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Teaching invoice template for Staffing

this will show you how to set up indexing templates in filebound first we'll log into filebound we will go to our Central admin or wrench we will go to the project we want to set up a template for in this case AP invoices go to indexing templates you can see we have a you set up already We'll add a new one by hitting add indexing template it asks us to scan or import a document in this case I'll [Music] import from the five that you have given me and it converts that PDF to a tiff and then it will perform OCR on the document um you can also see here this uh line that's in your scans um this is because of a smudge on your slit glass on the um copier so if you clean that slick glass this line should go away okay so here's what we want to do we want to uh tell the system uh what type of uh invoice this is okay uh since we have a line in here uh it is picking up Staples so we're just going to click on a few [Music] documents here uh when I say a few documents I mean a few index Fields here this trains the system to say oh this is a Staples invoice so as new Staples invoices are scanned or imported in uh the system will go ahead and notice those now so we're telling teaching the system that this is a Staples invoice we've done that part now now we go to save and close and it will open up and allow us to do the same thing for our index Fields okay uh so in this case we're going to use a fixed box okay so I chose fixed up here for vendor name and I can take this box and move it anywhere that I want and capture data so I'm going to look through this invoice to find the best Place uh to do that and the best place to do that is right here uh but with a with a line that's a scanner line in there I don't know if that will do it but we'll give it a whirl we'll put that there we'll hit save and we'll test our index setup here and it pulls Staples advantage so it's it's able to ignore the line okay so we have our build date which is next okay so our bill date is our invoice date here okay we move on to the due date and this is some uh this is an art not a science there is some trial and error uh with this and our terms since we have it listed here we'll capture it uh this may not be the exact information you need in rent manager but uh we'll capture it for now if something we need to change we can do so okay the amount again we're just drawing our boxes [Music] [Music] okay we'll save it and test and see what we have set up so far okay it pulled the due date or it pulled the pulled the bill date but not the due date so we'll have to go back and fix that as best we can I want to make sure we get the invoice number [Music] okay and for divider here since this is an invoice uh we can we could hover over here and pick invoice or draw a box around invoice but um it's always best to just type that in as a value okay so we'll save and we'll test and we picked up everything except the due date so like I said this is an art not exactly a science right uh so we will go to our for due date we will reset it and in this case we're going to say please pay by we're going to do a dynamic field here so when we do Dynamic uh pretty much whatever whatever is underneath uh what you're picking um it's going to pick up so again we're going to draw our box there we're going to hit save see if we get it so we got our due date we have our net 30 days looks like everything picked up there okay so we hit save and close and we name our [Music] template and we'll move on to the next one [Music] okay so this one and I'm I'm reading these cold here so I didn't know what to expect uh this one may not pick up a whole heck of a lot um I don't know exactly if this is on colored paper or um the the printing is just faint uh or it's a second third or fourth generation document or um maybe it's a carbon I can't quite make it out here but city of fairborne utility okay so it's not picking up exactly that um but for training purposes training the system it is as it is um that's not that necessary as far as the fields go I'm I'm I'm not exactly sure uh we're going to pick up a whole heck of a lot but we're going to try um in this city of fairborne here um if that is the name your vendor name that's matching rent manager that'll work fine if not uh we may have to put a value in there and tell it you know fairborne so let's hit save here and hit test index setup and it does pull it so just because it doesn't look good to the eye doesn't mean it uh won't pick up so so um that must be a due date because that's beyond today's date um that's a looks like a date there but I I truly don't think that's going to uh pick up so we may need to optimize resolution on some of our scans for uh some of these documents that are coming in a lot of times onion skin paper or that thin paper you can make a copy of it and scan it and it works looks a lot better yeah so build date's not going to pick up there amount looks like um it will so we'll just pick up amount say fixed and uh I'm assuming you're paying it before the due date uh so we'll go ahead and assume that our box around that area for amount hit save test okay so that is pulling up fine so for build Aid here we'll just reset that so it doesn't pick up uh garbage and let's see what else we can pick up here um invoice number again uh I can't exactly tell uh what that is I'm assuming that's an invoice number or a bill number so we're going to so utility bills are always a little uh nebulous when it comes to that sort of thing so then again for invoice we can type in a value here okay so of the of the fields that are that are readable we're picking them up uh quite a bit so and the rest of it I'm pretty sure that we would not be picking up but uh we got as much as we can get the rest would probably need to be hand keyed in either in capture or the uh indexing queue uh pointand click um indexing within the indexing queue so uh there's a quick video on template setup um we'll just save and close here and say city of Fairborn and hit save and close so there's a quick video on setting up um templates um you can replay this video as much as you'd like we'll put it on YouTube and if you have any questions of course you can always call thank you very much