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Electronic Cheque ServicesUser Guide Reconciliation & Fraud Detection

Cash Management

March 2013

Table of Contents1.0 INTRODUCTION . . . . . . . . . . . . . . . . . .1

SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . 2

2.0 LOGGING INTO THE SYSTEM . . . . . . . . .3LOGING ONTO THE SYSTEM . . . . . . . . . . . . . . 3USER LOGIN SUPPORT . . . . . . . . . . . . . . . . . . 4CREATING A PASSWORD . . . . . . . . . . . . . . . . 4NAVIGATION MENU . . . . . . . . . . . . . . . . . . . . 5USER ROLES AND PERMISSIONS. . . . . . . . . . . 6LINKS AND BUTTONS . . . . . . . . . . . . . . . . . . . 7

Clear. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Paging . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3.0 MANAGE USERS . . . . . . . . . . . . . . . . . .8ADD NEW USERS . . . . . . . . . . . . . . . . . . . . . . 9

User Name . . . . . . . . . . . . . . . . . . . . . . 10First Name . . . . . . . . . . . . . . . . . . . . . . 10Last Name . . . . . . . . . . . . . . . . . . . . . . 10Role(s) . . . . . . . . . . . . . . . . . . . . . . . . . 10Position Title . . . . . . . . . . . . . . . . . . . . . 12E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . 12Phone Number . . . . . . . . . . . . . . . . . . . 12Fax Number . . . . . . . . . . . . . . . . . . . . . 12Status . . . . . . . . . . . . . . . . . . . . . . . . . . 12Language Preference . . . . . . . . . . . . . . 12Completing the Profile . . . . . . . . . . . . . 13

SEARCH FOR EXISTING USERS . . . . . . . . . . . 13REVIEW USERS’ DETAILS AND STATUS . . . . . 14CHANGE USERS’ STATUS . . . . . . . . . . . . . . . 15

4.0 CURRENT EXCEPTIONS –VIEW ACCESS . . . . . . . . . . . . . . . . .16

LOGON TO VIEW EXCEPTIONS . . . . . . . . . 16Types of Exceptions . . . . . . . . . . . . . . . 17View Image of Exception Item /

Issued Cheque Details . . . . . . . . . . 19

5.0 MANAGE EXCEPTIONS . . . . . . . . . . . .21REVIEW A LIST OF EXCEPTIONS AND

ENTER DECISIONS . . . . . . . . . . . . . 21Types of Exceptions. . . . . . . . . . . . . 22View Image of Exception Item / Issued Cheque Details. . . . . . . . . 23

Enter Decisions . . . . . . . . . . . . . . . . 25Decision Due Time. . . . . . . . . . . . . . 26Filter List by Account . . . . . . . . . . . . 26Sort List by Column. . . . . . . . . . . . . 26

REVIEW DECISIONS . . . . . . . . . . . . . . . . . . . 27SUBMIT DECISIONS . . . . . . . . . . . . . . . . . . . 28

6.0 SEARCH CHEQUES . . . . . . . . . . . . . . .29Processed Search, Issued Search, Stop Search, and Issued Files Search . . . 29

PROCESSED SEARCH . . . . . . . . . . . . . . . . . . 30PROCESSED CHEQUES SEARCH CRITERIA . . 30PROCESSED SEARCH HISTORY . . . . . . . . . . . 32SERIAL CORRECTION / AMOUNT ADJUST(PAID CHEQUE REPORTING ONLY ACCOUNTS) . . . . . . . . . . . . . . . . . . . . . 31

NEGATIVE PAY (AVAILABLE FOR ALL CUSTOMERS) . . . . . . . . . . . . . . . . . . . . . . 34

ISSUED SEARCH . . . . . . . . . . . . . . . . . . . . . . 36ISSUED SEARCH CRITERIA . . . . . . . . . . . . . . 36ISSUED SEARCH HISTORY . . . . . . . . . . . . . . . 38ISSUED FILES SEARCH. . . . . . . . . . . . . . . . . . 39ISSUED FILES SEARCH CRITERIA. . . . . . . . . . 39ISSUED FILES SEARCH RESULTS . . . . . . . . . . 40DELETING RECORDS VIA THE ISSUED FILES SEARCH RESULTS . . . . . . . . . . . . . . 40

STOP SEARCH. . . . . . . . . . . . . . . . . . . . . . . . 42STOP SEARCH CRITERIA . . . . . . . . . . . . . . . . 43STOP SEARCH HISTORY . . . . . . . . . . . . . . . . 45

7.0 STOP PAYMENT / VOID / DELETE . . . . . . .46ENTERING VOIDS AND DELETIONS. . . . . . . . 46ISSUED SEARCH . . . . . . . . . . . . . . . . . . . . . . 47ISSUED SEARCH CRITERIA . . . . . . . . . . . . . . 47VOID AND DELETE ISSUED RECORDS . . . . . . 49

8.0 REPORTS . . . . . . . . . . . . . . . . . . . . . .51SEARCHING FOR A REPORT . . . . . . . . . . . . . 51SELECTING A REPORT. . . . . . . . . . . . . . . . . . 51REPORT TYPES . . . . . . . . . . . . . . . . . . . . . . . 53DOWNLOAD A REPORT . . . . . . . . . . . . . . . . 54

9.0 UPLOADING ISSUED RECORDS ONLINE . . . . . . . . . . . . . . . . . . . . . .55

ADDING RECORDS . . . . . . . . . . . . . . . . . . . . 55

10.0 FILE TRANSMISSIONS . . . . . . . . . . . . .59INTERNET TRANSMISSION . . . . . . . . . . . . . . 59ADVANCED COMMUNICATION METHODS . . . . . . . . . . . . . . . . . . . . . . . . 60

ISSUED FILE TRANSMISSION INFORMATION. . . . . . . . . . . . . . . . . . . . . 60

EARLY PAID CHEQUE FILE TRANSMISSION INFORMATION. . . . . . . . . . . . . . . . . . . . . 61

ADJUSTED PAID CHEQUE FILE TRANSMISSIONINFORMATION.. . . . . . . . . . . . . . . . . . . . . . . 62OUTSTANDING FILE TRANSMISSION INFORMATION. . . . . . . . . . . . . . . . . . . . . 63

1

Our suite of Electronic Cheque Services (ECS) – Reconciliation & FraudDetection, which includes three service packages; Paid Cheque Reporting,Positive Pay, and Positive Pay with Payee Match, provides reconciliation andfraud detection with images. It enables you to manage processed and issuedcheques through one integrated platform. You have the flexibility to choose oneof the service packages, which are specified in your customer enrolmentpreferences.

IMPORTANT: All Users either new or existing must have a ScotiaConnectelectronic banking User ID to access Electronic Cheque Services. Pleasecontact your Scotiabank Relationship Manager to register for this service.

Our suite of Electronic Cheque Services includes:

Paid Cheque Reporting:View and download online reports (Processed, Serial Stop and Void,Adjustments, and Returns) as well as view cheques images for comparisonpurposes. You can return cheques, correct serial numbers, and requestamount adjustments online. You also have the ability to access the followingonline, Microsoft Excel formatted reports: Paid Cheques, Stops, ReturnedCheques, Amount Adjustments and Deleted.

Positive Pay:All of the features and functionality of Paid Cheque Reporting, plusautomated fraud detection. The contents of your Issued cheque list will becompared to the original cheques by Issued date, Serial number, Amount,Transit Number, Bank Identifier (002), and Account Number. Eachdiscrepancy will produce an online Exception notification, so you can makea pay/no pay decision. Access Excel formatted reports including PaidCheques, Stops and Voids, Returned Cheques, Amount Adjustments,Deleted Issued Records, Outstanding Issued Records and Full RS (a combination of Paid Cheques and Outstanding Issued Records.) You can also, view, modify, and directly upload Issued cheque records.

1.0 Introduction

FOR ASSISTANCE OR INFORMATION, CALL SCOTIABANK’S CUSTOMER SERVICE HELP DESK AT 1-800-265-5613

2 FOR ASSISTANCE OR INFORMATION, CALL SCOTIABANK’S CUSTOMER SERVICE HELP DESK AT 1-800-265-5613

Positive Pay with Payee Match: All of the features of Positive Pay, plus the detection of alterations to thepayee zone on each of your cheques. Single line (name only), or full field(name and address) matching of the Payee field for added fraud protectionoptions are available.

SYSTEM REQUIREMENTS

Microsoft Windows 2000 or greaterMicrosoft Excel 2000 or greaterMicrosoft Internet Explorer version 5.5 or greaterA monitor with screen resolution set to at least 1024x768 and 16-bit colourJavaAccess to ScotiaConnect electronic banking

2.0 Logging into the systemThis chapter will show you how to:

Login to the systemChange your password

LOGGING ONTO THE SYSTEM

All Users are required to have a unique User Name and password (separatefrom your ScotiaConnect user name and passwords). Each User has access tospecific roles and permissions as defined in the User Roles and Permissionssection. Scotiabank assigns a User Name and password to each User. Also, thecustomer administrator can add new Users at any time.

Note: Your User Name is not case sensitive; your password is case sensitive.

The login page is accessed through ScotiaConnect at:

• https://www.scotiaconnect.scotiabank.com

• Enter your ScotiaConnect User Name and password. On the ScotiaConnecthomepage, select the Account Management Tab, then select eChequeServices. See Figure 2.1.

Figure 2.1

Enter your unique User Name and password then click the Submit button tolog into ECS. Your initial users entered on your Service Request Form will beset up by Scotiabank, but going forward, all User Names, access privileges andpasswords will be managed by your chosen customer administrator(s). Toprotect your privacy, your password never appears on your screen. An asterisk(*) or bullet will appear in place of each character you type. See Figure 2.2

3FOR ASSISTANCE OR INFORMATION, CALL SCOTIABANK’S CUSTOMER SERVICE HELP DESK AT 1-800-265-5613

4

Figure 2.2

Error Message

If you try to login without entering a User Name or password, or have enteredan invalid User Name or password, you will see an error message. See Figure 2.3

Figure 2.3

USER LOGIN SUPPORT

Your chosen customer administrator(s) is your first source for assistance. Ifthey are unavailable, please contact Scotiabank Support. They will be able toprovide you with assistance if you have forgotten or have not been issued yourUser Name or password, or if your account has been locked because youexperienced more than three failed login attempts.

CREATING A PASSWORD

The first time you log into the system, and when your password is reset, youwill be prompted to change your password. You will see a confirmation messagewhen the change is completed. Click continue to move to the Home page. See Figure 2.4

Figure 2.4


Password Guidelines

• Passwords are case sensitive

• Passwords have a minimum length of eight, and maximum of 20alphanumeric characters and no special characters

• Must contain at least one lower case, one upper case, and one numericcharacter

• Must not re-use last password

• Must not repeat a character more than half the length of the password(Abcd5555 is permitted while Abc55555 is not)

• Must not contain a portion of User name longer than half the User name’slength (if User name is abcdefg1, password: abcR12345 is permitted butpassword: abcdR1234 is not permitted)

• Passwords created by an administrator are changed by the User duringfirst login

• Passwords never expire

NAVIGATION MENU

Note: You may have access to one or more of the roles and permissions based on your User Role(s)

Figure 2.5


6

USER ROLES AND PERMISSIONS

USER ROLES

The following roles are available to ECS users:

Administrator View Process Upload Exceptions

This User may This User may This User may This User may This User may

• Add, • View cheque images •View cheque images • Enter •View and maintain • View issued files •Edit serial numbers additional decision and • Search issued and dollar amount issued records (pay or assign records (paid cheque online return) roles and • Download online reporting only) exception accounts reports •Search processed itemsto user(s) • Search processed items

items •Initiate returns• View audit logs •View issued files(issued and •Maintain issued files processed (ability to delete history) outstanding issued

• Read only access records)to view exceptions •Search issued records

•Download online reports•View audit logs (issued and processed history)


LINKS AND BUTTONS

Links are connections between two web pages that are highlighted as yourmouse pointer moves over them (i.e. ). When you click on a link,the displayed page is replaced with the linked page or you are moved to adifferent section of the same page.

Buttons are graphics that, initiate a function when clicked(i.e. ).

Clear

Click the Clear button to remove all the information entered on a form andrefresh to the default values.

Paging

Only one page of a list is displayed at a time. If a list is comprised of more thanone page, a navigation control block will appear at the bottom of the screenenabling you to page through the list

• Forward or backwards one page at a time using the or link,

• To the first or last page by selecting the or link or

• Directly to a specific page by entering its number in the field provided andhitting the enter key on your keyboard.


8

3.0 Manage UsersThis chapter describes how customer administrators may:

• Add new Users

• Search for existing Users

• Review Users’ details and status

• Edit Users’ details, including

• First name

• Last name

• Role(s)

• Position title

• Email

• Phone number

• Fax number

• Status

• Language preference

• Delete Users

Note: You may have access to one or more of the roles and permissions based on your User level. You may see more than one Icon on your home page.

To access the manage users option, either click on the manage users icon orclick on the Manage users tab located above the icons. There will be a tab foreach icon on your home screen. The tabs will be available throughout yoursession.

Figure 3.1

This will bring you to the Manage Users screen.


Figure 3.2

ADD NEW USERS

IMPORTANT: All Users, must have a ScotiaConnect User ID with eChequeServices in order to access ECS. Please contact your Scotiabank RelationshipManager to setup this service.

To add a new User, click the add User button in the Add User section of themain page. The User management page will appear. Enter the User’s details asoutlined below. All starred fields are mandatory in order to set up a new user.

Figure 3.3


10

User NameYou must enter a User Name for each User. Please note the following whenentering a User Name:

• User Name is not case-sensitive• User Name is unique within the bank• Only alphanumeric characters are allowed• Minimum length = six characters and Maximum length = 12 characters

Note: You may not edit a User Name after the User’s profile has been saved. Be careful to enter theUsername exactly how you want it to be displayed, and verify it before saving your changes.

First NameYou must enter the User’s first name in this field.

Last NameYou must enter a User’s last name in this field.

Note: Users may have the same first and last name as other Users for Scotiabank. Their User Namesmust be unique.

Role(s)You must assign one or more roles to the User by selecting it from theUnselected list and clicking the > button. The role will move to the Selectedlist. Use the >> button to move all roles to the Selected list at once. You will seethe Accounts portion of the panel. Using the same steps as above, you wouldnow move over any accounts to which this User is to have access.

Figure 3.4

Note: It is not recommended to grant Users permission to all roles simultaneously.


To remove a role or account, select it in the Selected list and use the < buttonto move it back to the Unselected list. Use the << button to remove all roles oraccounts back at once. Each role has access to the following features:


Role

Feature Administrator View Process Upload Exceptions

Current Exceptions – View • •

Current Exceptions – Decision •

Manage Users •

Reports • •

Adjustments/Corrections/Returns •

Search • •

Add Additional Issued Items Online •

Issued Item Maintenance •

Figure 3.5

12

Position Title

You may enter the position title of the User. Position titles are independent ofUser roles.

E-mail

You must enter the User’s e-mail address. Note that you must have a means ofsafely communicating initial passwords, and any password resets to each user.

Phone Number

You must enter the User’s phone number (area code, exchange, and number).Extensions are optional.

Fax Number

You may enter the User’s fax number (area code, exchange, and number).

Status

The User account status is automatically set to Reset Password when a newUser is added. The status may not be edited for new Users.

Once the User profile is created, you may edit the status. The statuses availableare:

• Active: User may log in to the system.• Inactive: User may not log in to the system.• Reset Password: The system will generate a new password for the User,

which will be displayed on the Review tab for you to copy. Once the Usersuccessfully logs in with the system-generated password, they will beprompted to create a new password.

• Deleted: User may delete existing users associated with a specific account

Language Preference

Select the User’s language preference using the drop-box. This will determinewhat language ECS will display for that particular User.

Note: This version of ECS only supports English, although French is included in the User profile so itcan be applied when it becomes available.


Completing the Profile

When all of the User account data is entered to your satisfaction, click the nextbutton at the bottom of the page and see the Review tab, where you can doublecheck all of the data:

Figure 3.6

Note: The initial password will always be a randomly generated string of letters and numbers. Please copy the initial password before saving the User account.

If data entry is correct and you have copied the initial password, press thesubmit button. Otherwise, press the previous button and make the desiredcorrections.

Note: Data can be edited at a later date except for the User Name and the password. The passwordmay be reset if needed.

SEARCH FOR EXISTING USERS

From the Manage Users page, enter all or part of the User Name you wish tosearch for and click the search button:

Figure 3.7


14

REVIEW USERS’ DETAILS AND STATUS

After you click the search button, the User Search Results page will appear,displaying all of the Users with User Names matching your search:

Figure 3.8

Under the Edit User column:

• Click the page icon ( ) to see the User’s audit trail of activity. If youchoose to review the User’s audit trail, a new window will appear with theaudit details included.

Figure 3.9

• Click the pencil icon ( ) to edit the User’s details.

If you choose to edit the User’s profile, you will be able to edit all of theirinformation except for their User Name and password. Please see section 3.0Manage Users: Add New Users for details.



CHANGE USERS’ STATUS

After you click the search button, the User Search Results page will appear,displaying all of the Users with User Names matching your search:

Figure 3.10

• Click the pencil icon ( ) to edit the User’s details.

• If you choose to edit the User’s profile, you will be able to edit all of theirinformation except for their User Name and password.

• If you want to change the status of the specific user go to status and selectfrom the drill down menu the new status.

Figure 3.11

Note: Data can be edited at a later date except for the User Name and the password. The passwordmay be reset if needed.


4.0 Current Exceptions – View AccessThis chapter describes how you can Logon to Electronic Cheque Services toView Exceptions.

Note: You may subscribe to optional courtesy exception notification emails. These optional emailscan be provided daily, whether you have exceptions or not, or only on days you have exceptionsidentified. There are circumstances which can prevent delivery of notifications in a timely manner,therefore, it is your responsibility to logon to the system each day to review and action any pendingexceptions. To configure these email options please contact the Scotiabank ECS Help Desk.

LOGON TO VIEW EXCEPTIONS

Note: Depending on the services you have selected or have been assigned, youmay have access to one or more of the roles and permissions based on yourUser role(s). To access exceptions either click on the Current Exceptions iconor click on the Exceptions tab located above the icons.

Figure 4.1

Both methods bring you to the Exception Processing screen, where you canfilter your list of pending exceptions by account using the Accounts drop downmenu located in the top left corner of the main screen.

The default Account view shows all your accounts you are entitled to manage.Up to 20 exceptions are listed on each page. You can navigate from onepage to another using the links at the top right corner of the screen.Information entered on one page is retained when you move to another page.


Figure 4.2

Types of Exceptions

Amount Mismatch

• Paid and image courtesy amount do not match the issue amountindicating:

– A fraudulent alteration of the courtesy and or legal amount

Void

• Paid item matches an issue item with a void action.

Paid / No Issue (PNI)

• the serial number of a posted cheque cannot be matched to the serialnumber of an issue item indicating:

– An issued cheque was not entered into the system

– Serial number on an actual cheque has been modified

– Fraudulent cheque has been printed with a false serial number

Duplicate Item

• One or more cheques with the same serial number have already beenpaid. (Matched paid status in your paid cheques listing).

Payee Mismatch

• Payee as it appears on the cheque is not identical to the Payee defined inthe issued file (Positive Pay with Payee Match only).

Stale Dated (optional)

• Cheque has been paid after your selected stale-dated period (180 days,270 days, 365 days).


Post Dated (Optional)

• Cheque has been paid before the issued date.

Image Not Available

• Image of the cheque is not available (certified and/or sundry chequescan not be imaged).

The following conditions result in the cheques being automatically returned

Stop

• Paid cheque matches an issued or stop record with stop status

Amount mismatch due to encoding error for difference over $20.00

• Paid amount does not match the amount on the cheque by a differencegreater than $20.00.

• As per the Canadian Payments Association (CPA) stipulations, chequeswith encoding errors of +/- $20.00 and over will automatically bereturned to the negotiating bank for correction – replacement chequesshould not be issued unless the original cheque is stopped, voided ordeleted. Cheques with encoding errors less than +/- $20.00 areautomatically adjusted to match your issued records. The difference isposted to your account on the following day.

Amount mismatch due to misread for a difference over $20.00

• Paid amount does not match the amount on the cheque by a differenceof greater than $20.00.

• Cheques with amounts that were misread for over +/- $20.00 willautomatically be referred to the tracing department for correction –replacement cheques should not be issued.

Note: Certified cheques cannot be returned, therefore, exceptions are not generated for certifiedcheques clearing without matching outstanding issued records. If a certified item is cleared, and anoutstanding issued record exists with the same serial number, the issued record will be updated witha status of Paid regardless of whether the amount and/or payee information are the same.


View Image of Exception Item / Issued Cheque Details

Daeja ViewONE Plug-in: In order to view images with the web application, youwill need the Daeja ViewONE plug-in. The first time you select an image forviewing, the Daeja ViewONE installer will automatically be displayed on screen.

Select the box to Always trust content from Daeja Image Systems and thenclick the Yes button to install the Daeja ViewONE plug-in. In some instances (ifyour computer has a Java runtime version 1.5 or higher), the Daeja ViewONEinstallation window might look different.

Figure 4.3

Click on the Always button to install Daeja ViewONE plug-in.

Figure 4.4


After the installation process is complete, the image you selected will bedisplayed. Any other images selected after this, will display automatically insidethe ViewONE plug-in. No further installation is required.

All cheques for which an exception has been reported to you (except for theno image available exception) will have the serial number hyperlinked. Clickon the hyperlink of the serial number for the respective cheque in order to viewthe front and back of the cheque with relevant details such as the issue amountin a popup window. The Issued row shows what was received in an issue file(not available for PNI exceptions). The Clearing row shows the serial number,amount captured from the MICR line, and the date it was captured.

Figure 4.5


5.0 Manage ExceptionsThis chapter describes the three stages to the exception workflow:

View exceptions and enter decisionsReview decisionsSubmit decisions

REVIEW A LIST OF EXCEPTIONS AND ENTER DECISIONS

You may also filter your list by account using the Accounts drop down menulocated in the top left corner of the main screen.

The default Account view shows all accounts that you are entitled to manage.Up to 10 exceptions are listed on each page. You can navigate from onepage to another using the links at the bottom right corner of the screen.Information entered on one page is retained when you move to another page.

Figure 5.1


Types of Exceptions

Amount Mismatch

• Paid and image courtesy amounts do not match the issue amountindicating:

– A fraudulent alteration of the courtesy and or legal amount

Void

• Paid cheque matches an issued cheque with a void action.

Paid / No Issue (PNI)

• Serial number of a posted cheque cannot be matched to the serialnumber of an issued cheque indicating:

– The system did not receive an issued item for the cheque

– Serial number on a genuine cheque has been modified

– Fraudulent cheque has been printed with a false serial number

Duplicate Item

• One or more cheques with the same serial number have already beenpaid (Matched paid status in the paid cheques).

Payee Mismatch

• Payee as it appears on the cheque does not match the Payee defined inthe issued cheque file. (Positive Pay with Payee Match only).

Stale Dated (optional)

• Cheque has been paid after your selected stale-dated period (180 days,270 days, 365 days).

Post Dated (Optional)

• Cheque has been paid before the issued date.

Image Not Available

• Image of the item is not available (certified and/or sundry cheques cannot be imaged).


The following conditions result in the cheques being automatically returned

Stop

• Paid cheque matches an issued or stop record with stop status.

Amount mismatch

• Paid amount does not match the amount on the cheque by a differencegreater than $20.00 (encoding error over $20.00).

View Image of Exception Item / Issued Cheque Details

Daeja ViewONE Plug-in: In order to view images with the web application, youwill need the Daeja ViewONE plug-in. The first time you select an image forviewing, the Daeja ViewONE installer will automatically be displayed on screen.

Select the box to Always trust content from Daeja Image Systems andthen click the Yes button to install the Daeja ViewONE plug-in. In someinstances (if your computer has a Java runtime version 1.5 or higher), theDaeja ViewONE installation window might look different.

Figure 5.2

Click on the Always button to install Daeja ViewONE plug-in.

24

Figure 5.3

After the installation process is complete, the image you selected will bedisplayed. Any other images selected after this, will display automatically insidethe ViewONE plug-in. No further installation is required.

All cheques for which an exception has been reported to you (except for theno image available exception) will have the serial number hyperlinked. Clickon the hyperlink of the serial number for the respective cheque in order to viewthe front and back of the cheque with relevant details such as the issue amountin a popup window. The Issued row shows what was received in an issue file(not available for PNI exceptions). The Clearing row shows the serial number,amount captured from the MICR line, and the date it was captured.

Figure 5.4



Enter Decisions

After reviewing each exception, you can then either pay or return eachexception by selecting the appropriate radio button.

Pay – pay this cheque

Return – this cheque should not be paid

You must select a reason code from the drop down menu for each return.Please note that if you select “Material Alteration” or “Forged Endorsement” asa return code, you must complete and fax the CPA Declaration form to yourregional clearing centre. Forms must be received by the processing site no laterthan 2:00 P.M. local time.

Please fax “Attention: Bank of Nova Scotia Returns Processing” to theappropriate number below:

Vancouver fax: 403-806-5030 Calgary fax: 403-806-5030 Winnipeg fax: 403-806-5030 Toronto fax: 416-673-2658/2662 Montréal fax: 416-673-2658/2662 Halifax fax: 866-310-8200

The CPA requires that you retain a copy of this document.

This form and further information can be found by clicking the CPAInformation link on the very bottom of the Exception Processing screen.

Figure 5.5

Note: When returning cheques, any corresponding issued records will remain with outstandingstatus until: cheques matching the issued records are paid, the issued records are voided, or theissued records are deleted.

Figure 5.6


Decision Due Time

The decision due time is displayed in red text, above the exception list.

Please note that all exceptions will be presented to you for payment decisionby 10:00 AM local time. You are required to submit a payment decision by 2:00 PM local time. Any cheques pending after this deadline has passed will beprocessed based on the Default Decision you provided for each account.

Filter List by Account

Click on the Account drop down menu for a list of all accounts. You may selecta specific account, or All Accounts (default). Click on your selection to displayyour new list.

Figure 5.7

Sort List by Column

Lists are sorted by account number and serial number. Re-sort the list byclicking on any of the following column headers: Serial #, Issued Date, IssuedAmount, Clearing Date, Clearing $, and Difference. One click sorts by thatcolumn in ascending order. Click again to sort in descending order. TheDifference column indicates the difference between the issued and clearedamounts (nil if issued amount is not provided).


REVIEW DECISIONS

Enter one or more pay or return decision by clicking the Review button at thebottom right corner of the screen. You will see a list of your decisions groupedby return and pay.

Figure 5.8

Review Return Decisions

• Cheques flagged Return including the return code.

Review Pay Decisions

• Cheques flagged Pay.

You have two options:

Back to exceptions

• To change a decision or reason code, click the back button. You canchange any of these decisions before you continue.

Submit

• Finalizes your decisions. Once finalized, return decisions cannot bereversed. You will see a confirmation page.


Figure 5.9

Any cheques pending after the deadline will be processed based on the Default Decision you provided for each account.

SUBMIT DECISIONS

The Decision Confirmation page indicates:

Number of cheques with a pay decision, finalized in this batch

Number of cheques with a return decision, finalized in this batch

Number of exceptions remaining that require a decision

A list of all returned cheques

A list of all paid cheques

From this page, you have the following option:

Back to exceptions

• Takes you to the list of pending exceptions to review any non-finalizedexceptions, and make any final modifications if necessary. Exceptiondecisions already submitted will no longer appear.


6.0 Search ChequesThis chapter describes how to:

Search for processed chequesPerform serial correctionsRequest amount adjustmentsReturn cheques via Negative PaySearch for issued chequesSearch for issued files

Search for Stop Payments

Note: Depending on the services you have selected or have been assigned, you may have access toone or more of the roles and permissions based on your User role(s). You may see more than oneIcon on your home page.

To access search either click on the search icon or click on the Search tablocated above the icons.

Figure 6.1

If you have multiple Icons on your home screen there will be a tab for eachicon. The tabs will be available throughout your session.

The search types are listed at the top of the screen (Figure 6.2) and can beselected by clicking on the individual item you would like to search.

Processed Search, Issued Search, Stop Search, and Issued Files Search

Note: Your default is Processed Search. Access other searches by clicking on their buttons asdisplayed in Figure 6.2.

Figure 6.2


PROCESSED SEARCH

Select one or more account by highlighting the account(s) in the Unselectedlist and clicking the > button to move them to the Selected list. Click >> tomove all accounts to the Selected list.

If you change your mind, you may either select an account from the Selectedlist then click the < button to move a single status back to the Unselected list,or click the << to move all statuses to the Unselected list.

Figure 6.3

PROCESSED CHEQUES SEARCH CRITERIA

Information must be entered for any fields containing an asterisk. Specifyparticular search criteria:

You may specify a serial number range by entering a lower limit in theSerial number range from field and an upper limit in the To field.

Note: To search for a specific serial number, enter the number in both the Serial number range from fieldand the To field.

You may specify an amount range by entering a lower limit in the Amountrange from field and an upper limit in the To field.

Note: To search for a specific amount, enter the amount in both the Amount range from field and To field.


You must enter a start-of-search date in the Date range from field.

You may enter an end-of-search date in the To field.

Note: To enter dates in the search page, either select the settings you want from the drop downmenus, or click the calendar icon and select the date you want from the pop-up calendar.

You may filter your search results on specific statuses by selecting thestatus(s) you want to include in your results from the Unselected list, clickthe > button to move them to the Selected list. Click >> to move allstatuses to the Selected list.

If you change your mind, you may either select a status from the Selectedlist then click the < button to move a single status back to the Unselectedlist, or click the << to move all statuses to the Unselected list.

Note: If you do not select any statuses, all statuses will be included in the search results.

You may filter your search results on specific return reason codes. To doso, select the return reason code(s) you want to include in your resultsfrom the Unselected list, then click the > button to move them to theSelected list. Click >> to move all reason codes to the Selected list.

If you change your mind, either select a reason code in the Selected listthen click the < button, or click the << to move all reason codes to theUnselected list.

Note: If you do not select any return reason codes, all reason codes will be included in the search results.

You may filter your search results on specific exception types. To do so,select the exception type(s) you want to include in your results from theUnselected list, then click the > button to move them to the Selected list.Click >> to move all exception types to the Selected list.

To change your mind, either select an exception type from the Selected listthen click the < button, or click the << to move all exception types to theUnselected list.

Note: If you do not select any exception types, all exception types will be included in the searchresults.

When all the search criteria are set, click search at the bottom of the panel.To clear all of your criteria and start again, click clear.


PROCESSED SEARCH HISTORY

View the processing history of a specific item Processed Search Results byclicking its icon. To view a cheque image (available for 90 days from theclearing date) click on the serial number hyperlink for the item.

Figure 6.4

The following processed details screen will appear in a separate window.

Figure 6.5

Note: Information will be available via the Processed Search for 16 months from the clearing/processed date.

SERIAL CORRECTION / AMOUNT ADJUST (PAID CHEQUE REPORTING ONLY ACCOUNTS)

In addition to the above Search History, customers with only Paid ChequeReporting also have the ability to correct either the serial number or the amountof a paid item. (For Positive Pay and Positive Pay with Payee Match customers,amount adjustments and serial number corrections are performed by the systemaccording to the customer’s issued records.) The Process Search Results screenwill also contain and Edit column with the edit icon. See Figure 6.6.


Figure 6.6

Clicking the edit icon for the individual cheque will bring you to a new screen(see Figure 6.7) that will allow you to correct either the serial number orrequest an amount adjustment. Select the Edit Type and fill in thecorresponding corrected Issued information. Once the information is entered,click the review button.

Figure 6.7

The Review Screen displays the Value from Clearing and the Issued Value. Ifyou are satisfied with the change in the Issued Value, click the submit button tofinalize your correction. If you need to correct the issued value you entered,click the back to edit button and your information will not be saved.

Figure 6.8


You may also request amount adjustments for incorrectly encoded items. Allrequests for which the difference between the encoded and the requestedadjusted amount are less than $20.01, will be submitted for processing. On theprocessed search results screen, all items submitted for an amount adjustmentwill have a status of pending (pending is one of the processed searchstatuses). Any adjustments that do not match the courtesy amount will berejected. The status of the item will then revert back to a paid status with theoriginal cleared amount. Please note that requests for adjustments where thedifference between the encoded and the requested adjusted amounts are over$20.00, will not be accepted. You will be referred to use the Negative Payfunctionality to return the items online.

NEGATIVE PAY (AVAILABLE FOR ALL CUSTOMERS)

To return a cheque that has been paid; perform a Processed Search as outlinedpreviously in this section.

When you see the Processed Search Results screen, click the Please Select box for an individual cheque to reveal a drop-down menu with the availablereturn codes.

In Figure 6.9 below we have magnified the Return Code options for a chequewith a status of Paid.

Figure 6.9


Return codes for each item will expire based on the Canadian PaymentsAssociation rules for cheque return:

Up to 2 days after clearing date

• Post Dated • Stale Dated • Payment Stopped • Counterfeit


• Material Altered Payee name • Material Altered Amount


• Incorrect Amount

No expriry

• Forged Endorsement

Select the applicable return code, click on the review button on the bottomright of the screen, review your decision, and then click on submit to finalizeyour request. Figure 6.10 shows the review screen with a Counterfeit Return Code.

Figure 6.10

Note: When returning cheques, any corresponding issued records will revert to outstanding statusuntil: cheques matching the issued records are paid, the issued records are voided, or the issuedrecords are deleted.

Please note that if you select “Material Alteration” or “Forged Endorsement” as a return code, youmust complete and fax the CPA Declaration form to your regional clearing centre. Forms must bereceived by the processing site no later than 2:00 P.M. local time.

Please fax “Attention: Bank of Nova Scotia Returns Processing” to the appropriate number below:

The CPA requires that you retain a copy of this document.

This form and further information can be found by clicking the CPA Information link on the bottomof the page.Note: Negative Pay is not available for certified items, as certified items can not be returned.

Vancouver fax: 403-806-5030Calgary fax: 403-806-5030Winnipeg fax: 403-806-5030

Toronto fax: 416-673-2658/2662Montréal fax: 416-673-2658/2662Halifax fax: 866-310-8200


ISSUED SEARCH

Perform an Issued Search by clicking the appropriate button as displayed inFigure 6.2 of Section 6.0. Select one or more account by highlighting theaccount(s) in the Unselected list and clicking the > button to move them to theSelected list. Click >> to move all accounts to the Selected list.


Figure 6.11

ISSUED SEARCH CRITERIA

Specify your search criteria:

You may specify a serial number range by entering a lower limit in theSerial number range from field and an upper limit in the To field.

Note: To search for a specific serial number, enter the number in both the Serial number range fromfield and the To field.

You may specify a Payee name in the Payee field.

You may specify an amount range by entering a lower limit in the Amountrange from field and an upper limit in the To field.

Note: To search for a specific amount, enter the amount in both the Amount range from field and To field.


You may choose a Date Entry Type of either Drop-down or Free-form Text.The default is Drop-down.

• If you select the Drop-down menu, you must enter a start-of-search datein the Date range from field.

– You may enter an end-of-search date in the To field.

Note: Enter dates in the search page by selecting the settings you want from the drop down menus,or clicking the calendar icon and selecting the date you want from the pop-up calendar.

• If you select Free-form Text, you may enter the From and To dates in theformat MMDDYYYY.

You may filter your search results by specific statuses. To do so, select thestatuses you want to include in your results from the Unselected list, thenclick the > button to move them to the Selected list. Click >> to move allstatuses to the Selected list.

If you change your mind, either select a status from the Selected list then click the < button, or click the << to move all statuses to theUnselected list.


Click Search at the bottom of the panel to begin. Click clear to clear all of yourcriteria and start again.

ISSUED SEARCH HISTORY

For Issued Search history, click on the details icon to see the processinghistory of a specific item.

Figure 6.12


The following issued details screen will appear in a separate window.

Figure 6.13

Note: Information will be available via the Issued Search for 90 days from when the cheque iscleared.

ISSUED FILES SEARCH

Click the appropriate button as displayed in Figure 6.2 of Section 6.0 toperform an Issued Files Search.



Figure 6.14


ISSUED FILES SEARCH CRITERIA

Specify whether you wish to search by File Date or Reference #.(A reference number is provided to you each time you upload an issued fileto Scotiabank).

• If you select File Date, you must enter a start-of-search date in the Daterange from field.

• You may enter an end-of-search date in the To field.

Note: Enter dates in the search page by selecting the settings you want from the drop down menus,or clicking the calendar icon and selecting the date you want from the pop-up calendar. The daterange must be limited to 35 days.

• If you select Reference #, you must enter an Issue File #.

Click Search at the bottom of the panel to begin or to clear all of your criteria.To start again, click Clear.

ISSUED FILES SEARCH RESULTS

To see the list of Issued Records with a specific status, click on the icon in theCount column.

Figure 6.15


The Issued File Details will appear in a separate window. From this window youcan choose to print or download the list.

Figure 6.16


If you choose to generate the report, then the system will display a messagewith a reference number. If you click on the Report Retrieval Page link withinthe message, you will land on the retrieval page where you can download yourfile with a completed status.

Figure 6.17


DELETING RECORDS VIA THE ISSUED FILES SEARCH RESULTS

From the Issued File Search Results page, you may choose to delete allremaining Issued Records with Outstanding or Void status from each file.Simply check the corresponding check box in the Delete column and click thereview button.

Figure 6.18

The Review Changes screen will appear for you to review your deletions. Tosubmit the request, click the submit button in the bottom right corner of thepage. To cancel the request, simply click back to search results.

Figure 6.19

After submitting your deletions. The request will be summarized on theConfirmed Changes page.

Figure 6.20


STOP SEARCH The Stop Search feature is available for Paid Cheque Reporting only accounts.For accounts with Positive Pay, you may search for Stop Payments via theIssued Search feature.

Stop Payments must be placed through your Branch, Business Support Centre,or submitted online via ScotiaConnect. Stop Payment information is updated inECS each night.

Figure 6.21

STOP SEARCH CRITERIA To search for Stop Payments, select one or more account by highlighting theaccount(s) in the Unselected list and clicking the > button to move them to theSelected list. Click >> to move all accounts to the Selected list.



Specify your search criteria:• You may specify serial number range by entering a lower limit in the

Serial number range from field and an upper limit in the To field.


• You may specify a Payee name in the Payee field.

• You may specify an amount range by entering a lower limit in theAmount range from field and an upper limit in the To field.

Note: To search for a specific amount, enter the amount in both the Amount range from field and Tofield.

• You may choose a Date Entry Type of either Drop-down or Free-formText. The default is Drop-down.

• If you select the Drop-down menu, you must enter a start-of-searchdate in the Date range from field.



• If you select Free-form Text, you may enter the From and To dates inthe format MMDDYYYY.

• You may filter your search results by specific statuses. To do so, selectthe statuses you want to include in your results from the Unselectedlist, then click the > button to move them to the Selected list. Click >>to move all statuses to the Selected list. In the Stop Search feature, theDeleted status represents Stop Payments that were placed and laterremoved.

If you change your mind, you may either select a status from theSelected list then click the < button to move a single status back to the Unselected list, or click the << to move all statuses to theUnselected list.




STOP SEARCH HISTORY

For Stop Search history, click on the details icon to see the processing historyof a specific item.

Figure 6.22

The following stop details screen will appear in a separate window.

Figure 6.23


7.0 Stop Payment / Void / Delete

STOP PAYMENTS: MUST be initiated via ScotiaConnect or at your branch.Please consult your branch or ScotiaConnect user manual for furtherdetails. To view Stop Payments reports via ECS, please see Section 8.0:Reports. You can also search for Stop Payments using the Issued Search(Positive Pay and Positive Pay with Payee Match customers) or StopSearch (Paid Cheque Reporting customers).

Note: Issued records will revert to outstanding status when stop payments expire. To permanentlycancel an issued record, the record must be voided or deleted either before the stop payment isplaced or after the stop payment expires.

VOIDS: (for Positive Pay or Positive Pay with Payee Match customersonly). When you void an outstanding cheque on-line, or via your issued filetransmission, you automatically will trigger the item to be presented to youas a Void exception if it is presented for payment. You will then be able toenter your pay / no pay decision. When an item is voided, you cannot re-issue another cheque with the same serial number.

DELETIONS: (for Positive Pay or Positive Pay with Payee Match customersonly). When you delete an item, you are removing the information from theoutstanding issued item database. Once the item is deleted, you can thenre-issue the same serial number to re-populate the outstanding issued itemdatabase via an issued cheque file or issued item upload (see Section 9.0for Upload instructions). Once an outstanding issued item has been deleted(and an item with the same serial number has not been re-issued), if acorresponding cheque is presented, it will be referred to you as a Paid notIssued exception.

Issued Records updated from Outstanding status to Stop, Void, or Deletedstatus will no longer appear on your Outstanding Issued Report orOutstanding File Transmission (if applicable).

Note: PAID CHEQUE REPORTING only customers do no provide an Issued items file and thereforecannot enter online voids or deletions.

ENTERING VOIDS AND DELETIONS

In order to enter a void or deletion you must perform an Issued Search for theoutstanding cheque that you want to void or delete.


ISSUED SEARCH

Perform an Issued Search by clicking the appropriate button as displayed inFigure 6.2 in Section 6.0



Figure 7.1

ISSUED SEARCH CRITERIA

Specify your search criteria:

You may specify a lower serial number range limit by entering a serialnumber in the Serial number range from field.


• You may also specify an upper serial number range limit by entering aserial number in the To field.


You may specify a Payee name in the Payee field.

You may specify a lower amount range limit by entering an amount in theAmount range from field.• You may also specify an upper amount range limit by entering a serial

number in the To field.

Note: To search for a specific amount, enter the amount in both the Amount range from field andthe To field.

You may choose a Date Entry Type of either Drop-down or Free-form Text.The default is Drop-down.• If you select the Drop-down menu, you must enter a start-of-search

date in the Date range from field.



• If you select Free-form Text, you may enter the From and To dates in theformat MMDDYYYY.

• You may filter your search results by specific statuses. To do so, select thestatuses you want to include in your results from the Unselected list, clickthe > button to move them to the Selected list. Click >> to move allstatuses to the Selected list. If you change your mind, either select a statusfrom the Selected list then click the < button, or click the << to move allstatuses to the Unselected list.




VOID AND DELETE ISSUED RECORDS

An issued record can only be Voided if its status is Outstanding. A record canbe Deleted if its status is either Outstanding or Void. See figure 7.3.

Figure 7.2

Once you have found the item that you wish to Void or Delete on the IssuedSearch Results screen, select the applicable drop down box that appears on thefar right side of the item.

Figure 7.3

Up to 99 void or delete instructions may be selected for submission together.Figure 7.3 shows one void and two deletes selected for three different items.

After you input your selections and select review, you will see a ReviewChanges screen. To finalize your selections click submit. To clear yourselections without saving, click back to search results.


Figure 7.4

Once your changes have been finalized, a Confirmed Changes screen will appear.

Figure 7.5

Below is an Issued Search result of the above cheques after the selections werefinalized. Notice that the Deleted item no longer has the dropdown box. TheVoid item still has the dropdown box with “Delete” as the only option.

Figure 7.6

If you would like to delete all Outstanding or Void issued records from apreviously loaded issued file, please see Deleting Records via the Issued FilesSearch Results in Section 6.0.

Note: Once an item is Deleted, no further action can be taken. However, a Void item can be laterdeleted if it is still outstanding. (Once Deleted, the serial number can be reissued as per Section 6.0)


8.0 ReportsThis chapter will describe how you can:

Search for a Report

Select a Report

• Description of each Report type

Download a Report

SEARCHING FOR A REPORT

Note: You may have access to one or more of the roles and permissions based on your User role(s).You may see more than one Icon on your home page.

To access the reports either click on the reports icon or click on the Reportstab located above the icons.

Figure 8.1

This will bring you to the Customer Reports search screen. If you havemultiple icons on your home screen there will be tabs for each icon. The tabswill be available throughout your session. You can move from one service toanother at any time.

SELECTING A REPORT




Figure 8.2

Then use the bottom drop down menu to select a specific report type. Figure8.3 shows two report screens. The first set of reports applies to an accountsubscribing to only Paid Cheque Reporting. The second example is for anaccount with Positive Pay or Positive Pay with Payee Match. Notice in thesecond report screen, lists both Full RS and Outstanding reports.

Figure 8.3


REPORT TYPES

1. Full RS Report – account specific showing all paid and outstanding issueditems

2. Outstanding Report – account specific showing all current outstandingissued items

3. Paid Report – account specific showing all paid items

4. Stop and Void Report – account specific showing stopped and voidedissued items

5. Deleted Report – account specific showing all deleted items

6 Return Report – account specific showing returns in serial number order

7. Adjustment Report – account specific showing items with amountadjustments

8. Serial Corrected – account specific showing all items with serial numbercorrections

Once you have selected the report type, you will be presented with additionaloptions for selecting a Date Range for the required reports. Select a date rangeusing the month, day, and year drop down menus or the calendar tool.

Figure 8.4


DOWNLOAD A REPORT

Click the generate report button. You will receive a message that a reportrequest was successfully submitted and a request number will be assigned tothe report query. The report generation will continue in the background andwill be available in the Report Retrieval Page after completion. You cancontinue with using the application while the download occurs in thebackground. The request number received should be recorded and will benecessary to identify the file for download on the Report Retrieval Page.

Completed reports will be available for 4 days (excluding weekends). E.g of aholiday scenario — If the report is generated on Friday, then it will be availableuntil Wednesday 11:59 pm, with Monday and Tuesday as holidays.

Figure 8.5


On the Report Retrieval Page, look for your request # and ensure that thestatus is completed before downloading the report. If the requested reportexceeds 50,000 records, the report will split into multiple sections of 50,000records each.

After selecting the file your browser will prompt you to Open, Save or Cancelthe download. Choose one of the options. The Save option is recommended toallow you to access the report from your PC at any time in the future. Allreports are generated in Microsoft Excel format, for simple viewing, analyzing,and printing.

Click on the Home tab to return to the main menu.

Figure 8.6


The following are descriptions of each of the columns on the Report RetrievalPage:

Request # (sortable) — This is the reference number provided from generatinga report. By default, the order is to have the latest request# to come first(descending order).

Request Date and Time— The date and time the report is generated.

Account — Displays a single account or a hyperlink labeled as “All or Multiple”.The “All or Multiple” link displays a list of transit accounts if more than oneaccount was previously selected during report generation.

Report type (sortable) — The type of report selected from the dropdown list inthe “Generate Report” screen. The maximum number of rows per Excel sheetis 50,000 lines, multiple file names will be displayed if a file exceeds themaximum number of rows.

File name— The Excel filename of the report requested

Request Expiry — The date in which the report will no longer be available fordownload. Completed reports will be available for 4 days excluding weekends.

Status (sortable) — The status indicates the current state of the requestedreport. The three possible statuses are:

• Completed — report generation successfully finished.

• Pending — report is in the process of generation (filename willnot be displayed until report generation is complete).

• Failed — report generation encountered issues, user mustgenerate the report again (filename will not be displayed).


9.0 Uploading Issued Records Online

This chapter describes how you can:

Add Issued Records Online

Confirm Added Records

Submit and Upload Records

ADDING RECORDS

Note: You may have access to one or more of the roles and permissions based on your User role(s).To access the uploads option either click on the uploads icon or click on the Uploads tab locatedabove the icons.

Figure 9.1

This will bring you to the Upload Issued Record screen. If you have multipleicons on your home screen, there will be tabs for each icon. The tabs will beavailable throughout your session. You can move from one service to another at any time.

Select a specific account by using the drop down menu.


Figure 9.2

To upload more than one record (you may submit up to ten at a time), enteryour information for the first record, then click the addition ‘+’ symbol next tothe Payee information box. This will bring up the fields to enter another record.To remove a record, simply click the minus ‘-‘ symbol next to the Payeeinformation box for the corresponding record.

Figure 9.3

Fill in the necessary fields, then click on the upload record button to beginprocessing.


Figure 9.4

After you click on the upload record button you will be presented with theReview Actions screen where you will have two options.

• If you find a problem with your entry, click the back to upload button toreturn to a cleared upload issued record screen. You will then need to re-enter the information.

• If the information is accurate and you wish to continue, click the Submit button.

Figure 9.5


After clicking the Submit button you will see a confirmation page stating yourrecords have been successfully added.

Figure 9.6

To return to the upload panel click the back to upload button located atbottom right of your screen.


10.0 File Transmissions

When your service is set-up, you are assigned one or more ScotiabankReconciliation Services (RS) Agreement numbers. This is your Scotiabank FileTransmission Service Agreement number(s) to be used for your ElectronicCheque Services. Scotiabank supports several different communicationmethods to accommodate our customers different needs.

INTERNET TRANSMISSION

Files can be transmitted to and from Scotiabank using ScotiaTalk for Windows,our communications program using the industry standard 128-bit cipherstrength SSL encryption for protecting online transactions.

The following minimum system requirements are recommended:

• Operating System: Windows 95, 98, 2000, Me, NT 4.0 with Service Pack 6

• Internet Browser: Internet Explorer 5.5 with 128-bit cipher strength

• Other: Internet connection

• Processor: 233 MHz or faster

• RAM: 64 MB

• Hard Disk Space: 100 MB


ADVANCED COMMUNICATION METHODS

Please discuss these options with your Scotiabank Global Transaction Bankingcontact or Client Relationship Manager; who will direct you to a TechnicalIntegrations Analyst.

IP Communications include:

• FTP with PGP Security

• FTP with SSL Security

• FTP with VPN Security

• sftp/sftp2 (SSH Secure Shell)

• HTTPS WebServices

• Connect:Direct with VPN Security

• AS2

Value Added Networks (VANs) include:

• GXS (Advantis/IBM Global)

• GXS (General Electric)

• OrderNet – Sterling Commerce

• SWIFT FileAct

ISSUED FILE TRANSMISSION INFORMATION

If you subscribe to Positive Pay or Positive Pay with Payee Match, you mustsubmit your issued cheque information to Scotiabank via issued files. Issuedcheque information must be submitted to Scotiabank before there is a chance ofthe cheques being cashed. In order to ensure your issued cheque information isloaded for same day clearing, the cut-off time for issued file submission is 6:00 PMET. Any files submitted after 6:00 PM ET may not be loaded until the followingday. You may submit as many files as necessary (twice daily, daily, weekly, etc) andfrom multiple locations as well. Each account must be assigned an RS Agreementnumber, and the issued cheque information for each account must be submittedto the associated RS Agreement.

Please speak to your Scotiabank Global Transaction Banking contact orRelationship Manager in order to obtain a copy of the latest Scotiabank Issued Cheque File Specifications. You may also contact the ScotiabankCustomer Service Help Desk at 1-800-265-5613.


EARLY PAID CHEQUE FILE TRANSMISSION INFORMATION

You may receive optional daily, weekly, or monthly scheduled file transmissionsof paid cheque information. Early Paid Cheque file transmissions are deliveredbetween 6:30 a.m. and 7:30 a.m. ET. Paid files can contain paid chequeinformation for all accounts associated with a particular RS Agreement(account details are provided within the file). If you require separate files fordifferent accounts, you may request additional RS Agreement numbers toassociate with different sets of accounts. Each account may belong to only oneRS Agreement number. Please note that if you subscribe to Positive Pay orPositive Pay with Payee Match, your Issued Files must be submitted to thesame RS Agreement(s) as where your Paid File transmissions are delivered.

Early Paid Cheque File Transmission options:

• Daily – Receive each previous night’s clearing on the next business day(delivered Tuesday through Saturday mornings).

• Weekly – Receive the previous week’s clearing by the first business day ofeach week (delivered Saturday mornings).

• Monthly – Receive the previous month’s clearing on the first business dayof each month (except when the first business day falls on a Monday, thefile will be delivered on Tuesday).

• Other – Request custom file transmission delivery dates for up to 13months with a maximum of three dates per month. Each file will contain allcleared cheques from the previous file, up to a maximum of 35 calendardays apart. If this option is chosen, customers must specify the non-standard dates at the time of implementation. In order to maintain thesefile transmissions, customers must provide Scotiabank Customer Serviceand Support with new dates on an annual basis.

• Null Paid File Transmission – Option to receive null paid files when thereare no cheques cleared during the period.

Note: Early Paid files are delivered immediately after clearing has occurred, before any correctionsand returns are completed; therefore, these files will portray all records exactly as they cleared andmay include misreads on serial numbers and incorrectly encoded amounts. Corrected information isavailable from the Adjusted Paid file transmission option.

Please speak to your Scotiabank Global Transaction Banking contact or ClientRelationship Manager in order to discuss these options and/or obtain a copy ofthe latest Scotiabank Paid Cheque File Specifications.

64

ADJUSTED PAID CHEQUE FILE TRANSMISSION INFORMATION

You may receive optional daily, weekly, or monthly scheduled file transmissionsof adjusted paid cheque information. Adjusted Paid Cheque file transmissionsare delivered between 7:00 p.m. and 8:00 p.m. ET. Adjusted Paid files aregenerated after daily processing is completed; therefore, corrections to misreadserial numbers and incorrectly encoded amounts will be reflected in the files’records. Records for cheques that are returned before the files are generatedare also excluded; however, there is an option to include them. The AdjustedPaid files can contain paid cheque information for all accounts associated witha particular RS Agreement (account details are provided within the file). If yourequire separate files for different accounts, you may request additional RSAgreement numbers to associate with different sets of accounts. Each accountmay belong to only one RS Agreement number. Please note that if yousubscribe to Positive Pay or Positive Pay with Payee Match, your Issued Filesmust be submitted to the same RS Agreement(s) as where your Paid Filetransmissions are delivered.

Adjusted Paid Cheque File Transmission options:

• Daily – Receive each previous night’s clearing on the next business day(delivered Monday through Friday evenings).

• Weekly – Receive the previous week’s clearing on the first business day ofeach week.

• Monthly – Receive the previous month’s clearing on the first business dayof each month.

• Other – Request custom file transmission delivery dates for up to 13months with a maximum of three dates per month. Each file will contain allcleared cheques from the previous file, up to a maximum of 35 calendardays apart. If this option is chosen, customers must specify thenonstandard dates at the time of implementation. In order to maintainthese file transmissions, customers must provide Scotiabank CustomerService and Support with new dates on an annual basis.

• Null Paid File Transmission – Option to receive null paid files when thereare no cheques cleared during the period.

• Include Returns – Option to include records for cheques that have beenreturned by the time the file is generated. Records for returned items areexcluded by default.



Please speak to your Scotiabank Global Transaction Banking contact or ClientRelationship Manager in order to discuss these options and/or obtain a copy ofthe latest Scotiabank Paid Cheque File Specifications.

OUTSTANDING FILE TRANSMISSION INFORMATION

ECS customers subscribing to Positive Pay or Positive Pay with Payee Matchmay receive optional daily, weekly, or monthly scheduled file transmissions ofoutstanding issued cheque information. Outstanding Issued Cheque filetransmissions are delivered between 10:00 a.m. and 11:00 a.m. ET. Outstandingfiles can contain outstanding issued cheque information for all accountsassociated with a particular RS Agreement (account details are provided withinthe file). If you require separate files for different accounts, you may requestadditional RS Agreement numbers to associate with different sets of accounts.Each account may belong to only one RS Agreement number. Note: Your IssuedFiles must be submitted to the same RS Agreement(s) as where yourOutstanding File transmissions are delivered.

Outstanding Issued Cheque File Transmission options:

• Daily – Receive a file of your outstanding issued records on each businessday (Monday through Friday mornings).

• Weekly – Receive a file of your outstanding issued records on the firstbusiness day of each week (Monday mornings).

• Monthly – Receive a file of your outstanding issued records on the firstbusiness day of each month.

• Other – Request custom file transmission delivery dates for up to 13months with a maximum of three dates per month. If this option is chosen,customers must specify the non-standard dates at the time ofimplementation. In order to maintain these file transmissions, customersmust provide Scotiabank Customer Service and Support with new dates onan annual basis.

Please speak to your Scotiabank Global Transaction Banking contact or ClientRelationship Manager in order to discuss these options and/or obtain a copy ofthe latest Scotiabank Outstanding File Specifications.

For assistance or information,

call Scotiabank’s customer service help desk

at 1-800-265-5613

™ Trademark of The Bank of Nova Scotia.® Registered Trademark of The Bank of Nova Scotia.© The Bank of Nova Scotia, 2007.+ All other service and product names are trademarks or registered trademarks of their respective owners.The display of trademarks herein does not imply that a license of any kind has been granted. Windows is a trademark ofMicrosoft Corporation.No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, includingphotocopying and recording, for any purpose without the express written permission of The Bank of Nova Scotia.

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