The Positive Pay feature helps to prevent check fraud by allowing you to determine whether presented checks with discrepancies against issued checks should be paid or returned. How It Works Import check information originating from your check payment system or manually enter issue information. First Republic matches this information against checks presented for payment. If there is a discrepancy, the check appears on the Exceptions screen. After assessing the discrepancy and reviewing the check image, decide to pay or return the item. Positive Pay Terms and Features Positive Pay Formats Positive Pay formats are used to establish the format of positive pay files imported into the bank system. Import Check Information Use the Run Import function to submit check issue information originating from your accounting system. Maintain Check Issue Information Use Add Issues/Voids under Issue Maintenance to enter check information manually and the Change Status screen to update a check s status from Issue to Void or Void to Issue. Exception Decision Make the decision of whether to pay or return a check issue item that is being presented as an exception. An exception would be a check issue item that is trying to clear the account and one of the following criteria did not match: the amount, the check number, or the payee name (if subscribing to Payee Positive Pay). Check Issues Issue An outstanding check item. Void A check that has been voided. 1
Table of Contents Entering Issues & Voids Manually 3 Changing the Check Status...4 Creating the Import Format... 5 6 Reviewing a Comma Delimited File..7 Importing Check Issues 8 Approval Process.9 Making a Decision for Check Exceptions...10 2
Option 1: Entering Issues & Voids Manual 1. Click Positive Pay from the navigation bar. 2. Click Add Issues/Voids from the drop down menu that appears under Issue Maintenance. 3. Select the Positive Pay account. 4. Enter the check serial number. 5. Enter the amount of the check. 6. Enter the date of the check. 7. Enter the payee name on the check. 8. Select whether the check is an Issue or a Void. 9. Optional: Enter the memo on the check, if any. 10. Click Submit Issues/Voids. 3
Changing the Check Status 1. Click Positive Pay from the navigation bar to the left of the screen. 2. Click Change Status from the drop down menu that appears under Issue Maintenance. 3. Select the Positive Pay account. 4. Enter the check serial number range. 5. Enter the check amount range. 6. Enter the check issue date. 7. Enter the payee name on the check. 8. Click Search. 1. Select Issue or Void for the check. 2. Select the reason for the status change. 3. Click Submit. 4
Option 2: Entering Issues & Voids Import Format To import check issue information, a Positive Pay import format will need to be created for Corporate Online to read your file correctly. 1. From the navigation bar to the left, click Setup. 2. Click Create Positive Pay Issue Import Formats under the Formats & Templates section. 3. Select the format type: Fixed Width or Delimited. 4. Enter in a Format Name. 5. Select the transaction type: Any (both Issues & Voids), Issue only, or Void only. 6. The Activation Date will prefill with the current business day, but another date can be entered. 7. Optional: Enter a description for the import format. 8. Click Continue. 5
Entering Issues & Voids Import Format File Information 1. Select whether the file will contain issues only, voids only, or both. 2. Issue Indicator Enter an indicator to show the check item is an issue. 3. Void Indicator Enter an indicator to show the check item is a void. 4. Header Lines Enter the number of header lines that should be ignored. 5. Record Delimiter Delimited import formats only use the Enter key as the delimiter; leave as is. 6. Field Delimiter Select the field delimiter which separates each field; a comma is most often used. 7. Text Qualifier Select the text qualifier used on both sides of data strings to encapsulate the entire string. 8. Date Separator Select the type of separator character used in the date format. 9. Date Format Select the format for the date in the file. 10. Amount Format Select the format of the amount in the file. For example, if you entered 5000, As Is = $5000.00, and Insert 2 positions = $50.00 Set Data Parameters 11. Match the columns in your file to the corresponding field number. (i.e., if the first column holds the record indicators, then the Field Number will be 1. Please see sample file on next page.) 12. For the optional fields (ABA/Bank ID, Payee Name, Check Memo) please make sure to check off the appropriate corresponding boxes to the right to include these items in the import. 13. Click Submit to save the import format changes. 6
Import Format Reviewing a Comma Delimited File The following is a sample.csv file of checks issued: 1. There is a header row containing Column headings which is why 1 is entered for Header Line under the File Information section. (Step #4 on previous page). 2. Account Numbers are listed in column B. This is the 2 nd column from the left, which is why 2 is entered into the Account Number Field Order (Step #11 on previous page). **Please keep your.csv file open during the import process so that it retains any and all formatting changes completed in the cells. Once the.csv file closes, all formatting will be lost and the import will be rendered unsuccessful. **If you have imported a check item as an Issue and it is now a Void, instead of re-importing the item a second time as a Void manually change the status of the check item instead. Instructions are on page 3. 7
Import Format Importing the Check Issues 1. Select whether the file will contain issues only, voids only, or both. 2. Issue Indicator Enter an indicator to show the check item is an issue. 3. Void Indicator Enter an indicator to show the check item is a void. 4. Header Lines Enter the number of header lines that should be ignored. To review whether the import was successful or not: 1. Click View Import Report from the drop down menu under Import. 2. Enter in the date of day the check issues were imported. 3. Click on the report name to review the report. 8
Approval Process To approve check items that have been entered either manually or via import: 1. Select Issues from the drop down menu under Approvals. 2. Select the positive pay account. 3. Select the action whether to Approve or Disapprove the issue/void. 4. Click Submit. To approve all decisions made regarding Exceptions: 1. Select Exceptions from the drop down menu under Approvals. 2. Select the positive pay account. 3. Select the action whether to Approve or Disapprove the exception action. 4. Click Submit. 9
Exceptions Making a Decision 1. Select the account or leave under All Accounts to review exceptions under those particular accounts. 2. Click Get Exceptions. 3. Click the check serial number to review a front and back copy of the check. 4. Select the action Pay, Return, or Pay with Issue 5. Click Submit Exception Decisions. Pay Return Pay with Issue Action / Reason Decision To request that the check be paid. To request that the check be returned without payment. To request that the check be paid and issue information be entered into the Positive Pay system. **Cut-off time for submitting Exception decisions is at 12pm PT** ~ Contact your banker or our Online Banking Support team for more information or assistance at 1-800-221-9777, option 3. It s a privilege to serve you. 1/2017 10