Many banks have programs in place to help protect against check fraud. If you are enrolled in such a program with your bank, when a check is presented to them for payment, they will not honor the check unless they have a record of the check previously submitted by you via text file.
In the Account Register, individual bank register accounts can be enabled for exporting of checks to text file.
The following file formats are available:
· Standard Text Export - comma delimited file, includes all fields that may be required by most banks.
· First Citizens Positive Pay
· Bank of America Positive Pay
If you are interested in this feature, you must contact your bank representative to find out if they have a check fraud protection program and, if so, to enroll.
Your bank will most likely require a sample export file during the enrollment process. Many banks may be able to use the Standard Text Export format. You can discuss this possibility with your bank representative before enrolling.
To get a sample export file, continue with Configure and Export. The system will recognize that you are exporting for the first time and ask you whether you want a sample export, or not.
Check export is configured in Register Account Setup. In Register Account Setup select the bank account you want to configure. Make sure you:
· Enter your bank assigned Bank Account Number
· Select an Export Format
· If your bank requires a Bank Code, enter the correct Bank Code for your bank branch. Contact your bank representative to find out your branch's assigned Bank Code.
It is recommended that you export your checks and submit the exported file to your bank at the end of each business day. Exporting on a regular basis will ensure that the bank processes your submission before any issued checks are submitted for payment. In addition, exporting at the end of each day will help ensure that you do not miss or skip any checks. If you export, but then issue more checks on the same day, you will need to re-export that day's checks.
In the Account Register / Transaction Review, select the bank account that you wish to export. Right-click and select "Export Checks…" to access the Check Export Form.
·
· File Name
o A new unique file name will be generated each time you export. By default the file name will include: the register account number by which you know your account, the text 'Checks', and the current date and time - e.g. "Operating Acct Checks 20080831 1109.txt".
o The first time you export the file path will default to the network default data path for the SuccessWare21 installation.
o You will need to use a file path that you can locate later on in order to be able to easily find the file and send to your bank.
ASP users: You may want to select a file path on your local hard drive for easy access later on.
o For subsequent exports, the file path will be pre-filled using the folder to which you last exported. Select Browse to browse if you want to browse for a new folder.
· Status - Below the File Name is status information showing the last export date and file path, plus statistics regarding number of items to export and number of items that may be getting skipped based upon the date range selected. If you modify the system supplied date range, the status message will clear.
·
Apply
·
View
Skipped - Click this button to review detail of skipped items if the system
reports that items may be getting skipped because of the date range entered.
·
Preview
- Click this button to review detail of items that will be exported based upon
the date range entered.
·
Export
- Click this button to export your selection and create your text file.
·
Cancel
- Click this button to cancel and return to the Account Transaction Review.
After you have successfully exported your checks, you will submit the file to your bank following their file submission procedures. Contact your bank representative for details regarding procedures for submitting your exported text files.