Bar Code Scanning
Setting up a Creditor Barcode Template
Barcode scanning for Creditor Disbursements will significantly speed up the data entry process for accounts such as Water & Council Rates.
All that is required in hardware is a hand held scanner which can be sourced from various outlets. Ensure the USB scanner you purchase can scan CODE 128 format barcodes. Most barcode scanners sold in Australia will be able to read and translate this format into text.
Barcodes are a series of numbers encoded as lines that are used to uniquely identify any object.
Setting up a Creditor Barcode
Once selected the "Barcode Accounts" screen appears.
When you scan an invoice for the first time the reference numbers appear in the Scan section.
A message box will appear which you will select YES to continue. Once selected the"Barcode Settings" screen will appear.
The "Barcode Settings" will initially have NO Creditor Assigned or Disbursement Code. The invoice reference number however is already displayed in the Scan Field Box.
You can see the Reference from the scanned Water Account also includes the amount.
You now need to Define the Reference number by entering "B" for Biller Code portion, "R" for the Reference number proportion and "V" for the dollar amount proportion.
Please type in and manually enter in each reference code .(Right hand columns will auto fill with the required information).
You will now see the below Warning window, please select NO.
Note: If you select No you can always amend later, this is outlined further in instructions below.
Once the other disbursement code has been selected you can now enter the amount and both sections will be updated. eg below Water Rates is $125.00 & Water Consumption is $23.98 equalling the original amount of $148.98. Once you are happy with the entry you now can select Process and it then will appear under Creditor Accounts from Lessor Funds.
Future scans will automatically pick up the Creditor I.E. Water Corp and if it is a 2nd account for the property it will also pick up the address. If the account is entered for the first time then the address still needs to be selected.
You are also able to change to Auto Process once you have the Bar Code References defined for future accounts. This will scan item and then move them straight in Creditor Accounts from Lessor Funds.
Please note : When scanning some invoices (ie Council rates) the total amount will be scanned. Once scanned and processed if you wish to pay quarterly you would need to edit the amount as the total will only appear. Then re-enter each account individually under Creditor Account from Owners funds
Barcode scanners can be purchased from a number of electronic suppliers, computer stores, retailers that sell point of sale equipment or online.
Ensure the scanner you purchase scans CODE 128 format barcodes. Most barcode scanners sold in Australia will be able to read and translate this format into text.
While GeeDee does not recommend any particular brand of barcode scanner, we have performed tests using the following brands:
8WARE (BAR-SCAN-4U & BAR-SCAN-3U) Laser Barcode Scanner (USB Scanner)
Honeywell 3200 Linear Imager (USB Scanner)
Motorola \ Symbol LS2208 (USB Scanner)
Tip: Your barcode scanner is required to be set up with a Carriage Return (enter key) after every scanned barcode. Check the set up notes that come with your barcode scanner for instructions.
GOOGLE = Laser Barcode Scanner with USB Interface code 128
Prices range from $90.00 to +$200.00.
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