The scanning and distribution of inbound postal mail is a daily occurrence in most accounting practices. FYI allows scanned documents to be added 'in bulk' and then distributed to team members via their individual In Tray. Once distributed, each user can then review online and complete any filing where required.
You can also automatically import from your OneDrive FYI - My Imports folder. Whenever files are added to this folder, FYI detects this and automatically imports them. Refer to Using OneDrive FYI - My Imports to Automatically Import to your In Tray.
Step 1 - Scan the Documents
- Scanning inbound postal mail is generally a centralised process, completed by a member of the practice administration team. FYI recommends the use of a high-speed document scanner, that separates each piece of postal mail, into individual PDF documents. These documents are then saved to a local Windows Explorer Directory.
- You can then select all of the scanned PDF documents in Windows Explorer, then drag and drop them into your FYI In Tray.
Step 2 - Bulk Profiling
- Once dragged into FYI you then need to complete the filing details. As the documents will be from multiple clients, the 'Unallocated Client' will be utilised.
- Click Create
Step 3 - Filing and Distribution
- The scanned postal mail will now appear in your FYI In Tray.
- From here each document can be selected, filing updated, including document names and client.
- If you click File at this stage the document will be filed against the client.
- However, if you select a different Owner to yourself, the document will be routed to that users In Tray. This will allow the new owner to review the document and complete filing where needed.
- Note; if you are still unsure which client to allocated the scanned document against, leave the client as 'Unallocated Client ' and simply change the owner, allowing the new owner to apply the appropriate client.