"It allows our accounting department to process cash with minimal float-time. Maintains a current zero account receivables balance."R. Schneider, Arrowhead Wholesale Insurance
Accepting Checks by Phone
Accepting checks by phone is easy with the Vcheck system.
You can either collect the required data and enter it into the system later, or do it in real-time as you have the customer on the phone.
Once you input the check data, you can instantly print and deposit the check.
Vcheck is server-based, so you can have multiple staff members entering checks at the same time.
If you will do a lot of "checks by phone", we suggest you review the additional information below.
Banking regulations require that very specific questions and confirmations be obtained for checks drafts produced by information taken over the phone. And, to avoid "the burden of proof" if a draft is disputed, it is required that such phone calls be recorded or confirmation of the authorization be mailed, faxed or emailed to the customer before the draft is processed.
Having the customer FAX you a copy of a signed check that shows the same amount and payee as the draft you will produce is an easier and safer procedure. However, if that's not possible, we have compiled the following script based on banking regulations that will insure you are in compliance with the required confirmations from the check submitter.
Sample Script for Verbal Authorization That Must be Recorded or Confirmation of the Authorization Mailed/Faxed/Emailed to Customer BEFORE the Draft is Processed
After any sales information and basic check information (checking account data) has been obtained, the following should be recited to the customer with his/her responses being recorded:
THE SAMPLE SCRIPT IS BEING UPDATED. PLEASE CONTACT US FOR A REVISED VERSION.