Simplify Your Business with the Skynova Receipt Template for Operations

Skynova receipt template for Operations

hi there I'm Sean Dillman in this video I'm going to show you how to tally receipts using a Fujitsu scan snap scanner and the Fujitsu scan snap home software so before I get started let me show you the reason that I'm making this video so here on my YouTube page I have a video about the Fujitsu scan snap by X 1600 this is a frequently asked questions video where I answer all kinds of questions from viewers and this person has asked on this video they've said I have 10 years of receipts for a home can any software tally up total dollars so the short answer is yes it can be done but the long answer is that it takes a few steps but fortunately that's why I'm making this video and I'm going to show you exactly how to do that so the first thing that I'm going to do is I'm going to come here into the scan snap home software you see here it says no data I've basically removed everything from the software so that it looks exactly like it would look for you if you were to come into the software fresh there's there's no settings in here there's no data in here it's basically back to the factory for default so I'm going to click here where it says scan and this is going to bring up my menu where I can change the settings for the scanner and you see here it says ix1300 for this video I am actually using that scanner instead of my ix1600 and I'll show you a little later why that is either scanner works even if you use the a different scanner from the scan snap series it would work I just wanted to point out that I'm using the IX 1300 for this demonstration so because we're interested in receipts you know not photo album scanned email scanned a folder I'm going to click on receipts so that it's gray and then I'm going to click here where it says edit profiles so under edit profiles we can change all of the different settings for the specific scan profile in this case receipts I'm going to come down here where it says detailed settings and click there and then I'm going to click on title so the title format it's it's already the default is that the title will be generated automatically so what that means is that the software uh working with the scanner is going to pull information out of the receipt and try to make a logical name for it and if we click over here on options we see that there's actually a lot of different information that we can ask the the software to pull from the receipts we can ask it to take the date on the receipt the vendor the amount currency tax payment method card type card number and the scan date but I think I'm going to leave the settings like this uh the date on the receipt I think that's usually a valuable thing the vendor you know where is the receipt from or or what store or what have you and then the amount that's also a useful thing and just so you know how to use this if you want to remove any of these or add any of them you just use these buttons in the middle so if I wanted to remove the amount and the vendor and I just wanted to scan the receipt and have the date on the receipt then I can do it like this but that's not what I want I want the vendor back in and then I want the amount in as well and down here it gives you a preview of what the file name is going to look like separated by these little underscores so when I scan a receipt it's going to say the date the vendor name and the amount okay so I click on OK click on OK click save it saved that really quick so now what I'm going to do is I'm going to take 10 receipts um I'll actually go and get them now I'm going to take 10 receipts and those are going to be my example receipts now I know that if you have receipts for going back 10 years you're going to have a lot more than 10 receipts so I I have considered that and I'll I'll tell you my recommended best way of dealing with that okay so here are my receipts I'm not going to to show you how to put them into the scanner I think that you know that and if you don't um please check out my IX 1300 videos where I show you how it's really easy to use the front scanner where you just put a document in the front of the scanner it takes it in it scans it and then it brings it back out again it's it's a really simple process and that's actually the process that I recommend for scanning receipts as opposed to using the the feeder because as you can see here I've got some receipts that are very small like this um I've got some that are kind of a little crinkled um this one is a handmade a hand-drawn receipt I'll talk about this later um but because I have such a different variety of receipts um I like to use the front scanner it is a little slower than using a feed scanner but by feeding the receipts in one by one I really know that the data is being captured and that I'm getting a good scan and I'm really confident that I'm doing it one by one and I'm not missing anything if if you have a lot of receipts that are in a uniform style or you're confident that you can put them through the feeder and and they're all get through and they'll be scanned properly then by all means please do that but for the purposes of this demonstration I'm going to use the front scanner so right now I'm going to go over to my scanner I'm going to scan these through and I'm going to go back to the scan snap home software and you're going to see the scans come up one by one as I scan them through so just give me one moment I'll do that and you'll see that happen foreign all of those receipts I just sped up the video so that you didn't have to watch in real time and I'm going to click here on finish scan and uh in reality it took me about a few seconds to scan each receipt so it really only took me about 30 seconds or so uh you know 10 receipts you know two or three seconds each it took me about 30 seconds if you have a really big pile of receipts going back 10 years I could definitely see that it would take a long time to scan those that many documents but the good thing is that when you're using the front return scanner you don't have to do much you just sit there you put one in it comes out you move it to the side you put the next one in it comes out you move it to the side you know you could watch a movie or something while you do it you could listen to an audiobook you can do all kinds of things while you're doing this it doesn't take a lot of attention you may have to stop if for some reason there's a jam or something like that make sure you take the receipts uh and and make sure there's no Staples in them make sure they're not all crinkled up and stuff like that make sure that they're going to go in and that the scanner is going to be able to scan them but generally speaking you shouldn't have any problems using the front return scan it just takes them in puts them out it's very simple and of course if you have an ix1600 or a different kind of Scanner with a top feeder you can of course use that for receipts as well as I said the reason I like to use the front returns feeder is I find that it's more reliable in dealing with different receipt sizes and types and thicknesses and if I need I can just do it one by one and I can be really confident that it scanned them all another thing I should mention is I did not scan any long receipts meaning ones that are are so long that that they may not be scanned using the normal scan mode I did make a video on how to scan long receipts so if you want information or guidance on that please check out that video I show you exactly what to do and any potential issues with that okay so what we have now is we have these 10 receipts that have been scan one two three four five six seven eight nine ten eleven I guess I scanned 11 receipts in any event so now what I'm going to do is I'm going to right click I'm going to go to reveal in File Explorer and what we're seeing now is what the receipts look like in the place that they've been scanned in my case to my OneDrive folder scan snap receipt or sorry scan snap scans and then receipts this is where they've been scanned to and we have these nice little images this one's on its side fine I'm not going to bother to fix that but if you look at the names I'm going to right click I'm going to go to view list if we look at these names we see that they are okay I tried to I tried to make it bigger for you but um I'll leave it um if we look at the names we see that they're they're pretty good this one says nine dollars it doesn't have a date it doesn't have the vendor this is a handwritten um receipt um this one so it's not surprising that it didn't do it correctly and nine dollars is not actually the total so you'd have to watch out for that one I'll be talking about these kinds of receipts coming up um but let's go to something like this Home Depot um 2020 uh or sorry 2021 0309 that's the date Home Depot gift card it pulled in those words 86.74 so I'm going to open this receipt uh here's the total 86.74 great so it worked just fine so the next step you may be wondering okay so now we've scanned these uh where does the taline come in so the next thing I'm going to do is uh bring up a piece of software that you probably haven't used in a very long time if or perhaps you've never used it um what we're going to do is we're going to click here on the start menu we're going to type in CMD so that's going to bring up our Command Prompt application we're going to push enter so this is a really old I guess piece of software that um you know this is basically I guess derived from an operating system called dos which was you know a very early operating system that most computers used in most computers ran in any event what we're trying to do is uh get some kind of a work around so that we can get the information from here into some kind of a workable format so what we're going to do here is we're going to change our directory so so I save to the E directory and my DOS prompt opened in the C directory C or or drive sorry I was using the wrong word it opened on in the C drive by default my scans are saved on my e Drive I have multiple hard drives on my computer if you're if you only have one hard drive you're not going to need to do this step but if you have multiple drives you'll need to do that so for me I need to type e and then colon enter now I am in the e Drive within the command prompt I'm going to come up here I'm going to copy this I'm going to hold Ctrl and push the C button on my keyboard and now I'm going to go back to the command prompt I'm going to type in CD that means change directory I'm going to push space and then I'm going to push control V to paste the location of the receipts now I'm going to push enter so now what I see is e OneDrive scan snap scans receipts so now I'm in that folder or in that directory within the command prompt software if I type in d i r der which means directory and then press press enter that's going to show me what's in that directory and there's the data so this is this is the stuff that we want which is great but again how do we get it into a workable format so here what we're going to do is we're actually going to export this data to a text file a really simple format so I'm going to type in dir space forward slash B forward slash a dash d space closed angle bracket space and then we're going to call it tally dot txt so by doing this uh essentially I am sending the directory information to a text file and all of those little um forward slash B forward slash a dot d that is being used to take out information that we don't want like this information on the left we don't want that we don't want this we don't want this we don't want the path name so that's what that uh those forward slashes with those letters that's what that's doing so I press enter we go back here into our folder we see that we now have a file called tally.txt I'm going to open that there's the information great okay so at this point what we've done is we've scanned receipts 11 through scan snap home that process has produced a bunch of PDF files for us and put them in a folder within our Windows operating system at this point we can use the command prompt software to look at those files and then export the information about those files to his text lab so the next step that we're going to take is we are going to massage or alter this data a little bit more to get it into a more workable format so I'm going to hold Ctrl the control button and press a to select all the text I'm going to hold Ctrl and I'm going to press C and now I'm going to open a Windows uh pardon me a Microsoft Word application so what I'm going to do is I'm going to hold Ctrl and press V so basically I'm just going to open it in word uh or or if you wanted you could open Word and then open the text file through word there's lots of different ways that you can do it but basically we want this information inward so the next thing that I'm going to do and this is where this underscore thing is going to come in really handy is remember that our data is separated by these underscores meaning the format of any of these receipts is like this it goes date name amount right so what we're going to do is we're going to hold the control key press h this is going to bring up our find and replace command and then we're going to push put an underscore there so that's what we're searching for and then when we're going to go into replace with I press tab you can click on that field and then I'm going to type in carrot T so that is if you hold shift and push the six key on your keyboard that's usually where the carrot is it's the little angle up that looks like that and then a t and what this means is tab so what it's going to do is it's going to find all of these underscores and it's going to replace them with tabs and the reason that we want to do that is because we want to get the information kind of away from itself in individual little pieces so now I'm going to click on replace all it's made 27 Replacements and before I leave this find and replace command I'm also going to search for DOT PDF and I'm going to replace it with nothing with with no there's no data there in that field and the reason I'm going to do that is because we just don't want that we don't want dot PDF to appear so replace all it made 11 Replacements okay so what we are looking at now is data that is a little bit more workable the next step is to open up something like Microsoft Excel and if you're not using Microsoft products I will show you a way that we can do this using a free Google software as well so here I've got Excel open I've come back to the document it's already all highlighted but again I'm going to hold Ctrl I'm going to press C to copy the data and then I'm going to click on Excel and here I'm going to I'm actually going to right click and I'm going to paste using this um says match destination formatting basically I don't want to retain any of the formatting from word I just want the data so I'm going to use that way to do it I'm going to hold Ctrl and press C and I'm going to push control V it looks at it like it's the same anyway so you can either paste it by taking out the formatting or you could just paste it keeping the format it and while the data is still highlighted here I'm going to click here where it says format and then I'm going to click Auto column width and the reason I'm doing that is just to give us some more space so that we can see the data more easily and then I just held down my control key and I scrolled forward on my mouse just to zoom in so that it's a little bigger on the screen for you okay so as you can see we have our 11 entries uh one two three four five six seven eight nine ten eleven it's not perfect um as you can see uh these receipts uh this the software wasn't able to locate a date um for this receipt it wasn't able to locate a name um for these two receipts uh it didn't put the amount in the correct spot for this receipt and this receipt it thought that the amounts were negative amounts so we just need to clean up the data a little bit at this point so just to get started I'm going to push the equals uh key and then I'm going to first type in sum and then show a forward bracket or an Open Bracket and then I'm going to push the up Arrow key and I'm going to hold shift and I'm going to hold the up Arrow key until and push the up Arrow key until I have highlighted all of those fields Fields C2 to C uh 12. and then I'm going to press enter and then this number here in C13 224.1 that's our total however as I just mentioned a couple of the fields are not working properly right so what I would need to do is I'll need to come up here find my Hallmark receipt I found it here the receipt is actually for five dollars and 14 cents so that's easy enough to fix 5.14 so that's been fixed this one Thrift it's a Thrifty's receipt I'll need to find that ten dollars and 48 cents [Music] um oh I found it here yes that is the correct amount it just didn't put it in the right location so I'm going to highlight this I'm going to hold the control button press X which cuts it and then I'm going to paste it here for this receipt number five this is actually this hand um handwritten receipt that I received so with a receipt like this there's not much that you're going to be able to do it's it's understandable that the scanner can read read information on a receipt like this that's been printed out a computerized uh you know printout but with a receipt like this that's been hand written by somebody a handwritten invoice the software is just not going to be able to pick that information up so this receipt I'm looking at it it's 33.6 so I'm going to delete these two fields of just highlighting them I'll press delete and then this last one there's a Home Depot receipt that I have um oh I see this receipt actually was me um returning um a pack of screws that was worth a dollar ninety seven so I actually got that money back so I didn't spend that money so in reality I should take this line out I'm gonna hold shift uh highlight these uh Fields press delete and then I'm actually going to right click and click delete delete this entire row and then press enter so now we actually only have 10 receipts um one two three four five six seven eight nine ten because one of my receipts was actually me getting money back so as you can see we have a tally which says um 280.39 if I press f2 again you can see the formula there and as I mentioned if you're not using Microsoft software you can do the same things here using free Google software uh sheets is basically the Google equivalent of Excel and Google box is the equivalent of Microsoft Word so what I will do is just for just so that you can see that it does the same thing I'm just going to take this information out of my Excel spreadsheet I've highlighted it all Ctrl C to copy I'll minimize this and then Ctrl V to paste there you go and then here in this field bear with me I actually don't use sheets that much I think maybe under data um create a filter data validation format insert function function sum and it looks like it works exactly the same in as in Microsoft Excel so I'll push up I'll hold shift press up uh let go shift let stop pressing up so I've highlighted all of those fields press enter and there we go so yeah I hope that that was helpful I hope that this video was helpful as you can see there are a few issues that you potentially need to overcome if you have handwritten receipts that are mixed in with your computer printout receipts you're probably going to need to give them special attention and look at those receipts and manually fix up the amount once you've got that all in your spreadsheet you're going to need to watch out for receipts where perhaps you got money back and it's not actually a receipt where you've spent money you're also going to need to watch out for receipts that maybe are faded and maybe the scanner actually has a hard time picking up the data and accurately putting that information in so unfortunately you will will need to do the the task of verifying the veracity and the validity and the dependability I guess of the data is not the same task as scanning these the receipts getting them into your software um using a command prompt or something similar getting that data into a list putting that into Microsoft Word stripping out the information we don't need separating it by tabs putting it into your spreadsheet and then summing the column that's one task making sure that the information that's in the receipts is correct making sure that the date is correct if you want that the vendor name is correct if you want that and that the amounts are correct that's a different thing and you may actually need to look uh receipt by receipt if you really want to double check and make sure that that's correct fortunately because all of the receipts will be scanned what you could do is you could essentially set up the receipts in a a PDF document which is kind of next door to your spreadsheet so that you can go through it so for example um I'll just show you how we could do something like that so here I am I'm back in the receipts I'm going to click on this one I'm going to click on the last one I'm going to right click I'm going to go to combine files in acrobat and then here what we're going to do is we're click combine and it's going to put all of these documents into one single document as you can see um this one I will click here over on the left and this one I will fix the orientation Hallmark Thrifty Home Depot freshmart uh some kind of a cafe Island blueprint Fairway Hallmark so now what I will do is I'll hold the Windows key I will press my right key that puts this over on this side of the screen I will click uh back into Excel I will open Adobe again here on the right hand side and essentially I can just go through this one by one go okay where's this receipt oh it's there 33.6 33.6 great thrifted here's this 549 549 right next Hallmark 514 514 great Thrifty Foods 10 41 10 or 10 48 1048 this is the one for the return screws I took this out uh 86 74 86.74 36 68 36 68 40 46 40 46 38 75 38 75 1791 1791 5.14 cents five dollars and fourteen cents done so so now I'm confident that these uh 10 receipts 11 documents but one's a return remember so these 10 receipts are accurately being depicted in this table uh these amounts are correct if I wanted I could go and fill in the name of the vendor for this one I could I could double check and put the receipts in uh part of me I could put the date of the receipt in but if that's not something that you're interested in and you just want to know the tally I would say that this is a pretty good way to go it uh it's still much faster than scanning um or sorry it's still much faster than manually entering the amounts in my opinion um however it does require you to double check the work to make sure that it's correct um but yeah this is basically the only way that I could think of that you could use a Fujitsu scan snap scanner and the Fujitsu home software to easily tally a bunch of receipts there are Scanners from the Fujitsu work group series such as the FI 8170 it's a new scanner that I'll be reviewing I did an unboxing video already if you wanted to take a look at that but I'll be doing a review that isn't much power more powerful scanner it has more powerful software that can detect the data that's in receipts and work with it on a whole other level that goes beyond with the scan snap series can do because it's built for business it's built to be really you know extremely high quality professional grade but if you've just got a Fujitsu scan snap scanner and Fujitsu scan snap home and that's that's what you're working with I think that the method that I showed you in this video will get the job done and it's something that'll work for you so thank you again for your question I really appreciate it and for anybody else who's watching thanks for uh for checking out this video I hope that it's helpful if it is please put a comment below and let me know what you think And subscribe to my channel and please check out some of my other videos uh before you go okay thank you very much I hope you're having a great day I'm Sean Dillman [Music] foreign [Music]