SMART Remote ScanSYSTEMS & METHODS, INC.

©2014 Systems & Methods, Inc. All Rights Reserved. All Material Contained Herein is Confidential and Proprietary.

Process OverviewA payment is received at the local agency. The agent scans the payment into the system. The information is transmitted to the SMART system. The SMART system sends the credit information to the bank via an image cash letter (ICL) and the debit information is transmitted on the receipt file to $TARS. All payments scanned before 2:00 PM are transmitted the same day. ICLs are sent to the bank throughout the day. Once the credit information has been sent to the bank it cannot be changed. Debit information or source codes can be changed up until the time the receipt file is sent to $TARS.

Each agency should log on to SMART Remote,Reports, and SIV.

Scan thePayment InstrumentOnce you have endorsed the payment instrument, click Scan on the scanning screen.

When the orange light is displayed on the scanner, insert the payment.

The payment should be fed through the scanner with the MICR facing the right side of the machine.

The payment instrument should be facing up so that you can easily read the information on the face of the instrument.

View the Scanned Item for AccuracyMake sure the item is scanned correctly by viewing the image on your screen

Select Your Office NumberClick the arrow in the top right corner and select the office from which you are scanning

Add theCredit InformationInformation entered on the credit line pertains to the payment instrument. The credit information entered will be sent to the bank on an ICL.

Place the cursor inside the Amount field. Key the amount, credit type (MO), name of the payor, and the date. Use the tab key to move your cursor from field to field. Once the information is entered, click Enter.

Make sure the cursor remains in one of the credit fields before clicking Enter. If Enter is clicked with the cursor outside the credit field, an error will be received. A shut down of your computer will be necessary in order to continue.

Add the Debit InformationChoose the payor (CP or NCP) by clicking the Responsible Party field

Action Icon Definitions for the Debit LineIcons are also available for the credit line

Add the Debit InformationChoose the type of payment by clicking the Source field

Add the Debit InformationEnter the SSN, IRN, or Case for the payor

Add the DebitIf the selected payment source requires the payment to be posted by case number, and the participant has more than one case, a search screen will display when you enter the SSN or click the icon. If more than one case exists, you will be required to double click the correct case. Refer to slide 9 for a complete list of icons.

Add the Debit InformationOnce the amount is entered and the transaction is balanced, click COMMIT

Complete the TransactionOnce Commit has been clicked a receipt should display for printing. If the receipt doesn’t create it does not mean the payment was not completed. Popup blocker can prevent the receipt from displaying if the settings on your computer are not correct. To disable popup blocker, select tools, popup blocker, disable popup blocker. Do not re-scan the payment before checking the status of the payment by viewing reports.

Verify the Payment Scanning history should be viewed to ensure the payment processed correctly. The receipt number on the report matches the number on the actual receipt. Once the payment has imported, the status will change to database import complete. If the status continues to display pending database import call FSR Customer Service at 866-836-6434.

BalancingEach day a second person should print the Remote Scanning and Local Office Deposit reports to compare to the actual payments. Verify they match the instruments before the payments are transmitted to $TARS.

Problem Prevention1. Once the payment is scanned make sure it is placed in an area where it will not be scanned

again. This is especially true when the same payor submits more than one payment at the same time.

2. Verify the information is entered correctly before clicking Commit.

3. Payments must be scanned in the correct format in order to be accepted by the bank.

4. Call the FSR immediately when you discover an error after the payment has been committed.

5. If you are unsure if a payment was scanned then check reports before scanning a second time.

6. If you enter the incorrect office code it cannot be corrected by the FSR. Please contact the other office and let them know. You will need to print the report for both offices in order to balance.

7. Do not mail payments to the FSR that have been scanned remotely.

8. Verify bank encoded deposit slip balances with local office deposit record.

Helpful Information1. Cash substitute tickets must be printed from the computer in your office with GnuMICR font

installed. This would have been installed by a technician along with Remote Scan.

2. To order equipment and request user ID or password changes email garemotescan@smimail.net.

3. To correct a payment that has already been committed call 866-836-6434.

4. Cash should be deposited and scanned on the same day.

Troubleshooting1. “Error calling Twain” requires a complete shut down of your computer. Restart will not work.

2. A steady or blinking orange light requires a complete shut down of your computer. Restart will not work.

3. The case must be set up in $TARS one day prior to scanning the payment remotely.