Bank Transmission File

Use this option to create files for sending accounts payable check data to your bank after the checks are issued. This process is sometimes referred to as "positive pay."

Menu Path: Fund Accounting > Entry & Processing > Vendor Checks > Bank Transmission File

Prerequisites

Before using the Bank Transmission File option, you must set up records in the following tables:

Bank Account Information table in Fund Accounting associates accounts payable checks with bank account numbers. The system recognizes this relationship by matching Fund/Account combinations in the table with those assigned to your accounts payable checks. For details, refer to Bank Account Information Table.

User Defined table in Human Resources enables you to set up a check status translation table so the system can differentiate issued from void checks. You must create this table before using the Bank Transmission File Format option. For details, refer to User-Defined Check Status Translation Table.

Bank Transmission File Format table in Fund Accounting defines the format for transmitting accounts payable check records, as specified by your bank. When you run the Bank File Transmission option, the system uses these records to convert your check data to the format required by your bank. For details, refer to Bank Transmission File Format Page.

Creating a Bank Transmission File

1. Select Fund Accounting > Entry & Processing > Vendor Checks > Bank Transmission File to display the Bank Transmission File page.

2. Complete the following fields:

   Layout Code	Select a code from the Bank File Format Transmission table for formatting the check records in the data file. Use the code set up for the bank where you are sending the file. Make sure the code begins with A for Accounts Payable.
   File Name	Assign a name to the file. For accounts payable checks, the default file name is apchecks.tpe. If you are generating more than one transmission file, you must use a unique name to avoid overwriting a previous file.
   Bank Account Number	Identify the checking account. The selections in the drop-down list are from the Bank Account Information table. These records tie checking account numbers to Fund/Cash Account combinations from your accounts payable check records.

3. In the Zero Void Amount checkbox, select the box to show void checks with zero amounts. Otherwise, the checks show the amounts voided.

4. Enter criteria in the following fields to identify the issued checks to include in the transmission file:

   Check Date	Selects checks by issue dates.
   Check Number	Selects checks by their check numbers.

   • To specify a range of checks, use query symbols. For example, >08152017 identifies all checks issued after August 15, 2017, while 10001:11000 matches check numbers 10001 through 11000.
   • To select checks solely by dates or numbers, complete the desired field, and leave the other field blank. If both fields are blank, the system selects all checks in your database that are tied to the bank account specified in the Bank Account Number field.

5. Enter criteria in the following fields to identify the void checks to include in your transmission file:

   Void Date	Selects void checks by their void dates. Leave the field blank to select void checks without limiting based on date.
   Void Check Number	Selects void checks by their check numbers. Leave the field blank to select records without limiting based on check number.

   You may use query symbols in either field to select a range of checks. Refer to Step 5 for examples.

6. Click OK to display the first of two Print windows.
7. In the first Print window, you may accept or change the displayed directory path and file name.
   • The file name is either the system default or the name you entered in Step 2.
   • Make note of the directory where you are saving the file. Your site is responsible for sending the data to your bank.
8. Click OK to generate the file.
9. In the second Print window, enter settings for generating a report on the checks in your file. The default file name of the report is apcheck.rpt. If you are storing the report, you may accept or change the default.
10. Click OK to generate the report.
11. Review the report, which lists each check in the file as well as the total number of checks and their total amount. If the checks included are correct, send or transmit the file per your bank's instructions.
    Keep in mind that you can re-run the Bank Transmission File option as many times a needed. To avoid sending duplicate check information, save the reports for comparison against future files.

If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Transmission File, also known as Positive Pay, file creation will select checks based on the bank account.