Positive Pay User Guide

Transcription

1 2016 State Bank of India (California). All rights reserved.

2 Table of Contents Business Online Banking Administration... 3 Overview... 3 Service Administration... 3 Company Administration... 4 User Administration-Add New Company User... 4 Approvals Administration... 7 Manage Alerts... 8 Issue Entry, Import, Update, and Approval... 9 Overview... 9 Enter Issue... 9 Import Issues File Import Status Import Decisions File Import Definition Setup Update Issue Approved Issues Positive Pay Exceptions and Reports Overview Exceptions Manager Positive Pay Reports Positive Pay Exception Decisions Positive Pay Outstanding Issues Report Positive Pay Stale Issues Report Positive Pay Issue Status Report Page 2

3 Business Online Banking Administration Business Online Banking (BoB) Administration Overview This chapter of the user guide pertains to the actions a company administrator user may perform, as well as how all company users can manage and take advantage of alerts. In order to use the positive pay functionality, a company user must be created and entitled within Business Online Banking. Besides being entitled to the positive pay actions, levels of approval are determined. These actions can only be performed by a company administrator. The alerts feature is a great notification tool available to all company users informing them of actions or approvals that they need to address. Service Administration Service Administration is used by a company to view or change the current stale day the amount for exception generation. Located on the BoB Welcome page are activity tabs, one of which is the Administration tab. Service Administration is located within the Administration tab. The Service Administration offers companies the option to change exception minimum amounts by account for Positive Pay and Reverse Positive Pay. The stale date setting may also be changed for Positive Pay. The example shown is Positive Pay administration; the process is similar for Reverse Positive Pay. Page 3

4 Click the Edit link to change to the overall Company stale date setting for all accounts. To change the stale date and/or payee exception amount by account, click the Account link. Enter the new stale date setting and exception amount. The settings cannot exceed the days and amount defined for the maximum stale date and exception amount. Once complete, click Save changes. Company Administration Company Administrators will use Company Administration to manage access to banking services, accounts, and actions. A company admin user can setup additional users with specific roles and responsibilities. User Administration Add New Company User To add new Business Online Banking users and the services they will use, complete the following: 1. In the Administration tab, click User Administration in the Company Administration section. The User Administration page appears: Page 4

5 2. Click the Create new user button. The New User - Profile page appears: 3. Complete the fields as required: Fields Description User ID Enter the ID that the user will use to sign on to BoB. Password Enter a starter password. Confirm Password Enter the same starter password again. First Name Enter the user s first name. Last Name Enter the user s last name. Primary Enter the address of the user. User Telephone Number Enter the telephone number of the user. 4. Click Continue. The New User Roles page appears. 5. Optional Check the boxes next to the User Roles you want to assign to the new user. Page 5

6 6. Click Continue. The New User Services & Accounts page appears: 7. Select the services you want to enable and the accounts you want to entitle to the user. 8. Click Continue. The New User - Wire Limits page appears: Page 6

7 9. Set the Wire Daily Maximum Limit, Wire Daily Maximum Service Limits, and Wire Account Limits. 10. Click Continue. The New User Verification page appears: 11. Review the information on this page. 12. Click Submit. Note: For companies that do not require multiple approvals for Administration, clicking Submit creates and activates the user. For companies that require multiple approvals for Administration, clicking Submit submits the user profile for approval by other Administors in the company. The New User Confirmation page appears: Approvals Administration The Company Administrator defines approval limits. Using the Approval Administration page, the Company Administrator may apply an approval amount or number of required approvals. Page 7

8 The Approvals Administration page is located under Administration within the Company Administration area. Once complete, click Save changes. A confirmation message displays with a warning to carefully review. If approvals are not setup correctly, the company users will not be able to approve requests. Manage Alerts Convenient reminders are available for all company users in Business Online Banking. Each company user may manage what and how alerts are received. The actions to Manage Alerts are located within the Communication area under Administration tab. There are three different alert types: Account, Non-account, and Custom. To add an alert, select the alert type and account. It is important to click the Add link associated with the alert type and then select your choice of delivery contact. Once complete, this company user is on their way to being well informed. Page 8

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10 Issue Entry, Import, Update, and Approval Overview This chapter of the user guide explores how a company user performs both a manual issue entry and an issue file import. In addition, this chapter will discuss how to create a file import definition as well as how to update and approve issue items. Enter Issue A company user may manually enter a check issue for Positive Pay. Select the account and complete the required fields. Select Sequential Entry to continue with the next check number. Verify content by clicking Continue. Review the issue items information. If a correction is required, use the Edit item link for a single item. For sequential entries, click the item s check number link. The Entry-Edit page will display. Use this page to correct or delete the entry item. To add or approve the issue item, use the action areas located on the bottom of the page. Depending on the company user s entitlements, using the Submit for approval link will move this issue forward for approval. If the entitlement is assigned with the approval role and is granted the Allow Approve entitlement for the account, the Add Issue button is available. The Add Issue action sends the check information with the user s approval. To approve a manual issue entry, use the Issue Approval function. Page 10

11 Import Issues The Issue File Import function provides access to import a check issue file, view the status of imported files, as well as the ability to add, edit or delete a file import definition. The file import process consists of selecting a file import definition and importing a check issue file. File import definitions outline the formats for the imported files. Locate the file using the Browse button then click Import file. Confirmation page appears. Page 11

12 File Import Status Continuing from the previous action, it is necessary to verify the progress of the file imports. From the Confirmation page click the File Import Status link. Note: A Company User may also access the Issue File Import Status link from the Issue File Import page. Use the Status column to verify the progress of the file. It is important to review the status of each file to verify the transmission was successful. Listed are the following status results: File Status Completed Completed with errors Completed with notes Pending Approvals Rejected Processing Description The file imported successfully without issue. The file was imported but some records in the file were not because of invalid data, format, etc. The file processed successfully with additional details provided for some records in the file. Examples: The record was successfully uploaded with a $0.00 dollar amount or the issue was paid on X date. The file was imported and requires approval by another user or users in the company. Once all approvals are received for the file, it is validated and the status is updated. The file was not imported because it had an incorrect file format. The file is in the process of being imported. This status is typically seen when importing large issue files. Import Decisions There is an option available to the company to create their own file import definitions. The File Import Definition could also be used for an FTP transmission. File Import Definitions may be either delimited or fixed. A delimited file is a flat text file consisting of data items separated by a specific character. A fixed file is a text file consisting of data that have specific lengths and positions. File Import Definition Setup The task to create a new file definition is performed by a company user. Use the File Import Definitions link, which is available on the Positive Pay issue file import page. Page 12

13 The example provided below is a file type of delimited. Move through the process by defining each section. (Characteristics, Default Field Values, and Field Properties) After clicking Add file definition, a confirmation message is supplied. The new file definition is available immediately as an import option. Page 13

14 Update Issue The Update Issue Items - Summary page is used to update or delete exception items or outstanding issue items. The Update Issue Items Criteria page appears first to specify filter criteria in order to limit the number of items that are displayed. Once the criteria selections have been determined, click Search. The information on the Summary page can be sorted by clicking the desired field name in the table header. Click the check number to view and edit details using the Update Issue Item Edit page. Address any corrections and click Continue. The Update Issue Item Edit Verification page appears. Page 14

15 Review, confirm, and click Save changes. Approved Issues Issue Approval is performed by company users to approve check issue entries as well as issue files. The number of approvals required is based on the setup decisions made within Approval Administration, which is determined by Company Admin users using the Approvals Administration page. The Issue Approval-Selection page provides both check issues and issue files. Note: Issues and files without a checkbox have already been approved by the user. Use the Check number link to view approval history. Select the radio button to approve. Once complete, finalize by clicking Approve. Page 15

16 Positive Pay Exceptions and Reports Overview This chapter of the user guide reviews how company users utilize Positive Pay to make decisions and approvals on exception items. Emphasis will be on how a company user will make a decision on an exception, choose an applicable decision, approve, and verify the appropriate exceptions. In addition, this chapter will detail the reports available for Positive Pay. Exceptions Manager Business Online Banking offers two different Exceptions Manager pages. The availability of the Positive Pay Exceptions Manager is based on entitlements of company users. The entitlements will determine whether one or both of the pages can be seen. Both pages provide check and exception decisioning and approvals. The Positive Pay Exceptions Manager page begins with check exceptions. Located under the Account Services tab is the Manage Exceptions link. This page is divided into sections so a company user may address the different aspects of the exceptions on one page. Each section can be accessed by the active links. The links and sections that are available will depend on the company approvals administration and entitlements. The first section, Check Exceptions Awaiting Approval, lists check exception items that have a decision assigned but are waiting for an approval. It is important the company user is aware of the cut off time by which approvals and decisions must be applied. Exceptions without a checkbox have already been approved by the company user. The camera icon will display the image when clicked. The Check link allows the company user to view the exception details and approval history or delete the decision. Exceptions can be deleted; however, once deleted, the decision and approvals previously applied to the exception item are no longer applicable. Select the checkbox to approve and click Continue, which is located on the bottom of the page. This action will move the approval forward. Page 16

17 Below the Checks Exceptions Awaiting Approval section is the Check Exception Awaiting Decision area. The same decision to all exceptions can be applied to all selected exceptions, making a decision for many exceptions at one time. Also available is the option to download the exceptions to a file. A company may use this to move information into another application. To address each exception individually, click the checkbox and use the drop down list to select the decision. Once again, move forward by using the Continue action on the bottom of the page. Page 17

18 Click Continue to move forward to the Verification page. Listed are the exceptions from the previous page that were approved, decisioned or both. If edits are required, the Change Selections link is available for each area. Click Approve/Transmit to apply the actions and receive a confirmation. Positive Pay Reports This chapter of the user guide reviews the available Positive Pay reports available to company users. The Positive Pay reports are listed under the Account Services tab, Positive Pay. Each report supplies a criteria page. This page requires the company user to complete the appropriate report criteria options to better define the desired results. Page 18

19 Positive Pay Exception Decisions This report lists the decisions made on exception items for entitled accounts. Checks that have been converted into ACH electronic payments are displayed with an ACH indicator beside the check number. Positive Pay Outstanding Issues Report The Positive Pay Outstanding Issues Report is used to view both issues that are outstanding as well as voids. The items on the report have not passed the stale date. Page 19

20 Positive Pay Stale Issues Report Company users may use the Positive Pay Stale Issues Report to view issues that have passed the stale date. Positive Pay Issue Status Report This report lists the status of the issues by check number. It also will provide a camera icon if a check image is available. Checks that have been converted into ACH electronic payments are displayed with an ACH indicator next to the check number column. Page 20