Image
image
image
image


Simple Barcode Filer - Part of File By Barcode Suite
 
Simple Document filing with barcodes software box

The name says it all, a simple to use program that renames scanned files by a barcode's contents, making it ideal as a capture tool to incorporate documents into an existing database.

Simple Barcode Filer can be used to mimic a paper filing system and is designed to work with a copier’s scan to file option or a medium production scanner. The program will read up to two barcodes on a document and use the barcode's contents to move and name the file with the output file being either a Tiff image or a PDF.

 The program is ideal for any kind of structured document such as invoices, work orders, purchase orders, loan files, personnel records, delivery tickets etc. where each document has a unique identifier. The identifier can be anything that is unique to the record such as a check number, invoice number, employee number, or loan number. Simple Barcode Filing will read that number and file the document by that number. If a second barcode is available it will use the second barcode to create a bookmark in a pdf, allowing the user to go directly to the document section they are looking for in a master document. Or the barcodes can be used to create a two tier filing structure. Such as an employee folder with all of the employee's documents in their folder.

Simple Barcode Filer also creates a CSV file and has the ability to trigger an action when the files in a folder have been processed. This allows the user to provide a method of transferring the output files to an existing database.


See how the File by Barcode Suite works with Income Tax Files

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.

Features:

  • Reads Code 39, Code 93, Interleaved 2 of 5, EAHN13, and Code 128 Barcodes
  • Reads two barcodes for structured filing
  • Renames files and folders barcode contents
  • It can use a database lookup to transform customer numbers into account names in output
  • Triggers a process to update a database
  • Separates files when a barcode is found
  • Processes G4 and LZW compressed tiffs allowing for color output
  • Creates a CSV files for easy importation of files into a database
  • Allows the use of cover pages for indexing that can be automatically dropped from the output file

Selecting the right product to use from File by Barcode Suite:

 

File By Barcode Suite

 

Simple Barcode Filer

Barcode Back Filer

File by Barcode

Renames File Barcode Contents

x

x

x

Splits File on Barcode

x

x

x

Processes One Barcode

x

x

x

Processes Two Barcodes

x

x

 

Creates subfolders for output

x

x

 

Searches entire page for specific barcode

 

 

x

Reads specific area for a barcode

x

x

 

Monitors (watches) a file folder

x

 

x

Processes PDF Input

 

 

x

PDF Output

x

x

x

Connects to database for lookup

x

 

 

Trigger an action when processing is complete

x

 

 

Drops Cover Pages

x

x

 

Reads Code 39 and Code 128 Barcodes

x

x

X

 


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

Flow chart showing workflow with barcoded documents
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 and Code 128. 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.

text being shown as a barcode


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. The help file in File by Barcode Suite contains additional resources on barcode creation.

Barcode Cover Pages

File by Barcode Suite comes with utilities to create cover pages, which can later be dropped in the document processing.

Barcode Cover Pages are used to separate and name files when it is not feasible to print a barcode on a document. File by Barcode Suite comes with utilities to easily create these cover pages.


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.

Single barcode on check stub

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.

two barcodes on check stub

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

barcode on Purchase Order

When the document is scanned the purchase order itself becomes the separator page as it contains the barcode. 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 number.

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 - Student Records - etc.

Filing Personnel records or Student 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 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 if scanning personnel files) 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.)

Sample barcoded personnel file cover page

The cover page is placed on top of the document and it is scanned to the Personnel records input 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 or selects the Document Identifier (folder) in this case the employee's ID number, and the list of available files will be updated.

Using the Windows select keys, the user selects the document sections to be retrieved clicks on "Open" 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.

View movie of setup: You Tube or Streaming Video

 

File by Barcode Suite

Simple Barcode Filing is part of the File by Barcode Suite that also contains, Barcode Back Filer, and File by Barcode programs. The Suite also includes one Scan station, one Cover Page Creator and one Retrieval Station. All the programs can be used with a copier that scans to a file folder on the network avoiding the need for additional scan stations.  All files are logically created allowing a user to browse to them.

If additional scanners, retrieval or cover page creation are required these can be purchased separately.

 

 

File by Barcode Suite

Download Trial Version

The Trial Version becomes the licensed version with the insertion of a license key.  It is fully functional with a prompt after every 10 files processed. 

Purchase File by Barcode Suite $1295.00 per processing station
 

 

 

File by Barcode Suite Workstation Module

Download Barcode Workstation Module

Includes Retrieval, Cover Page Creation and Scan Station

This module does not read a barcode

Purchase File by Barcode Workstation Module $99.00

 

All Orders are processed via Pay Pal
Your key will arrive within 24 hours, for quicker service please call
813-298-2474



Contact us for more info


image


image
image