MICR Checks Add-On Product Spectrum · Printing Accounts Payable Checks – Export Button Select...

MICR Checks Add-On Product

Spectrum

MICR Checks Add-On Product | 2

Information in this document is subject to change without notice and does not represent a commitment on the part of Dexter +

Chaney. The software described in this document is furnished under a license agreement. The software may be used or copied only

in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically

allowed in the agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or

mechanical, including photocopying and recording, for any purpose without the express written permission of Dexter + Chaney.

Spectrum®

Program Copyright 2015 © Dexter & Chaney, LLC. All rights reserved.

v14 Spectrum Data Exchange © 2015 Dexter & Chaney, LLC.

All rights reserved. Spectrum®, Spectrum® Construction Software, Venture®

, Venture® Project Collaboration Software, and Dexter +

Chaney® are registered trademarks of Dexter & Chaney, Inc. Other products and company names mentioned herein may be the

trademarks of their respective owners.

Last revised on: May 18, 2015


TABLE OF CONTENTS

Overview ......................................................................................................................... 4

MICR Bank Account Setup.............................................................................................. 4

MICR Bank Account Setup ................................................................................... 4

Secure Bank Account Number ............................................................................. 6

MICR Bank Account Code Setup Listing ............................................................. 8

Payment Processing ....................................................................................................... 9

Printing Accounts Payable Checks – Export Button ........................................ 10

Printing Payroll Checks – Export Button ........................................................... 15

Printing Checks (Accounts Payable or Payroll) – Preview Button .................. 20

Other Check Processing ............................................................................................... 21

Accounts Payable Prepaid (Instant) Checks ..................................................... 21

Payroll Layoff Checks ......................................................................................... 23

Payroll Replacement Check................................................................................ 24

Cash Management Blank Checks ...................................................................... 25

Cash Management Blank Check Log .................................................................. 28

Cash Management Blank Check Log Report ...................................................... 29

Cash Management Direct Checks ...................................................................... 31

Other Information .......................................................................................................... 32

Crystal Reports viewer ........................................................................................ 32

MICR Fonts - Workstation Setup ........................................................................ 32

Secure Bank Account Number ........................................................................... 32

Browser-based .................................................................................................... 32

Check Print start screen Add-on option ............................................................ 32

Check report names ............................................................................................ 33

Other questions or information .......................................................................... 33


OVERVIEW

Welcome to Spectrum’s v14 MICR Checks add-on product, which has been enhanced to use

the Export functionality, and is stored on the standard Spectrum payment processing Print

Check start screen. MICR Checks are modified Crystal report files programmed to print all the

information stored in the Cash Management module such as Company name and account

number. It also adds the MICR encoding for the bank routing number on the check.

MICR Checks provide the following benefits:

Saves the cost of pre-printed checks.

The one-step process allows you to easily print entire check and stub information using

the same blank check stock for multiple companies and/or accounts.

Works with standard laser printers using MICR toner.

Includes MICR fonts in the program which are stored on the workstation in order to print

on the Crystal report.

Prints blank checks with MICR fonts for use as handwritten checks.

The flexibility to use it with only Accounts Payable Checks, only Payroll checks, only

Cash Management blank checks, or any combination of the three.

The MICR Checks product can be used with the Auto-Signature product.

MICR Checks need the following:

Product license key defined within Spectrum.

The following modules must be installed:

o Cash Management o Accounts Payable o Payroll

A designated printer that is compatible with MICR toner cartridge (available through www.dexterchaneyforms.com or your own source).

Blank check stock with a perforation.

MICR fonts installed on the workstations printing the checks.

Crystal Viewer installed on the workstations printing the checks.

MICR BANK ACCOUNT SETUP

MICR Bank Account Setup

Click Cash Management | Data Entry | MICR Bank Account Setup to set up the MICR Bank

Account information.

The MICR Bank Account Setup stores the check information for the created Cash Management

Bank Accounts. The defined information is then used to print the check(s). The screen also

provides access to the Blank Check functionality. See the “Cash Management Blank Checks”

section later in this document.

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MICR Bank Account Setup screen

Click New to add the MICR bank information to a specific Cash Management Bank Account

code. The Bank Account code must exist within Spectrum, and the window drop-down list can

be used to select the correct code.


After selecting the Bank account code, all the fields shown in the Account properties section

must be populated in order for the check to print correctly and be accepted by the bank.

Click OK to add additional account information, or click Cancel to return to the MICR Bank

Account Setup screen.

Secure Bank Account Number

The MICR setup supports the Secure Account number feature within Cash Management

Accounts. If a ‘Secure Account number’ exists, then this number will be printed on the MICR

Check. If the Secure Account number is not defined, then the defined ‘Account number’ will be

printed on the MICR Check.

For security purposes it is recommended that the actual account number not be added

into the ‘Account Number’ field as it will print on reports within Spectrum.

The checks in the Accounts Payable, Payroll and Cash Management modules will

support the new Secure Account number and the Account Number field feature.

The ‘Secure Account Number’ is defined within the Cash Management Account setup

screens for bank specific accounts.

To set up the Cash Management Secure Account number click Cash Management |

Maintenance | Accounts and select any existing Bank Account or create a new Bank Account.

Select the Electronic Payment tab and select the United States (ACH) Electronic payment

format. The ACH logic will not be used, however to access the Secure Account number the

screen needs additional information. Define each field with a ‘1’ and enter the correct secure

account number in the field as shown below then click OK.


Cash Management Account | Electronic Payment tab | Secure Bank Account field:

The MICR Bank Account screen will show the Secure Account number if it has been added as

shown below.

The MICR Check will use the Secure Account number within the MICR codes on the checks if

defined.


Editing a MICR Bank Account

Click Edit to modify existing MICR Bank Account properties information. Bank Account codes

can be deleted by highlighting the code within the list box and clicking Delete.

MICR Bank Account Code Setup Listing

Click Listing to access the MICR Bank Account Setup Listing. The report shows the detailed

information for each defined MICR Bank Account.


Click Preview or Export to review the report for the selected criteria.

Example of the MICR Bank Account Code Setup Listing Report.

PAYMENT PROCESSING

The MICR Check is designed as a Crystal report and in v14 requires using the Export

functionality to ensure that the Crystal programming works correctly and the required data

appear in the correct location on the check. This is a change from past versions which is due to

v14’s new browser-based Adobe print functionality and the add-on options selection located on

the standard Print Check screens. The Export functionality ensures that the Bank Account

information and the MICR fonts display and print on the Checks.


The following items are required on the work station that prints the checks when using the MICR

Add-on product and the Spectrum Export functionality:

MICR Fonts

Crystal Viewer

The new v14 Spectrum browser-based system provides the flexibility to have user specific

settings, therefore each setup could have different rules defined based on the different browsers

used to access Spectrum. This document’s examples are using the Firefox browser. Other

browsers use the same basic logic; however, troubleshooting for finding the information and

how the specific download logic works could differ by user or browser.

Printing Accounts Payable Checks – Export Button

Select the correct Add-on option on the Print A/P Check screen.

**NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product

together, then select the MICR Check w/ auto-signature option during the Check Print.


Click Export and the Export report window shows the Custom AP MICR Checks Report has been selected (see window below). The MICR Check requires the Crystal report (RPT) format, therefore the Export report window does not allow the user to select a different Export format.

Click OK to continue to the ‘Opening AP MICR Checks.rpt’ window, or click Cancel if you want to print a standard check. The ‘Opening AP MICR Checks.rpt’ window displays and defaults to ‘Open with Crystal Reports (default)’.

Click Cancel to leave the screen and not print the checks, or click OK to print the checks. Once the user has clicked on OK to see the checks, then the Download window (shown below) displays.


When the Print check screen has the ‘File Copy’ options selected, then the report names are

incremented due to using the EXACT same report for each version. Therefore the Downloads

window displays two reports.

Select the report that shows the Actual check (not the file copy version) to print the checks for

your employees. Below are examples of the MICR AP checks (Actual and File Copy) when

viewed using the Crystal Viewer.


Example- the Actual check shows MICR details for printing the check.


Example- the File copy version does not display the MICR fonts per design for security

reasons.


Once your checks have printed successfully, select the report in the Downloads window and click Clear List to remove them from your list and prevent them from being selected in the future.

Printing Payroll Checks – Export Button

Payroll MICR Checks print for all employees that are NOT set up for direct deposit. If there are

employees in the pay cycle that are direct deposit, their checks print the standard direct deposit

report.

Select the correct Add-on option on the PR Print Checks screen.


together, then select the MICR Check w/auto-signature option during the Check Print.


Click Export and the Export report window shows the Custom PR MICR Checks report has been selected (see window below). The MICR Check requires the Crystal report (RPT) format, therefore the Export report window does not allow the user to select a different Export format.

Click OK to continue to the ‘Opening PR MICR Checks.rpt’ window or click Cancel to print a standard check. The ‘Opening PR MICR Checks.rpt’ window displays and defaults to ‘Open with Crystal Reports (default)’.

Click Cancel to leave the screen and not print the checks, or click OK to print the checks. Once the user has clicked on OK to see the checks, then the Downloads window (shown below) displays.


When the Print check screen has the ‘File Copy’ options selected then the report names are

incremented due to using the EXACT same report for each version. Therefore, the Downloads

window displays two reports.

Select the report that shows the Actual check (not the file copy version) to print the Checks for your employees. Below are examples of the MICR PR checks (Actual and File Copy) when viewed using the Crystal Viewer.


Example- the Actual check shows MICR details for printing the check.


Example- the File copy version does not display the MICR fonts per design for security

reasons.


Once your checks have printed successfully, select the report in the Download window and click Clear List to remove them from your list and prevent them from being selected in the future.

Printing Checks (Accounts Payable or Payroll) – Preview Button

The Standard Spectrum Print Check start screen for Accounts Payable and Payroll contains the

Preview button on the Command Bar. The Preview button logic is NOT recommended for use

with the MICR Crystal checks. The Preview functionality option causes the following issues to

occur when used with the Spectrum MICR Check Add-on product:

The MICR fonts may not appear on the Preview screen of the checks.

The MICR fonts may print too large on the report and therefore be rejected by the banks.

The Bank Account information may not print in the correct location on the check.

The Preview button allows the user to open the report using different formats which

MICR Checks DOES NOT support.

The MICR Check uses Crystal Reports programming therefore using the default Adobe

program causes the report to display incorrectly. The standard Adobe functionality

automatically shrinks any Crystal Report when previewing the report, which will cause

the MICR Check to print out of alignment.

A warning message is provided to let the user know that the MICR fonts may not be

visible when using the Preview button.


OTHER CHECK PROCESSING

MICR Checks can also be used in other check processing areas other than the Accounts

Payable Payment Processing and the Payroll Payment Processing. The other locations are

shown below. They follow the standard check processing logic, include the new ‘Add-on options’

selection, and use the same Export functionality on their print screens. To learn more about

these different check types please refer to the Spectrum help files.

Accounts Payable Prepaid (Instant) Checks

Located in the Accounts Payable | Data Entry | Vendor Invoices.


Enter the invoice information then select the Check/Credit Card: Unpaid button to open the Payment Details window.

Select the Instant manual check option and define the Payment info section.

Press Enter again and the data automatically fills in for this transaction. Click OK to return to the Vendor Invoice Entry page. Click Save to be taken to the Instant Manual Check page where you can select the correct ‘Add-on options’.




Payroll Layoff Checks


On the Layoff Check Print screen select the correct Add-on option. This check report option

displays when you process a Layoff check in Spectrum using the Export button.



Payroll Replacement Check

Payroll Auto-signature replacement checks print the signature file for all employees that are NOT set up for direct deposit. If there are employees in the pay cycle that are direct deposit, these checks print using the standard direct deposit report. Located in Payroll | Data Entry | Replacement Check.


Enter the information and select the correct Add-on option on Replacement Check Entry

screen. The Add-on check report name displays under the Command Bar as you process the

Replacement check in Spectrum using the Export button.



Cash Management Blank Checks

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen.


Click Blank Check Print to create and print a blank MICR Check. Complete the remaining

fields shown on the screen below that are used to create and track the checks that are added to

the Log report.

Once the MICR selections fields are populated, select the Export button to finish the check

printing process.


When exporting, the MICR Blank Check Print screen appears to be blank. The top half of the

check is blank because it does not contain any details (as shown below), however the user can

scroll down to see the check portion of the report.


Review the check(s) to make sure that it printed correctly with the necessary information. Exit

the ‘MICR Blank Check Print’ screen and the ‘Check Print Confirmation’ window opens.

Click Yes to confirm the check printed, update the blank check log, and return to the MICR

Blank Check Print screen. Click No and a PROIV User Message displays (shown below),

warning the user that the check information was not updated to the Bank Account or Check Log

file.

Cash Management Blank Check Log

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen. Click

Blank Check Log to view, edit or delete the information, based on the operator’s security.


Click Edit to modify the Comments field if needed. Click Delete to remove the record.

Cash Management Blank Check Log Report

Located in the Cash Management | Data Entry | MICR Bank Account Setup screen is the

option to view the Blank Check Log Report. Click Preview or Export to review the report for the

selected criteria.


The report below is an example of the Adobe Reader programming format.


Cash Management Direct Checks

Click Cash Management | Data Entry | Direct Checks to process a Direct Check.

Once the Direct Check information has been populated and saved, click Form to access the

Print Direct Checks screen.


Select the correct Add-on option on the Print Direct Checks screen and process the direct

check using the Export button.



OTHER INFORMATION

Crystal Reports Viewer

V14 Spectrum eliminates the workstation installation and allows users to access Spectrum

using an internet browser. However, the workstation does require a Crystal Reports Viewer to

display the reports. If you can’t see the reports on the workstation then the computer may not

have a Crystal Viewer installed. We recommend the following Crystal Viewer.

SAP Crystal Reports Viewer 2011 or 2013 http://www.businessobjects.com/forms/crystalreports/viewer/

MICR Fonts - Workstation Setup

Each workstation used for printing MICR Checks must have the MICR fonts installed. To verify

that the MICR font has been installed properly on the workstation use Microsoft® Word. Open

Microsoft Word and look at the font options to see if MICR is shown as an option to select.

Secure Bank Account Number

The MICR setup supports the Secure Account number feature within Cash Management

Accounts. If a ‘Secure Account number’ exists, then this number will be printed on the MICR

Check. If the Secure Account number is not defined, then the ‘Account number’ will print.

Browser-Based

The new browser based Spectrum can be accessed using a variety of browsers. Each Browser

has its own download logic, user options and the ability of having different access points for

retrieving data. Therefore, one user’s processes for printing MICR Checks could differ from

another user based on these user-specific settings.

Check Print Start Screen Add-on Option

Each Check Print start screen in Accounts Payable, Payroll and Cash Management includes the

new ‘Add-on option’ feature. The ‘Add-on options’ displays on the screen when a client owns the

http://www.businessobjects.com/forms/crystalreports/viewer/


MICR Check Product (as shown below on the Print A/P Checks screen). This option controls the

report to be used and NO LONGER resides within the My Reports button. The ‘Add-on option’

controls the logic for the custom MICR Check format. If this option is NOT selected prior to

using the Export button, then the programming associated to the MICR and/or MICR Check w/

auto-signature check formats will not print correctly.

Check Report Names

The report names have changed in v14 due to being part of the standard Check Print start

screens. Therefore, if your company has created a custom version then it will need to be

updated using the new report format. New report names are:

Accounts Payable check APCHECK_MICR.RPT

Payroll check PRCHECK_MICR.RPT

Blank check BRMICRBCP.RPT

The Auto-Signature Add-on can be used in conjunction with the MICR Checks Add-on product

and the same information is applicable. Below are the new report names for using Auto-

Signature and MICR Checks Add-on together: New report names are:

Accounts Payable check APCHECK_MICRSIG.RPT

Payroll check PRCHECK_MICRSIG.RPT

Blank check BRMICRBCP.RPT

Other Questions or Information

For assistance with custom version of the MICR report, or questions or concerns on how to use

the MICR Checks Add-on product, please contact the Special Projects Department.

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MICR Checks Add-On Product Spectrum · Printing Accounts Payable Checks – Export Button Select...

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