Positive Pay Export File

Overview

Positive pay lets you easily detect counterfeit and fraudulent checks by comparing an issued check file you supply to the bank with checks that the bank receives. To set this up in Accounting Seed, perform the following steps:

1. Create a Text field on the GL Account to Store your Bank Account Number
2. Create a Formula field on the Cash Disbursement object to display your Bank Account Number with the Cash Disbursement information on the Export file
3. Create a Formula field on the Cash Disbursement object to display the date of the disbursement in a format required for most banks
4. Build a report to show the necessary fields
5. Create a linked report to the Cash Disbursement Batch to easily create the Export file

Create Text field on GL Account to Store Bank Account Number 

1. Click Setup. Then, click the Create drop-down list and select Objects.
2. Click GL Account. 
3. Click New in the Custom Fields & Relationships and select Text, then click Next.
4. Enter Bank Account Number into the Field Label.
5. Enter a maximum character length. This number should be at least the length of your largest Bank Account number. Click Next.
6. Update the Field-Level Security for Profiles, then click Next.
7. Click Save.
8. Add this field to the GL Accounts object.
9. Enter the Bank Account number for each separate bank GL Account.
   Note: This is the number that will populate on the positive pay export file.
   
   

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Create a Custom Formula field on the Cash Disbursement object to show the Bank Account Number 

1. Click Setup. Then, click the Create drop-down list and select Objects.
2. Click Cash Disbursement.
3. Click New in the Custom Fields & Relationships and select Formula, then click Next.
4. Enter Bank Account Number into the Field Label and select Text, then click Next.
5. On the Advanced Formula tab, paste the following:
• AcctSeed__Bank_Account__r.Bank_Account_Number__c
6. For the Blank Field Handling, click the radio button that states to treat blank fields as blanks, then click Next.
7. Update the Field-Level Security for Profiles, then click Next.
8. Click Save.
   Note: This field can now be added to the Cash Disbursements object, but it is not a requirement.
   
   

Create a Custom Formula field on the Cash Disbursement object to Convert the Date field from MM/DD/YYYY to MMDDYYYY

1. Click Setup. Then, click the Create drop-down list and select Objects.
2. Click Cash Disbursement.
3. Click New in the Custom Fields & Relationships and select Formula, then click Next.
4. Enter Positive Pay Date into the Field Label and select Text, then click Next.
5. On the Advanced Formula tab, paste the following:
   • If (MONTH(AcctSeed__Disbursement_Date__c)<10, "0" + Text(MONTH(AcctSeed__Disbursement_Date__c)), Text(MONTH(AcctSeed__Disbursement_Date__c)))
     + If (DAY(AcctSeed__Disbursement_Date__c)<10, "0" + Text(DAY(AcctSeed__Disbursement_Date__c)), Text(DAY(AcctSeed__Disbursement_Date__c)))+
     Text(YEAR(AcctSeed__Disbursement_Date__c))
6. For the Blank Field Handling, click the radio button that states to treat blank fields as blanks, then click Next.
7. Update the Field-Level Security for Profiles, then click Next.
8. Click Save.
   Note: This field can now be added to the Cash Disbursements object, but it is not a requirement.
   
   

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Build a Report to show the necessary fields

1. Click on Reports.
2. Select the Accounting Seed AP & Cash Disbursements folder.
3. Select the Cash Disbursements by Batch report.
4. Click Customize.
5. Drag the Cash Disbursements Batch: ID as a filter with the drop-down list set to equal and the next field left blank.
6. Drag and drop the Bank Account Number and Positive Pay Date as columns onto the report. It may be helpful to add the Reference field as well. Also, take off the 1st column, which is the Cash Disbursement Batch Name.
7. Click Save As to save this report and then, click Save and Run Report.
8. In the URL, copy the salesforce ID. This is all the numbers and letters after salesforce.com. This ID will be used to link the report in the next step.
   
   
   
    

Link Report to the Cash Disbursements Batch object

1. Click Setup. Then, click the Create drop-down list and select Objects.
2. Click Cash Disbursement Batch.
3. Click the New button or link in the Buttons, Links, and Actions area.
4. Enter Positive Pay File as the Label and select the Detail Page button option.
5. Enter "/SFID?pv0={!AcctSeed__Cash_Disbursement_Batch__c.ID}" where the SFID is the ID of the report that we just created.
6. Click Save.
7. Add this button to the Cash Disbursements Batch object. This will allow for a positive pay file to be created for each specific batch.
   
   

Tip: Make sure that the Payee Name field does not have any commas in it as this will cause an error when uploading the file to your bank. Either delete the comma in the Account Name or modify the export file to delete the comma. 

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