MICR Checks Add-On Product Spectrum€¦ · MICR Checks Add-On Product | 2 Information in this...

MICR Checks Add-On Product

Spectrum

MICR Checks Add-On Product | 2

Information in this document is subject to change without notice and does not represent a commitment on the part of Dexter + Chaney. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Dexter + Chaney.

Spectrum®

Program Copyright 2013 © Dexter & Chaney, Inc. All rights reserved. v14 Spectrum Data Exchange © 2013 Dexter & Chaney, Inc. All rights reserved. Spectrum®, Spectrum® Construction Software, Venture®, Venture® Project Collaboration Software, and Dexter + Chaney® are registered trademarks of Dexter & Chaney, Inc. Other products and company names mentioned herein may be the trademarks of their respective owners.

Last revised on: June 6, 2013


TABLE OF CONTENTS

Overview .................................................................................................................................... 4

MICR Bank Account Setup......................................................................................................... 4

MICR Bank Account Setup ................................................................................... 4 MICR Bank Account Code Setup Listing ............................................................. 7

Payment Processing .................................................................................................................. 9

Printing Accounts Payable Checks – Export Button .......................................... 9 Printing Payroll Checks – Export Button ........................................................... 15 Printing Checks (Accounts Payable or Payroll) – Preview Button .................. 20

Other Check Processing ...........................................................................................................21

Accounts Payable Prepaid (Instant) Checks ..................................................... 21 Payroll Layoff Checks ......................................................................................... 23 Payroll Replacement Check................................................................................ 24 Cash Management Blank Checks ...................................................................... 25

Cash Management Blank Check Log .................................................................. 28 Cash Management Blank Check Log Report ...................................................... 29

Cash Management Direct Checks ...................................................................... 31 Other Information ......................................................................................................................32

Crystal reports viewer ......................................................................................... 32 MICR Fonts - Workstation Setup ........................................................................ 32 Browser-based .................................................................................................... 32 Check Print start screen Add-on option ............................................................ 32 Check report names ............................................................................................ 33 Other questions or information .......................................................................... 33


OVERVIEW

Welcome to Spectrum’s V14 MICR Checks which has been enhanced to use the Export functionality and is stored on the standard Spectrum payment processing Print Check start screen. MICR Checks are modified Crystal report files programmed to print all the information stored in the Cash Management module such as Company name and account number. It also adds the MICR encoding for the bank routing number on the check.

MICR Checks provide the following benefits: • Saves the cost of pre-printed checks. • The one-step process allows you to easily print entire check and stub information using

the same blank check stock for multiple companies and/or accounts. • Works with standard laser printers using MICR toner. • Includes MICR fonts in the program which are stored on the workstation in order to print

on the Crystal report. • Prints blank checks with MICR fonts for use as handwritten checks. • The flexibility to use it with only Accounts Payable Checks, only Payroll checks, only

Cash Management blank checks or any combination of the three. • The MICR Checks product can be used with the Auto-Signature product.

MICR Checks need the following:

• Product license key defined within Spectrum. • The following modules must be installed:

o Cash Management o Accounts Payable o Payroll

• A designated printer that is compatible with MICR toner cartridge (available through www.dexterchaneyforms.com or your own source).

• Blank check stock with a perforation. • MICR fonts installed on the workstations printing the checks. • Crystal Viewer installed on the workstations printing the checks.

MICR BANK ACCOUNT SETUP

MICR Bank Account Setup Click Cash Management > Data Entry > MICR Bank Account Setup to setup the MICR Bank Account information.

The MICR Bank Account Setup stores the check information for the created Cash Management Bank Accounts. The defined information is then used to print the check(s). The screen also

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provides access to the Blank Check functionality. See the “Cash Management Blank Checks” section later in this document.

MICR Bank Account Setup screen


Click New to add the MICR bank information to a specific Cash Management Bank Account code. The Bank Account code must exist within Spectrum and the window drop-down list can be used to select the correct code.

After selecting the Bank account code, all the fields shown in the Account properties section must be populated in order for the check to print correctly and be accepted by the bank.

Click OK to add additional account information or click Cancel to return to the MICR Bank Account Setup screen.


Editing a MICR Bank Account

Click Edit to modify existing MICR Bank Account properties information. Bank Account codes can be deleted by highlighting the code within the list box and clicking Delete.

MICR Bank Account Code Setup Listing Click Listing to access the MICR Bank Account Setup Listing. The report shows the detailed information for each defined MICR Bank Account.


Click Preview or Export to review the report for the selected criteria.

Example of the MICR Bank Account Code Setup Listing Report.


PAYMENT PROCESSING

The MICR check is designed as a Crystal report and in V14 requires using the Export functionality to ensure that the Crystal programming works correctly and the required data appear in the correct location on the check. This is a change from past versions which is due to V14’s new browser-based Adobe print functionality and the add-on options selection located on the standard Print Check screens. The Export functionality ensures that the Bank Account information and the MICR fonts display and print on the Checks.

The following items are required on the work station that prints the checks when using the MICR Add-on product and the Spectrum Export functionality:

• MICR Fonts • Crystal Viewer

The new V14 Spectrum browser-based system provides the flexibility to have user specific settings, therefore each setup could have different rules defined based on the different browsers used to access Spectrum. This document’s examples are using the Firefox browser. Other browsers use the same basic logic; however troubleshooting for finding the information and how the specific download logic works could differ by user or browser.

Printing Accounts Payable Checks – Export Button Select the correct Add-on option on the Print A/P Check screen.

**NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print.


Click Export and the Export report window shows the Custom AP MICR Checks report has been selected (see window below). The MICR check requires the Crystal report (RPT) format; therefore the Export report window does not allow the user to select a different Export format.

Click OK to continue to the ‘Opening AP MICR Checks.rpt’ window or click Cancel if you want to print a standard check. The ‘Opening AP MICR Checks.rpt’ window appears and defaults to ‘Open with Crystal Reports (default)’.


Click Cancel to leave the screen and not print the checks or click OK to print the checks. Once the user has clicked on OK to see the checks, then the Download window (shown below) appears. When the Print check screen has the ‘File Copy’ options selected then the report names are incremented due to using the EXACT same report for each version. Therefore the Downloads window displays two reports.

Select the report that shows the Actual check (not the file copy version) to print the Checks for your employees. Below are examples of the MICR AP checks (Actual and File Copy) when viewed using the Crystal Viewer.


Example- the Actual check shows MICR details for printing the check.


Example- the File copy version does not display the MICR fonts per design for security reasons.


Once your checks have printed successfully, select the report in the Downloads window and click Clear List to remove them from your list and prevent them from being selected in the future.


Printing Payroll Checks – Export Button Payroll MICR checks print for all employees that are NOT setup for direct deposit. If there are employees in the pay cycle, that are direct deposit, their checks print the standard direct deposit report.

Select the correct Add-on option on the PR Print Checks screen.


Click Export and the Export report window shows the Custom PR MICR Checks report has been selected (see window below).


The MICR check requires the Crystal report (RPT) format; therefore the Export report window does not allow the user to select a different Export format.

Click OK to continue to the ‘Opening PR MICR Checks.rpt’ window or click Cancel to print a standard check. The ‘Opening PR MICR Checks.rpt’ window appears and defaults to ‘Open with Crystal Reports (default)’.


Click Cancel to leave the screen and not print the checks or click OK to print the checks. Once the user has clicked on OK to see the checks, then the Downloads window (shown below) appears. When the Print check screen has the ‘File Copy’ options selected then the report names are incremented due to using the EXACT same report for each version. Therefore the Downloads window displays two reports.

Select the report that shows the Actual check (not the file copy version) to print the Checks for your employees. Below are examples of the MICR PR checks (Actual and File Copy) when viewed using the Crystal Viewer.


Example- the Actual check shows MICR details for printing the check.


Example- the File copy version does not display the MICR fonts per design for security reasons.


Once your checks have printed successfully, select the report in the Download window and click Clear List to remove them from your list and prevent them from being selected in the future.

Printing Checks (Accounts Payable or Payroll) – Preview Button The Standard Spectrum Print Check start screen for Accounts Payable and Payroll contains the ‘Preview’ button on the Command Bar. The Preview button logic is NOT recommended for use with the MICR Crystal checks. The Preview functionality option causes the following issues to occur when used with the Spectrum MICR Check Add-on product:

• The MICR fonts may not appear on the Preview screen of the checks. • The MICR fonts may print too large on the report and therefore be rejected by the banks. • The Bank Account information may not print in the correct location on the check. • The Preview button allows the user to open the report using different formats which

MICR Checks DOES NOT support. • The MICR Check uses Crystal Reports programming therefore using the default Adobe

program causes the report to display incorrectly. The standard Adobe functionality automatically shrinks any crystal report when previewing the report which will cause the MICR check to print out of alignment.

• A warning message is provided to let the user know that the MICR fonts may not be visible when using the Preview button.


OTHER CHECK PROCESSING

MICR Checks can also be used in other check processing areas other than the Accounts Payable Payment Processing and the Payroll Payment Processing. The other locations are shown below. They follow the standard check processing logic, include the new ‘Add-on options’ selection and use the same Export functionality on their print screens. To learn more about these different check types please refer to the Spectrum help files.

Accounts Payable Prepaid (Instant) Checks Located in the Accounts Payable > Data Entry > Vendor Invoices.


Enter the invoice information then select the Check/Credit Card: Unpaid button to open the Payment Details window.

Select the Instant manual check option and define the Payment info section.


Press Enter again and the data automatically fills in for this transaction. Click OK to return to the Vendor Invoice Entry page. Click Save to be taken to the Instant Manual Check page where you can select the correct ‘Add-on options’.


Payroll Layoff Checks

On the Layoff Check Print screen select the correct Add-on option. This check report option displays when you process a Layoff check in Spectrum using the Export button.



Payroll Replacement Check Payroll Auto-signature replacement checks print the signature file for all employees that are NOT setup for direct deposit. If there are employees in the pay cycle that are direct deposit these checks print using the standard direct deposit report. Located in the Payroll > Data Entry > Replacement Check.


Enter the information and select the correct Add-on option on Replacement Check Entry screen. The Add-on check report name displays under the Command Bar as you process the Replacement check in Spectrum using the Export button.


Cash Management Blank Checks Located in the Cash Management > Data Entry > MICR Bank Account Setup screen.


Click Blank Check Print to create and print a blank MICR Check. Complete the remaining fields shown on the screen below that are used to create and track the checks that are added to the Log report.

Once the MICR selections fields are populated, select the Export button to finish the check printing process.

When exporting, the MICR Blank Check Print screen appears to be blank. The top half of the check is blank because it does not contain any details (as shown below), however the user can scroll down to see the Check portion of the report.


Review the check(s) to make sure that it printed correctly with the necessary information. Exit the ‘MICR Blank Check Print’ screen and the ‘Check Print Confirmation’ window opens.


Click Yes to confirm the check printed, update the blank check log and to return to the MICR Blank Check Print screen. Click No and a PROIV User Message appears (shown below), warning the user that the check information was not updated to the Bank Account or Check Log file.

Cash Management Blank Check Log Located in the Cash Management > Data Entry > MICR Bank Account Setup screen. Click Blank Check Log to view, edit or delete the information based on the operator’s security.


Click Edit to modify the Comments field if needed. Click Delete to remove the record.

Cash Management Blank Check Log Report Located in the Cash Management > Data Entry > MICR Bank Account Setup screen is the option to view the Blank Check Log Report. Click Preview or Export to review the report for the selected criteria.


The report below is an example of the Adobe Reader programming format.


Cash Management Direct Checks Click Cash Management > Data Entry > Direct Checks to process a Direct Check.

Once the Direct Check information has been populated and saved; click Form to access the Print Direct Checks screen.


Select the correct Add-on option on the Print Direct Checks screen and process the Direct Check using the Export button.


OTHER INFORMATION

Crystal reports viewer V14 Spectrum eliminates the workstation installation and allows users to access Spectrum using an internet browser. However, the workstation does require a Crystal Reports Viewer to display the reports. If you can’t see the reports on the workstation then contact our Support department for installation assistance.

MICR Fonts - Workstation Setup Each workstation used for printing MICR checks must have the MICR fonts installed. To verify that the MICR font has been installed properly on the workstation use Microsoft® Word. Open Microsoft Word and look at the font options to see if MICR is shown as an option to select.

Browser-based The new browser based Spectrum can be accessed using a variety of browsers. Each Browser has its own download logic, user options and the ability of having different access points for retrieving data. Therefore one user’s processes for printing MICR checks could differ from another user based on these user-specific settings.

Check Print start screen Add-on option Each Check Print start screen in Accounts Payable, Payroll and Cash Management includes the new ‘Add-on option’ feature. The ‘Add-on options’ appears on the screen when a client owns the MICR Check Product (as shown below on the Print A/P Checks screen). This option controls the report to be used and NO LONGER resides within the ‘My Reports’ button. The ‘Add-on option’ controls the logic for the custom MICR check format. If this option is NOT


selected prior to using the ‘Export’ button then the programming associated to the MICR and/or MICR check w/auto-signature check formats will not print correctly.

Check report names The report names have changed in V14 due to being part of the standard Check print start screens. Therefore if your company has created a custom version then it will need to be updated using the new report format.

New report name are- • Accounts Payable check APCHECK_MICR.RPT • Payroll check PRCHECK_MICR.RPT • Blank check BRMICRBCP.RPT

The Auto-Signature Add-on can be used in conjunction with the MICR Checks Add-on product and the same information is applicable. Below are the new report names for using Auto-Signature and MICR Checks Add-on together:

New report name are- • Accounts Payable check APCHECK_MICRSIG.RPT • Payroll check PRCHECK_MICRSIG.RPT • Blank check BRMICRBCP.RPT

Other questions or information For assistance with custom version of the MICR report, questions or concerns on how to use the MICR Checks Add-on product please contact the Special Projects Department.

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