Administrative Applications — Business Process Guide
Process: Positive Payment Process
Module: Accounts Payable
High Level Description
Process
Module
Document Type
Revision Control
Date
By
03-10-2010
M Walker
Positive Payment Process
Accounts Payable
Business Process Guide
Action
Document created
Pages
9
Table of Contents
Table of Contents ............................................................................................................................................................. 1 Overview ........................................................................................................................................................................... 1 Positive Payment Process ............................................................................................................................................ 2 Appendix A - Wells Fargo Transaction Codes .......................................................................................................... 8 Wells Fargo Transaction Codes Table ...................................................................................................................... 9 Whom to Contact for Help?........................................................................................................................................... 9 Overview
A Positive Pay file can be generated from PeopleSoft Accounts Payable system after Disbursement Check
transactions occur. This file is transmitted automatically to Wells Fargo bank. If any issues arise in the automation of
the file transfer, other provisions will need to be made so the file can be transmitted manually.
Administrative Applications
Business Process Guide
Accounts Payable/Positive Payment Process
Page: 1
Positive Payment Process
Navigate to Accounts Payable
> Payments > CSU Positive
Payment File > Add A New
Value
1. Enter a Run Control ID
2. Click Add
The Run Control page
displays.
3. Enter
•
•
•
Bank SetID
Bank Code
Bank Account
Note: These are mandatory
fields.
4. Click Run
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Business Process Guide
Accounts Payable/Positive Payment Process
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The Process Scheduler
Request page displays.
5. Select Server Name:
PSUNX
6. Click OK
The CSU Positive Payment
Process page displays.
7. Click the Process
Monitor link
8. Click Refresh until Run
Status reads Success and
Distribution Status reads
Posted
9. Click the Details link on
the right side of the
instance you are running
to view the Message Log
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Business Process Guide
Accounts Payable/Positive Payment Process
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The Process Detail page
displays.
10. Click the View Log/Trace
link
The View Log/Trace page
displays.
Verify that the Positive Pay
File (PosPay.log) is generated
and automatically transmitted.
11. Click the PosPay.log link
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Business Process Guide
Accounts Payable/Positive Payment Process
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12. Verify the PosPay.log
displays the following
•
File Name
(ARP_Business
Unit_Process
Instance.txt)
•
Run Date and Time
•
Process Instance Number
•
Bank Code and Account
•
Total Number of Paid
checks submitted
•
The sum amount of the
checks
•
The breakdown of the
number and total amount
of checks by the
Transaction Codes (see
Appendix A – Wells Fargo
Transaction Codes)
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Business Process Guide
Accounts Payable/Positive Payment Process
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Note: There are several
Payment Statuses in
PeopleSoft that will not be
included in the Positive
Payment File generation. If for
some reason, you use a
process that creates one of
these Payment Statuses, the
program will display the check
number and the Payment
Status under the No Record
Sent section.
Note: See Appendix A – Wells
Fargo Transaction Codes for
a complete list of PS Payment
Statuses and how they map
to Wells Fargo transaction
codes.
Note: On the View Log/Trace
page, the .txt file is the
Positive Pay data sent
automatically to Wells Fargo.
The file name contains the
ARP, BU Name and Process
instance number.
13. Click the txt file hyperlink
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Business Process Guide
Accounts Payable/Positive Payment Process
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Shown here is an example
of ARPSMCMP8648.txt file.
Note: If for some reason the
automated file transmission
did not work, save this .txt file
to your desktop. Then contact
your Wells Fargo Customer
Service Officer and arrange to
transmit this file manually.
Administrative Applications
Business Process Guide
Accounts Payable/Positive Payment Process
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Appendix A - Wells Fargo Transaction Codes
320: Check Register
370: Cancelled Register with Dollar Amount
430: Void Register with Zero Amounts
Not Applicable
525: Delete Issue Notices Not received (INNRs)
Not Applicable
Note: This is used when you need to remove an item that was previously paid but did not have a corresponding issue
on file. It removes the INNR record from the statement. The alternate is to send TC 320 for a new check register.
Also, if an INNR is presented as an IPP exception, there is an option within the IPP CEO Service to create a register
for the INNR during the exception review. Many customers use this feature rather than sending a separate 525 or 320
TC on an issue transmission.
620: Stop Payment Request
630: Release Stop Payment (Cancellation)
Not Applicable
Note: This is used when a stop has been placed, but the item is now okay to pay. Cancel the original stop payment.
640: Stop Payment Renewal Cancellation
Not Applicable
Note: This is used only for accounts with the auto stop renewal feature. It allows customers to cancel a stop renewal
that will be placed automatically due to the auto stop feature. Cancel the renewal of the stop payment.
Administrative Applications
Business Process Guide
Accounts Payable/Positive Payment Process
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Wells Fargo Transaction Codes Table
Wells Fargo
Trans Code
No Record
Sent
No Record
Sent
Description
Payment
Status
Long Name
A
Alignment
E
EFT Pre-Note
PS Process that Changes
the Status
N/A within CSU Business
Process
Not Supported in Baseline
No Record
Sent
L
Stale Dated
Payment
Changes from P to L when
selecting Stale Dated
No Record
Sent
N
Reprinted with
Same ref
Number
No Current Bus Process
creates this
No Record
Sent
O
Overflow
N/A within CSU Business
Process
P
Paid
PayCycle, Express Checks
and Manual Checks
R
Replaced
Run Recreate/Reprint using
different Ref #’s during
PayCycle
S
Stopped
Changes from P to S when
selecting Stop Payment
T
Undo
Escheatment
U
Undo Cancel
320
Check
Register
No Record
Sent
620
Stop
Payment
Request
No Record
Sent
No Record
Sent
Accounts Payable
> Payments >
Cancel/Void
Payment > Escheat
Payment
Accounts Payable
> Payments > Pay
Cycle Processing >
Pay Cycle Manager
Accounts Payable
> Payments > Pay
Cycle Processing >
Pay Cycle Manager
Accounts Payable
> Payments >
Cancel/Void
Payment >
Payment
Cancellation
N/A within CSU Business
Process
N/A within CSU Business
Process
370
Void
Register
with Zero
Amount
V
Void
Changes from P to V when
selecting Void Payment
370
Void
Register
with Zero
Amount
W
Escheated
Check
Changes from P to W when
selecting Escheated
X
Deleted
N/A within CSU Business
Process
No Record
Sent
Navigation
Accounts Payable
> Payments >
Cancel/Void
Payment >
Payment Cancel
Accounts Payable
> Payments >
Cancel/Void
Payment > Escheat
Payment
Whom to Contact for Help?
For additional help or to report problems with this functionality, please log a ticket via the Service Desk
(http://www.csueastbay.edu/servicedesk).
Administrative Applications
Business Process Guide
Accounts Payable/Positive Payment Process
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