Check Printer Permissions and Security

The Check Printer is one of the most sensitive tools in AccuArk because it can produce negotiable financial instruments — bank checks that authorize withdrawals from your business accounts. This article explains the permission model that controls access to the Check Printer, why it requires elevated permissions compared to other printing tools, and best practices for maintaining check printing security in your organization.

Permission Requirement

The Check Printer requires the TOOL_CHECK_PRINTER permission. This permission is separate from the general TOOL_USE_PRINTERS permission that controls access to other printing tools (Barcode Printer, Label Maker, Price Tag Printer, Envelope Printer, and Card Printer).

TOOL_CHECK_PRINTER is assigned to users at hierarchy level 3 and above (Manager, Location Admin, and Super Admin). The Accountant role also receives this permission because check printing is a core accounting function that accountants need to perform as part of their duties.

If your account does not have the TOOL_CHECK_PRINTER permission, the Check Printer option will not appear in your Tools menu. You will still see and be able to use other printing tools if you have the TOOL_USE_PRINTERS permission.

Why Restricted Access

Check printing is a sensitive financial operation that requires tighter access controls than general-purpose printing. Here is why:

• Checks are negotiable instruments — A printed check authorizes a bank to withdraw money from your account and pay it to the named payee. Unlike barcode labels or price tags, which have no financial value on their own, a check is essentially a signed payment order.
• Fraud risk — An unauthorized person with access to check stock and the Check Printer could potentially create checks payable to themselves or to fraudulent payees. Restricting access to managers and accountants reduces the number of people who could misuse the tool.
• Banking information exposure — The Check Printer displays and stores routing numbers and account numbers. Limiting access protects this sensitive banking information from being viewed by employees who do not need it for their work.
• Audit accountability — With fewer people having check printing access, it is easier to trace who printed a check if a discrepancy is discovered during bank reconciliation.

Default Role Access

The following table shows which roles have access to the Check Printer by default:

This default assignment reflects the principle of least privilege: employees who handle day-to-day operations like inventory, sales, and customer service do not need to print checks, so they are not given access. Managers and above have the authority to authorize payments, and accountants handle the financial record-keeping that includes check writing.

Granting Access to Employees

Employees do not have check printing access by default. If an employee needs to print checks as part of their regular duties, there are two ways to grant access:

1. Assign the permission to the employee's role — A Super Admin or Location Admin can add the TOOL_CHECK_PRINTER permission to the Employee role. However, this grants check printing access to all employees at the location, which may be broader than intended.
2. Use location-specific permission overrides — For more granular control, use AccuArk's permission override system to grant TOOL_CHECK_PRINTER to a specific employee without changing the permissions for all employees. This approach follows the principle of least privilege by limiting access to only the individuals who need it.

Before granting check printing access to an employee, consider whether the business need justifies the security risk. In most organizations, check printing is performed by a small number of people in accounting or management roles.

Audit Considerations

While AccuArk does not currently log individual check print events in a dedicated audit table, you can establish accountability through several complementary practices:

• Check number tracking — Each printed check has a unique number. By maintaining a check register (either in AccuArk's accounting module or a separate ledger), you create a sequential record of every check issued. Gaps in check numbers should be investigated.
• Bank statement reconciliation — Compare your check register against your bank statement monthly. Every printed check should appear as a cleared transaction. Unrecognized checks indicate potential unauthorized printing.
• Template access — Since templates store routing numbers, account numbers, and the last-used check number, the template system provides indirect tracking of check printing activity. If the stored check number has advanced more than expected, checks may have been printed without being recorded.
• Accounting module transactions — Record each printed check as a transaction in AccuArk's accounting module with the check number, payee, amount, and date. This creates a searchable, auditable trail that can be cross-referenced with bank statements.

Best Practices for Check Printing Security

Follow these guidelines to minimize the risk of check fraud and maintain proper financial controls:

1. Secure Blank Check Stock

Keep blank check stock in a locked cabinet, safe, or drawer when not in use. Blank check stock is as valuable as cash — anyone with the stock and a printer could potentially create unauthorized checks. Limit physical access to the same people who have digital access to the Check Printer.

2. Reconcile Check Numbers Monthly

At the end of each month, compare the check numbers in your register with the cleared checks on your bank statement. Look for:

• Missing numbers — A gap in the sequence could indicate a check was printed but not recorded, or that blank checks were removed from the stock.
• Unexpected checks — A check number that appears on the bank statement but not in your register may indicate unauthorized printing.
• Altered amounts — Compare the amount on each cleared check against your records. If the bank statement shows a different amount, the check may have been altered after printing.

3. Use Pre-Printed Stock When Possible

Using check stock with pre-printed company information and MICR lines reduces the amount of sensitive data that AccuArk needs to print. This means even if someone gains unauthorized access to the Check Printer, they cannot produce a complete, functional check without also having access to the physical pre-printed stock.

4. Limit User Access

Keep the number of users with TOOL_CHECK_PRINTER permission to the minimum necessary. Every additional user increases the potential surface area for unauthorized check creation. Review the permission assignments quarterly and remove access from anyone who no longer needs it.

5. Verify Before Printing

Always verify the payee name and amount before printing. A printed check is difficult to void once issued — if you mail a check with an incorrect amount or payee, you may need to issue a stop payment through your bank (which typically incurs a fee) and print a replacement check. Taking a moment to double-check the details before pressing Ctrl+P saves time and money.

6. Void Misprinted Checks

If a check prints incorrectly (misaligned, wrong amount, smudged ink), write “VOID” across the face of the check in large letters and record the voided check number in your register. Never discard a misprinted check without voiding it first, as it could potentially be used if found.

7. Separate Duties When Possible

In organizations with enough staff, consider separating the duties of check preparation and check approval. One person enters the check details and prints it, while a different person reviews and signs the check before it is mailed or delivered. This separation of duties is a fundamental internal control that reduces the risk of fraud.