Positive Pay Processing

Positive pay processing allows banks to verify that paid checks are valid and therefore helps prevent payment fraud. Apprise allows you to export positive pay processing files, which you can then electronically transfer to your banks.

To use positive pay processing for a specific bank code, enter values in all fields in the Positive Pay Processing section on the Options tab in Bank Code Maintenance (see below for valid extract program names). To use positive pay processing for a specific cash account, enter the bank account number, name, and code on the Bank Information tab in Account Maintenance. You can then export positive pay processing files in Positive Pay Processing.

To automate the process, use Scheduling Assistant to generate the positive pay processing files. For more information on using Scheduling Assistant, see Scheduling Assistant.

Currently, the following extract programs are available for positive pay processing:

For export format information for the extract programs, see the following sections.

Bank of America Export Format

The following tables list the export format for the BOAextract program:

Header Record

Field Number

Field

Length

Position

Value

Description

1

Account Number

12

1-12

Integer

This is the general ledger account number, right justified and zero filled.

2

Header Record Indicator

1

13

Character

This is H to specify this is a header record.

3

Filler

24

14-37

Spaces

This is blank spaces.

4

Date

8

38-45

Date

This is the date in YYYYMMDD format.

5

Filler

65

46-110

Spaces

This is blank spaces.

Detail Record

Field Number

Field

Length

Position

Value

Description

1

Account Number

12

1-12

Integer

This is the general ledger account number, right justified and zero filled.

2

Record Type Code

1

13

Character

This is one of the following values:

  • O - Outstanding

  • V - Void

3

Filler

2

14-15

Spaces

This is blank spaces.

4

Check Number

10

16-25

Integer

This is the check number, right justified and zero filled.

5

Amount

12

26-37

Integer

This is the check amount, right justified and zero filled.

6

Date

8

38-45

Date

This is the date in YYYYMMDD format.

7

Payee Name or Additional Data

125

46-170

Character

This is the payee name, information for payee positive pay, and other additional data.

Total Record

Field Number

Field

Length

Position

Value

Description

1

Account Number

12

1-12

Integer

This is the general ledger account number, right justified and zero filled.

2

Total Record Indicator

1

13

Character

This is T to specify this is a total record.

3

Item Count Total

10

14-23

Integer

This is the total item count, right justified and zero filled.

4

Currency Amount Total

12

24-35

Integer

This is the total amount, right justified and zero filled.

5

Filler

75

36-110

Spaces

This is blank spaces.

Chase Export Format

The following tables list the export format for the CHASEextract program:

Field Number

Field

Length

Position

Value

Description

1

Transaction Indicator

1

1

Character

This is one of the following values:

  • I - Issued

  • C - Voided

2

Account Number

17

2-18

Integer

This is the general ledger account number.

3

Check Number

10

19-28

Integer

This is the check number, right justified and zero filled.

4

Check Date

6

29-34

Date

This is the date the check was issued in MMDDYY format.

5

Check Amount

11

35-45

Integer

This is the check amount.

6

Additional Data

30

46-75

Character

This is blank spaces.

7

Payee Line 1

40

76-115

Character

This is the payee name on the check.

8

Payee Line 2

40

116-155

Character

This is blank spaces.

Green Bank Export Format

The following table lists the export format for the GBextract program:

Field Number

Field

Length

Position

Value

Description

1

Account Number

10

1-10

Integer

This is the general ledger account number.

2

Record Type Code

1

11

Character

This is one of the following values:

  • O - Outstanding

  • V - Void

3

Amount

10

12-21

Integer

This is the check amount, right justified and zero filled.

4

Check Number

12

22-33

Integer

This is the check number, right justified and zero filled.

5

Date

8

34-41

Date

This is the date in YYYYMMDD format.

6

Payee Name

50

42-91

Character

This is the name of the supplier for the check.

Wells Fargo Export Format

The following tables list the export format for the WFextract program:

Sign On Record

Field Number

Field Name

Length

Position

Value

Description

1

$$ADD

5

1-5

Character

This is $$ADD to specify this is a sign on record.

2

Filler

1

6

Space

This is a single blank space.

3

ID=

3

7-9

Character

This is the constant value ID=

4

RID

8

10-17

Character

This is the value stored in the RID field in Bank Code Maintenance.

5

Filler

1

18

Space

This is a single blank space.

6

BID=

4

19-22

Character

This is the constant value BID=

7

BID

26

23-48

Character

This is the value stored in the BID field in Bank Code Maintenance within single quotes.

8

Filler

32

49-80

Spaces

This is blank spaces.

Header Record

Field Number

Field Name

Length

Position

Value

Description

1

*03

3

1-3

Character

This is *03 to specify this is a header record.

2

Bank ID

5

4-8

Character

This is the value stored in the Bank ID field in Bank Code Maintenance.

3

Account Number

15

9-23

Character

This is the bank account number entered in Positive Pay Processing. It must be right-justified and zero filled.

4

File Status

1

24

Integer

This is 0.

Detail Record

Field Number

Field Name

Length

Position

Value

Description

1

Check Number

10

1-10

Integer

This is the check number, right-justified and zero filled.

2

Issue Date

6

11-16

Date

This is the check date in MMDDYY format.

3

Account Number

15

17-31

Integer

This is the bank account number.

4

Transaction Code

3

32-34

Integer

This is one of the following values:

  • 320 - Issued check

  • 370 - Voided check

5

Amount

10

35-44

Integer

This is the amount of the check, without the decimal point, right justified and zero filled.

6

Payee Name

40

45-84

Character

This is the name of the supplier for the check.

7

Filler

1

85

Space

This is a single blank space.

Trailer Record

Field Number

Field Name

Length

Position

Value

Description

1

&

1

1

Character

This is & to specify this is a trailer record.

2

Filler

14

2-15

Spaces

This is blank spaces.

3

Detail Record Count

5

16-20

Integer

This is the total number of detail records for the account, right-justified, zero filled.

4

Filler

3

21-23

Spaces

This is blank spaces.

5

Total Amount

10

24-33

Integer

This is the total amount of all checks for the account, without the decimal point, right justified and zero filled.

6

Filler

47

34-80

Spaces

This is blank spaces.

The following table lists the export format for the WF2extract program:

Field Number

Field Name

Maximum Length

Value

Description

1

ABA Routing Number

11

Integer

This is the first 11 digits of the value stored in the ABA Routing Number field in Account Maintenance.

2

Account Number

34

Integer

This is the bank account number.

3

Serial Number

10

Integer

This is the check number, right-justified and zero filled.

4

Issue Date

10

Date

This is the check date in MMDDYY format.

5

Amount

11

Decimal

This is the amount of the check, right justified and zero filled.

6

Transaction Type

3

Integer

This is one of the following values:

  • 320 - Issued check

  • 370 - Voided check

7

Optional Data/Payee Name

120

Character

This is the name of the supplier for the check.