Setting Up a Positive Pay Structure

Learn how to set up a positive pay structure for your company.

It is important to note that your bank will provided the majority of information needed to complete this procedure.
  1. On the Site Map screen, select Cash Management > Maintenance > Positive Pay File.
  2. Click the New button.
  3. In the Format code field, enter the bank's name. Note: Bank names entered in this field must first be set up in Bank Account Maintenance.
  4. In the Description field, enter a format code description. The information in this field identifies which bank format is associated with the positive pay file.
  5. In the Data type field, use the drop-down menu to select whether the data will be in a Fixed width or a Delimited format. Note: If you select Fixed width, the Delimiter field is not available for use.
  6. In the Delimiter field, select which delimination format the positive pay file uses. This field is not available if the Date type field is set to Fixed width. Select from the following options:
    • Comma

    • Tab

    • Semicolon

    • Space

  7. In the Transfer file name field, enter the name of the file. This file will be saved to a location on your workstation or on the server, depending upon where your organization stores the positive pay file.
  8. In the Identifier file name field, enter the path of the document used to identify your company. This field is typically blank, unless your bank directs you to include an identifying letter or number.
  9. In the Issued check code field, enter the letter or number established by your bank that will allow the bank to identify the check. This field is frequently left blank.
  10. In the Void check code field, enter the letter or number established by your bank to identify void checks, this is frequently the letter V or the number 2.
  11. In the Detail options section, select the three check boxes (Include net-zero checks ($0.00), Show original check amount on void records, and Automatically capitalize alpha characters), unless instructed to do otherwise by your bank.
  12. In the Footer options section, leave the three check boxes (Include void amounts in standard footer totals, Suppress standard footer if no checks issued, Suppress void footer if no void checks) clear, unless instructed to do otherwise by your bank.
  13. Select the Positive Pay File Maintenance - Detail tab.
  14. In the Variable type field, use the drop-down menu to select Single, Multiple, or Constant. If you select Single, the Search File Variable window displays. If you select Multiple, the Concatenate Multiple Variable window display.
  15. In the Description field, enter the description that will display for the constant variable type's information, for example 001.
  16. In the Len (Length)field, enter the number of characters for the variable. This information is provided by your bank.
  17. In the Just (Justification) field, enter how you want Spectrum to align the numeral. Use the drop-down menu to select Left, Right, or the Spectrum Default. If the Variable type field is set to Single, set the Just field to Right.
  18. In the Fill field, enter the letter Z if you want leading zeros (for Right justification) or trailing zeros (for Left justification) to display. Leave this field blank if you do not want leading/trailing zeros to display.
  19. On the next transaction line, set the Variable field to Single.
  20. In the Search File Variables window, use the File drop-down menu to select the BR.CHK option and complete the remaining fields per your bank's instructions.
  21. Complete the Header tab, Footer tab, and Void Footer tab per your bank's instructions.
  22. Click OK until you return to the Site Map screen.
  23. Click Cash Management > Data Entry > Export Positive Pay. Use this screen to create an ASCII for your bank.
  24. Complete the Bank account code and Positive pay file format fields so they match the Positive Pay File Maintenance field entries.
  25. In the From check date field, enter the date that is the day after the most recent ASCII file was sent to your bank. For example, if the last ASCII file was sent on 07/15/20, enter 07/16/20 in this field.
  26. In the To check date field, press Enter to accept the default of the current Cash Management processing date.
  27. Complete the Transaction types and Transaction source check boxes so they match the fields in the Positive Pay File Maintenance screen.
  28. Click the Preview button to preview the report.