The Check Scanning User Interface utilized by users who are scanning and applying checks consists of 5 sections and 1 function.
- The Header
- The Check Details Dialog
- The Check and Remittance Image Dialog
- The Check Scanning Grid
- The Footer
- Timeout Function
Depending on the configuration process, 2 or 3 functions will be displayed to the check scanning user within the Header. Those functions are:
When clicked, the "Scan" button initiates the communication between Salesforce and the check scanning device. It requests that all items placed within the scanner be fed, resulting in the generation of the check rows within the Check Scanning Grid. On "Scan" the batch created is placed in a "Locked" status so it cannot be open by more than one user at a time.
Similar to the "Scan" button, Duplex Scan, when enabled initiates communication between Salesforce and the check scanning device. However, unlike the "Scan" button, the rear image of documents or remittance advice items will be captured and stored in Salesforce when fed through the device. As a reminder, this function may result in higher storage requirements. On "Duplex Scan" the batch created is placed in a "Locked" status so it cannot be open by more than one user at a time.
The Load Batch picklist allows check scanning users to view batches that are in "open" status and select them to be shown within the Check Scanning Grid. This allows users to continue working on a batch that was saved earlier but not closed. On selection of the batch, it is moved from open to a "Locked" status so it cannot be opened by more than one user at a time. Attempting to open a "Locked" batch will result in an error.
The purpose of the Check Detail Dialog found under the Header is to inform the check scanning user of the check which he/she may be editing and/or viewing. The dialog contains the index (check row number), routing number, account number, and check amount. All data within the dialog is for informational use only and can only be modified in the Check Scanning Grid.
The purpose of the Check and Remittance Image Dialog is to allow the user to view the image of the check or its corresponding items (Remittance Advice or Documents). The user has the ability to quickly scroll through check items by clicking the "Previous" or "Next" buttons, view the remittance items for the corresponding check viewed, or delete the item in its entirety from the batch. A user can also click the pop-out button on the top right corner to open the image in a larger window so it can be zoomed or rotated.
The Check Scanning Grid consists of all columns and fields configured by the Salesforce Administrator. In addition to the custom fields which will assist the check scanning user in applying checks, the following fields will appear:
Non-editable field indicating the sequence number of the check item in the grid.
Editable field filled by the OCR service consisting of the check routing number.
Editable field filled by the OCR service consisting of the check account number.
Editable field filled by the OCR service consisting of the check number.
Editable field filled by the OCR service consisting of the check amount.
The Status column consists of approvals, alerts, and errors. Approvals appear as a green icon and are indicative of successful validation of the check row. Alerts appear as an orange icon and are used to notify a user that he/she may need to take some action on the check row. Validation errors appear as a red icon and are indicative of a validation failure for the check. Users may hover over the icon to view additional details related to alerts and errors. A user cannot "Close" a batch if any check row has an associated error. A user can, however, save the batch.
During the Check Scanning process, users will notice that all Salesforce related autocomplete or auto-picklist values (for custom fields created by the Salesforce Administrator) that appear on the grid are clickable. By clicking on the value, the user will be redirected to a new browser tab consisting of the Salesforce detail record.
The Footer, found below the Check Scanning grid, consists of the "Save" and "Save and Close" buttons. The Save button allows the user to save the batch as-is and return to it at a later time. The "Save and Close" function allows the user to submit the batch for manual or automated transmission to the client's financial institution. The "Save and Close" function, by default, when clicked will display a batch controller dialog, requesting the user confirm the batch totals. The user must confirm the correct sum and count of checks within the batch to close the batch successfully.
Depending on the Configuration of the Payology Check Scanning App, additional fields may appear within the Batch Controller dialog. Additionally, on "Save", a new dialog with custom-built fields can appear.
The Check Scanning User Interface will initiate a timeout process should the user not take any action within the check scanning user interface within a 13-minute time span. Once initiated, a pop-over dialog will appear asking the user whether she/he would like to remain on the screen. If within one minute the user does not click on the option to stay on the screen, the batch will be saved, unlocked, and the user will be exited from the batch.
Salesforce Administrators and Administrators should view all available open extensions for the Payology Check Scanning App. Users can take advantage of these extensions to streamline their development and configuration process, leading to faster deployments. For detailed information on the available extensions, please see the next section, labeled Available Open Extensions.
Updated over 1 year ago