Electronic Forms Integration with CLS

Most of the common printing programs in CLS have been modified to support Electronic Forms including the mapping of print data. This means that the data normally printed by the CLS program is "recorded" rather than printed to the printer and our electronic "e-Form" is then able to "play back" each bit of data at any location, with any font (even some barcodes) and can be bolded, increased or decreased in size, etc.... This complete solution requires that CLS install these new programs on your system.

Timeline

1. Contact CLS sales at +1 (949) 598-6303 and request Electronic Forms!

2. CLS Sales will answer customer questions and explain what is available and the costs involved. CLS contacts Electronic Forms Plus, Inc. and requests samples and order forms be sent to the client.
    
3. Electronic Forms Plus, Inc. and CLS answer any further customer questions and assist the customer in filling out the order form.
    
4. Once the customer has placed the order by faxing the filled out order form along with a signed copy of this document and sending a deposit check, copy and artwork to Electronic Forms Plus, Inc., CLS is notified of the order.
    
5. The customer, with CLS, checks the existing installation to verify that the requested form printing programs have not been customized and have been converted for e-Forms, and that the laser printers are connected correctly. CLS arranges for payment for their services and works out any details with the customer. (See below)
    
6. Within one week of receiving the order, deposit, copy and artwork, Electronic Forms Plus, Inc. will provide the customer with proof copies of the forms.
    
7. The customer reviews the proofs, marks any changes and request new proofs or signs the proofs as "ok" or as "ok with changes" and faxes them back to Electronic Forms Plus, Inc.
    
8. As soon as approved proofs are received by Electronic Forms Plus, Inc. CLS is contacted and an installation date is scheduled.
    
9. Printer resident e-Form storage devices (FLASH memory chips) are sent to the customer for installation into the laser printers (see the memory installation instructions for the printer model used)
    
10. CLS dials in and upgrades the selected print programs to the e-Forms enabled versions.
     
11. If MICR check printing has been ordered, the customer orders the MICR toner, works with CLS to adjust the position of the MICR line, and with their bank to verify the check face. (See below)

A few important notes to make this transition easier:

• Verify that the print programs you are using have been converted to e-Forms. CLS is a very feature-rich package with many variations of the standard reports. Make sure that the one you are using is ready for e-Forms or that you know what the cost will be to convert it. If you wish to use e-Forms with data re-positioning and font selection on a print program that is not e-Forms ready, you should pay CLS for the conversion services.

• Verify that the programs you are using have not been customized by CLS after their installation on your system. Customizations regarding the positioning of data are not normally an issue since the electronic forms will take over the positioning, font selection, etc... of the data for any laser printers. However, if you retain impact printers, the new e-Forms capable print program may need to be re-customized to retain backwards compatibility with these older printers, while simultaneously supporting e-Forms. Customizations related to the calculation of the data that fills out the form will need to be re-created in any case. CLS should be paid for these services.

   

•  Verify that the information from the CLS program that you wish to print on your forms is available in the e-forms version of the CLS print program. Other information can be added to the forms, at a reasonable cost, by CLS.
  • Folio Data (Guest:1.Name, 31.Company, 2-3.Address, 4.City State Zip, 21.Folio#, 30.Room, 35.Date, 36.Page#, 38.Booking Number, 39.Clerk, 41.Package,  42.VIP code, 43.Balance, 44.Status, 100.Detail Data, Property:70.Name, 71-72.Address, 73.City, 74.State, 75.Zip, 76.Phone)
  • Direct Bill Data (Bill-to:1.Company, 31.Attn Name, 2-3.Address, 4.City State Zip, 17."INVOICE", Guest:18.Name, 21.Folio#, 30.Room, 35.Date, 36.Page#, 38.Booking Number, 39.Clerk, 41.Package, 42.VIP code, 43.Balance, 44.Status, 100.Detail Data, Property:70.Name, 71-72.Address, 73.City, 74.State, 75.Zip, 76.Phone)
  • Registration Data (Guest Type, Name, Company, Address, City State Zip, City, State, Zip and Country, Phone, Check In, Check Out, Status, Registration #, Payment #, Number of Guests, Room Type, VIP Code, Nights, Rate, Room #, IATA, Class Code, Total w/Tax, Confirmation, Group Booking, Package / Plan Code, Property Name, Address, City, State, Zip, Phone)
  • Statement Data (Guest 1.Name or 1.Company w/ 37.Contact Name, 1-2.Address, 4.City State Zip, 21.Account #, 22.Balance, 27.Current Charges, Over 30, 60 and 90 days (#28,29,30), 35.Date, 36.Page #, 100.Detail Data)
  • Check Data (Payee Name, Address, City State ZIP, Check #, Amount in Text, Amount, Date, CRS Property and Name, Commission, Commission Deducted, Detail Data, MICR line)
  • Confirmation Data (Guest Name, Company, Address, City State Zip, Phone, Agent Name, Check In, Check Out, Remarks, Preference, Reservation #, Number of Guests, Number of Rooms, Date, Page #, Group, Clerk, Rate Change, Additional Rates, Status, Cancel Notice, GTD Information, Deposit Request, Non-GTD Information, Property Name, Address, City, State, Zip, Phone)

  Note: Property name and so on is normally printed on the paper as a part of the eForm. It is provided as a data field to enable printing of forms for multiple propertys from a central office.

   

• Do not connect the new laser printers to the CLS system in any way other than that approved by CLS. CLS approved connectivity between the system and the printers IS NECESSARY for e-Forms to function properly.

• Schedule a time with your CLS e-Forms sales representative (not with CLS support) for CLS to: A) set up communications with any new laser printers and, B) install the e-Forms versions of the requested report programs. This should be scheduled for some time after the physical installation of the new printers and the installation of the e-Forms chips. CLS should be paid for these services.

• Bank checks, such as Travel Agent checks, are available as e-Forms. These present a tremendous savings and security improvement over standard pre-printed checks since the customization of the check stock to your property and bank account is accomplished at the laser printer on standard check stock and controlled by the CLS software. There are several points that are very important to the successful use of laser printed (e-Forms) checks:
   
  
  • You must verify that the bank code line printed at the bottom of all checks (called the MICR line) is correctly formatted and positioned. We will verify that the formatting is correct, based on information that you supply from the bank or an existing copy of your checks. The positioning of the MICR line is absolutely critical. Part of the setup of a new e-Forms check system is the required positioning of the MICR line for your printer and check stock. We will work with CLS and you to accomplish this. You should verify the MICR line position at least once each check run using the gauge we provide to protect against rare, but possible, alignment changes. Misalignment can occur if you change the printer or its setup or if the perforation varies on the check paper. Electronic Forms Plus and HIS/CLS are not responsible for damages, including Bank fees or unprocessed transactions caused by printing checks without checking and correcting the MICR alignment using the gauge we supply.

    

    Basically, there must be 5 and 9/16th inches (5.5625") between the right edge of the document and the right edge of the left most  symbol on the MICR line, and that symbol must be 1/4 inch (0.25") above the bottom of the check. This position is referred to as number 43 on the MICR line and will be marked accordingly on the MICR gauge. The positioning can only be off by as much as 1/16th of an inch (0.0625") left to right and 1/8th inch (0.125") up and down. So the space between the first symbol and the right edge must be between 5.5" and 5.625". All current laser printers are more than able to maintain this accuracy after initial alignment as long as the paper is feed consistently and the perforation does not vary. Here is an example of what this should look like when viewed with our MICR gauge:

    

    and here is an example of an incorrectly positioned MICR line:

    

  • The MICR line should always be printed using a magnetic or MICR toner unless your bank specifies otherwise. There are suppliers of this toner for most printer models. TroySystems.com is the industry leader, but we have referred some clients to Micro-Micr.com with acceptable results at a lower cost.

  • Checks must be printed on approved check stock. Electronic Forms Plus provides this stock at excellent prices.

  • You should produce a sample run of several checks and take them to your bank for testing and approval before processing large volumes of checks.

  Reliable and cost effective printing of checks directly from the CLS system is assured if these steps are followed with reasonable care.

If, at any time, you have any questions or concerns, please do not hesitate to contact us at 1-888-337-2776.

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