u00 AccèsD Affaires: Remarks for Caisse centrale members u01 Together with Caisse centrale Desjardins, you selected the folios and accounts and operations that are available in AccèsD Affaires. Only folios of Caisse centrale Desjardins can be registered in the AccèsD Affaires file opened at Caisse centrale Desjardins. You can have access to folios in US funds. If you are an administrator, you can view the information in the business file. To change the accounts or operations available to your company, contact Caisse centrale Desjardins. The Cash Management service is available from Monday to Friday, from 7 a.m. to 7:30 p.m. It is not available on holidays. Operations available in the Caisse centrale Desjardins AccèsD Affaires service: Online or deferred transfers Multiple transfers Additional information about an account Statement of accounts or transactions Produce a VISA Desjardins statement of account View, change or delete pending transactions Sign or delete a transaction pending signature Cheque reconciliation/consignment Note: Supplier or bill payments and government remittances are not available. Transaction dates No transaction will be entered on your accounts on Saturday or Sunday. The Caisse centrale Desjardins month-end takes place according to the following schedule: The month ends on a Sunday Monday Tuesday Wednesday Thursday Friday Saturday The caisse month-end takes place during the night of Friday to Saturday Monday to Tuesday Tuesday to Wednesday Wednesday to Thursday Thursday to Friday Friday to Saturday Friday to Saturday 149
Cheque status The cheque status may be one of the following: Statement Issued Outstanding Cancelled Replaced Cashed Cashed - rejected Out of Date Reimbursed Description The cheque was transmitted to the Caisse centrale Desjardins, but has not yet reached the date of issue. The date of issue has been reached. A cancellation or replacement transaction was made on the cheque. The cheque was replaced by another cheque. The payee has cashed the cheque. he cheque was rejected when being cashed because it was not outstanding. The deadline for cashing the cheque has passed. Once the deadline for cashing the cheque has passed, the amount of the cheque is paid to the main account. Bank reconciliation and consignment u02 Caisse centrale Desjardins reconciles your account on a regular basis (daily, weekly or monthly), and mails you the following reports: Reconciliation statement List of cheques cashed List of cheques cashed - rejected List of cheques outstanding The AccèsD Affaires Bank Reconciliation / Consignment service enables you to look over the cheques and make transactions (stop payment order, cancellation, etc.). In addition, if you chose the cheque consignment option, you can request cheque photocopies and originals through AccèsD Affaires. Available accounts u03 Two accounts are used for reconciliation transactions: The RC account (reconciliation / consignment) and the account on which the cheques are drawn. The main account is the treasury account from which the total amount of a cheque issue is transferred to the RC account. 150
Service availability u04 The Bank Reconciliation / Consignment service is available from Monday to Friday, from 7 a.m. to 7:30 p.m. It is not available on holidays. u05 Cheque file transmission to Caisse centrale Desjardins Your computer system generates a file that must be sent to Caisse centrale Desjardins at least 48 hours in advance of the issue. This file is not transmitted through AccèsD Affaires. On the cheque issue date: Outstanding status is assigned to the cheques. The total amount of the issue is transferred from the main account to the RC account. Consult transmissions awaiting an issue date Lines in the Origin column that show Transmission refer to transmissions awaiting issue date. They provide information on transfers that will be made on that date. It is not possible to change or eliminate such transactions. Cheque search u06 You must always provide search criteria before obtaining a list of cheques. This will limit the number of cheques displayed on one page: too many will hamper the system s performance. You may enter one or several search criteria. Only cheques that satisfy these points will be selected. The available criteria are: Criteria Cheque Number Reference number 1 Amount Status Description Select just one cheque or all cheques in the specified range. Select cheques by payee s identification number. Select a single amount or all cheques that include the amount in the specified range. Select cheques with a specific status. Check the status In circulation or Cashed/rejected, to select the cheques that currently fall under this status. Check the status Issued, Cashed, Cancelled or Replaced, to select all the cheques that attained this status within the specified time period. A large number of cheques may fit the specified criteria. For reasons pertaining to system performance, the cheques may be displayed in batches of 100 per page. If you only need to know the number of cheques and total amount, and you do not need to read the list, you may want to use the Calculate Total option, which does not limit the number of cheques processed. 151
Obtain selection total 1. Select the Cash Management tab, then Transaction accounts. 2. Select the account in the Cheques column that corresponds to the account on which the cheques were drawn. 3. Click on List, which is located in the Cheques column. 4. Enter the search criteria. 5. Click on Calculate Total. Obtain list of cheques 1. Select the Cash Management tab, then Transaction accounts. 2. Select the account in the Cheques column that corresponds to the account on which the cheques were drawn. 3. Click on List, located at the bottom of the Cheques column. 4. Enter the search criteria. 5. Click on List cheques. 6. The fist 100 cheques meeting the selection criteria will be displayed. If the listing is not complete, clicking on the See more cheques button that will display the next 100 cheques. Select cheques to carry out a transaction 1. Obtain list of cheques (using the above procedure or in batches of 40 at a time). 2. Select the desired cheques by clicking in the corresponding box. The Select all button is useful if you want to select a significant number of cheques. 3. Click on the transaction button. 152
Cheque details u07 The following information is displayed for each cheque: Field Number Amount Payee Reference number 1 Issue date Type of issue Date cashed Cashing number Cashing method Stop payment status Stop payment date Cashing date of stopped cheque Replacement date Replaces cheque no Circulation date Stale date Repayment date Cancellation date Description Cheque number. Amount of cheque. Name of payee, as it appears on the cheque. Payee s identification number for the company. Date on which the cheque was or will be issued. Automatic: if the cheque was sent to the Caisse centrale Desjardins by file. Manual: if it was issued manually. Date cheque was cashed. Reference number automatically assigned to the cheque when cashed. Automatic: if the cheque cashing was transmitted to the Caisse centrale Desjardins by file. Manual: if it is manually transmitted data. Indicates if a stop payment order was issued. Date on which the stop payment order was made. Indicates date at which a stopped cheque was presented for cashing. Date on which the replacement cheque was issued. Number of the replaced cheque. Date on which the cheque went into circulation. Date on which the cheque becomes stale. Unless specified otherwise, the cheque becomes stale six months after it is issued. Date on which the stale cheque is reimbursed to you. Date on which the cheque was cancelled. Obtain cheque details 1. Select the desired cheque. 2. Click on Details. If you enter the cheque number as a search criteria, you will go directly to the details of that cheque and bypass the list of cheques. Manually issued cheques u08 A manually issued cheque will not be transmitted to the Caisse centrale Desjardins by file. The cheques are put into circulation. The amount of each cheque is transferred from the primary account on which it was issued (if you chose this option when you selected the account). 153
Issuing a cheque manually 1. Select the Cash Management tab, then Transaction accounts. 2. Select the account in the Cheques column that corresponds to the appropriate account. 3. Click on List, located at the bottom of the Cheques column. 4. Click on Manual issue. 5. Fill out the table, using one line per cheque to be issued. 6. Click on Issue cheques to go on to the confirmation stage. 7. Check the data on each transaction and click on Confirm to carry out the transaction. Replacing a cheque or cancelling a replacement u09 Replacing a cheque You can replace one cheque with another for the same amount, issued to the same payee, but bearing a different cheque number. Important Only a cheque in circulation may be replaced. The original cheque is given the status Replaced and a stop payment order is issued. The replacement cheque is placed into circulation. The replacement does not entail any fund transfers. Replacing one or more cheques 1. Select the cheque or cheques to replace. 2. Click on Replacement. 3. For each cheque to be replaced, fill in the new cheque number in the New Number column. 4. Click on Replace to go on to the confirmation stage. 5. Check the transaction data and then click on Confirm to carry out the transaction. Cancelling a replacement Replacement cancellation reverses the cheque replacement transaction. The cancellation of a replacement may only be made once a cheque has been replaced. The original cheque is put back into circulation and the cheque issued as its replacement is destroyed. The cancellation of a replacement does not entail any fund transfers. Cancelling the replacement of one or several cheques 1. Select the cheque or cheques for which replacement is to be cancelled. 2. Click on Cancel replacement to go on to the confirmation stage. 154
Stop payment order u10 The stop payment order must meet the following requirements: A stop payment order may be issued only on a cheque in circulation. The cheque remains in circulation and a stop payment order is issued. The stop payment order does not entail any fund transfers. Issuing a stop payment order on one or several cheques. 1. Select the cheque or cheques on which to issue a stop payment order. 2. Click on Stop payment to go on to the confirmation stage. Cancelling a stop payment order The cancellation of a stop payment order may only be made if a cheque has a stop payment order issued on it. The stop payment order is withdrawn and the status of the cheque is not changed. The cancellation of a stop payment order does not entail any fund transfers. Cheque cancellation u11 Only a cheque in circulation may be cancelled. The cheque is cancelled and a stop payment is issued. The amount of the cheque is transferred from the issuing account to the primary account (if you chose this option when you opened the account). This transfer will not appear in the recap of your session. Cancelling one or several cheques 1. Select the cheque or cheques to cancel. 2. Click on Cancel to go on to the confirmation stage. Putting a cheque back into circulation u12 Only a cancelled cheque may be put back into circulation. The stop payment order is withdrawn, and the cheque is put back into circulation. The amount of the cheque is paid from the main account to the account on which the cheque is drawn. That transfer is not shown on the session recap. Putting one or more cheques back into circulation 1. Select the cheque or cheques to be put back into circulation. 2. Click on Put back in circulation to go on to the confirmation stage. Requesting a photocopy u13 A photocopy request may only be made if the cheque has been cashed. The photocopy request does not entail any fund transfers. 155
Requesting a photocopy of one or more cheques 1. Select the cheque or cheques requiring a photocopy. 2. Click on Request photocopy to go on to the confirmation stage. Requesting an original u14 A request for an original may only be made if the cheque has been cashed. A request for an original does not entail any fund transfers. Requesting the original of one or several cheques 1. Select the cheque or cheques of which an original is requested. 2. Click on Request for original to go on to the confirmation stage. Requesting a certified copy of an original u15 The request certified copy of original transaction must meet the following requirements: An original may only be requested for a cashed cheque. The request copy transaction involves no transfer of funds. Requesting a certified copy of an original of one or several cheques 1. Select the cheque or cheques of which a certified copy of original is requested. 2. Click on Request certified copy of original to go on to the confirmation stage. 156