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Manually Attaching a Barcode to a Transaction

Owned by Hilary Hawkins (Deactivated)
Last updated: 15 Mar 2022 by Kai Andras
5 min read

These instructions should be used for manually assigning a barcode number to a transaction in Eclipse.  


This is the procedure to take when uploading attachments for:

  • Journals

  • Bank Recs

  • Purchase Orders

  • Vendors

  • Deal Memos/Contracts

  • Tax Dec

  • Assets 

 

1A) Printing Barcode Labels

1. Copy 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


2. Download and open the BARCODE JN.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.


3. On the barcode labels, make sure your starting number and prefix numbers are accurate (section highlighted in red).  You must use the appropriate prefix depending on the transaction type, see the key to these prefixes on the labels. For these instructions you should be using JN (Journal) or BR (Bank Reconciliation). It is very important that you NEVER print off duplicate barcode labels. 

Print the barcode sheets on Avery L8651 labels. It's very important that the barcodes are printed on a laser printer, not an InkJet printer.


4. When entering Journals or Bank Rec's put one barcode sticker on the top page.  Barcode stickers only need to be present on the first page of the individual transaction documents, meaning if you are entering multiple Journals, you only need a barcode on the first page of each Journal, not on all corresponding backup documentation.  The scanning software splits the documents up by barcodes, so when you scan a large stack of documents, the software thinks all paperwork that does not have a barcode sticker on it belongs to the preceding barcode.  

 

If you are having problems printing these labels, there is a JN Barcodes.pdf attached below. 



1B) Using the Journal Excel Template

Alternatively, instead of printing out barcode labels, you can input your journals into our Excel Journal Template with a barcode embedded. This can be downloaded here.



2) Entry in Eclipse

In Eclipse in the Journal or Bank Rec entry window, click on the Attachments Tab.  In the white area under the File Name header, right-click with your mouse and select Insert.  Your cursor will appear, enter the barcode sticker number in full with a .pdf at the end, like shown below.  This transaction will now know to attach the barcode number listed to this record once you have uploaded it through Eclipse.

  • The default prefix for Journals in JN. Example: JN00011.pdf

  • The default prefix for Bank Rec attachments is BR. Example: BR00011.pdf

  • You can see other default prefixes by downloading the barcode sheet at the bottom of the page.



 

3) Uploading Documents to Eclipse

1. Once you are done posting your Journal or Bank Rec, take your stack of paperwork to upload 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.

 

2. Log into Eclipse and open Accounts Payable → Invoice Inquiry.  Then click the Upload Barcoded Scans button.  

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.

  • AP = Accounts Payable

  • PC = Petty Cash

  • JN = Journals

  • CHQ = Cheques (CK)

  • TPH = TPH Payroll Staff Only

 

4. Once completed, double-check the uploaded files appear correctly.  

  • To do so go into General Ledger > Ledger Inquiry.

  • In the Search Field type in the transaction number for the first entry in your scanned batch and click Tab on your keyboard.  

  • A transaction line associated with that transaction number will now be highlighted.  

 

5. Now click on the Attachments Tab. Click on the sticker file name and your attachment should be present. 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 the entire batch uploaded correctly.

 

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

Scanned File Check - report that tells you which AP/ PC transactions did not have a barcode number assigned at the time of entering.  Also you can run a report notifying you if the scan attachment to Eclipse was unsuccessful.

Scanning w/ Barcode Template -  The basic instructions for scanning Accounts Payable, Petty Cash and Journal transactions. 

Barcode Scanning w/ Barcode Labels - Advanced Scanning using labels.

Scanning Documents with a Cheque Remittance - used if you would like the remittance attached to the invoice.