269 View is for all users Select this checkbox to assign the current view to all users. If cleared, the view will be saved to the current user only. Set as default view Select this checkbox to specify the Current View as the default view if selected. Apply Click to apply any new entries or changes to the Current View. Save As Click to prompt the user for a unique name for a newly created view or to rename a view. Delete Click to delete the Current View after prompting you for confirmation. Select Click to allow selection of a view to edit or delete. Example of a customized view: (Show a Participant if the Participant Bank Name is Gotham City Bank AND the Participant Bank Account is greater then 37583759 OR the Transaction Type Code is PEN.) PayBase Reference Manual 269

270 CHAPTER 7: MODULES AND SERVICES Participant Module Figure 7.4: Customize View screen with Demo View as Current View 270 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Participant Module 271 Participant Import Use the Participant Import button or the Participant Import command from the Modules / Participant menu to: Import Participants from a previous version of Electronic Payments. The following dialog box will appear: Figure 7.5: The Participant Import dialog box Use the following directions to complete a successful Participant Import: To import Participants 1 Select Participant Import from the Modules - Participant menu. PayBase Reference Manual 271

272 CHAPTER 7: MODULES AND SERVICES Participant Module 2 Click the Ellipsis button next to the Map Name field to browse for an Import Map. Optional: Click Save As to create your own Map Name once all other fields are configured. 3 The Import File is added by default for existing map names. Use this file, or click the Ellipsis button next to the Import File field to specify a different Data, Text, or Output file. 4 Choose either a Pre- or Post-processor, or both by clicking the Ellipsis button to locate the Executable or batch file name. 5 The Co. Bank Info is added automatically if previously configured. If this is a new Map, or if different bank info should be used, click the Ellipsis button to display the Bank - Company - Account Selection dialog. Select one item from each field and click OK 6 After selecting the Bank Information, make changes to the Field Values at the bottom of the dialog box. 7 Type Start and Length values. The Maximum number is determined by PayBase and NACHA rules and cannot be changed. 8 Type a Default for the Import, if necessary. 9 An import file can be created to pre-fill these values. 10 When all settings are validated, click Import and the Participant configuration is imported. Note The Discretionary Data field is available for all Entry Class Codes and is mandatory when WEB is selected in the Entry Class Code field. Only R for a Recurring payment or S for a Single payment are valid entries for WEB. All other Entry Class Codes accept any two character entry as an option. 272 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Polling Module 273 Polling Module Definition POLLING: Polling is a method of searching directories at user-defined intervals for a specific file name or type. ForPayBase it is the association between an Application and a file name or file type to use as the Application data file. With this module you can poll multiple directories at the same time, searching for specific file types, encrypt all found Data files, and initiate PayBase processing of a chosen Application against this input Data file. In addition, you can and initiate a PayBase SuperLauncher, which among other scriptable tasks, can process this Data file with a selected Application. The input Data file, is encrypted with DES, copied to its 'Working File Path & Name' (PayBase terminology for location where the PayBase will be looking for this Data file), and the original file will be deleted from disk. Use the Polling Module to: Start and Stop Polling Setup Polling definitions Setup Polling associations Setup Polling settings The Polling toolbar can be used in conjunction with this Module Figure 7.6: The PayBase Polling toolbar PayBase Reference Manual 273

274 CHAPTER 7: MODULES AND SERVICES Polling Module Polling Associations This section describes how to set up an Association. An Association is used to relate a type of file or file name found in specified directories to a SuperLauncher Script. From the Modules menu, select Polling and Associations or use the Polling Associations button to: Create an Association When this command is selected the following dialog box appears: Figure 7.7: The PayBase Polling Associations dialog box A Polling association is not complete until all four fields are configured. Below is a description of this dialog box. Association Name - The name of the polling association. Similar to an application within Paybase, once the Directories to Monitor, File/Script Association and Working File Path & Name have been created, to save those settings, an Association needs to be created. Multiple Associations can be created and run at the same time. File / Script Association - The name, or wildcard name, of the file that the host system produces (input file) and the SuperLauncher associated that will start the check run. Directories to Monitor - Location where the host system places the input file. Working File Path & Name - The location that PayBase will place the file/s when Polling picks up the input file/s from the Directories to Monitor. It can concatenate multiple files and rename them, or name the concatenated file. The first PreProcessor Argument has to match this file name and pathing. 274 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Polling Module 275 To set up an Association 1 Click Modules - Polling - Associations, or click from the polling toolbar. 2 In the PayBase Polling Associations dialog box, select a name in the Association Name field drop-down menu if previously saved. Otherwise click Save As and type an association name. Click OK. Figure 7.8: The Add Association Name dialog box 3 Click the Ellipsis button next to the File / Script Association field to add an association. In the Add File / Script Association dialog box, type the data file or wildcard values (such as *.DAT) to poll for and the SuperLauncher Script associated with it, then click OK. Figure 7.9: The Add File / Script Association dialog box 4 Repeat the process to add more data files or wildcard associations. 5 In the Directories to Monitor section, click Add to set the appropriate directory. On the Browse for Folder dialog box, locate the directory where the data files will be placed, and click OK. If needed, continue adding folders for PayBase to look in for data files. To remove a directory, use Delete. PayBase Reference Manual 275

276 CHAPTER 7: MODULES AND SERVICES Polling Module Figure 7.10: The Browse for Folder dialog box 6 The Working File is a combined data file that PayBase uses to poll from. Its a combination of multiple data files that has been previously configured. See Notes below. Click the Ellipsis button to browse for a working file name: Figure 7.11: The Select a working file name dialog box 276 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Polling Module 277 7 Enter the name of the file to create as the working file, in the selected directory and click Save. 8 Click Apply to save the Association settings. The PayBase Polling Associations dialog box will have a new appearance: Figure 7.12: The PayBase Polling Associations dialog box 9 Click Done to close the dialog box. Notes The Association Name will differentiate from the other Associations setup or will be set-up in the future. When the Polling process is initiated, this name will appear in the Select Association to Start dialog box when the Start Polling Process command is chosen. When adding an association, a Data File or Wildcard must be specified (such as *.DAT) into an Association. This will allow the specified Data File or all Data Files named *.DAT to be processed when the Polling begins. This will associate the specified data files with the Application name. The Working File Path is the file which will be created from the file or files found in the monitored directories (Shown as C:\Program Files\ PayBase\working.dat in the above Polling Associations dialog box.) For example, if data1.dat has 2 records, data2.dat has 3 records, and data3.dat has 4 records, working.dat will be created with 9 records. Click Add next to the Directories to Monitor to specify which directories should be polled for the Association data file(s). PayBase Reference Manual 277

278 CHAPTER 7: MODULES AND SERVICES Polling Module Polling Settings Use the Polling Settings button or the Settings command from the Modules / Polling menu to: Specify settings about the current Polling Associations. Choose to encrypt all found Data files. When this command is selected the following dialog box appears: Figure 7.13: The Polling Settings dialog box Continuous Select the Continuous box to specify that polling should be performed continuously until cancelled. If this box is selected, you will not be able to specify a time interval for the Polling Duration. Hours/Minutes Specify the duration of the Polling process in the Hours / Minutes edit boxes. This is the total time that PayBase will poll (search) for files in the specified directory. Additional minutes can be added in the Minutes edit box. The default is 10 hours, 0 minutes. Polling Interval in Seconds Specify the interval for Polling in seconds in this field, e.g., How long in between polling for the data file will PayBase wait until polling again? 278 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Polling Module 279 Time out immediately on start For security reasons, you may elect to force a PayBaseTime-out when Polling commences. The Polling will begin and the PayBase Logon screen will appear informing the User that PayBase has been locked during the Polling process. To unlock PayBase enter a valid User ID and password. Figure 7.14: The PayBase Login screen Encrypt Working File Click this check box to encrypt all found Data files using DES (Data Encryption Standard). DES is the PayBase standard for encryption. Do not concatenate multiple files Place a check mark in this box to specify that data files will not be combined into one file before processing. Data files will be processed as they enter the Polling Directory. If this setting is cleared, data files will be combined into one file before processing. Only select files greater than Selection of a file size will allow PayBase polling to capture files that are greater than the size specified. All files will be ignored until greater then the size threshold and closed for polling to capture the file. A size setting should only be set if the copy operation closes the file too soon between copying data into the file. The default setting is 0 for PayBase to capture all closed files greater then 0 bytes. PayBase Reference Manual 279

280 CHAPTER 7: MODULES AND SERVICES Polling Module Note Set the file size during polling to ensure PayBase doesn t capture incomplete files. A check record that is 740 bytes will be captured if the size is set at 739 bytes. Only record files that are closed will be captured. To make modifications to the Polling Settings 1 Click Modules - Polling - Settings or click. 2 On the Polling Settings dialog box, choose to constantly check the directory by selecting the Continuous check box, or specify the hours and/or minutes which Polling will be active. 3 Specify the Polling Interval in Seconds, where 3600 equals one hour. This specifies how long PayBase will wait before checking the directory again for the specified data file (for the specified duration). 4 Select the Time out immediately on start box to tell PayBase to Time-out as a security feature. This locks PayBase during Polling and only allows the logged in user to sign back into PayBase. 5 Select the Do not concatenate multiple files box to prevent PayBase from combining data files into one data file prior to processing. This file is specified in the Working File Path in the Polling Associations dialog. 6 If this field is left blank, all data files found in the specified directories will be combined into one data file. 7 Select a file size in the Only select files greater than scroll and drop-down boxes if required. 8 Click OK to confirm the polling configuration or click Cancel. Start Polling Select the Start Polling button or the Start command from the Modules - Polling menu to: Begin the Polling process After the Polling Process is started, the Select Associations to Start dialog box will appear. Highlight an Association Name in the left box and click OK, the Polling Process will begin. The program will poll one or several directories at specified intervals for a file name or file type. PayBase will be launched in Batch mode when a match is located, automatically running the Applications specified. 280 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Polling Module 281 To start polling 1 Click Modules - Polling - Start or from the Polling toolbar. When this command is selected, the following dialog box appears: Figure 7.15: The Select Associations to Start dialog box 2 On the Select Associations to Start dialog box, select an Association Name. The corresponding File / Script Association(s) will be automatically selected in the right field. 3 Click OK. 4 Polling with begin and run for the time specified in the Polling Settings section. The Polling screen appears to confirm polling is active. Polling Screen During polling, you will see the Polling Screen active in the PayBase main view, providing a polling status of the Association Name and the Polling Interval time to next poll. Stop Polling Use the Stop Polling button to: Interrupt the Polling process PayBase Reference Manual 281

282 CHAPTER 7: MODULES AND SERVICES Polling Module Click the Stop Polling button or use the Stop Polling command from the Modules/Polling menu. A confirmation dialog box appears allowing you to confirm the stop order. Click Yes to stop Polling. Done Polling Use the Done Polling button or the Done command from the Modules - Polling menu to: Stop and close the Polling program after it has been launched. Polling will stop and PayBase displays a confirmation box. Choose Yes to close and end the Polling process. Data Files in the Polling Process During the polling process, the data file does not appear in the directory until the Application writing it closes the file. If the Application opens and closes, the file repeatedly, appending data to the end of the file, PayBase responds to the first file closing, locking the data file so another Application cannot open it for appending. Applications that write to data files directly in the polling directory should keep the file open for exclusive write access until it is completely written. 282 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 283 Tax Module Use the Tax Module to Setup Tax Criteria and Formats Setup Tax preferences Start Tax processing Setup Tax payment addenda Figure 7.16: The Tax Module Toolbar Tax Preferences Use this command to: Set PayBase to reset amounts to zero after processing tax payments Set PayBase to delete tax payment addenda information after processing tax payments Select Tax Depository and Tax Name defaults You can access this command the following ways: Click Modules, point to Tax, and click Criteria & Formatting Options Click from the Tax Module toolbar. When this command is selected, the following dialog box appears: PayBase Reference Manual 283

284 CHAPTER 7: MODULES AND SERVICES Tax Module Figure 7.17: The Tax Preferences dialog box Select Reset Amounts to Zero and Delete Tax Payment Addenda Info by placing check marks next to each entry. Reset Amounts to Zero After Tax Processing has occurred for a Tax Group (from within the Tax Processing Screen), all Tax Names within the processed Group will have their Amounts changed to 0.00. Delete Tax Payment Addenda Info After Tax Processing has occurred for a Tax Group (from within the Tax Processing Screen), the Tax Group will be deleted. Defaults: Tax Depository Used as the Default Depository within the Tax Format screen. Tax Name From the Tax Process screen, click to add a Tax Group/Tax Name combination or add a Tax Name to a Tax Group, the first Tax Name shown in the list will be the default value chosen here. Tax Criteria and Formatting Options Use this command to: Add and Delete Tax Criteria Specify Tax Criteria for your state 284 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 285 Specify Tax Criteria for other states When this command is selected, the following dialog box appears: Format Tab Figure 7.18: The Tax Criteria and Formatting Options dialog box with the Format tab in focus The Format tab is used for setting up Tax Names (usually States) and the formatting options that will apply for the name. PayBase Reference Manual 285

286 CHAPTER 7: MODULES AND SERVICES Tax Module Separator (mandatory) Can be entered in as either a character or ASCII xxx and validation and conversion will occur. Upon an error, a message box will show all valid ASCII ranges for delimiters. Separate Separate all tax fields empty or filled or select fields that contain data. Tax Payer ID Select a format option for the Tax Payer ID. Tax Code Select a format option for the Tax Code. Verify An option to include alternate verification of a taxpayers identity. Select an appropriate format. Amount Style Select a style for the tax liability amount owed or paid. Amount Format Select a format for the tax liability amount owed or paid. Date Format Select a format for the end date of the tax period for which the payment is being made. Zero Amt. Format Select the zero amount format either 0, 00 or 000. Tax Depository Retrieved from the list entered within the Depository screen, and defaults to the Depository setup within the Tax Preferences Screen (if no other depository has been chosen). Implementation Type Lets PayBase know whether you will be paying State or Federal taxes with the Tax Name selected. This is necessary to know for a number of reasons (Tax Payer ID min/max length for State = 1/15, Federal = 9/9; Amount Type for State = 1/1, Federal = 1/5; TaxPayer Verification field is not used for Federal). 286 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 287 Use as the total The Use as the total drop-down menu determines which Amount field should be used for the total payment amount. Or have the sum of all Amount fields. Use 4th Amount Field Enables a 4th Amount field on the Tax Payment Addenda screen. Tax Code Tab Use the Tax Code tab when setting up Tax Type Codes and their descriptions. These codes are available for selection once configured on the Tax Payment Addenda screen. Figure 7.19: The Tax Code tab PayBase Reference Manual 287

288 CHAPTER 7: MODULES AND SERVICES Tax Module Click Add to enter a new criteria. You will be prompted with the Tax Type code dialog box, shown on the next page. Figure 7.20: The Tax Type Code dialog box Amount Code Tab Select from these Amount Type Codes on the Tax Payment Addenda Screen, usually for 3 amounts, but up to 4. The Amount Code tab is shown: 288 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 289 Figure 7.21: The Amount Code tab Depository Tab The Financial Agents contracted by the U.S. Treasury for EFTPS (Electronic Funds Transfer Payment System) are Bank One (800) 945-8400 and Bank of America (800) 555-4477. Which one used for Tax Name depends on the Agent Bank assigned to your region. Most of the Northern US States use Bank One, and most of the Southern US States use Bank of America. See the ACH Rules book for more information. The Depository tab is shown: PayBase Reference Manual 289

290 CHAPTER 7: MODULES AND SERVICES Tax Module Figure 7.22: The Depository Tab Set up the Account Name, Bank Routing and Account Numbers and select a Depository Type. From the Format tab, a Depository Account Name is selected to use with the Tax Name. From the Tax Payment Addenda Screen, when user chooses a Tax Name, the Tax Depository is implied. Tax Payment Addenda Use this command to: Add/Remove Tax Groups Populate Tax Groups with Tax Names and set addenda for each Tax Name 290 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 291 From this screen, you associate Tax Names into Tax Groups and associate this combo with the chosen Tax Payer ID, Tax Type Codes, Tax Due Date, Amount Codes & Amounts. When this command is selected the following dialog box appears: Figure 7.23: The Tax Payment Addenda dialog box When the user selects the Payer Bank Info, if the Tax Payer ID is empty, it will get filled with the Company ID selected. Although the Tax Payer ID is usually the Company ID, State rules/regulations say that this value can be up to 15 characters long, where Federal say it can ONLY BE 9. This is how this field is validated. The Add and Delete buttons will Add/Delete a specific Tax Groups/Tax Name combination. Multiple Tax Names can be added at the same time by pressing the Add button. PayBase Reference Manual 291

292 CHAPTER 7: MODULES AND SERVICES Tax Module To select either the Tax Type Code or any of the Amount Type Codes, press the Browse button next to the field in question. This will bring up a selection dialog showing the Code and description of that code. Example of selecting a Tax Type Code: Figure 7.24: The Select Code from List dialog Scroll through the available codes and double click a code to add it. Add the necessary codes for one through three. The Amt Code4 and Amount 4 fields will usually be grayed out, unless Use Amount 4 was checked on the Tax Module Format Tab. The field length of the Amounts can be up to 8 numbers before the decimal and 2 after. This is dynamically enforced upon data entry. Tax Processing Use this command to: Select groups and launch tax processing You can process numerous Tax Groups chosen from a list of all Tax Groups. Tax Groups can be chosen/un-chosen by clicking on them or using the Check All or Clear All buttons. When this command is selected, the following dialog box appears: 292 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES Tax Module 293 Figure 7.25: The Tax Processing dialog box If more than one Tax Group is selected to be processed, the same Effective Date, Description, and Discretionary Data will be used for each Tax Group as it is processed. The Effective Date is a mandatory field. If you check the Process as Prenotes box, PayBase will process the selected Groups as prenote transactions. For an explanation of Prenotes, see the BT Glossary Help system accessed from the Main PayBase Help system. NACHA Pre-processor Since the majority of customers using the EPIC custom import piece use it for NACHA formatted files, the creation of a NACHA pre-processor that will format the file into a more easily read format by a PayBase link file has been completed. This step is completed as a pre-processor (outside of PayBase ) because of the NACHA rules and regulations which can change quarterly. The executable, named NACHAPRE.exe, can be launched from the Run... program or Explorer, or it can be added as a Custom User Tool in PayBase. PayBase Reference Manual 293

294 CHAPTER 7: MODULES AND SERVICES Tax Module To add it as Custom Tool, assign the NACHAPRE.exe to a user from the Work With Users - Assign Tools tab. The NACHA preprocessor takes a file that looks like the following: And makes it look like this: (now a link file can map to it): The fields within each line of the NACHA file are in fixed locations (fixed starting values and lengths). 294 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Polling Service 295 BT Polling Service The BT Polling Service allows PayBase to automatically initiate Polling during computer startup or manually using the Control Panel. No user logon or intervention is necessary when configured to run automatically at computer startup. The BT Polling Service is configured to run in the background and will not be viewable to a logged on user. PayBase will function in polling mode without any dialog messages appearing but with full auditing and error tracking alerts appearing in the Audit Log. During installation of PayBase, the BT Polling Service is available for installation in the Select Components screen: Figure 7.26: The Select Features screen with BT Polling Service selected PayBase Reference Manual 295

296 CHAPTER 7: MODULES AND SERVICES BT Polling Service Select BT Polling Service for installation. The BT Polling Service is configured using the Administrative Tools folder in the Control Panel and double-clicking Services. Once the Services screen appears, scroll to locate and right click on BT Polling Service. Select Properties. The following screen will appear: Figure 7.27: The BT Polling Service Properties screen with the General tab in focus Under the General tab, installation of the Polling Service will have preconfigured the Display Name, executable and Startup type fields. Options for the Startup type field using the drop-down menu are: Manual - The Polling Service is able to start manually using the BT Polling Service applet and clicking Start. Automatic - The Polling Service is able to start automatically on computer startup. The Batch Mode Command Line Arguments field must first be 296 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Polling Service 297 configured in the PayBase Polling Service Control Panel screen. See below. Disabled - The Polling Service is disabled. The optional Start parameters field can be configured with three command line settings: BTPollingService -i The Polling Service will be installed when clicking Start within the Service Status section on the General tab. BTPollingService -u The Polling Service will be uninstalled when clicking Start within the Service Status section on the General tab. BTPollingService - v The Polling Service will display the current version of the Polling Service and whether it is currently running or not. Click the Log On tab, the following screen will appear: PayBase Reference Manual 297

298 CHAPTER 7: MODULES AND SERVICES BT Polling Service Figure 7.28: The BT Polling Service Properties screen with the Log On tab in focus The Log On tab is pre-configured with the Local System account. When the Polling Service is started, the Local System account can be used instead of a user account. Note The Allow service to interact with desktop checkbox must remain cleared. Otherwise, a user who logs on could alter the processing of the Polling Service. The Polling Service functions in the background instead. Selection of This account allows another account to be selected using Browse. This account will be used when the Polling Service is started. The password fields are available to configure for the selected account. The User ID and Password is encrypted and stored in the system registry. The Polling Service will also track status messages in the NT System Log. 298 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Polling Service 299 The PayBase Polling Service Control Panel is accessed and started using the Control Panel once installed. Figure 7.29: The BT Polling Service Control Panel applet Double-click the applet from within the Control Panel and the following screen will appear: Figure 7.30: The PayBase Polling Service Control Panel screen The PayBase Polling Service Control Panel is where Polling can be started and stopped manually along with PayBase. The Service Status section will start and stop the Polling Service and PayBase together. The status of the Polling Service will appear next to State. Both the Polling Service and PayBase will be running in the background. A logged on user will not be able to view or stop the polling process in any way unless permission is granted by an Administrator to access the PayBase Polling Service Control Panel. PayBase Reference Manual 299

300 CHAPTER 7: MODULES AND SERVICES BT Polling Service The PayBase Status section will run or stop PayBase as a standalone application. The database connection is also selected and the Batch Mode Command Line Arguments are configured. The PayBase DSN Datasource drop-down menu is available for one or more choices of databases. If one is configured, it will automatically be selected. Notes Only one instance of PayBase can be started at a time using the Polling Service Control Panel. The Batch Mode Command Line Arguments field is used for running one or more PayBase polling associations. Use /P to indicate the argument is for Batch Mode Polling. Use *P in front of each Polling Association name that follows. An example of a command line argument used in Batch Mode Polling: /PS DSMITH DSMITH *PTestPolling. The user name is DSMITH, the password is DSMITH, and the Polling Association name is TestPolling. The Batch Mode Command Line is DES encrypted and saved within the Registry. Notes The PayBase Polling Duration is automatically set to Continuous during Batch Mode Polling. The PayBase timeout is automatically disabled during Batch Mode Polling. The Batch Mode Command Line Arguments field must be configured correctly for PayBase to launch when the Polling Service is started. 300 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Polling Service 301 Figure 7.31: The PayBase Service Control Center screen The PayBase Service Control Center is where Polling can be configured and Polling status can be viewed. Service Status The Service Status section will display the Polling status. Both BT Polling Service and PayBase will be running in the background. A logged on user will not be able to view or stop the polling process in any way unless permission is granted by an Administrator to access the PayBase Service Control Center. PayBase Status The PayBase Status section will display the activity status of PayBase. The following states are: Not Running Running in Batch Mode PayBase Reference Manual 301

302 CHAPTER 7: MODULES AND SERVICES BT Polling Service Running in Normal Mode Shutting down...(please wait) PayBase Control The PayBase Control section controls Disaster Recovery and Polling. Select or clear the checkboxes to activate or disable the options. Disaster Recovery The Disaster Recovery section will determine the number of checks back from the last checknumber audited in the Audit Log (AUD_TRANS) to recover when PayBase is abnormally shut down. When PayPayBase is restarted, it will restart the application and begin on the number of previous checks back and continue processing the remainder of the data file. The Process from X checks back in Audit Log is used to specify the number of checks back to begin the recovery process. For example, 5 checks back are specified, and checknumbers 1 through 10 are processed and audited in the Audit Log before PayBase is abnormally shut down. When PayBase is restarted, the recovery process will restart the failed application and continue processing at checknumber 5, spoiling and reprinting checks 5 through 10. The PayBase User ID and PayBase Password fields allows the Disaster Recovery to proceed. Type a PayBase database User ID and Password for database access. Both fields are DES encrypted when configured and saved within the Registry. Polling The Polling section is available to configure Batch Mode Command Line Arguments for use in execution of one or more PayBase polling associations. Use /P to indicate the argument is for Batch Mode Polling. Use *P in front of each Polling Association name that follows. An example of a command line argument used in Batch Mode Polling: /PS DSMITH DSMITH *PTestPolling The user name is DSMITH, the password is DSMITH, and the Polling Association name is TestPolling. Batch Mode Polling is designed to be started and stopped from the Polling Service or Polling Service Control 302 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Polling Service 303 The Batch Mode Command Line is DES encrypted and saved within the Registry. Notes The PayBase Polling Duration is automatically set to Continuous during Batch Mode Polling. The PayBase timeout is automatically disabled during Batch Mode Polling. The Batch Mode Command Line Arguments field must be configured correctly for PayBase to launch when the Polling Service is started. Click Close once the PayBase Polling Service Control Panel is configured. PayBase Reference Manual 303

304 CHAPTER 7: MODULES AND SERVICES BT Encryption Service BT Encryption Service The BT Encryption Service is included as an additional security precaution for input data files ready for Polling. As input data files are placed into a directory, the BT Encryption Service will encrypt the incoming files and place them into an outgoing directory. During installation of PayBase, the BT Encryption Service is available for installation in the Select Features screen. Configuration of the BT Encryption Service is accessible from the Control Panel. Click Start - Settings - Control Panel. Figure 7.32: The BT Encryption Service applet Double-click the above applet. The following dialog box will appear: 304 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT Encryption Service 305 Figure 7.33: The Input and output file locations... dialog box The Watched Directory field will configure the input data file directory for incoming data files. Files that are placed in this directory are ready for Polling. When the directory contains a file, the BT Encryption Service will encrypt the data file. The Service will then place each encrypted data file into the Encrypted File Directory. The encrypted data files are now ready for PayBase Polling. Using the (...) Ellipsis button, a Watched Directory can be configured. Note Network locator (UNC) paths such as \\MACHINENAME\ are not supported in both the Watched Directory and Encrypted File Directory fields. A local computer drive and directory must be selected. The following message box will appear when entered: PayBase Reference Manual 305

306 CHAPTER 7: MODULES AND SERVICES BT Encryption Service Figure 7.34: The UNC error message prompt The File Mask for Files to Encrypt field is able to accommodate file masking characters such as (*.*) as shown above. This will mask either the file name and/or extension once encrypted. The field is available for configuration. The Encrypted File Directory will contain the data files once encrypted. All data files will automatically be encrypted and moved from the watched directory to the encrypted file directory when configured. Click the (...) Ellipsis button or enter an Encrypted File Directory. The currently available Encryption Methods are shown. No Encryption can be selected to disable data file encryption The File Handling section allows cleanup and maintenance of data files in the watched and encrypted file directories. Select the following options: Delete source after encryption will delete the original un-encrypted data file once encrypted to prevent the Service from processing the data file more than once. This is recommended when a large number of files are placed into the Watched Directory. Overwrite target files having same name will overwrite any existing encrypted data files with the same name. This will avoid having several copies of an encrypted data file in the Watched Directory. Depending on your application, if encrypted data files are likely to have the same name, this option should be left cleared. Starting and stopping BT Encryption Service The BT Encryption Service is controlled by the Service Control Panel. All control functions are available using a standard Services configuration. Select Start - Settings - Control Panel and double-click Administrative Tools. Double-click Services. Use the Start, Stop, Pause and Resume buttons on the General tab to control the Encryption Service. 306 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 307 BT PPE Service The BT PPE Service allows you to produce secure PDF creation of processed items (Check, ACH payment, invoice, W2's, 1099s, purchase orders, etc.) with optional archive and email capabilities. When this service is installed, you can enable Applications to create a PCL file that is converted to a PDF file upon processing. This PCL to PDF conversion uses the BT PPE Service. Figure 7.35: The Select Features install screen with the BT PPE Service highlighted Once the BT PPE Service is installed, and you have restarted your computer, you can continue setting up this service for PCL to PDF creation. PayBase Reference Manual 307

308 CHAPTER 7: MODULES AND SERVICES BT PPE Service esend/ppe Enhancements Several enhancements have been added to the esend module. You can now send transmissions via fax. You can now add Void watermarks for checks. You can personalize the esend body text and subject line with information from your *.CGL file. esend body text has been expanded from 2000 to 4000 characters. If an esend email is not sent due to a busy server, you can now re-send emails as well as set the number of times to re-send. You can now set a secondary email server if you cannot send to the primary email server. You can add a secondary email address from the secondary email server to receive emails. Improved Event Viewer log that tracks PDF Name and address the email is going to, Archive path and Archive Doc title (check number). You can now move un-sent PDFs to a defined folder. To configure the BT PPE Service 1 Click Start - Control Panel - Settings. 2 On the Control Panel screen, double-click BT PPE Service. 3 On the PCL/PDF/Email, Fax, Archive screen, you will need to specify your PCL and PDF directories. 4 Click the Archive PDFs check box to enable the ImageView feature in PayBase. Note The PDF Archive feature is available only if you have purchased the optional ImageView module. 308 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 309 Figure 7.36: PCL- PDF - Email - Fax- Archive screen Note If you do not select the Archive PDFs checkbox the ImageView feature will not work in PayBase. PayBase Reference Manual 309

310 CHAPTER 7: MODULES AND SERVICES BT PPE Service Note It is recommended you do not make your PCL and PDF directories the same as this may lead to conflicts. 5 (esend module users only) In the Distribution Settings section, click Email. 6 In the Email Settings screen, select the appropriate SMTP settings to receive emails of your PDF output. If needed, click Advanced Settings. 310 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 311 7 On the SMTP - Advanced Settings screen, you can set the times you can resend, use a secondary SMTP server, move unsent PDFs to a folder and set Secondary SMTP server information. Click Apply. 8 On the PCL - PDF - Email - Archive screen, click Apply to save changes and Close to exit. 9 You will now need to start the BT PPE Service from the Services area. 10 Click Start - Settings - Control Panel - Administrative Tools. 11 On the Administrative Tools screen, double-click Services. 12 On the Services screen, double-click BT PPE Service. PayBase Reference Manual 311

312 CHAPTER 7: MODULES AND SERVICES BT PPE Service 13 On the BT PPE Service Properties screen, select your startup type and click Start. 14 Click OK. Note Any time you change a setting on your BT PPE Service, you will need to stop and restart the BT PPE Service. This includes any changes made via the control panel. Once your Service is configured and properly started, you can set up any Application assigned to you for PCL to PDF output. Setting up PCL to PDF Output If you purchase the ImageView, or esend modules, you will need to select the BT PPE Service when you install your PayBase Client. This service allows you to carry out PCL to PDF creation. Below are the following modules that leverage PCL to PDF Output. ImageView Module - Enables secure PDF creation of processed items (Check, ACH payment, invoice, W2's, 1099s, purchase orders, etc.). See the PCL / PDF Leaf section in the Applications chapter for more information. esend Module - Includes all ImageView functionality as well as email and fax capabilities. Once PDFs are created, they can be sent to recipients via an SMTP server or fax. See the Email Leaf and Fax Leaf sections in the Applications section for more information. Setting up Fax Support With fax support for the PPE Service, you can configure your PPE Service to send your PDF files via fax transmissions to specified contacts. Fax support is maintained much like Email settings within the PayBase application. In addition, the recipient information is maintained through the CGL and Participant Setup. The Fax server and global type settings are maintained via the Control Panel of the PPE Service. Currently the following Fax Servers are supported for PayBase: 312 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 313 RightFax ZetaFax RightFax How it Works This server creates a print queue, allowing the esend module (PPE Service) to send the PCL to this queue with embedded commands for faxing. Rightfax has the ability to convert PCL to PDF so the esend service can send the raw PCL to the fax printer queue. ZetaFax How it works This server supports a drop directory, which allows the esend module to drop a file containing the embedded commands into that location and linking it to a PDF document to fax. Since ZetaFax cannot convert PCL to PDF, the PPE Service drops a command file (*.SUB) in the ZSubmit directory with one of the commands in that file pointed back to the converted PDF (converted by the PPE Service) location. Note Zetafax requires access to the XSubmit directory on the ZetaFax server machine. Since the PPE Service is no longer limited to local drive access, this service can read and write from network paths. The service must be started using a Log On account with the necessary privileges. Maintaining Fax Support There are three main areas to maintain Fax support. Application Participant Setup PPE Service Control Panel PayBase Reference Manual 313

314 CHAPTER 7: MODULES AND SERVICES BT PPE Service The Application configuration sets who the fax is coming from. The Participant Setup configures who receives the fax and the PPE Service Control Panel configuration determines how the fax is sent. Application You can configure Fax support within your PayBase Application. This parameters set who the fax is coming from. the Participant Setup configures who receives the fax and the PPE Service Control Panel configuration determines how the fax is sent. With your Application open, expand the PCL / PDF branch in the left menu tree. Expand the Fax branch and modify your "From" information. To modify Fax detail criteria in your Application 1 Open the desired Application. 2 In the Tree pane, expand Options and PCL / PDF. 3 Expand Fax and in the Edit pane, click Yes. 4 In the Tree pane, highlight Fax Details. 5 In the Edit pane, double-click for details. 6 Set the name of whom the fax is coming from as well as a cover sheet and fax quality and priority. 7 Click Esc to exit. Note Refer to the Fax Leaf in the Application section for more information. Participant Setup When Fax support is enabled within your Application, it will either use the CGL file or the Participant Lookup values to set who and where the PDF file is 314 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 315 sent to. If the values are not set in the CGL file, you will need to modify the Particpant section as shown below. To modify Fax information in the Particpant Lookup 1 Click Modules - Paticipant - Participant Setup. 2 On the Participant Setup screen, double-click the Participant you want to work with. (If you have not set up Participants, see the Participant Module section. 3 On the Modifying a Participant screen, click Fax. 4 On the Receiver Fax Settings screen, set who to send the fax to, their number and the company name. Click OK. 5 On the Modifying a Participant screen, click OK. and on the Participant Setup screen click Done. Note In addition, you can use the Participant Import function to store the Name, Number and Company. See the Participant Import section for more information. PPE Service Control Panel The final step in configuring your Fax support is to set the parameters of how the fax is sent. To configure fax settings 1 Click Start- Settings - Control Panel. 2 On the Control Panel double-click PPE Service. PayBase Reference Manual 315

316 CHAPTER 7: MODULES AND SERVICES BT PPE Service 3 On the PCL - PDF - Email - Fax - Archive screen, in the Distribution Settings section, click Fax. 4 On the Fax Settings screen, select one of the two supported Fax servers. If you select RightFax - The Fax Printer drop down is enabled and you will need to select the Fax Printer associated with RightFax. 316 PayBase Reference Manual

CHAPTER 7: MODULES AND SERVICES BT PPE Service 317 If you select ZetaFax - The ZSubmit Directory is enabled. You will need to set this directory so the PPE Service drops a command file (*.SUB) in the correct directory. 5 Click OK. 6 On the PCL - PDF - Email - Fax - Archive screen, click Apply. PayBase Reference Manual 317

318 CHAPTER 7: MODULES AND SERVICES BT PPE Service 318 PayBase Reference Manual

Chapter 8: Reporting and Sorting C HAPTER REPORTING AND SORTING In this chapter we will explore the following topics: Working with Reports Audit Working with Crystal Reports Auto Maintenance Payment Sorting PayBase Reference Manual 319

320 CHAPTER 8: REPORTING AND SORTING Working with Reports Working with Reports Reports allows you to monitor activity within PayBase You can access the Work with Reports feature the following ways: Click Report - Work with Reports Click. The following report view will appear: Figure 8.1: Reports with the System Log tab in focus. 320 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Reports 321 There are six different kinds of reports that can be accessed through the Report menu from the PayBase main screen. System Log (default view) Transaction Log CFA Payment Log CFA Transmission Log ACH Payments Log ACH Transmission Log These reports, referred to as Logs, allow you to view records. PayBase Reference Manual 321

322 CHAPTER 8: REPORTING AND SORTING Audit Audit Once the reports are open, you can view, print, and modify them in this view. The following toolbar is now visible: Figure 8.2: The Audit toolbar is visible once the Work with Reports command is selected. Done After viewing and/or modifying Reports, use this button to close the Reports dialog. You will be returned to the previous dialog. Columns Selections Use Column Selections to select the columns to be used in a report. Click this button to display the following dialog box with the Column Properties tab in focus: Figure 8.3: The Report Properties dialog box with the Column Properties tab in focus. 322 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 323 The Report Properties dialog box is used for the Audit Log as well as the Manual Payments preview. Information about the Audit Log is listed first and information about Manual Payments is listed second. Click Columns from the Audit toolbar to: Access the Report Properties dialog with the Column Properties tab displayed. Make changes to column selections for the current report. Change column positions from left to right. Audit Log Use this tab to specify which columns will be included/excluded from the current Audit Report output. Columns listed in the left may be added to the report structure, columns listed in the right are currently added to the report structure and may be removed. Preview Manual Payments Use this tab to specify which columns will be displayed while previewing Manual Payments. Columns listed here are taken directly from the Manual Payment Application. Any fields that are part of the Manual Application can be added to the Column Selections of the check preview. To work with this tab: To remove a single column from the report display, double click on the column name and it will be added to the left side. To remove multiple columns, click and drag to select the columns with your cursor, then click. To add columns that are not sequential, hold the CTRL button and select each column with your cursor, then click The order of columns as they are displayed from left to right can be modified by moving fields up and down. A field listed at the top of the list will be displayed in the first column to the left and so on. To move a particular field, highlight the field with the cursor and click and. To accept changes, click OK. To make no changes, click Cancel. Click Apply to save the current changes and continue working without closing the dialog box. You may click on the Sort or Total Properties tabs as well as make changes to those settings. PayBase Reference Manual 323

324 CHAPTER 8: REPORTING AND SORTING Audit Note All columns have been added to the right Column Properties scroll box for display in the report. A user would determine if a column is to be removed or its order be changed in the report. To create a sample report 1 On the Audit toolbar, click the Columns button. 2 On the Report Properties screen, in the left-hand column, highlight column properties you would like in your sample report and click the right arrow to bring the column property to the right-hand column. 3 Once you have all the column properties you want in the right-hand column, use the Up and Down buttons to arrange the properties as you would like them to display. 4 Click the Sort tab. 5 On the Sort tab, in the right-hand column, right-click a column property to select ascending or descending order. 6 Click the Total Properties tab. 7 On the Total Properties tab, in the right-hand column, right-click a column property. 8 On the Total Properties screen, select our Totaling and Counting parameters and click OK. 9 On the Report Properties screen, with the Total Properties tab in focus, click OK. Filter Use the Filter Properties button to change which Filters are used for the current Report. Adding Filters will remove data from the report viewer. 324 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 325 Figure 8.4: The Filter dialog box There are a number of filters that can be added to the current Report. Use the Filter dialog box to add a new Filter to the current Report File. Select the Filter button from the toolbar and the Filter dialog box appears. You can Filter specific information by identifying the Column, Operator (function) and Value (or values) of the Filter. How to Filter 1 Select a column to filter by clicking on the drop-down arrow and scrolling in the Column list box. 2 Click an operator in the Operator drop-down list box. See table below for explanation of each operator. Once an operator is chosen, it is described in the Return Data if scroll box on the bottom of the Filter dialog box. < Less Than > Greater Than PayBase Reference Manual 325

326 CHAPTER 8: REPORTING AND SORTING Audit <= Less Than or Equal To >= Greater Than or Equal To = Equal To <> Not Equal To <= >= Between or Equal To < > Between Figure 8.5: Available operators in the Operator drop-down list box 3 Then pick a Value. If it is an amount, use the number pad. If it is a User, enter the exact User name. Use the Show Values button to show the available values for the selected Column. These values will differ according to the Column. 3 To add another filter, click Add AND for an And statement. Click the Add OR to add an Or statement. Notes Using the Add AND button, the next filter created will be ANDED to the previous filter. This makes the cursor in the Filters box advance downward. Using the Add OR button, the next filter created will be ORED together to the previous filter. The cursor will remain fixed until clicking the Add AND button. 4 Notice at the bottom of the dialog box is a representation of what the Filter will accomplish (the SQL statement) in the Return Data if scroll box. See the example below: Figure 8.6: The Return Data if scroll box Example: An Application will print 1,000 Accounts Payable checks and this will be done at two PayBase sites. The Accounting department needs to see a list of only those checks over $2,500 sorted for each user. However, the Accounting department only needs to see the Payee and Check Amount information. Each 326 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 327 User can create a Filter to show only this information in the current Audit Log. To configure a Filter 1 In the Column box, select Field1, in this case it is the check amount. 2 In the Operator box, select Greater than or equal to (>=). 3 In the Value box, type in 2500.00. 4 Notice in the Return data if section, it reads Field1 Greater Than or Equal To 2500. 5 Click Add AND. This Filter will be added. 6 Repeat the process for the necessary Filter: UserName = AcctPay1 (or AcctPay4) 7 Click OK, then click Sort from the Audit Toolbar. 8 Double click UserName to move to the right side Sort box. 9 Select and right click column to determine sorted order if needed. After the application is processed, the specific Audit information will be listed with the selected Filters and sorted by UserName. Tip A filter can be added to any number of reports, including Manual Payments. Click Maintain Filters to maintain all previously created filters. The Filter Maintenance dialog box is used for renaming and deleting filters created for the displayed database table. Select a filter in the Saved Filters field and use either the Save Filter or Delete Filter buttons. Enter a new name for the selected filter in the Save As box and click Save Filter to save the new filter name. Select a filter and use the Delete Filter button to remove the selected filter. Click Done to return to the Filter dialog box. PayBase Reference Manual 327

328 CHAPTER 8: REPORTING AND SORTING Audit Figure 8.7: The Filter Maintenance dialog box Sort Click the Sort button from the Audit toolbar to specify what columns will be sorted in the Audit Log. 328 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 329 Figure 8.8: The Report Properties dialog box with the Sort tab in focus. The Report Properties dialog is used for the Audit Log as well as the Manual Payments preview. Information about the Audit Log is listed first and information about Manual Payments is listed second. Audit Log Use this tab to specify which columns will be sorted in the current Audit Report output. Columns listed in the left may be added to the sorting structure, columns listed in the right are currently added to the sort structure and may be removed. Preview Manual Payments Use this tab to specify which fields will be sorted while previewing Manual Payments. Fields listed here are taken directly from the Manual Payment Application. Any fields that are part of the Manual Application can be added to the Sort Properties of the check preview, but is limited to a maximum of 10 fields. To work with this tab: To add a single column sort, double click on the column name and it will be added to the right side. To add multiple sort columns, click and drag to select the columns with your cursor, then click. To add multiple PayBase Reference Manual 329

330 CHAPTER 8: REPORTING AND SORTING Audit sort columns that are not sequential, hold the CTRL button and select columns with your cursor, then click. To remove a single column sort, double click on the column name and it will be moved to the left side. To remove multiple columns, click and drag to select the columns with your cursor, then click. To accept changes, click OK. To make no changes, click Cancel. Click Apply to save the current changes and continue working without closing the dialog box. You may click on the Column or Total Properties tabs to make changes to those settings. To determine sorted order within a column, right click on a column in the right list box as demonstrated in the above Report Properties dialog box. Select Properties. Select either Ascending or Descending and the column will be marked with ASC or DESC respectively. The default column sort order is Ascending. Total Properties Use the Total Properties button to choose which information is totaled. Use this button to: Specify which columns will be totaled in the Audit Report display. Configure properties of a column to be totaled. 330 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 331 Figure 8.9: The Report Properties dialog box with the Total Properties tab in focus. The Report Properties dialog is used for the Audit Log as well as the Manual Payments preview. Information about the Audit Log is listed first and information about Manual Payments is listed second. Audit Log Use this tab to specify which columns will be totaled in the current Audit Report output. Columns listed in the left may be added to the totaling structure, columns listed in the right are currently added to the totaling structure and may be removed. Preview Manual Payments Use this tab to specify which fields will be totaled while previewing Manual Payments. Fields listed here are taken directly from the Manual Payment Application. Any fields that are part of the Manual Application can be added to the Total Properties of the check preview, but is limited to a maximum of 10 fields. To work with this tab: To add a single column total, double click on the column name and it will be added to the right box. To add multiple columns, click and drag to select PayBase Reference Manual 331

332 CHAPTER 8: REPORTING AND SORTING Audit the columns with your cursor, then click. To add multiple columns that are not sequential, use the CTRL button, select the columns with your cursor, then click To remove a single column total, double click on the column name and it will be moved to the left box. To remove multiple columns, hold the CTRL button while selecting columns with your cursor, then click. To accept changes, click OK. To make no changes, click Cancel. Click Apply to save the current changes and continue working without closing the dialog box. You may click on the Column Properties or Sort tabs to make changes to those settings. Once the desired columns are moved to the right box, right click on a column to select Properties. The Total Properties dialog box will appear: Figure 8.10: The Total Properties dialog box Select the desired options in the Total Properties dialog box. Total on Sort breaks If selected, will total a column if a value is changed. Total at end of report If selected, will total a column at the end of the report. Count on Sort breaks If selected, will count a column when a value is changed. Count at end of report If selected, will count a column at the end of the report. Sort break columns Select column to sort when a value in a column changes. This is only used when Total and Count on Sort breaks checkboxes are selected. Figure 8.11: The Total Properties dialog box options. Note At least one Sort breaks checkbox in either the Totaling or Counting sections must be selected for the Sort break columns drop down list box to be active. 332 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 333 Save Use this button to save the report. Type the Report name, choose whether or not to make it your default, and click OK. The report will be saved. Figure 8.12: The Save Report dialog box How to save a report 1 Click the Save button from the Audit toolbar. 2 On the Save Report dialog box, in the Report name section, type a name for the report and click OK. Retrieve Use this button to retrieve a previously saved report. The Select a Report dialog box will appear. Choose from the available reports to open the report. PayBase Reference Manual 333

334 CHAPTER 8: REPORTING AND SORTING Audit Figure 8.13: The Select a Report dialog box Select a report from the listed Reports and click OK. Click Cancel to make no changes. Delete Reports Use this button to delete selected reports from the database. You must have the permission to delete a report to complete this function. Figure 8.14: The Select Report(s) to Delete dialog box 334 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 335 Print To print displayed reports, use the Print Reports button. Select from the available printers and click OK. The report will be printed to the selected printer. If no printers are listed, then one has not been assigned to the current User. Use the Work With Users command from the Security menu to add printers to the current User. The report printing format is landscape to accommodate as many columns as possible, and overflow will be printed on additional pages. All report properties should be the same when they are printed. Held printers are not supported because these reports do not use PCL to print. When selecting the Print button, the dialog box on the following page will appear: Figure 8.15: The Select Printer dialog box To print a report after a check run 1 Click File - Open Assigned Applications. 2 On the Open PayBase Application File screen, highlight an Application file and click OK. 3 With your Application open, expand the Reports branch. 4 In the Edit pane, double-click Add Report. 5 On the Select Report screen, highlight the desired report and click OK. 6 On your Application view, under the Reports branch, highlight Print Audit Reports after Processing. 7 In the Edit pane, double-click No to change it to Yes. PayBase Reference Manual 335

336 CHAPTER 8: REPORTING AND SORTING Audit 8 On the Reports branch, highlight Reports Printer. 9 In the Edit pane, double-click Add Printer. 10 On the Select Printer screen, highlight a desired printer and click OK. 11 The report automatically prints after the check run. Preview Reports To preview a report prior to printing it, use the Print Preview button. You will be prompted to select a printer since PayBase must know which printer driver will be used. This will determine how the report will look if it was sent to the selected printer. If no printer is assigned to you, then you will be unable to preview the Audit report. To preview a report 1 On the Audit toolbar, click the Preview Reports button. 2 On the Select Printer dialog box, highlight one of the available printers and click OK. Delete Records Use the Purge Records button from the Audit toolbar to list the specific period of dates of records that will be cleared from the Audit Log. The Delete Records dialog box will appear: Figure 8.16: The Delete Records dialog box 336 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 337 To Delete Records 1 In the Start Date prompt box, the dates of actions will be listed. Highlight a date from those available as a beginning date of records to delete from the Audit Log. 2 In the End Date prompt box, the dates of actions will be listed. Highlight a date from those available as an ending date of records to delete from the Audit Log. 3 Select Delete Records to delete from the entire database. Since the current Audit Log may have audit filters and only certain columns, not all of the Report Information may be displayed. Deleting from the entire database means the deletion will be made from the whole database and not just the displayed Report Information. No check mark in this box means that only the displayed information will be deleted. 4 Select Archive Records to remove records from the Audit Log and place into Archive. When the Show Archived Records option is selected from the Audit toolbar, records deleted will be displayed as Archived. 5 Click OK and the information listed will be cleared from the Audit Log. Use Cancel to cancel the transaction. Exporting Reports In some cases, you may want to import a report into a spreadsheet program for alternate uses. To do that, you must export the report from PayBase To export a report 1 Click File - Export. Note If you want to use a previously saved format, highlight it in the Export Format section in the dialog below. 2 In the Export Type dialog box, in the Format Name section, type the name for this export setting and click Save. 3 In the Export Type section, use the scroll bar and highlight Report Data. 4 In the Export Items section, highlight a report to be exported. 5 Click Browse to changed the file path to where you want the report saved. PayBase Reference Manual 337

338 CHAPTER 8: REPORTING AND SORTING Audit 6 In the Format section, choose your file format. The most common is Delimited Text with a comma (,) or tilde (~) delimiter. 7 Click Export. 338 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 339 Notes The report is saved as an *.rpn file and can now be imported into another program such as a spreadsheet application. The following are Export Format types: SQL Insert Statements Delimited Text Fixed Width Text Different Kinds of Reports There are six reports that can be accessed within the reporting structure. Each displays different information. System Log Transaction Log CFA Payment Log CFA Transmission Log ACH Payments Log ACH Transmission Log System Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the System Log. DateTime - The date the action was taken. UserName - The name of the user that completed the system function. Site - The name of the Site that completed the System action Activity - The specific activity that was performed, such as User Deleted Audit Records Field1 - The following are ten fields which will at times display system information that varies from system to system. These fields are determined by PayBase and cannot be modified by the user. Field2 Field3 PayBase Reference Manual 339

340 CHAPTER 8: REPORTING AND SORTING Audit Field4 Field5 Field6 Field7 Field8 Field9 Field10 Client - This field displays the IP address of the Client/ServerDate ServerDateTime - The Date and Time that the record was reflected at the Server. Transaction Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the Transaction DateTimeStamp - The date the payment was processed. UserName - The name of the user that completed the transaction. ApplName - The name of the Application as it appears at the Server.Activity The name of the specific transaction function that was completed. Activity - The specific activity that was performed, such as User Deleted Audit Records StartPmtNum - The starting check number. EndPmtNum - The ending check number. Amt - The amount of the transaction. Document - The document that was used to process the payment (the Form file) Payee - The name of the person or company receiving the payment/advice. Transit - The bank identification number, assigned by the Federal Reserve. Onus - The account transit number from which the payment was drawn. Site - The Site from which the payment was processed Printer - The name of the Printer (if applicable) that was used to print the check UserField1 - The following are fields which will at times display transaction information that varies from system to system. These fields are determined by PayBase and cannot be modified by the user. 340 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 341 UserField2 UserField3 UserField4 UserField5 UserField6 UserField7 UserField8 UserField9 UserField10 UserField11 UserField12 UserField13 UserField14 UserField15 GroupFile -The name of the Group file that was used within the Application. GroupKey - The specific Key that was used for this payment. CHKTrans -Designates the payment as a check. ACHTrans -Designates the payment as an ACH (electronic payment). VOIDTrans - Designates the payment record as one that is voided. CFATrans - Designates the payment as a Check Fraud Avoidance record. MDETrans - Designates the payment as a Manual Data Entry record. ACHType - This field designates the type of ACH payment. Client - The IP address of the Client that processed the payment. BatchID - The Batch ID assigned to this payment record. ServerDateTime The Date and Time that the record was reflected at the Server. CFA Payment Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the CFA Payment Log. PayBase Reference Manual 341

342 CHAPTER 8: REPORTING AND SORTING Audit PmtType - Indicates if the payment is a Check (C), Manual (M) or Paid with Exception (E). Payee - The name of the payee on the check. Site - The name of the Site that created the payment. StripNum - The CHECKNUMBER stripped of leading zeros. (During the Match process, PayBase reads the number stripped) Transit - The bank identification number, assigned by the Federal Reserve. Onus (Account Number) - The customer's checking account number. PmtDate - The date appearing on the check. Amt - The check amount. PmtNum - The Payment Number. EXTRA1 - The first extra user-defined field. EXTRA2 - The second extra user-defined field. EXTRA3 - The third extra user-defined field. EXTRA4 - The fourth extra user-defined field. EXTRA5 - The fifth extra user-defined field. EXTRA6 - The sixth extra user-defined field. EXTRA7 - The seventh extra user-defined field. EXTRA8 - The eighth extra user-defined field. EXTRA9 - The ninth extra user-defined field. EXTRA10 - The tenth extra user-defined field. EXTRA11 - The eleventh extra user-defined field. EXTRA12 - The twelfth extra user-defined field. EXTRA13 - The thirteenth extra user-defined field. EXTRA14 - The fourteenth extra user-defined field. EXTRA15 - The fifteenth extra user-defined field. UserName - Name of user who printed the check, and created the payment record. DateTimeStamp - The date the payment was processed. PmtStatus Codes - Stored (status 0): the payment record was created by a PayBase check printing run, but no Check Fraud Avoidance functions have been performed on the record. 342 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 343 - Built (status 1): the payment record has been included in a Payment File by the Check Fraud Avoidance Build function. - Transmitted (status 2): the payment record was included in a Payment File (as above), and has been transmitted to the bank over a telephone line by the Check Fraud Avoidance Transmit function. - Voided (status 3) when the document is Voided through the recovery process. - Voided (status 4): the payment record was Voided by the Check Fraud Avoidance Void function, before it could be included in a Payment File, and at the user's election may be included in a Void File. - Stop Payment (status 5): the payment record was included in a Payment File (as above), and has been included in a Stop Payment File by the Check Fraud Avoidance Stop Payment function. - Paid (status 6): a record that was paid at the bank and matched all of the original payment information.- Paid with Exception (status 7): a record that was honored at the bank but does not match your records. - Built Void Record (status 8): a voided record, Status 4, that was built into a Void file. Also a Stored record, (Status 0), that was selected from the Select Payments dialog box and built to a Void file. - Transmitted Stop Record (status 9): a built stop record, Status 5, that was built and transmitted. BatchNum - The number of the Batch File containing the Payment record. BankName - The name of the Bank from which the payment was processed. CondenseOnus - The ONUS number stripped of any spaces or dashes. This is how the bank will read the ONUS number. Cleared Date - The date the payment was cleared. Cleared Amount - The amount of the cleared payment. DNA1 - This table is reserved for future functionality. DNA2 - This table is reserved for future functionality. CFA Transmission Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the CFA Transmission Log. BankName - The name of the Bank from which the payment was processed. PayBase Reference Manual 343

344 CHAPTER 8: REPORTING AND SORTING Audit Transit - The bank identification number, assigned by the Federal Reserve. DateTimeStamp - The date the payment was processed. RecTotal - The total number of records for the transmission. TotAmt - Total of all the payments for the transmitted file. UserName - The User that completed the Transmission. FileSize - The size of the received file in Kilobytes. Hours - The number of hours that the transmission lasted. Minutes - The number of minutes that the transmission lasted. Seconds - The number of seconds that the transmission lasted. TransmitStatus - The current Status of transmission (errors will appear here as well, such as Modem Failure, etc.) TransmitFile - The Path and FileName of the transmitted file. BatchNum - The number of the Batch File containing the Payment record. BatchNum - The number of the Batch File containing the Payment record. 344 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 345 ACH Payments Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the ACH Payments Log PmtNum - The payment number. EffectiveDate - The effective entry date of the payment. Amt - The total amount of the transaction BatchDescription - The batch description ACHParID - The ACH Participant ID ParName - The ACH Participant name ParRoutingNum - The ACH Participant Routing number ParOnus - The ACH Participant Onus number ParTransCode - The ACH Participant Transit code BatchEntryClass - The Entry Class code for the Batch PmtStatus - The current status of the payment The Payment Status column can have the following values: (status 0): - Initial status while data file is being processed. This value will only appear within the Audit Log if ACH Processing had some major problem and couldn t complete its steps. This is a very rare occurrence. (status 1): - Processed (status 4): - Built (status 5): - Transmitted Note You will not be able to purge/delete items from the ACH Transaction Log unless the payment status is 4 or 5. To remove items where the status is 0 or 1 you must spoil the transaction via the application or purge directly from the database (ACH_Payments table). Release - Status of payment, released or not released Reviewed - Status of payment, reviewed or not reviewed CompanyID - Internal ID assigned to company BankName - The name of the financial institution RoutingNum - The routing number of the account Onus - The onus number of the account PayBase Reference Manual 345

346 CHAPTER 8: REPORTING AND SORTING Audit BatchDiscretionary - Optional originator/odfi file description PmtDiscretionary - Optional originator/odfi defined field TerminalCity - The city where the POP transaction terminal is located. TerminalState - The state where the POP transaction terminal is located. FXIndicator FXRefIndicator FXReference ISODestCo ISOOrigCur ISODestCur TranTypeCode ForeignRDFI - The Receiving Depository Financial Institution for foreign payments. ForeignAcct - The foreign account number to which the payment will be deposited. ForeignAmt - The amount of the payment in foreign currency. ForeignTrace AddendaKey - (For system use only) Links Payment table to Addenda table. ACHFileNum - The number assigned to the ACH File; for identification. ACHBatchNum - The number assigned to the ACH Batch. ProcBatchNum - The Batch in which the payment was processed. UserName - The name of the user that completed the transaction. DateTimeStamp - The time and date on which the transaction occurred. ServerDateTime - The date and time on which the transaction was processed by the Server. DNA1 - This field is reserved for future functionality. 346 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Audit 347 ACH Transmission Log Displayed below are the available fields that can be included in the Column Properties, the Sort Properties, and the Total Properties for the ACH Transmission Log. BankName - The bank to which the file was sent. Transit - The Transit number referenced. DateTimeStamp - The time and date the transmission was sent. RecTotal - The total dollar amount of the sent file DebitAmt - Amount of Debit CreditAmt - Amount of Credit UserName - The User who sent the file. FileSize - The size of the file in KB Hours - The number of hours the transmission took. Minutes - The number of minutes the transmission took. Seconds - The number of seconds the transmission took. TransmitStatus - The current status of the transmission. TransmitFile - The path and file name transmitted. FileID - The assigned File ID for the transmitted file. PayBase Reference Manual 347

348 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports Working with Crystal Reports Two commands are available from the Report menu to access Crystal Reports: Work with Crystal Aliases Preview Crystal Reports Work with Crystal Aliases Use this command to: Add and delete Crystal Aliases from PayBase Maintain Crystal Aliases names Designate the Crystal Aliases path When you select this command, the following dialog box appears: Figure 8.17: The Work with Crystal Aliases dialog box 348 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 349 To add a new Alias 1 Click Reports - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box in the Alias field, type name of the new Alias, click Add. 3 The Alias is added to the Existing Aliases and alphabetized using the current default directory. Notes The function of adding or deleting aliases is only the recognition of the Alias by the PayBase reporting structure. This does not actually create the Crystal Alias. This will be done directly from Crystal Reports. For ease of administration, it is recommended that all Aliases exist in the same folder. However, it may be necessary to have private reports. In this case, change the Path of the Alias by clicking Browse and specifying the new folder. To delete an Alias 1 Click Reports - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box, select an Alias from those available. 3 Click Delete. There is no confirmation for this command. The Alias will be deleted immediately. To return the Report File path to its original path 1 Click Reports - Work with Crystal Aliases. 2 In the Work with Crystal Aliases dialog box, click Reset Paths. Preview Crystal Reports Use this command to: Preview a Crystal Report When this command is selected the following dialog box appears: PayBase Reference Manual 349

350 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports Figure 8.18: The Select a Crystal Report dialog box To preview a Crystal Report 1 Click Report - Preview Crystal Reports or click. 2 On the Select a Crystal Report dialog box, select an alias and click OK. 3 On the Select Printer dialog box, select the appropriate printer to view and print the report, and click OK. Notes An Alias for the Report must be setup prior to viewing a Crystal Report (see p.349). The current user must be assigned the report (see p.320). You must select a specific printer before viewing a report because different printers contain different printer drivers that affect the output view of the report. Held files cannot be viewed or displayed. Viewing Crystal Reports When the proper alias is selected and a printer is chosen, the Crystal Report view will appear: 350 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 351 Figure 8.19: Crystal Report sample as viewed in PayBase Close Report Click this button to close the current view. No confirmation will occur; the report will close immediately. Jump to Page One Click this button to return to the first page of the Report. This is helpful when you are at the end of the report and you want to return to the beginning without jumping through each page. If you are at the beginning of the report, this button will not be available. Jump Back One Page Use this button to jump back one page in the report. If you are at the beginning of the report, this button will not be available. PayBase Reference Manual 351

352 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports Jump Ahead One Page Use this button to go ahead one page in the report. If you are at the end of the report, this button will not be available. Jump to Last Page Use this button to go to the last page of the Report. This can be helpful when the information you need, such as a Total, is listed on the last page. If you are at the end of the report, this button will not be available. Stop Jump Use this button to stop your current jump. This can be useful when the page is not loading right away. Most pages will not require you to stop the loading process. Print Current Report Click this button to print the current report to the Printer you specified in the previous dialog box. When Print is chosen, the Print dialog will appear, as shown below: Figure 8.20: The Print dialog box The following selections are available; All, or, Pages: Choose the All radio button to print every page of the report. Click on the Pages radio button to specify a range of pages to print. Copies: Choose the number of Copies of the report to print. Click on the arrow up to increase the number of reports or click on the arrow down to decrease the number of reports to print. Collate Copies: 352 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 353 Place a check mark in the Collate Copies box to print one report at a time with all pages staying together. Each copy will print in this fashion. Click OK to begin printing or click Cancel to print no report. Report Data Click this button to reflect any changes that may have occurred to the data. You will receive a confirmation dialog, shown here; Click OK to repost the data or Cancel to leave the report as is. Export Click this button to export the report data based on a Format and Destination. The Export dialog will appear, as shown here; Figure 8.21: The Export dialog box There are a number of different formats, from Excel to Character-separated values to HTML, Lotus and ODBC formats. To specify in what format the data will be exported, click on the drop-down arrow, then use the scroll buttons to move through the available Formats. You must also choose a Destination. The available choices include; Disk File Exchange Folder PayBase Reference Manual 353

354 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports Lotus Notes Database MAPI When the criteria is set, click OK and the Export will begin. If Disk File, Exchange or Lotus is selected, you will be prompted to specify the location. If it is a MAPI configuration, the Send Mail dialog will appear. Zoom Percentage The default display percentage is 100%. To change the normal setting, click the drop-down arrow of the Zoom box and choose a percentage from the wide range available. Use small percentages to ensure columns line up and large percentages to view data. Page Width setting equals 100%, Whole Page setting equals 50%. Find Value Enter a value into the Find Value entry box to locate a value in the report. In this example, we are searching for 12345, which is a Company ID. To find a value, enter it into the entry box, and click Find. The search will begin for the value. When it is located, a box will appear around the value. Click Find again to look for the value again. If no match is found initially or after the last entry is identified, a dialog will appear informing you that there are no more matching items. Click OK to close this dialog. Note Information contained in Column headings and Headers cannot be searched for. 354 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 355 Auto Maintenance This function allows you to create a schedule for cleaning up dated information within PayBase tables. Use this command to: Setup Automatic report archiving and purging Set Auto Maintenance options When you select this command, the following dialog box appears: Figure 8.22: The Advanced Maintenance Properties dialog box Archive Tab Use the Archive tab to carry out the following: PayBase Reference Manual 355

356 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports Set the number of days until records are archived and assign a filter for the following tables: AUD_SYSTEM AUD_TRANS CFA_PAYMENTS CFA_TRANSMIT ACH_PAYMENTS ACH_TRANSMIT BACS_PAYMENTS BACS_BHEADER BACS_CONTRAS BACS_ERRORLOG BACS_REPORTS IBACSSUBMISSIONTOSESSION IPBACSTRANSMISSIONSTATUS WEBUSERREQUESTTOSUBMISSION WEBERRORCONDITIONS WEUSERREQUESTS To set the number of days and filters to archive 1 Click Report - AutoMaintenance. 2 On the Advanced Maintenance Properties dialog box, click the Archive tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be archived. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Purge, Purge Archive or Options tabs to configure more maintenance parameters. 356 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 357 7 Click OK to confirm the maintenance configuration. Purge Tab Use the Purge tab to: Purge the Archive files of the same tables available from the Archive tab: To configure Purge settings 1 Click Report - AutoMaintenance. 2 On the Advanced Maintenance Properties dialog box, click the Purge tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be purged. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Archive, Purge Archive or Options tabs to configure more maintenance parameters. 7 Click OK to confirm the maintenance configuration. Note If you specify on the Archive tab to archive records after 2 days and specify to Purge after 3 days, for instance, no records would ever be purged. All the records would be archived prior to being purged. If the reverse were true, Purge after 2 days and Archive after 3 days, no records would ever be archived. All records would be deleted before an Archive could occur. Purge Archive Tab Use the Purge Archive tab to: Configure Purge Archive settings for the same tables listed above. To configure Purge Archive settings 1 Click Report - AutoMaintenance. PayBase Reference Manual 357

358 CHAPTER 8: REPORTING AND SORTING Working with Crystal Reports 2 On the Advanced Maintenance Properties dialog box, click the Purge Archive tab. 3 In the TABLE column, click box to enable the table (the row is greyed out and becomes white). 4 In the NUM DAYS column, type the number of days to wait until all the entries in the Log will be Purged and Archived. 5 (Optional) In the USE FILTER column, use the drop-down menu to select a filter. 6 Click Apply to save the changes, or click the Archive, Purge or Options tabs to configure more maintenance parameters. 7 Click OK to confirm the maintenance configuration. Options Tab Use the Options tab to: Run the Maintenance options with the current settings Specify to run the Maintenance options before opening the Report or Crystal Report views Run Maintenance Options while PayBase is initializing To configure Options settings 1 Click Reports - Auto Maintenance. 2 On the Advanced Maintenance Properties dialog box, click the Options tab. 3 Click Activate Now to run Maintenance options using the current settings. 4 Depending on the action taken, click the appropriate check boxes. 5 Click Apply and OK to confirm the configuration. 358 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Payment Sorting 359 Payment Sorting Enabling Payment Sorting within PayBase is simplified, use the following steps: To enable payment sorting 1 Open a PayBase Application. 2 Scroll down the Application tree and expand the Data File branch. 3 Expand the Use Payment Sorting branch. 4 Select Preserve Record Order and double-click No to select Yes in the Edit pane. Ensure a check mark and Yes symbol appears after changes are made. 5 When the Application is secured, the PREPP line will appear as an error and should be removed. Note Payment Sort is still considered a Pre-processor, but it is no longer called from the Link file. Any PREPP parameters that exist in files calling the Payment Sort executable can be removed or commented out. Otherwise, when the Application is secured, this PREPP line will appear as an error. A PayBase Application has several components, but must contain at least the following items in order to print checks: Item Located Created by Data File Local or Network drive Accounting package Form File Local or Network drive CheckDraw II, PayBase Designer+ or BT Link File Local or Network drive BTEdit, LINK4, PayBase Designer+, or MakeCGL The Data file contains payee information, the Form file is how the check will look and the Link file tells PayBase where data will be printed on the check. To print checks with a sort, the Application file must be modified using the Payment Sorting leaf. PayBase Reference Manual 359

360 CHAPTER 8: REPORTING AND SORTING Payment Sorting Payment Sorting Steps The following steps are executed as a data file is processed through the Payment Sort engine: Phase 1) Read the Link file Phase 2) Read the data file Build index files Phase 3) Add sort data Phase 4) Rebuild sorted data file If more than one printer: Phase 5) Shuffle data index Phase 6) Rebuild shuffled index file Phase 7) Rebuild shuffled and sorted data file Sort Order When sorting a data file, it is important to remember that all ASCII characters have a relative size. For example, the number 50 is smaller than the number 100, and the word BOTTOMLINE is smaller than the word TECHNOLOGIES. The following table is a list of certain ASCII characters and their relative sizes: 360 PayBase Reference Manual

CHAPTER 8: REPORTING AND SORTING Payment Sorting 361 Smallest!exclamation point double quotes #pound sign $dollar sign %percent sign &ampersand 'single quote ( )parentheses *asterisk -nnegative values 0zero +npositive values?question mark A-Zuppercase letters a-z lowercase letters Largest Lowercase letters are considered to be larger than uppercase letters, and numbers are always smaller than uppercase or lowercase letters. PayBase Reference Manual 361

362 CHAPTER 8: REPORTING AND SORTING Payment Sorting 362 PayBase Reference Manual

I NDEX 363 A About PayBase 92 Accessing Help 20 ACH Toolbar 70 ACH Lookup Leaf 171 Add 192 Add a Group File to the Application 127, 257 Add a Group to PayBase 226 Add a Link File 126 Add a User to PayBase 197 Adding a Group File 247 Adding a Group Key 249 Adding a new Alias 52, 349 Adding a new site 193 Adding a printer 86 Adding a Report to an Application 128 Adding a toolbar to your PayBase main view 35 Adding an entry to the Password Dictionary 43 Adding fields to a Group File 249 Adding Manual Data Entry to this Application 136 Adding printers using the Printers Branch 152 Additional Log On Information 31 Amount Code Tab 288 Amount Format 286 Amount Style 286 App Info 120 Application Creating 180 Delete 28 Exploring 117 Rename 28 Toolbar 112, 119 What is an Application? 116 Application File 181 PayBase Reference Manual 363

364 Application Information 206 Application Settings 181 Application Tree view 117 Apply 121 Archive Data File After Print Run Leaf 137 Archive Path for Site 193 Archive Path(Site) 192 Archive Tab 56, 355 Assign a Tool 223 Assign an Application 208 Assign Application Settings 181 Audit Toolbar 113 Auto Maintenance 92, 355 Auto UserID Disable After X Days(Site) 192 Automatic Payment Numbering 32, 78 Automatic Payment Numbering Key Leaf 136 B BACS Tab Permissions 217 Banking Toolbar 71 Batch Total Page Options Leaf 167 Batch Total Page Printer Leaf 169 Batch Total Page Size Leaf 168 Batch Total Tray Leaf 168 Beginning of Fixed 144 Beginning of Fixed (BOF) Leaf 144 BOF 144 Bottomline Technologies Home Page 94 Branch Data File 231 Group File 257 Browse for Data File Leaf 135 Browse(Site) 192 Browsing for a Data File during processing 135 364 PayBase Reference Manual

365 BT Encryption Service 304 Starting and Stopping 306 BT Polling Service 295 BT PPE Service 307 C Cascade 68 Change Password 36, 90 Change Site 38, 91, 194 Change the Participant records default setting 171 Changing a current site assignment 39, 195 Changing the current assignment of a Link File 126 Changing your password 37 Check Fraud Avoidance Toolbar 71 Choosing which printer will print reports 129 Client Licenses Working with 48 Close application 30 Columns Selections 322 Configure a Filter 327 Configure a Manual Data Entry Application 184 Configure a PCL Output Directory 173 Configure Options settings 60, 358 Configure PDF Password Protection 175 Configure Purge Archive settings 58, 357 Configure purge settings 57, 357 Configure the PCL File Name Field leaf 174 Configuring your Group File for a Link File 244 Contract 120 Control Menu 24 Copy Application 27 Copying an Application 27 Create a Form Design using Frameworks 180 Create a New Group File using PayBase32 181 PayBase Reference Manual 365

366 Create an Application File using PayBase32 181 Create an MDE Application 182 Create Script 64 Create Sorted File Leaf 134 Creating a New Application 26, 72 Creating a Participant Filter 267 Creating a Sorted File 134 Creating an Application 180 Crystal Aliases 51, 348 Crystal Reports Preview 53, 349 Customize View 266 Opening 267 Customized view Example 269 D Data File Analysis 233 Data File Branch 129, 231 Data File Field Positions 234 Data Files 230 Data Files in Link Files 230 Data Files in the Polling Process 282 Date Format 286 Days to Expire(Site) 191 Default Printer Alias 159 Defining the Printer Aliases 158 Delete a Group in PayBase 227 Delete a User in PayBase 199 Delete Application 28 Delete Data File Leaf 139 Delete Launching Script 66 Delete Records 336, 337 Delete Reports 334 Deleting a Client License 48 Deleting a Group File 250 366 PayBase Reference Manual

367 Deleting a Group Key 251 Deleting an Alias 53, 349 Deleting an Application 28 Deleting an entry in the Password Dictionary 44 Deleting fields from a Group File 252 Deleting the Data File after processing 139 Depository Tab 289 Designer+ 61 Details Leaf 177 Done 64, 120 Done Polling 282 E EDI Test Flag 171 Editing launch script commands 65 Email Enabled Leaf 176 Emailing PDFs 177 Enable payment sorting 359 Enable PCL/PDF 172 Enabling Archiving 176 Enabling the EDI Test Flag 172 Endecode Encrypted Leaf 138 Enter MDE data into checks 187 Exit 33 Expand 120 Exploring Online Help 16 Exploring the PayBase32 Interface 22 Export 29 Exporting 29 Exporting Reports 337 F Fax Details Leaf 179 Fax Leaf 178 Fax Support 312 PayBase Reference Manual 367

368 Faxing PDFs 179 Field Delimiter Leaf 145 File Menu 24 Filter 324 Filtering a Report 325 Find 120 Force Change Password 41 Form Design 180 Form Switching 161 Format Tab 285 Formatting Options 108 Forms Branch 161 Frameworks 180 G Generate a Link File using Frameworks 180 Group File Dialog Box 76 Group File Properties 32, 75 Group File Properties Dialog Box 236 Group Files 76 Access 236 Components 244 Configuring your Group File for a Link File 244 Importing 254 Use 243 Working with 247 Group Files Branch 127, 257 Group Files in Link Files 245 Group Files Overview 236 Group Keys 76 GROUPFIELDNAME (X) 255 H Header Length Leaf 141 Help 15, 92, 94 Help Menu 19, 69 368 PayBase Reference Manual

369 HORIZONTALPOSITION(N) 234 How To Add a Group File 247 Add a Group File to the Application 127, 257 Add a Group Key 249 Add a new Alias 52, 349 Add a new site 193 Add a printer 86 Add a Report to an Application 128 Add a toolbar to your Paybase main view 35 Add an entry to the Password Dictionary 43 Add fields to a Group File 249 Add Manual Data Entry to this Application 136 Add printers using the Printers Branch 152 Adding a Link File 126 Assign a Tool 223 Assign an Application 208 Browse for a Data File during processing 135 Change a current site assignment 39, 92, 195 Change the current assignment of a Link File 126 Change the Participant records default setting 171 Change your password 37 Choose which printer will print reports 129 Configure a Filter 327 Configure a Manual Data Entry Application 184 Configure a PCL Output Directory 173 Configure Options settings 60, 358 Configure Participant Setup 263 Configure PDF Password Protection 175 Configure Purge Archive settings 58, 357 Configure Purge settings 57, 357 Configure the PCL File Name Field leaf 174 Copy an Application 27 Create a New Application 26, 72 Create a participant Filter 267 PayBase Reference Manual 369

370 Create a Sorted File 134 Create an MDE Application 182 Define the Printer Aliases 158 Define the Sorted Order of a column(s) 268 Delete a Client License 48 Delete a Group File 250 Delete a Group Key 251 Delete an Alias 53, 349 Delete an Application 28 Delete an entry in the Password Dictionary 44 Delete fields from a Group File 252 Delete Records 337 Delete the Data File after processing 139 Edit launch script commands 65 Email PDFs 177 Enable Archiving 176 Enable payment sorting 359 Enable PCL/PDF 172 Enable the EDI Test Flag 172 Enter MDE data into checks 187 Export 29 Export a Report 337 Fax PDFs 179 Filter a Report 325 Import 29 Import a license file (Supervisors only) 47 Import Group Files 255 Import Participants 271 Log On to PayBase 30 Log on to PayBase for the first time 30 Logoff 31 Make a TOF setting 143 Make an Ignore Page setting 146 Make changes to the Application 26 Make modifications to the Polling Settings 105, 280 Modify an existing site 193 370 PayBase Reference Manual

371 Modify Fax detail criteria in your Application 314 Modify Fax information in the Particpant Lookup 315 Open a PayBase Application 27, 74 Pause at the end of a job 171 Preview a Crystal Report 54, 350 Preview a Report 336 Print a Report After a Check Run 335 Print Audit Reports after processing 128 Prompt for PreProcessor Arguments 148, 151 Purge the database tables 45 Recover payments 122 Remove a Link File 126 Remove a site 194 Remove a SuperLauncher 66 Remove an edit lock 44 Remove and Edit Lock and start the Build process 45 Remove Duplicates from CFA Table 46 Remove MRU s 42 Remove preloads from printer memory 154 Rename a SuperLauncher 67 Rename an Application 28 Rename Group Files 253 Rename Group Keys 254 Reprint manual checks 188 Return the Report File path to its original path 53, 349 Set a default printer alias 159 Set a PostProcessor 149 Set a PreProcessor 147 Set a Printer Alias Field 157 Set Email Details 177 Set Encryption 138 Set Lines Per Record 142 Set Preloads for this specific printer 153 Set Tab Columns 140 Set the Archive Data File After Print Run 137 PayBase Reference Manual 371

372 Set the Batch total page printer 169 Set the Batch Total Page Size 169 Set the Batch Total Tray 168 Set the First Character Forms Control 139 Set the Header Length 141 Set the Logical Record Length 141 Set the number of days until records are archived 57, 356 Set the number of Pages Per Form 163 Set the Report Tray 165 Set up an Association 99, 275 Setup polling 97 Specify a MICR Status Check Tray 170 Specify a Printer Password and a JSR Password 166 Specify an APN sequence for the Application 136 Specify Forms 162 Specify Payment Sorting Options 130 Specify PostProcessor Arguments 150 Specify PreProcessor Arguments 148 Specify the data file 129, 232 Specify the pre-sort Criteria 133 Specify the Report Type 166 Specify the Sort Order 134 Spoil a manual check 188 Spoil/Reprint payments 123 Start Polling 106, 281 Stop the Print Run if Preload is not Found 160 To Keep Help on Top 17 Update a user password 42 View transaction totals 47 How to Save a Report 333 I Ignore Page Leaf 146 Implementation Type 286 Import 29 372 PayBase Reference Manual

373 Participant 271 Import License File (Supervisors only) 47 Import Participants 271 Importing 29 Importing Group Files 255 J Job Summary Report Options Leaf 164 JUSTIFYLENGTH(N) 256 K Keeping Help on Top 17 L Launch Script 64 Launching Pad 64, 74 License File Import (Supervisors only) 47 Lines Per Record 142 Link File 180 Branch 126 Link File Branch 126 Locating Data Field 232 Locating a Data Field 232 Log On 30 Log on to PayBase 30 Log on to PayBase for the first time 30 Logging off 31 Logical Record Length Leaf 140 Logoff 31, 75 Logon 74 M Main PayBase Reference Manual 373

374 Toolbar 72 Maintaining Fax Support 313 Maintaining Users 198 Major 229 Major Files in PayBase32 229 Making a BOF setting 144 Making a Field Delimiter setting 145 Making a Record Delimiter setting 145 Making a TOF setting 143 Making an Ignore Page setting 146 Making changes to the Application 26 Making modifications to the Polling Settings 105, 280 Manual 112, 182 Manual Data Entry Toolbar 112 Manual Data Entry (MDE) Setup 182 Manual Data Entry Application 182 Manual Data Entry Application Leaf 135 Manual Data Entry Options 185 MDE 182 Toolbar 113 Menu Control 24 File 24 Help 69 Modules 49 Report 51 Security 36 SuperLauncher 63 Supervisor (Supervisor Users only) 40 Tools 61 View 34 Window 67 Menu Bar 23 Menus Help 19 374 PayBase Reference Manual

375 The Menu Bar 23 MICR Status Check Tray Leaf 170 Minimum Password Length(Site) 192 Modifying a Participant 264 Modifying a Participant Screen Description 265 Modifying an existing site 193 Modifying Application Information 206 Modifying Fax detail criteria in your Application 314 Modifying Fax information in the Particpant Lookup 315 Modifying Script Information 212 Modules Participant 262 Polling 273 Modules Menu 49 N New 72 New Application 26 New Site Name 193 O Online Help Exploring 16 Menu Bars 17 Navigation Bar 17 TOC, Index, and Search Tabs 18 Open 27, 73 Open Assigned Application 27 Opening a PayBase Application 27, 74 Options Branch 164 Options Tab 59, 358 P Pages per Form Leaf 162 Participant PayBase Reference Manual 375

376 Toolbar 94 Participant Import 95, 271 Participant Module 262 Participant Setup 94, 262 Password Dictionary 42 Pause at End of Job Leaf 170 Pause when Form Switching Leaf 163 Pausing at the end of a job 171 Pausing when form switching 164 PayBase Exploring 21 Interface 22 what s new 10 Payment Numbering 32 Payment Sorting Steps 360 PCL / PDF Leaf 172 PCL File Name Field Leaf 173 PCL Output Directory Leaf 173 PDF Archive Leaf 176 PDF Password Protection Leaf 175 Polling Data Files 282 Setting up an Association 99, 275 Toolbar 96 Polling Associations 98, 274 Polling Module 273 Polling Service 295 Polling Settings 103, 278 PostProcessor Argument Leaf 150 PostProcessor Leaf 149 PPE Service 307 Preload Files for Printer1 Leaf 153 Preload Information for All Printers Leaf 159 PreProcessor Argument Leaf 147 PreProcessor Leaf 147 Preserve Record Order Leaf 130 376 PayBase Reference Manual

377 Pre-Sort Criteria Leaf 133 Preview 113 Toolbar 113 Preview a Crystal Report 350 Preview Crystal Reports 53, 92, 349 Preview Reports 336 Previewing a Report 336 Print Audit Reports after Processing Leaf 128 Print Setup 32 Printer Alias Field Leaf 157 Printer Aliases 158 Printer1 Leaf 153 Printers Branch 152 Printing a Report After a Check Run 335 Printing Audit Reports after processing 128 Process 33, 121 Process payments using PayBase32 181 Prompt for Postprocessor Arguments Leaf 151 Prompt for Preprocessor Arguments Leaf 148 Prompting for PreProcessor Arguments 148 Purge Database Tables 45 Purge Tab 57, 58, 357 Purging the database tables 45 R Record Delimiter Leaf 145 Recover 122 Recover payments 122 Refresh 120 Release 121 Remove an edit lock 44 Remove Duplicates from CFA Table 46 Remove Edit Lock for Users 44 Remove MRU Password for User 42 Remove Preloads from Printer Memory for All Printers Leaf 160 PayBase Reference Manual 377

378 Remove Preloads from Printer Memory for Printer1 Leaf 154 Removing a Link File 126 Removing a site 194 Removing a SuperLauncher 66 Removing an Edit Lock and start the Build process 45 Removing MRU s 42 Removing preloads from printer memory 154 Removing printers from printer memory for all printers 160 Rename Application 28 Rename Launching Script 67 Renaming a SuperLauncher 67 Renaming an Application 28 Renaming Group Files 253 Renaming Group Keys 254 Report Menu 51 Report Tray Leaf 165 Report Type Leaf 166 Reports Branch 127 Reports Printer Leaf 128 Reprint manual checks 188 Reset Paths 120 Retrieve 333 Returning the Report File path to its original path 53, 349 RightFax 313 S Saving a Report 333 Scripts 64 Secure 122 Security Menu 36 Separate 286 Separator 286 Service 304 Services BT Encryption 304 BT Polling 295 378 PayBase Reference Manual

379 set 157 Set the number of days and filters to archive logs 57, 356 Setting a default printer alias 159 Setting a PostProcessor 149 Setting a PreProcessor 147 Setting a Printer Alias Field 157 Setting Email Details 177 Setting Encryption 138 Setting Lines Per Record 142 Setting Preloads for this specific printer 153 Setting Tab Columns 140 Setting the Archive Data File After Print Run 137 Setting the Batch Total Tray 168 Setting the First Character Forms Control 139 Setting the Header Length 141 Setting the Logical Record Length 141 Setting the number of Pages Per Form 163 Setting the Report Tray 165 Setting up polling 97 Setup an Association 99, 275 Setup Printer 84 Setup Printer Dialog Box Functions 85 Show Messages 192 Site Change 194 Site Address and Identification(Site) 191 Site and Audit Permissions 192 Sites 189, 191 Sites and Users 189 Sort 328 Sort Order Leaf 133 Sorted Order of a column(s) 268 Specifying a MICR Status Check Tray 170 Specifying a Printer Password and a JSR Password 166 Specifying an APN sequence for the Application 136 PayBase Reference Manual 379

380 Specifying Forms 162 Specifying Payment Sorting Options 130 Specifying PostProcessor Arguments 150 Specifying PreProcessor Arguments 148 Specifying the data file 129, 232 Specifying the pre-sort Criteria 133 Specifying the Report Type 166 Specifying the Sort Order 134 Spoil a manual check 188 Spoil/Reprint payments 123 Start Polling 97, 106, 274, 281 Stop Polling 98, 281 Stop the Print Run if Preload is not Found Leaf 160 Stopping the Print Run if Preload is not Found 160 Summary Page Options for Printer1 Leaf 154 Summary Page Size for Printer1 Leaf 156 Summary Page Tray for Printer1 Leaf 155 SuperLauncher Toolbar 112 SuperLauncher Menu 63 Supervisor Menu (Supervisor Users only) 40 T Tab Columns Leaf 140 Tax Code 286 Tax Code Tab 287 Tax Criteria and Formatting Option 108 Tax Criteria and Formatting Options 284 Tax Depository 286 Tax ModuleToolbar 107 Tax Payer ID 286 Tax Payment Addenda 110, 290 Tax Preferences 107, 283 Tax Processing 111, 292 Tile 68 Timeout PayBase after X minutes(site) 192 380 PayBase Reference Manual

381 To add a Group to PayBase 226 To add a User to PayBase 197 To change a current site assignment 92 To delete a Group in PayBase 227 To delete a User in PayBase 199 To make a BOF setting 144 To make a Field Delimiter setting 145 To make a Record Delimiter setting 145 To preview a Crystal Report 54 Toolbar 112, 113 ACH 70 Application 112, 119 Audit 113 Banking 71 Check Fraud Avoidance 71 Main 72 Manual Data Entry 112 MDE 113 Participant 94 Polling 96 Preview 113 SuperLauncher 112 Tax Module 107 User Defined 106 Toolbars 70 Tools Menu 61 Top of Form(s) Leaf 142 Total Properties 330 Tree view 117, 126 Tri-Pane 118 U Update a user password 42 Update User Password 41 Use 4th Amount Field 287 PayBase Reference Manual 381

382 Use as the total 287 Use Payment Sorting Leaf 130 User Defined Toolbar 106 User Tools 61 Users 189, 196 Using a Default.CGL 162 V Verify 286 VERTICALPOSITION(N) 235 View Customized 266 View Menu 34 View Transaction Information 46 Viewing Crystal Reports 350 Viewing transaction totals 47 W Window Menu 67 Work with Client Licenses 48 Work with Crystal Aliases 51, 92 Work with Reports 51, 92 Work with Sites 38, 91 Work with Users 37, 90, 196 Working with Group Files 247 Working with Sites 190 Z Zero Amt. Format 286 ZetaFax 313 382 PayBase Reference Manual