If you’re implementing or using NetSuite and you don’t already have a check printer, or if you’re simply looking to upgrade your existing printer to a new model, we have some advice to get your search started.
To decide which check printer to buy, start by evaluating your business processes and check printing requirements:
- Stock: Will you be using pre-printed or blank check stock?
- Volume: How many checks will you print in a day, week, or month?
- Accessibility: How many people will have access to the check stock, the printer and sensitive data?
- Security: Do you want to print from a PDF or encrypt the data to have it sent directly to the printer?
To print your own checks from NetSuite, first you have to decide if you will be using pre-printed or blank check stock. Pre-printed check stock comes with the MICR line, containing your banking information, printed on it and ready to be used – simply add the amount and necessary signatures. Blank check stock, however, removes this sensitive data and comes completely blank – giving you flexibility in your printing needs.
If you decide to print your checks on blank check stock, you will need a check printer that supports printing a MICR font using MICR (Magnetic) Ink. The MICR ink is required for processing checks and is used to print the MICR line at the bottom of your checks. This line contains the special characters on checks that include the account number and routing number of your Bank.
If you are looking for a NetSuite solution to customize the layout of your checks and print them directly from NetSuite onto blank check stock, take a look at our Check Printing Bundle solution, which comes with a fully licensed MICR font.
As for the volume and speed, these requirements are based on your business needs. The volume of your printer is often established by the speed of which it can print, measured in pages per minute, or PPM. The higher a PPM, the higher volume of pages the printer can handle in a given time frame. If you are printing a large quantity of checks frequently, you will want to look into a model with a high PPM that can support a large volume of printing.
When it comes to security requirements, one thing you will want to consider is how many employees have access to NetSuite, if they have the ability to print checks, and if they have access to the check printer. The more employees with access to banking information, check stock or check printers, the more security restrictions you should establish in your check printing process. These security precautions can range from physically locked printers to password protected documents, and more.
For small businesses with a low volume of checks to be printed, you can choose a smaller printer with a lower PPM (pages per minute) and save money by lowering your upfront costs. With the right number of security restrictions in place, you may purchase a low-cost model that can be enabled with MICR Ink or Toner, which is the minimum you need to be able to print valid checks.
If you are printing larger volumes of checks, or have higher security requirements, you may want to look at options such as Troy Printers. These models provide a wide variety of custom-security options on check printers such as the ability to encrypt a MICR Font and Signatures which can only be accessed with a security card. SquareWorks’ Advanced Edition of the Check Printing Bundle can help you get this type of printer setup with NetSuite. More information on this is provided in the last section of this article.
Use the matrix below as a reference to help determine which printer will work best for you. We have recommended four different options that fulfill different volume and security requirements, as well as offer a variety of pricing based on your budget:
- TROY M608 MICR Printer: This model comes with three different security levels, and can be enabled with our TROY supported security features, outlined below. This model has a printing speed of 65ppm, lockable paper trays and is compatible with TROY MICR cartridges and standard HP cartridges.
- Source Technologies – ST9830 MICR Printer: This MICR Printer has a 55ppm, and can print up to 50,000 pages a month. The printer itself comes with a few advanced security capabilities, including a front panel security lock and password protection, however, it does not support the advanced security settings enabled by our Check Printing Bundle.
- TROY LaserJet M404 MICR Printer: This model is a budget friendly option for a business in need of a low volume solution that still wants to invest in a check printer – the Troy brand LaserJet has a print speed of 38ppm, and can print up to 4,000 pages monthly, with a compact design, and the option to add security capabilities.
- HP LaserJet M404 MICR Printer: This last model is the most budget friendly option for a business in need of a low volume solution with no added security features – this HP printer is a LaserJet model and can be enabled to print checks by installing a MICR Toner (purchased separately).
If you decide to go with a TROY brand printer, the Advanced Edition of SquareWorks’ Check Printing bundle supports additional security features including “One Click Print”, Troy Secure Digital Signatures, and Troy True Type Security Fonts. In addition, we can support password-protected PDFs if you prefer to view the PDFs before sending them to the printer.
More information on the Troy specific features is listed below:
One Click Print:
One Click Print allows you to send a check printing job directly to the check printer without generating a PDF in your screen. The formatting is already configured during the software implementation process, so this removes the need to reveal sensitive data on your screen, and instead, sends it directly to the printer.
Troy Secure Digital Signatures:
This feature encrypts and embeds the digital signatures used on the check into a security card that is compatible with the TROY printer. This, similar to One Click Print, removes sensitive data from the computer screen and keeps it within the secure printer and those who have access to the card.
Troy True Type Security Fonts:
This last Troy specific feature encrypts and embeds the secure fonts into a security card that is compatible with TROY printers. This restricts access to sensitive and secure fonts to only those with access to the security card, providing an overall secure transaction for all check printing.
Choosing the right printer for your check printing solution can be daunting with all the options on the market, but with the right information about your specific needs, you can simplify the decision and choose the right product for you. If you have questions, please feel free to reach out to the team at SquareWorks Consulting.
For more information on our Check Printing Solution for NetSuite, go to: https://squareworks.com/netsuite-add-ons/check-printing-bundle-netsuite/
Disclaimer: If you’re using Troy Printers, SquareWorks Consulting does not guarantee that features outside of Troy’s Secure Digital Signatures and Troy Ture Type Security Fonts will be compatible with SquareWorks’ Check Printing Bundle for NetSuite. If you’re looking for unique features, please contact us for assistance.