Business Online TM Positive Pay - Adding Issued Items Quick Reference Guide
Positive Pay Adding Issued Items Manually or Using Templates Positive Pay is a risk management solution that provides the ability to monitor and combat fraudulent activity with robust positive pay procedures. This browser-based system supports item inquiry, item maintenance, and item review and import capabilities. With transaction verification for exceptions, such as duplicate transactions, amount or check number mismatches and amount threshold, Positive Pay offers a comprehensive means for preventing fraudulent activity. This Guide focuses on assisting you with the steps required to add issued items to Business Online s Positive Pay module. Items can manually be added to Positive Pay in two (2) ways: Manually (Item by Item) or Using an Import Template to import Reconciliation or Issue files that are manually or automatically created using various accounting programs MANUAL ENTRY To Manually Enter an Item: 1. Access Business Online from your Institution s website and log in. Business Online Displays. 2. From the Management Tools menu, select Overview from the Positive Pay section. The Positive Pay Overview page displays. 2
3. Select an Account from the drop down in the Add an Item section. 4. Enter the following as appropriate: Check Number, Issue Date, Amount, Payee and Type (Issue or Void) 5. Click the Submit button. The Item was Updated Successfully message will be displayed. 3
TO IMPORT ITEMS USING AN IMPORT TEMPLATE A Reconciliation or Issue file must be available before an Import Template can be created. To Create an Import Template: 1. Export a Reconciliation or Issue file from the accounting program that is utilized. The date format on the file must be entered as follows: MM/DD/YYYY 2. Open the file in Notepad. (It will be needed in step 9 below.) To open the file in Notepad, right click on the file and click Open With Choose Notepad. 3. Access Business Online from the your Institution s website and log in. Business Online Displays. 4. From the Management Tools menu, select Overview from the Positive Pay section. The Positive Pay Overview page displays. 5. Click the Add Template hyperlink from the File Template List section. ADD TEMPLATE 4
Use the following steps to create an import template: 6. Attach File: Click the Browse button and browse to the Reconciliation or Issue file. 7. Import Attached File: Choose Yes or No depending on whether or not you want to import the file that is attached. Choose Yes to import file, choose No if you only want to create the template. 8. Template Name: Provide a name for the template. 9. Number of Header Rows: Enter the number of header rows in the attached file. View the file opened in Step 2 above to determine this. Header rows are rows that contain information that help identify the content of a particular file or the records below it. Ex. This file has 1 header row with Account Number, Issue date, Check Number, Amount, Payee NOTEPAD view of file: 10. Input Decimals into Amount: Choose Yes or No. View the file opened in Step 2 above to determine this. Yes - indicates two decimal places are assumed for the last two digits of the amounts in the import file. Ex: 12345 is really 123.45. No- indicates decimal places are not assumed for the last two digits of the amounts in the import file. Ex: 12345 is really 12345.00. 5
Use the following steps to create an import template (cont d): 11. Text Qualifier: Choose None, quotation mark ( ), or apostrophe ( ) as necessary. View the file opened in Step 2 above to determine this. This setting would be used if a payee name had a comma in their name. Ex: Bob Manufacturing, Inc. The text qualifier quotes would surround the payee name. Ex: Bob Manufacturing, Inc. A text qualifier is a symbol surrounding a series of characters identifying them as text. None - indicates the text is not qualified by a symbol. indicates quotation marks surround the text. -- indicates apostrophes surround the text. 12. File Format: Choose or enter the appropriate format of the file. View the file opened in Step 2 above to determine this. Fixed Width - indicates a file format where fields are aligned in fixed width. Tab Delimited indicates a file format where there s a tab that separates data fields. Space Delimited indicates a file format where a space separates data fields. The Blank text box option preceding Delimited (circled below) is chosen for file formats that use another character, such as a comma, to separate data fields. If using this option, enter the appropriate character in the text box. An Excel file, for example, can be saved as a CSV (Common Separated Value or Common Delimited) file. Provided below are screenshots for importing a CSV file. COMMA 13. Click Next. 6
MAP DATA 14. After clicking Next, the Map Data from Imported File screen displays. 15. Using the file opened in Step 2 above, select the appropriate Data Type from the drop down for each column listed. Data Types are Account Number, Amount, Check Number, Item Type Code, Issue Date, Payee. ASSIGN VALUES 16. Click Next. The Assign Values screen loads. 17. Place a check in the Prompt on Import Box for Issue Date to override all Issue Dates contained in the file with the value you enter when prompted. Leave unchecked to use the dates within the file. Place a check in the Prompt on Import Box for Item Type Code to override all Item Type Codes contained in the file with the assigned value (Issue or Void) you select from the drop down. 18. Click Create Template. If you chose Import Attached File in Step 7 above the file will now be imported. If not, you will receive the message Template was successfully created. If you chose to be prompted in Step 17 you will be prompted to enter the values. You will receive the message Template was successfully created and the file was successfully imported. 7