Beyond being excellent reporting tools, the INTERAC manager applications (HR Manager, Job Manager and Equipment Manager) also allow users to manage related documentation. 

Each includes the ability to: ​

• View attached documents 
• Add new PDF documents
• Scan paper documents to attach them

HR Manager provides access to manage all sorts of documents associated with the employee master record. 

Job Manager handles documents linked to the job master record, like contracts, and change orders as well as documents linked to the transactions, for things like the invoices for materials, and subcontractors. 

Equipment Manager allows users to manage all the equipment related documentation from the Equipment Cost system. 

Click here for a quick overview of these document management features.

Going Green is more than just being environmentally friendly. It also means saving time and money, which goes right to the bottom line, putting more green in your pocket. While being environmentally responsible is becoming an important part of being a good corporate citizen, there are lots of reasons to take advantage of the various time and money saving features of the INTERAC accounting system. 

Going paperless with the Document Management System
Besides being more environmentally friendly, you can save lots of time, money, and space by eliminating paper from your routine processes. 

• Automatically generate pdf copies of payroll and AP checks instead of printing paper copies.
• Automatically email these copies to employees and vendors instead of distributing paper copies.
• Receive and process electronic invoices from vendors.
• Submit electronic invoices to your customers.
• Convert all those boxes of paper in the archives to electronic files and eliminate all the hours of filing and free up that space. 

Taking advantage of Direct Deposit capabilities in both AP and Payroll. 
INTERAC will automatically generate and file the direct deposit statements, and it can even email copies directly to employees or vendors. For employees that don’t utilize traditional banking, the ePayCard service may be an attractive option.

Utilizing the Manager Applications 
Easily share critical information with key team members with direct, view only access to all the data they need from a simple point and click interface. All the manager applications also integrate with the Document Management System to allow users to scan, add, and manage the associated documents. 

• Job Manager provides direct access to all the Job Cost information, including documentation.
• HR Manager provides instant access to the wealth of employee information from Payroll.
• Equipment Manager provides easy access to all your Equipment Cost information and documents.
• Report Manager provides each user with their own custom menu of INTERAC reports, and it is integrated with the other manager applications for easy access.

E-File your federal and state taxes instead of printing and mailing the forms. INTERAC will generate the necessary upload files for federal and all 50 states. 
​
These a just a few of the ways you can save time and money and become more environmentally friendly. If you would like to learn more about taking advantage of these options, we would be happy to show you how. Give us a call.

​Every machine needs a little routine maintenance, and your scanner is no exception. There are lots of moving parts in a typical scanner, as well as software that must be kept up to date. Following are a few tips that may help you keep your scanners working well for you, and allow you to extend their useful life.

Keeping the Paper Path Clean
It is only logical that, over time, dust, lint, and even small pieces of paper may be left behind in the scanner’s paper path, so keeping it clean should be part of a routine maintenance plan. Keeping the paper path clean and clear will help to prevent document feed issues, and keep your scanner working properly.

Use a damp, lint free cloth to clean the rollers and path, or swab may allow you to reach the tight spaces. A can of compressed air can also be an effective way to clear the dust and lint from internal components. Be sure that whatever you use to clean the paper path does not leave behind any residue. 

Replacing the Document Feed Rollers
One of the first things to wear on a scanner are the rollers in the document feeder. Over time they will wear and become hard, or slick. When this happens, it can cause documents not to feed correctly. If you are experiencing any issues with the way documents are feeding through your scanner, it may be time to replace these rollers.

Intersoft Systems recommends the Canon imageFORMULA DR series scanners. These scanners feature roller kits which are easily replaced by the user, and can be purchased from many authorized Canon resellers. 

Updating Scanner Software
Because there are frequent updates to the operating system software and business applications, it is important to keep your scanner software and drivers current. It is not unusual for updates to these other applications to also require changes to the software that your scanner uses to interface with them. If you experience scanning problems after some other system updates, it may be time to check for scanner software updates as well. In most cases, these updates will be downloadable from the vendor. 

With this in mind, you may also discover that legacy scanners may no longer be supported by the newer operating systems and applications. There comes a point at which the only viable alternative may be to replace old scanners which are compatible with the new systems. 

Additional Resources:

• Selecting an Appropriate Scanner
• Canon Workgroup Scanners

Choosing a Scanner
​As you consider the move to an electronic document management system, selecting an appropriate scanner becomes an important consideration. While there are lots of options, they aren’t all created equal. There are some key capabilities that should be taken into consideration as you select the right scanner for your needs.

Flatbed vs Sheetfed
​In most business applications, the goal is to eliminate the handling and storage of all that paper. When it comes to scanning volumes of paper, a sheet fed scanner is the only way to go. Most sheet fed scanners are capable of handling mixed document sizes, so you don’t have to worry about sorting and separating documents before scanning. While there may be occasions that require scanning something that won’t go through a sheet feeder, the vast majority of business scanning will be paper documents.

​To accommodate both, there are scanners which feature both flatbed and sheet fed scan options. Most of the multi-function printer/scanner/copier systems will provide both features. Since many of these are also network capable, they are also easily shared with a workgroup. In working with the INTERAC Document Management System, Intersoft recommends sheet fed scanners, particularly for the personnel who are processing accounts payable invoices, or payroll.

Shared vs Personal
The hours saved through productivity gains should be the primary consideration in determining who should have a personal desktop scanner. In most cases, they will quickly pay for themselves in labor hours saved.
​
The most efficient workflows may necessitate a personal desktop scanner. For example: When processing incoming accounts payable invoices, it may be easiest to scan them as they are being entered into accounts payable. It would not make sense to get up and go to a shared scanner across the office between each entry. When scanning is part of the routine data entry process, a personal desktop scanner will be the right choice.

A shared network scanner may be the perfect solution for those on the team that only occasionally need to scan a document, or for scanning large batches of documents all at once. This feature may already available in your existing copy machine. If so, there is no reason not to take advantage of it. 

Stand-alone vs Multi-function
While it may sound attractive to have all the functions of a printer/scanner/copier/fax machine combined, when it needs to reside on your desktop, size matters. 

Having a dedicated small form factor desktop scanner may prove advantageous. The extra size and features of the multi-function units may just get in the way. For the same reason, you may decide against a flatbed scanner for high volume scan users. 

Before investing in hardware, consider the workflow requirements of each user and select the appropriate scanner options to meet their needs. 

What’s the worst part of losing a grip on your contracting company’s job costs?

Billable costs not making it to the final invoice? The difficulty of identifying which jobs are actually making money? The productivity-killing chore of reassembling ill-managed records?

How about all of the above?

Managing job costs is difficult for any contracting business. After all, the very nature of contracting conspires against making it an easy task. Job work is complex and dynamic. Conditions change. Costs fluctuate.

It’s a constant business challenge. But contractors who give the problem serious attention gain major advantages over competitors who haven’t done the same.

I spoke with Tim Law, Vice President of Sales & Marketing at Intersoft Systems to dig deeper into the job cost software opportunity. Tim is an expert on the topic. Intersoft Systems provides accounting and management software and has a particularly strong focus on meeting the needs of construction businesses. Tim has spent the last 8 years consulting with companies to help them leverage technology to improve management tasks such as job costing.

Q:  How has construction job costing changed in the last 10 or 15 years?

No doubt, the last 10 to 15 years have seen some dramatic changes in technology, and there doesn’t seem to be any end in sight. While many of the changes have brought incremental improvements, some have been real game changers.

The broad acceptance of mobile devices like smart phones and tablets is changing the way things are being done in the field. These are also driving a whole new class of web-enabled software platforms which allow the field to be connected to the rest of the enterprise.

In our experience, electronic document management has been one of the most significant software enhancements in recent years. Beyond becoming a standard feature, this capability offers significant benefits across the entire organization.

Converting all those paper archives to a digital format not only saves the costs associated with maintaining all that paper, it also makes that documentation readily available to the entire team.

Q:  How can contractors use job costing to improve the way they do business?

We like to say: “An accounting system is only as good as the information you can get out of it”. Beyond just capturing income and expenses, a true job cost system must be able to provide accurate and timely information about the jobs in progress.

Things like:

• Tracking costs by phase or cost code to monitor how each portion of the job is performing.
• Comparing these costs with estimated costs to monitor estimating accuracy or spot problems on the job before it’s too late to address them.
• Monitoring billings to ensure accuracy and avoid over payments.
• Comparing historical data can provide all sorts of performance assessments.

Having a system that enables you to create reports in formats that are meaningful to the various team members is critical. Experience has shown us that every company has slightly different preferences for how they want their reporting data presented. This may be the most important consideration for a good job cost system.

​Q:  Do general contractors and subcontractors need different types of software for job costing?

In general, the core aspects of a job cost system are the same for both general contractors and subcontractors. However, there are unique requirements in almost every situation. That is one of the reasons that Intersoft Systems chooses to offer our construction suite in an à la carte model, allowing each contractor to select the appropriate applications to address their particular requirements.

While the core job cost functionality is the same for all, there are a series of specialty applications that may be added to fill out the necessary functionality.

For example:

• General contractors may want the Subcontractor Control system to help them manage contracts, track subcontractor insurance status, and manage the billing cycles.
• Heavy contractors will likely utilize the Equipment Cost system to help manage the revenue, costs, and maintenance for their fleet of machinery.
• Specialty contractors may have a need for an inventory control system to manage the inventory for their maintenance and repair operations. There is a good reason why there are so many viable options in construction accounting and job cost software. It is important for a contactor to select a system that has the appropriate applications to address their specific needs.

Q:  Is there an advantage to having job cost software integrated with other core accounting and business applications?

Having a fully integrated job cost accounting system offers significant advantages.

• Data flows seamlessly between integrated applications
• Eliminates the need for multiple entry.
• Reduces errors
• Streamlines the entire accounting process
• Allows for more sophisticated reporting by having data from interfacing applications available

Integration may mean that one vendor provides all the applications as a unified solution. However, most modern systems are also capable of integrating with 3rd party applications, so you can utilize systems from multiple vendors, and still have an integrated solution.

For example: There are lots of specialized estimating systems that can easily share their estimating data with a variety of job cost systems. Integrating time clock systems with payroll is another common scenario.

Q:  How can contractors tell the difference between good and bad job cost software?

There are a few simple questions that can help a construction firm to determine whether they are being adequately served by their job cost accounting system.

Does it provide:

• Timely job cost reporting that enables you to proactively address issues on a job rather than reacting after it is too late to make a difference?
• Financial reporting information that satisfies you, your banker, your bonding agent, owners, or general contractors you may be working for?
• The tools necessary for your accounting staff to be efficient at providing all this information?

If the answer to any of these questions is no, then it may be time to reevaluate.

Q:  What kind of results can contractors expect when they add job costing software or upgrade to a better program?

There are lots of benefits that come with having the appropriate construction accounting software. It should make the accounting staff more efficient, the management team more effective, and the organization more profitable.

For example, just taking advantage of the electronic document management system brought all of the following business results to one of our long-time users:

• The Document Management Approval System has been a very effective tool in streamlining the entire approval process. Incoming documentation is scanned immediately, coded with the appropriate vendor information and routed directly to the appropriate project manager for review and approval. Each project manager receives an email reminder and they are able to log into their Approval System inbox remotely to review and release documents 24/7. They no longer need to return to the office to access and review their paperwork.
• The AP clerk is able to monitor all the pending documents and hold the appropriate people accountable. As the invoices are approved and released, they flow directly into the AP process for payment.
• DMS has been a great productivity enhancement, allowing the accounting staff to be much more efficient, processing the same volume of work with 20% fewer people.
• In addition to the savings in personnel costs, document management is also saving about $2,000 per year in storage costs for the 20 boxes per year of archives that are no longer being generated. As the remaining archives are replaced by DMS, the net savings will grow to $20,000.

​Intersoft Systems recommends the Canon DR-C225 scanner as an ideal option for general purpose scanning all across the company. Whether in the corporate office, the accounting department, or remote offices, this scanner is well-suited for use by individuals or small workgroups to modernize paper-based processes, helping to increase efficiency and productivity. When combined with the INTERAC Document Management software, DR-C225 scanner users can benefit from its small size and ease of use in scanning documents into the INTERAC Applications. 

Intersoft Systems recommends a Terminal Server implementation for workgroups using our INTERAC accounting suite. The addition of the Document Management System and the need to scan documents to applications on the server has made “remote scanning software” a critical piece of the system. ​

The Challenge:
Because desktop scanners are typically attached to the local PC, they aren’t seen by the server operating system. This means that applications, like the document management system, running on the server can’t see these desktop scanners. All it takes to overcome this challenge is a small piece of software to enable the server to access these scanners. 

The Solution:
With a remote scanning application, users can use the scanners on their desks with their Terminal Server applications, just as if they were connected to the server. OCR Solutions’ Virtual Scan application is an ideal solution.

Network attached multi-function copier/printer/scanner/fax machines will certainly provide scanning capabilities to a workgroup, but they don’t provide the convenience and efficiency that comes with having the scanner on the user’s desktop. The time lost in walking back and forth to the scanner, or waiting your turn, can easily be eliminated by having low cost desktop scanners available to each user. This is particularly important for the personnel responsible for the bulk of the scanning volume. 

Real world examples of the benefits of the electronic Document Management System directly from INTERAC users.

Doing More With Fewer People
Everyone is trying to do more with fewer people, and in these times, the need for efficiency is even more critical. Time spent filing, searching for documents, re-filing, and managing the boxes full of archives is time wasted. The Document Management System can dramatically improve efficiency.

• “We have benefited from DMS in several key ways. Most importantly, the time saved in the accounting process has made it possible to handle the same volume of work with 4 staff instead of 6. That is a significant savings in both time and dollars. Utilizing DMS has made it possible for each of them to remain at their desks instead of spending time at the file cabinets.”
• “Most importantly, we have implemented the new process without adding additional personnel. While the AP department was concerned about the upfront time required to attach images to all transactions, they quickly realized that the back-end savings were so great, that they now love the system.”
• “After a year’s work there were roughly 40,000 documents stored in DMS. No longer are people away from their desks trying to locate paperwork; now they are all able to retrieve what they need directly from INTERAC. In fact, all the paperwork is being shredded after it is scanned into DMS, eliminating all the time and expense of filing the steady stream of paper that flows through the office.”

Ease of Access for All Sorts of Documentation 
The INTERAC Document Management System integrates with each of the core accounting applications to allow documents to be linked directly to transaction records, and also to the application’s master records. 

Documents linked to transactions will follow that transaction wherever it is posted in the system. So an accounts payable invoice linked to the AP transaction will also be viewable from General Ledger or Job Cost as the transaction is posted to these interfacing transactions. 

All kinds of documentation may be linked to the master records. These categories are user defined, and can easily be configured to suit your specific requirements: 
 - Accounts Payable links to vendor records, creating an electronic vendor file.
 - Accounts Receivable links to customers, creating an electronic customer file.
 - Payroll links to employee records, creating an electronic employee file.
 - Job Cost links to jobs to create an electronic job file.
 - General Ledger links to specific accounts to store work papers and account related documents. 

• “Through Terminal Services, even the people in the remote offices are able to retrieve the documents they need, so they no longer need to interrupt someone in the accounting group to help them locate it. This has been another factor in the improved productivity of the accounting team.”
• “The DMS system allows us to easily store and recall literally thousands and thousands of W-2’s, 1099’s, brokerage statements, handwritten notes and work papers. Previously we had returned all of this information to the client and rarely retained copies because of the burden of copying and storing these documents.“
• “Area managers and supervisors are now able to review all their invoices through Job Manager, significantly reducing calls and interruptions in the accounting office. All the documentation they need is now directly accessible to them through their Job Manager connection. There is no longer any need to keep copies of everything in the field offices.”
• “All the staff began using DMS as they learned the system, so now it is second nature to look in DMS when documentation is needed. Everything is being kept in DMS, even non‐accounting related documents, because it makes them easy to store and retrieve.”

Simplify Distribution with Integrated Email Capability
Not only does the INTERAC Document Management System store documentation, it also allows you to email documents directly from the system. Emailing is an option right in the print dialog window as you generate new documents, or also in the various master record control screens. Any document in the DMS library can also be emailed directly from the Document Management System. The INTERAC system can be set to automatically send copies of check stubs to both employees and vendors. 

• “The ability to email documents directly from the INTERAC applications makes it quick and easy to send backup information internally as well as to customers and vendors. This has greatly reduced the turn-around time to respond to questions and issues. Emailing also provides a record of what has been sent and when.”

Electronic Approval System 
The Electronic Approval System built into Document Management is a great way to streamline the Accounts Payable invoice approval process. Each user can have their own approval system in box to which invoices needing their approval can be sent. In addition, the system will send a notification email when new documents are pending. 

• “A primary goal of DMS was to enhance the accounts payable process. One of the main challenges was getting incoming vendor invoices approved for payment in a timely fashion. Frequently the project managers were not in the office or readily available to review and approve their invoices. Paperwork was often misplaced as it was routed from desk to desk. Keeping track of all this flow of paper was very inefficient. DMS remedied these issues. The Approval System has been a very effective tool in streamlining this entire process. Incoming documentation is now scanned immediately, coded with the appropriate vendor information and routed directly to the appropriate project manager for review and approval. Using the automatic DMS email notification, each project manager receives an email reminder that documents are pending. Now the AP clerk is able to monitor all the pending documents and hold the appropriate people accountable. As the invoices are approved and released, they flow directly into the AP process for payment. Project managers are now able to log into their Approval System in‐box remotely, allowing them to review and release documents 24/7. They no longer need to return to the office to access and review their paperwork.”

    Streamlining Accounts Payable Invoice Approvals

• “The primary issue addressed by the Document Management System was the need to manage the Accounts Payable process at the main office in a timely fashion, while having the appropriate field staff review and approve the invoices for payment. Implementing the Document Management System eliminated the need to keep copies of the documents in the field offices, which made it possible for vendors to submit their invoices directly to the accounting office for payment. This significantly streamlined the entire Accounts Payable process. Now the accounting staff have immediate access to all the documents from within the INTERAC applications, so they never have to leave their desk to find what they need.

    Multi-Office AP Processing & Approval 

• Area managers and supervisors are now able to review all their invoices through Job Manager, significantly reducing calls and interruptions in the accounting office. All the documentation they need is now directly accessible to them through their Job Manager connection. There is no longer any need to keep copies of everything in the field offices.”

    Avoiding Overpayment of AP Invoices 

• “We’ve seen the most benefits from DMS in scanning our AP invoices. Because the invoices are scanned at the time they are keyed, any Project Manager can view the invoices at any time through Job Manager. They can compare prices and quotes from the past, check delivery dates, etc. Even though it was possible to verify this info in the past, it required walking back to AP, pulling a specific invoice and check copy and researching at that point. Therefore, seldom did anyone take the time or effort to do this. With DMS, there is no doubt we’ve saved significantly by scanning the invoice copies. The owner enjoys reviewing scanned invoice copies periodically in his down time to ensure we are receiving accurate pricing on such items as rentals, fuel, and material.”

Automatically Generate and File Check Copies, W2’s and 1099’s 
With INTERAC document management, the system will automatically generate and file copies of all the checks, W2’s and 1099’s. In Payroll they are linked directly to the employee master record. In Accounts Payable, they are linked to the vendor record. 
In addition to the cost of printing, the time saved in filing and maintaining paper archives can be eliminated. It also makes these documents easy to locate when they are needed. You always have the option to print a copy, if a hard copy is required. 

Reduce Archival & Storage Expenses
One of the key benefits of a Document Management System is the savings that comes from eliminating the costs of managing a paper archive. When you consider the cost of printers, supplies, file cabinets and boxes, and all the space they take up, it adds up. Adding to that all the hours spent filing, searching, and managing all that paper, the actual costs may be more than you realize. 

• “With a volume of about 600 invoices and 120 checks per week, DMS has eliminated five double wide file cabinets full of paperwork that no longer has to be filed and stored. This has also helped to eliminate documents that were frequently ‘lost in the shuffle’. Not only do the documents not get lost, there is no longer a need to locate paperwork in the files and then re‐file it when a review is necessary. Once it is attached to a record through DMS, it is always available to anyone who needs it. 
• The Document Management System more than pays for itself every year just in man hours saved from not needing to file, locate, re‐file, and store all those cabinets and boxes full of paper.” 
• “To deal with the 100 -120 boxes of AP related paper being generated every year we went live with DMS for accounts payable for all 9 of our companies. Thru the 1st 11 months we captured over 100,000 images which are available to our users through Accounts Payable, Job Cost, General Ledger and Depreciation.” 

Other Resources
INTERAC Document Management System White Paper
How Much Does All That Paper Really Cost?
Top 10 Benefits of a Paperless Office

To reduce or eliminate archival and storage expenses associated with all that paper.

A heavy industrial contractor found significant savings in the man hours required to manage the filing and maintenance of their paper archives.

“With a volume of about 600 invoices and 120 checks per week, DMS has eliminated five double wide file cabinets full of paperwork that no longer has to be filed and stored. This has also helped to eliminate documents that were frequently ‘lost in the shuffle’. Not only do the documents not get lost, there is no longer a need to locate paperwork in the files and then re‐file it when a review is necessary. Once it is attached to a record through DMS, it is always available to anyone who needs it.

The Document Management System more than pays for itself every year, with an estimated savings of $36,000 per year just in man hours saved from not needing to file, locate, re‐file, and store all those cabinets and boxes full of paper.”


Other Resources

INTERAC Document Management System White Paper
 The Power of PDF – Search & Find
 The Power of PDF – Markkup Tools

Avoiding Over Payment of AP Invoices

A large steel erection company, was looking for a way to increase accuracy and prevent over payment of Accounts Payable invoices by providing access to all the relevant documentation to project managers and the management team so that numbers could be verified prior to payment.

“We’ve seen the most benefits from DMS in scanning our AP invoices. Because the invoices are scanned at the time they are keyed, any Project Manager can view the invoices at any time through Job Manager. They can compare prices and quotes from the past, check delivery dates, etc. Even though it was possible to verify this info in the past, it required walking back to AP, pulling a specific invoice and check copy and researching at that point. Therefore, seldom did anyone take the time or effort to do this. With DMS, there is no doubt we’ve saved significantly by scanning the invoice copies. The owner enjoys reviewing scanned invoice copies periodically in his down time to ensure we are receiving accurate pricing on such items as rentals, fuel, and material.”

Other Resources

INTERAC Document Management System White Paper
Selecting an appropriate scanner
Going Green with INTERAC

Published 6/18/15 by Eyal Barsky, CEO of OCR Solutions, Inc.

Remote scanning has become a software solution for many businesses looking to scan from within a desktop session in Terminal Services, Citrix, and Windows. Simply put, remote scanning software allows a person to scan directly to a remotely hosted application. This can make life very simple around large offices with a constant workload. Remote scanning software is also very user-friendly, running simply in the background of the desktop not interfering with of your computers’ speed or performance. The software must be initially installed and set-up, but then nothing taxing is required for it to work. In fact, to the users there is really no setup time, all they need to do is hit the scan button on the remote application, choose their scan settings and the image appears immediately on the remote server! The scanner you have connected to your desktop would be used as it always was, just with the ability to share documents over a server. Some of the benefits to remote scanning are:

• The ability to work with any TWAIN-compliant device as well as webcams for imaging and scanning directly into Terminal Server or Citrix hosted applications.
  
• The use of effective, lossless compression - Network traffic will not be noticeably slower during the transfer of images. The software compresses the outgoing file along with encrypting it on the sending side and unzip’s the file on the server so quickly it is virtually like scanning on one’s desktop.
  
• The allowance of multiple scanners to be network shared - A server can detect individual scanners as long as they are attached to a desktop.
  
• The ability to lock scanner settings for network impact limitation - DPI resolution and color are consistent with the software, which also limits network impact.
  
• Remote scanning software is universal and works with any international system around the world. There is no limitation whatsoever on foreign language applications.
  
• Some organizations use the system to share scanners on a network which is similar to sharing a printer.
  

With most businesses looking to increase workload in lesser time specifics, remote scanning software can most definitely help with this issue. The software allows businesses to perform daily tasks of cohesion as quickly as a push of a button. If you are looking for a remote scanning solution please consider using VirtualScan,OCR Solution’s most advanced and easy to use remote scanning software. To get your free trial please click on the link above or go to www.ocrsolutions.com

Other Articles:
Desktop Scanning with a Terminal Server
Selecting An Appropriate Scanner

One of the beauties of utilizing PDF files is their ability to keep a variety of file attributes which make them easy to locate using the search features. Since the INTERAC Document Management System (DMS) is built around the PDF document format, you are able to optimize your documents library to take full advantage of these search features.

The Document Management System automatically generates some of these attributes, so you don’t have to worry about them. They are always there when you need to set the filtering criteria to find specific documents.

Creating Application:
The Creating Application identifies not only the main application like Accounts Payable, General Ledger, or Payroll, it even knows what function was being used to create the documents. For instance, it knows whether you are creating a report, or writing checks.

Date Range:
The date and time that a file was created is also available for use in the filter settings, so you can narrow the search to a specific date range.

Title:
In addition to the Windows file name, each document also has a Title which DMS uses to further identify the document. This title is used in DMS and throughout INTERAC where the title of the document may be helpful. As you can see, you can search for an exact match, any word included in the title, or a specific string of text found in the title. Developing a consistent naming scheme for DMS documents can make this a very powerful search tool. DMS also allows you to set default document titles for each of the INTERAC applications. These will pre-fill the title field as the document is being created, but they can also be edited, when necessary.

Keywords:
Another easy way to identify documents is to add specific keywords to them. These can be anything you want them to be. Again, developing a set of standard keywords can be an excellent way to enhance the search and filter capabilities, making documents easy to find in the archives.

Notes:
The Document Management System automatically adds pertinent information in the Notes field as documents are created. For example: AP invoices will include the vendor number and invoice number, Payroll checks include the employee number, Job Cost includes job and phase numbers, etc. The contents of these notes are also available in the filtering criteria, so you can use them to select specific documents. 

Because PDF documents are so prevalent, using the search features can be a real time saver. Sometimes the table of contents or index aren’t sufficient to locate a specific item. Whether you use the simple Find, or the Advanced Search option, you can quickly and easily locate what you are looking for in a document. These search options are available in both Adobe Reader and the full Adobe Acrobat.

The Find option will open a small box, like the one shown, where you can enter the word, phrase, or number to “find” and then you can quickly scroll through the document using the previous and next buttons to find each instance matching your search parameters. The word or phrase is highlighted on the page as you scroll through, so you can see it in context.

If you want to be a bit more specific in your search, the Advance Search provides more options to narrow the results. Not only can you search the document you are viewing, you can also open the search up to a whole library of PDF documents in a specified location. In addition to just entering the keyword or phrase, you can also make it case sensitive and include any bookmarks or comments in the document in the search. In this case, the search will return a listing of matching results which you can select from. 

For example, Intersoft Systems  provides our INTERAC user manuals as a library of PDF documents. If you were looking for information regarding producing 1099’s, references could be found in both the Accounts Payable and Payroll manuals. Opening the Payroll manual and using the Find feature, to search for 1099 would allow you to scroll through, quickly finding each instance of “1099” in that manual. Utilizing the Advanced Search option, you could include the entire INTERAC user manual library in the search, returning a list of results including both Payroll and Accounts Payable entries. Clicking on the items in the list will guide you directly to that location in the selected document.  It is quite powerful and easy to use.

Happy Searching & Finding.