Title: Positive Pay
Many banks require positive pay for fraud detection and mitigation. The positive pay process requires the company to send a file of issued checks to the bank each day checks are written. When those issued checks are presented for payment at the bank, they are compared electronically against the list of transmitted checks. The check-issue file sent to the bank typically contains the check number, bank account number, issue date, dollar amount, and occasionally the payee name. If a check is presented that does not have a "match" in the file, it becomes an "exception item". The bank will then notify you of the exception item, and then you would then instruct the bank to pay or not to pay.
If you are planning to pay vendors from accounts payable from Unanet, you may choose to send a positive pay file to their bank. Unanet Financials includes a generic positive pay export file: Positive Pay Export File.csv (also outlined below).
If your bank requires you to follow the positive pay process, this export should be run for each date that you generate checks, and the resulting file sent to the bank.
What’s covered in this document:
Export Template Type
The export template is located on the Admin > Export page under Vendor Payment Templates.
Export Template Field Details
Users should review the fields and formats in the export template and make any adjustments as necessary for their individual bank requirements via the edit pencil. The export logic should ignore any payment methods that are not checks, since positive pay pertains only to checks.
Payment_Method name may vary; for example in some systems it may be "VEN System Check".
Sample logic is provided in Detail Row 1 below.
(In this example, you would edit Detail Row 2 in particular).
Running the Positive Pay Method
Click on the blue Run button next to the Positive Pay export template.
We recommend that you run the positive pay export at the end of each pay cycle. The criteria would be similar to what is outlined in the screenshot below.
- Document date: The begin and date must be the same date, which is the date that you generated the checks. In the example below, if you generated checks on Jan. 12, then you would set both the Document begin and end dates to be Jan. 12.
- Posted date: This can be BOT-EOT.
- Payment status: This should be "Posted" only.