ACH Monitor Fraud Review and Approval USER GUIDE

Transcription

1 ACH Monitor Fraud Review and Approval USER GUIDE For informational purposes only, not considered an advertisement.

2 ACH MONITOR - FRAUD REVIEW AND APPROVAL Welcome to M&T Bank s ACH Monitor Fraud Review and Approval. Using the newly enhanced Fraud Review and Approval service, you have the ability to make pay or return decisions on unauthorized ACH payments presented to your accounts. You can also set up and delete companies that are pre-authorized to debit your accounts without having to contact the bank. In addition to Fraud Review and Approval, the overall ACH Monitor service offers four additional features that provide ACH payment originators and receivers even greater value added services. Other features include Control Total Reporting, ACH File Monitoring s, Payment and File History, and a Payment Schedule. If you are interested in any of the other features available in ACH Monitor, please contact your Treasury Management Consultant or M&T Bank s Commercial Service Team at Monday through Friday between the hours of 8am and 6pm ET. This comprehensive user s manual provides screen shots and instructions on how to maximize the use of the ACH Monitor Fraud Review and Approval service. A table of contents is provided on the next page to help you navigate the content included in this manual. 1

3 TABLE OF CONTENTS ACH MONITOR - FRAUD REVIEW AND APPROVAL... 1 LOGGING ON VIA COMMERCIAL SERVICES SINGLE SIGN-ON... 4 First Time Users... 5 Forgotten Passwords... 6 ADDING USERS TO COMMERCIAL SERVICES SINGLE SIGN-ON... 7 Access to M&T ACH Monitor...8 Logging Out...8 ACH MONITOR CUSTOMER HOME PAGE... 9 ACH MONITOR SYSTEM UPGRADE Add New Group Modify Corporate Group Add Corporate User User Administration Section Assign Groups Section Notifications Section Modify Corporate User Secondary Approval Optional Feature Step 1: Notify M&T Bank Step 2: Assign Notifications to Your Organization s Groups ACH MONITOR HOME PAGE ACH MONITOR FRAUD REVIEW AND APPROVAL...23 Secondary Approval...23 Add Authorization Record Review Authorizations

4 Pay or Return Decisions Page Secondary Approval Verification on Authorization Records (Optional Feature) Secondary Approval Decisions on Rejected Debit Payments (Optional Feature) NOTIFICATIONS FOR FRAUD REVIEW AND APPROVAL FRAUD REVIEW AND APPROVAL NOTIFICATIONS ACH Monitor Fraud Review - Authorized Payment Accepted (E100) ACH Monitor Fraud Review - Unauthorized ACH Payment Suspended (E101) ACH Monitor Fraud Review - Unauthorized ACH Payment Suspended (E102) ACH Monitor Fraud Review - Payment Approved (E201) ACH Monitor Fraud Review - Payment Returned (E202) ACH Monitor Fraud Review - Pending Payment Approved (E203) ACH Monitor Fraud Review - Payment Returned (E204) ACH Monitor Fraud Review - Pay or Return Decision Accepted (E301) ACH Monitor Fraud Review - Unable to Process Decision (E302) OPTIONAL SECONDARY VERIFICATION NOTIFICATIONS ACH Monitor Fraud Review - Payment Secondary Approval Request (E111) ACH Monitor Fraud Review - Secondary Approval Decision Accepted (E112) ACH Monitor Fraud Review - Secondary Approval Decision Declined (E113) ACH Monitor Fraud Review - Secondary Approval Request Expired (E114) ACH Monitor Fraud Review - Authorization Record Approval Request (E121) ACH Monitor Fraud Review - Authorization Record Request Approved (E122) ACH Monitor Fraud Review - Secondary Approval Request Declined (E123) ACH Monitor - Fraud Review - Authorization Approval Request Expired (E124)

5 LOGGING ON VIA COMMERCIAL SERVICES SINGLE SIGN-ON 1. From the M&T Bank Commercial Page please select Log In at the top of the page under M&T. Under Log In, Select Commercial Services located under Access Other Accounts & Services Note: ACH Monitor is supported on Chrome, Firefox, Safari, and Internet Explorer 8.0 or higher. 2. Enter your User Name and Password and Click Log On 4

6 FIRST TIME USERS At the Log On page enter your User Name and Password. M&T sent these security access codes to you in two separate messages from Link to Log On page: The Password Change screen will appear to prompt you to create your new User Password. The requirements for passwords on Commercial Single Sign-on are as follows: Eight-character minimum and a maximum of 20 At least one UPPER case letter and one LOWER case letter At least one number Repeating characters limited to three Cannot equal the user name Cannot be reused for 361 days Note: Your User Password will expire every 90 days and trigger the Password Change page to display automatically. A New User Password must be selected prior to logging in. The Commercial Services Single Sign-on Landing Page will appear and your log on is complete. 5

7 FORGOTTEN PASSWORDS Note: Your challenge questions enable you to use the Forgot Password? link from the logon page of CSSO. Once your challenge questions are established, clicking that link will present you with two challenge questions and if answered correctly you will be ed a new temporary password. You can only self-administer a password reset if your challenge questions have been completed, otherwise you will need to contact your administrator or our experienced Commercial Service Team at

8 ADDING USERS TO COMMERCIAL SERVICES SINGLE SIGN-ON At the Commercial Services landing page, click the Administration tab at the top left-hand side. Note: CSSO Administrator will only see users if they have Administration Access for that application. Select User(s) from the sub-menu shown below and click New User 7

9 Complete the blank fields with the new user s information and click Save This returns the Administrator back to the User Listing screen. Write down the value under the IUUID column. This IUUID must be entered into ACH Monitor as the new user s ACH Monitor User ID Set up the user in ACH Monitor in the Customer Administration page. For details on setting up a user in ACH Monitor, please see page 15 of this manual. In order for the user to be able to use M&T s Commercial Single Sign-On to access ACH Monitor, be sure to enter the user s Commercial Services IUUID in the User ID field in ACH Monitor The new user will receive a User ID and password via . Once the user ID and password are received, the new user may log into Commercial Services and proceed directly into ACH Monitor Note: The ACH Monitor System Administrator is the only individual with the ability to enroll new users in Commercial Services Single Sign-On. ACCESS TO M&T ACH MONITOR Simply click on the link for ACH Monitor on the upper left-hand side of the Commercial Single Sign-On screen. When you log out of M&T ACH Monitor, you will return to the Commercial Services Single Sign-on Landing Page. OTHER FEATURES: You can access other M&T Treasury Management services on the left side of the Commercial Single Sign-On webpage In addition, M&T product demos are available on the right side of the webpage Announcements and important notices regarding your M&T Bank accounts will appear in the center of the Commercial Single Sign-On Landing Page. LOGGING OUT When you log out of ACH Monitor, you will return to the Commercial Single Sign-On Landing Page. Click Logout to properly log off of Commercial Single Sign-On. Note: As a safety measure, Commercial Single Sign-On will automatically log a user off after 15 minutes of inactivity. 8

10 ACH MONITOR CUSTOMER HOME PAGE Depending on the access you are granted, you may click the System Administration menu to set up, view and modify user access. You also have the option to go directly to the individual services from the left hand navigation menu. If you need to change your password, contact the Commercial Service Team at Your name and organization appear within the top banner, along with a Home page and Log Out button. This navigation bar remains to the left of all screens. It can be used to move between the various services in which your organization is enrolled. John Smith Company 9

11 BANK MESSAGING FEATURE: Beginning in Spring 2015, you will notice an upgraded look and feel to the ACH Monitor website. Click here for details and user guides. Important messages from M&T Bank will appear on the ACH Monitor Home Page. These messages and alerts will notify your organization and users of important information that may impact their use of the ACH Monitor system. 10

12 ACH MONITOR SYSTEM UPGRADE Below is the home page that appears for the ACH Monitor System Administration. The System Administrator can grant, modify or delete access to individual users, or to groups of users. Important Note: At least one group must be set up in order to create users and assign them access to ACH Monitor services. However, multiple groups can be created depending on your organization s needs. Test Test Test Test Test Test Test Test Company Company ample Company Company Company Company Company Company ADD NEW GROUP The screen below allows the ACH Monitor System Administrator to set up a new group. Again, you must complete the Group Information section before users can be added and given access to the services. Multiple groups can be added depending on the needs of your organization. Enter the appropriate information into the three sections on this screen to finish setting up a group. Group Information Users Permissions 11

13 All mandatory fields are denoted with an asterisk (*). Click Save when finished. 12

14 MODIFY CORPORATE GROUP At this screen, you can enter or review information for a group and make any desired changes. After selecting the appropriate group, click Modify to update this group s access to specific modules within ACH Monitor. Once finished, click Save to submit your changes. Each feature that you subscribe to in ACH Monitor is listed on the Permissions screen. Each feature that you subscribe to in ACH Monitor is listed on the Permissions screen. 13

15 On the following screen, select the service(s) to which you would like to grant this group access and proceed accordingly. Press Save to confirm changes. 14

16 ADD CORPORATE USER In order to add a new user to ACH Monitor, you must first add the user to the Commercial Single Sign-On service. Please see page 7 for instructions on creating a new user in Commercial Single Sign-On. Once you have added the new user to Commercial Single Sign-On, proceed to the System Administration screen in ACH Monitor and select User Administration from the left navigation menu. John Smith Company Click Add at the top of the screen and complete all of the fields on the following screen with an asterisk (*) in order to establish the new user on ACH Monitor. 15

17 USER ADMINISTRATION SECTION John Smith Company 16

18 ASSIGN GROUPS SECTION NOTIFICATIONS SECTION Note: You must enter the User ID (IUUID) provided to you upon establishing this new user in Commercial Single Sign-On. Click Save to proceed. 17

19 MODIFY CORPORATE USER At this screen, you may review, add, change or delete any user information in the fields shown. After selecting a user and clicking Modify, you may review, add, change or delete any of the user information in the fields shown. Smith Smith Smith Smith Smith Smith Smith You also have the capability to add or remove the user from the groups within the Assign Groups section shown below. In addition, the System Administrator may assign notifications to the user that alerts the individual to specific events in ACH Monitor. Click Notifications to view all available notifications for the user. 18

20 In order to assign notifications sent to a selected user, click Add and review the list to select the notifications you would like that individual to receive. For reference, a list of available notifications and a brief description is included in the appendix of this user manual. Once finished, click Save to confirm your selections and return to the previous screen. 19

21 SECONDARY APPROVAL OPTIONAL FEATURE AVAILABLE FOR ACH MONITOR FRAUD REVIEW AND APPROVAL M&T clients have the option to require all critical ACH Monitor Fraud Review and Approval decisions to require secondary approval before those decisions are processed. The Secondary Approval option allows your organization to require all authorization records, as well as Pay or Return decisions to be reviewed and verified by a second individual before the action is processed by the bank. If a decision is submitted and not approved by the decision deadline the payment will be automatically returned by the Bank. STEP 1: NOTIFY M&T BANK In order to begin utilizing the secondary approval feature within ACH Monitor Fraud Review and Approval, contact your dedicated Treasury Management Consultant or the Commercial Service Team at Once M&T Bank has enabled Secondary Approval functionality, all Groups and Users* will be held to Secondary Approval restrictions. Therefore, any new or modified Authorization Record, as well as any Pay or Return decision will require approval by a separate ACH Monitor user prior to being executed within the system. * Regardless of your organization s ACH Monitor set up, all users and capabilities assigned to your System Administrator group will not be held to Secondary Verification restrictions. Important Note: The ACH Monitor system will permit your System Administrator to set up Secondary Approval at the Group and User level. However, M&T Bank recommends against establishing these different levels of Secondary Approval. Establishing different Secondary Approval permissions at the Group or User level, may adversely impact a user s ability to take actions within the system, due to conflicting permissions. Instead, M&T recommends that you leave the Secondary Approval permissions unchanged for your Users and Groups. Then, once M&T establishes Secondary Approval for your organization, all new or modified Authorization Records, as well as all Pay or Return decisions could be made by a second user assigned to your account(s). STEP 2: ASSIGN NOTIFICATIONS TO YOUR ORGANIZATION S GROUPS The ACH Monitor System Administrator may assign notifications to your organization s various groups to ensure users receive notifications any time an item requires their attention. s will be sent to all users (except the user initiating the action) when a Pay or Return decision or new authorization record requires secondary verification 20

22 Once an initial decision is approved or denied, the user who made the initial decision will receive a confirmation of the action taken Refer to the appendix of this User Guide for samples of all Secondary Verification notifications ACH MONITOR HOME PAGE The screen that appears after you log into ACH Monitor is the home page, which lists the feature(s) that are part of the package to which you subscribe. Theses may include the following: The Control Total feature allows you to enter Control Totals that correspond to ACH files your organization has submitted. You also have the capability to view and modify Control Totals that were submitted up to five (5) calendar days prior, for which a matching ACH file was not received by M&T Bank. Fraud Review and Approval allows you to review and make pay or return decisions on debits presented for payment against your account(s). You may also set up and maintain company Authorization Records that automatically pay debits presented from companies that you have preauthorized. Payment and File History provides real-time information on ACH payments that you have originated or received. Information is available at the file level, batch level and transaction level. Information at the file level is available for 15 calendar days. Payment level info is available for 60 days within the Originated & Received Payments module. The Payment Schedule allows you to set up a schedule of expected ACH payment activity. If an ACH payment is not submitted as scheduled, you will receive an notification. Beginning in Spring 2015, you will notice an upgraded look and feel to the ACH Monitor website. Click here for details and user guides 21

23 Select the service you would like to access by clicking on the left hand navigation menu. John Smith (Company) If you are interested in any of the additional features available in ACH Monitor, please contact your dedicated Treasury Management Consultant or M&T Bank s Commercial Service Team at

24 ACH MONITOR FRAUD REVIEW AND APPROVAL Fraud Review and Approval is a service that enables you to set up and maintain Authorization Records, as well as make pay or return decisions on debits presented against your accounts. The following features are available within ACH Monitor Fraud Review and Approval: Select Authorizations to review the existing companies that are already authorized to debit your account(s) Select Pay or Return Decisions to enter a Pay or Return decision on a debit that was presented to your account, for which a matching authorization record did not exist Allows the user to easily export the organization s Audit Activity report which will show the actions taken by which users. SECONDARY APPROVAL If your organization has been set up with the optional secondary approvals feature set up, click Secondary Approval - Authorizations to review and make the final decision on another user s action If you have the optional secondary approval feature set up, select Secondary Approval - Decisions to review and make the final decision on another user s action to Pay or Return a presented debit 23

25 ADD AUTHORIZATION RECORD This screen allows you to complete the information required to add an authorization record. An authorization record is the record within ACH Monitor granting another company or other entity permission to debit your account. You can set up authorization records for any entity that should be allowed to process payments against your account. Any entity for which an authorization record does not exist will have any submitted debits presented against your account rejected by ACH Monitor Fraud Review and Approval. You will be notified of all rejected payments and will then be able to log into ACH Monitor to make Pay or Return decisions on those rejected debits. To begin, click Add. Select the appropriate Account Number for which the new authorization will apply. 24

26 After selecting the appropriate account number, the screen below will show additional fields to complete. If any of the required fields are left blank, ACH Monitor will prompt you to complete the information before it is submitted. In some cases, you may have a need to limit the total number of payments an authorized party is permitted to debit your account. This is accomplished by completing the Number of Transactions Authorized field which limits how many transactions should be accepted with the authorization, found underneath the Transaction Type Code toward the middle of the page. For example, a company may structure a payment plan with a vendor to allow the vendor to debit its account for only six installment payments. After the sixth payment, they should not be permitted to debit the account any longer. Once the total number of payments entered into that field has been presented against the account, ACH Monitor will automatically begin rejecting any payments from that entity. At that point, users will need to log into ACH Monitor and make Pay or Return decisions on those rejected debits. Note: If you do not have a need to limit the total number of payments, simply leave that field blank. It is not required to complete the setup of the authorization record. 25

27 In the event that you receive a new authorized debit from an unknown company, you can add a new authorization for that company attempting to debit your account simply by selecting Add Authorization Record: REVIEW AUTHORIZATIONS In the screen below, after clicking Authorizations, a user can view the organization s Payment Authorization Records. 26

28 Company Company Company Company Company Company Company Company Company Company Company Note: To customize the grid view of existing Authorization Records, the user can click any of the column labels shown on the top of the page to add or remove specific columns from the current view. Once you have selected an Authorization Record from the prior screen, if any of the information shown is incorrect or needs to be changed, select the record and then Modify to edit the existing record. To delete the selected Authorization Record, select the record and press Delete. 27

29 28

30 PAY OR RETURN DECISIONS PAGE The screen below provides a list of the debit payments presented to the account(s) you selected. For debits presented to your account, selecting Pay Selected means you are approving the payment to be debited from your account. Selecting Return Selected means you are returning the debit to the originator If you select Reset Status, this payment will sit in pending status until a decision is made to Pay or Return or the Bank default action to Return the payment is taken on your behalf after the decision deadline. Status of received debit 29

31 If the user decides to pay the selected item, the following confirmation message will appear on the screen below. In addition, if that user wishes to add that company to its database of authorized records, they should select Add Authorization Record. If the payment is intended to be one-time only, the user should select Pay This Time Only

32 SECONDARY APPROVAL VERIFICATION ON AUTHORIZATION RECORDS (OPTIONAL FEATURE) Secondary Approval Verification is an optional feature that can be set up to provide your organization an additional layer of security over its Authorization Records. The Secondary Approval Verification feature requires an authorized approver to review, and accept or reject the decision made by other users to add or edit an authorization record. The Secondary Approval Authorizations Verification screen allows you to review the authorizations that have been added by another company user. 31

33 This screen lists the authorization records submitted for approval to be added to your organization s active Authorization Record database. Review the company information presented. Click the appropriate button depending on your decision to Approve or Decline the request to add the authorization record. You will receive an notification confirming your decision to approve or deny the authorization record selected. If you deny the request to add the authorization record selected, this comments screen appears. Here, you may send a comment to the user who submitted the request for approval. Type your comment in the blank box, and then click Deny. NOTE: Your deny decision is not final until you click Deny. 32

34 SECONDARY APPROVAL DECISIONS ON REJECTED DEBIT PAYMENTS (OPTIONAL FEATURE) Secondary Approval Decisions is an optional feature you can choose to enable for an added layer of security. Secondary approval allows an authorized approver to review and accept or reject the decisions made by other users to Pay or Return debits presented against your account(s). This screen will display all payments or decisions awaiting secondary approval. You will receive an notification confirming your decision to approve or deny the payments selected. NOTE: Any payment for which an initial decision has been made, but no Secondary Approval decision has been entered will be automatically returned. In order to avoid your items from being returned by default, please ensure all initial decisions and Secondary Approvals are entered and completed before the 3PM ET decision deadline. 33

35 This is the screen that lists all debits for which decisions were made by a previous user. Review the payment information presented and click the appropriate button depending on your decision to approve or deny the payment decision made by the initial user. You will receive an notification confirming your decision to approve or deny the payment selected. If you deny the request to pay the debit payment selected, this confirmation screen appears. Here, you may review the decision to be made and then click OK. Note: Your deny decision is not final until you click OK. 34

36 APPENDIX 35

37 NOTIFICATIONS FOR FRAUD REVIEW AND APPROVAL A major feature of the ACH Monitor service is the wide array of notifications that are sent to users enrolled for various services. s are triggered by different events and are sent automatically from the service. The Fraud Review and Approval feature of ACH Monitor comes standard with the applicable notifications included. This allows you to stay informed of relevant payment activities without having to be actively logged in to ACH Monitor. All s are sent to the user(s) assigned to receive them. Not only can the user who initiated the action receive an notification, but the ACH Monitor System Administrator and any other users can also be set up to receive the same notification. notifications are encrypted using secure encryption software. The first time you receive a secure from M&T you will need to register as a new recipient. You only need to register once to be able to continuously view secure messages from M&T. Listed on the following pages are the s offered with the Fraud Review and Approval service. You may choose to receive all s for each service, or select specific s based on your preferences. If you wish to make any changes to your ACH Monitor service, including electing to receive or suppress notifications, please contact your dedicated Treasury Management Consultant. 36

38 FRAUD REVIEW AND APPROVAL NOTIFICATIONS ACH MONITOR FRAUD REVIEW - AUTHORIZED PAYMENT ACCEPTED (E100) The debit or credit payment presented to the account listed in the was approved to be paid. See sample below: 37

39 ACH MONITOR FRAUD REVIEW - UNAUTHORIZED ACH PAYMENT SUSPENDED (E101) This provides notification that a payment presented to the account listed in the was rejected because it did not match an authorization record. An authorized user must log into ACH Monitor to review the payment and decide whether to Pay it or Return it to the originator. If the decision to Pay the item is not made by 3PM ET the next business day, the payment will default to being returned to the originator. See sample below: 38

40 ACH Monitor Fraud Review - Unauthorized ACH Payment Suspended (E102) The debit or credit payment presented to the account listed in the was rejected because the authorization on file matching this transaction was not pre-approved. An authorized user must log into ACH Monitor to review the payment and decide whether to Pay it or Return it to the originator. If the decision to pay the item is not made by 3PM ET of the next business day, the payment will default to being returned to the originator. See sample below: 39

41 ACH MONITOR FRAUD REVIEW - PAYMENT APPROVED (E201) The debit or credit payment that previously rejected was Paid against the account listed in the . See sample below: 40

42 ACH Monitor Fraud Review - Payment Returned (E202) The debit or credit payment that previously rejected was Returned to the originator of the payment. See sample below: Smith (Co 41

43 ACH Monitor Fraud Review - Pending Payment Approved (E203) The debit or credit payment that was pending a Pay or Return decision was approved to be paid. It will post to the account listed in the . See sample below: 42

44 ACH Monitor Fraud Review - Payment Returned (E204) No Pay or Return decision was entered for the indicated payment. Therefore, the debit or credit payment was returned to the originator. See sample below: 43

45 ACH MONITOR FRAUD REVIEW - PAY OR RETURN DECISION ACCEPTED (E301) The pending decision to pay or return the payment listed in the was approved. See sample below: 44

46 ACH MONITOR FRAUD REVIEW - UNABLE TO PROCESS DECISION (E302) The pending decision to pay or return the payment listed in the was declined. See sample below: 45

47 OPTIONAL SECONDARY VERIFICATION NOTIFICATIONS Applicable only for customers with secondary verification set up ACH MONITOR FRAUD REVIEW - PAYMENT SECONDARY APPROVAL REQUEST (E111) This notifies any user authorized to be a secondary approver that an initial Pay or Return decision was made by another user. This decision is now awaiting secondary verification. Details are included in the . See sample below: 46

48 ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL DECISION ACCEPTED (E112) This notifies the user who submitted the request to Pay or Return a payment that the request was approved. Details are included in the . See sample below: 47

49 ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL DECISION DECLINED (E113) This notifies the user who submitted the request to Pay or Return a payment that the request was declined. Details are included in the . See sample below: 48

50 ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL REQUEST EXPIRED (E114) This notifies users that are authorized to be secondary approvers that a request that was pending secondary verification has expired. This means that the payment has been returned to the originator by default. See sample below: 49

51 ACH MONITOR FRAUD REVIEW - AUTHORIZATION RECORD APPROVAL REQUEST (E121) This notifies the user authorized to be a secondary approver that a decision was made by another user to add an authorization record. This decision is now awaiting secondary verification before becoming active on ACH Monitor. Details are included in the . See sample below: 50

52 ACH MONITOR FRAUD REVIEW - AUTHORIZATION RECORD REQUEST APPROVED (E122) This notifies the user who submitted the request to add an authorization record that the request was approved. Details are included in the . See sample below: 51

53 ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL REQUEST DECLINED (E123) This notifies the user who submitted the request to add an authorization record that the request was declined. Details are included in the . See sample below: 52

54 ACH MONITOR - FRAUD REVIEW - AUTHORIZATION APPROVAL REQUEST EXPIRED (E124) This notifies the user authorized to be a secondary approver that a request awaiting secondary verification has expired. See sample below: 53

55 CONTACT US WE ARE HERE TO ASSIST YOU. For ACH Monitor and other Treasury Management services, please contact your Treasury Management Consultant or call M&T s Commercial Service Team at: 1 (800) MONDAY FRIDAY 8AM TO 6PM ET 54