Download & Installation
     
PRINT AND READ THESE INSTRUCTIONS PRIOR TO DOWNLOADING THE
SOFTWARE
APPLICATION PROCESSING SYSTEM (APS) 4.0 INITIAL SOFTWARE
DOWNLOAD AND INSTALLATION INSTRUCTIONS
AND USE OF SOFTWARE
BEFORE INSTALLING THIS SOFTWARE, PLEASE VERIFY YOUR SYSTEM MEETS THE MINIMUM REQUIREMENT.  FAILURE TO MEET THESE REQUIREMENTS WILL RESULT IN SOFTWARE FAILURE.
  This software is 23.8 MB
  486 or better processor
  Windows 95, 98, 2000 or NT
  MSWord 97, MSOffice 97 or later version
  Minimum 64 MB of RAM available (this does not include RAM used for your operating system)
  Minimum 500 MB disk space available
  *FOR ARC ACCREDITED AGENCIES AND CORPORATE TRAVEL DEPARTMENTS ONLY: To submit eligible applications via the Internet, a working ISP connection and an ARC approved Supplementary Agreement Covering Use of ARC's Electronic Application Processing System (APS) are required. If using windows XP it is advisable to turn off any utility program before downloading the software
 
THE FOLLOWING TYPES OF APPLICATIONS CANNOT BE SUBMITTED ELECTRONICALLY VIA THE INTERNET (FTP).
  • Ownership Change applications
    • Form 651 - Change of Ownership Type I
    • Form 652 - Change of Ownership Type II
    • Form 653 - Change of Ownership Type III
    • Form 654 - Change of Ownership Type IV
    • Form 655 - Change of Ownership Type V
    • Form 770 - Corporate Travel Department Change of Ownership
  • New Independent Entity applications
    • Form 410 - New Independent Entity Application
    • Form 430 - New Independent Centralized Service Location Application
    • Form 705 - New Corporate Travel Department Independent Entity Application
Forms that can be submitted electronically
  • The following form numbers may be submitted electronically

    355, 356, 357, 403, 405, 407, 408, 409, 440, 501, 603, 604, 605, 606, 607, 608, 610, 614, 618, 619, 620, 621, 622, 625, 710, 720
To submit applications via the Internet (FTP), you must
  • Be an ARC-accredited home office or independent entity OR accredited Corporate Travel Department home office or independent entity OR an accredited Centralized Service Location Independent entity or home office
  • THE SOFTWARE MUST BE DOWNLOADED AND INSTALLED
  • Submit ARC Form 101 Supplementary Agreement Covering Use of ARC's Electronic Application Processing System (APS) available on ARC's Web site at www.arccorp.com/forms/apsagreement.pdf or in the software
  • Two bits of information are embedded in the software
    • APS INSTALL KEY AND APS MANAGEMENT ID - TO OBTAIN THIS INFORMATION, LOG INTO THE SOFTWARE
    • GO TO HELP>ABOUT APS MANAGEMENT
  • Complete the APS Agreement (ARC Form 101) and fax to 703.816.8086
  • The APS Agreement will be reviewed for completeness
    • An unacceptable letter will be emailed to the applicant if the following item(s) are missing or incorrect
    • Signature of an owner of record
    • Legal name and DBA names incorrect
    • APS Install Key missing
    • APS Management ID missing
    • APS Agency ID missing
    • APS User ID missing
  • An APS Authorization Key Letter will be emailed to the applicant upon a complete APS Agreement
  • IF THE ORIGINAL APS AGREEMENT IS NOT RECEIVED WITHIN 10 DAYS AFTER THE AUTHORIZATION KEY HAS BEEN PROVIDED TO THE APPLICANT, ARC WILL DEACTIVATE THE USER'S AUTHORITY TO SUBMIT APPLICATIONS ELECTRONICALLY THROUGH THE APS SYSTEM.
 
Local Install
Creating a Program Shortcut
Accessing APS
Creating a user account
Creating an application
Saving the application
Verifying application completeness
Insert Documents
Selecting payment option
Sending APS mail message
Submitting applications using the APS system
Reading Mail in the APS System
TIPS REGARDING AN APPLICATION
Download and install APS (26.4 mb)


Local Install
  1. Click on
  2. At prompt Run this program from its current location or Save this program to Disk (hard drive)
    • Choose Save the program to disk. THIS SAVES THE PROGRAM TO THE C DRIVE ON THE COMPUTER. DO NOT SAVE THE PROGRAM TO A CD ROM OR A DISKETTE.
  3. Once the download is complete
    • Click Open Folder
    • Double-click to run the apssetup or apssetup.exe program
    • Winzip Self Extractor will display
    • Change the default unzip file from C:\WINDOWS\TEMP to C:\WINDOWS\APS40. This will serve as your working directory for the software.
    • Click on Unzip.
    • When the unzip process is complete, a message will appear 14 files successfully unzipped, click on 'CLOSE' Winzip Self-Extractor
  4. From the WINDOWS taskbar
    • Select START>RUN.
    • Type the following file name C:\windows\aps40 and click OK.
    • Open the Client Setup Folder
    • Double-click to open the setup or setup.exe file
    • Read the Disclaimer Agreement and click I Agree
    • The following message window will appear, Copying files please stand by
    • Click on the computer icon to begin the installation
    • The Setup Wizard will walk you through the steps of installing files to your PC
    • Click 'OK' when APS for Windows 4.0 Setup Installation Program appears
    • The Program Group should be APS for Windows v4.0
    • Click on Continue Button
  5. It is normal to see the Version Conflict Windows, click Yes to keep the file(s)
    • When the program is completely installed, you should see the following message, APS for Windows v4.0 Setup was completed successfully
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Creating a Program Shortcut
Go to my computer
  • Locate and open the C:\WINDOWS\APS40 folder
  • Using your mouse, right click on ARC-APS or ARC-APS.exe
  • Select the Create Shortcut option
  • Drag the shortcut created to your desktop
  • This will create a shortcut on your desktop to the APS program.
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Accessing APS
  1. To launch the program
    • Double-click the newly created shortcut on your desktop
    • You will be asked to enter a User ID and Password
    • The generic user ID and password for signing into APS is ARCAPS.
  2. The first time that you sign on to APS 4.0 you will be asked to enter AGENT/CTD INFORMATION before using the software. This information is required.
    • On the Contact Information tab, click Add. Note the following
    • All fields are required.
    • The AGENT ID /CTD IDor may be any 8 numeric digits. ARC Accredited Agencies and CTDs may use their assigned Agency/CTD Code Number.
    • The HOL ACN is the 8 digit Home Office Agency Code Number. (ARC number) If you do not have a HOL ACN you may use the same 8 digit AGENT ID / CTD ID.
    • First Name - individual that will be using the software
    • Last Name - individual that will be using the software
    • Company Name - legal name of the entity
    • Address 1 - Suite, floor, room, etc
    • Address 2 - Street number and name
    • City/State/Zip - City, state and zip code of entity
    • Phone # - first field is for business phone number; second field is for fax number. WHEN TYPING IN THE PHONE NUMBER(S) DO NOT USE ANY OF THE FOLLOWING: ( ) OR DASHES
    • Click SAVE to save all entries
    • Use the X in the upper right hand corner of the window to close the window
    • Select the COMMUNICATION tab
    • Select PAPER/DISKETTE ONLY
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Creating a user account
It is advisable after using the generic userID and password of ARCAPS to create a new userID and password for the user or users
  • Go to Tools
  • System Administration
  • User Admin
  • Add New User
  • Type in new userID
  • Type in new password
  • Click OK
  • Click on each Right the user needs access to
  • Click on Save Changes
  • Use the X in the upper right hand corner of the window to close
The next time a user logs into the software, they will use the new userID and password.

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Creating an application
Go to the New tab
  • Highlight the Type of application to be created
  • Double click on the Type
  • Give the application a name recognizable by the user
  • Click OK
  • On the Application Data tab double click on MAIN(XXX)
  • Click Yes to Edit Main Document (the software will open MSWord)
  • Begin typing in the fields - use the Tab key or the Arrow keys to move from field to field
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Saving the application
  • DO NOT SAVE THE INFORMATION IN MSWORD. TRADITIONALLY SAVE THE FILE BY CLICKING ON FILE AND SAVE COMMAND WILL NOT SAVE THE APPLICATION IN APS, BUT RATHER IN MSWORD.
    •
  • Exit MSWord by clicking the X in the upper right hand corner of the window of the document being edited.
  • Click on Yes to save information from MSWord
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Verifying application completeness
  • On the Application Data Tab
  • Use the Scroll Bar on the far right to scroll through the application
  • If a Comment field has a comment in it, make note of the comment. Continue to scroll through the application making notes.
  • Double click on MAIN(XXX) to open the application
  • Click Yes to Edit Main Document (the software will open MSWord)
  • Begin typing in the fields where discrepancies were found - use the Tab key or the Arrow keys to move from field to field
  • Use the X in the upper right hand corner of the window of the document being edited. DO NOT SAVE THE INFORMATION IN MSWORD.
  • Minimize MSWord
  • Click on Yes to save information from MSWord
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Insert Documents
  • On the Application Data tab, highlight MAIN(XXX)
  • Right click
  • Select Insert Document
  • The Insert Wizard will open
  • Click on Next
  • Select New Document as attachment, click on Next
  • Scroll through the list and find the document you wish to attach
  • Highlight the name of the document
  • Click on Insert
  • The attachment will be placed under MAIN(XXX) as Attach1(XXX)
  • Continue inserting all necessary documents
  • Follow instructions for Creating an application to complete the attachment
  • Follow instructions for Saving the application to save the attachment
  • Follow instructions for Verifying all required fields are complete
When all documents have been attached to the main document and documents have been verified for completeness
  • Click on the X in the upper right hand corner of the Application Detail window
  • Click on Yes to save the information
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Selecting payment option
Go to the Payment tab
  • Select the type of payment Check or Credit Card - Credit Card payment can only be selected if the application is submitted on diskette or submitted electronically through the APS software.
  • If Credit Card is selected
    • Select Credit Card Type
    • Type in name as it appears exactly on the credit card
    • Type in the credit card number
    • Select the expiration month and year
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Sending APS mail message
On the Existing Tab
  • Highlight the name of the application
  • Double click to open the application to the Application Data Window
  • Go to Tools
  • Select New APS Mail Message
  • Type in subject of message
  • Type in message
  • Use the X in the upper right hand corner to save the message
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To submit an application electronically using the APS system
  • On the Existing Tab highlight the name(s) of the application(s) to be submitted
  • Right click, select mark/unmark
  • Status should change to Ready
  • If the status does not change to ready follow the Verifying all required fields are complete instructions
  • When the application(s) have a status of ready
  • Go to Tools
  • Click on Send/Receive Data via FTP
  • Click on I Agree
  • Click on Start - the system will check off all boxes
  • When Process Complete, click on Close>/B>
    •
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Reading Mail in the APS System
  • Go to Tools, Send/Receive Data via FTP
  • Click on I Agree
  • Click on Start - the system will check off all boxes
  • When Process Complete, click on Close
  • Go to View, Inbox
  • If no new mail for an application, there will be an opened folder beside the name
    •  
  • If new mail for an application is received, the ARC logo will be beside the name
  • Highlight and double click on an App Name in the Inbox
  • The application will open to the Application Detail window for that application
  • Click on the APS Mail Tab
  • Click on the status under Subject to read the message in the window below
  • Once the message has been read, click on Mark as Read
    •
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TIPS REGARDING AN APPLICATION
  • If the application was submitted on paper with applicable surcharge fee, upon the received date of the application to ARC, the applicant will receive a letter from ARC within two weeks acknowledging receipt of the application.
  • If the application was submitted on diskette, upon the received date of the application to ARC, the applicant will receive a letter from ARC within two weeks acknowledging receipt of the application.
  • If the application was submitted electronically through the APS system, read mail 15 minutes after submission
    • Go to Tools
    • Click on Send/Receive Data via FTP
    • Click on I Agree
    • Click on Start - the system will check off all boxes
    • When Process Complete, click on Close
    • Once an acknowledgement has been received for the application, PLEASE CALL 703.816.8085, CUSTOMER SUPPORT FOR STATUS CHECKS.
IF FOR ANY REASON THE SOFTWARE HAS BEEN RE-DOWNLOADED AND/OR RE-INSTALLED ON A COMPUTER WHERE THE SOFTWARE HAD PREVIOUSLY BEEN INSTALLED - A NEW APS SUPPLEMENTARY AGREEMENT MUST BE SUBMITTED.

FOLLOW THE DIRECTIONS ABOVE FROM ACCESSING APS.

IF THE USERID AND PASSWORD CREATED FOR A SPECIFIC USER HAS BEEN FORGOTTEN -LOG INTO THE SOFTWARE USING THE GENERIC USERID AND PASSWORD - ARCAPS IF THIS USER ID HAS NOT BEEN DELETED. DELETE THE USER AND RECREATE A USER ID AND PASSWORD. DO NOT DOWNLOAD THE SOFTWARE AGAIN UNLESS ABSOLUTELY NECESSARY.

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