Check Readers

Created on:
Updated on:

If you count a lot of checks at your church, a check reader can make the job significantly easier while improving your data entry accuracy.

Check scanning (copying and storing the image of the check) and Remote Deposit Capture are not features available directly in Giving; however, there are third-party platforms with this functionality that have created integrations with us.

Supported Check Readers

The MagTek MICRSafe (model 22551002) and MagTek MiniMICR (model 22523009) check readers are supported for use with Giving.

The MagTek MiniMICR is discontinued, but it still works with with Giving. However, if you're purchasing new, get the MICRSafe model instead.

If you have a different check reader, you can try the steps in Test your Check Reader.  If these steps work properly with another brand or model of check reader, even if it is not listed in this article, it will work with Giving.

Purchasing a MagTek MICRSafe Check Reader

MagTek MICRSafe check readers are roughly $250, and if you're counting a lot of checks every week, they are worth every penny! There are two models of the MICRSafe reader, 22511001 and 22551002, but we only support 22551002, which has USB keyboard emulation, so you won't need to hassle with software or device drivers.

Here are a few places you can purchase one:

  • BarCodesInc
    This is where we buy ours. They ship fast, have good customer service, and we've always received brand new units in their default configuration.
  • NewEgg
  • Amazon

Before buying, make sure that the unit says "USB keyboard emulation" somewhere in the description. When purchasing a refurbished or second-hand MagTek check reader, there's a chance it may come misconfigured. If you don't want to go the through the hassle of resetting it, buy a new one.

Use Your Check Reader

A check reader reads the numbers at the bottom of a check (the “MICR”) and automatically pulls up the associated donor for faster donation entry.

You can use your check reader by following these steps:

  1. Create a batch.
  2. Put your cursor in the Add a Donation search box.
  3. Insert the check into the check reader.
  4. The first time you read a check for a donor, type in the donor's name, email, or phone number to search for their profile. When you select the donor, the MICR number will automatically be assigned to their profile.

After you've assigned the MICR number to a donor, the next time you read a check with that MICR number, the donor's profile will be automatically selected. 

Test Your Check Reader

If your check reader is not working properly, run a test.

  1. Open a text document (like a Word doc). Make sure the curser is focused on the document as if you were going to type.
  2. Now scan a check. If it spits out something like "T126400734T 005020368721U0132" and then jumps to the next row (as if you pressed the return/enter key) then things are looking good. Make sure you're seeing those T's and U's!
  3. Now try to scan the check backwards. If it spits out a string of numbers and letters containing one or more question marks, then the machine is correctly communicating a misread.

You know it's not working correctly if:

  • The output omits the T's and U's.
  • There are tabs, rather than spaces, between the routing and account numbers.
  • The output omits the check number (even though it's printed on the bottom of the check).

If any of the above are true, you have a misconfigured check reader.

Reset Your Check Reader

If you follow this procedure, you will reset all the settings of your check reader. If you share this particular check reader with other applications, resetting your check reader to the factory settings may cause issues with other software.

1. Find a Windows Computer

According to our software stats, many of our customers use Macs. We do too. Unfortunately, this won't work on your beautiful, aluminum pressed machines.

MagTek says this software will only work with Windows 98/ME/NT/2000/XP. However, in our testing, it ran fine on a Windows 7 computer. 

2. Download and Extract the Software

Download the MICRbase software from MagTek to the Windows computer.

Go to the 99510075.exe file that you downloaded. Double-click the file, and select a directory where you want to extract the zip file.

3. Connect the Check Reader

Connect the MagTek check reader to the computer.

4. Run the MICRbase App

Go into the folder you extracted, and double-click the MICRbase.exe app.

Select Communication > Communication Setup from the MagTek app menu.

Select the USB KB interface type.

Click the Test button.

When the test is finished, make sure that you see the message Status: Communication test passed.

If the test doesn't pass, start over and try the test again. If it still doesn't pass, you might need to replace your check reader.

Click the red box in the upper right corner of the window to close it.

Click Configure in the menu.

In the MICR Type (Options) menu, select USB KB Wedge.

Click the Download Configuration to MICR button to send the default configuration to the check reader. 

Make sure you don't switch windows, type, unplug the reader, or do anything while this process is running.

When the process is finished, the reader will be reset. You won't receive a success message.

You will get a message if it fails. If it does fail, you can try it again.

You're done!

Run a few test checks in PCO Giving to make sure everything is looking good. If you're still seeing weirdness, click the question mark button in the top right corner of PCO Giving and let us know.

Was this article helpful?
0 out of 0 found this helpful