Home/ System Setup/ Printer Setup

Printer Setup

How to configure printers for ProPay payroll checks and reports.

Overview

ProPay requires printer configuration for:

  • Check printer: Prints payroll checks (must be MICR-capable)
  • Reports printer: Prints payroll reports and documentation
  • PDF printer: Creates PDF files for emailing or archiving

Before You Begin

You need:

  • Administrative privileges to configure printers
  • Printers already installed in Windows
  • MICR-capable laser printer for checks
  • ProPay already installed and running

Assign Printers in ProPay

  1. Open ProPay.
  2. Go to Client Functions > Setup > System Setup > Printers.
  3. Select printers for each purpose:
    • Check Printer: Select your MICR-capable laser printer
    • Reports Printer: Select your standard printer
    • PDF Printer: Select PDF995 (if installed)
    1. Click Save.

    Tip: Use separate printers for checks and reports. Keep check stock in one printer and plain paper in another for faster processing.

    Check Printer Requirements

    Your check printer must meet these specifications:

    • Laser printer (inkjet printers are not acceptable)
    • MICR toner cartridge installed
    • 4-8 MB printer memory minimum
    • More memory needed for large payrolls (200+ employees)

    Warning: Only use MICR toner in your check printer. Regular toner will not process through bank scanners.

    Contact Paysoft for a list of recommended MICR-capable printers.

    Check Printer Setup

    1. Install the printer in Windows first.
    2. Verify the printer works by printing a test page from Windows.
    3. Install MICR toner in the printer.
    4. Set printer resolution to 600 DPI for best results.
    5. Assign the printer in ProPay (see steps above).

    Verify printer properties

    1. Click the Windows Start button.
    2. Go to Settings > Printers.
    3. Right-click your check printer and select Properties.
    4. Click the Graphics or Print Quality tab.
    5. Set Print Resolution to 600 DPI.
    6. Click Apply and OK.

    Reports Printer Setup

    Your reports printer can be any standard laser or inkjet printer. We recommend a separate printer for reports so you don't need to swap between check stock and plain paper.

    1. Install the printer in Windows.
    2. Verify it prints test pages successfully.
    3. Assign it as the Reports Printer in ProPay.

    PDF Printer Setup

    The PDF printer creates electronic versions of checks and reports for emailing or archiving.

    1. Install PDF995 printer driver (see Installing the PDF995 Driver).
    2. Assign it as the PDF Printer in ProPay.
    3. Configure the default save location for PDF files.

    Printing From a Remote Computer

    If you access ProPay via Remote Desktop Connection (RDP):

    1. Open Remote Desktop Connection.
    2. Click Options and select the Local Resources tab.
    3. Under Local devices and resources, select Printers.
    4. Click Connect to start your session.
    5. In ProPay, go to System Set Up > Printers.
    6. Select your local printers from the list.

    Your local printers will appear in the printer list with "(from [computer name])" appended.

    Troubleshooting

    Printer not appearing in ProPay

    If your printer doesn't appear in ProPay's printer list:

    1. Verify the printer is installed in Windows
    2. Restart ProPay
    3. Check that the printer is set as online (not offline)
    4. Reinstall the printer driver if needed

    Checks not printing correctly

    If checks don't print properly:

    1. Verify MICR toner is installed
    2. Check printer resolution is set to 600 DPI
    3. Ensure check stock is loaded correctly (not upside down)
    4. Verify alignment by printing a test check

    See Troubleshooting - Printers for more solutions.

    Print quality is poor

    If print quality is poor:

    1. Increase printer resolution to 1200 DPI
    2. Replace the toner cartridge
    3. Clean the printer
    4. Check printer memory (may need more for large payrolls)

    Related Topics

    ← Back to Index