Positive Pay Report #

Overview #

The Positive Pay Report provides a list of checks issued through Friday within a selected date range.

This report includes the following details for each check:

• Bank account number
• Check number
• Check date
• Check amount
• Employee or payee name

The report can be uploaded to a bank’s Positive Pay system to help the bank identify checks that were not authorized by the company.

The report is designed to work with Chase Bank’s Positive Pay format and is compatible with many other banks. However, every bank may have different file-format requirements. Before uploading the report, confirm the required format with your bank.

What Is Positive Pay? #

Positive Pay is a fraud-prevention service offered by many banks. When a company issues checks, it sends the bank a list of authorized checks. The bank compares checks presented for payment against the information in that list, including:

• Bank account number
• Check number
• Check date
• Check amount
• Payee name

If a check presented for payment does not match the information provided by the company, the bank may flag it as an exception and ask the company whether the check should be paid or returned.

Why Is Positive Pay Used? #

Positive Pay is commonly used to reduce the risk of check fraud. It may help identify:

• Counterfeit checks
• Altered check amounts
• Unauthorized checks
• Duplicate checks
• Checks issued from the wrong account
• Checks with an incorrect check number
• Checks made payable to a different person or company

Example:
If a company issued check number 1050 for $750 but the bank receives check number 1050 for $7,500, the bank may flag the check because the amount does not match the Positive Pay file.

When Should Positive Pay Be Used? #

The Positive Pay Report should generally be used whenever physical or printed checks are issued from a company bank account that is enrolled in a Positive Pay service.

A company may upload the report:

• After each payroll containing printed checks
• Each time checks are issued
• At the end of each business day
• According to the schedule required by the bank
• Before checks are expected to be presented for payment

The exact process and timing depend on the company’s bank. The company should confirm with its bank:

• Whether Positive Pay is enabled
• How often files must be uploaded
• Which file type is required
• Which columns are required
• The deadline for uploading issued checks
• How check exceptions are reviewed and approved

Information Included in the Report #

The Positive Pay Report includes the following columns:

| Column | Description |
| ————– | —————————————————— |
| Account Number | The bank account number from which the check was issued|
| Check Number | The identifying number printed on the check |
| Date | The date of the issued check |
| Amount | The amount of the check |
| Name | The employee or payee listed on the check |

Each issued check appears as a separate line in the report.

Sample Report Layout #

| Account Number | Check Number | Date | Amount | Name |
| ————– | ———–: | ———- | ——-:| ————————– |
| 21000021 | 1068 | 07/13/2026 | $662.10 | Wiljanys Espinoza Martinez |

How the Report Is Organized #

• Each line represents one check issued through Friday.
• If multiple checks were issued during the selected date range, each check will appear on its own line with its own account number, check number, date, amount, and payee name.
• The report does not combine multiple checks for the same employee. For example, if an employee received two separate checks, the employee will appear on two separate lines.

Account Number #

The Account Number column shows the bank account from which the check was issued. The bank uses this information to match the issued check with the correct company account.

Depending on the bank’s requirements, the account number may need to:

• Include or exclude leading zeros
• Be masked or shortened
• Include only the final digits
• Be replaced with a bank-issued account identifier

Confirm the required format with the bank before uploading the report.

Check Number #

The Check Number column shows the identifying number assigned to the check. The check number in the report should match the number printed on the physical check.

Positive Pay may flag a check if:

• The check number was not included in the uploaded file
• The check number was entered incorrectly
• The same check number was used more than once
• The check number was issued from a different bank account
• The check number was voided or canceled

Date #

The Date column shows the date printed on the check. Some banks require the date in a specific format, such as:

• MM/DD/YYYY
• MMDDYYYY
• YYYYMMDD
• MM-DD-YYYY

The Friday report uses a standard date format, but the file may need to be adjusted if the bank requires a different format.

Amount #

The Amount column shows the amount of the issued check. The bank compares this amount with the check presented for payment.

Depending on the bank, the amount may need to be formatted:

• With a decimal point
• Without a decimal point
• Without a dollar sign
• Without commas
• With two decimal places
• As the number of cents

Examples:

• 662.10
• 66210
• 000000066210

Confirm the required amount format with the bank.

Name #

The Name column shows the employee or payee listed on the check.

Some banks offer Payee Positive Pay, which compares the name in the uploaded file against the name on the check. Other banks may not require the payee name.

The bank may have formatting requirements for names, including:

• Maximum character limits
• Removing punctuation
• Removing special characters
• Using the last name first
• Shortening long names
• Using only capital letters

Long employee or payee names may need to be adjusted before the file is uploaded.

Chase Bank Compatibility #

The Friday Positive Pay Report is designed to work with the Positive Pay format used by Chase Bank.

The standard report includes:

• Account Number
• Check Number
• Date
• Amount
• Name

This format is also compatible with many other banks.

However, Friday cannot guarantee that the report can be uploaded directly to every bank without modification because each bank may require a different:

• Column order
• Column name
• Date format
• Amount format
• File type
• Account-number format
• Payee-name format
• Header or footer
• Fixed character length
• Delimiter

Always review your bank’s Positive Pay specifications before uploading the report.

What If My Bank Requires a Different Format? #

Every bank may have different Positive Pay file requirements. If the bank’s required format differs from the Friday report, you may need to modify the CSV before uploading it.

Common changes may include:

• Rearranging columns
• Renaming column headers
• Removing a column
• Adding a required column
• Changing the date format
• Changing the amount format
• Adding leading zeros
• Removing spaces or punctuation
• Saving the file as TXT instead of CSV
• Changing the delimiter from commas to tabs or another character

Tip: Use an Excel or Google Sheets Macro #

If the bank requires the same formatting changes each time, consider creating a reusable process in Microsoft Excel or Google Sheets.

For example, you can create:

• An Excel macro
• A Google Sheets formula template
• A Google Apps Script
• A Power Query template
• A saved spreadsheet with automated formatting columns

This process can take the Friday Positive Pay Report and automatically convert it into the format required by the bank.

This can be helpful when you regularly need to:

• Rearrange columns
• Change dates
• Add leading zeros
• Remove punctuation
• Change account-number formatting
• Convert check amounts
• Export the results in a different format

Note: Friday does not create or maintain bank-specific macros. The company may need assistance from its accountant, bookkeeper, IT provider, or spreadsheet specialist.

How to Run the Positive Pay Report #

1. Log in to Friday.
2. Go to Reports.
3. Select Positive Pay Report.
4. Choose the date range containing the issued checks.
5. Select any available filters.
6. Click Run Report.
7. Download the report as a CSV.
8. Review the file and confirm that it matches the bank’s required format.
9. Make any required formatting changes.
10. Upload the file through the bank’s Positive Pay portal.

Before Uploading the Report #

Before uploading the file to the bank, verify:

• The correct bank account is listed
• Every issued check is included
• Check numbers match the printed checks
• Check dates are correct
• Check amounts are correct
• Payee names are accurate
• Voided checks are handled according to the bank’s instructions
• The file matches the bank’s required format

Uploading incorrect information may cause valid checks to be flagged or rejected.

What Happens After the File Is Uploaded? #

After the report is uploaded, the bank compares checks presented for payment against the authorized check records.

• A matching check may be paid automatically.
• A check that does not match may be listed as an exception.

The bank may ask the company to choose whether to:

• Pay the check
• Return the check
• Mark it as fraudulent
• Correct the issued-check information

Banks may have strict deadlines for reviewing exceptions. If the company does not respond by the deadline, the bank may use a default decision, such as automatically returning or paying the check.

The company should review its bank’s Positive Pay rules and exception deadlines.

Positive Pay vs. Stop Payment #

Positive Pay and a stop payment are not the same.

| Feature | Purpose |
| ———— | ————————————————————————————- |
| Positive Pay | Provides the bank with a list of authorized checks and flags checks that do not match |
| Stop Payment | Instructs the bank not to pay a specific check |

Uploading a Positive Pay file does not automatically place a stop payment on a check.

If a check must be canceled, the company may also need to void the check in Friday and place a stop-payment request with its bank.

Positive Pay vs. Payroll Journal Report #

| Report | Primary Purpose |
| —————————— | ———————————————————————— |
| Positive Pay Report | Provides issued-check details for upload to the bank |
| Company Payroll Journal Report | Shows wages, taxes, deductions, and net pay for each individual paycheck |
| Company Payroll Summary Report | Summarizes payroll activity by employee |
| Tax Liability Report | Shows payroll tax liabilities |
| Tax Deposits Report | Shows payroll tax deposit activity and status |

The Positive Pay Report is designed for bank check verification. It is not a complete payroll accounting report.

Voided or Canceled Checks #

If a check is voided or canceled after it was included in a Positive Pay file, the bank may still have the original check listed as authorized.

The company may need to:

1. Void or cancel the check in Friday, when applicable.
2. Notify the bank.
3. Remove or reverse the check in the bank’s Positive Pay system.
4. Place a stop payment on the check, if necessary.

The exact process depends on the bank.

Does Positive Pay Guarantee That Fraud Will Be Prevented? #

No fraud-prevention system can guarantee that every fraudulent transaction will be stopped.

Positive Pay provides an additional layer of protection by helping the bank compare presented checks with the company’s authorized check list.

The effectiveness of Positive Pay depends on:

• Uploading files accurately
• Uploading files on time
• Reviewing exceptions promptly
• Maintaining proper check controls
• Protecting unused checks
• Limiting access to bank and payroll systems

Frequently Asked Questions #

What is Positive Pay? #

Positive Pay is a bank fraud-prevention service that compares checks presented for payment against a list of checks authorized by the company.

Does Friday send the report directly to the bank? #

No. The company must download the report and upload it through its bank’s Positive Pay system, unless a separate bank integration is available.

Does every bank support Positive Pay? #

Many business banks offer Positive Pay or a similar check-verification service, but availability and features vary by bank.

Contact your bank to confirm whether the service is available.

Is Positive Pay automatically enabled on my bank account? #

No. Positive Pay is generally a separate banking service that must be activated with the bank. Some banks may charge an additional fee.

Is the Friday report compatible with Chase Bank? #

Yes. The Friday Positive Pay Report is designed to work with Chase Bank’s format.

Will the report work with other banks? #

The report is compatible with many banks, but each bank may have different formatting requirements. The file may need to be modified before it can be uploaded.

Why is my bank rejecting the file? #

The bank may require a different:

• Column order
• Header name
• Date format
• Amount format
• Account-number format
• File type
• Delimiter
• Payee-name format

Ask the bank for its Positive Pay file specifications and compare them with the Friday report.

Can I change the CSV before uploading it? #

Yes. You can open the report in Excel or Google Sheets and modify it to meet the bank’s requirements.

Be careful not to accidentally change check numbers, amounts, dates, account numbers, or payee names.

Can the formatting changes be automated? #

Yes. If the same changes are required each time, you may be able to use an Excel macro, Google Sheets formulas, Google Apps Script, or another spreadsheet automation.

Why does an employee appear more than once? #

Each line represents an individual check. If an employee received multiple checks, the employee will appear on multiple lines.

What should I do if a check is missing from the report? #

Confirm that:

• The check was issued through Friday
• The check date falls within the selected report range
• The payment method was check
• The check was not voided
• The correct bank account was selected

If the check is still missing, contact Friday Support.

Does the report include direct deposits? #

No. The Positive Pay Report is intended for issued checks. Direct deposits are not checks and are not included in a standard Positive Pay file.

What should I do if a check was voided after uploading the report? #

Update the check in Friday and contact the bank to remove or reverse the issued-check record. A stop payment may also be necessary.

Does uploading the file guarantee that a check will be paid? #

No. The bank may still reject or flag a check for other reasons, including insufficient funds, an account restriction, a stop payment, an altered check, or missing information.

Additional Information #

• Each check appears on a separate line.
• The report is designed around Chase Bank’s Positive Pay format.
• The report is compatible with many other banks, but modifications may be required.
• Every bank may have different file-format requirements.
• Confirm the required specifications directly with the bank.
• Excel or Google Sheets can be used to reformat the report.
• A reusable macro or spreadsheet template can simplify recurring formatting changes.
• Positive Pay does not replace normal bank-account monitoring or check controls.
• Exception items should be reviewed before the bank’s deadline.