Introduction

Delivery/collection notes generated by Vision once signed are then considered Proof of Delivery (POD) or Proof of Collection (POC), this application handles the scanning of those notes and a license is required to use it.

Notes produced by Vision include a barcode, this application automatically reads the barcode as it’s being scanned uploads the files for storage in Vision Distribution (PODs) and Warehousing (POCs).

1 Introduction
2 Scanned note retrieval
3 Settings
- 3.1 License
  - 3.1.1 During the request
- 3.2 Scan Settings
  - 3.2.1 Scanner compatibility
- 3.3 Network Scanned Path
- 3.4 Other Options
4 Scan
5 Network Scanned
6 Manually Index
7 Awaiting Upload

Scanned note retrieval

Application	Scanned note

Application	Scanned note
Distribution	Available from the delivery screen.
Warehousing	Available in the ‘Attachment Manager’ in the order screen.
CIS website	Customers can recall these from either Distribution or Warehousing themselves.
EDI API	Customers can recall these electronically via their own system using the Vision EDI API: 2490 API Get

Settings

License

Upon opening the application for the first time, the user will be informed that the application is unlicensed and that they need to request a license. The user is taken to the settings tab where the license can be ‘Requested’ on the right side.

During the request

The user will be asked if they require the ‘Network Scan’ functionality, it’s important to set this as required so that the correct license is generated.

The user is given the opportunity to leave a note, use this to inform us if the new license being requested is to replace an existing one, and the details of that machine.

We will be notified of the request and inform you once it’s been granted. Once this is done the user can either click the ‘Download’ button to retrieve it, or reopen the application and it’ll be retrieved automatically.

This is legacy functionality which allows users to apply the license manually.

Scan Settings

After the license is applied the options on the left should be configured, firstly by selecting the scanner, followed by the scanner settings below.

Tab name	Details

Tab name	Details
TWAIN scan	This is the default and recommended option, do not change this unless your scanner is incompatible with it.
Native	This uses built in Windows components to interface with your scanner and can be used if you have trouble with any of the other options.
Legacy	This uses the same scanner connectivity method as earlier versions of the Document Scanner, use this if it’s the only option your scanner works with.

Setting	Notes

Setting	Notes
Scanner	Select your scanner.
Colour	Colour would result in larger files therefore Greyscale or even Black & White is recommended.
Resolution	300 is the default & recommended option. The higher the value the larger the scanned file and more space it will occupy on your system.
Paper Size	A4 is the default, change if needed.
Bit Depth	Relates to the number of colours stored in the scan, the more colours the larger the file. Recommended to leave at the default value.
X Scaling	Controls the width of the scanned document image (1= full size, 0.5 = half size).
Y Scaling	Controls the height of the scanned document image (1 = full size, 0.5 = half size).
Image Type	JPG is the default, not recommended to change this.

Scanner compatibility

Scanners connected over a network (usually with a ‘WSD’ (Web Services on Device) port) have been found to be generally less reliable not only in Vision Document Scanner but Windows itself, so we only support scanners directly connected to the machine with our software installed.

The software has been successfully tested with several scanners, however, we suggest using scanners with a TWAIN driver for best support.

If facing any trouble with a directly connected scanner, ensure any other copies of the scanner (perhaps with alternate connections/port types) are removed from the machine.

Network Scanned Path

If using a network scanner to save scanned files to a network folder, specify the network folder in this field.

The ‘Network Scan’ license is required to use this feature.

Other Options

Setting	Notes

Setting	Notes
ADF Enabled	When ticked the scanner’s Automatic Document Feeder will be used instead of the flatbed.

Scan

The options configured in the ‘Settings’ tab are displayed.

Preview will connect to the configured local scanner and display the scan on the right side, it isn’t saved.

Scan and Index will start the scanner, if the ADF is enabled and loaded each of the pages will be scanned, otherwise a single page will be scanned. As the documents are scanned it attempts to find the barcode, scans are moved to the ‘Manually Index’ tab (if a barcode could not be found) or ‘Awaiting Upload’ tab (if a barcode was found).

After scanning, you may see a warning displayed in the top right of the screen, this informs the user of anything they need to action.

Network Scanned

It’s recommended to use the software directly connected to the scanner and use the ‘Scan’ tab mentioned above. However a network scanner can be used instead, in this case, the documents scanned & saved by the network scanner can be seen in this tab. The directory is configured in the ‘Settings’ tab.

Click ‘Auto Index’ which will attempt to read the barcode from all of the documents in the directory. If the barcode cannot be found the user would have to enter it manually.

Scans are moved to the ‘Awaiting Upload’ tab if the barcode is found. If the barcode cannot be found the document will be moved to Manually Index.

Manually Index

Scanned images where a barcode could not be found are displayed.

‘Find Barcode’ - searches the selected document for a barcode again, the user is given the opportunity to select the barcode area in the preview.

Otherwise, the user needs to enter the barcode manually.

‘Save Barcode’ moves the image to the ‘Awaiting Upload’ tab.

Awaiting Upload

Documents awaiting upload are displayed, these can be selected and:

Delete Selected - Will remove the documents completely, if you use this by mistake then the documents will need to be scanned again.
Re-index Selected - Will move the image back to the ‘Manually Index’ tab
Upload & Clean-Up - Uploads the image to Warehousing or Distribution. Successfully uploaded files are archived on the local machine for a short period (defined in the Settings tab), after this time they’re removed.

A log is displayed on the right side, look out for any errors.

For POD’s uploaded to Distribution, the system can automatically mark the record as ‘delivered’. In the case of issues with the delivery, these should be confirmed manually prior to scanning the note.