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Local School Accounting

Check Scanning System

User Guide for Cobb County Employees

1/27/2015

Created for:

The Cobb County School District

514 Glover Street

Marietta, Ga. 30060

(770) 426-3300

Created by:

CCSD Financial Services


440 Glover Street

Marietta, GA 30060

Cobb County School District February 18, 2015


Check Scanning System of 31

Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible.

Date Author Description of Changes

1/21/15 John McKearney Initial Document




Table of Contents

Local School Accounting ........................................................................................................................................ 1

Revision Chart ............................................................................................................................................................ 2

Check Scanning System .......................................................................................................................................... 4

Access Cobb Check Scanning Program ................................................................................................... 5

Create a New Batch ........................................................................................................................................ 7

Scan Checks .................................................................................................................................................... 12

General Scanner Settings ................................................................................................................. 12

Optional Scanner Settings ............................................................................................................... 13

Scan Additional Checks .................................................................................................................... 17

Save Batch ....................................................................................................................................................... 20

Viewing Images of Scanned Checks ...................................................................................................... 23

Search for Batch ............................................................................................................................................ 24

Troubleshooting ........................................................................................................................................... 28

Help Desk ............................................................................................................................................... 31




Check Scanning System

The Cobb County School District’s Check Scanning system allows Bookkeepers and other authorized users to scan and store checks in a secure way. Checks are scanned and stored in Batches, along with the total amount for that batch and date. This will allow authorized users at a later time to securely search for and view checks based on that information.




Access Cobb Check Scanning Program

Select the Cobb Check Scanning icon from your desktop. See picture below.

1. Enter your Username and Password. This is the same one you use to login to your computer each day.

2. Press




The following screen will appear.

Select your Scanner.

If your scanner is not already indicated in the scanner field,

Click the box next to the scanner field to select the correct scanner.




In most cases, the Fujitsu fi-6130 scanner should be selected.

Create a New Batch

A new Batch must be created before scanning checks.

Click




The Batch Info window allows users to enter a Batch name in the Batch field to identify each batch.

Suggested batch names are: ‘School Daily Deposit’ or ‘ASP Daily Deposit.’

Enter the Dollar Total of the Batch.




The Dollar Total of the Batch should match the Grand Total indicated on your deposit slip.

The current date will automatically populate in the Scan Date field.




Press

A summary of the Batch Info will appear at the bottom of the window.




If the Batch information is incorrect or you wish to start the Batch process over, Press




Scan Checks

Press to begin

General Scanner Settings

The Scan Properties window will appear.

Settings should appear as indicated in the image below.

Using the dropdown arrows for each field, make any necessary changes.




Optional Scanner Settings

Press Option to verify the settings in a new window. (These settings should only need to be adjusted ‘one-time’ during the initial scan.)






1. Rotation Degree » Automatic or 0.0 Degree

2. Automatic Size and Skew Detection » Automatic Page Size Detection

3. Priority » 3

4. OK » Press OK to make changes.




Place deposit slip and checks face down on the Scanner Input Tray.

Press




If your documents are not ready to scan, the following window will appear.

Assure deposit slip and checks are face down on the Scanner Input Tray and Press Retry.

Scanned checks will populate in the Check Scan window.




Scan Additional Checks

Press to add more checks to the Batch.

The Scan Properties window will appear.




Place additional checks face down on the Scanner Input Tray.

Press




Scanned checks will populate in the Check Scan window.

Repeat the process until the entire Batch has been scanned.




Save Batch

When deposit slip and all checks are correctly scanned, you may save Batch.

Save Batch will store all scanned checks in the aXs Info System.

Click

It will take a moment to process.




When the Save Batch process completes, a popup window appears with the following message:

The checks were indexed

Click to continue.

Once the checks have been saved, the Check Scan program will automatically clear out the current batch.




Exit the Check Scanning System by clicking the in the top right hand corner of the program.




Viewing Images of Scanned Checks

Select the aXs Info icon from your desktop. See picture below.

1. Enter your Username and Password. This is the same one you use to login to your computer each day.

2. Press

The following screen will appear.




Search for Batch

Click to Query Documents.

1. Click to highlight Local School Accounting from the Departments Groups section.

2. Press to see a list of all deposit batch choices for your school.




1. Query using Search Keys , such as Batch, Batch Total, and Batch Date to view a specific deposit batch or to narrow your search.

If you don’t use a Search Key, all of your deposit batches will populate.

2. Press to see your specific deposit batch.

Double Click the Batch Line. For Example: 164 School Daily Deposit.




This page enables you to View all scanned checks from the Batch you select.

For your convenience, the following options are available:

1. Export : The scanned check can be Printed, Saved as a PDF (for example), and Emailed.

2. View: Tools are available to make it easier to view scanned checks.

3. Pages: Navigate pages by sequence, Thumb View , or the Goto Page search.

4. Options: Provides access to viewing History, Keywords, Delete Cross Link, and Text Search within the program.




Exit the program by clicking the in the top right hand corner of the program.




Troubleshooting

1. Question: What should I do when I click Scan Checks and the following message appears?

Answer: Ensure that you have selected your scanner prior to clicking “Scan Checks.”




2. Question: What should I do when I click scan checks and nothing happens?

Answer: Ensure that you have selected your scanner prior to clicking “Scan Checks.”




3. Question: What should I do when the check scan thumbnail images are appearing smaller than usual or are appearing sideways?

Answer: Verify the ‘Options’ settings are properly configured. See the section below.

Press Option to verify the settings in a new window.






1. Rotation Degree » Automatic or 0.0 Degree

2. Automatic Size and Skew Detection » Automatic Page Size Detection

3. Priority » 3

4. OK » Press OK to make changes.

Help Desk

For all other questions or problems, please call the Help Desk at 770-426-3330. Until the Help Desk is able to resolve your Check Scanning question or problem, please make photocopies of your checks.