Introduction

Welcome to the guide for printing checks through our Check Manager tool, accessed via the Tools > Checks menu within our system. This tool is a straightforward solution for managing and printing checks from DAT or XML files originating from your financial software, such as USAS. We've made the process user-friendly, with important notices such as the current incompatibility with the Firefox web browser, which we aim to address in future updates.


A. Problem Statement

Users need an efficient, reliable method to upload and print checks from their financial software within our system, but they currently face several challenges due to browser compatibility restrictions, complex selection processes, and potential issues with check alignment and visibility. The lack of direct integration with systems like USAS for on-demand checks and the necessity for manual data entry post-printing further complicate the user experience. There is a need for an improved, streamlined check printing process that addresses these issues, enhances user-friendliness, and provides a clear, error-free path from check upload to printing within our Check Manager tool.


B. Solution

Printing Checks

  1. Navigate to the Check Manager page and select the checks you wish to print, with the option to select all (using the topmost checkbox), or individually using Ctrl+click or Shift+click for a range. 
There's a limit of 250 checks per print run.
  1. Decide whether to print normal checks or archive checks, and click the appropriate button. 
  2. Follow the on-screen prompts to generate and print your files.
    • Print File 
      • Generates a print file of all standard pages of all checks selected. When the file is ready to go, a message will appear on the popup box (see below) that provides the option to download the file or print directly from the browser.
    • Item Detail
      • Generates a print file of all overflow pages of all checks selected. When the file is ready to go, a message will appear on the popup box (see below) that provides the option to download the file or print directly from the browser. 
    • CCD/PPD ACH File
      • Generates the required .txt file that needs sent to the financial institution to make payments. When the file is ready to go, a message will appear on the popup box (see below) that provides the option to download the file or open.
        Once you have the file, you will need to send this to the bank to get the payment processed.
    • VCD File
      • Generates the required .txt file that needs sent to the financial institution to make payments. When the file is ready to go, a message will appear on the popup box (see below) that provides the option to download the file or open. 
    • Check Summary
      • Generates a printable list of check numbers, vendor names, and amounts for all checks selected. Will give the same prompt as in the screenshot (see below) to download or open in browser to print.
    • Sort Order
      • Prior to printing, the sort order can be updated. Checks can be sorted by either check number or payee name. Payroll checks get the additional option of department.


NOTE: If you need to limit check printing to a certain IP Address, we can add an IP filter under Admin > Site Settings > Checks under "Allow Printing from IP(s)". 
These must be public IP addresses that can be obtained from your IT Team. 

Using multiple IP Address can be set using commas in between and no spaces. (Ex: 192.168.2.1,192.168.2.2) 

When set, any user with access to print checks, will only be able to do so from a computer on that network. 


Uploading Checks

  1. Navigate to the Check Manager page and click the Upload Checks button to select your DAT or XML file. 
  2. After uploading your file, the system will auto-detect the check type and prompt you to possibly change the Check Template if necessary, then you can import your data.
ACH check uploads must contain a valid email address; Otherwise, an error will display.

The vendor email will be populated from the XML file using the first available email field based on the following priority:

  • Remittance Email Address (remittanceEmailAddress)
  • Email Address (emailAddress)
  • Order Email Address (orderEmailAddress)

The first non-empty email field encountered will be used to fill the Vendor Email field.
  1. Once imported, the displayed list will only include the newly uploaded checks.


On Demand Checks

  • A guide for On Demand Checks can be found here.


C. Best Practices

  • Always verify the appropriate Check Template is chosen for the check type you’re printing.
  • Use the Ctrl+click and Shift+click options to efficiently manage check selections.
  • If printing archive checks, note that they contain messages indicating they’re non-negotiable and are not for vendor use.
  • Remember to set the correct sort order before printing, especially for payroll checks.


D. Troubleshooting

  • If the check alignment is off during printing, ensure Fit to page isn't enabled and that the print scale is set to 100%.
  • If the Print Checks button isn’t visible, check that the correct check type is selected in the filter.
  • Can't find a check? Broaden the From Last filter or click Clear Filter to ensure it’s not hidden due to filtering.


E. Related Articles

Checks: Check On Demand


Conclusion

The Check Manager provides a robust, manageable platform for printing checks from your financial data files. While keeping in mind the best practices and troubleshooting tips provided, you should be able to navigate any initial hurdles that come your way. Remember, correct setup and selection will lead to a smooth printing process.