Chapter 6: Capturing and Managing Checks Offline

Capturing and Managing Checks OfflineBureau of the Fiscal Service

Chapter 6: Capturing and Managing Checks Offline

OTCnet Participant User Guide

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OTCnet Participant User Guide Capturing and Managing Checks Online Financial Management Service

Version 1.0/October 2010Check Capture and Check Processing3

TABLE OF CONTENTS

Audience, Overview and Topics1Audience1Overview1Topics1Topic 1. Purpose of Capturing and Managing Checks Offline2Topic 2. Capture a Check Offline4Introduction to Capturing a Check4Types of Acceptable and Unacceptable Checks5Batch Processing Modes6Processing Methods7Item Types7Accounting Codes8Check Scanner Types and Check Placement9Check Capture Acceptance11Capture a Check Offline12Capture a Check Offline22Topic 3. Manage Poor Check Image Quality30Manage a Check with Poor Image Quality31Topic 4. Resolve a Duplicate Check36Resolve a Duplicate Check37Topic 5. Void a Check41Void a Check42Void All Checks in a Batch50Topic 6. Local Verification Database (LVD) Record57Override a LVD Record58Topic 7. Perform Batch Control and Batch Balancing62Batch Control Options63On Batch Close (Optional/ Mandatory)65Batch Balancing69Topic 8. View and Print a Batch List/ Item Detail Report71Batch List Report71Item Detail Report75Topic 9. Activate/Deactivate a Batch84Activating/Deactivating a Batch84Topic 10. Classify a Batch90Classify or Edit a Batch at the Summary Level90Topic 11. Close a Batch99Closing a Single Batch100Closing Multiple Batches106Topic 12. Approve a Batch118Approve a Single Batch118Approve Multiple Batches in OTCnet Offline127Topic 13. Upload a Batch137Upload a Batch138Topic 14. Acknowledge a Batch141Acknowledge a Batch Offline141Topic 15. Print a Receipt145Receipt Printing from Check Scan (Singe/Batch Mode)145Receipt Printing from Batch Management (Singe/Batch Mode)146Summary152Notes152Glossary153

LIST OF TABLES

Table 1. Check Capture/Processing and Batch Permission Matrix3

Table 2. Scanner Types9

Table 3. FedACH and Check 21 Item Types15

Table 4. Scan Controls Menu16

Table 5. Batch Status Types101

LIST OF FIGURES

Figure 1. EC 7000i Scanner9

Figure 2. EC 9100i Scanner10

Figure 3. Panini Scanner10

Figure 4. Panini I: Deal Scanner11

Figure 5. Check Processing > Check Scan12

Figure 6. Check Scan- Select Batch Page13

Figure 7. Check Scan Perform Check Scan Page14

Figure 8. Start Scan15

Figure 9. Waiting for Check Image16

Figure 10. Scanner Check Image (Sample Images)17

Figure 11. Agency Accounting Code - Single Accounting Code18

Figure 12. Agency Accounting Code - Multiple Accounting Code18

Figure 13. Account Classification Multiple Agency Accounting Codes19

Figure 14. Save Check20

Figure 15. Transaction Saved Successfully20

Figure 16. Scanner Config Menu Option21

Figure 17. Poor Image Quality30

Figure 18. Good Image Quality31

Figure 19. Image Quality Failed Message31

Figure 20. Login ID and Password Dialog Box32

Figure 21. Check Scan- Perform Check Scan Page33

Figure 22. Duplicate Check Detected37

Figure 23. Cancel a Check Dialog Box38

Figure 24. Accept Duplicate Prompt38

Figure 25. Check Scanning Proceeds (print receipt as necessary)39

Figure 26. Batch Management (Voiding)42

Figure 27. Search Batch Page43

Figure 28. View Batches Page (Voiding)44

Figure 29. View Checks Page (Voiding)44

Figure 30. Check Image/ Details45

Figure 31. Void Confirmation Dialog Box45

Figure 32. Enter Comment Dialog Box46

Figure 33. Check Void Dialog Box46

Figure 34. Search Batch Page51

Figure 35. View Batches (Void All)52

Figure 36. View Checks (Voiding)52

Figure 37. Void All Checks Confirmation Dialog Box52

Figure 38. Enter Comment Dialog Box53

Figure 39. Check Void Dialog Box53

Figure 40. Override Check Denial Box58

Figure 41. Override Login Dialog Box58

Figure 42. Enter Comments Box59

Figure 43. Verification Report60

Figure 44. Batch Control Page (Batch Create)63

Figure 45. Perform Check Scan Page (after Batch Control)64

Figure 46. Batch Control Page (Batch Close)65

Figure 47. Print Batch List Report (Batch Close)66

Figure 48. Batch Control (Failed to Balance)69

Figure 49. Check Batch Management (View Batch)71

Figure 50. Search Batch Page (View Batch)72

Figure 51. View Batches Page (View Batch)73

Figure 52. View Checks Page (View Batch)74

Figure 53. Batch List Report Page74

Figure 54. Batch Management75

Figure 55. Search Batch76

Figure 56. Summary of Batches77

Figure 57. View Checks Page/ Item ID Select78

Figure 58. Item Detail Report79

Figure 59. Batch Management (Activate/Deactivate)84

Figure 60. Search Batch Page (Activate/Deactivate)85

Figure 61. View Batches Page (Activate/Deactivate)86

Figure 62. Activate/ Deactivate Batch Page86

Figure 63. Batch Activate/ Activate Confirmation86

Figure 64. Administration>Batch Management90

Figure 65. Search Batch (Classify a Batch)92

Figure 66. View Batches92

Figure 67. View Checks View/Edit Classification93

Figure 68. Accounting Classification Summary Level93

Figure 69. Accounting Classification Summary Level94

Figure 70. Check Processing > Batch Management (Closing Single Batch)100

Figure 71. Search Batch Page (Closing Single Batch)101

Figure 72. View Batches Page (Closing Single Batch)102

Figure 73. View Checks Page (Closing Single Batch)102

Figure 74. Select to Close Batch102

Figure 75. Confirm Close Batch103

Figure 76. Batch Control103

Figure 77. Print PDF Report/Confirm Report Print104

Figure 78. Close Batch Confirmation105

Figure 79. View Batches Page (Closing Multiple Batches)107

Figure 80. Close Batch Confirmation (Closing Multiple Batches)107

Figure 81. Batch Control Setup (Closing Multiple Batches)108

Figure 82. Failed to Balance Batch108

Figure 83. Confirm Report Print (Closing Multiple)109

Figure 84. Close Batch Confirmation (Closing Multiple)110

Figure 85. Check Processing>Batch Management (Approving Single)118

Figure 86. Search Batch Page (Approve Single)119

Figure 87. View Batches Page (Approve Single)120

Figure 88. View Checks Page (Approve Single)120

Figure 89. View Batches (Approve Single)121

Figure 90. Confirm Batches to Approve (Approve Single)121

Figure 91. Confirm Report Print To Approve (Approve Single)122

Figure 92. Approve Batch Page (Approve Single)122

Figure 93. Batch Management (Approve Multiple Batches)127

Figure 94. Search Batches (Approve Multiple Batches)128

Figure 95. View Batches Page (Approve Multiple)129

Figure 96. View Batches (Approve Multiple)130

Figure 97. Confirm Batches (Approve Multiple)130

Figure 98. Confirm Report to Approve (Approve Multiple)131

Figure 99. Approve Batch (Batches that have been Approved)132

Figure 100. Upload Batch138

Figure 101. Upload Batch Summary of Batches138

Figure 102. Upload Batch Review Batches to Upload138

Figure 103. Batch Upload Task Completed Successfully139

Figure 104. Upload Batch Confirmation139

Figure 105. Acknowledge Batch141

Figure 106. Select Batches to Acknowledge142

Figure 107. Review the Batch(es) to be Acknowledged142

Figure 108. Batch Acknowledge142

Figure 109. Acknowledge Batch Confirmation143

Figure 110. Receipt Print Image (Scan Check)145

Figure 111. Print Receipt146

Figure 112. Batch Management (Receipt)146

Figure 113. Search Batch (Receipt)147

Figure 114. Summary of Batches (View Batches)148

Figure 115. View Checks Page (Receipt)148

Figure 116. Print Receipt148

Capturing and Managing Checks OfflineBureau of the Fiscal Service

Capturing and Managing Checks Offline Bureau of the Fiscal Service

Bureau of the Fiscal Service Capturing and Managing Checks Offline

31Check Capture and Check Processing OfflineRelease 2.1/September 2015

56Capturing and Managing Checks Offline

Capturing and Managing Checks Offlineiii

Audience, Overview and TopicsAudience

The intended audience for the Capturing and Managing Checks Offline Participant User Guide includes:

Check Capture Operator (CCO) (Batch Approver/ Batch Uploader)

Check Capture Lead Operator (CCLO) (Batch Approver/ Batch Uploader)

Check Capture Supervisor (CCS)

Overview

Welcome to Capturing and Managing Checks Offline. In this chapter, you will learn:

The purpose of capturing and managing checks offline

How to capture a check offline

How to manage failed image quality

How to resolve a duplicate check

How to void a check

How to verify a Local Verification Record (LVD)

How to perform batch control and batch balancing

How to view and print a batch list / item

How to activate/deactivate a batch

How to classify a batch

How to close a batch

How to approve a batch

How to upload a batch

How to acknowledge a batch

How to print a receipt

Topics

This chapter is organized by the following topics:

1. Purpose of Capturing and Managing Checks Offline

2. Capture a