Local School Accounting

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1 Check Scanning System User Guide for Cobb County Employees 1/27/2015 Created for: The Cobb County School District 514 Glover Street Marietta, Ga (770) Created by: CCSD Financial Services 440 Glover Street Marietta, GA 30060

2 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 Check Scanning System Page 2 of 31

3 Table of Contents... 1 Revision Chart... 2 Check Scanning System... 4 Access Cobb Check Scanning Program... 5 Create a New Batch... 7 Scan Checks General Scanner Settings Optional Scanner Settings Scan Additional Checks Save Batch Viewing Images of Scanned Checks Search for Batch Troubleshooting Help Desk Check Scanning System Page 3 of 31

4 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. Check Scanning System Page 4 of 31

5 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 Check Scanning System Page 5 of 31

6 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. Check Scanning System Page 6 of 31

7 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 Check Scanning System Page 7 of 31

8 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. Check Scanning System Page 8 of 31

9 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. Check Scanning System Page 9 of 31

10 Press A summary of the Batch Info will appear at the bottom of the window. Check Scanning System Page 10 of 31

11 If the Batch information is incorrect or you wish to start the Batch process over, Press Check Scanning System Page 11 of 31

12 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. Check Scanning System Page 12 of 31

13 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.) Check Scanning System Page 13 of 31

14 Settings should appear as indicated in the image below. Using the dropdown arrows for each field, make any necessary changes. 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. Check Scanning System Page 14 of 31

15 Place deposit slip and checks face down on the Scanner Input Tray. Press Check Scanning System Page 15 of 31

16 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. Check Scanning System Page 16 of 31

17 Scan Additional Checks Press to add more checks to the Batch. The Scan Properties window will appear. Check Scanning System Page 17 of 31

18 Place additional checks face down on the Scanner Input Tray. Press Check Scanning System Page 18 of 31

19 Scanned checks will populate in the Check Scan window. Repeat the process until the entire Batch has been scanned. Check Scanning System Page 19 of 31

20 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. Check Scanning System Page 20 of 31

21 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. Check Scanning System Page 21 of 31

22 Exit the Check Scanning System by clicking the program. in the top right hand corner of the Check Scanning System Page 22 of 31

23 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. Check Scanning System Page 23 of 31

24 Search for Batch Click to Query Documents. 1. Click to highlight from the Departments Groups section. 2. Press to see a list of all deposit batch choices for your school. Check Scanning System Page 24 of 31

25 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. Check Scanning System Page 25 of 31

26 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 ed. 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. Check Scanning System Page 26 of 31

27 Exit the program by clicking the in the top right hand corner of the program. Check Scanning System Page 27 of 31

28 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. Check Scanning System Page 28 of 31

29 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. Check Scanning System Page 29 of 31

30 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. Check Scanning System Page 30 of 31

31 Settings should appear as indicated in the image below. Using the dropdown arrows for each field, make any necessary changes. 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 Until the Help Desk is able to resolve your Check Scanning question or problem, please make photocopies of your checks. Check Scanning System Page 31 of 31