Prosecution System - FAQ
When I put a new check into the system, do I have to enter it
into several different ledgers?
entering the check information one time, BCPS maintains the data
and makes it available for all aspects of your
reporting and tracking needs.
software automatically calculate the prosecutorís fee, or do I
have to key it?
collection fee is automatically calculated by the program.
You set up a table in the system control file which defines your
fee structure and the system refers to it during check entry.
The fee can be a flat amount, or it can be a
table based on the check amount. The fee is sometimes referred
to as the State Fee, Prosecutor's fee, or office fee, among
software automatically calculate a merchant fee (user fee) and
include it in the amount to be collected?
Yes. Just like the prosecutor fee, the merchant fee (aka users fee) is set up in a table
and can be a flat amount or a sliding rate. BCPS
also has the ability to override the merchant fee if you need to
collect a unique merchant fee for a particular payee.
Can I put more than one check on the letter we send to the check
Yes. BCPS will put
up to 8 checks on a single letter to the defendant. If the
check writer has more than 8 checks in the batch of letters,
they'll simply get 2 (or 3, or 4) letters, each with up to 8
What if we donít like the wording of your notice letter?
Do we have to pay you to change the letter?
"letters" that are generated by BCPS are set up as
"merge" documents in either MS-Word (r) or WordPerfect
(r). We provide sample documents with the merge
fields already inserted, but the actual wording of the letters
is up to your discretion. And, since they're word
processing documents on your system, you can change them when
and however you wish.
We collect money orders that
are made payable to the merchants.
How does BCPS handle this?
Does it include a restitution letter to send to the
merchant advising them that weíve made a collection?
At the time payments are posted you will
designate the payment type as Cash, Check, or Money
Order. There is a Restitution Letter merge
with another word processing document that allows you to print a
list of payments that you have received for each victim.
The list is pulled automatically based on the payment date range
that you provide.
We collect cash and/or
money orders that are made payable to our office.
We deposit the money into an account and then write
disbursement checks to the merchants.
Will BCPS do this?
Of course. If your office deposits
all payments and then writes checks to the victims, we can do
that too. One nice feature is that when you
write disbursement checks, each victim will only receive one
check for everything you've collected, not one
check per payment. The check stub will provide a detailed
breakdown of what the check is for, but you'll only print one
check per victim.
If a defendantís address
changes, do I have to change it for every check?
Absolutely not. You'll only put the
defendant's name/address into the system once, then each
check you have for that defendant is "attached" to
that defendant record. Thus, if you have to change his
address (or SSN, DOB, D/L#, etc.) you only change it once.
How hard is it to find out
how much a defendant owes?
Very simple. The very first
screen of the defendant inquiry shows the defendant name,
address, and balance. As you drill down and get more
specifics, you'll begin to see the balance for individual
checks, but the defendant's total balance is also always on the
Can I get a list of all of
the checks that we have on a specific defendant?
How hard is it to get?
The defendant inquiry is driven by the
name, Date of Birth, Driver's License number, or Social Security
number. Once you find the defendant you're
looking for, you've got his list of checks. You can
easily scroll through his/her checks on the screen. Want
the list printed? Hit the F6 key and it prints.
Sometimes we get calls from
merchants who know they brought us a check, but canít remember
the name of the check writer.
Is there some way to find a check by the merchant name?
Much like the defendant inquiry we also
have an inquiry by Payee. The search is driven by
the merchant (victim/payee) name. Once you
locate the payee you're after you'll see a list of all the
checks that they have presented to you, in alphabetical order by
the defendant. In other words, if Jack Duncan has passed 7
bad checks to the AppleMart, they would all be listed together.
What if we never receive
payment from the defendant?
Can BCPS help me prepare the charging documents?
When you post a new group of checks into
your system, you'll tell the system when they become eligible to
prosecute. For example, even though the law might say
"10 days", you may choose to wait 15 days, just to
give them a little more time to pay. But, since the system
does know when its time to file charges, it can produce a
list telling you which checks you should be filing
on. From there, its a simple matter of you telling
the system what type of charge to file (Misdemeanor, Felony,
No-Account, etc.) and letting it run. Once again, the
actual charging documents are done in MS-Word or WordPerfect, so
you determine the final format.
What kinds of charging
documents does BCPS produce?
We include sample documents for
Misdemeanor, Felony, and No-Account, but in reality all
of the charging documents are user defined.
For example, some offices produce an Information and the
warrant, while others only produce the Information and the court
does the warrant. This is all a matter of how your merge
documents are set up.
When a defendant makes a
payment, how hard is it to post?
Do I have to post it to the check file and put it
on some kind of payment ledger?
Posting is done by locating the defendant
in your files by entering the first part of his/her name, then
picking them from an alphabetical list. Once you
have the defendant, you'll see a list of their outstanding
checks, where you'll direct how the payment is to be
distributed. Once you post a payment the information
becomes available throughout the system - no need to post
it to another payment ledger.
What if the defendant is
making partial payments? Can
BCPS handle partial payments?
Because BCPS maintains separate balances
on each check record there is no problem accepting partial
payments. In fact, the printed receipt will reflect the
payment and the outstanding balance, so the
defendant will know exactly where they stand following their
We have to keep track of the
Prosecutor fee separate from what we collect for the merchant.
Absolutely not. All prosecutor/state fees
are tracked separately from the victim balances. In fact,
during the disbursement check writing process, we even write a
check to your county treasurer for the amount of prosecutor fees
My auditor is always on us
about having sequentially numbered, non-duplicated receipts.
What does BCPS do to help me with receipts?
Every payment that is posted in BCPS is
assigned a unique, sequentially numbered receipt. Even if
the receipt isn't printed. As the receipt number is
assigned it is also logged into a receipt history file, which
can subsequently be reviewed and printed. A report
is available to list selected receipts, either by date or by
receipt#. Also - if you install our Court Ordered
Restitution system is uses the same sequential receipt number
file, so your history report would include all payments,
whether from BCPS or COR.
What if I don't find a report in
BCPS that gives me the information I want?
While we've tried to anticipate
most common report requirements, the possibility exists that
you'll need something we didn't plan for. For example, you
might want a report of say, "All checks that are over
$50.00, written in the month of October, and the defendant name
starts with the letter S" Bad news.
We didn't plan for that one. However, we try to be as
helpful as possible, and if you have a need for something
special, or just something that we've overlooked, we try to
accommodate whenever we can.
What if I want to know more than
what I can find on this website?
By all means, contact us by any of
the methods listed below. We can answer your
specific questions or arrange a product demonstration if you'd