MICR Specifications and Alignment Offsets (Using a MICR Gauge)

Abstract

MICR specifications and alignment offsets are essential to configuring check printing in SquareWorks using the Standard PDF template. These settings ensure that check numbers, account numbers, and MICR line symbols withint exactly where banks expect them to be. Proper alignment prevents rejected checks, supports regulatory compliance, and improves the likelihood of successful validation at the bank.

For example, administrators must follow bank-supplied MICR specs and validate alignment using a MICR gauge before going live when setting up a new check layout for a different bank.

This article explains how to enter MICR specification values, enable file copy options, determine alignment through a check layout page, and validate the MICR line with a physical MICR gauge.

Entering MICR Specifications

The customer will provide MICR specifications — usually from their bank — which include key values that dictate how the MICR number appears at the bottom of printed checks.

1. Begin by using the MICR specification document under the Check Template Parameters section. It will include the MICR CHECK NUMBER MIN LENGTH, MICR ON US SYMBOL POSITION, and MICR ACCOUNT MIN LENGTH:

   

2. Next, enter the MICR CHECK NUMBER MIN LENGTH, which defines the minimum number of digits for the check number. This value ensures the number is zero-filled to meet formatting requirements. (Standard PDF template only, v1.5.0+):

   

3. In the field below, designate the position of the On Us symbol in the MICR ON US SYMBOL POSITION field. This setting varies by bank and should match the MICR specification exactly. (Standard PDF template only, v1.5.0+):

   

   Note: This field is usually the most variable and should match the bank-provided specification exactly.

4. Then, enter the minimum number of digits in the MICR ACCOUNT MIN LENGTH to zero-fill the account number. (Standard PDF template only, v1.5.0+):

   

5. To store watermarked copies of printed checks in the File Cabinet, check the SAVE FILE COPY box to automatically store each printed check and stub. The copies will automatically add a watermark to the PDF(s) to void the check. (Standard Template Only, v1.5.6+):

   

6. Then, in the FILE COPY FOLDER field, enter the internal ID of the target File Cabinet folder where the copies should be saved. (Standard Template Only, v1.5.6+):

   

   Note: This will only be used if the Save File Copy checkbox is checked.

7. On occasion, you might need to pull specific information from a vendor bill to appear on the printed check. Use the VENDOR BILL LINE SEARCH dropdown to extract line-level detail from the vendor bill and include it in the check layout:

   

Setting Alignment and Layout Fields

To control how the check and address fields align on the printed stock, configure the Check Alignment fields using a printed alignment page.

1. To confirm how the check aligns on physical stock, use the Check Alignment section:

   

2. To set the CHECK POSITION, click the dropdown and select from Top, Middle, or Bottom — based on where the print lands:

   

3. Then, from that alignment page, you'll get the TOP PERFORATION (MM) and BOTTOM PERFORATION (MM) values:

   

4. If they use ENVELOPE ADDRESS WINDOW TOP (MM) and ENVELOPE ADDRESS WINDOW LEFT (MM), they can fold that same alignment page and stick it in an envelope, and then we can see the numbers there:

   

   Note: Some customers may use different check stocks for different banks, which affects layout and print position.

5. To fix vertical misalignment, adjust PAGE OFFSET (VERTICAL), TOP STUB OFFSET (VERTICAL), BOTTOM STUB OFFSET (VERTICAL), or CHECK OFFSET (VERTICAL) as needed:

   

6. Likewise, for horizontal adjustments, modify PAGE OFFSET (HORIZONTAL), TOP STUB OFFSET (HORIZONTAL), BOTTOM STUB OFFSET (HORIZONTAL), or CHECK OFFSET (HORIZONTAL):

   

7. In most cases, the fields most likely to be adjusted are MICR LINE OFFSET (VERTICAL) AND MICR LINE OFFSET (HORIZONTAL), especially if the MICR line does not land properly:

   

   Note: If all other settings appear correct, but the MICR line is still misaligned, there may be an issue with the printer itself. In these cases, adjusting the MICR Line Offset fields is typically the most effective solution. Use a MICR gauge — a clear ruler placed over the printed check — to determine whether the MICR line lands within the appropriate measurement boxes.

Duplicating an Existing Format for a New Bank

Rather than creating a check format from scratch, administrators can duplicate a similar existing one.

1. Begin by opening a CPB Check Format List to use the same bank or one with a similar layout. To do that, click the List button at the top of the page:

   

2. Once it loads, it will open a new screen for the CPB Check Formal List:

   

3. To get a support ticket where somebody wants you to add a new bank, click the Edit button on one of the existing one:

   

   It will open the screen for the CPB Check Format:

   

4. Click the Save & Copy button to generate a duplicate:

   

   Note: Edit the copy as needed and always test it in a sandbox if it is a new bank, not one they've set up before.

5. Once testing is complete, click the Save button to save CPB Check Format:

   

This concludes the process for configuring MICR specifications and checking format alignment using a MICR gauge.