Book Transfer Complete User Guide

Complete User Guide Sections

Overview

KeyNavigator’s Book Transfer platform is a convenient online account-to-account transfer tool which provides you an easy and secure way to transfer funds between your company’s KeyBank DDA accounts.

Features

Book Transfer gives you the tools to manage your company’s money in several easy and convenient ways:

  • Multiple Transfer Options: Execute an instant one-time transfer, schedule a future-dated transfer, or duplicate a transfer from the past.
  • Transfer Templates: Save and share templates at the company level, streamlining data entry of common and recurring transfers.
  • Streamlined Entry with File Uploads: Auto-populate complex transfer detail using a simple CSV file upload. 
  • Customizable Authorizations: Transfer limits and account access is configurable by user through KeyNavigator Self-Service.
  • Optional Secondary Approval Workflow: You have the option to leverage a simple approval process to help decrease risk and increase oversight.
  • Configurable Alerts & Notifications: You can subscribe to email and SMS text alerts to stay informed on Book Transfer activity.
  • Filter & Export Detailed Transfer Report: Transfer detail can be viewed, filtered, and exported into a CSV file for reporting, auditing & analysis.

Navigation

To access the Book Transfer tool: log into KeyNavigator, hover over the Payables header, and click Book Transfer.

 

Note: If you do not see Book Transfer under the Payables header, have your Company Administrator contact your KeyBank Payments Advisor to request the service be added for your company.

Transfer Processing Timing

In all instances, transferred funds are available in the designated “To” accounts once the Book Transfer is submitted and processing is complete (Transfer Status: Sent).

  • Transfers scheduled for a future date are processed by 7:00 AM ET the morning of the scheduled transfer date.
  • Transfers submitted and processed prior to 7:00 PM local time Monday-Friday will post to account statements same day.
  • Transfers submitted and processed after 7:00 PM local time or on weekends/holidays will post to account statements the following business day.

Access to Book Transfer is granted first at the company-level and second at the user-level. After a company is granted access to Book Transfer, user-level access and entitlements are configurable by your Company Administrator in KeyNavigator Self-Service. If your company does not have access to KeyNavigator Self-Service, you can contact your KeyBank Payments Advisor to request changes.

User-Level Entitlements for Book Transfer:

  1. Create Book Transfers & Templates: Users with this level of access can create Book Transfers and save Book Transfer templates.
  2. Approve Book Transfers: To leverage the approval feature in Book Transfer, the entitlement must first be granted at the company-level. After your company has opted-in to Book Transfer approvals, specific users can be granted approval authority for specific accounts.

Note: All Book Transfers must be decisioned by a user with the appropriate approval authority prior to transfer. Transfers not approved prior by 11:59 PM ET on the scheduled transfer date will expire and must be resubmitted.

Clicking Book Transfer from the Payables tab in KeyNavigator will direct you to the Book Transfer List. You can view and accessall features and functions from the Book Transfer List page.

By default, the Book Transfer List displays a mix of transfer history as well as any scheduled future-dated transfers in descending order by transfer date.

View Transfer Details from the Book Transfer List

You can easily expand and condense transfer detail by clicking the +icons to show all details.

Search and Filter Book Transfer Details

KeyNavigator gives users the ability to search, sort and filter Book Transfers and export that detail into a simple (.csv) formatted Excel document for your own analysis/audit purposes. 

You can update the transfers displayed on the Book Transfer List using the following filters: Date Range, Text Filter, or Transfer Status

Export Transfer Details into an Excel (.csv) File

  • Use the sort and filter capabilities on the Book Transfer List to identify the transfers you wish to export.

  • Click Download CSV

  • Choose Open on the dialog box to download the file.

  • The file will download with the default file name ‘Book-Transfer-List-Report-YYYY-MM-DD.csv’

Editing a Scheduled Transfer

  • Use the sort and filter capabilities on the Book Transfer List to find the transfer you wish to edit
  • Click the + icon to expand the transfer details
  • Click Edit to open the transfer

  • Make desired updates on the Edit Book Transfer page and Click Submit to submit or Cancel to discard changes and go back to the Book Transfer List

    TIP: You can also Save as Template or Delete the transfer from this view

  • The updated details are viewable on the Book Transfer List

    NOTE: You can see all changes that have been made by clicking View Edit History in the transfer details from the Book Transfer List.

Deleting a Transfer

Transfers in a Scheduled, Pending Approval, or Rejected status can be deleted from the Book Transfer List. 

Deleting a transfer in a Scheduled or Pending Approval status will cancel the transfer from being sent and remove it from the Book Transfer List. Deleting a transfer in a Rejected status will simply remove it from the Book Transfer List.  

To delete a Book Transfer:

  1. Use the sort and filter capabilities on the Book Transfer List to find the transfer you wish to delete
  2. Click the +icon to expand the transfer details
  3. Click Delete

  • Click Ok to delete the transfer or Cancel to be directed back to the Book Transfer List
  • After a transfer is deleted it will no longer be sent and it will not be viewable on the Book Transfer List. This action is irreversible.

Duplicating a Transfer

The Duplicate Transfer function allows you to copy details in an existing transfer and easily recreate common, recurring transfers without entering each one manually. Once a transfer is duplicated, you can update the transfer date, edit any details and submit the transfer or save it as a template for future use. 

To duplicate a transfer:

  1. Use the sort and filter capabilities on the Book Transfer List to find the transfer you wish to duplicate
  2. Click the + icon to expand the transfer details
  3. Click Duplicate Transfer

  • The Create Book Transfer page will open with the transfer details populated
  • Enter a Transfer Date

 

  • Make any necessary changes to the From and To accounts, transaction amounts, and/or memo fields
  • Click Submit to send/schedule the transfer or Save as Template to add it to your company’s Template List for future use

There are multiple ways to initiate a transfer in KeyNavigator’s Book Transfer tool.

One To Many / Many To One Function

The One To Many / Many To One functions in KeyNavigator’s Book Transfer tool are designed to help you streamline the creation of transfers disbursing or consolidating funds.

  • One To Many: Think of this as a disbursement transfer. By choosing the One To Many option, the From accounts will all default to the From account you select in the first transaction of the transfer.

  • Many To One: Think of this as a consolidation transfer. By choosing the Many to One option, the To accounts will all default to the To account you select in the first transaction of the transfer.

Creating a New or One-Time Transfer

  • Click Create Transfer from the Book Transfer list

  • Enter the Transfer Date
  • Choose the appropriate From and To accounts, enter the transaction amounts, and fill in the optional memo fields

  • Click the + icon to add transaction lines to the transfer. You can add up to 30 transactions to a single book transfer group submission.

  • Click Submit to send/schedule the transfer or Save as Template to add it to your company’s Template List for future use

Creating a Transfer from a File

Step 1: Format a File Upload Using Excel

To upload Book Transfer detail from an Excel file into KeyNavigator, you must have an appropriately formatted (.csv) file. To create a Book Transfer Upload file using Excel, follow the instructions below:

  • Open Microsoft® Excel
  • In Row 1, Column A type ‘From Account Number’

  • In Row 1, Column 2 type ‘To Account Number’

  • In Row 1, Column 3 type ‘Amount’

  • In Row 1, Column 4 type ‘Memo’

    TIP: You can also Save as Template or Delete the transfer from this view

  • Beginning in Row 2 through Row 31, enter the transfer details in the appropriate fields. Only 30 transactions can be uploaded in each file. If the file exceeds Row 31, the information will be truncated and only the first 30 transactions will be uploaded.

  • Click File and Save As
  • Enter the File Name and use the dropdown box to change the File Type to CSV (Comma delimited) (*.csv)

    IMPORTANT: The File Type must be set to (.csv). If the file is not in a Comma Delimited format, it will not upload successfully.

  • Click Save

Step 2: Upload the File to KeyNavigator

  • Click Create from File on the Book Transfer List

  • Click Select File

  • Choose the appropriate (.csv) Excel file
  • Review the transfer detail and click Upload to continue or Reset to choose a different file

    NOTE: Blank fields indicate invalid information was entered or missing from the file

     

  • After you click Upload, you will be directed to the Create Book Transfer page and the details from your file will be populated

    NOTE: Blank fields indicate invalid information was entered or missing from the file

  • Enter the Transfer Date and add an optional Group Description

  • Review the information one last time and make any necessary changes to the From and To accounts, transaction amounts, and/or memo fields
  • Click Submit to send/schedule the transfer or Save as Template to add it to your company’s Template List for future use

Creating a Transfer from a Template

Book Transfer templates can help streamline the administrative burden of entering common, recurring transfer details. To create a transfer from a template, follow the directions below:

  • Click Template List from the Book Transfer List

  • Use the sort and filter capabilities on the Book Transfer Template List to find the template you would like to use
  • Click the + icon to expand the template details

  • Click Create Transfer

  • After you click Create Transfer, you will be directed to the Create Book Transfer page and the details will be populated based on the template you chose.
  • Enter the Transfer Date and make any necessary changes to the From and To accounts, transaction amounts, and/or memo fields

  • Click Submit to send/schedule the transfer or Save as Template to add a new template to your company’s Book Transfer Template List for future use

Approve/Reject Transfers

If your company leverages the Book Transfer approval function, all Book Transfers must be decisioned by a user with the appropriate approval authority prior to transfer. Transfers not approved prior by 11:59 PM ET on the scheduled transfer date will move to an Expired status and must be resubmitted. There are two ways to decision Book Transfers that are Pending Approval:

  • In Bulk on the KeyNavigator Dashboard:
    1. On the KeyNavigator Dashboard, click on the Items to Approve view

      NOTE: If the Items to Approve view has not been added to your Dashboard, click Edit Views, drag and drop the Items to Approve icon to the left sidebar

    2. In Items to Approve, click to open the Book Transfer section

  • Your Book Transfer approval queue will populate
  • From here, you can review and approve, or reject, multiple items at one time by selecting the individual boxes or using the Check All or Uncheck All functions and choosing your action

    TIP: Click the + Transactions icon to expand the transfer detail by transaction

  • One by One on the Book Transfer List:
    • Book Transfers that require approval will be in the Pending Approval Status on the Book Transfer List

      TIP: Use the Status Filter to narrow the list and easily identify items Pending Approval

  • To decision a transfer Pending Approval, click the + icon to expand transfer details
  • Review the details of the transfer
  • Choose Approve or Reject

 

  • After a transfer is Approved or Rejected, the status will be updated appropriately on the Book Transfer List

If your company does not leverage the Book Transfer approval function but would like to, contact your KeyBank Payments Advisor or KeyBank’s Client Management Team at (844) 539-1041, Option #5 or ECP_Client_Management@keybank.com.

Book Transfer templates help streamline the administrative burden of entering common, recurring transfer details by allowing users to save information that can be used to quickly send a transfer at any time.

Transfer templates are saved at the company-level, meaning all KeyNavigator users at a company can view and use templates saved by other users at that company.

Template List

To access your company’s Book Transfer Template List, click Template List from the Book Transfer List page.

Creating a Template

There are multiple ways to create a template.

  • From the Book Transfer Template List page, you can create a new template by clicking Create Template and entering all the details you wish to be saved for future use.

    NOTE: Only the From Account and To Account fields are required on templates. This allows you to save the detail that is consistent and leave frequently changing details open to fill in when you submit the transfer.

  • At any time during the Create Book Transfer process, you can save the information entered as a template by clicking Save as Template.

You will be prompted to enter a Template Name, enter your template name and click Save for your template to be stored in the Template List.

 

Editing or Deleting a Template

To Delete:

  1. Use the sort and filter capabilities on the transfer you wish to delete
  2. Click the +icon to expand the transfer details
  3. Click Delete
  4. When a template is deleted, it will no longer be viewable on the template list and cannot be recovered.

To Edit:

  1. Use the sort and filter capabilities on the transfer you wish to edit
  2. Click the +icon to expand the transfer details
  3. Click Edit
  4. Enter changes to the template details
  5. Click Submit to send/schedule the transfer or Save as Template to add it to your company’s Template List for future use

  • Scheduled: The transfer is queued to execute on the transfer date
  • Pending Approval: The transfer must be approved or rejected by a user with the appropriate approval authority. Transfers not approved prior by 11:59 PM ET on the scheduled transfer date will move to an Expired status and must be resubmitted.
  • Rejected: The transfer has been rejected. To resubmit the transfer you must edit, make necessary changes, and resubmit for approval. 
  • Sent: The transfer has been successfully processed
  • Error: An error occurred that prevented the transfer from being processed
  • Exception: The transfer was only partially processed due to an error that effected one or more transactions within the transfer

Users can subscribe to Book transfer Alerts & Notifications in the KeyNavigator Message Center.

Catalogue of Book Transfer Alerts

  1. Book Transfer Complete
  2. Book Transfer Pending Approval
  3. Book Transfer Scheduled

Unable to find the information you’re looking for? Contact KeyNavigator Support at 1-800-539-9039 for additional assistance!

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