How to setup and process Positive Pay Export in Bank Reconciliation in Sage 100

Description

This article is an overview on how to set up and use the Positive Pay Export task in the Bank Reconciliation module for Sage 100 ERP
Can UDFs be included in Positive Pay file

Resolution

To access Positive Pay Export, expand Bank Reconciliation, Main, Positive Pay Export.

Creating a New Export Setting:
Note: Obtain the Positive Pay file format requirements from your financial institution.

1. The Positive Pay Export is able to use the following file formats:
   • Standard Fixed Format
   • Fixed Format Continuous String
   • Comma Delimited
   • Comma Delimited with Quotes
2. In Positive Pay Export, click New Export Setting to open the Positive Pay Export Wizard.
3. Click Export Details to print the document for detail on export settings and field formatting.
4. Specify an Export Setting Name. Enter the Export Setting Name and a description (optional). Then click Next.
5. Create an Export Setting Format from a sample or create a new Export Setting format. When creating a new Export Setting format, you will then be asked to select the File Format.
6. Define Record Type Requirements
   • Single Record Type: Select this option for a file that will contain only check information (detail record) and no header or footer lines.
   • Multiple Record Types: Select this option for a file that will contain lines other than the check information (detail record). If Multi Record Types is selected, 7 Record Types will be available:
     • File Header Record = Sign On Record or CBB/FTS Upload Record
     • Header Record = Batch Header Record
     • Second Header Record
     • Detail Record = Check information
     • Trailer Record = Control Record or Total Record
     • Second Trailer Record
     • File Trailer Record
   • Note: The use of the different types of records is determined by the financial institution. Multiple Record Type files can use any combination of the 7 Record Types available and must include a Detail Record.
7. Define Formatting Information for the Detail Record (Single Record Type) or the 7 Multiple Record Types: Based on the file format requirements received from the financial institution and using the Export Details from Step 3 above define formatting for the file.
   • Implied Decimal is available for the Field Description = Amount. If the file received from the financial institution does not have a decimal point to separate the cents in the amount, check the Implied Decimal box.
   • Make sure no Field will have its information overwrite another Field. For example, for Standard Fixed Format, if Payee Name has a Start of 35 and Length of 54, do not have any other Field set to Start or have its Length cover spaces 35 to 54.
8. Specify Check Types to Export: Based on your financial institution’s requirements, select the type of checks to export:
   • Issues Only = Export only issued checks.
   • Issues and Reversals = Export both issued checks and checks that have been reversed. Note: Financial institutions may consider a reversed check as a void.
   • Issues, Reversals and Voids = Exports issued , reverse and voided checks. Note: Voided checks have no dollar amount.
9. Determine How Data will be Exported: Based on your financial institution’s requirements, determine how data will be exported:
   • Option to have commas removed from payee names?
   • Option to set maximum number of records to be exported
   • Option to sort checks by check date?
   • Option to combine the data from each bank code into a single file
10. Select a File Name Format for Your Export File:
    • Run date and bank code combination
    • Run date, bank code and a sequence number combination
    • ARPxxxx = File name will be created using an ARP sequence number. If selected, enter the ARP sequence number
11. Specify the Export Path: Enter the path to where you want the positive pay file exported or click the Browse button to select a path. This can be changed prior to processing. Note: The path entered at this field must be valid.
12. Select Positive Pay Export Defaults: Select the bank and check information to be used as defaults for your positive pay export. These defaults can be changed prior to processing.
13. Click Finish to save the Positive Pay Export Setting.

Processing Positive Pay Export:

1. Select the Positive Pay Export Setting and click Proceed.
2. Export Path: Enter the path for the Positive Pay export file or click Browse to select an export path location. This field displays the export path entered for the export setting as defined in the Positive Pay Export Wizard, but it can be changed. Note: The path entered at this field must be valid.
3. Include Checks Already Exported: Select this check box to include checks already exported by Positive Pay Export. Clear this check box if you do not want to include checks that have already been exported. Note: Checks already cleared or reconciled will not be exported.
4. Reconcile Checks After Exporting: Select this check box to reconcile the checks after exporting. Clear this check box if you do not want to reconcile the checks. Note: Reconciled checks are checks that have cleared the bank.
5. Batch Number: This field displays the next incremented batch number but it can be changed. If the next batch number is longer than the export length specified in the setting, the batch number will be reset to 1. This field is available only if a batch number was defined in the export setting.
6. Runtime Date Option: Enter the runtime date or click the Calendar button to select a date from the calendar. This field defaults to the system date but it can be changed. This field is available only if a runtime date was defined in the export setting.
7. Runtime Option 1: Type the runtime value for the export file. This field is available only if a runtime value was defined in the export setting.
8. Runtime Option 2: Type the runtime value for the export file. This field is available only if a runtime value was defined in the export setting.
9. Click Print or Preview to view the Bank Reconciliation Positive Pay Export Log.
10. Click Yes to “Do you want to proceed with the positive pay export?”
11. The positive pay export file will be generated and placed in the Export Path defined above in step 2.

UDF (User Defined Fields) – UDFs can appear in positive pay file if they were created for GL Bank Code Master (GL_Bank.m4t) file.

For more details, click “?” in Positive Pay Export window, and select About this window

Support

If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.