How to Scan Checks
Description
How to use an automated check scanning device to convert paper checks into electronic payments.
Before You Begin
You need to call Trash Flow and have one of our technicians turn on the ARC Active option under . You must wait 30 days after sending out your bills before check scanning will actually become active; this gives your customers the legally required time to know that their checks will start processing electronically. Once ARC is enabled the notification will automatically start printing on bills. Finally, currently we only support one model: the Epson TM-S1000 model M236A (single feed), costing around $350. If you have a different model it doesn't hurt to try using it—check scanners are largely similar under the hood.
Context
Scanning checks makes check entry faster and more reliable. It can also save some trips to the bank since most of the checks you receive can be processed electronically. Please contact your sales representative to find out the current rate we charge (this is usually around 28 cents per transaction, though that goes lower based on volume).
Steps to follow
- Click .
- Insert a check you've received into the scanner. It will read the encoded data across the bottom and display a picture of the check. (If a check is unreadable or if it is a type that bank regulations forbid us from processing electronically then Trash Flow will let you know to deposit the paper check as usual.)
- If you have previously scanned a check from that customer Trash Flow will automatically select that account. If this is the first check from them then choose the correct customer.
- In either of the above cases, enter the Payment amount, confirm that the Check # is correct, and press ENTER to save the payment.
- Once you have entered all the checks, close the payment window and click . In that new window click ; this will send all the payments to us for processing. Please note that the process of withdrawing and depositing the funds does not begin until you send the ARC batch.
When you're done
All the payments will be posted to the customer accounts. Batches received by 2:00 PM Eastern time will be deposited into the hauler's bank account on the third banking day following the receipt of each batch. Note that you must hold on to the physical checks for 2 weeks; after that they must be shredded. Checks should be kept in a locked, limited access area until destroyed.
Additional Information
If you receive a check that has been previously used to pay for more than one customer account then Trash Flow will display a dropdown menu after the check has been scanned letting you choose one of the existing accounts, add a new one, or remove the association of that checking account from a customer. Not all checks can be scanned. Most commercial checks, checks from the Federal government, checks payable to anyone other than your business, and checks in any other currency besides U.S. dollars may not be processed electronically. See the Scanned Checks Addendum of the Trash Billing agreement for the complete list of regulations.
Trash Flow will let you delete a payment before a batch is sent (if it was for the wrong amount or wrong customer, for instance). If the batch has been sent but not yet been processed and you need to change something then delete the entire batch, delete any incorrect payments, redo the transactions correctly, and submit the batch again. If you notice a problem with a batch that has already been processed please contact Trash Flow.
Additional Resources