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Business Solutions Leader, Relizon, chooses ACOM
for Check Processing and Business Partnership
THE BACKGROUND
Relizon's accounts payable department historically paid its
thousands of monthly bills using tractor-fed, pre-printed, numbered
check stock. The information technology (IT) department
generated the checks and then forwarded them to accounts
payable for bursting, decollating and signature. Once those steps
were completed, the checks were manually stuffed for mailing.
When IT was in crunch mode, says Accounts Payable Supervisor
Mary Jo Will, check runs were sometimes delayed, straining the
3:30 p.m. mailing deadline.
THE SOLUTION
Relizon sought a more efficient, more secure check- processing
solution, and while Will and members of her department were
evaluating desktop laser check processing, they learned of ACOM's
EZCheck for Windows Total Check Processing Solution (formerly
known as QuickCheck).
"ACOM recently had become a Relizon business partner and we
felt that we should look at the solution," Will says. "We found that it
suited our requirements very well."
Instead of using pre-printed checks, the ACOM solution uses
electronic check formats, which are stored in the software with all
company information, graphics, MICR line, signature(s) and
remittance information. Relizon's financial data, including payee
and remittance information, is stored and managed on a legacy
database.
When a check run is scheduled, the EZCheck software merges
payables data from the database with the respective check
template and spools the file out to the MICR-laser printer. The
complete, signed checks are produced in a single pass on blank
safety-check stock. Check data can be recalled by various criteria,
such as account, date, and even individual payee.
"We liked the fact that EZCheck runs on a PC and that the software
has extensive password protection," Will says. "It also offered
significant convenience features. For example, since the checks are
numbered as they are printed, we don't have to go through a 'void'
process if there's an error. Manual checks are also easy to do.
Before, we typed them on a typewriter. With EZCheck we simply
enter the account, the payee name and information, and print the
check."
THE COMPONENTS
ACOM's solution for Relizon consisted of QuickForm check design
software, EZCheck for Windows check processing software, two
Xerox DocuPrint N17 MICR-enhanced laser printers from ACOM, a
Formax folder-sealer, and maintenance contracts for the hardware
and software. Additionally, Relizon purchased ACOM's unique
Secure-A-Card PCMCIA security card and card reader.
Check-face information resides on the card, which is inserted
into the reader when checks are needed. On completion of a
check run, the card is returned to secure storage. ACOM
also supplies MICR toner, engineered specifically for the
DocuPrint N17 printer. Relizon furnishes its own check
stock.
"One of the great benefits of the solution is that we no longer
have to monitor and control our check inventory," Will says. "Blank stock is always on hand, and doesn't pose a security
risk if left unattended. In addition, once the check form has
been designed, we can use it indefinitely and change or
update it as necessary with QuickForm."
NO PROCEDURAL CHANGES
Nothing in the company's back-end system had to change to
accommodate EZCheck, since it is compatible with all financial
management software. Now, check and remittance advice
print simultaneously on a single sheet of paper, with the new
form incorporating a horizontal tear-off perforation. Formerly,
checks representing multiple invoices might run over to the
next check form, but the ACOM solution allows for multiple
remittance advices, for 10 to 12 invoices. Beyond that,
remittance overflow goes to a separate sheet of plain paper
and is manually inserted into a separate envelope; previously,
the spool data had to accommodate a check format which had
tractor-fed sides.
ELECTRONIC CAPABILITIES
Will says that the ACOM solution is currently used exclusively
for its accounts payable check printing. However, she is
mindful that the system is now ACH-capable, enabling direct
deposit transactions such as internal payments of expense
reimbursements and credit union account deposits. ACOM's
ACH capability saves time and steps by performing the entire
operation automatically.
SUCCESS
In terms of direct savings, Will estimates that the old way and
the ACOM way are about equal. However, in terms of indirect
costs - time, better use of personnel, equipment maintenance
expense and the like - the savings are significant.
"And it's easy to use," she says. "All we have to do is pop in
the key (Secure-A-Card) and print the checks!"
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