Positive Pay Process
Quick Reference
What is Positive Pay?
Allows you to import your issued check item file or manually input issued check items and
allows you to make decisions on exception items. There are two ways to upload or input check
items into the system Uploading Issued Checks- which will require user to upload a file or
Entering Issued Checks- which is a manual process where the user will input check information.
How to Upload Issued Check Items
From the Account
Activities & Reporting
menu select Upload
Issued Checks from
the Reconciliation
Services menu.
From the Upload
Issued Checks menu,
you have the ability to
upload the check
registrar file in the
following three
formats:
1. Proprietary
ARP File,
2. Comma
Delimited File
or
3. Fixed Column
Length File.
Once the file type is
selected, browse for
the file located on
your computer and
select upload.
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Enter Issued Checks
From the Account
Activities & Reporting
menu, select Enter
Issued Checks under
Reconciliation
Services.
From the Enter Issued
Checks menu you will
need to enter the
check information and
select the Add to
Pending Issues
button. Once you
have entered all the
necessary check save
the information to
work on it at a later
time or submit the
issued check items by
selecting the Send
button.
What is the Issued
Check Register?
View Issued Check Register
The Issued Check Register allows you to view a history of the issued check items sent to the
bank for a selected account. You can search for and display issued check item records up to 180
days after the check clears or goes stale. You can export the information displayed on screen to
a file by clicking the Export button.
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From the Account
Activities & Reporting
menu, select View
Issued Check Register
The Issued Check
Register menu will list
all check items that
have been issued.
How to Decision an
Exception
Decision Your Positive Pay Exceptions
If there is an exception on a check item you will have to make a decision. If no decision is made,
the system will use the accounts default (Pay or Return). As a reminder you must make a
decision on the check item prior to the 12:00 P.M. (E.S.T.) cut off time.
(Exceptions can include incorrect check amount, account mismatch, incorrect check serial number etc.)
From the Account
Activities & Reporting
menu select Decision
Positive Pay
Exceptions.
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If the customer has
any exception items
that require a decision
the system will
prompt you with the
following actions: Pay
= Will pay Item / Adjust
= allows user to adjust
check / Return = Return
check
You also have the
ability to view the
history of sent check
items by selecting
Show Sent.
See the next page for instructions on how to create a Positive Pay file in Excel.
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How to use Excel to Create a Positive Pay File Manually
File format requirements:
• File Type: Once the file has been formatted you will be required to remove the header it’s required. Then
save the file in a CSV file format before you can upload. Do not close the file during the upload process.
•
Account Number Column – Cell Format: Number with no decimal places.
•
Date Column – Cell Format: Custom > mmddyyyy. The month portion of the check issue date must
be zero padded when the month is a single character. If using Excel to create this file, the date column
must be set as text. Otherwise you will get a date as “8” instead of “08”
•
Check Number Column- No special formatting required.
•
Amount Column- No special formatting required.
•
Payee Name Column- No special formatting required. This field may contain A-Z, a-z, 0-9.)($?@#!%&_;:~|=+' as well as empty spaces. The use of quotes ("), forward slash (/), back slash (\), and
commas (,) are not allowed in this format.
•
User Data Column- field is optional. This field may contain A-Z, a-z, 0-9.)($-?@#!%&_;:~|=+' as well
as empty spaces. The use of quotes ("), forward slash (/), back slash (\), and commas (,) are not
allowed in this format.
•
Transaction Column- No special formatting required. The transaction field should include the
transaction type “R”= Register or “V”=Void.
•
Action Indicator Column- No special formatting required. The Action field should include the action
type “A”=Add or “D”=Delete.
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