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Generating a Positive Pay File

Introduction

Positive Pay is a system used by most banks to greatly reduce check fraud by implementing customer authorization of each check. Customers send the bank a list of all checks issued. When a check comes in for payment, the bank compares the check number and amount to the list. If they do not agree the check is rejected. The system makes it nearly impossible to alter or forge checks from participating companies.
 
Our Positive Pay list makes it easy for a law firm to generate a report listing all uncleared transactions.
 
CosmoLex also lets the user define the output format of each Positive Pay file. File format can be customized for each bank defined in CosmoLex to provide maximum flexibility.
 
For information on Positive Pay, click here.

Setting Up Positive Pay List Format (to be done for each bank account)

  1. Click on Accounting Tab
  2. Select the desired bank account and click Action, Setup Positive Pay List
  3. Choose Date Format (Output Date format)
  4. Choose Check Label (Up to 4 characters to identify the transaction type “Check”)
  5. Choose Void Label (Up to 4 characters to identify the transaction type “Void”)
  6. Choose Delimiter (Delimiter character to use in the file format)
  7. Choose Maximum Payee Length (Max number of characters to be used when outputting payee name in the file)
  8. Now, under Field Mapping, choose the fields to be used and the order in which they will appear in the file. First field would be the first entry in the file and so on

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Generate Positive Pay List 

1. Click on Accounting Tab

2. Select the desired bank account and click Details, or simply double-click the bank account

3. From Transactions, click Action, then click “Positive Pay List”

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4. Choose the “Range Type” (Today, This Month, Last Month, or Custom [date range]).

CosmoLex will remember the positive pay file generation Date/Time on associated transactions and only export items which are not exported previously to output clean data each time. In addition to that, the Positive pay file generation also provides 3 options as shown below:

  1. Include Void – Use this option to include/exclude void transactions. By default, this option is selected
  2. Include Previously Exported – When selecting this option, transactions will be included even if they are exported previously. This can be useful in case of regenerating export for verification purpose
  3. Update Previously Exported Date – This option will only be available if #2 is selected. This option must be used carefully as selecting this would override the associated positive pay export date/time if associated with the transactions

5. When ready, click Generate

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An Excel (.csv) file will now download to your computer. This file contains a list of uncleared transactions for transmission to your bank. 

Important

Please keep in mind that there are hundreds of commercial banks, each with their own format for Positive Pay transmissions. We realize we are not able to support the large variety of formats so, instead, we compile and export the information in a format that can be read by a third-party software designed to act as a translator between billing software and banks. We have not partnered with any specific provider. Check with your bank to learn more about their Positive Pay services, format requirements, and third-party software suggestions.

Updated on July 24, 2019

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