Manage the Rolling Reserve Activity for a Merchant

The Rolling Reserve feature enables you to specify a number of days that funds are reserved for a merchant. The availability of this feature depends upon the configuration of the Bank ID for the merchant and your user privileges.

You can set up a merchant for Rolling Reserve on the Manage Merchant Reserve box by either of these methods:

• Set the Rolling Reserve Indicator to Yes and the number of days specified in the Number of Days field.

  Indicates the number of days funds are reserved for the merchant.

  When managing the settings on the Manage Merchant Reserve, Add New Reserve ID, or Maintain Reserve ID box, if the Bank selected is setup for Rolling Reserve and you select Yes from the Rolling Reserve Indicator drop-down list, the box refreshes to include the Number Of Days field, where you can enter the number of days the funds are to be reserved.

  This field appears on the Manage Merchant Reserve, Add New Reserve ID, and Maintain Reserve ID box if the Bank selected is setup for Rolling Reserve.

  When set to Yes, funds are reserved for the merchant for a specified number of days.

  When managing the settings on the Manage Merchant Reserve, Add New Reserve ID, or Maintain Reserve ID box, if you select Yes from this drop-down list, the box refreshes to include the Number Of Days field, where you can enter the number of days for the funds to be reserved.

• Apply a Reserve ID that has the Rolling Reserve Indicator set to Yes and the number of days specified in the Number of Days field.

  Indicates the number of days funds are reserved for the merchant.

  When managing the settings on the Manage Merchant Reserve, Add New Reserve ID, or Maintain Reserve ID box, if the Bank selected is setup for Rolling Reserve and you select Yes from the Rolling Reserve Indicator drop-down list, the box refreshes to include the Number Of Days field, where you can enter the number of days the funds are to be reserved.

  This field appears on the Manage Merchant Reserve, Add New Reserve ID, and Maintain Reserve ID box if the Bank selected is setup for Rolling Reserve.

  When set to Yes, funds are reserved for the merchant for a specified number of days.

  When managing the settings on the Manage Merchant Reserve, Add New Reserve ID, or Maintain Reserve ID box, if you select Yes from this drop-down list, the box refreshes to include the Number Of Days field, where you can enter the number of days for the funds to be reserved.

Note: If you set up a merchant for a Rolling Reserve, the options to Manage the Release Settings, Set a One Time Reserve, Set a One Time Release, Record a One Time Reserve Balance Adjustment, Record a One Time Release Balance Adjustment, and Transfer Funds on Reserve become unavailable for that merchant.

To manage the Rolling Reserve activity for a merchant set up for a Rolling Reserve:

1. Search for the merchant to open the Merchant Management frame for that merchant.

   You can search for merchants that are already set up on Reserve Funding to view or maintain their settings, or search for merchants without Reserve Funding so you can set them up.

   To search for a merchant:

   1. If not already selected, from the main menu bar, select Merchant Search.

      The Merchant Search page opens.

      

   2. Select one of the following Search Method option buttons:
      • All: To search through all merchants, both those that are and those that are not set up for Reserve Funding.
      • No Reserve: To search only for merchants not set up for Reserve Funding.
      • On Reserve: To search only for merchants that are set up for Reserve Funding.
   3. Enter information in any of the following fields for the merchant you are searching for:
      • Bank: From the drop-down list, select the Bank ID for the merchant you are searching for.

        The 4-digit unique Bank ID.

      • Group

        The 6-digit unique Group ID.

      • Association

        The 6-digit unique Association ID.

      • Merchant Number

        The 16-digit unique Merchant ID.

      • DBA Name

        The Doing Business As (DBA) name associated with a merchant.

      • Reserve/Release ID

        The ID assigned to the Reserve and Release Settings, created at the bank level and assigned to a merchant.

      • Reserve DDA

        The bank's Reserve DDA number where funds are held on reserve, to which a merchant is associated.

      • Number Of Days

        Indicates the number of days funds are reserved for the merchant.

        When managing the settings on the Manage Merchant Reserve, Add New Reserve ID, or Maintain Reserve ID box, if the Bank selected is setup for Rolling Reserve and you select Yes from the Rolling Reserve Indicator drop-down list, the box refreshes to include the Number Of Days field, where you can enter the number of days the funds are to be reserved.

      • Reserve Amount

        This field and its adjacent drop-down lists enable you to search for merchants based on an allocated reserve amount. Select the required operator (>, =, or <) from the drop-down list, and enter the required amount in the adjacent field.

        For example, to search for merchants allocated a reserve amount of more than $5000, select > from the drop-down list, and enter 5000 in the adjacent field.

      • Reserve Percent

        This field and its adjacent drop-down list enable you to search for merchants based on an allocated reserve percentage. Select the required operator (>, =, or <) from the drop-down list, and enter the required percentage in the adjacent field.

        For example, to search for merchants allocated a reserve amount of more than 10%, select > from the drop-down list, and then enter 10 in the adjacent field.

      • ACH Deposit Cap

        This field and its adjacent drop-down list enable you to search for merchants based on an ACH deposit cap The maximum deposit to fund to the merchant. Any amount over the deposit cap is placed into reserve., that is, the maximum deposit to fund to the merchant. Select the required operator (>, =, or <) from the drop-down list, and then enter the required amount in the adjacent field.

        For example, to search for merchants with an ACH deposit cap of less than $2000, select < from the drop-down list, and enter 2000 in the adjacent field.

      • Release

        This field and its adjacent drop-down lists enable you to search for merchants based on an allocated release amount. Select Amount or Percent from the first drop-down list, select the required operator (>, =, or <) from the second, and then enter the required amount in the adjacent field.

        For example, to search for merchants allocated a release amount of less than $2000, select Amount from the first drop-down list, < from the second, and enter 2000 in the adjacent field.

      • Last Updated From

        At the Merchant Search frame, this field enables you to search for a merchant whose reserve funding details were updated after a certain date. Enter the required date in the field or click the calendar icon and select the date from the pop-up calendar.

      • Last Updated To

        At the Merchant Search frame, this field enables you to search for a merchant whose reserve funding details were updated before a certain date. Enter the required date in the field or click the calendar icon and select the date from the pop-up calendar.

        Note: If, from the Search Method option buttons, you selected No Reserve, only the Bank, Group, Association, Merchant Number, and DBA Name fields are available.

   4. Click Search.

      If you entered an existing Merchant Number with or without any other valid search criteria, the Merchant Management frame for that merchant opens, where you can view and update the merchant's Reserve Funding details.

      Otherwise, the Merchant Results frame listing the merchants meeting your search criteria opens beneath the Merchant Search frame.

      

      Tip: Click any of the column headings to sort the results by those criteria. Clicking repeatedly alternates the list between ascending and descending order.

   5. From the Merchant Results frame, you can:
      • Click a Merchant Number in the Merchant Number column to open the Merchant Department Management frame for that merchant, and then click the required Department for the merchant to open the Merchant Management page, where you can view and update the merchant's Reserve Funding details.

        Note: If the Bank ID you selected only has one Department set up, clicking a Merchant Number will open the Merchant Management frame directly for that merchant.

      • Click a Reserve ID in the Reserve column to open the Maintain Reserve ID dialog box for that Reserve ID.
      • Click a Release ID in the Release column to open the Maintain Release ID dialog box for that Release ID.

        Note: If, from the Search Method option buttons, you selected No Reserve, only the Merchant Number column links are available.

        Tip: An entry in the RR Num Days column indicates the merchant has current Rolling Reserve activity, although an entry in this column may not appear if there are reserves for more than one department for the merchant.

2. Click the options menu icon, and from the Action Menu, select Manage Rolling Activity.

   

   The Manage Rolling Activity box opens, listing any Rolling Reserve activities for the merchant.

   

3. For a Rolling Reserve activity listed, from the Reserve status drop-down list, you can select one of these options:
   • Reserved: This is the default status of the Rolling Reserve activity. If you re-set the activity to this, the Note field for the activity becomes available, where you can enter notes regarding the change of reserve status.
   • Manually Released: Select this to manually release the funds. If you select this, the Note field for the activity becomes available, where you can enter notes regarding the change of reserve status.
   • Transfer Funds: Select this to transfer funds to a separate account, and update these fields for the target bank as required:
     • Note

       This field allows you to enter a note when creating or editing merchant reserve or release settings. The note is saved for audit reporting each time the settings are saved, allowing you to enter a new note each time you edit the settings.

       The note entered appears on the Merchant Management screen, in the Activity: Last 10 Users Actions section. The note also appears on the Online Activity Report.

     • To Bank
       • DDA

         Demand Deposit Account. A checking account used for transferring funds to and from a merchant for credit card processing deposits and fees.

       • Transit/Routing

         The Transit Routing Number for the Reserve DDA The bank's Reserve DDA number where funds are held on reserve, to which a merchant is associated., to which a merchant is associated.

         The Transit Routing Number is a nine-digit code that appears on the bottom of negotiable instruments, such as checks, to identify the financial institution on which it was drawn.

         Note: Canadian routing numbers only comprise eight digits, so to meet the Transit Routing Number field requirement of nine digits, you must add a leading zero to the number. For example; if the Canadian routing number is 12345678, you must enter 012345678 in this field.

       • DDA Indicator

         The type of bank account for the Reserve DDA The bank's Reserve DDA number where funds are held on reserve, to which a merchant is associated., to which a merchant is associated. Select one of the following from the drop-down list:

         • Checking
         • Savings
         • GL
4. Click Update.