Positive Pay
User Guide
Positive Pay User Guide
Park National Family of Banks
Table of Contents
Logging On ..................................................................................................................3
Positive Pay Overview Page ........................................................................................3
Creating New File Import Templates ...........................................................................4
Importing Files ............................................................................................................8
Resolving Import Exception Items...............................................................................9
Adding Items ............................................................................................................ 11
Changing Items ......................................................................................................... 13
Reviewing Items ....................................................................................................... 15
APPENDIX A: File Requirements for Issued Check Files............................................. 16
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Logging On
1. Log on to Business Online Banking.
2. On the Management Tools menu, see options under Positive Pay.
3. Click on Overview where all the options are located, or select the specific option you’d like to
complete.
Positive Pay Overview Page
This is your one-stop for everything related to Positive Pay. On this page, you can get to the same options
available on the Management Tools menu in Business Online Banking.
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Creating New File Import Templates
File import templates are used to import your issued check files into Positive Pay. After import, items
in your check files are matched against checks clearing your account. Checks that don’t match the
check number and amount in your check files are flagged for your review each day. To create a new
template:
1. On the Management Tools menu, select Import Templates (or on the Positive Pay Overview
page, select File Template List). The Template List page displays.
2. Click Add Template to establish a new template. The Create File Import page displays.
3. In the Template Properties section:
Click
‘Add Template’
Attach File
Select an issued check file to import using this new template.
Import Attached
File

Select “Yes” if the file you attached is a valid file that you want
to import.

Select “No” if the file you attached is only a sample or test file
that you’ll use to build your new template, but that does not
contain actual issued checks.
Template Name
Enter a name for the new template that will help you identify it later.
Number of Header
Rows
Enter the number of rows in your issued check file that appear
above (or before) the first issued check in the file.
Number of Footer
Rows
Enter the number of rows in your issued check file that appear
below (or after) the last issued check in the file.
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Input Decimals
into Amount
Text Qualifier

Select “Yes” if the last two digits of the amounts in your issued
check file are two decimal places. This option will read amounts
as follows:
o 454123 = template reads this as 4,541.23
o 454 = template reads this as 4.54
o 4 = template will be unable to read this amount

Select “No” if the last two digits of the amounts in your issued
check file are not two decimal places. This option will read
amounts as follows:
o 454123 = template reads this as 454,123.00
o 454 = template reads this as 454.00
o 4 = template reads this as 4.00
A text qualifier identifies the symbol surrounding a series of
characters that identifies those characters as text.



File Format


Select “None” if the text in your issued check file is not qualified.
Select quotes (“) if the text in your issued check file is separated
by quotes.
Select apostrophe (‘) if the text in your issued check file is
separated by apostrophes.
If your issued check file is formatted with fields aligned in
columns of a fixed width, select “Fixed Width.”
If your issued check file is formatted with characters separating
each field, select the appropriate option:
o “Tab Delimited” if tab characters separating each field.
o “Space Delimited” if space characters separate each field.
o “Delimited” if any other character separates each field (i.e.
comma-delimited file (csv file)). You must enter that
character in the field provided.
4. Click Next.
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5. Based on your file format, complete the fields as noted:
File Format
Fixed Width
Delimited
Complete These Fields
In the Mapped File Data section:

Field – Enter the column numbers where data is located in your
attached file.

Character Position – Enter the field location in your attached file by
counting the number of spaces/characters.

Mask Format (optional) – For fields that may contain sensitive data,
you can choose to mask part of the data with “X” to avoid displaying
the entire number. This is not commonly used; if you have questions,
contact your bank.
In the Map Data from Imported File section:

Column – Enter the column numbers where data is located in your
attached file.

File Data – Displays a sample field from your attached file so you can
see how it’s being imported so far.

Data Type – Select the type of information stored in each column of
your attached file.

Mask Format (optional) – For fields that may contain sensitive data,
you can choose to mask part of the data with “X” to avoid displaying
the entire number. This is not commonly used; if you have questions,
contact your bank.
6. Click Next.
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7. In the Item Type Code Mapping section:
File Data
Identifies the item type (i.e. I = issued check, V = voided check, S =
stop payment) in your attached file.
Assigned Value
Indicates the item type associated with the attached file.
 Issue – indicates the item is an issued check
 Item Stop – indicates the item has a stop placed on it
 Void – indicates the item is a voided check
Add/Delete
Click these buttons to add or remove an Item Type Code for this
template.
8. Click Next.
9. In the Assign Values section:
Field
Identifies the type of information stored in your attached file.
Assigned Value
Assign a value to each instance of the associated field in the
imported file.
Prompt on Import
Shows whether a prompt is displayed when the associated field is
blank when importing an issued check file.
10. Click Create Template to save the new file import template. The Template List page displays.
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Importing Files
Import your issued check files into Positive Pay using previously-created file import templates. Items
in your check files are then matched against checks clearing your account each day. To import a file:
1. On the Management Tools menu or Positive Pay Overview page, select Import a File. The
Import a File page displays.
2. In the Import a File section:
File Name
Click Browse to select the file to import.
Template
Select the template associated with the file from the drop-down.
3. Click Next. The Import a File page displays.
4. In the Data Mapping section:
Account Number
Select the appropriate account from the drop-down.
Item Type Code
Select the appropriate Item Type Code from the drop-down:
 “Issue” if the items are issued checks.
 “Item Stop” if the items are stop payments.
 “Void” if the items are voided checks.
5. Click Import File. If you see:
 The Import a File page, your import was successful with no exceptions.
 An Exceptions section, review the exception items. Refer to the Resolving Import
Exception Items section of this guide.
 An error message, you may have more than 25 exception items so the system did not
import your file. Check your import file for problems, ensure you selected the correct
template, and try your import again.
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Resolving Import Exception Items
Exceptions can occur when importing an issues check file if an item in the file can’t be read by the
import template. You can clear file import exceptions following the steps below.
1. On the Management Tools menu or Positive Pay Overview page, select Import Exceptions.
The Import Exception page displays.
2. Click the file name to view the exception items. The File Import Exception page displays.
3. In the Exceptions section, look at the Reason column beside each item to see the specific
reason or reasons why the item could not be imported. The reason listed is what you will
need to resolve for each item. Reasons include:
Duplicate Item
Indicates the item is identical to another item already in the
Positive Pay system.
Invalid File Format
Indicates the file is in an invalid format.
Invalid Application
Indicates the item is associated isn’t issued on a checking
account (the file may show the item is issued on a savings
account, for example, which isn’t permitted).
Invalid Account Number
Indicates the item is associated with an invalid account number.
Invalid Item Type Code
Indicates the item is associated with an invalid type code (not an
Issue, Stop Payment, or Void).
Invalid Amount
Indicates the item contains an invalid amount.
Invalid Account Institution
Indicates the item is associated with an invalid account
institution (bank).
Invalid Issue Date
Indicates the item contains an invalid issue date.
Invalid Item Number
Indicates the item contains an invalid item number.
4. Click Edit to open each exception item. The Import Exception page displays.
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5. In the Change Item section, you’ll see the Reason listed to the right of the field or fields that
need to be corrected. Update the following as necessary:
Account
Select an account from the drop-down for the item.
Check Number
Change the check number for the item.
Issue Date
Change the date the item was issued – click the small calendar icon
beside the field to select a new date.
Amount
Change the dollar amount of the item.
Payee*
(Optional) Change the name of the person or entity to which the item
was written.
Reference Number
Change the unique number assigned to the item.
Type



Change to “Issue” if the item is an issued check.
Change to “Item Stop” if the item is has a stop payment placed.
Change to “Void” if the item is a voided check.
6. Click Save Item to save the changes. If more exception items need to be reviewed, the File
Import Exception page displays.
7. When all exceptions have been reviewed, close the Import Exceptions page.
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Adding Items
You can add items to Positive Pay individually instead of importing them in an issued check file. This
is a convenient way to add one or two checks outside of your normal import process.
1. On the Management Tools menu or Positive Pay Overview page, select Items. The Item
Search page displays.
Click
‘Add Items’
2. Click Add Items to establish a new item. The Add Positive Pay Items page displays.
3. In the Items List section, complete the following:
Account
Select the account from the drop-down for the item to be added.
Check #
Enter the check number for the item to be added.
Issue Date
Enter the date the item was issued – click the small calendar icon beside
the field to select the date.
Amount
Enter the dollar amount of the item to be added.
Payee*
(Optional) Enter the name of the person or entity to which the item was
written.
Reference #
Enter the unique number assigned to the item to be added.
Type



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Select “Issue” if the item is an issued check.
Select “Item Stop” if the item has a stop payment placed.
Select “Void” if the item is a voided check.
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Add/Delete
Click Add to add each item
4. When finished adding and deleting items, click Save.
5. Close the Positive Pay Items page.
HINT! On the Positive Pay Overview page, you can also use the Add an Item section on the
left-side of the screen to quickly add items.
‘Add an Item’
section
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Changing Items
You can change items in Positive Pay after the items have been imported or added.
1. On the Management Tools menu or Positive Pay Overview page, select Items. The Item
Search page displays.
2. Enter search criteria and click Search Items. The Positive Payment Items page displays.
3. In the Items List section, click Edit to open an item to change. The Edit Positive Payment
Items page displays.
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4. In the Edit Item section, change fields as needed:
Account
Select a different account from the drop-down for the item.
Check #
Change the check number for the item.
Issue Date
Change the date the item was issued – click the small calendar icon
beside the field to select a new date.
Amount
Change the dollar amount of the item.
Payee*
(Optional) Change the name of the person or entity to which the item
was written.
Reference #
Change the unique number assigned to the item.
Type



Change to “Issue” if the item is an issued check.
Change to “Item Stop” if the item is has a stop payment placed.
Change to “Void” if the item is a voided check.
5. Click Save Item to save the changes.
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Reviewing Items
If checks clearing your account don’t match items you’ve imported or added to Positive Pay, those
items will require your review to determine whether the item should be approved or disapproved.
Disapproved items are returned for reasons such as fraud. To review items:
1. On the Management Tools menu or Positive Pay Overview page, select Review. The Item
Review page displays.
2. In the Account Selection section, select an account or All to display items available for review.
The Item Review page displays.
3. In the Item Review section, for each item complete the items below:
Action


Return Reason
Select “Approved” if the item is valid and should be paid. No Return
Reason is needed.
Select “Return” if the item is not valid and should be returned (not
paid). You must also select a Return Reason.
For any item that you select to “Return,” select the appropriate option
from the drop-down:
 Missing Endorsement – if back of check has not been endorsed
 Post Dated – if check date is in the future
 Refer to Maker – for any reason not available in the list
 Stale Dated – if check date is more than 180 days ago (6 months)
 Fraud – if check isn’t a valid item that your company issued or if
check has been altered in any way
4. Once you’ve selected an Action and/or Return Reason for each item, click Process Items.
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APPENDIX A: File Requirements for Issued Check Files
Issued check files may come from various sources, such as accounting software or even an Excel
spreadsheet that you manually update yourself. The most important things are to ensure that the
check number, check date, and check amount are included in the file. Everything else is optional.
Here’s an example of a simple issued check file:
When you create your File Import Template, you’ll customize it to work with the format of your
issued check file. Here are a few general file requirements:
1. Check number, issue date, and amount are required.
2. Amounts:
 May not include a dollar sign.
 Must be a positive amount. Voided checks must be imported separately using a
template that allows the Item Type Code to be “Void.”
3. Files may have headers and footers. You can customize your file import template to ignore
these rows.
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