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Training Tidbit: Is there an option in the School Accounting System for use with the positive pay service at my bank?

Yes, the Export Checks option is available to create a file of checks that have been issued in the School Accounting System.  The file created with the Export Checks option can then be given to the bank for comparison of checks issued by the school district and those being presented for payment (i.e. used with a Positive Pay service which is offered by most banks).

The Export Checks option, available from within the Checks File Maintenance option in General Ledger, is able to create a file in the following formats (file types):  ASCII text, comma delimited, fixed length, spreadsheet, or tab delimited.

If your bank offers a Positive Pay service and you would like to create a file of the checks issued in the School Accounting System, first, work with your bank to determine the requirements needed for the file, such as the file type, the fields of information to include in the file (i.e. check number, check amount, etc.), and the order of the fields.  Then complete the following steps:

  • Select the Check Options menu on the General Ledger screen and then Checks File Maintenance.
  • At the Checks File Maintenance screen, select the Options menu and then Export Checks.
  • At the Export Checks screen, enter the correct path (drive and folders) and file name, including the proper file extension, for the file to create during the export in the File Name field.
  • Specify the correct file type to create and then complete the remaining fields as needed.
  • Click the Display button to view a listing of the checks that will be exported and the fields that will be included.
  • Click the Execute button to continue the export.
  • Once the file has been exported, a message will appear; click OK.