Online Check Deposit · To Edit a User's Profile .....11 To Edit a User’s Assigned Roles ... immediately contact your company’s Treasury Management Client Services Specialist

Online Check Deposit Client Security Administrator User Manual

THIS IS A CONFIDENTIAL DOCUMENT THAT YOU SHOULD MAINTAIN IN A SECURE LOCATION

The information contained in this manual is the property of SunTrust Banks, Inc. Reproduction, manipulation, adjustment or transfer transmission, either in part or in whole, is prohibited without prior written permission from SunTrust Banks, Inc.

SunTrust Bank, Member FDIC. © 2019 SunTrust Banks, Inc. SUNTRUST and the SunTrust logo are trademarks of SunTrust Banks, Inc. Rev. 7/2019

Online Check Deposit: Client Security Administrator User Manual

i

Table of Contents

Getting Started ................................................................................. 1 Maintaining Security ......................................................................... 1 Your Responsibility for Maintaining Security ............................................ 1 System Access ................................................................................ 1 .................................................................................................... 2 IDs and Passwords ........................................................................... 2

Inactivity Time Out ....................................................................... 2 Training Sessions for Online Check Deposit Application ............................ 2 Important Notes ........................................................................... 2

Understanding Online Check Deposit Service ........................................... 3

Using Online Check Deposit ................................................................. 4 Secure Storage for Deposited Checks .................................................... 4 Administration Tasks ........................................................................ 5 Administering Locations .................................................................... 6

To View Your Locations ........................................................... 6 To Create a New Location ........................................................ 7 To Edit a Location's Details ....................................................... 7 To Delete a Location ............................................................... 7

Administering Users ......................................................................... 8 To View All Users ................................................................... 9 To Search for a User .............................................................. 10 To View All Users Assigned to a Location ..................................... 10 To View All Users at Your Location ............................................. 10 To Create a New User ............................................................ 10 To Edit a User's Profile ........................................................... 11 To Edit a User’s Assigned Roles ................................................. 11 To Edit a User's Assigned Locations ............................................ 12 To Edit a User's Report Access .................................................. 12 To Edit a User's Account Access ................................................. 13 To Delete a User ................................................................... 13

Administering Rule Accounts.............................................................. 13 Guidelines for Creating Processing Rules ............................................... 14

To View Your Rules ................................................................ 14 To View Your Rule Accounts ..................................................... 14 To Create a New Rule ............................................................ 15 To Edit a Rule ...................................................................... 15 To Delete a Rule ................................................................... 15 To Create a New Rule Account for Check Items ............................. 16 To Create a New Remittance Coupon Rule Account ........................ 16 To Edit a Rule Account ........................................................... 17 To Delete a Rule Account ........................................................ 18

Administering Custom Fields .............................................................. 18 To View Your Custom Field Definitions ........................................ 19 To View Your Custom Field Assignments ...................................... 19 To Create a New Custom Field .................................................. 19 To Assign Custom Fields to an Account ........................................ 20

Copying a Custom Field Assignment ..................................................... 21

Online Check Deposit: User Manual

ii

To Copy Custom Field Assignments from One Account to Another ....... 21 To Edit a Custom Field Assignment ............................................. 21 To Delete a Custom Field Definition ........................................... 21

Administering Application Preferences .................................................. 22 To View Your Application Preferences ......................................... 22 To Set Your List Preferences .................................................... 22 To Set Your Optional Field Preferences ....................................... 23

Setting Report Preferences ............................................................... 23 To Set Your Report Preferences ................................................ 23

Defining Remittance Coupons ............................................................ 24 Understanding Coupon Zones and Fields ................................................ 24 Understanding Coupon Definition ........................................................ 25 Viewing Your Coupon Definitions ........................................................ 26

To View Your Remittance Coupon Definition ................................. 26 Creating a New Remittance Coupon Definition ........................................ 26

Step 1: Scan Sample Coupons .......................................................... 26 Step 2: Define the Zones ............................................................... 26

To Create a New Remittance Coupon Definition ............................. 27 To Scan Sample Coupons ......................................................... 27

Step 2: Define the Zones ............................................................... 28 To Define Zones ................................................................... 28

Step 3: Validate Zone Definitions ..................................................... 29 To Validate Zone Definitions .................................................... 29

Step 4: Define Data Fields .............................................................. 29 To Define Data Fields ............................................................. 29 To Edit a Remittance Coupon Definition ...................................... 30 To Delete a Remittance Coupon Definition ................................... 30

If You Need Assistance ..................................................................... 31 Online ......................................................................................... 31 Technical Support .......................................................................... 31 Client Services Support .................................................................... 31

Online Check Deposit: Client Security Administrator User Manual

1

Getting Started

Maintaining Security

Your company must designate at least one company security administrator (CSA) to control account access and transactional capabilities of any user within your company. CSAs will set up users, locations, entitlements, and permissions. Your company’s designated CSA will issue User Ids and temporary passwords.

Your Responsibility for Maintaining Security

Your company must maintain appropriate internal controls over access to and use of Online Check Deposit by all CSAs and all users and you must develop procedures to routinely monitor the actions of all CSA(s) and users. Online Check Deposit records usage and activity.

! SunTrust recommends that you create a user ID with CSA entitlement for daily use. Keep all IDs and passwords in a secure location, and do not share passwords with other users.

The Administration section of the application under the Administration tab gives access to audit system usage and activity information.

If you discover or suspect any fraudulent activity on your Online Check Deposit account, immediately disable any affected User ID and immediately contact your company’s Treasury Management Client Services Specialist at 866.448.6394, option 2. Representatives are available from 8:00 a.m. – 8:00 p.m. ET Monday through Friday on bank business days.

System Access

Online Check Deposit can be accessed on the Internet at: http://www.suntrust.com/businessonlinecheckdeposit

http://www.suntrust.com/businessonlinecheckdeposit


2

! If your company has single sign on (SSO) permissions, you will be automatically logged into Online Check Deposit.

Inactivity Time Out

If your session is idle for more than 20 minutes, the system will time out due to inactivity and your access will be suspended. When a session times out, the message Your session has timed out due to inactivity will appear and you will be returned to the login screen. If a timeout occurs, you will have to sign back onto the system. Scanned data that has not been transmitted prior to time-out will be saved, but will need to be transmitted when ready.

Training Sessions for Online Check Deposit Application

We recommend that all users view the self-directed online training sessions applicable for their role. Self-directed training can be accessed through the Online Check Deposit microsite: Online Check Deposit. Or, for direct access to Online Check Deposit self-directed training sessions, click here: Online Check Deposit Self-Directed Training.

! Click Logoff at the top right of any page to end your Online Check Deposit session and close the connection completely.

Important Notes

When using Online Check Deposit, please do not use your browser’s navigation button (back, forward) to navigate. Instead, use the tabs and links provided in the system.

IDs and Passwords Non-SSO Only

Does not apply when SunTrust SunView is enabled.

To access Online Check Deposit, enter your User ID and Password. Click Login or Launch. You are responsible for maintaining the confidentiality of your user authorization credentials. Do not share your User ID and Password with anyone. System parameters for password usage have been defined to help maintain the security of your company’s information. Guidelines based upon these parameters include:

• New users must have a user ID and password to access the system for the first time.

• There is a minimum User ID length of seven characters with a maximum length of 20. User Ids must contain at least one alpha character, one numeric character, and cannot contain special characters. User IDs are not case-sensitive and cannot be changed once created.

• The password must be seven characters in length. Passwords are case- sensitive, should contain at least one alpha character and at least one numeric character, and cannot contain special characters. You must change your password after your initial login.

• Sign-on information is case-sensitive.

• Disabled User ID: The system will disable your user ID after five unsuccessful attempts to sign on. Contact your CSA to reset your user ID and password.

https://www.suntrust.com/lp/remote-check

https://tpsusertraining.suntrust.com/KCenter/Titles/5be0b6cc-c708-4bc5-a881-dc3f65f89cb3/data/toc.html

3


Understanding Online Check Deposit Service

Online Check Deposit is a depository service that allows you to create check image files that can be electronically transmitted to SunTrust for deposit. The service allows you to make multiple deposits per account per day. Payments received in the afternoon, which normally would have to be delivered for deposit the next day, can be transmitted to SunTrust for same-day credit. The service allows you to capture images of remittance coupons for reconciliation of your deposits. The service may not be used to deposit ineligible items. A list of items that are eligible and ineligible for transmission through the service is provided in this manual.

Imaged check transactions received by SunTrust before 10:30 p.m. ET are deposited to your account the same business day. Deposits received after the deadline will be considered deposited on the next business day. Deposits submitted on a Saturday, Sunday, or holiday will be considered deposited on the next business day following the weekend or holiday.

The service may not be used outside of the United States, U.S. territories, U.S. military bases, or U.S. embassies.

We are not liable for any delays or errors in transmission of the images or associated information. If the service is not available, you must make your deposits by another method, such as an in-person deposit at one of our branches or a deposit by mail. If you must make a deposit by other means due to service being unavailable, you should deposit only checks and should retain in your possession the other documents you would normally scan with an Online Check Deposit.

We will make funds for each substitute check or electronic item that we process for deposit to your account available to you under the same schedule that would have applied if you had deposited the original paper check to your account.

! The service cannot be used outside of the United States, U.S. military bases, or U.S. embassies.

4


Using Online Check Deposit

Online Check Deposit is a web-based application with some typical web application features enabled. Throughout the application, holding the Ctrl key will allow you to select multiple items with the mouse. However, clicking the Back button will take you out of the system.

CSAs see an Administration tab within the application to navigate to the Administration section of the application.

Secure Storage for Deposited Checks

Original checks that have been imaged and deposited through Online Check Deposit must be stored in a secure place until destroyed. Please follow your company’s procedures for storage of deposited checks.

Below are some recommendations for secure storage and destruction of deposited checks:

• Locate or purchase the following equipment for the Online Check Deposit service in addition to your PC, printer, and scanner:

• A secure storage facility, such as a safe or lockable cabinet for storing processed checks

• A paper shredder or other reliable means of destroying processed checks

• Develop internal procedures your employees must follow before beginning the scanning process and after deposit processing is completed.

• Please note that SunTrust requires you to retain the originals of scanned checks in a secure storage facility for a period as designated by your company policies. However, we recommend that you store the items no less than 30 calendar days. If you choose to store beyond 30 days, we recommend that you mark the front of the item as Previously Deposited.

• Consider developing an internal form that can be attached to batches processed on the same date to record the processed date and the destruction date for these batches.

• We strongly encourage implementing dual control procedures for the handling of processed checks from their initial stage of placement in secure storage through the final stage of the destruction process as one of the ways to reduce risk and opportunity for fraud.

! Ensure you are following your company’s guidelines for storage and destruction of deposited checks.

5


Administration Tasks

CSAs perform user and application management tasks. By default, the following permissions are typically assigned to a CSA:

PERMISSION DESCRIPTION

Access Deposits

Provides user ability to access the Deposits tab and view deposit activity to accounts that permission is granted.

Access Reports Provides ability to access the Reports tab and view reports to accounts that permission is granted.

Access System Tools

Provides access from the Administration tab and allows a CSA to re-queue items that were not successfully placed in processing queues, or re- transmit failed deposits.

Assign Accounts Provides the ability to assign accounts to users at their assigned location(s).

Create Customer Report for All Users

Provides ability to generate reports containing deposit information for all users associated with the company to which the user belongs. (Note: To create reports, the user must also have the Access Reports permission.)

Read/Update/Delete Custom Fields

Provides ability to view, assign, and remove custom fields for other users. (Note: The bank creates custom fields.)

Create/Read/Update /Delete Locations

Provides ability to create, view, modify, or delete locations that can be assigned to users.

Create Temporary Passwords

Provides a CSA the ability to create a temporary password.

Create/Read/Update /Delete Rules/Accounts

Provides a CSA the ability to create, view, modify, or delete custom processing rules for the company, e.g., automatically remove remittance coupons with specific fields.

Create/Read/Update /Delete Users

Provides a CSA the ability to create, view, modify, or delete users.

Define Remittance Coupons

Provides a CSA the ability to capture a remittance coupon template and assign zones and customize fields.

Edit Customer Preferences

Provides a user the ability to set up preferences such as adding or changing the display of columns on pages within the application, or changing available columns.

View Customer Details

Provides a user the ability to view, but not edit, customer details.

Access Research Provides a user the ability to access the Research tab and perform research.

Reviewer A user with this permission can access a limited set of Administration pages in read-only mode.

6


Administering Locations

A CSA manages company processing locations. The Locations page shows the location name, location number, available accounts, and selected accounts for the location. As the CSA sets up location names and numbers and assigns locations to users, users will be able to deposit to any locations assigned to them. As such, it is critical that locations are only assigned to users that you want to grant permission to submit deposits to that location. It is the responsibility of the CSA to set up and assign locations for your company.

SunTrust will process check image deposits that are submitted that meet the standards as defined in the User Manual. Please be aware that the location identifier contained in this system is designed to facilitate reporting of deposits by location. It anticipates that valid location identifiers will be assigned by users who have the ability to make deposits for multiple locations. The system will NOT validate that a specific deposit is actually being transmitted from the actual location identified by the user and will accept a deposit even if an incorrect location identifier for that deposit has been entered by a user. As such, the accuracy of your deposit reports by location will only be as accurate as the information entered by the users.

To View Your Locations

1. From any page, select the Administration tab. The User Search page will display.

2. In the left navigation menu, click Locations. The Location Search page will display.

3. Click the Show All button. A list of your locations will display.

7


To Create a New Location

1. From any page, click the Administration tab. The User Search page will display.

2. Click Locations in the left navigation menu. The Location Search page will display.

3. Click the Create New Location button. The New Location page will display.

4. Enter a name and unique number to identify the location.

5. Assign one or more accounts to the location by selecting the account(s). Use Ctrl click to select multiple accounts.

Click the Add >> button to grant access to the account(s). Click the << Remove button to deny access to the account(s).

6. Click the Save button to save your changes and return to the Location Search page.

To Edit a Location's Details



3. Click the Show All button. A list of your locations will display.

4. Click the Edit icon for the location you want to edit. The Edit Location page will display.

5. Make any desired changes to the location information:

Select an account and click the Add >> button to grant access. Select an account and click the << Remove button to deny access.

6. Click the Save button to save your changes and return to the Location Search page.

To Delete a Location



3. Click the Show All button. A list of your locations will display. 4. Click the delete icon for the location you want to delete. A

confirmation dialog will display.

8


5. Click the OK button to confirm the location deletion and return to

the Location Search page.

Administering Users

CSAs manage users including creating, editing, and deleting user profiles.

Online Check Deposit uses roles to assign permissions to users. The application includes default roles with default privileges. The chart below lists the roles and the accompanying permissions for each role.

Note: An individual with both the Customer Operator and the Customer Supervisor roles can scan deposits and submit them to the bank for processing.

! As a best practice, if you have sufficient personnel to implement dual control, do not give a user both the Customer Operator and the Customer Supervisor roles.

ROLE DEFAULT PERMISSIONS

Customer Security Administrator (CSA)

Access Deposits Access Reports Access System Tools Assign Accounts Create Customer Report for All Users Read/Update/Delete Custom Fields Create/Read/Update/Delete Locations Create Temporary Passwords Create/Read/Update/Delete Rules/Accounts Create/Read/Update/Delete Users Define Remittance Coupons Edit Customer Preferences Receive Business Date Notifications Receive Billing Cycle Notifications View Customer Details

Customer CSR

• Access Deposits

• Access Research

9


ROLE DEFAULT PERMISSIONS

Customer Financial Officer

• Access Research

• Assign Accounts

• Create/Read/Update/Delete Locations

Customer Operator

• Balance Deposits

• Create/Read/Update/Delete Deposits Note: This role is required to scan checks and submit for approval.

Customer Supervisor

• Access Deposits

• Access Research

• Assign Deposits

• Create Customer Report for All Users

• Transmit Deposits Note: This role is required to approve and transmit deposits.

Override Hotlist Reject Currently not available in this release

Report Viewer • Access Reports

Reviewer

• Access Deposits

• Access Locations

• Access Reports

• Access Research

To View All Users


2. Click the Show All button to list all users.

! As a rule, any changes made to a user’s permissions or entitlements will be effective for that user the next time the user signs in to the Online Check Deposit application.

10


To Search for a User


2. Enter the user's ID into the entry field.

3. Click the Search button. The user will display. To View All Users Assigned to a Location


2. Select All Locations to show all users assigned to any location. To View All Users at Your Location


2. Select Has My Location. To Create a New User


2. Click the Create New User button. The New User – Information page will display.

3. Enter all required user information. The user ID must be unique.

4. Click the Next button. The New User – Roles page will display.

5. Assign at least one role to the user.

• Select the role(s) and click the Add >> button to grant the role(s).

• Select the role(s) and click the << Remove button to remove role(s).

• Operator - or supervisor - type roles have an optional Single Deposit and Item Limits table. Individual companies determine usage. Please see Deposit Limits Table for details on how it can be used.

6. Click the Next button. The New User – Locations page will

display.

7. Assign at least one location to the user using one of the options below:

• Select the location from the Available Locations list and click the Add >> button.

• Click the Find Location link to select the location and then click the Add button.

11


8. Click the Save button to create the new user and return to the

User Search page. To Edit a User's Profile


2. Click the Show All button. A list of your users will display.

3. Click the edit icon for the user you want to edit. The User Details page will display. The page will display the user’s currently- configured details.

4. Edit the user's details as desired:

• Edit User button to edit the user's general information

• Edit Roles or Edit Roles and Limits button to edit a user’s roles

• Edit Report Access button to edit the available reports

• Edit Account Exclusions button to edit the available accounts

• Edit Locations button to edit the assigned locations

• Add My Location button to assign your location (only available when your location is not one of the user’s currently available locations)

To Edit a User’s Assigned Roles

1. From any page, Click the Administration tab. The User Search page will display.


3. Click the edit icon for the user you want to edit.

4. Click the Edit Roles or Edit Roles and Limits button. The Edit User Roles page will display.

5. Make any desired changes to the user's assigned roles:

• Select the role and click the Add >> button to assign a role (and all associated permissions).

• Select the role and click << Remove button to remove a role (and all associated permissions).

6. Make changes to the deposit limits if your company is using this

feature for operator - or supervisor - roles. You can only enter override values that are lower than the identified Customer Limit value.

7. Click the Save button. The User Details page will display.

12


To Edit a User's Assigned Locations

1. Access the User Details page for the desired user.

2. Click the Edit Locations button.

If you are viewing details for a user without your location assigned as one of the user's available locations, the Edit Locations button will be replaced with an Add My Location button. Clicking the button adds your location to that user's list of assigned location.

3. Make any desired changes to the user's assigned location.

The Edit User Locations page will display all locations that the selected user is allowed to process.

• To add a location, select the location and click the Add >> button.

• To remove a location, select the location and click the <<Remove button.

4. Click the Save button to save your changes and return to the User

Details page. The Edit Reports page shows the reports available to the selected user, reports granted to the user, and reports that are denied the user.

To Edit a User's Report Access




4. Click the Edit Report Access button. The Edit Reports page will display.

5. Select the report.

• Click the Add >> button to grant a user access to a report.

• Click the << Remove button to remove access to that report from the user.

6. When you have finished making your changes, click the Save

button to save your changes and return to the User Details page.

Note: The user must have a role that includes access to the Reports tab to see the assigned reports.

13


To Edit a User's Account Access




4. Click the Edit Account Exclusions button.

5. Make any desired changes to the user's account access.

• A filled checkbox grants access to an account.

• A clear checkbox denies access to an account.

6. Click the Save button. The User Details page will display. To Delete a User



3. Click the delete icon for the user you want to delete. A confirmation dialog will display.

4. Click the OK button to confirm. The User Search page will display.

Administering Rule Accounts

A CSA manages the company’s special processing rules within the Online Check Deposit application.

14


Guidelines for Creating Processing Rules

• Enter a description for the rule that ensures the rule can be easily identified in the application lists. For example, if you are creating an auto-populating field rule, include the custom field name in the rule description.

• For auto-populating field rules, you can either enter a fixed value to populate in the selected custom field, or you can include field contents from the credit item using the placeholder {CreditItem.FieldX} where "X" is a field number from the credit item.

• When using the account number and routing/transit number, they must match the deposit item EXACTLY to be applied.

• You can only assign one auto-populating field rule for each defined custom field.

To View Your Rules


2. Click Rule Accounts in the left navigation menu. The Rule/Account Search page will display.

3. Select Rule Description from the drop-down menu, and then click

the Show All button. A list of your defined rules will display.

To View Your Rule Accounts



Note: If any remittance coupons are defined, the Rule/Account Search page will include an additional search type drop-down menu to accommodate searches for remittance coupon rule accounts and check rule accounts.

3. View Rule Accounts

• To View Rule Accounts for Check Items, select Check from the search type drop-down menu, and then select either Account Number or Routing/Transit Number from the item search type drop-down menu.

• To View Rule Accounts for Remittance Coupons, select Remittance Coupon from the search type drop-down menu, and then select either Coupon Type or Field Name from the coupon search type drop-down menu.

4. Click the Show All button. A list of your rule accounts will display.

15


To Create a New Rule



3. Click the Create New Rule button. The New Rule page will display.

4. Enter all required rule information.

• Enter a description for the rule. Including the field name in the rule name makes it easier to identify.

• For auto-populating field rules:

– Enter a fixed value to populate in the selected custom field. OR

– Include field contents from the credit item using the placeholder {CreditItem.FieldX} where "X" is a field number from the credit item.

5. Click the Save button.

To Edit a Rule



3. Select Rule Description from the drop-down menu.

4. Click the Show All button. A list of your defined rules will display.

5. Click the edit icon for the rule you want to edit. The Edit Rule page will display.

6. Edit the rule as necessary.

7. Click the Save button. To Delete a Rule



3. Select Rule Description from the drop-down menu.

4. Click the Show All button. A list of your defined rules will display.

16


5. Click the delete icon for the rule you want to delete. A confirmation dialog will display.

6. Click the OK button.

Note: A rule can be assigned to a specific deposit item account number to create a rule account.

To Create a New Rule Account for Check Items



3. Click the Create New Rule Account button. The New Rule Account page will display.

4. Enter all required rule account information:

• The account number and routing/transit number must match the deposit item exactly.

• You can only assign one auto-populating field rule for each defined custom field.

• Select the rule name and click the Add >> button to apply the rule.

• Select the rule and click the << Remove button to remove a rule.

5. Click the Save button. To Create a New Remittance Coupon Rule Account



3. Click the Create New Rule Account button. The New Rule Account page will display.

4. Select the Remittance Coupon item type. The page updates to include the remittance coupon-related settings.

5. Click the Find Coupon Type. The Remittance Coupons Selection page will display.

6. Select the remittance coupon for which you want this rule account to apply. The selected coupon will display in the Coupon type field.

7. Enter all required rule account information:

17


• Select the remittance coupon field for which you want this

rule account to apply from the Field.

• Name drop-down menu. The drop-down menu will list all available fields defined for the remittance coupon. You can only select one field for the rule account.

• Enter a Field value that the selected rule will use to determine a match. If the field value appears in the selected field, the item will be considered a match (for example, a value of "234" would cause a match on a field containing a value of "123456").

• To include a rule in the rule account, select the rule name and click the Add >> button.

• To remove a rule from the rule account, select the rule and click the << Remove button.

8. When you have finished creating the new rule account, click the

Save button to save your changes and return to the Rule/Account Search page.

• If a suitable rule is not already available, click the Create New Rule button to create a rule.

Note: If a hotlist rule already appears in the Available Rules list, the Create New Rule button will not be available.

To Edit a Rule Account



Note: If any remittance coupons are defined, the Rule/Account Search page will include an additional search type drop-down menu to accommodate searches for remittance coupon rule accounts and check rule accounts.

3. Make the following selections when specifying a rule/account search:

• To view rule accounts for check items, select Check from the search type drop-down menu, and then select either Account Number or Routing Transit Number from the item search type drop-down menu.

• To view rule accounts for remittance coupons, select Remittance Coupon from the search type drop-down menu, and then select either Coupon Type or Field Name from the coupon search type drop-down menu.


5. Click the edit icon for the rule account you want to edit.

18


The Edit Rule Account page (or Edit Coupon Rule page, if you selected remittance coupons) will display.

6. Make any desired changes to the field assignments.

7. Click the Save button. To Delete a Rule Account



3. Make the following selections when specifying a rule/account search:

• To view rule accounts for check items, select Check from the search type drop-down menu, and then select either Account Number or Routing Transit Number from the item search type drop-down menu.

• To view rule accounts for remittance coupons, select Remittance Coupon from the search type drop-down menu, and then select either Coupon Type or Field Name from the coupon search type drop-down menu.


5. Click the delete icon for the rule account you want to delete. A confirmation dialog will display.

6. Click the OK button to confirm.

Administering Custom Fields

A CSA manages your custom field assignments.

19


To View Your Custom Field Definitions


2. Click Custom Fields in the left navigation menu. The Custom Fields/Account Search page will display.

3. Select Custom Field Name from the drop-down menu.

4. Click the Show All button. A list of your defined custom fields will display.

To View Your Custom Field Assignments



3. Click the Show All button. Any assigned custom fields are indicated by an Assigned value in the Custom Field column.

To Create a New Custom Field



3. Click the Create New Custom Field button. The New Custom Field page will display.

4. Enter all required custom field information, noting the following:

• Name field - enter a unique name

• Data type - choose the appropriate data type (Currency, Numeric, Date, or Text) from the drop-down menu

• Input validation pattern - choose the appropriate pattern for the custom field from the drop-down menu

• Show custom field –to display the custom field in the Edit Item pop-up - Optional

• Make custom field editable - to allow users to edit the value for the custom field - Optional

• Make custom field mandatory - to require users to enter a value for the custom field – Optional

• Add locale label - to identify the purpose of this custom field to system users


20


To Assign Custom Fields to an Account



3. Click the Show All button. A list of your accounts (and any existing custom field assignments) will display.

4. Click the edit icon for the account to which you want to assign custom fields. The Custom Fields for Account page will display. The page will show the valid item types for the selected account and, for each item type, any custom field assignments.

5. Make any desired custom field assignments for each item type allowed in the selected account:

• To assign a custom field, select the item type and the desired custom field and click the Add >> button.

• To remove a custom field, select the item type and the custom field and click the << Remove button.

• To change the order of custom fields, select the field and use the Move Up or Move Down button to alter its position. The field at the top of the list will display furthest to the left.

• To have the application compare the total of the custom fields to the check amount, select the Ensure that all Currency Custom Fields, for this item type, add up to the total amount of the item checkbox.

• To view only available custom fields, select Custom Field from the View account setup by drop-down menu.


21


Copying a Custom Field Assignment

Copy the assignments from one account to another without having to manually specify individual custom fields and item type assignments again.

To Copy Custom Field Assignments from One Account to Another



3. Click the Show All button. A list of your accounts and any existing custom field assignments will display.

4. Click the Advanced Copy button. The Advanced Custom Field Copy page will display.

5. Select the desired account with the desired custom field from the Copy Setup from Account drop-down menu.

6. Select one or more accounts from the Copy to Account list.

7. Click the Save button. To Edit a Custom Field Assignment



3. Click the Show All button. A list of your accounts will display. Custom fields are identified with an Assigned value in the Custom Field column.

4. Click the edit icon for the desired account. Valid item types for the selected account and, for each item type, any custom field assignments will display. See To Assign Custom Fields to an Account for field explanations.

5. Click the Save button. To Delete a Custom Field Definition

1. From any page, click the Administration tab.


3. Select Custom Field Name from the drop-down menu.

22


4. Click the Show All button. A list of your defined custom fields will

display.

5. Click the delete icon for the custom field you want to delete. A confirmation dialog will display.


Administering Application Preferences

CSAs manage your application preferences, including defining information and layout for reports, choosing report sort defaults, and defining remittance coupons and their fields.

To View Your Application Preferences


2. Click Preferences in the left navigation menu. The Customer Preferences page will display. From this page, you can configure your preferences and processing settings, including:

• List – to specify which columns will appear and the order in which they will appear

• Optional fields – these preferences allow you to identify additional data entry fields that can be completed by your users during deposit processing, whether any of those fields are required, and what labels and descriptions will accompany any configured fields

• Reports – these preferences allow you to identify which columns will appear, and the order in which they will appear, on reports available to your users as well as the default sort order for those reports

• Remittance coupons – this page allows you to view your existing remittance coupon definitions, as well as create, edit, and delete definitions

To Set Your List Preferences


2. Click Preferences in the left navigation.

3. Click the edit icon . The Edit Lists page will display.

4. Make any desired changes to your list preferences:

• To add a data column, select the column name from the Available list, and click the Add >> button.

• To remove a data column, select the column name from the Displayed list, and click the << Remove button.

• The column at the top of the Displayed list will be the first (left-most) column displayed on the selected page. To change

! Too many columns on a page will introduce a horizontal scroll bar that complicates page use and forces users to scroll to access some controls and page content.

23


the order of the columns, select the column, and then use the Move Up or Move Down buttons.

5. Click the Apply button to save your changes to the current page

before selecting another page from the Page drop-down menu.

6. Click the Save button. To Set Your Optional Field Preferences


2. Click Preferences.

3. Click the edit icon for Optional Fields. The Edit Optional Fields Preferences page will display.

4. Make any desired changes to your optional field preferences, noting the following:

• Select the Displayed checkbox for the field to make it visible

• Deselect the Displayed checkbox for the field to hide the field

• Select the Required checkbox to require field entry

• Enter descriptive field labels


Setting Report Preferences To Set Your Report Preferences



3. Click the edit icon for Reports row. The Edit Report Preferences page will display.

4. Make any desired changes to your report preferences:

• To add a data column, select the column name and click the Add >> button.

• To remove a data column from the selected report, select the column name and click the <<Remove button.

• The column at the top of the Assigned list will be the first (left- most) column displayed on the selected report. To change the order of a column, select the column, and then use the Move Up or Move Down buttons.

• To set the sort order for the report data, select the columns from the Sort column drop-down menus (you can specify up to 3 columns to sort on) and select the corresponding Descending checkboxes if you want any of the specified columns sorted in descending order.

24


WARNING: Too many columns on a page will introduce a horizontal scroll bar that complicates page use and forces users to scroll to access some controls and page content.

5. Click the Apply button.


Defining Remittance Coupons

Remittance coupons are the return stubs that accompany a request for payment like a utility bill. The utility customer writes the amount of their payment on the stub, and then takes their check and stub to an authorized payment point. The stubs, or coupons, are carefully designed and printed so that machines can recognize the customer data needed to automate the bill paying process.

As with other documents, remittance coupons must be defined so that Online Check Deposit can recognize them as a coupon type and locate the processing data.

The instructions in this section assume that the coupons you are defining are suitable for image processing (that is, the coupons have been designed specifically for scanning and machine processing just like a check) and are printed using fonts that work with the OCR software. These fonts are:

• MICR – E13B, MICR CMC7

• OCR – OCRA, OCRB, OCR A Alpha, OCRB Alpha, OCRB Special

• Barcodes – Code 39, Interleaved 2 of 5, Code 128

• Numeric – Hand-printed or machine-printed amounts (sent to separate CAR/LAR software)

Caution: When defining coupons, you must use live coupons with data in all recognition fields. Blank fields cannot be defined in the setup page.

Understanding Coupon Zones and Fields

A zone is an area on a remittance coupon that contains a single line and type of machine-readable data.

A field is a single piece of data located inside a zone. Fields contain processing data like billing account, billing amount, or account balance. Each zone requires one or more fields; all but one of the fields map to specific "custom fields" defined for the customer doing the remittance processing.

• Fields have a start and end position within a zone. Count these positions from left to right.

• Fields can be "required" which has a different meaning for document recognition. Required means the field must be present in order to

25


recognize this coupon type, so you should only designate pre-printed data as required.

• The Coupon Amount field is the "balancing amount" or "payment amount" which will be compared to the check amount to balance the remittance transaction. All other fields map existing custom field definitions for the customer processing the remittance transaction.

The following sample payment coupon has three major types of data that you might use to recognize this coupon:

• The string of OCR text in the upper-right area likely contains the billing account number and the amount due.

• A zone would surround the entire OCR data line. Since there is plenty of white space around this zone, the zone can be made both longer and taller to allow for printing or scanning variations.

• Fields within this zone would break out required processing data, working and counting from left to right.

• The barcode segment in the address may be unique to this coupon issuer.

• A zone would surround the entire barcode.

• All the data characters could form a required field to help positively identify this coupon type.

• The hand-printed amount in the lower left area shows the amount paid.

• A zone should include the printed dollar sign and all the space inside the box.

• One field fills this zone, with start and stop positions that allows the maximum number of digits billed.

• Since this is the field that balances with the following check, this field must be "Coupon Amount".

• Since customers may not fill in the field, this should not be a required field.

Understanding Coupon Definition

Before you start defining coupons, you need to gather multiple samples of each individual coupon type that you are defining:

• Gather live customer coupons, with customer written amounts, as samples. (Don't fill in blank samples yourself)

• Try to get live samples from different months or billing periods. (You want production printing and the ability to check for printing variations, not a printer's sample)

26


Viewing Your Coupon Definitions

To View Your Remittance Coupon Definition



3. Click the edit icon for Setup Remittance Coupons. The Remittance Coupons List page will display. The page shows all your defined coupons.

4. Click the edit icon for the coupon you want to edit.

Creating a New Remittance Coupon Definition

Creating a new remittance coupon definition is a four step process that involves scanning multiples samples of the coupon type you want to define, setting up the data zones for the coupon type, verifying that the data zones work with the majority of your test documents (and fine tuning the data zones to improve results where necessary), and setting up the processing fields located within the data zones (you must define at least one processing field per zone). This process must be used for each coupon type your company uses.

Step 1: Scan Sample Coupons

Work with one coupon type at a time, and use samples from several months or several billing periods. The sample coupons must have data in every zone to be defined. Empty zones cannot be defined.

Step 2: Define the Zones

Once you have scanned a number of representative samples of the remittance coupon, you can define the zones on the coupon that contain the data you want the system to capture. A zone must contain a single type of data, printed in one of the fonts recognized by the system.

Note: At a minimum, you must define the zone containing the Coupon Amount field. This field is used for balancing remittance deposits. The value of the Coupon Amount field will appear in the Post Amount field in the data record for the item, and is the only remittance coupon data not stored in a custom field.

Once you have finished defining and testing your zone definitions, you must define the Coupon Amount field as well as any other custom fields you want to include for this coupon type.

27


To Create a New Remittance Coupon Definition



3. Click the edit icon for Setup Remittance Coupons. The Remittance Coupons List page will display all your defined coupons.

4. Click the Create New Remittance Coupon button. The Define Remittance Coupon page will display.

5. Enter a unique coupon name.

Note: Coupons are recognized in alphabetic order. You want the most specific (unique) coupon definitions to be checked first, so make sure their names are first in the alphabetic list of coupons.

6. Enter a short description of the coupon.

7. Select the appropriate Measure Zones from setting to define which edge the remittance coupon will be measured from:

• Non-perforated edge for perforated or customer-cut coupons

• Default bottom edge for coupons cut on both edges

8. Proceed to Step 1: Scan sample coupons. To Scan Sample Coupons

1. From the Define Remittance Coupon page, insert your first sample remittance coupon in the scanner, with the printed side facing outward.

2. Click the Scan button. The coupon image appears in the display window.

3. Review the front and back scanned images to ensure the scan quality is acceptable. Change your view of the coupon by clicking:

• Displays the front of the coupon

• Displays the back of the coupon

4. Repeat the process to scan all remaining samples you have of the current coupon type.

5. Proceed to Step 2: Define the Zones.

28


Step 2: Define the Zones

Once you have scanned a number of representative samples of the remittance coupon you are defining, you can define the zones on the coupon that contain the data you want the system to capture.

A zone must contain a single type of data, printed in one of the fonts recognized by the system.

Note: At a minimum, you must define the zone containing the coupon amount. This field is used for balancing remittance deposits. The value of the Coupon Amount field will appear in the Post Amount field in the data record for the item, and is the only remittance coupon data not stored in a custom field.

Note: If you see a message Cannot find a value in the currently highlighted Zone, make sure that the image underneath the zone contains data. You cannot define an empty zone.

To Define Zones

1. With a coupon sample displayed, click the Define Zone button. The system will display a rectangular zone selection box.

2. Move the zone selection box over the data area on the coupon image containing the coupon amount.

3. Drag the box handles to resize the zone selection box to:

• Enclose the data area. Not overlap other data zones.

• Make the box large enough to compensate for printing variations.

• Not include graphics or unreadable text.

4. Click the Lock Zone button. The first zone is added as "Zone1" to the Defined Zones List.

5. Repeat this procedure to define any other desired zones for this coupon type.


7. Proceed to Step 3: Validate Zone Definitions.

29


Step 3: Validate Zone Definitions:

To Validate Zone Definitions

1. With a coupon sample displayed, compare the sample coupon data in each of your defined zones with the recognized values shown in the Current Value column of the Defined Zones list.

2. Compare each sample coupon by clicking the Next and Previous buttons.

• If the results match, the zones are correctly placed and sized.

• If the results do not match, edit any zones as necessary to readjust the zone boundaries before comparing the values again.

Note: If a sample image is skewed and causing false recognition problems, you can delete it by clicking the Delete button.


4. Proceed to Step 4: Define data fields.

Step 4: Define Data Fields

To Define Data Fields

1. With a coupon sample displayed, click the Define Field button. The Define Coupon Field page will display.

2. Choose the zone that will contain the coupon amount from the Zone drop-down menu. The zone highlight appears on the current coupon image.

3. Enter a name for the field.

4. Choose a field type from the Field drop-down menu.

Note: You must use the Coupon Amount field for the payment amount.

5. Select the start (left-most) and end (right-most) positions of this field, within the selected zone.

• Positions are counted from left to right, with position 1 being the left-most character in the zone.

• As you modify the start and end positions, observe the field value that the system extracts from the selected zone in the current field value.

• Make sure you allow enough character positions for variable length fields.

6. Decide if this field is required to identify this coupon.

• Any unique data field on this coupon should be marked as required, even though it is not used in data processing.

30


• Any customer entered data may be blank, and should not be

made a required field.

• To make the field required, select the Is field required for identification? Checkbox.

7. If the field you are defining is the Coupon Amount field (or any

other field that contains an amount), select the Is field an amount? checkbox.

The system removes leading zeros and inserts a decimal point (if necessary) into amount fields.

8. When you have finished defining the field, click the Save button to save your changes.

9. Repeat this procedure to define any other custom fields you want to include for this coupon type.

To Edit a Remittance Coupon Definition



3. Click the edit icon for Setup Remittance Coupons. The Remittance Coupons List page will display. The page shows all your defined coupons.

4. Click the edit icon for the coupon you want to edit. The Define Remittance Coupon page will display.

5. Make any desired changes to the remittance coupon definition. Options are:

• Add, edit, or delete a zone definition

• Add, edit or delete a field

6. Click the Save button. To Delete a Remittance Coupon Definition



3. Click the edit icon for Setup Remittance Coupons. The page shows all your defined coupons.

4. Click the delete icon for the desired coupon definition. A confirmation dialog will display.


31


If You Need Assistance

Online

Online Check Deposit has an online help feature that provides information on screens within the application and information on how to perform tasks. You can learn more about Online Check Deposit by clicking the help icon located on the top right of any page.

Self-directed training is also available where you can learn by watching or learn by doing in an interactive mode.

Technical Support

If you need technical assistance, please contact SunTrust Treasury Management Technical Services at 866.448.6394, option 3. Representatives are available from 8:00 a.m. - 8:00 p.m. ET Monday through Friday on bank business days.

Client Services Support

For all of your other servicing needs, please call your Treasury Management Client Services Specialist at 866.448.6394, option 2. Representatives are available from 8:00 a.m. – 8:00 p.m. ET Monday through Friday on bank business days.

Documents

Online Check Deposit · To Edit a User's Profile .....11 To Edit a User’s Assigned Roles ... immediately contact your company’s Treasury Management Client Services Specialist