Remote Deposit Service Online - University of Virginia · 2016-06-28 · electronic deposits from their desktops using a bank approved scanner. Remote Deposit Service Online users

Remote Deposit Service Online CashPro® Online User Guide

This manual contains proprietary and confidential information of Bank of America and was prepared by the staff of Bank of America. This user guide may not be reproduced or disclosed to others in whole or in part without the written permission of Bank of America. Permitted reproductions shall bear this notice and the Bank of America copyright notice. The user of this user guide acknowledges the rights of Bank of America in the contents and agrees to maintain this user guide and its contents in confidence.

Bank of America, N.A. – Member FDIC

©2012 Bank of America Corporation

All rights reserved. None of the enclosed material may be reproduced or published without permission of Bank of America.

00-35-4015NSB 11-2012 version 3.4

CashPro and Direct are registered trademarks of Bank of America Corporation. All other trademarks are the property of their respective owners.

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Contents Introduction ......................................................................................... 1

Remote Deposit Service Online Deposit Cut off times .......................................................... 3 Overview ................................................................................................................................ 5

Before You Begin ................................................................................ 7 Prerequisites .......................................................................................................................... 7 Confirm Workstation Requirements ....................................................................................... 7 User Roles and Functions ..................................................................................................... 8 Login to Remote Deposit Service Online ............................................................................... 9 Scanners .............................................................................................................................. 10 Supported Scanners ............................................................................................................ 10

Example: Digital Check TS240 Scanner ....................................................................... 10 Installing the Scanner Driver ............................................................................................... 11

Getting Started .................................................................................. 15

Making a Deposit .............................................................................. 17 Making a Simple Deposit ..................................................................................................... 17 Transmitting your deposit .................................................................................................... 21

Correcting and Balancing Simple Deposits ...................................... 23 Individual debit item errors .................................................................................................. 24 Declared amount does not equal and there are no individual item errors .................................................................................................................................... 25 Number of items entered does not match number of items scanned .................................. 26 Item Misclassification ........................................................................................................... 26 Image Quality Failures ......................................................................................................... 27 Duplicate Items .................................................................................................................... 27 Rejected items (if Hotlist feature is used) ............................................................................ 27 Missing/Required Custom Field Data .................................................................................. 28

Editing Custom Fields ....................................................................... 29

Using the Deposit List screen ........................................................... 32 Viewing a deposit status ...................................................................................................... 32 Sorting Columns within the Deposit List Screen ................................................................. 35 Searching and filtering on the Deposit List Screen ............................................................. 35

Reporting .......................................................................................... 37 Reporting Options ................................................................................................................ 37

Reports Tab .................................................................................................................... 37 Report view: .................................................................................................................... 37

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Accessing reports ................................................................................................................ 37 Report View Option .............................................................................................................. 41

To View a Report/Print a Deposit Summary Report by one or multiple Account groups ................................................................................................. 41

To View/Print a Report of items within Account group ........................................................ 44

Performing Item Research and Downloading Images ...................... 48

Managing Aged Open Deposits ........................................................ 52

Exiting the Remote Deposit Service Online Application ................... 54

Scanner Maintenance ....................................................................... 55 Cleaning your scanner ......................................................................................................... 55

Using the cleaning cards ................................................................................................ 55 Using Compressed air .................................................................................................... 55 Removing Ink Smudges ................................................................................................. 56

Support for Remote Deposit ............................................................. 57 User Guides ......................................................................................................................... 57 Help Tips .............................................................................................................................. 57 Remote Deposit Service Technical Support ........................................................................ 58 Customer Portal Technical Support ..................................................................................... 58

Appendix ........................................................................................... 59 Icons .................................................................................................................................... 60 Troubleshooting, Login, Authentication and Scanner Errors ............................................... 61 Report Options ..................................................................................................................... 63 Best Practices ...................................................................................................................... 65 Frequently Asked Questions ............................................................................................... 66 Scanner Jams ...................................................................................................................... 68 Custom Field Formats ......................................................................................................... 69 Deposit Status types ............................................................................................................ 70 Research Options ................................................................................................................ 72

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Remote Deposit Service Online is a Web-based application that enables companies to make electronic deposits from their desktops using a bank approved scanner. Remote Deposit Service Online users can scan and capture images and MICR data of U.S. dollar items drawn on U.S. banks and transmit that data to Bank of America using a secure Internet connection. Items must be deposited to a US account.

Remote Deposit Service Online is available for scanning items and transmitting deposits 24 hours a day, excluding normally scheduled weekly system maintenance. By capturing and electronically submitting item images and MICR data to your account for deposit, daily runs to the banking centers are eliminated. Advanced notices of scheduled outages are placed in the Targeted Bulletin Section of CashPro Online

If located in the US, deposit cut off times are local to the person making the deposit. Outside of the US, the cut off time will be determined by the 1st four digits of the WBS (Wholesale Banking System) account number. Note: Deposits submitted after the current day cut-off times or during non-banking days1 will be processed the next banking day. It is recommended that clients safeguard original items for 14 days using reasonable commercial standards for storage and in accordance with user documentation or local country restrictions, (if applicable). Reasonable standards include, but are not limited to storing the items in a secure location with limited access. Items should be destroyed using a cross cut shredder after 14 days or when all reasonable attempts to collect on the item have been made. The recommended timeframe for storage is subject to change without notice and failure to comply with safeguard and destruction measures that result in loss will be fully born by the client

You agree to cooperate with us fully to facilitate our adherence to guidance provided by the Federal Financial Institutions Examination Council, including guidance concerning risk management of remote deposit capture. For this purpose, you agree that we may mandate

1 Non-banking days include U.S. bank holidays and Saturday and Sunday. Bank of America observes U.S. bank holidays as set forth by the Federal Reserve Bank. To see the schedule, refer to http://www.federalreserve.gov/aboutthefed/k8.htm.

Chapter 1 Introduction

http://www.federalreserve.gov/aboutthefed/k8.htm

Remote Deposit Service Online User Guide

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specific internal controls at your locations, audit your operations and/or request additional information.


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Remote Deposit Service Online Deposit Cut off times

REGION CUTOFF FOR CURRENT DAY PROCESSING

U.S. (Domestic)- if located in Eastern Time Zone Central Time Zone

Mountain Time Zone Pacific Time Zone

10:00 PM EST 10:00 PM CT 9:00 PM MT 9:00 PM PT


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Outside of the U.S. (International) The 1st four digits of a WBS account determines the deposit cut off

• # 1901 (Miami) • # 6290 (California) • # 6550 (New York)

10:00 PM EST 9:00 PM PT

10:00 PM EST


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Overview The purpose of this user guide is to serve as a reference for Bank of America’s Remote Deposit Service Online application. This user guide focuses on Non Remittance transaction processing. There is a separate guide for the Remittance processing function and Administrator role. All screen shots are for illustrative purposes only, and may vary based on your set up. Confidential data is intentionally masked for user guide purposes.

Bank of America offers remote depositing in accordance with the Check Clearing for the 21st Century Act (Check 21), which was signed into law by the Federal Reserve Board effective October 28, 2004. This law permits banks to truncate original checks, process check information electronically, and deliver substitute checks to banks that want to continue receiving paper checks. Faxed items or items that have been remotely created are not allowed due to the requirement of the original item to be scanned, stored and destroyed Bank of America’s Remote Deposit Service Online solution is a Web-based application that allows businesses to:

• Capture images and data from debit items and remittance items at their business and remote locations

• Balance deposit transactions and view images online • Transmit check images and data to the bank for deposit

Clients using Bank of America’s Remote Deposit Service Online application can:

• Scan and capture images and MICR data of U.S. dollar items, drawn on U.S. domiciled accounts; these include personal, business, cashier checks, traveler’s checks, and money orders. Items that are drawn on a US domiciled accounts and MICR encoded with a valid eight or nine-digit routing and transit number can be deposited using the service.

• Clear items through ACH or Image clearing networks • Configure settings based on the business’ needs (for example, deposit limits,

endorsements, column headings, custom fields, hot files, auto population and dual deposit approval.

• Deposit up to 500 items in a single check only deposit (including a deposit ticket), with no limit on the number of deposits that can be submitted during a business day2.

• Transmit images and data to the bank via a secure Internet connection. • Identify duplicate items with electronic duplicate detection. • View the status of deposit transmissions to the bank and receive confirmation that

the bank has received deposits. • Receive credit to a US bank account and clear items electronically.

2 The declared amount (and the total amount of the deposit) cannot exceed $99,999,999.99.


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• Eliminate trips to the bank and the need for the original paper to be presented. Note: After depositing items using Remote Deposit Service Online, the deposited items must be safeguarded and destroyed.

• Export information containing item data and images. This can be used in accounting processes and some accounts receivable systems.

• Modify item information and add check details prior to submitting deposits to the bank through 35 custom data fields.

• Foreign items should be on a separate deposit ticket from image ineligibles. Deposits of foreign items and image ineligibles should be sent to the following address for processing: Items Processing Dallas Capture 1950 N Stemmons FWY STE 6001 Bank of America Mail Code: TX1-160-06-06

Dallas, TX 75207

http://corpdir.bankofamerica.com/staffresults.asp?txtField1Name=mailunit&txtField1Type=is&txtField1Val=TX1%2D160%2D06%2D06


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Chapter 2

Prerequisites • Enroll in Web-based training:

o If you are a Cash Pro User, login to Cash Pro Online and navigate to Cash Pro University and click on the View Training Information in the Training Center Section of CPU (left hand side).

o If you are a CashPro Express User, navigate to the Live training workshops tab and choose Remote Deposit Service.

• Confirm your workstation meets the minimum application requirements (provided at set up)

• Confirm that the Remote Deposit Service Online application has been entitled to you by confirming with your administrator or by accessing Remote Deposit Service from the Receipts tab of your client access portal

• Install the scanner driver from the new deposit page on computers that will be used to create deposits

• Confirm receipt of the Remote Deposit Service Online welcome kit and its contents (if applicable)

• Know if your company’s Bank of America deposit accounts require paper deposit slips

• If using remittance, review the Remote Deposit Remittance Guide for more detailed information

Confirm Workstation Requirements Remote Deposit Service Online requires a scanner driver to be loaded onto a user’s workstation. If the workstation does not meet the minimum system requirements, it may impact the overall performance of the service. Remote Deposit Service Online is an internet based client-server application. A small client side service runs on a workstation located within a Local or Wide Area Network (LAN/WAN). However, the Server side

Before You Begin


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applications run on a Bank of America Merrill Lynch server that is accessed via the internet. It is imperative that you review and acknowledge the provided technical requirements are met for the performance and quality of your network connection through the LAN/WAN, and through the internet, and to the Bank of America Merrill Lynch server is sufficient to enable the Remote Deposit Service Online application to perform optimally. Careful consideration of network capacity, speed and quality of service is required prior to installing Remote Deposit Service Online in the client environment. Insufficient network upload and download speeds and/or poor quality of service can lead to the following symptoms:

Degradation in scanner performance and frequent jams Slow application response time Application freezes and timeouts

IMPORTANT:

Local system admin rights are required prior to installing scanner driver onto workstation. If you are unsure if you have local rights, contact your IT department.

Scanner models may have different system requirements. Be sure to reference the information for the scanner that you are using.

Macintosh and Linux environments are not currently supported. Thin Client workstation environments (for example, Citrix or Hyper V) are not

currently supported. Users must be able to run a local service with a USB 2.0 port from the workstation used for scanning. To determine if the PC has a 2.0 port, please check your device manager to ensure the USB host controller shows as “Enhanced”

We do not recommend using multiple remote capture products or scanners on the same PC.

Obtain a scanner from Bank of America or use a supported scanner. A list of supported scanners may be found in technical requirements document.

Note: Obtaining a scanner from Bank of America is the preferred procurement method. When the scanner is not obtained from the bank, it must be a supported brand/model with printing capabilities enabled.

Please contact your Bank of America representative if you have any questions about the listed requirements.

User Roles and Functions For the Remote Deposit Service Online application, each resource from your company who will use Remote Deposit Service Online is assigned a user role. The application and function of each user role has been established by Bank of America to best meet the needs of our clients.


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Login to Remote Deposit Service Online

From the Client Access Portal home page, click the Receipts tab in the Cash Pro Online header and choose Remote Deposit.

The Remote Deposit Welcome page will appear. Note: If the Remote Deposit Service Online Welcome page does not display, the user has not been properly entitled to the application. Contact your company Customer Administrator for Remote Deposit Service Online privileges.

When the user successfully logs in to Remote Deposit Service Online, the Welcome Screen displays the assigned user role in the upper right hand side of the application window.

It is important to understand what tasks and or functions you can perform or information you can view within Remote Deposit Service Online. Users can request a role change by contacting their company’s designated Remote Deposit Service Online Customer Administrator.

The tabs within the Remote Deposit Service Online application represent functions granted to certain user roles. Users should see and have access to the following tabs:

• Home

• Deposits

• Reports

• Research

• Administration (for adding rules only)

• Aged Open Deposits (if you have a non transmitted deposit greater than 10 days old)


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Scanners This section describes tasks associated with the scanner. Tasks include verifying the scanner components (when receiving a Bank of America scanner) and installing the scanner driver. These tasks are restricted to the Limited Operator, Customer Administrator and Operator roles for the Remote Deposit Service Online application.

Obtain a scanner from Bank of America or use a supported scanner. A list of supported scanners may be found in technical requirements document.

Note: Obtaining a scanner from Bank of America is the preferred procurement method. When the scanner is not obtained from the bank, it must be a supported brand/model.

Supported Scanners A list of compatible scanners and system requirements were previously provided during the implementation and set up process. The most up to date technical requirements can be accessed from Cash Pro University.

When you receive your Remote Deposit welcome kit, verify all components are included. The scanner components listed below are for clients ordering scanners from Bank of America and may vary by scanner brand/model.

1. Digital Check or Panini brand scanner 2. U.S. power supply cord or power plug adaptor for use outside the U.S.

(international users) 3. Power supply w/scanner cord 4. Inkjet cartridge (must be inserted into scanner with the cover slip removed) 5. USB 2.0 cable 6. Cleaning cards 7. Welcome letter

Example: Digital Check TS240 Scanner The Digital Check TS 240 scanner is pictured below:


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If any of the scanning components are missing or defective, contact Bank of America’s Image Customer Care Team. In the event of a defective scanner, the Image Customer Care Team will assist in the process of returning the defective scanner and shipping the replacement. If contacted by 5:00PM CT, a replacement scanner will be sent the following business day. See Remote Deposit Service Technical Support for the Image Customer Care contact numbers. Image Customer Care is available to take your calls on banking business days from 8:00 AM to 1:00AM EST.

Installing the Scanner Driver

Before performing the installation: • Disconnect the scanner and USB cable from the computer. • Ensure you are logged into the workstation and that you have local administrator

rights to your computer. • Remove any previously installed scanner drivers • Close all open applications

1. After logging into Remote Deposit Service Online, click Create New Deposit. If this is your first time logging in, you will be prompted to install the scanner driver.

2. Select the appropriate scanner model icon.


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3. Select Save to save the driver

4. Save the driver to your desktop with file name: scanner model driver version.exe, File Type: Application, Select Save

IMPORTANT NOTE: Do not change the default File Name or Save as Type

5. Select Run when the download is complete


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6. Select Run (again) to continue with the executable.

7. The Driver Install Wizard Begins. Select Next.

8. Unplug the scanner from your PC (if it’s not already unplugged) and press OK.

9. Select Install.


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10. Select Finish.

11. Plug in the scanner USB cable into the PC and select Return.

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Chapter 3

This chapter describes some basic navigation tasks that you will find useful when working with Remote Deposit Service Online. Remote Deposit Service Online is a service that is accessed from within the client access portal. You must always first log into your client access portal in order to access Remote Deposit Service Online.

The Welcome Page provides a landing point for Remote Deposit Service Online and also acts as a home page after authentication. From the Welcome Page, users can create deposits, perform research and run reports. Note: If the Remote Deposit Service Online Welcome page does not display, the user has not been properly entitled to the application. Contact your company Customer Administrator for Remote Deposit Service Online privileges.

Getting Started


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• Quick Links are displayed on the right side of the Welcome Page. These links will vary based on the individual’s user role.

• Tabs are located on the top left side of the application and allow the user to perform functions within the application. These will vary based on the individual’s user role.

• User Alerts are messages specific to a single user and appear at the bottom portion of the Welcome Page. These are set up by Bank of America. For example, the bank may notify the users of a specific company about account activity


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Bank of America offers two types of deposits: Simple Deposits Include: Only debit items such as checks (personal, business, cashier, traveler’s), and money orders drawn on US based accounts and US domiciled banks. Simple Deposits may include or exclude the need of a paper deposit slip depending on the company’s set up. Virtual deposit slips are created within the application when your company elects not to scan a paper deposit slip. Debit items may clear as ACH, Image or IRD’s depending on your company’s set up, type of item and image receive capabilities of the paying bank Remittance Payment Deposits Include: Simple deposit information above and your Company’s standard check size remittance coupon (or coupons) that have been set up and tested by the bank and submitted payment from your company’s customers. One or more payment coupons and one or more checks can make up a single Remittance Payment Deposit transaction. Information on making a Remittance deposit may be found in the Remittance User Guide.

Making a Simple Deposit 1. Gather all deposit tickets (if using a paper ticket) and debit items to be scanned. 2. Compute the expected total amount of your deposit, this amount is the declared

amount. 3. Perform a quality check of all deposit items. Ensure that the bottom and leading

edges of the deposit slip (if applicable) and deposit items are aligned and are facing the same direction. Remove all staples, paper clips etc. and straighten any bent corners before loading into the scanner.

4. If a paper deposit slip is used, place it as the first item in the deposit followed by associated check(s) until the entire deposit is assembled. Note: paper deposit slips are not allowed for clients on WBS platforms.

Chapter 4 Making a Deposit


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5. Login to Remote Deposit Service Online. 6. On the Welcome page, click the Create New Deposit link.

Note: Page display will vary and is dependent on what functionality is assigned to your company, not all options will be enabled. Information required for processing the deposit is identified with an asterisk (*) on the New Deposit page.

7. Select the appropriate account group from the Account group drop down.

8. Select the appropriate account number from the dropdown, or start to enter the account number in the account number field.

9. The Routing Transit number is automatically populate after the account is selected

10. Select Simple from the Deposit Type. This button may be pre populated based on your set up.


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11. Select Clearing Channel o Image (default): All negotiable items will be cleared through image

exchange as either Image or IRD (Image replacement document). The clearing is determined by the paying banks image capabilities.

o ACH-BOC, ACH-ARC (exception): Eligible checks will be cleared through ACH (Automated Clearing House), with the remainder cleared through image exchange. Additional approval required.

12. ACH clients only: Choose the assigned ACH Company Name for the account number selected for deposit.

13. If the page shows Optional Fields (1, 2, or 3) after Deposit Type; your company may have specific information to add. Input up to 30 text or numeric characters in Optional Field 1, 2 or 3. This information is available for viewing or printing, but does not pass to the RDSO reports or Client Information Reporting.

14. Enter the number of items within the deposit (optional). You may deposit up to a total of 499 debit items + a deposit slip per deposit, with no limit to the number of deposits you make in a day. If the number of items entered does not match the number counted by the application, the user will be required to edit the number of items to make it equal to the number of items counted by the application prior to submitting the deposit.

15. Enter the deposit’s total value as the Declared Amount. A declared amount is the total amount of the deposit, and is used to compare the expected total to the captured total of the items scanned. The Declared Amount cannot exceed $99,999,999.99. If a decimal is not entered, Remote Deposit Service Online assumes a decimal is present at the end of the entered amount.

16. Place as many items as will comfortably fit into the scanner entry tray. If your set up requires a paper deposit slip, a message displays informing the user that they must scan the deposit slip as the first item in the deposit.

17. Load items according to your scanner manufacturer’s directions. See your scanner user materials to determine how many items may be loaded at a time; add additional items until you have captured the entire deposit.


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18. Click Start Capture. While the checks are scanned the scanner prints a horizontal spray line on the back of each check and the application overlays a virtual endorsement on the check image which will be used in clearing the items.

19. The scanner must be equipped with an ink cartridge that will “spray” or print information on the back of each item. The information “sprayed” on the item includes the following:

1. Sequential number in which the item was scanned

2. Deposit number

3. Location or Account Group

4. Customer number (assigned by Bank of America)

Note: The Bank of First Deposit and Virtual Endorsement information will not be printed on the physical item scanned. However, when the user views the image within the application, Remote Deposit Service Online applies the Bank of First Deposit and Virtual Endorsement information onto the image as it was configured in the customer set up process. As items are scanned Remote Deposit Online captures the courtesy amount of each item and the grand total of all items that have been scanned. These amounts are populated on the Deposit Item List page. In most cases the deposit will balance, which means the declared amount equals the captured amount, the Balancing Difference field is “0.00”, and displays in green. A deposit may not be transmitted if it is out of balance.

Sample deposit: In balance

Horizontal spray

Virtual Endorsement


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Transmitting your deposit 1. Click Complete to transmit the deposit

2. Click OK when asked if you are ready to transmit the deposit.

3. Securely safeguard original items for 14 days using reasonable commercial standards for storage and in accordance with user documentation or local country restrictions, (if applicable). Reasonable standards include, but are not limited to storing the items in a secure location with limited access. Items should be destroyed using a cross cut shredder after 14 days or when all reasonable attempts to collect on the item have been made.

After the deposit is transmitted, the deposit status will change. A description of the deposit status types are listed in the appendix.


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Chapter 5

Remote Deposit Service Online identifies errors on the Deposit Item List. Items requiring user attention are marked with red text and an ATTENTION icon . Out of balance conditions can occur when the Declared Amount does not match the scanned amount, the number of Items does not match the number of items scanned when the scanner cannot read information from the deposited items, required information is missing, or items are misidentified.

The Balancing Difference field in red font informs you by what dollar amount the declared and actual values differ. Deposits are considered unbalanced and in need of repair if the complete button on the deposit list screen is noted in RED.

You can sort the deposit list screen and have the errors appear at the top or bottom of the list by clicking “Error” in the grey tool bar. You may filter and show only items with or without errors by clicking on the magnifying glass.

Correcting and Balancing Simple Deposits


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Individual debit item errors Remote Deposit Service Online identifies errors on the Deposit Item List. Items requiring attention are marked with red text and an ATTENTION icon . 1. Select show errors or no errors

2. Click View/Edit this items details next to the first item with an error

. 4. Correct the item and click Next Error or the enter key. Next Error will save the

change and move you to the next item that requires attention.


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5. Continue editing until all items have been corrected. When all items have been corrected, the Complete button will turn green indicating that this deposit is ready for transmission.

6. Click Complete to transmit the deposit 7. Click OK when asked if you are ready to transmit the deposit.

Declared amount does not equal and there are no individual item errors

1. Click on the task icon next to the deposit credit

2. Click the Edit this deposits details icon

3. Enter the correct deposit amount

4. Click Save


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Number of items entered does not match number of items scanned A deposit can be out of balance when the number of items entered does not match the number of items scanned. The most common cause of this error is not including the deposit ticket (virtual or paper) in the number of items.

1. If you have additional items that did not scan, click add items and then start capture to scan additional items.

2. If the incorrect number of items was entered:

3. Click the Edit this deposits details icon

4. Enter the correct number of items

5. Click Save

Item Misclassification Errors occur when the scanner cannot recognize the type of item scanned. When this error is identified and the image window is opened, the user needs to correct the item type before proceeding. From the dropdown menu on the left side of the image window, select the deposit item that matches the item type. Click Save to finish.


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Image Quality Failures Items that fail image quality will show an error in the upper left after you click on the item. Click on the link to display the reason for the error. In cases where an Operator overrides an image that has been flagged for poor image quality, it may ultimately be flagged again by the bank at a later point in the process and result in an adjustment. Delete and rescan the item. If the item fails quality checks a second time, deposit the item at a banking center.

Duplicate Items Remote Deposit Service Online recognizes items previously submitted by users in your company. Duplicate detection is at the company level.

1. An error icon displays in the upper left hand side of the potential duplicate item. 2. If the item scanned is a duplicate, return to the Deposit Item list and select Delete to

remove the item from the deposit. 3. If the item scanned is NOT a duplicate, click the Override Duplicate button. It is

extremely rare that the application will mis identify a duplicate. If an override is made on a correctly identified duplicate item, the deposit may be adjusted by the bank.

4. Click Save.

Rejected items (if Hotlist feature is used)

You may have chosen to use the hotlist feature which identifies items that your company may not want to accept for deposit. If an item on the hot list is scanned the user will receive an alert identifying the item. Examine the item: Is there a reason that you must accept it (for example, the check is


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certified etc.)? If you must accept the item, select the Override Reject Hotlist button. If you do not need to accept the item, return to the deposit item detail list, delete the item and set it aside for collection.

Missing/Required Custom Field Data If a custom field is required, information must be added prior to submitting the deposit. Enter the required information into the custom field and click save. If the custom fields are dollar ($) values and set to sum, the total entered must equal the item amount. The custom field data must be entered in the format specified by your company.


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Chapter 6

Custom Fields are defined by your company and appear on the Item Edit page for data input and can be exported and used to reconcile. These fields are used to manually add non static information to items (for example, an invoice number) or can be auto populated with static information (for example, apartment or policy number).

Custom fields can be set up as required or editable and available for all item types. Required custom fields will flag as an error and require input prior to deposit transmission. Editable field entry is done as needed. There are thirty five (35) custom fields that can be assigned to each debit item within a deposit. Fields can accommodate up to 250 characters, but larger fields may result in wrapping on some reports.

The types of custom fields available are listed in the appendix.

Note: Custom fields are determined and set up within the Administrator tab.

1. If not already working within the deposit list, you can view the deposit list screen by either clicking on the Deposit List tab on the right side of the screen (this will return all deposits made by you) or by using the Deposits tab on the top portion of the Welcome page (this will allow you to further refine the results by account group).

Editing Custom Fields


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2. If you have multiple account groups assigned to your ID, choose your account group, search for it, or click show all

3. Click on the deposit you want to open

4. Click on the item you want to add custom data to.

5. Enter the data and save changes.


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Chapter 7

The Deposit List screen is used to view deposit status, look at the items within a deposit and print reports. You can view the deposit list screen by either clicking on the Deposit List tab on the right side of the screen (this will return all deposits made by you) or by using the Deposits tab on the top portion of the Welcome page (this will allow you to further refine the results by account group).

Viewing a deposit status Check the Deposit status by looking at the status column on the Deposit List page. Sample statuses are provided below. For a complete list of statuses refer to the appendix.

• Open (may have qualifier) • Transmitting • Received • Pending Delete • Received Pending • Perfected • Perfected Adjusted

.

1. To view a deposit status, click on Deposit List from the right hand tabs or click on the Deposits tab, and choose an account group.

Using the Deposit List screen


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The Deposit List will default to deposits that have been made in this session. If no deposits have been made, no deposits will be listed.

2. Click on the List of Deposits Drop Down and choose the time period for which you want to view:

• For this session: All deposits that have been made during this session • For Today: All deposits that have been made today • For the last 10 days: All deposits that have been made in the last 10

calendar days • All Open Deposits: All open deposits for the last 90 calendar days. It is

important that all open deposits are transmitted within 45 calendar days, as the images will no longer be available for clearing and the deposit will fail. Deposits left open for more than 10 days, will also show on the aged open deposits screen.


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• By month: Deposits available by month, for the last 90 calendar days

Deposits will be listed with their statuses. If a deposit has been transmitted, relevant information (such as when and by whom) can be viewed by clicking on the deposit details icon.

3. Click on the edit this deposit details icon to view the items deposit details.


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4. Click on view this deposits details icon to view the details of the deposit.

Sorting Columns within the Deposit List Screen Within the Remote Deposit Service Online application, column data can be sorted by clicking the column title. For example, the Create Date, Deposit Number, Type, Amount ($) columns can be sorted by clicking the column title. The arrow denotes ascending or descending sort.

Searching and filtering on the Deposit List Screen Columns within the deposit list screen can be filtered to show specific information. For example, to view checks with a certain amount range, a filter can be created specifying the range of items to display. The application updates the display to show only the items that meet the filtered criteria.

Note: Multiple filters can be used and the filter applied appears below the column name. For example, a filter can be set on both Amount (specifying the amount range) and Account (specifying a specific account number).

1. From the deposit List Screen, select the filter icon located next to each column heading. An input box will appear.

2. Enter the filter criteria (will vary based on column header)


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3. Select Apply.

4. Click on the column header to reset or change the filter.

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This chapter provides information about areas in the application where reports can be viewed, printed, created, exported or saved.

Reporting Options All reports are standard and are available to all Bank of America Remote Deposit Service Online customers. Users can generate multiple reports from the Reports tab and Generate Reports button from the home page. For a quick view of summary reports, access reports through the Report View Button from the Deposit List Screen. Operators can view all deposits made in account groups to which they are assigned. Limited Operators can only view that they have made and for account groups they have been assigned. All other users can view all deposits in account groups.

Reports Tab: This option provides access to standard report files in different formats. Available report types, formats and additional samples can be found in the appendix. Report view: This option is a quick solution when a page print is needed. The report view button is available on the Deposit List and Deposit Item list screens.

Accessing reports Reports can be accessed from the Reports tab or Generate Reports button on the Home Page. Note: Not all steps will be applicable for every report type.

Chapter 8

Reporting


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1. Choose the Report type: When selecting a report type, an example of the report

can be viewed by clicking on the thumbnail below the drop down menu.

2. Choose the report export format. Formats will vary based on the report type

chosen.


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3. Choose a date range type.

• Create Date: When the deposit was created

• Deposit Receipt Date: For deposits that have not been perfected by the bank

• Posted Date: For perfected deposits

4. Choose the start and end date range: Images are available for 45 calendar days within the application; supporting data is available for 90 calendar days.


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5. Choose your account group and User ID (if you have administrator privileges)

6. Select Deposit Status (descriptions of each status can be found in the appendix of the user guide).

7. Select whether or not you need images of the items on the report. This feature

is available for certain reports.

8. Click Create Report.

9. The report will generate and appear in a list at the bottom of the screen, the

status will show as submitted while the report is being generated.


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10. The report status will change to completed if a report is returned with data, or

Empty if there is no data.

11. Click on the Display the Saved Report button to view the report, View Report Search Criteria to see the report search details or delete the report. Reports will be saved for 10 days or until you have generated 10 reports, whichever is fewer.

12. You will be prompted to open the report

Report View Option While you cannot save a copy of this report to your computer, you can print a copy directly when viewing the report on the screen.

To View a Report/Print a Deposit Summary Report by one or multiple Account groups 1. Click on the deposits or deposit list tab from the welcome screen.


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2. Select an account group by clicking on the task icon next to the account group. You

may also search for an account group or show all deposits.

3. Choose the time period for the list of deposits


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4. Click on Report View.

5. Click the report Print button to print.


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To View/Print a Report of items within Account group 1. Click on the Deposits tab or the Deposit List button from the Welcome screen.

2. Select an account group by clicking on the task icon next to the account group. You

may also search for an account group, show all or show all deposits.


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3. Choose the time frame for the range of deposits you would like to see.

4. Click on edit the deposit details icon from the deposit list for the deposit you want to

view.


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5. Click the Report View button.

6. Click Print.


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Chapter 9

There are multiple options for performing research and downloading the results within the Remote Deposit Service Online Application. You may choose up to 5 criteria at a time. The values you enter will be dependent upon the criteria you choose. Research and image download may be performed by clicking on the Research tab at the top of the Home page. A list of all searchable criteria is listed in the Appendix.

1. From the Home Page, click on the Research tab.

Performing Item Research and Downloading Images


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2. Select the required search criteria.

3. Enter the required values.

4. Click Search.

5. Choose the items that you want to save, you may select all items by choosing Select All or choose individual items by clicking the check box next to the item.


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6. Choose report type:

7. Choose whether to include images of the items. The images will appear 4 to a

page and include front and back. Images are available for 45 calendar days within the application. Images are embedded within the PDF and RFT reports.

8. Click Create Report


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9. Open or Save the report


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Chapter 10

If a deposit is prepared and not transmitted within 10 days, the user will see an Aged Open Deposit Tab.

Additionally, there will be a message when the user tries to create a new deposit.

1. Click on the link to the Aged Open Deposits and choose the deposits you want to edit,

transmit or delete. You may only transmit balanced deposits.

Managing Aged Open Deposits


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2. After all deposits have been addressed, the Aged Open Deposits tab will no longer

show.


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Chapter 11

1. Click on the Close link to exit out of Remote Deposit and return to Cash pro

Online. Click the Logoff link in the upper right corner of the application to log out of Cash Pro.

Exiting the Remote Deposit Service Online Application


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Chapter 12

Cleaning your scanner

Using the cleaning cards Use the specially designed cleaning card to perform a simple cleaning cycle once a week or every 3,000 checks, whichever comes first. Follow these steps to clean the scanner:

1. Remove the cleaning card from the sealed pouch and insert into the entry feeder as shown to the right.

2. Create a dummy deposit within the application and select Start Capture while grasping the trailing edge of the cleaning card. This action will create the desired “scrubbing” condition with the feed rollers. Repeat this action 3-4 times while rotating the cleaning card each time.

3. Next, perform 3-4 additional scan cycles with the cleaning card, but do not grasp the trailing edge of the card. Rotate the cleaning card each time to ensure that the cleanest part of the card is being used.

4. Delete the dummy deposit. Additional cleaning cards can be ordered by contacting our scanner vendor TASQ, at 1-866-410-7216

Using Compressed air Use compressed air to clean the scanner frequently. This will eliminate dust, paper fragments, and other foreign bodies that may damage the scanner.

Scanner Maintenance


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Removing Ink Smudges 1. Check the ink-jet cartridge for leaks. If it has leaked, remove the cartridge and clean

it off, then insert it back in the scanner. 2. Replace Ink Jet Cartridge. 3. Periodically check the condition of the ink jet cartridge and replace it when the ink

begins to fade in density on the printed items.

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Chapter 13

User Guides To access the user guide, click the User Guide link in the top right corner of the Home page.

Help Tips When Help Tips is turned on, the user can view the tips when he/she selects Show Tips. Tool tips appear when you roll your curser over a button or field. Help tips are not available for viewing when the user selects Hide Tips.

Support for Remote Deposit


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Remote Deposit Service Technical Support Contact the Image Customer Care Center with questions about the following:

• Questions about Remote Deposit Service Online • Questions about Scanners

The Image Customer Care Center is available to take your calls 8:00 AM EST to 1:00AM EST Monday through Friday. Calls made after business hours will be returned on the next business day

• 1.888.367.2521 toll-free (Domestic) or • 1.804.553.6252 outside of the United States

Customer Portal Technical Support Contact the Technical Care Center (TCC) with questions about the following:

• Cash Pro Online User IDs • Cash Pro Online Passwords

The Technical Care Center is available • 1.888.589.3473 toll free (domestic) between 7:00 AM and 9:00 PM Eastern Time

on banking business days. • 1.704.387.3020 (outside of the United States) between 7:00 AM and 5:00 PM

Eastern Time on banking business days. • Email at [email protected]

If located in Latin America, Europe, the Middle East, Asia, or Africa, please contact your Global Treasury Management Product Specialist.

mailto:[email protected]

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Appendix


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Icons Remote Deposit Service Online uses icons to communicate messages and information to users.

ICON ACTION PURPOSE

Delete Deletes the associated item.

View Lets you view an item's details.

Edit Lets you edit an item's details.

Selection Alerts you to selectable items.

Filter Lets you create filters.

Alert Draws attention to specified areas or items that required user action.


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Troubleshooting, Login, Authentication and Scanner Errors

ERROR POSSIBLE CAUSE POTENTIAL RESOLUTION

You are unable to login to Remote Deposit Service Online

User names and passwords are case sensitive, and passwords must comply with Bank of America’s digital certificate guidelines.

Ensure you enter the correct user name and password as was provided with your authentication instructions. Contact Technical Support for details about your specific password requirements or continue to be denied access to the application.

You entered an invalid user name or password

User names and passwords are case sensitive, and passwords must comply with Bank of America’s guidelines.

Ensure you enter both your correct user name and password as provided to you by Bank of America Contact Technical Support for details about your specific password requirements.

You entered invalid password information

Re-enter the password information.

Contact Bank of America Technical Support if you are still having problems.

The application cannot be accessed

Ensure the correct URL is used

If the problem persists, contact the Bank of America Image Customer Care Center.

The computer does not detect the scanner or appropriate driver.

Scanner connections may be loose, scanner is powered off, or driver may not be correctly installed.

• Check all USB and power connections. • Check that scanner is powered on. • Contact Image Customer Care for assistance with

re-installing drivers.

The scanner is not functioning properly

Check to see if any items are stuck in the scanner, clear the path and try again.

If the problem persists, close the application, restart the scanner manually by turning the power off and then on, and then restart the application. If the problem persists, contact Bank of America Image Customer Care.


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Laptop computer fails to detect the scanner.

This error occasionally appears if the scanner is plugged into the USB port on a laptop computer’s docking station.

Be sure that the scanner is plugged into the USB port on the computer, and not into the USB port on the laptop docking station. Docking stations can cause irregular behavior with the scanner operation and should be avoided.

It takes a long time to initialize the scanner each time I want to begin scanning

The scanner takes several seconds (10-15) to initialize when it is powered up and the initial items are scanned.

If you anticipate multiple scanning sessions, you may close the Remote Deposit Service application after you have completed the first session, but you may wish to leave the scanner powered on (the status LED should remain green). Subsequent scanning session will initialize much more quickly

Two items have been scanned simultaneously

Items have inadvertently stuck together.

Delete the ‘piggyback’ items, remove any substance that may cause them to stick together and rescan.

Item appears to be stuck in the scanner

Remove center cover from scanner, clear any stuck items, replace the center cover and then follow scanner jam recovery process.

If problem persists, clean the scanner’s document track. If unable to re-process item, call Image Customer Care.

The computer does not detect the scanner or appropriate driver

Scanner connections may be loose, scanner is powered off, or driver may not be correctly installed.

• Ensure port 80 is open • Check all USB and power connections • Contact Image Customer Care for assistance with re-

installing drivers.

The scanner has jammed, I cleared the hopper, but still cannot scan

The recovery process was not completed

It is important to fully recover the scanner jam by clicking “recover”, take the checks out of the scanner, click restart scanner by going to start> programs files> remote deposit web client> restart, wait for the deposit item list to appear prior to loading additional items.

The scanner is not functioning properly

Check to see if any items are stuck in the scanner, clear the path and try again

If the problem persists, close the application, restart the scanner manually by turning the power off and then on, and then restart the application. If the problem persists, contact Bank of America Image Customer Care.


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Two items have been scanned simultaneously

Items have inadvertently stuck together

Delete the ‘piggyback’ items, remove any substance that may cause them to stick together and rescan.

Report Options

Report Name Description Formats Available

Deposit Status Included in the

Report

Standard Export File Provides an exportable version of simple and remittance deposits.

CSV XLS

Received Received Pending

Perfected Perfected Adjusted

Transmitting Open

Deposit Detail Report Provides a detailed report for all simple deposits.

PDF RTF

DOCX



Transmitting Open

Deposit Summary Report

Provides a summary report for all simple deposits.

PDF RTF

DOCX



Transmitting Open

Deposit Details by Deposit Number Report

Provides a detailed report by deposit number for all simple deposits.

PDF RTF

DOCX



Transmitting Open

Payment Detail Report Provides a detailed report for all remittance deposits.

PDF RTF

DOCX



Transmitting Open


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Report Name Description Formats Available

Deposit Status Included in the

Report

Payment Summary Report

Provides a summary report for all remittance deposits.

PDF RTF

DOCX



Transmitting Open

Remittance Details by Deposit Number

Provides a detail report by deposit number for all remittance deposits.

PDF RTF

DOCX



Transmitting Open


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Best Practices Please note that these are suggestions for making the product work better for you, not a guarantee for seamless service.

• Verify that your system meets all technical requirements per the Hardware and Software Requirements documents to aide with system efficiency.

• It is important to place the scanner power box at least 18 inches away from your computer and not on top of any other device (printer, etc.) to reduce any interference between the application and the scanner.

• Do not place any electronic items near the scanner (cell phones, BlackBerrys, etc.). • Scanners should be cleaned every 3,000 items or once a week with compressed air

and cleaning cards; additional cards may be ordered by calling TASQ at 1-866-410-7216.

• Make sure checks are free and clear of debris: staples, paper clips; and they are facing the same direction and not bent or folded.

• Local Port 80 will need to be open for both inbound and outbound traffic to allow communication with the scanner itself. This port is normally open, unless you are running a web server on the same device.

• We do not recommend using multiple remote capture products or scanners on the same PC. There is no way to determine what the details are behind another banks application or scanner requirements and they may conflict with the Remote Deposit Service Online Application.

• Only US dollar items, drawn on domestic banks, to US dollar accounts may be captured through Remote Deposit Service Online.

• Money orders are not consistently formatted across all issuers. As a result, many are too light, too dark or printed on non-standard check stock. Due to these variations, scanners may have a difficult time reading the money order amount fields or recognizing the documents as money orders. The amount field can be manually entered and the item classified, as the item is scanned by the user. The same process holds true for WIC and other non-standard checks. WIC checks have busy backgrounds and are typically taller than business and consumer checks. The scanner is looking for the amount in a pre-defined field, however due to the excess height; the amount field may not be read. The user may override the reject; however there is a risk of the item being returned for image quality failure

• Remote Deposit Service Online provides duplicate detection at the company level. As items are scanned, the application validates to see if another item with the same account, amount, serial number, and ABA number has been previously scanned. If a duplicate is detected, the operator may override the item if it is not a true duplicate or remove the item from the processing stream.

• Scanners must be equipped with printing capabilities and an ink cartridge installed. • Do not download scanner drivers from “found new hardware” message. Follow the

instructions in the User guide.


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Frequently Asked Questions

Q. What scanner models are available to purchase? A. The list of available scanner models available for purchase may be found in the Technical requirements document Q. What other scanner models are supported? A. The list of supported scanner models available may be found in the Technical requirements document Q. What is the Image Customer Care number? A. The Image Customer Care Number is 888.367.2521 Q. Is there a limit to the number of checks that can be processed in a single RDSO deposit (batch)? A. Deposits (batches) are limited to 500 items – 499 checks and one deposit ticket/credit record. Remittance deposits are limited to 499 checks and one deposit ticket/credit record and unlimited associated remittances. There is no limit to the number of deposits that you can submit each day Q. Are images available in the export file? What is the format of the images? A. Black and white images are available to download in PDF, DOCX and RTF formats through the research and report tabs. They are embedded within the file as .tiff files and present four to a page (two front images with corresponding backs). The user can search for an image using the edit find function, but there is not an index within the download file. Q. Can I rescan the original item if it is returned? A. The original truncated item cannot be re-deposited. If an item is returned, the Image Replacement Document (IRD) may be rescanned through RDSO or brought to a banking for processing as the IRD is MICR encoded with a valid MICR line, and is considered a legal document.

• Items are subject to return rules and only items returned for NSF can be re-deposited.

• The item may show as a duplicate on RDSO- meaning the scanner would have recognized that it already scanned a similar item. The duplicate can be overridden.

• The item must not have been already represented.

Q. Can I rescan the original item if it is rejected by Bank of America check processing? A. Since the original item was never truncated, it may be re scanned or brought to a banking center for deposit. Q. Where can I find a list of the administrator functions? A. A list of functions for all roles is available in the Administrator User Guide.


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Q. What do account groups do? And are there any limitations? A. Account groups allow clients to assign a location number to a deposit without having to use a paper deposit ticket. When you log into the application, you will choose an account group in which to make the deposit. This number is passed in the serial number field to other information reporting applications. For consistency purposes, the account group number is static. For example, location 1 is always presented as location 1. There is no limit to the number of account groups you can have within your service. Q. How do I access images for research and customer support purposes? How long are these items stored? A. All deposited items and remittances are available within the Remote Deposit Service application (through specific reports and through Item Research) for 45 calendar days. Images of debit items may also be accessed through Image Access for 7 years. There are additional storage options including CD ROM and transmission, for information, contact your bank representative. Q. Can I use Remote Deposit and other banks’ remote capture solutions on the same PC? A. There is no way to determine what the details are behind another banks’ application or scanner requirements to know if they will conflict with Remote Deposit Service Online.


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Scanner Jams There may be a variety of reasons for a jam of the scanner hopper to be reported. When this occurs, a message will be displayed to the user indicating that the hopper is jammed. It is important to fully recover the jam prior to restarting the scanner. 1. Maximize your browser window. The user will see a message indicating why the

scanner jam was reported.

2. Remove all items from the scanner transport and hopper

3. Click Recover button. (Top right hand corner). The next screen will show the last

image that was captured

4. Click restart scanner/ Start Hopper button (lower left corner). Do not load items back

into the scanner at this time.

5. After the loading page goes away and the deposit item list displays, place items back

into the scanner. Items will automatically feed through the scanner.


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Custom Field Formats

DATA TYPE FORMAT EXAMPLE DESCRIPTION

Numeric ############################0

1234567 Any combination of numbers, up to 100 characters in length

Currency $##,###,###.00 ########.00

$99,999,999.99 9999999.99

Dollar amount up to the maximum of $99,999,999.99 includes dollar sign and commas Dollar amount up to the maximum of $99,999,999.99 does not include dollar sign and commas

Text 123abc!@# Apt 12 Free form text up to 100 characters in length

Date Mm/dd/yy Mm/dd/yy hh:mm:ss Mm/dd/yyyy Mm/dd/yyyy hh:mm:ss

01/12/11

Formatted text


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Deposit Status types

STATUS DESCRIPTION Open With a second word to show the state of the deposit processing:

Incomplete – There may be additional items to scan or recognition results may be incomplete. Processing – Document scanning is active. Balanced – All items have been scanned; the declared total and item total match. Jammed – The scanner has reported a track jam. Cancelled – Typically results in immediate removal of the deposit. Open deposits are purged after 90 days of inactivity.


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Transmitting The deposit is currently being sent to Bank of America

Received The deposit has been successfully received by Bank of America.

Pending Delete Stale data being removed by the application.

Received Pending Do NOT rescan the deposit as it has been received by the bank. Contact a Customer Service Representative at Bank of America’s Image Customer Care group to advise them of the status. See Support for contact information.

Perfected Bank of America completed processing this deposit without making adjustments.

Perfected Adjusted Bank of America completed processing this deposit and made adjustments.


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Research Options Criteria Description Value Account Group Name Name of the account groups Drop down of available account

groups Amount Amount of the item Value Range Bank Sequence number Sequence number of the

item assigned by the bank Free form

Check number Check number of the item Free form Credit amount Dollar value of the deposit Value range Custom Field Manual and automated data

entry fields Free form (must have custom fields set up for option to appear)

Debit item account number Debit item Free form Deposit account number Account number where the

deposit was made Free form

Deposit Credit Date/Time Date/Time a deposit was made

DD/month drop down/ 4 digit year, time of day

Deposit number Sequence number of a deposit as assigned by the bank

Value range

Deposit status Status of the deposit Drop down with the following choices Open Transmitting Received Received pending Perfected Perfected adjusted

Item Grouping Groups of like items Drop down with the following choices: Check Credit Item Payment Coupon

Item routing transit number ABA/Routing transit of the debit item

Free form

Item status Status of the deposited item Not Queued Recognition Complete Pending

Item type Classification of item Drop Down Posted amount Posted amount of the item Range value


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Documents

Remote Deposit Service Online - University of Virginia · 2016-06-28 · electronic deposits from their desktops using a bank approved scanner. Remote Deposit Service Online users