Sage MAS 90 & MAS 200 ERP Software News & Tips
Secure and Cost Effective Accounts Payable Checks
Security vs. Cost - which is more important to you when printing checks?
Typically, you have two options when printing Accounts Payable checks;
1) You can use preprinted check stock which has the MICR encoding for bank information as well as the company information and logos already printed on the forms. If these checks get stolen, you are vulnerable because someone could simply start issuing checks immediately with only a pen in hand. The check stock can be locked away in a file cabinet or safe; in that sense, it's as secure as your locking device.
2) The other option is much less expensive but is potentially exposed to a different security breach. You can use blank check stock instead of preprinted forms. With this option, the check image with the MICR encoding, logo and company information is part of the Crystal form and is printed when checks are printed. In this case, the check itself has no real value, but having access to the Accounts Payable check printing function, or even the MAS 90 folder, sure does.
Do you want more security when printing your Accounts Payable checks without using preprinted checks?
There are a couple of Sage Extended Solution options that you can use to mitigate the security risk if you want to use the less expensive blank check stock.
- Extended Solution - Alternate Path for Check Forms (AP-1079).
This allows you to specify an alternate file path for the check forms used in Check Printing, Manual Check Printing and Extended Stub Printing. In your standard MAS 90 setup, there is no way to modify the path; the location is hardcoded to pull the check form from the MAS90/MAS_XXX/Reports/AP/Check printing location.
The Extended Solution allows you to redirect the file path so that MAS 90 instead will always pull the check form from a physical device such as a removable input; for example a thumb drive or DVD. With this option you can physically lock the thumb drive or DVD away, thus mimicking the physical security you have with preprinted check stock. Since you can place signature images on crystal forms, you could add your signature to the form and still not have to worry about the image getting into the wrong hands because it's also in the thumb drive that you securely lock away.
Or you can export your checks with one of the following choices:
- Extended Solution ‘Positive Pay’ Export (BR-1004).
This solution creates a ‘Positive Pay’ format export file from Bank Reconciliation entries in a variety of different formats. Please check with your financial institution to see if they offer positive pay. If your bank does offer positive pay, then you will need to produce a file to send your bank with the list of checks. This solution will also flag the check and record it as having been sent via positive pay.
- You can also use Visual Integrator to write an export for checks authorized to clear by your bank.
Positive Pay Primer
Positive Pay is an anti-fraud service offered by virtually every US commercial bank. It protects companies against altered checks and counterfeit check fraud. As an example, ABC Company issues approximately 600 checks each Friday. After the checks are cut, ABC Company transmits to their bank, First Bank, a list of the checks that they issued (check number and dollar amount). This list is imported into First Bank's computer. Later, when the checks are presented to First Bank for payment, First Bank matches each check presented against ABC's previously transmitted lists. If the presented checks' numbers and amounts appear on a previously submitted list, the check is sent through for payment. If both items do not match, the check is not cleared.
Installing Extended Solution: Alternate Path for Check Forms (PDF)
Installing Extended Solution: 'Positive Pay' Export (PDF)
Visual Integrator (PDF)
For more information about securing your Accounts Payable checks with Sage MAS 90 and 200 ERP software, please call Integrated Computer Systems Support at 425-284-5415.
