Auto-Signature Cheques 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 2017 Dexter & Chaney, LLC. All rights reserved. v14 Auto-Signature Add-On Product 2017 Dexter & Chaney, LLC. All rights reserved. Spectrum is a registered trademark of Dexter & Chaney, LLC. Other products and company names mentioned herein may be the trademarks of their respective owners. Last revised on: August 25, 2017
TABLE OF CONTENTS Overview... 1 Create Signature File... 1 Bitmap File Requirements... 2 For Microsoft Paint... 2 Auto-Signature Setup... 3 Payment Processing... 5 Printing Accounts Payable Cheques... 5 Export... 6 Printing Payroll Cheques... 9 Export... 12 Other Cheque Processing...15 Accounts Payable Prepaid (Instant) Cheques... 15 Payroll Layoff Cheques... 17 Payroll Replacement Cheques... 19 MICR with Auto-Signature Checks requiring manual signature... 20 Cash Management Blank Cheques... 20 Cash Management Blank Cheque Log... 23 Cash Management Blank Cheque Log Report... 25 Cash Management Direct Cheques... 26 Signature File Location Override Option...27 Troubleshooting Tips...28 Page Header or Footer... 28 Auto-Signature feature is no longer printing... 28 Registry Editor... 28 Crystal Reports viewer... 29
OVERVIEW Dexter + Chaney created the Auto-Signature product to electronically place a signature on the cheque. 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 cheques by operator and company. Auto-Signature cheques provide the following benefits: The user doesn t have to sign or stamp Accounts Payable or Payroll Cheques. The flexibility to use it with only Accounts Payable Cheques, with only Payroll Cheques, or with both. A dollar limit can be set for the Accounts Payable Cheques requiring a manual signature. Security can be set for operators to determine who can print and who cannot. The Auto-Signature Cheque 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 o Accounts Payable 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 Cheques, the signature file must be created. For security purposes, the signature file is not embedded into the cheque report file. Instead the cheque report is looking for a signature file each time the cheques are printed. This simplifies the process of changing authorized signatures in the future and offers the flexibility to create a new signature file each time you print cheques. The Signature file is a bitmap file (.bmp) that is programmed to print on the cheques. The Signature must be created so that it fits in the defined location within the cheques. The bitmap file must be created using the following specifications defined below. Due to changes in Spectrum Auto Signature 1
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. 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 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. 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. Spectrum Auto-Signature 2
AUTO-SIGNATURE SETUP Click System Administration Security Auto-Signature Setup to access the Auto-Signature Setup screen. The operator must have a Security Level of 8 or higher to access the screen and set up the operator codes, download their signature files (bitmaps), and/or set the AP Cheque limits. Auto-Signature Setup screen Spectrum Auto-Signature 3
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 cheque limit. To use the Auto- Signature feature an Operator code must be defined in 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 Cheques. To define two separate signature files, clear the Use same signature for AP cheques? option on the screen. This activates the AP signature file upload option and a second signature file can be added. Spectrum Auto-Signature 4
Click Upload to add the signature file. This will open the browse window below and allow the you to select the signature file. Click Remove in the operator code window to remove a file once it has been defined. Define the AP cheque limit value if you want to manually sign all cheques over the defined limit. For example, if the user wants to manually sign all cheques that are for more than $1000.00, then enter 1000.00 and click OK. The A/P cheque 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 cheques will print with a signature. PAYMENT PROCESSING Printing Accounts Payable Cheques Select the correct Add-on option on the Print A/P Cheques screen. Click Preview to review the cheques and the Auto-Signature setup to find a signature location for the operator and company and to see if an AP cheque limit is defined. If the signature file is not found a warning message (shown below) will appear and the signature will not be printed. Spectrum Auto-Signature 5
Any cheques in excess of the amount entered for the AP cheque limit will print without a signature. To easily identify these cheques, an exception report will print with a list of any cheque 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 cheques will print with a signature. Below is an example of an A/P cheque 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 Cheques 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 cheque. Spectrum Auto-Signature 6
The Signature file location override window displays 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. After the signature file is confirmed the Opening AP Auto-Sig Cheques.rpt window (shown below) displays and defaults with Open with Crystal Reports (default). The operator can choose to select to Do this automatically for files like this from now on or click OK to print the cheques. Click Cancel to leave the screen and not print the Cheques. Click OK to see the cheques and the Download window (shown below) will appear to view the cheques. Once your cheques have printed successfully, select the report in the Download window and click Clear List, then close that window. Spectrum Auto-Signature 7
Example of the A/P cheque with the signature file printed on the Cheque **NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR Cheque w/auto-signature option during the Cheque Print. Spectrum Auto-Signature 8
Printing Payroll Cheques Payroll Auto-Signature Cheques 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 cheques will print the standard direct deposit report. Select the correct Add-on option on the Payroll Print Cheques screen. Click Preview to review the cheques 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. Spectrum Auto-Signature 9
Example of a PR cheque 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. Spectrum Auto-Signature 10
Example of PR cheque when previewed and saved as a PDF and the signature was uploaded: Spectrum Auto-Signature 11
Export Click Export and the Export report window will show the Custom PR Auto-Signature Cheques report has been selected. Click OK to continue to the Signature file location override window or click Cancel to print a standard cheque. The Signature file location override window displays 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. Spectrum Auto-Signature 12
Once the signature file is confirmed the Opening PR Auto-Sig Cheques.rpt window (shown below) displays and defaults with Open with Crystal Reports (default). The operator can choose to select to Do this automatically for files like this from now on or click OK to print the cheques. Click Cancel to leave the screen and not print the cheques. Click on OK to see the cheques and the Download window (shown below) will display to view the cheques. Once your cheques have printed successfully, select the report in the Download window and click Clear List then close that window. Spectrum Auto-Signature 13
Example of the PR cheque with the signature file printed on the cheque. Spectrum Auto-Signature 14
**NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR Cheque w/auto-signature option during the Cheque Print. OTHER CHEQUE PROCESSING Auto-Signature Cheques can also be used in other cheque processing areas other than the Accounts Payable Payment Processing and the Payroll Payment Processing. The other locations are shown here which follow the standard cheque processing logic and have the new Add-on options available on each print cheque screen. Each of these cheque options follow the same logic for the Preview and Export buttons shown on the print screens. To learn more about these different cheque types please refer to the Spectrum Help files. Accounts Payable Prepaid (Instant) Cheques Located in the Accounts Payable Data Entry Vendor Invoices. Spectrum Auto-Signature 15
Enter the invoice information and select the Cheque/Credit Card: Unpaid button that opens the Payment Details window. Select the Instant Manual Cheque option and define the Payment details section. Spectrum Auto-Signature 16
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 Cheque page where you can select the correct Add-on options. **NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR Cheque w/auto-signature option during the Cheque Print. Payroll Layoff Cheques Spectrum Auto-Signature 17
Select the correct Add-on option on Layoff Cheque Print screen which is shown as you process a Layoff Cheque in Spectrum using either the Preview or Export buttons. **NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR cheque w/auto-signature option during the cheque Print. Spectrum Auto-Signature 18
Payroll Replacement Cheques Payroll Auto-Signature replacement cheques 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 cheques will print the standard direct deposit report. Located in the Payroll Data Entry Replacement Cheque. Enter the information and select the correct Add-on option on Replacement Cheque Entry screen which is shown as you process the Replacement Cheque in Spectrum using either the Preview or Export buttons. Spectrum Auto-Signature 19
**NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR Cheque w/auto-signature option during the Cheque Print. MICR with Auto-Signature Checks requiring manual signature A signature line has been added for these checks. Cash Management Blank Cheques The Cash Management Cheques are available when the MICR Cheques Add-on product is owned and used in conjunction with the Auto-Signature Add-on product otherwise these cheques are not available. It is located in the Cash Management Data Entry MICR Bank Account Setup screen. Spectrum Auto-Signature 20
Click Blank Cheque Print to create and print a blank MICR cheque. The operator must complete the remaining fields shown on the screen which is used to create and track the cheques that are created in a log report. Once the MICR selections fields are populated then select the standard Spectrum preview or export functionality as needed. Spectrum Auto-Signature 21
When previewing or exporting the MICR Blank Cheque Print screen appears to be blank; the user must scroll down to see the cheque portion of the report. The top half of the cheque is blank because it does not contain any details as shown. Spectrum Auto-Signature 22
Review the cheque(s) to make sure that it printed correctly with the necessary information. Exit the MICR Blank Cheque Print screen and the Cheque Print Confirmation window opens. Click Yes to confirm the cheque(s) printed, update the blank cheque log and to return to the MICR Blank Cheque Print screen. Click No and a PROIV User Message displays (shown below), warning the user that the cheque information was not updated to the Bank Account or Cheque Log file. Cash Management Blank Cheque Log Located in the Cash Management Data Entry MICR Bank Account Setup screen. Click Blank Cheque Log to view, edit or delete the information based on the operator s security. Spectrum Auto-Signature 23
Click Edit to modify the Comments field. Click Delete to remove the record. Spectrum Auto-Signature 24
Cash Management Blank Cheque Log Report Located in the Cash Management Data Entry MICR Bank Account Setup screen. Click Blank Cheque Log Report to preview or export the report. Define your selection criteria and follow standard Spectrum preview or export functionality. The report below is an example of the Adobe Reader programming format. Spectrum Auto-Signature 25
Cash Management Direct Cheques The Cash Management cheques are available when the MICR Cheques Add-on product is owned and used in conjunction with the Auto-Signature Add-on product otherwise these cheques are not available. Click Cash Management Data Entry Direct Cheques to process a Direct Cheque. Once the Direct Cheque information has been populated and saved, click Form to access the Print Direct Cheques screen. Spectrum Auto-Signature 26
Select the correct Add-on option on Print Direct Cheque screen which is shown as you process a Direct Cheque in Spectrum using either the Preview or Export buttons. **NOTE: If using the MICR Cheques Add-on product and Auto-Signature Add-on product together then select the MICR cheque w/auto-signature option during the cheque Print. SIGNATURE FILE LOCATION OVERRIDE OPTION For both the Accounts Payable Cheque and Payroll Cheque 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 Cheques 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. Spectrum Auto-Signature 27
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 cheques. 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 PRCHECK_AUTO.rpt used in Payroll processing APCHECK_AUTO.rpt used in AP processing o For MICR w/auto-signature combined product PRCHECK_MICRSIG.rpt used in Payroll processing APCHECK_MICRSIG.rpt used in AP processing Confirm the bitmap file exists. o o If it does then open the file and make sure that it opens with Microsoft Paint. 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 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? Spectrum Auto-Signature 28
Click 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. 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. Crystal Reports viewer V14 Spectrum eliminates the workstation installation and allows users to access Spectrum using an internet browser. However, the workstation does require a Crystal Reports Viewer to display the reports. If you can t see the reports on the workstation then the computer may not have a Crystal Viewer installed. We recommend the following Crystal Viewer. SAP Crystal Reports Viewer 2011 or 2013 http://www.businessobjects.com/forms/crystalreports/viewer/ Spectrum Auto-Signature 29