Ca$hTrac Reference Guide - firstambank.com

Ca$hTrac Reference Guide March 19, 2021

FOR ADDITIONAL QUESTIONS AND TECHNICAL SUPPORT, PLEASE CONTACT THE BUSINESS CENTER AT (847) 952-3701

FIRST AMERICAN BANK | 1650 Louis Avenue, Elk Grove Village, IL 60007

Contents CA$HTRAC LOGIN PROCEDURES.................................................................... 3

VIEW THE DASHBOARD ...............................................................................5

PASSWORD AND SECURITY MAINTENANCE................................................6

USER ADMINISTRATION ..............................................................................6

HOW TO SET UP A NEW USER .....................................................................7

AUDIT/ACTIVITY HISTORY.............................................................................. 8 BALANCE REPORTING .................................................................................... 9

VIEW SAME-DAY INFORMATION.................................................................9

VIEW PREVIOUS DAY BALANCE ...................................................................9

CREATE A NEW FAVORITE REPORT..............................................................9

MULTI DAY REPORT ...................................................................................10

TRANSACTION DOWNLOAD ......................................................................10

BOOK TRANSFERS ........................................................................................ 10 BOOK TRANSFER INPUT (Internal Account Transfers)...............................11

BOOK TRANSFER REPORT ..........................................................................11

LOANS .......................................................................................................... 12 LOAN ADVANCES .......................................................................................12

LOAN PAYMENTS.......................................................................................12

TRANSACTION REPORT..............................................................................13

STOP PAYMENT............................................................................................ 13 STOP PAYMENT INQUIRY...........................................................................13

CREATE A STOP PAYMENT.........................................................................13

STOP PAYMENT REPORT............................................................................14

BILL PAY ....................................................................................................... 15 INITIAL BILL PAY ADMIN/USER REGISTRATION .........................................15

PROVIDING BILL PAY USER PERMISSIONS .................................................16

LOGIN TO BILL PAY ....................................................................................16

BILL PAY HOME PAGE ................................................................................17

ADD/MANAGE BILL PAY ACCOUNTS..........................................................17

TURN ON DUAL CONTROL FOR PAYMENTS...............................................18

ADD A PAYEE .............................................................................................19

SCHEDULE A PAYMENT..............................................................................21

APPROVE / STOP / EDIT A PAYMENT.........................................................22

RESEARCH TRANSACTION HISTORY...........................................................22

© 2021 First American Bank, All Rights Reserved Member FDIC 1

REPORTS .................................................................................................23

E-NOTIFICATIONS ......................................................................................23

ACH .............................................................................................................. 25 HOW TO SET UP A NEW ACH BATCH.........................................................25

ENTER TRANSACTION DATA ......................................................................26

HOW TO UPDATE EXISTING BATCHES .......................................................26

ADDING OR UPDATING A PARTICIPANT TO AN EXISTING BATCH &

SENDING PRENOTES...............................................................................27

ACH BATCH ACTIVATION ...........................................................................27

ACH BATCH APPROVAL..............................................................................28

SAME DAY ACH ..........................................................................................28

HOW TO SET UP A SAME DAY PAYMENT ..................................................28

NEW TAX PAYMENT BATCH WITH PRENOTE.............................................29

UPDATE EXISTING TAX BATCH...................................................................30

IMPORT AN ACH BATCH ............................................................................31

REVIEW ACH ACTIVITY...............................................................................32

ERD REPORTS............................................................................................... 32 NOTIFICATION OF CHANGE/RETURN ........................................................32

PRENOTES..................................................................................................33

WIRES........................................................................................................... 33 INPUT A WIRE TRANSFER ..........................................................................33

WIRE TRANSFER APPROVAL ......................................................................34

CREATE A WIRE TRANSFER TEMPLATE ......................................................34

WIRE TRANSFER REPORT...........................................................................35

WIRE STATUS .............................................................................................36

ALERTS ......................................................................................................... 36 HOW TO SET UP A NEW ALERT..................................................................36

IMPORTANT INFORMATION ........................................................................ 38 CA$HTRAC BEST PRACTICES FOR ONLINE BANKING .................................38

ACH COMMON RULES ...............................................................................39

WEB BROWSER INFORMATION .................................................................40

HOURS OF OPERATION..............................................................................41


CA$HTRAC LOGIN PROCEDURES

Go to www.firstambank.com

Click the Login button, then select Ca$hTrac from the drop down menu, click Go.

Enter the Company ID, User ID, User Password.

Click Login. A pop up screen asking you to enter a “Key” will appear.


https://www.firstambank.com/

An email with the required key will be sent to the email address on file in Ca$hTrac. You will need to copy the “Key” and return to Ca$hTrac.

Enter or paste the “Key” in the box titled “Key” and click Submit (Please only click submit once).

You will be prompted to answer the security questions, click Submit. Any time you log in from a new computer you will be asked to answer these questions. You can select Yes or No to “remember this computer,” and skip this security step in the future.

If you are using a privately controlled computer, click on “Yes, recognize this computer”, so we can recognize that computer the next time you login. You will be required to complete these steps again with each login when we do not recognize the computer you are using. Remember, never click on “Yes, recognize this computer” if you are using a public internet connection.

When these steps are completed, you will only be asked for a “Key” and security questions if we do not recognize your computer. You may need to white list our web site, or configure your browser to accept cookies in order for our web site to recognize your computer.

Next, you will be presented with the “Vasco Authentication” screen.

For Vasco Authentication, enter your Passcode. To obtain the Passcode, either a) press the white button on your VASCO Digipass and enter the PIN that appears on the display into the challenge box or b) generate a One Time Passcode from the First American Bank Access App and click Submit or hit Enter.

If this is your first login with an assigned password, you will be asked to change your User Password. (Note: passwords cannot contain your User ID.)


VIEW THE DASHBOARD

The best help available is the programmed help. Click on the Help button in the upper right corner of the screen at the time you need help. The program will take you to the help screen that pertains to the section you are in.

In addition, this Reference Guide is available in the lower left corner of Ca$hTrac for your convenience.

From the Dashboard you can view important messages from First American Bank under Message of the Day.

Under Financial Overview the Current, Previous Day, and Total Balances can be viewed for up to 25 accounts and they may be sorted by your users by order of importance.

Transactions requiring attention are listed in the Action Required section.

Reports and features that are utilized most frequently will be grouped together under Most-Used Services.

Favorite Reports will also be displayed on the dashboard and can be created under the Favorite Reports tab within Balance Reporting.


PASSWORD AND SECURITY MAINTENANCE

Security Center provides each User the ability to update and change their password as well as their security questions under Password Maintenance.

Password Report shows a record of the last time each User logged in to Ca$hTrac and their enrollment status.

USER ADMINISTRATION

The Administration section can be used for any User Permission, ACH Permission and Self Administration maintenance.

Self Admin allows you to change your contact information including: User Name, Address, Phone & Fax, and Email Address. (Note: changing your email address here does not change it for Alert Notifications.)

User Admin is where any User maintenance including Password Resets would take place. User information can be modified, access to different groups within Ca$hTrac can be granted or removed, and limits can be set. See HOW TO SET UP A NEW USER below for step-by-step instructions. Automated confirmation emails will be sent to all administrators and the individual user for which maintenance was completed.

User Admin is used to edit any other Service, Permissions, and Limits. Users can be Added or Deleted here as well. The Copy option is used to copy all services and permissions from an existing User into a new User profile.

Under the Services link there are several options to change or reset User information.

To reset a password, type in “Password1” under User Password, repeat this under Retype User Password.

To reset security questions, check the box labeled, “Clear Security Questions” and then click on Submit. (Note: If the security questions have been cleared for a user, he or she will not be able to self-reset his or her password until the questions have been re-established.)


Be sure to confirm the User is not locked out as resetting the password will not unlock the User. Verify Login Status to unlock your User. Click on the Unlocked

radio button and click Submit.

ACH User Permissions will be used to set-up limits for ACH origination. Limits can be set by Company ID, ACH Payment Type, Account, and/or Dollar Amount. Please see User Limits under the next section, How to set up a new user for additional steps.

Admin Report provides the history of each User ID within Ca$hTrac. Select the User and the date range you would like to research.

HOW TO SET UP A NEW USER

From the “Select a group” drop down menu, select Administration.

Click on the User Admin tab.

Click on the button at the top right of the User Administration options.

Enter User Code - generally the user’s first name.

Enter “Password1” in the User Password box.

Enter “Password1” in the Retype User Password box.

Enter Name - users full name.

Enter Email.

Select the “User Type” (Admin or User).

Under User Service Permissions, for Admin setup Select All. For Users, select only the services you would like them to utilize. (Note: If there is an existing user that you would like copy for the new user’s permissions and limits, select that existing user from the “Copy permissions from existing user” drop down.)

Update other information if desired. Mandatory fields include:

o Address

o Contact Name

o Enable Date

o Administrator - gives the User rights to change all User and Application Preferences.

Click the Permissions tab. Permissions allows you to limit the accounts and services available to a specific User. To make the account/service available, click

and click Submit.

Click ACH Permissions if you need to add the ACH service. Select the ACH

company/companies you would like to make available to the User by clicking . Then unselect the ACH Types you don’t want to permit to the user.

Click Submit when finished.


Click Limits if needed. Depending on the services provided, there may be several subheadings under Limits. ACH Batch Limits, Book Transfer Limits, Wires Limits, and Loans Limits. Type in the dollar amount you would like to allow for each transaction type. Click Submit.

Click Reports and select any accounts you would like to make Account Analysis and Regular Statements available for. Also select the ACH Notification of Change and ACH EDI Payments options under ERD Report permissions.

Click Submit when finished.

The ACH User Permissions tab will be used to complete the ACH setup for your new user. Please choose your user from the menu. Below the users section you

will see several buttons, choose . You will be presented with a screen that shows that users overall limits. Please set the Batch Activation and Batch Approval limits to the aggregate of all user limits e.g. ($1,000 PPD, $1,000 CCD = $2,000 overall limit). This limit will affect the user’s ability to send an ACH transaction. When you have finished editing the limits please choose Submit.

Once the new User is established you will need to contact the Business Center at (847) 952-3701 to have a Digipass security token assigned and sent out for the new User.

AUDIT/ACTIVITY HISTORY

Under Activity, the Audit Report tab provides the User login and activity history within Ca$hTrac.

Select the User you would like to see activity for and select “All Services” or select specific services to research. To select multiple services, hold the control key and click the services you would like to select.

Select the query dates under Search Criteria, you may also choose time of day, IP address, and a key word to further limit your search.

Click Submit to run the “Activity Report.”


BALANCE REPORTING

From the “Select a group” drop down menu, select Balance Reporting.

From here you can see your Same Day (if subscribed), Previous Day, Multi Day, Previous Day Quick Reports, and Favorite Reports tabs.

VIEW SAME-DAY INFORMATION

Click on the Same Day information tab.

Under Account Selection, select the account(s) which balances you would like to view and click Hold. This will move that account to the Selected Accounts box below.

Under Balance Types, select the type(s) of balances you would like to see.

Click Submit to run the report within Ca$hTrac.

To export the data, choose File Output and click Export rather than submit.

VIEW PREVIOUS DAY BALANCE

Select the Previous Day tab.

Select the account(s) you would like to see by clicking on the account to highlight it, and then select hold. This will move that account to the Selected Accounts box below.

Under Balance Types and Transaction Groups, select the type(s) of balances and transactions you would like to see.

Optional - Use any or all options in the Query or Preferences sections to customize your Account view, i.e. specific account, date or amount only options.

Click Submit to run the report within Ca$hTrac.


CREATE A NEW FAVORITE REPORT (Optional)

Select the Favorite Reports or Previous Day tabs.

Click from Favorite Report or from Previous Day.

Name your new favorite report under Report Name; a brief description of the report can also be entered.

Select a Date Range.

Decide how you would like the report organized under Preferences.


Under Output Type, you can have the report exported in four different formats or you can choose to view it online in HTML.

Choose the Report Content by selecting one or more accounts for the report.

Under Query select the Balance Types and Transaction Groups data you would like loaded into the report.

Select whether the report will be Shared or My Report (Private).

Click on Save.

MULTI DAY REPORT

From the Multi Day tab select the Account(s), a Date Range, choose your primary Sort Criteria, then click Submit to see a quick report of your Multi Day account information. Please note: Multi Day reporting provides information on deposit accounts, loan accounts can be researched in Previous Day as well as Loan Reporting.


TRANSACTION DOWNLOAD

Select the Transaction Download tab. From this section you will be able to download balance reporting history directly into: Quicken & QuickBooks.

Leave the default to All Accounts, or select individual accounts. (If you would like to select more than 1 account, hold the control button and click on each account you would like to select.)

Change the date information or leave the month to date default.

Next, select the accounting software you would like to download your transaction history by selecting any of the following links:

BOOK TRANSFERS

From the “Select a group” drop down menu, select Book Transfers

From this menu you are able to conduct Book Transfers and view the Book Report.


BOOK TRANSFER INPUT (INTERNAL ACCOUNT TRANSFERS)

To initiate a transfer click on the Book Input tab.

Select the account to be debited by choosing the account in the From Accounts list.

Select the account to be credited by choosing the account in the To Accounts list.

Under Account Preferences you may choose the available account and sort the accounts by order of importance for book transfers.

In the Transfer Information section enter the Amount you would like to transfer and the Processing Date MM/DD/YYYY (Maximum of 30 days in the future). For your own reference you can add Additional Information. (Note: special characters such as “&” in the Additional Information field may cause an error preventing the transfer.)

If you would like to process several book transfers at the same time, select

from the top right corner of the Transfer Information section

and repeat the above steps by clicking after each transaction, until all transfers are ready to be submitted.

Click on Submit to execute the transaction.

You will receive an immediate confirmation of a successful transfer. You may print or save this confirmation for your records.

Be sure to carefully read the response, not all responses are successful. You may receive an NSF message if funds are not available or a Transfer in Progress message if the book transfer cannot be processed at that time for any reason. For transfers in progress, be sure to go back into the Book transfer group later to confirm that the transfer was successfully processed.

BOOK TRANSFER REPORT

Click on the Book Report tab.

Click on Submit to review all book transfers entered today, or use the Account Selection and Query sections to customize the report.

To select an account click on the account and then the Hold button in both the From Accounts and To Accounts sections. If you would like to include more than one account, repeat the above step and click Hold.

Enter any additional search criteria in the Query section and click Submit.

Review the information in the Book Transfer Report. A successful book transfer should have a BOK - Book Transfer transaction has been accepted. If you receive any response other than a successful transfer, please feel free to contact the Business Center.


LOANS

From the “Select a group” drop down menu, select Loans.

From here you can make Loan Advances, Loan Payments, view your Loan Report, and your Transaction Report.

LOAN ADVANCES

Select the Loan Advances tab.

On the next screen select a From Account and a To Account and click Continue.

Enter the dollar amount in the Amount field and enter any necessary additional information and click Submit.

The “Loan Draw Entry Review” screen will ask you to review the transfer and select Submit again, or Change if the transfer information is incorrect.

If you select Change you will be asked to repeat the above steps. If you select Submit, you will be presented with the “Loan Draw Entry Confirmation” screen where the transfer status will be provided.

Select OK.

LOAN PAYMENTS

Select the Loan Payments tab.

On the next screen select a From Account and To Account, click Continue.

Enter the dollar amount in the Amount field; the Payment Options available are Principal Only or Default Payment. The Default Payment is a regular principal and interest payment. Enter any necessary additional information and click Submit.

The “Loan Payment Entry Review” screen will ask you to review the transfer and select Submit again, or Change if the transfer information is incorrect.

If you select Change you will be asked to repeat the above steps. If you select Submit, you will be presented with the “Loan Payment Entry Confirmation” screen where the transfer status will be provided.

Select OK.


TRANSACTION REPORT

Select the Transaction Report tab.

Enter a Filter Range to search within or leave on the previous days date to search yesterday’s Transaction information. If you choose you may enter a dollar and Trace # range as well. Date range is a required field.

Select the account or accounts you would like to search under Transaction Accounts, or leave as it is to search all accounts.

Select the Status of the transaction or leave as it is to review transactions with all statuses.

Click to review.

STOP PAYMENT

From the “Select a group” drop down menu, select the Stop Payments group.

Click on the Stop Payment tab.

Please note the Stop Payment disclosure in the Service Message box.

STOP PAYMENT INQUIRY

Under Account Selection choose the Account by clicking the Account Name and Number.

Identify the type of request, Inquiry or Stop. In this case, Inquiry.

Enter the Check Number of the check of which you would like to inquire in the number field.

Enter the Amount (you may leave blank if unsure).

Click Submit to execute the inquiry.

Review the response message; if the check has been paid, no stop payment can be initiated. If the check is not found, you may be able to place a stop payment. Please also review your paid check history, see Balance Reporting for instructions.

CREATE A STOP PAYMENT

From the “Select a group” drop down menu, select the Stop Payments group.

Click on the Stop Payment tab.

Please note the Stop Payment disclosure in the Service Message box.


Select the Account by clicking the Account Name and Number.

Identify the type of request, Select Stop.

Please note the 6 month stop term.

Enter the Number of the check you would like to stop.

Enter the Amount (This is a required field in order to place a stop payment.)

Select a Reason or enter your own reason.

Select the Issue Date of the check.

Enter the Payee information.

Click on Submit to execute the stop.

You will receive an immediate confirmation. Print this for your records.

Click Return.

STOP PAYMENT REPORT

Click on the Stop Pay Reports tab.

Select the Account by clicking the Account Name and Number or select all accounts, click hold to select the account(s).

Select a date range to search for Stop Payments.

Enter the Check number of the check of which you would like to inquire in the Number field. Or leave the field blank to search for all Stop Payments.

Enter the Amount (you may leave blank if unsure).

Under “Display options”, select Table (default) or Raw style as an option to sort the report by transaction or check.

Click Submit to create the report.

To cancel a Stop Payment that was completed in Ca$hTrac, click on the Cancel button that can be found under the Action column. Then click Return to return to the Stop Payment Report.


BILL PAY

Select “Bill Pay” from the Ca$hTrac drop down menu and select the “Bill Pay” tab. Click on “Login to iPay BillPay”.

INITIAL BILL PAY ADMIN/USER REGISTRATION

Setup challenge questions.

Create a Security Key. This key will display upon login for additional verification.

Read and accept the Terms and Conditions.

You will now see your Bill Pay Home Screen.

*Ca$hTrac Users will need to request Bill Pay permissions from their Administrator.


PROVIDING BILL PAY USER PERMISSIONS

Ca$hTrac “Users” must first be given permission by an Administrator to the Bill Pay service under Ca$hTrac’s “User Admin” section:

The Ca$hTrac user must then register for Bill Pay following the steps under “Initial Bill Pay User Registration”.

Once the User has registered, the Admin can update the users Bill Pay permissions and provide any additional services the User will need. A User is by default entitled

to the following permissions marked with a :

The Admin can view/edit Bill Pay Users within the Bill Pay “Options” menu option. Select “Manage Users” to access the Admin User List. (A User will not show in this list until they have gone through the initial registration process).

To update a user’s permissions, choose the user you want to view/edit and select “Permission Settings”.

To edit the user select the “Permissions” icon.

Use the tabs labeled Payments, Payee, Options, and Approve Authority to manage the different permission categories.

LOGIN TO BILL PAY

Select “Bill Pay” from the Ca$hTrac drop down menu and select the “Bill Pay” tab. Click on “Login to iPay BillPay”.

Your chosen Security Key will display.


BILL PAY HOME PAGE

eBill Sign up: Allow you to view bills electronically right from the online bill pay account.

Attention Required: Notifications for payees requiring activation or transactions awaiting approval.

Shortcut Method: Provides a faster way to schedule transactions and is based on the previous bills payment history.

Scheduled to Process in the next 30 days: Displays transactions that are in a scheduled status with the options to “Edit” or “Stop” up until the processing time on the Process Date.

History: Transactions processed within the last 30 days.

Since You Last Logged In: Displays details such as transactions that processed and reminders that were sent to pay bills.

ADD/MANAGE BILL PAY ACCOUNTS

This is a default Admin function.

Add a New Account o From the “Options” tab select “Manage Bill Pay Accounts.” o Click on “Add New Account”, enter the Nickname, Account Owner Name,

Account Owner Address, Account Number, and Account Type. “Submit”. o The requested account will go into a Pending status until approved by the

Bank.


Manage Bill Pay Accounts o From the “Options” tab select “Manage Bill Pay Accounts.” o Here you can change your Default Pay from Account, Edit, and Delete an

account.

TURN ON DUAL CONTROL FOR PAYMENTS

This is a default admin function.

From the “Options” tab, the Administrator will select “Company Profile”.

Click the check box labeled “Require Dual Signatures”.

All payments will now require a second authorized user to Approve before the payment is sent.


ADD A PAYEE

This is a default admin function, but the admin can grant the “Manage Payees” permission to users as necessary. See the “Providing Bill Pay User Permissions” section of this guide.

From the “Payees” tab, mouse over the “Add a Payee” option.

Select the Type of Payee.

1) Company o Bill Pay houses a database of already established payees. Each time a new

payee is added, the system will attempt to pull a correct match. o If a correct match is not found, additional information can be input.

2) Individual o Send payment electronically

To send the payment electronically, you must provide the recipient’s account information.


o Send a check Provide the recipient’s full name and address.


Activate the Payee o Individual and Bank or Credit Union payees require an additional one-time

authentication code.

o Select a preferred delivery method and o Enter your Activation Code.

SCHEDULE A PAYMENT

Payees will need to be established prior to setting up payments. See the “Add a Payee” section of this guide.

Within the “Payments” tab, select “One-Time Payment” or “Recurring Payment” and whether the payment is for a bill or an individual.

Select a Payee(s) by clicking on the “+” icon.

Click on the “Pay” button.

Complete the From Account, Amount, and Process Date.

Add the invoice and/or comments to payment is desired.


o Comments are personal only to the Bill Pay user and will not be included with the payment.

o Invoices will be printed on check stubs. If an invoice is added to an electronic payment type, you will be prompted to switch the payment to a one-time check.

APPROVE / STOP / EDIT A PAYMENT

Within the “Payments” section, select the “Scheduled Payments.” Select the desired action to the right of the payment listed.

RESEARCH TRANSACTION HISTORY

Within the “Payments” tab, select the “Payment History.” Select the criteria for your payment search. 18 months of payment history is

stored.


REPORTS

Within the “Options” tab, select “Reports.”

Select the type of report you would like to generate and enter the report criteria.

Reports can be exported to Excel.

E-NOTIFICATIONS

Set payment reminders or alert notifications to help monitor activity and detect fraud. Within the “Options” section, select “e-Notifications.”

Choose an e-Notification category. o Events: Sent when a particular defined event occurs.

o Logout: Defined activity details are sent each time the user logs out of Bill Pay.


o Recurring: Summary notifications sent on the occurrence of the user’s choice.

o Reminders: Reminders to pay a bill.


ACH

From the “Select a group” drop down menu, select ACH.

HOW TO SET UP A NEW ACH BATCH

Prepare a New Batch (only fields highlighted in Orange are required)

Select the ACH Batches tab.

In the “Search” box on the left, select the ACH Company with which you would like to originate the ACH.

Select in the top right of the results box.

Enter a Batch Code (up to 12-digit length) for the batch you want to create. The code should be unique and easy to identify from the list for your future retrieval. Searches can be done on the First word of the Batch Code only.

Enter a Batch Name (up to 25-digit length) for the batch you want to create. The name should be unique and easy to identify from the list for your future retrieval.

Select Transaction Type:

o CCD – Crediting or debiting a business account.

o PPD – Crediting or debiting a personal account.

Entry Description (up to 10 characters) should be used to further describe the batch (i.e. Payroll, VendorPmt, etc).

Select an Offset Account.

Discretionary Data is where additional descriptive information can be entered.

Create Prenote is checked by default, it is recommended that this remain checked for first time transactions. Please also see Prenote section in this Guide.

You may create this batch as a recurring ACH transaction. To do this you must

button on the top right corner of the Add a Batch screen. If you do not want a recurring payment, Click Add Batch, and complete the batch setup.

When you choose to create a batch as a recurring payment you will have to enter additional data.

o Start Date is when you would like this recurring payment to begin.

click on the


o Activation Time refers to the time of the day that you would like this transaction will be activated. This is set at 7 AM and cannot be changed. (You or one of your users will still need to approve this transaction.)

o Recurrence Pattern allows you to choose how frequently this batch will be presented for approval: Daily, Weekly, Monthly, and Yearly. The required recurrence criteria will change based on the frequency selected please complete according to your requirements.

Click Add Batch to add a batch. You will be brought back to the main ACH Batch screen after adding the batch.

ENTER TRANSACTION DATA


Choose the correct ACH Company.

Within the “Results” section, select Entries under the batch you’ve just created

Select the transaction Type, the default will be Credit (Credit = sending money to a 3rd party i.e.: payroll, Debit = Collecting money from a 3rd party).

Enter the Name (receiver’s name).

Enter ID Number (i.e.: Employee ID, Vendor Number, SSN, etc).

Enter receiver's bank Account Number.

Enter receiver’s Bank ABA (i.e. routing) number.

Select the appropriate Account Type by clicking on the down arrow.

Enter Transaction Amount (should be 0.00 if creating a repetitive template).

Select and repeat the above steps for each additional entry.

If there are no more changes to be made, select .

HOW TO UPDATE EXISTING BATCHES

Update Existing Batch - Changing Amounts Only

From the “Select a group” drop down menu, select the ACH group.

Select the ACH Activate tab.

Select the ACH Company in the left box.

Click Edit for the batch that needs to be changed.

that Scroll down to the Transaction Entries section and click is located above the Batch Participants.

Scroll down to the Transaction Entries section, change the dollar amounts you would like to change.

To save your changes for this batch and all future batches, click .


To send a batch with the updated amounts, go to ACH Activate and follow the batch activation procedures.

ADDING OR UPDATING A PARTICIPANT TO AN EXISTING BATCH & SENDING PRENOTES



Select the ACH Company in the search box on the left.

Select Entries under the batch to which you would like to update.

To add a new “Transaction Entry”, enter information in the top half of the screen under Add Transaction Entry. We strongly recommend selecting the “Create Prenote” option for new entries. (See Prenotes below for more information).

To update an existing participant, scroll down to view all entries and those

you would like to modify, click

Any payment information can be edited or removed on this screen.

If you would like to change the status of the payment, select State and choose one of the states: Prenote, Active, or Frozen. (See Prenotes below for more information). Active is an active entry that can be used to send funds. Frozen is an entry that will not be sent out, however the entry information will be retained (Note: the “Freeze All” option on the right side above the entry detail table only freezes entries displayed in the current page, not necessarily all entries in a batch).

Click to temporarily save the changes you’ve made to the entry

.

within the batch. You’ll still need to click from the main ACH batch entry.

To change the Transaction Entry State (Status), follow the above steps to update an existing participant and change the state.

ACH BATCH ACTIVATION


Select the ACH Company in the search box on the left, click

Scroll down and select the Batch you would like to activate by clicking the box

Verify the Effective entry date.

If you would like to edit the dollar amount of any payments, refer to Update Existing Batch - Changing Amounts Only.

at the bottom of screen.

A Batch Activation Confirmation screen will appear. You can copy and save this page or print it for your records, click OK.

.

Click


ACH BATCH APPROVAL

Click on the ACH Approve tab.

Click under the Batch column for the batch you want to approve, review any information in the batch.

The ACH Batch will now be locked under your ID to prevent somebody else from accessing the batch at the same time. A new screen will show the details of the batch about to be approved.

to approve the batch.

You will then be presented with a confirmation screen; you can print this for your records. Click OK to exit the screen.

If you do not want to send the payment, click

If you choose to reject the batch you will be asked to confirm. Click OK, the batch will be rejected and will need to be updated and activated again.

SAME DAY ACH

This option may be used to send and receive ACH transactions same day.

HOW TO SET UP A SAME DAY PAYMENT

An ACH Batch will need to be established prior to selecting the Same Day Payment option. See “How To Set Up A New ACH Batch” section of this guide.


Created ACH Batches with transaction types that are eligible for Same Day

Payments will display option.

Scroll down and select the Batch you would like to activate by clicking the box

and selecting the Make this a Same Day Payment option box next to the Effective Entry Date.

If you are activating the Batch prior to the Same Day Payment cut off time, the following message will display once the Make this a Same Day Payment option is selected.

Click

.

Click OK.


Click

Verify the Effective Entry Date has updated to today’s date.

If you would like to edit the dollar amount of any payments, refer to Update Existing Batch - Changing Amounts Only.

at the bottom of screen.

A Batch Activation Confirmation screen will appear. You can copy and save this page or print it for your records, click OK.

Refer to the “ACH Batch Approval” section of this guide to approve your activated batch.

TAX PAYMENT TRANSACTION INFORMATION

This is used to make 720, 940, 941, 943, 945, 990-C, 990-PF, 990-T, 1042, 1120, CT-1 and IL-501 payments electronically. You must enroll with EFTPS (Federal) or EFT (Illinois) prior to sending electronic payments.

Federal: www.eftpsnorth.gov or phone 1-800-945-8400

State: www.revenue.state.il.us or phone 1-800-732-8866

All transactions must be sent by 4:00 p.m. CT one banking day prior to due date of tax payment.

NEW TAX PAYMENT BATCH WITH PRENOTE



Select the ACH Company in the search box on the left, select

Enter a Code (12 digit length) for the batch you want to create. (i.e. 941 Fed, 940 Fed, 501 State, etc).

Enter a Name (25 digit length) for the batch you want to create. The name should be the name of the tax payment (i.e. Federal 941, Federal 940, and Illinois 501etc).

Select CCD w/Addenda, Mixed Credits and Debits, you’ll be able to select a Tax Payment type after creating the batch.

Enter Company Entry Description of “TaxPayment”.

Enter Offset Account by clicking the down arrow, the offset account is the account at First American that the money will be drawn from when the ACH is sent.

If desired, more descriptive data can be entered in Discretionary Data.

Verify “Create Prenote” is checked.

Click to save this information, click OK to acknowledge batch has been added.

You will be brought back to the ACH Batches tab, the new Batch is now included in the results section.

.


www.revenue.state.il.us

www.eftpsnorth.gov

ENTER TRANSACTION DATA

Under the Batch you just created, click under Entries.

Verify that Credit has been selected.

Enter “Treasury General Acct” in the Name field if this is an EFTPS Payment. For State Tax Payments, enter IL Dept of Revenue.

Enter the Tax ID number for the Company in the ID Number; no dashes (If this is a state payment make sure to add the suffix the state assigns-for example 3636363630007).

Enter the Account Number for EFTPS or for State payments.

Enter the ABA Number for EFTPS or for State payments.

Account Type should be Checking.

Enter 0.00 in the Amount field.

Click on the drop down arrow next to Addenda Input Screen and select the type of taxes you would like to pay. If you have any questions, refer to the Tax Payment Transaction Information section of this User Guide.

Click the down arrow and select Tax Type Code for EFTPS or State Taxes.

Enter the Tax Period End Date in the format shown MM/YY. This is the tax period ending date for which the liability is being paid. (See IRS Tax Form Table in Appendix A of EFTPS Implementation Guide - Valid months are in Valid Tax Period Ending Dates column.) Or for State MM/DD/YY.

Enter 0.00 for the amounts for each category required for the tax payment. (ex. Social Security, Medicare, and Withholding)

The Addenda will now appear on the screen.

Format should be: Fed:TXP*363456789*94105*011201*1*000*2*000*3*000\ IL: 705TXP*3634567890007*0112*011231*T*000\

before moving onto the next step.

.

UPDATE EXISTING TAX BATCH


Select ACH Activate Tab.

Select the ACH Company in the search box on the left.

Select the Batch you want to send.

Enter Effective date, must be at least 1 business day in the future.

If you would like to update information within the batch, select Edit, to the right.

Click .

You must click

Click


Once in the batch, Click next to the Transaction Entry you would like to update. Select Edit Selected.

o Most payment information is ready to be updated.

o To change the dollar amount and/or addenda information, select the linked information in the Addendum field. In the new “ACH Addenda Input Screen” window, make changes, click Save.

When the window closes, click the appropriate button to Save Changes to This Activation Only or Update Batch (for all future activations).

IMPORT AN ACH BATCH

Select the ACH Import tab.

Under the Results section select the way you would like to import the batch, with dollar amounts (NACHA – Standard U.S. ACH) or without dollar amounts (NACHA-

Zero – StdU.S.ACH-ZeroAmts). . Click under Import.

At the bottom of the page you must click next to Repetitive or Non-Repetitive to proceed. *Please note that by selecting Repetitive the batch will save for future use while selecting Non-Repetitive the batch will automatically delete itself once the activation and approval steps have been completed.

Another option will appear at the bottom of the screen to Browse or type a File

Name and Path. If you know the full file path, please type it and click

Find the file on your computer and select Open.

You will be brought back to the ACH Import tab select

You will view a screen that tells you the import is in progress and you may perform other activities while it completes. Click Close.

Return to the ACH Import tab and click the

Scroll down to review the information. Click the Details icon to review all imported entries and warnings.

After reviewing, on the right side click the Accept icon if you would like to continue with the ACH Import process or click the Delete icon to delete the batch.

After you click Accept, you will need to enter a Batch Code to complete the name of your batch.

Once the Batch Code has been entered, select

You will be presented with a batch confirmation page that can be printed for your records. Once reviewed, click OK.

The import has been completed but the batch needs your company’s offset account assigned.

o If Repetitive was selected during the ACH import process; go to the ACH Batches tab in the orange menu bar, select the Edit icon for the newly

.

.

tab.

.


.

imported batch, select an account from the Offset Account drop down

menu, and click

o If Non-Repetitive was selected during the ACH import process; go to ACH Activate tab in the orange menu bar, select the Edit icon for the newly imported batch, select an account from the Offset Account drop down

menu, and click .

Next, click to continue with the activation process.

For instructions on how to send this ACH batch, see ACH Batch Activation or to edit the Entries within the batch, see How to Update Existing Batches.

REVIEW ACH ACTIVITY

Select the ACH Report tab.

To review current day ACH transactions scroll to the bottom of the page, do not change anything, and click Submit.

If you would like to search for a specific transaction begin by modifying the report criteria to fit your needs, and click Submit.

If your search yields results you will be presented with a basic overview of the ACH transaction(s). To review more information, click Details on the far right.

Please note, depending on the status, you may be able to delete the ACH transaction, please use caution and contact our Business Center for further assistance.

ERD REPORTS

Under ERD reports you are able to view any additional addenda or invoice information that is sent with ACH and Wire Transfer transactions. Click on the ERD Reports tab, select the type of report you would like to search, choose a date range

and click .

To review the information that has been returned, click the link under the file heading. You may print the ERD Reports.

NOTIFICATION OF CHANGE/RETURN

From time to time, participant information may change and the receiving financial


institution will send out a notification of change. These notifications are made available to you in the Electronic Reports Module of Ca$hTrac. It is your responsibility to review this report for any changes/returns that have occurred.

PRENOTES

Prenotification of transfers must be sent as least five days prior to the first live transfer. These Prenotes verify that a transfer is authorized and the information is accurate by sending out a $0 item.

WIRES

From the “Select a group” drop down menu, select Wires.

INPUT A WIRE TRANSFER

Click on the Wire Input Tab.

Select the account from which you would like to originate the wire transfer for a free-form wire. If you have previously created a template, choose the template under “template selection.” (Note: If you select a template, you will only need to input the amount and any additional information in the Originator to Beneficiary information field (i.e. invoice number).

Chose the type of wire, Domestic or International.

If you would like to save this as a template, click at the top of the screen prior to adding this wire transfer.

Under Beneficiary Information, complete the Beneficiary’s information.

Fill in Account Name with the name of the Business or Individual.

Account Number - the account number of the wire transfer beneficiary.

Fill in the Address; this will help the beneficiary bank easily place the funds.

Under the Routing Information heading, enter the Routing (ABA) number under Beneficiary Bank and click search.

o Only the Beneficiary Bank is required, unless otherwise instructed for international wire transfers.

You will get a new window with valid bank information, select the correct bank.

Click Submit.

Verify the information you are presented with.


.

Under the Transfer heading, enter the amount you would like to transfer, using decimals. (i.e. 6000.00).

Select the Date which the payment should be credited to the beneficiary.

Optional - Originator to Beneficiary Information. Add any additional information you need to send to the beneficiary (i.e. Invoice #, text description, etc).

Optional - Bank to Bank Information. Leave blank unless otherwise instructed by the financial institution for international wire transfers.

Click on Submit (or Save as a Template to save. See “create a wire transfer template” to complete the template setup).

Review the wire transfer information and click

You will receive a wire transfer confirmation; print this for your records.

WIRE TRANSFER APPROVAL

Select Wire Approval tab.

Under the heading Appr, click the or check the box and click Submit Selections to approve the wire transfer(s).

You may also select Approve All at the bottom of the screen.

Select Del to delete or Edit by clicking the or checking the box and clicking Submit Selections.

You will be presented with a verification screen; please select Submit to approve or delete the wire transfer(s).

CREATE A WIRE TRANSFER TEMPLATE

From the “Select a group” drop down menu, select the Wires group.

Click on the Wire Templates Tab.

Enter a Code for the Template (Up to 12 digit length).

Enter a Name for the Template (Up to 35 digit length).

Click on Add.

Select FAB Account from which payment should be originated, click “Continue”.

Chose the type of wire, Domestic or International, click “continue”.

Verify Save for all Users is selected.

Under Beneficiary Information you will fill in information about the person or business to which you will be sending this wire transfer.

Fill in Account Name with the name of the Business or Individual.

Account Number should be the account number of the wire transfer recipient.


If you are creating an international wire template, select the type of Currency you would like to send. For domestic wire transfers, the currency will always be in USD.

Fill in the Address; this will help the beneficiary bank easily place the funds.

Under the Routing Information heading, enter the Routing (ABA) number under Beneficiary Bank and click search.

You will get a new window with valid Bank information, Click on the correct bank.

Enter the Routing (ABA) Number – Only the Beneficiary Bank is required, unless instructed otherwise.

Optional - Originator to Beneficiary Information. Add any additional information you need to send to the beneficiary (i.e. Invoice #, text description, etc).

Optional - Bank to Bank Information. Leave blank unless otherwise instructed by the financial institution.

Click on Submit or Save as a Template to save.

See “create a wire transfer template” to complete the template setup.

WIRE TRANSFER REPORT

Select the Wire Report tab.

From the Report Type drop down menu, select Wire Report (outgoing wire transfers) or Incoming Wire Report (incoming wire transfers).

Under Account Selection, leave as All Accounts, or select the Account(s) you

would like to search and click

Scroll down to Payment Methods (outgoing only) and again leave it as it is or select a specific Payment Method.

Use the Query (outgoing only) section to further refine your search.

For incoming wire transfers you have the ability to sort wire transfers under Report. Sort by: Credit Account, Credit Amount, Date, and Amount.

When you have completed filling out the report characteristics, click .

Review the information within the wire report, click under details for further information.

.


WIRE STATUS

Status Description

Approved The money transfer request was approved by a corporate User.

Sent

For banks with an automated interface, the money transfer request was sent to the automated interface. For a manual interface, the money transfer request was sent to a printer or e-mail address.

Confirmed

For banks with a real-time interface, the money transfer request was received by the bank’s money transfer payment system. For a manual interface, the money transfer request was manually confirmed.

Acknowledged

The money transfer request was successfully processed by the bank’s money transfer payment system. Note: This status appears only for banks with a real-time interface between the Money Transfer product and the bank’s money transfer payment system.

Rejected The money transfer request was rejected.

ALERTS

From the “Select a group” drop down menu, select Alerts.

HOW TO SET UP A NEW ALERT

Click on the Alerts tab.

Choose the Time Zone that you are in.

Fill in all Contact Points.

Add any Additional Contact Points.

If you would like the alert system to send a text message to all phone numbers

indicate on the bottom of the screen and select .

From the Setup Alerts Menu, select the type of alert you would like to set up.

Choose any alert by clicking

Enter an Alert Name.

Select the account or accounts you like the alert on. Click to move the account over to the right.

.


Note that you can add more alerts at a later time.

Under Transactions choose the type of transactions you would like to be alerted about. If you choose Selected Transactions from list below, choose the type codes and how you would like to sort them.

Select the Transaction types, to select more than one hold the control or shift key and click on each transaction type. When you have selected all transactions move

them over to the right by clicking .

Choose a Threshold to alert you upon. If you choose anything other than Any Amount, you will need to enter a dollar amount, or dollar range.

Indicate if you would like to be Alerted upon receipt of Immediately Available Funds (Cash Deposits, ACH Credits, and Money Transfers).

If you would like to send these alerts to your Work Email, click in the check

box and click .

to add an additional alert.

to view Alert History.

Choose

Click


IMPORTANT INFORMATION

The following provides a valuable resource when using Ca$hTrac.

CA$HTRAC BEST PRACTICES FOR ONLINE BANKING

Ca$hTrac and other treasury management services use a computer to access Customer account information and therefore offer a point at which the security of your account information and balances can be compromised. Such a compromise may use your own or a third party’s computer to access such information or transfer Customer funds to another financial institution with no means of recovery.

The following industry best practices provide a minimum standard to protect your accounts:

Only access Ca$hTrac from computers dedicated for Ca$hTrac access. The computer should be restricted from browsing anywhere but Ca$hTrac and from any email client or email services. If the computer is running Windows it should have a PC level firewall installed and properly activated together with appropriate proven anti-virus software installed and set to automatically update itself.

All computers on the same company network as the dedicated device should be protected with proven anti-virus software installed and properly configured for automatic updates.

Email access should be through an email server which has had all email scanned for viruses and malware before delivery to the recipient.

Ensure dual control is established for all external funds transfers, including ACH and Wire Transfers. Dual control is in effect only when Ca$hTrac requires different Authorized Representatives to initiate and approve transfers.

First American also recommends the following controls:

Monitor and reconcile accounts daily. The Ca$hTrac same day and real-time reports, and ACH and Wire Reports, provide the earliest method to detect and notify the Bank of unauthorized activity.

Never leave the device used to access Ca$hTrac unattended when logged into Ca$hTrac.

Maintain the privacy of each Authorized Representative’s Ca$hTrac login credentials (IDs and passwords).

Be aware of changes to the look or behavior of Ca$hTrac. Contact the Business Center at (847) 952-3701 should you have questions or suspect problems.

Establish and review limits for transfer instructions entered using Ca$hTrac as well as user service permissions. They should be sufficient but not exceed amounts appropriate for the users’ roles.

Do not respond to or open attachments or click on links in unsolicited or suspicious emails. First American Bank will never ask you for confidential information, including account numbers, via email or require you to click on a link to verify your information.


Be diligent in confirming verbally with the requestor before a wire or ACH payment is approved. Look for unusual patterns such as a new payee, an atypical transaction amount or an unusual sense of urgency or secrecy.

Implementing these best practices and controls is the responsibility of the Customer and the Ca$hTrac Authorized Representatives. Your company should perform appropriate risk assessments of its computing environments, consider these best practices and recommendations, and implement appropriate controls for continued Ca$hTrac use.

ACH COMMON RULES

Send your ACH payments using the correct payment type:

o PPD – payments to/from individuals

o CCD – payments to/from other companies

It is highly recommended by the Bank that Prenotification be sent to the receiving bank at least six days prior to dollar debit or credit being sent.

Take action immediately to correct an ACH participant’s banking information when a Notice of Return or Correction is received. For changes to routing or account number, you are required to receive a new authorization form from the participant.

The bank will notify the company through the Ca$hTrac program upon receipt of any rejected prenote notification of change or dollar transaction the day of receipt. The company must act on the change requested before the next time the transaction is sent.

The Customer must obtain written authorizations from all ACH participants. Any time you set up a new participant to either send money to or receive money from, you are required to have them sign an authorization agreement. You must keep these on file for at least two years after the revocation of the authorization.

Any ACH debit to a consumer account must receive written notification 10 days prior if the amount is different from the previous transaction. This will be solved by sending the monthly bill, as usual.

The Originator must notify the Receiver of and the reason for reversing an entry no later than the settlement date of the reversing entry. This will ensure that Receivers are made aware of ACH reversal activity to their accounts prior to the receipt of their periodic account statements. The choice of method is at the discretion of the Originator (i.e. mail, telephone, fax, etc.). This must be reversal of a previous transaction, you must enter in a description of “REVERSAL”, and the REVERSAL has to be submitted by the 5th banking day from the settlement date.

Any entry returned for insufficient or uncollected funds may only be reinitiated by the Originator no more than two times following the return of the original entry.


All transaction received after 4:00 p.m. CT will be processed the next day, so add one banking day for processing time.

It shall be the responsibility of the Company that the origination of ACH transactions complies with the laws of the U.S. This includes, but is not limited to sanctions enforced by the Office of Foreign Assets Control (OFAC). Verify that ACH participants are not on the Specially Designated Nationals List (SDN) which can be found on the official OFAC site below. The fines for sending payments to participants on the SDN list can be substantial.

It shall further be the responsibility of the Company to obtain information regarding such OFAC enforced sanctions. This information may be obtained directly from the OFAC Compliance Hotline at (800) 540-OFAC or http://www.treas.gov/offices/enforcement/ofac/

Effective September 16, 2011 the NACHA rules have been updated to allow ACH Originators to originate only one Return Fee entry in relation to a transaction returned NSF or UNCOLLECTED regardless of the number of times the item was returned. For example, an ACH can be returned as much as 3 times but the originator will be allowed to collect only one return fee.

WEB BROWSER INFORMATION

The following web browsers are supported by Ca$hTrac. Other browsers may prevent access, cause errors and inhibit performance in the system. o Microsoft Internet Explorer 11 o Apple Safari 5 o Mozilla Firefox* o Google Chrome*

Please verify that your web browser settings include the following to ensure optimal performance and avoid errors:

o For streamlined login from your Ca$hTrac PC, ensure that your PC saves cookies created by Ca$hTrac, under Internet Options, General, “Browsing history” Settings, the setting for “Days to keep pages in history:” determines this. When Ca$hTrac cookies are not saved, challenge questions will be presented at login.

o Under Internet Options, General, be sure that Browsing History Settings are set to “Check for newer versions of stored pages: Every time I visit the webpage.” Because Ca$hTrac is a live environment, this setting allows webpages to be updated continuously and helps prevent error messages.

If unexplained error messages are returned by the system, try clicking the Delete button under the same “Browsing history” section of Internet Options.


http://www.treas.gov/offices/enforcement/ofac/

Note that Mozilla Firefox and Google Chrome have very rapid release cycles. Because of this, the support designations listed here apply to the version of the browser that was live at the time of release unless otherwise noted. New versions of these browsers are expected to remain compatible with Ca$hTrac, but compliance cannot be guaranteed.

** Effective January 12, 2016, Microsoft only supports the most current version of Internet Explorer available for a given operating system. The Microsoft operating systems supported include Windows 7, Windows 8.1 and Windows 10; for these OS versions effective January 12, 2016, Microsoft is only supporting Internet Explorer version 11. Browser support aligns with the Microsoft support policy.

HOURS OF OPERATION

Balance Reporting

Prior Day information available

7:30 a.m. CT

Same Day information available

Real Time

Book Transfers and Stop Payments

Monday thru Friday For same day transactions

7:00 a.m. - 11:00 p.m. CT

Saturday, Sunday and Federal Holidays

Transactions will be scheduled for processing on the next business day.

ACH

Monday thru Friday 7:00 a.m. - 4:00 p.m. CT for next day payment processing. 7:00 a.m. – 2:00 p.m. CT for Same Day Payment* processing



Wire Payments

Monday thru Friday

Domestic: 8:30 a.m. - 5:00 p.m. CT for same day transactions. International: 8:30 a.m. - 5:00 p.m. CT for same day transactions.



**If the Same Day Payment option is selected after 2:00 p.m. CT and before 3:59 p.m. CT, the ACH Batch will be processed as a next day payment.

**If the Same Day Payment option is selected after 4:00 p.m. CT, the ACH Batch will be processed as a Same Day Payment on the next business day.


Documents

Ca$hTrac Reference Guide - firstambank.com