MICR Check Printing. Quick Start Guide

Transcription

1 MICR Check Printing Quick Start Guide

2 Mekorma MICR Quick Start Guide Copyright 2013, Mekorma Enterprises. All Rights Reserved. Your right to copy this documentation is limited by copyright law and the terms of the software license agreement. As the software licensee, you may make a reasonable number of copies or printouts for your own use. Making unauthorized copies, adaptations, compilations, or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law. Unless otherwise noted, all names of companies, products, street addresses, and persons contained herein are fictitious and are used solely to document the use of this product. Warranty Mekorma disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of Liability The content of this documentation is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Mekorma. Mekorma assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Neither Mekorma nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License Agreement Use of this product is covered by a license agreement provided by Mekorma, Inc., with the software product. If you have any questions, please call the Mekorma Sales Department at 888-MEKORMA ( ). Company Address Mekorma is located at 8265 West Sunset Boulevard, Suite 207B, West Hollywood, CA Office Telephone: 888-MEKORMA ( ), Office Fax: (US & Canada). 2 P age

3 Table of Contents Getting Started...4 Table Maintenance... 4 New Installation and Product Upgrades... 5 Defining the Path to Your Check Formats... 6 Setting Up Password & Signature Options... 6 User-Based Signatures & Passwords... 7 Checkbook-Based Signatures & Passwords... 7 Additional Features and Modules... 7 Setting Up Mekorma MICR...8 Configuring a Checkbook for Mekorma MICR... 8 Testing the Layout, Signatures and Passwords Printing Checks & Check Copies with Mekorma MICR...11 Granting Security Access to Alternate Windows Printing Mekorma MICR Checks Using the Mekorma Configurator...13 Adding a Logo to the Check Stub Additional Resources...15 Mekorma KnowledgeBase Technical Support P age

4 Mekorma MICR Quick Start Guide Getting Started This Quick Start guide is designed to help you install and configure Mekorma MICR for Microsoft Dynamics GP. Mekorma MICR is a check printing enhancement for Microsoft Dynamics GP that makes managing multiple checking accounts secure and adds convenience to your check signing processes. Mekorma MICR works with Purchasing, U.S. Payroll, Canadian Payroll and Miscellaneous Checks. This section provides information on the following topics: Table Maintenance Defining the Path to Your Check Formats Setting Up Password & Signature Options For in-depth instructions on using Mekorma MICR features, please refer to the Mekorma MICR User Guide.pdf located in the Mekorma MICR folder. Table Maintenance Mekorma provides a unified table upgrade system for all its products. Products such as Mekorma MICR and Multi-Batch Print & Post can be upgraded at the same time or separately from the same window. The window is used when installing a product for the first time or when upgrading an existing product. 4 P age

5 If a Mekorma product requires an upgrade or a new product has been installed, the window will automatically open after Dynamics GP login. To manually access the window, select Microsoft Dynamics GP Maintenance Mekorma Product Manager Table Maintenance. New Installation and Product Upgrades Whether you are upgrading or creating tables for the first time, the process is the same. If the system detects any products that require table creation or upgrade, the Mekorma Products Table Maintenance window opens automatically upon Dynamics GP login and all products that require table creation or upgrade will be automatically marked for processing. 1. Verify that the selections are accurate and click Process to proceed. 2. After the table creation and upgrade process, the system attempts to retrieve entitled product keys. If the retrieval is successful, all entitled products are registered and ready to use. Product tables are created for all companies in the system. If a new company is created, be sure to run Mekorma Table Maintenance again. The table upgrade process can run from any company. Internet access is a requirement to retrieve keys from our web service; however it does not need to be done on a server machine with strict Internet policy (or no Internet at all). The registration process can be done on any machine that can reach our registration web service. IMPORTANT A system administrator user is needed to perform table maintenance. If you are not a system administrator, a warning message displays and the window will close. It is imperative that no one is working on a Mekorma product while the upgrade process is running. For example, no one should be printing checks via MICR and Multi-Batch Print & Post. Verify that you have posted all your batches before upgrading Mekorma MICR. If any registration error occurs, see the section on product registration for more details. You can also access the Mekorma Registration screen or click Upgrade History to view information on the previous upgrades. 5 P age

6 Mekorma MICR Quick Start Guide Defining the Path to Your Check Formats Before you can configure a checkbook for Mekorma MICR, you need to enter the path to the check formats. If you have installed the Mekorma Check Format Library, we recommend using the path to that folder. To set the default path to your check formats: 1. Select Microsoft Dynamics GP Tools Setup System Mekorma MICR System Options. You see the Mekorma MICR System Options screen: 2. Click the browse folder icon of the Check Format Path field to navigate to the folder where the check formats are stored. On the Select Pathname screen, navigate to the correct location and click Save. IMPORTANT The folder containing the Check Format Library files should be a shared network folder that all applicable users have access to. Setting Up Password & Signature Options Mekorma MICR provides two different configurations for controlling passwords, signatures, and maximum approval amounts. Within each Dynamics GP company, users can set security based on the Dynamics GP User ID or the Dynamics GP checkbook ID. 6 P age

7 To configure security, select Microsoft Dynamics GP Tools Setup Company Mekorma MICR Setup Mekorma MICR Security. Select an option for configuring security for Mekorma MICR check printing: User-Based Signatures & Passwords User-based security is configured to use your Dynamics GP User ID and password. If you choose User-Based security, you can configure multiple approvers, set the approval amounts for each user, and specify which users are authorized for each checkbook. Any number of users can be authorized for a checkbook. The User ID and password are used to determine the signature that is printed on checks and to record the authorizer of the check batch in the audit log. Security can be configured so that checks are signed with the signature of the approving user(s) or you can set up either one or two default signatures. To authorize a user for a checkbook, highlight the user on the Mekorma MICR Security Setup screen and then mark the checkbooks for which they are authorized. With user-based security, checks cannot print without a password. Either one or two passwords (depending on the configuration) will be required. Checkbook-Based Signatures & Passwords In checkbook-based security, each checkbook is configured for signatures and/or passwords, so your security is associated with a checkbook and not with a user. When you select the security by Checkbook ID configuration option, each checkbook is assigned a Signature ID. The Signature ID configuration includes threshold amounts, signatures (up to 2), signature lines (up to 2) and passwords. TIP For complete instructions on configuring signatures and passwords, please refer to the Mekorma MICR User Guide located in the Mekorma MICR folder. Additional Features and Modules Mekorma MICR offers additional program features that are available when you install the core product. For information about installing additional features and for complete instructions on using and integrating the features, please see the Mekorma MICR User Guide located in the Mekorma MICR folder. 7 P age

8 Mekorma MICR Quick Start Guide Setting Up Mekorma MICR This section provides information on the following topics: Configuring a Checkbook for Mekorma MICR Testing the Layout, Signatures and Passwords Configuring a Checkbook for Mekorma MICR Before a checkbook is configured for Mekorma MICR, it must exist in Microsoft Dynamics GP. To configure a checkbook for Mekorma MICR, select from the following options: For Payables: Microsoft Dynamics GP Tools Setup Purchasing Mekorma MICR Payables Mekorma Check Setup. For Payroll: Microsoft Dynamics GP Tools Setup Payroll Mekorma MICR US Payroll Mekorma Check Setup. For Canadian Payroll: Microsoft Dynamics GP Tools Setup Payroll Canada Mekorma MICR Canadian Payroll Setup Mekorma MICR Setup. If you are using Mekorma MICR for Canadian Payroll, the following additional setup steps are required before you configure the checkbook: 1. Select Microsoft Dynamics GP Tools Setup Payroll Canada Control. 2. On the Payroll Control Setup Canada screen, click the Update checkbox and change the value in the Next Cheque Number field to only numeric characters, no letters. In the screen shots shown below, CHQ00001 was changed to To configure a checkbook, on the Mekorma MICR Setup screen, complete the following steps: 1. Enter or select the Dynamics GP Checkbook ID you would like to set up. Click the lookup icon to select from a list of existing checkbooks. 2. Enter the characters for the MICR line as described in the specifications from your bank. Each numbered box corresponds to a position on the MICR Line. Use x s as placeholders for the check number. MICR Line Special Characters 8 P age

9 3. The Transit (ABA) Number should default from the Checkbook Maintenance screen. If it does not or is incorrect, enter the correct number in this field. This number is also called the fractional routing number and appears in the upper right corner of U.S. checks. 9 P age The Transit (ABA) Number is not required for Canadian Cheques. 4. Use the lookup to choose the format you will be using for this checkbook. You can use an existing format from the library or modify the format to fit your needs. To open the Configurator tool, click the Check Format (First page) (for Payables) the Primary Check Format (First page) (for US Payroll), or the Cheque Face (for Canadian Payroll) hyperlink. If you are using a format from the library, save the format you selected under a new name. For complete instructions on using the Configurator, please refer to the Mekorma MICR User Guide.pdf located in the Mekorma MICR folder. 5. In the Overflow Page Format field indicate how you will print overflow stub information. For overflow information: If you check the Use Check Format (First page) for overflow pages option, information that does not print on the stub attached to the check is printed from the same printer tray as the checks and interspersed with the checks using the same format as the checks except that the check face portion is replaced with a grid. If you uncheck the Use Check Format (First page) for overflow pages option, you can select separate overflow format for the excess stub information. The overflow format can be printed to plain paper or other stock using a different printer tray than is used for checks. Overflows are automatically collated with the checks. 6. Enter the text to print as a background image on check copies in the Non- Negotiable Word field. 7. If you are generating EFTs, click the arrow button to select a remittance option. This option affects the outcome of regular remittances and EFT remittances. 8. If you are using check stock that already has bank and MICR information printed on it, check the Use Pre-Printed Check Stock option. You can then choose an Overflow Page Format or use separate remittances for overflows. For Mekorma MICR US Payroll, if the Use Pre-Printed Check Stock option is checked, any Direct Deposit earning statements printed as voided checks through Mekorma MICR will be assigned check numbers rather than remit numbers.

10 Mekorma MICR Quick Start Guide 9. The Print separate remittances for overflows is displayed when the Use Pre- Printed Check Stock is checked. If you check it, you cannot use sort orders when printing checks. 10. For Mekorma MICR for Canadian Payroll, click the lookup button to the right of the Earnings Statement field and select a check stub format from the format library, such as CND Payroll Direct Deposit.stb. This format displays the most commonly desired fields on the earnings statements. The Canadian Cheque Standard does not allow for the use of conditional statements (such as Void after 90 days or 2 Signatures Required ) on the cheque face. 11. Click Save when you are finished setting up the checkbook. Testing the Layout, Signatures and Passwords To print a test check: 1. Select Microsoft Dynamics GP Tools Setup Purchasing (or Payroll) Mekorma MICR (for Payables, US Payroll, or Canadian Payroll) Test Layout and Security. 2. You see the Mekorma MICR Test Check Layout and Security screen. Select a Check Type from the drop-down list and use the lookup on the Checkbook ID field to select a checkbook you have set up for Mekorma MICR. 3. The Check Amount field is used to confirm your signature and password settings. If you are using thresholds, enter an amount to confirm signatures and passwords are printing correctly. 4. In the Number of Vouchers field, enter the number of remittance lines to print on the stub to test the overflow format (if applicable). 5. Click Print. After entering any applicable approvers and passwords, you see the Mekorma MICR Check Printing screen: 6. Confirm that the Destination Printer is the printer you will be using for checks and click the Print button to send the test check to the printer. 10 P age

11 Printing Checks & Check Copies with Mekorma MICR Mekorma MICR blends into Dynamics GP to give you the ability to print on blank or preprinted check stock, print signatures based on the dollar amount of the check, add password protection to the check printing process, and print check copies for your files. IMPORTANT Within the same company, you cannot print some checks using Mekorma MICR and others using Dynamics GP. This section provides information on the following topics: Granting Security Access to Alternate Windows Printing Mekorma MICR Checks Granting Security Access to Alternate Windows Mekorma MICR uses alternate Dynamics GP windows for printing payables transaction checks, payables batch checks and US payroll checks. Security must be granted to these alternate windows for each user printing checks. 1. Log on to GP as a system administrator and select Microsoft Dynamics GP Tools Setup System Alternate/Modified Forms and Reports to open the Alternate/Modified Forms and Reports dialog box. 2. Select an Alternate/Modified Forms and Reports ID and enter the following values in the fields: Product: Mekorma MICR Type: Windows 3. In the Alternate/Modified Forms and Reports List, open the folders (by clicking the + sign) and select the Mekorma MICR radio buttons. 4. Save and close the Alternate/Modified Forms and Reports dialog box. 11 P age

12 Mekorma MICR Quick Start Guide Printing Mekorma MICR Checks To print checks with Mekorma MICR, follow the standard Dynamics GP processes until you get to the point of printing the checks. This applies to the following printing processes: Payables Transaction Checks Payables Batch Checks Payroll Checks (US and Canadian) Miscellaneous Checks To print Mekorma MICR checks, after completing the standard Dynamics GP processes to create the checks: 1. Click Print. After entering any required passwords, the Mekorma MICR Check Printing screen is displayed. 2. Click the Print icon to print checks. 3. If you want to print check copies, check the Use Copy Printer option and select a printer destination for the check copies from the Copy Printer drop-down list. 12 P age

13 Using the Mekorma Configurator The Mekorma MICR Configurator is a tool for modifying Mekorma-generated checks and stubs. The Configurator allows users to create check stub formats designed specifically for your company s check printing needs and handles any size paper and any system font. Use the Configurator to create new stub files or in conjunction with the pre-prepared stub files provided in the Mekorma Check Format Library. Adding a Logo to the Check Stub You can easily add images, such as logos, to your check stub. The Configurator supports most standard image formats, including.bmp,.jpg, and.gif. TIP We recommend adding signature images as Logical Fields instead of as static images (logos) to give you more control over when and where signatures are printed on the checks. To add a logo: 1. Open the stub file you want to add the image to and click the Add Elements option on the Home or Layout toolbar. 13 P age

14 Mekorma MICR Quick Start Guide 2. On the Add Elements screen, click the Add Picture option and use the Open screen to navigate to the location of your logo graphic and then click Open. The image is placed in the upper left corner of the Configurator: 3. You can also add an image by dragging the square Picture button directly onto the main window. When using the drag-n-drop Picture command, the Open dialog box is still displayed and you must still select the image location and click Open to place it in the Design window. 4. To align the image with other objects on the stub, select the objects you want to align and use the Align group options on the Layout toolbar. 5. You can resize the image using the mouse or by adjusting the values in the Left, Top, Width, and Height properties of the picture. 6. Drag the image to the desired position on the stub and save your changes. For detailed instructions on using the Configurator and modifying your check stubs, please see the Mekorma MICR User Guide in the Mekorma MICR folder of your Dynamics GP directory. 14 P age

15 Additional Resources Thank you for making Mekorma MICR your choice in Dynamics GP check printing. We offer the following resources to assist you in working with Mekorma MICR: Mekorma KnowledgeBase The Mekorma KnowledgeBase contains answers to frequently asked questions, troubleshooting tips and how-to information. To access the knowledgebase, visit our website at and select Support KnowledgeBase. Technical Support If you are unable to find the information you are looking for in this guide, you can call our Technical Support department at 888-MEKORMA ( ), Extension 3. Mekorma provides free technical support as part of the Mekorma annual enhancement plan. 15 P age