Accounts Receivable — Batch Document Scanning & Processing
Separate, index, and upload documents to DIS
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Overview

Use Batch Document Scanning & Processing to upload many shipping/AR documents at once into the DIS (Document Imaging System). The process works with ATS’s Imaging Processing client, which can separate documents automatically using a barcoded cover page placed between files. Each resulting document is indexed to the proper File Number and related keys, then uploaded to DIS for retrieval across modules.

Contact ATS at support@fastrax.net for help with setup and licensing. Additional charges may apply.

Prepare one Barcode Cover Sheet per file and insert it between stacks before scanning. The barcode tells the Imaging Processor where each new document begins and which file it belongs to.

Batch Scan Screen

  • (V)iew Prior Docs — Toggle to show already uploaded documents for the selected date.
  • (S)can New Docs — Set to S to prepare for importing a newly scanned set from the Imaging Processor.
  • Scanned Date — Date the stack was scanned/processed.
  • Grid Columns — Line#, File Number, Date, Count (pages/docs), Customer.

Once a processed batch is ready, the list displays each file’s document(s) so you can review and upload to DIS in one action.

Imaging Processing Client

The Windows Imaging Client controls scanning, separation, cleanup, and indexing prior to upload. Key areas:

  • File Information — Enter/confirm File Number, Entry, Client, and Document Code (type/class of document).
  • PDF Viewer — Shows scanned images; use Zoom, Highlight, Erase, Add text/image/shape tools for cleanup.
  • Load document / Scanner Folder — Import a multi‑page PDF or pick images from a watched folder.
  • Process Scanned File — Runs barcode recognition to split the stack into documents per file; creates records in Documents Saved.
  • Upload list — Sends all saved documents to the Batch Scan queue for final review/posting into DIS.

End‑to‑End Workflow

  1. Prepare — Print barcode cover sheets for each file and insert between document sets.
  2. Scan — Use a high‑speed scanner to capture the full stack to PDF or images.
  3. Process (Imaging Client) — Load document → Process Scanned File to split by barcode; verify indexing fields (File#, Entry, Client, Doc code).
  4. Upload list — Send all saved documents to the Batch Scan queue.
  5. Review (Batch Scan Screen) — Set Scan New Docs: S, pick the Scanned Date, review the grid by File Number.
  6. PRint List — Print list of uploaded documents.
  7. Documents — Documents are stored in DIS and become viewable by entering the Line# of File Number to View or from the ATS Portal (Document Imaging System).

Tips & Best Practices

  • Use clean, high‑contrast prints for barcode cover sheets to ensure reliable separation.
  • Choose the correct Document Code so users can filter and find documents later.
  • Leverage Highlight and Erase tools to redact sensitive information before upload, if required by policy.
  • Store raw scans temporarily; if a correction is needed, re‑process and re‑upload without rescanning paper.

Troubleshooting

  • Documents didn’t split → Verify that barcode cover pages are present and readable; re‑process the scan.
  • Wrong file number → Edit the File Number in File Information and save again, then re‑upload.
  • Nothing listed on date → Ensure Scan New Docs is set to X and the correct Scanned Date is chosen.
  • Upload failed → Check network connectivity and DIS service status; retry Upload list.