This module enables you to use scanned documents for your bookkeeping. This increases the availability of documents for confirming or booking entries and enables your accountant/bookkeeper to handle them – without even e-mailing them. I.e., the process of scanning is separated from the process of bookkeeping.

The module appears on the ‘Bookkeeping’ tab.

Requirements are few: Almost any scanner can produce the accepted file formats, GIF, JPG/JPEG or PDF.

Below you can watch how to activate Scanning in your agreement, how to process an invoice from a scanned copy and link it to the entry. How to archive relevant information and how to link a scanned copy to an entry that has already been booked.

On your computer:

1. Scan the document
   Save it in one of the accepted file formats, GIF, JPG/JPEG or PDF. It may be convenient to have a dedicated folder on your computer for this.
   
2. Attach the scanned documents to an email
   
3. Write a note about the scanned documents in this email in the subject heading, if you wish to use the e-mail subject as note.
4. Send the email to your company’s unique scanning email address at E-conomic
   Your correct unique email address is shown in the confirmation window under ‘Bookkeeping’ > ‘Scanning’ > ‘Transfer documents’:

Note: Be careful when copying your unique e-mail address – don’t include the period at the end of the address, or it won't work!

In E-conomic:

1. Click ‘Bookkeeping’ > ‘Scanning’ > ‘Transfer documents’
   
2. Check the box next to "Use e-mail subject as note" if you wish to
3. Click ‘Yes’
   
4. Close the window confirming the successful transfer to the location ‘Bookkeeping’ > ‘Scanning’ > ‘Unprocessed’

Once the documents are in E-conomic, various functions are available:

To handle a scanned document:

1. Click ‘Bookkeeping’ > ‘Scanning’ > ‘Unprocessed’
   
2. Edit the fields Details
   
3. Click ‘Complete’
   

The documents in ‘Bookkeeping’ > ‘Scanning’ > ‘Unprocessed’ are shown as small images; click on the image to display it full-size.

Details about the fields:

Archive: Entries that you do not need to book, but which are appropriate to keep, e.g., lease contracts, bank statements or documents from the tax authorities. You can process Archived documents just as under Unprocessed, e.g. linking, commenting and deleting.
Delete: Delete unnecessary scanned documents.
Combine: Inform the system that several pages are part of the same document. To do: Select ‘Combine’, then define the accounting year and entry to link to. Note that documents can also be linked by clicking the ‘Combine’ icon between the images. Re-order documents so they are adjacent by clicking the ‘Move’ icons next to the images.Note that combined documents can be separated by clicking the ‘Isolate as separate document’ icon next to the linked image.
Category: Select existing or create new categories. To create a new category click on 'Bookkeeping' > 'Scanning categories' > 'New scanning category'
Note: A comment about the document or entry.

To retrieve archived items:

1. ‘Bookkeeping’ > ‘Scanning’ > ‘Archive’
   
2. Click ‘Show types’ and select the relevant category
   
3. Click ‘Show’
   
   

To book a scanned document:
It is necessary to transfer documents before booking.

1. Click ‘Bookkeeping’ > ‘Day books’
   
2. Select the relevant day book
   
3. Click ‘Create from scanned’ above the list area
   
4. All documents with the status ‘Apply’ will be booked. Change the status of any documents that should not be booked.
   
5. Click ‘Complete’.
   
   1. The first document is displayed
      
   2. Edit the fields Details
      
   3. Click ‘OK’
      
   4. Repeat until all entries have been booked
      
6. Click ‘Complete’ to return to the day book
   
   Note that the entry number cannot be changed. Neither can the date be moved to a different accounting year. Finally, the same entry number cannot be used for two different scanned entries within the same accounting year.
   
   When an entry is deleted from the day book, the scanned document linked to the entry is transferred to ‘Unprocessed’ in the left-hand sub-menu.
   
   When an entry in a day book, ledger card, statement of account etc. related to a scanned document, a ‘view’ icon appears to the right. Click the icon to display a full-size to view, print or add a comment.

Top of Page