Scanning and Indexing PODs

Transcription

1 Scanning and Indexing PODs User Guide The Old Forge Hewell Lane Tardebigge Worcestershire B97 6QL Tel: Fax: Web: Version: 1.00 Date: 20/07/2015

2 Copyright Notice Copyright C No part of this publication may be copied, distributed, transmitted, stored in a retrieval system, translated into any human or computer language, or disclosed to third parties without the express written permission of Vigo Software Ltd. Limits of Liabilities and Disclaimer of Warranty Vigo Software Limited makes no warranty of any kind, expressed or implied, with regard to the programs or documentation contained in this manual. Vigo Software will not be liable in any event for incidental or consequential damage in connection with or arising out of the furnishing, performance or use of these programs. Please note: Because the Vigo programs are being continually developed and improved and because of the large amount of personalised tailoring to individual requirements some of the detail of the screen displays in this manual may vary slightly from your actual working screens. Please do not hesitate to contact our support line on where our support staff will guide you through any differences that apply to you Page 2 of 8

3 Contents Contents Document History Scope Scanning PODs/Documents Templates Page Options Scanning PODs/Documents Indexing PODs... 7 Page 3 of 8

4 1. Document History 1.1 Author & Document Information Author Chris Dallow Vigo Software Ltd Contact Tel: Revisions & Document History Revision Date Author Version Scanning & Indexing POD s 20/07/2015 Chris Dallow V Related Documents Document Version 1.4 Document Distribution Name Type Location Contact Page 4 of 8

5 2. Scope The purpose of this document is to provide a brief guide on how to scan and index PODs within your Vigo SQL TMS. The scanning and indexing programs are located in the Scanning panel on main menu. Page 5 of 8

6 3. Scanning PODs/Documents Scanning of PODs/Documents is carried out through the Scanning program. To open the scanning program click the button labelled Scan PODs within the Scanning panel on the main menu. 2.1 Templates Various templates can be set up dependent upon the type of paperwork being scanned. This may include different types of paperwork, paperwork with a barcode, run sheets, etc. These will usually be set up by Vigo when the system is configured or can be added later. If a barcode template is used, for example, the scanning program will be looking for a barcode on the paperwork in order to automatically or semi-automatically index the images. A run sheet template can cut the scanned image into separate smaller images which can then be automatically, semi-automatically or manually indexed. These are referred to as POD templates. Documents can be defined as any paperwork that is not a proof of delivery. This may include, but is not exclusive to, items such as purchase orders, vehicle check sheets, drivers licences, etc. These documents can be indexed against almost any consignment or resource that your Vigo system contains. These are referred to as Document Templates. For more information on setting up templates or scanning documents contact a member of the Vigo Software support team as this is outside the scope of this document. 2.2 Page Options Scanning can be carried out either for single page or multi-page PODs. A single page POD can be defined as a one sheet delivery note with or without a barcode - that is used as proof of delivery. Single pages may optionally consist of any additional pages that relate to this consignment. If automatic indexing is used these pages will not be autoindexed if there is no barcode on the page that relates to the consignment(s). These images would therefore need to be manually indexed. To scan single page PODs select the radio button labelled Scan to single Pages. Page 6 of 8

7 Multi-page PODs (packs) can be defined as a delivery note with or without a barcode and any other pages that relate to the same consignment. Some customers have multiple pages that are treated as proof of delivery and these may also need to be scanned and indexed. Scanning multi-page documents can be carried out in one of two ways; each pack can be scanned in turn by selecting the radio button labelled Single multi-page doc. Using this option each pack must be scanned separately. Alternatively packs can be bundled together but separated using a splitter page. A splitter page is a document that Vigo can provide that consists of a number of barcodes in various sizes and orientations which the scanning program recognises as being the end of a pack. 2.3 Scanning PODs/Documents To scan PODs select the relevant template, choose your page options accordingly and click the button labelled Start Scanning. The program will now communicate with your scanner and scan the page(s) that have been loaded and then return them back to the program. If you are using a template that uses barcodes to automatically or semi-automatically index the images the program will process these images. 4. Indexing PODs When scanning PODs without a barcode or documents images will need to be indexed against the relevant consignment/resource. It should also be noted that barcode recognition cannot be guaranteed to be 100% accurate so there may be occasions where the system cannot automatically index an image even if a barcode is present. In both of these cases indexing will need to be carried out manually. To carry out manual indexing of PODs/documents click the button labelled Index PODs in the Scanning panel on the main menu. You will be asked to choose which type of indexing you wish to carry out. Regular POD Indexing is used when indexing any images that have been scanned using a POD template. Manifest POD Indexing is used in conjunction with Loadbuilder and should be used when PODs that have been scanned are all on the same manifest. When indexing these images you will be asked for the manifest number from where consignments are all listed and you should match the image to the consignment. Document Indexing is used exclusively for indexing documents. Page 7 of 8

8 The example above demonstrates using the Regular POD indexing option. The image to index will be shown at the top. After entering the consignment number (or whatever field is used to identify the consignment) brief detail of the consignment will be listed in the Details section so that you can verify that this is the correct consignment. Fill in the detail in the section labelled POD Info this includes the name of the person who signed the POD, the date and the time. You can also add a discrepancy code at this point if required. When you are happy that this detail is all correct click the button labelled Accept. The image will then be replaced with the next scanned image. Repeat these steps until there are no more images to process. If the scanned image isn t acceptable you can delete it using the button labelled Delete. You should then rescan this image and repeat the process. Page 8 of 8