Positive Pay File

 

A positive pay file is a file containing checks that you have written (with some banks, you notify them of the checks that you write and they only clear those that you communicate with them that you wrote). The file is uploaded to your bank, and the bank determines checks that will clear if they are in this file.
 

Setup

Please call NEXSYIS support and direct them to set up Positive Pay in the Bank Account Setup screen.

Nexsyis has to create records in the tables BAPositivePay and BAPositivePayFields to describe the positive pay format. A positive pay format has to be selected on the Bank record. Open File>Setup>Banking/Cash>Bank Accounts. Select the Bank. Select the Check Printing tab.

 

Permissions

In order to set up Positive Pay, the Operator has to have the following permissions:

1.  Create Positive Pay File permission (File>Setup>General>Operators>Transaction Permissions>Create Positive Pay File)

 

 

2.  A/P Pmts permission for the bank account

 

Creating a Positive Pay File

Open Accounting>Banking/Cash> Create a Positive Pay File.

 

Select the Date range for checks to include in the file. Select a Positive Pay Format.

You can select a Bank with that format or leave it as to display all banks, for which the operator has permissions, with that format.

Only Checks for banks for which you have Check Printing permission and banks have been assigned the selected Positive Pay Format will be included in the file. Click Continue to produce the file.

 

Creating a Positive Pay Template

A positive pay template can consist of two parts, an optional header record and one detail line for each payment.   

 

Currently the format has to be manually inserted into the database.  The tables are BAPositivePay and BAPositivePayfields.

 

Here is an example of a format with a header line, detail lines, and a total line:

 

File Formatting Values :

  • NewCheckCode.  This is the code that will be included on lines for original payments
  • NewVoidCode.   This is the code that will be included on lines for payments that have been voided
  • DateSeparator.  This is the character used to separate the month, day, and year of any date fields.  examples are - and /
  • DateFormat.   This is the format for the month, day, and year of any date fields, ie, MM-DD-YYYY or MM/DD/YYYY
  • FieldType.  Some formats call for a fixed length payment record with the length of each field specified.  F = Fixed and V = Variable.
  • ImplliedDecimal.  Some formats want monetary amounts to have an implied decimal.  An example would be 32.67 as 3267.   A 1 indicates impllied decimal, 0 to include the decimal, ie, 32.67
  • AllowSpecialChars.  Some formats only accept A-Z and numbers.  Set this value to 1 to strip out all other characters.  Otherwise set to 0
  • FileExt.  This is the extension to append to the text file

 

Line Formatting Values:

  • FieldOrder.  The order in the record that the field will appear
  • FieldName.  One of the constants listed below
  • DefaultValue.  Use this if you want the same value to appear in every line
  • FieldLength.  For fixed length formats only
  • Justify.   For fixed length formats only.  Values are L and R for left and right
  • RecType.   D is for Detail Line, H is for Header line, T is for Total line
  • FieldFormat.   F is for fixed,  V is for variable
  • FieldDelimiter.  For variable length, not supplying this will default to a comma
  • MaxLength.  Applies to variable length formats only.   This is the maximum characters allowed in a variable length field.  0 = no maximum.  Only supply a value if specifically instructed to in the formatting instructions.

 

Header Line Constants:

  • ACCOUNTNO.  The account number
  • CDAACCTNO.  Canadian account number
  • FILEDATE.  Date the file was created
  • BRANCHTRANSIT.  Canadian ABA transit number
  • FILENUMBER.  A unique number.   Nexsyis will assign an auto-incrementing ID  
  • CONSTANT1
  • CONSTANT2
  • CONSTANT3
  • CONSTANT4
  • CONSTANT5
  • SPACE

 

Detail Line Constants:

  • ABATRANSIT.  The ABA transit number
  • ACCOUNTNO.  The account number
  • CHECKNO.   Payment reference number or check number
  • CHECKDATE.  Payment date
  • CHECKAMOUNT.   Payment amount
  • TRANSTYPE.  This is the NewCheckCode or NewVoidCode referenced in formatting values above
  • VOIDIND.  For voids, the system will insert a "V", otherwise the system inserts a space for a fixed length format or an empty field for variable formats
  • VOIDDATE.  The date the payment was voided
  • OPTIONALDATA.  The system inserts the check register description, with special characters removed if not allowed by  the setting above
  • PAYEENAME.  The system inserts the check register description, with special characters removed if not allowed by  the setting above
  • SPACE.  For a fixed length format, the system will insert the number of spaces specified by the field length.  For variable formats, it will insert one space
  • CONSTANT1.  A constant value to insert into every record
  • CONSTANT2.  A constant value to insert into every record
  • CONSTANT3.  A constant value to insert into every record
  • CONSTANT4.  A constant value to insert into every record
  • CONSTANT5.  A constant value to insert into every record

 

Total Line Constants:

  • ACCOUNTNO.  The account number
  • CHECKTOTAL.  Total of payments in the file
  • DETAILCOUNT.  The number of detail records in the file
  • CONSTANT1.  A constant value to insert into every record
  • CONSTANT2.  A constant value to insert into every record
  • CONSTANT3.  A constant value to insert into every record
  • CONSTANT4.  A constant value to insert into every record
  • SPACE.  For a fixed length format, the system will insert the number of spaces specified by the field length.  For variable formats, it will insert one space.

 




     
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