If you have an approved document scanner, you can easily assign one or more image files to a Vendor Bill from the A/P Bills Browse. This links the image(s) to the Vendor Bill so that whenever you wish to, you can view the image (say a copy of the vendor invoice) on screen.

You must have an application installed and registered with Windows to be able to view or edit graphics from within Simple Accounting. Since many graphics files can be viewed or edited by more than one program, which program used to load a graphic depends upon how this file type is registered with Windows Explorer. To add or change a File Type, start Windows Explorer and go to Tools|Options|File Types.

For example, if the source graphic is in Adobe Photoshop® format, then Photoshop would be started to load the document. If the graphic is in Corel Draw® format, then Corel Draw would be loaded to view the document.

Procedure

1. Attach an approved scanner to a PC that is used for A/P. For a list of approved scanners, please contact Suntower Systems.

2. Go to the A/P Bills Browse.

3. Locate the invoice in the browse.

4. Pick up a Vendor Bill you wish to scan and place it in the scanner’s feeder.

5. Right click on the browse and select [Scan] from the usual ‘Insert|Change|Delete’ menu.

6. The document scans and a preview window appears showing the scan. Click [OK].

7. A message box appears asking you if there are other pages to scan. Answer [No] if this is the only bill to scan.

Now whenever you wish to view the vendor invoice, locate the invoice in the Bills browse, right click on it and press [Linked Images] from the usual ‘Insert|Change|Delete’ menu.

Most scanners are not shareable. This means that only one person may use it at a time and it must be always used from the PC to which it is attached.