Scanning Invoices with Cheque Remittances

These instructions should be used for uploading files with the Cheque Remittance attached.  This procedure is slightly different than the basic scanning instructions, as you will not need barcode stickers, however the attachment will appear in Eclipse in Cheque History versus General Ledger. This guide is part of the Barcode Scanning w/ Barcode Templatesarchived instructions.

1) Eclipse Setup

1. In Eclipse, when you are printing your Cheque Remittances, from the Report Type select AP BACS/EFT Remittance Barcode or AP Aust Vista Chq Bar Codes. 

2. Ensure that you are using a maximum of 5 digits for your cheque number or a barcode will not be generated.

3. Continue with the Payment Processing procedure as usual. The only difference is a barcode will automatically print on your remittance, saving you the hassle of manually attaching one.

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Important Note: Click the Floppy Disk save icon to save the AP BACS/EFT Remittance Barcode report layout as the default template for printing future cheques.

2) Uploading Documents to Eclipse

1. Once you are done posting your cheques, sort your invoice batch as you would file them (cheque remittance on top followed by corresponding invoices and other documents).  Scan the batch using 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.  

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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 which should be CHQ. Then find the scanned file on your computer and upload.  Allow for about 10 seconds per page for the scan to upload.

• CHQ = Cheques (CK)

4. Then go into Eclipse and double-check that batch uploaded successfully.  

• To do so go into Accounts Payable > Cheque History with Attachments.

• In the Search Field type in the cheque number for the first entry in your batch and press Tab on your keyboard.  

• The cheque number will now be highlighted.  

5. Click on the Attachments Tab, click on the sticker file name and your attachment should be present.  Run this step for both the first and last Remittance in your batch.  If attachments are present on both it is safe to say the entire batch uploaded correctly.

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 Templates -  The basic instructions for scanning Accounts Payable, Petty Cash and Journal transactions.

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

Manually Attaching a Barcode to a Transaction - useful if you would like to upload documents to Eclipse that are not AP/PC (i.e. Journals)