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Positive Pay File wth Name printed on check

Forum|Forum|6 years ago
February 27, 2020
5 replies
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We provide a positive pay report to our bank. We have found several places to get the data we need, but all sources include the Vendor Name instead of the name actually displayed on the check. How can we get a report with the Check Display name instead of the vendor name?

The data we send needs to match to the actual check that will be presented to the bank.

See attachment for the field we need.

We use Enterprise.

QuickBooks Enterprise Suite

Best answer by BigRedConsulting

To create positive pay files with the vendor's Print As name, use our BRC PositivePay file Creator - Desktop app.

It supports over 100 bank file formats and we're actively adding more on request. If your bank isn't listed, send us a support request and we can probably add it to the list - even if it's a small / local bank.

The app also allows you to create custom files that will work with banks with standard requirements.

Candice C

Hey, @MichelleSCR.

I hope your day is going well. After looking through reports and researching this request, I've discovered that this option isn't available at the moment. I can see how this would be helpful for you and your unique business. That's why I'm going to personally submit feedback to our Product Developers so they can consider this feature in one of the new updates for QuickBooks.

This is an extra link that may come in handy for your business about customizing reports.

If you have any other questions, please don't hesitate to ask. Enjoy the rest of your day.

S

Sherryfl20

Has this situation been rectified yet with the Positive Pay reports and the name as printed on the checks. I use Quickbooks Enterprise contractor edition and have to edit several vendor names before submitting my upload document to the bank. It's very time consuming considering I send out over 100 checks per week.

BigRedConsultingAnswer

To create positive pay files with the vendor's Print As name, use our BRC PositivePay file Creator - Desktop app.

It supports over 100 bank file formats and we're actively adding more on request. If your bank isn't listed, send us a support request and we can probably add it to the list - even if it's a small / local bank.

The app also allows you to create custom files that will work with banks with standard requirements.

M

MattL

Big Red Consulting, do you offer an automated upload so that the check file will be automatically transmitted from QB Desktop to our bank without having to manually create and upload the positive pay file?

BigRedConsulting

@MattL

Thanks for asking!

The BRC PositivePay file Creator - QB Desktop doesn't offer an automatic upload.

Still, creating the positive pay file to be uploaded is a huge time-saver in many cases. For some bank file formats, a technical solution to create the required file is really the only way to go, because trying to create the file manually would be practically impossible.

Among other niceties, the PositivePay tool will always use the Print As name, will optionally only include new checks in the upload files (some banks won't accept duplicates), and will create a human-readable report with each upload file that details the checks in the file.

It also features a free fully-functional 30-day trial period so you can try before you buy.

J

JMBanker

Here is how I run reports for positive pay. WARNING: You need MS Excel skills to accomplish this task as I describe below:

1) You will create two memorized reports:

a) Select the QB default Transaction Detail by Account Report:

i) Only Columns needed: "Num"; "Amount"; "Date"; "Name" (in this order from left to right)

ii) Dates to run report I have set for "today" because I do it for the same day, but you set up the date range that you do the work.

iii) Sort by Name (A-Z)

iiii) Memorize, name, and organize this report in a way that makes sense to you.

b) Select the QB default Vendor contact list report:

i) Only Columns needed: "Vendor"; "Print on Check as"; (in this order from left to right)

ii) Filter for ONE bank account.

iii) Sort by Vendor (A-Z)

iiii) Memorize, name, and organize this report in a way that makes sense to you.

2) Run both newly memorized reports each time you need to upload a file to your PositivePay system. Export them both into excel via .csv file format. Open both files in excel.

3) Now, in excel:

a) Combine both files into one file (workbook). So you go from two workbooks with one spreadsheet each - to one workbook with two spreadsheets.

b) Delete row two (which is the name of your bank account listed in QB)

c) In column E of the transaction report/spreadsheet, run a VLOOKUP formula. The lookup value is going to be the "name" column in the transaction report. The table reference is both columns of the vendor list, column will be the number 2 and then "FALSE" for exact match. Hit enter and copy the formula down to the end of the transaction report.

d) If you have a "0" result, then there is nothing entered in the "print on check as" of the vendor report. Find those and fix them in both QB and the excel file you are currently working on.

e) Copy and paste-value column E to replace the "name" in Column D. Delete column E.

f) Add your account number, fix the date format, fix amounts, and add your positivepay action to your excel file.

g) upload to PositivePay site.

Good luck and I hope this helps!

D

DavidRose

Actually, you would want to run an Xlookup with a comma zero on the end so you only pick up exact names.

The option is not really a good option. Quickbooks should fix the reports already. Uploading the vendor ID field in positive pay is wrong for so many reasons.

K

kendrah

Has this feature still not been added to quickbooks? We use positive pay to send to our bank and I print hundreds of checks each week. It is extremely time consuming to change every name to the correct "print on checks as." Will this be a feature soon?

C

ChristieAnn 11

Welcome to the QuickBooks Community, kendrah. I can see how important the said feature mentioned above is to your business so you can manage your checks. Please know that QuickBooks Desktop is constantly changing and evolving based largely on the requests of users. With this, I'll ensure you can send feedback so your suggestion is forwarded to the Product Development Team.

For now, the feature has still not been added to QuickBooks. Also, we’re unable to provide you with information if the option will be a feature soon or a specific time frame as to when this will roll out. I suggest going to the Help menu inside QBDT and you're able to choose Send Feedback Online from there to start submitting a request about Positive Pay File. Any recommendations are sent to our engineer for consideration in future updates.

Lastly, you may refer to this article to see steps on how you can run a specific report that will tell you where your company stands, in terms of expenses and accounts payable: Customize vendor reports.

I'm always here if you need more help managing your checks. I'm always glad to assist in any way I can. Have a great rest of the day, kendrah.

M

MattL

After reading this thread, I have two questions:

1) What report are you using to generate the positive pay file for your bank?

and

2) Is there a report that can be generated to show "Vendor Name" and "Print Name on Check"? If so, then one could possibly clean up all Vendors where "Vendor Name" and "Print Name on Check" do not match. It might require some effort, but it would address the issue of not being able to create a positive pay file with the print name on check field.

J

JamesAndrewM

I'll provide you with information to help you achieve your goal today.

First, generating the positive pay file for your bank isn't available. You may consider looking for a third-party app that lets you do so.

Then, you can pull up the Vendor Contact List and customize it to have the Vendor and Company Name column. The Vendor column indicates the Vendor's Name, while the Company Name will display the information below the amount from the check. Also when you Print the check, you will have the option to include the Company Name and Address.

You can refer to the attached screenshots below together with the steps:

Go to Reports.
Click List and choose Vendor Contact List.
Select Customize Report.
On the Displays page, customize the columns and put a check in the Vendors and Company.
Click OK to apply customization.
Tick Refresh.

You can utilize this article for future reference: Customize reports in QuickBooks Desktop.

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

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