In an effort to reduce fraudulent paper checks most banks offer a positive pay system which allows banks to match checks presented to checks actually written. In order to utilize this system the Depositor must upload files containing the details of checks written to their bank’s website.
Below is a screen shot of one bank’s file format requirements. The bank has also indicated that they need this to be in csv file.
We will how you how easy it is to create this file from QuickBooks using Transaction Pro Exporter (“TPE”). You can request a free trial and test this out here.
It looks like the following fields are data that do not reside in QuickBooks so you can add this info to the exported file by enabling the command line parameter, /USER_FIELDS=3. Read more about all command lines here. This is very easy to add just right mouse click on the TPE shortcut and select properties and leave a space after the quote and add the command line parameter and select Apply (see screen shot below). Please note this only needs to be added the first time and this setting is saved for all future exports.
Then you will launch TPE and in this case we have one check that was issued today on 11/12/2014 that we will be exporting. So select the export type of check, select the date ranges below, select the option to suppress transaction lines as the bank only wants to see the total of the check and not any split lines. Also since the bank wants the file in a csv format select this format and also uncheck the box next to Open Excel. Now you will select retrieve data and you will see the data populated within TPE.
Then you will select the button select fields and you will be presented with the mapping screen below. You will need to do the following:
- Select the check boxes under Include Fields for those QuickBooks fields (which are listed in the first column, Field Name) that you with to be included in the export.
- In the Field Label Column provide the header that the bank has requested in their file format requirments.
- For the User Defined Fields at the bottom of the screen type in the static values for the bank account number and the letter I for Issue.
This mapping will be saved for future exports. Then select the OK button at the bottom left and you will be returned to the main screen. You will see the data in the grid below and select the Export to File button and save the file.
Please let us know if you have any questions by posting a comment below. If you are an existing user we would also like to hear your comments on how you use Transaction Pro Exporter in your business.