against it in the Duplicate Check column when searching for archived documents. You may then check whether the same image has been scanned more than once and take appropriate action. See Working With Duplicate Document Images.|
Quantum VS Help: Document Scanning |
See Setting Up Document Scanning.
Each document type for which data recognition is performed - Picking Notes and Despatch Notes - has a separate blueprint file. This defines the areas of the scanned document where the system will focus in order to detect relevant data - document type, document number, bar code and page number - so that the image can be matched against the equivalent document on the system.
Since each company's Picking Notes and Despatch Notes are unique, the relevant blueprint must be set up in advance. This will be done initially by an EDP implementer. It is intended that functionality will be extended to enable Quantum VS-using companies to configure their own blueprints.
Document types for which data recognition is not performed (e.g. Purchase Invoices, Goods Received Notes and Batch Certificates) are not associated with a blueprint.
Users performing document scanning must be assigned a Role in which one or more 'Document Scanning' User Permissions are enabled. This will enable them to scan and/or search for scanned images for a defined document type (Picking Notes, Despatch Notes etc.).
Quantum VS-using companies wishing to perform document scanning will need to have the Optional Enhancement Modules > 004 Document Scanning switched on, and the appropriate document type (Picking Note, Despatch Note etc.) enabled.
For further details see Setting Up Document Scanning.
BULK DOCUMENT SCANNING:
To scan Despatch Notes or Picking Notes in bulk:
Select Tools > Scan Documents from the Toolbar - Sub Menu.
Then, in the Scan Documents tab:
Select the document type to be scanned (i.e. Picking Note or Despatch Note).
Click Scan Documents.
The documents will be scanned. Subsequently you can detect document data - and edit it as necessary - before archiving the scanned images for subsequent retrieval.
For further details see Bulk Document Scanning.
To attach a document(s) for archiving against an individual Despatch Note, Picking Note, Purchase Invoice, Goods Received Note or Batch Certificate:
Click the Scan link next to the document in the Finder;
Or: open the document, then click Scan on the Toolbar - Sub Menu.
Then, in the Scan Documents tab:
Click Attach Documents.
Select the document file (and file type) to be attached.
Click Archive Documents.
The attached document image (or images, if multiple documents were attached) will be saved against the document for subsequent retrieval.
For further details see Individual Document Scanning.
There are two main ways of searching for - and then viewing - archived documents.
You can use the Finder for the relevant document type to search for the required document. To view the document:
click the View Image link in the Finder's Scanned column;
or: open a document (for example: the document itself, such as a Despatch Note, or a related document such as the Sales Order), select the Tracking tab, then click the Show Image link against the document.
Alternatively, use the Search area of the Scan Documents tab to search for - and view - documents. You may search for a specific document, and/or filter by document date or status (e.g. Not Validated, Valid, Invalid, Deleted, Unexpected Document, Duplicated).
For further details see Working With Archived Documents.
When viewing an archived document in the Scan Documents tab, you may:
Save the image to disk (e.g. local PC)
Email the image (e.g. to a customer)
Print the image (e.g. to send to a customer)
For further details see Printing, Saving And Emailing Archived Documents.
Yes. This is useful when the document you wish to scan has more than one page.
With bulk document scanning, when scanning a Picking Note or Despatch Note which has multiple pages, the system will attempt to read the page number so that each individual scanned image (page 1, 2 and so on) comprising the multi-page document is archived against the electronic document on the system. The user may manually edit the 'recognised' page number as necessary.
Note: When scanning a multi-page Picking Note or Despatch Note, individual scanned page images are saved as a multi-page PDF by default. This is defined in the document's blueprint.
Any record with more than one document image stored against it has an against it in the Duplicate Check column when searching for archived documents. You may then check whether the same image has been scanned more than once and take appropriate action. See Working With Duplicate Document Images.