Batch Processing Overview

This entry is part 1 of 17 in the series Focus Guide - Batch Processing

The Spitfire Processing Management System (sfPMS) allows you to scan files into its Catalog. It also allows you to upload any number of files (often PDFs). When you need to scan many files (vendor invoices, purchase orders, receipts, timecards, etc.) at a time or process uploaded files, sfPMS enables you to view, upload, and process batches of scanned TIF files.

Spitfire’s Batch Scanning processing can use two tools outside the Spitfire dashboards:
• Batch Upload Tool
• Image Stapler
Both of these tools must be installed before the first time you use them.

The Batch Scanning process is a series of steps performed by one person or multiple persons depending on your organization’s division of tasks.

If Batch Scanning

Step 1 Prep Work – Separate your invoices and other documents into two piles: one page and multi page.
Step 2 Create a separator sheet for the one-page invoices then adding the separator sheet to the top of the one-page pile.
Step 3 Scan the one-page batch and create a TIF file that is ready for the Batch Upload Tool.
Step 4 Scan a multi-page batch and create a TIF file that is ready for the Image Stapler.
Step 5 Use the Image Stapler to convert your multi-page TIF file into the appropriate number of “sifted” TIF files (one file for each multi-page invoice/document). These sifted TIF files are then ready for the Batch Upload Tool.
Step 6 Use the Batch Upload Tool to upload the TIF files to Spitfire where they will be attached to a Spitfire File Batch document (or optionally, some other Doc Type such as Scanned Timecards) that is automatically routed to the person designated in a predefined route.
Step 7 View and process the images attached to the File Batch document. As you process each scanned image, you will have the opportunity to:
• create an AP Voucher and automatically attach the image to that Voucher then route it
• create a new Spitfire document (ex: a Pay Request) and automatically attach the scanned image to that new document, then route the document
• route the image to someone for additional information
• attach the image to an existing Spitfire document
• discard the image

 

If Attaching Existing Files

Step 1 Collect all the files (often PDFs) you want to attach to a batch. These files can be on your computer, perhaps in a folder organizing the files by “batches”.
Step 2 Create a File Batch account.
Step 3 Attach all the appropriate files to the File Batch document, and, if necessary, route the document to the appropriate person.
Step 4 View and process the images attached to the File Batch document. As you process each scanned image, you will have the opportunity to:
• create an AP Voucher and automatically attach the image to that Voucher then route the Voucher
• create a new Spitfire document (ex: a Pay Request) and automatically attach the scanned image to that new document, then route the document
• route the image to someone for additional information
• attach the image to an existing Spitfire document
• discard the image

 

Series NavigationBatch Scanning Requirements >>