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CHECKSCAN

Chapter 1 - CHECKscan Functionality (Silverlight)...........................2Chapter 2 - Multi Tenant Scanning.................................................7Chapter 3 - CHECKscan Dashboard.................................................8Chapter 4 - Collect Dashboard........................................................8Chapter 5 - Collect Processor Report..............................................9Chapter 6 - Best Practices…………………………………………………………..……...10

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Yardi Advanced Solutions Conference EE120- Basics of CHECKscan

Chapter 1 - CHECKscan (New) Functionality (Silverlight)

Users now have the option of downloading CHECKscan (New) with a Silverlight framework. This method is compatible with Windows 8.1 machines.

Follow these steps to scan checks into the system.

1. Scan your checks in the system using the ‘Scan Checks New)’ function in Voyager.

2. Enter batch header, and click Go

3. Load your checks and click Scan

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4. There will be a row for each check scanned.

Green in the first column means a tenant/resident is linked to the checking account information and the check amount matches the outstanding charges amount.

Yellow means a tenant/resident is linked to the checking account information but the amount is either 0.00 or does not match the outstanding charges.

Red means no tenant/resident is linked and the line item needs attention. After the check is associated to a tenant or payer, the status will change to Green or Yellow.

Blue (not shown) indicates that more than one tenant is linked to the checking account information.

The new Silverlight control allows users to enter check details on the actual CHECKscan (New) control screen (as opposed to drilling into red or yellow box and entering the details). If users enter the check detail through this screen, then the receipts will apply based on charge payment sequence.

For more detailed receipting, users can always click on the red or yellow box, which will still bring them to the detailed receipting screen.

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This screen allows users to enter check details (Dollar Amount,

Property, Payer and Document Type). If completed using this screen, a summary receipt is created using

Charge Payment Sequence.

For more detail

receipting


5. If when scanning checks you see ‘Failed to parse micr. New MICR format identified.’ identify the check, account, transit, OnUs, and Auxiliary.

6. If when scanning checks you see ‘This MICR format has a dual interpretation’ identify the check number so that the CHECKscan software can read the MICR line correctly.

7. If when scanning checks you see the Invalid MICR box, this mean Yardi does not recognize the format of the MICR line.

To resolve this please contact [email protected].

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mailto:[email protected]


8. If a scanned check already exists in another batch according to the scanned MICR line, the check will be identified for you.

9. You have a choice of buttons to select at the top of the check scanning screen.

Silverlight CHECKscan Batch DetailsBatch

1. Save Batch- Allows you to save the details you’ve already entered.2. Close Batch- Closes the batch and brings you back to the CHECKscan

Dashboard3. Post Batch- Allows you to post the batch after reporting.

Actions 4. Delete All Checks5. Report- Allows you to report on the batch. Users must report on the batch prior to

posting.

View6. Check Details- Shows standard ‘check’ screen7. Error Messages- Shows any error messages that disallow posting the batch8. Warning Messages- Shows any warning messages. This doesn’t necessarily

disallow posting the batch though.

Scanner

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9. Allows users to select new scanner as well as change darkness of image. Upon initial setup, the program will prompt users to connect to the scanner, but the user can always come here to update the scanner, or increase the contrast of the check image.

Tape Info10. Allows users to enter the batch tape info, or edit the batch tape info. Users will

be prompted to enter the batch details prior to scanning, but can always access again by clicking on this button.

11.Once the receipt batch is posted, the check batch and information will be pulled by the Yardi Collect Processor (usually around 3 pm client time). The Yardi Collect Processor will create the file and push it to the bank for processing.

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Chapter 2 - Multi Tenant ScanningUsers have the ability to scan a single check to multiple tenants/leases, as long as those tenants/leases share the same bank account. After clicking on the yellow or red box, you can then select those residents you would like to associate:

First click on the ‘+’ sign. The system will then ask you to enter as many rows as you like.

Then associate the tenants in the various rows.

Once you select the multiple payers, the open charges will show, of which you can choose to pay off. Click ‘continue’ once all charges are associated correctly.

If the checks are saved as ‘Personal’ or ‘Commercial’ checks, then the EFT Data will be saved for all payers, and the next time a check is received from this account, it will associate to each of the multiple tenants.

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Chapter 3 - CHECKscan DashboardPayment Processing Admin > CHECKscan Dashboard (new)

1. From the CHECKscan Dashboard (New) you will be able to see the status of a CHECKscan Batches.

2. Clicking on the Batch number will bring you back to the CHECKscan screen.3. Several filter options exist for the CHECKscan Dashboard. Notice the report and

available drill-downs when report is run with filter options Summarized By “Details” and “Batch Number”.

Chapter 4 - Collect DashboardThe Collect Dashboard gives users the visibility necessary to track pending batches, as well as find any failed transactions. If you bank with ProfitStars, then the ‘NSF Receipts’ and Adjusted items will come back into Voyager.

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Pending Receipt Batches- ACH/CHECKscan batches that have not yet been sent to the bank

Failed Receipts- Receipts that failed same day when sent to the bank. (Example- invalid MICR)

- Best Practice- Reverse receipt, reenter new manual receipt and take check to the bank. Cannot rescan same check.

Exception Receipts- Receipts that have been posted but are not being transmitted to the bank. Only happens in rare instances. Most likely, items will be due to a receipt that was reversed prior to pull.

NSF Receipts- Items with insufficient funds. Only posted back to Voyager when using Collect Master account, or using ProfitStars directly.

Other Returned Items- Items that returned but were not considered NSF (Example- tenant issued a Stop Payment’).

Adjusted Items- Checks that were adjusted because of incorrect data entry. Only posted back to Voyager when using Collect Master account, or using ProfitStars directly.

Chapter 5 - Collect Processor ReportPayment Processing Admin> Collect Processor Report

1. This report shows the progress of the ACH and X9 transmittals between Voyager, Collect Processor and the Bank.

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2. Several filter options exist for this report. For example, the report can be summarized by Collect Batch, Receipt Batch, or Voyager Deposit.

3. A few notations on the report columns.a. Collect Batch #. This is a sequential value incremented by the Collect Processor.

A value of 0 indicates that the file has not yet been processed by the Collect Processor; note that the Sent Date will also be blank.

b. Batch Count. This represents the number of checks. Click on the batch number to drill down to see details of the batch.

c. Sent Date. The date the Collect Processor sent the file to the bank.

d. Received Count, Received Amount, and Received Date. Notification from the bank that they received the file.

e. Processed Count, Processed Amount, Processed Date. The bank validates the contents of file. If the bank rejects any checks (e.g. check has invalid routing number), the Processed Count and Amounts will be reduced. Rows on the report will be highlighted in red as long as the Batch Count, Received Count, and Processed Count don’t match.

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Chapter 6 – Best Practices

Recommended CHECKscan Batch SizeIn general there is no limit to a CHECKscan batch size, however, it is strongly encouraged that all users to abide by the 30 check batch limit. Limiting batches to 30 checks will allow for easier review and reconciliations.

Scanning Checks In BatchesWe also recommend scanning checks of similar types together. There are a couple reasons to do this. Sometimes when large commercial checks are scanned with smaller personal checks, the scanner can grab more than one check at a time. By grouping similar sized checks together, the issue of multiple checks processing through the scanner at one time will be reduced. Another reason we make this recommendation is this practice will help prevent entering checks as an incorrect document type.

How Long Do I Keep ChecksA common question we get is how long to hold checks before disposing of them. While there is no legally correct answer, we do offer some guidelines. The first consideration is that checks should only be disposed of once a check has successfully settled into the proper bank account without being returned for NSF. At the same time you do not want your sites holding on to so many checks that it becomes a security issue. A good amount of time would be anywhere between four to eight weeks, or one to two rent cycles.

How to Handle NSF’s in a CHECKscan batchWhen a check is returned from the bank with a status of NSF, the original document type will determine how to handle the check. For personal and commercial checks, the receipt of the check in question can be NSF’d using the NSF button located on the receipt. For money orders and cashier’s checks, since these are cash equivalents, they will need to be reversed, since there will be no NSF button.

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