Simple Positive Pay Report to Provide Our Bank for Printed Checks Only

DEW2022 · ‎December 02, 2022

We've had an unacceptable increase in the number of printed checks that are being taken from our vendor's mail or somewhere in transit followed by fraudulent attempts to cash them by unauthorized people.

Our bank has suggested that we adopt the process and procedure referred to as Positive Pay, where checks are matched to our pre-authorization of payee names, check numbers, dates, and amounts.

A large number of vendor payments are made electronically and do not need to be included in this added security process. The recommended method of later recording the payments made elsewhere electronically into QuickBooks Desktop Enterprise Suite is to create or pay a bill in QuickBooks and then replace the check number with a description acronym like EFT or ACH.

That makes it hard to segregate printed checks and electronic payments when attempting to filter a report by payment type(s).

Does anyone have a recommendation on how we might address this?

Secondarily, does anyone have a simple Positive Pay report format that we can use to export to Excel and send to our bank with just the Date, Check Number, Payee Name, and Amount listed for a given period?

Thank you.

BigRedConsulting · ‎December 04, 2022

@DEW2022 RE: Does anyone have a recommendation on how we might address this?

Yes, use our BRC PositivePay file Creator - QB Desktop tool to create positive pay files. It supports about 140 predefined bank file formats as well as the ability to create custom files. If your bank is not on the list we can usually add it in short order.

The tool will automatically pull checks from your bank account - from your QuickBooks company - to create the Positive Pay file. Also, it will include only checks with check numbers, and so will exclude those that don't have numbers or have something like "EFT" or "DD" in the check number fields from the Positive Pay file.

View solution in original post

ZackE · ‎December 02, 2022

Thanks for getting in touch with the Community, DEW2022.

I can certainly understand how a Positive Pay report and an ability to identity offline bill payments could be useful and have submitted a suggestion about both topics as of today.

You can submit your own feature requests while using QuickBooks.

Here's how:

In the top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
Choose a Type of Feedback and Product Area (optional) from your available drop-down menus.
Enter any suggestions/feedback in the Here is my suggestion: field.
If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
Select Send Feedback.

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.

You also have the option of checking our QuickBooks App Store for apps which may be able to help you achieve what you're looking to do.

I'll be here to help if there's any additional questions. Have a lovely Friday!

Fiat Lux - ASIA · ‎December 02, 2022

@DEW2022

You can use one of these exporter tools to create the necessary file from QB Desktop, depending on the bank's requirements. Before beginning, ask the bank for their specific layout requirements for the file. You will find how to create the file on the Support section. Send me a private message if you couldn't find it.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

BigRedConsulting · ‎December 04, 2022

@DEW2022 RE: Does anyone have a recommendation on how we might address this?

Yes, use our BRC PositivePay file Creator - QB Desktop tool to create positive pay files. It supports about 140 predefined bank file formats as well as the ability to create custom files. If your bank is not on the list we can usually add it in short order.

The tool will automatically pull checks from your bank account - from your QuickBooks company - to create the Positive Pay file. Also, it will include only checks with check numbers, and so will exclude those that don't have numbers or have something like "EFT" or "DD" in the check number fields from the Positive Pay file.

DGrigg · ‎September 20, 2023

A little late to the game but for anyone looking for an easy way to generate Positive Pay files check us out [Removed]

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Simple Positive Pay Report to Provide Our Bank for Printed Checks Only