====== 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.
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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.
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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
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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
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The exception though is that the void check entry does not include the convensions to confirm, and report pending voided transactions.
===== Check File Manipulation =====
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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.
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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
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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.
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Why would you need to do either type of file manipulation?
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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.
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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.
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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.
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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
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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.
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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.
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Therefore in order to utilize the spool file, an association between a GL account number and a bank account number needs to be established.
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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.
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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
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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 =====
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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.
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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 =====
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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 =====
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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.