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Online Decision

User Guide

© 2013 Wells Fargo Bank, N.A. All rights reserved.

Contents

1 Introduction

1 About Online Decision

1 System requirements

1 Exception types

2 Notifications

2 Accessing items

2 Processing deadlines

2 Decision options

2 Reports

3 Accessing Online Decision

5 Transaction exceptions

7 Reviewing a transaction exception

8 Editing transactions

8 Editing a transaction exception with missing transaction-level data

9 Editing a transaction exception with missing VAK data

10 Editing an unbalanced transaction

10 Editing an invoice

12 Adding an invoice

13 Deleting invoices

14 Viewing invoice correction images

14 Closing a transaction

15 Exception log

Introduction

About Online Decision

Online Decision (OLD) is a lockbox processing tool that allows you to set aside transactions that meet certain criteria for further review and processing before encoding occurs. Online Decision is available through Wholesale Lockbox Image (WLI). Online Decision transaction data is keyed in, if missing, and transactions are either accepted or rejected. Accepted transactions continue to encoding and deposit on the lockbox platform, while rejected ones are returned to the customer.

System requirements You can access Online Decision through WLI using the following browsers: Firefox, Chrome, and Internet Explorer 9.x or higher.

Exception types The following exception types are sent to Online Decision:

Exception type Scenario User options

Unbalanced Transaction

When you choose that all transactions must be balanced

• Edit existing invoice amount to balance the transaction and click Accept

• Edit the transaction by adding another invoice and click Accept

• Click Reject to reject the transaction

Missing Value Added Keying (VAK) Data

When a required VAK field does not have any data

• Edit the VAK field, input the desired value, and click Accept

• Make no changes to the VAK field and click Accept

Note: Required field information must be entered

• Click Reject to reject the transaction with missing VAK data

Accepted transactions continue on to encoding and deposit on the lockbox platform. Rejected transactions are returned to you as rejects.

Online Decision User Guide 1 September 2013

Notifications

You receive a courtesy email notification when batches become available for decision. You should not rely on this notification as a reminder, as incorrect email addresses or firewalls can prevent consistent delivery of the notification.

Accessing items Payments that require a decision appear throughout the day. Items are available for decision no later than two hours before your deposit cutoff. You can decision batches as soon as they appear.

Processing deadlines Online Decision items are presented for decision on the same business day they are originally processed at the lockbox site, Monday through Friday. Items originally processed on the weekend are presented for decision on the next business day.

The decision deadline for all exceptions in a lockbox is two hours prior to the latest deposit cutoff on the day the item is presented for a decision. A default decision that you have previously set is applied to exceptions you have not completed prior to the decision deadline. The default and deadline are established during the implementation process.

Decision options You have the option to accept or reject payments:

• Accept: If you accept a payment you are required to enter required information. If there is missing information in a Value Added Keying (VAK) field, the missing information is required to be entered prior to accepting the transaction.

• Reject: If you reject a payment, the payment is returned to you unprocessed according to your existing mail-out instructions.

Reports Each transaction decision for a lockbox account, whether made manually or by default, due to a deadline timeout, is recorded in Online Decision. Detailed information about Online Decision items are reviewed in the Transaction Exception Log. See the Exception log section for additional information.


Accessing Online Decision

1. Sign on to the Commercial Electronic Office® (CEO®) portal.

2. From the CEO main page, select Wholesale Lockbox from the My Services menu.

3. Select Online Decision from the Wholesale Lockbox menu.

The Online Decision landing page displays.

4. Select the Lockbox Number you want to review. If there are multiple lockboxes at West lockbox sites, all Lockbox Numbers with Online Decision enables are listed.

Note: Click the Lockbox Number to access the Transaction Exceptions page for that lockbox.


Accessing Online Decision, cont.

The Wells Fargo Image Lockbox Management – Lockbox Login Successful page confirms a successful sign on.


Transaction exceptions

The Online Decision Transaction Exceptions Requiring Review page displays all transactions with exceptions raised during processing and that require review.

The following fields of information are displayed:

Field Description

Env Num The Envelope Number is displayed.

Transaction Click the Transaction ID to display the invoices for the transaction The item can also be decisioned at this time.

Done Deadline The Done Deadline is the time decisions must be made for the changes to be included in the last available deposit cutoff of the day. If you miss the deadline, the transactions are automatically accepted or rejected based on the pre-defined default decision specified during implementation.

Reported Amount The Reported Amount displays the transaction amount received in the envelope.

Exception The Exception column displays the reason the transaction requires review. The field values are Missing Data, Unbalanced Transaction, or a combination of both reasons.

User The User column displays the user ID of the user currently correcting the exception. The Transaction ID link is also deactivated.

Note: When the User column has a user ID and Release link, a transaction is released from a user who abandoned the transaction before completing their work. Select Release to display a pop-up stating that this action allows you to access the transaction and the Transaction ID link becomes active so the item can be decisioned.


Transaction exceptions, cont.

1. Click a Transaction Number from the Transaction column to review an exception item.

Note: When you do not have any lockbox exception transactions on a given day, a message displays on the Online Decision Transaction Exceptions Requiring Review page stating that there are no outstanding exceptions.


Reviewing a transaction exception

From the Transaction Exception Review for Transaction page, you can specify a decision reason and view the invoice image.

1. Select a Decision Reason (Transaction Correction, Invoice Amt Correction, Invoice Data Correction, Invalid Invoice, Mismatch of Documents, Invalid Transaction, or New Invoice) from the Decision Reason dropdown menu to accept a transaction for processing without making any changes to the transaction.

2. Click Save Changes to save changes.

3. Click Accept to verify the changes or click Reject to cancel the transaction.

A pop-up displays to confirm the transaction.

4. Click OK to confirm.


Editing transactions

Editing a transaction exception with missing transaction-level data From the Transaction Exception Review for Transaction page, you can edit transaction-level data, process the exception, and remove the exception from Online Decision.

1. Click Edit next to an item in the Transaction-level Keyed Fields.

2. Enter the correct value in the field provided. In this example, the corrected information Check Custom is entered.


A confirmation message displays.

4. Click OK to save changes.

5. Select the Decision Reason from the Decision Reason dropdown menu.


7. Click Accept.


8. Click OK.

The exception is processed and removed from the Online Decision Transaction Exceptions Requiring Review page.


Editing transactions, cont.

Editing a transaction exception with missing VAK data From the Transaction Exception Review for Transaction page, you can edit VAK data, process the exception, and remove the exception from Online Decision.

1. Click Edit next to an item in the Invoice-level Keyed Fields.

2. Enter the missing VAK data. In this example, the missing Invoice Number is entered.


4. Click Accept.


5. Click OK.




Editing an unbalanced transaction A transaction that is unbalanced can trigger an item to Online Decision. A message displays stating the invoice amount does not equal the check total.

Editing an invoice

From the Transaction Exception Review for Transaction page, you can edit unbalanced transaction-level data, process the exception, and remove the exception from Online Decision.

1. Click Edit next to an item in the Invoice-level Keyed Field.



Editing an unbalanced transaction, cont. Editing an invoice, cont. The Transaction Exception Review for Transaction page displays the active fields of information to be corrected.

2. Enter a corrected amount on the existing invoice in order to balance the transaction. In this example, the third

invoice amount is corrected from $60 dollars to $600.

Note: When editing the amount field, enter the amount in cents but without the decimal (e.g., $600.00 is entered as 60000).


4. Click Accept.


5. Click OK.




Editing an unbalanced transaction, cont. Adding an invoice An unbalanced transaction may require an invoice be added in order to balance the transaction.

1. From the Transaction Exception Review for Transaction page, click Add a New Invoice to edit the transaction.

A list of invoice fields display.

2. Enter information into the Invoice-level Keyed Fields for the new invoice. The lists of Invoice-level Keyed Fields that display depend on the VAK fields set up for your lockbox.


A confirmation message displays.

4. Click OK to save changes.

5. Select the Decision Reason from the Decision Reason dropdown menu.


7. Click Accept.


8. Click OK.

The exception is processed and removed from the Online Decision Transaction Exceptions Requiring Review page. Online Decision User Guide 12 September 2013

Deleting invoices

From the Transaction Exception Review for Transaction page, you can delete a transaction by deleting the invoice.

1. Click Delete by the invoice you want to remove.

A confirmation pop-up displays.

2. Click OK to delete the invoice.

The invoice is removed from the transaction.


Viewing invoice correction images

You can view invoice or transaction correction images to determine if editing, deleting, or adding information is required. The display is captured by the lockbox processing site. Images include the following:

• Front and back of a check.

• A copy of the invoice.

1. Click Check Image or Invoice from the Transaction Exception Review page to see the details of the item.

Closing a transaction

When a user edits a transaction and fails to save the edits before trying to close out, a message displays asking you to confirm whether you want to leave this transaction without saving your changes.

1. Click OK to continue or Cancel to return to the transaction in order to save and accept the item.


Exception log

Exception items are retained in the Exception Log for 30 days.

You can view a list/log of your lockbox exceptions showing how the transactions were decisioned.

1. From the Online Decision Transaction Exceptions Requiring Review page, select Exception Log.

A list of lockbox exceptions displays with the following fields of information:

Field Description

Event The Event is the action taken on the transaction. Actions include: Email, Edited, Accepted, Rejected, or No Decision (default action).

Exception If the Exception event is email, then you may see Initial in this field. Initial denotes that an email was sent when the exception batch was available for decisioning.

Reported Amount The Reported Amount is the amount of the transaction received in the envelope.

Done Deadline The Done Deadline is the deadline for decisioning a transaction.

User The user ID is displayed for the user who decisioned the item. Bank is listed as the user ID in the following instances: • The deadline was missed and the customer’s default decision was used. • An initial email notice was sent.

Decision The Decision field contains the reason used for the item. • For email events, the number of exceptions that are ready to be decisioned are listed. • If you default to Accept and the deadline is missed, the decision is displayed as Accepted. • If you default to Reject and the deadline is missed, the decision is displayed as No Decision.

Note: You have the option to view the exception log data in an Excel spreadsheet by selecting the Spreadsheet link.
