Accounts Payable - Positive Pay Register

Overview – Positive Pay

This section provides details about the screens used to create positive pay files for a specified bank.

The positive pay file is an electronic register used by the bank to confirm the checks issued by your company. The bank will only clear a check for payment if its details, such as payee name and amount, match the details of a corresponding entry for the check in the positive pay file.

Within the AP module, positive pay files can be created for two types of payments, and if required, they can contain entries for voided checks. The Create Register screen is used to create positive pay files for voucher payments, and the Create AP/PY Combined Positive Pay screen is used to create positive pay files for payroll payments.

To create a positive pay file via the Create Register screen, a bank group must have been created to specify the details for the positive pay file.

Also, to create a positive pay file, its bank-specific format must be specified. For the Create Register screen, the format is specified via a Bank Group, which has an associated Positive Pay file format. For the Create AP/PY Combined Positive Pay screen, the format is specified via the bank code, which also has an associated positive pay file format. If you require a bank-specific format other than the ones available in the system, please contact your CMiC Consultant.

Automatic Generation of Positive Pay Files

Users can automatically generate and save the AP positive pay file to an external server (i.e., client server) through SFTP. A Windows Scheduler Task can be configured to execute at predefined times and an email notification will be sent to the user with the transfer status (e.g., successful or unsuccessful). To use this feature, the external web servers need to be set up through the database using the [External Web Servers] button on the General tab of the System Options screen in the System Data module. For more information, please refer to System Data - System Options - General - Tab.

Manual checks can be included in the positive pay automation process if the ‘Positive Pay Register’ box is checked and Cash Account field is set up as positive pay register account on the Check Details tab of the Manual Check Entry screen. For more information, please refer to Manual Checks and Deposits.

NOTE: If multiple banks are used, separate files will be created for each.

The file name format is: "APPOSPAY" + Bank Name + Current Date and Time (ddmmyyyy hh:mi)

Users can view the file history transfer details in the read-only File History Transfer screen.