ALIS Pay: Check Scanning Reference Guide

iStream is a remote deposit capture technology that accommodates direct ACH pulls and check payments within our payment gateway, ALIS Pay. With the check scanning feature, you do not need to submit check payments through the bank or via mobile deposits - just use your check scanner for direct deposits into ALIS.

Get Started with Check Scanning

The ALIS team will walk you through each step of the iStream application process and complete the initial enablement of this feature for you. Contact your Account Manager or our ALIS Customer Success Team for assistance with the application process. For more general information about ALIS Pay, refer to this ALIS Pay: The Payment Gateway Guide guide.

Once iStream is enabled in your ALIS environment, our dedicated ALIS Pay team member will hold a call with you to help configure your check scanner device to ensure connectivity with ALIS. You can also use this Configure Check Scanner for ALIS Pay guide which outlines the configuration steps. 

Supported Check Scanners 

In order to use the iStream check scanning feature, your company must purchase a supported check scanner. ALIS supports two types of check scanners when using the check scanning feature with iStream. See below for brief descriptions as well as direct links to the vendor site pages containing each model. 

CheXpress^® CX35

Features Overview: 

• Single feed scanning with quiet operation
• Bank-quality MICR and OCR accuracy
• Smart Button status indicator and automated cleaning mode
• Optional models with built-in Ethernet over USB network intelligence

Click this link for more information: https://www.digitalcheck.com/remote-deposit-scanner-cx35/ 

TellerScan^® TS250

Features Overview: 

• Scan speeds of 55, 75, or 120 documents per minute
• Ability to switch between USB and network operation
• Smart LED Button, front-feed ID scan, and automated cleaning mode

Click this link for more information: https://www.digitalcheck.com/teller-check-scanner-tellerscan-ts250/ 

Prepare Check Scanner for use

It is important to ensure that your scanner's settings have been configured appropriately before attempting to scan checks in ALIS. Read this Configure Check Scanner for ALIS Pay guide for instructions on scanner configuration. 

CheXpress^® CX35

As long as you have configured this scanner's settings, you are ready to scan checks in ALIS. While you do not need to take any action to prepare your scanner for feeding checks, be aware that you will need to load checks into the scanner one by one. 

TellerScan^® TS250

In addition configuring this scanner's settings, take a few simple steps to ensure the scanner is ready for use. 

1. Pull out the floor extender (the black tray found towards the base of the scanner).
2. Pull out the exit pocket limiter (the silver u-shaped bar found on the side of the scanner).
3. Prepare the checks to ensure the bottom and leading edges are aligned.
4. Insert up to 100 checks into the feeder, and only to the limit line (this line is indicated with an image found on the top of the scanner). 

Scan Checks in ALIS

To ensure optimal performance, there is a 100-check batch limit. ALIS will notify you as you are approaching the limit and once you have reached the limit. If the limit is reached, ALIS will pause scanning and prompt you to submit that batch before attempting a new one. 

Follow these steps to scan checks in ALIS: 

1. Navigate to the Payment Center.
2. In the Check Scanning tile, click the +Scan Checks button. This opens a pane to the right, where you will need to review and update all required fields.
   • Received On - This defaults to today's date, or the say you are running the checks. You have the ability to edit this date before scanning as well as once in the next Check Scanning page prior to submitting the check payments. You will not be able to edit this date once you process your checks and they are posted to your accounts.
   • Expected Total - This is the sum of all checks expected for this deposit. Once checks are scanned, this number will be compared to the Scanned Total. You can click on the tooltip (question mark icon) to assist you with this entry.
3. Click the Next: Set up Scanner button and begin feeding your checks into your scanner device. As you scan checks, the page will process them and display a high-level overview of each check in the order in which they were scanned.
   • If the scan was successful and does not require any corrections, the Order column will be highlighted in green, and the Status column will remain blank.
   • If the scan contains errors or needs to be reviewed, the Order column will be highlighted in red, and the Status column will display general information regarding the error or state specific field(s) that are "invalid".
     • To make updates, click anywhere on the line item to open a righthand pane where you can view the scanned check image and edit the Check #, Check Amount, Routing #, Account #, Payer, Outstanding, and Apply to fields.
     • It is important to note that the first time you scan a check, ALIS will not automatically recognize the Account # and therefore will not be able to associate the correct payer with that account. Once you select the payer from the dropdown menu provided, ALIS will link the payer for future scans.
   • For any other issues you may encounter when scanning checks (connectivity, error message, jammed checks), refer to the below Check Scanner Troubleshooting section of this guide as well as our more detailed Check Scanner Troubleshooting Guide.
4. Once you have rectified all errors on your scanned checks, the Order column and the Submit button should be highlighted in green indicating that you are ready to submit this batch of check payments.
   • If the Submit button is still grayed out and you are unable to click it, then most likely your Expected Total and Scanned Total does not match. Once you've reviewed your scanned checks, click the pencil icon next to the Expected Total and enter the correct amount. Then click the green check mark to save. This should then make the Submit button so you can click it to process the payments. 
5. When you click Submit, a pop-up appears for you to review the Received On date, Scanned Total, and number of checks scanned. If all appears accurately, click the blue Submit button to process the payments. These will then go into the Undeposited Payments tab in the Payment Center until they are cleared and posted to the applicable GL accounts.  

Check Scanner Troubleshooting 

It is always possible to encounter minor device or connectivity issues. We have collected most common issues reported by ALIS users and captured troubleshooting steps you can take to resolve them. For descriptions of these issues and troubleshooting steps, refer to our ALIS Check Scanner Troubleshooting Guide. 

You can also review the Digital Check Product Support page which provides bite-sized training videos and covers a wide range of topics related device maintenance and troubleshooting based on your check scanner model. 

• Click here to open the CheXpress^® CX35 Support page in a new tab.
• Click here to open the TellerScan^® TS250 Support page in a new tab. 

Reporting 

There are two key locations for you to view check scanning transactions and statuses: the Payment Gateway Txns page and the ALIS Pay Report. Read below to learn where to access these reports as well as how you can use and interpret them effectively.

Payment Gateway Txns 

Navigate to the Payment Center > Payment Gateway Txns tab. This opens a page with a table containing your payment gateway transactions history. 

• On the main page, it can be helpful to review the Job Details column to see an overview of Successful and Unsuccessful transactions within a batch.
• Click the View button on any transaction line item to open the Background Task Details page.
  • In the top section of this page, click on the linked Check Scan Summary PDF to view the receipt of how many checks were scanned, the Scanned Total, and check details with associated check images. 
  • If any transactions showed as Unsuccessful on the previous page, the Status column will say "Failed" and provide details in the Description. If any scans have failed, go back to the Payment Center and rescan the check and review this page again to ensure it returns a Successful result. 

ALIS Pay Report 

Navigate to Reports > Billing > and click on ALIS Pay Report. This report shows data based on the filtered Received On date range and information as to the amounts, statuses, and resident/payer details.

• Use the many filters at the top of the page to help you narrow your search for specific transactions.
• Click on the linked numbers found in the Txn # column to open the Transaction Details side pane.
• The Last 4 column indicates the type of transaction (Check, ACH, CC). 

Related Articles:

• ALIS Pay: The Payment Gateway Guide
• ALIS Pay: Voids and refunds
• ALIS Pay: Monthly ACH Pulls
• What do ACH response codes mean?
• Payment Center Guide

For more assistance with Check Scanning,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com