Overview
A positive pay file is a security measure in the form of a document that the deploying company sends to its payment system or bank to inform it of payments made by check.
In Oracle EBS R12, Oracle has introduced Oracle Payments as a new module that is comprised of funds capture (receipt of funds electronically from customers) and funds disbursement (payment of funds owed to suppliers).
Within the Oracle Payment Administrator function, there is a seeded positive pay file format that is available to be associated with a payment process profile. However, most of the time, Oracle users have to end up modifying the Positive Pay File formation Oracle EBS R12 to match up to their Bank’s specifications.
Common examples from Banks that deviate from the standard seeded Oracle Positive Pay file format are:
- Revised column width and ordering/display of information
- Fixed width vs comma delimited formats
- Displaying specific coding to determine the status of a check e.g. N = Negotiable and V = Voided
Upon receiving such requests, either a developer or a techno functional resource can go in and make the desired modifications. General points in approaching the matter are described below.
The work is primarily done within the Payment Administrator function which can be accessed as under Payables Manager > Setup > Payments > Payment Administrator.
1) Download the seeded Positive Pay File Template:
You can download a copy of the seeded positive Pay File Template as follows:
Navigation: Payables Manager > Setup > Payments > Payment Administrator > XML Publisher Format Templates
Search for the Template “Positive Pay File” and click on Go.
On the next page that opens up, click on the link “Positive Pay File” and click on the “Download” button to download the .rtf file to your local machine (IBYPOS_PAY_en.rtf). Note that the template type is “etext – Outbound”
Note that when you run the Positive Pay Program out of the box, the output of the original positive pay file that comes out of Oracle (which is mapped to the above “Positive Pay File” template) is below.
Example format/layout of the downloaded Positive Pay File (.rtf file) is shown below:
2) Examine the Bank Requirements and make the necessary modifications on the .rtf file
Assume that the Bank requests the following changes to meet with their internal requirements:
a) The Branch number should be taken out
b) If a void record is being sent, indicate this as “V” otherwise pass a value of “I” between the check date and the supplier name
Thus, the expected positive pay output file for the above data should be provided to the Bank in the following format:
To make the above modifications, simply do the following on a copy of the seeded IBYPOS_PAY_en.rtf that you downloaded in step 1 above. Proceed to modify as follows:
a) Requirement 1 – the Branch number record to be taken out:
This is achieved by simply deleting the row that denotes Branch number on the .rtf file
b) Requirement 2 – if a void record is being sent, indicate this as “V” otherwise pass a value of “I” between the check date and the supplier name:
This is achieved by utilizing the “if” functionality within BI Publisher to check on the “payment status code”
The modified Positive Pay File (.rtf file), now appears as
follows:
3) Create a new Positive Pay File Template
Navigate as follows: Payables Manager > Setup > Payments > Payment Administrator > XML Publisher Format Templates. Click on Create Template and provide the following information:
- Name
- Code
- Application – Payments
- Type – eText – Outbound
- Data definition – Oracle Payments Funds Disbursement Positive Pay
- Start Date (always best practice to backdate)
- Click on the Browse button and attach the newly created positive pay (.rtf) file
- Language
- Click Apply
4) Create a new Positive Pay File Format:
This is of particular importance because it has been seen in the past that a customized template that is associated to the seeded Positive Pay File Format can get overwritten when patches are applied e.g. CPU patches.
Navigate as follows: Payables Manager > Setup > Payments > Payment Administrator > Formats.
Choose the Type as “Disbursement Positive Pay File” and click on Create
A new Payment Formats form opens up. Provide the following information:
- Code
- Name
- Data extract – Oracle Payments Funds Disbursement Positive Pay
- Choose your newly created XML Publisher Template from the list of values in the “XML Publisher Template” field.
- Click on Apply
5) Update your Payment Process Profile with the newly created Positive Pay Format
Lastly, you need to update your Payment Process Profile that is used to print checks with the newly created Positive Pay Format.
Navigation: Payables Manager > Setup > Payments > Payment Administrator > Payment Process Profiles.
Query your Payment Process Profile and in update mode and select the Reporting Tab. In the Positive Pay section, select your newly created Positive Pay Format from the list of values and click on Apply.
You are now ready to submit your Positive Pay program.
This is done by running the “Positive Pay File with Additional Parameters” program which can be scheduled to run nightly at a given time. You can also opt to transmit the positive pay file immediately upon completion of a Payment Process Request.
Be sure to provide both the Format and the Bank Account for which you are running the Positive Pay program.
Click on View Output once your request completes.
Additional notes:
a) Always get the complete specs and a sample file format from the Bank before doing any development work. This is to avoid rework/going back and forth with the Bank
b) Always create a custom template and attach it to a custom format. When large patches are applied, there is a likelihood that the seeded templates/formats may get overwritten with
new code that is delivered by the patches.
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