Processing Mail Work

Related Topics

The Mail Work tab lets you batch process multiple share deposits and loan payments. To access the Mail Work tab, under Financial Activity on the Portico Explorer Bar, click Multiple Member Transactions. The Mail Work tab appears on top.

Mail Work

How do I? and Field Help

To process a new batch of share deposits and loan payments, in the Batch Options group box, select the default effective date, default member lookup option, and receipt options.

  • Click the Default Effective Date down arrow to select the date from the pop-up calendar or enter the date in MM/DD/YYYY format.
  • Click the Default Member Lookup By down arrow to select the member identification type that will be used as the default lookup option when adding a new deposit or loan payment to the batch.
  • Select the Print Member Receipts check box to print member receipts for each deposit and loan payment. When adding a new deposit or loan payment to the batch, you can clear the Receipt check box to choose not to print a receipt for the deposit or loan payment. When you activate email receipts, the receipt options on the Mail Work tab will change to support both printed and emailed receipts. The Print Member Receipts check box is replaced with a Receipts drop-down list. The valid values are:
    • Print and Send – Indicates a receipt will be printed and be emailed if the member’s receipt delivery method is electronic.
    • Print or Send – Indicates a receipt will be printed or be emailed, but not both, based on the member’s receipt delivery method.
    • Send Electronic – Indicates an electronic receipt will be sent via email. A printed receipt will not be generated. The member’s receipt delivery method must be electronic and a default email address must exist in order for the receipt to be emailed.
    • Do not Generate – Indicates a receipt will not be printed or emailed. The receipt will be saved to Nautilus Essentials only. The Print Name and Address and Print Envelope check boxes will be disabled.
  • Select the Print Name and Address check box to print the member's name and address on the receipt.
  • Select the Print Envelope check box to print the an envelope for the member.

Now you can enter the individual share deposits and loan payments.

  1. Use the default batch option or click the Member Lookup By down arrow to select the type of identification that will be used to look up the member.
  2. In the Account Number field, enter the member's account or identification number (Length: 12 numeric). Click the member lookup button to open the Member Search window and locate a member. The name of the member associated with the account automatically appears.
  3. Click the Share/Loan Number down arrow to select the member's share account, loan, or credit card.
  4. Enter the amount of the deposit or loan payment. The amount of the transaction appears in the Transaction Amount field.
    • For a check, enter the check amount that will be deposited or used as the loan payment. The Check Log dialog box will automatically appear when you place your cursor in the Check Amount field, if the Check Log check box has been selected on the User Profile – Popups tab. You also can click the CL button to open the Check Log window.
    • For cash, enter the cash amount that will be deposited or used as the loan payment. The Cash Received dialog box will automatically appear when you place your cursor in the Cash Amount field, if the Cash Received check box has been selected on the User Profile – Popups tab. You also can click the CR button to open the Cash Received window.
  5. Use the default effective date or click the Effective Date down arrow to select the date from the pop-up calendar or enter the date in MM/DD/YYYY format.
  6. Use the default receipt options or choose a different option. Select the Print Member Receipts check box to print member receipts for each deposit and loan payment. When adding a new deposit or loan payment to the batch, you can clear the Receipt check box to choose not to print a receipt for the deposit or loan payment. When you activate email receipts, the receipt options on the Mail Work tab will change to support both printed and emailed receipts. The Print Member Receipts check box is replaced with a Receipts drop-down list. The valid values are:
    • Print and Send – Indicates a receipt will be printed and be emailed if the member’s receipt delivery method is electronic.
    • Print or Send – Indicates a receipt will be printed or be emailed, but not both, based on the member’s receipt delivery method.
    • Send Electronic – Indicates an electronic receipt will be sent via email. A printed receipt will not be generated. The member’s receipt delivery method must be electronic and a default email address must exist in order for the receipt to be emailed.
    • Do not Generate – Indicates a receipt will not be printed or emailed. The receipt will be saved to Nautilus Essentials only. The Print Name and Address and Print Envelope check boxes will be disabled.
  7. Select the Print Name and Address check box to print the member's name and address on the receipt.
  8. Select the Print Envelope check box to print the an envelope for the member.
  9. Select the Override check box if the deposit or loan payment requires override authority.
  10. Click Add to add the deposit or loan payment to the batch. Repeat these steps to add more deposits and loan payments.

The Share Deposits and Loan Payments grid displays all the deposits and payments in the batch. To update a payment or deposit, select the check box next to the payment or deposit and click Update. To delete a payment or deposit, select the check box next to the payment or deposit and click Delete. Click Clear Grid to delete all the payments and deposits in the batch.

Column Heading Description

Select

Select this check box to select a deposit or payment.

Account Number

The account number of the member.

Member Name

The name of the member.

Share/Loan

The share, loan, or credit card account.

Check Amt

The check amount that will be applied to the deposit, loan payment, or credit card payment.

Cash Amt

The cash amount that will be applied to the deposit, loan payment, or credit card payment.

Eff Date

The effective date of the deposit or payment.

Rec

Select this check box to print a receipt for the deposit or payment.

When you activate email receipts, the receipt options on the Mail Work tab will change to support both printed and emailed receipts. The Rec check box located in the grid is replaced with a Receipt drop-down list. The valid values are:

  • Print and Send – Indicates a receipt will be printed and be emailed if the member’s receipt delivery method is electronic.
  • Print or Send – Indicates a receipt will be printed or be emailed, but not both, based on the member’s receipt delivery method.
  • Send Electronic – Indicates an electronic receipt will be sent via email. A printed receipt will not be generated. The member’s receipt delivery method must be electronic and a default email address must exist in order for the receipt to be emailed.
  • Do not Generate – Indicates a receipt will not be printed or emailed. The receipt will be saved to Nautilus Essentials only. The Print Name and Address and Print Envelope check boxes will be disabled.

OVR

Select this check box if the deposit or payment requires override authority.

N&A

Select this check box to print the member's name and address on the receipt.

Env

Select this check box to print the an envelope for the member.

CAN/Msg

The computer-assigned number or system message returned after the deposit or payment is posted.

The Batch Totals group box displays:

  • The total amount of checks in the batch.
  • The total amount of cash in the batch.
  • The total amount of cash and checks in the batch.

When you've added all the deposits and payments to the batch, click Post Transactions to post the batch deposits and loan payments. The Batch Posting Totals group box will display:

  • The total number and amount of deposits and payments posted.
  • The total number and amount of deposits and payments rejected.
  • The total number and amount of deposits and payments in the batch.

Click Print Summary to print a summary of the batch deposit and loan payments.

Click New Batch to clear the batch totals.

Check Holds

You can enter the check and specify the check hold in the Check Log dialog box. If the Automated Check Holds field on the Credit Union Profile - Teller tab is D - Hold is placed where the deposit is being made, you can use the fields in the Check Information group box to indicate the number of days and the amount of check funds to be held.

Field Description

Check Holds Local Amount

The amount of local check funds to be held for the specified local hold days. The local check amount is determined using the following calculation: CHECK AMT - NON-LOCAL AMT - NO HOLD AMT = LOCAL CHECK HOLD AMT.

Length: 12 numeric including decimal

Check Holds Local Days

The number of days to hold the amount of the check deposit considered as local funds. If blank, this field will default to the number of days specified in the Local field in the Holds section on the Credit Union Profile - Teller tab.

Length: 2 numeric

Check Holds Local Items

The number of checks to be held for the specified local hold days.

Length: 2 numeric

Check Holds On Us Amount

The amount of on-us check funds.

Check Holds On Us Items

The number of on-us checks.

Check Holds Exception Amount

The amount of exception check funds to be held for the specified exception hold days. Refunds are not allowed on amounts held as exception funds.

Length: 12 numeric including decimal

Keyword: NL

Check Holds Exception Days

The number of days to hold the amount of the check deposit considered as exception funds. This field will default to the number of days specified in the Exception field in the Holds section on the Credit Union Profile - Teller tab.

Length: 2 numeric

Check Holds Exception Items

The number of checks to be held for the specified exception hold days.

Length: 2 numeric

Credit Card Integration Payments and Advances

Credit Card Integration Payments and Advances allows you to view balances on Portico and apply payments and credit card cash advances online that are transmitted back to the credit card vendor. Credit Card Integration is available for FIS, Credit Processing Solutions (CPS), and Fiserv Card Services Credit (CSC).

For credit card balances and information, credit card processors transmit balances to Portico via File Exchange (XROADS). You can receive balance files daily, weekly, or monthly, depending on the agreement with your credit card processor. In general, the balance file only contains members with credit card activity. A complete balance file containing all members with credit cards is transmitted to Portico once a month.

Credit unions using FIS can transmit name and address updates for existing cardholder. Portico collects name and address updates for existing cardholders and sends them in a batch file to FIS during the Portico back-office cycle. Only the TBS platform, 2100 format, and record type 8 are supported. The 2000 Base platform and Pass-Thru platform with FIS are not supported.

Credit unions using CPS and CSC can:

  • view credit card balances and information
  • review credit card history
  • access individual account or joint account information
  • update owner information, including address maintenance and seasonal address changes
  • activate a card or order a new or replacement card
  • process near-real time credit card payments and advances
  • accept credit card payments using audio response, online banking, Transfer File, and the Transactions tab
  • review credit card activity via CSC reports available in Nautilus Essentials and My Reports

Credit unions using CSC can use Credit Choice. Credit Choice is a fully integrated credit card program that allows financial institutions to provide a branded credit card to consumers through an issuing partner without taking on all of the risks and resources normally required to support a credit card program. With Credit Choice, a credit union can restrict non-financial updates for all accounts, consumer accounts only, or business accounts only.

You can accept credit card payments using Audio Response, Online Banking, Transfer File, the Transactions - Vendor Credit Card, Mortgage and Education Payment tab, Transactions - Deposits, Withdrawals, Payments and Transfers tab, and Mail Work tab. CPS and CSC users can process advances using the Deposits, Withdrawals, Payments, Transfers tab and Vendor Credit Card, Mortgage & Education Payments tab. Any of the transactions will update the Available Credit field on the Transactions – Vendor Credit Card, Mortgage and Education Payments tab and Loans – General tab.

Portico will process CPS and CSC credit card payments and cash advances in near real-time. CPS and CSC payments and advances will be sent to CPS and CSC intermittently throughout the day (approximately every 15 minutes). This includes online banking payments, online teller payments, offline teller payments, and online cash advances. Teller reversal transactions will function in a similar manner. Transfer File payments are sent first thing in the morning. If the transmission containing the Transfer File payment was not successful, the Transfer File payment will continue to be sent throughout the day until successful.

When the transaction is completed, you will receive the standard Financial Transaction Complete message in the status bar. The CPS/CSC Online Inquiry indicator message will change to CPS/CSC Pending Activity which means a payment or advance has been made in Portico and has not been sent to CPS/CSC. The CPS/CSC Pending Activity message will continue to appear until the transaction is sent to CPS/CSC. Once the transaction has been sent, the indicator message will change back to CPS/CSC Online Inquiry.

The following permissions allow access to the Mail Work tab.

  • Portico - Explorer Multiple Member Transactions Menu Option
  • Portico - MultipleMbrTxns - Tab – Mailwork

You can add these permissions to a credit union-defined security group using the Security Group Permissions – Update window.

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