How To Take Checks Over The Phone
This document explains how to setup Collect! to use
Take Checks Over The Phone. This can be used to print any check
to any account. It can also be used to print checks to clients
or outside vendors.
Requirements
DC Printing Only
Printer with Magnetic Ink Cartridge (recommended, but not necessary
if the bank uses an optical reader)
Form #1000 form (can be purchased at most office supply stores) -
As demonstrated here, Collect! can be setup to print to any form.
Experienced Collect! users can modify or design to match their
requirements. Form #1000 is a well used, affordable, easily obtained
form. For these reasons, it is an excellent choice to demonstrate
Collect!'s ability to print to forms.
Setup a Transaction Type 107 for Check Payment Taken By Phone
or a dedicated Transaction Type of your choice.
Data entered as suggested below
If you follow our simple suggestions, you will be printing checks to
deposit. Any variance from our suggestions simply means that
management must fully think through their desired changes.
Overview
Printing checks that are authorized over the phone is a very easy
and efficient way of processing the payment of Debtor accounts.
It is only necessary to enter the appropriate information into
Collect! in the areas suggested below. Then the report writer
can pull this information and print a check. This can be done
on an individual basis or in a batch. Both methods are described.
Bank Information
In the Debtor Detail form, accessed from the Debtor Form's Details
button, enter Bank data as listed below.
Acct holder - Name of Bank Account Holder.
By default, this is the Debtor Contact name. You can modify
this if needed by switching ON "Don't use debtor contact name."
Bank - Name of Bank
Account - Account Number - Numbers only and
a (Dash or Hyphen) no other alpha characters. *** MAXIMUM 12
including any dashes or hyphens. If you need more characters here,
please see below under ACCOUNT NUMBER ADJUSTMENT.
Transit (Routing) Number - Must be 9 numbers
including dash or hyphen. No other alpha characters. *** EXACTLY 9
including dash or hyphen.
Detail 1 - Street address of Bank
Detail 2 - City, State, Zip/Postal Code
Detail 3 - Country
Dedicated Transaction Type
You can print a check for any selected Transaction, of any
Transaction Type. However, it is advised that you set up a
Transaction Type 107, dedicated only to check payments
taken by phone.
If you ever intend to use the batch printing version of this report, it
looks for transactions of Transaction Type 107 within a date range
that you choose when the report is printed. It will not pick out any
other transactions if they are not this type 107.
Also, if you want to choose a number of transactions to print checks for,
you can use edit search criteria to find transactions of type 107.
Although, this Type 107 is only necessary for batch processing
of checks, it is advised that you consider using this Transaction Type even
when you are using the Check - Form #1000 report on an individual
transaction basis.
Transaction Information For Check Printing
You must have a Transaction posted for the payment you are printing a
check for.
As mentioned above, this transaction must be Type 107 if you
intend to print checks in a batch.
Enter the following data in the Transaction form's fields listed below:
To Us - *** REQUIRED *** -
The AMOUNT of the check - POSITIVE amount only.
User 1 - (Optional) - 6 digit CHECK NUMBER, no alpha
characters. If the number is 015, then you must pad the front with three
more zeros, e.g. 000015. *** MUST BE 6 DIGITS including zeros.
This is field is optional. You don't have to put a check number in but it is
convenient if your debtor would like to give you an actual number to use.
User 2 - (Optional) - Verified by who and when. This
information is put in the MEMO of the check form.
Check Number
To print a check number on your check, put the check number in the
User 1 field of the Transaction that you are printing the check for. This
MUST BE 6 DIGITS. Left-fill with zeros, if necessary. For Example: 000047
PLEASE PRINT THIS FOR ONE TRANSACTION ON A TRIAL FORM
TO CHECK POSITIONING OF MICR NUMBER LINES.
Print A Single Check
You must be on a transaction to print a check. To print a check for a
single account or to print a single check for testing purposes,
1. Go to a debtor account where you have posted a
transaction for a check payment taken by phone.
2. Select the TRANSACTIONS tab to display the list of transactions
for this debtor and choose Check Payment Taken By Phone.
3. When the transaction is displayed, pull down the Print menu at the
top of the Collect! screen and choose Reports and Letters.
4. Choose the Check - Form #1000 report from the list.
Do not choose the Checks - Form #1000 BATCH
by mistake! That is for printing batches of checks automatically.
5. When the Printing form is displayed, choose Printer for your
output choice.
6. If your check is not centered correctly to line up with the MICR number
watermark on the Form #1000 form, you may need to refer
to SETUP CHECK PRINTING DETAILS below.
7. If this is only a test to check your positioning, be sure to return to
the transaction and remove the word "printed" from the User 6 field
so that this transaction will be picked up again when you print your
actual batch.
Print Batch Checks
This method will print all outstanding transactions posted for
Transaction Type 107, Check Payment Taken By Phone. After
printing, it will write the word "printed" in the User 6 field of the
transaction. This will prevent the accidental reprinting of the
check in a future batch.
Before using Take Checks Over The Phone to print a batch
of checks, you should print a single check and make sure your forms
are printing properly. Make any adjustments that are necessary,
using SETUP CHECK PRINTING DETAILS below.
Our example assumes you are using Transaction Type 107 for your
Take Checks Over The Phone transactions. If you are using a different
transaction type for your check transactions, the report referred to
below will have to be edited to look for the correct transaction type.
1. When you are on the Main Menu, pull down the
Print menu and choose Reports and Letters.
2. Choose the Checks - Form #1000 BATCH report.
Do not choose the Check - Form #1000
by mistake! That is for single or selected checks and it won't work
for automatic batches.
3. When the Printing form is displayed, choose Printer for your
output choice.
4. Press the Print button and your checks will start printing.
Print Multiple Checks
As a manager, you may want to chose specific checks to print.
Please be aware that the following methods lock the database and
are not recommended if others are using the system.
There are two ways to print multiple checks that you have
specifically chosen. You must be viewing the Transactions List
so that you can select records.
Before using Take Checks Over The Phone to print a
multiple checks, you should print a single check and make sure
your forms are printing properly. Make any adjustments that are
necessary, using SETUP CHECK PRINTING DETAILS below.
TAG TRANSACTIONS
1. Pull down the Browse menu and choose Transactions.
2. When the Transactions List is displayed, tag the transactions for
which you want to print checks. Use the spacebar to tag the records.
If you are not familiar with this method of selecting records, please
refer to How To Select Multiple Records From Lists.
Pull down the Edit menu and choose View Tags, to see only
the transactions you have chosen.
OR CHOOSE TRANSACTIONS BY CRITERIA
1. Pull down the Browse menu and choose Transactions.
2. When the Transactions List is displayed, press F6 to bring up the
Edit Search Criteria form.
3. Scroll down this list to find "Type" and enter 107 in the
From and To fields.
This assumes you have dedicated Transaction Type 107 for
your check payments taken by phone. If you want to search for a different
type, enter that in the Search Criteria Form. You can also choose a
Date Range or any other criteria that you need.
If you are not familiar with this method of selecting records, please
refer to How To Search For Records.
4. Press the Search button to filter the Transactions list.
Only transactions that meet your criteria will be displayed.
Printing Your Selected Checks
You should now have before you the list of transactions for which
you want to print checks, having used one of the methods above to
select them. When your checks are printed, this report will write
the word "printed" into the User 6 field of each selected transaction.
1. When you are viewing the list of transactions you chose,
pull down the Print Menu and choose Reports and Letters.
2. Choose the Check - Form #1000 report.
Do not choose the Checks - Form #1000 BATCH
by mistake! That is for printing batches of checks automatically.
3. When prompted, choose ALL to print all tagged or selected records.
4. When the Printing form is displayed, choose Printer for your output choice.
5. Press the Print button and your checks will start printing.
Setup Check Printing Details
TECHNICAL: This report was printed and tested on HP Laser printers -
Models LaserJet 4L and LaserJet 2100 and on Epson and Brother printers.
Always make sure you have the latest printer drivers for your printer!
Please print the Check - Form #1000 report for
one transaction on
a Form #1000 form to check positioning of MICR number lines.
Using the Form #1000 form, there is a small calibration box on the form. It
is located about four inches from the top and 2 inches from the left side of
the form and looks like the image below.
When you print out your sample, the transition number identifier must line
up within this box. It should look like this. Notice that the transit number
identifier is exactly in the box on the Form #1000 form.
If your MICR line does not line up correctly, please refer to
Help topic, How To Print Checks, for instructions to correct common
position errors.
MICR Font Adjustment
Collect! can print two different MICR fonts. If you find that the default
font is not correct for your needs, you will need to add ,1
to the @CHECK parameters to use the other available font.
For Example:
Default is: @CHECK(23,10.5,749,306.2) For instance.
Adjust this to: @CHECK(23,10.5,749,306.2,1)
Notice the addition of the 1 parameter.
Check Forms
You will need special paper - Form #1000. This can be purchased
at most office supply stores or online at a number of different retailers.
Try http://www.g7ps.com
and look for check paper. You can also find these forms at your local
office supply store.
If you are not able to position your information correctly,
please email Collect! Technical Services at
support@collectsoftware.cc and we will assist you.
Client Checks
Collect! also uses the Form #1000 forms for printing checks
to Clients during the Month End. Please refer to
How To Setup Check and GCheck for details.
See Also
- Take Checks Over The Phone
- How To Print Checks
- How To Setup Check and GCheck
- Report Sample for example of Check - Form #1000 report
- Report Topics Index to view a list of all report topics
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