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;)
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1) Barcode Labeling
Install the Barcode 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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Petty Cash - Use the attached Petty Cash Template which automatically prints the barcode on the form. You can then attach supporting Petty Cash documentation behind this template when scanning it in.
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Journals - Use the attached Journal Template which automatically prints the barcode on the form. You can then attach any supporting journal documentation behind this template when scanning it in.
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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 Eclipse
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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