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QUESTION: When does the electronic signature on a cheque print? Who can print a check with an electronic signature? What is the approval process to release a cheque with an electronic signature?
RESPONSE: The cheque e-signature functionality was implemented in response to work from home policies, where assistants and lawyers do not necessarily work in the same location. In this case, the approval process is accomplished using cheque requisition reports in PDF format before the cheque is created, combined with the use of email and e-signature tools used by the firm. Future development in this area includes the use of limits.
How it works:
Electronic signatures for cheques must be loaded for encryption by Dexco personnel. Once in place, users with the ability to print cheques, will generate the cheque document signed with the electronic signature, therefore the approval process must occur before the cheque is created. Firms using this functionality implement an email and/or paper process to approve the funds to be disbursed, the trigger for the person responsible to print the cheque with the electronic signature.
No Print Process:
The assistant creates the cheque requisition and emails the requisition in PDF format as an attachment to the lawyer for approval and then submits the cheque requisition properties to accounting (Acumin step).
The lawyer signs the emailed cheque requisition in PDF format using PDF editor or an electronic signature process for documents and forwards the email to accounting.
Lawyers that create their own requisitions, print them to PDF and email them (Approval) to accounting, as well as submit the cheque requisition properties to accounting (Acumin step).
In both cases, accounting matches the email to the submitted record to convert the requisition to a cheque and prints it with the electronic signature.
Print Process:
The assistant creates the cheque requisition, prints it and the lawyer signs it (approval)
The assistant scans the signed cheque requisition and emails it to accounting, as well as submits the cheque requisition properties to accounting (Acumin step).
Accounting matches the email to the submitted record to convert the requisition to a cheque and prints it with the electronic signature.
Additional Process:
It is possible to secure a user to print the cheque and not post it, adding a second visual control of approval before the cheques is posted.
Point to Consider:
If the firm's approval process is the cheque signing function, we recommend not using the option.