By using accounts, Bank Positive Pay allows you to create a logical separation of transactions. For example, you can create a Payroll account for direct deposit transactions and a Checking account for vendor payments. Filtering becomes necessary when source files contain transactions for multiple Bank Positive Pay accounts. By filtering the import, transactions are only imported into the proper account.
By definition a filter is only required if you have already created multiple Bank Positive Pay accounts.
The steps below must be repeated for each Bank Positive Pay account. In the example of Payroll and Checking, the steps must be done once in the Payroll account and once in the Checking account.
Creating the filter
A filter consists of nothing more than an identifier used to distinguish data for one account from other data. This can be a field containing the text "payroll" and "checking", an account number, or some other identifier. Each filter must be unique from that of all other accounts.
1. Make sure you are in the proper account.
2. Select the Settings tab then Import, System.
3. In the textbox corresponding to 'Filter Import - GL', enter the identifier you wish to use for the current account.
4. Click Close.
Repeat these steps for every account you need to filter. The identifiers must be different for each account.
Using the filter
There are two ways to use the filter. You can schedule imports using the Control Panel for recurring imports or you can perform the import manually.
Using a manual import filter
Import your transaction file as outlined in 'Importing Transactions'.
Map all fields in the file as usual with one addition: map the field representing the filter text as 'Filter'.
Bank Positive Pay will import all transactions from the file into the proper account based on the filter text. If you do not map 'Filter' the entire import will be brought into the currently open account.
Setting a recurring filter though Control Panel
1. Select Control Panel from the main menu.
2. Select each checkbox corresponding to an account present in the file to be imported.
3. In the 'Import Bank Positive Pay File Name' column, browse to and select the source file to be imported and filtered. To filter the same file into multiple accounts, select the same file in each drop down box.
4. Click 'Run Now' to immediately process the import.
Note: If you are using the Automation edition, you can click "Scheduler" to schedule the import using the Automated Scheduler.
5. When finished, click Close.