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Positive Pay File Maintenance

Though both iDocs and Positive Pay transparently maintain the production, integrity, and archiving of issued and voided check data, there may be instances when the data needs to be added and/or modified. The menu items in the Positive Pay File Maintenance section address most of the necessary types of file manipulation to correct data anomalies.

Manual Check Entry

The manual check entry enables a check to be entered directly into the generic checks issued file. Such would be the case if a check had been written that iChecks had not processed, like a hand written check. A hand written check would not only need to be recorded in the company’s accounting system but also in the Positive Pay400 Manual check entry.


Selecting option 10 from the menu brings up the manual check entry screen as shown in the figure below. Simply enter the necessary Positive Pay ID, and account number associated with the manual checks. Both of the preceding fields are prompt enabled, displaying a list of existing account numbers and positive pay ids from the existing file.

  8/11/07                      Positive Pay400                        PP0450    
 16:01:42                     Manual Check Entry                      QSECOFR   
                                                                                
 Positive Pay ID                     F4 for list                                
  Account Number                     F4 for list                                
                                                                                
  Check      Check       Check                                                  
  Number     Date        Amount         Payee                                   
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
                                                                        More... 
 F1=Help   F3=Exit   F4=Prompt   F10=Update   F12=Cancel                        
 F15=Report   F23=Confirm                                                       
                                                                                


Entering the checks information initially places the records into a pending status. In this way, the transactions may be reviewed first for accuracy. A review the accuracy may be done by pressing the F15 function key to generate a listing of the pending manual checks. Once the accuracy is confirmed, the F23 key may be entered to promote the pending transactions into a confirmed status. The manual checks will then be slated for inclusion in the next positive pay transmission.

Manual Void Entry

Manual entry of voided checks may be entered in to the Positive Pay400 system using this menu item. The prompts and information are nearly identical to that of the manual check entry program.

  8/11/07                     iSeries Positive Pay                    PP0452    
 16:11:34                      Manual Void Entry                      QSECOFR   
                                                                                
 Positive Pay ID                     F4 for list                                
  Account Number                     F4 for list                                
                                                                                
  Check      Check       Check                                                  
  Number     Date        Amount         Payee                                   
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
             2007-08-11           $.00                                          
                                                                        More... 
 F1=Help   F3=Exit   F4=Prompt   F10=Update   F12=Cancel                        
                                                                                
                                                                                



The exception though is that the void check entry does not include the convensions to confirm, and report pending voided transactions.

Check File Manipulation




This selection offers a query-like selection of data from the file that contains issued checks. One or more of the fields described on the input screen may used to select records.


  8/11/07                     iSeries Positive Pay                    PP0600    
 16:16:57              Check Register File Manipulation               QSECOFR   
                                                                                
          Set Process Flag to:     Blank=Process 1=Previously Sent P=Pending    
                                                                                
                          Based on the criteria below                           
                                                                                
              Positive Pay ID:                     F4=List                      
                                                                                
                     Account#:                     F4=List                      
                                                                                
              Payee name like:                                                  
                                                                                
  Check date range YYYY-MM-DD:      1-01-01   to      1-01-01                   
                                                                                
    Processed date YYYY-MM-DD:      1-01-01   to      1-01-01                   
                                                                                
           Check number range:                 to                               
                                                                                
                 Check amount:        than            .00  (<, >,  =)           
                                                                                
                                                                                
 F3=Exit   F4=Prompt    F10=Select   F12=Cancel   F21=Clear All                 
                                                                                



After entering the selection criteria, pressing the F10 key displays the results. At this point, the records may be manipulated in one of two ways. First, the process flag may be reset from a value of 1 to a value of blank. Second, the records selected may be used to populate the void file, and subsequently reported to the bank.

Why would you need to do either type of file manipulation?

If a previous positive pay transmission was not successful, and records for a date processed needed to be retransmitted, then this utility would fulfill the requirement of resetting the processed flag from one to blank. The next time an extract and transmit process would be initiated, the records reset as well as any new records added to the file would be extracted and transmitted to the bank.

If a large batch of checks need to be voided, then using the option to manually enter void checks would be too time consuming. Alternatively, selecting a check number range and copying the check information for that range into the void file would take a fraction of the time.

To retransmit a Positive Pay Application:
Spacebar through the set process flag to field (blank)
Press F4 on the Positive Pay ID field to bring up a list and select the appropriate number (usually the account number)
Press F4 again in the account number field and select the same account number
Drop down to the Date Processed range field and enter the appropriate dates in the CCYY-MM-DD format
Alternatively, instead of entering the Date Processed Range, you may enter the check number range for the low number 
and the high number and leave the default dates of 0001-01-01
Once this is finished Press F10 twice to process
Go back to the Positive Pay Menu and select option 1 to Define Positive Pay Applications  
Here you will:
Locate the application to be used and first put an 8 to Extract and hit Enter
This will bring up a Positive Pay defintion
Hit Enter to process 
On the Application Screen select the application with option 11 to view the transmission file  
After you have verified the information press F3 to exit
Once again it will bring you to the application screen  
This time select the application with an option 9 to transmit and press Enter  

Void File Manipulation

The complement to manipulating the check register file is to manipulate the process flag in the void file. The screen for this program is essentially the same. Once the records are selected, use the displayed function key to reset the processed flag.

  8/11/07                     iSeries Positive Pay                    PP0600    
 16:29:36               Void File Register Manipulation               QSECOFR   
                                                                                
          Set Process Flag to:     Blank=Process 1=Previously Sent P=Pending    
                                                                                
                          Based on the criteria below                           
                                                                                
              Positive Pay ID:                     F4=List                      
                                                                                
                     Account#:                     F4=List                      
                                                                                
              Payee name like:                                                  
                                                                                
  Check date range YYYY-MM-DD:      1-01-01   to      1-01-01                   
                                                                                
    Processed date YYYY-MM-DD:      1-01-01   to      1-01-01                   
                                                                                
           Check number range:                 to                               
                                                                                
                 Check amount:        than            .00  (<, >,  =)           
                                                                                
                                                                                
 F3=Exit   F4=Prompt    F10=Select   F12=Cancel   F21=Clear All                 
                                                                                


This procedure would arise if the bank did not receive batches of voided checks and the processed flag would need to be reset.

Define GL and Bank Relationships

Option 14 is specifically for Computer Guidance Customers.

Outlined previously in this section were two ways to populate the void file with check records: Manual Void Check Entry, and Check Manipulation. Specific to Computer Guidance customers there is yet a third way. That of processing a Cash Disbursements Check register spool file and using the check reversal data from the spool file to populate the void file. The shortcoming in implementing this is that the report does not contain an account number. It does however contain a GL account number.

Therefore in order to utilize the spool file, an association between a GL account number and a bank account number needs to be established.

The screen below displays the resulting associations.

  8/11/07                                                             PP0603    
 16:39:31                   Bank and General Ledger                   QSECOFR   
                                  Relationship                                  
                                                                                
         Positive         Bank                 General                          
         Pay Application  Account              Ledger                           
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                              + 
                                                                                
                                                                                
                                                                                

Define Company, Div, GL, Bank Relationships

Option 15, Define Company, Div, GL, Bank Relationships is an obvious extention to the prior menu item. Likewise, this table is specific to Computer Guidance customers.


  8/11/07                     iSeries Positive Pay                    PP0604    
 16:45:03            Company Division Bank Account and GL             QSECOFR   
                                Relationship                                    
                                                                                
 Library        Positive                 Bank               General             
 Environment    Pay Application Comp Div Account            Ledger              
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                        
                                00   000                                      + 
                                                                                
 F3=Exit   F10=Save   F12=Cancel                                                
                                                                                



The above table further refines the a filter with the inclusion of company number, division number and library environment. The library/environment refers specifically to the CMS data library.

Retrieve PR Void Records


This menu selection 16 is specific to Computer Guidance customers. Choosing this option will enable new voided payroll records to be added and/or refreshed from the computer guidance records into the inFORM Decisions records. In this way the voided checks may be imported and used for inclusion within the next positive pay transmission.

                          Retrieve PR Voids (RTVPRPVOD)                         
                                                                                
 Type choices, press Enter.                                                     
                                                                                
 Starting Date (CCYYMMDD) . . . .                 Character value               
 Ending Date (CCYYMMDD) . . . . .                 Character value               
 Company Number . . . . . . . . .                 Value, or F4 for list         
 Division Number  . . . . . . . .                 Value, or F4 for list         
 Bank Account . . . . . . . . . .                                               
 Positive Pay ID  . . . . . . . .                                               
 GL Account . . . . . . . . . . .                                               
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                         Bottom 
 F3=Exit   F4=Prompt   F5=Refresh   F12=Cancel   F13=How to use this display    
 F24=More keys                                                                  
                                                                                

  • Starting Date (CCYYMMDD) Enter the starting date in century year month day format
  • Ending Date (CCYYMMDD) Enter the ending date in century year month day format
  • Company Number Enter the company number
  • Division Number Enter the division number
  • Bank Account Enter the account number precisely as it is formatted in the bank file maintenance record.
  • Positive Pay ID Enter the Positive Pay ID precisely as it is formattted in the bank file maintenance record.
  • GL Account - The the fifteen digit numeric GL number without delimitors and with leading zeros.

Retrieve AP Void Records

This menu selection 17 is specific to Computer Guidance customers. Choosing this option will enable new voided AP records to be added and/or refreshed from the computer guidance records into the inFORM Decisions records. In this way the voided checks may be imported and used for inclusion within the next positive pay transmission.

Retrieve PR Check Records



This menu selection 18 is specific to Computer Guidance customers. Choosing this option will enable new payroll check records to be added and/or refreshed from the computer guidance records into the inFORM Decisions records. In this way the voided checks may be imported and used for inclusion within the next positive pay transmission.

Retrieve AP Check Records



This menu selection 19 is specific to Computer Guidance customers. Choosing this option will enable new AP check records to be added and/or refreshed from the computer guidance records into the inFORM Decisions records. In this way the voided checks may be imported and used for inclusion within the next positive pay transmission.

pub/positivepayfilemaintenance.txt · Last modified: 2018/05/24 23:06 (external edit)