web remote deposit administrator guide

Web Remote Deposit

Administrator Guide

v3.8

Web Remote Deposit Capture (webRDC)

Administrator Guide of 71

© Copyright CSI, Inc. All rights reserved.

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CSI Document Services 2627 E I-44 Service Road Oklahoma City, OK 73111 USA csiweb.com This manual is for informational purposes only and is subject to change without notice.

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of 71 Administrator Guide

Table of Contents

Overview ...................................................................................... 5

Purpose .............................................................................................. 5

Features .............................................................................................. 5

System Requirements......................................................................... 6

Nomenclature Notes ........................................................................... 7

Administrator Operations ........................................................... 8

Logging In ........................................................................................... 8

Access Levels ..................................................................................... 9

Scrutiny Rules ..................................................................................... 9

Merchant Forgot Password options .................................................. 10

Navigating CSI webRDC ........................................................... 11

Merchants .................................................................................. 12

New Merchant Configuration ............................................................ 12

Merchant ........................................................................................... 13

Contact ............................................................................................. 14

Default Spray .................................................................................... 15

Accounts ........................................................................................... 16

Shadowing a Merchant Account ....................................................... 19

Duplicate Override ............................................................................ 20

Editing Merchants ............................................................................. 21

Approving New Merchants ................................................................ 21

Merchant Site Configuration .................................................... 23

Setting Up a New Site ....................................................................... 23

Setting Up Site Access Levels .......................................................... 24

Setting Up Merchant Groups ............................................................ 25

Setting Up Merchant Users ............................................................... 26

Disabled Merchants .................................................................. 27

Reports ....................................................................................... 28

Admin Audit Report ........................................................................... 29

Batch Management Report ............................................................... 30

Daily Merchant Deposits ................................................................... 31

Duplicate Item Report ....................................................................... 32

End User Privileges .......................................................................... 33

Exceeded Limit Report ..................................................................... 34

ICL Merchant Deposits ..................................................................... 35

Merchant Accounts Report ............................................................... 36

Merchant Added Report .................................................................... 37

Merchant Capture Billing Report ....................................................... 38



Merchant Capture Detail by Day ....................................................... 39

Merchant Contact Information........................................................... 40

Merchant Corrections........................................................................ 41

Merchant Daily Detail by Active Account .......................................... 42

Merchant Risk Limits Report ............................................................. 43

Monthly Merchant Deposits .............................................................. 44

Open Item Report ............................................................................. 45

Scanner Usage ................................................................................. 46

User Information Report.................................................................... 47

Velocity Tracking Report ................................................................... 48

Settings ...................................................................................... 49

Risk Levels ....................................................................................... 49

Sweep Times .................................................................................... 52

Notifications & Support ..................................................................... 53

Disclaimer ......................................................................................... 54

Configuration .................................................................................... 55

Batch Management ................................................................... 57

Deposit Review ................................................................................. 58

Menu Filter Selection .......................................................... 58

Viewing A Deposit ............................................................... 59

Flagging Individual Items for Merchant Review ................. 60

Returning a Deposit to A Merchant ..................................... 60

Deposit Approval .............................................................................. 61

Scrutiny Rules (Optional) .................................................................. 63

Users .......................................................................................... 67

User Administration .......................................................................... 67

Duo Administration ........................................................................... 69

Document History ..................................................................... 71



Overview

Purpose

CSI is the premier provider for end-to-end solutions for banks, credit unions, and other large institutions with document composition, internet archival and delivery, and item processing needs. CSI’s product suite includes over a dozen products and services that streamline back office operations, improve productivity, reduce the cost of doing business, and improve customer relationships. CSI’s Remote Deposit is a cutting-edge merchant capture application that allows financial institutions to deploy scanners to their end users and allow them to scan checks for deposit into their accounts as a SaaS application. There is no software installed on the end user’s desktop with the exception of the scanner drivers. By eliminating the need to deposit items physically at a branch, Remote Deposit helps merchants get credit for their deposits easier and faster and allows financial institutions to reduce teller work to handle merchant deposits.

Features

• Completely web-based Software as a Service (SaaS) solution

• Shadow users – login and see what they see

• Duplicate Detection – across all CSI customers using the WebRDC application

• Courtesy Amount Recognition/Legal Amount Recognition/Image Quality Analysis (CAR/LAR/IQA)

• Global, Merchant and Account level risk management checking

• Out of Band Authentication (OOBA – MFA) – satisfies FFIEC guidelines for capturing and

transmitting financial data over the internet

• Optional physical token support

• Extensive qualified scanner list

• Works with any item processing application (CSI, Summit, FIS, Fiserv, etc.)

• Works with any accounts receivable end user applications (QuickBooks, Peachtree, etc.)

• CSR level reports as well as client level reports

• Complete user role definitions, permissions and workflow management

• Override duplicates

• Approve deposit exceptions



System Requirements

In order to use CSI Remote Deposit Capture, you must use a computer that meets the product’s minimum system requirements. While Remote Deposit Capture may run on other configurations, CSI cannot provide customer support for issues experienced on configurations that do not meet these specifications: PC:

• Windows Operating System

o Windows 8.1: 32- or 64-bit

o Windows 10: 32- or 64-bit

o All Windows operating systems should have the Microsoft recommended security updates

from the Windows Update Center

• 1 GB of memory • Up to 268 MB free hard drive space depending on the type of scanner used • USB 2.0 • .NET 4.6.2 or higher

Mac:

• Macintosh Operating System

o An Intel-based Mac running Sierra 10.12 or higher

o Older of versions of macOS may work, but have not been fully tested

• USB 2.0 • 1 GB of memory • Up to 268 MB free hard drive space depending on the type of scanner. • At this time only Panini EverneXt/mI:Deal/i:Deal/VisionX scanners are qualified for use on a Mac

Multi-Factor Authentication (MFA):

• • Requires a smartphone or tablet for receiving push notifications (recommended) • Users can receive SMS messages or robo phone calls for authentication (slower)

Browser:

• Microsoft Edge 80 or higher, Chrome 52 or higher, Firefox 48 or higher, Opera 39 or higher, or Internet Explorer 11

• In order to install the software in Windows, you must run the scanner installation process and browser as a local administrator during the first image capture to allow the system to place required dll files in the correct folder.

Internet:

• Broadband internet access (25 Mbps or faster) Approved Scanners:

• Panini mI:Deal/EverneXt/i:Deal/VisionX: Windows and macOS • DigitalCheck Smartsource Series scanners: Windows • Canon CR 25/55/50/80/120/150/L1: Windows • DigitalCheck CX30/TellerScan Series: Windows • Epson Capture One: Windows



Nomenclature Notes

The CSI web-based Remote Deposit Capture solution provides two primary components: a user interface for scanning, balancing, and depositing checks; and an administrative interface for financial institutions to manage Merchants and their accounts while also configuring the behavior of the overall system. For the purposes of this manual, the user interface is referred to as the RDC interface, and the administrative interface is referred to as the CSR interface.



Administrator Operations

The following Administrator Operations are available to Financial Institution Customer Service Representatives (CSRs) to troubleshoot and control user access to the CSI RDC application. Administrative operations are performed through the CSI webRDC module via the CSI AccessDirect solution portal. Relevant portions of the CSI AccessDirect User Guide have been reproduced in this guide to provide a complete description of administrative operations in CSI Remote Deposit; however, please refer to the CSI AccessDirect User Guide for more information on functionality and security provided by that system.

Logging In

Logging in to AccessDirect requires three credential elements:

• Client Identifier • Username • Password

Client identifiers are assigned to CSI clients when they become a customer of CSI Document Services. All users that access the data of a client have the same client identifier. Usernames are unique per user and are not a protected credential element. Usernames may be displayed to other users when using AccessDirect collaboration features or viewing auditing reports. Passwords are user-specific and should only be known by the user. The password complexity requirements will be provided by the System Administrator. To log into AccessDirect, navigate to: https://www.myriadsystems.com/accessdirect/.

Note: Never share your password. It is never necessary to share your password with any Site Administrator or CSI employee.

https://www.myriadsystems.com/accessdirect/



AccessDirect is the internet portal framework for all CSI Document Services products and services. To get to any CSI product, such as CSI webRDC, you must navigate through AccessDirect. AccessDirect can be accessed through a menu bar at the top of the screen, which provides links to each CSI product and service, including configuration tools to change AccessDirect itself. Each product and service your organization subscribes to that your account has permission to access is listed under the Products/Services menu bar selection. Your local site administrator at your organization manages permissions for your account. To access CSI Remote Deposit CSR, select webRDC from the Product/Services menu bar selection.

Access Levels

Remote Deposit provides three permission classes to AccessDirect security groups that grant privileges to CSRs who shadow merchant accounts. CSR’s may have administrative, standard customer service, or read-only customer service access when shadowing a merchant account. These permissions are set via the Group Administration functionality of AccessDirect. Please see the AccessDirect user manual for more information on applying permissions to security groups. Access levels determine specific permissions for CSR’s that access the system. The following table provides an overview of access levels and their permissions in different areas of the system.

Permission / Level ADMIN Customer Service Read-Only

View information Allowed Allowed Allowed

Create and delete merchants

Allowed Prohibited Prohibited

Edit merchants Allowed Contact information only

Prohibited

Create and edit merchant accounts


Undelete/permanently delete merchants


Create and edit risk levels


Change support and disclaimer information


Change sweep times and holidays


Shadow users Full Access Deposit info yes/ merchant configs no

Read-Only

Approve/Return Deposits

Allowed Allowed Prohibited

Edit System Configuration


User/DUO Admin Allowed Allowed Prohibited

Scrutiny Rules

Scrutiny Rules are additional rules that can be enabled by CSI to help you catch additional items that your merchants may not have handled correctly. These scenarios will result in a hold being placed on the deposit until further review can be performed on the deposit:

• MICR – any field that was keyed by your merchant



• Amount – any hand keyed amount that was modified after CAR/LAR read the amount • New Account – any items deposited for 30 days • Duplicate items – any items that were captured and overridden by the merchant. This is the

only method that will allow merchants to review and approve their own duplicates • EPC code – if an EPC code is present in the field

Please note that notifications are not enabled for this service at this time. Items will be held in batch management for your review.

Merchant Forgot Password options

When your merchant forgets their password on their login portal, there are two options that they will see depending on how you have their system configured. There is the forgot password option using the Duo MFA or via email. If you have the DUO MFA option enabled and the merchant user clicks the “Forgot Password” link on the home page, they will be prompted to authenticate with Duo.

The merchant will be presented with a page that asks for the merchants ID and User Name.

If MFA is enabled, it will ask them to authenticate with DUO. Once they authenticate, they will be allowed to change their password. If MFA is not enabled, then the user will receive an email with a link to change the password.



Navigating CSI webRDC Select Products/Services in the upper left menu system and choose WebRDC. CSI’s webRDC product provides an extensive set of control and reporting functionality, separated by function into a drop-down menu interface located to the left of the CSI logo in the upper left area of the screen.

There is a floating grid key on the left side of the page which you can expand to see additional info about icons you will see on this page and to download the latest version of this manual. There are several menu pages available to modify and configure the system, as listed below:

• Merchants

• Reports

• Settings

• Batch Management

• Users

Some menu options have sub-menus. If an option has a sub-menu, there will be an arrow indicating that

there are more options to be selected

• Merchants has Merchants (default landing page) and Disabled Merchants

• Settings has Risk Levels, Sweep Times, Notifications & Support and Disclaimer

• Users has User Administration and DUO Administration



Merchants

New Merchant Configuration

Note: Please see the Remote Deposit Quick Start Guide for every step that is necessary to set up new merchants. This section describes in more detail what is available to be configured.

1. To set up a new merchant, click on the New Merchant link located in the upper right part of the window below the tabs.

2. Once you click the New Merchant link, you will be presented with the fields that are used to complete this step.

Note: Any field that has an asterisk (*) next to it is a required field that must be entered. There are three sections that must be completed: Merchant, Contact, and Default Spray. Some options may already be checked when creating a new merchant based on settings modified on the Settings > Configuration page.



Merchant

The Merchant section is where you can change how items flow through the system for a particular merchant. The Contact section references the user that is responsible for the use and user maintenance at their business location(s).

• Demo Merchant – This option will exclude a merchant from being included in CSI Billing Totals.

CSI personnel can only enable this option. Deposits listed within Batch Management for the

Demo Merchant can only be returned to your merchant and will be excluded from x9 file creation.

• Name - Business Name

• Abbreviation - Typically, a shortened version of the merchant’s full name. This field must be

unique between all your merchants and is limited to 7 or 8 characters.

• Address – Two address lines, city, state, and zip code.

• Manager – their account manager if applicable

• Branch – The branch that the merchant belongs to. The branches can be configured under Site Administration > Branch Administration. Please contact your CSI AccessDirect system administrator for further information if you don’t have access to modify or see that option at the top of the page.

• Require Item Count - Forces the merchants and/or their employees to put in an item count that will be used for balancing purposes. Merchants can only submit balanced work. Just because this option is disabled only means that they don’t have to put a value here when creating the deposit, but they will fill in this value before submission.

• Require Amount Total - Forces the merchants and/or their employees to put in a total batch amount that will be used for balancing purposes. Merchants can only submit balanced work. Just because this option is disabled only means that they don’t have to put a value here, but they will fill in this value before submission.

• Require Deposit Approval over Risk Level - When this option is checked, and a merchant submits a deposit that exceeds the risk level category placed on the merchant by your financial institution, this will hold the deposit in the batch management page until a user with Admin privileges goes in to approve the deposit. Once the deposit is approved, it will sweep into an ICL file for normal processing. Note: See the Batch Management section of this guide for more information.

• Risk Level - Assign a risk level to this particular merchant. Based on the selection that you choose here, your financial institution and the account manager, if applicable, will receive overage email notifications based on this selection. Note: See the Risk Levels section for more information.

• Disable $0 Risk Level Emails – This option disables emails to be sent to configured contacts for deposits that meet this criteria; and will not appear on reports, as well. Usually reserved for FIs that want to review all deposits but not be notified by the system that they were flagged for review by enabling a $0 global risk level.

• Require MFA - This field is optional based on how you configure your webRDC application on the Configuration page. If this option is on, then your merchant will use DUO’s multi-factor authentication (MFA) application to login safely and securely. You can turn this off or on for each merchant; however, it is your responsibility to determine if the system is secure enough for your users based on your interpretation of FFIEC guidelines and requirements. Note: CSI suggests that you enable this feature for all merchants.



CSI believes that the MFA application used by the CSI webRDC application is one of the best in the industry. According to the FFIEC, "True" multi-factor authentication requires the use of elements from two or more categories:

• Something the user knows (e.g., password, PIN) • Something the user has (e.g., Smartphone, ATM card, smart card) • Something the user is (e.g., biometric characteristic, such as a fingerprint scanner on a

smartphone)

Note: Supplying a user name ("something the user knows"), a picture they picked out for the setup process (more of "something the user knows"), some security passwords that they pick from a standard question pool (more of "something the user knows" and is easily attainable from social media outlets), as well as a password (more of "something the user knows") is still single factor authentication, despite the use of multiple pieces of distinct information. CSI has partnered with Duo Security ( ) to satisfy and exceed today’s FFIEC guidelines. This potentially allows your merchants to satisfy all three guidelines mentioned above (when paired with a smartphone with a fingerprint sensor). This type of security allows the system to secure the information that merchants capture and have access to by authenticating with OOBA (out of band authentication) principles for all financial data being transferred over the internet. By having the merchants authenticate from two separate systems (their desktop and a smartphone) this can provide the highest level of security to the valuable check data that they capture. Feel free to find out more at https://duo.com. This type of authentication does away with login issues that depend on what answer they chose on that particular day and having them pay attention to whether or not their login picture changed from a site-spoofing attack by malicious users. If someone has access to their user ID credentials, the smartphone authentication stops malicious users immediately and they can report the attempt as fraudulent. Once they self-enroll into the system, answer some basic questions, they are finished. Note: For more information on configuring your merchants for MFA, see the Configuring MFA section in the Remote Deposit User Guide.

• Disable Split Deposits - This field is optional for each merchant. Disables the functionality where a merchant can split one deposit over several accounts if they have access to more than one account. The split deposit drop-down box on the merchant’s screen will not be displayed.

• Time Zone – The time zone field determines what time zone the merchant belongs in. All merchant users will be created with this time zone going forward. Please pay attention to this field if your merchant spans across multiple time zones and be aware that these fields can affect reports if set incorrectly.

Contact

Merchants must have one default contact, which has a login to the system as a merchant administrator. Contacts are designated by name, address, phone numbers, e-mail, and credential information. The username and password fields are used by merchant end-users to log into the system. To preserve the integrity of audit records, usernames cannot be changed for end-user merchant accounts after they are created.

http://www.duo.com/



The contact is the user that is responsible for configuring and maintaining the webRDC interface specifically for the merchant. For smaller merchants, this information will probably be the same as the merchant information. For larger merchants that may have their own technical person, office manager, etc., you can enter in a separate user here. The password that you configure for this user will be required to be changed after their initial login.

Default Spray

Sprays are text that is printed by scanners which provide ink jet mechanisms on items that are scanned into the remote deposit system. Check sprays help prevent accidental double-deposits by stating the item has been electronically presented, and optionally stating the account number and/or date of the item scan. Note: Any spray configured on the Settings > Configuration page will override any values provided here. Sprays can be configured on a per-account basis; however, for simplicity sake, default sprays can be specified per merchant, and any account sprays will simply override the default merchant sprays. Sprays can be up to 40 characters long, and can contain a mixture of alphanumeric characters, as well as special tokens that are filled in based on certain conditions. Allowable tokens are: “[account]” to print the account number selected during batch creation, and “[date]” to print the date the item was scanned. Administrators must consider the length of endorsement text carefully when using tokens because after token replacement, the length of endorsement text may be longer than the text saved in the endorsement text box on the screen. Note: The “[account]” token fills in the account number chosen at the time the deposit was scanned but may not represent the actual deposit account in cases where users split deposits or completely reallocate a deposit into a different account. Also, if you do not need to override merchant level spray values you do not need to put in values at the account level. If you want to include the account or date, simply check the box for what you want to include. You can put in any information that you want on that line along with the included fields such as “Electronically Deposited” as an example. You also have the ability to enable Virtual Spray by selecting the box. This option will embed the information from the “Back” line into the image. The scanner will no longer physically spray the information on the back, but instead insert the information onto the image. This makes downstream processing easier to read the text as well as eliminating the need for the scanner to have an ink supply to insert the information onto the rear of the item captured. When the Virtual Spray option is enabled and there is a working ink cartridge in the scanner, the system will spray the date and the words “Electronically captured” following the date. Note: These virtual payee endorsement settings will not satisfy the Reg CC changes that went into effect on July 1, 2018. The endorsement must be restrictive and physically on the rear of the item to satisfy the specific regulation. Please contact your internal regulator for more information. Click Next once you are satisfied with the merchant configuration. See Merchant Site Configuration for the completion of setting up a new merchant.



Accounts

Note: If you have a large list of clients to search through, you can search your entire list by typing in the merchant’s name and clicking the Filter button to aid in searching for a specific client. Each merchant requires access to deposit into one or more accounts at the financial institution. Accounts can only be created, edited, and deleted by CSR’s with administrative access to Remote Deposit CSR. Accounts can be viewed by any CSR. To access a merchant’s accounts from the application, which they are allowed to make a deposit to, click the second icon as indicated below.

Once a CSR is in this view, they can add new accounts or view Deleted Accounts. By clicking the New Account link you can easily add accounts you allow your merchants to make deposits into.

Add in the Name of the account, the Routing number, Account and the Deposit Trancode for this account. You also have the ability to enter in data for the virtual payee endorsement, override the risk level and/or the default spray here. Any option that you enable here will override the configuration at the merchant level. Click Next when you are finished. You will then see the account information including the date the account was added as shown above.



By modifying the Risk Level at the account level, you can set unique risk levels for each account your merchant can make a deposit to. If you are using this functionality, any time your merchant exceeds this risk level, you will be notified via email when they submit a deposit.

Accounts are designated by:

• Account name (visible to the merchant throughout the Merchant Capture user interface)

• Destination routing number (typically the financial institution’s primary ABA)

• Depositor account number

• Transaction code for the virtual credit created for the deposit

• Enable Account Risk Level

• Risk Level

• Email confirmation

• Front endorsement – no longer supported, please disregard

• Back endorsement

• Virtual Payee Endorsement (if applicable)



To add a new account for a merchant to use, the steps are the same that were used to originally configure the merchant. Click the New Account link in the upper right area in the Accounts window. You will be asked to provide the Account Name, routing number, the account number, and the deposit transaction code. The account name that you configure here will be the description that they see on the merchant interface side. Please note: Some of these values may be pre-populated from the Settings > Configuration page and can be manually modified as necessary.

Multiple merchants can be created that have depositor access to the same accounts; however, CSR administrators are advised not to use merchants for partitioning security between users at the same organization. See Merchant Capture’s user and group management functionality to perform security partitioning. Accounts can be edited; however, accounts cannot be deleted if one deposit has been put into that account due to auditing requirements. If deposits have been created for an account, but no deposits have been deposited for that account, and the account is deleted, then all deposits assigned to that account will be permanently deleted. For this reason, take special care when deleting accounts. Deposit Confirmation Email - This field is optional for each account. Checking the box will enable this functionality for this account where an email will be automatically sent to the address specified in the box below the checkbox when a merchant’s user makes a deposit. This is the trigger for the email. If a user only approves a deposit, but does not deposit the items, there will not be an email sent to recipients. You have the ability to separate multiple email addresses by semicolons. The length of this field is limited to 255 characters. This functionality has been added as a means to satisfy merchant users that are familiar with older application that physically transmitted the items from their local machine to a server at the financial institution. Since CSI’s application is purely web based, this functionality is not required and is considered optional. CSI recommends that merchants log into the dashboard portal to see all actions



currently being performed and deposits that have been completed and are being worked on, not just the completed deposits. You also have the ability to create overriding endorsements that are sprayed by the scanner. If you add information in the Back Spray fields, that will override any fields that you have configured during the merchant setup. Similarly, information entered in the Account Level Endorsement section will override site-specific endorsements.

Shadowing a Merchant Account

CSI webRDC provides the ability for financial institution CSR’s to view the Remote Deposit user interface as the user sees the interface without needing to exchange user credential information. This function allows institutions to adhere to policies that never require CSR’s to ask for password information from end-users. To shadow a merchant account, click the first icon in the search result row (see below) which allows the CSR to log into the system as the end-user. A popup window will open that mimics the interface presented to end-users. Generally, CSR’s can navigate and perform other functions as the end-user through the shadowed interface to reproduce or verify issues. The specific permissions granted to CSR’s who shadow a merchant account varies based upon their service access levels to the Remote Deposit CSR module.



Duplicate Override

If you do not have additional scrutiny rules enabled, duplicate overrides will need to be handled in this manner. From time to time your merchants may require you to override any duplicate items they encounter. The system will automatically notify you when your merchants submit items for duplicates. An email will be generated and use the duplicate email field that is configured under the Notifications and Support tab. CSRs with Admin privileges have the ability to log into a merchants portal as described above and override the duplicate for the merchant allowing the item to flow through the system as normal. When you go into the deposit the merchant describes to you, you will need to go to the Edit Item page. Note: Only users that are logged in as a Bank Admin will have the ability to see the Override button. This process is only applicable if you do not enable the additional scrutiny rule pertaining to duplicates. Merchants cannot perform this function no matter what their privilege level is in the RDC Interface. There are several situations where this may be beneficial and should be evaluated by your financial institution on case by case basis.



Editing Merchants

The third icon on the merchant listing allows CSR’s to edit an existing merchant account. Merchant accounts have a number of properties. See the Merchant section for more detailed descriptions.

If a merchant’s information changes such as address, business name, etc., that can be changed easily here. You also have the ability to change the current contact. There is now a drop-down list for the current contact that can be changed to any user that is configured as a merchant user with administrative privileges.

Approving New Merchants

To require a secondary approval process for creating new merchants, please enable the checkbox titled “Require Admin Approval to Activate” under Settings > Configuration.



This will force all new merchants and their individual settings (risk level, etc.) to be reviewed by an admin before the merchant can begin capturing work. The merchant that needs approval shows up at the top of the merchant list highlighted in yellow. A user with admin privileges must edit the merchant options and click the “Activate Merchant” option at the top of the page. Notice that you cannot shadow the merchant until that the approval has been completed.



Merchant Site Configuration You are now ready to begin adding merchant sites, site access levels, groups and users. This step will require the financial institution to work directly with the merchants in order to complete the required fields. Note: Detailed instructions can be found in the CSI Web Remote Deposit User Guide. A quick review is below.

Setting Up a New Site

1. Select New Site from the right-hand side of the page. The following pop up screen will appear.

This allows you to create the sites and select the scanner that will be used at that site.

Note: If the merchant is using the Digital Check Chexpress CX30 scanner, please select Teller scanner 230.

2. Once you are finished entering information, click Update to save it. At this point you can add more Sites if applicable. Note: Please see the merchant User manual ‘Sites’ section for which driver package to choose here.

. 3. Click Next once you are satisfied with the merchant configuration. You will then be taken to the

Site Access Levels.



Setting Up Site Access Levels

1. To add a new Site Access Level, click on New Site Access Level to set up privileges.

2. You will receive a screen like the example shown below.

3. Complete the necessary fields and move any allowed privileges over to the box labeled Allowed

Privileges. 4. Click Save once you are finished. At this point, you can add more Sites if applicable. 5. Click Next once you are satisfied with the merchant configuration. You will then be taken to the

Merchant Groups.



Setting Up Merchant Groups

To set up Merchant Groups, go back to the Configuration menu and select Configuration > Groups > New Group. This will allow the merchant to create groups and assign privileges within their organization. For example, a merchant might want to create an Administrator who has all privileges and a VIEW ONLY group who can view, but not edit any data.

1. To add a new Site Access Level, click on New Group to set up privileges.

2. You will receive a screen like the example shown below.

3. Complete the necessary fields and move any allowed privileges over to the right to the box

labeled Allowed Privileges. 4. Click Save once you are finished. At this point, you can add more Groups if applicable. 5. Click Next once you are satisfied with the merchant configuration to be taken to the Merchant

User configuration.



Setting Up Merchant Users

After clicking Next from the previous screen, you will receive a screen like the example shown below.

1. You will need to choose from the available groups, accounts, and sites that were configured in the previous steps and assign them to this user. Once you have completed this step, click Save.

2. To set up other Merchant Users, click the New User link and give them access to the appropriate group privileges, accounts, and site privileges as completed previously.

3. Click Save when you are finished. 4. Once you have completed adding other users (if applicable), you can close the tab.

Once the sites and users have been established, you can begin the scanner driver installation on the merchant’s workstation. In order to complete this step, the merchant MUST have local administrator rights to their computer. This will allow you to properly install the driver package which will result in more successful installations of the drivers. Note: The Scanner Installation & Troubleshooting Guide will assist you with issues you may encounter.



Disabled Merchants When a merchant is no longer a customer of the client financial institution, that merchant’s Remote Deposit merchant account should be disabled. Disabling merchants is a process that can only be performed by CSR’s with Admin access to Remote Deposit. Disabling a merchant is a two-step process. A merchant can be disabled from the Merchants tab, using the “X” disable icon. Once a merchant is disabled in this way, they are moved to the Disabled Merchants tab, and no users for that merchant may log into the Merchant Capture application to perform any functions.

To preserve auditing and billing information, a merchant is marked as disabled, but remains in the system, under the Disabled Merchants page. Administrators can permanently delete merchants from the Disabled Merchants page only if no deposits have been captured for that merchant. If a merchant is eligible to be deleted, you will see the delete icon in between the undo icon and the merchant’s name. If a merchant is accidentally disabled from the Merchants page and is moved to the Disabled Merchants tab, administrators can re-enable merchants to restore access to end-user merchant customers to log into the system. However, if a merchant is “permanently deleted” from the Disabled Merchants tab, all of the information for the merchant is purged from the system and cannot be recovered.



Reports The Remote Deposit Capture application provides rich reporting functionality that allows CSR’s to view usage of the system and run reports that can be used by the client’s accounting department to generate invoices to bill merchants for their participation in Remote Deposit. There are 15 reports that can be utilized by your CSRs in the system: Admin Audit Report, Daily Merchant Deposits, Duplicate Item Report, Exceeded Limit Report, ICL Merchant Deposits, Merchant Accounts Report, Merchant Added Report, Merchant Capture Billing Report, Merchant Capture Detail by Day, Merchant Contact Information, Merchant Corrections, Merchant Daily Detail by Account, Open Item Report, User Information Report, and the Velocity Tracking Report. By default, the system will choose the first day of the month the system is currently in. You can modify this by manually typing in the date or by clicking the calendar icon to the right of the date boxes. Please be aware that the date range you select could time out your browser window. If this is the case, please call customer service for assistance. All reports can be run for an individual merchant or for all merchants depending on the option selected prior to report generation. There are four options that can be selected based on the type of data you are looking for:

• Include deleted merchants • Include deleted accounts • Include deleted sites • Include Pending Items

Include deleted sites has been placed there for possible future enhancements. Currently, this functionality is not usable. Once you have all of your report criteria selected, you must click the Generate Report button to pull the report from the system. All reports can be exported as XML data, a CSV file, TIFF image file, PDF, HTMLS (web archive), and XLS file formats. Some formats export better than others and CSI recommends PDF output as a standard reporting output format.

In addition to being able to select the output type, you also have the ability to cycle through pages, change the view size, find text, refresh data, and print the output to a printer as seen above.



Admin Audit Report

This report provides all changes made to the Remote Deposit CSR pages by all users during the date range that is selected. The data displayed is:

• Username that made the change • The pages and field that was modified • The name of the Merchant if applicable • Date Time Stamp • Old and New Values



Batch Management Report

This report provides all changes made to merchant deposits that are changed. If you approve a deposit or return a deposit back to the merchant, those deposits will display here. The data displayed is:

• Username that made the change • The Date Time stamp the deposit was modified • The specific change that happened • The Merchant • Batch Name • Batch ID • Batch Amount



Daily Merchant Deposits

This report provides all deposits for all active merchants or for an individual merchant and is based on a date range that is selected. The data displayed is:

• Merchant Name • Site the data was captured from • Account number of the deposit • Amount.

You have the option to include deleted merchants in this report as well. Note: When you have a split deposit, the report will show two separate entries. One line for each account and they will have the same date and time stamp.



Duplicate Item Report

This report provides all items that were flagged as a duplicate by the system during the point of capture. The data displayed is:

• Merchant • Batch ID • Duplicate Item ID • Account • Routing • Serial • Duplicate Clearing Date • Original Item ID • Original Item Clearing Date



End User Privileges

This report provides all privileges that are assigned to a merchant end user. The data displayed is:

• Merchant • User Name • First Name • Last Name • Permissions listing

Please remember that by default, the system will pull this information for all users. If you need this information for a specific merchant, remember to select the correct value in the merchant drop down list.



Exceeded Limit Report

This report provides any item or daily limit that is exceeded by your merchants for all active merchants or for an individual merchant and is based on a date range that is selected. The data displayed is:

• Date • Merchant Name • Site • Batch Name • Filename • Number of Items in a batch • Masked account number • Deposit amount • Risk type

If you scroll the window to the right, you have the ability to choose drill-down reports that are specific to each line item. If you choose the Daily sub-report, you will be presented with the specific deposit containing all items that exceeded the limit in that deposit. To go back to the main report you can choose the back arrow to the left of the size option drop-down menu. If you choose the Item sub-report, you will be presented with the specific item that exceeded the limit. You have the option to include deleted merchant and pending items that have not been swept into an image cash letter.



ICL Merchant Deposits

This report provides all deposits for all active merchants or for an individual merchant broken down by individual ICL files that are generated by the system and is based on a date range that is selected by the user. This report is useful in knowing which items were included in a specific sweep time. The data displayed is:

• ICL File Name that was generated by the system (the file name is usually a date time stamp) • Merchant Name • Site the data was captured from • Account number of the deposit • Date • Amount • Sub-Total per merchant • Grand Total for all merchants



Merchant Accounts Report

This report provides a listing of all merchants and accounts and their accounts they have access to. The data displayed is:

• Merchant Name • Account Number • Account Name



Merchant Added Report

This report provides a listing of all merchants and accounts that were added during a specified date range. This report is beneficial to auditors that want to know which merchants had accounts added since the last audit was performed. The data displayed is:

• Merchant Name • Account Name • Date Time stamp of when the account was added



Merchant Capture Billing Report

This report provides a high-level report of Remote Deposit usage by merchant, allowing system administrators to understand usage and growth factors, and to review counts, which appear on CSI invoices. The data displayed is:

• Name • Images Transmitted • Additional CAR Clicks

An example of an additional CAR click would be if an image was sent to CAR/LAR for amount reads more than once. You can include deleted merchants on this report, as well.



Merchant Capture Detail by Day

This report provides a detailed day-by-day breakdown for the usage of each merchant. Clients may use this report as-is, or reformat the data of the report as a detailed billing justification included with invoices sent to end-user merchants. The data displayed is:

• Merchant name • Date • Images Transmitted • Additional CAR Clicks

An example of an additional CAR click would be if an image was sent to CAR/LAR for amount reads more than once. You can include deleted merchants on this report, as well.



Merchant Contact Information

This report provides a breakdown of all of your active merchants and the merchant contacts that are currently selected for that merchant. This report should allow you easier access to that information for data manipulation for creating email marketing lists.



Merchant Corrections

This report provides a breakdown of all of MICR changes that your merchants made during a given date range. The data displayed is:

• Merchant name • Item ID – this is a hyperlink that you can click on to bring up more information about the item –

account/routing/serial • Merchant Username • Audit Information • Audit Date Time stamp



Merchant Daily Detail by Active Account

This report provides a breakdown of all of items that were captured by your merchants during a given date range. Please keep in mind that this report can become quite lengthy and take some time to generate depending on how many merchants you have. The data displayed is:

• Merchant name • Account • Date • Number of Images captured • How many items went through CAR or were rescanned and sent back through CAR.



Merchant Risk Limits Report

This report provides a breakdown of all risk limits that are assigned to your merchants. The data displayed is:

• Merchant • Daily Limit • Item Limit

This report will be broken down into three sections if applicable of Global, merchant, then account specific risk limits.



Monthly Merchant Deposits

This report is very similar to the Daily Merchant Deposits report, however, it provides a breakdown of all deposits that have been transmitted but is grouped by merchant instead of ordering by day. This will allow you to view all deposits by your clients that have been transmitted for the month. The data displayed is:

• Merchant • Site • Account • Date • Deposit Amount

This will allow you to determine if you need to help a merchant with a particular status. You could also use this to track how often your merchants are leaving data in the system without transmitting to your institution for sweeping.



Open Item Report

This report provides a breakdown of all deposits that are in a non-transmitted status. This will allow you to view all deposits by your clients that have not been transmitted for the day. The data displayed is:

• Date the deposit was created • Merchant • Site • Batch Name • Status • Items • Deposit Amount

This will allow you to determine if you need to help a merchant with a particular status. You could also use this to track how often your merchants are leaving data in the system without transmitting to your institution for sweeping.



Scanner Usage

This report provides a breakdown of all scanner drivers being used by your merchants that are broken down by site and the last date the site was used to capture items.



User Information Report

This report provides a breakdown of all end users using the system. The data displayed is:

• Merchant Name • Last Name • First Name • Email address



Velocity Tracking Report

This report provides a breakdown of all items captured in a given date range and how they compare to the risk limits that you have imposed on your merchants. This report helps you gauge if your risk limits might be too high or too low and help you make better informed decisions for adjusting the risk limit for the merchant. This report can take some time to build depending on the length that you submit for the query so please be patient. If your browser times out before the report is complete, please reach out to customer service to have the report ran for you directly from the server and possibly evaluate setting up an automatic report process going forward. The data displayed is:

• Daily Limit/Item Limit/Total Exceptions/Rejected Exceptions • Maximum Deposit/Average Deposit/Minimum Deposit/Total Deposits/Amount Deposited • IQA Failures/Check Edits/Duplicate Checks/Total Checks

Things to consider when reviewing this report:

• How many times have we rejected their exceptions? • How many IQA failures did they have? Does their scanner need to be replaced? • What is their average deposit? Does it align with their risk limit? Should we change it?

All of these questions and answers are subjective and will vary according to each merchant, but this report will allow you to hopefully make more informed decisions.



Settings

Risk Levels

Risk levels determine thresholds of trust for merchants. Newer merchants, or those with a small asset value, may be considered a larger risk for fraudulent use or accidental misuse of the Remote Deposit system. To mitigate these risks, Remote Deposit allows financial institution CSR’s to create risk levels and assign them to merchants. The risk level flagging process works from the top to the bottom. The global risk limit (if applicable) is checked first, because it applies to all merchants and all accounts for your financial institution regardless of individual account or merchant settings. Second, Merchant Limits are checked and are applied to all accounts the merchant has access to deposit into. Finally, Account limits are checked because they are the narrowest and most specific. The system also stops at the point a limit is reached and alerts your financial institution via email.

Risk levels are characterized by a risk level name, viewable only by internal client CSR’s and never by end-user customers, a daily deposit limit, and a single-item limit. Limits determine events that generate warning e-mails to Remote Deposit to support contacts at your financial institution, if applicable, and the account manager. For more information on configuring support contacts, see the Notifications & Support section of this manual. Daily limits specify a total dollar amount per day that merchants should not exceed when depositing items into the system. For instance, a small merchant that is anticipated to deposit $50,000 through Remote Deposit per month would not be expected to deposit $50,000 in a single day. Item limits, on the other hand, provide a notification when high-dollar items exceed a certain dollar amount threshold. In the same example as the merchant case before, the $50,000 per month merchant wouldn’t be expected to deposit a single item of $25,000 – this may indicate an obvious error or some type of fraudulent use of the system. Note: The system will not stop a merchant from making deposits when they exceed a limit; it triggers the notification system. The reasoning behind this is that most merchants have legitimate reasons why they are exceeding a limit or they have just erroneously put in an amount. However, you can also select the option Require Deposit Approval over Risk Level under Merchant Configuration. This will put a hold on the deposit in the batch management page and will not be processed further until reviewed and approved by your staff. Otherwise, you can make adjustments in your item processing application.



Risk levels are typically configured upon initial client setup, but can be changed as often as necessary. While it is possible to add new risk levels, it is not possible to delete risk levels assigned to one or more merchants. Because of the permanent nature of risk levels, webRDC administrators must carefully design and control the creation of risk levels within their organization. Note: If you try to delete a risk level that is in use, you will receive an error message stating that ‘xx’ merchant(s) are still assigned to that Risk Level.

You will need to move those merchants to a new Risk level group and then you can delete that particular Risk Level.

To create a new Risk Level, click the New Risk Level icon in the upper right corner of the screen. You will be presented with fields that you can populate as you see fit. Enter in a name, a daily limit and a single item limit. Note: You also have the ability to make the risk level operate at a global level; however, you can only have one global risk level. The global risk level is a risk that will be applied to all merchants’ deposits regardless of their other unique risk levels. Also, you do not have to use a daily or single item limit. If your institution is not interested in using one or the other, please disable them.



Once you are done, click Save and you will see the newly-created risk level that will also show up as an option in the drop-down menu when you create a new merchant. If you ever need to edit a risk level, click the Edit button to the left of the risk level and make your modifications as necessary, then click Save.

You also have the ability to create a risk level and have the system ignore the daily or single item limit by unchecking the boxes depending on your specific scenario you are trying to catch. You also might want to create a blank risk level. Note: The reason you might want to do this is because the system requires you to assign some risk level at the merchant level to complete the merchant setup process. The only reason you would want to do that is if you plan on using account level risk limits and do not want to receive notifications when a merchant exceeds the merchant level. For example, you want to create a merchant that only sends notifications of exceeded limits at the account level. You would create a blank risk level to complete the process. Create a risk level labeled Blank Risk Level, uncheck the two boxes, and do not click the Global Risk Level box. Click Save. Then go into the Merchant Configuration page and click the accounts icon for the merchant you are configuring and enable the risk level checking at the account level and choose unique risk levels per account. Now you will only be notified when that merchant fails an account level risk and not one on the merchant level. This will cut down on unnecessary email notifications by the system. Other miscellaneous and global settings are configurable by Remote Deposit administrators through the Settings tab.



Sweep Times

Sweep times determine intervals at which deposits in the final deposited state are aggregated into an x9.37 file. All item deposits are aggregated, or “swept”, at the same time. Sweep times define the time that sweeps are eligible to start, and depending on the volume of items to be processed, the resultant outputs may not be instantaneously generated. Due to considerations of growth and slack times allowed for operational processes at financial institutions to import Remote Deposit outputs, Remote Deposit administrators must carefully plan their sweep times, tune them over time, and ensure that disclaimers are updated accordingly so users are aware of their cut-off times, which typically precede sweep times by some slack interval to allow for merchant error. Also please be aware that the sweep times that are displayed are tied to each user’s profile in AccessDirect. Each user can view the sweep times for their own time zone. Note: If a new sweep time is added, it will not be available until the next business day. Holidays define non-processing days, during which sweep times are not honored. Any items moved to the final deposit state during a holiday will be aggregated into their respective item output types at the first sweep time on the next non-holiday. Typically, holidays are minimally the processing holidays as recognized by the Federal Reserve, and financial institutions can additionally add other non-processing days as their internal or regional situations require. Saturdays and Sundays are implicitly treated as holidays, and financial institutions need not configure any holidays that naturally occur on Saturdays or Sundays.

• Adding Sweep Times - Simply enter the time in as 8:00am and click the green (+). By clicking the black (X) that will remove the time and the Edit button will allow you to edit the time.

• Adding Holiday Dates - Enter the Holiday name and click the calendar icon to select the date. Next click the green (+). By clicking the black (X) that will remove the time and the Edit button will allow you to edit the Holiday.



Notifications & Support

The notifications and support page contains functionality that controls where notifications for specific events are sent and support text provided to users through the Merchant Capture interface in the Help> Support menu item.

Notifications

• Deposit Approval Notification Email – Your financial institution’s email address that will

receive notifications that a merchant’s deposit is in a hold status and must be approved.

• Exceeded Limit Notification Email - Your financial institution’s email address that will receive

a notification that a merchant has exceeded their per item or daily limit

• ICL Notification Email – Your financial institution’s email address that will receive notification

when deposits have been swept and an x9.37 image cash letter (ICL) has been created.

• Duplicate Notification Email – Your financial institution’s email address that will receive

notification when the merchant submits a duplicate item during the capture process.

Events that generate notifications that can be configured on this page are deposit approval requests,

limit-exception notices, output notifications, merchant captured duplicate items, and support

requests.

Merchants can generate support request e-mails that are sent to a specific address, such as a Level 1

customer service group, when they use the Help -> Send Email functionality within Merchant

Capture. You have complete control over the message that your merchants will see by modifying the

Support text section of this page. When the merchant uses the Help -> Support option in the

client area, they will see this text.

Support

• Email – The email address that the merchants will use when they need to contact the financial

institution for support as well as being the reply-to address for merchant deposit notification

emails.



Disclaimer

Disclaimers are messages displayed to each user that logs into Remote Deposit once per day. Disclaimers provide financial institutions a mechanism to communicate critical information, such as notifications of cut-off times for same-day credit. In addition, clients can change disclaimers, as needed, to communicate critical, temporary information, such as holidays. Users must click an OK button to accept disclaimers before proceeding with their activities in Merchant Capture. To enter your disclaimer, go to the Disclaimer page located at the top of your screen. Below is an example of a page that has been completed.



Configuration

The Configuration page allows you to configure some default parameters for how the system will behave when creating new merchants or just other parameters that will affect how the system treats new deposits. Note: You must have webRDC CSR admin privileges to modify this page. If you need more information, you can hover over the question mark icons for a tooltip on this page.

• DUO authentication – this is the option that will enable the DUO multifactor authentication for your financial institution. DUO allows your merchants to authenticate themselves when logging in and keep their logins secure and satisfies the FFIEC guidelines for

• Hold Deposits over Risk Level for Approval – if you enable this function and create a new merchant, this with automatically enable that checkbox for the merchant.

• Disable Split Deposits – if you enable this function and create a new merchant, this with automatically enable the ‘Disable Split Deposit’ checkbox for the merchant.

• Default Transcode – Will use this transcode as a default value when setting up a new account for a merchant. You can still manually edit this field before saving.

• Default Routing Number – Will use this routing as a default value when setting up a new account for a merchant. You can still manually edit this field before saving.

• Enable Batch Management Extended Scrutiny Rules

o MICR Line Changes – any change a merchant makes to a MICR value on the check that is captured will cause the deposit to be flagged for further review

o Duplicate Items – any item captured that matches the MICR of another previously captured item. Merchants will have the ability to review and override the duplicate captured. However, these items must be reviewed by your team before it can be fully



accepted. If this option is turned off, the merchants must contact your financial institution for duplicate approval.

o EPC Items – Any deposit that has an item with a value in the EPC field like return codes must be reviewed by your team before it can be fully accepted.

o New Account – Any deposits captured by a merchant where the account number is less than X days old. The default is 30 days, but it can be modified as necessary. This will monitor and flag all deposits for that time period for FI review. After the period is up, then all other scrutiny rules will apply.

o Over Risk Level – This will enable an additional color in the batch management menu when a merchant’s deposit fails an item or daily limit that has been assigned to them.

• Backspray Text – allows the FI to have further control for what is sprayed on the back of the physical check scanned. For this to work, the scanner your merchant is using must be able to spray on the back of the check with an ink cartridge. This will not affect scanners that cannot spray on the back of a check nor should it affect scanners that put a pre-inked franking stamp on the front of the check.

You will now be able to enable a more verbose rear spray option for your merchants’ scanners that support rear spray. This will override the existing rear spray that is enabled at the merchant level and will give you more characters to spray on the rear of the check.

Please note: There is a 100-character limit for this field. There are 3 variables that can be used [Bank], [Date], and [Account]. Every scanner is different and not all scanners will be able to support the number of characters that you choose, this could be the case especially if you use variables. This will be due to specific hardware limitation of the scanners that your FI uses and you may not be able to spray the exact text on the rear of the merchants check that you want and may find that the text runs off the check or abruptly stops.

Also note: If the advanced rear spray is enabled here, and you have virtual spray enabled, the virtual payee endorsement will still work. If you do not enable the backspray text on this page, the system will spray what is defined at the merchant level configuration page. If you plan on using this functionality for check regulation purposes, CSI recommends that you please consult with your internal regulation person(s) for the best verbiage to use here.

• Default Virtual payee endorsement fields - You will now be able to pre-fill the values for the virtual payee field values that are present when creating a new account. You can still modify the values as necessary to make them specific to the merchant when you add a new account for your merchant to deposit into. These fields just serve as a default starting point for your financial institution.

Please note: You are not required to use all lines and you can use any lines you choose to. For example, you can just fill out the bottom three lines here and modify the first two lines when setting up the account for the merchant at a later time.



Batch Management The Batch Management page allows you to assist your merchants if they need to make modifications to a deposit or if you need to review items your merchants deposited. Please read through this section carefully as different scenarios will cause your merchants’ deposit to not be processed by the system unless acted upon by your personnel responsible for using and maintaining the system. Note: Deposits will only display here if they have not been swept into an image cash letter or if any scrutiny rules (optional) are triggered. Once a sweep time happens, you will not be able to make any adjustments to deposits in the webRDC application. You will need to make the necessary adjustments with your item processing application or in your core application. Only CSI Personnel can delete deposits as indicated in the Grid Key.

The Batch Management screen allows you to see all of your merchants’ deposits that are being aggregated for an ICL file creation. In this screen you have four options:

1. Review items in the deposit.

2. Change the deposit status back to reconcile to allow the merchant to work the deposit again.

3. Approve a deposit that failed any risk level if you have the Require Deposit Approval over

Risk Level option selected under the merchant’s configuration.

4. Approve a deposit that failed a scrutiny rule (optional). Deposits that fail a scrutiny rule or has a

critical error will be color coded. To understand what the color codes are, you can click the Grid

Key in the upper left to see a description of the error. If additional scrutiny rules are not on, you

can contact CSI to turn them on for you.

Note: Please note the color coding chart on the left side of the page for what is wrong with a

deposit. If you do not see the Grid Key on the left side of the page, you should increase the

width of your window. It will be automatically hidden if your window is too narrow.



Deposit Review

CSI recommends putting the deposit back into a reconcile status and allowing your merchant or your CSRs to make modifications to the deposit as necessary if the deposit requires modifications to be done at the merchant level. To review items in a deposit, click the first icon labeled Deposit icon. This will allow you to look at the individual items that your merchant has already deposited. Clicking the menu icon in the upper right will allow for individual deposit refinement if necessary.

Menu Filter Selection

You can filter deposits based on an individual merchant, for a specific account manager, or a specific branch that has been assigned to a merchant, or you can filter based on date or total deposit amount. In order for these filter lists to work, you must assign an account manager or branch on the merchant configuration page.



Viewing A Deposit

To view a deposit from the listing, click the View Deposit icon. The system will open a new window at the top of the page allowing you to select specific items in the deposit.

From here you can click on each individual item to view it. You can view the rear image and print the image by clicking the links on the upper right check image area. You can also return back to the item listing review and browse through the check images with the links under the check image.



Flagging Individual Items for Merchant Review

Individual items can be flagged for a merchant’s review by checking the Flag Item for Review checkbox and entering the reason in the text field. Note: The Flag Item for Review checkbox must be selected before information can be entered in the text field.

Returning a Deposit to A Merchant

If you return the deposit to the merchant, the merchant or a financial institution CSR can make adjustments (delete an item, fixing MICR information, amounts, etc.) to the items and resubmit the deposit as necessary. The merchant users that have privileges to complete deposits will be notified via the email address associated with their username.



Note: Batches that are in the process of being added to the Image Cash Letter (ICL) file cannot be returned. If attempted, the user will receive the following error message: “Deposit can no longer be returned, it is currently being added to an ICL file."

Deposit Approval

Deposits that need approval will have a gray checkmark next to the deposit. If a deposit has a checkmark next to it, it will not sweep into your ICL files as every other deposit does. This is caused when you have the Require Deposit Approval over Risk Level option enabled for the merchant. This means that if a merchant exceeds a risk level you have assigned to them, it will require approval from a financial institution CSR. You can approve the deposit by simply clicking the checkmark. However, if you would like to review the individual items before, click the View Deposit icon. It will take you to the top of the screen where you can view items for that particular deposit. You can review the items; however, there is a link labeled Approve Deposit that will allow you to approve the deposit. You can click this link after you have reviewed the items; the deposit will then be approved and will sweep into an x9.37 file as normal. If there is not a hold on the deposit, the Approve Deposit link will not be displayed.



Clicking the Approve Deposit link will perform the same action as clicking the checkmark in the batch management listing. Clicking the Return Deposit to Merchant link will change the status of the deposit back to unreconciled and allow changes to be made to the deposit once again on the merchant’s side.



If you choose to return a deposit back to a merchant, the system will generate a dialog requesting a reason and an optional comment that will be sent back to the merchant via email. Once you have made your selection and added in comments, the email will be sent back to the merchant users that have the Deposit Approval privilege for that specific merchant.

Scrutiny Rules (Optional)

Scrutiny Rules are automatic rules that are applied to all deposits as your merchants complete them.

These rules are intended to give your institution further control over what deposits your merchants make

into the system. If you are certain that the scrutiny rules are not turned on for your institution, please

reach out to your account manager or customer support to have them enabled. The scrutiny rules are

described below:

• Amount – If the amount is changed before the deposit is made, the item will be sent to deposit review

• New Accounts – If the account is flagged as new (30 days or less), ALL deposits will be sent to deposit review.

• Empty MICR Line – If the MICR data is changed by the customer, the item is sent to deposit review.

• Scanned MICR – If any MICR field is changed by the user, the item is sent to deposit review. • EPC present – If the system scans an EPC code, the deposit will be sent to deposit review. • Duplicates – If the merchant captured a duplicate and approved it, the deposit will be sent for

review • Over Risk Level – if the system detects that a merchant submitted a deposit that goes over

their daily or item limit, these items will be flagged for review.



Please keep in mind that if you enable scrutiny rules and/or deposits are flagged for review, the deposits WILL NOT sweep into an ICL (image cash letter) file until they are approved by your personnel. If you are uncertain which rule was triggered, you can refer to the Grid Key on the left side of the page. Click the options button in the Grid Key box to see all the options.

The only color not listed on the Grid Key is the orange color which indicates multiple issues. After you click in the deposit to review, it will show the individual colors for the specific items.



Duplicate Review When reviewing a deposit for duplicates, there are some additional screens that can be reviewed. See below for further details. Click on the item that is being reported as a duplicate:

Click on the View icon to be presented with the screen below:



Clicking the View Button below the duplicate item will show the original item and the duplicate item:

After reviewing the item, close the screen by clicking the X in the upper right. Then click the link to return to the deposit listing and make your decision to accept the deposit or return it back to the merchant.



Users

User Administration

Under the User Administration page, CSI Document Services allows you to go in to assist in maintaining your merchants’ users without having to directly log into their portal.

Selecting this option will allow you to modify your merchants’ users options. From here you can add users or edit existing users. Note: If you are also using the SSO login functionality through your internet banking provider, you will see the SSO Login ID for some or all of your users. If there are issues with your users seeing incorrect user information, delete their SSO login ID and have them reconfigure themselves through the SSO portal.



To add a user, you must first select a specific merchant from the drop-down list. To modify an existing user, you can put in any part of their first or last name, user name or email address to narrow down the list and click the edit icon on the left side of the page as indicated above.

You can create users directly from this page by filling out the appropriate information. Clicking the menu button in the bottom right (highlighted above) will allow for more options to be configured: Groups, Accounts and Sites. When you are finished you can click Save. Note: You can only add users to existing groups, accounts or sites. IF you need to create new options, that must be done through the merchant interface.



Duo Administration

Once CSI Document Services enables your account to utilize MFA or Multi-factor authentication, you will see a page labeled Duo Administration under Users.

Selecting this option will allow you to modify your merchant users Duo options.

By clicking the edit button you can modify end users’ active/inactive status, phone numbers, add phone numbers and you also will have the ability to assign Duo token (must be purchased separately) serial numbers if applicable.

To assign a Duo token serial number, you can begin typing the serial number on the back of the token; numbers that do not match the token’s unique serial number will begin to disappear from the list. After modifications have been completed, click the update icon to finalize changes. To cancel, click the Cancel undo arrow. To delete a user, click the Delete X. The user will then need to reconfigure Duo the next time they log in. This process can be beneficial if a user gets a new phone and needs to start the process over.



To add a user to the Duo database, select a specific merchant in the upper left dropdown menu, then click the Add User link in the upper right.

Select the merchant that needs a new Duo user associated with their merchant user. Then click on Add User. Fill out the relevant information. Clicking the User Name drop down list will pull all active user names that are available to that merchant.

Optional: If you need to attach a token serial number to that user, you can type the serial number located on the back of the token here. Click the correct value and that user can now begin using the token you’ve assigned to them.



Document History

• Version 3.1 – 7/25/2018 o Reorganized for the new menu o New item review functionality (Scrutiny Rules) o New User Administration o Other new features

o Added the Monthly Merchant Deposits report information

• Version 3.2 – 8/15/2018

o Added the additional duplicate scrutiny rule review process in batch management

• Version 3.3 – 3/26/2019 o Added the account specific email notification o Added information about Scrutiny Rules o Updated screenshots o Added Scanner Usage Report o Added the forgot password process for merchants o Deposit return process added

• Version 3.4 – 4/24/2019 o New Page Added: Settings > Configuration page o Included new batch management sorting o Updated merchant configuration screenshots

• Version 3.5 – 08/21/2019 o Updated the privileges table for user privileges via AccessDirect Group Settings

• Version 3.6 – 09/24/2019 o Added new merchant dual user approval

• Version 3.7 – 02/22/2020 o Added Demo Merchant o Added Item Flagged for Return option in Batch Management – Deposit Review

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