Scanning Checks to your Lockbox (Alliance Bank)

This information has been given to us through our Partners at Alliance Bank. Your scanner settings and options may be different if you use a different bank or software. 

Using the Check Scanner 

Proper Endorsements 

Insurance checks, cashier’s checks, and title checks require the use of an endorsement stamp stating “For Deposit Only”. This can also be written and should include the account number. If the check is not properly endorsed it will be rejected and can be rescanned through the scanner once the endorsement is completed

Scan to Lockbox

 Scan to Lockbox allows the user to scan a group of homeowner payments for multiple communities at one time without sorting the payments. This batch of payments will be processed by our lockbox team and will be included on your daily lockbox report for posting to your accounting software.

To create this deposit, select the New Deposit button from the toolbar and select the account labeled

1 – Scan to Lockbox from the list. You do not need to enter a control amount.

Scan to Lockbox List

Scan to Lockbox List allows a user to scan homeowner payments that include one check to pay for multiple properties within the same association. If this is the case you will need to write each account number on the check and the amount that should be posted to each account. This will total the amount the check is written for. This batch of payments will be processed by our lockbox team and will be included on your daily lockbox report for posting to your accounting software.

 To create this deposit, select the New Deposit button from the toolbar and select the account labeled 
3 – Scan to Lockbox List from the list. You will need to enter a control amount for this deposit.

For both scan to lockbox options, posting information must be included for processing. You will be supplied with a stamp from AAB for the Association ID and Property Account Number (see below). This information must be included on each check before scanning. This will ensure accurate processing of all scanned checks within our lockbox system. Additionally, if this information is not included, AAB may be unable to process the payment and the check will be rejected and forwarded to you as a research item.

Making a deposit to an Association

To create a deposit directly to a community, select the New Deposit button from the toolbar, select a community account, and enter your deposit total amount in the Control Total Amount field. These payments will not be included in your lockbox posting file. If you scan a homeowner check you will need to manually credit their account within your accounting software.

Making a Deposit to Open New CD/DDA

Scanning a deposit to open a new CD or DDA account allows you to scan a check from the office after notifying your Relationship Banker you would like to open a new account with the deposit. This provides convenience and an immediate deposit to the new account. As a note, if the community is new, you will need to provide the required documents to open a new account to your Relationship Banker.

To create this deposit, select the New Deposit button from the toolbar and select the account labeled

2 – Open New CD/DDA from the list. You will need to enter a control amount for this deposit.

Scanning Checks

Place the check(s) in the scanner face out with the MICR line down, and select the scan checks button on the toolbar. The checks will begin scanning and showing on the check grid. Once scanning is complete, any errors in the deposit will show with a red circle with an X. Hover over the circular-X error to show tool tips and correct the error.

An example of an error is below. In this error the control total amount does not match the total amount of the scanned checks. To correct this error the correct check amount can be entered manually. To sort the zero value checks, press the amount column header on the check grid. This will bring all zero value checks to the top of the grid for easy keying.

NOTE: Foreign checks, including all Canadian checks, cannot be scanned. Foreign items cannot be presented electronically to the Federal Reserve. Please send all foreign items to your Relationship Banker for processing.

Delete a Check

Highlight the check in the check grid that would need to be deleted and choose delete check on the toolbar.

Delete a Deposit

Highlight the deposit in the deposit grid that would need to be deleted and choose delete deposit

on the toolbar.

Transmitting a Deposit

Begin your transmission to the bank by clicking submit deposits on the toolbar. A list of the available deposits for submission will appear. Click to check the submit box you wish to process and choose submit.

Once the transmission is complete, a Deposit Confirmation Report will appear on the screen in your default internet browser as a PDF view for saving or printing. This will be the only opportunity to save or print this confirmation page.

IMPORTANT: once a deposit has been submitted it cannot be deleted. You will need to process a transfer to reverse any errors.