Welcome to Account Reconciliation & Positive Pay Certification Webcast. Digital Insight University

Transcription

1 Welcome to Account Reconciliation & Positive Pay Certification Webcast Digital Insight University

2 Today s Objectives Admin Platform Show how your FI super user will grant ARP permission to other admins Demonstrate how your FI will set up ARP policies Explain how to grant ARP permissions for commercial customers Display other screens that are affected by ARP Customer Platform Explain how administrators on CP grant ARP functionality to other users Describe how users can manually input or upload issues Cover the Issues Register, search and export options Discuss positive pay exception processing Admin Platform Explain how to download issues files, upload exceptions, and process exceptions decisions Present new ARP transactions types within Billing and Reporting

3 Terms to Know Admin Platform the back-end of Cash Management Commercial Customer Platform the front-end of Cash Management FI Admin Financial Institution Administrator any FI employee who has access to the FI Admin Platform Company Administrator the Super User at any company who has access to the all functionality on the front-end of Cash Management as granted by the FI ARP Account Reconciliation Processing a module within CM that allows commercial customers to upload and/or input issues, view these issues as reconciled against paid items, and determine what action to take with exception items (if positive pay is enabled) Issue a paper check that the business has issued to a payee; does not include ACH debits Exception Item when an issue clears the host system that doesn t match certain variables of that same issue in the register on the Customer Platform, it is flagged as an exception

4 Features of ARP Account Reconciliation Provides full reconciliation of both outstanding and cleared checks Reconciliation occurs on the financial institution s ARP processing system Ideal product for commercial customers that issue large volumes of checks (250+/mo) View current status of issued items Easily upload or input issued checks into online register Positive Pay A check fraud product-reduces fraud exposure by automatically detecting exceptions The FI s ARP system validates checks presented for payment, compares the issues uploaded from CM, FI admin downloads exception items into CM, and the customer decides to pay or return the exceptions Empowers commercial customer to make online decisions on exception items

5 FI Admin Platform: Granting Permissions and Establishing Policies

6 Where does ARP Appear on the FI Admin Platform? Security FI Admin Profile Maintenance Super User gives other admins rights to ARP processing Maintenance Policies Set up ARP default policies Maintenance Add New/Customer Maintenance Account List choose ARP accounts Banking Services Reconciliation Services section Communications Messages Create dynamic messages for ARP screens on Customer Platform Communications Workflow Routing Assign FI admin(s) to receive ARP notifications

7 Security FI Admin Profile Maintenance This page is used to create a new FI admin OR update an existing FI admin with permission to download issues, process exception decisions, and/or upload exception files. ** Only the FI super user can access the FI Admin Profile Maintenance screen.

8 Maintenance - Policies **Note: the cutoff times are global whereas the default exception decision is an initial policy only! This is where an FI admin can set up the default policies regarding ARP: 1) Issues added to the system after the issues cutoff time will be uploaded to the FI s ARP system the following business day. 2) The system will prevent a customer from submitting their own decisions on exceptions past the exception decision cutoff time. 3) The default exception decision defines the default exception management of issues if a customer does not submit their own pay/return decisions prior to cutoff time. 4) The FI may choose to suppress the notification that is generated (to the FI admin) when a customer submits their issues for upload into the FI ARP system. The FI can also suppress the sent when a customer submits an exception decision file. This is specified on the Workflow Routing Screen.

9 Maintenance Add New/Customer Maintenance Then scroll down to Banking Services! When updating an existing customer or setting up a new customer with ARP functionality, first select the accounts that will have exceptions and/or issues permissions regarding ARP. Note: Only checking accounts will be available for selection; all others will be grayed out.

10 Maintenance Add New/Customer Maintenance Step 1: Check the main Reconciliation Services box. Step 2: Determine if this customer will have: Account Reconciliation only Account Reconciliation AND Positive Pay Step 3: Select the default decision on exception items (determines action taken if customer has positive pay and doesn t submit their decisions prior to cutoff time)

11 Communications - Messages These are the new dynamic text message options that now available with ARP! The FI admin may insert customized brief messages that are displayed at the top of all four screens within Reconciliation Services. DI recommends including not only the cutoff time on the Pos Pay Exception Decision page, but also that a default decision will take effect if the customer misses that deadline. **HTML is accepted in the message-it is recommended to preview the message prior to submitting. See next slide for acceptable HTML tags.

12 Acceptable HTML tags with CM For security reasons the available HTML tags have been restricted to the following <marquee bgcolor= behavior= direction= loop= scrollamount= scrolldelay= title= width=></marquee> <blink style= lang=></blink> <font size= color= face= point-size= weight=></font> <br style= title=> <p align= dir= lang= style= title=> <ul dir= lang= style= title= type=></ul> <li dir= lang= style= title= type= value=> <ol dir= lang= start= style= title= type=> <div align= dir= lang= style= title=></div> Any other tags will be automatically stripped from your message.

13 Communications Messages Recommended Messages Upload Issues: We recommend uploading a maximum of 1450 issues at a time. Positive Pay Exceptions Decisions: The cutoff time to decide whether to pay or return an exception item is 11:00 EST. After this time, a default decision (as determined in the set up process) will be made on your behalf. Issues (Register) Input: Make sure your window is always maximized in order to see all issues in the Update Issues section. Also, set your screen resolution to 1024 x 768.

14 Communications Workflow Routing The last two fields on the Workflow Routing screen determines the FI admin(s) (up to 5 may be designated) that will receive an notification when a customer submits an issues file or exception decisions for processing. (Remember, this may be suppressed under Policies)

15 Customer Platform

16 Where does ARP Appear on the Customer Platform? Administration User Maintenance Account List choose ARP accounts Reconciliation Services grant options Administration Change User Preferences Account Services Reconciliation Services

17 Administration User Maintenance Then scroll down to assign specific permissions with Reconciliation Services Similar to the FI Admin Profile Maintenance at the admin platform, this screen is where an admin at the company level will set up users with access to Reconciliation Services. The admin selects whether the user has access to exceptions, issues, or both for specific accounts (checking only, of course!). The separation of services allows for dual control within a company regarding exception processing.

18 Administration User Maintenance Options that display will depend on permissions established on the admin platform Screenshot when the customer has both Account Reconciliation and Positive Pay Screenshot when the customer has Account Reconciliation only See next slide for descriptions!

19 Descriptions Allow Reconciliation Services: Grants general access to Reconciliation services. This feature works with checking accounts only. Issues Register Input: Grants permission to manually input issues into a register for processing. Issues Register: Gives access to the Register screen. *Exceptions Processing: Grants permission to submit exception decisions for processing. (The sub navigation button for the Customer is called Positive Pay Exceptions Decisions.) File Upload: Grants permission to upload Issues Register file to the FI. (The sub navigation button for the Customer is called Upload Issues File.) **Suppress Exception Notification: Prevents the system from sending s to the company when exceptions are detected as well as when the FI admin processes the exception decisions Suppress Issues Notification: Prevents the system from sending every time the FI downloads an Issues Register for processing. Account Reconciliation access only: *The Exception Processing option will not display **The Suppress Exception Notification will not display

20 Administration Change User Preferences The end user can now select a screen within Reconciliation Services to be their main page

21 Reconciliation Services Overview Why would the Positive Pay Exceptions Decisions menu option not display here? Issues Register Upload: allows the end user to upload an issues file to CM Issues Register Input: allows the end user to manually enter issue items (checks only) Positive Pay Exceptions Decisions: allows the end user to view exceptions and make pay/return decisions. Exception items are updated with decision information. Issues Register: allows the end user to view a history of issues (both input and uploaded). May allow for account reconciliation and view exceptions.

22 Upload Issues File Key Points: Upload will not allow user to upload issues for accounts they do not have access to in Issues Input. If an error occurred during the upload process, the system will detail the errors occurred by displaying an error table and entire file will be rejected. DI s quality assurance testing has uploaded files with as many as 1450 issues. All three file formats allow for 0 amounts and check numbers. This is different from the input screen. Refer to the User s Guide in the Client Site or the Help menu in the Customer Platform for file format specifications. A customer only needs to Upload or Input outstanding issues unless your ARP system will reconcile previously cleared checks.

23 Upload Issues File The customer can save time by uploading issues directly into the Register. Step 1: Select the file type to upload. Proprietary ARP file, aka MICASH, is the default option. Comma delimited and fixed column length (ASCII) formats are also accepted. The file must include account number, serial number, issue date and dollar amount. Step 2: Enter the full path name of the file, or click Browse to locate a file on a local or network-accessible drive. Step 3: Click Upload to submit the issues file to the financial institution. The file is then available for FI admins to download from the Admin Platform (exact steps shown later).

24 Upload MICASH Fixed Column Length MICASH 80 characters in length Record Code = C Bank Number = nnn Constant Filler = 00 Account Number = 10 digits Blank (i.e. space) Transaction Type = R or V Action Indicator = A or D Blank Check Serial Number (0nnnnnnnnn) Check Amount (10 digits with or without a decimal) Check Issued Date (mmddyy) User Data (up to 20 characters-not required) Blank Filler

25 Upload Comma Delimited file Excel is most common program Save as CSV All columns must be text values Account Number (Max 10) Check Issued Date (mmddyy or mmddyyyy) Check Serial Number (Max 9) Check Amount (Max 10) With or without decimal is accepted Payee (Max 40) - optional User Data (Max 20) - optional Transaction Type / Action Indicator R or V Register or Void A or D Add or Delete

26 Upload ASCII Text: Fixed Column Length file Some accounting packages have this file as a product Save as.txt file with ANSI encoding Account Number (10 digits) Check Issued Date Check Serial Number (9 digits) Check Amount (10 digits) Decimal is options Payee (40 characters) User Data (20 characters) Transaction Type/Action Indicator R or V Register or Void A or D Add or Delete

27 Issue Register Input The customer may utilize this screen to manually enter issues into the Register. See next slide for step by step instructions! Only accounts for which the user has issue permission will display in this dropdown box.

28 Add Issue Step 1: Account Selection choose from available accounts in the dropdown box Step 2: Action choose one of the following options: Reg/Add: to add a check to the Register Reg/Del: to remove a check from the Register Void/Add: to add a voided check to the Register Void/Del: to update a voided check to an outstanding status Step 3: Issue Date date the check was issued to the payee Step 4: Check Number once a single check is added, the number in this field will automatically increase in increments of one. Step 5: Amount the amount of the check Step 6: Payee (optional) to whom the check is written (note: apostrophes are not accepted in this field) Step 7: User Information (optional) this field can be used to uniquely identify the issue item, similar to the Memo field on a check. Step 8: Click the Add button

29 Issue Register Input After the customer finishes adding issues to this page, two options are available: 1) Click the Save button to save any additions/changes/ deletions under Update Issues. Will not save the issues to the Register! 2) Click the Send button to submit the issues file to the FI admin platform.

30 Issues Input - Confirmation The customer will get a confirmation screen after clicking the Send button. A summary of the issue register items entered will display.

31 Issues Register 1). The user selects an account from the dropdown box. 2). The user can keep the default date range or decide to change the date range. 3) A search function is available to find an issue according to Check Number, Issue Date, Issued Amount, or Payee. A value is required to use the search. 4) Click Submit **Register provides history of 180 days according to the date the issue is added/updated NOT issue date itself.

32 Positive Pay Workflow Customer inputs/uploads issues into the Register. is sent to FI admin designated to process Issues. FI Admin logs into admin platform and goes Process ARP Issues screen. FI downloads MICASH-format issue file from CM and transports the file to their ARP system (manual process). FI obtains exception file from their ARP system after the run. FI admin logs into admin platform and goes to ARP exceptions upload screen. goes to Company Admin and other ARP users. Exceptions are stored in CM database awaiting action by commercial customer. Customer logs into CM and views exception items. They make the pay /return/pay-adj. required decision (as long as it is prior to cutoff time). is sent to FI admin designated to process exceptions. FI admin logs into admin platform and goes to Process ARP Exceptions screen. FI downloads or prints decisions, then manually processes decisions to their ARP system.

33 Positive Pay Exception Decisions The customer will check one or more exceptions in the Select column, then select Pay or Return. Then click the send button to submit the decision file to the FI. If there are more than 50 exception items, only the first 50 will display. At least one or up to all 50 exceptions displayed first must be decisioned, then the next set of 50 will automatically load. Once sent to the FI for processing, sent activity is accessible from a Show Sent button (retained for 10 calendar days).

34 Admin Platform: ARP Processing & Reporting

35 File Processing - Options Once a customer submits an exception decisions file for processing, the FI admin designated under Workflow Routing will receive an notification (unless?). Financial institutions with Processing Method A (the phase you have selected) will use Process ARP Exceptions.

36 Process ARP Issues FI Admin > File Processing > Process ARP Issues MICASH Only file format Batches listed in order they were input into the database

37 ARP Exceptions Upload FI Admin > File Processing > ARP Exceptions Upload Account Mismatch will be summarized, all other errors encountered will be enumerated. Only the first error encountered will be displayed back to FI Admin when there are multiple errors on a line. Modified MICASH File Format

38 File Processing Process ARP Exceptions Pending exceptions now display via a button on the main page. The FI admin does not take any action; the system automatically assigns the default decision at cutoff time to items not decided by the customer. Once the FI admin comes to this page, they will: 1) Review the company details by clicking the link in the first column (see next slide) 2) Click the Select checkbox next to the exception decision to process or Select All to select all exceptions listed. 3) Select Print or Download or Download/Print, depending on your FI s processing method. 4) Items are then moved to the Show Backup screen (will remain there for 10 calendar days)

39 Company Name & ID Details This is the information that will display when the FI admin selects the company name link (on the previous slide). The FI then determines how to process the decisions; most likely the FI will download from CM then upload into their ARP system.

40 Billing & Reporting - Customer Activity Reporting New transaction types relating to ARP on the Customer Platform are circled here.

41 Billing & Reporting - Financial Institution Activity Likewise, there are new transaction types relating to ARP concerning activity at the Admin Platform.

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