How to install Adobe MICR fonts used in A/P and P/R checks in Sage 100 version 4.50 and lower

Description

How to install Adobe MICR fonts used in A/P and P/R checks in version 4.50 and lower

Disclaimer

Sage Customer Support does not provide assistance for issues related to third party products or enhancements, hardware, report customizations, state or federal-tax related questions, or specific accounting questions.

Resolution

Note: If using Sage 100 ERP, version 2013 (5.0) and higher, please see related article below.

The following are steps for MAS 90/200 versions 4.50 and lower:

Magnetic Ink Character Recognition (MICR) printing allows companies to print checks on check stock that is not preprinted with bank MICR encoding. This set of characters is standardized by the American National Standards Institute (ANSI). These characters can be read by scanners that financial institutions use to automatically obtain data from checks, including account numbers and transit numbers. Most institutions require magnetic ink to be used for the MICR encoded data to be scanned. Before printing MICR check runs, run a test through your financial institution to confirm compliance. Some banks may not require magnetic ink or toner if Optical Character Recognition (OCR) scanning equipment is used. Contact your bank for details on MICR requirements.

To set up MICR encoded checks within Sage MAS 90, consider the following requirements.

• Graphical forms must be enabled for check printing:
  • Expand Accounts Payable, Setup, Accounts Payable Options; or, expand Payroll, Setup, Payroll Options.
  • Click Forms tab. Select the Checks check box.
  • Click Accept.
• MICR fonts must be installed:
  Note: Sage cannot guarantee nor be responsible for the content of third party Internet sites. Contact that site’s Webmaster with questions or problems. The information below might be subject to change at any time.
  • Sage MAS 90 supports Adobe MICR fonts only. Adobe produces fonts for MICR encoding that can be ordered from the Adobe Web site.
  • These fonts can also be ordered by calling Adobe at 888-502-8393.
  • Follow the installation instructions included with the order.

To set up specific MICR encoding information, select the MICR button in Bank Code Maintenance. Values for the MICR Information fields can be obtained from your bank account records or the bank.

The graphical forms used in Accounts Payable Check Printing are generated with the Crystal Reports print engine; therefore, any changes to the layout or any formulas can be performed using standard Crystal Reports techniques and syntax. The default encoded information may need to be changed to comply with your bank’s standards. This can be accomplished by performing the following steps:

1. Select Check Printing from the Accounts Payable Check Printing menu.
2. Enter the bank code that has already been set up for MICR printing and select the Form button. This launches Crystal Reports and allows the form to be modified.
3. Select Formula Field from the Insert menu.
4. From the formulas list select MICR. The default formula is as follows:if {GL_21BankCodeMICRInfo.MICREnabled}=”N” then “” else
   {GL_21BankCodeMICRInfo.CheckNumberPrefix}+

{AP_20CrystalCheckHeader.CheckNumber}+
{GL_21BankCodeMICRInfo.CheckNumberSuffix}+” ” +
{GL_21BankCodeMICRInfo.RoutingTransit}+ {GL_21BankCodeMICRInfo.AccountNumber}

This formula specifies that if MICR is not enabled, then the formula value is blank; otherwise, concatenate (attach together) the field’s check number prefix, followed by the check number, followed by the check number suffix, followed by a space (two quotes separated by a space equals a space in Crystal Reports formulas), followed by the routing number, followed by the account number.

1. If the formula needs to be edited (print a sample check and compare), click Edit with MICR highlighted.

Example Formulas:

Some banks use account numbers or check numbers that are shorter than others. To eliminate spaces after a field if it was defined in a format longer than necessary, you can use the Trim function in Crystal Reports. For example, if the account number is followed by encoded spaces that are not necessary, you can edit the formula to “trim” the account number of all spaces as follows: Trim({GL_21BankCodeMICRInfo.AccountNumber})

Any field (always enclosed in curly braces {}) in the formula can be “trimmed” or modified using any Crystal Reports function. When a Crystal Reports function is used, the field name must be surrounded by parentheses ( ). The final formula would be as follows:

if {GL_21BankCodeMICRInfo.MICREnabled}=”N” then “” else {GL_21BankCodeMICRInfo.CheckNumberPrefix}+ {AP_20CrystalCheckHeader.CheckNumber}+ {GL_21BankCodeMICRInfo.CheckNumberSuffix}+” ” +{GL_21BankCodeMICRInfo.RoutingTransit}+ Trim({GL_21BankCodeMICRInfo.AccountNumber})

Add any field or change its position. For example, if the check number prefix appears before and after the check number, {GL_21BankCodeMICRInfo.CheckNumberPrefix} can be added after the check number using the following syntax:

if {GL_21BankCodeMICRInfo.MICREnabled}=”N” then “” else {GL_21BankCodeMICRInfo.CheckNumberPrefix}+ {AP_20CrystalCheckHeader.CheckNumber}+ {GL_21BankCodeMICRInfo.CheckNumberPrefix}+ {GL_21BankCodeMICRInfo.CheckNumberSuffix}+” “+{GL_21BankCodeMICRInfo.RoutingTransit}+ Trim({GL_21BankCodeMICRInfo.AccountNumber})

As another example, to add three spaces after the check number prefix, but before the check number suffix, enter the “plus” symbol (+), followed by three spaces in quotes as follows:

if {GL_21BankCodeMICRInfo.MICREnabled}=”N” then “” else {GL_21BankCodeMICRInfo.CheckNumberPrefix}+ {AP_20CrystalCheckHeader.CheckNumber}+ {GL_21BankCodeMICRInfo.CheckNumberPrefix}+” ” +{GL_21BankCodeMICRInfo.CheckNumberSuffix}+” ” +{GL_21BankCodeMICRInfo.RoutingTransit}+ Trim({GL_21BankCodeMICRInfo.AccountNumber})

There are many possibilities for formatting MICR-encoded information. The default works for most institutions, but verify with your financial institution for details on what data is required for MICR encoding. For additional information on Crystal Reports formulas, select the Help button in the Crystal Reports Formula Editor window.

Must set the font for the field to MICR
The printer must support MICR encoding and use magnetic toner. After the field has been added to the form, select the MICR font for the field by performing the following steps:

1. Right-click the field that was inserted on the form.
2. Select Format Field. The Format Editor window appears.
3. Select the Font tab.
4. From the Font list, select MICR.
5. Click OK.

The main conditions for a printer to be able to print MICR encoding are:

1. The ability to print bitmapped fonts (most printers capable of printing in Windows can do this).
2. The option to add a magnetic ink cartridge (many laser printers are capable of this; check with the manufacturer).

MICR printing is usually done on a laser printer. Some banks may not require magnetic toner if their scanning equipment uses OCR. Contact your bank for details on MICR requirements. If possible, run a test sample check through your financial institution to ensure compliance.