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Setting up automatic cheque signatures

Describes how to setup signatures so they appear on cheques once approved for payment

Preamble

The system can optionally print signing officer's signatures directly on cheques as a replacement to a manual cheque approval process and handwriting signatures. In order to use this feature each bank account needs to be setup with a list of authorized signing officers, one or more signing officers must electronically approve payments, and the signing officer must have uploaded their signature in the Logo's and Images program.

Security

Images are stored in a secure location in an encrypted format. Even if the the image file is located and copied it can not be rendered by a graphics program because it's encrypted with a special key that is hard-coded into the system. Similarly, if someone tries to use the signature image as a logo it cannot be rendered because it's encrypted.

In addition users only have access to their own signature. No other user can see another users signature in the Logo's and Images program, even though all other images and logo's display in the same area and are visible to all users with access. Users can only delete, select and pick their own signatures.

We suggest that users create their own signature file on their own computer and then hard-delete the file once they have uploaded it into the ERP system. Hard delete a file by pressing Shift-Delete. This deletes the file without putting a copy in the Recycle Bin.

Create your signature

Please note that transparent backgrounds are highly recommended as most people's signatures are different sizes and shapes, and when put together may overlap other components of the cheque such as signature lines, parts of another person's signature, or other wording.

  1. Open the file erp-signature-canvass-190425-md.png using a graphics program that supports transparent backgrounds such as Paint 3D, which ships with Windows 10.
  2. For best results use a pen or brush weight of 10 or more and we recommend using an electronic pen such as a Surface Pen.
  3. Draw your signature on the reference line. The reference line corresponds with the signature line on the cheque. It's okay to use the space below the line but stay within the rectangular space provided.
  4. Save to your hard drive as a .PNG with a transparent background. Remember the folder you saved it in.

Upload your signature

  1.  Log in to the ERP (see below for instructions if you are unfamiliar with this process).
  2. Select Maintenance > Logos and Images from the Finance submenu.
  3. Tap the + button at the bottom of the list of logos and images to add a new one.
  4. Check the "Image is a digital signature" checkbox and add a description in the Description field (suggest using your name in the description).
  5. Tap on the empty space below where it says to "Click here to select an image".
  6. The Image Library will appear, showing all images that have been uploaded to the system plus any digital signatures you've already set up (if you have any set up).
  7. Tap the Upload New button.
  8. Browse to the folder you saved your signature image in, select it and then tap Open to add your signature to the image library.
  9. Once it's uploaded use the scroll bar to find it, tap on it to select it, and then tap Okay.
  10. Tap Save to finish adding your signature.

 Note: You can also edit and delete your signature from the Logos and Images page using the pencil and trash-can buttons at the bottom of the image list. If you edit your signature and select a different image the old signature image will be deleted automatically from the system.

Note: Once you have uploaded your signature image you can delete it from the hard-drive on your computer. Remember to hard-delete it or remove it from the recycle bin.

Logging in to the ERP:

If you are unsure of how to log in to the ERP use the following steps. You will need permissions to Finance and the Logos and Images pages.

  1. If you are outside the TNI network login to VPN using your VPN credentials.
  2. Open a web browser and go to https://www.ignite-erp.com
  3. Enter your user name and password.
  4. If your start page is one of the Finance pages or you used the link in step 2 above, you are done and can continue on to step 2 in the Upload Your Signature instructions.
  5. If your start page is something other than a Finance page or the TNI Control Centre tap the TNI Control Centre option in the main header bar.
  6. From the TNI Control Centre tap on the Finance option under Other.