home

MinistryPlatform

RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite
RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite

MinistryPlatform and PocketPlatform guides, answers, and development resources.

What would you like to know more about?

Show Contents

Show Page Sections

thumbnailMinistryPlatform

Batch Manager Tool (BMT)

Scanning Checks

Everything you need to know about scanning checks in the Platform, including your options, what they mean, how to scan checks, missing information, and more.

Make sure you connected a supported check scanner to your computer and installed the scanning service. You may scan checks and/or envelopes.

Important: To install the Batch Manager Scanning Service, you must be logged in to your workstation as a local administrator. You do not have to be a local administrator to use the scanning service to scan checks from the Batch Manager Tool.

Scanning Options

  • Checks Only: This is the default option. Only use it if you have one document (check) per image that benefits from the OCR reading it. It captures the front and back of the check.
  • Checks + Envelope: Use this when you scan two documents (check and envelope) for each donation record. Place the two documents consecutively in the check scanner hopper (check, then envelope). The OCR reads the first item scanned (the check). It captures the front and back of the check and the front and back of the envelope.
  • Envelopes Only (No OCR): Use this when you scan an envelope or other supporting documents that the OCR doesn't need to read.
  • Rotate Envelopes: This rotates the envelope image for portrait-oriented envelopes. The default is none. Left and right rotation options are available. Images rotate when you save them (not just visually). This setting applies to all envelopes scanned in the scan session (batches with varying orientations should scan each orientation separately into the batch).
  • Scanner Settings: This opens the Scanner Setting dialog so you can change devices and see scanner statistics, including version and errors.

Image displays BMT scan options in a drop-down list under the Scan (Checks Only) button.

Scan Checks

  1. Load the documents in the scanner.
  2. Select the scan option you want.
  3. Click Scan.
  4. A donation record adds to the batch for each check in the order you scanned the checks.
    Note: The BMT flags potential mismatches between the written check amount (LAR) and the printed amounts (CAR) with a dollar sign in a red circle. Don't be alarmed, but do confirm the amount.

Scan Status

As you scan checks, you'll see the following status updates in the status bar:

  • Scanning Checks: Other BMT buttons disable, and you scan checks.
  • Processing Donations: Other BMT buttons disable, and you create Donation records.
  • Saving Images: You may begin to edit the batch while images save.
Important: Don't close or refresh the BMT while this status bar is visible or data will be lost. A warning will pop up if you attempt to close the browser before scanning is completed.

Rescan Checks

  1. In the BMT, open the batch with the checks to rescan.
  2. Click the donation row with the check that needs to be rescanned.
    Tip: It'll be marked with a red triangle with a white exclamation point inside.
  3. Under the check image, click Rescan.
    Image displaying the Rescan button below the scanned check and rescan drop-down options
The scanner scans again based on your set scan options. For Checks + Envelope, you need to rescan both the check and the envelope. For checks, a rescan includes reading the check's MICR and performs OCR.

Physical Endorsement

The Batch Manager Scanning Service can physically endorse checks if the supported scanner can also print and has a compatible ink cartridge. See supported scanners for the full list of supported models.

Endorsement text comes before image capture, so you'll see endorsement on image Check_Back.

  • Sample Endorsement Text: "Deposit Only Acct #10078076 Grace Church"
Note: You can't edit "franking" with Epson scanners. Add any text to the physical endorsement field in Scanner Settings to enable "franking" and add "ELECTRONICALLY PRESENTED" to the front of the check.

Configure Physical Endorsement

  1. In the BMT, click a batch to open it.
  2. Click Scan > Scanner Settings.
  3. Enter the text you want to print in the Print Endorsement field.
    • When the Print Endorsement field is blank, there is no endorsement.
    • Endorsement text may contain spaces, must not exceed 30 characters, and is limited to one line of text (no carriage returns).

Scanned Images

  • After scanning, the Batch Manager Tool displays all donation rows expanded so that you can see the scanned images. To hide the images click the - in the top left corner to collapse the donation rows.
  • The front image fills the image window.
  • To zoom in, click Zoom In. Use your mouse to pan or drag to another portion of the zoomed image.
  • To view other images, click Show All or double-click the image window.
  • From the Show All screen, double click any image to expand it to full screen.
  • The front image zooms into various sections and corners of the check when you place your cursor in the corresponding field (address, amount, and so on).
  • Scanned images save in the Platform as an attached file on the corresponding Donation record. Images are named "Check_Front", "Check_Back", "Envelope_Front", and "Envelope_Back" respectively.
  • The MICR read by the scanner saves in the Original MICR field on the corresponding Donation record. If you edit the MICR in the BMT, this updates this field in the Platform.
  • If the check jams or misfeeds, the BMT gives an error.
  • If the MICR is not captured, the BMT gives an error. However, if it is folded to cover a number, but scans without a jam or misfeed and the you otherwise capture the MICR, no error displays. We recommend you review the batch before finalizing.

Duplicate Checks

For donations with the check payment type:

  • If the BMT detects that you scanned a check more than once, a warning flag displays.
  • Review flagged donations to remove them from the batch or dismiss the warning.
    • To remove them from the batch, click the X at the end of the donation row.
    • To dismiss the warning, click the X in the "Duplicate Check Detected" banner message overlaid on the check image.
  • Duplicates are either:
    • Duplicated in the current batch, or
    • Scanned into any previous batch.
  • Duplicates are determined by comparing across all MinistryPlatform donations with MICR data (not user or date specific) and a payment type of check.

Image displaying an example duplicate check with the red Duplicate Check Detected warning at the top of the check image.

Scanned Checks with Missing Details

Missing Images

If you have a check or envelope scanned in the BMT that is missing an expected image, it is marked with a red warning triangle with a white exclamation point in the center warning and the Missing Images tab displays. This prevents you from finalizing the batch. To resolve this error, click the Missing Images tab, open the donation, and follow the steps to rescan the check or envelope.

The dot(s) under the check image represent how many images the BMT captured. There should be at least two images for each scan, for the front and back of either the check or the envelope. The number of expected images is based on the scan option you selected:

  • Checks Only: Two images
  • Checks + Envelope: Four images
  • Envelopes Only: Two images

Image displaying an example check under the Missing Images tab and only one dot under the check image.

Invalid MICR Characters (Edit MICR Data)

If you have a check where the BMT reads a MICR number with invalid characters (for example, letters or symbols), it doesn't match to a donor. If this occurs, the Account and/or ABA fields are blank, indicating that there is a problem.
Note: The Edit MICR dialog only applies to donations with a payment type of check. Routing and accounting number fields are read-only except through the Edit MICR Data dialog box. Any other payment types have item numbers you can edit that allow for non-numeric values.
  1. Load the check in the scanner.
  2. Click the batch to open it.
  3. Click the Rescan button under the check image.
  4. If the MICR is still not read, click the Account and/or ABA field to open the Edit MICR Data dialog box.
  5. Review the check image.
  6. Set the item number location. The default is last or none, and other options are first and middle.
    Tip: Use the check symbols images in the Edit MICR dialog box to determine number location.
  7. Enter the account, routing, and item numbers from the check.
  8. Click Save.
  9. If the data entered is still invalid or incorrect, rescan or reopen the Edit MICR Data dialog box as needed.
  10. If needed, click Match Donors to assign the donor.
    Note: If you don't correct this issue with an Account and/or ABA field before you close the batch for the first time after scanning, a blank value saves in these fields. When you reopen the batch, select an option to assign the donor, if needed.

Unread or Misplaced MICR Values

If you have a check where the BMT does not read the item number, account number, and/or routing number or puts it in the wrong field, it's most likely the MICR formatting. This may include no spaces, too many spaces, extra symbols, and so on. This may happen for a particular bank or check stock. We can adjust the BMT to read this style of check to save you time. To report a check to us to address in a future update, a SPoC can contact Support with the following details:

  • The URL link to the donation record from the Platform, and
  • An image of the check.
thumb_upYes thumb_downNo

MinistryPlatform

Last updated: February 5, 2025

Related Articles: