MICR Cheques Add-On Product Spectrum · Printing Accounts Payable Cheques – Export Button Select...

MICR Cheques Add-On Product

Spectrum

MICR Cheques Add-On Product | 2

Information in this document is subject to change without notice and does not represent a commitment on the part of Viewpoint. 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 Viewpoint.

Spectrum®

Program Copyright 2017 © Viewpoint, Inc. All rights reserved.

v14 Spectrum Data Exchange © 2017 Viewpoint, Inc.

All rights reserved. Spectrum®, Spectrum® Construction Software and Viewpoint® are registered trademarks of Viewpoint, Inc. Other

products and company names mentioned herein may be the trademarks of their respective owners.

Last revised on: April 17, 2018


TABLE OF CONTENTS

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

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

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

Secure Bank Account Number ........................................................................................ 6

Editing a MICR Bank Account ............................................................................... 8

MICR Bank Account Code Setup Listing .......................................................................... 9

Payment Processing ..................................................................................................... 10

Printing Accounts Payable Cheques – Export Button .................................................... 10

Printing Payroll Cheques – Export Button ..................................................................... 15

Printing Cheques (Accounts Payable or Payroll) – Preview Button ................................ 20

Other Cheque Processing ............................................................................................. 21

Accounts Payable Prepaid (Instant) Cheques ................................................................ 21

Payroll Layoff Cheques ................................................................................................ 23

Payroll Replacement Cheque ....................................................................................... 25

Cash Management Blank Cheques ............................................................................... 26

Cash Management Blank Cheque Log ................................................................ 28

Cash Management Blank Cheque Log Report .................................................... 30

Cash Management Direct Cheques ............................................................................... 31

Other Information .......................................................................................................... 32

Crystal Reports Viewer ................................................................................................ 32

MICR Fonts - Workstation Setup .................................................................................. 32

MICR with Auto-Signature Checks requiring manual signature ..................................... 32

Secure Bank Account Number ...................................................................................... 32

Browser-based ............................................................................................................ 32

Cheque Print start screen Add-on option ..................................................................... 33

Cheque report names .................................................................................................. 33

Other questions or information ................................................................................... 33


OVERVIEW

Welcome to Spectrum’s v14 MICR Cheques add-on product, which has been enhanced to use

the Export functionality, and is stored on the standard Spectrum Payment Processing | Print

Cheque start screen. MICR Cheques 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 cheque.

MICR Cheques provide the following benefits:

• Saves the cost of pre-printed cheques.

• The one-step process allows you to easily print entire cheque and stub information using

the same blank cheque 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 cheques with MICR fonts for use as handwritten cheques.

• The flexibility to use it with only Accounts Payable cheques, only Payroll cheques, only

Cash Management blank cheques, or any combination of the three.

• The MICR Cheques product can be used with the Auto-Signature product.

MICR Cheques 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 cheque stock with a perforation.

• MICR fonts installed on the workstations printing the cheques.

• Crystal Viewer installed on the workstations printing the cheques.

MICR BANK ACCOUNT SETUP

MICR Bank Account Setup

Click Cash Management | Data Entry | MICR Bank Account Setup to set up the MICR Bank

Account information.

The MICR Bank Account Setup stores the cheque information for the created Cash

Management Bank Accounts. The defined information is then used to print the cheque(s). The

screen also provides access to the Blank Cheque functionality. See the “Cash Management

Blank Cheques” section later in this document.

http://www.dexterchaneyforms.com/


MICR Bank Account Setup screen

Click New to add the MICR bank information to a specific Cash Management Bank Account

code which must exist within Spectrum, and can be selected using the window drop-down list.

After selecting the bank account code, all the fields shown in the Account properties section

must be populated in order for the cheque to print correctly and be accepted by the bank.

The Bank fraction numbers refer to your Transit number and Institution number.


Click OK to add additional account information, or click Cancel to return to the MICR Bank

Account Setup screen.

Secure Bank Account Number

The MICR setup supports the Secure Account number feature within Cash Management

Accounts. If a ‘Secure Account number’ exists, then this number will be printed on the MICR

Cheque. If the Secure Account number is not defined, then the defined ‘Account number’ on the

selected Bank Account code will be printed on the MICR Cheque.

• For security purposes it is recommended that the actual account number not be added

into the ‘Account Number’ field as it will print on reports within Spectrum.

• The cheques in the Accounts Payable, Payroll and Cash Management modules will

support the new Secure Account number and the Account Number field feature.

• The ‘Secure Account Number’ is defined within the Cash Management Account Setup

screens for bank specific accounts.

To set up the Cash Management Secure Account number click Cash Management |

Maintenance | Accounts and select any existing Bank Account or create a new Bank Account.

Select the Electronic Payment tab and select the United States (ACH) Electronic payment

format.

The ACH logic will not be used; however, to access the Secure Account number the screen

needs additional information. Define each field with a ‘1’ and enter the correct Secure Account

number in the field as shown below then click OK.


Cash Management Account | Electronic Payment tab | Secure Bank Account field

The MICR Bank Account screen will show the Secure Account number if it has been added as

shown below.


The MICR Cheque will use the Secure Account number within the MICR codes on the cheques

if defined.

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 Cheque 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 cheque. 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 Cheque screens. The Export functionality ensures that the Bank Account

information and the MICR fonts display and print on the cheques.

The following items are required on the work station that prints the Cheques 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 Cheques – Export Button

Select the correct Add-on option on the Print A/P Cheque screen.

**NOTE = If using the MICR Cheques Add-on product and Auto-Signature Add-on product

together, then select the MICR Cheque w/ auto-signature option during the Cheque Print.

Click Export and the Export report window shows the Custom AP MICR Cheques report has been selected (see window below). The MICR Cheque 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 Cheques.rpt’ window, or click Cancel if you want to print a standard cheque. The ‘Opening AP MICR Cheques.rpt’ window displays and defaults to ‘Open with Crystal Reports (default)’.

Click Cancel to leave the screen and not print the cheques, or click OK to print the cheques. After clicking OK to see the cheques, the Download window (shown next) displays. When the Print Cheque 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 Cheque (not the file copy version) to print the cheques

for your employees. Below are examples of the MICR AP Cheques (Actual and File Copy) when

viewed using the Crystal Viewer.


Example: the Actual Cheque shows MICR details for printing the cheque.


Example: The File copy version does not display the MICR fonts per design for security

reasons.


Once your cheques 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 Cheques – Export Button

Payroll MICR Cheques print for all employees that are NOT set up for direct deposit. If there are

employees in the pay cycle that are direct deposit, their cheques print the standard direct

deposit report.

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


together, then select the MICR Cheque w/auto-signature option during the Cheque Print.


Click Export and the Export report window shows the Custom PR MICR Cheques report has been selected (see window below). The MICR Cheque 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 Cheques.rpt’ window or click Cancel to print a standard Cheque. The ‘Opening PR MICR Cheques.rpt’ window displays and defaults to ‘Open with Crystal Reports (default)’.


Click Cancel to leave the screen and not print the cheques, or click OK to print the cheques. Once the user has clicked on OK to see the cheques, then the Downloads window (shown below) displays. When the Print Cheque 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 Cheque (not the file copy version) to print the cheques for your employees. Below are examples of the MICR PR Cheques (Actual and File Copy) when viewed using the Crystal Viewer.


Example- the Actual Cheque shows MICR details for printing the cheque.


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

reasons.


Once your cheques 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 Cheques (Accounts Payable or Payroll) – Preview Button

The Standard Spectrum Print Cheques 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 Cheques. The Preview functionality option causes the following

issues to occur when used with the Spectrum MICR Cheque Add-on product:

• The MICR fonts may not appear on the Preview screen of the cheques.

• 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 cheque.

• The Preview button allows the user to open the report using different formats which

MICR Cheques DOES NOT support.

• The MICR Cheque 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 Cheque 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 CHEQUE PROCESSING

MICR Cheques can also be used in other cheque processing areas other than the Accounts

Payable Payment Processing and the Payroll Payment Processing. The other locations are

shown below. They follow the standard cheque 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 cheque types please refer to the Spectrum Help files.

Accounts Payable Prepaid (Instant) Cheques

Located in Accounts Payable | Data Entry | Vendor Invoices.


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

Select the Instant Manual Cheque 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 Cheque page where you can select the correct ‘Add-on options’.


together, then select the MICR Cheque w/auto-signature option during the Cheque print.

Payroll Layoff Cheques


On the Layoff Cheque Print screen select the correct Add-on option. This cheque report option

displays when you process a Layoff cheque in Spectrum using the Export button.




Payroll Replacement Cheque

Payroll Auto-signature replacement cheques print the signature file for all employees that are NOT set up for direct deposit. If there are employees in the pay cycle that are direct deposit, these cheques print using the standard direct deposit report. Located in Payroll | Data Entry | Replacement Cheque.

Enter the information and select the correct Add-on option on Replacement Cheque Entry

screen. The Add-on Cheque report name displays under the Command Bar as you process the

Replacement Cheque in Spectrum using the Export button.




Cash Management Blank Cheques

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen.

Click Blank Cheque Print to create and print a blank MICR Cheque. Complete the remaining

fields shown on the screen below that are used to create and track the cheques that are added

to the Log Report.

Once the MICR selections fields are populated, select the Export button to finish the cheque

printing process.


When exporting, the MICR Blank Cheque Print screen appears to be blank. The top half of the

cheque is blank because it does not contain any details (as shown below), however the user

can scroll down to see the cheque portion of the report.

Review the cheque(s) to make sure that it printed correctly with the necessary information. Exit

the ‘MICR Blank Cheque Print’ screen and the ‘Cheque Print Confirmation’ window opens.


Click Yes to confirm the cheque(s) printed, update the blank cheque log, and return to the MICR

Blank Cheque Print screen. Click No and a PROIV User Message displays (shown below),

warning the user that the cheque information was not updated to the Bank Account or Cheque

Log file.

Cash Management Blank Cheque Log

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen. Click

Blank Cheque 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 Cheque Log Report

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen is the

option to view the Blank Cheque 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 Cheques

Click Cash Management | Data Entry | Direct Cheques to process a Direct Cheque.

Once the Direct Cheque information has been populated and saved, click Form to access the

Print Direct Cheques screen.


Select the correct Add-on option on the Print Direct Cheque screen and process the direct

cheque 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 the computer may not

have a Crystal Viewer installed. We recommend the following Crystal Viewer.

• SAP Crystal Reports Viewer 2011 or 2013 http://www.businessobjects.com/forms/crystalreports/viewer/

MICR Fonts - Workstation Setup

Each workstation used for printing MICR Cheques 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.

MICR with Auto-Signature Checks requiring manual signature

A signature line has been added for these checks.

Secure Bank Account Number

The MICR setup supports the Secure Account number feature within Cash Management

Accounts. If a ‘Secure Account number’ exists, then this number will be printed on the MICR

cheque. If the Secure Account number is not defined, then the ‘Account number’ will print.

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 cheques could differ from

another user based on these user-specific settings.

http://www.businessobjects.com/forms/crystalreports/viewer/


Cheque Print start screen Add-on option

Each Cheque Print start screen in Accounts Payable, Payroll and Cash Management includes

the new ‘Add-on option’ feature. The ‘Add-on options’ displays on the screen when a client owns

the MICR Cheque Product (as shown below on the Print A/P Cheques 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 Cheque format. If this option is NOT

selected prior to using the ‘Export’ button, then the programming associated to the MICR and/or

MICR Cheque w/ auto-signature cheque formats will not print correctly.

Cheque report names

The report names have changed in v14 due to being part of the standard Cheque 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 names are:

• Accounts Payable Cheque APCHECK_MICR.RPT

• Payroll Cheque PRCHECK_MICR.RPT

• Blank Cheque BRMICRBCP.RPT

The Auto-Signature Add-on can be used in conjunction with the MICR Cheques Add-on product

and the same information is applicable. Below are the new report names for using Auto-

Signature and MICR Cheques Add-on together: New report names are:

• Accounts Payable Cheque APCHECK_MICRSIG.RPT

• Payroll Cheque PRCHECK_MICRSIG.RPT

• Blank Cheque BRMICRBCP.RPT

Other questions or information

For assistance with custom version of the MICR report, or questions or concerns on how to use

the MICR Cheques Add-on product, please contact the Special Projects Department.

MICR Cheques Add-On Product Spectrum · Printing Accounts Payable Cheques – Export Button Select...

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