The barcode itself can be placed on the document by the software that creates it such as invoice numbers, purchase orders etc. or by the use of a cover page creator that is included with Simple Barcode Filing.

Why Even Use Barcodes

A barcode is nothing more than an machine readable font. The way a human reads print, a machine reads a barcode, because of this placing barcodes on a documents allows a machine to read a document identifier and file that document by that identifier. Since barcodes were designed to be read by machines they are far more accurate than text being read by machines (Optical Character Recognition).

How it works

Simple Barcode Filer looks for images in specified folders and when one is found it is silently processed in the background. The location of the file instructs Simple Barcode Filer as to how to process the image. For instance, invoices go in one folder and checks in another. When Simple Barcode Filer finds images in invoices folder it knows they are invoices because of their location and applies a set of rules that process invoices.
This process can be activated each time a batch of documents are scanned or a monitor function is available that will automatically do it for the user. This monitor function allows a user with a copier to scan to a folder and have the image automatically processed.

Getting the barcode on the Document

Simple Barcode Filer reads Code 3 of 9, Code 3 of 9 Extended, Code 128 and more. This ability allows a user to choose the best suited barcode for his filing needs.
Different types of barcodes are created differently; the easiest to create and most widely used on documents is Code 3 of 9. To create one the user selects the barcode font in their application, enters an asterisk, the data to be displayed as a barcode, and an asterisk at the end of the data as seen below.

Because of this any Windows application that allows a user to select a font can print a Code 3 of 9 barcode. However a Code 3 of 9 barcode is limited to numbers and capital letters and they are usually quite large. But these limitations, are minor when it comes to filing a document. As most documents can be found by just a number: Invoice Number, Work Order Number, Loan Number, etc.
Almost all accounting applications allow the user to print customized forms which means the user can add a barcode to their documents. Information on how to do it for Quickbooks is here http://www.idautomation.com/fonts/tools/quickbooks/ and this site also contains information on integrating barcodes into other applications.

File Storage and Retrieval

The Document identifier always becomes the file name or part of it. Therefore if processing checks the user selects checks from the list of document types to retrieve and enters the check number and it is instantly opened. If two barcodes were placed on the document the user has the option of storing all of the related files in one folder and the file names become both barcode names. In this case the user would not enter the check number but the vendor number (the other barcode) and a list would appear with all of the check made out to the vendor.
This method is also ideal for other document types such as Personnel files and Mortgage Files where one file has many sections.

 

Using Barcodes on Accounting Records

Simple Barcode Filer is ideally suited for accounting records. Most accounting packages have the ability to output customized forms allowing the user to easily place a 3 of 9 barcode on them.* The barcode serves two functions, it separates documents and names them. Each time a barcode is found a new document is created and each page that is scanned after it is added until another barcode is found. Once all the images are combined the file is named the barcode contents. This process is automatically done allowing the user to just place a pile of records on a Copier and scan them to a file folder for automatic processing.

Purchase order barcodes can be read as well as barcodes on Invoices and checks. Each type of Accounting record can all be processed by Simple Barcode Filer. Depending upon what is desired either one or two barcodes can be used on the accounting record. Shown here is a check stub with one barcode, the check number.

In this case the check stub with the barcode is placed on top of all the invoices it paid and it is scanned into a file folder for checks. When a file appears in the input checks folder it is automatically separated, named and moved based upon the checks barcode. To retrieve the check the user just enters the check number and it is returned with all the invoices it paid. However, two barcodes could be placed on teh check stub allowing it to be organized in a manner where the vendor number is used along with the check number to file it as shown here.

In this case a file folder is automatically created for the Vendor and the image of the check and its supporting documentation becomes the file name in the format of vendor number-check number. To retrieve the check the user enters the Vendor Number and a list is show of all checks that were cut for that vendor. The user selects which check to retrieve or group of checks to retrieve and a Bookmarked PDF is created.

Purchase Orders and Invoices

With Purchase Orders and Invoices the user places the PO Number or Invoice Number on the document as a barcode

When the document is scanned the purchase order itself becomes the separator page as it contains a barcode with on it. Every page after it will be added to the file with the end result being a folder with all purchase orders.

To Retrieve a Purchase Order the user just enters the purchase order which was contained in the barcode.

If desired two barcodes can be used which would place Purchase Orders in a separate folder for each Vendor.

*In the rare case the accounting software does not allow customized forms sequential cover pages can be created and placed on top of the record.

Uses - Personnel Files

Filing Personnel records with barcodes is straight forward with Simple Barcode Filer and the net result is a bookmarked PDF that allows the user to go to any portion of a employees file.

Entering the data:

Begin by creating a cover page for the document. The cover page is similar to a fax cover page in that it contains details about the document. In this case the details are the unique identifier (employee number) and the type of document. Since Simple Barcode Filer supports numerous document types (accounting records, personnel records etc.) the type of document must be selected first. this is done from a drop down menu.

Click on Continue

The user enters a unique identifier in this case it will be the employee’s ID number. Using windows selection keys click, shift + click, or Ctrl + click select the cover pages to be printed. They will automatically be sent to the default printer. (Please note the section names can be customized to meet your needs.)

The cover page is placed on top of the document and it is scanned to the Personnel records folder for processing. The processing can be set to be automatically done in the background. This function allows a user with a copier that has a scan option to just scan all employee records to one folder on the network. All Invoices into another and purchases orders into another.

Retrieval:

The user clicks on File Retrieval and a menu appears prompting for document type (this menu is skipped it there is only one document type.)

The user enters the Document Identifier in this case the employee's ID number

And clicks on Continue

The user selects the document sections to be retrieved clicks on Continue and the file is created and opened

The user can now easily go to any section in the file by clicking on the bookmark.

Or the user could select Open Source Folder and modify the actual file.

The files for the employee will be in a folder with his employee ID number and the files themselves will be named his ID number and the type of file.

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