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COINS Installation Manager (CIM) System

CIM Scanning and Indexing

COINS

Construction Industry Solutions (Shaker) Corporation

6 Airport Park Blvd., Latham, NY 12110 USA

Phone: 518-242-7200 Fax: 518-242-7298

Email: [email protected]

COINS Information Manager (CIM) System

CIM Scanning and Indexing

COPYRIGHT NOTICE: Copyright 2008 Construction Industry Solutions Limited. The contents of this documentation and all other documentation provided is the property of Construction Industry Solutions Limited and is strictly confidential. All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the Construction Industry Solutions Limited.

Much care has been taken in the preparation of the documentation and Construction Industry Solutions Limited believe that the information given is accurate and reliable. However, no responsibility, financial or otherwise, can be assumed for any errors or consequences arising from the use of the material. Companies, names and data used in examples are fictitious unless otherwise noted.

The information contained in this document is subject to change.

©Construction Industry Solutions (Shaker) Corporation of 37 v.1.2

Table of Contents

Introduction .......................................................................................................................................... 5 Accounts Department Procedures................................................................................................5

P/L Invoice Scanning Procedure.............................................................................................. 5 Preparing Invoices ..........................................................................................................................5 Deleting Invoices.............................................................................................................................5 Scanning Invoices into CIM...........................................................................................................6

Scanning Station Start up Sequence ........................................................................................ 6 Starting CIM ............................................................................................................................... 6 Selecting the Scanning Icon ...................................................................................................... 6 Scanner Options Menu.............................................................................................................. 8 Select Scan Source...................................................................................................................... 8

Indexing Images in CIM ..............................................................................................................11 Index Menu Item Selection..................................................................................................... 12

Changing Controls........................................................................................................................15 Scanning a Mixed Batch.......................................................................................................... 15

Adding Pages to a Scanned Batch ..............................................................................................18 Adding Pages to a Document that has been Scanned and Indexed (i.e., NOT a batch) .....20 Rescanning Images .......................................................................................................................23

Overwriting an Existing Control Name ............................................................................... 26 Creating a New Control Name .............................................................................................. 27

Coins ‐ Purchase Ledger Invoice Input......................................................................................33 Inquiries .........................................................................................................................................35

Dig Deeper................................................................................................................................ 35 Changing your password ............................................................................................................36

C I M S C A N N I N G A N D I N D E X I N G


Introduction

Accounts Department Procedures

P/L Invoice Scanning Procedure

This procedure describes how purchase ledger invoices are scanned into the Coins Information Manager (CIM) system, prior to being registered into coins.

The process comprises:

1. Sorting paper invoices into batches to be scanned. We recommend a maximum of 30, which is a manageable size to scan, batch, authorize, and post.

2. Scanning invoices into CIM in batches; this saves the images to the server and the images are retrieved from your desktop.

3. The paper invoices are filed and ultimately destroyed.

4. Indexing invoices in CIM to check scan quality and registration into coins.

Preparing Invoices

Invoices are delivered to the office. Purchase Ledger (P/L) invoices are separated out and delivered to the Accounts Department.

The invoices should then be sorted in the following manner:

1. By Invoice Type (Standard P/L invoice or OH Invoice)

2. By Authorizing Office

3. By Value (<£200/>£200.01) – note Invoices <£200 are generally approved for payment without Office authorization)

At this stage, the careful sorting of invoices helps with the scanning and invoice registration stages that occur later.

Note: Multi-page invoices include single page invoices with backup material. For example, plant invoices sometimes come with timesheets. Phone bills come with itemized call breakdowns. All of these should be scanned in.

Deleting Invoices

To delete an invoice that has been scanned in, click the red cross icon . The average file size is small, approximately 40k.



Scanning Invoices into CIM

Scanning Station Start up Sequence

1. Ensure the scanner is turned on, prior to turning on the scanning workstation.

2. Login to the scanning workstation using your usual network username and password.

3. Remove all staples or paper clips. For double-sided copies, either photocopy prior to scanning or use duplex mode on the scanner.

4. Place the invoices to be scanned into the scanner (face down).

Starting CIM

1. Start CIM on the scanning workstation by selecting Start > Programs > EAC IMACS > CIM.

Alternatively, click on the CIM Live icon on the desktop.

Note: Use CIM Learn if you want to practice.

2. The screen shown in Figure 1 appears. Enter your User Name and Password and press Enter.

It is recommended that you use the same User Name and Password as you use in coins.

Figure 1

Selecting the Scanning Icon

The icons shown in Figure 2 become active.

Figure 2

Enter COINS User ID

Import Data into System icon



1. Single click the icon Import Data into the System (as shown in Figure 2), and then select Scanner import (see Figure 3).

Figure 3

2. The screen shown in Figure 4 displays. Select the pool to which you wish to scan.

Note: The system defaults to the pool with the least amount of documents in it.

Figure 4

3. Select Confirm Operation to connect to the scanner (see Figure 4).

Note: If you want to exit at any stage, select to cancel the screen.

Select your pool here

Confirm Operation icon



Scanner Options Menu

1. After confirming the operation, the Scanner Options Menu displays, as shown in Figure 5.

At this point, you can change the Batch Name. By default, this is made up of the Pool Name, your user name, the date, and number. It is worth adding your name to this to make it easier later when pool batches are selected for indexing.

This screen also enables you to select a single page invoice to be scanned, or multiple pages, i.e., either many invoices with many pages or a single invoice with multiple pages.

Figure 5

2. To scan a single page, i.e., a single invoice with one page:

Select the icon (see Figure 5).

To scan multiple pages, i.e., many invoices with many pages or a single invoice with multiple pages:

Select the icon (see Figure 5).

Alternatively, right click the icon; menu options display from which you can choose.

If you are scanning continuation invoices, ensure the copy you first want to view is the first page to be scanned.

Note: To exit at any stage, select .

Select Scan Source

This screen (see Figure 6) is only displayed if more than one scanner is available for you to use.

3. Select the scanner into which you have loaded the invoices. Select OK.

Defaults – just accept information in these fields



Figure 6

• Click the button to start scanning.

• Click the button to cancel the operation and exit from the scanner controls.

• Click the button to change the properties of the scanner.

• Click the button to change the advance options of the scanner.

4. Once the invoices have been scanned, the scanner control screen redisplays. You can now add more invoices into the scanner and repeat the process to add more images to the same or new batches.

Figure 7

5. When you have finished scanning, you are returned to the screen shown in Figure 7 above. You may now either:



• Continue with the next step, which is to link the images to coins (see overleaf for the Indexing procedure); or

• Select the exit icon and Index at a later stage.

• If you are using a pool that is set up in your name, then your name, today’s date, and a unique number appear in Batch Name.

Note: You may be scanning at a scanning station and indexing from your own desktop.



Indexing Images in CIM

Indexing images takes a scanned batch and assigns a batch number to it from coins.

Figure 8

1. Single click the Create Documents into the System icon (see Figure 8). The screen shown in Figure 9 displays.

Figure 9

This screen is split into three panes:

• coins Tree (top left pane) - This is where scanned images are stored.

• Document Types (bottom left pane)

• Key Word Value (right hand pane)

2. In the Document Type pane, single click Purchase Ledger Invoices.

Double click to select database

2

Click here

1



3. In the coins Tree pane, double click Accounts Department. Notice that Accounts Department is underlined (see Figure 10).

Figure 10

Index Menu Item Selection

4. Select the Index Documents for Pools icon . The screen displays the available Pools to be indexed in the right hand pane (see Figure 11).

Figure 11

List of scanned documents



5. Double click the batch from the Pools window. The screen shown in Figure 12 appears with the first invoice displayed and the indexing tools box.

Notice that the Auto checkbox is selected. This indicates that CIM is going to automatically retrieve the next available Batch Ref No. from coins.

Figure 12

6. Select Confirm Operation icon or press F2. CIM searches within coins to retrieve the next available Batch Ref No. The screen shown in Figure 13 displays. Select OK.

Figure 13

7. The first image in the batch is given the first available reference number. If there is a second image, it is displayed next.

Important: Make a note of the coins batch number for later use in the purchase ledger input. Select OK.

• If this is the second page of a multiple page invoice, click the Add pages icon, or press F3 to add this image to the last image.

Click to delete out of batch if poor quality

Correct rotations

If OK, click here

Add Pages icon



• A daybook number is automatically added to each of these images.

8. Click the button for each invoice in the batch until all invoices have been indexed. A No more documents screen is displayed, as shown in Figure 14.

Figure 14

9. Select OK. You are returned to the screen shown in Figure 15.

Figure 15

10. If there are more batches to be indexed, continue adding from points 4 – 8.

11. When finished, press to close window and display the screen shown in Figure 15 above.

12. Select again to exit CIM.



Changing Controls

Note: These are specific instructions for the Fujitsu fi-4640s scanner.

Scanning a Mixed Batch

1. Place the invoices in the scanner and scan as usual.

2. Right click on a blank area within the screen. Select Scanner Setup and Setting Up (see Figure 16).

Figure 16

The screen shown in Figure 17 displays.

Figure 17



3. Select Advanced.

4. Select More… from the Advanced Properties screen.

5. Select More… from the Advanced Settings screen.

6. Select Extra Features from the Image Processing screen. The screen shown in Figure 18 appears.

Figure 18

7. Select Detect Page Width and Detect Page Length.

You need to experiment with the settings. For example, there was significant improvement when we changed the Palladium invoice to a white setting, using the Black and White settings.

8. Keep pressing OK until you are returned to the Scanners options menu.

9. Right click on a blank area of the screen. Select Scanner setup > Save to save the settings. See Figure 19 below.



Figure 19

Note: To overwrite an existing document, select Save. To save as new settings, select Save As.



Adding Pages to a Scanned Batch

1. Select Import to data into the system, then select Split Pools (see Figure 20).

Figure 20

2. The Pools screen displays, as shown in Figure 21. Select the source pool, then select Confirm Operation.

Figure 21

3. A list of the pages in the batch is listed on the left hand side of the screen, as shown in Figure 22.



Figure 22

4. Select the destination pool, as shown in Figure 23.

Figure 23

5. The Split Pool screen displays, showing the source pages on the left hand side and the destination pages on the right hand side.

• Use the >> arrows to move from source to destination.

• Use the << arrows to move from destination to source.



Adding Pages to a Document that has been Scanned and Indexed (i.e., NOT a batch)

1. Select the Create Documents into the system icon (see Figure 24).

Figure 24

2. In the Internal Reference field, enter the reference number of the document you want to add to (see Figure 25).

Figure 25

3. Select the Search for Documents icon, or press F9.

4. Highlight the invoice, and then right click and select Modify Document and Alter Document. See Figure 26 below.



Figure 26

5. The image displays with the Scanner toolbar, as shown in Figure 27.

Figure 27

6. Select the Insert after Current Page icon.



7. A list of pools displays. Expand the Application Pool, then expand the Scanner Pool. Select the batch, then select the page you want to add. The image shown in Figure 28 displays to check you have the correct image.

Figure 28

8. When you select Confirm Operation, the page is now created.

The page has been added, even though you cannot see it. You can only view the original document.

9. Press icon to exit.



Rescanning Images

If you have a scanned poor copy and want to rescan it, use Create New Document and Rescan Pages. Or you may want to add a page to an existing batch, in which case you would use Add Pages to Current Document. The following example shows how to use Create New Document and Rescan Pages.

1. Select the image you want to rescan. Place the invoice to be rescanned in the scanner tray.

2. Select the Rescan Images icon (see Figure 29).

Figure 29

3. If this is the first page, select Create New Document and Rescan Page (see Figure 30). Note: If this is the first page, coins generates the batch number and reference.

If this is a subsequent page, select Add page to current doc (see Figure 30). Note: If you are adding current pages to a document, you are adding to an existing batch.



Figure 30

4. The Batch No. screen is displayed, as shown in Figure 31. Select OK.

Figure 31

5. Select to exit. The Workflow icon on the toolbar should be flashing.

6. Select the Workflow icon (see Figure 32).

Figure 32

7. Select the Distribution Message icon. See Figure 33 below.



Figure 33

8. Highlight and right click on the document, then select Rescan Images (see Figure 34).

Figure 34



The screen shown in Figure 35 displays.

Figure 35

9. Right click anywhere within this screen to display menus. Select Scanner setup > Setting Up (see Figure 36) and change the settings as necessary.

Figure 36

You can overwrite an existing control name or create a new control name.

Overwriting an Existing Control Name

10. To overwrite an existing control name, select the arrow to the right of the Control Name field. When the drop-down box appears, click on the control name with which you want to replace the existing name (see Figure 37).



Figure 37

Creating a New Control Name

11. To create a new control name, right click and select Scanner setup > Save As, then enter the new name.

12. Select the Rescan page to compare icon (see Figure 38).

Figure 38

The invoice should now be scanned.

13. Two images appear on the screen: (1) the invoice you originally scanned is on the left hand side; and (2) the new scanned image is on the right hand side (see Figure 39).



Figure 39

14. Right click on the screen and select Lock Views (see Select the floppy icon to save the rescanned image.

15. Figure 40). Both scanned images should appear on the screen for ease of manipulation.

16. Select the floppy icon to save the rescanned image.

Figure 40



17. Select Yes at the Replace original Document prompt (see Figure 41).

Figure 41

18. If there is more than one invoice to be rescanned, repeat this process.

19. When you have finished entering the rescans, press to exit.

The image(s) in coins are automatically updated.

There may be instances when you scan a batch, create the documents in the system, select an index, and then realize that a scanned document is illegible. When this occurs,

click the Rescan icon (the batch number appears), and then click to exit. The document to be rescanned is issued an indexed number, which is transferred to the new

copy. In this case, the Workflow icon flashes to warn you that there are documents waiting to be rescanned.

You can do the following:

Select Scanner Import - A message appears (as shown in Figure 42), e.g., There are 2 pages awaiting rescan. Do you want to rescan them now? Select Yes.

Figure 42

Alternatively, you can follow the steps outlined below.

1. Select the Workflow icon and continue with the steps below.

2. Select the Distribution Message icon .

3. Highlight the document you want to rescan. Right click on the document and select Rescan Images (see Figure 43).



Figure 43

4. To change the scanner settings, right click anywhere on the screen to display a menu. Select Scanner setup > Setting Up. Make changes as appropriate.

5. To create a new Control Name, right click and select Scanner setup > Save As (see Figure 44).

Figure 44

6. Select the Rescan page to compare icon. The image appears, as shown in Figure 45. This is the scanned image you want to replace.



Figure 45

7. Rescan the image.

8. Right click anywhere on the screen and select Lock views (see Select the icon to save.

9. Figure 46).

10. Select the icon to save.

Figure 46

11. Select Yes at the Replace original Document prompt (see Figure 47).



Figure 47

12. You can now input the batch in coins.



Coins - Purchase Ledger Invoice Input

For Purchase Ledger invoice input, you work with two screens: (1) the left hand screen, which displays your coins session to input, and (2) the right hand screen, which displays your scanned invoices.

1. Start a coins session.

2. Navigation: Financials/Purchase Ledger/Input/ > Enter Invoices and credit notes.

3. Enter the batch reference number you noted when you started to index the batch of invoices (see Figure 48). Alternatively, you can press F5, then F3 to display the most recent batches and select from the list.

4. For the Batch header: Select a transaction type and enter a description (Important: The description appears on the cost line). Continue entering information as usual.

5. Press F1 when finished. The first invoice from the batch automatically displays.

6. Drag the invoice over to the second screen. (You are not able to do this if the screen is maximized).

Figure 48

7. Enter the invoice details and press F1 when the invoice has been entered. The next invoice, if there is one, automatically displays. Continue processing until all invoices have been entered.

8. When the internal Reference field is blank, it indicates that there are no further invoices in the batch.

9. Press F4 and post the batch.



Escape Clause

There is an escape clause to bring the CIM screen back to the primary monitor: press Ctrl + Home.



Inquiries

Dig Deeper

You can view a scanned image in coins Dig Deeper.

1. Navigate to Dig Deeper (see Figure 49).

Figure 49

2. Select the supplier by using F5.

3. Select Open Items.

4. Select the invoice you want to display. Select the Image icon to display the invoice (a sample invoice screen is shown in Figure 50).



Figure 50

Changing your password

1. Log in to CIM Live.

2. Select the icon.

3. The User Login details screen displays, as shown in Figure 51. Enter your existing Password.

Figure 51

4. A screen displays for you to enter and confirm your new password (see Figure 52). Enter the new password details and click the Tab key.



Figure 52

5. Select the Save icon.