Barcode Scanning w/ Barcode Templates

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;)

This procedure is for scanning without barcode labels, which is the simplest procedure. To scan with barcode labels please see the instructions here: Barcode Scanning w/ Barcode Labels

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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Invoices - When printing the Cheque Remittance in the Cheque Printing Screen use the AP BACS/ EFT Remittance Barcode or the AP Aust Vista Chq Bar Codes Template from the Report Layout drop-down field. Make sure you click the floppy disk save icon afterwards to save this report as your default.

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

The cheque barcode will automatically print on your remittance. You then attach any supporting documentation (such as invoices) behind this cheque remittance when you scan it in. Follow these instructions - Scanning Invoices with Cheque Remittances to upload your cheque remittances with your invoices attached.

Note: When using the template method, you do not use separate barcodes for the Invoices as they are attached behind your Cheque Remittances. This means there is no separate Invoice attachment created in Invoice Inquiry. The invoice attachments will be present along with the Cheque in the cheque history module. If you want Invoice scans to appear in the Invoice Inquiry screen you will have to use manual barcode label instructions here.

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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". 

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.

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.

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. 

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 Invoices with Cheque Remittances - Scan your Cheque Remittances with your Invoices attached.

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)