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Title: Positive Pay

Brief description:

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 notify you of the exception item, and 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 > List 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 iconThe export logic should ignore any payment methods that are not checks, since positive pay pertains only to checks.

Payment_Method name may vary (Detail Record, Row 1); for example in some systems it may be "VEN System Check."

Positive Pay Export File (csv)

Running the Positive Pay Method

Click the blue triangle button to run 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 end dates must be the same, which is the date that you generated the checks. 
  • POSTED DATE: This can be BOT-EOT.
  • VENDOR PAYMENT STATUS: This should be Posted only.

Additional Information

Help Docs - Admin Export (where the Vendor Payment Exports reside)

Help Docs - Payment Methods