Positive Pay File Maintenance - Header tab

Header setup is optional, based on needs by of your bank. When variables are defined for header records, the software will create a single record each in the resulting export file. If your bank does not require header information, you do not need to enter any information in this screen.

Note: To sum the number of checks and the total of all checks, the #Records and TOTAL AMOUNT variables are available. The total amount of all checks will depend on the selections you make in the Properties window.




Sequence numbers are assigned and maintained by the software; no entry is allowed.

Variable type

Select the variable type from the available drop-down list box.

  • If Single is selected, the Search File Variables window opens and displays all of the available variables in Payroll. Use the CURRENT DATE variable for banks that require the current processing date on the header or footer for auditing purposes.

  • If Multiple is selected, the Concatenate Multiple Variables window displays. Use this window to combine the information from several fields into one field. For example, you might want to combine the City, State, and Zip fields into one concatenated "address" field.

  • If Constant is selected, special plan numbers or other company information that is constant for all employees will be used.

For Single variables, certain files offer different selections and selection type fields:

PR.INCTX, PR.STHIS Type = Federal (0), State (1), County (2), Local (3), and Blank (ALL) Selection = Tax table code

PR.VDCTL, PR.EHVD Type = Add-on/deduction code, Category group Selection = Code or group, as determined by Type

PR.WCCTL, PR.WCHIS Type = N/A Selection = Worker’s comp code

  • Click the New button to add a new variable record at the end of the list.

  • Click the Insert button to add a new variable record prior to the currently selected line.


If the Single or Multiple variable type was selected, the variable description will display in this field.

If the Constant variable type is selected, enter a description for the variable type.


The file type defaults from the database. File types include (A)lphanumeric, (N)umeric, (D)ate, and (K)ey.


The length (number of characters) of the variable displays. This can either be the length in the database, or it can be defined here if the variable type is Constant or Multiple.


Select the justification type from the drop-down list box: Default, Left or Right.


If the file type is Numeric and right-justified, enter (Z)ero to fill the leading spaces with zeros, or leave the fill type blank if you want the leading spaces to appear blank.

You can also choose the character that will display for non-existent dates; for example, if you selected the character 0, the date would display as 00/00/0000, according to the display mask.

Display format

Use this field to determine a combination of mask characters (up to 20 characters).

Numbers, with the exception of #RECORDS, display by default as whole pennies with the decimal point assumed. For example, the check amount $123.45 would by default appear as "12345" in the export file. You can override this default as needed.

Alternate field

Additional line transaction information, including the file codes and corresponding descriptions will display to the right of this field, if available.