File Transfer Complete User Guide

1.1 Overview

File Transfer is a powerful, yet simple method of providing your company with the ability to exchange (send and/or receive) files with KeyBank utilizing a ‘Web Based File Transfer’ protocol.

By using drop and drag functionality, authorized KeyNavigator users can send files to Key that are resident on a user’s PC or a company LAN / Shared Drive. Conversely, users can retrieve files from Key to be processed by systems that your company uses.

Users are authorized to send and/or receive specific file types (i.e. ACH vs. Lockbox). Additionally, users who are submitting sensitive information for things like payroll processing can mark their files as ‘Confidential’ in order to prevent other users with access to that file type from viewing the contents of a file.

File Transfer also has a separate area to be used when you are setting up new file types for exchange. You will send and/or retrieve test files while you are working with our onboarding teams. Files sent and/or retrieved via this testing area are done outside of Production environments.

1.2 Files You Can Exchange

File Transfer can be used to send and/or retrieve the following file types. Please note that file types not listed here must be exchanged using a Direct Transmission (i.e. FTP, sFTP, AS2, etc.). Please contact your Payment Advisor for details on a file type not listed below.

Send Files:

• Account Reconcilement (ARP)
• Automated Clearing House (ACH)
• Check Outsourcing
• Electronic Data Interchange (EDI)
• Wire Transfer

Retrieve Files:

• Account Reconcilement (ARP)
• Automated Clearing House (ACH)
• BAI2 Intraday
• BAI2 Previous Day
• Electronic Data Interchange (EDI)
• Lockbox
• Returned Items
• Wire Transfer

2.1 Streamlined Experience

• One Screen Shows All – Sending or retrieving files is integrated with file status and history reporting. You do not have to go to a separate report menu to obtain file information.
• File Retention – Files that have been sent or retrieved can be downloaded for 45 days. A File History (records of sent/retrieved files) is available for 180 days.
• Exchange Test Files – Separate screens / tabs are used to send and/or retrieve files during the onboarding process for new files. Test environments are not connected to production systems.

2.2 Manage Access

• User Entitlements – Users can be entitled to send and/or retrieve specific file types.
• Confidential Files – Users who are sending confidential files can mark the file as ‘Confidential.’ This will prevent other users with access to that file type from downloading or viewing the contents of the file.
• Audit Trail – Full audit details are provided. User information and date/time details are provided for both sending and retrieving files.

You access File Transfer by clicking on the File Services section at the top of the KeyNavigator page. Then click on File Transfer.

3.1 File Transfer Home

The File Transfer home page will display any File Transfer specific news or information. It also contains the System Availability, including deadlines for submitting files and the times when files are available for retrieval.

3.2 Send Files

p>The Send Files screen is where you can send files to Key; download/view previously sent files; and view file status and history information.

To send a file, click on Send New File. Click Select File to choose the file you want to upload, the file type, and enter a file reference (memo). You can also check the Confidential File box if you want to prevent other users from downloading / viewing the contents of the file. Click Send to submit your file.

When sending an Automated Clearing House file, please enter the correct ACH Point for the file you are sending. The onboarding team will provide you with this information during file testing.

When sending an Account Reconcilement file, please enter the correct ARP Bank for the file. The onboarding team will provide you with this information during file testing.

To view the status of a file that has been sent or to view the history of the file, right click on a file and then click History.

3.3 Retrieve Files

The Retrieve Files screen is where you can retrieve files from Key; download/view previously retrieved files; and view file status and history information.

Files available from Key for downloading will be indicated as New in the Status column. Files that have been downloaded by other users at the company will be indicated as Downloaded in the Status column.

Files are available for downloading for 45 days. Files that have passed the 45 day retention period will be indicated as Expired in the Status column. The file’s record will remain in the system for 180 days from the original date and can be viewed by using the search filter.

To view the status of a file that has been sent to you by Key, or to view the history of the file, right click on a file and then click History.

3.4 Send Test Files

The Send Test Files screen is where you will transmit files during the testing / onboarding phase of implementing new services. Files sent via the test screen are not processed in production systems. They are used for validation purposes only. You and KeyBank onboarding personnel will agree to a ‘move to production’ date once both parties agree file testing has been completed.

3.5 Retrieve Test Files

The Retrieve Test Files screen is where you will retrieve files during the testing / onboarding phase of implementing new services. Files retrieved via the test screen are not processed from production systems. They are used for validation purposes only and should not be ingested / processed in your production systems. You and KeyBank onboarding personnel will agree to a ‘move to production’ date once both parties agree file testing has been completed.