GeeDee for Windows

Bar Code Scanning

Bar Code Scanning

Previous topic Next topic No directory for this topic Expand/collapse all hidden text  

Bar Code Scanning

Previous topic Next topic Topic directory requires JavaScript JavaScript is required for expanding text JavaScript is required for the print function Mail us feedback on this topic!  

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.

Click to Expand

 

Setting up a Creditor Barcode

Firstly select Creditor  |  Barcode Accounts.
Click to Expand
 

Once selected the "Barcode Accounts" screen appears.

Click to Expand

 

Click to Expand

 
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.

 

Click to Expand
tipbulbYour 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.

 
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.

 
Click to Expand
 

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).

 

"B" for Biller Code - Press and type "B" 3 times.
Click to Expand

 

"R" for Reference Number - Press and type "R" 10 times.
Click to Expand

 

"V" for Dollar Amount - Press and type "V" 9 times.
Click to Expand

 

Once numbers have been entered then click on Select Creditor & Disbursement button.
Click to Expand

 

The "Creditor to Assign" screen will appear and you then select the Creditor you wish to assign and then click OK.
Click to Expand

 

Once selected, the "Disbursement for Creditor Screen" will then appear where you can select the relevant Disbursement and then click OK.
Click to Expand

 
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.

Note: If you select YES you can enter account as 2 separate disbursements ie Consumption and Rates all future accounts for this Creditor will continue this way.
Click to Expand

 

You can now see the Creditor and Disbursement has been allocated to this reference number. Now click Save.
Click to Expand

 
The "Barcode Accounts" screen will now appear outlining the information.
Click to Expand

 
Now click on the Address column.
Click to Expand

 
When clicking on the Address column, the Find Property to Assign will appear. You can now select the property to allocate this account to.
Click to Expand

 
Note: It is also at this stage if you needed to change the Disbursement and split between 2 Disbursement codes. To do this, click on Disbursement2 column and re-select the Disbursement code.
Click to Expand

 
The Disbursement for Creditor screen will appear again and you can select another Disbursement code and then click OK.
Click to Expand

 
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.
Click to Expand

 
Under Creditor Account from Lessor Funds these items will now appear and be ready for payment.
Click to Expand

 
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.
Click to Expand

 
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.

You can also check previous items scanned by selecting the Show Processed and Date Period.
Click to Expand

 
If an account has already been scanned the same day this message will appear.
Click to Expand

 

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.

 

Purchasing a Barcode Scanner

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)

 

tipbulbYour 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.

http://www.auspcmarket.com.au/laser-barcode-scanner-with-usb-interface/

http://www.i-tech.com.au/items.aspx?id=27363&gclid=Cj0KEQiAkdajBRCJ_7_j6sCck7wBEiQAppb2i4QpiIH5bH1p-B4YIvScWkZWWWtss6fuKDGgTt_cc_UaAhhR8P8HAQ
 
http://www.myshopping.com.au/ZM--1242407597_8WARE_BAR_SCAN_3U_CCD_Barcode_Scanner_with_USB_Interface
 
http://www.officeworks.com.au/shop/officeworks/motorola-ls2208-handheld-barcode-scanner-kit-mols2208?searchTerm=Barcode%20Scanner
 
 

GeeDee Company Logo_Horizontal_MEDIUM
Phone: (08) 9364 6677  | Fax: (08) 9364 7433   | eMail: info@geedee.com.au

© GeeDee for Windows Pty Ltd  1984 - 2018             All rights reserved.      Real Estate Software by Real Estate Professionals.

Trust Accounting & Property Management Software with Enterprise Electronic Document Management.