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Princeton University Order Division Documentation
 
Invoicing

Fiscal Year Calendars

Credit Card Invoices

Sorting and Filing

Inputting Details and Adjustments

Deposit Account Invoices

Monographic Invoices
  Create New Record
  Check Price

Processing Approval Invoices

Processing Invoices and Vouchers

Processing Prepays

Processing Returns Letters
  Procedure

Teaching Award Closing

RWI Form (MS Word)

Searching Acquisitions for Invoices
  Complex Search

OnBase

EDI Firm Order Invoices

Documentation Home

On Base Scanning Procedure

Before sitting down to scan invoices, use the web client at your workstation to search all the invoices in the pile and make sure they are not already in OnBase.

You must use one of the two PC's with OnBase installed and scanners attached (one in Firestone Order Division, one in East Asian Technical Services).

Logging on

Double click on the OnBase icon on the desktop and you get the dialog box shown below

You must log on to the PC using your Princeton domain user id and password. For many library staff this is different than the Libstaff domain user id they normally use.

 

Setting up the Scan file

From the Processing Menu, select Scan / Index and the window called Document Imaging display. See the screen shot below. This is the main window that you will work in.

On the right side of the window, double click on the ScanQueue that is appropriate for you: Firestone ScanQueue or Gest ScanQueue

Right click on the blank area on the right and a dialog box below will appear. Press enter to select Scan.

The Batch Name dialog box (see below) appears. The date and your logon name should prompt. Unless you need to add a sequence number (if you create more than one batch per day) enter to accept the prompt.

The Twain driver (scanner) dialog box appears. Usually the default settings will be sufficient.

Scanning the invoices

Place your invoice(s) on the scanner feed tray, face up. Select the Scan icon in the upper right corner.

if you are scanning multiple invoices at a time make sure that they are separated, contain no paper clips or staples, are of a similar size. If you think they may bunch together while feeding then put them through one at a time. You can continue to add to the same Batch.

If you have an invoice that is very thin, crumpled or an usual size: place the invoice face down on the scan bed and select Platen glass as the Document.

Close the Driver dialog box when you are done.

Once you have completed the scanning, the dialog box below will appear to itemize unindexed batches.

 

Click on Awaiting Index on the left side
Select the appropriate batch and right click as shown below
Select Index Documents.

The image below shows an example of index points added.

Select Document type first : the document date defaults to today's date.

  • Library Vendor Invoice Date - date on invoice, entered as yyyymmdd
  • Invoice number - take from the invoice
  • Vendor code - take from the invoice
  • Voucher ID - entered initially if you are scanning an invoice already entered in Voyager.

Click on the Index button at the bottom left.

If your invoice has more than one page, then index the first page. When the second page appears, click on Append as shown below and the index points from the first page will be applied to second and subsequent pages. In this way separate pages become a multi-page document

OCR

Click on Awaiting OCR on the left side
Select the appropriate batch and right click as shown below
Select OCR Batch / Attach Text.

Click on Awaiting Commit on the left side
Select the appropriate batch and right click as shown below
Select Commit Selected.

Once a batch is committed, it can be viewed under the Committed list.

Once an invoice has gone through the process it can also be retrieved using the Document Retrieval dialog box as shown below. Select your document type, then you can enter a date range, or one or more of the keyword options, or a combination of all of these options.