Check Scanner For Entering Contributions

The check scanner reads basic information from a check and enters it into the appropriate boxes in the Add Contributions page of Breeze. If you are scanning a lot of checks regularly this could possibly speed up your workflow in entering contributions into Breeze. It should be noted that the check scanner does not deposit monies to your bank account, it only records the gift in Breeze. 

The Check Scanner will read and input: 

  • Account number
  • Check number
  • Method

It will not read:

  • Name
  • Amount
  • Memo line

How It Works

  1. Ensure that the Mini MICR, 3-Track MSR, MICRSafe USB Keyboard Wedge (22551002) is plugged into the wall and the computer.
  2. Make sure the green light is on.
  3. On the Add Contribution page select "Check Scanner" as the entry method.
  4. Simply feed a check (right side up) into the left side of the check scanner. The check will go through the scanner and come out the other side.
  5. When it scans, it looks for previous association made using the same check account number.
    • If it finds an association, it will automatically pull that person association, and auto fill the account number, check number, and method. You will need to input the Amount, fund, memo line, etc. and click Add Contribution. 
    • When a person's check is scanned for the first time (i.e. there are no association made with that account number), you will be prompted to enter a name for that check to make the association with a person in Breeze. You will need to input the Amount, fund, memo line, etc. and click Add Contribution. 

Why isn't it working?

There are a few basic things that can cause the check scanner function in Breeze to not work properly.

Are you using the wrong check scanner?

Breeze only supports one check scanner: the Mini MICR, 3-Track MSR, MICRSafe USB Keyboard Wedge (22551002). Older/different models are not supported, and thus we are not able to guarantee that they should work with Breeze.

The checks are uniquely formatted

The check scanner is programmed to read the standard format of checks. Some smaller banks format their checks differently. Running it through the check scanner will cause numbers to be input in the wrong places. This is not a Breeze issue; it's an issue with the format of the check.

It is possible to reprogram the check scanner to read a different format, but it is not advised because then it will not read the standard format correctly.

Someone's check did not associate because it is coming from a new account

If someone has multiple checking accounts and has already given from one, that association will be in Breeze. If they give from a different account, however, you will need to associate that one as well (since the association is made by the account number).

How to Fix a Wrong Check Association

Sometimes it may happen that you associate a check with the wrong profile in Breeze. This means that when you scan a check, it wants to record the donation to the wrong profile. This can be fixed following the steps below:

  1. Navigate to the contribution record for that scanned gift in Breeze.
  2. Select the amount hyperlink and then Edit.
  3. Change the record to go to a different profile (the correct one).
  4. Select Save.
  5. Additionally, go to More > Contributions > Associations.
  6. Find the wrong profile association and delete it on the right hand side.
  7. The next time a check is scanned from that individual, it will prompt for the desired association again.

 

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Comments

6 comments
  • I'm trying to fully understand the check scanner benefits.  I can't really see that it does much besides keep you from having to manually type in the giver's name (at least, after the first use).  It doesn't link to your bank to do remote deposits, correct?  Am I overlooking the pros of the scanner?  If not, does Breeze have any plans to implement check scanners that would both scan to givers and perform remote deposits?

    I appreciate your feedback!  Thanks!

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  • @kjohnson

    Great question here! The primary pro of having the check scanner is to keep you from having to manually type in check numbers when adding checks. In addition to that, it also saves the association so that when you scan the check in the future it automatically recalls the right person! 

    As of right now, I don't think there are any plans to have remote deposits as a part of the Breeze functionality… However, if this is something that you desire to have for your church, feel free to submit a feature request!

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  • How would breeze handle where two sisters share the same bank account.  When they write a check they circle which one is doing the giving (and their signature is different).

    Also, isn't there a QuickBooks sync for deposits?

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  • @david

    Thanks for reaching out with your questions!  I think the best way to handle the situation you describe would be to add the contribution by Person not by Check Scanner for the sisters.  Using a Check Scanner will only save the check information to one name.

    As for your Quickbooks question, you can see an article on that here: Quickbooks.

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  • I gave up using the check scanner because I get checks with so many different formats for the account numbers and check numbers.Sometimes the check number is first, sometimes in the middle and sometimes at the end. It takes less time to do it manually!

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  • Hey @annegreenwood,

    Thanks for the feedback! Based on the formatting of the check, some information will be displayed differently from each check scanned in. 

    "The check scanner is programmed to read the standard format of checks. Some smaller banks format their checks differently. Running it through the check scanner will cause numbers to be input in the wrong places. This is not a Breeze issue; it's an issue with the format of the check."

    Thankfully, it isn't a Breeze issue, but an issue with the bank format of their checks.

    Hope this helps!

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