Call the Fire Department: How to Move Towards a Paperless Work Environment. Session Q&A

Transcription

1 Call the Fire Department: How to Move Towards a Paperless Work Environment Session Q&A

2 1. What Options need to be enabled for Document Scanning? System Options The following system options must be enabled on your system. "Eagle for Windows document scanning feature on system" (ID# 49) "Eagle for Windows System Management on System" (ID# 1611) In addition, if you purchased the OCR capability (automatically assign attributes to scanned documents), the following system option must also be enabled on your system. "Number of document scanning barcode OCR terminal licenses" (ID# 7030) In Options Configuration, verify that the option(s) are set to Yes. In the Options Configuration window, set Subsystem to All and set Options to MSY - System Parameters to view the option. If the option is set to No, contact Epicor Direct at Application Options Review and set up the following configuration options that apply to Document Scanning. For help with the Options Configuration window, click here. RSM includes scanned or remote signature capture documents with invoices (ID# 3525). Set this option to Yes if you print invoices with your statements (RSM), and you want the system to automatically print any scanned invoices (and orders, if desired) in lieu of printing the archived version of the invoices. If no scanned invoice is available, the system prints the archived version. This option is useful if you deliver merchandise, and have the customer sign the invoice or order as proof of delivery. You can then scan the signed document when it arrives back at the store. Then when you print statements, the system prints a copy of the signed invoice that you scanned in (rather than the unsigned, archived version of the invoice). Note: The following options only apply if you have purchased the barcode OCR feature. Each standard Enhanced Form has the ability the print a barcode, which can be interpreted by the Document Scanning OCR feature. For each type of Enhanced Form that you may want to scan with the Document Scanning application, you should enable that type of form to print a barcode. Doing this allows the form to automatically load the document attributes during the scanning process. Enhanced Form barcode prints for estimate (ID# 7507) Enhanced Form barcode prints for order (ID# 7527) Enhanced Form barcode prints for invoice (ID# 7547) Enhanced Form barcode prints for credit (ID# 7567) Enhanced Form barcode prints for transfer (ID# 7587) Enhanced Form barcode prints for warehouse pick ticket (ID# 7647) Enhanced Form barcode prints for backorder pick ticket (ID# 7667) Enhanced Form barcode prints for transfer from Order Fulfillment (ID# 7687) Enhanced Form barcode prints for packing list (ID# 7727)

3 Security Setup The following security bits are associated with Document Scanning: 751 (Subsystem = E4WDI ) Ability to access the Document Scanning Queue (DSQ) function 752 (Subsystem = E4WDI) Ability to make and save document annotations? 753 (Subsystem = E4WDI) Ability to access the Scanned Documents Viewer (SDV) 2. Can the type of document be customized? We use "other" excessively for things. We'd prefer to title more appropriately, i.e. statements. Unfortunately, the document type list in DSQ is not customizable at this time. Best recommendation here would be to consolidate company naming conventions to ensure consistency and then use the document archive viewer (DAV) to filter by the naming convention of a particular document you re seeking. 3. When importing a document, instead of scanning, I get an error that the file is too large. Also, does importing take a lot of file space? When importing documents into Document Scanning, there are a large variety of variables that must be considered including original file type, color vs. black and white, type of scanner used to scan the document, etc So, any error messages must be evaluated on a case-by-case basis. The settings on the scanner itself must be manipulated until the file size fits the configuration needed in Eagle. If you have trouble with this, I would recommend contacting the Eagle Advice Line. 4. Can scans be deleted later? Scans can be removed from the archive and restored into the scanning queue by selecting the Misc Menu while the item is highlighted in Document Archive Viewer (DAV) and selecting option R Restore document to scanning queue and remove from archive. The document is then available in DSQ again for editing of attributes, and it can also be removed.

4 5. We have noticed when someone else tries to put in a note in PIP, it copies the other person s note instead. Do you know why this is happening? When entering items into PIP, the system does copy the first note entered to the other line item s notes in an effort to streamline the process if you might be entering the same information for all line items. The notes are editable, however, if you have a unique note you want to include on each line item. 6. I missed part of the presentation. How do I get Document scanning in Eagle? Is it a purchase option? It is a purchase option, and it is part of the Core Upgrade Package. If you've upgraded to the Core package, then you should have it. I would suggest contacting your Account Manager for more information. 7. Is DDMS is a part of the Core Upgrade Package too? No. DDMS is a separate purchase option. Please contact your Account Manager for more information. 8. Are all of these viewers already in the Eagle system or are they a purchase option? These viewers are already available in Eagle. You can customize your views by selecting which columns to view, adding alerts and filters and insert columns, among other formatting options. You could then save this customized view for easy access in the future. 9. The customer activity notes and cash drawer balancing should already be available for me to use? In order to use the Customer Activity Notes application, an MSY Option must be enabled. The option is ID#3600 Eagle for Windows Customer Activity Notes on system. Enabling this option requires a password. If you check your options and you do not have this option set to Yes, please contact your Account Manager who will be able to assist you. Cash Drawer Balancing doesn t require a password, but there are a series of options and security bits that should be addressed and can be found by searching Setting up cash drawer balancing feature in Help. 10. With Document Scanning, would I be able to attach background checks to a transaction or SKU or customer? You can attach nearly any type of document using Document Scanning by selecting document type Other and including a note in the Comment field to identify the document. Keep in mind, as mentioned in the presentation, that anyone with security access to Document Scanning can see all documents, so it would be advisable to avoid scanning any sensitive information.

5 11. Where do you find this in Eagle? Is this Eagle Document Scanning an extra feature that must be bought? Document Scanning is a purchase option with Eagle. If you've recently upgraded to the Core Upgrade package, document scanning comes with that package. I would suggest checking with your account manager to see if you currently have this feature. 12. Is document attributes what we need in order to scan to Eagle? While the attributes fields are not required when scanning into Document Scanning, these attributes are the pieces of information that are going to help you find the scanned documents afterwards through the Document Archive Viewer. Therefore, it is in your best interest to include as many attributes as possible to make it easier to search for them later. 13. What are my options for storage once I start scanning all of these documents? Will I have to purge older archived things from our system to make room? File sizes for scans are limited to no more than 250KB and there are limits to file type as well. However, there is no theoretical limit to the number of files that can be acquired (scanned or imported) at one time. There are minimum system requirements necessary that must be considered and those can be viewed in the help files under Document Scanning System Requirements. 14. How do you access customer activity notes? Is this a purchase option? In order to use the Customer Activity Notes application, an MSY Option must be enabled. The option is ID#3600 Eagle for Windows Customer Activity Notes on system. Enabling this option requires a password, so if you check your options and you do not have this option set to Yes, please contact your Account Manager. 15. How is the inventory viewer accessed? You can access the Viewer for inventory through IMU. While in Inventory Maintenance (IMU), simply click the Viewer (F9) button on the tool bar. 16. How is the customer activity notes viewer accessed? Customer Activity Notes can be accessed by typing CANV in the Eagle Browser launch bar, or it is also available under the Accounts Receivable menu. 17. Is Document Scanning a separate module? I cannot find how to access in the Eagle browser. Document Scanning is a purchase option, and it is available under the System Management menu or DSQ can be typed in the launch bar.

6 18. We have an issue trying to scan larger PDF files from s? Electronic documents that you import into Document Scanning are limited in size and by type. A file must be greater than 0 bytes in size and not more than 250KB. For security purposes, executable-type files are excluded. This includes files with the extension.exe,.bat,.vbs,.scr, as well as other executable files. Settings must be adjusted as necessary with your scanner and saved files to ensure they meet the system requirements to be saved in Document Scanning. 19. Is it possible to upload a document that has been ed instead of scanned? As long as the file follows the requirements for size and type, an ed file can be imported into the Document Scanning application. 20. We currently use document scanning for just invoices. Is scanning our drop ship order acknowledgements, packing slips, and invoices already available to me or is that an additional feature? If you can scan one, you can scan all. 21. Posting Quantity in Inventory Viewer; is that a Release 24 or 25 feature? That is a Release 25 feature. 22. Is there a version of Customer Activity Notes for Drop Ship Orders? I would like to use the same feature to keep track of purchase orders and calls made to the vendor. You can still use Customer Activity Notes to track both customer and vendor communications by creating a separate, unique note type and devising a naming convention that should be followed when creating the notes. For example, you may always begin the note with the Order number followed by the associated Purchase Order number and then the content of the customer or vendor communication. 23. We have 37 locations, and receive thousands of AR vendor invoices each month. There is no way for us to use scan docs and set attributes to each document in a timely manner. What other options are available for high volume such as us? The system can assign attributes automatically if you have an OCR license and use the Flex Forms application to print an Epicor-generated barcode on POS documents. For more information on this option, please contact your Account Manager. 24. Receiving in a multi-store environment: If store scans in receiving documents after checking some new goods in, would office be alerted that this event occurred prompting them to receive in system, etc.? Or do you see POs received in system at store level? Document Scanning does not currently have any alert capabilities.

7 25. How do you scan to a Secure Drive with Eagle Document Scanning Software? There is not a secure drive option within Eagle Document Scanning. That recommendation for sensitive information that is being scanned would need to be set up to an internal secured drive or server independent of Eagle. 26. Do you know the legality of stored docs for NYS? I do not have information on this. I would recommend contacting your legal services provider. 27. When we load a location into PIP to count, there is no beginning QOH that shows in the RF gun. If I don t load the location then there is a beginning QOH showing. Is there an option I should review? I don t believe there is an option to show beginning QOH when entering a manual count into PIP from the RF gun. This function is typically used to enter a shrinkage adjustment specifically and it is when a location (or other range of items) is loaded as a cycle count that the beginning QOH is shown.

8 The contents of this document are for informational purposes only and are subject to change without notice. Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims, to the full extent of the law, any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication March 31, The usage of any Epicor products or services is subject to Epicor s standard terms and conditions then in effect. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Epicor, the EPICOR logo, Eagle N Series and Compass are trademarks or registered trademarks of Epicor Software Corporation in the United States, and in certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright 2016 Epicor Software Corporation. All rights reserved. About Epicor Epicor Software Corporation drives business growth. We provide flexible, industry-specific software that is designed around the needs of our manufacturing, distribution, retail, and service industry customers. More than 40 years of experience with our customers unique business processes and operational requirements is built into every solution in the cloud, hosted, or on premises. With a deep understanding of your industry, Epicor solutions spur growth while managing complexity. The result is powerful solutions that free your resources so you can grow your business. For more information, connect with Epicor or visit Corporate Office 804 Las Cimas Parkway Austin, TX USA Toll Free: Direct: Fax: Latin America and Caribbean Blvd. Antonio L. Rodriguez #1882 Int.104 Plaza Central, Col. Santa Maria Monterrey, Nuevo Leon, CP Mexico Phone: Fax: Europe, Middle East and Africa No. 1 The Arena Downshire Way Bracknell, Berkshire RG12 1PU United Kingdom Phone: Fax: Asia 238A Thomson Road #23-06 Novena Square Tower A Singapore Singapore Phone: Fax: Australia and New Zealand Suite 2 Level 8, 100 Pacific Highway North Sydney, NSW 2060 Australia Phone: Fax: