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Set up employees and payroll items

Positive Pay set up and processing

For live payroll processing only
Positive Pay is a service you can use to electronically share your check register with a selected bank. The bank will then pay only checks listed in and using the same specifications as that register, which reduces the likelihood of check fraud.
You can create Positive Pay files to send to your bank, but currently this feature is supported only for firm impound banks and those only using the
Citizens
 or
Citizens with Payee Name
 format.
Once you've registered with the bank to use Positive Pay, do the following to set up the bank to create Positive Pay files.

Set up the bank account

  1. To set up Positive Pay information for the firm impound bank account, select
    Setup
    ,
    Firm Information
    , then
    Impound Bank Accounts
    .
  2. In the
    Impound Bank Accounts
     screen, select the bank account then
    Edit
    .
  3. In the Positive Pay section, use the dropdown to choose the file format.
  4. In the
    Transaction start date
     field, select the date you want to begin including transactions from this bank account in Positive Pay files.
  5. Select
    Enter
     to save your changes.

Create and manage Positive Pay files

Do the following to create Positive Pay files to send to your bank:
  1. Create and print checks from the bank account as usual.
  2. Select
    Actions
    ,
    Process Positive Pay
    , then
    Impound Bank Accounts
    .
  3. In the
    Process Positive Pay Impound Bank Accounts
     screen, transactions are listed in the grid by bank account. Expand the list of transactions and select individual transactions by marking their checkboxes, or mark the checkbox next to the bank account to select all transactions from that bank account.
  4. Preview the files by marking the checkbox next to the bank account or next to individual transactions then selecting
    Preview Selected
    .
  5. With all applicable transactions selected, select
    Create Files
     to create the Positive Pay files and store them in the default file location, which is shown at the bottom of the screen.
  6. If necessary, preview the created files by selecting
    Manage Files
     to open the
    Manage Files
     window.

Positive Pay file structure

Some banks may not accept the Citizens Bank file format, but they might be willing to work on converting files to that format. The following table provides the positioning and maximum character information that a bank will need to accomodate the file structure.
Positions
Length
Description
Comment
01-10
10
Account Number
Right justified, left zero filled
11-20
10
Serial Number
Right justified, left zero filled
21-30
10
Dollar Amount
Right justified, left zero filled
(Omit decimal โ€“
e.g.  $$$$$$$$ยขยข)
31-36
6
Issue Date
MMDDYY
37-37
1
Record Type
V = Void
38-52
15
*Additional Data 1
Repeat the first positions of payee name if desired for reporting
53-112
60
**Payee Name
Left justified with exact contents of the payee line as it appears on the issued check 
113-180
68
Additional Data 3
Reserved for future use
*The first 15 positions of additional data, for each check, are displayed on the reconciliation reports and on the CD-ROM product.
**The Payee Name field is applicable only if the customer has subscribed to the Payee Positive Pay feature of Positive Pay.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll checks, Setup
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