Check Scanning Best Practices

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Best Practices

  • Scan checks when you process the transaction.
  • If you choose to scan checks at a later time, make note of the physical checks that need to be scanned and matched with the appropriate transaction.
  • If your credit union uses physical deposit slips, you must scan the deposit slip first, before scanning the checks.
  • After the checks in a transaction are scanned, they should be put away (drawer, bin, envelope, etc…) so they are not accidentally picked up and scanned again in another transaction.
  • If a check cannot be scanned normally, due to damage on the bottom or leading edge of the check. Try turning the check upside down and/or backward, so that you have a clean edge to put in the scanner and on the bottom. In most cases the software will read the check correctly.
  • Confirm your deposit balances on IMM and Portico to make sure they match.
  • Tellers should periodically balance their checks, from Portico to the Teller Item Capture server throughout the day. This will help uncover any issues like a check transaction for the wrong amount on Portico or a reversal that has not been deleted from the Teller server, and allow the issue to be fixed prior to the checks going out in the electronic cash letter.

On-Us Checks

When defining your check parameters within IMM Teller Item Capture, you can choose to clear your on-us checks immediately or as a transit item. If you choose to clear on-us checks immediately, IMM Teller Item Capture will identify the on-us check for Portico and the check hold type will be O - On-Us. If you choose to clear on-us checks as a transit item, IMM Teller Item Capture will identify the on-us check for Portico, but the check amount will not be included in the credit union's Check21 cash letter. If the check routing number matches the credit union's routing number and the On Us Check Processing field is C on the Credit Union Profile - Shares tab, Portico will enter C - On-Us (Hold Funds Only) as the check hold type. If the check routing number matches the credit union's routing number and the On Us Check Processing field is O on the Credit Union Profile - Shares tab, Portico will use the check hold type specified in the Default Check Hold Type field on the Branch Profile - Update window to determine the hold type.

Shared Service Center

If processing a Checks Received transaction in Shared Service Center, you must scan checks when you are completing the transaction to ensure that the issuer institution information is included in the Check21 cash letter. Scanned checks will have a default check hold type of I - Immediate Release. You can change the check hold type to P - Payroll or L - Local on the Check Log dialog box. On-Us checks should not be included in the scanned checks for Shared Service Center transactions.

Offline Processing

In Offline Processing, you must scan checks when you are completing the Checks Received transaction. You cannot bypass the check scanning process.

Reversals

Reversals must be completed in Portico and IMM Teller Item Capture separately. As a reminder, a warning message will appear when you reverse a scanned check deposit in Portico. If you reverse the scanned check deposit in Portico, but not in IMM Teller Item Capture, the check will clear and the funds will post to the credit union, causing an out-of-balance issue. If you reverse the scanned check deposit in IMM Teller Item Capture, but not in Portico, the member receives the funds, but check the doesn't clear, causing an out-of-balance issue. If the Check21 cash letter is already sent, you cannot reverse the scanned check deposit in IMM Teller Item Capture.