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Creating Transfers


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.

    Book 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.

    Book Transfer

Creating a New or One-Time Transfer

  1. Click Create Transfer from the Book Transfer list

    Book Transfer

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

    Book Transfer

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

    Book Transfer

  5. 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:

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

    Book Transfer

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

    Book Transfer

  4. In Row 1, Column 3 type ‘Amount’

    Book Transfer

  5. In Row 1, Column 4 type ‘Memo’

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

    Book Transfer

  6. 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.

    Book Transfer

  7. Click File and Save As
  8. 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.

    Book Transfer

  9. Click Save

Step 2: Upload the File to KeyNavigator

  1. Click Create from File on the Book Transfer List

    Book Transfer

  2. Click Select File

    Book Transfer

  3. Choose the appropriate (.csv) Excel file
  4. 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

    Book Transfer

  5. 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

  6. Enter the Transfer Date and add an optional Group Description

    Book Transfer

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

    Book Transfer

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:

  1. Click Template List from the Book Transfer List

    Book Transfer

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

    Book Transfer

  4. Click Create Transfer

    Book Transfer

  5. 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.
  6. Enter the Transfer Date and make any necessary changes to the From and To accounts, transaction amounts, and/or memo fields

    Book Transfer

  7. 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:

  1. 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

      Book Transfer

    3. Your Book Transfer approval queue will populate
    4. 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

      Book Transfer

  2. One by One on the Book Transfer List:
    1. 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

      Book Transfer

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

      Book Transfer

    5. 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.