Vcheck / CheckBind
User's Manual
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Vcheck Control Panel Overview


Using the Merchant Toolbar


Main Control Panel Functions

The image above is a reduced screen shot of the Merchant Homepage of your Control Panel. A summary of each menu group and item will be presented below.

Under the Menu/Navigation bar in the Control Panel, you will see the green Message Of The Day (referred to as MOTD elsewhere). This area is used for announcements concerning upgrades and system issues. Please review the message each time you log into the system. The Master Administrator on each account may also have their own MOTD that will appear in this area under the title of Merchant Message.

To the far right of the MOTD area will be a summary of the number of checks and total of those checks you have processed for the current month, the current year - and the previous month and previous year.

Below those items are direct links to both your full Vcheck form (the one your own customer's would use to submit a payment) and also to a "Check by Phone" version of the form that doesn't ask for the customer's email address and other differences that make it easier for you or an employee to complete a check payment with information received by phone or FAX.

If you have "live" checks in your account (meaning checks that have not been deleted or batched), they will appear in the table below the links to your check forms. The checkbox to the left of each check is used to select the check to be deleted or to be Batched (check Batching is included in the Pro Version or as an optional upgrade). You may use the Select All link at the bottom of the table to select all the checks, or the Select None to deselect any or all checks.

The Confirmation number is unique to every single transaction. Your customers get this confirmation number in their receipts, so if they call about any given payment, that number is probably the easiest way to locate a check. The Date and Time of a check is stamped the moment the "Submit" button is clicked. The time may be adjusted to match your own time zone and daylight savings time use (or non-use). The Payer is the checking account owner's name as submitted on the check and is hyperlinked to the email address they submitted. This allows you to quickly send the Payer an email if necessary. The Amount is the amount of the actual check as it was submitted or populated by a Send Payment link or custom pre-form.

The image above shows the icons you will use to view, print, and download checks along with setting them up as a recurring payment or a repeat customer (if you have the recurring/repeat option active on your account). Starting from the left:

Preview Check - will pop-up a rough image of the check. This is handy for quick verification or identification of a specific check. This IS NOT the image you use to print.

View Check Details - will pop-up all the raw data from the check submission. This raw data will show information that is not printed on the check such as the submitter's IP address along with any additional form field data that was passed along from a pre-form or integration into another ordering process. Click the small printer icon next to the Check Details title within the pop-up to send the data to your default printer.

Print Check - will call the ready to print PDF file into a new browser window or tab (assuming you have the Adobe Reader Browser Plug-in installed) - or into the Adobe Reader directly. Once you print the check and close the tab, no copy of the PDF file remains on your hard drive. If you are using Internet Explorer and get any type of error when trying to use the Print Check icon - it is due to the way certain versions of IE handle the way the system generates and present the PDF file. It this event, follow the instructions below for Download Check. Also, you help you keep track of which new checks have been printed or downloaded, the instant either of those icons has been clicked (which we assume means that the PDF file was then either printed or downloaded), the icon will change from color to gray scale. You can verify all actions taken on any check by viewing the Log files (if you have permissions to do so).

Download Check - If, for record keeping or verification purposes you wish to keep a copy of the PDF check file, you may download a copy to your hard drive by clicking on this icon. It will prompt the Open or Download dialog box. If, as stated above, you get an error such as Page Can Not Be Displayed or similar when using the Print Check icon, use the Download Check icon and when presented with the Open or Save dialog, click on Open. This will download the PDF file and open it directly into the Adobe Reader instead of the Adobe Browser Plug-in. If, on the other hand, you wish to keep a copy of the PDF file, click on the Save button and you will be prompted for a file name and location to save the file. Please keep in mind, that keeping a copy of the PDF file on your hard drive should only be done in a secure work environment. This is sensitive financial and personal data and can be easily mis-used. Also, you help you keep track of which new checks have been printed or downloaded, the instant either of those icons has been clicked (which we assume means that the PDF file was then either printed or downloaded), the icon will change from color to gray scale. You can verify all actions taken on any check by viewing the Log files (if you have permissions to do so).

Make Recurring - This icon will only appear if you have the recurring payments/repeat customers option on your account. When you have this option enabled, an additional field appears on your check form whereby the check submitter agrees to allow recurring payments to be created through the system. Obviously, this would be a separate, previous agreement you have come to with the customer prior to them submitting the initial payment. In essence, you can setup any check to be a recurring payment by clicking on this icon for the check.

However, when the Make Recurring icon is in color (instead of gray scale) - it indicates that the customer had indeed checked the agreement to allow recurring payments - and indicates you need to complete the process of setting up the amount and frequency of the recurring payments by clicking on the icon. A gray scale version of the icon means the customer did not check the agreement box, or the check itself is a recurring payment and therefore, already setup. For complete details on how to setup and manage recurring payments - see this page.

Make Repeat - This icon will ony appear if you have the Repeat Customers option on your account. Depending on your business, you may have repeat customers that wish to pay by Vcheck - but on a non-regular basis - such as non-scheduled orders, each for a different amount, etc. If this is the case, you can make any customer a Repeat Customer by clicking on this icon. You will be asked to confirm the basic data that will be used for future checks. See this page for complete details on managing and creating new checks for repeat customers.

Delete Check - You will be asked to confirm the deletion. The deletion of a check is FINAL and CAN NOT be undone. Another database is maintained with records of all transaction (using a trunicated account number) for reports and searches - but can not be used to recreate the printable PDF file. HOWEVER, for data security reasons, once you print and deposit a check, there is no reason to keep the "live" check data, so it should be deleted.

IMPORTANT NOTE: Deleting a check only deletes that specific, current check. It does not remove any recurring payment schedule or repeat customer information. So, if you delete a current check, but leave the customer setup as a recurring payment, new checks will continue to be created on the recurring schedule. You have to go into the Merchant - Manage Recurrring Payments menu and delete the recurring payment to prevent this. To delete multiple or all current checks - you can use the checkboxes next to each check to select them (or use the Select All link under checks table) and then the Delete Selected option.

NOTE: If you are using the Insurance Industry (CheckBind) version of the system, you will also see columns for New? and Policy#.

The Insurance version of the secure check form asks the submitter if the payment is for a new policy, if not, they must provide the Policy or Invoice number the payment is for.

A Brief Summary of the Main Menu Options
Please note that not all menu items or options described below may be available to you. This will depend on the level of service your account has and if you are the Master Admin or a secondary Admin with restricted rights.

Home - Returns you to the main page containing your table of checks

Merchant

  • Edit Contact Information - Lets you edit your basic contact information and time zone.
  • Edit Vcheck Form Text - Lets you edit text that appears at the top of the check form, confirm data and receipt pages.
  • PDF Settings - Lets you fine tune the printing alignment for the checks, and select how many different checks per page.
  • Check Verification - Provides access to the functions of the optional real-time check verification service.
  • Edit Payees (Multiple Payees and Pro Accounts Only) - lets you add or edit the Payees that can be used to accept checks.
  • Edit MOTD - Lets you edit the Message Of The Day that appears on the Home page under Merchant Message.
  • Edit E-Mail Content (PRO Only) - Lets you edit the Subject line and body content of payment receipts and notifications.
  • Manage Recurring Payments (Recurring Payments Upgrade or PRO Account Only) - Lets you manage your recurring payments.
  • Manage Repeat Customers (Recurring Payments Upgrade or PRO Account Only) - Lets you manage your repeat customers and to create new checks for a repeat customer providing only the new check number, amount and memo field.
  • Create Send Payment Link - Lets you create a hyperlink to your check form that will pre-populate the Amount and Memo Field.
  • Renew / Upgrade Account - Secure forms to renew or order upgrades to your account.
  • Terms of Service - Displays the Terms of Servcie that govern the use of the system along with our privacy policy.

Users

  • Add User (included in the Pro Version or as an optional upgrade) - Lets you add a new user with unique username/password and different rights within the system.
  • View / Edit Users (included in the Pro Version or as an optional upgrade) - Lets you view a list of current users and edit or delete specific users.
  • Change My Password - Allows you to change your password.

Search - Pops up a screen that allows you to search all previous checks by Various criteria and date ranges.

Logs - displays the logs of all actions taken by all users within your account.

Reports (included in the Pro Version or as an optional upgrade)) - Allows you to create detailed reports on all transactions based on specified criteria and either view the results or download them as a comma delimited text file.

Support

  • User's Manual - Links to this User's Manual that is updated everytime a new feature is added, modified or improved.
  • Tech Support - Links to the Tech Support page within this manual that contains a Tech Support request form and Live Chat link.
  • Order Supplies - Specifications, recommendations and links to order blank check stock, MICR toner and other supplies

Logout - Will log you out of the system. Always a good thing to do if you are going to step away from your computer that others may access.

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