How To: Enable and Configure the Positive Pay File Tool
Environment: Enterprise (ver. 126.96.36.1991 or later)
Download and Install the Template File
- Download this file: PositivePayTemplate.xlsx
- Open the Common Folder, and navigate to Templates, then to the Enterprise folder.
- Create a new folder named PositivePay.
Note: The folder path in the address bar should look like this:
- Copy the downloaded template file into the new PositivePay folder.
- Once the file is copied to the new template folder, Enterprise will automatically enable the Positive Pay File Tool. See Using the Positive Pay File Tool, for instructions on how to use this tool.
Configure the Template file
- Open the PositivePayTemplate.xlsx file from the \\common\Templates\Enterprise\PositivePay folder.
Note: Do Not Delete/Edit the worksheet titled Data
- Using your Bank's positive pay format document as a reference, select the appropriate worksheet: OutputTemplate_Headers if headers are required
OutputTemplate_NoHeaders if headers are not required.
Note: You can safely delete the unused OutputTemplate sheet.
- Rename the selected worksheet.
Note: We suggest using the Bank's name as the worksheet name to simplify template selection when using the Tool in Enterprise.
- Reorder the columns to suit the requirements set out in the Bank's format document. Remove any unneeded columns.
- If headers are required, adjust the header names in row 1 to match the header names defined in the Bank's format document.
- Using Excel formulas, map the data row from the Data worksheet to the first data row in the OutputTemplate worksheet.
Note: Most banks will have specific requirements for how to format the data in each field, we have provided some example formulas below.
Note: Multiple Templates can be configured in the same Excel document. To configure a new template simply add a new worksheet, and repeat the above process starting at Step 3.
Common Formatting Requirements
By default, Comsense exports the date including the time. Most, if not all, banks do not need the time included in the Positive Pay file. To remove the time use the following Excel formula: (If necessary, change the mmddyyyy to match the Bank's required format)
By default, Excel drops leading and trailing zeros. Most banks require the check amount field to have 2 decimal places. To accomplish this use the following Excel formula:
If the bank requires leading zeros, use the following formula: (The number of zeros before the decimal point will set the length of the field, in this example, there are 10 digits before the decimal and 2 after)
If the bank requires leading zeros and uses an implied decimal point, use the following formula: (The number of zeros will set the length of the field, in this example, the field will be 12 digits)
By default, Comsense exports a value of TRUE when a check has been voided. Many banks expect to see a different value in the Voided column if a check has been voided, commonly a capital "V" and nothing if the check is not voided. To accomplish this use the following Excel formula:
=IF(Data!G2, "V", "")