Auto-Signature Add-On Product. Spectrum

Auto-Signature Add-On Product Spectrum

Information in this document is subject to change without notice and does not represent a commitment on the part of Dexter + Chaney. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Dexter + Chaney. Spectrum Program Copyright 2016 Dexter & Chaney, Inc. All rights reserved. v14 Auto-Signature Add-On Product 2016 Dexter & Chaney, Inc. All rights reserved. Spectrum is a registered trademark of Dexter & Chaney, Inc. Other products and company names mentioned herein may be the trademarks of their respective owners. Last revised on: November 1, 2016 Auto-Signature Add-On Product 2

TABLE OF CONTENTS Overview... 4 Create Signature File... 4 Auto-Signature Setup... 6 Payment Processing... 9 Export... 10 Export... 16 Other Check Processing... 19 Cash Management Blank Check Log... 26 Cash Management Blank Check Log Report... 27 Signature File Location Override Option... 31 Troubleshooting Tips... 32 Auto-Signature Add-On Product 3

OVERVIEW Dexter + Chaney created the Auto-Signature product to electronically place a signature on the check. It provides a secure location to store the uploaded signature file into a predefined location, an option to override the defined signature during the printing process and to set a dollar limit for Accounts Payable Checks by operator and company. Auto-Signature Checks provide the following benefits: The user doesn t have to sign or stamp Accounts Payable or Payroll checks. The flexibility to use it with only Accounts Payable Checks, with only Payroll checks, or with both. A dollar limit can be set for the Accounts Payable checks requiring a manual signature. Security can be set for operators to determine who can print and who cannot. The Auto-Signature check product can be used with the MICR product. Auto-Signature needs the following: Product serialization key defined within Spectrum. The following modules must be installed: o Accounts Payable o Payroll A signature file created with the defined dimensions. The signature file stored within Spectrum or on a removable device. Operator code defined in the Auto-Signature Setup screen. CREATE SIGNATURE FILE Prior to printing the Auto-Signature Checks, the signature file must be created. For security purposes, the signature file is not imbedded into the check report file. Instead the check report is looking for a signature file each time the checks are printed. This simplifies the process of changing authorized signatures in the future and has the flexibility to create a new signature file each time you print checks. The Signature file is a bitmap file (.bmp) that is programmed to print on the checks. The Signature must be created so that it fits in the defined location within the checks. The bitmap file must be created using the following specifications defined below. Due to changes in computers and their operating systems we have provided the following examples for a Windows 7 system and anything prior. The bitmap must use Microsoft Paint to create and view the signature file. Auto-Signature Add-On Product 4

Bitmap File Requirements For Microsoft Paint Dimensions of the signature file are: 2.80" wide, by 0.70" and measured with a ruler. The dimensions should not exceed this size. (Same as an address label similar to AVERY 8160 or 5160.) 1. Open Microsoft Paint to create the signature file 2. Open a new untitled screen. 3. Click on Image Attributes. 4. Enter: Width: 2.80 and Height: 0.70. 5. Make sure Units have the radio dial is set to Inches. 6. Now outline the box with a color. 7. Save as test1. 8. Now print the box ( test1 ) you created on a piece of paper. Your signature or signature(s) must fit within this box. 9. Once you have your signature(s) then you can cut or copy and paste them into your test1 template, remove the outer box used (the one you outlined in a color) to print it and then you are good to go. For Microsoft Paint using Windows 7 Dimensions of the signature file are: 241 Horizontal (wide) by 59 Vertical (height) Pixels. The dimensions should not exceed this size. 1. Open Microsoft Paint to create the signature file. 2. Open a new untitled screen. 3. Click on the Home tab and then click Resize. 4. Uncheck the Maintain aspect ratio. 5. Click on Pixels and enter 241 for Horizontal and enter 59 for Vertical. 6. Click on Ok and you have a blank image with the correct dimensions for your signature file. 7. Click on the File, Save as and save this image as test1. 8. Now cut and paste your signature into this image and make sure to check the pixels as they may have automatically resized. 9. Before you save your new signature file, make sure to reset the Pixels to 241 Horizontal and 59 Vertical as show above in step 5. 10. You are good to go. 11. If you want to make adjustments to where the signature shows up on the report, repeat steps 8 & 9 until the signature placement is to your liking. Auto-Signature Add-On Product 5

AUTO-SIGNATURE SETUP Click on System Administration> Security > Auto-Signature Setup to access the Auto-Signature Setup screen. To access the screen the operator must have a Security Level of 8 or higher to set up the Operator codes, download their signature files (bitmaps) and/or set the AP Check limits. Auto-Signature Add-On Product 6

Auto-Signature Setup screen Press Enter to see the operators that have been created along with the file names for the Payroll signature file, AP signature file and the AP check limit. To use the Auto-Signature feature an Operator code must be defined within each company using an existing Spectrum Operator code. Click Edit to modify an existing Operator s setup. In order to change the attached signature file, the existing file must be removed first then upload the new file. Click Delete to remove the selected Operator. Click Listing to see a report of the current Operators defined. Click New to add a new operator. Define the operator code or use the drop-down list to select a valid Spectrum Operator code for this company. When adding a new operator to the Auto- Signature Setup screen, it assumes you will be using the same signature for both Payroll and Accounts Payable checks. To define two separate signature files, uncheck the Use same signature for AP checks? option on the screen. This activates the AP signature file upload option and a second signature file can be added. Auto-Signature Add-On Product 7

Click Upload to add the signature file. This will open the browse window below and allow the user to select the signature file. Click Remove in the Operator code window to remove a file once it has been defined. Define the AP Check limit value if you want to manually sign all checks over the defined limit. For example, if the user wants to manually sign all checks that are for more than $1000.00, then enter 1000.00 and click OK. The A/P Check Limit amount entered into this field applies to the Spectrum Company that you are logged into only. If the Signature Limit Amount is left blank it will show on the screen as Un-limited and all the checks will print with a signature. Auto-Signature Add-On Product 8

PAYMENT PROCESSING Printing Accounts Payable Checks Select the correct Add-on option on the Print A/P Check screen. Click Preview to review the checks and the Auto-Signature setup to find a signature location for the operator and company and to see if an AP check limit is defined. If the signature file is not found a warning message (shown below) will appear and the signature will not be printed. Any checks in excess of the amount entered for the AP check limit will print without a signature. To easily identify these checks, an exception report will print with a list of any check numbers which do not print with a signature. If the Signature Limit Amount is left blank it will show on the screen as Un-limited and all the checks will print with a signature. Auto-Signature Add-On Product 9

Example of an A/P check with a signature file that was not found or uploaded. The report shows an error message in the location of where the signature file would be shown. Export Click Export and the Export report window will show the Custom AP Auto-Signature Checks report has been selected. Click OK to continue to the Signature file location override window or click Cancel if you want to print a standard check. Auto-Signature Add-On Product 10

The Signature file location override window appears each time the Export button is selected. The window allows the user to confirm the signature file or to override with a different file. See the Signature File Location Override for more details. Once the signature file is confirmed the Opening AP Auto-Sig Checks.rpt window (shown below) appears and defaults with Open with Crystal Reports (default). The operator can choose to check the box for Do this automatically for files like this from now on. or click OK to print the checks. Click Cancel to leave the screen and not print the checks. Click on OK to see the checks and the Download window (shown below) will appear to view the checks. Once your checks have printed successfully, select the report in the Download window and click Clear List then close that window. Auto-Signature Add-On Product 11

Example of the A/P check with the signature file printed on the check **NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. Auto-Signature Add-On Product 12

Printing Payroll Checks Payroll Auto-signature checks will print the signature file for all employees that are NOT setup for direct deposit. If there are employees in the pay cycle, that are direct deposit, these checks will print the standard direct deposit report. Select the correct Add-on option on the Print PR Print Check screen. Click Preview to review the checks and the Auto-Signature setup to find a signature location for the operator and company. If the signature file is not found a warning message (shown below) will appear and the signature will not be printed. Auto-Signature Add-On Product 13

Example of a PR check with a signature file was not found or uploaded. The report shows an error message in the location of where the signature file would be shown. Auto-Signature Add-On Product 14

Example of PR check when previewed and saved as a PDF and the signature was uploaded: Auto-Signature Add-On Product 15

Export Click Export and the Export report window will show the Custom PR Auto-Signature Checks report has been selected. Click OK to continue to the Signature file location override window or click Cancel to print a standard check. The Signature file location override window appears each time the Export button is clicked. This allows the user to confirm the signature file or to override with a different file. See the Signature File Location Override for more details. Once the signature file is confirmed the Opening PR Auto-Sig Checks.rpt window (shown below) appears and defaults with Open with Crystal Reports (default). The operator can choose to check the box for Do this automatically for files like this from now on. or click OK to print the checks. Click Cancel to leave the screen and not print the checks. Click on OK to see the checks and the Download window (shown below) will appear to view the checks. Once your checks have printed successfully, select the report in the Download window and click Clear List then close that window. Auto-Signature Add-On Product 16

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Example of the PR check with the signature file printed on the check Auto-Signature Add-On Product 18

**NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. OTHER CHECK PROCESSING Auto-Signature checks can also be used in other check processing areas other than the Accounts Payable Payment Processing and the Payroll Payment Processing. The other locations are shown here which follow the standard check processing logic and have the new Add-on options available on each print check screen. Each of these check options follow the same logic for the Preview and Export buttons shown on the print screens. To learn more about these different check types please refer to the Spectrum help files. Accounts Payable Prepaid (Instant) Checks Located in the Accounts Payable > Data Entry > Vendor Invoices. Auto-Signature Add-On Product 19

Enter the invoice information and select the Check/Credit Card: Unpaid button that opens the Payment Details window. Select the Instant manual check option and define the Payment details section. Auto-Signature Add-On Product 20

Press Enter again and the data automatically fills in for this transaction. Click OK and you return to the Vendor Invoice Entry page. Click Save and you will be taken to the Instant Manual Check page where you can select the correct Add-on options. **NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. Payroll Layoff Checks Auto-Signature Add-On Product 21

Select the correct Add-on option on Layoff Check Print screen which is shown as you process a Layoff check in Spectrum using either the Preview or Export buttons. **NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. Payroll Replacement Checks Payroll Auto-signature replacement checks will print the signature file for all employees that are NOT set up for direct deposit. If there are employees in the pay cycle that are direct deposit these checks will print the standard direct deposit report. Located in the Payroll > Data Entry > Replacement Check. Auto-Signature Add-On Product 22

Enter the information and select the correct Add-on option on Replacement Check Entry screen which is shown as you process the Replacement check in Spectrum using either the Preview or Export buttons. **NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. Auto-Signature Add-On Product 23

Cash Management Blank Checks The Cash Management checks are available when the MICR Checks Add-on product is owned and used in conjunction with the Auto-signature Add-on product otherwise these checks are not available. It is located in the Cash Management > Data Entry > MICR Bank Account Setup screen. Click Blank Check Print to create and print a blank MICR Check. The operator must complete the remaining fields shown on the screen which is used to create and track the checks that are created in a Log report. Auto-Signature Add-On Product 24

Once the MICR selections fields are populated then select the standard Spectrum preview or export functionality as needed. When previewing or exporting the MICR Blank Check Print screen appears to be blank, however the user must scroll down to see the Check portion of the report. The top half of the check is blank because it does not contain any details as shown below. Review the check(s) to make sure that it printed correctly with the necessary information. Exit the MICR Blank Check Print screen and the Check Print Confirmation window opens. Auto-Signature Add-On Product 25

Click Yes to confirm the check printed, update the blank check log and to return to the MICR Blank Check Print screen. Click No and a PROIV User Message displays (shown below), warning the user that the check information was not updated to the Bank Account or Check Log file. Cash Management Blank Check Log Located in the Cash Management > Data Entry > MICR Bank Account Setup screen. Click Blank Check Log to view, edit or delete the information based on the operator s security. Auto-Signature Add-On Product 26

Click Edit to modify the Comments field. Click Delete to remove the record. Cash Management Blank Check Log Report Located in the Cash Management > Data Entry > MICR Bank Account Setup screen. Click Blank Check Log Report to preview or export the report. Auto-Signature Add-On Product 27

Define your selection criteria and follow standard Spectrum preview or export functionality. Auto-Signature Add-On Product 28

See report below shown in Adobe Reader format. Auto-Signature Add-On Product 29

Cash Management Direct Checks The Cash Management checks are available when the MICR Checks Add-on product is owned and used in conjunction with the Auto-signature Add-on product otherwise these checks are not available. Click Cash Management > Data Entry > Direct Checks to process a Direct Check. Once the Information has been populated and saved, click Form to open the Print Direct Checks screen. Select the correct Add-on option on Print Direct Checks screen which is shown as you process a Direct Check in Spectrum using either the Preview or Export buttons. Auto-Signature Add-On Product 30

**NOTE = If using the MICR Checks Add-on product and Auto-Signature Add-on product together then select the MICR check w/auto-signature option during the Check Print. SIGNATURE FILE LOCATION OVERRIDE OPTION For both the Accounts Payable check and Payroll check print screens, the Export button displays the Signature file location override window (shown below). This allows the user to confirm the signature file name is correct or to use a different signature file stored in a different location or on a flash drive. This feature allows the user the flexibility to define the operator s specific signature file name in the Auto-Signature Setup screen or to define the signature file name each time checks are printed. To override the signature defined in the Auto-Signature Setup, enter a file location in this window for the new signature file to be selected from. The defined file location will be used instead of the signature defined (if any) in the Auto-Signature Setup screen. To save the new location, select the Save file location? box, then click OK. Auto-Signature Add-On Product 31

TROUBLESHOOTING TIPS Page Header or Footer If you get the message Page Header or Footer longer than a page this means your signature file bitmap image is too large and will not print on the checks. To correct this you need to modify the signature file per the bitmap requirement, save it and reprint. See Bitmap file Requirements above. Auto-Signature feature is no longer printing Review the following items: Confirm the correct report is selected for the given products: o For Auto-signature only X_DEXCHA_AUTOSIG_PRCHCK.rpt used in Payroll processing X_DEXCHA_AUTOSIG_APCHCK.rpt used in AP processing o For MICR w/auto-signature combined product X_DEXCHA_MICRSIG_PRMICR.rpt used in Payroll processing X_DEXCHA_MICRSIG_APMICR used in AP processing Confirm the bitmap file exists. o If it does then open the file and check that it opens with Microsoft Paint. o If it does not then go to Windows, Explorer, Tools, Folder Options, File Types, BMP File, and the Details for BMP extension. This should be set to: Opens with Paint. This can change when software has been loaded that changed the default settings on the workstation. A common one is a program that views pictures. Review the Registry Editor see details below on how to access. Registry Editor Check the system registry if your Auto-Signature feature is no longer printing. Look at the Registry Editor for the computer where the Auto-Signature feature is no longer printing. Click on your workstation Start button and then type in regedit and press Enter. A window will open asking Do you want to allow the following program to make changes to this computer? Click on Yes to continue and the Registry Editor will open. Go to the \HKEY_CLASSES_ROOT\ folder and scroll down to the.bmp folder. This.bmp folder has a subfolder called OpenWithList as shown below. Auto-Signature Add-On Product 32

Make sure the OpenWithList is set to Paint.Picture. If any pictures are loaded or if the windows fax/viewer software is opened, and you cannot get your Auto-Signature to work. You will want to check this setting as it may have been overridden when the pictures or other documents were opened. Auto-Signature Add-On Product 33