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This is a business cheque scanning service that allows members to scan and deposit cheques from the comfort of their home or office. Cheque images are securely transmitted to Innovation Credit Union for processing.
Yes, you will need to purchase a special scanner through the PayStation website. We recommend choosing a Panini brand scanner for pricing, warranty, and temporary replacement purposes. There are different unit models available, letting you purchase the type that suits your business needs best. Our Business Advisors will provide you with recommended scanner options. When visiting the PayStation website you will be required to create a new account and will then be directed to the ordering menu page once your account is successfully created.
Yes, there are fees attached to DCDB including the purchase of your scanner, an initial set-up fee as well as a monthly charge. You can contact us to learn more about costs for your business.
You can deposit the following item types:
There are some items that DCDB cannot deposit. They are:
The cut of time for deposits is 6:00 pm Saskatchewan Central Time. After this time, cheques will be deposited to your account the following business day.
Your Business Advisor will review your deposit history to set limits specific to your business as a proactive means to reduce errors and mitigate fraud.
We recommend that each deposit contain no more than 100 items to assist with error correction and balancing of the deposit.
No. The sum of the items included in a deposit will appear as one entry to your account. You can use the reporting features to create, view and print reports that itemize each cheque in the deposit.
This service is available to all Innovation Credit Union business members regardless of size. If your business receives a lot of cheques that you regularly deposit, or you would like the convenience of depositing your cheques remotely, then DCDB can be a great tool for you.
Yes, there are three different user role types that can be assigned to those using DCDB. We can help customize user roles and access based on the needs of your business once you’re ready to sign up!
Items detected as potential duplicates are flagged with an on-screen alert and require you to review the item and make a decision to either delete it or elect to override the duplicate alert and send the item on to be deposited. An item is considered duplicate when the exact same data: serial/cheque number, account number, route/transit number, and amount has been scanned/read on another deposit application. Duplicate cheques can be returned on the depositor up to 90 days after deposit.
The physical cheques should be stored in a secure location until they are destroyed. In most cases, cheques can be destroyed once your required retention period has passed. The recommended retention period is 90 days as that is the timeframe where images can be returned for poor image quality. Imaged cheques must be destroyed no later than 120 days after they are scanned.
For DCDB to properly function, you’ll need a Microsoft Windows operating system capable of supporting the following requirements:
Yes, it can. You must install and implement the scanner on both computers you plan on using. Once installed, you can move the scanner between computers.
For technical and warranty related issues, please contact PayStation at 1-800-268-1440, or email@example.com. If your scanner is out of service and you require a temporary replacement, please contact your Innovation Credit Union Business Advisor.
Preparing Items for Deposit
Before you begin capturing items, prepare them for deposit.
The first page you will access in the application is the homepage. The top navigation tabs are accessible from any page in the application, and the available tabs will differ according to your assigned role.
In addition to alerting you to the environment that you're in, the messages box also contains a link to the scanner driver download page and may at times contain system alerts. Along the right side of the page are quick access tiles that link to the most common activities for your assigned role.
In order to install the corporate capture scanner driver, you must have windows administrator rights to your workstation. Do not connect the scanner to the workstation prior to installing the scanner driver.
To download the scanner driver:
Important: before installing the scanner driver, verify that the USB cable is disconnected from the workstation.
To install the scanner driver:
The wizard will indicate if the driver was successfully installed.
It is recommended that the scanner is initialized before scanning items to ensure that the scanner and workstation are communicating.
If a status success message is not displayed, please refer to the corporate capture troubleshooting guide.
To create a deposit:
When ready to begin scanning items:
Cheques can be placed in the scanner feed area before or after the deposit has been created on the application. However, if using a multi-feed scanner to ensure proper alignment, it is recommended that the prepared cheques are placed in the feed area prior to clicking the “start capture” button.
As items are scanned, a deposit item list page containing the scanned items will appear on screen. The deposit item list page contains 2 sections: the deposit information section and the scanned items section.
The deposit information section contains summary information about the deposit including:
A balancing difference of 0 in green indicates the deposit is balanced, though there may be additional error items that require your attention. A balancing difference in red indicates the deposit is out of balance.
An amount in parentheses indicates the amount entered was less than the total amount of each item that was recognized by the application during scanning. An amount without parentheses indicates that the amount entered was more than the amounts recognized by the application.
The scanned items section contains detailed information about the items in the deposit. The errors column indicates if there's a problem with an item that requires correction. If there's a detected error, a warning icon will be present, and the item will be highlighted in red.
The data presented can be modified by clicking the magnifying glass icons and entering filters or sorted by clicking the column headers. The deposit item list page also contains various buttons that will vary based on your role in the deposit’s current state. These buttons and their functions will be covered in the applicable chapters of this training video.
The corporate capture application attempts to read the MICR line, the amount, and assesses the image quality of each item. If issues are detected, the item will appear in red and an alert symbol will display in the “errors” column. Deposit errors must be resolved prior to completing deposits.
Users should assess the usability of the cheque image for every item with an air condition and ensure that the front and back of every individual cheque is captured clearly. Items can be dishonored for poor image quality by financial institutions for up to 90 days.
It's possible that more than one error condition will apply to a single item. The additional error message will appear when the higher priority error has been resolved. The “next error” button can be used to navigate to the next item in the deposit with a recognized error if applicable. When the last error in the deposit has been resolved, click the “save button”.
Changes made to items are logged in the item history and are viewable by supervisor and analyst users.
If an amount can't be read by the application or it's not confident the amount was read correctly, you'll be prompted to enter or confirm the item amount.
Occasionally, the application may read and apply an amount incorrectly. In this event the deposit will be out of balance, but no error will be displayed.
On a best effort basis, as items are scanned, they are compared to other items in the database for up to 180 days. When the application recognizes a potential duplicate item. The item is flagged with a warning icon. Ensure that you follow your financial institutions policy pertaining to the handling of potential duplicate items.
If the application determines an item has poor image quality, it will trigger a failed image quality alert error, and the item will be flagged with a warning icon. Be aware that an item can be dishonored for poor image quality for up to 90 days.
If after deleting and re-scanning the item, it continues to be flagged for poor image quality, and you decide to override a failed image quality alert error, click the override image quality alert check box. Navigate to the next error if applicable or click “Save” to save changes to a single item.
If the application is unable to read the MICR line and assign an item type, the item will be flagged with an unknown item type error. It is very important to review the item carefully to determine why an item type could not be automatically assigned. Poor MICR reads can result from items that are askew, upside down, bent, backward, piggyback, or have a damaged MICR line.
Piggyback items are the result of two or more cheques that travel through the scanner together and are captured together in a single image. Piggyback items are not permitted in a deposit, and the image must be deleted on the items involved rescanned.
If the MICR line could not be read for any reason, the image must be deleted from the deposit and the items involved re-scanned in order to attempt to capture the full MICR line for each item:
If after rescanning the item the application is still unable to assign an item type, and you've determined that the image is clear, not skewed, contains the front and back of a single item, and a complete MICR line is visible, you may decide to re-classify the unknown item.
Click the dropdown box and select the appropriate item type for the item. If you're unsure which item type to select, consult the capture user quick reference guide. Navigate to the next error if applicable or click “save” to save changes to a single item.
There are two ways to delete an item from a deposit, and the method used will depend which screen you're currently on in the application:
When viewing images on the edit item screen, you can use the image viewer controls at the top of the page to view specific areas of the item or to manipulate the image:
Capture users who created or who are assigned a deposit can edit or delete the deposit. Deposits that are in a received state can no longer be edited.
Capture users can edit the deposit details to make changes to the location, account, or the optional deposit information of a deposit prior to completing it. The deposit details would need editing if an incorrect location or account was selected when the deposit was created or to add optional deposit reference information:
The capture user who created or has been assigned the deposit must reopen the deposit in order to put it back in an editable state to perform the corrective action required:
Note that if an item is deleted from a deposit, the declared amount must be updated in order to balance the deposit.
A deposit can be deleted by a capture user who created or was assigned a deposit if it's not in a received state. For example, a capture user may choose to delete a deposit and rescan all of the items if the deposit cannot be easily corrected or if a supervisor disapproves the deposit and advises the capture user to delete it. I
f the deposit was disapproved by supervisor user, the capture user must first reopen the deposit to put it back in an editable state as was covered in the reopening and disapproved deposit section.
To delete a deposit from the deposit item list page, click the “delete” button. To delete a deposit from the deposit list page, click the delete icon. After you've clicked delete, you must click OK to confirm your decision to delete the deposit.
While processing items through this scanner, errors may occur that caused the scanner to stop and require user intervention. A message will display indicating there's an error, and the deposit will be placed in an open jammed state.
Deposit notes can be used to communicate information about a deposit to other users. For example, if a supervisor disapproves a deposit, he or she can add a note advising the capture user why the deposit was disapproved, and the capture user can respond when the corrective action is performed.
Captures supervisor and analyst users can view and add deposit notes, however notes cannot be added to deposits in a received state, but they can still be viewed.
If a note is present, a blue icon will appear by the “notes” button. Click the “notes” button to add or review a note.
To add a note, type in the lower message box, and click the “add note” button.
Notes are sorted by date from oldest at the top to newest at the bottom. Each note contains the note writer's user ID, the date, and the text of the note.
If you're a capture only user, clicking a green “complete” button places a deposit in an open balance state ready for review and transmission by a supervisor user. The deposit is still editable and can be modified or deleted.
If you're a capture supervisor user, clicking a green “complete” button will automatically transmit the deposit for processing and place the deposit in a received state. A deposit cannot be edited or recalled once transmitted. It is important to ensure the deposit is error free prior to completing the deposit.
The deposit list page can be accessed by capture, supervisor, and analyst users. Capture users can view and edit deposits they have created or have been assigned supervisor and analyst users can view deposits created by capture users at all assigned locations. The data presented in the list can be modified by clicking the magnifying glass icon and entering filtering criteria, or columns can be sorted by clicking the column headers.
To access the deposit list, click the deposit tab or click the deposit list quick access tile from the home page. If you're a capture only user, you will go directly to the deposit list page. Users assigned supervisor or analyst roles will first have to select a location on a location select page, or alternatively can click the “all deposits” button to view a consolidated list of deposits at all assigned locations.
The list of deposit filter is set to “for today” by default as most users will be working with deposits that have been created during the current day, but the filter can be changed to modify the deposit list.
Users should pay special attention to the item type column and ensure all of the item types displayed are applicable for the deposit’s currency. For example, if a Canadian item type appears in a US currency deposit, review the item to ensure that the cheque has US funds noted on the front of the item. If so, the item can remain in the deposit.
Canadian items without US funds noted on the face of the item that are in a US currency deposit or US items in a Canadian currency deposit are not permitted and will result in a deposit adjustment or the item being dishonored.
If the deposit is being reviewed by a capture user, delete the item from the deposit and recapture in the correct currency. If deposits are required to be reviewed by a supervisor prior to transmission, the supervisor user has the ability to disapprove a deposit if it requires corrective action by the capture user.
Only open balance deposits can be disapproved. From the deposit list click the edit icon to select an open balance deposit and make note of the deposit currency. Review the item types to ensure the items captured are of the correct currency for the deposit. Optionally, click on the “view item history” icon. This will display any changes that were made by a capture user under the user actions section below the image on the item history screen. To disapprove a deposit that requires correction, consider adding a note to the deposit instructing the capture user how to correct the deposit.
Click the “disapprove” button and click “OK” to confirm your decision when prompted.
To transmit a deposit, locate an open balance deposit in your deposit list. To more easily locate open balance deposits, click the “state” column. This will group deposits together that are in a common state.
If your financial institution supports real-time deposits, upon transmission a two-part message will be sent requesting the account be updated for the value of the deposit. If both parts of the deposit message are successful, the account will be updated as soon as your financial institution processes the deposit request. If the deposit message is only partially successful, the account will be updated after your financial institution process is the subsequent deposit file. In both cases, the deposit state will change to received indicating that the deposit will be processed, and no further action is required.
In the unlikely event of a deposit message failure, the supervisor will receive a notice that the call to deposit notification service has failed and the deposit will revert to an open balance state. Should this occur, refer to your financial institution for instructions on how to proceed.
If you're instructed to retransmit the deposit, click the “transmit” button. If a deposit was started by a capture user who cannot complete it, a supervisor user can assign the deposit to another capture user at their location.
To assign a deposit,
Aged open deposits are deposits that were started but not completed or transmitted and are more than 24 hours old. The aged open deposit tab is viewable by supervisor users and will appear only if there are aged open deposits. The action required will depend on the state of the aged open deposit. Review the aged open deposit to determine the action required.
If the deposit is in an open processing, open incomplete, open disapproved, or open jam state, a capture user who owns the deposit must correct any errors, balance and complete the deposit, or delete the deposit as required. If the original capture user is not available, a supervisor user must assign the deposit to another capture user as described in the assigning a deposit section. If the deposit is in an open balance state, a supervisor user must review the deposit before it can be transmitted, as described in the reviewing and transmitting a deposit section. To view aged open deposits on a deposit list, change the list of the deposit filter on the deposit list page to all open deposits.
There are two types of reports available in the corporate capture application: defined reports and customizable reports. Defined reports are not customizable, though some detail can be refined using column filters and the list of deposit filter. These reports can be created by capture, supervisor, and analyst users, but the content available will be restricted by their level of access. For instance, capture only users can create reports for their own deposits while supervisor and analyst users can create reports for all users at their assigned locations. The content available on defined reports will differ depending on the current deposit state.
For instance, if a user requests a report prior to deposit being transmitted, the information pertaining to the date, time, and user who transmitted the deposit will be blank. If the report is generated again after transmission, the information will be available to populate the report.
Customizable reports allow supervisor and analyst users to choose a report and select criteria to customize the content and generate a report in one of the available output formats. To generate a defined summary report, navigate to the deposit list. If required, you can change the list of deposit view. The default is always for today.
Optionally, click on any column header to change the sort. Click again to reverse the order of the sort. You can also click on the magnifying glass icon to enter some filter criteria to create the report. Click the “report view” button. Click the “print” button to print the report as required.
To generate a defined detailed report, navigate to the deposit list. Click the edit icon beside the appropriate deposit. Optionally, click on any column header to change the sort. Click again to reverse the order of the sort. You can also click on the magnifying glass icon to enter some filter criteria. To create the report,
Supervisor and analyst users can create customizable reports for deposits created by all users at locations they’re granted access to. To generate a customizable report,
The research function can be used to search for deposits and produce reports by supervisor and analyst users, however results are only stored for the current session and cannot be saved.
To research items,
Research output can be stored temporarily to store results in order to combine results from multiple queries. To temporarily store research items,
To remove items from the stored results,
Yes, your business can easily manage its incoming cheques by digitally depositing them! This is a do-it-yourself approach that saves time and effort compared to other options.
Trips to your local advice centre/branch to make deposits can take valuable time out of your and your employees’ workdays. Either you or someone on your staff is already taking the time to gather, organize, and review those cheques.
Scanning your cheques automates the process. The advanced software and scanner do more than just capture details as they’re written. These tools will flag potential errors, such as a difference between the deposit total and the scanning total — the cumulative cheque amount.
You can act when an error is noticed, and let the automatic workflow complete the rest. All you need to do is feed the cheques into the business cheque scanner. Because you can scan up to 100 cheques at a time, it’s a great way for cheque-heavy businesses to streamline their day-to-day financial management.
With digital cheque deposit, your company can complete the entire deposit process conveniently and in a single location.
There are a variety of platforms available for managing business cheques. Each one can have a different timeline for completing the workflow.
When you use Digital Cheque Deposit for business, you can see the results posted immediately. You won’t need to worry about days-long waiting periods and frequent delays.
That means your company has fast and reliable access to money that’s already been paid to it. In turn, your business can be more agile with its finances. The result is a healthier, more flexible business cash flow and all of the benefits that come with it.
Digital cheque deposits are now a common offering from banks and credit unions. With that in mind, your business should go beyond a financial institution simply offering the option to look for the best service possible.
When your business partners with us, it can:
Need a reliable partner for digital cheque deposit? Call us to learn more about setting up digital cheque deposits for your business.