V2 Envelope-only Batch Scanning

Transcription

1 V2 Envelope-only Batch Scanning

2 Table of Contents Table of Contents... 2 Scanner Compatibility... 3 Download & Install V2 Check Scanning Software... 3 Install Check Scanner... 3 Create Sites in V2 Admin Portal... 3 Create Church Services... 4 Create Batch Templates... 4 Batch Scanning... 5 Pre-Scan Tasks... 5 Create a New Batch... 5 Launch the V2 Scanning Application... 6 Initial Launch... 6 Subsequent Launches... 6 Scan Batches

3 Scanner Compatibility There are three scanners that have been tested and are in production with Vision2: Digital Check TellerScan TS240 Epson TM-S1000 MagTek MICR Imagesafe USB/Dual Scan Please note: The preferred scanner is the Digital Check TellerScan TS240 Download & Install V2 Check Scanning Software Please use the link below to download and install the Vision2 check scanning software and/or update your scanner device drivers Vision2 Scanning Software and Driver Downloads 1. Click the Vision2 Scan2 setup executable 2. Click Save File 3. Open your Downloads folder and click the file you just downloaded 4. Click Next 5. Click Install 6. Click Finish Install Check Scanner Install your check scanner according to the manufacturer instructions. Create Sites in V2 Admin Portal If you are a multi-site organization and will be grouping batches according to campus/site, please follow these steps to create sites in the V2 Admin Portal 3 1. Login to the V2 Admin Portal and navigate to Finance > Sites > Sites 2. Verify the information associated with your primary site 3. Click the Add New Site + button 4. Complete the Create a new Site form 5. Click Save & Add Another if you have additional sites to create OR click Save & I m Done if you are finished creating your sites

4 6. Repeat steps 1-5 to add all of your campus locations Create Church Services If you group batches according to church service, please follow these steps to create your services in the V2 Admin Portal 1. Login to the V2 Admin Portal and navigate to Marketing > Offline Sources > Church Services 2. Click the Add a Church Service + button 3. In the Service Name text box, provide a name for this service 4. In the Description text box, provide a description of the service 5. In the Source Code text box, enter an easy lookup code for offline data entry. Example: for a 9:00 AM Sunday service at you Primary site, you could use: PRISUN9A 6. In the Site search box, type an asterisk (*) and then select the site that is associated with this service 7. Click the Add Schedule button 8. Complete the schedule fields according to the church service schedule 9. Click Save & Add Another if you have additional services to create OR click Save & I m Done if you are finished creating your services 10. Repeat steps 1-9 to add all of your services Create Batch Templates Creating Batch Templates will streamline your check scanning process, reducing the amount of time it takes to create batches each week. Please follow the steps below to create your batch templates in the V2 Admin Portal 4 1. Login to the V2 Admin Portal and navigate to Data Entry > Batch Templates > Batch Templates 2. Click the Add a new Template + button 3. In the Template Name text box, provide a name that references the service time, campus location (if applicable) and payment type of Checks 4. In the Template Description text box, provide a description of this template 5. Make sure the batch template is marked Active 6. In the Source search box, type an asterisk (*) and select the source that matches the service time and location for this template 7. In the Configuration section, Select the checkbox next to Are the template fields editable during batch entry? This will allow you to make one-off adjustments to checks in the batch.

5 8. In the Default Site/Campus for Gifts drop-down list, select the site associated with this batch template 9. In the Deposit Bank Account drop-down list, select Default Deposit Account 10. In the Channel drop-down box, select Face to Face 11. In the Batch item will use funding section, click the ash button 12. In the Default Designations For Gift section, click the Add Designation + button 13. In the Designation search box, type an asterisk (*) and select the designation to be associated with this batch template 14. Click Save & Add Another if you have additional batch templates to create OR click Save & I m Done if you are finished creating your batch templates 15. Repeat steps 1-14 to create all of your scanned check batch templates Batch Scanning Pre-Scan Tasks Before scanning your batches, please make sure you have separated your envelopes into 50- item or less batches that correspond to your created batch templates (church service time, campus, etc.). Additionally, please run a tape on each batch, as the total dollar amount is required when creating the new batch. Create a New Batch 1. Login to the V2 Admin Portal and navigate to Data Entry > Batch Entry > Batches 2. Click the Add a new Batch + button 3. In the Batch Number text box, provide a name for this batch. It is recommended to use a standard naming convention for your batches. 4. In the Batch Template search box, type an asterisk (*) and select the template you wish to use for this batch 5. In the Batch Date text box, type the date that you wish to show on donor statements as the gift date 6. In the Batch Details section, in the Planned Number of Items in this Batch, type the number of envelopes this batch contains 7. In the Batch Details section, in the Planned Receipt Amount text box, type the dollar amount from the tape for this batch 8. Review the Selected Template Details section to ensure you selected the correct batch template 9. Click Save & I m Done 5

6 Launch the V2 Scanning Application Initial Launch If this is the first time you have launched this application, please do the following 1. Right-click on the Scan2 For Vision2 icon and click Properties 2. Click the Advanced button 3. Click the Run as Administrator check box 4. Click Ok 5. Click Ok 6. Launch the application 7. Verify that your Scan2 Check Scanning Settings are correct 8. Click the Close button at the bottom of the screen 9. Login with your V2 Admin Portal user name and password Subsequent Launches 1. Launch the application 2. Login with your V2 Admin Portal user name and password Scan Batches 3. Click the magnifying glass to retrieve a list of batches created in the V2 Admin Portal 4. Click on your batch from the list 6

7 5. Place the first envelope in scanner hopper. Please note: Envelopes must be placed into the hopper one at a time. 6. Click the This Batch Contains Envelopes Only button 7. Click the Play button to scan the first envelope 8. The scanned envelope will appear. Type in the dollar amount from the envelope 9. Click the Return button to scan the next envelope 7

8 8 10. Follow steps 7-9 to scan all envelopes in this batch 11. When your Planned totals equal your Actual totals and all envelopes have a status of Finished, you have completed scanning this batch