Receivables / Payables / Purchase Receipts Document Scanning

In an attempt to scale-back our filing time and enable easier access to receiving and payables information, effective June 1, 2015, Masonry Depot is implementing a Document Scanning solution to our system and office procedures.

With All Scanned / Paperless Documents

▪ Three Groups (Categories) of Documents:
1. Accounts Payable
2. Accounts Receivable
3. Delivery Logs


▪ Two Venues for Storing & Retrieving Documents:
1) Epicor Eagle
- A/P Invoices
- A/P Statements
- A/R Signed Delivery Slips
 
2) Data Storage Server
- A/P Supplementary Documents (Mandatory)
1. Packing Slip Receipts (Proof of delivery from vendors)
2. Vendor Price Lists
3. Order Confirmations
4. Product Literature / Brochures
- A/R Miscellaneous Documents (Optional)
1. Signed Credit Applications
2. Customer Purchase Orders
3. Signed Credit Card Authorization Forms
4. Tax Exemption Documentation
5. Other Miscellaneous Documents Normally Kept on File
- Delivery Logs (Mandatory)
Filled out by Dispatchers at each Location (And usually thrown in trash after filled out)

▪ Three Staff Teams to Enter Documents 
1) Team #1: Rachel & Maria in New Rochelle-Accounts Payable Documents on Epicor Eagle
-Accounts Payable Supplementary Documents on Data Storage Server-Delivery Logs on Data Storage Server

2) Team #2: Tammie & John in Rockland and Yonkers (respectively)
-Accounts Payable Supplementary Documents on Data Storage Server
-Delivery Logs on Data Storage Server

3) Team A: Vito & Jeanine in New Rochelle
-Accounts Receivable Documents on Epicor Eagle
-Accounts Receivable Miscellaneous Documents on Data Storage Server

 Subsequent pages will cover creating & accessing the documents on both the Eagle System and the Data Storage server as well as procedures and steps for adding documents i.e. packing slips, vendor prices lists, in house delivery logs and order confirmations to the server in New Rochelle.

Part I: A/R & A/P Documents on the Eagle System

 These documents, Accounts Receivable & Payable, are not accessible by anyone other than office staff with the signed on security credentials. They are created in the New Rochelle billing office and are for internal use only.

Recap: Types of Scanned A/R Documents in Eagle Browser

▪ Accounts Receivable Documents:
- Signed Delivery Orders
▪ Accounts Payable Documents:
- Vendor Invoices
- Vendor Statements

Section A: Creating Scanned A/R Signed Delivery Tickets in Eagle

Created through Document Scanning in Eagle Browser, System Management folder, Document Scanning sub-folder or DSQ in Eagle Browser Launch and clicking F7 / Acquire. Pending a rework of the company's invoice and order forms, will be done manually through New Rochelle. Upon eventual implementation of new sales documents, will be automated through a bar code on forms that link back to specific customer. 

Fields Manually Entered:
1. Document Type: Loading Ticket
2. Store: Document's Store (1-3)
3. Customer: Sold to 5/6 digit Account #
4. Job #: Sold to 0-3 digit Job #
5. Document Number: Point-of-Sale Document #
6. Comment: Consistently formatted as seen below
SIGNED DELIVERY TICKET YYYY/MM/DD
Year first, with leading zeros for single digit months (1-3) and days (1-9)

Section B: Creating Scanned A/P Documents in Eagle Browser

Also created through Document Scanning in Eagle Browser, System Management folder, Document Scanning sub-folder or DSQ in Eagle Browser Launch and clicking F7 / Acquire. With Accounts Payable, there are two types of documents we are storing on the Eagle subsystem (Invoices and Statements):
I. Fields Manually Entered on Accounts Payable Invoices:
1. Document Type: Vendor Invoice
2. Store: Document's Store (1-3)
3. Document Number: Vendor's Document #
4. Comment: Consistently formatted as YYYY/MM/DD
Year first, with leading zeros for single digit months (1-3) and days (1-9)

II. Fields Manually Entered on Accounts Payable Statements:
1. Document Type: Notifications
2. Store: Invoice's Store (1-3) When Applicable
3. Comment: Consistently formatted as STATEMENT YYYY/MM/DD
Year first, with leading zeros for single digit months (1-3) and days (1-9)

Part II: Viewing A/R & A/P Documents on the Eagle

Section A1: Accessing Scanned A/R Documents in Eagle Browser

1. From Eagle Browser, either by launching "VIEWDAV" or clicking "Document Archive Viewer" in the Utilities sub-folder

2. Once the Viewer is open, enter the Customer account number at the top, (Document # and Date ranges are optional), F6 (Display) or hit Enter

Section A2: Accessing Documents in Customer Maintenance (MCR):

1. In Customer Maintenance (MCR), click go to icon (or type Ctrl G), and select Option O, View Scanned Customer Documents

2. Once the Viewer is open, scanned documents (such as signed delivery tickets) will be denoted with "Scanning" in the Document From column and contain comments explaining the type of scan. When the scanned document you need to access is highlighted, in can be opened for viewing, printing, or faxing. In addition, the opened document can be saved as a pdf for emailing by clicking Misc (- sign on keyboard) and selecting Option #1 (as seen in second screenshot below)

Section B1: Accessing Scanned A/P Documents in Eagle Browser

1. From Eagle Browser, either by launching "VIEWDAV" or clicking "Document Archive Viewer" in the Utilities sub-folder

2. Once the Viewer is open, click Lookup (F5). In the View by pop-up window, select Scanned Docs by SKU/Vendor/PO. Because there are most often multiple items on a given document, the SKU field is disabled, so choose either Vendor, Purchase Order # and/or Date Range with store for scanned documents you wish to view.  

Section B2: Accessing Documents from Vendor Maintenance (MVR)

1. In Vendor Maintenance (MVR) (in the Inventory and Accounts Payable / Set-Up folders), click go to icon (or type Ctrl G), and select Option S, View Scanned Vendor Documents

2. Once the Viewer is open, scanned documents (either invoices or statements) will be listed. When the scanned document you need to access is highlighted, in can be opened for viewing, printing, or faxing. In addition, the opened document can be saved as a pdf for emailing by clicking Misc (- sign on keyboard) and selecting Option #1 (as seen in second screenshot below)

Part III: A/R & A/P Documents on the Data Server

Note: Accessing our Data Storage Drive is done through Mapping our Network Drive in your "Computer" icon on your Windows desktop. Instructions include passwords and other sensitive information, so if you need a link to the instructions on setting up or resetting the map of the drive, contact John in Yonkers.   

Recap: Types of Scanned Documents in Eagle Data Server

▪ A/R Miscellaneous Documents (Optional)
1. Signed Credit Applications
2. Customer Purchase Orders
3. Signed Credit Card Authorization Forms
4. Tax Exemption Documentation
5. Other Miscellaneous Documents Normally Kept on File 6. Delivery Logs (Filled out by Dispatchers in Each Location)

▪ A/P Supplementary Documents (Mandatory)

1. Packing Slip Receipts (Proof of delivery from vendors)
2. Vendor Price Lists
3. Order Confirmations
4. Product Literature / Brochures

▪ Delivery Logs (Mandatory)
Collected from dispatchers at each location, scanned, and stored

Accessing the Scans on the Data Server - NRdatastor

Unlike Eagle Documents, the scans listed directly above are stored in corresponding folders on the NRdatastor Server. They can be located & accessed by clicking your Computer icon on your Desktop, with the files contained within stored in NRdatastor subfolders for latter use.

In addition, files you are attempting to locate can be searched (based on text within the document) at the top right section of the window.

Folder Structure on the Data Server - NRdatastor

▪ 3 Accounts Payable Packing Slip Folders: Folders for Each Location
Containing sub-folders for each Vendor we purchase material we resell 
▪ Accounts Payable Vendor Price Lists 
Containing sub-folders for each Vendor we purchase material from 
▪ Accounts Payable Vendor Product Literature 
Containing sub-folders for each Vendor we purchase material from▪ Accounts Payable Vendors Confirmations 
Containing sub-folders for each Vendor we purchase material from 
▪ Accounts Receivable - Credit Applications
For signed credit applications from accounts we've extended credit to
▪ Accounts Receivable - Credit Card Forms

For signed Credit card authorization forms 
▪ Accounts Receivable - Customer Purchase Orders
For (usually) signed (or official) Purchase Orders from our customers (i.e. Municipalities)
 ▪ Accounts Receivable - Tax Exempt Forms 
For official state issued tax exempt forms
▪ Accounts Receivable Miscellaneous
For whatever other types or A/R documentation where hard copies are normally filed
▪ 3 Delivery Logs Folders: Folders for Each Location
Log sheets of dumps, ready-mix and flatbed trucks filled out by dispatchers in each location

File Structure For Scanned Documents on the Data Server

All documents other than packing slips should be named logically, for easy location, If full dates are part of the file name, please use the YYYY-MM-DD format (with leading zeros) as explained above in the Eagle Documents section. 

Unlike all the other documents listed above, Packing Slips follow a very strict naming structure:

YYYY-MM-DD (CODE) #########

4-Digit Year[dash]2-Digit Month[dash]2-Digit Date([space](4-Character Purchasing Vendor Code[without leading asterisk])[space]Vendor's Packing Slip / Bill of Lading or Confirmation #. A filename for a packing slip from Nicolock dated May 28th would be: 2015-05-28 (NIPA) NE-86068-INV

Entering Documents to the Data Server

For Scanned Documents (Packing Slips / Delivery Logs / Accounts Receivable Scans):
After pdf (with OCR-embedded text) files are created through your scanning software, save them to a specific folder on your PC or to desktop. After scanning / renaming is complete, CUT from the location (folder or desktop) on your PC and PASTE into corresponding folder in the NRdatastor server's folder. 

For Unscanned Documents (Pricelists or Brochures in pdf or other formats) :
Locate file on your PC or desktop, CUT from the location (folder or desktop) on your PC and PASTE into corresponding folder in the NRdatastor server's folder. 

Questions?

Call John in Yonkers, (914) 969-7777x7