Introduction

The SCView Checks module not only accommodates the setup for ACH payments but also provides a variety of settings for managing traditional check payments. These settings range from specifying authorization limits to defining how vendor information is handled within the system. Understanding and configuring these non-ACH related settings are key to customizing and optimizing the check payment process to fit an organization’s specific needs.


A. Problem Statement

Correctly managing check payments requires a fine balance of security, convenience, and control. Users need to configure settings that determine the level of automation, such as auto-signing checks, and the degree to which vendor data can be edited or if printing is restricted to certain IP addresses. Without proper configuration, organizations may face security risks, operational inefficiencies, or errors in vendor payments.


B. Solution

To pay vendors via ACH within SCView, you must first ensure each vendor is appropriately configured as an ACH vendor in the USAS. For a vendor to be recognized as an ACH recipient, the following information must be accurately entered and set in USAS:

  • Vendor Bank Account Number
  • Vendor Email
  • Vendor Entry Class Code
  • Vendor Routing Number
  • Vendor Transaction Code
  • ACH Active
  • Default Payment Type


Properly setting these details in USAS is critical for enabling ACH payments for your vendors through SCView. Once the vendor information is set up in USAS and verified, ACH transactions can be smoothly processed within SCView's payment platform.


Checks

Max Auto-Sign Amount: The maximum dollar amount a check can have to be automatically signed by the system. Checks above this threshold require manual signing.


Allow Unknown Vendors: A setting that determines whether the system should permit payments to vendors not previously recorded or verified in the system.


Enable Editing On-Demand Vendor Address: Allows users to modify the address information for vendors when creating on-demand checks.


Allow Printing from IP(s): Ability to limit check printing to a specific location by inputting the IP Address of a workstation in Site Settings. 


On Demand Check Notification: Enables the system to send notifications (typically via email) when on-demand checks are created or processed.


Enable On Demand Checks: Allows users to create checks as needed (on demand) rather than through a scheduled payment run.


Auto-sign On Demand Checks: Permits the system to automatically sign on-demand checks, often used for small, unscheduled payments that do not need manual review.


VCD

OPAS Customer Key: Unique customer key provided by the banking institution for the VCD process.


Enable ACH Download: Allows users to activate the downloading of ACH transaction files for processing vendor payments.


Account Code: A unique identifier for the account to which the charges should be posted.


Immediate Destination TR: The Transit Routing number for the bank receiving the ACH batch.


Immediate Destination Name: The name of the bank that is the immediate destination for the ACH batch.


Immediate Origin TR: Your bank's Transit Routing number, from which the ACH batch is originating.


Immediate Origin Name: The name of your bank, from which the ACH batch originates.


Originating DFI Id: The identification number of the originating (your) depository financial institution.


Company Short Name: A shortened or abbreviated company name that may appear on reports and statements.


Company Identification: Federal or banking identifier used to signify your company in ACH transactions.


Company Name: Your company's legal name as recognized for ACH transactions.


VCard Funding Routing Number: The routing number for the account funding Vendor Chargeback transactions.


VCard Funding Account Number: The account number for the account funding Vendor Chargeback transactions.


Balanced File: Indicates whether the batch file sent to the bank should be balanced or unbalanced.


Balance File Description: Provides a description of the balance file for identification purposes.


Balances Routing Number: The bank routing number associated with the balanced file.


Balance Account Number: The bank account number associated with the balanced file.


ACH - CCD

Immediate Destination TR: Routing number for the receiving financial institution in an ACH transaction.


Immediate Destination Name: Name of the receiving financial institution in an ACH transaction.


Immediate Origin TR: Routing number for the originating financial institution in an ACH transaction.


Immediate Origin Name: Name of the originating financial institution in an ACH transaction.


Originating DFI Id: Identification number for the financial institution originating the ACH transaction.


Trace Source: Tracking information or number used for identifying ACH transactions.


Company Identification: Unique number assigned to the company, usually by the bank, for ACH transactions.


Company Short Name: An abbreviated name of the company used in ACH transactions.


Company Name: The full legal name of the company as recognized in ACH transactions.


Balanced File: Specifies whether the ACH transaction file conforms to the balanced file requirement set by banking regulations or agreements.


Balance File Description: A description field provided for the balanced ACH file.


Balances Routing Number: Routing number tied to the bank account used for settling balances in ACH transactions.


Balance Account Number: Account number used for settling balances in ACH transactions.


Copy to PPD: Option to copy configuration settings to PPD (Prearranged Payment and Deposit Entry) standard entries.


Copy to VCD: Option to copy configuration settings to VCD (VCard) transactions.


ACH - PPD

Immediate Destination TR: Routing number for the receiving financial institution in an ACH transaction.


Immediate Destination Name: Name of the receiving financial institution in an ACH transaction.


Immediate Origin TR: Routing number for the originating financial institution in an ACH transaction.


Immediate Origin Name: Name of the originating financial institution in an ACH transaction.


Originating DFI Id: Identification number for the financial institution originating the ACH transaction.


Trace Source: Tracking information or number used for identifying ACH transactions.


Company Identification: Unique number assigned to the company, usually by the bank, for ACH transactions.


Company Short Name: An abbreviated name of the company used in ACH transactions.


Company Name: The full legal name of the company as recognized in ACH transactions.


Balanced File: Specifies whether the ACH transaction file conforms to the balanced file requirement set by banking regulations or agreements.


Balance File Description: A description field provided for the balanced ACH file.


Balances Routing Number: Routing number tied to the bank account used for settling balances in ACH transactions.


Balance Account Number: Account number used for settling balances in ACH transactions.


C. Best Practices

When setting up traditional check payment options in SCView, consider these best practices:

  • Max Auto-Sign Amount: Determine a threshold amount that balances efficiency with financial security. Checks above this amount should require manual review and signature for added control.

  • Allow Unknown Vendors: Evaluate the risks and benefits before enabling this setting. Allowing unknown vendors can facilitate operations but may increase the risk of fraud.

  • Enable Editing On Demand Vendor Address: This should typically be enabled to allow for address corrections or updates, enhancing accuracy in vendor communications.

  • Allow Printing from IP(s): Restrict check printing to secure networks by specifying allowed IP addresses, reducing the risk of unauthorized check printing.

  • On Demand Check Notification: Enable this to ensure that relevant personnel are alerted when on-demand checks are processed, maintaining oversight.

  • Enable On Demand Checks: Consider the operational requirements and enable this setting if on-demand checks are frequently necessary in your operations.

  • Auto-sign On Demand Checks: Exercise caution with this setting. While it streamlines the process, it may be prudent to require manual signatures for enhanced security.


D. Troubleshooting

Address any issues associated with check settings as follows:

  • If auto-signing isn’t working for checks under the maximum specified amount, verify that the "Max Auto-Sign Amount" has been set correctly and that the auto-signature feature is properly configured.

  • Should there be any unexpected restrictions on check printing, review the "Allow Printing from IP(s)" settings to ensure that the correct IP addresses have been added.

  • If on-demand check settings are not functioning as expected, confirm that "Enable On Demand Checks" and related settings like "Auto-sign On Demand Checks" are correctly enabled.

  • When notifications are not being received for on-demand checks, check the configuration of "On Demand Check Notification" to ensure that alerts are set up correctly.


E. Related Articles


Conclusion

Tailoring the SCView Checks module for traditional check payments through these varied settings is crucial for creating a secure and efficient payment process. Organizations can mitigate risk and facilitate necessary check payments by adhering to best practices and promptly troubleshooting issues. Properly leveraged, these settings ensure that SCView's check processing capabilities align with the organization’s financial policies and operational demands.