ncr 7780 and itran v8 - imagescan€¦ · ncr 7780 / itran transport guide 1 ncr 7780 and itran...

NCR 7780 and iTran Transport Guide 1

Starting the Transport Manager .................... ........................ 1

Clearing or Keeping Totals ........................ ................................... 2

Understanding the Audit Trail Window .............. .................. 3

Switching Between Systems ......................... ........................ 5

Files Required for Processing Work on the Transport ............... 6

Wholesale Documents and the Capture Pass .......... ........... 7

Retail Documents and the Capture Pass ............. ................ 7

Wholesale Documents and the Encode Pass ........... ........... 8

Retail Documents and the Encode Pass .............. ................ 9

Customizing Capture and Encode Pass Endorsements .. .. 9

Endorsing the Lockbox Number during the Capture Pas s ......... 9

Customizing the Encode Pass Endorsement ........... ................... 9

Processing Scandocs and Remittances with MICR Lines . 9

Processing Registered Copyprint Batches ........... ............ 10

Understanding the Required Documents .............. ............ 10

Understanding the Transport Manager Window ........ ....... 11

Understanding the Tray/Batch List ................. ............................ 12

Understanding the Search Tab ...................... ............................. 13

Filtering the Tray/Batch Lists ...................................................................... 13

Setting Flag Options .................................................................................. 14

Preparing to Run Work through the Transport ....... .......... 15

Verifying the Endorse Date ........................ ................................. 15

Setting the Audit Trail View Mode ................. ............................. 16

Turning the Encoder and Endorser On or Off ........ .................... 18

Modifying the Capture Pass Endorsement Position ... .............. 19

Modifying the Encode Pass Endorsement Position .... .............. 20

Processing Work through the Transport ............. .............. 22

Autofeeding Items ................................. ....................................... 22

Manually Feeding Items ............................ ................................... 23

Stopping the Track During Processing .............. ........................ 25

Ending a Batch .................................... ......................................... 25

Ending a Tray ..................................... .......................................... 27

Aborting a Batch .................................. ........................................ 29

Cutting Pocket Tickets ............................ .................................... 30

Cutting a Deposit Ticket .......................... .................................... 32

Cutting a Block Ticket ............................ ..................................... 34

Exceptions Processing ............................. ........................... 36

Processing a Pre-Encoded Check .................... .......................... 36

Processing a Foreign Check ........................ ............................... 38

Out-of-Sequence Items ............................. ........................... 39

Entering a New Sequence Number ............................................................ 42

Processing Flipped Items .......................... .......................... 44

Jam Recovery ...................................... ................................. 47

Offline Processing ................................ ................................ 51

Creating Headers, Trailers, Deposit Tickets and End orsements51

Repairing a Mis-Encoded Check ..................... ............................ 53

Encoding Multiple Deposit Tickets ................. ............................ 54

Accessing the Offline Encode File Name Window ..................................... 54

Understanding the Layout of the Offline Encode File Name Window ......... 55

Selecting an Encode File ........................................................................... 56

Processing the Deposit Tickets on the Transport ....................................... 57

Viewing WiseIp and RemitTrac Version Information .. ...... 60

Shutting Down the Transport ....................... ....................... 60

Exiting the Transport Manager ..................... .............................. 61

Logging Out of the Program ........................ ............................... 62

Appendix A – Messages During Processing 63

Handling Warning Messages during Processing ....... ....... 63

Cannot Read Tray or Batch Header Ticket ................................................ 63

GrayScale Imaging .................................................................................... 65

Items to Find .............................................................................................. 65

Missing Batch Trailer and Deposit Tickets ................................................. 66

Missing Deposit Ticket Message ................................................................ 67

No Active Tray for the Batch ...................................................................... 68

No Batch Currently Open ........................................................................... 68

No Items in batch ....................................................................................... 69

No Pocket Assignments for Outline ........................................................... 69

Processing a Batch That Has Been Previously Encoded ........................... 70

Trailing Edge and Leading Edge Endorser Setting .................................... 71

Tray Already Being Processed ................................................................... 72

Tray Ticket Not Valid for Wholesale Mode ................................................. 73

Processing Messages ................................................................................ 73

Understanding Lockbox Batch Limit Messaging ....... ............... 75

Nearing, Reaching, and Exceeding the Batch Payment limit ..................... 75

Nearing, Reaching, and Exceeding the Batch Item Limit ........................... 76

Understanding System Limit Messaging .............. ..................... 77

Nearing and Exceeding the System Batch Payment Item limits ................. 77

NCR 7780 / iTran Transport Guide 1

NCR 7780 and iTran Transport Guide The NCR 7780 and iTran transports are used to capture, encode and endorse trays and batches of work for Retail and Wholesale Lockbox processing. The transports are also used to process Copy Print batches.

Starting the Transport Manager

Once you are logged into the RemitTrac program, the Transport Manager can be started from the RemitTrac Application Daily ribbon bar.

�� To start the Transport Manager

• From the RemitTrac Application Daily ribbon bar, select Transport.

Figure 1. Transport Manager on the Main Program too lbar

Once the transport is initialized, the Audit Trail window is displayed on the screen and the Transport Manager is started.

Transport Manager

2 RemitTrac

Clearing or Keeping Totals

If you were abnormally terminated from the application during the workday and you did not clear pocket, deposit or block totals, the Totals Clear window is displayed when you restart the Transport Manager.

Figure 2. Totals Clear window

The Totals Clear window displays YES next to each total that remains in the system. You can choose to clear totals or keep totals in the system. If you choose to keep the totals in the system, any new work will be added to the existing totals. If you choose to clear the totals, existing totals are deleted from the system and will not be included in any Pocket, Deposit, or Block cuts.

�� To Close the Totals Clear Window

• To clear totals, choose 1-Clear. -or- To keep totals, choose 2-Continue.

Once you select to clear or keep the totals, the Audit Trail is displayed on the screen.

“Yes” indicates that totals exist

“N/A” indicates that totals do not exist


Understanding the Audit Trail Window From the Audit Trail window, you can indicate how batches are to be processed, encoded, or tracked.

Figure 3. Audit Trail window

Table 1 describes the areas of the Audit Trail window.

Table 1. Audit Trail Areas

Area Description

Processing Mode Displays the system type that is currently selected. The system type can be Wholesale or Retail. The Processing Mode defaults to the system type (Systemtype variable) set up in the Track.ini file stored in the C:\Track directory on the Transport workstation.

General Transport Information

Displays the transport state (engaging, idle, or processing), the current processing pass, and the machine number assigned to the transport.

WiseIP Version Information

Displays the WiseIP version number and patch number for the software.

Copy Print Mode Displays the current copy print mode as Auto (Automatic) or Regn (Registered). Defaults to the system type (CopyPrintMode variable) set up in the Track.ini file stored in the C:\Track directory. This determines if you process copy print work using Registered Copyprint (registered batches) or Automatic Copyprint (special header tickets required; no batch registration).

Audit Trail Display window

Processing Mode General Transport Information

Current Transport Options

Operator Messages

Endorse Date Tray and Batch

Information

WiseIP Version Information

Copy Print mode

Site

Command Buttons

4 RemitTrac

Table 1. Audit Trail Areas (continued)

Option Definition

Current Site Displays the current processing Site. The Site defaults to the site (SiteID variable) set up in the Track.ini file stored in the C:\Track directory.

Audit Trail Display window

Displays the processing information for each tray and batch as it is processed through the transport. The information is displayed in either "Summary" or "Detail" mode, depending on which Audit Trail option is selected.

Tray and Batch Information

Displays the tray and/or batch number currently being processed.

Endorse Date Displays the current processing date in MMDDYYYY and julian date formats.

Current Transport Options

Displays the current settings for the Encoder, Endorser, Endorser Position, and Audit Trail mode. In addition, the current Feed mode, "Suspended," "Manualfeed," or "Autofeed" is displayed.

Operator Messages Displays messages to the transport operator during processing.

Table 2 defines the Command Buttons available on the Audit Trail window.

Table 2. Audit Trail Window Options

Option Definition

Clear Clears the information displayed in the Audit Trail window.

1-Auto Feed Feeds items through the transport automatically. For instructions on autofeeding items through the transport, see “Autofeeding Items” beginning on page 22.

2-Manual Feed Processes items placed in the hand-drop station. For instructions to manually feed items through the transport, see “Manually Feeding Items” beginning on page 23.

3-Stop Track Stops the work processing through the track.

4-Batch Control Displays the Batch Control Menu where you can perform pocket cuts, deposit cuts, block cuts, define the capture endorse position, abort a batch, end a batch or tray, perform offline processing, and change the system mode.

5-Audit Trail Switches the Audit Trail between detail or summary modes.


Table 2. Audit Trail Window Options (continued)

Option Definition

6-Settings Displays the Settings window where you can turn the Journal Lister and Pocket Lists on and off. In addition, you can view RemitTrac and WiseIP version information. In the future, you will be able to turn the Trace File on or off and set the MicroFilmUnit settings.

7-Encode On/Off Toggle button to turn the encode feature “on” or “off.”

8-Endorse On/Off Toggle button to turns the endorse feature “on” or “off.”

9-Exit Closes the Audit Trail window and shuts down the Transport Manager.

Switching Between Systems When the Transport Manager is started, the Processing Mode defaults to the system type set up in the Track.ini file stored in the C:\Track directory. However, you can switch between Wholesale and Retail processing modes from the Audit Trail window.

You can locate the current processing mode at the top of the Audit Trail window or at the bottom of the Transport Manager window.

Figure 4. Audit Trail - current processing mode

�� To switch between systems

1. From the Audit Trail window, choose 4- Batch Control.

2. From the Batch Control window, choose S-Change System. The mode is switched.

Current Processing

Mode

6 RemitTrac

NOTE: If you switch modes and have not cut the required block, pocket, or deposit tickets for work processed, you will receive a message similar to the following:

Figure 5. Cut Block Ticket message

• Choose OK to clear the message.

For information on cutting tickets, see “Cutting Pocket Tickets” beginning on page 30, “Cutting a Deposit Ticket” beginning on page 32, and “Cutting a Block Ticket” beginning on page 34.

3. From the Batch Control window, choose X-Audit Trail to return to the Audit Trail window.

Files Required for Processing Work on the Transport

There are several files that are required for successful processing on the transport. All of the files are stored in the C:\Track directory except the Trkcntl.ini file, which is stored in the Remitrac\Sitnnnnn directory on the Database Server, where “nnnnn” represents your Site Number. Table 3 summarizes the required files.

Table 3. Files Required for Processing on the Tran sport

File Description

Track.ini Defines variables used when processing work on the transport such as default System Type, Site ID, number of pockets, reject pocket, and purge pocket. Also includes the variables to control if limit messages are displayed during processing, whether items that are detected as foreign are stopped on the transport during processing, the endorsement position for reject codes, and whether or not to endorse the lockbox number on items during the Capture pass. For additional information, see the “Track Configuration File” section of the INI Configuration File document of the RemitTrac Setup Manual.

RTtable.ini Contains a listing of the Routing and Transit numbers that are encoded on the items for each lockbox. This table is used to identify certain MICR documents as scandocs or remittances instead of as checks.


Table 3. Files Required for Processing on the Tran sport (continued)

File Description

Trakcntl.ini Defines Global, Workstation, and Blockgroup variables used when processing work on the transport. For additional information, see the “Track Control Configuration File” of the RemitTrac Setup Manual.

Pocket.dat Stores the total for the current pocket cut.

Deposit.dat Stores the total for the current deposit cut.

Whblock.dat Stores the total for the current Wholesale block cut.

Retailblk.dat Stores the total for the current Retail block cut.

Batch.msg An “in-process file” that is utilized by the track as each batch is captured and encoded

Tray.msg An “in-process file” that is utilized by the track as each tray is captured and encoded

FrontDisplay.tif

Current front image of an item that is used by the track to display the image during jam recovery

RearDisplay.tif

Current rear image of an item that is used by the track to display image during jam recovery

Transport Configuration Set (TCS) File

Used to set up and define the transport. For additional information, see the document “Creating a TCS File” in RemitTrac Setup Manual.

Wholesale Documents and the Capture Pass

During the Capture pass, the following information is endorsed on the processed items in a wholesale batch:

1. The checks and scandocs within each batch are endorsed on the back with a consecutive item sequence number beginning with 001. Each item is also endorsed with the batch number and the transport processing date. The sequence number is used to aid the operator in identifying items during jam recovery and during the encode pass.

2. The Batch Trailer and Deposit Ticket are endorsed with the batch number and the transport processing date.

Retail Documents and the Capture Pass During the Capture pass in a retail batch, the checks and remittances within each batch are endorsed on the back with the batch number, an item sequence number, and the transport processing date. The sequence number aids the operator to identify items during jam recovery and during the encode pass.

8 RemitTrac

Wholesale Documents and the Encode Pass Once a batch is reconciled and is on the Pending Encode list, you can encode the batch. The items should remain in the same order as they were at the time the batch was captured. If the items are not in this order at time of encoding, you can still encode the batch; however, any item flagged as out of sequence will be stopped for review as the batch is processed through the transport.

During the encode pass in Wholesale Lockbox Processing, the following occurs:

1. The amount field on each check in the batch is encoded with the reconciled amount for the check and the check is endorsed on the back with the full endorsement as defined in the lockbox setup.

2. The account number field on the front of the Batch Trailer is encoded with the batch number. In addition, the amount field is encoded with the encoded amount of the batch (the sum of the encoded amounts of all checks in the batch).

NOTE: You can place a custom account number in the Account Number field on the Batch Trailer using the CustomControlNum variable in the Track.ini file. You can also leave the CustomControlNum variable blank and the account number field on the Batch Trailer will remain blank. The Track.ini is stored in the C:\Track directory on the transport workstation.

3. The Aux field on the front of the Deposit Ticket is encoded with the lockbox number. In addition, the amount field is encoded with the encoded amount of the batch (the sum of the encoded amounts of all checks in the batch).

If there is an R/T number set up for the lockbox, the R/T field on the Deposit Ticket is encoded with the lockbox R/T number. If there is no R/T defined at the lockbox level, the Bank R/T is used. If there is a DDA number set up for the lockbox, the account number field on the Deposit Ticket is encoded with the customer account (DDA) number. If there is a Tran Code set up for the lockbox, the transaction code field on the Deposit Ticket is encoded with the lockbox transaction code. If there is no Tran Code defined at the lockbox level, the Bank Tran Code is used.

If there is an endorsement set up for the Deposit Ticket, the endorsement is placed on the back of the Deposit Ticket.

NOTE: A custom encode line can be defined for the Deposit Ticket. Custom values are entered in the Encode Line field on the Lockbox Revised, Deposits tab. For additional information on defining a custom encode line for a deposit ticket, see the Lockbox Setup-Deposits document in the RemitTrac Setup Manual.


Retail Documents and the Encode Pass Once a batch within a tray of work is reconciled and the tray is on the Pending Encode list, you can begin to encode the tray of work. The items within each batch should remain in the same order as they were at the time the work was captured. If the items in the batch are not in this order at time of encoding, you can still encode the work; however, any item flagged as out of sequence will be stopped for review as the work is processed through the transport.

During the encode pass in Retail Lockbox Processing, the following occurs:

1. The amount field on each check is encoded with the reconciled amount for the check and the check is endorsed on the back with the full endorsement setup for the payment ticket in the lockbox’s Deposit Outline.

2. The remittance documents are endorsed on the back with the endorsement setup for the remittance ticket in the lockbox’s Deposit Outline.

Customizing Capture and Encode Pass Endorsements

You can customize certain information that gets endorsed on items during both the Capture and Encode pass.

Endorsing the Lockbox Number during the Capture Pas s

The “EndorseLockBoxNum” variable in the Track Configuration File (Track.ini) allows you to endorse the Lockbox Number on the first line of the Capture Pass Audit Trail. The Lockbox Number is endorsed one space after the Batch Number. For information on the changes that must be made to the Track Configuration File (Track.ini), see the RemitTrac Setup Manual.

Customizing the Encode Pass Endorsement

A System Reject code, such as an item rejected by a Stop/Positive File (Retail) or Balance Forces Limits (Retail or Wholesale) can also be endorsed on an item during Encode Pass processing. To endorse the reject code, the variables “RejectEndorseLine” and “RejectEndorsePos” must be included in the Track Configuration File (Track.ini). By default, the system reject endorsement will appear on Line 2, Position 28, which prints one space after the date of the Capture Audit Trail Endorsement.

Processing Scandocs and Remittances with MICR Lines

In order to process MICR encoded Scandocs or Remittances, a Routing and Transit Number Table File (RTTable.ini) must be set up. The RTTable.ini file is stored in the C:\Track directory on the Transport workstation. The RTTable.ini file contains a listing of the Routing and Transit numbers by lockbox that are encoded on the items that should

10 RemitTrac

be processed as a scandoc or remittance instead of as a check. If an RT is not defined in the file, the scandocs or remittances with MICR will be processed as checks.

Processing Registered Copyprint Batches

The purpose of running Registered Copyprint work on the transport is to obtain image copies. There are no check amounts or deposit totals reported for Registered Copyprint work.

Before processing Registered Copyprint work on the transport, you must first register the batches to a Copyprint lockbox. Registered Copyprint batches require a batch header ticket, checks, batch trailer, and a deposit ticket. In order to process Registered Copyprint work, the transport must be operating in Wholesale mode, and must be processed through the transport like a Wholesale batch.

Understanding the Required Documents

Before processing work through the transport, you must ensure that the required documents are placed in the proper order. The type of work you are processing will determine what documents are required. Table 4 summarizes the required documents and the order of documents for processing different types of work.

Table 4. Required Documents for Processing Work

Type of Work Required Documents and Order Wholesale and Registered Copyprint

• Batch Header • Checks • Batch Trailer • Deposit Ticket

Wholesale with Scandocs

• Batch Header • Scandocs and checks • Transaction Separators (optional- used for Scandoc only

batches) • Batch Trailer • Deposit Ticket

Retail • Tray Ticket • Batch Header • Remittance documents and checks


Understanding the Transport Manager Window

Figure 6. Transport Manager window

The Transport Manager window displays the trays/batches that are pending the capture and encode passes for all of the available transports. Table 5 describes the areas of the Transport Manager.

Table 5. Areas of the Transport Manager

Area Description

Section Tabs Allows the user to switch between the Capture list, the Encode List, and the Search tool.

Tray/Batch List Displays the trays and batches that are ready to be processed on the transport.

Current Processing Mode

Displays the current processing mode. If you change processing modes, the change will automatically be reflected on the window. The Processing Mode defaults to the system type (Systemtype variable) set up in the Track.ini file stored in the C:\Track directory on the Transport workstation.

Option Buttons Allow you to control the information that is displayed in the Capture and Encode Lists, as well as the messages dumped to the Event Logger.

Current Processing Mode

Batch/Tray List

Option buttons

Option buttons

Section Tabs

12 RemitTrac

Table 6 describes the section tabs in the Transport Manager window.

Table 6. Sections of the Transport Manager

Section Description Capture Displays the trays and batches that are ready to be captured on the

transport.

Encode Displays the trays and batches that are ready to be encoded on the transport.

Search Allows the user to search a particular tray/batch and display its status in the RemitTrac System.

Understanding the Tray/Batch List

Figure 7. Tray/Batch List

NOTE: The Tray/Batch List displays the same details and uses the same format for both the Capture and Encode tabs.

The Tray/Batch List displays detailed information about each tray and/or batch as work scheduled for the capture and encode passes on the transport.

You cannot edit or enter information on the Tray/Batch List. However, you can select the level of information that is displayed in the lists using the Filter option. For details on using the Filter option, see “Filtering the Tray/Batch Lists” beginning on page 13.

NOTE: For Retail work, only the tray level information is displayed in the Capture List.

Tray/Batch List


Understanding the Search Tab

The Search tab enables you to search for a specific tray/batch. This tool also allows you to see which process(es) the tray/batch has completed and which ones are yet to be done.

�� To search for a specific tray/batch

• From the Search tab on the Transport Manager window, click in the Tray/Batch text box and type a tray/batch number.

• Select Search.

Figure 8. Searching for a Specific Tray/ Batch

The results of your search will be displayed below the Tray/ Batch text box.

Filtering the Tray/Batch Lists

You can use the Filter option to modify the tray and batch information displayed in the lists. You can only select one filter option at a time.

�� To filter the Tray/Batch lists

1. From the Transport Manager window, choose F4-Filter . The Filter Display Window is displayed on the screen.

Figure 9. Filter Display window

2. Choose a filter type .

The Filter Displa y window allows you to narrow down the information displayed in the Tray/Batch Lists

Type a tray/batch number here…

… then select Search

The results of your search will

show here

14 RemitTrac

3. Specify what the filter criteria you wish to implement.

Table 7 summarizes the filter types available on the Filter Display window.

Table 7. Filter Types

Filter Type Description / Options Lockbox View the trays and/or batches for a specified lockbox.

Process Type View the trays and/or batches for a specific process type. The process type options are: • All • Retail • Wholesale • Copy Print

Select View only tray or only batch level information. • Tray

• Batch

• Choose Filter.

The information in the Tray/Batch Lists is redisplayed using the selected filter settings.

Setting Flag Options

You can select which capture and encode flags to dump to the log file while processing work on the transport. The flags are used to gather data for troubleshooting. If problems occur while capturing and encoding work, ImagesScan support will instruct you on which flags to set.

�� To change flags

1. From the Transport Manager window, choose F2-Flags. The Transport Manager Flags window is displayed on the screen.

Figure 10. Transport Manager Flags window

2. Click the check box(es) next to the desired flag options. –or– Click on All to select all of the flag options at one time.


3. To save the flag options selected, choose Save Changes. –or– To deselect the flag options selected, click on None. –or– To cancel the flag options selected, and close the Transport Manager Flags window, click on Cancel.

Preparing to Run Work through the Transport Prior to running work through the transport, you should complete the following tasks:

• Jog the work to ensure that it will feed through the transport without issue

• Verify that the endorsement (processing) date on the Audit Trail is correct

• Set the Audit Trail view mode to Summary (default) or Detail

• Turn the Encoder and Endorser on or off, if necessary

• Modify the Capture Pass Endorsement position, if necessary

• Modify the Encode Pass Endorsement position, if necessary

Verifying the Endorse Date

The current Endorse Date is displayed in the Endorse Date field on the Audit Trail. You should verify that the Endorse Date is set to the current Processing Date before you begin to run work.

Figure 11. Main Menu - verifying the endorse (proce ssing) date

Verify the Endorse Date before you run work on the transport

Julian date

16 RemitTrac

Setting the Audit Trail View Mode

The Audit Trail Display window displays the processing information for each tray and batch as it is processed through the transport during the capture pass. The amount of processing information displayed in the Audit Trail Display window depends on whether the Audit Trail mode is set to Summary or Detail. If you run the Audit Trail in “Detail” mode, the transport speed will be slower than if you run in “Summary” mode.

The Audit Trail mode is set to Summary by default. In Summary mode, the following information is displayed in the Audit Trail Display window:

• Outline/pocket information (Retail only)

• Start tray message (Retail only)

• Start batch message

• Batch End ticket message (Wholesale only)

• Deposit ticket message (Wholesale only)

• Closed batch message

• Closed tray message (Retail only)

Figure 12. Audit Trail - Summary - Wholesale

If you want to view detailed processing information, you must use the Audit Trail option to toggle to Detail mode. In addition to the information listed above, Detail mode displays MICR line data for payments and scanline data for remittances (Retail only), as illustrated in Figure 14 on page 17. Also, the Deposit Total and Deposit Ticket Encode information is displayed on the Audit Trail for Wholesale processing, in Detail mode.

�� To toggle between Summary and Detail mode

• From the Audit Trail window, choose 5-Audit Trail .

Summary mode messages

Start batch, batch end ticket, deposit ticket, and close batch messages


Figure 13. Audit Trail - Setting the Audit Trail mo de

Figure 14. Audit Trail – Detail – Wholesale with Sc andocs

NOTE: The messages for processing Retail batches look similar to the Wholesale batches, except they will show information about remittance scanline data instead of Scan Documents when in detail mode.

Choose 5 - Audit Trail to toggle mode

Current Audit Trail mode is displayed

Payment MICR line data

Detail mode messages

18 RemitTrac

Turning the Encoder and Endorser On or Off

When the system is initiated, the encoder and endorser are turned “on” as the default. You can toggle the endorser “on” or “off” prior to processing a batch through the transport. When the encoder and/or endorser is turned “on,” the word “on” appears in the color blue. When the encoder and/or endorser is turned “off,” the word “off” appears in the color red.

�� To turn the encoder off

1. From the Audit Trail window, choose 7-Encode On/Off.

The Encoder Status window displays the message “Encoder is OFF.”

Figure 15. Encoder Off message

2. Choose OK to clear the message.

The Encoder field on the Audit Trail displays “Off ” in the color red.

NOTE: The same procedure is used in turning the encoder on. When you turn the encoder on, a similar message as Figure 15 is displayed, and the Encoder field on the Audit Trail displays “On” in the color blue.

�� To turn the endorser off

1. From the Audit Trail window, choose 8-Endorse On/Off.

The Endorser Status window displays the message “Endorser is OFF.”

Figure 16. Endorser Off message


The Endorser field on the Audit Trail displays “Off ” in the color red.


NOTE: The same procedure is used in turning the endorser on. When you turn the endorser on, a similar message to Figure 16 is displayed, and the Endorser field on the Audit Trail displays “On” in the color blue.

NOTE: Turning off jet endorsers for long periods of time can cause hardware problems. Please check with your NCR maintenance if you plan to turn off the endorser for long periods of time.

Modifying the Capture Pass Endorsement Position

The default position for where the endorsement is printed on items processed during the Capture pass is line number 1 and position number 1.

�� To change the capture endorse position for items

1. From the Batch Control window, select I-Capture Endorse Pos.

The Change Capture Endorse Position window is displayed on the screen.

2. In the Endorsement Line Start Position box, enter a value between 1 and 4.

3. In the Endorsement Start Position box, enter a value between 1 and 75.

NOTE: The endorsement will begin in the position that is equal to one half of the value entered in the Endorsement Start Position box. For example, if the Endorsement Start Position value is 20, the actual start position of the endorsement will be position 10.

4. Choose C-Change Capture Endorse Position to save the settings.

The new Capture Pass Endorsement setting is displayed at the bottom of the window.

20 RemitTrac

Figure 17. Setting the Capture Pass Endorsement Pos ition

5. Choose X-Batch Control to return to the Batch Control window.

NOTE: To restore the default position for the capture pass endorsement, choose the D- Restore Default Position option from the Change Endorse Position window. The Message to Operator will display that the default settings have been selected.

Modifying the Encode Pass Endorsement Position

The default position for where the endorsement is printed on items during the Encode pass is line number 1 and position number 1.

�� To change the endorse position for the Encode pass

1. From the Batch Control window, select C-Endorsement Loc.

The Change Endorse Position window is displayed on the screen.

2. Click on the option for the desired endorsement line.

3. In the Endorse Line N Start Position box for the selected endorsement line, enter a value between 1 and 75.

NOTE: The endorsement will begin in the position that is equal to one half of the value entered in the Start Position box. For example, if the Start Position value is 40, the actual start position of the endorsement will be position 20. If the Start Position is left at “0,” the endorsement will begin in the position that is equal to one half of the value defined for the endorsement position in the Deposit Outline for the lockbox.

Type a line start position between 1 and 4

Type a start position between 1 and 75

Choose C - Change Capture

Endorse Position

New Capture Pass

Endorsement position is

displayed here


4. Choose S-Save to save the settings.

The new Endorse Position setting is displayed at the bottom of the window.

5. Choose B-Batch Control to return to the Batch Control window.

6. From the Batch Control window, choose X-Audit Trail to return to the Audit Trail window.

The Audit Trail window displays the new Encode Pass Endorsement Position in the Endorser Pos field.

Figure 18. Audit Trail window – Encode Pass Endorse ment Position settings

NOTE: To restore the default position for the Encode pass endorsement, click on the Default Settings option from the Change Endorse Position window. Then choose S-Save to save and restore the default settings. The Audit Trail window will display that the default settings have been selected.

New endorsement

position is displayed here

22 RemitTrac

Processing Work through the Transport

There are two basic methods of processing work through the transport: (1) auto feed and (2) manual feed. If you choose to auto feed work, the items placed in the hopper are automatically fed through the transport. If you choose to manually feed work, you will be required to place each item, one at a time, into the hand-drop station on the transport.

Autofeeding Items

IMPORTANT : When processing Retail work, you must manually feed the Tray Ticket and the first Batch Header Ticket in the tray. Once the Tray Ticket and the first Batch Header Ticket are processed manually, you can auto feed the remaining items in the transport hopper. For instructions on manually processing work, see “Manually Feeding Items” beginning on page 23.

Also, you will have to manually feed the Tray Ticket and first Batch Header Ticket for subsequent trays of work that are registered to a different Retail form. When a tray is registered to a different Retail form than the previous tray processed, a Loading Lockbox Info message is displayed on the screen.

Figure 19. Loading Lockbox Info message - new OCR p roperty page

• Choose OK to clear the message. The Tray Ticket is placed in an assigned pocket.

If you are processing items in Auto Feed mode, all other items on the track are placed in the reject pocket. You will have to process the items placed in the reject pocket in Manual Feed mode.

�� To auto feed work through the transport

1. Stack the trays or batches in the order that you need to process them and place them in the transport’s hopper.

NOTE: You can add batches to the hopper while other batches are processed through the transport, as long as you maintain pressure on checks fed through the transport. This ensures that the flow of checks continues to process through the transport.


2. From the Audit Trail window, choose 1-Auto Feed to process the items in the hopper.

Figure 20. Audit Trail - Auto Feed option

NOTE: If the tray or batch you are processing is not on the Capture or Encode Lists, a message similar to the one shown in Figure 21 is displayed on the screen.

Figure 21. Did not receive ready message for Captur e or Encode message - batch


Manually Feeding Items

The manual feed method is used to reprocess an item that is purged to the reject pocket during jam recovery, to process a missing deposit ticket, or to process items offline.

The manual feed method is also used during Retail processing for processing the Tray Ticket and first Batch Header Ticket in a tray of work.

�� To manually feed a batch

1. From the Audit Trail , choose 2-Manual Feed.

Choose 1 -Auto Feed

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The message “Put document in handdrop station” is displayed at the bottom of the Audit Trail .

Figure 22. Manual feed - put document in hand-drop station message

2. Place each item, one at a time, into the hand-drop station. The transport will automatically feed the item through the track.

NOTE: If the tray or batch you are processing is not on the Capture or Encode Lists, a message similar to the one shown in Figure 23 is displayed on the screen.

Figure 23. Did not receive ready message for Captur e or Encode message - batch


Choose 2 -Manual Feed


Stopping the Track During Processing

If you need to stop processing the items in the track, you can use the Stop Track option on the Audit Trail.

�� To stop the track

1. From the Audit Trail window, choose 3-Stop Track to stop the track.

The transport stops processing items and the Feed mode is changed from Auto to Suspended.

Figure 24. Stopping the Track - Suspended Feed Mode

2. To resume processing, choose 1-Auto Feed to continue autofeeding items.

Ending a Batch

In Retail and Automatic Copy Print processing, the system automatically ends a batch when the transport reads another Batch Header or Tray Ticket (Retail only). When the last batch in the last tray is run through the transport, you must manually end the last batch processed. In addition, you must also end the last tray of work run in Retail processing.

NOTE: In Wholesale and Registered Copy Print processing, the system automatically ends a batch after the Deposit Ticket is processed. Therefore, you do not need to manually end each batch.

�� To manually end a batch

1. From the Audit Trail , choose 4–Batch Control to display the Batch Control window.

Feed mode changes from Auto to Suspended

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The Batch Control window is displayed on the screen.

2. From the Batch Control window, choose B-Batch End to end a batch.

Figure 25. Batch Control window – Batch End option

The message “End of Batch “x” in Capture (Encode) pass” is displayed at the bottom of the Batch Control window.

3. When you are done ending a batch, choose X-Audit Trail to return to the Audit Trail.

The Audit Trail displays a message that the batch was closed.

Figure 26. Audit Trail window - batch closed messag e

Choose B -Batch End

Message displays that

the batch was closed


NOTE: If you attempt to manually end a batch before the Trailer and Deposit Tickets are processed in Wholesale processing, the message shown in Figure 27 is displayed on the screen.

Figure 27. Cannot end current batch until trailer a nd deposit tickets are processed message

If you attempt to manually end a batch after the Trailer has processed, but before the Deposit Ticket is processed, the message shown in Figure 28 is displayed on the screen.

Figure 28. Cannot end batch until Deposit Ticket is processed message

• Choose OK to clear either message.

Ending a Tray

In Retail processing, the transport will stop and display the following message if you do not end one tray of work before you send another one through the transport.

Figure 29. Retail Lockbox Processing - empty pocket message

When this message displays, remove the tray and batches from the pockets before you continue to process the next tray of work. Once you remove the tray of work from the pockets, you can clear the message and continue processing the next tray.

�� To clear the message

• Choose OK .

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Once the message is cleared, the system will close the current tray and continue to process the next tray. After the last tray of work is run through the transport, you must manually end the last batch and tray.

�� To manually end a tray

1. From the Audit Trail , choose 4–Batch Control to display the Batch Control window.


2. From the Batch Control window, choose T-Tray End to end a tray.

Figure 30. Batch Control window - end of tray messa ge

The message “End of Tray “x” in Capture (Encode) pass “ is displayed at the bottom of the Batch Control window.

3. When you are done ending a tray, choose X-Audit Trail to return to the Audit Trail .

The Audit Trail displays a message that the tray was closed.

Choose T -Tray End


Figure 31. Audit Trail window - Tray closed message

Aborting a Batch

You can abort a batch during processing on the transport. Aborting a batch on the transport does not abort the batch from the system, and will allow you to reprocess the batch on the transport. You cannot abort a batch that has been closed.

�� To abort a batch

1. From the Audit Trail window, choose 4-Batch Control.

2. From the Batch Control window, choose A-Abort Batch .

Figure 32. Aborting a batch

The Aborting Batch confirmation message is displayed on the screen.

Message displays that the tray was

closed

Choose A -Abort Batch

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Figure 33. Aborting batch confirmation message

3. Choose Yes to abort the batch. –or– Choose No to cancel the abort option.

If you choose Yes to abort the batch, the message “Aborting Batch N,” where N is the batch number, is displayed at the bottom of the Batch Control window.

Figure 34. Aborting batch message

4. Once you have aborted the batch, choose X-Audit Trail to close the Batch Control window.

The Audit Trail window displays a message that the batch has been aborted.

Figure 35. Audit Trail window - Batch aborted messa ge

Cutting Pocket Tickets

When you finish encoding work for a lockbox or if pockets become full while you are encoding work, you will need to cut pocket tickets in Retail processing.

NOTE: If pockets become full, the system will automatically prompt you to cut pockets. Also, if you try and switch from Retail mode to Wholesale mode or exit the system, and pocket tickets have not been processed, the system will force you to cut pocket tickets.

Batch aborted message

displays in the Audit Trail

window


�� To cut a pocket ticket

1. From the Audit Trail , choose 4-Batch Control to access the Batch Control window.


2. Choose P- Pocket Cut to cut pocket tickets.

Figure 36. Batch Control - Pocket Cut option

The Cut Pocket Ticket message is displayed on the screen.

Figure 37. Put pocket ticket in handdrop message


4. Place a pocket ticket in the hand-drop station.

The pocket ticket is processed and placed in the pocket.

NOTE: The Cut Pocket Ticket message is displayed for each pocket that needs to be cut. Repeat steps 3 and 4 for each pocket cut ticket.

5. When you are done cutting pocket tickets, choose X-Audit Trail to return to the Audit Trail window.

Choose P -Pocket Cut

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The Audit Trail displays the pocket cut messages, including the pocket number and amount.

Figure 38. Audit Trail window - pocket cut messages

Cutting a Deposit Ticket

In Retail processing, when you are done processing work for a lockbox and you have cut the pocket ticket(s), you need to cut deposit tickets. In 2-pass processing, you will cut two deposit tickets: one for the remittance documents and one for the payments. In 1 ½ pass processing, you will only need to cut one deposit ticket for the payments.

NOTE: If you try and switch from Retail mode to Wholesale mode or exit the system, and deposit tickets have not been processed, the system will force you to cut deposit tickets.

�� To cut a deposit ticket

1. From the Audit Trail , choose 4-Batch Control to display the Batch Control window.


2. From the Batch Control window, choose D-Deposit Cut to cut a deposit ticket.

Pocket cut messages


Figure 39. Batch Control - Deposit Cut option

The Cut Deposit Ticket message is displayed on the screen.

Figure 40. Put deposit ticket in handdrop message


4. Place a deposit ticket in the hand-drop station.

The deposit ticket is processed and placed in the pocket.

NOTE: The Cut Deposit Ticket message is displayed for each deposit that needs to be cut. Repeat steps 3 and 4 for each deposit ticket.

Choose D -Deposit Cut

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5. When you are done cutting deposit tickets, choose X-Audit Trail to return to the Audit Trail window.

The Audit Trail displays the deposit cut messages, including the deposit total

Figure 41. Audit Trail window - deposit cut message s

Cutting a Block Ticket

Cutting a Block Ticket generates a block report that can be used for balancing work processed in the system. In Wholesale processing, you can cut block tickets as often as necessary for your site’s workflow. In Retail processing, after you have cut the pocket ticket(s) and deposit tickets, you need to cut block tickets. You will cut two block tickets: one for the remittance documents and one for the payments.

NOTE: If you try and switch between Retail mode and Wholesale mode, or if you attempt to exit the system, the system will force you to cut block tickets.

�� To cut a block ticket

1. From the Audit Trail , choose 4-Batch Control to display the Batch Control window.

2. From the Batch Control window, choose L-Cut Block .

Deposit cut messages


Figure 42. Batch Control – Block Cut option

NOTE: If you attempt to cut a block before the Trailer and Deposit Tickets have been processed or before a Retail batch is ended, the message shown in Figure 43 is displayed on the screen.

Figure 43. End batch and cut deposit before cutting block


The Cut Block Ticket message is displayed on the screen. The message includes the amount of the block.

Figure 44. Wholesale – Cut Block Ticket message


Press L or click on L-Block Cut

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4. Place a block ticket in the hand-drop station.

The block ticket is processed and placed in the reject pocket.

NOTE: In Retail processing while using 2 pass processing, you will be prompted to cut a second block ticket. Repeat steps 3 and 4.

5. When you are done cutting block tickets, choose X-Audit Trail to return to the Audit Trail window.

The Audit Trail displays the block cut messages, including the amount.

Figure 45. Audit Trail window – Retail block cut me ssages

NOTE: The Wholesale block cut message looks similar, but only displays the Wholesale Block Total.

Exceptions Processing

Pre-encoded checks and Foreign checks can require special processing.

Processing a Pre-Encoded Check

Pre-encoded checks can be processed through the transport along with the other checks in the batch. If the system determines that the correct amount is already encoded on check, the check will not stop during processing through the transport. The encoder turns off for that particular item, and the item is pocketed with other items in the batch.

If the system determines that an incorrect amount is encoded on the check, or detects unreadable characters, the check stops for repair during the encode process. An Encoded Check window similar to the one in Figure 46 on page 37 is displayed on the screen.

Retail - Block cut messages


Figure 46. Encoded Check window

�� To process a pre-encoded check

1. From the Encoded Check window, choose 3-Flush Track to flush the track. The Audit Trail is displayed on the screen.

2. Repair the pre-encoded check.

3. Place the repaired check and the other items that were flushed from the track into the hopper in front of the remaining items.

4. Choose 1-Auto Feed to process the fixed check and the remaining items in hopper.

NOTE: If you choose 2-Free Item, the check that is displayed in the Encoded Check window is placed in the reject pocket and the system continues to process the remaining items. If the batch closes, you will not be able to reprocess the check as part of the batch.

If a check stops because the system detected that the check has been stripped, the MICR erased, or detects characters where there are none, choose 1-Encode Item to encode the check with the correct amount.

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Processing a Foreign Check

If the system interprets an item as a foreign check, the transport stops processing and displays the item in the Foreign Item window.

NOTE: If Foreign Item processing is turned “off” in the Foreign Identification Configuration file, then the transport does not stop to process foreign items.

Figure 47. Foreign Item window

You can choose one of the following options to process a foreign check.

�� To process a foreign check

• To encode and endorse a foreign check, choose 1-Process Check. –or– To reject the foreign check and place it in the reject pocket, choose 2-Reject Check.


Out-of-Sequence Items

If an item is out of sequence when you encode a batch, the item stops on the transport and the Item Mismatch window is displayed on the screen. The following information displayed on the Item Mismatch window informs you that the item is out-of-sequence:

• Captured and Read scanlines do not match.

• Item sequence number endorsed on the back of the check displayed in the Rear Image Viewer does not match the item sequence number of the “expected” item displayed in the General Item Information area.

• Amount of the check displayed in the Front Image Viewer does not match the amount to be encoded on the check.

Figure 48 displays a check that is out-of-sequence because the captured and read scanlines do not match.

Figure 48. Item Mismatch window

Table 8 describes the areas of the Item Mismatch window.

Table 8. Areas of the Item Mismatch Window

Area Definition

Front and Rear Images

Display the captured image of the front and rear of the out-of-sequence item.

General Item Information

Displays the batch number and item sequence number for the expected item, and the amount to be encoded on the item displayed in the Front Image Viewer.

Captured and Read Scanlines

Rear Image Viewer displays the rear image of the out-of-sequence item

Front Image Viewer displays the front image

of the out-of-sequence item

General item information

New Sequence Number

Option buttons

Operator messages

Mismatch Informa tion

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Table 8. Areas of the Item Mismatch Window (continu ed)

Area Definition

Captured and Read Scanline

Displays the captured scanline for the "expected" item whose sequence number is displayed in the General Item Information area vs. the read scanline for the out-of-sequence item that is currently displayed in the image viewer windows.

Mismatch Information

Displays the encode match percentage for payments and remittances (retail only). The Mismatch Information area also displays the number of characters in the Captured Scanline, in addition to the number of characters in the Read Scanline that actually matched the characters in the Captured Scanline.

Enter New Sequence Number

Allows you to enter and search for an item sequence number in a batch.

Operator Messages Displays messages to the transport operator during processing

Table 9 defines the Option Buttons on the Item Mismatch window.

Table 9. Item Mismatch Window Options

Option Definition

S-Search Search for an item in the batch whose read scanline matches the captured scanline and item sequence number displayed in the General Item Information area..

A-Accept Process and encode the item that is displayed in the Front Image Viewer.

I-Free Item Process and tag the item as a Free Item. The free item is placed in the Reject pocket.

F-Flush Track Flush all items from the track and place in the reject pocket.

�� To process an out-of-sequence item

1. Compare the read scanline to the captured scanline to make sure that they are the same.

If the read and captured scanlines do not match, skip to step 3.

2. If the read and captured scanlines match, choose A-Accept to accept the item. The item is processed and the transport continues to process the remaining items.

3. From the Item Mismatch window, choose S-Search to search for the item. The system searches for a captured scanline that matches the read scanline for the item displayed in the image viewer windows.


Figure 49. Item Mismatch window - found check after search

4. If the system finds a match, choose A-Accept to accept the item. The transport processes the item, and then continues to process the remaining items.

If no match for the item is found, continue with step 5.

5. Compare the batch number on the back of the check displayed in the Rear Image Viewer to the batch number displayed in the Batch field in the General Information area of the window.

• If the batch numbers are the same and the item belongs in the batch, you can process the item by entering the item’s correct sequence number in the Enter New Sequence Num field on the Item Mismatch window. For instructions on entering a new sequence number for an item, see “Entering a New Sequence Number” below.

• If the batch numbers are different, choose I-Free Item to mark the item as a free item. The item is marked as a free item, the item is placed in the reject pocket, and the transport continues to process the remaining items.

NOTE: If subsequent items are out of sequence, the transport will stop processing. Repeat the same process for each item that is out-of-sequence.

After search, the Captured

and Read Scanlines

match

After search, the amount of check matches the amount displayed in the General Item Information area

Found a Match message is displayed at the bottom of the screen

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Entering a New Sequence Number

If an item that belongs in the batch is not found by searching, you can process the item by entering the item’s sequence number on the Item Mismatch window.

Figure 50 illustrates an item that was interpreted as out-of-sequence during the encode pass, as the captured and read scanlines do not match and the amounts do not match. Figure 50 illustrates that the item was not found in the database during the search process.

Figure 50. Out-of-sequence item displayed in item m ismatch window

When this type of out-of-sequence situation occurs, you can process the item by entering the item’s sequence number in the Enter New Sequence Num field on the Item Mismatch window.

�� To enter a new sequence number for an item

1. From the Item Mismatch window, click inside the Enter New Sequence Num field.

2. Type the sequence number for the item displayed in the Image Viewer.

3. Press S-Search to search.

The information in the General Item Information area of the window reflects the correct item sequence number and amount for the item. The Captured Scanline is updated to reflect the scanline data read for the item during the capture pass and the Captured and Read scanlines match.

Amount written on the front of the check does not match the amount to be encoded displayed in the General Item Information area

Captured and Read

Scanlines do not match

No match found message


Figure 51. Correct information for item displayed i n the image viewer displayed in the window

4. Choose A-Accept to accept the item. The item is processed and the transport continues to process the remaining items.

The Captured and Read Scanlines

match

The amount of check matches the amount displayed in the General Item Information area

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Processing Flipped Items

When an item is processed upside-down during the Capture pass, the item will be stopped on the transport during the Encode pass and will be presented in the Item Mismatch window, as illustrated in Figure 52.

�� To continue processing the flipped item

1. Verify that the item displayed in the Mismatch window is the correct item.

Figure 52. Flipped item presented in the Item Misma tch window

The Batch number and Item Sequence number

matches the numbers displayed in the General

Item Information area


2. If the item is the correct item, choose A-Accept.

The Flipped window is displayed on the screen.

Figure 53. Item positioned upside-down in the Flipp ed item window

3. Select F-Flush Track.

NOTE: If you select Process Item, the item will be encoded on the top.

4. Remove the item from the reject pocket.

5. Correct the orientation of the flipped item.

6. From the Audit Trail window, select 2-Manual Feed.

7. Drop the item into the hand-drop station.

The Item Mismatch window is re-displayed with the item positioned right-side up.

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Figure 54. Item positioned right-side up in the Mis match window

8. Choose A-Accept to continue processing the item.

The Flipped window is redisplayed on the screen with the item positioned right-side up.

Figure 55. Item positioned right-side up in the Fli pped window

9. Select P-Process Item to encode the item.


Jam Recovery Items may jam for several reasons during the capture and encode passes. When a jam occurs, the transport stops processing.

NOTE: Depending on where a jam occurs, the sequence of windows displayed on the transport may vary. For each situation, a message on the screen prompts you to take actions that help restore normal processing.

The first window that displays when any jam occurs will inform you where the jam occurred. You will always be prompted to remove all items that are still in the track before you continue with jam recovery.

Figure 56. Item Jam window - where jam occurred

�� To recover from a jammed item

1. Remove all items from the track, in order, starting with the item farthest from the hopper.

2. Choose Continue.

The first in a series of the Item Recovery windows displays the item(s) that were in the track when the problem occurred and that may need to be reprocessed. In Figure 57, there are two items in the track when the problem occurred.

Where the jam occurred

displays at the top of the

window

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Figure 57. Item Recovery window – Item List and ima ges

3. Gather all of the items listed in the Item List.

4. Place any remaining items that were removed from the track that are not listed in the Item List back into the hopper.

5. Choose Continue.

The next Item Recovery window is displayed on the screen.

The Item Recovery window displays the Item ID, Codeline, Pocket and Status of the first item you removed from the track. In addition, the operations that may need to be performed for the item are displayed.

NOTE: Only the operations that the system determines may need to be performed are available. All other operation buttons are greyed out.

Item List


Figure 58. Item Recovery window – operations to be performed

6. Inspect the physical item that you placed in your hand to determine if the system is correct. Compare the codeline of the physical item with the codeline listed in the Item Information area on the window.

NOTE: You can also compare the item with the image that is displayed on the bottom of the Item Recovery window.

7. If the item is an invalid item and should not be processed, choose Delete to remove it and move on to the next item. -or–

If the item is a valid one, and all the operations have been performed, choose Complete, and then manually place the item in the pocket number displayed in the Item Information area of the window.

–or–

If the item is damaged and you need to use a carrier envelope, click on Substitute. Then place the item in a carrier envelope and place the item in the hand-drop station. –or– If there are operations to be performed, skip to Step 8.

Item Information

List of operations to be performed

In this example, only the Encode and Rear Endorse options are available

In this example, these operations have already been performed or do not need to be performed

Item Image

Use to view the back of

the item

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8. Verify that the operations listed in the Operations to be Performed area are correct.

• If an operation is greyed out, then it does not apply.

• If an operation is checked, then the operation still needs to be performed. (Uncheck the operation if it has already been performed.)

• If an operation is unchecked, then the operation should have already been performed. (Check the operation if it still needs to be performed.)

9. Place the item displayed in the Item Recovery window in the hand-drop station. The Codelines Do Not Match window is displayed on the screen.

Figure 59. Codelines Do Not Match window

10. Choose Accept to process the item. –or– Choose Remove to remove the item from the track.

11. Repeat steps 6 through 10 for each item that is displayed in the Item Recovery window.

Once all the items in your hand have been processed manually, the Audit Trail is displayed on the window.

12. Choose 1-Auto Feed to continue processing the items remaining in the hopper.

The transport continues to process the remaining items.


Offline Processing

You can use the Offline Processing Screen to do the following:

• Create headers, trailers and deposit tickets • Endorse items • Repair mis-encoded checks

• Process deposits for multiple accounts for work processed in a single day for one lockbox.

Each type of offline processing procedure requires entering relevant information for various data fields.

Creating Headers, Trailers, Deposit Tickets and End orsements

You can use the Offline Processing function to create headers, trailers, deposit tickets, and endorsements. The Offline Processing function is accessed from the Batch Control window.

�� To process an item offline

1. From the Audit Trail window, choose 4-Batch Control to display the Batch Control window.

2. From the Batch Control window, choose O-Offline Processing to display the Offline Processing window. The Offline Processing window is displayed on the screen.

Figure 60. Offline Processing window

3. To position the cursor in a data field, click inside the box for the field.

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NOTE: When the Offline Processing window is first displayed, the cursor is positioned in the Aux On-Us field.

4. Type the data for the selected field.

5. Repeat steps 3 and 4 for each field.

6. To include the Aux delimiters on the encode line, set the Include Symbols field value to “Y” (default setting). –or– To exclude the Aux delimiters on the encode line, set the Include Symbols field value to “N.”

7. To include both the Leading and Trailing delimiters, as read by the transport, on the encode line, set the Lead Only field value to “N” (default setting). –or– To include only the Leading delimiter, as read by the transport, on the encode line, set the Lead Only field value to “Y.”

8. Once you have entered information into the necessary data fields, choose F2-Process Item to process the item.

The Off Line Encoding message is displayed on the screen.

Figure 61. Put ticket in handdrop message


10. Place the item in the hand-drop station.

The item is processed and placed in the reject pocket.

NOTE: You can process additional items offline using the same information by manually placing each item, one at a time, in the hand-drop station.

11. After all items are processed, choose F4-Batch Control to close the Offline Processing window.


12. From the Batch Control window, choose X-Audit Trail to close the Batch Control window.

The Audit Trail window is displayed on the screen.


Repairing a Mis-Encoded Check

If a check is mis-encoded, you can use the Offline Processing Screen to repair the check. Follow your bank’s procedures for repairing the mis-encoded amount (for example, MICR tape).

�� To repair a mis-encoded check



2. From the Batch Control window, choose O-Offline Processing to display the Offline Processing window.

The Offline Processing window is displayed on the screen.

3. Click inside the Amount field.

4. Type the amount that you want to encode on the check.

Figure 62. Entering an amount in the Amt Field

5. Choose F2-Process Item to process the item.

The Off Line Encoding message is displayed on the screen.

Figure 63. Put ticket in handdrop message

Type the correct amount for the item in the Amount field

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The Audit Trail window is displayed; however, all commands are disabled until the item has been processed.

7. Place the check in the hand-drop station.

The transport encodes the new amount on the check.

After the check is processed, the Offline Processing window is redisplayed.

8. Choose F4-Batch Control to close the Offline Processing window.




Encoding Multiple Deposit Tickets The DDA Encode Program (DDAEncd.exe) generates an encode file for a lockbox or a group of lockboxes (e.g., property management lockboxes) that is used to process deposits for multiple DDA accounts. Once the batches to be included in a deposit have been encoded, and an encode file has been created, multiple deposit tickets can be processed using Offline Processing on the transport.

NOTE: For more information on creating a DDA Encode File, see the document “DDA Encode Program” in the Output Programs section of the RemitTrac Workflow Manual.

Accessing the Offline Encode File Name Window

The Encode File From option on the Offline Processing window is used for processing multiple deposit tickets. The Encode File From option allows an operator to select the encode file to use for processing the deposit tickets.

�� To access the Offline Encode File Name window


2. From the Batch Control window, choose O-Offline Processing to display the Offline Processing window.

The Offline Processing window is displayed on the screen.

3. From the Offline Processing window, choose F3-Encode From File to display the Offline Encode File Name window.


Figure 64. Selecting the Encode From File option

The Offline Encode File Name window is displayed on the screen.

Understanding the Layout of the Offline Encode File Name Window

Figure 65. Layout of the Offline Encode File Name w indow

Choose Encode From File

Command Buttons

File Selected

Drives List Box

Files List Box

Directories List box

Operator messages

56 RemitTrac

Table 10 describes the elements of the Offline Encode File Name window.

Table 10. Elements of the Offline Encode File Name Window

Element Description

Title Bar Displays the title of the window, “Offline Encode File Name,” in addition to the software version number.

File Selected Shows the current selected path

Drives List Box List of the available drive mappings for the workstation

Directories List Box List of the directories (folders) for the selected drive

Files List Box List of the files stored in the selected directory

Operator Messages Displays error messages to the operator

Commands Used to select the current encode file for encoding individual deposit tickets and to close the Offline Encode File Name window and return to the Offline Processing window

Selecting an Encode File

Once an encode file is created using the DDA Encode Report Program (ddaencd.exe), you can select the file to use for processing multiple deposit tickets. As a default, encode files created using the DDA Encode Report Program are stored in the \RemiTrac\PDD\RmtdYYJUL\transmit directory. The RmtdYYJUL directory is the daily directory, where the YY stands for the last two digits of the calendar year and the JUL for the julian date. For example, Rmtd1048 is the daily directory for February 17, 2010. The encode file name is n.enc, where the “n” represents the group for which the program was run.

NOTE: If the encode file is not stored in the default path, refer to the Output Path variable in the ddaencd.ini (the .ini file is usually named using the group name) file for the location of the encode output file. The ddaencd.ini file is stored in the RemiTrac\Sitnnnnn\Report directory.

�� To select an encode file

1. From the Drives List box, double-click on the drive specified by the file path. (In this example, you would double-click the drive letter [-y-] .)

The directories for the selected drive are displayed in the Directories List box.

2. Double-click the appropriate path, one level at a time, until you reach the directory where the encode file is stored. (In this example, you would select the Remitrac directory, and then the PDD directory.)


3. Select the daily database directory. (In this example, you would select the RMTD02295 directory.)

4. Select the Transmit directory.

5. From the Files List box, double-click on the encode file you want to use for creating the deposit tickets. (In this example, the encode file is 9200.enc.)

Figure 66. Selecting an encode file from the Files List box

NOTE: To move up a level, double-click on the double period (..) located at the top of the directory or file window.

Figure 67. Moving to a prior level

Processing the Deposit Tickets on the Transport

Once the encode file is selected, you must place the number of blank deposit tickets, specified on the DDA Encode Report, in the transport’s hopper. Once the deposit tickets are in the hopper, you can begin the encode process.

Double -click on “..” if you need to move up a level in a list box

Double -click on an encode file in the Files List box

Location of the encode file

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IMPORTANT: You cannot encode deposit tickets using the transport’s hand-drop station. It is important that you place at least the minimum number of deposit tickets listed on the DDA Encode Report into the hopper.

�� To encode the deposit tickets

1. Place the blank deposit tickets in the transport’s hopper.

2. From the Offline Encode File Name window, choose S-Select File to begin the encode process.

Once all of the deposit tickets are successfully encoded, the Offline Processing window is displayed on the screen.

NOTE: If you choose S-Select File before you select an encode file from the Files List box, the message shown in Figure 68 is displayed.

Figure 68. File does not exist message


NOTE: If you choose S-Select File before the deposit tickets are placed in the hopper, the following error message is displayed on the screen.

Figure 69. Empty Hopper Error Message

• Place the correct amount of deposit tickets into the hopper, then choose OK to clear the message and resume processing the documents through the track.

If you clear the message before you place the deposit tickets in the hopper, the Items Remaining to Encode message is displayed on the screen.

Figure 70. Items Remaining to Encode message

• Place the correct amount of deposit tickets into the hopper, then choose OK to clear the message and resume processing the documents through the track.

NOTE: If the deposit tickets jam during the encode process, you will need to clear the jam, and then restart the encode process from the Offline Processing window.

3. Once the deposit tickets are processed, choose F4-Batch Control to close the Offline Processing window.




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Viewing WiseIp and RemitTrac Version Information

You can view the following WiseIp and RemitTrac version information from the Settings window:

• WiseIp Version Number • RemitTrac Version Number • Creation Date and Creation Time for the RemitTrac application

�� To view version information

1. From the Audit Trail Window, choose 6-Settings.

The Settings window is displayed on the screen.

2. From the Settings window, choose 5-Version Number.

The current WiseIp and RemitTrac version information is displayed on the screen.

Figure 71. WiseIp and RemitTrac Version information

3. Choose OK to close the window.

Shutting Down the Transport

When you are done processing work for your shift, you must power off both the Transport Manager workstation and the transport. Prior to powering off the equipment, you must complete the tasks listed below on the Transport Manager workstation. The tasks must be completed in the order listed below.

1. Exit the Transport Manager

2. Log out of RemitTrac program

3. Exit the RemitTrac program


Exiting the Transport Manager

You can exit the Transport Manager when you are done processing work on the transport.

�� To exit the Transport Manager

• From the Audit Trail window, choose 9-Exit.

– Figure 72. Exiting the Audit Trail window

The Audit Trail and Transport Manager windows close, and the Main Program window will be displayed on the screen.

NOTE: If you try to exit the Transport Manager before you have cut the required block, pocket, or deposit tickets for work processed, you will receive a message similar to the following:

Figure 73. Cut Block Ticket message


For more information on cutting tickets, see “Cutting Pocket Tickets” beginning on page 30, “Cutting a Deposit Ticket” beginning on page 32, and “Cutting a Block Ticket” beginning on page 34.

Choose 9 -Exit to exit the Audit Trail window

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Logging Out of the Program

When you have completed processing work, you can log out of the program from the Main Program toolbar. Logging out of the program does not close the Main Program window. From the Main Program window, you or another operator can log back into the program or you can exit the program.

�� To log out of the program

• From the Main Program toolbar, click the Logout icon to logout of the program.

Figure 74. Logging out of the Program from the Main Program toolbar

Logout


Appendix A – Messages During Processing Handling Warning Messages during Processing

There are messages that you may encounter while processing work on the transport. This section discusses these messages and the recovery procedures for each message. The messages are listed in alphabetical order.

Cannot Read Tray or Batch Header Ticket

If the transport cannot read the Batch Header number or Tray Ticket number, the transport stops while processing the ticket. In this situation, a Batch/Tray Ticket Correction – Entry window similar to the one shown in Figure 75 is displayed on the screen. The Batch/Tray Ticket Correction – Entry window allows you to enter the correct Batch or Tray number to be processed.

�� To continue processing

1. Click inside the Batch/Tray Number field and type the correct Batch Header or Tray Ticket number. –or– If you do not want to process the ticket, choose F-Flush Track. The ticket is placed in the reject pocket.

Figure 75. Enter the batch or tray number to proces s

2. Choose P- Process as Batch Hdr ( or Tray Hdr).

The ticket is placed in the proper pocket and the Audit Trail is displayed.

Click inside the Enter Batch

Number box and type a Batch or Tray number…

…then choose P-Process as

Batch Hdr

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The transport will automatically continue processing the batch.

NOTE: If you enter an incorrect batch number, the message shown in Figure 76 is displayed on the screen.

Figure 76. Batch Number must be between 1 and 17 ch aracters

• Choose OK to clear the message. The message shown in Figure 77 is displayed on the screen.

Figure 77. Enter valid batch number message


The Batch/Tray Ticket Correction – Entry window is redisplayed. You can enter a different number or flush the track.


GrayScale Imaging

If a lockbox is set up for Grayscale imaging but the transport does not support the feature, a message similar to the one shown in Figure 78 is displayed on the screen.

Figure 78. Grayscale imaging not supported by trans port message (Wholesale)

• Choose No to capture the batch without Gray Scale Imaging. –or– Choose Yes to purge the Batch Header or Tray Ticket and not capture the batch.

Items to Find

After the batch header is read at the Encode pass, a pop-up message similar to the one shown in Figure 79 may appear to display any checks that may have been mis-sorted to the remittance pocket during the Capture pass.

Figure 79. Items to Find Message

1. If necessary, check your outsorted remittances to ensure that the checks have been placed in their correct order.

2. Choose Close to clear the message.

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Missing Batch Trailer and Deposit Tickets

If the system detects a Batch Header Ticket prior to the previous batch being closed, the message shown in Figure 80 is displayed on the screen.

Figure 80. Missing Trailer and Deposit Tickets mess age

�� To close the batch


The Batch Header and other items on the track are flushed and placed in the reject pocket.

2. Choose 2-Manual Feed for Manual Feed mode.

The message “Put document in hand-drop station” displays at the bottom of Audit Trail .

3. Drop a Batch End Ticket and Deposit Ticket into the hand-drop station, one at a time.

4. Remove the Batch Header Ticket and other items placed in the reject pocket.

5. Drop the Batch Header Ticket and the other items from the reject pocket into the hand-drop station, one at a time.

6. Choose 1-Auto Feed to continue processing the items in the hopper.


Missing Deposit Ticket Message

If a deposit ticket is missing at the end of a Wholesale batch, the transport stops and the message shown in Figure 81 is displayed on the screen.

Figure 81. Deposit Ticket not processed message

The batch on the track will be purged and placed in the reject pocket.

�� To process a missing deposit ticket

1. Choose OK to clear the message. The Batch Header and items on the track are flushed through the track and placed in the reject pocket.

2. From the Audit Trail , choose 2-Manual Feed to enter manual feed mode. The message “Put document in hand-drop station” displays at the bottom of Audit Trail .

3. Place a deposit ticket in hand-drop station. The deposit ticket moves to the end of the incomplete batch in the pocket.

4. Remove the items from the reject pocket.

5. Place each item, one at a time, into the hand-drop station. The transport will automatically feed the item through the track.

6. Once all of the items from the reject pocket have been manually processed, choose 1-Auto Feed to continue processing the items remaining in the hopper.

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No Active Tray for the Batch

If you process a Retail batch outside of a tray, the message displayed in Figure 82 is displayed on the screen.

Figure 82. No active tray for batch message


1. Choose OK to clear the message. The Batch Header and other items on the track are flushed and placed in the reject pocket.

2. If the batch belongs in a tray, process the batch after the Tray Ticket has been processed. If the batch is a Wholesale batch, you must switch to Wholesale mode to process the batch.

No Batch Currently Open

If you drop a payment, scandoc, or remittance before processing a Batch Header or Tray Ticket, the message shown in Figure 83 is displayed on the screen.

Figure 83. No batch currently open message


1. Choose OK to clear the message. The items on the track are flushed and placed in the reject pocket.

2. Choose 2-Manual Feed for Manual Feed mode. The message “Put document in hand-drop station” displays at the bottom of Audit Trail .

3. If processing Retail work, drop a Tray Ticket and Batch Header into the hand-drop station, one at a time.

–or– If processing Wholesale work, drop a Batch Header into the hand-drop station.


4. Remove the items placed in the reject pocket.

5. Drop the items from the reject pocket, one at a time, into the hand-drop station.

6. Choose 1-Auto Feed to continue processing the items in the hopper.

No Items in batch

If a batch header is read but does not contain any items in the batch, a message similar to the one shown in Figure 84 is displayed on the screen.

Figure 84. No Items in Batch Message

�� To clear window


The Batch Header is placed in the reject pocket.

No Pocket Assignments for Outline

If a Retail form does not include pocket assignments, the message shown in Figure 85 is displayed on the screen. This message will appear for each of the outlines (payment and remittance) that do not have pocket assignments.

Figure 85. No pocket assignments message

�� To clear window and continue processing


The Tray Ticket and items on the track are placed in the reject pocket and the Audit Trail window is displayed on the screen.

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Processing a Batch That Has Been Previously Encoded

If the Encode flag on a batch has been unset and you attempt to process the encoded batch a second time, the message shown in Figure 86 is displayed on the screen.

Figure 86. Batch Already Encoded message


1. Choose Yes to abort the processing of the batch. –or– Choose No to continue processing the batch.

If you choose Yes, the message shown in Figure 87 is displayed on the screen.

Figure 87. Not ready for Capture or Encode message

2. Choose OK to clear the message. The items on the track are placed in the reject pocket.


Trailing Edge and Leading Edge Endorser Setting

When processing work on the transport, the first batch that triggers the TCS file for trailing endorsement during the Encode pass will cause the Batch Header to stop on the track. When this occurs, the message shown in Figure 88 is displayed on the screen.

NOTE: Leading and Trailing edge endorser settings are defined in the deposit outline for the lockbox.

Figure 88. Endorser settings changed to trailing ed ge (manual feed mode)

Figure 89. Endorser settings changed to trailing ed ge, message (auto feed mode)



If in Manual Feed mode, the endorser is set to trailing edge and the items continue to process. If in Auto Feed mode, the endorser is set to trailing edge and the Batch Header is pocketed. The other items in the track are flushed to the reject pocket and must be dropped manually or placed back into the auto feeder for processing.

NOTE: To avoid having items flushed to the reject pocket, manually drop the first Batch Header to trigger a change in the TCS file for endorsement position. If Retail lockboxes are using the Trailing Edge Endorsement option for payments, the remittances will also use the Trailing Edge Endorsement option.

NOTE: After you encode batches using the trailing edge endorsement, the first batch for Capture will trigger the TCS file for leading endorsement, and will cause the Batch Header to stop on the track. The messages to tell you that you are now encoding using the leading edge endorsement are similar to those used in Figure 88 and Figure 89.

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Tray Already Being Processed

If a tray of work has completed being captured at a transport but an operator tries to capture a tray with the same system control number at a different transport, a message similar to the one shown in Figure 90 is displayed on the screen.

Figure 90. Another Transport Currently Processing S ame Tray

To clear window

• Choose Yes to continue processing the same tray

-or-

Choose No to clear the message and not process the tray.

If Yes was chosen, a message similar to the one shown in Figure 91 is displayed on the screen.

Figure 91. Continue Processing Same Tray

• Choose Yes to continue processing the same tray

-or-

Choose No to clear the message and not process the tray.


Tray Ticket Not Valid for Wholesale Mode

If you attempt to process a Tray Ticket while the system is set to Wholesale mode, the message shown in Figure 92 is displayed on the screen.

Figure 92. Tray processing not allowed in Wholesale mode message

�� To clear the message and continue processing

• Choose OK to clear the message. The Tray Ticket and items on the track are placed in the reject pocket and

the Audit Trail window is displayed on the screen.

Processing Messages

Table 11 lists some messages that may appear during processing that may be unclear about what action to take to repair the problem. These messages appear in alphabetical order.

Table 11. Warning Messages During Processing

Error Message: “A batch trailer ticket has been processed. Please either process a Deposit ticket to end the batch, or abort and reprocess the batch. All remaining items will be flushed to the Reject Pocket.”

Problem: A Batch Trailer Ticket has been inserted into a batch between payments during wholesale processing.

Solution: 1. Choose OK to clear the message. The items on the track are placed in the reject pocket and the Audit Trail window is displayed on the screen. Remove the items from the reject pocket and discard the extra Batch End Ticket.

2. Place any items belonging to the next batch back into the hopper.

3. From the Audit Trail window, choose 2-Manual Feed. The message “Put document in hand-drop station” displays at the bottom of Audit Trail.

4. To end the current batch, place a Deposit Ticket into the hand-drop station. –or– To abort the current batch, choose 4-Batch Control, and then choose A-Abort Batch.

5. Once you process the Deposit Ticket for the current batch, choose

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1-Auto Feed to continue processing the items remaining in the hopper.

Error Message: “BATCH END TKT will be purged and will go to reject pocket as BATCH END TKT is already processed.”

Problem: More than one Batch End Ticket has been processed during Wholesale processing.

Solution: 1. Choose OK to clear the message. The Batch End Ticket and items on the track are placed in the reject pocket and the Audit Trail window is displayed on the screen.

2. Remove the items from the reject pocket and discard the extra Batch End Ticket.

3. From the Audit Trail window, choose 2-Manual Feed. The message “Put document in hand-drop station” displays at the bottom of Audit Trail .

4. Place each item from the reject pocket, one at a time, into the hand-drop station.

5. Once all the items have been processed manually, choose 1-Auto Feed to continue processing the items remaining in the hopper.

Error Message: “Did not receive a ready message for Capture or Encode. If capturing, please verify that the batch number has been registered. If encoding, please verify that the batch is ready for Encode.”

Problem: The same Batch Header ticket or Tray ticket has been used more than one time during a processing day.

Solution: 1. Choose OK to clear the message. The ticket and items on the track are placed in the reject pocket and the Audit Trail window is displayed on the screen.

2. Remove the items from the reject pocket.

3. From the Audit Trail window, choose 2-Manual Feed. The message “Put document in hand-drop station” displays at the bottom of Audit Trail .

4. Place a new Batch Header (or Tray) ticket in the hand-drop station.

5. Place each item from the reject pocket, one at a time, into the hand-drop station.

6. Once all the items have been processed manually, choose 1-Auto Feed to continue processing the items remaining in the hopper. The transport continues processing the remaining items.


Understanding Lockbox Batch Limit Messaging

While processing batches on the transport, the system keeps track of the following batch limits:

• number of items in a batch

• number of payments in a batch

• number of scandocs/remittances in a batch

When an exceeded limit message is displayed, you can continue to process items in the batch; however, the exceeded message will display for each item processed. You will need to manually end the batch.

Nearing, Reaching, and Exceeding the Batch Payment limit

The following messages display on the screen when the Batch Payment limit is nearing, reached, and exceeded. Similar messages display on the transport during processing when Scandoc and Remittance limits are nearing, reach, and exceeded.

The message shown in Figure 93 is displayed on the screen when the number of payment items in the batch is nearing the Batch Payment limit defined for the lockbox.

Figure 93. Batch Payment limit nearing message

The message shown in Figure 94 is displayed on the screen when the number of payment items in the batch has reached the Batch Payment limit defined for the lockbox.

Figure 94. Batch Payment limit reached message

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The message shown in Figure 95 is displayed on the screen when the number of payment items in the batch has exceeded the Batch Payment limit defined for the lockbox.

Figure 95. Batch Payment limit exceeded message

Nearing, Reaching, and Exceeding the Batch Item Lim it

The following messages display during Wholesale and Retail processing when the Batch Item limit defined for the lockbox is nearing, reached, and exceeded.

The message shown in Figure 96 is displayed on the screen when the number of items in the batch is nearing the Batch Item limit defined for the lockbox.

Figure 96. Batch Item Limit nearing message (Retail sample)

The message shown in Figure 97 is displayed on the screen when the number of items in the batch has reached the Batch Item limit defined for the lockbox.

Figure 97. Batch Item Limit reached message

The message shown in Figure 98 is displayed on the screen when the number of items in the batch has exceeded the Batch Item limit defined for the lockbox. This message informs you that the Batch Item limit has been exceeded and that you should end the batch.


Figure 98. Batch Item limit exceeded message

NOTE: The “NoLimitWarning” variable in the Track.ini file controls whether or not the limit messages are displayed during transport processing. When the value is set to “Off,” the nearing, reached, and exceeded limit messages will display during processing. If the value for the variable is set to “On,” only the reached and exceeded limit messages display. For additional information on the “NoLimitWarning” variable, see the Track Configuration File section in the INI Configuration Files document of the RemitTrac Setup Manual.

Understanding System Limit Messaging In Wholesale processing, the system limit for the total number of items processed in a batch is 5000 items. The system limit for the number of payment items allowed in a batch is 999. When the system item limit of 5000 is reached, the batch is automatically closed. If the system limit of 999 payments is reached before the 5000th item in the batch is processed, the batch is automatically closed.

In Retail processing, the system limit for the number of payment and remittance items combined in a batch is 999. When the system limit of 999 payments and remittances is reached, the batch is automatically closed. Once the batch is closed, you must manually close the tray.

Nearing and Exceeding the System Batch Payment Item limits

The following messages are presented to the operator during processing when the System Batch Payment Item limit of 999 is nearing, reached, and exceeded.

The message shown in Figure 99 is displayed when the system can only process 10 more payment items before reaching the System Batch Payment Item limit.

Figure 99. System Batch Payment Item limit is neari ng message

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NOTE: In both Wholesale and Retail processing, if you continue processing items after the System Item limit message is cleared, the track will pause and display a subsequent message when the system is 5 items from the System Item limit. Thereafter, a message is displayed for each remaining item in the batch that is processed.

Once the 999th payment is processed, the message shown in Figure 100 is displayed on the screen. This message informs you that the batch will automatically be closed and that all items on the track will be flushed to the reject pocket.

Figure 100. System batch payment limit reached mess age

NOTE: In Wholesale processing, similar messages are displayed when the System Item Limit of 5000 is nearing, reached, and exceeded.