Note: Dual control for customer user records requires a different verification process.
Before transaction collections (transactions from a category that are submitted together) and loaded files can be picked up by the financial institution (FI), they must go through the approval process. Verification is the first step in the approval process, a two-step process if your FI requires transaction collections and loaded files to also be authorized. (Ask your FI if authorization is required if you are not sure.) The FI also determines whether verification must be done manually or if it is automatic upon submission. Manual verification is indicated by the Require Verification field that appears on the category configuration record; "Yes" means that manual verification is required for transaction collections or files.
To verify collections or files, even automatically, you must have the necessary authority for the category/subcategory, and the transaction effective dates must fall within the maximum look-ahead days values established by your FI (these may not be the same values that you entered on the Category Configuration or Subcategory Definition). As a security precaution, most organizations separate the create/edit, verify, and authorize tasks. For example, a payroll specialist creates transactions and submits them for verification. These transactions become a collection and move to the Verify Transactions page, if verification is required. The supervisor logs into the application, checks the payroll collection totals, and verifies the collection. This action moves the collection from the Verify Transactions page to the Authorize Transactions page. Another manager or officer of the organization logs into the application and authorizes the payroll collection as well as any other collections and files that need to be sent to the FI. At this point, all the authorized items are moved to the FI pickup area. If your FI does not require authorization, that step is omitted; collections and files move to the FI pickup area after being verified.
Note: The Verify, Authorize, and Unauthorize pages show you only the transaction collections and files that you have authority to verify, authorize, and unauthorize, respectively. For example, if you do not have the Verify Own authority for the PPD category, you will not see the PPD transaction collection pending verification that you submitted. Another user with the Verify Others authority for the PPD category will have to log in to the application and verify the transaction collection.
If the collection or file has errors, it can be rejected from the Verify Transactions page or Authorize Transactions page. For example, if an error message indicates your collection has exceeded the maximum collection amount(s) and/or daily amount limit(s) set by your financial institution, you may reject the transactions to edit the amounts or submit them at a later time.
If a collection on the Verify or Authorize Transactions page has a Pending status, there is at least one anomalous item in the collection that must be approved on the Review Suspicious Transactions page; this page follows verification/authorization. Suspicious transactions are those that the application has identified as unusual, such as those routed to a new receiver. A status of Analysis Failure indicates that the suspicious transaction review process failed; however, you may continue to verify/authorize, or reject the collection(s) as necessary.
After verification and/or authorization, collections or files with errors may be unauthorized (if they have not been picked up or unauthorized by the FI). Both rejected and unauthorized collections are sent back to the category/subcategory transaction list where the transactions may be edited and resubmitted for verification. Rejected or unauthorized files (that have been loaded) are automatically deleted and will need to be edited outside the application and loaded again.
If collections have already been sent before the errors are discovered, you may be able to work with your FI and resubmit the transactions.