bank and site end-of-day

Bank and Site End-of-Day

Overview ................................................................................. 1

Preparing for the Site and Bank End-of-Day Processes .... 1

Accessing the End-of-Day Process ...................................... 2

Understanding the Site and Bank End of Day Processing Window ........................................................................................... 2

Understanding the Bank Dates Tab ...................................... 3

Using the Bank List Commands ................................................... 4

Verifying Bank Days ...................................................................... 4

Running the Bank End-of-Day Process ............................... 4

Changing the Bank Day Manually ......................................... 6

Understanding the Site Dates Tab ...................................... 10

Verifying the Process Days ......................................................... 11

Running the Site End-of-Day Process ................................ 11

Changing the Processing Day Manually ............................ 14

Using the Clean Up and Move Process .............................. 18

Bank and Site End-of-Day 1

Bank and Site End-of-Day

Overview

The End-of-Day processes are used to update the previous, current, and next bank and processing days. During the End-of-Day processes, the Next day becomes the Current day and the Current day becomes the Previous day. The system uses the bank calendar in Bank Setup to determine the Next bank day for the bank. The system uses the site calendar in Configuration Setup to determine the Next processing day for a site. When updating the process day in the system, the Site End-of-Day process creates an empty set of databases for the Next process day.

NOTE: If an operator does not want the Next day displayed on the Site and Bank Dates section to become the Current day for the Site or the Bank, the Select Date option can be used to manually set the Current day.

Preparing for the Site and Bank End-of-Day Processes

The Site End-of-Day process should be run at the end of each process day. The Bank End-of-Day process should be run at the end of each bank day. Before running either of the End-of-Day processes, the following should be completed:

• Complete daily backups for Site End-of-Day

• Using the Batch/Queue option from the Tools tab, verify that all workstations, including the transport, are logged out of the RemitTrac application

• If running the Site End-of-Day Process, verify that the processing days displayed on the Site Dates section are accurate

• If running the Bank End-of-Day process for more than one bank, verify that the bank(s) are selected in the Bank List

• If running Bank End-of-Day, verify that the bank days displayed on the Bank End-of-Day Process window for the selected bank(s) is accurate

CAUTION: The system currently does not verify if operators are logged on to the system. The system will allow a Bank and Site End-of-Day to be executed with operators logged on to the system.

2 RemitTrac Workflow Manual

Accessing the End-of-Day Process The End-of-Day process is accessed from the RemitTrac Application Admin ribbon bar.

• From the RemitTrac Application Admin ribbon bar, select End of Day Process.

Figure 1. End of Day Process from the Admin menu

The Site and Bank Day End Processing window is displayed on the screen.

NOTE: If workstations are logged in when the End of Day module is accessed, a message similar to the following will be displayed.

Figure 2. Workstations Logged In

Understanding the Site and Bank End of Day Processing Window

The Site and Bank End of Day Processing Window contains three tabs. The Bank Dates and Site Dates tabs are used to complete Bank End-of-Day and Site End-of-Day. The Clean Up & Move tab is used to select which batches to move to the current processing day and which batches should be deleted from the system.


Understanding the Bank Dates Tab

Figure 3. Bank Dates section

Table 1 summarizes the areas of the Bank Dates Tab on the Site and Bank End Processing window.

Table 1. Bank Dates Tab of the Site and Bank Day End Processing Window

Area Description

Bank List Displays a list of banks for the processing Site

Bank List Commands

Options used to select the site’s default bank, all the banks in the list or to unmark all the selected banks in the list

Command Buttons Used to Switch (execute the End-of-Day process for the selected bank(s) ) and Select Date (specify the Next bank day for a selected bank)

Bank List Commands Command

buttons

Bank List

Bank Dates Tab


Using the Bank List Commands

Figure 4. Bank List Commands

From the Bank Dates tab, the Bank List commands can be used to run the Bank End-of-Day process for the site’s default bank, all banks, or only selected banks. If Default Bank or Select All is chosen, a bank does not have to be selected from the list. If Clear All is chosen, the bank(s) whose Bank End-of-Day process needs to be run does have to be selected.

Verifying Bank Days

The previous, current, and next bank days for the selected bank(s) on the Bank List should be verified before the Bank End-of-Day process is run.

When the Bank End-of-Day process is complete, the Next bank day becomes the Current bank day and the Current bank day becomes the Previous bank day. The system uses the bank calendar to determine the Next bank day.

If the Next Bank Day is correct, proceed to the next section, “Running the Bank End-of-Day Process” on page 4. If the Next Bank Day is incorrect, skip to the section “Changing the Bank Day Manually” on page 6.

Running the Bank End-of-Day Process Once a bank(s) has been selected and the bank days have been verified, the Bank End-of-Day process can be executed.

�� To run the Bank End-of-Day process

1. From the Bank Dates tab, choose Switch to start the Bank End-of-Day process.

The Workstation Status warning message is displayed on the screen.

Figure 5. Workstation Status warning message

2. Choose OK to clear the message.


The Change Bank Day confirmation message is displayed on the screen.

Figure 6. Proceed to Next Bank Date confirmation message 1

3. Choose OK to run the Bank End-of-Day process. –or– Choose Cancel to return to the Site and Bank Day End Processing window without running the Bank End-of-Day process.

If OK is chosen, a second Change Bank Day confirmation message is displayed on the screen.

Figure 7. Proceed to Next Bank Date confirmation message 2

4. Choose OK to run the Bank End-of-Day process. –or– Choose Cancel to return to the Site and Bank Day End Processing window without running the Bank End-of-Day process.

If the Bank End-of-Day process is run, the message “Please Wait while Performing End of Day…” is displayed on the screen.

When the process is complete, the Bank Day End Completed message is displayed on the screen.

Figure 8. Bank Day End Completed message

• Choose OK to clear the message.

After the message is cleared, the Site and Bank Day End Processing window is displayed on the screen. The previous, current and next bank days are updated based on the bank’s calendar.


Changing the Bank Day Manually The Current bank day can be changed manually by using the Select Date option on the Bank Dates tab. The Select Date option can be used to set the Current bank date to a previous or future date. The current bank day can only be changed manually for a single selected bank. If more than one bank is selected in the Bank List, the Select Date option is not available.

CAUTION: Contact ImageScan Support before manually changing the bank day. Manually changing the bank day may cause out of balance situations, accidental processing of work on an incorrect day requiring work to be reprocessed, or an auditing violation resulting from changing a previous day’s history.

�� To change the bank day manually

1. From the Bank Dates tab, select one of the following bank options:

• Select Default Bank to run the Bank End-of-Day process for the site’s default bank. –or–

• Select Clear All and select one bank to run the Bank End-of-Day process from the Bank List.

2. Choose Select Date.

Figure 9. Selecting a bank option

Choose Default Bank, or

choose Clear All and select

one bank in the list…

…then choose Select Date


The Select Day window is displayed on the screen.

3. From the Select Day window, choose a date from the drop-down calendar.

Figure 10. Selecting a date from the calendar

4. (Optional) The option to reset batch sequences can also be selected from the Select Day window. This option resets the Lockbox batch sequence numbers if the lockbox batch numbering is set to reset daily.

Figure 11. Resetting Batch Sequences

5. Choose Ok.

Click here to select a date from the calendar

Click here to reset

sequences


The Change Bank Day message prompts the operator to confirm to change the current bank day to the selected date.

Figure 12. Change Bank Day confirmation message 1

NOTE: If an invalid bank date is entered in the Jump To field or selected from the calendar, the Invalid Bank Day message is displayed on the screen.

Figure 13. Invalid bank day selected message

6. Choose Yes to change the Current bank date to the specified date. –or– Choose No to not change the Current bank date and return to the Site and Bank Day End Processing window.

NOTE: If the operator chose not to reset sequences when performing Day End, the Change Bank Day message is displayed on the screen.

Figure 14. Invalid bank day selected message

• Choose Yes to affirm the choice and continue changing the bank day. -or- Choose No to return to the Select Day window.


If Yes was chosen in step 6, a second Change Bank Day confirmation message is displayed on the screen.

Figure 15. Change Bank Day confirmation message 2

7. Choose OK to change the Current bank date to the specified date. –or– Choose Cancel to not change the Current bank date and return to the Site and Bank Day End Processing Day window.

If the Bank End-of-Day process is run, the message “Please Wait While Performing Day End…” is displayed on the screen.

When this process is complete, the Day End Complete window is displayed on the screen.

Figure 16. Day End Complete message

• Choose OK to clear the message.

The Site and Bank Day End Processing window is displayed on the screen. The previous, current and next bank days are updated based on the bank’s calendar.


Understanding the Site Dates Tab

Figure 17. Site Dates Tab

Table 2 summarizes the areas of the Site Dates tab on the Site and Bank Day End Processing window.

Table 2. Site Dates Tab of the Site and Bank Day End Processing Window

Area Description

Site Name Displays the name of the site

Process Days Displays the previous, current and next processing dates for the site

History Displays information regarding the status of the Site End-of-Day, including errors and completion messages

Command buttons

Used to Switch (execute the End-of-Day process for the selected site), Select Date (specify the Next process day for the site), and Clear History messages

Command buttons

Site Dates Tab

Site Name

Process Days

History


Verifying the Process Days

The previous, current, and next process days listed on the Site Dates tab for the site should be verified as accurate before running the Site End-of-Day process.

When the Site End-of-Day process is complete, the Next process day becomes the Current process day and the Current process day becomes the Previous process day. The system uses the site calendar to determine the Next processing day for the site.

Running the Site End-of-Day Process

Once the processing days have been verified as accurate, the Site End-of-Day process can be executed.

�� To run the Site End-of-Day Process

1. From the Site Dates tab, choose Switch to start the Site End-of-Day process.

NOTE: If block tickets have not been cut for any of the transports, a message similar to the one in Figure 18 will be displayed.

Figure 18. Block Tickets Not Cut Message

• Choose Yes to affirm the choice and continue changing the process day. -or- Choose No to return to the Site and Bank Day End Processing window.


The Process Day End warning message is displayed on the screen to confirm that stations and the track have exited the application.

Figure 19. Process Day End Warning Message

2. Choose OK to run the Site End-of-Day process.

The Change Process Day message prompts the operator to confirm the change of the current process day to the selected date.

Figure 20. Change Process Day confirmation message 1

3. Choose OK to run the Site End-of-Day process. –or–

Choose Cancel to not run the Site End-of-Day process and return to the Site and Bank Day End Processing window.

If OK is chosen, a second Change Process Day confirmation message is displayed on the screen



4. Choose OK to run the Site End-of-Day process. –or–

Choose Cancel to not run the Site End-of-Day process and return to the Site and Bank Day End Processing window.

When the Site End-of-Day process is finished, the Change Complete window informs the operator that the process day was successfully changed.

Figure 22. Process day successful, restart RemitTrac message


The Site Dates tab is displayed on the screen. The History area displays messages regarding the Site End-of-Day process that has just been run.

Figure 23. Site End-of-Day history

Another Site End-of-Day cannot be run from this window.

IMPORTANT: Make sure to exit and restart the program before processing any work.

Information regarding the

Site End-of-Day displays

here

Successful messages


Changing the Processing Day Manually

The Select Date option on the Site Dates tab can be used to manually set the Current processing day for the site. The Select Date option can be used to set the Current processing day to a previous or future date.

CAUTION: Contact ImageScan Support before manually changing the processing day for the site. Manually changing the processing day for the site may cause an operator to accidentally need to reprocess work left incomplete in the system on a previous processing day.

�� To change the site process day manually

1. From the Site Dates tab, choose Select Date.

Figure 24. Selecting the Select Date option

Choose Select Date


The Process Day End confirmation message is displayed on the screen.

Figure 25. Process Day End confirmation message

2. Choose Yes to proceed with the process Day End for the site. –or– Choose No to not proceed with the process Day End for the site.

The Select Day window is displayed on the screen.

3. From the Select Day window, choose a date from the drop-down calendar.

Figure 26. Selecting a date from the calendar

4. Choose Ok.

Click here to select a date from the calendar


The Change Process Day message prompts a confirmation to change the current process day to the selected date.


NOTE: If an invalid process date is selected from the calendar, the following message is displayed on the screen.

Figure 28. Invalid Process Day message

5. Choose Yes to change the Current process date to the specified date. –or– Choose No not to change the Current process date and return to the Change Day window.

6. If Yes was chosen, a second Change Process Day confirmation message is displayed on the screen.


7. Choose OK to run the Site End-of-Day process. –or– Choose Cancel to not run the Site End-of-Day process and to return to the Site and Bank Day End Processing window.


When the process is complete, the Change Complete window informs the operator that the process day was successfully changed.

Figure 30. Process day successful, restart RemitTrac message


The Site Dates section is displayed on the screen. The History area displays messages regarding the status of the Site End-of-Day process.

Figure 31. Site End-of-Day history

IMPORTANT: Make sure to exit and restart the program before processing any work.

Information regarding the

Site End-of-Day displays

here Successful messages


Using the Clean Up and Move Process

The Clean Up & Move tab is used for selecting which batches are to be moved to the next process day and which batches should be deleted from the system. This process is used after performing the Site and Bank End of Day processes.

The Clean Up & Move process is an optional function. If this process is not performed, all batches will remain on their current processing day and will not be moved to the next processing date.

IMPORTANT: After performing the Site and Bank End of Day processes, exit and restart the program to perform the Clean Up and Move Process.

�� To perform the Clean Up & Move process

1. (Optional) To load the incomplete batches from a day other than the last date on which the End of Day process was performed, which is shown by default, choose a date from the dropdown calendar.

2. From the Clean Up & Move tab, choose Load.

Figure 32. Selecting the Load option

… then Choose Load

Choose a date from the dropdown calendar…


NOTE: If the current processing day is selected, the following message will appear.

Figure 33. Current Process Day message

• Choose OK to clear the message and return to the Clean Up & Move tab.

All incomplete batches from the selected date will be displayed.

3. Select the box next to the Site, Bank, Tray or Batch that should be deleted from the system.

All batches that are not checked will be moved to the next processing day.

Figure 34. Choosing which Batches to Clean and Move

By selecting the site, all trays and batches will be checked and deleted

By selecting the bank, all trays and batches for that bank will be checked and deleted

By selecting the lockbox, all trays and batches for that lockbox will be checked and deleted

By selecting the tray, all batches for that tray will be checked and deleted

By selecting the batch, each individual batch to be deleted has to be selected


After selecting which batches to delete and which batches to move to the next day, a confirmation message similar to the one shown in Figure 35 will appear.

Figure 35. Clean and Move Confirmation Message

4. Select Yes to delete the selected batches and move the remaining batches to the current process day. -or- Select No to return to the Clean Up & Move tab.

5. If Yes is selected, the following message will appear.

Figure 36. Batches are queued message

6. Select OK to clear the message.

NOTE: The Batch Scheduler must be activated for the batches to be deleted and moved.

After the Batch Scheduler has been turned on, if it was not already, the batches will be deleted or moved, depending on which processes were selected.

bank and site end-of-day

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