Commercial Resources - Positive Pay

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Positive Pay

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ACH POSITIVE PAY

ACH Positive Pay offers additional protection from unauthorized ACH transactions. This online tool provides businesses with the ability to monitor and control which ACH transactions (debits and credits) post to account(s).

ACH Positive Pay functions detailed throughout this user guide are available the PAYMENTS dropdown menu and within the Positive Pay options under.

Cut-off times are available within the Cut-Off Times menu at the top of the screen.

WORKING ACH POSITIVE PAY EXCEPTIONS

ACH transactions received from an authorized and approved ACH company process without the need for review. Any ACH transaction received from a company that is not on the approved ACH filter list is presented as an exception and must be reviewed and a decision made to pay or return the transaction.

ACH exceptions must be reviewed and decided on each business day between 6:00 a.m. and 12:00 p.m. Mountain Time. If exceptions are not worked by 12:00 p.m., they will be returned. You can only decide an ACH exception once.

To review ACH exceptions:

  1. To review exception items, under the PAYMENTS dropdown select Positive Pay options and then select ACH Exceptions.

  2. If there are exception items listed, an ACH transaction from an unauthorized ACH company was presented to your account and must be reviewed by an authorized user who decides if it should be paid or returned.

  3. After reviewing the details of the exception item, choose Pay or Return for each item and click Review.

  4. Review each item and select Confirm to save.

Select ACH Exceptions – Decision Activity from the Positive Pay options under the PAYMENTS dropdown menu to view all ACH exception activity. 

ACH EXCEPTIONS – FILTER RULES

Filter from Exception:

  1. From the ACH Exceptions – Decision Activity list, found within the Positive Pay menu options under the PAYMENTS dropdown, select Create Filter Rule next to the applicable company and select Continue.

  2. Enter the Filter Rule Name and modify the Amount fields if needed.

  3. Select Review and verify the details of the new filter. Then, select Save Filter Rule to confirm. 

Manual Filter Rule:

  1. Select ACH Exceptions – Filter Rules from the Positive Pay options under the PAYMENTS dropdown menu.

  2. Select Create New Filter and complete all required fields (*) within the ACH Filter Rule Settings form and select Review.

  3. Verify that the information entered is correct, then select Save Filter Rule.

CHECK POSITIVE PAY

Check Positive Pay is a tool designed to help prevent unknown check transactions from hitting an account by allowing businesses to upload a list of issued checks to the bank for automatic verification. Check transactions that are not on an issued check list are made available online for approval or return.  

Check Positive Pay functions detailed in this user guide are available under the PAYMENTS dropdown menu, then select Positive Pay options.

Cut-off times are available within the Cut-Off Times menu at the top of the screen.

Adding Check Positive Pay Items - Manual Entry

  1. Under the PAYMENTS dropdown menu, select Positive Pay options and Select Create Issued Items.
  2.  At the top of the screen verify Manual Entry is selected.
  3. If the check numbers are sequential toggle the Increment Check Numbers option to Yes. It will change from gray to blue.
  4. Select the applicable Account Number for the issued checks.
  5. Complete all information for the check and select Review.
  6. Click + Add Row or the + next to the row to add additional checks.
  7. Verify that the issued check items are correct, then select Confirm.
  8. Upon receipt of the confirmation message, you may review the issued checks and Upload/Enter Additional Positive Pay Checks if needed.

Adding Check Positive Pay Items – CSV File Upload

CSV files are created from accounting software, or in Excel, and saved in a CSV (Comma delimited) format. The files must include the check number, amount, issue date, and payee in separate columns. Save the file as CSV (comma-separated values, or comma delimited).

Before uploading a CSV file, make sure the import layout matches the columns in the CSV file.

  1. To set the upload format, select Check Upload Formats from the Positive Pay options under the PAYMENTS dropdown menu.
  2. Select Create New Format and verify the Delimited upload format.
  3. Input a Format Name.
  4. To exclude rows from the file, input the number of rows to exclude in Exclude Header Rows and Exclude Footer Rows.
  5. Select the item amount that matches the file.
  6. Input all information included in the file in each relevant box (Issued Date Format, Void Date Format, Checking Indicator, Savings Indicator, Void Indicator).
  7. Match the column numbers of the CSV file with each required field (*) under Column Order.
  8.  After the upload format is set Select Save. 

After setting the import layout, select Create Issued Items from the Positive Pay options under the PAYMENTS dropdown menu.

  1. Select the file upload format from the Saved Format dropdown.
  2. Select the applicable Account number for the file upload.
  3. Select A File and double click the file to upload.  
  4. Select Upload.
  5. Verify that all issued checks are correct, then click Confirm. Upon receipt of a confirmation message, you can review any issued item errors and Upload/Enter Additional Positive Pay Checks if needed.

Working Check Positive Pay Exceptions

Check exceptions must be reviewed and decisioned each business day between 6:00 a.m. and 12:00 p.m. Mountain Time. If exceptions are not worked by 12:00 p.m., they are returned.

  1. To review exception items, under the Payments dropdown menu select Positive Pay options and then Check Exceptions.
  2. If there are exception item(s) listed under To Decision, a check that was not in the upload file is trying to post to the account, or the information on the check does not match your upload file.
  3. After reviewing the Details of the exception item, or viewing an image of the presented check, choose Pay or Return for each item, then click Review.
    NOTE:     If returning an item, a Return Reason may be selected from the dropdown menu.
  4. Review the decision for each item and select Confirm Decisions to save.
    NOTE: Check exceptions decisions may be changed as needed BEFORE 12:00 PM, decision history is available under Details. At 12:00 PM the exception will move to the Check Exceptions – Decision Activity List.
  5. To review decisioned items, select Decisioned Today.
  6. To review all presented items for the day, select All Items.  Items with a green check mark have been decisioned however they may be re-decisioned until 12:00 PM.

    Select Check Exceptions - Decision Activity from the Positive Pay options under the PAYMENTS dropdown menu to view all check exception decision activity.

 

Reverse Check Positive Pay

Reverse Check Positive Pay is a tool designed to help prevent unknown check transactions from hitting an account(s). This provides businesses with the ability to monitor and control which check transactions post to account(s). 

Reverse Check Positive Pay functions detailed in this user guide are available under the PAYMENTS dropdown menu and select the Positive Pay menu.

Cut-off times are available at the top of the screen within the Cut-Off Times menu.

Working Reverse Check Positive Pay Exceptions

Check exception items must be reviewed each business day between 6:00 AM and 12:00 PM Mountain Time. If the items are not reviewed and decisioned by 12:00 PM, they are returned.

  1. To review exception items, select the PAYMENTS dropdown and under the Positive Pay menu select Check Exceptions.
  2. All checks posting to your account are presented as exception items under To Decision.
  3. After reviewing the Details of the exception item, or viewing an image of the presented check, choose Pay or Return for each item, then click Review.
    NOTE: If returning an item, a return reason may be selected from the dropdown menu.
  4. Review the decision for each item and select Confirm Decisions to save.

    NOTE: Check exceptions decisions may be changed as needed BEFORE 12:00 PM, Decision history is available under Details. At 12:00 PM the exception(s) will move to the Check Exceptions – Decision Activity List.

  5. To review decisioned items, select Decisioned Today.

  6. To review all presented items for the day, select All Items.  Items with a green check mark have been decided, however they may be re-decisioned until 12:00 PM.

To review exception items, select the PAYMENTS dropdown and under the Positive Pay menu select Check Exceptions