Document Scanning (DS) allows you to scan hard-copy documents or import electronic documents from your PC so that you can link them to Eagle documents or inventory items. For example, you could scan a delivery copy of an order that has handwritten notes and signature on it, and link it to the original order. You could scan a copy of a customer's A/R check and link it to the customer's account. You could also scan the installation instructions for a product, and link them to an inventory item. These are just a few examples of the power of the Document Scanning feature.
Both scanned documents and electronic documents are stored in the Eagle archive for later retrieval. You can assign attributes to your documents, such as which customer, vendor, or inventory item is associated with the document. Attributes link your scanned or imported documents to Eagle applications. For example, if you attribute a document to an inventory item and specify the item's SKU, you can link directly to the document when you display that item in Inventory Maintenance. The system can even assign attributes automatically if you have an OCR license and use the Flex Forms application to print an Epicor-generated barcode on POS documents.
Once documents have been scanned or imported, they enter a staging area on your PC called the Document Scanning Queue (DSQ). There, scanned documents can be viewed, annotated, linked together, faxed, printed, or used to generate PDF documents for emailing. Imported documents can be edited using the document's native application (such as Word, Excel, etc.).
The DSQ functionality has ability to add documents to specific SKU/Lot records. This is useful when you need to attach Certificate Of Inspection to commercial and industrial SKU’s sold at POS as per regulation requirements. A Certificate Of Inspection notes the country the product was purchased from and contains detailed product specifications. When an audit occurs, the customer must be able to show what Certificates Of Inspection documents are associated with the SKU/Lot items that were sold. The auditor will randomly select invoices that contain commercial and industrial items and request the certificates that were associated with them.
The final step in the DS process is to archive your scanned or imported documents. You simply mark the documents you want to archive, click the Archive button, and the documents are uploaded to the Eagle Server. Once archived, scanned documents can still be edited, although imported documents cannot be edited at this point. Retrieving archived documents is easy because of the various search fields that are available in the archive viewer. You can also retrieve archived documents by using hyperlinks available in various Eagle for Windows applications, which link directly to documents in the archive based on the attributes you assigned to them.