Scanning with Barcodes

In this article learn HOW TO:

  • Prepare barcode sheets
  • Scan barcoded documents
  • Use LaserPro, alternate and custom barcodes

Barcode scanning is an effective way to scan multiple documents quickly to a Credit, Account/Loan or Collateral File. Your PC will need special Barcode fonts installed that will allow Barcode pages directly from the customer page. The Barcode cover sheet option will automatically index the documents based on the Barcode definitions within each customer Type/Loan Type.

To Add Barcodes to you own internal documents with out the added cover sheet see 'Using custom barcodes'

TIP:

These Barcodes are not customer or loans specific, so they can be re-used as long as the document resides in the same type and group (AccuCapture Barcodes are Customer specific See AccuCapture for further instruction) AccuCapture

Preparing barcode sheets

Print from Customer Page

There are three Print Barcode icons on the customer Page: Credit Documents / Account Documents / Collateral Documents. Each section will print Barcodes for that document that are set to Required for that specific loan type.

  1. Select the Print Barcode Icon from the selected area. Credit, Account/Loan or Collateral
  2. Select the appropriate radio button depending on whether the Barcodes will be used with AccuScan or AccuCapture, and click Select (See the AccuCapture section for further instructions AccuCapture Barcodes) The Barcodes will then be populated for Specific customer, account or collateral chosen
  3. Select File
  4. Select Print and choose the print All pages or individual page

Print from the Document edit icon

  1. From the customer page select the Edit Document Icon to the right of the document name
  2. Select the Print Document Barcode icon
  3. Select File from the top menu bar
  4. Select Print from the menu
  5. Select Printer
  6. Select Print

Print from the Document Tab

  • From the customers page select the Edit Document tab to the left of the document name
  • Select Print Single Barcode
  • Select Printer
  • Select Print

Preparing barcode documents

  1. Use a printed Barcode cover sheet for the file, choosing from the Credit, Account/Loan or Collateral Section
  2. Organize the Credit, Account/Loan or Collateral  section for the file by placing the corresponding barcode cover sheet on top of each document(s)
  3. Remove all staples, paper clips and secure any notes or other small pieses of paper to a regular size pierce of paper

You are now ready to start scanning

Scanning barcoded documents

There are three Print Barcode icons on the Customer Page: Credit Documents / Account Documents / Collateral Documents. Each section will print Barcodes for document that are set to Required for the specific loan type.

  1. Organize barcode sheets and documents
  2. From customer page select the Barcode Scan icon, this is specific to each area of the customer page, ie. when barcode scanning credit documents, select the barcode scan icon under the Credit side. Same with Loan documents, select the barcode scan icon under the Account and/or Collateral
  3. accuimg will launch, scanning document using the connected desktop scanner. Make any necessary changes to each selected document such as adding, deleting or rotating pages using the Scanning or Document Editor task bar icon or using the Document Detail tab to correct any Unidentified documents
    • Warning If scan packet containing document from different sections (Credit, Account or Collateral mixed together) Scanned page(s) will show as Unidentified.  Click the Name of the document and select Document Details tab. From down down choices select the correct Document / Account / Customer to palace document. Once all required fields are selected the Red exclamation mark will no longer show in the document tab
  4. From the Document tab Select each box next to scanned document or choose 'Select All' then select the Save icon once image is saved it will gray out
  5. Select Close or X in the upper right hand corner of the accuimg window when you are finished with the document

Example of Unidentified Document:

  1. Scanning from Credit side Barcode icon; Credit documents will scan to prober tab
    • Account and Collateral documents will show as Unidentified
  2. Scanning from Account side Barcode icon; Credit and Account documents will scan to proper tab
    • Collateral documents will show as Unidentified
  3. Scanning from Collateral side Barcode icon; Credit, Account and Collateral documents will scan to prober tab

Viewing Documents

  1. From Customers page in AccuAccount
  2. Click the Refresh icon to Refresh the screen and view the documents on the customer's page. The document indicator will change from a red square to a green dot
  3. Click the icon directly to the right of the green dot to open the image (Icon will indicate the format of the document ie. Adobe, TIF, Word)

Using LaserPro Barcodes

Harland LaserPro/DepositPro is a 3rd party software. Because these barcodes are configurable, you can manually input the AccuAccount Barcode id number into their doc prep system and the document generated will include the appropriate barcode for imaging into AccuAccount.

If the LaserPro/DepositPro barcodes are turned on after the AccuAccount implementation, then the user will need to enter the AccuAccount barcode id number in the doc prep system for documents that are generated from the system. When entering the barcode id numbers in the doc prep system, the following format will need to be used *HLPXXXX*

Example: If the Barcode ID is 61, the format will be  *HLP61*

AccuSystem can provide a list of AccuAccount barcode id numbers. NOTE: LaserPro/DepositPro only allow one (1) barcode id number per document.

Each document structure will have a unique barcode id number assigned to documents. As long as the same named document resides in the same group in each type, you can select any of the barcode id numbers assigned to a document and input that number in the doc prep system and it will work for all types. For Example: Each loan type will have a Promissory Note in the structure. As long as the promissory note is in the same group any barcode id number can be used.

 

Barcode id number will need to be entered in the doc prep system, and the LaserPro/DepositPro id number will need to be input into AccuAccount as alternate barcodes

      1. Select Admin (must be an Admin user)
      2. In the Document Maintenance group Select Tab and Group Maintenance
      3. Click on the Group tab where you document is located at in your system. (Determine what type of document you will enter the Barcode ID number for. You can choose Credit Groups, Loan Groups, Deposit Groups or Trust Groups)
      4. Click the Group Name (displayed to the left) this will display the documents that are tied to that group
      5. Click the Edit Icon next to the document tab name
      6. Select the Scan Settings Tab
      7. In the Scan Setting section, you can enter your 3rd party Barcode IDs in the Add Additional Barcode Mappings Section
      8. Click Update

Using alternate barcodes

When using a 3rd Party Barcode, you will need to enter their document Barcode ID number in AccuAccount. Please contact AccuSystem Support, as you will need to have a Regular Expression that is installed on the bank's server.

  Contact AccuSystem Support at (719)583-8004 ext. 2 or via email at support@accusytem.net

The Regular Expression allows the software to read the string of information that is included in the barcode and can place the image in the correct document tab location of the customers page in AccuAccount.

  1. Select Admin (must be an Admin user)
  2. In the Document Maintenance group Select Tab and Group Maintenance
  3. Click on the Group tab where your document is located at in you system. (Determine what type of document you will enter the Barcode ID number for. You can choose Credit Groups, Loan Groups, Deposit Groups or Trust Groups
  4. Click the Group Name (displayed to the left) this will display the documents that are tied to that group
  5. Click the Edit icon next to the Document tab name
  6. Select the Scan Settings Tab
  7. In the Scan Setting section, you can enter you 3rd party Barcode IDs in the Add Additional Barcode Mapping Section
  8. Click Update

Using custom barcodes

AccuAccount has the ability to read 3rd party barcodes by using a Regular Expression that is installed on the bank's server. The Regular Expression allows the software to read the string of information that is included in the barcode and can place the image in the correct document tab location on the customers page in AccuAccount

Barcode Fonts

Make sure PC has Free 3 of 9 Font installed, Barcodes will print in alphanumeric letters. (If a special Barcode Font Free 3 of 9 has not been installed, download to PC. This can be found on the internet or Contact AccuSystem Support) 

Finding Barcode IDs in AccuAccount for internal documents

Barcodes can be added to any internal document, including Word or Excel documents

Start by obtaining the Barcode ID from AccuAccount

  1. Select the Admin tab (must be an Admin user)
  2. Select Required Document Maintenance
  3. Select the Single Edit icon on the customer or account type that contains the document you are looking for
  4. Find the document tab you would like to map the document to and obtain the Barcode ID associated with that document (Barcode ID is located on the far right column of page)

Important

There will be different Barcode IDs for the document, when it resides in more that one customer or account type; However any One of the Barcode IDs can be used and it will work for all types

Adding the Barcode ID to the Document

The Barcode can be placed at the top or bottom of the first page of the document. Subsequent pages do not need to Barcodes

  1. Select the document barcode that is to be added
  2. Using your mouse select the area which to add the Barcode
  3. Type the Barcode ID on the document using the following format: Starting with an asterisk, followed by the Barcode ID ending with an asterisk
    • Example:  If the Barcode ID is 61, format will be   *HLP61*
  4. After entering the Barcode ID, highlight the text and change the font to 'Free 3 of 9' which will then display the Barcode. Set the font sixe large enough so ti will be readable (size can be adjusted as necessary)
  5. Test the document to make sure it is mapped to the correct document in AccuAccount and the system is able to read the Barcode
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