Auto-indexing (using Index from Pool and Index from Batch) allows you to index scanned AP Invoice batches and automatically create AP invoice records. Coins ERP+ creates an invoice batch in accounts payable, with an invoice record for each document you index. The invoice batch has a status of incomplete.
The scanned document images are displayed in a separate window, allowing you to enter the indexing details in the Coins ERP+ window. If you have two monitors, you can display the document image on one and the Coins ERP+ input screen on the other.
When you save the indexing details for one invoice, you move on to index the next invoice, and Coins ERP+ automatically displays the corresponding invoice in the image window.
To auto-index invoices:
Go to Index from Pool or Index from Batch.
Click the link for the pool or batch you want to index.
Select the folder where you want to store the indexed documents.
Click the link for AP invoices.
Coins ERP+ opens the first invoice in a new window. Coins ERP+ will create a new invoice batch in accounts payable (the batch number is shown at the top of the indexing screen, and the batch description will be 'Coins ERP+ DM Batch').
Leave the Auto Index box checked.
Enter a description for the invoice.
Click Save (
).Coins ERP+ displays the next image and prompts for the description of the next invoice.
If the new image is a continuation of the previous invoice, un-check the New Invoice field; Coins ERP+ will attach the image to the previous invoice document. If you check New Invoice, Coins ERP+ creates a new invoice record and a corresponding new invoice document.
Continue entering indexing details for each image in the pool or batch.
When you have indexed all the images in the pool or batch, it disappears from the list.
If you leave any of the documents un-indexed, you can select the same pool or batch for indexing later, but Coins ERP+ will create a new accounts payable batch.
To complete the invoice details:
Go to Enter Invoices.
Select the invoice batch.
When you open each invoice record, Coins ERP+ displays the corresponding image.
Fill in the invoice details for each invoice.