CB-HT001
HOW TO...
Use Positive Pay Reporting in OA
Date:
06 Feb 2012
Document Version:
0.1
Available version of COINS OA:
10.20, 10.23, 10.24
These notes are published as guidelines only.
This “How to…” Guide may contain recommendations about configuration changes. Your configuration
will almost certainly vary from the examples given in this document. Any configuration changes should
always be applied to a separate non-live environment first and tested to prove that the features work
as you require. Should you have any difficulties with this please contact the COINS USA Support Center
or your account representative to arrange for some COINS consultancy.
Please note that you should not expect the Support team to conduct configuration changes for you.
©2012 Construction Industry Solutions
HOW TO...
Use Positive Pay Reporting in OA
CONTENTS
1
Purpose of this Document ..................................................................................................... 3
2
Initial Setup........................................................................................................................... 4
3
2.1
PPAYFMT Parameter ........................................................................................................................ 4
2.2
Define the Bank Format ................................................................................................................... 5
Positive Pay Report ............................................................................................................... 10
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1 Purpose of this Document
Positive Pay is a fraud prevention program where information about issued and voided checks is
transmitted electronically to the bank where the checks are drawn. This information is used to validate
the checks’ validity at clearing time.
Previously COINS had a Positive Pay report that created a file in Microsoft® Excel format, and COINS
users had to manually manipulate that file to be in a form the bank could accept. To simplify this
process, Positive Pay reporting in OA was modified to output check issue and void data in a format
acceptable to the bank(s) where the checks are drawn.
This document describes how Positive Pay reporting can be set up and used in COINS OA. It applies to
the Payroll, Accounts Payable, Cash Manager, and Subcontract Payable modules.
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2 Initial Setup
The information in this section shows you what needs to be initially set up before you can use Positive
Pay in OA and print a Positive Pay report.
2.1 PPAYFMT Parameter
You must set the Cash Manager parameter PPAYFMT to True in order to enable the Positive Pay
functionality, as shown in Figure 1. Otherwise, the report will print by default as done in the past.
Figure 1. CB Parameter PPAYFMT
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2.2 Define the Bank Format
Since there is currently no standard for Positive Pay reporting formats, Document Designer is used to
define each bank’s format.
To define a bank format, do the following:
1. In Document Designer, select Positive Pay (CB – USA) in the Type field at the bottom of the screen,
as shown in Figure 2.
Figure 2. Positive Pay Bank Format Definition
2. Click Add to create a new format (or click Copy
screen now appears, as shown in Figure 3.
©Construction Industry Solutions, 06 Feb 2012
to copy an existing format). The Document tab
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Figure 3. Document tab
3. On the Document tab, set Body Rows to 1 and Continuation Body Rows to 0. The formatting
program does not use these values.
4. Use the Extra Formatting field on Document tab screen to enter any additional formatting desired.
For example, the output file is a fixed length file with no delimiters. If a delimited file is desired,
enter “Delimiter=<delvalue>” in the Extra Formatting field, where <delvalue> is the character(s) to
use as a delimiter.
5. Define the Header, Body, and Footer Forms as needed.
a. You can define a certain number of rows for each form, as follows:
Header Form – define up to (2) Header rows
Body Form – define up to (2) Detail Rows
Footer Form – define up to (2) Trailer Rows
b. Use the Form Fields Table below as guide for entering information in the desired fields.
Form Fields Table
Header Form
Specify a form if the bank requires a header row.
Continuation
Header Form
Specify a form if the bank requires a second header row.
Body Form
Specify two forms separated by a “/”. The first form defines the format
used for checks issued; the second form defines the format for a voided
check.
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Footer Form
Specify a form if the bank requires a trailer record.
Continuation
Footer Form
Specify a form if the bank requires a second trailer record.
6. Go to the Fields tab screen, as shown in Figure 4.
Figure 4. Fields tab
7. Define the output detail for the Header, Body, and Footer Forms by modifying or creating field
values found in the Field Value Tables below.
Field Value Tables
Header Form Field Values
Constant
A constant value will be output
Blanks
Defined number of blank spaces to be output
Zeros
Defined number of zeros to be output
cBnk_acno
Bank Account Number
Today
Today’s Date
cpp_companynm
Company Name
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Body Form Field Values
Constant
A constant value will be output
dsBlanks
Specified number of blank spaces to be output
Zeros
Specified number of zeros to be output
cpp_ckpayee
Check Payee
dpp_ckamt
Check Amount
cBnk_acno
Bank Account Number
Today
Today’s Date
dpp_ckno
Check Number
jpp_ckdate
Check Date
cpp_companynm
Company Name
Footer Form Field Values
Constant
A constant value will be output
Blanks
Specified number of blank spaces to be output
Zeros
Specified number of zeros to be output
cBnk_acno
Bank Account Number
Today
Today’s Date
cpp_companynm
Company Name
Lditemcnt
Count of the number of items reported (issues + voids)
Lditemtot
Total Amount of items reported (issues + voids)
Ldissuecnt
Count of the number of issue type items
Ldissuetot
Total Amount of the issue items
Ldvoidcnt
Count of the number of void type items
Ldvoidtot
Total Amount of the void items
8. If you open a field on the Fields tab, you will see more options, as shown in Figure 5.
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For each field defined above, use the Alignment field to specify Right or Left alignment.
For Numeric data types (i.e., amount, account number, check number), specify a list of any of
the following attributes in the Extra Formatting field.
Cents
For decimal, datatype will display two decimal places of data
Implied Decimal
For decimal, datatypes if cents are displayed will omit the decimal
point
Zero Fill
Will output the data as right justified and left fill the value with zeros
Figure 5. Extra Formatting Fields
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3 Positive Pay Report
After you have done the initial setup of Positive Pay information (as outlined in Section 2), you will be
able to print a Positive Pay Report.
To do this:
1. In Cash Manager, go to the Reports > Positive Pay Report. A sample screen is shown in Figure 6.
Figure 6. Positive Pay Report
2. Select the Bank and range of dates to report on.
3. Select the Format to use, as defined in Document Designer (see Section 2.2).
4. The output Path will automatically default to the your OA Home directory in the current COINS OA
Environment. In the Filename field, enter a name for the output file to be created. Once created,
that file can be transferred to your PC via the COINS OA System > My Files functionality.
5. Run the report. If it is satisfactory, this file should be sent to the bank, as specified by the bank.
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