AppFolio: Check Scanning Overview

Created by Mark Williamson, Modified on Tue, 18 Mar at 9:31 AM by Mark Williamson

Check Scanning Overview

Process and scan a batch of checks using AppFolio's Check Scanning Portal. Once a deposit is closed in the Portal, create receipts in AppFolio which will automatically be deposited.

In This Article:

Video: Check Scanning Overview

Process a New Check Batch

Process a new batch of checks using AppFolio's Check Scanning Portal. This will create the deposit batch. Once done, you will be able to create the receipts in AppFolio.

Click Accounting and Receivables. From the Tasks menu on the right, select Scan Checks. AppFolio's Check Scanning Portal will open in a new tab.

From the tasks on the left, click Transactions.

Click Remote Deposit Complete.

Click Create New Deposit in the lower right.

Note: If this is your first time using AppFolio to scan checks the appropriate drivers will begin downloading automatically. You will need to follow the prompts to install the drivers so that our systems can communicate with your check scanner.
The New Deposit page displays. Complete the following fields as applicable:
Location - Select the bank account where this check batch will be deposited.
Deposit Name - By default, the system will generate a deposit name that includes the date and time the batch is being created along with a unique batch ID number. Edit this field if you wish to give the deposit a different name.
Number of Checks - Enter the number of checks in the batch.
Total Amount - Enter the total amount of the batch including a decimal point and the cents (for example, $100.00). If the amount entered does not equal the total scanned, the entire batch will be rejected and a new batch must be generated.

Note: If the scanner does not appear in Scanner Interface section, check that is plugged in, then select the Reset Scanner button.
Click Create. Once your scanner has begun scanning checks, the results will appear on the Deposit View page. While on this page you can:
Refresh - If at any time the Amount values for the check items do not immediately display, select the Refresh option to have values display.
Delete - Remove line items that you do not wish to include in the batch.
Rescan - If the scanner was unable to capture the check image you may be prompted to rescan the item.
Note: If the system cannot read the item amount or MICR line, the item will be sent to our review team to manually review and input. Our review team works banking days 8am - 5pm Central Time.
No additional information needs to be entered on this page. Customer Number and Name on Account can be left blank, you will fill assign a payor in a later step when you create the receipt.
Click Complete Deposit when all checks have been scanned. Completing the deposit will bring you to your open deposit list. Here you can Open the deposit to remove, add, or correct any items in the batch.

When ready, select all deposits you wish to process, then click Close Deposit(s) to begin processing the payments into the selected bank account. A batch can be completed and closed while items are still in review, but it will not process until the review is complete.

Note: Once a deposit has been closed the payments will begin processing, this step cannot be undone.

Create Receipts

Once checks have been scanned, create receipts in AppFolio. Payor and bank account number associations will be saved so that you only need to associate them once. The payor will be automatically associated moving forward and can be edited at any time if needed.

Click Accounting and Receivables. From the Tasks menu on the right, select Check Scan Batches.

If you do not see your recent check scan batch, click Update Batches.

Select the line item for the batch you need to generate receipts for.
The check item status may vary depending on certain conditions. Here is a list of the available statuses and their definitions:
Not ready to Receipt - The item has not yet processed (the batch may still be open, or the item may have been sent to our team for additional review). A payor can be assigned, but receipts may not be able to be created yet.
Ready To Review - The item is ready to have a payor assigned and receipt created
Duplicate - The item is a duplicate and will not be processed, no further action is needed
Rejected - The item has been rejected and will not be processed. You will receive an email with additional information
Needs Rescan - The check item requires rescan. The batch will reopened and no items in the batch will be process until it is resolved. Use the Scan Checks task to navigate to the batch and rescan the item.
For any line items that do not have a payor assigned, click Assign Payor in the Actions column.

Select the proper Payor Type to create a receipt for the appropriate payor from the following options then click Save:
Homeowner / Tenant - Enter the homeowner or tenant in the Payor list. Once selected, the homeowner / tenant status will display.
Owner - Enter the owner name in the Payor list. Select the owner's property from the Property list. Select a GL Account from the available capital GL accounts and add a Remark if necessary.
Other - Select this option to create an other receipt to represent payments from vendors, applicants, etc. Enter the payor name in the Payor field. Select the property from the Property list and add a Unit if applicable. Select a GL Account from the available capital GL accounts and add a Remark if necessary.

If the check item has a non-distinct bank account and routing number (often seen with Bill Pay Checks) then mark the item Bill Pay Check.
After you have associated checks items with their correct payor and an amount displays, click Create Receipts. The check item status will update to Receipt Created and a bank deposit will be processed automatically.

When viewing a check scanning receipt, Click the Amount to view the check image.

Reassign Check Payors

If a check payor was incorrectly assigned based on the routing and account numbers, reassign the payor before generating receipts.

Click Accounting and Receivables. From the Tasks menu on the right, select Check Scan Batches.

Select the line item for the batch you need to update a check payor for.
Click View Check from the Actions column.
Enter the correct payor in the Payor list.
Click Reassign Payor. This action will reverse the original receipt and create a new receipt for the updated Payor using the original receipt date.

Sourced from: https://help.appfolio.com/s/check-scanning