Banking - Cheque Export (Positive Pay)
Overview
Check/Cheque Export (Positive Pay) allows firms to export issued cheque/check payments from Payment History into a CSV file for submission to their bank.
Positive Pay is used by many banks to validate cheque payments before they are cashed, helping to prevent fraudulent or unauthorised transactions.
The feature supports:
- Office Accounts - cheque/check payments
- Client/Trust Accounts - cheque/check payments
Efimis generates a generic CSV file only. Bank-specific Positive Pay formats are not provided.
Key Features
| Feature | Description |
|---|---|
| Cheque Export | Export issued cheque payments to CSV |
| Positive Pay Support | Provides a file suitable for bank validation processes |
| Client/Trust & Office Accounts | Supports both account types |
| Multi-Select Export | Export multiple cheques in a single file |
| Export Tracking | Records who exported the payment and when |
| Re-Export Support | Previously exported cheques can be exported again |
| Export Status | Existing export indicators are updated automatically |
| Cancelled Cheque Protection | Cancelled cheques cannot be exported |
Accessing Cheque Export
- Navigate to Banking.
- Select the appropriate Client or Office tab.
- Choose the relevant Bank Account.
- Select Payment History.
- From the Type filter, select Check/Cheque.
The grid displays all cheque/check payments matching the selected filter.
Available Type Options
| Type |
|---|
| EFT |
| Check / Cheque* |
* Terminology is regionalised:
- Cheque in UK and Australian environments
- Check in US environments
Payment Status
The Status column displays the current state of each payment.
| Status | Description |
|---|---|
| Created | The payment has been created and is available for printing or export. |
| Printed | The cheque/check has been printed but has not yet been exported. |
| Exported | The payment has been successfully exported. |
| Cancelled | The payment has been cancelled and can no longer be processed. |
Available Actions
The following actions are available from the icons displayed on the right-hand side of each payment row.
| Action | Description |
|---|---|
| Generate a printable version of the cheque/check. | |
| Export | Export the selected payment. |
| View Lines | Display the payment line entries associated with the transaction. |
| Undo | Revert a payment from Printed or Exported status, returning it to a previous state so it can be processed again. |
Exporting Cheque Payments
- Select one or more cheque payments using the checkbox column.
- Click Export Selected (the file will download immediately)
- Upload the CSV file to your bank's Positive Pay system using your bank's standard process.
Only eligible cheque/check payments can be selected for export.
CSV Export Format
The exported CSV file contains the following information.
| Column |
|---|
| Bank Account Number |
| Cheque Number |
| Amount |
| Payee |
| Date |
Example
| Bank Account Number | Cheque Number | Amount | Payee | Date |
|---|---|---|---|---|
| 12345678 | 100125 | 150.00 | Court Services Ltd | 15/06/2026 |
Export Tracking
When a cheque/check payment is exported, Efimis automatically records:
| Information Recorded |
|---|
| Created By |
| Created On Date |
This information is available within Payment History.
Re-Exporting Cheques
Previously exported cheques can be exported again if required.
When a cheque is re-exported:
- A new CSV file is generated.
- Updated By is updated.
- Updated On is updated.
- The latest export activity is recorded.
Re-exporting does not create duplicate payments. It only generates a new export file.
Cancelled Cheques
Cancelled cheques are excluded from export.
For cancelled cheque payments:
- The payment cannot be selected.
- Export actions are disabled.
- A tooltip explains why export is unavailable.
Cancelled cheques cannot be included in Positive Pay exports.
EFT Payments
Existing EFT export functionality remains unchanged.
EFT batches must continue to be exported individually using the existing row-level export action.
The following restrictions apply:
- EFT rows cannot be included in cheque export batches.
- Disabled EFT selection checkboxes display a tooltip explaining that EFT batches must be exported separately.
Export Behaviour
| Payment Type | Can Export? | Notes |
|---|---|---|
| Issued Check/Cheque | Yes | Can be selected individually or in bulk |
| Previously Exported Check/Cheque | Yes | Re-export supported |
| Cancelled Check/Cheque | No | Export disabled |
| EFT Batch | Yes | Existing export process only |
| EFT Batch in Cheque Export | No | Cannot be included in bulk cheque exports |
Best Practices
- Export cheques shortly after they are issued.
- Upload Positive Pay files to your bank as part of your standard payment process.
- Review exported payment details before submitting them to the bank.
- Re-export cheques if an updated file is required.
- Ensure cancelled cheques are removed from any external banking processes.
Efimis generates a generic CSV file only. Any bank-specific formatting requirements must be managed according to your bank's Positive Pay process.