Enterprise Fraud Protection Solutions

Transcription

1 Treasury Management Solutions Positive Pay Guide Enterprise Fraud Protection Solutions Treasury Managment Solutions Positive Pay Guide 3.0

2 Treasury Managment Solutions What is? Enterprise Fraud Protection Solutions Enterprise Fraud Protection Solutions is a comprehensive set of tools designed to help protect your accounts from check and electronic fraud in an easy, timely manner. While you cannot elimiate fraud risk entirely, you can utilize these tools to prevent the majority of the fraud from happening. Positive Pay Timing is critical in identifying and preventing fraudulent check activity on your accounts. Altered and forged checks create the potential for severe financial loss, as well as threaten the integrity of your accounts payable system. Positive Pay minimizes the possibility of fraud loss or disruption of payments to your vendors, clients or employees. Essential Standard Barcode Positive Pay Positive Pay is a tool that protects your organization from losses due to fraudulently created or altered checks. It allows you to monitor checks processed for payment against your account, and reject unauthorized transactions before losses occur. With Essential and Standard Positive Pay options, you simply transmit or input your check issue data securely through the bank website whenever you issue checks. When items are presented for payment against your account, the Positive Pay system identifies checks that do not match with the check issue data you submitted. With Barcode Positive Pay option, you do not need to submit a daily issue file. Once we install the appropriate drivers, all you have to do is print your checks placing a unique secure barcode on each one. When the item is presented to the bank, our system scans the barcode, matches the information on the check with the secure barcode to ensure that the check has not been tampered, and processes the item accordingly. The system works with most check stock and accounting packages. For all three Positive Pay solutions, a daily exception report is ed to notify you of any exceptions needing your review. When you log into the bank s website to decision the items, you will be able to see detailed images of all exceptions. All you have to do is mark it to Pay or to Return the item(s) and we ll take care of the rest! Treasury Management Solutions Need additional reconciliation reporting? Did you know Positive Pay is a great Account Reconciliation tool? By taking advantage of our Positive Pay solutions, you also get additional reconciliation reports. ACH Debit Filter ACH Debit Filter is a tool that protects your accounts from fraudulent electronic debits. Your accounts can be set up with a debit filter or a debit block. ACH Debit Filter you provide us the ACH originator ID s of vendors that you authorize to debit your account electronically. If an ACH debit is presented by an originator that is not on your authorized list, it will report out as an exception. You will then decide to pay or return the exception. ACH Debit Block blocks all ACH debits from posting to your accounts, returning them to the sender. You will get a daily notification of any items that come in. Report Fraud Protection Through Knowledge For more information, visit Report Phishing and Fraud When you suspect that someone is attempting to get your private information for illicit purposes, report it immediately. Here s how: Phishing Please forward all Enterprise Bank & Trust related phishing attempts to: report@enterprisebank.com. Due to the insecure nature of , do not include any non-public personal information such as account numbers, EINs or SSNs in your . Fraud If you feel you have been the victim of online account fraud, please call Client Services toll-free at: Treasury Managment Solutions Positive Pay Guide 3.0 3

3 Before You Start Using Positive Pay Computer System Requirements Internet connection (DSL, cable, or other always-on connection) Microsoft Internet Explorer 7.0 or higher. In most cases, other browsers are also supported, except when active content (such as ActiveX) or plug-ins is required Screen resolution should be at least 800 x 600, however 1024 x 768 or a higher resolution is recommended for ideal performance Payee Block Design For best read results the Payee Block should only consits of payee information. Ideally there would be a 1/4 inch clear band of space around the Payee Block or at least any non-payee information is clearly not in the Payee Block. The Payee Block would look similar to these examples: Positive Pay Best Check Design Rules The Positive Pay system is designed to work with a wide range of check stocks and fonts this guide outlines some of the Best Check Design Rules that will help you get the best read rates, cutting down on accidental exception items. We re always avaliable to assist with this process, however your IT department and/or Account Software vendor might need to be contacted. Fonts and Typefaces Preferred and recommended typefaces for highest readability: PAY TO THE ORDER OF PAY John Smith ABC Corporation P.O Saint Louis, MO Two Thousand One Hundred and Twent - Arial (no case preference) - Courier (no case preference) - Helvetica (no case preference) - SF Sans Serif (no case preference) - Tahoma (no case preference) - Verdana (no case preference) - Line Printer (preferably uppercase) - OCR (A and B) (preferably uppercase) - Times New Roman (preferably uppercase) Use of Handwritten checks, bold, italiczied or strike-through fonts yeild are not recommended. The typefaces above are proved to provide the best read rate results given the various scanning conditions, check backgrounds, noise conditions, IRD scaling (Commerical substitue checks - these items are scaled dow to 66% of the original check size). The recommend Font Size is between points. Line Spacing and Character Spacing The following examples show correct line spacing. Pay to the Order of Apple Jelly Pay to the Order of Apple Jelly The top box has incorrect line spacing. The bottom box is correct. You want normal line spacing. Rule of Thumb: Don t have overlapping text. PAY TO THE ORDER OF APPLE JELLY PAY TO THE ORDER OF APPLE JELLY The top box has incorrect character spacing. The bottom box is correct. You want normal character spacing. TO THE ORDER OF John Smith ABC Corporation P.O Saint Louis, MO As always please contact Treasury Managment Support at tm@enterprisebank.com or by calling if you have any questions or need further assistance. A TM Support Representative will be happy to assist you futher. What about? Barcode Positive Pay Barcode Positive Pay untilizes SAND technology, which is the most advanced protection you can employ on your checks against counterfeiting and forgeries. The SAND barcode techonology provides three major elements of check fraud protection. (1) Authenitcation - the barcode verifies authenicity; (2) Integrity - the barcode validates all parts of the check; (3) Non-repudiation - the barcode tracks check issuer. Barcode Positive Pay Only Check Design Rules To ensure the best setup process, barcode placement and read rates. The Barcode Positive Pay is only usable with certain check stocks and designs. Please contact Treasury Managment Support at tm@enterprisebank.com or by calling for more information on this process. 4 Treasury Managment Solutions Positive Pay Guide 3.0 5

4 Start Using Positive Pay Logging into Positive Pay Access the positive pay system via Online Banking ( the Enterprise Services Portal (esp.enterprisebank.com) or directly at enterprisebank.com/comp/login.jsp Enter your Username, Password and Company ID. Then click Login. (These will have been given to you by your TM Support Representative.) Welcome Page The next page welcomes users to the system, and serve as a reminder that after 20 minutes of inactivity you will be automatically logged out. From time to time Enterprise will post messages containing information about upcoming holidays, system maintenance or system issues. For assistance please contact the TM Support Team at: Kansas City: Phoenix: Saint Louis: If you enter an invalid user name, password or company ID, the system will reject your attempt to log into the system. After three invalid attempts, your login ID will be disabled and must be reset by a company administrator. If you have forgotten your password, click on the Forgot Password button to send an to your company administrator. It is advisable to have more than one user set with administrative permissions in case you are the administrator and your account has been disabled. Then click to continue. Fraud Prevention Tip: Do not use the same password for your banking sites as you use for social media and other online profiles. 6 Treasury Managment Solutions Positive Pay Guide 3.0 7

5 Uploading Issues Items in Positive Pay Transmitting Issue Information to Enterprise Bank & Trust There are two ways to transmit your check information to the bank. (1) Manually key the information directly into the positive pay system. This process is good for manual checks and voided items. (2) Upload an issue file containing all pertinent information. Option 2 is the best method of sending us your issue information since the file is generated from your accounting package then uploaded to the positive pay system. Uploading Issue File From the same screen you re also able to upload an issue file. If the file is uploaded properly, the system will display a confirmation window, with the first and last check numbers in the file, number of issued checks, number of void checks and the totals for the issues and voids. Important Note: When you logout, make sure you utilize the logout function within the Positive Pay system. Manual Check Entry To prevent duplication issues, a check previously issued and entered in positive pay will be overwritten by the new information. If the check has already been paid, the system will consider this a new check and create a new entry, therefore creating an outstanding item, for an item previously paid. Important Note: Use the back buttonin the application tab instead of the browser s back button. If you use the browser s back button your session may expire. Under Bulk Upload your File Format will be preselected. You will click Browse and select your saved file. Then you will click to upload your file. If you get an error message, please contact your TM Representative or pospay@enterprisebank.com. Complete the highlighted section with Check Number, Amount, Check Date, and Payee. Then click to save and continue. Did you know? Positive Pay not only helps protect your account(s) from fraud, but it can help save you time with Account Reconcilation. To manually void a check, enter in the check number, amount and date in the proper fields. In the payee field, enter VOID CHECK. 8 Treasury Managment Solutions Positive Pay Guide 3.0 9

6 Viewing Issue Files in Positive Pay Viewing the Issued File History Report If you wish to see a history of all issues uploaded for an account, click the Issues Information button. Taking you to the Issue File History Screen. The Issued File history includes a listing of each individual file and the totals, the original file name and user who uploaded the file. Complete the highlighted section with Starting Date and Ending Date, select Report Format and number of Lines per Page. Then click to show Issued File History. Fraud Prevention Tip: Shred it, don t toss it. Fraudsters mine trash for personal and business confidential information. Protect yourself and your busines, make sure to shred all non-public private information. 10 Treasury Managment Solutions Positive Pay Guide

7 Exceptions in Positive Pay Answering Positive Pay Exceptions Items You will recieve a DAILY , this will indicate whether or not you have any exception items that require your attention. Choose Suspects Need To Be Reviewed from dropdown. If you want to filter the report to either Issue or Void or you can leave it at the default Both under the Outstanding Item Type To get report click click the button to navigate to the Account Items Research level or click to return to the account list which will allow you to select a Different Account. The reason why the item is a suspect is presented in red in the Exception Reason Area section. Based on the reason you have the following options: 1. When reviewing exceptions, an issue file can be uploaded to resolve the exceptions. Compare the information from the editable fields against the face of the check. If the information on the face of the check through electronic means is different than the information read visually from the check then you can: a. Correct the information in the editable fields and revalidate the item by pressing the Revalidate button. b. Correct the information in the editable fields, the amount and theserial number; make a Pay decision in the Actions Button Area. c. Do not correct the information in the fields; however make a Pay or Return decision in the Action Button Area. 2. Compare the information from the fields against the information that can be read from the face of the check. If the information read from the face of the check through electronic means (OCR or MICR) appears to be correct, then you need to compare the information against the issue file. The Suspects Needs to be Reviewed report will list all checks that are exceptions, and need to be reviewed or have been reviewed and deferred. These checks need to be decisioned before end of day, (12pm CST), otherwise the system will default to the agreed upon status (Pay all Unanswered Items or Return all Unanswered Items). The report allows you to click on the item and get additional details, including notes on the item, and the item image. click on an individual entry to view details. Fraud Prevention Tip: Make sure your running an up-to-date anti-virus software on your computer, most programs allow you to set it to auto-update anti-virus definitions. 12 Treasury Managment Solutions Positive Pay Guide

8 FAQ 1. How can I find my Paid Items Report? Navigate back to the Accounts tab, and then click on the Account Items tab, for the selected account. Select the Starting and Ending Date for the search and the type of report (Paid Items, Outstanding Items, etc.). 2. Can I add an account to the Positive Pay System? Yes. From Account tab click on add an account button. Fill out the account information, routing number and account number, when done click on the button. You must acknowledge that you have read and understand the Service Agreement and Privacy Policy. Please allow 1-2 business days for the bank to confirm that the account has been setup and activated. Contact Us For assistance please contact the TM Support Team at: Kansas City: Phoenix: Saint Louis: For Positive Pay Issues Us: pospay@enterpisebank.com For ALL Treasury Management Support Issues Us: tm@enterprisebank.com You can also contact our Client Service Officers at toll-free: How often can my password be reset? Your password can only be re-set once a day. The password automatically re-sets to: UserIDyyyymmdd. (Mparker ) 4. How long is my password good for? Passwords are good for 180 days. The new password must contain one letter, one digit, and one special character from the # $ % ^ & * ( ). 5. What is the HELP tab for? Help, provides online help information on the current screen. 6. If a check is voided thru Positive Pay, does a Stop Payment still need to be placed on the check? Yes, the bank must still have a record of the Stop Payment on file. 7. How do I see what files I have uploaded? From the Accounts tab select Upload Items next to the account you are wishing to research. click on the Issued File History icon and enter a date range. The Issued File history includes a listing of each individual file and the totals, the original file name and the user that uploaded the file. 14 Treasury Managment Solutions Positive Pay Guide

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