SimpleQB also lets you automatically link scanned documents or network files to QuickBooks transactions.
SimpleQB lets you import QuickBooks transactions in batches from a database. When combined with SimpleIndex OCR and barcode recognition this creates a fully automated solution for tasks like receiving bills from invoices. Watch the demo video to see SimpleQB in action.
SimpleQB is a powerful tool for exchanging data between any database and any QuickBooks transaction. It works with SimpleIndex by sharing a common database where document data is stored. SimpleIndex exports document indexes to the database, then SimpleQB imports that data into QuickBooks.
The database can also be used to find and view documents linked to transactions in QuickBooks
Because of this open design, SimpleQB can be used with any scanning application or database, including more advanced software that can recognize line items and other repeating elements on invoices.
If a message that indicates what QuickBooks file that SimpleQB will be uploading with and OK or Cancel option is required to avoid accidentally uploading into the wrong QuickBooks company file when multiples are used. “Be advised: selected procedure “SimpleQB Config Path” will be run in the currently open company file “QuickBooks Company Filename”. Click OK to Continue procedure or Cancel to abort”
Navigate in the Windows Registry to this location:
Then open this file:
Then change the value from 0 to 1
QuickBooks must be restarted before the change takes affect.
Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements when building its index and will return any matching files when you search. Using Windows Search on a file server allows for instantaneous searching across terabytes of documents and text for all of the users on your network. IFilters allow Windows Search to search within file contents. Here are three popular PDF IFilters that will enable text searching for PDF files: Foxit PDF IFilter (commercial) TET PDF IFilter (free/commercial) Adobe PDF IFilter (32-bit / 64-bit) (free) If you have issues with PDF text searching in Windows 10, this article has detailed instructions for resolving PDF IFilter issues: https://fixedit.itxpress.biz/2018/07/05/searching-pdfs-in-windows-10/
SimpleQB enables you to scan and link documents to QuickBooks transactions through a custom menu. When you have an invoice, purchase order, work order, bank reconciliation or other transaction open, simply click the Scan menu to scan a document and save it with that transaction.
To view the documents for a transaction, just click the View menu.
You can also use SimpleSearch to find and view documents scanned with SimpleQB without the QuickBooks interface.
Is there a way to just use part of a bar code or OCR value? For example, extract “50” from the value “124450”
To do this example, create a barcode field (Field 1 for example) and a 2nd field with type “Fixed”. In the template for the 2nd field, enter %FIELD1[5,2]% to get “50” from “124450”.
%FIELD1% would get the entire value for Field #1, the barcode field. By adding the [5,2] you tell SimpleIndex to start at the 5th character (5) and take 2 characters from the value (50).
Can SimpleQB be used to scan in receipts and invoices which are then matched to the files kept in the QuickBooks System?
Yes, That is exactly what SimpleQB was designed to do.
SimpleQB uses the information from your QuickBooks documents to file images under the appropriate customer/vendor, document type, document number and date. Simply pull up the corresponding file in QuickBooks and click scan!
Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?
All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.
SimpleQB does not make any changes to your QuickBooks database. When you scan documents with the SimpleQB interface, information about the current customer, vendor or document is passed to SimpleIndex for automatic indexing. When you view a document, the same information is used to find the corresponding scanned image.
On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field needs to be sufficient length to store the entire text of your document. Of course, the Insert Mode configuration must have “Enable Full Page OCR” checked to generate full text data from images. Text from MS Office documents, PDF files and existing OCR text files can be used without setting this option. When designing your Retrieval Mode configuration, create a Text field to use for full text search queries. On the Database tab, set the corresponding “Database Field Name” to the full text database field. When searching on your full text field, SimpleIndex finds the text you enter no matter where it appears in the document. It is able to match partial words. It does not perform boolean or natural language search
SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents. The most affordable solution uses Windows folders and filenames to organize and find documents on a shared network drive. SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible. Other applications force the user to create folders and name files manually, making ad-hoc document management too labor-intensive to be practical. You may also use SimpleIndex with SimpleSearch to create a keyword-searchable database that lets you find and view documents based on one or more index values. There are several advantages to using SimpleSearch instead of Windows folders: Find documents based on specific keywords or phr