Instruction Manual - Check Printing Software.
Contents
1. Payee Allows you to create a check with a payee other than the default payee This field will override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to be paid for services rendered by your subsidiary Payee Entry Exit Help Default payee Chax Payee Name hee Ehnas Payee Address Cancel 606 A Venice Blvd Update Add Venice CA 90291 Complete Update Add Payee Phone 800 354 6427 For ACH Account to receive funds to be Credited ACH Account ID krd Note These ACH entries are numeric only no symbols Default SEC Class Select below to pick Default Standard Entry Class SEC PPD PPDICCD Consumer or Corporate entry 25 Payee Screen 1 In order to change or select a payee you must have been assigned rights to do so See Password Changes 2 If you wish to add delete or change a payee double click on the appropriate button and enter the information 3 When you exit this window you will be given the chance to make the selected payee the default Batch Print Accesses the batch printing functions This allows you to save the actual printing of the checks until some convenient time By clicking on Enabled you activate the batch printing feature which will save the information for each check into a batch file on your disk You save the check to the batch file by clicking Prin2. CheckStyle Enter Serial Number Signature Message Help Signature Message THIS PAYMENT HAS BEEN AUTHORIZED BY YOUR DEPOSITOR Any Questions Call the payer s telephone inserted here Signed Payer s mame inserted here by authorized representative Payee s name inserted here Check Style is Economy Checks Print Offset ee example 2 2 10ths of an Vertical larger down lesser up enter in inches and inch enter negative decimal parts of an amount with leading Horizontal larger right lesser left inch minus sign Device Name MOPIER Auto Select Select the Printers menu option to select a different device A Reset Offsets Print Test prior to exiting MENU ITEMS Printers Gives you access to information about the MICR default printer Within Printers you can select a different printer for your checks Check Style Choose either Economy Checks or Safety Checks Enter Serial Number This is where you can change update the serial number associated with this computer s installed CHAX software Signature Message Choose between two messages that prints below the signature line for your check printout Help Opens the help file BUTTONS OK Exit Accepts and saves your entries and returns you to the main CHAX screen Print Test Prints a test check showing the defaults you have entered and the alignment marks for proper positioning Reset Offsets Resets t
3. Number for this specific transaction Note If you are generating payments for periodic entries you should be aware that many banks verify check numbers to determine if it was a previously used number and may reject a check if this number duplicates a check number from past activity for the same payer bank account Payer Name and Address Enter the payer information from the original check The payer is the party paying for your products or services The payer s name is required and the payer s address is optional Bank Name This is automatically filled when you add your routing number 27 Routing Number The routing number from the original check Enter it exactly as it is on the check Enter the 9 digit bank routing number which is surrounded by 2 routing symbols When you move from this field the bank name will automatically be inserted into the BANK NAME field If it does not exist on the database chances are that it is an error If you are sure it is not an error you will be able to type a bank name and override the error message Account Number Enter the customer s bank account number Do not enter the special MICR symbols Enter the check number only in the check number entry box The only special symbol you should enter is the dash If you had a previous transaction for this same bank account the screen will automatically populate from the transaction file Note that this only occurs from items in the transa
4. Order Of Chax Inc 606 Venice Blvd Venice CA 90291 SIGNATURE NOT REQUIRED THIS PAYMENT HAS BEEN AUTHOREED BY YOUR AuyOuestions Call paer piore amber hsered bere atthorbed represe state Chad hc MICH Line Into y p Routing Number Account Number number here PRINT Clear Memorize Em font Enter Check Information Screen Note Fields in yellow are required those in white are optional MENU ITEMS Payee Allows you to create a check with a payee other than the default payee This field will override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to be paid for services rendered by your subsidiary 14 Payee Entry Exit Help Default payee Chax Inc es Payee Name Chax lear Payee Address Cancel starter Update Add Complete Update Add Phone For ACH Account to receive funds to be Credited ACH Account IB Note These ACH entries are numeric only no symbols Default SEC Class Select below to pick Default Standard Entry Class SEC TEL Payee Screen 1 In order to change or select a payee you must have been assigned rights to do so See Password Changes 2 If you wish to add delete or change a payee double click on the appropriate button and enter the information 3 When you exit this window you will be given the chance to make the selected
5. attention to the Check Amount and MICR line If all information appears correct skip to Step 7 3 Click the No Re Edit button This will return you to the Enter Check Information Screen 4 Make all changes click Print and re verify the information 5 Click Yes Continue and CHAX will give you another opportunity to proofread your check 6 Before you print make sure that the MICR toner cartridge is installed in your printer and that the blank check forms are loaded in the proper tray 18 7 Select Yes if you are confident that all data is correct Your check will print and is ready to be deposited Maintaining Payer Information Data Base Select a Payer CHAX is capable of maintaining a database of payer information so that if you repeatedly receive CHAX payments from the same payees you can save the information entered and thus not have to enter it again To Select a Payer 1 Click the Select function from the Enter Check Information screen 2 Pick a Payer by highlighting an entry and double clicking 3 Search for a Payer by selecting a search method from the pull down arrow Select a Payer Select Search Field Payer Name Payer_ City amp State_ Phone Bank Account __ gt Brandon Company North Little Rock AF 064201450 1004848 Test Address amp Lines Line 2 Address goes 879 987 7844 064201450 1003947 z Delete Edit Record me Search for Payer 1
6. clicking the minimize button in the upper right hand corner To resume your work just click on the CHAX icon BUTTONS Print Starts the print save process which will display the check for visual inspection confirmation before printing it e Inspect all information carefully especially the Check Amount and the MICR line e After you confirm that the check information is correct all entry fields will be cleared to prepare for creation of a new check Clear Cancels all entries and returns them to their default settings Memorize After entering all check information click here to save the check information for periodic check printing ie Daily Weekly Monthly Yearly Exit Exits the CHAX Entry screen See the Exit menu item for more details Change Payee This is where you can select which payee to use while creating a check If you would like to use a payee other than the default payee then select the payee and click on exit You may now override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to a subsidiary or client 16 Entering Check Information Note only those fields shown in yellow are required a Enter Check Information Payee Batch Print Manage Memorized Exit Help CHAX Entry Bank Name Payer Name and Address Check Number _ Note It is no longer required to print the bank s address on the face
7. of the check Transit Number 7 Date 0371272007 FR anom s required White optional Pay to the Order Of hax Inc 606 A Venice Blvd Venice CA 90291 SIGNATURE NOT REQUIRED THIS PAYMENT HAS BEEN AUTHOREED BY YOUR DEPSI Any Questions Call 19812 phone vember hsered bere Memo SIGNED pagers same willbe hsered bere byartioried represe tate C hau hc MILH Line Into Routing Number Account Number Enter Check Information Screen Follow these steps to complete this screen and create a check 1 Enter the Payer Name address and telephone number are optional 2 The Bank Name field is generated automatically from the Routing Number 2 Enter the Check Number as it appears on the dummy check 3 Select or enter the date of the check to be paid When using the calendar view select the day of the month to continue When manually entering the check date the format is MM DD YYYY 4 Enter the EXACT amount for the check If the amount is not exactly as it appears on the dummy check then you must obtain additional permission from the payer 5 OPTIONAL In the Memo field you can type a note to help you and the payer keep accurate records For example you could type 1st Installment Aluminum Siding to remind you and your customer of the purpose of the check 6 Complete the routing number If you receive an error double check the routing number 7 Enter the Account Number as it shows on t
8. payee the default Batch Print Accesses the batch printing functions This allows you to save the actual printing of the checks until some convenient time By clicking on Enabled you activate the batch printing feature which will save the information for each check into a batch file on your disk You save the check to the batch file by clicking Print to Batch Click Print Batch to print the checks that have been previously saved 15 e If there are still checks saved in the batch file on disk you will be reminded that there are checks to be printed in the batch when you exit from CHAX and when you re enter CHAX If there are previous checks to be printed in this batch file entering new checks in the Batch Print Enabled mode will just add to the batch saved e After printing the batch of saved checks Batch Print Print Batch the batch file is deleted and the saved check information is no longer available for printing except in the transaction reports Manage Memorized Let s you access edit or delete transactions you completed in CHAX and previously had CHAX memorized Note Before using this you must have previously Memorized some checks Exit Lets you exit either the check entry screen or the entire CHAX Program Do not exit CHAX if you are in the middle of creating a check When you exit your current incomplete entry will be lost If you are interrupted and need to work on something else minimize the window by
9. proper rights to create add and modify directories as well as search them and remove files from the network path you are installing to as well as the local machine The software installs the executables on your local drive and places the databases files on your network path 5 Once installation is complete you can immediately access CHAX and print a check with no reboot necessary Opening of CHAX There are several methods of accessing CHAX that are available after successful installation Two quick methods are explained below METHOD 1 a Click on the CHAX8 EXE icon on your desktop b Click Enter Checks or Enter ACH Items and the Entry Screen will appear METHOD 2 a Click on your Start button in Windows b Go to All Programs c Select the CHAX Group d Select CHAX8 exe e Click Enter Checks or Enter ACH Items and the Entry Screen will appear Data File Backup It is always good practice to regularly backup all the important files on your disks Since you may be saving check batch data for later printing and or databases of payers and payees a loss of data could cause considerable inconvenience We strongly recommend that you review your back up procedures to make sure that the CHAX files are backed up sufficiently to meet your needs You can select where to have your database files NOTE The path you designate must be accessible by your computer anytime you run CHAX during installation by cli
10. this Transaction database CHAX Transaction Reporter Print Transaction Reports Select File to use Use Current c Select an Transaction File Archive File Report on select single payer Group By ose a i Select type Both ACH amp CHAX Only CHAX Only ACH Select Dates All Dates From i2 28 2005 To 12 28 20 _ 33 Select File to Use You can select between transaction databases If you have previously moved some transactions to an archive database you may select one of those archive files as input to the transaction reporter or you can use the current transaction file You can sort your report by Date or Payer To setup Restriction guidelines select which type of transactions to include in the report as well as the date range Click on OK to print a transaction report The report will first display on screen then you will have an option to print it Purge Transactions Use the Purge Transaction function to remove obsolete Transactions NOTE You must have supervisory rights to perform this function 34 Chapter MICR TONER MICR Toner MICR Magnetic Ink Character Recognition toner is not legally required to produce a valid check However the USS banking system uses special equipment for reading and sorting check documents that require certain magnetic properties to properly process a check If you do not use
11. 05 CHAX 8 sR SION 8 0 We ve got it wired Receive Payment by Phone Fax or E mail Print check or use ACH Instruction Manual TABLE OF CONTENTS CHECK PRINTING SYSTEM FOR WINDOWS Instruction Manual CHAX Inc 606 A Venice Blvd Venice CA 90291 Phone 310 827 4901 Fax 310 827 7261 TABLE OF CONTENTS CHAPTER 1 Overview CHAX Package Contents Technical Support CHAPTER 2 Hardware amp Software Requirements Installation of CHAX Opening of CHAX Data File Backup CHAPTER 3 CHAX Setup Opening CHAX CHAX Startup Screen Navigating through CHAX Menu Items on Startup Screen Buttons on Startup Screen CHAPTER 4 Entering Control Information About the Control Entry Screen Printer Setup CHAPTER 5 Creating Checks with CHAX About the Check Entry Screen Entering Check Information Proofing amp Printing your Check Maintaining Payer Information Data Base Oo Oo 10 11 12 14 17 17 19 CHAPTER 6 ACH What is ACH 21 Initial ACH Setup in CHAX 21 What are the different classifications for ACH 24 Entering ACH Transaction Information 27 CHAPTER 7 Banks Overview of automatic bank routing feature 29 CHAPTER 8 Password amp Users Maintaining Users 31 Assign Rights 32 CHAPTER 9 Transaction Reporter Transaction Reporter 33 Purge Transactions 34 CHAPTER 10 MICR Toner MICR Tone
12. Enter the search data in the box provided The highlight will move as each character is entered The Name Field is case sensitive 19 Edit a Record Help Payer Search name Identification orsS Phone number Bank account number 064201450 100394787C Address line 1 Line 1 Address goes here Address line 2 Line 2 Address goes here Address line 3 Address line 4 Test Bank Address amp Lines Bank name est Bank Address amp Lines T Bank address line 1 Line 1 Address goes here Bank address line 2 Line 2 Address goes here Bank address line 3 le Bank addess ine Transit number 87 145 642 CO Frequency type Frequency days ee Account Type Checking Account Money Market Savings Account ACH Account Number 1 00394787 Note The Bank account number may Cancel not be altered In order to change the Update Record bank account number delete the payer and enter a new check Add Edit Payer 1 Add Payer If you click on the Add or Edit buttons you will be shown the Add Payer window 2 Fill in the fields needed to prepare the CHAX check NOTE The Frequency type and Frequency days fields are not used and are for future program enhancements 20 w 0 Chapter ACH What is ACH The Automated Clearing House ACH is a nationwide electronic funds
13. Figure below Print Setup m Printer Name HP Mopier 240 PCL Properties Status Ready Type HP Mopier 240 PCL Where CHA PRINTERS P1 Comment Paper Orientation Size Letter Portrait Source Automatically Select C Landscape Network OK Cancel Print Setup Window 4 Scroll to the desired printer in the Specific Printer text box and the printer and its port will automatically appear in the Device Name and Device Output fields Do not change the Orientation from Portrait or the paper size from 8 2 x11 they are the correct settings for proper printing 5 Choose the tray as the source for blank check forms 6 Choose OK 7 Click the Print Test button to print a sample check Make sure both sets of alignment marks straddle the top perforation and that the box evenly surrounds the word date 8 If your check is not aligned properly adjust the Printer Offset fields see Step 1 and select Print Test Repeat this procedure until the check is properly aligned 13 Chapter CREATING CHECKS WITH CHAX About the Check Entry Screen oe Enter Check Information Payee Batch Print Manage Memorized Exit Help CHAX Entry Bank Name saline ST Check Number a Note It is no longer required to print the bank s address on the face of the check Transit Number Date 0371272007 FR anons required White optional Pay to the
14. INSTALLATION CHAX requires the following equipment and software Recommended e Windows 98SE ME or XP e Windows NT4 5 or higher Laser or other printer that supports TT fonts 100 MB megabytes free storage space Minimum screen resolution of 800 x 600 e 2x CD ROM drive Installation of CHAX Installation is quick and easy with CHAX Before installing CHAX you should verify that your package contains all of the intended items See Chapter 1 and that your system meets all requirements For users of Windows XP NT 2000 or 2003 you must make sure you have administrative rights while installing the software After installation and during normal operation full administrative privileges are not required Complete the setup instructions on your screen Start CHAX and you are ready to create your first check using CHAX To install CHAX 1 Shut down all programs that are running including disabling virus protection programs 2 Insert the CHAX CD Rom into your computer s CD Rom drive and let the installer begin 3 Enter your serial number located on your CD Rom sleeve invoice or Chax license agreement when prompted for it 4 Toggle through the next few screens until you reach the screen in which you can select your destination folder If you re installing the software onto a network directory this is the point where you would click on the browse button and select that network path Note You must have
15. POSIT ACCOUNT USING THE CCD PAYMENT FORMAT e ACH Entry Screen Payee Batch Print Manage Memorzed Ext Help ACH Entry Bank Name SS Payer Name and Address Transaction x 2 Number a Note It is no longer required to print the bank s address on the face of the check Date 0371272007 F amos Select Pick ACH Standard Entry Class SEC Type perm TEL Telephone Initiated Entry required e optional Pay to the Order OF Account Type Chax Inc Business Checking 606 A Venice Blvd Consumer Checking Venice c 2 enice CA 90231 MM ot Savings Account Pape Copy Mot eget a MICR Line Info Routing Number Account Number 0 9 chock number here m oj 24 Enter Check Information Screen Note Fields in yellow are required those in white are optional ACH Transactions Purchased Located in the upper right hand corner of the screen if enabled disabled in the above picture this box will show you the number of ACH Transactions that you have authorized Account Type Located in the lower right hand corner of the screen this feature lets you select if the account you are currently working with is either a Business Checking Account Consumer Account or a MM Savings Account Account Type Business Checking C Consumer Checking C MM or Savings Account Note Fields in yellow are required those in white are optional MENU ITEMS
16. System CHAX 8 0 Bld 30 xxxzzzxxx Enter ACH Items 7 Select your Payee from the list 8 Enter the ACH Account ID for this account in it s assigned field 9 Click the drop menu for the default Entry Class and select the appropriate class for this Payee Payee Entry Exit Help Default payee Chax Inc For ACH Account to receive funds to be Credited ACH Account ID Note These ACH entries are numeric only no symbols Defauk SEC Class Select below to pick Default Standard Entry Class SEC TEL 23 ce What are the different classifications for ACH TEL TELEPHONE INITIATED ENTRY A SINGLE TRANSACTION DEBIT TO A CUSTOMER S ACCOUNT THAT WAS INITIATED AND AUTHORIZED BY TELEPHONE WEB INTERNET INITIATED ENTRY TRANSACTIONS EITHER RECURRING OR SINGLE ENTRY THAT WERE AUTHORIZED THROUGH THE WEB BY A CUSTOMER OR CUSTOMER S REPRESENTATIVE ARC ACCOUNTS RECEIVABLE ENTRY SINGLE ENTRY TRANSACTIONS THAT CONVERTS CONSUMER CHECKS RECEIVED VIA U S MAIL OR DROP BOX LOCATION INTO SINGLE ENTRY ACH TRANSACTIONS RETURNED CHECK RE SUBMISSION CHECKS OR TRANSACTIONS THAT HAVE TO BE RE SUBMITTED THROUGH ACH DUE TO PREVIOUS MISCUES I E INSUFFICIENT FUNDS OR INVALID ACCOUNT INFORMATION DESTROYED CHECK ENTRY SINGLE ENTRY OF A PHYSICAL CHECK THROUGH ACH THAT WAS DESTROYED BECAUSE OF A DISASTER CONSUMER OR CORPORATE ENTRY A DEBIT TRANSACTION MADE THROUGH THE ACH SYSTEM TO A DEMAND DE
17. ader Information 94 Characters Currertly Authorized ACH Entry Classes ACH Upload Available ACH Entry Classes Double click to remove from authorized Info Double click to authorize PPD CCD Consumer ot Corporate entry WEB Web Entr Double click on entry to change from to authorized lt gt ARC Accounts Recervable Entry ACK Retuined Check resubmission XEK Destroyed Check Entry Delete cm Cancel User Update Update For each individual user you can assign the rights that would allow them to either participate or not participate in these features Supervisory allows the user full access to all privileges in CHAX Select Payers allows the user to select from all the payers in the database Maintain Payers allows the user to edit delete payers from the database Run Transaction Reports allows the user to create transaction reports Print Batch Checks allows the user to print batch checks Purge Transactions allows the user to purge delete unwanted transactions Enter Repetitive Checks Permit ACH Transactions allows the user to generate ACH transactions Permit CHAX Check Entry allows the user to enter print a CHAX check 32 Chapter TRANSACTION REPORTER Transaction Reporter As CHAX checks are produced an entry for each check is added to the transaction database The Transaction Reporter is provided for viewing and maintaining
18. are Copyright 2006 by CHAX Inc All Rights Reserved This program is used under the license granted with the CHAX System sem CHAX 8 0 Bid 30 LC 3 Select Update User Supervisory Functions 4 Double click the proper ACH Entry Class selection s for this account Note After double clicking your selection s will move to the left field You are currently logged in as ADMIN Change Password tor ADMIN Enter New Password femme Reenter New Password ree Supervisory Functions Maintain ID Name User ID Full User Name Defauk Payee Starter ACH File Header Info ACH File Header Informtion 4 digits ACH Batch Header Information 94 Characters Currently Authosized ACH Entry Classes Avalable ACH Entry Classes Double click to remove from authorized Info Double click to authorize lt gt RICK Retuined Check resubmission XEK Destroyed Check Entry v Delete Complete Cancel User Update Update 22 5 Now click Complete Update You will now be taken back to the CHAX main screen 6 Click on Payee in the toolbar eye SetUP Maintain Users Transmit ACH Transaction Reports Archive Reindex Exi CHAX Checks by FAX PHONE amp INTERNET CHAX The Check Writing Software Copyright 2006 by CHAX Inc All Rights Reserved This program is used under the license granted with the CHAX
19. cking browse shown below and navigating to the path i CHAXv8 0 Setup Destination Folder Select a folder where the application will be installed The Wise Installation Wizard will install the files for CHA v8 0 in the following folder To install into a different folder click the Browse button and select another folder You can choose not to install CHAXv8 0 by clicking Cancel to exit the Wise Installation Wizard Destination Folder C Program Files CHAX If you have already installed CHAX and want to change where the database files are placed 1 Open CHAX 2 Click on SetUP 3 Select Change Database Path 4 Select the new path and hit OK Chapter CHAX SETUP Opening CHAX After installing CHAX you can open the software by either selecting the CHAX8 EXE file placed on your desktop or by clicking on your Start button then All Programs CHAX CHAX8 EXE CHAX Startup Screen This is the CHAX Startup Screen CHAX r VB Payee SetUP MaintainUsers Transm ACH TransactionReports Archive Reindex Exit Help CHAX Checks by FAX PHONE amp INTERNET CHAX The Check Writing Software Copyright 2006 by CHAX Inc All Rights Reserved This program is used under the license granted with the CHAX System s CHAX 8 0 Bid 25 e On the following page are descriptions for each selectable field on this screen Payee This is wh
20. creen CHAX Download Routing file 29 After you ve downloaded the banking information and print a check your bank name and transit number will be populated automatically as shown below Enter Check Information Payee Batch Print Manage Memorized Ext Help CHAX Entry Bank Name eT Check Number Note It is no longer required to print the bank s address on the face of the Daie 272007 FF Transit Number E Amount s Beda aa Pay to the Order Of Inc 606 A Venice Blvd Venice CA 90291 SONATURE NOT REQUIRED THD PAYMENT HAS SEEM AUTHORCED SY YOUR DESTOR ANOLD Cam paari plows hter heera ies Memo 20180 PAANS MEENA Ve MICH Line inio 0 had we Routing Number Account Number number here j j oel oe oe 30 Chapter PASSWORDS amp USERS Maintaining Users Maintain User Accesses the Security Permissions Screen Use this to add users to change passwords and assign rights to users When the system 15 first set up the user id admin and password is masteradmin not case sensitive If the password is blank no password is needed to access the system Once you change your password be sure to write it down and store in a safe place or you will not be able to access the CHAX system without entering the proper password When changing the password enter any combination of letters o
21. ction database If you have moved items to the archive database be aware that the archived data is not checked for previous activity for the same account number Note CHAX will automatically check the MICR code at the time you enter it to attempt to move to the next field If CHAX detects an error it will inform you with an error message Although CHAX s screening may detect many common errors it will not necessarily detect all typos It is still necessary for you to double check this entry when you proof your check Date Enter the Date required as it appears on the dummy check in the MM DD YYYY format or click on the Calendar to select the appropriate check date Amount Enter the exact Check Amount If the amount is not exactly as it appears on the dummy check then you must obtain additional permission from the payer Do not enter the dollar sign use only numerals with decimal points 28 BANKS Overview of automatic bank routing feature CHAX 8 0 includes a feature that will automatically maintain and update the routing information for banks nationwide so when you enter your routing number into the software it will automatically generate the correct banking information for your financial institution Since an updated file is available approximately every 30 days a download screen will appear approximately 30 days after the last update To update your locally stored file simply click Download on this s
22. en given to you by your financial institution if you are unsure of it contact your financial institution for assistance in determining this number gt SEC Standard Entry Class is setup in the password screen Click on the drop menu to select the appropriate class Note If you have not already designated the Entry Classes available to this user the drop down menu will be empt when clicked To select the appropriate class follow these steps click here SetUP This is where you can setup for printing preferences while using CHAX ee Maintain Users Transmil Updatd Routing File Change Serial Number CH Change Database Path 2000 Maintain Users In this section you can add update delete users that can use CHAX You may also set specific permissions per user profile Transmit ACH Transmit ACH allows you to view and transmit any pending failed ACH transactions Transaction Reports In transaction reports you can generate any number of ptinted transmitted checks or ACH transactions You can view the report by payer or date Archive From this section you can generate an archive file of previous transactions You can save the record by transaction number or any and all transactions up to a certain date NOTE Generating the archived transactions removes them from the transaction database Reindex Reindexing rebuilds and compresses ALL the da
23. ere you can select which payee to use while creating a check and add the necessary information for this specific payee to be able to use the ACH feature of CHAX If you would like to use a payee other than the default payee then select the payee and click on exit You will now override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to be paid for services rendered by your subsidiary Start typing the name of Exit Help the payee and payees will fill the list Double Default payee Chax Inc click on the selection to select a payee Cancel Update Add cma lick on appropriate p button For ACH Account to receive funds to be Credited ACH Account ID Payee Entry Note These ACH entries are numeric only no symbols Defauk SEC Class Select below to pick Default Standard Entry Class SEC fi EL Payee Screen gt You can add an unlimited number of Payees gt Each Payee should have unique information gt In order to change or select a payee you must have been assigned rights to do 50 gt If you wish to add delete or change a payee double click on the appropriate button and enter the information gt When you exit this window you will be given the chance to make the selected payee the default gt ACH Account ID must be entered if you want to use this payee for ACH transactions This ID has already be
24. h they will retain The payer should retain the original check for his her records this original copy should never be deposited The key to CHAX is that it prints a check containing the MICR characters just as they appear on a regular check The American Bankers Association requires printing in accordance with specific standards within very tight tolerances CHAX offers a patented feature that ensures compliance with these tolerances CHAX should not be used for Certified Checks Bank Teller Checks or Money Orders Package Contents for New Purchase of Software CHAX Version 8 Installation CD 20 Blank Economy check forms License and Warranty Information This Manual Package Contents for Upgrade of Software CHAX Version 8 Installation CD Upgrade Instructions License and Warranty Information This Manual Technical Support CHAX offers free technical support for a period of six months after date of purchase of CHAX In order to receive free technical support you must be a registered user If you have any questions to which you cannot find the answer within this manual please contact a CHAX representative at 800 354 6427 Monday Friday 9 AM 5 PM Pacific Standard Time or visit our website at www chax com Chapter The following instructions are to be used to guide you through the installation of your CHAX software on various operating systems HARDWARE AND SOFTWARE REQUIREMENTS FOR
25. he Print Offsets to their status the last time you chose OK Exit and saved your settings Printer Setup Follow these steps to setup your printer in CHAX 1 Enter Print Offset measurements which determine the vertical and horizontal position of the check on the form Although the default is set at 0 38 vertical and 0 38 horizontal these measurements will vary for each printer Adjust the measurements for your printer by following these guidelines 1 0 oneinch of movement 0 1 1 10 inch of movement Increasing the vertical number moves the image down decreasing it moves the image up Increasing the horizontal number moves the image to the right decreasing it moves the image left If decreasing either the vertical or horizontal measurement to zero does not move the image enough upwards or to the left then use a leading minus sign to move it further 2 Verify that the Device Name and Device Output fields indicate the appropriate MICR printer and port CHAX will automatically set a default printer based on your previous settings The first time you use CHAX will set the printer to the system default printer so it is likely that you will only need to verify these fields and not have to change them 12 Skip steps 3 5 unless you need to change the Device Name or Device Output field 3 Select the Printers menu item to select a printer other than the default printer and port The Print Setup Window will appear See
26. he check Proofing amp Printing your Check It is critical that you verify the layout and contents of your check 17 An error in the MICR or Check Amount fields may result in the check being returned to you Therefore it is essential that you carefully proofread all information you have entered Although CHAX will automatically check for validity and catch some common errors it cannot guarantee that your check is completely accurate Manual verification is vital After you print the check check for proper alignment using CHAX s patented alignment marks Over time printer rollers and other parts wear and paper may feed differently so the few seconds needed to check the alignment is time well spent Follow these steps to thoroughly proof your check 1 Click Print and the screen depicted in Figure below will automatically appear Enter Check Information Help CHAX Entry Yelow required White optional Bank Name Check Number FIRST TENNESSEE AKA Note It is no longer required to print the ha bank s address on the face of the check Transit Number 87 434 642 Date 332 Anon s Pay to the Order Of Starter SGNATURE HOT REQUIRED Absence of rcbereme rte Graal bed by payee ww MICR Line Info lt Do not enter check number here CHAX Proofing Screen 2 Compare all information on this screen to the dummy check Pay special
27. is correct all entry fields will be cleared to prepare for creation of a new check 26 Clear Cancels all entries and returns them to their default settings Memorize After entering all check information click here to save the check information for periodic check printing i e Daily Weekly Monthly Yearly Exit Exits the CHAX Entry screen See the Exit menu item for more details Change Payee This is where you can select which payee to use while creating a check If you would like to use a payee other than the default payee then select the payee and click on exit You may now override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to a subsidiary or client Entering ACH Transaction Information Payee Batch Print Manage Memorzed Ext Help ACH Entry Payer Nome and Address ood fans reg It is no longer required to bank s address on the face of the chec Date 0371272007 _ FR 7 Select Pick ACH Standard Entry Class SEC 1 TEL Telephone Initiated Entry X ae required Pay to the Order Of Account Type 2 Chax Inc Business Checking 606 A Venice Blvd C Consumer Checking Venice CA 90291 C MM or Savings Account Pape copy MotHegotine MICR Line Info Routing Number Account Number number here Transaction Number Enter the Transaction
28. l your money You control the float You can send the CHAX checks on the day you wish to release the funds You no longer have to build in extra time to cover delays You can eliminate the need to use expensive overnight delivery service when you have to get a check delivered in a hurry If you have merchandise on hold for receipt of funds you can have it shipped the same day You can avoid COD charges and the problems of having to leave the check ready and waiting for the trucker Using CHAX checks instead of credit cards will not tie up your credit card s available credit and will avoid the hassles of getting reimbursed for business purchases Keep your accounting simple CHAX checks are generated by you just like regular checks you create a regular check fax it and retain the original for your records If you use CHAX instead of your credit card you won t have to analyze and allocate your credit card account statement for tax and audit 36
29. r 35 CHAPTERI1 Encouraging Customer Use Encouraging Customer Use of CHAX 36 Chapter INTRODUCTION CHAX The CHAX software was created to not only accelerate the payment process but also provide the user with a complete sense of security while this processing is occurring There are times in your business when it is important that you receive a payment immediately in the past you were at the mercy of your customers standard billing cycles and a host of delivery services That was until CHAX Now you can take control of the process and deposit the funds the same day your customer authorizes payment CHAX allows you to create a check which can be deposited into your bank account as simply as any ckeck The law allows this as long as you have the permission of the payer the party that would normally issue the check Note Although permission may be verbal MBS suggests that you receive specific authorization before creating a check Your customer can either fax a copy of the check to you or give you the information you need over the phone or through email correspondence and then have them either file the check away or destroy the check Note If this information is provided to you over the phone make sure to have your customer read to you the check number first and then the MICR numbers on the bottom of the check You should tell them to mark VOID CHAXed on their copy of a check whic
30. r numbers no spaces or special characters You will be requested to type it again Only if the first typing agrees with the second will the new password be accepted and take effect You will only be allowed to change those items that you have rights to NOTE Should you wish to remove the password just enter a blank password You are currently logged in as ADMIN Change Password for ADMIN Reenter New Password f Supervisory Functions Mamntain ID Name r User ID Full User Name Defauk Payee Starter ACH File Header Info ACH File Header Infoemtion 4 digts ACH Batch Header Information 34 Characters Currently Authorized ACH Entry Classes ACH Upload Avaliable ACH Entry Classes Double click to remove from authorized Info Double click to authorize PPD CCD Consumer ot Corporate entry A WEB Web Initiated Entr Double click on entry to change from to authorized lt gt ARC Accounts Recenable Entry RCK Returned Check resubmission XEK Destroyed Check Entry Delete Complete Cancel User Update Update 31 Assign Rights You must be signed into CHAX with supervisory rights to add update users or to change access rights for any user You are currently logged in as ADMIN Change Password for ADMIN Supervisory Functions Mantain ID Name User ID Defauk Payee Starter Full User Name ACH File Header Info ACH File Header Infoemtion 4 digts ACH Batch He
31. s enabling security restricting certain features for specific users Transaction Reports As CHAX items are produced an entry for each is added to the transaction database The Transaction Reporter is provided for viewing and maintaining this Transaction database Archive This is where you archive move to another file for long term storage transactions that have taken place while using CHAX You must make sure that you re the only one accessing your CHAX software or database files when you do this You will not be able to reverse this process Items moved to an archive file are no longer accessible for automatic population of data to screen nor for automatic duplicate check number checking Make sure you have a backup before archiving Reindex This is where you can reindex your database files This is useful for maintenance purposes of your database Before running we strongly recommend that you have a backup of the databases Exit Exit the software Help Brings you to this help file Buttons on Startup Screen Enter Checks Will take you to the main check entry screen for CHAX Enter ACH Items Will take you the screen to enter ACH transactions Note You must make sure to that the active payee has an ACH account number entered before selecting this button EXIT Exits the program 10 Chapter ENTERING CONTROL INFORMATION About the Control Entry Screen arar 60 Mormon Printers
32. t to Batch Click Print Batch to print the checks that have been previously saved If there are still checks saved in the batch file on disk you will be reminded that there are checks to be printed in the batch when you exit from CHAX and when you re enter CHAX If there are previous checks to be printed in this batch file entering new checks in the Batch Print Enabled mode will just add to the batch saved After printing the batch of saved checks Batch Print Print Batch the batch file is deleted and the saved check information is no longer available for printing except in the transaction reports Manage Memorized Let s you access edit or delete transactions you completed in CHAX and previously had CHAX memorized Note Before using this you must have previously Memorized some checks Exit Lets you exit either the check entry screen or the entire CHAX Program Do not exit CHAX if you are in the middle of creating a check When you exit your current incomplete entry will be lost If you are interrupted and need to work on something else minimize the window by clicking the minimize button in the upper right hand corner To resume your work just click on the CHAX icon BUTTONS Print Starts the print save process which will display the check for visual inspection confirmation before printing it Inspect all information carefully especially the Check Amount and the MICR line After you confirm that the check information
33. tabases NOTE Be sure to create a backup of all your databases before using the Reindex feature Help Opens this help file Exit Exit Exits the main program Enter Checks Accepts and saves your entries and returns you to the main CHAX screen Enter Check Information Enter ACH Items Accepts and saves your entries and returns you to the main CHAX screen Enter Check Information Navigating through CHAX Although it is easiest to operate CHAX using a mouse it is not essential You can also move the cursor by using the keypad Here are some tips to help you move around CHAX using only your keypad 1 Use the Tab Key and the Reverse Tab Key hold the Shift Key down while pressing the Tab Key to move respectively forwards and backwards from field to field 2 To enter data into a field press the Enter Key or the Tab Key Menu Items on Startup Screen Payee This is where you can select which payee to use while creating a check or ACH entry If you would like to use a payee other than the default payee then select the payee and click on exit You will now override the default payee for one check only or you can enter Payees that will be available in the future This might be used if you are creating checks to be to be deposited to other Payee Bank accounts SetUP This is where you can setup for printing preferences while using CHAX Maintain Users This is where you can manage your users such as adding or deleting user
34. the special MICR toner in your printer it is possible that the banks will have to add a special additional strip on the bottom of the check which they would manually encode with MICR characters This costs the bank extra time and thus extra expense The bank may charge you and or your customer for this extra expense of processing the checks In some instances banks have returned such checks unpaid because they were not encoded with MICR toner If you use special MICR toner offered for sale by Micro Business Software 1 800 354 MICR you will insure your CHAX checks meet the American Bank Association standards ANSI X9 27 standard and thus can be processed by the banks without any additional intervention 35 Chapter ENCOURAGING CUSTOMER USE Encouraging Customer Use of CHAX Some of your customers may have questions about the use of CHAX We suggest that you explain the benefits of using CHAX to send the funds Use the following explanations as appropriate for an individual situation CHAX checks are safer than regular checks When you send a CHAX check you are providing no more information than if you mailed the check Checks can be intercepted or lost in the mail CHAX are sent by fax and thus you have positive instant confirmation of their receipt CHAX checks look different from regular checks and so cannot be easily cashed but must be deposited into a bank account leaving an audit trail You contro
35. transfer EFT system that facilitates the inter bank clearing of credit and debit transactions and information exchanges among participating financial institutions ACH is one of the groups of processing institutions that have networked to exchange clear and settle electronic transactions According to Computer World magazine The Automated Clearing House is a secure private electronic payment transfer system that connects all U S financial institutions Direct paycheck deposits and debit card purchases are two examples of electronic fund transfers that go through this network Other typical ACH payments include salaries recurring bill payments and Social Security benefits Executing ACH payments is cheaper and faster than processing paper checks Both business to business and business to consumer e commerce activities are becoming ever more dependent on the ACH system thus forcing it to evolve notes Computer World According to the Federal Reserve Bank of New York In 2000 over 4 8 billion payments with a total value of more than 12 trillion were processed by ACHs through the Federal Reserve System Initial ACH Setup in CHAX Before accessing the ACH feature for CHAX you must follow these steps 1 Open the CHAX software 2 Select Maintain Users in the tool bar 21 Payee Havers Transaction Reports Archive Reindex Ext Help CHAX Checks by FAX PHONE amp INTERNET CHAX The Check Writing Softw
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