QCDocs includes integrated scanning software for use with Twain compatible scanners. Proper configuration of the scanning functions is important to ensure that the QCDocs system works as efficiently as possible in your workflow processes.
QCDocs Filing is similar to the file management characteristics of Windows Explorer. You can drag and drop documents and sort documents by column. You can also rearrange the columns to your preference by dragging and dropping the column headers.
- If you have a twain compatible scanner configured correctly, QCDocs will automatically detect the scanner and list it in the Device drop down field. If you have multiple scanners connected, please select the relevant scanner.
- QCDocs defaults to an optimal setting for speed and resolution. If you have difficulties viewing the document, you can change the default settings (such as increasing the resolution to 300 dpi or changing the colour depth). If your scanner support duplex scans (double sided), the Duplex scan button we be available. Use this if you need to scan both sides of a document.
- Put the document in the document feeder (make sure you verify the orientation and page positioning)
and select Scan. Although scanning technologies have greatly improved over the last few years,
you would be well served to adopt procedures that minimize the possibilities of scanning errors as follows:
- Hand feed document feeder or scan in smaller groups such as 5-10 pages.
- Minimize scanning requirements by scanning summary pages of bills rather then the entire 20 page telephone bill (for example)
- Remove staples and sticky notes before scanning
- Scan poor quality paper and wrinkled pages individually
- Run your fingers through multi-page scans to separate pages
- Once the documents are scanned into the system you should preview the documents and make sure that none of the pages were scanned in backwards or cutoff.
- You can easily rotate the documents if required, using the rotation buttons.
- Once the documents are scanned in they are stored temporarily to your hard drive (typically in C:\Programs Files \QCDocs Systems\QCDocs Desktop\Scan Inbox) before being uploaded into the system. Changing Folder Paths.
A scanner equipped with an Automatic Document Feeder is highly recommended! The Fujitsu Scansnap series of scanner has proven to be an outstanding choice for QCDocs users. These scanners are not twain compatible and require some simple configuration to optimize their interface with QCDocs but are very fast, can duplex scan (double side) and are very user friendly. Scanning with a Scansnap.
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QCDocs is designed to separate each document in a manner consistent with how it will be entered into the Accounting Application. This ensures that it can be properly identified and managed within the system. For example, we want each bill as a separate document, even though vendors may send a group of bills together.
The tools used to sort scanned pages before uploading:
Singe-Page
To upload a scanned page as a single document, simply check the file and click Upload.
Multi-Page
To upload a multipage document, click on the file.
This will enable a page number entry. Number each page that you would like to be grouped as a
multi-page document and select Upload.
Select All
Click once to select all scanned pages. Click again to deselect.
Preview Doc
Opens the selected scanned page in the Acquire viewer.
Number checked
Automatically numbers the scanned pages that are currently checked.
Refresh
Refreshes scanned documents. This action also removes selection and page numbers.
Delete
Removes the scanned document from your temporary folder.
After clicking Upload, a window will appear to help you to quickly enter the key attributes before uploading them into the system.
To enter attributes you simply select the respective field and select from the dropdown menus or enter them into the fields. (See Best Practices in Document Naming).
- Select a Document Type from the drop down menu. Type a letter to jump to document types starting with that letter of the alphabet. Press the Same button to select the last document type selected.
- Select the edit names button
to open up the names database. - Press the plus button to expand a name group and double click to select a name.
Type the first letters of the name you are looking for and QCDocs will automatically jump to that name.
- If the name does not exist in the database, double click add new vendor and enter the new name. New vendor names will be added to your accounting application after batch uploading the respective bill or expense report.
- Type in the date or select a date from the calendar. Document dates should correspond to the document date. (E.g. An invoice date for a bill)
- Enter the amount.
- Press update.
Viewing and Advancing through Documents
If you cannot see the information necessary to name the document you can use the scrolling functions
to move the image up or down. You can also move the window and resize it if required.
Pressing the view button will refresh the image.
You can advance to the next single page document by pressing the advance button (you can also return to the previous document using the backwards arrows here. Multi-page documents do not have advancing as they are uploaded and named individually.
Uploading Documents onto the Server
Once you’ve completed the naming of the documents you press upload and they will be loaded into your
QCDocs Database Server. All communications of these files are encrypted using 128 SSL encryption
(like online banking transmissions).
If you are in a rush, or if you have someone else who does the attribute naming, then you can simply press Upload and the documents will upload into the Accounting Inbox unnamed. Documents attributes can be added in Filing. Top
The opening, dating and filing of mail and other manually received documents in QCDocs is designed to be very quick and efficient. Ideally, a person in the accounting department or a designated administrative assistant will manage the manual document handling procedures.
Daily scanning of documents is ideal as it forces good habits and lends itself to timely processing and bookkeeping practices. Once documents are in the system bookkeeping is actually extremely simple as you can focus on processing documents without shuffling paper.
Consider moving to a chronological based filing system instead of by vendor name. Once in electronic format, documents can be filed in a multitude of different ways and can be searched for by vendor name, date, purchase order number, etc.
Document Handling Notes
An invoice has been date stamped with the date it was scanned. This may or may not be the date this invoice
was received by the Company but becomes the basis for tracking where the actual manual document is physically
filed in the accounting department.
The document preparation process is as follows:
- Open the mail in the normal manner and collect internally generated documents and packing slips from the regular accounting “in basket”.
- Verify that all documents have been appropriately signed off where applicable unless using the QCDocs
approval system. For example, manual packing slips should have already been reviewed by the receiver,
signed off with the date received and verified that the PO matches the items received and that all parts
were received in good condition. Manual PO’s or expense reports should have already been signed off by
an appropriate manager. If they are not properly signed off, return the documents to the appropriate person
for completion or scan in and route for approval using the QCDocs Portal.
- Using the QCDocs Portal eliminates scanning of manually created internal documents such as Purchase Orders, Vacation Requests as well as Packing slips. Example: receiving items in the Purchase Order system in the QCDocs Portal eliminates the need to scan in packing slips as this serves to document the verification of the completeness and accuracy of the receipt.
- Date stamp the documents if the documents have not already been stamped.
- Prepare the documents for scanning by removing all staples and unfolding documents. Unnecessary duplicate copies of invoices should be thrown out.
- Date stamp the documents with a SCANNED date stamp as illustrated above.
- Add the documents to the auto-document feeder as though you were using a photocopier.
- Follow the scanning procedures outlined above.
When the documents are scanned, you might consider simply bundling the days scanned documents together and file them away. Depending on the volume of daily documents you might paperclip or use daily scan file folders which moves you to a chronologic filing system as opposed to a vendor/customer based filing system which can be very efficient.
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