Document Imaging User Guide

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1 Release 4.9 IMAGING TECHNOLOGY GROUP Document Imaging Systems Document Imaging User Guide

2 IMAGING TECHNOLOGY GROUP IMIGIT tm Document Imaging User Guide Release 4.91 March 2007 Imaging Technology Group 58 Tesla Irvine, CA Phone Fax IMIGIT tm is a registered trademark of Profitability of Hawaii

3 Table of Contents Document Imaging Overview... 3 How To Log On To Imaging... 4 How To Log Off Of Imaging... 6 How To Switch Between Windows... 7 How To Search For A Folder... 9 How To Search For A Document How To View A Document How To Print A Document How To Fax A Document How To A Document How To Use The Phonebook How To Create A New Cabinet How To Change Between Cabinets How To Create A New Folder How To Update A Folder s Index Information How To Delete A Folder How To Move Documents Between Folders How To Create A New Document How To Update A Document s Index Information How To Delete A Document How To Move Pages Between Documents How To Scan Signed Documents How To Use The Signature Capture Exception Report... 54

4 How To Check For An I Document Problem How To Scan Miscellaneous Paper Documents How To Print Statements With Backup Copies Attached.. 65 How To Add Sticky Notes To A Document How To Block Out Confidential Information How To Work With A/P Documents... 81

5 Chapter 1 Document Imaging Overview T he goal of document imaging is to make your job easier by providing faster access to information. All of the paper documents that you use each day in your business such as pick tickets, invoices, statements, purchase orders and so on are captured electronically or are scanned into the imaging system. Once the documents have been captured by the imaging system, they can be indexed in a variety of ways. You can add as many key index fields to any document as you need. This makes it easy to retrieve the documents when you need them. When you need to see a document, you don t have to go to the files and search for it. You can view it right on your computer screen without ever leaving your desk. Once you have found the document you want, it can be printed on a laser printer, sent out directly as a fax, or sent out as a PDF attachment to an message. This makes it easy to provide your customers with the information they need quickly whenever there is a question about a delivery or a payment. Depending upon the amount of disk space available in the imaging server, it may be possible to store several million pages on-line. That means that you can keep many years of documents on-line, ready for immediate access. This manual is designed to present the basic functions of the imaging system. While there are many things that the imaging system can do, this manual concentrates on the most frequently used tasks. For each function, step-by-step instructions are provided. If you have questions that are not answered in this manual, please contact our customer service group at Imaging Technology Group. They can be reached at (949) or log a support request on our web page at When you see this symbol, it means that additional information or helpful hints are being provided. Some of these are reminders and some of them are hints about shortcuts that can be used. 3

6 Chapter 2 How to Log On to Imaging I n order to use the information in the imaging system, you must first log on to the imaging system. This log on procedure is an important security aspect of the imaging system. Since the imaging system contains sensitive data, it is important that only authorized users be allowed to see the documents. To log on to the imaging system, you will need to have a valid user ID and a password. These are usually assigned by the system administrator for the imaging system. If you do not have an ID or a password, you will need to contact the system administrator at your company. The following steps show how to log on to the imaging system. 1. Double click on the Imaging icon on your desktop. 2. If you do not have an Imaging icon on your desktop, contact your system administrator. 4

7 When the IMIGIT tm screen is displayed, type in your ID and password. 3. Remember that both the user ID and the password are case sensitive. 4. Click on OK to log on to imaging. 5. When the imaging system validates your user ID and your password, the following screens will be displayed. 6. You are now ready to begin using the imaging system. 5

8 Chapter 3 How to Log Off of Imaging I t is important to log off of the imaging system when you are finished using it. There are two reasons for this. One is for security. If you leave an imaging session open on your computer when you leave, you have created a potential security breech that an unauthorized individual could use to access the information in the imaging system. Logging off of the imaging system ensures that only authorized users will be able to see the documents. Also, since imaging is a licensed product, each user who logs on to imaging uses up one license. There are only a fixed number of user licenses that are shared among all of the authorized users. If someone forgets to log out, they are using up a license that someone else may need. To log off of the imaging system, click on FILE, then choose EXIT from the drop down menu. This will close both imaging windows and end your session. 6

9 Chapter 4 How to Switch Between Windows W hen imaging starts up, two windows are displayed. On the left is a large gray window. This is where imaging will display the page or pages that have been requested. On the right is the file cabinet window. The top section in the right window is the Folder section. There is a folder in the imaging system for each of the paper folders in your current filing cabinets. A folder may represent a customer, a vendor, an employee, and so on. Some folders are created electronically by the imaging system, while other folders are created manually during the scanning process. The middle section in the right window is the Document section. A document can be on page or many pages, just as in the paper world. Documents are stored inside of folders. The bottom section in the right window is the Page section. In order to view, print, fax, or documents, you must first select the appropriate page or pages. 7

10 Even though it appears to be two windows, it is really just one window with two parts to it. The window that is displayed in front of the other window is the active window. If you want to switch between the two windows, all you have to do is to click on the window you want to be the active window. If you click on the left window, it will come to the front. If you click on the right window, it will come to the front. There is no need to close either of the windows while you are using imaging. When it is time to log out of imaging, both windows will be closed automatically. For instructions on how to properly log out of imaging, see Chapter 3. 8

11 Chapter 5 How to Search for a Folder S ometimes, you may want to search for a folder rather than just a particular document. For example, maybe you don t know what the invoice number is, but you do know the company name. In this case, you can search for the customer s folder. All of the customer s invoices will be stored in that folder. This is a less exact method of searching. Since you don t know the invoice number, you will have to look through all of the items in the folder. This is similar to the way you would search for an invoice in a paper filing system. To find a customers folder, do the following. 1. Click on the SEARCH bar at the top of the right window. 2. When the Search Window is displayed, type in the Customer Number or the Customer Name in the box that says Folder Description. In the first example, the Customer Number, 40066, was used. In the second example, part of the Customer Name, Fiore Brothers Construction, was used. Note that you do not need to use the entire Customer Name. You can use just a part of it. 3. After you have entered the appropriate search fields, click on the SEARCH button in the lower left hand corner of the Search Window to start the search process. 9

12 4. When the customer folder is displayed, click on it once to highlight it. 5. Click on the Down Arrow just below the Folder section to move down to the Document section. This will display all of the documents for that customer. 6. See Chapter 5 for instructions on how to view a document. 10

13 Chapter 6 How to Search for a Document M ost often, you will be searching for information in the imaging system using a key field such as the Invoice Number, Order Number, PO Number, or Check Number. The same steps can be used, no matter which key field or fields you use for your search. To search, use the following steps. 1. Click on the wide SEARCH bar at the top of the right window. 2. When the Search Window is displayed, enter the Invoice Number in the box that says Document Description. In this example, the invoice number used is When you have entered all of your search key fields, click on the SEARCH button in the bottom left corner of the Search Window to start the search process. 11

14 4. When the document is found, it will be displayed in the middle section. 5. Click on the document once to highlight it and make it the active document. 12

15 6. Click on the Down Arrow located just below the middle section. 7. This will push down to the Page level and display the pages in the document. This same process can be used to find documents using other key index fields as well. You are not limited to just the invoice number. You can search for a document using many different fields, including invoice number, order number, order date, customer PO number, sales rep code, the Ship to address, and so on. This index search feature is one of the most powerful aspects of the imaging system. 13

16 Chapter 7 How to View a Document A fter you have located the document you want, you may view any one page or all pages. To view one page at a time, use the following steps. 1. To view one page, click on the page you want to view to highlight it. 2. The page line will be highlighted in blue, showing that it is the active page. 3. Click on the VIEW button at the bottom of the window. 14

17 4. The page will be displayed in the left window 5. Use the scroll bars to move the page around, or just hold the left mouse button down and drag the document 15

18 6. If there are several pages in the document, you can select more than one page at a time. 7. Instead of clicking just on the one page, click on the SELECT ALL button at the bottom of the page. 8. This will highlight all of the pages in the document. 9. Click on the VIEW button at the bottom of the page to display the first page. Your choices are not limited to just one page or all pages. You can highlight any page or set of pages that you want to see. Sometimes it is easier to select all of the pages, then to click on the ones you don t want to see. This will un-highlight those pages. The highlight is an on off function. Click on a page once and it will highlight. Click on it again and it will un-highlight. 16

19 10. When the first page is displayed, there will be a number shown at the top right. 11. In this example, it says 1 of 5, meaning page 1 of 5 pages is currently being displayed. 12. To view the other pages, click on either the Right Arrow to move to higher numbered pages, or click on the Left Arrow to move to lower numbered pages. 17

20 Chapter 8 How to Print a Document A ny document can be printed on a laser printer. Before you can print, you must first search for the document that contains the page or pages that you want to print. Follow the instructions in Chapter 5 or Chapter 6 on how to search for a folder or a document. 1. Search for the document that you want to print. In this example, we will search for Invoice Number Click on the document that contains the page or pages to be printed to highlight it. 3. Click on the Down Arrow just below the Document section to move down to the Page section. 18

21 4. In the Page section, click on the page or pages that you want to print. The pages do not have to be sequential. You can choose any page or pages that you want. If you want to print all of the pages, you can click on the Select All button. When printing, you must highlight the page or pages that you want to print, not just the document. If you just highlight the document without highlighting any pages, the system will return an error message when you try to print. This is also true when you want to fax or pages. All three of these functions, printing, faxing, and ing, require that the pages be highlighted first. 19

22 5. After you have highlighted the page or pages that you want to print, click on the PRINT button at the top of the right window. 6. Choose Print Documents from the drop down menu. 7. When the Print Documents window is displayed, check to see that all of the information is correct. 8. This window will tell you the printer that will be used, the number of pages that you have selected for printing, and the number of copies that will be printed of each page. 9. Click on the PRINT button at the bottom of the window to start the print job. By default, imaging will print to the printer you have set as your standard Windows printer. You can send the print job to any printer that Windows can see by clicking on the Select Printer button. To change the printer properties, click on the Setup button. You can also print multiple items on a single page by changing the values in the Tiled Rows and Tiled Columns boxes. By default, annotation items do not print. If you want to print a document that has annotation items on it and you want the annotation items to be printed too, you must check the Print With Annotation box in the Print Documents window. 20

23 Chapter 9 How to Fax a Document A ny page or document can be sent out directly as a fax without being printed first. Faxing works just like printing. Before you can send a fax, you must first search for the document or page that you want to fax. Use the instructions in Chapter 5 or Chapter 6 on how to search for folders or documents. 1. First, search for the document that you want to fax. In this example, we will search for Invoice Number Click the document that contains the page or pages to be faxed. 3. Click on the Down Arrow just below the Document section to move down to the Page section. 21

24 4. In the Page section, click on the page or pages that you want to fax. The pages do not have to be sequential. You can choose any page or pages that you want. If you want to fax all of the pages, you can click on the Select All button. You must highlight the page or pages that you want to fax, not just the document. If you just highlight the document without highlighting the page or pages, the system will return an error message when you try to fax. This is also true when you want to print or pages. 22

25 5. After you have highlighted the page or pages that you want to fax, click on the FAX button at the top of the right window. 6. Choose Send Fax from the drop down menu. 7. When the Send Fax window is displayed, enter the fax phone number of the fax you want the page or pages sent to in the Phone Number box. 8. If you want to add a cover sheet, fill in the To, From, Subject, and Message boxes. This will add a cover sheet to the fax when it is sent. 9. When you have entered all of the necessary information, click on the FAX button to send the fax. 10. When you are all done, click on the DONE button to exit. It is also possible to set up a Fax Phonebook that can be used to store frequently used fax numbers. If you have a Fax Phonebook set up, you can enter the code in the Phone ID box for the fax phone number you want. Usually, the Phone ID will be the Customer Number from your accounting system. It is possible to have all the fax phone numbers from your accounting system pre-loaded into the Fax Phone book. For more information, see Chapter

26 Chapter 10 How to a Document A ny page or document can be sent out as an attachment to an message. As with printing or faxing, you must first search for the document or page that you want to . Use the instructions in Chapter 5 or Chapter 6 on how to search for a folder or a document. 1. First, search for the document that you want to . In this example, we will search for Invoice Number Click the document that contains the page or pages to be ed. 3. Click on the Down Arrow just below the Document section to move down to the Page section. 24

27 4. In the Page section, click on the page or pages that you want to . The pages do not have to be sequential. You can choose any page or pages that you want. If you want to all of the pages, you can click on the Select All button. You must highlight the page or pages that you want to , not just the document. If you just highlight the document without highlighting the page or pages, the system will return an error message when you try to . This is also true when you want to print or fax pages. 25

28 5. After you have highlighted the page or pages that you want to , click on the button at the top of the right window. 6. Choose Send from the drop down menu. 7. This will open a regular Outlook or Outlook Express window, with the page or pages selected already converted into PDF format and attached to the message. Only those two programs are officially supported. 8. From this point on, Outlook or Outlook Express is being used to send the , not imaging. 9. Follow the normal procedures for sending , entering the address you want to use, a subject if needed, and any message to go along with the Click on Send to send the as normal. If you select more than one page to be ed, you will be prompted for a name to use. This message is coming from Adobe Acrobat. Since you have selected more than one file, but Adobe is going to combine all the pages into just one file, it needs a name for the new file. You can name the new file anything you want. 26

29 Chapter 11 How to Use the Phonebook T he Phonebook can be used to store frequently used fax numbers and addresses. It works just like the Contacts list does in Microsoft Outlook. Once the information has been entered into the Phonebook, it can be recalled whenever it is needed. The Phonebook can be accessed from either the FAX option or the option from the main menu bar at the top of the right window. Click on either one of those options, then click on Phonebook. The Maintain Phone Book window will appear. The Phone ID field MUST match the FOLDERID field pattern. Usually, the FOLDERID is the customer number from your accounting software. Imaging will use the customer number printed on a statement, for example, to look up and find the right entry in the Phonebook. In the Fax Number field, enter the fax phone number for this customer. In the Address field, enter the address for this customer. In the Name field, enter the customer s company name. This makes it easier to find if you are manually searching for a fax number or an address. The Name will also be displayed in the bottom window. Click on SAVE to save the new entry. If you click on an entry in the bottom window, all of the information for that entry will be displayed in the top part of the window. 27

30 Chapter 12 How to Create a New Cabinet T here can be as many cabinets in an imaging system as are needed. However, in most cases, there will be only a few cabinets. This is because a cabinet can hold an almost limitless amount of information. In the imaging system, a cabinet is more like a department in the real world. For example, there may be an A/R cabinet, an A/P cabinet, and maybe an HR cabinet or a Management cabinet. One of the things to remember is that when imaging searches for something, it only looks in the cabinet that is currently open. Having many cabinets makes the search process slower and more difficult. While it is infrequent that a Cabinet will need to be created, it can be done. First, select the UTILITIES option on the main menu at the top of the right window, then click on Maintain Cabinets. This will open the Maintain Cabinets window. 28

31 1. In the Cabinet Name field, enter the name that you want to use for the new Cabinet. Remember that the Cabinet Name must be in UPPPERCASE and cannot contain any spaces or special characters. There is a 14 character limit to the size of the Cabinet Name. 2. In most cases, you can leave the SEQ and HOST fields as they are. Imaging will fill them in as needed automatically. 3. The Description field is a text field into which you can enter a more detailed explanation of what the Cabinet contains. 4. The next two fields, Database Path and Image Path, are very critical. They must be created correctly and the actual path to the database and the images must entered in exactly as imaging wants them. Because of the critical nature of the information in these two fields, imaging will create these for you automatically. 5. Hit the TAB key twice to move through these two fields. Imaging will fill in the data for you. 6. Click on SAVE to save the new Cabinet information. 7. Click on DONE to exit from the Maintain Cabinets window. 29

32 Chapter 13 How to Change Between Cabinets W hen you log on to imaging, you are sent to the default cabinet specified by your user ID. In most cases, users will only have access to one cabinet. For example, all of the people in the A/R department will typically only have access to the A/R cabinet, while the people in the A/P department will usually only have access to the A/P cabinet. However, certain users may have access authority to multiple cabinets. You can always tell which cabinet you are currently using by looking at the top of the right window. In the top left corner, it will say IMIGIT for Windows and will then display the name of the current cabinet. To change to a different cabinet, click on the FILE option on the main menu at the top of the right window, then click on Open Cabinet. 1. When the Open Cabinet window is displayed, a list of all Cabinets that you have access authority to open will be displayed. 2. To open a different Cabinet, click on the name that you want to open. 3. Click on OK to open the new Cabinet. 30

33 Chapter 14 How to Create a New Folder S ometimes you may need to manually create a new folder. For example, if you decide that you want to scan in all of your employee files, you will need to create a new folder for each employee. You may need to create a folder for things like Credit Applications, Daily Deposit Checks, Lien Releases, and so on. 1. Click on FILE at the top left corner of the right window. 2. Choose Maintain Folders from the drop down menu. 31

34 3. The boxes at the top of the Maintain Folders window should be blank. If there is information already in those boxes, it means that you had a folder highlighted before you started the Maintain Folders process. Click on the CLEAR button if needed to clear out any existing information. 4. In the Folder Description box, enter all of the index information you want to store for this folder. There is no limit to the amount of information that can be stored for each folder. Sequence is no significant, but you will probably want to set up some standards for how the index information is entered. 5. In most cases, you can leave the Folder ID box blank. The system will fill this field in automatically. 6. If you want to enter your own Folder ID, there are a few rules that must be followed. The first character of the Folder ID must be an alpha character. Only system assigned Folder IDs can start with a number. There cannot be any spaces or special characters in the Folder ID. Each Folder ID must be unique. There cannot ever be any duplicate Folder IDs. There is a maximum limit of 14 characters for the Folder ID. 7. When you have finished entering all of the index key word information, click on the SAVE button to save the new folder. 8. If you are finished, click on the DONE button to exit. 32

35 Chapter 15 How to Update a Folder s Index Information S ometimes you may need to update the index information for a folder by adding new fields, changing existing fields, or deleting existing fields. There is no limit to the amount of data that can be stored in a folder s index. Anything that you might want to use to search for a folder can be added to and stored in the folder s index. 1. The first step is to search for the Folder you want to update. See Chapter 5 for instructions on how to search for a folder. 2. When the Folder has been located, click on it once to highlight it. 33

36 3. Click on FILE, then choose Maintain Folders from the dropdown menu. This will display the Maintain Folders window. 34

37 In the Folder Description field, all of the index information for the Folder will be displayed. 1. To change the index information, click in the Folder Description box. 2. The information in this box is just text, so you can erase, change, or add any information by just typing it in. 3. Imaging needs to have a space between each word in the index. Don t use any commas, periods, or other special characters, since they make cause a problem when searching. 4. There is no limit to the amount of text that can be entered into the Folder Description. 5. Click on the SAVE button when all of the changes have been made. 6. Click on the DONE button to return to the main screens. 35

38 Chapter 16 How to Delete a Folder S ometimes you may need to delete a folder from the imaging system. Use caution when deleting folders. Make sure you do not delete more than you anticipated. Most users will not have authority to use the Delete Function. 1. The first step is to search for the Folder you want to delete. See Chapter 5 for instructions on how to search for a folder. 2. When the Folder has been located, click on it once to highlight it. 36

39 3. With the Folder highlighted, click on the UTILITIES option from the main menu, then choose Delete, then choose By Folder List. 4. BE SURE THAT ONLY THE FOLDER YOU WANT TO DELETE IS HIGHLIGHTED. 5. The selected Folder will be deleted. Once deleted, there is no way to recover a folder. It is permanently deleted. 37

40 Chapter 17 How to Move Documents Between Folders O ccasionally, there may be a need to move a document from one folder to another. This could happen if a document was manually scanned and the wrong folder was highlighted. The good news is that it is easy to move documents between folders without re-scanning them. The basic process is to first search for and find both the wrong folder and the right folder. Next, the document will be linked into the right folder and unlinked from the wrong folder. 1. The first step is to search for and highlight both of the Folders. If you are not sure how to search for a folder, see Chapter 5. When the Folders have been located, click on each of them to highlight them. 38

41 2. With the two Folders highlighted, click on FILE, then choose Link Folders/Documents. 39

42 This will display the Link Folders/Documents window. 1. Make sure the File many documents into one folder button is checked. 2. Double click on the wrong Folder, the one you want to remove the document from. This will highlight the Folder and will display all of the Documents in the lower window. 3. In the lower window, click on Deselect All. 4. In the top window, click one time only on the right Folder to highlight it. 5. In the lower window, click on the Document you want to move to highlight it. 6. With the right Folder and the Document highlighted, click on the ADD button. This will add the Document into the Folder. 7. Now click on the wrong Folder to highlight it. 8. Click on the Document, if it is not still highlighted. 9. With the wrong Folder and the Document highlighted, click on the REMOVE button. This is remove the document from the Folder. 10. Click on DONE to return to the main screens. 40

43 Chapter 18 How to Create a New Document W hen documents are scanned manually, there will often be a need to create a new document. This assumes that the appropriate folder has already been created. If you need to create a new Folder, see Chapter 14. Before a new document can be created, there must be a folder into which the document can be placed. First, search for and highlight the folder that you want the new document to be stored in. See Chapter 5 for instructions on how to search for a folder. 1. Once the Folder has been found and highlighted, click on the FILE option on the main menu, then choose Process Documents. 2. This will display the Process Documents window. 41

44 3. The Process Documents window is used both for creating and updating Documents and for creating and updating Pages. The top half of the window is the Document section and the lower half is the Page section. 4. When the Process Documents window is displayed, the most important thing is to verify that the Folder information is shown in the Folder Association box. If this box is blank, it means you forgot to highlight the Folder. Click on DONE to exit from this window and go back and highlight the Folder before proceeding. 5. If you want a particular date to be associated with this Document, enter that date in the Date field. If the Date field is left blank, imaging will assign the current system date to the Document. 6. Leave the DocID field blank. 7. The Document Description window is the most important window in this section. Click in that box and type in as much information as you want about the Document. This information becomes the Document index and these are the key words that can be used to search for this Document in the future. There is no limit to how much data you enter into this box. 8. When you have entered all of the information, click on the SAVE button to create the new Document. 42

45 Chapter 19 How to Update a Document s Index Information T he index information for a document can be updated as needed. New fields can be added, and existing fields can be changed or deleted. Not all users will have the authority to make changes to the index information. The first step is to search for and highlight the document to be changed. You can search for it by using either the document index information, which is the fastest way, or by using the folder index information and then selecting the appropriate document within the folder. For instructions on how to search for a document, see Chapter 6. For instructions on how to search for Folder, see Chapter After the appropriate Document has been found and highlighted, click on the FILE option on the main menu, then choose Process Documents. (It is not necessary to highlight the Folder in this case.) 2. When the Process Documents window is displayed, all of the index information about the Document will be shown. 3. The only thing that can be changed is the information in the Document Description windows. The DocID, Date, and Time fields cannot be changed. 4. To change the information in the Document Description, click in that box and type in the new information. 5. When you are finished, click on the SAVE button to save the new information, then click on the DONE button at the very bottom of the window to return to the main menu screens. 43

46 Chapter 20 How to Delete a Document S ometimes you may need to delete a document from the imaging system. Use caution when deleting document. Make sure you do not delete more than you anticipated. Most users will not have authority to use the Delete Function. The first step is to search for and highlight the document to be deleted. You can search for it by using either the Document index information, which is the fastest way, or by using the folder index information and then selecting the appropriate document within the folder. For instructions on how to search for a document, see Chapter 6. For instructions on how to search for folder, see Chapter With the Document highlighted, click on the UTILITIES option from the main menu, then choose Delete, then choose By Document List. 2. BE SURE THAT ONLY THE DOCUMENT YOU WANT TO DELETE IS HIGHLIGHTED. 3. The selected Document will be deleted. Once deleted, there is no way to recover a Document. It is permanently deleted. 44

47 Chapter 21 How to Move Pages Between Documents O ccasionally, there may be a need to move a page from one document to another. This could happen if a page was manually scanned and the wrong document was highlighted. To move a page or a set of pages from one document to another, you will need to know the DOCID for the right document. The DOCID is the key index field that is displayed in the far left column under the heading Document ID. 1. The first step is to search for and highlight the wrong document, the one that currently contains the page or pages that need to be moved. 2. With the wrong document highlighted, click on FILE from the main menu, then choose Process Documents. 3. The information about the wrong document will be displayed. 4. Click on the Transfer button at the very bottom of the window. 5. On the Transfer Page window, enter either the Page Number, if you are only transferring one page, check the Selected Pages button if you have already highlighted the pages that you want to transfer. Note that you need to highlight the pages on the Process Document window, not on the main imaging window. The Selected Pages button can be used whether there is one page or many pages. 6. In the Method box, the two options are Move and Copy. Normally, Move is the option to choose. Move transfers the page or pages from the wrong document to the right document. Copy leaves the pages in the wrong document and makes a duplicate copy of them in the right document. 7. In the To DocID box, enter the Document ID of the right document. 8. Click on OK to transfer to page or pages to the right document. 45

48 Chapter 22 How to Scan Signed Documents O ne of the key features of imaging is its ability to match up the copy of the pick ticket or invoice that the customer signed with the original electronic copy of the delivery document. By capturing and storing the signed copies, billing disputes can be resolved more quickly and with less effort. Capturing the signed copies also makes it possible to provide backup documentation to the customers when the statements are printed without using up lots of staff hours. There are two steps to this process. The first step is to scan in all of the signed copies. Once all of the signed copies have been scanned, the second step is to match them up with the original electronic copies. This assumes that there is a bar code printed on the signed copies. In order for the imaging system to automatically match up the signed copies with the original electronic copies, there must be a bar code on the signed copies. If there is no bar code, this process will still work, but it will require some manual data entry. Since the imaging system matches the signed copies with the original electronic copies using the information from the bar code, you do not need to do any sorting, grouping, or alphabetizing of the signed copies prior to scanning. Because each bar code is unique, different days can be mixed together and scanned at one time. The only thing that has to be done prior to scanning is to separate the pages into the different document types. For example, all of the invoices can be scanned together at one time, but credit memos cannot be mixed in with them. The credit memos need to be scanned together as one batch. As long as you are only scanning one document type, there is no other sorting required. The normal process is to scan a batch of documents, then to file the scanned batch. While it is possible to have multiple scanned batches waiting for filing, it is best to scan and then immediately file each batch. During the filing process, one of three things will happen. The right thing is for imaging to read the bar code, find the original, and file the page. If it cannot read the bar code, it will not file the page. That page will have to be filed manually. The third thing is that imaging will read the bar code correctly but will not be able to find a matching document. This should rarely happen. It means that the imaging system has not yet received the electronic copy of the document. If this does happen, you will need to contact your system administrator for assistance. 46

49 Step 1: Scanning the Signed Copies 1. On the top of the right window, click on SIGNATURE, then choose Scan Signature Copy. 47

50 2. This will bring up the Scan Signature Copy window. 3. The only thing that needs to be done in this window is to select the Template to be used during the scanning process. Click on the Template that you want to use. Usually, the Template will be named Invoice or Pick Ticket. 4. You will not be able to proceed without selecting a Template. If you try to scan before you have selected a Template, the system will display a warning message. 5. Put the first set of signed documents into the scanner. Depending upon the scanner, about 25 pages at a time can be scanned. Click on the SCAN button to start the scanning process. 6. After the first set of documents has been scanned, you can put in the next set and click on the SCAN button again. Repeat this process until all of the signed documents have been scanned. Then click on DONE. It is recommended that you count the number of pages in each batch before you put them into the scanner. When the scan process is completed, the system will display the number of pages that it just completed. You can match that number against the number of pages that you put in the scanner to ensure that all pages were scanned and that none were missed. 48

51 Step 2: Filing the Signed Copies 1. After all of the signed copies have been scanned, they need to be filed and matched up with the original electronic documents. 2. If you have just finished scanning, there will be a new document with a Document ID of BATCH. Click on that BATCH to highlight it. 3. If the BATCH document is not showing, you will have to search for it. Click on the Search bar at the top of the right window. In the Document ID box, type in BATCH, then click on the Search button in the lower left corner of the window. This should bring up the BATCH document. Click on it to highlight it. 49

52 4. At the top of the right window, click on SIGNATURE, then choose File Signature Copy. 5. If you forgot to highlight the BATCH document, you will get a warning message. Go back and highlight the BATCH document and start this step again. 50

53 6. This will bring up the File Signature Copy window. All of the pages to be filed in this batch will be displayed. 7. To start the Filing process, click on the OCR button. 8. The OCR button instructs imaging to read each bar code, extract the index information, find the matching original document, and file the page with that document. 9. As each page is successfully processed, it will be removed from the File Signature Copy window. 10. If all pages were successfully processed, the window will be empty. If the File Signature Copy window is empty, that means that all of the scanned documents have been successfully processed. A message window will be displayed asking if you want to print the processing report. In most cases, there is no need to print it. Just click on the DONE button to clear the message. 51

54 11. If there are still pages left in the window, some type of error was encountered during the matching process. Usually, this means that the bar code could not be read. These pages will have to be filed manually. 12. In this example, there are four pages that imaging was not able to file. This may be because there was no bar code, or the bar code was damaged or torn, or perhaps someone wrote across the bar code. Whatever the reason, these pages will have to be filed manually. 13. To file a page manually, click on the first page in the window. The page will be displayed in the left window so you can see it. 14. In the Attach to Doc ID box, type in the index information needed to match the signed copy with the original electronic copy. This may be the Invoice Number, the PO Number, or a group of numbers like Warehouse Code, Order Number, and Order Date depending upon what type of accounting software you are using and on what type of documents you are scanning. If you have questions about what needs to be entered into this field, contact your system administrator. 15. There will already be an alpha character, usually an I or a P, in the Attach to Doc ID box. Depending upon which accounting software you are using, type in the remaining index information. 16. When you have entered the index information, click on the Attach button or simply hit the ENTER key on the 10-key pad. 52

55 17. In the following example, the index information needed is a 2 digit code for the warehouse (00), a 5 digit invoice number (12345), and a 6 digit date (061504). The index information for your system may be different. 18. After you have entered the index information, click on the Attach button or hit the ENTER key. 19. This will match the scanned page with the original electronic copy and remove it from the File Signature Copy window 20. The next page that needs to be manually filed will now be displayed. 21. Repeat these steps for each of the remaining pages that need to be filed manually. 22. If the page does not disappear from the File Signature Copy window, first check to see if you typed the index information in correctly. If you made an error, highlight the page again and re-enter the index information. 23. If you typed the index information in correctly but the system is still not finding a match, check with your system administrator. If the correct index information is entered and the message Record Does Not Exist is displayed, that means that there is no original document in the imaging system that matches that information. It means that the pick ticket or invoice was not sent to the imaging system. The simplest way to correct this problem is to re-print the missing document. The signed copy can then be filed. After entering the appropriate index information, you can either click on the Attach button or just hit the Enter key on the keyboard. If you are comfortable entering data using the 10-key pad on the keyboard, it may be faster for you to use the Enter key rather than the mouse. 53

56 Chapter 23 How to Use the Signature Capture Exception Report W hen scanning signed documents with bar codes, it is often important to know if all of the signed documents have been scanned. Sometimes, signed documents are not returned by the drivers or simply get misplaced and thus never get scanned into the imaging system. Imaging provides an easy tool to use to verify whether or not all signed documents have in fact been scanned. The Signature Capture Exception Report can be run once all of the scanning has been completed. This report will list all of the electronic copies that have been received from the accounting software and will show which of the original documents do not have a signed copy attached to them. The first step is to search for the documents that you want to verify. Usually, this will be all of the invoices for a given day, but might be just those for a particular location, or even all those for a whole week. In this example, we will search for all of the invoices for a given day. 1. Click on the SEARCH bar to open the Search window. 2. When the Search window is displayed, enter a capital I followed by an asterisk in the Document ID field, then enter the Invoice Date in both of the Date Range boxes. 3. Click on the Search button to launch the search. 4. If you want to limit the search to only a certain location, or to exclude Cash Invoices, you can add those fields in as well. 54

57 5. When the documents are found, click on the Select All button to highlight all of them. 6. Click on the SIGNATURE option on the main menu line, then choose Signature Capture Exception Report from the dropdown menu. 55

58 7. This will display the Signature Capture Exception Report window. 8. In most cases, you will only need to check the first box, Signature Page Count Equal to Zero. This will tell imaging to only look for those documents where there are no scanned pages attached. 9. If you want a paper copy of the report, click on Print. 10. If you only want to view the report, click on Display. 11. When the Signature Capture Exception Report is generated, it will contain a list of only those documents where there are no scanned copies. 12. This list can then be used to trace back the missing signed copies and to verify that all signature copies can be accounted for. 13. In this example, there are four documents that have a FORM copy but no SCAN copy. 56

59 Chapter 24 How to Check for an I Document Problem W hen scanning documents with bar codes, a Template must be used as described in Chapter 22. The challenge with this is that it is possible to inadvertently create an invalid I- document that will cause a big problem when scanning bar codes. The bar code scanning process gets information from two sources. It gets information from the bar code, which contains some unique index key number, and it gets information from the Template, which contains a single letter that tells imaging what kind of document is being scanned. These letters are typically a P for pick tickets, an I for an invoice, and so on. In the normal scanning process, there will always be a few bar codes that cannot be read correctly. Those documents where the bar codes cannot be read correctly must have the key index number manually entered, as described in Chapter 22, starting with Step 11. When the bar code cannot be read, imaging only gets the information from the Template. So when invoices are being scanned and a bar code cannot be read, instead of having a key index number like I that imaging can use to find the correct original document, imaging only gets the I from the Template and ends up with only a capital I followed by a dash in place of the matching number. This is correct and, since there is no document that has just I- as its Document ID number, imaging waits for the bar code information to be keyed in manually. The problem occurs when someone inadvertently creates a document that has I- as its actual DocID. This can only happen when someone is manually creating documents for scanning. Imaging will never create a DocID like that. The problem is that any bar code that cannot be read and that would normally be held for manual data entry suddenly finds a document that matches the I- that was created by the unreadable bar code. All unreadable bar codes are thus matched to the invalid I- document. The first sign that there is a problem is that suddenly, every bar code is being read. While having a high bar code read rate should be a good thing, if the read rate suddenly goes from 80% to 100%, this may be red flag that there is a problem. This is a training issue that needs to be discussed with the people who do the scanning, to make sure they are aware of the potential problem and watch for it. The other way to check is to periodically search for an invalid document. Using the Search window, do a search with a capital I in the DocID box and a search with a capital I and a dash (with no space) in the DocID box. Both searches should find no matching documents. If a matching document is found, please contact ITG for assistance. 57

60 Chapter 25 How to Scan Miscellaneous Paper Documents A nything that can be photocopied can be scanned into the imaging system. The previous chapter discussed scanning signed documents that need to be matched up with original electronic documents. Since those documents had to be matched with the originals, there were special rules for handling them This chapter discusses the processes for scanning in any type of paper document that does not need to be matched up with an electronic version. Some of these documents might be vendor invoices, credit applications, employee files, and so on. It doesn t matter what type of documents need to be scanned. The same processes can be used for any of them. In this example, we will assume that a folder already exists. This would be the case when documents need to be added to an existing Employee file, for example, or to a Credit Application file. For instructions on how to create a folder, see Chapter 14. The first step is to search for and select the folder into which the new pages are to be added. Next, the document will be selected, if one already exists, or a new document will be created. Since there is no electronic original to create the indexes automatically, you will need to manually enter whatever index information you want. Finally, the new pages will be scanned into the document. 58

61 1. Search for the Folder into which you want to place the new documents. In this example, we will put the new document in the Credit Applications folder 2. To find the Credit Applications folder, click on the wide SEARCH bar at the top of the right window. 3. When the Search Window is displayed, type the word Credit in the Folder Description box.. 4. Click on the SEARCH button to start the search. 59

62 5. When the Folder is found, click on it once to highlight it and make it the active folder. 6. Click on FILE in the top left corner of the right window 7. Choose Process Documents from the drop down menu. This will display the Process Documents window. 8. Make sure there is something in the Folder Association box. The Folder Association determines which folder the new document will be stored in. If this box is blank, the document will not be stored in the proper folder. If it is blank, it means that you forgot to highlight the folder. Click on DONE to clear the Process Documents window and go back to Step #5. 60

63 Option 1: Creating a New Document 1. Since there is no electronic copy to provide the indexing, you will need to enter the index information manually. 2. In the Document Description box, type in the index key words that you will want to use to retrieve this document in future. There is no limit to the number of key words that can be entered. Sequence is not important. In this example, we have used the company name and the date that the credit application was submitted. 3. If the date of the document is significant, enter it in the Date box. If the date of the document is not significant, leave the Date box blank and the system will fill in the current day s date. 4. In most cases, you will leave the Document ID field blank. The system will fill this field in automatically. 5. When all of the information has been entered, click on the SAVE button to create and save the new document. 6. If you try to scan the document before you save it, the system will display a warning message. 7. When the document is saved, the Document ID field, the Document Date field (if it was left blank), and the Document Time field are filled in by the system. 61

64 8. Put the new pages in the scanner and click on the SCAN button to start the scanning process. 9. If you need to make adjustments to the scanner settings, click on the Setup Scanner button. 10. The pages will be displayed as they are scanned. The pages are saved by the system as they are scanned. 11. If you have more pages for this same document, you can put more pages in the scanner and continue scanning by clicking on the SCAN button again. 12. When you are finished scanning, click on the DONE button. 62

65 Option 2: Adding New Pages to an Existing Document 1. If the document already exists and you just want to add new pages to it, the process is even easier. 2. In this case, you do not need to create a new document or enter any index information. All you need to do is to search for the existing document. 3. Click on the wide SEARCH bar at the top of the right window. 4. When the Search Window is displayed, enter the appropriate search fields. In this example, we will search for the Jones Construction Company document in the Credit Applications folder. 5. Note that we only entered credit and jones. It is not necessary to enter all of the words. 6. When you have entered the search information, click on the SEARCH button to start the search process. 63

66 7. When the search is complete, click on the document once to highlight it. 8. Click on FILE in the top left corner of the right window. 9. Choose Process Documents from the drop down menu. 10. Note that in this case, all of the index information about the document is already displayed. 11. Put the new pages in the scanner and click on the SCAN button to start the scanning process. 12. When you have finished scanning, click on the DONE button. 64

67 Chapter 26 How to Print Statements With Backup Copies Attached O ne of the most powerful features of imaging is its ability to print copies of the backup documentation along with the statements or invoices. For example, you may want to send out copies of each signed delivery ticket with the customer statements. Doing this manually can consume a great deal of staff time, yet you may have customers who will not pay their bills without those copies. Imaging can help solve this problem. There are options to print statements only, statements with copies of the original invoices attached, or statements with copies of the signed delivery documents attached. The process is easy to follow. First, the statements (or invoices) will be printed from the accounting software just as they always are. But instead of printing them, we are only going to send them to the imaging system. No paper will print at this point. When the imaging system is installed, one new printer is added to your accounting system. The new printer is a no paper printer. It may be named COLD or Printer 99 or something else. If you do not know which printer to use for this, contact your system administrator. Once the statements have been printed, they will all be in the imaging system. We will print the paper copies of the statements from the imaging system. We will select all of the statements that are to be printed. We will then set up the printing process to print just the statements, the statements with copies of the original invoices, or the statements with copies of the signed delivery documents. Finally, we will choose how the backup documentation should print (1 per page, 2 per page, 4 per page, etc.). Each statement will print, followed immediately by the selected backup documentation. All that has to be done is to take the pages from the printer and put them into envelopes. There is no sorting or collating needed. Even though the function is called Statement Processing, it works just as well for sending out copies of Invoices with copies of signed Batch Tickets attached. The same process works for either invoices or statements. 65

68 The following steps assume that the statements or invoices have already been created and printed to the imaging system. 1. Click on the SEARCH bar to bring up the Search Window. 2. When the Search Window is displayed, enter a capital S followed by an asterisk in the Document ID box. This will select only documents that have a Document ID that begins with a capital S, so this search will find only statements. 3. In the Doc Date Range boxes, enter the date of the statement in both boxes. This will limit the search to only those statements on a specific date. 4. Click on Search to find the statements. If you want to print Invoices rather than Statements, use a capital I instead of a capital S. The asterisk following the capital letter means select anything. We want to find all statements or invoices. We don t want to limit it to a specific invoice number, for example. You can also use a wider date range. Just be sure to put the beginning date and the ending date that you want. 66

69 5. When the selected documents are displayed, click on Select All to highlight all of the statements. 6. If you only want to print a certain group of statements, click on the first statement you want, then scroll down to the last statement that you want. Hold the Shift key down and click on the last statement. 7. If you want to select statements that are not grouped together, just click on each statement that you want. 67

70 8. On the menu at the top of the right window, select SIGNATURE, then choose Send Statements. 9. Choose Send Statements even if you are actually printing Invoices. The process is the same. 68

71 10. This will display the Send Statements window. 11. The first tab, Selection, tells imaging what documents to use. 12. Verify that the Send Selected Statements box is checked. 13. If you want any backup documentation to print with the statements (or with the invoices), check the Print Invoices with Statements box. Do this even if you want to print signed Batch Tickets with Invoices instead of signed Invoices with statements. 14. Verify that the Get all statements after the previous statement date box is checked. 15. Under the Page Filter box, click on the arrow at the right to bring up the menu. 16. Select the option that you want. The options that you are most likely to user are: Form Only prints a copy of the original document as the backup copy. Use this option if you want to send a copy of the original invoices along with the statements. Signature Unless None, then Form Copy will print the signed copy unless there is no signed copy, in which case it will use a copy of the original document. Use this option if you want to send a copy of the signed invoices along with the statements. 69

72 17. The second tab, General, tells imaging how to send the documents. 18. The sending options are to , to fax, or to print. 19. Note that both the fax option and the option assume that the appropriate entries have been made in the Phonebook. For instructions on setting up the Phonebook, see Chapter Using the information on this window, you can instruct imaging how you want the documents to be sent. 21. The recommended method is to check in the Sending Options section. This tells imaging, as it processes each statement or invoice, to look in the Phonebook and see if there is an address for the customer. If there is an address, imaging will create a PDF document consisting of the statement or invoice and all of the backup documents, and it directly to the customer. 22. Next, click on the Down Arrow in the box to the right of and choose Try to Fax, else Print from the dropdown menu. This tells imaging that, if there is no address for the customer, check the Phonebook to see if there is a fax number. If there is a fax number, send the document packet out as a fax. If there is no address and no fax number, then send the document packet to the laser printer. 23. The goal is to minimize the number of statements that have to be handled manually. 24. Check the box under Recording Options to tell imaging to add a flag to each statement or invoice telling how it was sent out. 25. It is also possible to send out a flyer along with each statement or invoice. Scan in one copy of the flyer, then check the Send Flyer button to tell imaging to include a copy of the flyer with each statement or invoice packet. 26. Click on the SEND button to launch the process. 70

73 27. To set up the print parameters, click on the Print tab. 28. Confirm that the correct printer is selected. If you need to change to a different printer, click on Printer button. 29. Verify that the Use Sheaf Printing box is checked. 30. In the Statement section, verify that the Paper Source is set to Tray 1. Do this even if you are printing Invoices instead of Statements. This just tells imaging where to get the paper for the primary document. 31. In the Invoice section, verify that the Paper Source is set to Tray 2. This tells imaging where to get the paper for the backup documents, which usually print on a different color of paper. 32. In this example, the Orientation is set to Landscape and Tiled Columns set to 2. This will print two invoices (or batch tickets) side by side in Landscape format, thus reducing the number of pages that must be printed by half. You can choose any combination that you would prefer. Be sure to set the Tiling Format to Shrink to Fit. 33. Click on SEND to launch the process. It is possible to control the print process to select the paper for the statements from one tray of the printer and the paper for the backup copies from another tray. As long as the printer is an HP or an HP compatible printer, it is usually possible to set this up. 71

74 Chapter 27 How to Add Sticky Notes to a Document T he primary rule in imaging is that once an image has been captured either electronically or through the scanning process, it cannot be altered. This is the fundamental principle of imaging. We want to know that the image we are looking at is an exact copy of the original. It is this security feature that allows images from an imaging system to be accepted in court as valid documents. However, there are times when it is helpful to add some notes or other annotation items to an image. In order to do this without changing the actual image, all of the annotation items are stored separately from the image itself. Think of it as a plastic sheet that covers the image. When you add annotation items, they are written on the plastic sheet, not on the image itself. This allows you to view the document in its original form or with the annotation items added. There are several annotation items that can be added to an image. The most often used item is the Sticky Note. This annotation item allows you to add an unlimited amount of notes to an image. It is often used in A/R collections, for example, to keep track of conversations with the customer, what was said, what the customer promised to do, and so on. It can be used any time you need to keep a record of what was done, what needs to be done, or what you want to remember. Annotations are attached to the image at the Page level. They remain with that page, not with the document. In order to add new annotation items, you must first search for the page the annotation items will be added to. See Chapter 5 or Chapter 6 for instructions on how to search for a folder or a document. There are several different annotation items. The two most popular items, Sticky Notes and Block Out, are discussed in these two chapters. There are other annotation items that may be useful in certain situations. These include the ability to add a block of text to the image, the ability to draw an underline on the image, and the ability to add marker arrows to the image. 72

75 1. Search for the page you want to add the Sticky Note to. Sticky Notes can only be added to a page. 2. Once the page has been found, click on it once to highlight it. 3. Click on the VIEW button at the bottom of the page. This will display the image of the page in the left window. 73

76 4. At the top left of the left window is a button labeled ANN. This is the Annotation button. 5. Click on the ANN button to go into Annotation mode. 6. The special annotation toolbar will be displayed. 7. To add a Sticky Note to this page, click on the Annotation button that has a picture of a yellow sticky note on it. 74

77 8. Click somewhere on the page. It doesn t matter where you click. This just sets a default location to attach the Sticky Note to the page. 9. This will display the Sticky Note window. 10. Type in the text that you want to store in the Sticky Note. 11. There is no limit to the amount of text that can be entered. If you have more text that will fit in the window, the window will scroll up or down as needed. 12. Click on OK when you have finished. 75

78 13. The Sticky Note will be saved and a large N will appear on the image to show that there is a Sticky Note on this page. 14. To leave Annotation mode, click on the HAND button in the top left corner of the left window. When you want to read an existing Sticky Note or add more information to it, you must use the Arrow tool, not the Sticky Note tool. If you use the Sticky Note tool, you will create a new Sticky Note. To open an existing Sticky Note, click on the Arrow, then double click on the N. You can now read the Sticky Note, add more information to it, or delete information from it. 76

79 By default, annotation items are hidden from view. When you click on the Annotation button, any annotation items will be displayed. When you click on the normal or HAND mode, the annotations are hidden. So how do you know if there is annotation on a page or not? This can be important when printing, faxing, or ing documents. Since the annotations are normally hidden, you would have to open up each page, turn on annotation, and then search the whole page to see if there is any annotation. There is an easy way to tell if a page has annotation on it or not. Look under the ANN column at the Page level display at the bottom of the right window. If there is any annotation associated with this page, YES will be displayed in the ANN column. If there is no annotation, NO will be displayed. 77

80 Chapter 28 How to Block Out Confidential Information S ometimes it is necessary to provide someone with a copy of an invoice or some other documentation that has confidential information on it. For example, there may be special pricing or terms for a certain customer. Using the Annotation tools, it is possible to block out the confidential information so the page can be printed, faxed, or ed to someone else without disclosing the confidential information. This is sometimes called redacting. 1. The first step is to search for and display the page you need. See Chapter 5 or Chapter 6 for instructions on how to search for a page. 2. Search for the page you want to add the Block Out to. A Block Out can only be added to a page. 3. Once the page has been found, click on it once to highlight it. 4. Click on the VIEW button at the bottom of the page. This will display the image of the page in the left window. 78

81 5. At the top left of the left window is a button labeled ANN. This is the Annotation button. 6. Click on the ANN button to go into Annotation mode. 7. The special annotation toolbar will be displayed. 79

82 8. Click on the Annotation tool that looks like a capital X with a bar through it. This is the Block-Out tool. 9. Drag a box over the area that you want to block out. 10. To drag a box, put the cursor at one corner of where you want the block out area to be. Hold down the left mouse button and drag the cursor to the opposite corner. When the box has been drawn, release the left mouse button. 11. For display purposes, the block-out will appear in RED, but unless you are printing to a color laser printer, the block-out will be BLACK when you print or fax the page. 12. If you make a mistake and need to delete the block-out, click on the Arrow tool. 13. With the Arrow tool active, click somewhere in the block-out. This will put a gray box around the block-out. 14. When the gray box appears, press the DELETE key to delete the block-out. 15. To leave Annotation mode, click on the HAND button in the top left corner of the left window. 80

83 Chapter 29 How to Work With A/P Documents U sually, we first implement imaging in the A/R department. It is easier to learn how to use imaging in the A/R department since all of the documents that will be imaged are printed on your own system. You can capture your documents as they are printed, add an overlay to a print image, and put bar codes on forms for easy indexing. You control all of the documents. This uniformity makes it less confusing when you first start to use imaging. However, imaging can be just as useful in the A/P department as it is in the A/R department. The challenge with the A/P department is that there are many documents that you do not control that need to be stored in the imaging system. The process usually starts with a PO that is printed by your accounting software. That PO document can be sent to imaging just like an invoice or a statement. The process usually ends with an A/P check being printed. The check can also be sent to imaging electronically. But in between those two steps, there will most likely be a number of documents that come from outside sources, documents such as a bill of lading, a packing list, a receiver, a vendor invoice, and so on. These documents will be all different shapes, sizes, and colors. It is unlikely that there will be any bar codes to use for indexing. So in A/P, there is quite a bit of scanning and indexing that needs to be done, in comparison to the A/R department. The good news is that the scanning and indexing processes can be done easily. Having all of the A/P documentation on the imaging system means that there is far less filing to be done, that you have instant access to the A/P documents, and that you have a backup copy of all documents. A/P has two types of payments, those that start with a PO, such as a purchase of materials, and those that do not start with a PO, such as the electric bill or the telephone bill. Both types can be handled within imaging. 81

84 Handling A/P Items With POs There are two options for processing documents within the A/P department. The backup documents can be scanned in as a batch at the end of the A/P process, or they can be scanned in each day as new documents come in. Option 1: Scan as a Batch After the Checks Have Printed One option is to scan all of the backup documentation as a batch. This option works best when the normal paper process is to assemble all of the backup documents prior to the A/P checks being signed. Since all of the backup documentation has to be assembled anyway, we won t make any changes to the paper flow until after the checks are signed. Once the checks have been signed, rather than filing the backup documentation, it will be scanned. 1. Take all of the backup documentation for one PO. It doesn t matter if some of the pages have already been captured electronically. For example, there may be a paper copy of the original PO, or a paper copy of the check. It is easier to just scan everything rather than try to sort out the pages. A few extra pages don t take up very much space in the imaging system. 2. Put all the pages for that one PO into the scanner. 3. Click on the SEARCH bar to bring up the Search Window. 4. Enter the PO number that you want to add the backup documents to in the Document Description line. 5. Click on the SEARCH button to start the search. 82

85 6. When the right PO is found, click on it once to highlight it. 7. Click on FILE, then choose Process Documents. 8. Click on the SCAN button to scan in the new pages. 9. Repeat this process for each set of documentation. 83

86 Option 2: Scan on Arrival Another option is to scan all documents as soon as they arrive. Each day, as the mail is opened, or as new receiver documents come into the office, those pages can be scanned into the imaging system immediately. The advantage of this option is that paper handling is minimized. Once the documents have been scanned, they are no longer needed. If someone has a question about a particular order or needs to see the backup documentation for some reason, they can use the imaging system to find the pages immediately. They do not need to wait until payment has been made. The best way to implement this option is to use the process for scanning in signed delivery tickets as described in Chapter 22, How to Scan Signed Documents. Even though the A/P documents are not signed, they can be matched up with the original electronic copies of the POs using this same process. Since there will not be any bar codes on the A/P documents that are scanned, each page will have to be manually indexed. The easiest thing to do is to write the PO number in the same place on each document, in the top right corner of each page, for example. This will make it faster when indexing. After the pages have been scanned, each page will be displayed on the screen. To match the scanned page with the original PO, you will need to key in the PO number that you want the page to be attached to. Having the PO number already written on the page makes this process go faster. This process only works with documents that belong to a PO. For non-po items, such as the light bill or the telephone bill, this process cannot be used because there is no PO for the scanned pages to be attached to. Documents for non-po items must be handled manually. That process is described below in the section entitled Handling A/P Items without POs. In order for this matching process to work, a scanning template must first be created. If you need to have a new template made, please contact ITG for assistance. The A/P scanning template is fairly generic. It can be used to scan in any A/P document that you want to attach to a PO. Documents that can be scanned with this type of template include a bill of landing, a receiver, a packing list, a vendor invoice, and so on. Unlike the A/R scanning, you can even mix different types of documents in the same scanning batch. Just be sure to write the PO number in the same place on each page. To scan in these A/P documents, follow the same steps as described in Chapter 11, with the following notes: 1. Instead of choosing the Pick or Invoice template, choose the A/P template. 2. Since there are no bar codes, skip the step about clicking on the OCR button. 3. All of these documents will have to be filed manually, so review the steps for filing signed copies where the bar code cannot be read. 4. In the Attach To Doc ID box, there should be a capital P. Type in the PO number right after the P, then hit ENTER or click on ATTACH. 84

87 Attach to PO or Check? When you scan in the backup documentation, you have the option of attaching the pages to the original PO or to the A/P check. It does not matter within imaging which method you choose. However, if you are using a scanning template as described above, the template must be set up in advance to attach to a particular document type. If you look things up by PO number, which seems to be the most common case, then it is best to scan the backup documentation into the PO document itself. This is the process described above. When you want to find something, search for the PO number. This will return the PO and all of the backup documents (receivers, invoices, etc.) that were scanned into the PO document. Some companies prefer to attach all of the backup documentation to the A/P check document rather than to the PO document. This is helpful when one check pays many POs. Follow all of the same steps as above, but instead of searching for the PO number, search using the A/P check number. As the pages are scanned, they are all attached to the A/P check. When you want to find something, search for the A/P check number. This will return the A/P check and all of the backup documentation for all of the POs associated with that check. It is possible to scan some documentation in the PO and some into the A/P check. Imaging will work fine either way. It may be better from an operational point of view, though, to always use one method or the other. It may be confusing to some users if some of the pages are attached to the PO while others are attached to the check. Key Index Fields There are several index fields available for A/P documents. When the original PO is printed, imaging captures the Vendor Number, the Vendor Name, the PO Number, the PO Date, and so on. If a Vendor folder already exists, that folder is opened and a new PO document is created within the folder. If no Vendor folder exists, imaging creates a new Vendor folder using the Vendor Number from the PO, then opens the folder and creates the new PO document. When the backup paper documents are scanned, they are attached to the original PO. There is no new index information added during the scanning process. If you need to find an invoice, you would search for the PO document, highlight it, push down to the Page level, click on the Select All button, then click on the View button. You would then be able to flip through all the pages to find the invoice. Since there is no indexing being added during the scanning process, it is not possible to search for an individual invoice by invoice number. However, once the A/P checks have been printed, some new index fields are typically made available. For example, on the A/P check stub, there may be fields for the PO Number or for the Invoice Number. If those numbers print on the stub, imaging can capture them and add them to the A/P check document index. If that information is available on the check stub, you can search for a particular invoice number after the checks have been printed. When you search for an invoice number, you will find the A/P check that paid that invoice. You will then have to launch a second search to find the PO. This is because the PO document does not contain the individual invoice numbers. 85

88 If the PO Number prints on the A/P check stub, you can locate both the PO and the A/P check in one search. If you search by the PO number, imaging will find both the PO and the A/P check that paid that PO. This is because the PO Number appears on both of the documents. If the PO number does not print on the A/P check stub, this search will not be available. It is important that the PO number or numbers do print on the A/P check stubs whenever possible. If there is a need to be able to identify a particular invoice, it is possible to add Page Level indexing. This process allows you to add specific indexing information to each individual page within the document. Doing so will then allow you to search using Page Description to find a particular page. However, since this indexing has to be done manually, it may not be practical. It takes less time to flip through a few pages than it does to stop and index each individual page. Handling A/P Items Without POs The above processes all relate to A/P items that started with a PO. But there are many A/P documents that do not have a PO associated with them. Examples would be the monthly utility bills, payments for office supplies, or car payments. Imaging can handle all of these non-po items just as easily as the PO items. The only real difference in imaging between a PO item and a non-po item is that the PO item started with a printed PO. When that original PO was printed, imaging created a Vendor folder if necessary, then created a new PO document. With non-po items, there is no PO printed to start the process. The only thing that prints is the A/P check. To scan the backup documentation for non-po items, you will need to create the original document manually. Once the document has been created and indexed, you will be able to scan in the backup documents just as you did for a PO item. 86

89 To scan in the backup documents for a non-po item (a telephone bill, for example), 1. Search for the Vendor Folder, using the Vendor Number or the Vendor Name. 2. When the Vendor Folder is found, click on it once to highlight it. 3. Next, click on FILE, then choose Process Documents from the drop down menu. 87

90 4. When the Process Documents window opens, the folder information should be visible in the Folder Association box. This is important. If the Folder Association box is blank, the documents will scan, but will not be placed into the correct folder. If the Folder Association box is blank, click on the Done button at the bottom of the screen and go back to Step #2. 88

91 5. For non-po items, leave the Doc ID field blank. The system will automatically assign a Doc ID. 6. Enter the date of the bill. If this field is left blank, the system will fill in the current date. 7. In the Document Description box, enter whatever indexing information you want. With non-po items, this may be only the month and year of the billing. 8. Click on the SAVE button to create the new document. 9. If you try to scan the new pages before the new document is created, an error message will be generated. 10. After you have saved the new document, put the pages to be scanned in the scanner and click on the Scan button. 11. From this point on, the non-po items can be retrieved, viewed, or printed just like the non-po items. 12. When all of the pages have been scanned for this item, click on the Done button. 89

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