Positive Pay - Sandler*Kahne Software, Inc.
Positive Pay - Sandler*Kahne Software, Inc. Positive Pay - Sandler*Kahne Software, Inc.
Positive Pay SetupYou must setup important aspects of Positive Pay to insure proper file creationand communication with your bank. Most of the setup areas are included in APEFT Setup (DD.950.00) – Positive Pay Defaults tab. For more detailedexplanations, please see the Reference – Positive Pay sections that areappropriate.• Multi-Company – (Module tab) Multi-company is used if within oneSolomon database you will be paying against different checking accounts,and each (or at least one) of those accounts has different Positive Pay FileSetup information (see below). For instance – they each need a differentPositive Pay file format and/or communication option.• Positive Pay – (Module tab) If Positive Pay Only is licensed, then this isautomatically selected and disabled. The default Positive Pay file formatwill be used to define the outgoing file format.• Positive Pay Setup – (Positive Pay Defaults tab). Determine if you willbe including Accounts Payable and/or Payroll batches. Also, check if yourbank requires void batches as part of their positive pay validation. Othersetup options include the Positive Pay file name and location on your systemand the Communications Option to use when sending the file to your bank.Some banks require header and trailer records in addition to the checkinformation. Use Header/Trailer Maintenance (DD.270.00) to define thesecustom file header/trailer records• Communications Setup – Select either “Built-in” or the “User”communication option. If using a browser to uipload the EFT file via theInternet, use the “User” communications option and see Appendix B formore details.• Script Setup - Communication scripts allow you to “program” thecommunication session with your bank. You may enter a series ofcommands which will automate the process of dialing the bank, logging on,sending a password, accessing the correct function, transmitting the PositivePay file, and then logging off. If you intend to use this feature, it is best tomanually perform a Positive Pay file transmission while taking notes of theprompts from the bank and your keystroke entries. When you are done, thenyou can enter your script using NotePad or WordPad as an editor.• Positive Pay File Formats – Whether you will be using one or multiplefile formats, you should review the settings in File Formats (DD.300.00) (PPtab). See Reference – Positive Pay – File Formats section for more details.70 • User Guide – Positive Pay A/P Electronic Funds Transfer w/ Positive Pay
Positive Pay Test fileUnlike EFT, there is no “standard” test file protocol when setting up PositivePay with your bank. You should check with your bank and determine how theywant you to test the file format before running Positive Pay as a productionprocess.Sending a test Positive Pay file is simply selecting any check batch andchecking with your bank to see if it is in the correct format.If using Positive Pay with EFT, the “EFT Test File” option in Company PayingAccounts (DD.260.00) is NOT USED and does not apply to Positive Pay.Hint & Tips• Create and Send File (DD.500.00) If a batch does not appear in thegrid, it is possible that it has already been posted to your GL. OnlyUnposted A/P and/or Payroll Check batches will appear in the grid, andtherefore available to be sent to the bank. If this occurs, you can use theShow Posted Batches checkbox on the Create and Send File screen (PP tab,Modules/Batches to Include frame) to allow transmission of GL postedbatches. This should be the exception rather than the rule, andadministrative procedures should be put in place to avoid posting thesebatches prior to being transmitted.A/P Electronic Funds Transfer w/ Positive Pay User Guide – Positive Pay • 71
- 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 and 78: Company Paying Account Report(DD.62
- Page 79: 4. Print and “Keep” AP Checks 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(
- Page 128 and 129: SETTINGSSTOPTIMEOUTUPLOADWAITFORSpe
<strong>Positive</strong> <strong>Pay</strong> Test fileUnlike EFT, there is no “standard” test file protocol when setting up <strong>Positive</strong><strong>Pay</strong> with your bank. You should check with your bank and determine how theywant you to test the file format before running <strong>Positive</strong> <strong>Pay</strong> as a productionprocess.Sending a test <strong>Positive</strong> <strong>Pay</strong> file is simply selecting any check batch andchecking with your bank to see if it is in the correct format.If using <strong>Positive</strong> <strong>Pay</strong> with EFT, the “EFT Test File” option in Company <strong>Pay</strong>ingAccounts (DD.260.00) is NOT USED and does not apply to <strong>Positive</strong> <strong>Pay</strong>.Hint & Tips• Create and Send File (DD.500.00) If a batch does not appear in thegrid, it is possible that it has already been posted to your GL. OnlyUnposted A/P and/or <strong>Pay</strong>roll Check batches will appear in the grid, andtherefore available to be sent to the bank. If this occurs, you can use theShow Posted Batches checkbox on the Create and Send File screen (PP tab,Modules/Batches to <strong>Inc</strong>lude frame) to allow transmission of GL postedbatches. This should be the exception rather than the rule, andadministrative procedures should be put in place to avoid posting thesebatches prior to being transmitted.A/P Electronic Funds Transfer w/ <strong>Positive</strong> <strong>Pay</strong> User Guide – <strong>Positive</strong> <strong>Pay</strong> • 71
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