One feature of Eclipse is you can upload supporting documents to the software and it will attach themselves to the corresponding transaction. Which 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;)
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1) Printing Barcode Labels
1. Download the 3OF9.TIF font file found below into your fonts folder. Then install the font on your computer:
Windows - Control Panel > Appearance and Personalization > Fonts
Mac - Applications > Font Book, drag font file into Font Book application, then open and select Install font when prompted
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2. Download and open the BARCODE.xls Excel spreadsheet below. You should be able to see the barcoded labels. If you do not see the barcodes, you may need to restart your computer in order for them to be properly installed.
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Print the barcode sheets on Avery L8651 labels. Very important the barcodes must be printed on a laser quality printer, not an InkJet printer.
If you are having problems printing these labels, there is a AP Barcodes and PC Barcodes pdf attached below.
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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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When entering the Invoice or Petty Cash, the barcode sticker number that you have stuck to that Invoice or Petty Cash Form needs to be typed in the Attach field.
Do not to enter proceeding prefixes or zeroes into the Attach field. Sticker AP00001 can be entered simply as 1 in the attach field. Sticker AP000536 can simply be entered in as 536, etc.
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If you are wanting to attach barcodes to entries that are not Petty Cash or Invoices (such as Journals) you will need to follow these instructions instead.
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4) Uploading Documents to Eclipse
1. Once you are done posting your batch, take your stack of invoices or petty cash documents to the best scanner/copier in your office. Scan all the documents together 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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