M5-CM-1000 AP Positive Pay

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Contents

Synopsis

This enhancement adds functionality that allows the user the ability to export data for posted checks from Accounts Payable into a text file that complies with their bank’s positive pay file format.

This module provides the user the ability to:

  • Create positive pay file(s) any time, for any date range of posted checks,
  • Specify the name of the file and where it will be created (i.e., path)
  • A standard/familiar Sage 500 window format that’s easy to use

This module can be configured to handle:

  • Most common positive pay file structures required by banks
  • Files can have file-header and/or file-footer records
  • Header and detail records
  • Any number or “fields” by record type
  • Default values
  • Multiple bank accounts for processing checks into different Positive Pay Files
  • The format of each file can be (and likely will be) totally different

Installation Requirements

Prior to running this application, you will need to have Sage 500 installed; (various versions can be made compatible). For more information please call (800) 425-9843. It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Currently compatible with 7.3.1 and 7.20.17

Reinstalling or Installing an Update

You must first uninstall any custom (non-Sage) client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation

Server Installation

This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.

Client Installation

This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.

Configuration

1. Obtain official copy(s) of the positive pay file format specifications from your bank(s). These “Specs” will be required for the software configuration.
2. Your Sage 500 consultant from Blytheco can install and configure the module to create the file format(s) as specified by your bank(s). Each bank account’s positive pay file specification will need to be configured within the database.
3. Once the clients and database have been configured, you should verify that the files conform to your bank’s requirements. The best way to confirm this is to set up a test with the bank(s) to ensure that they can process the file(s) properly.

Adding Sage 500 Tasks

Expand the menus and right click on the sub menu where you want the Task displayed. Click on “Create New Task/MAS 500 Task”. Select the Common Information module and then the Set Up Bank Account - Bly task. Click OK to accept the task.

Set_Up_Bank_Account_-_Bly
Figure 1


Add another task to the Cash Management menu. Select the Cash Management module and then the CM Bank Positive Pay- Bly task. Click OK to accept the task.

Set_Up_Bank_Account_-_Bly.JPG
Figure 2


Bank Account Set Up

Ensure that the bank(s) and bank account(s) have been set up properly and that they include all of the account information required by the bank(s) in the positive pay file specifications.

Technical note: Refrain from using special characters if possible when entering the bank account and routing numbers.

From the Main tab:

1. Set the “Bank Account Number”. Use the Look Up option to select the account number.


Set_Up_Bank_Accounts
Figure 3


From the Positive Pay tab:

2 Flag the "Positive Pay Enabled" check box.
3 Enter or select a Positive Pay File Format.
4. Select the default File Location for this bank. The File Location is the path where the file will be created. If the path is local to the client, you may use the “Change Location” directory by opening each folder in the path. See Figure 4 below.
a. Double click on the folder in the window to expand the folder tree. Keep doing so until you reach the desired folder location. Single click on that folder to highlight it. Then click on the “File Location” box to paste-in the path.
b. Click on the Save Icon at the top of the window to save your settings.
c. This default path may be overwritten in the CM Bank Positive Pay process if the "Allow User to Override the Default Path" check box is flagged. (See Figure 4 below).
4. A Filename Sequence Number may be entered to number multiple Positive Pay files.
6. A Bank Code must be entered.


Setup Bank Account Positive Pay Tab
Figure 4


Repeat steps 1 through 6 for additional bank accounts that will be used to process checks and positive pay files.


Processing Vouchers - Preceding AP Positive Pay

1. From the Sage 500 menu, Accounts Payable, Activities, Process Vouchers, start a new batch and select or enter a voucher.


Enter_Vouchers
Figure 5


2. Register and post the batch created in the previous step in the usual manner.


Register_and_Post
Figure 6


3. From the Sage 500 menu, Accounts Payable, Activities, start the Process Invoices For Payment session. Start a new batch using the usual process, and select the Select For Payment button.


Process_Invoices_For_Payment
Figure 7


4. Select the AP batch created in steps 1 and 2 earlier, see Figure 8 below, and click on the green “proceed” button.
Select_For_Payment
Figure 8


5. The View Selected Vouchers / Payments screen will appear. By clicking on the vendor level “folder”, all of the invoices for an AP batch will be listed. The user can check (flag) any invoices for payment selection, or uncheck them for de-selection. When finished, select the green Finish/Save button.


View_Selected_Vouchers_-Payments_screen_–_Payment_Selection
Figure 9


6. From the Process Invoices for Payment batch screen, select the Print Edit List button, see Figure 10 below. This will activate the Payment Edit List screen.


Process_Invoices_for_Payment_–_Print_Edit_List_Selection
Figure 10


7. The user can then select the print preview button on the Payment Edit List screen to create a Payment Select List to review before running Positive Pay. (See the following examples below).


Process Invoices for Payment – Print Edit List Selection
Figure 11


Payment Edit List.JPG
Figure 12


8. Again, return to the batch screen. Select the Print Checks button.


Print Checks
Figure 13


9. The Print Checks screen will appear. The check form may be edited, if desired, from this screen.


Print Checks - Batch
Figure 14


10. Click on the printer icon on the Print Checks form and a Print screen appears. (See next example).


Print
Figure 15


From this screen select the “Print” button.


Print_Checks
Figure 16


11. A sample of a printed check from the previous steps is illustrated.

Sample_Printed_Check
Figure 17


12. Register & Post the batch following standard procedure.

GL_Register
Figure 18 - Sample GL Register


Process Description

Using Bank Positive Pay

From the Sage 500 menu, go to Cash Management. Click on the task “CM Bank Positive Pay – Bly” task that was set up in the Task Set Up section of this document. A Bank Positive Pay screen will appear.

Bank_Positive_Pay
Figure 19


1. Confirm that the Export Filename and path are correct (as established in previous steps).
a) If the "Allow User to Override the Default Path" is flagged (from previous Positive Pay set up), the export file path may be changed on this screen. (See example in Figures 20 and 21 below).
b) Note: The last file path that was used will always be saved as the default path.


CM-1000 Alternate File Path
Figure 20


CM-1000 Alternate File Path
Figure 21


2. Select or enter the criteria for payment, for example “From Check No” and “To Check No”.
3. Select the “Export Positive Pay” button.


Bank_Positive_Pay_2
Figure 22


After you’ve selected the Export Positive Pay button, you’ll get a message asking if you wish to export your selection. If you select “Yes” an AP Positive Pay file will be created using the file path you defined in Bank Set Up.

Message
Figure 23


The Positive Pay file will contain a header record and detail (payment) record(s).

Positive_Pay_File_Path
Figure 24


Pos Pay Record
Figure 25


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