Propertyware ePayments: Check Scanning User Guide

Propertyware ePayments:

Check Scanning User Guide

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Propertyware Check Scanning User Guide

Copyrights

© 2002-2009 Propertyware, Inc. All rights reserved. No part of this publication may be reproduced,

transmitted or stored in any archives without the expressed written permission of Propertyware, Inc.

PURPOSE This guide is intended for use by users of the Propertyware ePayments check scanning application.

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Table of Contents Before You Begin................................................................................................................................................. 1

Supported Check Scanners ............................................................................................................................. 1

Attaching the Check Scanner ......................................................................................................................... 1

Installing the Software ................................................................................................................................... 2

Using this Guide .............................................................................................................................................. 2

More Information ....................................................................................................................................... 2

Process Steps.............................................................................................................................................. 2

Action Words .............................................................................................................................................. 2

User Accounts and Passwords ...................................................................................................................... 3

Starting the Application ................................................................................................................................. 3

Logging In ....................................................................................................................................................... 4

Logging Out .................................................................................................................................................... 5

Session Timeout ............................................................................................................................................. 5

Basic Navigation ............................................................................................................................................. 5

The Toolbar ................................................................................................................................................. 5

Using Help ....................................................................................................................................................... 6

Scanning Workflow ............................................................................................................................................ 8

Scanning Items ................................................................................................................................................... 9

Scanning Functions ....................................................................................................................................... 10

The Scan Control Page .................................................................................................................................. 10

Starting a Scan ............................................................................................................................................... 11

Canceling a Scan in Progress ........................................................................................................................ 12

Restarting a Canceled Scan .......................................................................................................................... 12

Clearing Scan Results .................................................................................................................................... 12

Interpreting Scan Results ............................................................................................................................. 12

Deleting Scanned Images ............................................................................................................................. 13

Working with Scanned Items ............................................................................................................................ 14

The Scan Repair Page .................................................................................................................................... 14

The Review Queue ........................................................................................................................................ 16

The Scan Review Page .................................................................................................................................. 17

Deleting a Check-Tenant Association ........................................................................................................... 19

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Re-associating a Check with a Tenant ......................................................................................................... 20

Uploading Items ................................................................................................................................................ 21

Working with Queues ...................................................................................................................................... 22

Displaying and Hiding the Contents of a Queue ......................................................................................... 23

Sorting a Queue ............................................................................................................................................ 23

Menu and Keyboard Shortcuts ........................................................................................................................ 24

Right Click Options ....................................................................................................................................... 24

Hotkeys ......................................................................................................................................................... 26

Viewing the Ledger and Scan Logs ................................................................................................................. 27

Viewing the Quality Assurance Log ............................................................................................................. 28

Quality Assurance Log Fields ................................................................................................................... 28

Viewing the Change Log .............................................................................................................................. 29

Change Log Fields .................................................................................................................................... 29

Messages .......................................................................................................................................................... 30

Messages Toolbar ........................................................................................................................................ 30

Sending Messages ......................................................................................................................................... 31

Reading Messages........................................................................................................................................ 32

Search ............................................................................................................................................................... 33

Search Parameters ....................................................................................................................................... 34

Performing a Search ..................................................................................................................................... 35

Clearing Search Parameters ......................................................................................................................... 35

Reports ............................................................................................................................................................. 36

Running Reports .......................................................................................................................................... 36

Viewing Scanned Checks on Tenant Ledgers in Propertyware ..................................................................... 37

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Table of Figures Figure 1 - Login Screen........................................................................................................................................ 3

Figure 2 - Main Window...................................................................................................................................... 4

Figure 3 - Toolbar ................................................................................................................................................ 5

Figure 4 - About Propertyware ePayments Window........................................................................................ 6

Figure 5 - Event Viewer Window ........................................................................................................................ 7

Figure 6 - Import Control Window .................................................................................................................... 9

Figure 7 - Scan Window: Scan Control Page .................................................................................................... 11

Figure 8 - Scanned Items List ............................................................................................................................ 13

Figure 9 - Personal Check Fields ....................................................................................................................... 14

Figure 10 - Business Check Fields ...................................................................................................................... 15

Figure 11 - Scan Repair Message ....................................................................................................................... 15

Figure 12 - Scan Repair Completed Message ................................................................................................... 16

Figure 13 - The Queues Page ............................................................................................................................. 17

Figure 14 - Scan Review Page ............................................................................................................................ 18

Figure 15 - Status Change Buttons .................................................................................................................... 19

Figure 16 - Ledger View ..................................................................................................................................... 19

Figure 17 - Building Drop-down Menu ............................................................................................................. 20

Figure 18 - Queues Page with all Queues Collapsed ....................................................................................... 22

Figure 19 - Right Click Menu Options ............................................................................................................... 24

Figure 20 - Ledger and Logs Menu .................................................................................................................. 27

Figure 21 - Quality Assurance Log Example ..................................................................................................... 28

Figure 22 - Flagged Items Quality Assurance .................................................................................................. 28

Figure 23 - Change Log Example ...................................................................................................................... 29

Figure 24 - Messages Window .......................................................................................................................... 31

Figure 25 - New Message Window .................................................................................................................. 32

Figure 26 - Search Window .............................................................................................................................. 33

Figure 27 - Report Example .............................................................................................................................. 36

Figure 28 - Payment Detail Page ...................................................................................................................... 37

Figure 29 - Image of Scanned Check ............................................................................................................... 38

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Before You Begin

If this is your first time using the check scanning system, consider reviewing this section. We’ve

included some helpful information to get you started.

Supported Check Scanners

The following check scanning models from Digital Check and Panini are currently compatible with

our ePayments check scanning solution.

Manufacturer Model Name Model Numbers

Digital Check CheXpress CX30

Teller Scan 215, 230, 4120

Panini Vision X Various models

Scanners from Canon will be supported soon.

There is an optional software interface that can be purchased which links ePayments to

scanners that are not directly supported. For more information about purchasing this

software, please contact FTNI.

Attaching the Check Scanner

In order for Windows to correctly identify the scanner when attached to the computer, it is

important that “drivers” for the scanner are installed before attaching the scanner to the computer.

(A driver is a small piece of software that allows the hardware to communicate with the operating

system and other software.)

The manufacturer of your check scanner most likely provided drivers with the check scanner. Follow

the recommended installation procedure provided by the manufacturer.

For those without documentation or drivers, you may be able to download these files directly from

the manufacturer’s website. Drivers are often located under the Support section. Be sure to

download the driver appropriate for your check scanning model and/or operating system, and save it

to your hard drive in a location where you will be able to find it. After saving the file, double-click it

to install the drivers.

After installing the drivers, attach the power and cables to the scanner. Plug in the scanner, attach it

to the computer using the cables provided, and depending on the model, turn on the scanner. You

are now ready to install the software.

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Installing the Software

After the scanner drivers have been installed and the scanner has been attached to the computer,

install the check scanning software. The checking scanning software can be installed from this

location: https://www.ftnirdc.com/install/propertyware/publish.htm

When the web page is displayed, click on the Install button to begin the installation process.

Using this Guide

We’ve attempted to make this guide as easy to use as possible. Here are a few examples.

More Information

Look for this symbol when there is more information related to a topic.

When there is a reason to caution you or remind you of an important fact, we use this

symbol to call attention to this information.

Process Steps

Process steps are always numbered.

1 Step #1.

2 Step #2.

3 Step #3.

Action Words

To call your attention to the most important words in a process step, these words are in bold.

There may be functionality described in this guide to which you do not have access.

Please contact your administrator if you believe you require additional access.


User Accounts and Passwords

User accounts for the scanning application

same as your Propertyware username (

your user name followed by “12” (i

prompted to change your password.

Starting the Application

To start the application, perform the following steps:

1 Click the Propertyware ePayments icon located on your desktop

If the ePayments icon cannot be found on your desktop, you can start the application

from the FTNI folder located under All Programs within the Start menu.

Figure 1 - Login Screen


and Passwords

for the scanning application are created by Propertyware. Your username will be the

e as your Propertyware username (i.e., [email protected]). By default, your

i.e., [email protected]). Upon first login you will be

prompted to change your password.

n, perform the following steps:

Click the Propertyware ePayments icon located on your desktop.



Click Login

Enter Username,

Password and Site

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. Your username will be the

your password is

Upon first login you will be



Click Login

Enter Username,

Password and Site

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The Work Offline option allows you

password or site abbreviation

As a general rule, you

password and site a

In the rare event when

select Work Offline

you can then login as normal

Logging In

To login, perform the following steps:

1 At the login prompt, enter your

2 Click Login. The home page is displayed.

Figure 2 - Main Window

If you attempt to login unsuccessfully more than three times within a 20

period, your user account will be locked

your user account unlocked.


option allows you to start the application without a username

or site abbreviation. Doing so provides only limited functionality.

, you should always log in to the application with your user name,

abbreviation.

when your internet connection is temporarily unavailable

and scan checks. Once your internet connection has been restored,

as normal and upload the checks that have been scanned.

To login, perform the following steps:

At the login prompt, enter your Username, Password and Site Abbreviation

in. The home page is displayed.

If you attempt to login unsuccessfully more than three times within a 20

period, your user account will be locked. If this happens, contact Propertyware to have

your user account unlocked.

Toolbar


start the application without a username,

Doing so provides only limited functionality.

log in to the application with your user name,

your internet connection is temporarily unavailable you could

your internet connection has been restored,

that have been scanned.

Site Abbreviation.

If you attempt to login unsuccessfully more than three times within a 20-minute

. If this happens, contact Propertyware to have


Logging Out

1 You can click the Exit button located at the right side of the toolbar, click on

simply close the window.

Session Timeout

If your session is inactive for a period

prompted to enter your password in order to

Basic Navigation

As you begin working with the check scanning application, you’ll discover how easy it is to use.

Starting and navigating the application is simple.

The Toolbar

The toolbar is used to access all the basic functions. For example, to begin the process of scanning

items, you would click the Scan button

Figure 3 - Toolbar

Clicking the Home

when you log in.

Clicking the Scan

area where you will

Clicking the Queues

scanned items can be viewed in various

Approved, Transmitted, Return and Error.

Clicking the Messages

send messages to other users of the appli

Clicking the Search

queues and remote storage. A number of search options are available, including

scan date, batch ID, item ID and dollar amount.


button located at the right side of the toolbar, click on

period of 20 minutes your session will be closed and you will be

enter your password in order to resume working.

the check scanning application, you’ll discover how easy it is to use.

Starting and navigating the application is simple.

cess all the basic functions. For example, to begin the process of scanning

button on the Toolbar.

the Home button displays the home page, which is the first page y

when you log in.

the Scan button displays the scanning section of the application. It is in this

area where you will scan, repair and upload your scanned checks.

the Queues button displays the queue section of the applicat

scanned items can be viewed in various queues. The queues are Review, Hold,

Transmitted, Return and Error.

Messages button displays the area within the application where you can

send messages to other users of the application.

Search button displays the search function allowing you


scan date, batch ID, item ID and dollar amount.

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button located at the right side of the toolbar, click on File �� Exit or

closed and you will be

the check scanning application, you’ll discover how easy it is to use.

cess all the basic functions. For example, to begin the process of scanning

the home page, which is the first page you see

button displays the scanning section of the application. It is in this

button displays the queue section of the application where

Review, Hold,

button displays the area within the application where you can

button displays the search function allowing you to search local


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Clicking the Reports

you can run various

Clicking the Exit button closes

Using Help

Reviewing the Online User Guide

To view the online version of this user guide, perform the following steps:

1 From the toolbar, select the

2 Click Contents. The Help window is displayed.

3 Use the Table of Contents in the left navigation pane to locate the needed topic.

Determining the Version

To determine the version of the application


2 Click About. The About Propertyware ePayments window is displayed

3 When finished, click OK. The window closes.

Figure 4 - About Propertyware ePayments Window

Version

When Fin

Click OK


Reports button displays the report area within the application where

you can run various reports.

Clicking the Exit button closes the application.

Reviewing the Online User Guide

To view the online version of this user guide, perform the following steps:

From the toolbar, select the Help menu drop-down. The list of Help options is displayed.

. The Help window is displayed.

Use the Table of Contents in the left navigation pane to locate the needed topic.

e the version of the application you are using, perform the following steps:

From the toolbar, select the Help menu drop-down. The list of Help options is displayed.

. The About Propertyware ePayments window is displayed.

. The window closes.

About Propertyware ePayments Window

Version

When Finished,

Click OK


displays the report area within the application where

down. The list of Help options is displayed.

Use the Table of Contents in the left navigation pane to locate the needed topic.

using, perform the following steps:



Viewing the Event Log

To view the event log, perform the following steps:


2 Click Event Log. The About Event Viewer window is displayed

Figure 5 - Event Viewer Window

If there are events in the log you would like to forward to your support area, highlight

the event entries and click S

You can also copy entries to an email by highlighting the entries, clicking Copy to

Clipboard and pasting into the body of an email.

To clear the contents of the events list, click Clear.


To view the event log, perform the following steps:

From the toolbar, select the Help menu drop-down. The list of Help options is

. The About Event Viewer window is displayed.


the event entries and click Send to Support.


Clipboard and pasting into the body of an email.

To clear the contents of the events list, click Clear.

List of Events

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Scanning Workflow

There are two different approaches you can take when scanning items. Select the method that

works best in your environment.

The first method is the recommended approach as the images are uploaded and saved to the Review

queue on the server and can be accessed by anyone within your organization. This approach is

better suited when someone other than the individual who scans the checks is responsible for

reviewing and approving the checks or in situations where you have a large number of checks to

scan but you may not be able to complete the entire process at one time.

This second method is better suited when only a few items are being scanned and/or when the same

individual who scans the checks will also review and approve them.

If you exit without uploading, all scanned items and any work done will be lost.

1 Scan: The scan process captures the check information, and displays one record for each

item scanned.

2 Scan Repair: Make corrections to the scanned items and/or associate checks with tenants in

Propertyware.

3 Upload: This uploads the checks to the Review queue on the server. The items can be

reviewed and approved from this queue.

4 Review and Approve: Working in the Review queue, you can review items that have been

scanned to verify accuracy and change the status to approved. The approved items move to

the Approved queue and will show as payments on tenant ledgers in Propertyware, and will

automatically be processed for payment.

OR

3 Review and Approve: Review items that have been scanned to verify accuracy. Change

status to approved.

4 Upload: This uploads the checks to the Approved queue. Items in the Approved queue will

show as payments on tenant ledgers in Propertyware, and will automatically be processed

for payment.

Regardless of which method you use, you cannot upload until you have completed the

Scan Repair process. Therefore after scanning, if there are items that needed to be

repaired, your next step should be to repair those items.


Scanning Items

The first step in the workflow process is to scan your c

accessed by clicking on the Scan button in

during any session the Import Control window

Propertyware account have been imported to

There is no need to make any changes to this page, simply click on

Figure 6 - Import Control Window


The first step in the workflow process is to scan your checks. Scanning functions are

accessed by clicking on the Scan button in the Toolbar. The first time you click on this tab

the Import Control window displays indicating that records from your

Propertyware account have been imported to the check scanning application.

There is no need to make any changes to this page, simply click on the Continue button.

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Scanning functions are

The first time you click on this tab

from your

button.

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Scanning Functions

There are three scanning functions each represented by a tabbed page. Clicking a tab displays

information related to that particular function. The three tabbed functions are described below:

�� Scan Control: This page is displayed by default. This is the area where check scanning is

done.

�� Scan Review: After checks have been scanned, clicking on Scan Review takes you to the

page where you will be able to view the scanned checks, check status and any resulting

messages.

�� Scan Repair: This tabbed page indicates a number in parenthesis that represents the number

of scanned images that need to be corrected. Clicking this tab brings you to the page where

you can fix any errors and/or associate checks with tenants.

The Scan Control Page

This is the area within the application where you initiate the scanning process. Many of the options

in this area have been preconfigured and do not need to be changed. The areas on this page that

will require your attention are:

�� Scan Control buttons

�� The list of scanned items area

�� The Page tabs

�� The Upload button


Figure 7 - Scan Window: Scan Control Page

Starting a Scan

Before scanning your first batch of checks, p

determine how many checks the scanner can accommodate at one time.

To start a scan, perform the following steps:

1 Confirm that the scanner is turned on.

2 Place the checks in the scanner. Do not place more checks in the holder than your scanner

can accommodate.

3 Click the Start Scan button located

The items scanned appear in

4 If you have more checks to scan repeat steps 2

After all checks have been scanned, you will need to fix any that have been flagged fo

“repair.”


Scan Window: Scan Control Page

Before scanning your first batch of checks, please refer to the documentation for your scanner to

determine how many checks the scanner can accommodate at one time.

a scan, perform the following steps:

Confirm that the scanner is turned on.

Place the checks in the scanner. Do not place more checks in the holder than your scanner

button located on the Scan Control page. The scanner scans

The items scanned appear in the scanned items area.

If you have more checks to scan repeat steps 2-3 for each “batch” of checks to be scanned.

After all checks have been scanned, you will need to fix any that have been flagged fo

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lease refer to the documentation for your scanner to

Place the checks in the scanner. Do not place more checks in the holder than your scanner

scans the checks.

3 for each “batch” of checks to be scanned.

After all checks have been scanned, you will need to fix any that have been flagged for

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The terms “batch” or “batches” refers to the number of checks that are scanned at any

one time by the scanner

software. These may not necessarily be the same.

For example, if your scanner can only accommodate 10 checks at a time, and you have

100 checks to scan, you would scan those checks in 10 batches of 10 checks each. As

you scan, the scanning software appends each batch to the list of checks previously

scanned. After all 1

When you upload those 100 checks the system considers that to be ONE

other words, regardless of how many scanned batches it took to make your list of

scanned checks, it is the Up

software.

Canceling a Scan in Progress

To cancel a scan in progress, click Cancel

Restarting a Canceled Scan

If you have canceled a scan in progress but have not yet cleared the

restart the scan by clicking Start Scan

Clearing Scan Results

To clear the results of a scan, click

A scan may not be active while you are attempting to clear the scanned items li

Interpreting Scan Results

The Scan Control page lists the items that have been scanned. Items in white have a high

“confidence” level, i.e., an acceptable image quality that will not likely result in the check being

rejected. Images with lower confidence ratings have a poor image quality. Items in red have the

lowest confidence level and should be deleted and rescanned. See



by the scanner and also to the number of checks that are uploaded

. These may not necessarily be the same.

ur scanner can only accommodate 10 checks at a time, and you have


scanning software appends each batch to the list of checks previously

10 batches have been scanned you will have one list of 100 checks

When you upload those 100 checks the system considers that to be ONE


scanned checks, it is the Upload button that determines a batch in the scanning

Cancel. The scan stops.

If you have canceled a scan in progress but have not yet cleared the scanned item list, you may

Start Scan.

To clear the results of a scan, click Clear. The scanned items list is cleared.

A scan may not be active while you are attempting to clear the scanned items list.



idence ratings have a poor image quality. Items in red have the

lowest confidence level and should be deleted and rescanned. See Deleting Scanned Images



checks that are uploaded by the

ur scanner can only accommodate 10 checks at a time, and you have


scanning software appends each batch to the list of checks previously

you will have one list of 100 checks.

When you upload those 100 checks the system considers that to be ONE batch. In


load button that determines a batch in the scanning

scanned item list, you may



idence ratings have a poor image quality. Items in red have the

Deleting Scanned Images below.


Figure 8 - Scanned Items List

Deleting Scanned Images

Items with a very low confidence rating should be deleted and rescanned. Rescanning checks

often result in a better quality image.

To delete scanned images, perform these steps:

1 On the Scan Control page, click the item to be deleted.

a. For multiple items, h

b. Repeat the CTRL + Click process for all items to be deleted.

2 Right-click and select Delete Selected

If rescanning checks continues to return poor quality images, you may need to adjust

scanner options affecting image quality. These options are located under the Setup

menu.


ith a very low confidence rating should be deleted and rescanned. Rescanning checks

in a better quality image.

To delete scanned images, perform these steps:

On the Scan Control page, click the item to be deleted.

For multiple items, hold down the CTRL key and click the next item to be deleted

Repeat the CTRL + Click process for all items to be deleted.

Delete Selected.


ner options affecting image quality. These options are located under the Setup

Items with a low confidence level

Items with a high confidence level

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ith a very low confidence rating should be deleted and rescanned. Rescanning checks can

to be deleted.


ner options affecting image quality. These options are located under the Setup

Items with a low confidence level

Items with a high confidence level

Page | 14


Working with Scanned Items

The second step in the workflow process is to “repair” and/or associate checks to tenants in

Propertyware.

The Scan Repair Page

After scanning is complete the Scan Repair tab indicates in parenthesis the number of checks that

need to be “repaired.”

Reasons that items may need to be repaired include items on checks that could not be correctly

interpreted by the check scanning software and/or checks that have not yet been associated with

tenants. Some fields may be missing data while others have incorrect data. See Figures 10 and 11

below identifying the fields on personal and business checks. Note that the ABA# is also referred to

as the Routing/Transit #.

It is important that you complete this step before exiting out of the program. If you

exit without repairing, all scanned checks will be lost and will need to be rescanned.

It is a good practice to always verify information in each of the fields whenever doing a

scan repair, even if those fields are not highlighted or flagged for repair! Any

corrections to any of these fields can easily be made on this screen.

Business checks will display two additional fields, highlighted in green. These fields

include Aux On-Us and EPC Code. Green fields are optional and do not need to be filled

in.

Figure 9 - Personal Check Fields


Figure 10 - Business Check Fields

Until checks are associated with tenant

been associated with all your tenants, the number of items to repair will be limited to scanning

errors, checks from new tenants tha

tenants that have not yet been associated

Follow these steps to “repair” and/or associate the scanned checks with tenants in

Propertyware account.

1 Click on the Scan Repair tab. The Scan

be repaired.

2 The message area indicates what

corrected display in pink. Optional fields display in green.

Figure 11 - Scan Repair Message

3 Make any necessary corrections and verify

fields as these fields will not

show the tenant information, jump t


enants they will be flagged as requiring repair. Once checks have

tenants, the number of items to repair will be limited to scanning

from new tenants that have not yet been associated, or to checks from current

not yet been associated (i.e., a new or secondary checking account).

Follow these steps to “repair” and/or associate the scanned checks with tenants in your

Click on the Scan Repair tab. The Scan Repair page displays with the first check that needs to

indicates what corrections need to be made and fields that need

Optional fields display in green.

Make any necessary corrections and verify that there is data in the Building,

not display in pink or green if they are blank. If these fields correctly

show the tenant information, jump to step 5.

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Once checks have

tenants, the number of items to repair will be limited to scanning

hecks from current

(i.e., a new or secondary checking account).

your

Repair page displays with the first check that needs to

fields that need to be

Unit and Tenant

If these fields correctly

Page | 16

4 If the Building, Unit and Tenant fields are blank, the check has not yet been associated with a

tenant. To associate the check with a tenant, click the drop

and select a building.

a. If the building is not a multi

and the tenant name will appear in the Tenant field.

b. If the building is a multi

and select the unit number

display in the Tenant field.

5 Click Next after making the necessary changes.

6 Repeat step 2-5 above for each item in this section.

When all items have been corrected, the message area changes to green and displays the

text:

Figure 12 - Scan Repair Completed Message

After repairing and/or associating checks to tenants, the next step depends on whether you prefer

to upload before reviewing/approving, or review and approving prior to uploading.

The Review Queue

If your workflow is to Scan, Repair,

section below.

If your workflow is to Scan, Repair,

the checks to Review queue on the server

To upload the checks to the Review queue, perform these steps:

1 Click on the tab for the Scan Control page.

2 On the Scan Control page, click the Upload button. Scanned checks are

queue on the server.


If the Building, Unit and Tenant fields are blank, the check has not yet been associated with a

To associate the check with a tenant, click the drop-down arrow in the Building field

If the building is not a multi-unit building, the Unit field will populate with “N

and the tenant name will appear in the Tenant field.

If the building is a multi-unit building, click on the drop-down arrow for the

and select the unit number for the tenant. Once selected, the tenant name will


after making the necessary changes.

5 above for each item in this section.


Scan Repair Completed Message


to upload before reviewing/approving, or review and approving prior to uploading.

If your workflow is to Scan, Repair, Review/Approve and Upload, skip to the Scan Review Page

your workflow is to Scan, Repair, Upload and Review/Approve, the next step would be to

e server.

the checks to the Review queue, perform these steps:

Click on the tab for the Scan Control page.

On the Scan Control page, click the Upload button. Scanned checks are moved to the Review


If the Building, Unit and Tenant fields are blank, the check has not yet been associated with a

down arrow in the Building field

unit building, the Unit field will populate with “NONE”

down arrow for the Unit field

ed, the tenant name will



Scan Review Page

the next step would be to upload

moved to the Review


To work with the items in the Review queue,

1 Click on the Queues button in the Toolbar.

2 Expand the Review queue by clicking on the Review button located in the Toolbar or by

clicking the Expand/Collapse arrow located at the left side of the queue.

3 The items in the queue display in a

in a Scan Review window.

4 Follow the steps listed under

Figure 13 - The Queues Page

The Scan Review Page

The Scan Review page allows you to review the scanned

association. Although there are a number of actions that can be performed on this page, the primary

objective is to review the scanned checks and to change

If you would like to exit the application before reviewing checks, you must first upload

the scanned items to the server. This will place the scanned items in the Review queue

on the server and you will be able to review th

If you fail to upload the items, the scanned checks will be lost and will need to be

rescanned.


in the Review queue, perform these steps:

Click on the Queues button in the Toolbar.

Expand the Review queue by clicking on the Review button located in the Toolbar or by

clicking the Expand/Collapse arrow located at the left side of the queue.

ms in the queue display in a list; double-click the first item in the list. The item displays

in a Scan Review window.

Follow the steps listed under The Scan Review Page below.

eview page allows you to review the scanned image, the check data, and


is to review the scanned checks and to change the status to “Approved.”



you will be able to review them at a later time.


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Expand the Review queue by clicking on the Review button located in the Toolbar or by

. The item displays

check data, and the check-tenant





Page | 18

Figure 14 - Scan Review Page

Display the Scan Review page and

navigate from item to item:

1 In the Item Detail area, review the

matches the information as shown on the scanned image. Any changes can be made by

clicking on the EDIT button and

skip this step for those checks you previously verified on the Scan Repair page.

2 Verify Building, Unit and Tenant information.

a. If the check-tenant ass

and re-associate the check

Association and Re

3 After verifying all check information and making any necessary corrections, c

status from Review to Approve

Review to Approved. If you are working in the Review queue, the item will also be moved

into the Approved queue.


perform the following functions, using the Navigation arrows

eview the items under Scan Data to verify that this information


button and, when done, by clicking on the LOCK button.


Verify Building, Unit and Tenant information.

tenant association is incorrect, you will need to delete this association

the check to a tenant record. See Deleting a Check

Re-associating a Check with a Tenant below.

After verifying all check information and making any necessary corrections, c

to Approve by clicking on the Approve button. The status changes from

. If you are working in the Review queue, the item will also be moved

Note: A check must have a status of Approved in order to be


avigation arrows to

that this information


button. Note: You can


this association

Check-Tenant

After verifying all check information and making any necessary corrections, change the

The status changes from

. If you are working in the Review queue, the item will also be moved

Note: A check must have a status of Approved in order to be


processed for payment.

Figure 15 - Status Change Buttons

4 In addition to approving checks, you can change the status to

clicking on the Status Change button depending on the actual condition of the check being

reviewed.

5 Once all checks have been approved, upload them to the server by returning to

the Scan Control page and clicking the Upload button.

previously uploaded they are moved from the Review queue to the Approved

queue. There is no need to upload.

Deleting a Check-Tenant Association

If a check-tenant association is incorrect, you will need to delete that association so that the check

can be associated to the correct tenant.

1 If the check with the incorrect

Scan Review page, use the Navigation arrows to navigate to the check.

2 Confirm that the View displayed is

3 In the Ledger area of the screen, click on

Figure 16 - Ledger View

4 Click on the Delete button.

5 At the prompt “Click OK to delete the MICR Match for future scans or Cancel to keep it

Click OK. Note: If you click Cancel, the item will be deleted

not.


Status Change Buttons

In addition to approving checks, you can change the status to Hold, Review or Error by


Once all checks have been approved, upload them to the server by returning to

the Scan Control page and clicking the Upload button. If the items have been


e is no need to upload.

Tenant Association

tenant association is incorrect, you will need to delete that association so that the check

be associated to the correct tenant.

the incorrect tenant association is not displayed in the Image area of the

Scan Review page, use the Navigation arrows to navigate to the check.

displayed is “Ledger.”

In the Ledger area of the screen, click on the item to be deleted.

button. At the prompt, click OK to confirm the deletion.

Click OK to delete the MICR Match for future scans or Cancel to keep it

Note: If you click Cancel, the item will be deleted but the check-tenant association will

Page | 19

or Error by


Once all checks have been approved, upload them to the server by returning to

If the items have been


tenant association is incorrect, you will need to delete that association so that the check

is not displayed in the Image area of the

Click OK to delete the MICR Match for future scans or Cancel to keep it.”

tenant association will

Page | 20

Re-associating a Check with a Tenant

Check-tenant associations are generally done on the Scan Repair page. However, if an existing

association between a check and a tenant record is deleted the check will

to a tenant record; this is done on the Scan Review page.

1 If the check to be associated with a tenant is not displayed in the Image area of the Scan

Review page, use the Navigation arrows to navigate to the check.

2 Above the Building, Unit and Tenant fields, click the MICR Match button

List All Available to List Only Matches

options. It must show as List

record.

Figure 17 - Building Drop-down Menu

3 Click on the drop-down arrow in the Building field and

down list.

a. If the building is not a multi

and the tenant name will

b. If the building is a multi


display in the Tenant field

Once the association has been made, the ledger window will display the Building, Unit,

Tenant, Amount and Lease ID information


ssociating a Check with a Tenant

associations are generally done on the Scan Repair page. However, if an existing

association between a check and a tenant record is deleted the check will need to be re

a tenant record; this is done on the Scan Review page.

If the check to be associated with a tenant is not displayed in the Image area of the Scan

Review page, use the Navigation arrows to navigate to the check.

ng, Unit and Tenant fields, click the MICR Match button to change it from

List Only Matches. Clicking this button toggles it between these two

List Only Matches in order to associate the check to a tenant

down Menu

down arrow in the Building field and Select the building from the drop

If the building is not a multi-unit building, the Unit field will populate with “NO

and the tenant name will nappear in the Tenant field.

If the building is a multi-unit building, click on the drop-down arrow for the Unit field




Tenant, Amount and Lease ID information.


associations are generally done on the Scan Repair page. However, if an existing

need to be re-associated

If the check to be associated with a tenant is not displayed in the Image area of the Scan

to change it from

. Clicking this button toggles it between these two

in order to associate the check to a tenant

Select the building from the drop-

unit building, the Unit field will populate with “NONE”

down arrow for the Unit field




Uploading Items

Uploading scanned items moves them

and approved. Items with a status of “approved” triggers that they be processed for payment

causes them to show up as payments

You must first repair any scanned items before they can be uploaded. You can optionally revi

approve before uploading. If you review and approve

placed in the Approved queue, processed for payment

If you upload items with a status of Review, they will b

Likewise, items uploaded with a status of Hold will be placed in the Hold queue,

status of Error can be found in the Error queue.

Only checks with a status of Approved will be processed for

the tenant ledger in Propertyware.

To upload items, perform the following steps:

1 Display the Scan Control page by clicking on the Scan Control tab.

2 Click the Upload button.


Uploading scanned items moves them to the server. Once on the server, the items can be reviewed

pproved. Items with a status of “approved” triggers that they be processed for payment

causes them to show up as payments on tenant ledgers in Propertyware.

You must first repair any scanned items before they can be uploaded. You can optionally revi

approve before uploading. If you review and approve before uploading, the uploaded items will be

processed for payment and will show up on the tenant ledgers.

If you upload items with a status of Review, they will be placed in the Review queue on the serve

Likewise, items uploaded with a status of Hold will be placed in the Hold queue, and

be found in the Error queue.

Only checks with a status of Approved will be processed for payment and show up on

the tenant ledger in Propertyware.

, perform the following steps:

Display the Scan Control page by clicking on the Scan Control tab.

Page | 21

the server. Once on the server, the items can be reviewed

pproved. Items with a status of “approved” triggers that they be processed for payment and

You must first repair any scanned items before they can be uploaded. You can optionally review and

uploading, the uploaded items will be

and will show up on the tenant ledgers.

Review queue on the server.

and those with a

payment and show up on

Page | 22

Working with Queues

Queues are accessed by clicking on the Que

uploaded they are placed into queues based on their status.

Within the Queues section of the application, you can perform the following functions:

�� Review the contents of each queue

�� Review the totals (number of items and dollar amount) for each queue

�� Change the status of selected items

There are six queues:

Queue Description of Items

Review Items that were uploaded with a status of Review or items that were in other queues and have habe reviewed.

Hold Items that were uploaded with a status of Hold or items that were in other queues and have had their status changed to Hold. These are ibeen identified as not be

Approved Items that were uploaded with a status of Approved or items that were in other queues and have had their status changed to Approved. These items automatically submitted for paymentledgers.

Transmitted Items that have been

Return Items that have been returned (not paid)

Error Items that were uploaded with a status of Error or items that were in other queues and have had their statuscorrected, if possible, or discarded.

Figure 18 - Queues Page with all Queues Collapsed


Working with Queues

ng on the Queues button in the application Toolbar. When items are

uploaded they are placed into queues based on their status.


Review the contents of each queue

ew the totals (number of items and dollar amount) for each queue

Change the status of selected items

of Items

were uploaded with a status of Review or items that were in other queues and have had their status changed to Review. These items are ready to

Items that were uploaded with a status of Hold or items that were in other queues and have had their status changed to Hold. These are items that have been identified as not being ready to be submitted for payment.

Items that were uploaded with a status of Approved or items that were in other queues and have had their status changed to Approved. These items

submitted for payment and the payments will show up on tenant

Items that have been submitted for payment.

Items that have been returned (not paid).

Items that were uploaded with a status of Error or items that were in other queues and have had their status changed to Error. These items should be corrected, if possible, or discarded.

Page with all Queues Collapsed


When items are


were uploaded with a status of Review or items that were in other d their status changed to Review. These items are ready to

Items that were uploaded with a status of Hold or items that were in other tems that have

to be submitted for payment.

Items that were uploaded with a status of Approved or items that were in other queues and have had their status changed to Approved. These items will be

will show up on tenant

Items that were uploaded with a status of Error or items that were in other changed to Error. These items should be


Displaying and Hiding the Contents of a Queue

Clicking the toggle button (at the left side of the queue bar) will either d

of a queue.

If the queue is expanded, clicking on the

If the queue is collapsed, clicking on

the queue.

Alternatively, you can also click one of the Queue buttons in the

the Toolbar buttons

queues at the same time use the toggle button to expand each queue you want to

view.

Sorting a Queue

You can sort a queue by the clicking a

Ascending Sort

Figure 19: Queue Column Sorting Example


the Contents of a Queue

(at the left side of the queue bar) will either display or hide the contents

If the queue is expanded, clicking on the toggle button collapses it, hiding the contents in the queue.

ing on the toggle button expands the queue, displaying

Alternatively, you can also click one of the Queue buttons in the Toolbar.

the Toolbar buttons you can only view one queue at a time. To display multiple


clicking a column heading.

Descending Sort

: Queue Column Sorting Example

Page | 23

isplay or hide the contents

collapses it, hiding the contents in the queue.

ing the items in

oolbar. When using

you can only view one queue at a time. To display multiple


Descending Sort

Page | 24

Menu and Keyboard Shortcuts

Right Click Options

You can use the right click menu when working with items on the Scan

section of the application) or when working with items listed in queues.

Scan Control right click menu

Figure 19 - Right Click Menu Options

Menu Option On the Scan Control page

Approve Selected Changes the stto Approved.

Approve All Not available.

Review Selected Changes the status of selected items to Review.

Review All Not available.


Menu and Keyboard Shortcuts

the right click menu when working with items on the Scan Control page (within the Scan

when working with items listed in queues.

Review Queue right click menu

On the Scan Control page In Queues

the status of selected items Approved.

Changes the status of selected items to Approved and moves theApproved Queue. This menu option is not available when working with items in the Approved Queue.

Not available. Changes the status of queue to Approved and moves to the Approved Queue. option is not available when working with items in the Approved

Changes the status of selected items

Changes the status of selected items to Review and moves Review Queue. This menu option is not available when working with items in the Approved Queue.

Not available. Changes the status of all items in a queue to Review and moves the Review Queue. This menu ois not available when working with items in the Review Queue.


page (within the Scan

of selected items to Approved and moves them to the

This menu option is not available when working with items

ueue.

Changes the status of all items in a queue to Approved and moves them

ueue. This menu option is not available when working with items in the Approved Queue.

of selected items to Review and moves them to the

This menu option is not available when working with items

ueue.

Changes the status of all items in a queue to Review and moves them to

This menu option is not available when working with

ueue.

Page | 25


Menu Option On the Scan Control page In Queues

Hold Selected Changes the status of selected items to Hold.

Changes the status of selected items to Hold and moves them to the Hold Queue. This menu option is not available when working with items in the Hold Queue.

Hold All Not available. Changes the status of all items in a queue to Hold and moves them to the Hold Queue. This menu option is not available when working with items in the Hold Queue.

Error Selected Changes the status of selected items to Error.

Changes the status of selected items to Error and moves them to the Error Queue. This menu option is not available when working with items in the Error Queue.

Delete Selected Deletes the scanned item from the item list. Item will not be uploaded.

Not available.

Discard Selected Not available. Changes the status to discarded and is removed from the queue. Use the Search function to locate and view items that have been discarded.

Refresh Queues Not available.

Refreshes the information displayed within all queues.

Export

Not available. Opens the Export Data dialogue box so that you can export data for items displayed within a queue.

Page | 26


Hotkeys

You can use hotkeys when working with items on the Scan Review page (within the Scan section of

the application) or on the Review Detail page (which displays whenever you double-click on an item

listed in a queue).

Hot Key On the Scan Review page On Review Detail page

Alt + A Changes the status of the displayed item to Approved.

Changes the status of the displayed item to Approved and moves it to the Approved Queue.

Alt + H Changes the status of the displayed item to Hold.

Changes the status of the displayed item to Hold and moves it to the Hold Queue.

Alt + R Changes the status of the displayed item to Review.

Changes the status of the displayed item to Review and moves it to the Review Queue.

Alt + E Changes the status of the displayed item to Error.

Changes the status of the displayed item to Error and moves it to the Error Queue.

Alt + F Displays the first item in the list of scanned items.

Displays the first item in the queue.

Alt + L Displays the last item in the list of scanned items.

Displays the last item in the queue.

Alt + N Displays the next item in the list of scanned items.

Displays the next item in the queue.

Alt + P Displays the previous item in the list of scanned items.

Displays the previous item in the queue.


Viewing the Ledger and Scan Logs

The ledger displays by default, however, you can

the logs can be viewed on the Scan Review page

the Review Detail page (which displays whenever you

�� Ledger - The ledger displays

as well as the amount of the check. The ledger is displayed by default.

�� Quality Assurance Log – This log records information related to the quality of the image

scanned.

�� Change Log – When changes are made to

change log.

Figure 20 - Ledger and Logs Menu


and Scan Logs

however, you can also view two different scan logs. The ledger and

can be viewed on the Scan Review page (within the Scan section of the application

which displays whenever you double-click an item in a queue

The ledger displays building, unit and tenant information associated with the

as well as the amount of the check. The ledger is displayed by default.

This log records information related to the quality of the image

changes are made to scanned items those changes can be viewed on the

Page | 27

wo different scan logs. The ledger and

within the Scan section of the application) or on

queue).

building, unit and tenant information associated with the check,

This log records information related to the quality of the image

scanned items those changes can be viewed on the

Page | 28

Viewing the Quality Assurance Log

To view the Quality Assurance Log, locate the

or the Review Detail page and select

Figure 21 - Quality Assurance Log Example

Quality Assurance Log Fields

The following is the list of Quality Assurance Log fields.

Field Description

Source Source of the image

Field Attribute that is being assessed

Value Number representing the quality of the attribute being assessed

Info Description of the value ranges (e.g., highest possible value)

If the item is flagged you can view the Quali

Figure 22 - Flagged Items Quality Assurance


iewing the Quality Assurance Log

Log, locate the View drop-down menu in either the Scan Review

and select Quality Assurance Log.

Quality Assurance Log Example

The following is the list of Quality Assurance Log fields.

Description

Source of the image

Attribute that is being assessed

Number representing the quality of the attribute being assessed

Description of the value ranges (e.g., highest possible value)

If the item is flagged you can view the Quality Assurance log to find out the reason.

surance


Scan Review page

Number representing the quality of the attribute being assessed


Viewing the Change Log

To view the Change Log, locate the

Review Detail screen and select Change Log

Figure 23 - Change Log Example

Change Log Fields

The following is the list of Change Log fields.

Field Description

Time Date and time when change occurred

User User who perfo

Field Field that was changed

Old Value of the field prior to the change

New Value of the field after the change


To view the Change Log, locate the View drop-down menu in either the Scan Review tab or in the

Change Log. The Change Log is displayed.

The following is the list of Change Log fields.

Description

Date and time when change occurred

User who performed the action that result in the change

Field that was changed

Value of the field prior to the change

Value of the field after the change

Page | 29

in either the Scan Review tab or in the

Page | 30


Messages

Messaging allows you to communicate to other users of the ePayments application. The

Messages area of the application is accessed by clicking on the Messaging button on the

Toolbar.

Messages Toolbar

Displays a new Message window

Saves the highlighted message

Prints the highlighted message

Deletes the highlighted message

Replies to the highlighted message

Forwards the highlighted message

Refreshes the messages window to check for new messages


Sending Messages

To send a message, perform the following steps:

1 Click the Messages button

application.

2 Click the New button in the Message

3 Select a recipient from the “To:” drop

a. If selecting Support and Customer Service, select a Category.

4 Enter a subject for the message on the Subject line.

5 Type the text of your message in the main window.

6 When finished, click the Send

Figure 24 - Messages Window



button on the Toolbar to access the messages area of the ePayments

button in the Messages Toolbar.

Select a recipient from the “To:” drop-down menu.

If selecting Support and Customer Service, select a Category.

Enter a subject for the message on the Subject line.

he text of your message in the main window.

Send button.

Page | 31

s area of the ePayments

Page | 32

Figure 25 - New Message Window

Reading Messages

Whenever you have unread message

the Messages button in the Toolbar.

1 Click the Messages button

application.

2 All messages (new and unread) are displayed in the message header window.

3 Click on the message you would like to view. The message displays in the message viewer

window at the right side of the page.

You can click on the View drop

To return to your Inbox, click the View drop


messages the number of new messages is indicated in parenthesis

the Toolbar. To view a message, perform the following steps:

button on the Toolbar to access the messages area of the ePayments

nread) are displayed in the message header window.

Click on the message you would like to view. The message displays in the message viewer

window at the right side of the page.

You can click on the View drop-down menu to display messages that have been

To return to your Inbox, click the View drop-down menu and select Inbox.


parenthesis on


on the Toolbar to access the messages area of the ePayments

nread) are displayed in the message header window.

Click on the message you would like to view. The message displays in the message viewer

down menu to display messages that have been sent.

down menu and select Inbox.


Search

The search function allows you to search for items using a number of search parameters.

You can search for multiple items or

by clicking on the Search button in the Toolbar.

Although you can search for items in your

is more likely that you will search for

Items are saved in remote storage for 90 days.

Figure 26 - Search Window


allows you to search for items using a number of search parameters.

items or just a specific item. The search function is accessed

button in the Toolbar.

Although you can search for items in your the local queue (items that have not yet been

for items that have been uploaded to the server (r

Items are saved in remote storage for 90 days.

Page | 33

allows you to search for items using a number of search parameters.

nction is accessed

(items that have not yet been uploaded) it

emote storage).

Page | 34


Search Parameters

Any combination of the following search parameters may be specified.

Search Parameter Description

Search Scope Select Remote Storage to search items that have been uploaded. Selecting Local Queues searches only items that have not been uploaded.

Site If you have only one site, you can leave this search value at Any. If you have more than one site, and want to search a specific site, select it from the drop-down menu, otherwise all sites will be searched.

Item Type Accept the default value of Any or click the drop-down menu to select from Check, E-Pay ACH or E-Pay CC.

Date Range By default, the system will search for items based on the current scan date. You can select different date criteria and specify a different date. You can also select Any Date and the search will ignore the date range entered.

Batch ID Range Unique IDs are assigned to every batch. You may specify a range of batches through which to search. If you want to view records in a single batch and know the batch number enter that number in both the From and To fields.

Item ID Range Unique IDs are assigned to every item. You may specify a range of item IDs through which to search. If you want to search for a specific item enter the Item ID number in both the From and To fields.

Dollar Amount Range Specify a minimum and maximum dollar amount of the scanned check. If you want to search for checks with a specific dollar amount, enter that amount in both the Min and Max fields.

Settlement Amount If you have only one settlement account, you can leave this search value at Any. If you have more than one settlement account, and want to search a specific settlement account, select it from the drop-down menu, otherwise all settlement accounts will be searched.

Entered By Accept the default value of Any or click the drop-down menu to select a user account.

Item Status Accept the default value of Any or click the drop-down menu to select a specific status (i.e., review, approved, hold, etc.)

ABA Number Leave blank or enter a specific ABA (routing) number.

Checking Account # Leave blank or enter a specific checking account number.

Check Number Leave blank or enter a specific check number.

Payor Last Leave blank or enter a payor’s last name.

Custom Field 1 This field corresponds to the Portfolio in Propertyware.

Custom Field 2 This field corresponds to the Building in Propertyware.

Custom Field 3 This field corresponds to the Unit in Propertyware.

Ledger Fields Ledger fields that can be searched are Building, Unit, Tenant, Amount and Lease ID.

Change Log Fields You may search for any information that is saved in the Change log.

IQA Log Fields You may search for any information that is saved in the IQA log.

Page | 35


Performing a Search

Once you have specified your search parameters, click Search to initiate the search. The search

results are displayed in a list.

To view details of an item, double-click anywhere on the item be viewed. The Review Detail window

opens displaying the item information.

Clearing Search Parameters

To clear the search parameters, simply click Clear. All the search parameters are reset to their

default values and you are ready to start another search.

Page | 36

Reports

There are many pre-defined reports that

area of the application is accessed by clicking on the

Running Reports

To run a report, perform the following steps:

1 Click the Reports button on the Toolbar to access the reports area of the ePayments

application.

2 Select a report from the Report Name drop

3 Select the parameters for the report.

4 Click on the Run button. The repor

Figure 27 - Report Example


reports that produce a wide variety of results. The reports

area of the application is accessed by clicking on the Reports button in the Toolbar.


on the Toolbar to access the reports area of the ePayments

report from the Report Name drop-down menu.

Select the parameters for the report.

The report is displayed.


The reports

on the Toolbar to access the reports area of the ePayments

Page | 37


Viewing Scanned Checks on Tenant Ledgers in Propertyware

Scanned checks uploaded to the server with an Approved status, or those previously uploaded and

have had their status changed to Approved, will display on tenant ledgers in Propertyware as a

Deposited Payment. You can view the payment detail as well as the scanned image.

To view the detail and scanned image, perform the following steps:

1 Navigate to the tenant ledger and locate the Deposited Payment. All scanned checks will

have a comment “balloon” indicating “Scanned Check.”

2 Click on the View button. The Payment Detail page opens.

Figure 28 - Payment Detail Page

Page | 38


3 To view the scanned image, click on the View Check Scan button. A window opens showing

the scanned image.

Figure 29 - Image of Scanned Check

4 When finished viewing the image, close the window. When finished viewing the Payment

Detail page, click Done.

Propertyware ePayments: Check Scanning User Guide

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Transcript of Propertyware ePayments: Check Scanning User Guide