Procedure for Scanning Invoice Barcodes from Loading Sheets to Print Invoices and Bills of Lading:

 

1.Check and update the following entrée system options:

 

a.        In the main entrée screen go to the System ribbon menu >  System Preferences > System Options Tab

 

b.Then scroll down the list and click the box next to these system options to click the box to add a check mark to  turn them on:

 

# 11        – Loading Sheet/Invoice Print.

# 35        – Print barcode on Loading Sheet.

# 118        – Suppress printing of item bar codes on Loading Sheets.

 

System Option #118 is only checked if you do not want the item barcodes to print on your loading sheets. The use of this option is dependent on your business needs.

 

c.Click OK to update your system preferences.

 

2.Collect the loading sheets for the invoices that need to be printed.

 

3.   a. Remove the scanning wand from the package.

b. Plug the wand into the USB port of your computer running the entrée system.

c. The computer will display a message indicating it has recognized and is installing the new hardware.

d. The computer will indicate when installation is completed.

 

Contact NECS Support for information about purchasing the Wand Scanning device for your business.

 

4.To begin the scanning process:

 

In the main entrée screen go to the Customer ribbon menu > Print > Invoices / Credit Memos

- or -

Customer ribbon menu > Print > Bills of Lading

 

5.This will bring you to the Print Invoice or Print Bills of Lading dialogs.

 

a.Select your destination printer.

 

b.Select Scan in the Print by: drop down menu.

 

c.Click OK.

 

6.When the Scan Loading Sheets batch entry dialog box appears, you are now in scan mode and ready to begin scanning invoice barcodes.

 

a.Start scanning invoice barcodes from your loading sheets using the wand scanner. The bar code is usually in the upper right corner over the "Shipped To:" address information.

 

 

Above is a sample loading sheet with system preference options #35 and #118 checked.  Only the invoice number barcode appears in the upper right section of the document. No item barcodes are printed in the loading sheet.

 

b.As each invoice barcode is scanned, it will display the invoice information defined in the Scan Loading Sheets dialog box grid.

 

 

You can manually enter invoice numbers into the invoice number field in the Scan Loading Sheets dialog box grid if a bar code is damaged or will not scan.

 

c.Sort options in the Scan Loading Sheets batch entry dialog box:

 

i.Once all invoices have been scanned or entered, you can optionally sort the invoices by clicking on one of the column headings.

 

ii.Clicking the column heading a second time will undo the sort procedure.

 

d.Once the invoices are sorted for your business needs, click OK.

 

e.entrée will now send these invoices to the printer selected in the Print Invoice or Print Bills of Lading dialog box in step 5 above.

 

f.If you select Cancel in the Scan Loading Sheets dialog box the list of invoices scanned will not be saved or printed.

 

How the sort options for column headings operate:

 

•When clicking either the "Route" or "Stop" columns, invoices will be sorted in delivery sequence – [Invoice Date + Route + Stop].

 

• When clicking on the "Inv Date" column, invoice will be sorted by invoice date followed by invoice number.

 

• Clicking on the "Seq" column will sort the invoices in the order that they were scanned (or entered).