Manage the Reserve Settings for a Merchant

You can set up, view and update a merchant's Reserve Settings at the Manage Merchant Reserve box. You can attach an existing Reserve ID to a merchant's Reserve Settings, copy an existing Reserve ID's settings and modify them for the merchant as required, or manually enter your own Reserve Settings for the merchant.

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 Merchant Reserve.

   

   The Manage Merchant Reserve box opens.

   

3. Under Reserve Settings, enter the following information as required:
   • Start Date

     The date when the merchant's Reserve Settings should begin to take effect. Enter the required date in the field or click the calendar icon and select the date from the pop-up calendar. The default is the current date.

     Note: The Start Date cannot be before the current date or after the Stop Date.

   • Stop Date

     The date after which the merchant's Reserve Settings will no longer be applied. This field is optional. Enter the required date in the field or click the calendar icon and select the date from the pop-up calendar.

     Note: The Stop Date cannot be before the current date or the Start Date.

   • Reserve DDA

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

   • 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
   • Transit Routing Number

     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.

4. If you want to attach an existing Reserve ID to the merchants's Reserve Settings, from the Apply Reserve ID option buttons, select the Attach Reserve ID to Merchant button, click the icon to open the Select Reserve ID list, select the required Reserve ID, and then click Load.

   Note: If you attach an existing Reserve ID to the merchant's Reserve Settings, the Reserve ID values cannot be changed at the Manage Merchant Reserve dialog box. These can only be changed at the Maintain Reserve ID dialog box. If you want to copy the values of an existing Reserve ID and modify them, select the Copy Reserve ID to Merchant button as described next.

   -or-

   If you want to copy an existing Reserve ID to the merchants's Reserve Settings, from the Apply Reserve ID option buttons, select the Copy Reserve ID to Merchant button, click the icon to open the Select Reserve ID list, select the required Reserve ID, and then click Load.

   Note: If you copy an existing Reserve ID to the merchant's Reserve Settings, you can modify the settings at the Manage Merchant Reserve dialog box without affecting the actual Reserve ID values, which can only be changed at the Maintain Reserve ID dialog box.

   The Copy Reserve ID to Merchant option button is only available if the merchant currently has no existing Reserve ID attached.

   -or-

   If you do not want to apply an existing Reserve ID to the merchant's Reserve Settings but want to enter your own settings manually, from the Apply Reserve ID option buttons, select the No Reserve ID Attached button, and then enter the reserve details in the following fields:

   • Reserve Amount

     The amount of funds to be withdrawn from the merchant's DDA account.

     Note: The amount or percentage of funds you are able to release or reserve may be controlled by your system administrator.

   • Reserve Percent

     The percentage of funds to be withdrawn from the merchant's DDA account.

     Note: The amount or percentage of funds you are able to release or reserve may be controlled by your system administrator.

   • ACH Deposit Cap

     The maximum deposit to fund to the merchant. Any amount over the deposit cap is placed into reserve.

   • Reserve Ceiling

     The maximum threshold amount specified for the reserve account. Once this maximum amount is reached, no more funds will be reserved. The value can be set either in a bank-level Reserve ID An ID, unique by Bank, to identify bank-level Reserve settings, that can be assigned to merchants. or as a merchant-level Reserve Setting.

   • ACH Indicator

     This value indicates how the reserve entries will be handled in the ACH file for the Merchant DDA. This is set as a Bank Default, but the value can be changed when adding or updating a Reserve ID or as a merchant-level Reserve Setting.

     Select one of the following values from the drop-down list:

     • Net: Indicates the Reserve Funding amount is subtracted from the merchant's Net Deposit, so the merchant will see one credit entry with the Net amount against their DDA.
     • Separate: Indicates separate entries for the Reserve Funding are created for ACH processing, so the merchant will see two entries against their DDA: one credit entry for the Net Deposit, and one debit entry for the Reserve Funding amount.
   • Statement Indicator

     This value indicates if the Reserve Funding section will display on the merchant’s statement, and which version will display; summary or detail. This is set as a Bank Default, but the value can be changed when adding or updating a Reserve ID or as a merchant-level Reserve Setting.

     Select one of the following values from the drop-down list:

     • None: Indicates the Reserve Funding section will not appear on the merchant's statement.
     • Detail: Indicates daily Reserve Funding activity will appear on the merchant's statement.
     • Summary: Indicates a summary of the Reserve Funding activity for the month will appear on the merchant's statement.
   • Carry-over Indicator

     This value indicates whether carry over will be used when reserving funds. This is set as a Bank Default, but the value can be changed when adding or updating a Reserve ID or as a merchant-level Reserve Setting.

     Select one of the following options from the drop-down list:

     • Yes: Any reserve amount not able to be taken during ACH processing will be added to the Carry-Over Balance and will try to be satisfied in the next ACH run.
     • No: Any reserve amount not able to be taken during ACH processing will be ignored.
   • 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.

   • Rolling Reserve Indicator

     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.

   • 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.

5. Click Submit.