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Chapter 6: Capturing and Managing Checks Offline
Capturing and Managing Checks OfflineBureau of the Fiscal Service
Chapter 6: Capturing and Managing Checks Offline
OTCnet Participant User Guide
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OTCnet Participant User Guide Capturing and Managing Checks Online Financial Management Service
Version 1.0/October 2010Check Capture and Check Processing3
TABLE OF CONTENTS
Audience, Overview and Topics1Audience1Overview1Topics1Topic 1. Purpose of Capturing and Managing Checks Offline2Topic 2. Capture a Check Offline4Introduction to Capturing a Check4Types of Acceptable and Unacceptable Checks5Batch Processing Modes6Processing Methods7Item Types7Accounting Codes8Check Scanner Types and Check Placement9Check Capture Acceptance11Capture a Check Offline12Capture a Check Offline22Topic 3. Manage Poor Check Image Quality30Manage a Check with Poor Image Quality31Topic 4. Resolve a Duplicate Check36Resolve a Duplicate Check37Topic 5. Void a Check41Void a Check42Void All Checks in a Batch50Topic 6. Local Verification Database (LVD) Record57Override a LVD Record58Topic 7. Perform Batch Control and Batch Balancing62Batch Control Options63On Batch Close (Optional/ Mandatory)65Batch Balancing69Topic 8. View and Print a Batch List/ Item Detail Report71Batch List Report71Item Detail Report75Topic 9. Activate/Deactivate a Batch84Activating/Deactivating a Batch84Topic 10. Classify a Batch90Classify or Edit a Batch at the Summary Level90Topic 11. Close a Batch99Closing a Single Batch100Closing Multiple Batches106Topic 12. Approve a Batch118Approve a Single Batch118Approve Multiple Batches in OTCnet Offline127Topic 13. Upload a Batch137Upload a Batch138Topic 14. Acknowledge a Batch141Acknowledge a Batch Offline141Topic 15. Print a Receipt145Receipt Printing from Check Scan (Singe/Batch Mode)145Receipt Printing from Batch Management (Singe/Batch Mode)146Summary152Notes152Glossary153
LIST OF TABLES
Table 1. Check Capture/Processing and Batch Permission Matrix3
Table 2. Scanner Types9
Table 3. FedACH and Check 21 Item Types15
Table 4. Scan Controls Menu16
Table 5. Batch Status Types101
LIST OF FIGURES
Figure 1. EC 7000i Scanner9
Figure 2. EC 9100i Scanner10
Figure 3. Panini Scanner10
Figure 4. Panini I: Deal Scanner11
Figure 5. Check Processing > Check Scan12
Figure 6. Check Scan- Select Batch Page13
Figure 7. Check Scan Perform Check Scan Page14
Figure 8. Start Scan15
Figure 9. Waiting for Check Image16
Figure 10. Scanner Check Image (Sample Images)17
Figure 11. Agency Accounting Code - Single Accounting Code18
Figure 12. Agency Accounting Code - Multiple Accounting Code18
Figure 13. Account Classification Multiple Agency Accounting Codes19
Figure 14. Save Check20
Figure 15. Transaction Saved Successfully20
Figure 16. Scanner Config Menu Option21
Figure 17. Poor Image Quality30
Figure 18. Good Image Quality31
Figure 19. Image Quality Failed Message31
Figure 20. Login ID and Password Dialog Box32
Figure 21. Check Scan- Perform Check Scan Page33
Figure 22. Duplicate Check Detected37
Figure 23. Cancel a Check Dialog Box38
Figure 24. Accept Duplicate Prompt38
Figure 25. Check Scanning Proceeds (print receipt as necessary)39
Figure 26. Batch Management (Voiding)42
Figure 27. Search Batch Page43
Figure 28. View Batches Page (Voiding)44
Figure 29. View Checks Page (Voiding)44
Figure 30. Check Image/ Details45
Figure 31. Void Confirmation Dialog Box45
Figure 32. Enter Comment Dialog Box46
Figure 33. Check Void Dialog Box46
Figure 34. Search Batch Page51
Figure 35. View Batches (Void All)52
Figure 36. View Checks (Voiding)52
Figure 37. Void All Checks Confirmation Dialog Box52
Figure 38. Enter Comment Dialog Box53
Figure 39. Check Void Dialog Box53
Figure 40. Override Check Denial Box58
Figure 41. Override Login Dialog Box58
Figure 42. Enter Comments Box59
Figure 43. Verification Report60
Figure 44. Batch Control Page (Batch Create)63
Figure 45. Perform Check Scan Page (after Batch Control)64
Figure 46. Batch Control Page (Batch Close)65
Figure 47. Print Batch List Report (Batch Close)66
Figure 48. Batch Control (Failed to Balance)69
Figure 49. Check Batch Management (View Batch)71
Figure 50. Search Batch Page (View Batch)72
Figure 51. View Batches Page (View Batch)73
Figure 52. View Checks Page (View Batch)74
Figure 53. Batch List Report Page74
Figure 54. Batch Management75
Figure 55. Search Batch76
Figure 56. Summary of Batches77
Figure 57. View Checks Page/ Item ID Select78
Figure 58. Item Detail Report79
Figure 59. Batch Management (Activate/Deactivate)84
Figure 60. Search Batch Page (Activate/Deactivate)85
Figure 61. View Batches Page (Activate/Deactivate)86
Figure 62. Activate/ Deactivate Batch Page86
Figure 63. Batch Activate/ Activate Confirmation86
Figure 64. Administration>Batch Management90
Figure 65. Search Batch (Classify a Batch)92
Figure 66. View Batches92
Figure 67. View Checks View/Edit Classification93
Figure 68. Accounting Classification Summary Level93
Figure 69. Accounting Classification Summary Level94
Figure 70. Check Processing > Batch Management (Closing Single Batch)100
Figure 71. Search Batch Page (Closing Single Batch)101
Figure 72. View Batches Page (Closing Single Batch)102
Figure 73. View Checks Page (Closing Single Batch)102
Figure 74. Select to Close Batch102
Figure 75. Confirm Close Batch103
Figure 76. Batch Control103
Figure 77. Print PDF Report/Confirm Report Print104
Figure 78. Close Batch Confirmation105
Figure 79. View Batches Page (Closing Multiple Batches)107
Figure 80. Close Batch Confirmation (Closing Multiple Batches)107
Figure 81. Batch Control Setup (Closing Multiple Batches)108
Figure 82. Failed to Balance Batch108
Figure 83. Confirm Report Print (Closing Multiple)109
Figure 84. Close Batch Confirmation (Closing Multiple)110
Figure 85. Check Processing>Batch Management (Approving Single)118
Figure 86. Search Batch Page (Approve Single)119
Figure 87. View Batches Page (Approve Single)120
Figure 88. View Checks Page (Approve Single)120
Figure 89. View Batches (Approve Single)121
Figure 90. Confirm Batches to Approve (Approve Single)121
Figure 91. Confirm Report Print To Approve (Approve Single)122
Figure 92. Approve Batch Page (Approve Single)122
Figure 93. Batch Management (Approve Multiple Batches)127
Figure 94. Search Batches (Approve Multiple Batches)128
Figure 95. View Batches Page (Approve Multiple)129
Figure 96. View Batches (Approve Multiple)130
Figure 97. Confirm Batches (Approve Multiple)130
Figure 98. Confirm Report to Approve (Approve Multiple)131
Figure 99. Approve Batch (Batches that have been Approved)132
Figure 100. Upload Batch138
Figure 101. Upload Batch Summary of Batches138
Figure 102. Upload Batch Review Batches to Upload138
Figure 103. Batch Upload Task Completed Successfully139
Figure 104. Upload Batch Confirmation139
Figure 105. Acknowledge Batch141
Figure 106. Select Batches to Acknowledge142
Figure 107. Review the Batch(es) to be Acknowledged142
Figure 108. Batch Acknowledge142
Figure 109. Acknowledge Batch Confirmation143
Figure 110. Receipt Print Image (Scan Check)145
Figure 111. Print Receipt146
Figure 112. Batch Management (Receipt)146
Figure 113. Search Batch (Receipt)147
Figure 114. Summary of Batches (View Batches)148
Figure 115. View Checks Page (Receipt)148
Figure 116. Print Receipt148
Capturing and Managing Checks OfflineBureau of the Fiscal Service
Capturing and Managing Checks Offline Bureau of the Fiscal Service
Bureau of the Fiscal Service Capturing and Managing Checks Offline
31Check Capture and Check Processing OfflineRelease 2.1/September 2015
56Capturing and Managing Checks Offline
Capturing and Managing Checks Offlineiii
Audience, Overview and TopicsAudience
The intended audience for the Capturing and Managing Checks Offline Participant User Guide includes:
Check Capture Operator (CCO) (Batch Approver/ Batch Uploader)
Check Capture Lead Operator (CCLO) (Batch Approver/ Batch Uploader)
Check Capture Supervisor (CCS)
Overview
Welcome to Capturing and Managing Checks Offline. In this chapter, you will learn:
The purpose of capturing and managing checks offline
How to capture a check offline
How to manage failed image quality
How to resolve a duplicate check
How to void a check
How to verify a Local Verification Record (LVD)
How to perform batch control and batch balancing
How to view and print a batch list / item
How to activate/deactivate a batch
How to classify a batch
How to close a batch
How to approve a batch
How to upload a batch
How to acknowledge a batch
How to print a receipt
Topics
This chapter is organized by the following topics:
1. Purpose of Capturing and Managing Checks Offline
2. Capture a