CAPS+: Digital Check Signing

Check Signing workflow

Prerequisites:

• Bank(s) have the ESign Checks box marked.
• CAPS+ Support has updated the Bank(s) Check Style to include the E-signature box.
• Users who will E-Sign checks:
  • Have the permission to E-SIGN CHECK RUN enabled
  • Have uploaded a signature file.

Before printing checks with E-Signatures, please confirm with your bank(s) that the bank will accept checks with a printed signature. Banks may require the signature to be used on file with them before use.

Single-user E-signs a check run

• Navigate to Payment Processing
• Select AP invoices to pay, update 'Amount to Pay,' and verify the total number of checks for the check run.
  • Payment Options, such as Group A-F or Separate Check, can be used as needed.
• Click on the Payment Processing dropdown, then choose E-SIGN CHECK RUN.

• An Edit List can be generated as needed.
• Selecting E-SIGN CHECK RUN will save the selected APs as a check run.
• Select Process Payment
• The Check(s) generation window will appear:
  • Confirm that the checks display as expected, with the correct text and the e-signer's signature visible on each check.
  • The signature for the user who selected E-SIGN CHECK RUN will appear on these checks. 

• Download the PDF, print to your check stock outside of CAPS+
• A pop-up appears asking, “Did all your checks print successfully?”
  • Verify the printed checks, selecting the appropriate option.
    • Note: “No, Reprint” will return to payment processing. E-Signer approval will remain unless additional APs are selected, requiring reselection of E-SIGN CHECK RUN.
• When “Yes, all checks printed successfully” is chosen, the Print Payment Register and Print Payment Post Reports options will appear; select the option as needed.
  • These reports now include the E-Signer column.

Only one saved check run per bank can be stored at this time.

Multi-user E-signature Process Example

Two-User E-Signing Process

• AP Coord1 navigates to Payment Processing, selecting the bank through which payments will be made.
• AP Coord1 selects APs to pay, updates 'Amount to Pay,' and verifies the total number of checks for the check run.
  • Payment Options, such as Group A-F or Separate Check, can be used as needed.
• AP Coord1 saves the check run by clicking on the Payment Processing dropdown, then selecting ‘Save Check Run.’

• AP Coord1 informs the Check Signer that a saved check run is ready to be signed.
• Check Signer navigates to or refreshes the Payment processing page, selecting the bank on which the check run is saved, making the items from the saved run available.
  • Use the grid refresh icon located at the bottom of the open tab, to the left of 'Manage View'.
  • Items in orange are connected to a different bank and cannot be processed; items in green are selected for the current bank.
• Check Signer reviews the APs and Amount To pays, verifying the number of checks to be printed.
• Check Signer e-signs the saved check run by clicking on the Payment Processing dropdown, then selecting E-SIGN CHECK RUN.

• When the Check Signer selects E-SIGN CHECK RUN, their name will appear in the E-Signer column.
  • Use the column editor and a saved Managed View to move the E-Signer column to view it without scrolling to the right.
• The Check Signer informs the AP Coord1 that the check run is signed.
• The AP Coord1 navigates back to or refreshes the Payment Processing page, selects the bank on which the check run is saved/signed, and confirms that the check signer's name appears on the Edit List or E-Signer column.
  • Use the grid refresh icon located at the bottom of the open tab, to the left of 'Manage View'.
  • Note: If the saved check run includes multiple payment options, only those related to checks will appear with the E-Signer's name. (Group A-F or Separate Check, default empty cell)
• AP Coord1 clicks on the Process Payment button
• The Check(s) generation window will appear
  • Confirm that the checks display as expected, with the correct text and the e-signer's signature visible on each check.
  • The signature for the user who selected E-SIGN CHECK RUN will appear on these checks.

• AP Coord1 Downloads the PDF and prints the checks on available check stock outside of CAPS+.
  • A pop-up appears asking, “Did all your checks print successfully?”
    • Verify the printed checks, selecting the appropriate option.
      • Note: “No, Reprint” will return to payment processing. E-Signer approval will remain unless additional APs are selected, requiring reselection of E-SIGN CHECK RUN.
  • When “Yes, all checks printed successfully” is chosen, the Print Payment Register and Print Payment Post Reports options will appear; select the option as needed.
    • These reports now include the E-Signer column.
• AP Coord1 sends payments to vendors as needed. 

Setup Checklist

• Contact CAPS+ Support to express your interest in e-signing checks.
  • Please specify the Company(s), Bank(s), and check signing users.
  • Advise the location of the signature area on your check stock.
  • The CAPS+ Support team will update the check style in the requested bank(s). Roles will be modified to grant access and e-sign capabilities for checks.
• Create a signature file for use on checks. When role updates are complete, users responsible for check signing can upload their signature files via My Preferences > Digital Signature Preferences.
• Check the box “ESign Checks” in each bank that will use the e-signing workflow.
  • When the check styles have been updated and approved, please check the box for “ESign Checks” for each bank used for e-signing.
• Digital Check Signing is now available in Payment Processing!

Check Stock Update

The CAPS+ Support team will need to add a signature box to the check layout for each Bank that will use the e-signing workflow. When the update(s) are complete, a sample PDF of your check layout will be sent. Please compare the layout to your check stock, verifying alignment. 

Adding the signature box should not change the existing check alignment. 

Check Layout Review

Option 1: Print page 1 of the sample PDF on regular paper. Use your check stock to hold both sheets together, then hold them up to light to check alignment. Mark any necessary adjustments on the sample check printout. Send a picture of the updated sample check to the CAPS+ Support, noting the changes required.  

Option 2: Make a photocopy of your check stock, printing page 1 of the sample PDF on it. Scan or take a picture of this printout to send to CAPS+ Support, noting the changes needed.

Option 3: Using your check stock, void a check. Print page 1 of the sample PDF on the voided check.  Scan or take a picture of this printout to send to CAPS+ Support, noting the changes needed.

Bank Setup

Enable E-Sign for each Bank that will use Digital Check Signing. 

• Navigate to Bank Maintenance > Select a Bank > View Bank Maintenance > Edit.
  • Or select Edit from the Bank Maintenance action icon for the selected bank
• Check the box for “ESign Checks,” then select Save or Save & Close.
  • A pop-up message with “Please confirm with your bank that they accept checks with an electronic signature. The check layout needs to be updated; reach out to CAPS+ Support.”
  • Note: This message only appears when ‘ESign Checks’ is selected for the first time and saved. It will appear again when unchecked, then saved and rechecked, then saved again. 

Signature File

Signature uploads are specific to the logged-in user.

Signature File Requirements

Create a signature file with the signature centered in a rectangle measuring 2.5 inches by 0.25 inches (6.35 cm by 0.635 cm).

Best format: PNG with transparent background

Accepted formats: PNG, JPG, BMP.

Ways to Create a Signature File

•  Scan a Handwritten Signature
  • Use high contrast and crop closely; avoid shadows or folds.
• Take a Photo of a Signature
  • Use natural lighting, no flash glare, and shoot directly from above.
• Use a Drawing Tablet or Stylus.
  • Use a transparent background
• Use an Online Signature Generator
  • Websites:
    • https://www.signwell.com/online-signature
    • https://create.mylivesignature.com
  • Pro Tip: These are fast but may lack the authenticity of a handwritten signature.
• Use Adobe Acrobat or PDF Software
  • Pro Tip: Export your signature as a PNG or take a screenshot.

Signature File Clean Up (Recommended)

These are suggested steps to follow when preparing your signature file before uploading it into CAPS+.

• Remove the background: Use tools such as http://remove.bg or Photoshop to isolate the signature.
• Convert to black and white: This enhances print clarity.
• Resize for check space: In your imaging software, adjust the dimensions to fit the signature area, typically 2.5 inches by 0.25 inches.

Signature File Upload

Prerequisite: The signed-in user's role permissions are updated to access My Settings > Digital Signature Preferences.

Your signature file needs to be added to each company that will be using the digital signature process

• Navigate to the company where you will e-sign checks, then click on your username/email in the top right corner.
• Go to My Settings.

• Click on Digital Signature Preferences.
  • If the Digital Signature Preferences link does not appear, the user's role needs to be updated with the required permission.  

• In Digital Signature Preferences, click on Select File.
• Select the formatted signature file on your computer.  

• Review the Consent to Use Electronic Signature information, then check the box to agree.
  • The UPLOAD button is no longer grayed out when the box is checked.
• Click “UPLOAD” to complete the signature upload process.
• The Digital Signature Preferences will show the signature on file for the logged-in user.
• Select CANCEL or close the Digital Signature Preferences tab.
• You’re now ready to e-sign a check run!

How to Delete a Signature on File

• Navigate to the company where you want to remove the signature on file, then click on your username/email in the top right corner.
• Go to My Settings.

• Click on Digital Signature Preferences.

• In Digital Signature Preferences, select DELETE at the bottom of the page.
• Confirm the request by selecting Yes.

Role Permissions Updates

• To update a role, navigate to Administration > Roles > click on Actions Edit on a role. 

If you do not have access to Roles, please reach out to CAPS+ Support to update the Role permissions. 

General > My Settings > Digital Signature Preferences

Enables users to access Digital Signature Preferences via My Settings.

Payables > AP Inquiry/ Payment Processing > E-SIGN CHECK RUN

Enables users to view and select E-SIGN CHECK RUN within Payment Processing for banks that have ESign activated.

FAQ

What should I do when my check layout is out of alignment due to a signature issue?

• This may be caused by the signature file being larger than the area outlined on the check layout. Reach out to the CAPS+ Support team to have the check layout updated to auto-size the signature to the designated signature area.

My signature does not appear on the check after I’ve e-signed and processed the check run.

• Confirm the check layout update process is complete with CAPS+ Support for this bank.
• Confirm that your signature file is added to the company you’re currently logged in to.

E-SIGN CHECK RUN does not appear in the Payment Processing drop-down for me or a signed-in User.

• Confirm that the correct bank is selected in Payment Processing.
  • In Bank Maintenance, confirm that the box Esign Checks is checked for the selected bank.
• Confirm that your Role has the permission checked under Payables > AP Inquiry/ Payment Processing > E-SIGN CHECK RUN.
  • Users who do not have this permission are unable to E-SIGN CHECK RUNs.
  • May need to confirm with the company's Controller or CAPS+ Support

How can I find who e-signed a check run?

• Before checks have been printed
  • In Payment Processing, the user who selects E-SIGN CHECK RUN will be in the E-Signer column.
  • With the saved check run selected, run an Edit list; this report now includes an E-Signer column.
• After the check is processed
  • The Payment Register and Payment Posting reports now include an E-Signer column.
  • Payment History: An E-signer column can be added to the grid.
  • Payment Transaction History: Will have a row with the user who E-Signed the check run.

How can I refresh Payment Processing without closing the tab or navigating away and back?

• Use the grid refresh icon at the bottom of the open tab to the left of Manage View.