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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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
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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.
2. Open iEclipse from one of the appropriate links below, based on your location. Login using your EzyPO account details (login).
UK: https://ieclipseuk.tphglobal.com:5010/ or https://ieclipseuk.tphglobal.com:88/
AU: https://ieclipse.tphglobal.com:5010/ or https://ieclipse.tphglobal.com:5011/
3. In iEclipse select Accounts Payable > Vendor Master Maintenance. Then click the Upload Scan button. Find Log into Eclipse and open Accounts Payable → Invoice Inquiry. Then click the Upload Barcoded Scans button.
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Note: PDF's that are password protected will not be uploaded. Please remove the password on the files before uploading.
Note: Please refer to our Scanning Invoices with Cheque Remittances article if you will be uploading cheque remittances with your invoices.
3. In the window that pops up select the type of barcode you are uploading below. Then find the scanned file on your computer and upload. Allow for about 10 seconds per page for the scan to upload.
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4. Then go into Eclipse and double-check that batch uploaded successfully. To
AP = Accounts Payable
PC = Petty Cash
JN = Journals
CHQ = Cheques (CK)
TPH = TPH Payroll Staff Only
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4. Once completed, double-check the uploaded files appear correctly.
To do so go into General Ledger > Ledger Inquiry
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In the Search Field type in the transaction number for the first entry in your scanned batch and click Tab on your keyboard.
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A transaction line associated with that transaction number will now be highlighted.
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5. Now click on the Attachments Tab, click . Click on the barcode sticker file name and your attachment should be present. Run You should repeat this step for both the first and last barcode in your batch. If attachments are present on both the first and last barcodes then it is safe to say all the entire batch uploaded correctly.
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6. If your scans did not upload, then you performed one of the steps above incorrectly. The most important items to remember is that you must print the barcode labels on a laserjet printer. You also must scan your batch in greyscale at 300 or 450dpi. See: Why is my scan not uploading in Eclipse?
Other Helpful Scanning Instructions
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