Rock U - Finances - Check Matching

Transcribed Video Content

So let's talk about how to scan checks into Rock. There's a a couple different options and a couple different steps that you that you wanna do. The first step is to use our check scanning app. Okay? So this is a app that you'll download, it's under the power tools, there's a list of applications there that you can download. So you'll download that to a Windows computer. That computer will be tied to a check scanner. Now the documentation kind of outlines the check scanners that we support, and there's two options. One is a check scanner that supports the Ranger API, but we really recommend the Canon CR series of check scanners. But also supported is, a single check scanner, that's more of a USB connected one. It's a Magtech. But again, go into the documentation, we really outline the supported scanners there. Once your scanner is connected, you'll run the software and it will help you guide you to making batches of scanning checks. Once those checks are scanned, they're scanned directly right into Rock and they're put into a batch. But at that point, they're not matched to a specific person. Okay? So now we have the images of the checks. We have the control amount for the batch. But it's time to move on from there to assign the dollar amounts and actually match it to a person in Rock. So let's go ahead and look at that process. Okay. So we go go first go to our batch list page, is under finance batches. And if we're looking at our list of batches, it's really easy to determine which ones need to have the check matching done. Okay. So they they stand out over here that there's transactions in here that aren't tied to a person yet. Okay. So we're gonna go ahead and click on that. Okay. So now we're at the batch detail page. And what we can do is we can click transactions button to go ahead and start matching those transactions. Okay. So what's gonna happen is it's gonna start showing me, each transaction, each check, and I'm gonna assign it to a person and then optionally enter in the dollar amount. Now, the sample data already has the dollar amount in here, but a lot of times you're gonna have to enter that in yourself. Okay. So I'm gonna assign this here to Ted Decker. And once I do this once, it's gonna remember Ted Decker from now on is tied to this Maker. Okay. So this is just a sample Maker information. So it's the account and the routing number. But once it's tied to that, when I come back through again, he'll be showing on this drop down list. Okay? And if there's only one person tied to the to the account, he'll auto be automatically be preselected. So a lot of these personal checks, you only have to do this assigned to new once and then they're gonna be in this drop down here for you to use in the future. Now it is a drop down because there are bank checks and bank checks have the same account and routing number but they need to be tied to different individuals. So that's why it's a drop down. If more than one person is tied to that routing number and account number, then we won't automatically select one. You have to actually select it yourself just to make sure that you recognize that that needs to be done. Then you'll come down and you'll enter in the correct amount. And once you do that, you'll hit next. That brings you to the next check that needs to be processed. And you'll just kind of continue this process until you're complete. Now, you can have multiple people doing this process on a single batch. Rock is gonna only give the each person one transaction and once it gives it that transaction, it'll skip the next transaction and give it and so two people aren't duplicating their work. So definitely go ahead and it's okay to have multiple people working on this. It is possible on the last transaction that that might be duplicated, that work because we're not sure, , someone's walked away from their desk. So that last transaction might have to be entered twice. Now from here, you might be wondering what how do I get accounts to show up on this list? There is this gear here and this is gonna help configure what accounts you want to show. So if you're just doing a batch of checks that has the general fund and a building fund, you can just select those, save and then that simplifies your entry screen quite a bit. From here, you can also add a new family or add a new business as you're going through and doing your check running. Now, once you hit, next and you're done, then all your checks will be matched and you are all set.