Scanning Checks to Import Data and Images¶
You can scan checks to upload contributions and images directly into TouchPoint using the Epson CaptureOne TM-S1000 Check Scanner. Currently this is the only scanner supported for direct input into TouchPoint.
The TouchPoint Check Scan application requires Java 8 or later (32-bit) on Windows 7 or later. It is not supported on earlier versions of Windows OS or on Mac OS.
Setting Up the Scanner¶
Beyond the basic installation of the scanner on your computer, a few additional steps are required to enable communication with your TouchPoint database.
- Step 1
Install the Scanner and Driver
Follow the instructions that came with the TM-S1000 to install it on your computer. Optionally, you may need to install a driver. Click here to download the driver. Extract the driver from the .zip file and launch the setup file in the Driver folder to install. After installing the driver, restart the Windows OS.
You may not need to install the driver. The correct driver may already be installed by following the TM-S1000 installation instructions. However, after installing the Check Scan application, if it fails to run, install the optional driver above.
- Step 2
Install the TouchPoint Check Scanning Software
Ensure that you have the latest version of Java 32-bit installed.
Click here to install the Check Scanning software. This will open a web page titled “TouchPoint Check Scanner”. Click the button beneath the title: Launch with WebStart. In the Java Launcher dialog box, click Open Java(TM) Web Launcher. If you receive a Security Warning, verify the Location is https://touchpointsoftware.com, check the Accept box and click Run.
The software will load and an icon will be placed on your desktop for TouchPoint CheckScan.
- Step 3
Configure the Software with Your Church’s Database Name
The first time you run the software, you will need to enter your church’s database name. This is the church-specific part of the URL used to access your database, the part that precedes .tpsdb.com. Each time you launch the software, you will need to log in with your TouchPoint username and password. After logging in, your name will display at the top of the CheckScan window.
We recommend you scan your checks in small batches. That way, if something else comes up needing your attention, you can quickly wrap up your work. For security purposes, the scanned images are not stored on the PC. So you will want to upload all the checks you have scanned before closing the application.
The scanner’s manual states that up to 100 documents can be put in the auto sheet feeder. If the attached PC has limited memory, you may need to reduce this number.
Parts of the process happen with your scanner and within the TouchPoint Check Scan application. Other parts of the process are accomplished within the TouchPoint database.
- Step 1
- Begin by creating one or more bundles within the TouchPoint database, assigning to them the desired default fund. It will be important to have these bundles already created later in the process, when you will upload the check information and images into an existing bundle.
- Step 2
Working in the “New” Tab
Insert a handful of checks into the scanner’s auto sheet feeder. The front of the checks should be facing outside, away from the scanner. When you are ready, click the Start Scanning button in the top, right corner of the Check Scan application window. As the checks are scanned, thumbnail images will appear in the left panel of the application.
When the current handful of checks have been scanned, you will process each scan by clicking on its image in the left panel. When you click on a thumbnail image, the full image will appear in the top, right panel and its information will be displayed in the bottom, center panel in the Check section.
In the Check section, enter the amount of the check. If the software did not detect the routing number, account number, or check number, you can add them here. Then hit Enter. As you complete this step for each of the scanned checks, they are moved to the Ready tab.
- Step 3
Working in the “Ready” Tab
As items are added to the Ready tab, you will see at the top of the tab the number of items and the total amount of all the checks that on now on that tab.
To transfer the items in the Ready tab into the TouchPoint database, click the Upload button in the top, left corner of the application window. This will present the Upload Images dialog box. Select the desired bundle from the drop down list. The list will include all Open bundles in the database. Or, you can select New Bundle to create a bundle with the default fund. (The default fund is defined in the system by the administrative setting
When the bundle has been selected, click Upload on the dialog box. The check information and images on the Ready tab will now be transferred to the TouchPoint database.
- Step 4
Working in the “Uploaded” Tab
The Uploaded tab will show the image thumbnails for the checks that have been uploaded and will indicate the bundle in which they have been placed.
You can click the Clear Uploaded button in the lower right corner of the application window to clear the items on the Uploaded tab. You will want to do this after you have uploaded the current handful of checks. This allows you to start with fresh numbers for the next handful of checks.
In that lower right corner of the application, there are also buttons to clear the New and the Ready tabs. Please note that using these tabs will clear unfinished work from the application. You will use these buttons only when you have made a mistake and want to start your work over again.
- Step 5
Back in the TouchPoint database, examine the bundle(s) to which checks have been added and associate donor names with any unassigned entries. You will only need to do this the first time you have imported a check for a particular bank routing/account combination. Thereafter, the donor’s name will automatically be assigned. You will also need to ensure the correct fund is set for each entry.