Property Management Payment Service Check Scanning User Guide
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Contents Contents Overview ............................................................................................................................. 1 Benefits ................................................................................................................... 1 Features ................................................................................................................. 1 How Check Scanning Works ...............................................................................
Title Panini VX .................................................................................................................... 33 Product Overview ................................................................................................. 33 Key Features ........................................................................................................ 33 Product Specifications ..........................................................................................
Check Scanning Overview The scanning feature in Property Management Payment Service Community portal converts paper checks into electronic transactions, with support for Check 21 items. Every payment made is fully integrated with your existing accounting system for reconciliation and reporting. Also, all transactions are fully compliant with state and federal laws. By scanning a check, you are capturing bank account information and an electronic image of the check.
Check Scanning ▀ All transactions are processed as Check 21 All transactions are the same price Eliminates the need to handle resident “opt-outs” Single deposit to bank account for all items in a batch ▀ View payment status for all transactions via a single interface (approved, refunded, returned) ▀ Support for all major scanners including RDM 7000, Panini MVX and SB1000 How Check Scanning Works The check scanning feature allows you to convert paper checks into electronic transactions.
Check Scanning Check 21 The Check Clearing for the 21st Century Act (or Check 21 Act) is a United States federal law enacted into law October 28, 2003. Check 21 allows a company to replace an original check with a paper reproduction (front and back). This reproduction, called a substitute check, is created from a digital image of the original, contains the same information, and becomes the legal equivalent of the original check.
Check Scanning Confirm Workstation Requirements Confirm that your workstation meets the minimum application requirements. Hardware Requirements Hardware Requirement Processor: (min/recommended) ▀ ▀ Windows XP®: Pentium 512MHz/Pentium 1 GHz Windows Vista®: Pentium 800MHz/Pentium 1GHz Notes: Memory: (min/recommended) ▀ If the minimum requirement is for a 1 GHz processor, the requirement for a dual-processor system is 1 GHz for each dual processor.
Check Scanning Software Requirements Software Requirements Description Operating System ▀ Microsoft® Windows XP (any edition) ▀ Microsoft® Windows Vista (any 32-bit edition) Browser ▀ ▀ Microsoft® Internet Explorer version 6.0 or 7, as supported by the operating system. Firefox® PDF viewer Acrobat® 9 or higher Scanner/Printer Connectivity 1 x USB port - Minimum requirement is USB 1.1, but USB 2.0 is recommended. A USB port is a mandatory requirement for scanner operation.
Check Scanning Installation Obtain a scanner that is supported by Property Management Payment Service or verify that your scanner is supported. Scanners Supported by Property Management Payment Service The following scanners are supported in the Property Management Payment Service product and are offered for purchase, rent, or lease. ▀ RDM® EC7000i scanner (single pass) ▀ Panini® VX1+ Ink Jet scanner (single pass) ▀ Panini® VX50 + Ink Jet scanner (bulk scanner) Note.
Check Scanning ▀ Disconnect the scanner and USB cable from the computer. ▀ Make sure you are logged into the workstation and that you have administrator privileges. ▀ Close all open applications, including Property Management Payment Service. RDM EC7000i Installation Follow these instructions to install and setup the RDM EC7000i scanner. For more detailed instructions on unpacking your scanner and initial setup, please refer to the user guide included in the box.
Check Scanning 3. Select Run when asked if you want to run this software. 4. Select Next and follow the prompts in the Universal Installer Setup Wizard. 5. Select Proceed to continue installing the RDM EC7000i scanner.
Check Scanning 6. Select RDM EC7000i from the drop down list, and then select Install. Select Next again when the RDM install wizard starts. 7. Select I Accept for the License Agreement and then click Next to continue. 8. Select Next to install to the default location on your computer.
Check Scanning 9. Select Next to install the default components. 10. Click Next to install to the default program group. 11. Click Next to start installation.
Check Scanning 12. Click Finish to complete installation. Download and Install the RDM EC7000i ActiveX Driver – Part 2 The scanner also requires you to download and install an ActiveX driver in order to communicate with the web browser. This is a one-time install. ► To install the ActiveX driver: 1. Log on to the Property Management Payment Service Community portal and click Scan Checks from the left menu. 2.
Check Scanning Note. The RDM EC7000i scanner is now installed and ready to be used. Please keep the original box and packaging as you may need to return your scanner for service. Panini VX1 and VX50 Installation Follow these instructions to install and setup the Panini VX1 and VX50 check scanners. Installing the Scanner The Panini VisionX scanner hardware should be set up according the instructions in the manual included with the scanner.
Check Scanning 2. Select Run when asked if you want to run or save this file. 3. Select Run when asked if you want to run this software. 4. Select Next and follow the prompts in the Universal Installer Setup Wizard.
Check Scanning 5. Select Proceed to continue installing the Panini Scanner. 6. Select Panini MyVision from the drop down list, then select Install. Select Next again when the MyVision install wizard starts. 7. Be sure the Panini scanner is NOT plugged into your computer.
Check Scanning 8. Select Next to install to the default location on your computer. 9. Select Next to install to choose the default features. 10. Click Finish to complete installation.
Check Scanning Note. Setup will also install the Panini “MyDemo for MyVisionX” program that you can use to test the scanner. Click Start > All Programs > Panini to run this program. Download and Install the Panini MVX30 ActiveX Driver – Part 2 The scanner also requires you to download and install an ActiveX driver in order to communicate with the web browser. This is a one-time install. ► To download and install the ActiveX driver: 1.
Check Scanning Scanning Checks Follow these instructions to scan paper checks. ► To scan a check: 1. Gather all checks and money orders. 2. Compute the expected total amount of your deposit, this amount is the declared amount. 3. Perform a quality check of all deposit items. Make sure that the bottom and leading edges of the deposit slip (if applicable) and deposit items are aligned and are facing the same direction.
Check Scanning 8. Select the type of check(s) you are scanning: ▀ Personal or Corporate Checks ▀ Money Order or Cashier’s Checks 9. Slide the item(s) up to the line on the body of the scanner. DO NOT push or insert items past the line. Note. Depending on your scanner model, you may have either a single feed scanner or a bulk-feed scanner. 10. Click the Scan Checks button.
Check Scanning 11. While the checks are scanned, the scanner prints a horizontal “spray” line on the back of each check and the application overlays a virtual endorsment on the check image which will be used in clearing the items. The scanner must be equipped with an ink cartridge that will “spray” or print information on the back of each item.
Check Scanning Scans Tab Check List The checks you scanned appear in the list, in the order in which you scanned them. Consider this your “Inbox” of checks waiting to be reviewed, edited and batched for processing. The far left icon shows a status of the check. If you mouse over the icon, you will see the status details. Statuses include: ▀ Green circle: Successful (you should still review the transaction detail for scanning accuracy).
Check Scanning ► To review / edit the check details: 1. Click the edit button ( appears. Note. ) for the check you would like to edit. The edit pane Fields marked with a red asterisk (*) are required. 2. Select the payment description from the drop-down list to indicate for what the check is being used to pay: ▀ Outstanding Balance (rent) ▀ Security Deposit ▀ Application Fee 3. Verify the payment amount. The amount of the check is read using Optical Character Recognition (OCR).
Check Scanning OCR works well but is not perfect. You should verify the amount as the transaction will be processed for the amount entered in this field. If you have an integrated solution with a backend property management system, you may see the Outstanding Balance for each resident displayed next to the amount for reference. 4. Select a resident name from the drop-down list or click in the field and typing the first few characters of the unit number or resident name. A filtered dropdown list appears.
Check Scanning ▀ Personal Check: PC + Check Number (example – PC1234) ▀ Money Order: MO + Check Number (example – MO2345) ▀ Cashier’s Check: CC + Check Number (example – CC3456) ▀ Corporate Check: CORP + Check Number (example – CORP4566) 8. To complete the review/edit process, you have three options: a. Update and Send to Batch. Saves all edits and adds the check to the open batch tab. b. Update. Saves any changes, leaves the check on the Scans tab and returns you to the list of checks. c.
Check Scanning Send to Batch Follow these instructions to send the check(s) to batch. ► To send the check(s) to batch: 1. When you have finished reviewing the check details, click Update and Send to Batch to send the check to the Batch Tab. 2. You can also send a check to the Batch tab by clicking the check list on the Scans Tab. icon from the IMPORTANT: Always verify the details of the transaction prior to submitting the item to the batch to prevent adjustments or returned items.
Check Scanning Repairing the MICR After you scan a check, if the MICR line is not readable, you will see a yellow error icon in the scanned checks list, located under the Scans tab. Follow the process below to repair the MICR and to submit the item to Property Management Payment Service Support for approval. Your items that are awaiting approval will appear under the Exceptions tab. ► To repair a MICR: 1.
Check Scanning 2. Users are notified of Approval or Rejection by email. 3. Once an item is approved, it will appear under the Scans tab, in the scanned checks list. You may then send the item to the Batch for processing. Submitting the Batch The Batch tab contains a summary of the items that have been reviewed and are ready to be submitted (number of items and total dollar amount). You have the following options on the Batch tab: ▀ To delete items from the batch, click on the Note. icon.
Check Scanning Searching Batches You can search for past batches from the Batch History tab and export a report of all searched batches to an Excel spreadsheet. ► To search for batches: 1. Click the Batch History tab. The search page appears. 2. Enter the start and end dates or click the calendar icon next to each field to select a date from the pop-up calendar. 3. Select a check status from the drop-down list: ▀ All ▀ Approved ▀ Error ▀ Pending ▀ Returned ▀ Rejected 4. Click Search.
Check Scanning 5. To view the scanned check, click the icon. 6. To export the list to Excel, click Export to Excel. When the File Download dialog box appears, click either Open or Save.
Check Scanning Scanner Maintenance Scanner maintenance includes scanner cleaning and removing ink smudges. Cleaning your Scanner There are two tools to use to clean the scanner – a cleaning card and compressed air. Using the Cleaning Cards Use the specially-designed cleaning card to perform a simple cleaning cycle once a month or every 5000 checks, whichever comes first. Follow these steps to clean the scanner. ► To clean the scanner with a cleaning card: 1.
Check Scanning Removing Ink Smudges Follow these steps to remove ink smudges. ► To remove ink smudges: 1. Check the ink-jet cartridge for leaks. If it has leaked, remove the cartridge and clean it off, then insert it back in the scanner. 2. Replace the ink jet cartridge. 3. Periodically check the condition of the ink jet cartridge and replace it when the ink begins to fade in density on the printed items.
Check Scanning Appendix A – Scanner Specifications RDM EC7000i Product Overview The RDM EC7000i provides a low cost, two-sided imaging solution for property managers who want to take advantage of the opportunities presented by Check 21, including scanning paper checks and money orders. The EC7000i is one of the most versatile and reliable scanners in the marketplace.
Check Scanning Image size varies according to document, typically 11kb or less High quality binary (b&w) 200 dpi nominal ▀ Document Minimum: 2.17” W x 4.4” L (5.5 cm x 11.2 cm) Maximum: 4” W x 9” L (11.16 cm x 22.86 cm) Paper weight: 8lb to 100lb (thermal paper to business card stock) ▀ Microprocessor Renesas (Hitachi) SH-3 32-bit RISC 133 Mhz ▀ Communication Ports ▀ Power: Mini-Din 3-pin USB: Type-A connector (V1.
Check Scanning Panini VX Product Overview The Panini Vision X 3-mode feeder allows for: single document feeding, up to 30 items batch single hand insertion (document automatic detection – no start buttons), up to 100 items batch insertion by manually moving the pressure plate. A double document infrared detector and special auto-adjust separator rollers allow for the ability to process a range of documents with different thickness and prevent double feeds.
Check Scanning Product Specifications ▀ Performance V X-30: Up to 30 DPM V X-60: Up to 60 DPM VX-90: Up to 90 DPM ▀ Document Feeder (3 mode feeder): Single document automatic insertion Holding up to 30 documents for automatic batch one hand insertion Holding up to 100 documents, with pressure plate ▀ Document Specifications Height: Min: 54 mm ( 2.12’’) - Max: 106 mm (4.17’’) Length: Min: 80 mm ( 3.14’’) - Max: 235 mm ( 9.
Check Scanning ▀ System Requirements My V X-30, X-60: Intel Pentium III, 500 MHz, 128 Megabytes Ram My V X-90: Intel Pentium III, 1.2 Ghz, 256 Megabytes Ram Windows 2000 S.P 3, XP S.P 1, with USB2.0 or USB 1.1 Windows NT 4.0 S.P 6 with USB 1.
Check Scanning Appendix B – Online Customer Adjustments When a check scan deposit is being processed, a number of verifications take place including: ▀ Confirming the declared amount of each item ▀ Confirming each item is negotiable for deposit ▀ Assessing that the quality of each image is acceptable ▀ Confirming that the deposit is in balance When an issue is discovered for a particular item or for the deposit as a whole, the item or deposit will be adjusted as appropriate.
Check Scanning Adjustment Reason Adjustment Reason Code Debit or Credit to Customer’s Account? Description of Why Adjustment Was Received What Action Does the Customer Need to Take to Resolve? Debits Do Not Equal Credits 001 Customer could either receive a debit or a credit depending on the error If an error does not fall into one of the following categories, this adjustment will be created. No action required to resolve the deposit adjustment.
Check Scanning Adjustment Reason Adjustment Reason Code Debit or Credit to Customer’s Account? Description of Why Adjustment Was Received What Action Does the Customer Need to Take to Resolve? there is only one image associated with them. An adjustment will be created for the declared amount of the image. IQA – Bad Quality Image 018 Customer would be debited for the declared amount of this item Images that are of bad quality cannot be processed.
Check Scanning Appendix C – Icons Property Management Payment Services uses icons to communicate messages and information to users. Icon Action Purpose Delete Deletes the associated item. View Lets you view an item’s details. Edit Lets you edit an item’s details. Selection Alerts you to selectable items. Filter Lets you create filters. Alert Draws attention to specified areas or items that required user action. Success Error The items loaded successfully. The items processed need attention.
Check Scanning Appendix D – Troubleshooting, Login, Authentication and Scanner Errors The table below provides information about login, authentication and scanner errors and potential resolutions. Please note that these are suggestions for making the product work better for you, not a guarantee for seamless service. Error Probable Cause of Error You entered an invalid user name or password. User names and passwords are case sensitive, and passwords must comply with guidelines.
Check Scanning Error Probable Cause of Error Potential Resolution remain green). Subsequent scanning session will initialize much more quickly. Two items have been scanned simultaneously. Items have inadvertently stuck together. Delete the ‘piggyback’ items, remove any substance that may cause them to stick together and rescan. Item appears to be stuck in the scanner. Remove center cover from scanner, clear any stuck items, replace the center cover and then follow scanner jam recovery process.
