FI Admin Platform: Managing your Operations

1. FI Admin Platform:Managing your Operations

2. Section Objectives By the end of this section, you will know how to: • process the various files that your businesses submit • run reports on your businesses’ and administrators’ activities • build and extract reports for billing purposes

3. Managing Operations Ongoing tasks, often daily tasks, involve logging into your FI Admin Platform to process files (Wires, ACH, EFTPS) and stop payments, run reports, and more.

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5. Processing Files

6. File Processing – Process Wire Transfers Process Wire Transfers: Allows the FI Administrator to Download or Delete wire files that have been submitted by commercial clients. An email indicating that the file is being processed by the financial institution is sent to the Initiator, Approver, and Company Admin upon the a wire being downloaded by the financial institution. An email is not sent to the company upon a wire being deleted by the financial institution. NOTE: Date range defaults to all wires in queue. Be diligent in reviewing each wire transfer. Look for anomalies such as higher than average amounts or an international wire from a client that only sends domestic wires. Institute a call back program for such wires and/or randomly-selected ones.

7. File Processing – Process Wire Transfers Details: The Wire details screen displays the originating company name and address. These pieces of data assist financial institutions with Bank Secrecy and OFAC compliance. NOTE: The message from the Originator to the Beneficiary is at the bottom of the screen.

8. File Processing – Process Wire Transfers Show Backup: Allows the FI Administrator to manually enter Bank Reference and Fed Reference numbers to be displayed on the Commercial Customer Platform - Wire Transfer Activity screens. Click the Update button to save the additional data. The FI Administrator can also download previously deleted or downloaded wires. NOTE: Wires that have been Received (downloaded) or Deleted by FI remain here for 10 calendar days.

9. File Mover Vs. Non-File Mover • If you are a Financial Institution WITHOUT File Mover: • Log into the FI Admin platform • Select File Processing > Process ACH/EFTPS Files • Review the ACH/EFTPS files to verify that you want to process. • If you chose not to process the files, select them using the checkbox on the far left, and click Delete. • If you chose to process the files: • Select the files you wish to process using the checkbox on the far left. Note: Be mindful of effective dates when selecting files for processing. Fed will reject the file if it is not within the 1 day (debit), 2 day (credit) window. • Click Download (a file download box will appear). • Click Save This File to Disk. • Click Okay. • The Save As box will appear and prompt you to name the file and select where you would like to save this file. • Save the file and give it a unique file name. • Take the file and process as usual (e.g. upload to FedLine). • If you are a Financial Institution WITH File Mover: • Log into the FI Admin platform • Select File Processing > Process ACH/EFTPS Files • Review the ACH/EFTPS files to verify that you want to process them. • If you choose not to process the ACH/EFTPS files,you must delete the file prior to your File Mover run time. • If you choose to process the file, you do nothing and let File Mover pick the files up for processing. Note: File Mover will pick up all new ACH/EFTPS files waiting for processing regardless of effective date; therefore the Data Processing Vendor must be able to warehouse future dated files until they can be processed.

10. File Processing – Process ACH Files Process ACH Files: Allows the FI Administrator to Download or Delete ACH files submitted by commercial clients, whether the file was created from scratch or uploaded from another system. An email indicating that the file is being processed by the financial institution is sent to the Initiator, Approver, and Company Admin upon the financial institution downloading an ACH file. Exception: if the financial institution uses File Mover, an email is not sent to the company when ACH files are picked up and moved to the host. An email is not sent to the company upon the financial institution deleting an ACH file. Just as with Wires, be sure to review each ACH file. If bandwidth doesn’t allow for callback to each business, look for higher amounts and new payees as triggers.

11. File Processing – Process ACH Files Details: The ACH Batch details screen displays the first 200 participant records and gives the financial institution paging controls to display the remaining records. If a batch contains more than 10 pages of records, the image below will appear in the gray paging controls bar so that the admin can type in the page number and click Go. Batch header information is also displayed at the top.

12. File Processing – Process ACH Files Show Backup: Allows the FI Administrator to Download or Delete previously deleted or downloaded ACH files. NOTE: ACH files that have been Deleted by FI or Downloaded remain here for 10 calendar days.

13. File Processing – Process EFTPS Files Process EFTPS Files: Allows the FI Administrator to Download or Delete EFTPS files submitted by commercial clients. An email indicating that the file is being processed by the financial institution is sent to the Initiator, Approver, and Company Admin upon the financial institution downloading an EFTPS file. Exception: if the financial institution uses File Mover, an email is not sent to the company when EFTPS files are picked up and moved to the host. An email is not sent to the company upon the financial institution deleting an EFTPS file.

14. File Processing – Process EFTPS Files Show Backup: Allows the FI Administrator to Download or Delete previously deleted or downloaded EFTPS files. NOTE: EFTPS files that have been Deleted by Financial Institution or Downloaded remain here for 10 calendar days.

15. File Processing – Upload Exchange Rates Upload Exchange Rates: Allows the FI Administrator to upload exchange rate tables. These rates are used by the commercial client when initiating a Wire Transfer.

16. Request Processing – Stop Payment Requests Stop Payment Requests: Allows the FI Administrator to change the status of stop payment requests that have been submitted by commercial clients to Processing or Completed. The FI Administrator can also Decline stop payment requests. Statuses: Unprocessed – Request has been sent to the financial institution and is awaiting action. Processing (optional) – Request is in the process of being completed by the financial institution. Completed – The financial institution has successfully placed the stop payment. Declined – The financial institution is unable to place the stop payment. An email is sent to the Company Admin and Initiator upon changing the status of a stop payment request to notify them of the status change. NOTE: If the financial institution has real-time stop payments, the host automatically updates the status here. However, an email is not generated back to the company.

17. Request Processing – Stop Payment Requests Show Backup: Allows the FI Administrator to view previously Completed and Deleted Stop Payment Requests. NOTE: Stop Payment Requests that have been Completed or Deleted remain here for 10 calendar days.

18. Processing Files (FIAP) • Practical Applications • How long do Wire, ACH and/or EFTPS transactions remain in the File Processing area if there is no action taken on them by the financial institution? • How long do Wire, ACH and EFTPS stay in the Show Backup area of File Processing? • Locate the Wire Transfer you created when you were logged in as a commercial client by its Reference Number. • Delete it. • Look it up under Show Backup. What is the status? • How is a Wire Transfer funding account debited? • Is there a way to display FedLine Reference Numbers for a commercial client to view through Business Banking? • Locate the ACH you created when you were logged in as a commercial client by its Batch ID. • Download it. • Look it up under Show Backup. What is the status? • 7. Where will the Foreign Currency Exchange Rates appear if they are uploaded by an FI Administrator?

19. Running Reports

20. Billing and Reporting • Customer Activity Reporting: Allows the financial institution to report on the activity of their commercial clients' users in the Customer Platform. • Financial Institution Activity: Allows the financial institution to report on the activity of the FI’s Administrators in the FI Admin Platform. • Billing Report and Segmentation: Allows the financial institution to group companies into segments and to create billing schedules for these segments. The system will generate downloadable data files that the financial institution can upload into an Account Analysis or other billing system.

21. Billing & Reporting –Customer Activity Reporting & Financial Institution Activity

22. Billing & Reporting –Customer Activity Reporting & Financial Institution Activity Saved Reports: You can greatly streamline the process of producing frequently-used reports by setting up a report once and saving the parameters for future use Date Selection: The first selection to indicate in a report is the date range. You may choose from the current week’s log file up or any of the previous four week’s log files or you may specify a date range. Query Selection: You can specify that all activities should be reported or you can narrow the scope of the report with the use of queries. The two queries can be run simultaneously in order to pull two report types at once. Within each level of query, there are four selection criteria: transaction type, field to search, field value, and a logical operator to tie the fields together. (Don’t forget to use your wildcard feature!) Presentation Selection: This is the final section needed to create a report, as it identifies the form and format of the report. This is where reports can be saved, viewed on screen, or downloaded for future reference. We recommend using the download feature for reports with 200 or more records. Analyze Logs: Provides a detailed count of transactions processed for each day of a selected log file. NOTE: Customer Activity Reporting and Financial Institution Activity Reporting work the same way. However, the transactions types and field to search options will differ between the two reports.

23. Billing & Reporting –Billing Report and Segmentation • Manage Company/Segment Relationships: Allows the financial institution to link desired companies to the established segments. Companies can be copied from the ‘Default’ to a new segment and/or be moved from one segment to another. Manage Company Segments: Allows the financial institution to Add, Update, and/or Delete segments. NOTE: A ‘Default’ segment containing all companies pre-exists in the system and cannot be deleted.

24. Billing & Reporting –Billing Report and Segmentation • Manage Billing Schedules: Allows the financial institution to Add billing schedules according to a weekly, monthly, or twice monthly frequency, or on an ad hoc basis and then associate certain segments with the billing schedule. The financial institution can also Update and Delete billing schedules as needed.

25. Billing & Reporting –Billing Report and Segmentation View Schedules: Allows the financial institution to view a list of all current billing schedules and details. The financial institution can also Edit and Delete billing schedules.

26. Billing & Reporting –Billing Report and Segmentation • View Reports: Allows the financial institution to view a list of billing reports that have been created. Each report is broken into 2 downloadable data files: • Company Profile: report may be used to bill for accounts and services enabled for each company. The report will include account number to bill, last active date, number of users, number accounts enabled, and listing of banking services enabled (e.g. ACH, Wires, ARP, etc.). • Company Summary: report may be used for transaction based billing. The summary report will provide the total number of transactions initiated by each company (e.g. number of Book Transfers, ACH Transactions, Wire Transfers, etc.). • NOTES: The billing itself is not automated or initiated by Intuit Financial Services. The financial institution can download the data into an Excel file and upload into an Account Analysis or other billing system. • Accounts from secondary companies will not be reflected in the total account counts on the Customer Profile Report.

27. Running Reports • Practical Applications • How much history is retained in Customer Activity Reporting? • Choose “Add Alert” as the Transaction Type for a query-based customer activity report. What are the Field to Search options? • What should you do if you want to generate a report on a recurring basis? • Select any report from the Saved Reports list. Pull up a screen display of the report for the current week. How many rows of data were in the report? • How do you save the results of a report you have generated? • 6. What information does an Analyze Log display? • What is the purpose of creating segments? • How do you link a company to a segment? • What are the Billing Report frequency options? • What should the financial institution do with the Company Profile and Company Summary reports?

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29. Managing Security & Communications

30. Security – Change Admin Password Change Admin Password: Allows the FI Administrator to change their FI Admin Platform password at any time. This password expires every 30 days.

31. Security – Enable/Disable System Enable/Disable System: Allows the FI Administrator to restrict all commercial customer users access to the Customer Admin Platform. NOTE: The message that displays to the user is set in Communications – Messages.

32. Communications – Email Customers Email Customers: Allows the financial institution to email some or all of their commercial customers. The email is sent to the Company Admin. Your financial institution designates the “From” address on Workflow Email Routing.

33. Communications – Email Digital Insight Email Digital Insight: Allows the financial institution to send an email to Intuit Financial Services’ Customer Service department via an online form.

34. Managing Security & Communications • Practical Applications • How do you disable (and enable) the system? • How many recurring messages can be stored in the Email Customers screen? • If you use the Email Digital Insight feature, where does the email get routed?

35. Case Study 1 – Century 21 Computers As the Super User, your responsibilities include: Setting up new commercial clients Setting up new FI Administrators Tracking and Reporting for Business Banking Ensuring that billing is handled correctly Troubleshooting for the rest of the staff Assisting the Commercial Officers with cash management clients and prospects Your top loan officer just sold her first Business Banking account! She is relying on you to contact the client and collect the necessary information to get them set up. Here is what you know: Business Name: Century 21 Computers, 22 employees Ownership: Sole Proprietorship TIN#: 22-5673907 Accounts: 2 checking, one savings, one LOC, one money market Other Users: Wife does all of the bookkeeping # of Wires in Past Year: 36 ACH Transactions: None EFTPS: Yes Other: Often calls branch to transfer funds at last minute to cover incoming checks, frequently requests stop payments

36. Case Study 1 – Century 21 Computers While your loan officer provided you with some valuable information about Century 21Computers, there are still some significant pieces missing. Analyze the information you currently have and develop a checklist of information to collect from the business. Keep in mind, there may also be some issues that require a decision by the loan officer.