Online Check Deposit User Manual - SunTrust Bank

Online Check Deposit

User Manual

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

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

SunTrust Bank, Member FDIC. ? 2019 SunTrust Banks, Inc. SUNTRUST and the SunTrust logo are trademarks of SunTrust Banks, Inc.

Online Check Deposit: User Manual

Table of Contents

Getting Started....................................................................... 1 Maintaining Security .............................................................. 1 Your Responsibility for Maintaining Security.................................. 1 System Access ...................................................................... 1 IDs and Passwords................................................................. 2 Inactivity Time Out ............................................................. 2 Scanner Time-Out Feature .................................................... 2 Important Notes ................................................................. 2

Understanding Online Check Deposit Service ................................. 3 Secure Storage for Deposited Checks ....................................... 4

Using Online Check Deposit ....................................................... 5 Eligible Items Accepted .......................................................... 5 Ineligible Items Not Accepted ................................................... 5 Misread Information ............................................................... 6 Serious Scanner Errors ............................................................ 6 Check Routing Symbols ........................................................... 6 Preparing Your Deposit ........................................................... 7 To Prepare Your Deposit ................................................ 7 The Welcome Page ................................................................ 8 Scanner Setup ..................................................................... 10 To Download the Scanner Drive ...................................... 11 To Install the Scanner Drive ........................................... 11 Scanner Guidelines ............................................................ 11

Deposits ............................................................................... 12 Deposit Types................................................................... 12 To Create a New Deposit .............................................. 12

Scanning Deposit Items .......................................................... 13 Preparing Items for Scanning ................................................ 13 To Create a New Deposit .............................................. 13

Responding to Scanner Errors .................................................. 14 To Recover From a Scanner Error: ................................... 14

Correcting a Deposit ............................................................. 14 Identifying Required Corrections............................................ 14 Editing Item Details ........................................................... 17

Balancing a Deposit .............................................................. 18 Changing the Declared Deposit Amount ...................................... 19

To Change the Declared Deposit Amount ........................... 19 Editing Deposit Details ........................................................... 19

To Edit the Deposit Details ............................................ 19 To Add Additional Items to a Deposit................................ 20 Rearranging Deposit Items ...................................................... 20 To Delete an Item From a Deposit ................................... 21 To Delete a Transaction From a Deposit ............................ 21 To Delete a Deposit ..................................................... 21 Correcting Deposit Items ........................................................ 21 Manipulating Image Views ....................................................... 21

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Online Check Deposit: User Manual

To Enter Field Data ..................................................... 22 Completing Custom Field Data ................................................. 23

To Enter Custom Field Data ........................................... 23 Handling Unknown Items/Reclassifying Items ............................... 23

To Specify the Correct Item Type for an Item ..................... 23 Handling Duplicate Items........................................................ 23

To Respond to a Duplicate Item Error ............................... 25 Handling Failed Image Quality Items .......................................... 25

To Respond to a Failed Image Quality Error........................ 25 Completing a Deposit ............................................................ 26

To Complete a Deposit ................................................. 26

Supervisor Tasks ....................................................................27 About Deposit States ............................................................. 27 To Review the Deposit Information for a Selected Deposit...... 28 To Access the Error Filter.............................................. 29 Reviewing Deposit Items ........................................................ 29 To Review a Specific Deposit Item: .................................. 29 Reviewing a Deposit Item's History ............................................ 29 To Review a Specific Deposit Item's Processing History: ........ 30 Assigning a Deposit ............................................................... 30 To Assign a Specific Deposit to Another User ...................... 31 To Disapprove a Deposit ............................................... 31 Transmitting a Deposit........................................................... 32 To Transmit a Deposit .................................................. 32 Adjusting a Deposit Amount..................................................... 33 To Adjust a Deposit Amount........................................... 33 Generating Reports............................................................... 33 To Create a Report...................................................... 34 Viewing Report Creation Settings.............................................. 34 To View the Settings Used to Generate a Report ................. 35 Creating Online Reports ......................................................... 35 To Create a Deposit Summary Report ............................... 35 To Create a Deposit Details Report .................................. 35 Researching an Item ............................................................. 36 To Research an Item .................................................... 36 To Store Research Results ............................................. 37 Creating an Item Research Report ............................................. 38 To Create a Report Based on Your Item Research Results ....... 38

Troubleshooting ....................................................................38 Responding to Scanner Time-outs ............................................. 38 Responding to Serious Scanner Errors ......................................... 38

If You Need Assistance ............................................................39 Online............................................................................... 39 Technical Support ................................................................ 39 Client Services Support .......................................................... 39

Appendix A: Reports ...............................................................40 Deposit Summary ? Sample Report ............................................ 40 Deposit Details by Deposit Number ? Sample Report ....................... 41

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Online Check Deposit: User Manual Summary of Remittances by Account ? Sample Report .................... 42 Exception Item Export ? Sample Report ...................................... 43 Detailed Item Export ? Sample Report ........................................ 44

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Online Check Deposit: User Manual

Getting Started

Maintaining Security

Your company must designate at least one company security administrator (CSA) to control account access and transactional capabilities of any users within your company. Your CSA will set up users, locations, entitlements, and permissions. You will receive your User ID and temporary password directly from your company's designated CSA.

Your Responsibility for Maintaining Security

Your company must maintain appropriate internal controls over access to and use of Online Check Deposit. Each CSA has access to the Audit Report for system usage and activity information. This includes exception activity, successful attempts to use the system, and completed activities.

If you discover or suspect any fraudulent activity with respect to your company's Online Check Deposit service or accounts, disable any affected user ID immediately, and please contact your company's Treasury Management Client Services Specialist at 866.448.6394, option 2. Representatives are available from 8:00 a.m. ? 8:00 p.m. ET, Monday through Friday on bank business days.

System Access

Online Check Deposit can be accessed on the Internet at:

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

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Online Check Deposit: User Manual

IDs and Passwords

Non-SSO Only Does not apply when SunTrust SunView is enabled.

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

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

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

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

? Sign-on information is case-sensitive.

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

Inactivity Time Out

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

Scanner Time-Out Feature

When an Online Check Deposit operator stops scanning for approximately one minute, the scanner will time out. The operator must click Add Items to resume scanning checks. If a scanner times out, the deposit state will remain in an Open-Processing state. You will simply need to continue scanning and submit when ready.

Important Notes

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

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

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

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Online Check Deposit: User Manual

Understanding Online Check Deposit Service

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

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

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

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

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

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You can make multiple deposits per account per day.

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