Set up the Positive Pay Extract
The Positive Pay extract contains information from several sources:
| Information | Source |
| Bank Account | ACS General Ledger Module- Define Lists |
| Check | ACS Accounts Payable, Payroll, and General Ledger Modules |
| File Layout | Your Bank |
Once you receive the file format document from your bank, you can define the file detail in Report Options. The file format document contains the field specifications for the extract file, along with the record size. The document also specifies if the bank uses a block size and the type of file filler used with blocks.
If you use more than one bank for checking purposes, you must define the file detail for each bank account separately.
The extract has ten fields you can customize. As you enter each description, ACS inserts the number of characters for the field and the record position. You can change the number of characters if necessary.
ACS displays and adjusts the record positions of each field in the extract according to the number of characters for the selected field. ACS also alerts you if the total number of characters differs from the record size.
When you create the Positive Pay extract the first time, you should save the extract report. By saving the report settings, you do not have to set up the file layout again unless the bank changes the layout.
After the first extract, you only need to enter the date range. This is helpful if you use different banks for checking purposes- you can name the extract report for the bank account so you know the correct extract to use for the bank account.
- Under Generate Reports, select the Reports tab.
- In the list, select General Ledger and click Go
.
- Expand Extracts, then select Positive Pay Extract and click Customize.
- Enter the information of your choice in the Report Title fields.
- Under Extract Information, enter the correct information in the appropriate fields. For help, see the Additional Field Descriptions below.
- Under Detail, select the name description for each field in the record as specified by your bank.
- Verify the number of characters for each field. You can change the number of characters if necessary. ACS alerts you if the record size is different than the record size entered in the extract information.
- Click in the Format field, and select the correct format.
- For each field in the file layout that your bank does not use, click in the Name Description field and select <None>.