Online Cash Management Positive Pay CONTENTS Positive Pay... 1 Introduction to Positive Pay... 1 File Layout Configuration... 2 Uploading a Check File... 4 Manual Check Entry... 5 Working Exceptions... 6 Options Setting Alerts... 8
POSITIVE PAY Introduction to Positive Pay Welcome to Mission Bank! Our website is www.missionbank.com Positive Pay is the most effective tool you can use to help prevent check fraud. How does Positive Pay work? Each time you issue checks, you upload the list of new checks through Online Cash Management and we store that information. As checks clear your account, the system compares them to the data you have uploaded. If the information on the check matches the information you sent, the check clears your account normally. If there is a difference between the information on the check and the information you sent, that check becomes an exception item and needs verification by you. Whenever there are exception items, a user from your company must go into online banking, review the item(s) and click the Pay box in order for that check to be processed; otherwise it will be returned as Refer to Maker. Online Cash Management provides two upload options for capture of your check issue information: 1. Upload data from a spreadsheet in CSV (comma delimited) or Fixed Position (formatted text) format. 2. Manual entry, which is typically used for low check volume. Positive Pay User Guide (6/2017) 1
Check issue files should be uploaded to Mission Bank before the checks are distributed. If checks clear your account before the issue file is received by Mission Bank they will be presented as exception items and will require review. Exception items will be returned if they are not reviewed and marked Pay. Exception review and pay/return decisions need to be submitted to Mission Bank by 11:00 a.m. Pacific time. We highly recommend that users responsible for reviewing Positive Pay exceptions set up an alert within the Options tab. The alert can be delivered via text message, email or at login, and it will let you know when there are exceptions to review. File Layout Configuration When uploading a file, an upload format must be established indicating where within your file various fields of information are contained. The mandatory fields are check number and check amount. To provide the best fraud protection, the check issue date and payee name should be included. If you choose payee match, that field will be activated for your company. From the Cash Manager tab choose PosPay from the sub-menu and then select Edit Upload Format. The examples below use the CSV format. Here s a sample file: Positive Pay User Guide (6/2017) 2
Your file should only contain check data. If there any title rows or total rows, they need to be deleted from the spreadsheet prior to uploading. The same thing applies to any unneeded columns. After the CSV File format is selected, designate the column in which the information is located. In the configuration below (and in the sample file above), the check number is in column 1 of the spreadsheet, the check issue date is in column 2, etc. Save your configuration when finished. Once created, the upload format will not need to be configured again unless the file layout changes. Positive Pay User Guide (6/2017) 3
Uploading a Check File After your file layout is configured, you are ready to browse and Upload a file. After the file uploads, you will be automatically directed to the File Status page and your upload will show as Queued. Click Refresh List and after the status changes to View Details and click the link to view your upload. Positive Pay User Guide (6/2017) 4
The final step is to review your data, then scroll to the bottom of the screen and Approve your file. You will receive a confirmation when your file successfully uploads. Manual Check Entry If you only have a few items, manual entry is an easy way to input newly issued checks. Positive Pay User Guide (6/2017) 5
Select the account from which checks are being issued, enter your items and Upload. You will be automatically directed to the File Status page and your file will be Queued, you ll click Refresh List, View Details and Approve, just like when uploading a file from a spreadsheet. Managing Exceptions On the Exceptions screen you ll see any unmatched items and you determine whether to pay or return them. If some or all of the checks should be allowed to clear the account, choose to pay the item(s) by checking the Pay box. Leave the Pay box unchecked to return any items. Exception items that are not reviewed and marked Pay will be returned. Clicking the underlined check number will allow you to view an image of the item; clicking Details will give you the reason for the exception. Positive Pay User Guide (6/2017) 6
User tip: If you use the My NetTeller landing page, there is a Positive Pay Exceptions widget that will list any exceptions that need attention. You can jump directly to the exceptions screen by clicking the arrow icon in the upper right corner of the widget. Positive Pay User Guide (6/2017) 7
OPTIONS SETTING ALERTS The Options tab in Online Cash Management allows users to manage their sign-on ID and password, display options, and set alerts for themselves. Alerts are a very effective way of managing or monitoring certain activities in your accounts. They are set up by individual users, and the user has their choice of delivery methods for alerts: email, at login, or text message. Your email address and/or mobile phone number and mobile carrier for Alerts are managed in Personal Settings. We encourage you to explore and use alerts. There is an Event Alert for Positive Pay Exceptions we highly recommend activation of this alert so an exception doesn t get missed, resulting in a check returned in error. Positive Pay User Guide (6/2017) 8