How to set up positive pay in Dynamics 365 Business Central
Overview: This process creates a file that will be sent to the bank for check management.
Set Up the Data Exchange Definitions
- Using the lightbulb search, type “Data Exchange Definitions” and click on the matching list page. There are two pre-configured definitions for positive pay. One is from Citibank and the other is from Bank of America. To view the format of the exports, click on the name of the definition to open it in a new window.
- On the General tab, you will see the following generic information needed to export the data:
- Code is used as a unique identifier for the record.
- Name is used as a descriptor in the list page to better identify the record.
- File Type is used to define the type of output required by the bank. Options include XML, Variable Text, Fixed Text and json.
- Codeunit and XMLport entries define what will run when you need to create the files. These will always remain as the default unless you write custom code to process your files.
- File Encoding choices include Windows, MS-DOS, UTF-8 and UTF-16.
- Column Separator choices include Tab, Semicolon, Comma, Space and Custom. If you select “Custom,” you must enter the custom separator in that field.
- The next section defines the Lines needed on the file:
- Line Type options include Detail, Header and Footer.
- Code is a unique identifier for the line.
- Name is a descriptor for the line,
- Column Count is the number of columns required for that line.
- Data Line Tag is used in XML formats.
- Namespace identifies the uniform resource name needed for validation.
- Parent Code is used if you have detail/line matching.
- The last section identifies the Columns that are included within each line definition:
- Column No. defines the sequence of the columns.
- Name is a descriptor of the column.
- Data Type identifies the type of data within the column. Options include Text, Date, Decimal and DateTime.
- Data Format will format that data to the vendor’s specification. In the example above, the date is a 4-digit year, followed by a 2-digit month and a 2-digit day.
- Data Formatting Culture is not relevant for data export. It can be left blank.
- Length is the length of the data in the column.
- Description is an information field describing the data in the column.
- Path is used for XML formats and identifies the position of the element.
- Negative Sign Identifier is not used in Positive Pay.
- Constant identifies a value that is a constant in the specific field.
- Text Padding Required identifies whether the field needs to be padded.
- Pad Characters identify the characters used to pad the data and work in conjunction with the Text Padding Required
- Justification identifies if the data is right of left justified and works in conjunction with Pad Characters.
- Now that you have reviewed the predefined formats, determine the one that works best for you. If there is one that needs no changes, use that going forward and skip to the next section on Setting Up the Bank Export/Import. If changes are necessary, follow steps 6 and 7 to perform that activity.
- Export the format you want to use as your starting point.
- Highlight the line and from the ribbon, select “Import/Export” and then “Export Data Exchange.”
- Select where to save the file.
- Create a new Data Exchange Definition.
- From the ribbon, select “New.”
- Give the new Data Exchange Definition a Code and Name.
- From the ribbon, select “Process/Import Data Exchange Definition.”
- Select the file you saved in the previous step.
- After the file has been imported, make the necessary changes to the Line Definitions and the Column Definitions so they match up to your bank requirements.
Set Up the Bank Export/Import
Once you have set up the Data Exchange Definition, we must set up the Bank Export/Import Setup. This identifies the processing codeunit and data exchange definition.
- Using the lightbulb search, go to Bank Export/Import Setup. Click on the entry in the Administration Group.
- No defaults have been created for positive pay, so you must add a new record.
- Click on “New” from the ribbon.
- In the line that opens up, enter the following:
- Code is a unique identifier for the record.
- Name is a longer descriptor for that record.
- Direction must be set to “Export – Positive Pay.” This will fill in the Processing Codeunit.
- Data Exch. Def. Code identifies the data exchange definition you created.
Set Up the Bank Account
Now we need to tie the formats to the bank account for processing.
- Using the lightbulb search, type in “Bank Accounts.” Select “Bank Accounts” under Lists.
- Go to the Bank Account card on the Transfer fasttab and fill in the Positive Pay Export Code created in the Bank Export/Import Setup.
Now that you have set up positive pay, you can export and manage data related to the specific bank account.
Create an Export File
- Go to the Bank Account. Using the lightbulb search, type in “Bank Accounts.” Select “Bank Accounts” under Lists.
- From the ribbon on the Bank Account list page, select “Process” and then “Positive Pay Export.”
- Enter a Cutoff Upload Date to include data for the timeframe you want to review.
- Once you are ready, click “Process” and then “Export” from the ribbon.
- It will come up with the standard Save As dialogue box. Choose the location to save the file.
Manage the Export File
All records exported are moved to the Positive Pay Entries. You can view or manage these entries from the Bank Account Card.
- Go to the Bank Account card. Using the lightbulb search, type in “Bank Accounts.” Select “Bank Accounts” under Lists.
- From the ribbon, go to Navigate, Bank Acc. and then Positive Pay Entries.
- If you would like to track the confirmation number received back from the bank, you can enter it on this page.
- Click on “Edit List.”
- Modify the Confirmation Number.