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eImagePac Version 6.3

Modulo Software | eImagePac Sage 300 Document Management Scanning Twain Barcode Electronic Transaction Image Storage for Sage 300
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Document Scanning Whitepaper eImagePac Manual

IMPORTANT: eImagePac V6.3 Product Update 2017 is required for use with Sage 300 2017 (6.4)

Barcode Filer - option in eImagePac version 6.3 [more info]

NOBODY LIKES DATA ENTRY!

WHY STORE ELECTRONIC TRANSACTION IMAGES?
  • Stop running to the filing cabinet or searching through your email or fax records to find original invoices and orders.  You can see them right now without leaving your desk.
  • eImagePac saves time, money and effort
  • Original hard copies of documents donít need to be kept on premises.  They might be off site or at your head or branch offices.  It doesnít matter, you can still access them whenever you need to from your Sage 300 desktop.
  • Your employees or other authorised Sage 300 users donít have to be in the same location as your records to access them when they need to.
  • Youíll never mislay supplier invoices or customer orders again and your auditor will be smiling.

Features

  • eImagePac 6.3 (2016) provides compatibility with Sage 300 System Manager and General Ledger versions 6.3 (2016)   
  • eImagePac saves electronic files with your Sage 300 data. For example you could attach documents or scanned original images to your Sage 300 invoices or orders. You can view them whenever you need to from Sage 300 Vendor and Customer enquiry and transaction screens.
  • eImagePac attaches electronic files to Sage 300: 
       
    -General Ledger Journal Entries
       - Accounts Payable Vendors and Invoices
       - Accounts Receivable Customers and Invoices
       - Purchase Orders, Receipts and Invoices
       - Order Entry Orders, Shipments and Invoices
       - Inventory Control Items and Serial Numbers 
       - PJC Contracts and Timecards
  • Barcode Filer
    Barcode Filer is an optional separately purchased module of eImagePac that automates the attachment of image files to Sage 300 transactions using bar code technology. Barcode Filer saves data entry operators the task of scanning and manually attaching images of Sage 300 related documents via eImagePac. Barcode Filer can be run by a user as required or as a Scheduled Task (e.g. overnight, weekly etc) using Microsoft Windows Task Scheduler.

    As transactions or master records are entered into Sage 300, identifying barcodes on a document are entered or scanned into a predefined area of the Sage 300 data entry screen. For example you might choose to enter the barcode into the Purchase Order Number as you enter an AP Invoice.

    A scanned image of each document is placed or scanned into a predefined Barcode Filer inbox folder on the userís computer system. Barcode filer will open each of these files, and locate and match the barcode to the corresponding record in Sage 300. The document is then automatically filed in eImagePac. This process is repeated until all files in the Barcode Filer inbox folder have been processed.

    Barcodes can either be already printed on the document or added by manually attaching a bar code sticker from a pre printed roll of stickers each of which has a unique barcode. Commercial printing businesses can provide a roll of barcode stickers in a unique number range.

    Barcode Filer is not supported for use with the Sage 300 Web browser desktop. Modulo recommend using Barcode Filer with Windows Task Scheduler on Windows 7 or above or Windows 2008 Server or above.

    Barcode Filers supports the following file formats: jpg, tif, pdf, gif and bmp
  • *NEW*New searching options have been added to the bottom of the Barcode Filer screen allowing record matching to be either Ascending or Descending. If Ascending is selected, records will be searched from oldest to newest. If Descending is selected, records will be searched from newest to oldest.  When document images are mainly for recently entered Sage 300 records, the speed of record matching may be improved by selecting Descending - particularly when using Barcode Filer with larger databases.
  • *NEW*eImagePac now allows you to optionally attach internet URL documents as Shortcuts - e.g. Web pages, SharePoint documents or folders etc. Any web page whose URL contains "www" or "http" will be identified by eImagePac as an internet URL and saved as a Shortcut.  eImagePac will use the user's default browser (i.e. as set up in the Windows Control Panel) to launch the URL e.g. Internet Explorer, Chrome etc. Note that if you use URLs with security, eImagePac users that need to access them, will need to be given the correct user privileges and passwords to those files and folders.
  • Changes to eImagePac security.
    a. The Clear History privilege has been renamed Periodic Processing and gives access to both the Clear History and Owner Number Change screens. See below for more on the Owner Number Change feature.
    b. A new security privilege has been added - "View Only User".
    The View Only User Group privilege allows users to view images stored in eImagePac but not to alter or delete them.
    It combines with the "Process transactions" privileges.
    For example a user group with "Process AP Transactions", "Process OE Transactions" and "View Only user", will have view only access to OE and AP images.
    Conversely a user group with just "Process AP Transactions" and "Process OE Transactions", and not "View Only user" would have full access to OE and AP images - i.e. view, change, add and delete.
  • The Owner Number Change function has been added to eImagePac Periodic Processing. This allows documents to be transferred between document owners - i.e. between two vendors, two customers or two items.

    *** Always backup your data and ensure all users are out of Sage 300 before using eImagePac Owner Number Change. ***

    Sage 300 has three number change functions that can affect eImagePac records - Vendor Number Change, Customer Number Change and Item Number Change. If you use any of the Sage Number Change options for Vendors, Customers or Items that have corresponding eImagePac records, you must also run eImagePac Owner Number Change to transfer these records across from the old owner to the new one.

    The Owner Number Change screen allows you to select the type of change you need to run i.e. AP Vendors, AR Customers or IC Items. You then select the Current Owner Number - i.e. currently linked to the eImagePac records and the New Owner Number - i.e. the Owner you want to transfer the records to.

    For example if you wanted to transfer AP Vendor records from Vendor Number 1234 to Vendor Number WXYZ, you would select AP Vendors from the drop down list and then type 1234 into Current Vendor and WXYZ into New Vendor, then select the Process button. 
  • eImagePac now allows you to optionally attach documents as Shortcuts. When you create Shortcuts you attach documents (or entire folders) to eImagePac records but maintain the existing locations of the files, rather than transferring them to the central eImagePac server folder.

    You can select whether to create a shortcut, or to transfer the document to the server, via the Shortcut check box on the eImagePac File Manager screen. If you select the shortcut check box, eImagePac will allow you to create a shortcut to a specific file, or an entire folder of files.

    Note that if you use shortcuts, eImagePac users that need to access them, will need to be given the correct Windows User privileges to those files and folders. Make sure adequate backups of these files are also maintained.

    Some examples of uses for shortcuts:
    a. You have a central folder of documents with item images that you want to link to the item records in Sage 300, so Sage users can look up the image of a stock item.
    b. You have a folder containing contracts and other documents for a customer (or vendor) that you want to link to the customer (or vendor) record in Sage 300. 
  • The shortcut option, makes attaching existing documents to Sage records via import in the eImagePac File Manager considerably easier. If you create an import file and define the FILEPATH field, eImagePac File Manager will import the record as a shortcut.

    See below for a sample single csv import file for a shortcut to an AP Invoice document.

    The FILENAME field is the unique file number for each Image record stored in eImagePac. When importing, make sure that the FILENAME (the sample FILENAME value in record below is 1242) is unique, so that you don't overwrite existing eImagePac records. You should also make sure the Next File Number in eImagePac Options doesn't conflict with your import records.

    "RECTYPE","FILENAME","AUDTDATE","EXTENSION","DOCTYPE","DOCNUM","DOCDESC",
    "OWNERNUM","OWNERNAME","VALUES","FILEPATH"
    "RECTYPE","FILENAME","OPTFIELD","VALUE","TYPE","LENGTH","DECIMALS","ALLOWNULL", "VALIDATE","VALINDEX","VALIFTEXT","VALIFMONEY","VALIFNUM","VALIFLONG",
    "VALIFBOOL","VALIFDATE","VALIFTIME","FDESC","VDESC"
    "1",1242,20130514,"tif",0,"12345TEST","This is for work done","1200","Chloride
    Systems",1,"C:\Modulo\1100.tif"

  • eImagePac is a tightly integrated Sage 300 third party solution developed with the Sage 300 Software Development Kit (SDK).
  • Drill down to stored eImagePac files from General Ledger Account History and Transaction History screens.
  • Supports operation in the Sage 300 Windows, Internet Explorer browser and Portal desktops and available for all Sage 300 editions and databases.
  • Sage 300 (and eImagePac) require a Sage 300 Lanpak (user licence) for each user logged onto the Sage 300 System Manager. eImagePac also has itís own multi-user licensing system. eImagePac comes with three concurrent user licences as standard. Additional user licences may be purchased where more than three users access eImagePac at once.
  • Available bundled with OCRPAC, Modulo's automated vendor invoice data capture module, for a total document management solution.
  • Processes documents from any inbox folder or direct from any Twain compliant scanner. 
  • Enhances existing Sage 300 transaction and enquiry windows which both simplifies and streamlines user acceptance and training.
  • Allows unlimited optional fields to be defined and saved with eImagePac image files (to use this feature requires the Sage 300 Transaction Analysis and Opt. Field Creator module) 
  • During transaction data entry, the user locates (or scans) then saves the document image file along with their Sage 300 data.
    During or prior to transaction entry: 

  (i)   For documents that are mailed or faxed in paper format, the user scans the document into a local folder.
(ii)   For files received or stored electronically, the user locates a copy of the document on a local folder.

  • eImagePac supports any image file format(s) that your organisation prefers.  It doesnít matter what file format the document is saved as, providing users have the relevant viewing software installed on their desktop.
  • Different documents can be saved with different file types. eImagePac will locate and use your preferred viewing software for that document type automatically.
  • Uses standard Sage 300 security settings.   Sage 300 users are assigned eImagePac privileges to allow them to view or process documents or print reports etc.
  • The File Manager saves and returns to the last accessed local folder for each user. This means each user can have their own inbox folder to simplify scanning and processing different types or sets of documents into different folders e.g. invoices, orders etc
  • eImagePac now optionally allows any location for the server image folder - i.e. the server folder where attached image files are saved. This feature is only supported via the Sage 300 windows desktop and not when operating Sage 300 in a web browser. If the Images Directory is defined (i.e. not left blank), the Clear History and File Manager screens wonít open in a web browser. The "Images Directory" setting is defined in the eImagePac Options screen. If the Images Directory is left blank, eImagePac operates as per previous releases, i.e. it will save files to the \company\\images folder e.g. c:\program files\accpac\company\saminc\images.

Technical Specifications
Requires:

  • Sage 300 2016 (6.3) System Manager and at least one of General Ledger, Accounts Payable, Accounts Receivable, Inventory Control, Order Entry, Purchase Orders and Project and Job Costing, or
  • Sage 300 2017 (6.4) (with latest Product Update - IMPORTANT) SM 6.4 with eImagePac 6.3 Product Update 2017 and at least one of GL 6.4, AP 6.4 , AR 6.4, IC 6.4, OE 6.4, PO 6.4 and PJC 6.4, using one of the following databases:

    Microsoft SQL Server

  • Transaction Analysis and Opt. Field Creator - only needed if optional fields are required for use with eImagePac
  • Prior versions of eImagePac are available for Sage 300 6.2 (2014) and prior
  • Microsoft Windows 7 or above
  • Internet Explorer 9 or above 
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