Positive Pay File

Overview

A positive pay file contains checks you've written. With positive pay, you notify your bank of the checks you issue, and the bank only clears those checks you've communicated to them. You upload the file to your bank, which uses it to authorize check clearing.

Setup

To set up positive pay:

1. Provide your bank's upload format to NEXSYIS support. An example might look like this:

 

2. NEXSYIS creates records in the BAPositivePay and BAPositivePayFields tables to define the format

3. Select the positive pay format on the bank record:

• Go to File > Setup > Banking/Cash > Bank Accounts
• Select the bank
• Select the Check Printing tab

Permissions Required

To create positive pay, the operator must have:

1. Create Positive Pay File permission
   • Path: File > Setup > General > Operators > Transaction Permissions > Create Positive Pay File
2. A/P Pmts permission for the bank account

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Creating a Positive Pay Template

Positive pay templates consist of an optional header record and one detail line per payment. Templates must currently be manually inserted into the BAPositivePay and BAPositivePayFields tables.

File Formatting Values

Value	Description
NewCheckCode	Code for original payments
NewVoidCode	Code for voided payments
DateSeparator	Character separating month, day, year (e.g., - or /)
DateFormat	Date format pattern (e.g., MM-DD-YYYY or MM/DD/YYYY)
FieldType	F = Fixed length; V = Variable length
ImpliedDecimal	1 = implied decimal (e.g., 3267 for 32.67); 0 = include decimal
AllowSpecialChars	1 = strip non-alphanumeric characters; 0 = allow all characters
FileExt	Text file extension to append

Download CSV

Line Formatting Values

Value	Description
FieldOrder	Position of field in the record
FieldName	Field constant (see lists below)
DefaultValue	Value to repeat on every line (optional)
FieldLength	Length of field (fixed length only)
Justify	L = left; R = right (fixed length only)
RecType	D = detail; H = header; T = total
FieldFormat	F = fixed; V = variable
FieldDelimiter	Delimiter for variable length (defaults to comma)
MaxLength	Maximum characters for variable length fields (0 = no limit)

 

Field Constants

Header Line

• ACCOUNTNO – Account number
• CDAACCTNO – Canadian account number
• FILEDATE – File creation date
• BRANCHTRANSIT – Canadian ABA transit number
• FILENUMBER – Auto-incrementing unique ID (assigned by NEXSYIS)
• CONSTANT1 through CONSTANT5 – Custom constant values
• SPACE – Space character(s)

Detail Line

• ABATRANSIT – ABA transit number
• ACCOUNTNO – Account number
• CHECKNO – Payment/check reference number
• CHECKDATE – Payment date
• CHECKAMOUNT – Payment amount
• TRANSTYPE – NewCheckCode or NewVoidCode
• VOIDIND – "V" for voids; space (fixed) or empty (variable) otherwise
• VOIDDATE – Void date
• OPTIONALDATA – Check register description (special characters removed if applicable)
• PAYEENAME – Check register description (special characters removed if applicable)
• SPACE – Space(s) per field length
• CONSTANT1 through CONSTANT5 – Custom constant values

Total Line

• ACCOUNTNO – Account number
• CHECKTOTAL – Sum of all payments
• DETAILCOUNT – Number of detail records
• CONSTANT1 through CONSTANT4 – Custom constant values
• SPACE – Space(s) per field length

 

Creating a Positive Pay File

1. Go to Accounting > Banking/Cash > Create a Positive Pay File
2. Select the date range for checks to include
3. Select a positive pay format
4. Optionally select a specific bank, or leave blank to display all banks (for which you have permissions) with that format
5. Click Save

Note: Only checks from banks where you have Check Printing permission and that have been assigned the selected format will be included.