Positive Pay - Sandler*Kahne Software, Inc.
Positive Pay - Sandler*Kahne Software, Inc. Positive Pay - Sandler*Kahne Software, Inc.
User Guide – Positive PayOverviewThis User Guide provides general information regarding the setup and operationof the Positive Pay feature of Accounts Payable-EFT, so you will understandhow the module works as a whole. Note that “DD.xxx.xx” screens are all foundin the AP EFT product.Steps to setupPositive Pay for thefirst time1. Verify that the A/P module has been setup (03.950.00)2. Setup Positive Pay (DD.950.00) - see Positive Pay Setup section below.3. Verify that the Positive Pay file formats you will be using have beensetup. Use File Formats (DD.300.00) to setup the format.4. Setup Company Paying Accounts (DD.260.00). You should set upcompany paying accounts for any checking account/subaccount you willbe paying from. For each you need to associate them with a Positive PayFile Format ID.5. Send a Test Positive Pay file to your bank using Create and Send File(DD.500.00) (PP tab).Now you are ready for normal Positive Pay ProcessingSteps for normalPositive PayprocessingOverview of steps for normal Positive Pay processing:Italicized items are done from the AP EFT menu; all others are from thestandard AP menu. Steps 1-4 are “normal” AP Check processing steps.1. Select vouchers for payment (use AP’s Payment Selection –03.500.00).2. Review payment selection – to apply discounts, etc. (use AP’sEdit/Select Documents for payment – 03.050.00)NOTE: If you are paying vendors via EFT as well, then you must “filter” yourpayment selection so that each batch has ONLY EFT vendors orONLY computer check vendors. See the EFT User’s Guide for moreinformation on using the Payment Selection Filter.3. Print Check Preview report to review payments prior to check printing(use AP’s Check Preview Report - 03.610.00)68 • User Guide – Positive Pay A/P Electronic Funds Transfer w/ Positive Pay
4. Print and “Keep” AP Checks to check stock (use AP’s Checks –03.620.00)5. Send the Positive Pay file to your bank and “Keep” (use AP EFT’sCreate and Send File – DD.500.00 (PP tab))Details for Step 2) above – when using with EFTIf using EFT as well as Positive Pay - be sure all EFT vendor payments are inONE AP Check Batch. Select vouchers for payment (03.500.00) as younormally would, using any of the payment selection options. It is important thateach EFT payment selection batch has ONLY those vendors who you have setup for EFT and have an “Approved” pre-notification status (the opposite is truewhen you are printing checks - the payment selection vouchers must only befrom vendors who are not EFT vendors or who are not yet fully “Approved”).This batch MUST ONLY contain those vouchers for Pre-note Approved EFTvendors. If non-Pre-Note approved vendors or non-EFT vendors are included,then the Create and Send process will be prevented from sending the batch tothe bank. If not using Pre-notification, then ignore the above warnings. SeeAppendix A – Prenotification Explained.• Illustrative Example:- (total vouchers: 500, EFT vouchers: 200, computer checks: 300):• Before using AP EFT- Select 500 vouchers for Payment (03.500.00)- Check Preview- Print Computer Checks (eg. Batch 000100, 500 records)• Using AP EFT- Select 500 vouchers for Payment (03.500.00)- AP EFT Payment Selection Filter (200 EFT vouchers)- Check Preview- Print EFT “checks” to plain paper (eg. Batch 000100, 200records))- Send EFT batch to the bank (200 records)- Select remaining vouchers for Payment (03.500.00)- AP EFT Payment Selection Filter (300 computer check vouchers)- Check Preview- Print Computer checks to check stock (eg. Batch 000101, 300records))To facilitate the above rule you should use the Payment Selection Filter(DD.520.00) process to remove vouchers from your current selection. You runthe Payment Selection Filter AFTER running AP Payment Selection andBEFORE processing the batch thru AP Check Printing (03.620.00) Thisprocess allows you to process your payment selections to leave only EFTvendors or only check vendors in your selection.A/P Electronic Funds Transfer w/ Positive Pay User Guide – Positive Pay • 69
- Page 29 and 30: Email TabUse this tab to enter Emai
- Page 31 and 32: Company Paying AccountMaintenance (
- Page 33 and 34: Pre-Note Status(US-ACH Only) This i
- Page 35 and 36: File / Header TabThis tab is used t
- Page 37 and 38: File Formats (DD.300.00)Grid ViewFo
- Page 39 and 40: Pre-NotesWhen checked, this file fo
- Page 41 and 42: Transaction Types (DD.301.00)Grid V
- Page 43 and 44: Header/Trailer IDThis ID is used to
- Page 45 and 46: • Check Number Hash total - used
- Page 47 and 48: IRS Tax CodeThis is the IRS’s 5-d
- Page 49 and 50: Create and Send File (DD.500.00)Gri
- Page 51 and 52: • User’s Communications. After
- Page 53 and 54: Deposit OptionsFrameSelected batche
- Page 55 and 56: • Built-In Communications. The EF
- Page 57 and 58: Keep/Delete screen - showing email
- Page 59 and 60: Payment Selection Filter (DD.520.00
- Page 61 and 62: AP EFT Setup (DD.950.00)Use the AP
- Page 63 and 64: Vendor Defaults TabUse this tab to
- Page 65 and 66: EFT File NameEnter the DOS file nam
- Page 67 and 68: Dial-up PropertiesFramePhone Number
- Page 69 and 70: Message Layout (stub)Horizontal lay
- Page 71 and 72: SSL ModeEmail notification supports
- Page 73 and 74: Positive Pay DefaultsTabUse this ta
- Page 75 and 76: Audit Report-last file (DD.600.00)T
- Page 77: Company Paying Account Report(DD.62
- Page 81: Positive Pay Test fileUnlike EFT, t
- Page 84 and 85: To return to the screens part of th
- Page 86 and 87: EFT test fileThis field is not used
- Page 88 and 89: File Formats (DD.300.00)Grid ViewFo
- Page 90 and 91: 1. Create a new Crystal Report that
- Page 92 and 93: Header/Trailer IDThis ID is used to
- Page 94 and 95: • Check Amt Summation - only Chec
- Page 96 and 97: Creating the Positive PayfileThe Cr
- Page 98 and 99: • File Created. The create and se
- Page 100 and 101: • Built-In Communications. The Po
- Page 102 and 103: AP EFT Setup (DD.950.00)Use the AP
- Page 104 and 105: Vendor Defaults TabThis tab is not
- Page 106 and 107: CommunicationsOptions FrameThe foll
- Page 108 and 109: Authorized UsersThe number of Solom
- Page 110 and 111: Company Paying Account Report(DD.62
- Page 112 and 113: Appendix A - Pre-NotificationExplai
- Page 114 and 115: • Browser - A browser can be used
- Page 116 and 117: 88-94 Trace Number Sequential recor
- Page 118 and 119: Appendix D - Non-US File Formats (E
- Page 120 and 121: CA - Toronto Dominion (80 byte)Repo
- Page 122 and 123: Note 1Note 2 -Note 3Note 4Assigned
- Page 124 and 125: Appendix F - Email Error Messages(E
- Page 126 and 127: Appendix G - Communication Scripts(
4. Print and “Keep” AP Checks to check stock (use AP’s Checks –03.620.00)5. Send the <strong>Positive</strong> <strong>Pay</strong> file to your bank and “Keep” (use AP EFT’sCreate and Send File – DD.500.00 (PP tab))Details for Step 2) above – when using with EFTIf using EFT as well as <strong>Positive</strong> <strong>Pay</strong> - be sure all EFT vendor payments are inONE AP Check Batch. Select vouchers for payment (03.500.00) as younormally would, using any of the payment selection options. It is important thateach EFT payment selection batch has ONLY those vendors who you have setup for EFT and have an “Approved” pre-notification status (the opposite is truewhen you are printing checks - the payment selection vouchers must only befrom vendors who are not EFT vendors or who are not yet fully “Approved”).This batch MUST ONLY contain those vouchers for Pre-note Approved EFTvendors. If non-Pre-Note approved vendors or non-EFT vendors are included,then the Create and Send process will be prevented from sending the batch tothe bank. If not using Pre-notification, then ignore the above warnings. SeeAppendix A – Prenotification Explained.• Illustrative Example:- (total vouchers: 500, EFT vouchers: 200, computer checks: 300):• Before using AP EFT- Select 500 vouchers for <strong>Pay</strong>ment (03.500.00)- Check Preview- Print Computer Checks (eg. Batch 000100, 500 records)• Using AP EFT- Select 500 vouchers for <strong>Pay</strong>ment (03.500.00)- AP EFT <strong>Pay</strong>ment Selection Filter (200 EFT vouchers)- Check Preview- Print EFT “checks” to plain paper (eg. Batch 000100, 200records))- Send EFT batch to the bank (200 records)- Select remaining vouchers for <strong>Pay</strong>ment (03.500.00)- AP EFT <strong>Pay</strong>ment Selection Filter (300 computer check vouchers)- Check Preview- Print Computer checks to check stock (eg. Batch 000101, 300records))To facilitate the above rule you should use the <strong>Pay</strong>ment Selection Filter(DD.520.00) process to remove vouchers from your current selection. You runthe <strong>Pay</strong>ment Selection Filter AFTER running AP <strong>Pay</strong>ment Selection andBEFORE processing the batch thru AP Check Printing (03.620.00) Thisprocess allows you to process your payment selections to leave only EFTvendors or only check vendors in your selection.A/P Electronic Funds Transfer w/ <strong>Positive</strong> <strong>Pay</strong> User Guide – <strong>Positive</strong> <strong>Pay</strong> • 69
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