Check Scanning

Check Scanning in Admire:

Make sure your check scanner is set up correctly. 

For more information on setting up your scanner, click here.
Then go to Tools-> List Editor
Expand the "Editable Lists" and find "Excella Checkscanners". Add the Check Scanner IP address and a name and then save your changes.
To test: Go to Financials -> Check Scanning -> Scan & Edit, Click "Scan" near the magnifying Glass.  Click "Select Scanner" and select the named scanner from the dropdown, then click Query.  If scanner comes up then you are good and you can press OK.

Currently the only check scanner available that is compatible with Admire is the Excella STX - Single pass front and back check scanner with integrated secure card reader. 

Scan & Edit Screen:

1. Go to Financials -> Check Scanning -> Scan & Edit
2. In the top left corner, next to the word "Options" there is a dropdown arrow.Choose one depending on which option you would like as explained below:
   1. Excella Scan All - this allows to scan multiple checks and edit later.
   2. Excella Single Scan - use this to scan one check at a time.
      There are TWO Check Scanning Options:

      1. Scan in multiple checks one after the other and then edit them later.  
         1. You "edit" them by typing in the check amount, selecting an account that the check is from and other details.
      2. Scan in one check, edit it and then scan the next check, edit that check etc.
3. Another Place Where You Can Access the Check Scanner:

   The Payment Quick Entry screen you can access the Check Scanner and scan checks straight to this screen.
   
   To open the screen, go to Financials -> Quick Payment.  
   You can now access the options mentioned above (Step #2), as seen in the screenshot above.
   
   
4. Once you selected you option a screen will pop up.
   1. Select your Payment Method from the dropdown (usually it is Check)
   2. If you would like you can select an Occasion that these checks should be associated with.  NOTE: You can change the Occasion at a later time when you actually apply the check to a pledge, setting the Occasion here is not setting it in stone forever!  
      Setting the Occasion while Editing a Check Scan:

      When you set the Occasion for the check scan all it does it makes it the Default Occasion on the Quick Payment Screen.
      This means that when you would like to create a pledge for this payment the Default Occasion will be the one selected now.
      You do NOT have to choose this Occasion, you can easily apply the check to a totally different pledge already in the system or create a new pledge with an Occasion other then the one chosen to be the Default in this screen.
   3. If you would like you can also select the Batch these check should be put into.  It can be changed later if needed.  TIP: You can create a New Batch from this screen!  Select the dropdown next to the ... button and click the New option.
   4. Checking the Endorse button will allow the scanner to print the endorse line on the back of the check if their is ink in the scanner.  The Endorse line is set up in the Batch Manager screen under the Bank Accounts pop-up.
   5. You should see the image of the scanner on the screen and be able to press the "Start Scanning" button.  If not, you may need to troubleshoot what your scanner connection issue is.
   6. Select the "Start Scanning" button to scan your checks.
      Please note:

      You will eventually get to the "Editing" part of check scanning depending on whether you choose to scan all checks and then edit or scan and edit one at a time.
5. If you choose to scan all the checks and now you would like to edit them all, hit the Magnifying Glass in the upper left corner and the Check Scan List Selection will pop up.

Check Scan List Selection Screen:

1. Use this screen to pull up the check images you would like to edit/process.  You may you a filter if you desire.  Check the box under the word "Filter" to allow for filtering.
2. You can also select from the two dropdowns "yes" or "no" to bring up  Edited/Unedited or Processed/Unprocessed check scans.
   Edited/Unedited VS Processed/Unprocessed

   What does an "Edited" check scan mean?

   • Edited means that certain basic information was applied to the check image in the "Scan & Edit" screen.  This is a very basic layer of data entry before applying the check to a pledge on an account.  This layer of data entry is not necessary and is just useful to insure quicker data entry later in the Payment Quick Entry Screen.  So although the following data is available for entry at this level it can be changed later and all or some of this data can be left out if desired.
   • Data available: Occasion, Batch, [Payment] Type (generally Check), Amount, [Check] Date, [Pledge] Association, and Account ID

   What does a "Processed" check scan mean?

   • Processed means that the check image was applied to a payment on an account in your Admire Database.
   • This is the final and most necessary part of data entry and is generally done in the Quick Payment Screen.
   • Data that was entered in the "Editing" level is made available here to quicken your data entry.
3. Hit "Search" to bring up the list of checks as per your specifications above.
4. Now hit "Ok"
5. The check scan number will be listed on the left side of the screen and the images will appear one at a time.

Editing Your Check Image:

1. Image will appear on the screen
2. Select "Back Image" to view the back of the check.
3. Use the dropdowns to make changes to any of the data fields:
   1. Occasion,
   2. Batch
   3. Type [Payment Type]
   4. Asc [Pledge Association]
4. For Date [Check Date] select a date from the Calendar dropdown
5. In the Amount Field: type the amount of the check
6. Account ID- 
   1. Use the dropdown arrow next to the small folder button, to select from the Accounts that based on previously scanned check this check by be coming from.
   2. Or you can select a different account:
      1. Type in the Account ID box
      2. Hit the Magnifying Glass to access the Smart Search
      3. Hit the Account ID... button to access the Open Account Screen
7. Check off boxes: 
   1. Attention - will bring up the words "Attention" in red on the Quick Payment Screen when processing the check.  See screenshot:
   2. Enclosure - will bring up the words "Enclosure" in red on the Quick Payment Screen when processing the check.  See screenshot:
8. Notes: 
   1. You can add a note for yourself in this box: 
   2. Then it will show up on the top of the Quick Payment Screen in red like this: 
9. Now you can hit "Save & Next" to edit the next check (if you are doing multiple checks in a list) or to scan the next check if you are doing "Single Scan".

Processing Your Check Image:

You can now process the check images you scanned in the Quick Payment Screen aka Payment Quick Entry.

1. Go to Financials -> Quick Payment
2. Hit the Magnifying Glass button next to the word "Scan" in the upper left corner.
3. This will open the Check Scan List Selection Screen.  
   1. Learn more about this screen above (in same article, part titled "Check Scan List Selection Screen").
   2. Hit "Search" and then "Ok" to bring up the check you would like to process now.
4.  Now the right side of the screen will fill with a list of the checks and the first Check Scan ID will fill in the box next to the word Scan on the top left of the screen:
   1. As you process checks the Check Scan ID will populate with the next number 
   2. To see the Images as you go along press the button circled in the screenshot:Move the pop-up box with the check image where ever you wish.
   3. You can choose to Skip or Break from List by choosing these buttons from the bottom of the check scan image list
5. Now process the check as you would normally process payments on this screen.  Data attached to this image from the Editing process will come up now.  
   Remember!

   This is the Final Data Entry Screen for your check scanning so:

   • Any data that is coming from the Edit process can be CHANGED here.
   • If data was missing or incomplete from the Edit process it should be entered now.
   1. Data such as Account ID, Batch, Amount etc. will populate if previously edited as such otherwise add it here.
   2. Other data will appear on the top of the screen.
6. When you are done processing the check, hit the "Save and New" to move to the next scan.  When completely done hit "Save and Close".

Viewing a Check Scan on a Payment:

If you are in a Payment on someone's account and wish to view the check image:

• Select the button that looks like a magnifying glass on a piece of paper as shown in this screenshot: