One feature of Eclipse is you can upload supporting documents to the software and it will attach itself to the corresponding transaction. This means if you have a query there is no need to pull the original documents. This saves Auditors and In-House Execs the hassle of pulling that one box all the way from that one storage company, saving loads of hassle. It's a great way to get on an Auditors good side from the beginning;)To scan and upload files to Eclipse, you will need access to iEclipse which is included with the EzyPO license.
This procedure is for scanning without barcode labels, which is the simplest procedure, to scan with barcode labels please see the instructions here: Barcode Scanning w/ Barcode Labels
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1) Barcode Labeling
Font - You must first install the barcode font on your computer so the barcodes will populate on the Petty Cash and Journals Templates. The font can be downloaded at the bottom of this webpage along with the templates.
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Other Documents - If you are uploading any other documents to Eclipse, you will need to use the barcode label instructions, located here.
2) Eclipse Configuration
You must first enable scanning inside Eclipse by going to Control Table -> System Defaults -> Scanning tab, and checking the "Create Chq Attachment".
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The AP Must have Barcode and PC Must have Barcode options will force the user to enter a barcode number when entering in invoices and petty cash.
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3) User Configuration
Before you begin entering data into Eclipse, you must setup setup your user account to enable scanning. All users entering in data or pasting in templates will need to do this.
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In Eclipse, select Control Table > User Entry Defaults. Then under both Accounts Payable and Petty Cash/ Per Diems tabs, tick the Hide checkbox next to Voucher field and leave Skip unticked.
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4) Uploading Documents to iEclipse
1. Once you are done posting your cheques, sort your batch as you would file them (cheque remittance on top followed by corresponding invoices and other documents). Scan the entire batch using the best scanner/copier in your office, into one PDF file, it must be done in greyscale and in 300 or 450dpi. Use the scanner preferences to email or save the file onto your computer.
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