Download SafePay Admin and User Guide

SafePay
Admin and User Guide
Version 3.2
prepared by Daniel Bounds, May 2007
Table of Contents
Table of Contents...........................................................................................................................................................2
Overview .......................................................................................................................................................................3
Introduction ...............................................................................................................................................................3
Requirements .............................................................................................................................................................3
Installation .....................................................................................................................................................................4
Setting up SafePay – Aim for Windows........................................................................................................................5
Open SafePay ............................................................................................................................................................5
Run SafePay and Enter Initial Setting .......................................................................................................................5
Setting up Bank IDs...................................................................................................................................................7
Setting up “AutoRun” Feature.................................................................................................................................11
Resetting Transmissions per Bank ID .....................................................................................................................12
Setting up SafePay – Financial Access........................................................................................................................13
Open SafePay ..........................................................................................................................................................13
Run SafePay and Enter Initial Setting .....................................................................................................................13
Setting up Accounts.................................................................................................................................................15
Setting up “AutoRun” Feature.................................................................................................................................19
Resetting Transmissions per account.......................................................................................................................20
Running SafePay – Aim for Windows ........................................................................................................................21
Open SafePay ..........................................................................................................................................................21
Run SafePay ............................................................................................................................................................21
Running SafePay – Financial Access ..........................................................................................................................24
Open SafePay ..........................................................................................................................................................24
Run SafePay ............................................................................................................................................................24
Appendix .....................................................................................................................................................................27
Variables..................................................................................................................................................................27
AFW Dependencies.................................................................................................................................................28
Registry................................................................................................................................................................28
Dbinfo.ini.............................................................................................................................................................28
AIM4Win.ini ........................................................................................................................................................28
Database..............................................................................................................................................................28
Financial Access Dependencies...............................................................................................................................29
Registry................................................................................................................................................................29
FA INI file............................................................................................................................................................29
Database..............................................................................................................................................................29
File Locations ..........................................................................................................................................................30
Aim for Windows .................................................................................................................................................30
Financial Access..................................................................................................................................................30
Windows Permissions..............................................................................................................................................30
Aim for Windows .................................................................................................................................................30
Financial Access..................................................................................................................................................30
SafePay
Page 2
Overview
Introduction
SafePay is a program that is used to extract check information directly from AIM for
Windows® and Financial Access®. The program is primarily used to send check
information to banks to cut down on fraud. It can be set up to format the information
according to bank specifications so it can be sent directly to them. Check information
such as issues, cancels, voids, and stop payments will be processed.
Requirements
SafePay has the following requirements:
•
•
•
SafePay
Must be running Microsoft .NET framework 1.0 or later (1.1 or later preferred)
Must be run from an AIM for Windows® and/or Financial Access® client
Must have extract format from bank
Page 3
Installation
Step
1
2
3
4
5
6
7
8
SafePay
Action
Log into the PC with Admin privileges.
If Microsoft .NET Framework 1.0 or later is not installed, run Setup.exe
If Microsoft .NET Framework 1.0 or later is installed, run Setup.msi and continue to item
Click OK to Continue
The Welcome screen appears
Click Next and the Destination screen will appear
Click either “Everyone” or “Just Me” depending on what users you want to install the program for.
Then, do one of the following
• Accept the defaults by clicking Next (recommended)
• If a different install path is desired, click the Browse button. Choose the destination and
click OK. Then click Next to continue.
The Confirm Installation screen will appear.
Click Next to proceed and the Installation Complete screen will appear.
Click Close to finish installation.
Page 4
Setting up SafePay – Aim for Windows
Open SafePay
From the Start/Programs menu, highlight the SafePay folder, and click the SafePay
program
Run SafePay
and Enter
Initial Settings
Select “Aim for Windows” from the selection box.
If more than one AFW database is installed, select the AFW database and click OK.
Click Browse to choose the directory for the extracted files to be created. Then, enter the
number of extract files to keep and click OK.
Note: When the SafePay program runs, it will keep this number of extracted files in the
output directory. With this happening, old files can be re-sent in case the bank doesn’t
receive a file.
SafePay
Page 5
Click Browse to choose the location for the log files to be placed and click OK.
Enter the SQL username and password that has admin rights to the AFW database and
click OK.
SafePay
Page 6
Add and set up bank accounts. (See “Setting up bank accounts” below)
Setting up Bank
IDs
Click Setup/File Format Setup. The screen below will appear. To add bank accounts,
enter the AFW “Bank Account ID” into the field at the bottom of the screen and click
Add New Bank ID. It will verify that the Bank ID is valid and then display it in the list
as shown.
Edit the file format for a particular bank id by selecting the bank from the list and clicking
Edit Fields. The file format screen below will appear.
SafePay
Page 7
Sections
• The file header section sets up the format for the very first line of the extract file.
• The detail section sets up the format for every check that is extracted.
SafePay
Page 8
•
•
The account totals section sets up the format for the single line that totals all
checks and amounts for the particular bank account.
The file totals section sets up the format for the single line that totals all checks
and amounts for the entire bank. (Used when sending more than one accounts
records to a single bank)
Enter the fields according to the bank specifications they send you. Use the variables
listed in the Appendix of this document to pull the correct information. To add a variable
select an existing variable and then click either Insert Above Selected or Insert Below
Selected to specify where to place it. If there are no previous variables, just click one of
the two buttons as there is nothing to select. The screen below will appear.
The variables listed on the left are the variables that can be inserted into the portion of the
SafePay file you specified. Select one by clicking on it and it will become highlighted. If
the bank requires field padding (ie. fixed length files), then leave the “Add padding to
field?” checked. Otherwise uncheck this field and enter the character padding
information. Click OK to save what was entered and return to the previous screen or
Cancel to return to the previous screen without saving what was entered.
To move a variable up or down in the list, select the variable and click the up or down
arrows to the right of it. To edit a variable’s properties, select it and click Edit. To delete
a variable from the list, select it and click Delete. An example of a specification is shown
below.
• The first header field is enclosed in quotation marks which means it is a “hardcoded” value and will always put that exact text in that location. This variable
does not use the length, justification or fill character fields.
SafePay
Page 9
•
•
The second header field specifies to insert today’s month into the file directly to
the right of what is put in field 1. It is specified to be 2 characters in length, right
justified, and filled with zeros if it isn’t 2 characters.
Etc.
Shown below, there is an option to run a command after the program creates the output
file. This option is mainly used in automated solutions to run a program that will upload
the file to the bank. If the box is checked, the command line entered will be executed. If
the box is left unchecked the command line will not be executed.
Finally, enter the filename including extension in the text box in the lower left hand corner
of the screen and click Save. A message will be displayed asking if you are sure you want
to save the information. Click Yes.
Note: If at any time you want to discard the changes you made, click Cancel. A message
will be displayed asking if you want to cancel. Click Yes.
SafePay
Page 10
Once done editing bank formats, click Close in the middle right hand side of the screen.
This will return you to the main program screen.
Setting up
“AutoRun”
Feature
SafePay has an “AutoRun” feature that allows the program to be scheduled through
Windows “Scheduled Tasks” thus eliminating user intervention.
To set this up, create a scheduled task using the full path to the SafePay program. Then,
append additional variables separated by spaces to it. These variables are:
(1)
(2)
(3)
(4)
(5)
A constant “AFW”
The AFW database name (This is the SQL database name)
AFW Username
AFW Password
The AIM Server Directory (If this is a mapped drive, the full UNC path should
be added).
(6) The Bank ID of the account as it appears in AFW.
An example would be (“C:\Program Files\First Data Systems,
Inc.\SafePay\SafePay.exe” AFW DBName username password \\server\share\aim
123456) where “AFW” is the constant, “DBName” is the SQL database name,
“username” is the AFW username, “password” is the AFW password, “\\server\share\aim”
is the AIM Server Directory, and “123456” is the Bank ID. When this runs it will
automatically create the output file according to the settings that were set up previously.
Note: The account that is used to set up this scheduled task needs to have the proper
SafePay
Page 11
permissions to the output directory and the log directory to run correctly. Also, the PC or
Server that the scheduled task is running on needs to be logged in with a user that has the
AFW client loaded in order to run.
Resetting
Transmissions
per Bank ID
Resetting a Bank IDs transmission makes the program run like it has never extracted any
data from that bank ID before. This way the program will use the starting extract date
fields again. This is mainly used when first setting up the file format in case it wasn’t set
up properly the first time.
To do this click Setup/Clear Transmissions. (The Aim for Windows user id used to sign
into SafePay has to have the “System Setup” permission in Aim for Windows to access
this function) The screen below will appear. Select the bank ID to clear and click Clear.
A message will be displayed asking you to verify you want to do this. Click Yes. A
second message will be displayed verifying that it was complete. Click OK. To exit click
Close.
SafePay
Page 12
Setting up SafePay – Financial Access
Open SafePay
From the Start/Programs menu, highlight the SafePay folder, and click the SafePay
program
Run SafePay
and Enter
Initial Settings
Select “Financial Access” from the selection box.
Enter a Financial Access log on name and password that has access to run SafePay
Select Financial Access company to run SafePay
SafePay
Page 13
Click Browse to choose the directory for the extracted files to be created. Then, enter the
number of extract files to keep and click OK.
Note: When the SafePay program runs, it will keep this number of extracted files in the
output directory. With this happening, old files can be re-sent in case the bank doesn’t
receive a file.
Click Browse to choose the location for the log files to be placed and click OK.
SafePay
Page 14
Add and set up bank accounts. (See “Setting up bank accounts” below)
Setting up
Accounts
Click Setup/File Format Setup. The screen below will appear. To add bank accounts,
enter the FA “Account number” into the field at the bottom of the screen and click Add
New Account. It will verify that the account is valid and then display it in the list as
shown.
Edit the file format for a particular account by selecting the bank from the list and clicking
Edit Fields. The file format screen below will appear.
SafePay
Page 15
Sections
• The file header section sets up the format for the very first line of the extract file.
• The detail section sets up the format for every check that is extracted.
SafePay
Page 16
•
•
The account totals section sets up the format for the single line that totals all
checks and amounts for the particular bank account.
The file totals section sets up the format for the single line that totals all checks
and amounts for the entire bank. (Used when sending more than one accounts
records to a single bank)
Enter the fields according to the bank specifications they send you. Use the variables
listed in the Appendix of this document to pull the correct information. To add a variable
select an existing variable and then click either Insert Above Selected or Insert Below
Selected to specify where to place it. If there are no previous variables, just click one of
the two buttons as there is nothing to select. The screen below will appear.
The variables listed on the left are the variables that can be inserted into the portion of the
SafePay file you specified. Select one by clicking on it and it will become highlighted. If
the bank requires field padding (ie. fixed length files), then leave the “Add padding to
field?” checked. Otherwise uncheck this field and enter the character padding
information. Click OK to save what was entered and return to the previous screen or
Cancel to return to the previous screen without saving what was entered.
To move a variable up or down in the list, select the variable and click the up or down
arrows to the right of it. To edit a variable’s properties, select it and click Edit. To delete
a variable from the list, select it and click Delete. An example of a specification is shown
below.
• The first header field is enclosed in quotation marks which means it is a “hardcoded” value and will always put that exact text in that location. This variable
does not use the length, justification or fill character fields.
SafePay
Page 17
•
•
The second header field specifies to insert today’s month into the file directly to
the right of what is put in field 1. It is specified to be 2 characters in length, right
justified, and filled with zeros if it isn’t 2 characters.
Etc.
Shown below, there is an option to run a command after the program creates the output
file. This option is mainly used in automated solutions to run a program that will upload
the file to the bank. If the box is checked, the command line entered will be executed. If
the box is left unchecked the command line will not be executed.
Finally, enter the filename including extension in the text box in the lower left hand corner
of the screen and click Save. A message will be displayed asking if you are sure you want
to save the information. Click Yes.
Note: If at any time you want to discard the changes you made, click Cancel. A message
will be displayed asking if you want to cancel. Click Yes.
SafePay
Page 18
Once done editing bank formats, click Close in the middle right hand side of the screen.
This will return you to the main program screen.
Setting up
“AutoRun”
Feature
SafePay has an “AutoRun” feature that allows the program to be scheduled through
Windows “Scheduled Tasks” thus eliminating user intervention.
To set this up, create a scheduled task using the full path to the SafePay program. Then,
append additional variables separated by spaces to it. These variables are:
(1)
(2)
(3)
(4)
(5)
constant “FA”
The FA database name (This is the SQL database name)
FA Username
FA Password
The account number as it appears in FA.
An example would be (“C:\Program Files\First Data Systems,
Inc.\SafePay\SafePay.exe” FA FADBName username password 123456) where “FA”
is the constant, “FADBName” is the SQL database name, “username” is the FA username,
“password” is the FA password, and “123456” is the account number. When this runs it
will automatically create the output file according to the settings that were set up
previously.
Note: The account that is used to set up this scheduled task needs to have the proper
permissions to the output directory and the log directory to run correctly. Also, the PC or
SafePay
Page 19
Server that the scheduled task is running on needs to be logged in with a user that has the
AFW client loaded in order to run.
Resetting
Transmissions
per account
Resetting a account’s transmission makes the program run like it has never extracted any
data from that account before. This way the program will use the starting extract date
fields again. This is mainly used when first setting up the file format in case it wasn’t set
up properly the first time.
To do this click Setup/Clear Transmissions. (The Aim for Windows user id used to sign
into SafePay has to have the “System Setup” permission in Aim for Windows to access
this function) The screen below will appear. Select the account to clear and click Clear.
A message will be displayed asking you to verify you want to do this. Click Yes. A
second message will be displayed verifying that it was complete. Click OK. To exit click
Close.
SafePay
Page 20
Running SafePay – Aim for Windows
Open SafePay
From the Start/Programs menu, highlight SafePay, and click SafePay
Run SafePay
Select “Aim for Windows” from the selection box.
If more than one AFW database is installed, select the AFW database and click OK.
Enter your AFW user id and password and click OK. (The Aim for Windows user id
used to sign into SafePay has to have either the “Escrow Accounting Reconciliation” or
“System Setup” permission in Aim for Windows to access this function)
SafePay
Page 21
Do one of the following:
•
•
SafePay
If this is the first time running the program on the bank ID, select the account
that you want to extract information. Then, enter the starting date you want to
extract check information. An option field can be checked to send only checks
that have not been reconciled in the system. Then click Run…
If the program has already been run on the ccount all that needs to be done is
click Run…
Page 22
A status screen will be displayed with a progress bar indicating the program is extracting
data. Once done, a message will be displayed letting the user know that the program is
done extracting data. This message will also display the path to that file. Click OK.
Note: On the first extract of data for a bank ID, the status screen may pause for a brief
period of time while it flags all checks as being extracted.
SafePay
Page 23
Running SafePay – Financial Access
Open SafePay
From the Start/Programs menu, highlight SafePay, and click SafePay
Run SafePay
Select “Financial Access” from the selection box.
Enter a Financial Access log on name and password that has access to run SafePay
Select Financial Access company to run SafePay
SafePay
Page 24
Do one of the following:
•
•
SafePay
If this is the first time running the program on the account, select the account that
you want to extract information. Then, enter the starting date you want to extract
check information. An option field can be checked to send only checks that have
not been reconciled in the system. Then click Run…
If the program has already been run on the account all that needs to be done is
click Run…
Page 25
A status screen will be displayed with a progress bar indicating the program is extracting
data. Once done, a message will be displayed letting the user know that the program is
done extracting data. This message will also display the path to that file. Click OK.
Note: On the first extract of data for an account, the status screen may pause for a brief
period of time while it flags all checks as being extracted.
SafePay
Page 26
Appendix
Variables
AccountNum = Bank Account Number
CheckNumber = Check Number
CheckAmountDollars = Total Amount of dollars in check
CheckAmountCents = Total Amount of cents in check
IssueDayAbsolute = Check Issue Day as represented from the start of the year (Jan 1 = 1, Dec 31 = 365)
IssueDay = Check Issue Day number (Will be 2 digits)
IssueMonth = Check Issue Month number (Will be 2 digits)
IssueYear2Dig = Check Issue Year number (Will be 2 digits)
IssueYear4Dig = Check Issue Year number (Will be 4 digits)
TodayDayAbsolute = Today’s Day as represented from the start of the year (Jan 1 = 1, Dec 31 = 365)
TodayDay = Today’s Day number (Will be 2 digits)
TodayMonth = Today’s Month number (Will be 2 digits)
TodayYear2Dig = Today’s Year number (Will be 2 digits)
TodayYear4Dig = Today’s Year number (Will be 4 digits)
Payee = Payee of check
TotalAccountChecks = Total number of checks in account
TotalAccountCheckAmountDollars = Total Amount of check dollars in account
TotalAccountCheckAmountCents = Total Amount of check cents in account
TotalBankChecks = Total number of checks in file
TotalBankCheckAmountDollars = Total Amount of check dollars in file
TotalBankCheckAmountCents = Total Amount of check cents in file
Void(Y)(N)(?)(?)(?) =
Void Field
1.
2.
3.
4.
5.
Replace the Y with the value needed for a void check.
Replace the N with the value for a non-voided check.
Replace the first ? with a Y or N depending on whether the Voided amount shows up in the Check Amount
field above.
Replace the second ? with a Y or N depending on whether the Voided amount gets totaled with the check
amount totals per account and per file.
Replace the third ? with a Y or N depending on whether the Voided check gets added to the total number of
checks.
* Leave parenthesis alone and do not use quotation marks.
TotalAccountVoidedChecks = Total number of voided checks in account
TotalAccountVoidedCheckAmountDollars = Total Amount of voided check dollars in account
TotalAccountVoidedCheckAmountCents = Total Amount of voided check cents in account
TotalBankVoidedChecks = Total number of voided checks in file
TotalBankVoidedCheckAmountDollars = Total Amount of check voided dollars in file
TotalBankVoidedCheckAmountCents = Total Amount of check voided cents in file
“???” = Use quotation marks to add a static phrase in that field. Be aware that the Length, Justification, and Fill
Character fields will not be used so make it exactly what it needs to be including spaces. Replace the ??? with a
static phrase to be inserted. For example an entry of “12345” will insert 12345 in that field every time it is run.
When multiple accounts are transferred to the bank only the first SafePay inf file is used so you need to make
sure that all accounts for that bank are identical in the inf file.
SafePay
Page 27
AFW Dependencies
Registry
[HKEY_CURRENT_USER\Software\VB and VBA Program Settings\Landata Systems\AIM for Windows\
AIMServerDirectory] – holds path that SafePay looks for to retrieve the Dbinfo.ini file listed below
Dbinfo.ini
DBNAME# – Looks at these to pull the name of the database.
SQLNAME# – Looks at these to pull the SQL database name.
SERVER# - Looks at these to pull the SQL server name.
DBPATH# - Looks at these to pull data folder location.
AIM4Win.ini
DATABASE – Looks at this to pull the SQL database name
SERVER - Looks at this to pull the SQL server name.
PADCHECKNUMBER – Looks at this to determine if the check number is padded with zeros between the
escrow unit and the reference number.
Database
This program adds two fields to the tblAcctTrans table in each AFW database. They are as follows:
•
SafePayTransmitted - Holds a 1 if the check has been transmitted to the bank. Holds a 0 if it
hasn’t been transmitted.
•
SafePayTransmittedDate - Holds the date the check was transmitted to the bank.
Other tables and fields used
SafePay
Table
tblBankAccount
tblBankAccount
tblBankAccount
Field
AccountNum
BankAccountRecID
BankAccountID
tblAcctTrans
tblAcctTrans
tblAcctTrans
tblAcctTrans
tblAcctTrans
tblAcctTrans
tblAcctTrans
TransReason
ReferenceNumber
ReconSource
EscrowUnitNum
TransAmount
TransDate
BankAccountID
TblNameAddress
TblNameAddress
NameAddressKey
LastName
TblEmployee
TblEmployee
TblEmployee
EmpUserID
LoginPassword
Privilege
Page 28
SQL queries to clear out bank id transmitted per bank id
UPDATE tblAcctTrans SET SafePayTransmittedDate = null where bankaccountid='???'
UPDATE tblAcctTrans SET SafePayTransmitted = null where bankaccountid='???'
Financial Access Dependencies
Registry
[HKEY_CURRENT_USER\Software\VB and VBA Program Settings\First Data
Systems\FinancialAccess\INIPath] – holds full path where Financial Access INI file resides
FA INI file
SafePayFilePath=???? - Contains the path where the FDSSafePay folder resides. This folder will house
all settings for SafePay and will need to be shared to all SafePay users.
Database
Main Database
The stored procedures below need to be added:
•
SafePay_qSlDecodeDbLogin
•
SafePay_qSlDecodePassword
•
SafePay_qSlPermittedCompanies
Domain Database
The stored procedures below need to be added:
SafePay
•
SafePay_qDlTransSafePays4BankAcctNum
•
SafePay_qGtDateTime
•
SafePay_qGtIsExistTranSafePay4BankAcctNum
•
SafePay_qInTransSafePay
•
SafePay_qSlBankAccts
•
SafePay_qSlBankTrans2SafePay
Page 29
File Locations
Aim for Windows
SafePay inf file - AimServerDirectory/AFWFDSSafePay/SafePay-Databasename.inf - 1 inf per database
Settings.ini file - AimServerDirectory/Settomgs.ini - only 1 of these
Financial Access
SafePay inf file - SafePayFilePath/SafePay-Databasename.inf - 1 inf per database
Settings.ini file - SafePayFilePath/Settings.ini - only 1 of these
Windows Permissions
Aim for Windows
This program uses Trusted Security so the user that runs this program has to have full access to the
database including access to add two fields to the tblaccttrans table.
This user also has to have permission to create the AFWFDSSafePay directory under the
AIMServerDirectory listed above.
Financial Access
This user also has to have permission to create the SafePayFilePath listed above.
SafePay
Page 30