clickbook printer (14.0.3.0) · 2016-09-16 · seattle, wa 98116 (206) 932-9986 office (206)...

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SmartScanBarcode Translator

for

QuickBooks

USER’S MANUAL

Baus Systems4727 44th Ave. SW, Suite 202

Seattle, WA 98116(206) 932-9986 Office

(206) 923-0839 FaxE-mail: [email protected]

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SmartScan Barcode Translator for QuickBooks

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TABLE OF CONTENTS

1. Introduction 3

What is SmartScan Barcode Translator? 3

Getting Started 32. Installing SmartScan Barcode Translator 43. Registering SmartScan with Baus Systems, L.L.C. 54. Getting Started 5

Connect SmartScan Barcode Translator to QuickBooks 75. Making Changes to Existing Items or Bar Codes 116. Continuous Scanning and Auto-Tabbing After Scans 127. The Scanner 16

Installing the Serial Scanner 168. Configuring SmartScan 17

The Main Screen 17

Configure the Scanner Settings 199. Using the Status Icon 22

SmartScan Status 22

The Status Menu 2310. Contacting Baus Systems 24

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1. Introduction

What is SmartScan Barcode Translator?The SmartScan Barcode Translator is a scanning program that runs on in the background, on your PC. Barcode Translator allows you to scan items directly into QuickBooks transactions. The program will convert a scanned barcode into the corresponding item name, you have assigned to it in your QuickBooks Item list (ex: barcode 0123456 will be replaced by the item “Ink Cartridge” from QuickBooks’ Item List).

Getting StartedMake sure you have the following:

SmartScan Barcode Translator CD Serial scanner (or USB scanner with a serial driver) A custom field assigned in QuickBooks (see p. 5) for the barcode

value. SmartScan Custom Field Manager – installation and instructions are on the SmartScan CD – this can expedite the process of assigning barcode numbers, if your version of QuickBooks does not have the ability to Add/Edit multiple list items.

Startup Checklist□ Install Barcode Translator (p. 3)□ Load Item list and setup QuickBooks permissions (p. 7)□ Install scanner (p. 16)□ Setup scanner preferences (p. 18)

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2. Installing SmartScan Barcode Translator

The SmartScan Barcode Translator installation CD contains the files you will need to install SmartScan on your PC. SmartScan Barcode Translator is not a “networked” application and is not designed for use with remote terminal servers. Barcode Translator will only run on alocal PC. The software was developed to be used with a serial scanning device, and can only be attached to a single PC at a time. If you need to scan items into QuickBooks from multiple PCs, you will need additionalcopies of the SmartScan program for each additional computer.

Follow the steps below to install SmartScan onto your computer:

1) Close or exit any applications that are running or that launch automatically when Windows starts.

2) Insert the SmartScan installation CD into your CD drive.

3) The installation program will Auto-Start and prompt you to install the SmartScan Barcode Translator.

4) Follow the on-screen prompts and install using the default options.

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3. Registering SmartScan with Baus Systems, L.L.C.

DO NOT REGISTER IF YOU ARE TRYING THE DEMO.

If you are trying out the software, close the registration screen to proceed with the trial version of SmartScan Barcode Translator.

1) From the Start Menu, select Programs ► SmartScan Translator ► Register Now; or open the SmartScan Barcode Translator program to view the registration screen.

2) When the SmartScan Barcode Translator window appears, enter the company name and copy number that appears on the sticker located on the outside of the program box.

3) Press Register Now.

4) When the Registration Information window appears, contact Baus Systems, L.L.C. via email or fax to receive your Activation Code.

5) After you receive your Activation Code from Baus Systems, enter the code in the Registration Information window.

6) Press Ok to close the Registration Information dialog box.

7) Verify that your copy is now registered. The “Registered To:” will show the company entered into the Company Name box in the register screen.

8) Press Close to continue using SmartScan Barcode Translator.4. Getting Started

Creating a Custom Field in QuickBooks

The custom field in QuickBooks will be used to store the barcode value, which will be used by SmartScan.

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Note: In QuickBooks 2008 or later, you may also choose to use the existing Manufacturer’s Part Number field.

1) Create a Custom Field in QuickBooks for your bar codes.a. Log into QuickBooks in Single User Mode as Admin.b. Go to Item List and double click on any Item to bring up the Edit

Item window. Click Custom Fields, then Define Fields, and put a check mark in a “use” box and enter “barcode,” “SKU,” “UPC,”etc. to give the new custom field a name.

2) SmartScan Custom Field Manager can be installed and used to expedite the process of assigning bar codes to all of your items. a. This program can be downloaded from http://www.baus-

systems.com/cfm.html or installed from the SmartScan Barcode Translator CD.i. Insert the Barcode Translator CD into your computer, click on

the My Computer icon on your desktop or Start menu, right-click the Barcode Translator CD drive and click Open to see the contents of the CD.

ii. Open the Custom Field Manager folder and double click the Custom Field Manager icon to begin installation. Specificinstructions for the custom field manager are in the file labeled“Read Me.txt.”

b. After installing the SmartScan Custom Field Manager, log into QuickBooks in as the Admin (in Single User Mode).

i. In SmartScan Custom Field Manager, click Load or Reload. This will connect to QuickBooks and prompt you to give permissions for the SmartScan program to access QuickBooks. Click “Yes, Always” and allow the application to auto-log in as Admin.

ii. Now you will see a spreadsheet view of your QuickBooks Item List with the ability to type or scan into the new custom field you created for your bar code.

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iii.Click Save when you have entered your bar codes to update the custom fields in QuickBooks.

Connect SmartScan Barcode Translator to QuickBooks

1. Log into QuickBooks, in Single User Mode as the Admin.

2. In the SmartScan Barcode Translator main menu, select Data ►QuickBooks Item Map.

3. Press Yes, when you are prompted to stop scanning.

4. Click Browse to find your QuickBooks Company file. If you are not sure where your Company file is, you can look the current file directory from QuickBooks.

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5. In QuickBooks, click on File and scroll down to Open Previous Company. The file at the top of that list is file path for the current active QuickBooks file. Browse in SmartScan Barcode Translator and match the same file path to find the open company file.

6. QuickBooks will prompt you to grant permission for SmartScan to access the company file. Click “Yes, Always” and allow the application to auto-log in as Admin.

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7. In the Barcode Translator ‘s QuickBooks Item Mapping screen, click on the “Scan” drop box to select the new bar code custom field you created.

Note: for Barcode Translator 2.6 running with QuickBooks 2008 or later, the Manufacturer’s Part Number is also available as an option.

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8. Click Update Table. Wait for it to confirm that the table was updated successfully, then click OK and close the Item Mapping window to get back to the main SmartScan Translator window for scanning.

9. Now you are ready to scan any Item in QuickBooks!

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5. Making Changes to Existing Items or Bar Codes1. If you ever add Items or bar codes, or make changes to existing Items

in your QuickBooks Item List, you will need to Update the SmartScan Translation Table again for accurate scanning. (SeeConnect SmartScan Barcode Translator to QuickBooks steps 2-9.)

2. If you change the barcodes assigned to an Item, you will need to delete the Translation Table before updating it with the new information.

a. To delete the Translation Table, start in the main screen of SmartScan Translator. Click Data ► Translation Table and click Delete ALL. This will only erase the translation data, and will not modify QuickBooks data. Close this window and update the Table.

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b. From the main screen of SmartScan Translator, click on Data ►QuickBooks Item Map; stop scanning to continue; and click Update Table. After the update confirmation, click Close to return to the main screen of SmartScan Translator.

6. Continuous Scanning and Auto-Tabbing After Scans

SmartScan Barcode Translator can be set to auto-tab before and/or after each scan. This is helpful when you’d like to scan items continually without stopping to place the cursor into the next Item Field in QuickBooks. In this example, you may need to rearrange the order of the columns of your QuickBooks Invoice (or other transaction) to get the most streamlined results. Here is our recommendation, which can be modified to your preference:

1) Rearrange the order of the columns in your QuickBooks Invoice template.a. Open a new invoice in QuickBooks. b. Click on Customize, Additional Customization.

c. Click Make a Copy.d. Click the Columns tab and reorder the Quantity field to appear

first, and then click OK.

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2) In SmartScan Barcode Translator, select Settings ► System.

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3) The Scanner Return Patterns will allow the Translator program to enter additional keystrokes when an Item is scanned. Different profiles can be created and named appropriately to use for different transaction types. The example above will create a profile named“Invoice.” We are going to start with the cursor in the Quantity field of the Invoice and jump to the next Quantity field after each scan. The macro we crete will tell the scanner to Tab first (“<TAB>”, then insert the Return Value (“<RetVal>” – the scan value from the bar code translation), and then Tab until it reaches the new row, stopping in the Item Field. Count the number of tabs needed on your

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QuickBooks Invoice to get from the Item field to the next Quantity field.

4) To begin creating your own profile, click the Clear button to start from scratch. a. Place your cursor in the “Add This >” blank box. To insert a

command, you can either type in a command or click on the Command Codes button to open a window of options.

b. Clicking on a command will show it in the Code box. Click Send to add these commands one at a time to your new scan pattern.

c. Click the Add <RetVal> button to add the scan value in the appropriate order of the sequence.

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5) When you have added all of the appropriate commands, give your profile a name in the drop box and click the Save/Add to List button.

6) Click Save and Close to set this as your current Scanner Return Pattern Mode.

7) Before scanning in your QuickBooks Invoice, place the cursor in the Quantity field (the first field).

7. The Scanner

Installing the Serial Scanner

SmartScan will only work with a serial scanning device. Scanning devices that use a USB or keyboard wedge interface will not work with SmartScan.A serial scanning device connects to one of your unused RS232 COM ports (ex. COM1, COM2, COM3 or COM4). The COM port will generally be located on the back side of your PC. Most serial scannershave USB connector on the cable with a serial interface. If you are using the Honeywell IT1300G scanner, it plugs into an available USB port on your PC. This scanner can either be a wedge or serial scanner. When using Barcode Translator purchased from Baus Systems the scanner will arrive preconfigured as a serial scanner so that it will work with this software.

To connect the IT1300G scanner to the PC:

Follow the 1300G Start Guide provided when you received your SmartScan disk in the mail. If you are having problems you can contact us at 206-932-9986 and ask for Technical Support to help you connect your 1300G scanner to work with Barcode Translator.

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8. Configuring SmartScan

The Main Screen

The following screen is the screen you will see when you start the SmartScan program. This is the Main Screen of the SmartScan Translator program.

SmartScan Translator Main Screen

The SmartScan Translator Main Screen will display the current program settings. The Accounting System field shows the currently selected version of QuickBooks (in this example, it is set to 2005 and newer). The Scanner Return Pattern Mode field shows what characters and control keys (if any) will be added to the return value after a barcode has been scanned, based on the profiles you’ve created.

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The Scanner Return Pattern Mode allows SmartScan to quickly change from one scanning pattern profile option to another. Scanner Return Pattern Mode profiles are defined in the SmartScan System Setupscreen. Refer tp Continuous Scanning and Auto-Tabbing After Scans in Chapter 6 for additional information

Pressing the START button will activate the translator. Pressing the STOP button will deactivate the translator. The HIDE button will minimize the window and hide the program in the bottom right of your Windows desktop.

Scanner Settings Module

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SmartScan Scanner Settings Screen

The Scanner Setup module allows you to change settings related to your scanner. If you enter this module while SmartScan Barcode Translator is running, you will be prompted to stop the scan function. Click OK. The Scanner Setup screen has three settings options and a scanner test area.

The settings control the Com Port, Port Setting and Break Character for the scanner. The Scanner Test allows you to see the value that was read by the scanner and the value that will be returned after it is read. It also allows you to see what the scanner appends to the barcode data it reads. After making changes in this module, you will need to return to the main screen and hit the Start Button to reactivate the translator.

Configure the Scanner Settings

1) Select Settings ► Scanner.

2) Select the COM port that the scanner is connected to (this can be found in the Device Manager after the scanner is installed) from the drop down menu.

3) Select the proper Port Settings for your scanner.

4) Configure SmartScan for the break on a carriage return line feedsetting. For most scanners, you will want to turn this option ON by filling the checkbox. Refer to the scanners user manual to find the appropriate setting.

a) If the checkbox is filled, the barcode data will not be translated until SmartScan detects a carriage return line feed from the scanner.

b) If the check box is empty, SmartScan will translate the barcode data as it is received.

5) Tell SmartScan if the scanner should receive an Ack signal after each scan. Use this option only for scanners that send batches of data, like the FLIC Scanner. If you select Yes, the changes will be saved. If you select No, the changes will be ignored.

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6) Test your scanner settings by pressing the TEST Button and scanning a barcode. If the scanner is properly configured, data should appear in the Scan and Return value fields. If data does not appear in the value fields, check your cable connections and the scanner setting options that you just entered. If the scanner still does not work, you may need to change the COM port settings. If the scan value shown does not match the barcode value you are trying to read, try a different Port Settings option.

7) Save your changes and exit the System Setup module.

COM Port: This setting designates which COM port on your PC SmartScan should search to find the serial scanning device. The options are COM ports 1 through 4. If the scanner is connected to a COM port that is different from the COM port designated in this option, you will not be able to use the barcode scanner.

Port Setting: This setting designates the baud rate, data length, parity and stop bits that should be used by the scanner. Please refer to your scanner’s manual from the manufacturer about the information about your 1300G.

Break ON CR/LF: This setting tells SmartScan whether the scanning device will send a Carriage Return Line Feed to designate the end of the data that has been scanned. This is not the same as the setting in the System Setup Module that allows you to append a carriage return line feed to the end of the translated data.

If your scanner has the capability to send a CR/LF after it has read the barcode and this capability has been enabled, it is preferable to have the “Break on CR/LF” turned on within SmartScan. Please refer to the manual for your scanning device to determine if it has this capability and how to enable it.

Send Ack: This setting tells SmartScan whether to send an Ack character after each bar code is received. This setting is designed for scanners that

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store scanned information and send the data in batches like the FLIC Scanner.

Return Scan Value Without Translation: This setting tells SmartScan whether or not to translate the data. With this option on, the scanner acts like a keyboard wedge scanner, and barcodes will not be translated.

Scanner Test Area: The Scanner Test Area will only appear as a Test Button until the button is pressed. Once the button is pressed, the button will change to a Stop Button and two blank fields will appear, Scan Value and Return Value. When you scan a barcode with the Test Area activated, the Scan Value field will be populated with the value of the barcode you are reading if your scanner configuration is correct and you are able to get a good read. The Return Value field will show either a translated value (if the Translation Table has been populated) or will show the same value as the Scan Value field if there is no matching scan value found in the Translation Table. If you scan a barcode and no value appears in the Scan Value and Return Value fields, the scanner is not properly configured or is not compatible with the SmartScan program. Consult your scanner’s instruction manual to determine the proper configuration settings.

Save Button: When you press the Save Button, any changes you have made to this module will be saved and used by SmartScan from that point on.

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9. Using the Status Icon

SmartScan Status SmartScan has three visible modes that are displayed in the status icon

as follows:

SmartScan Mode: The scanner returns a translated value with all the append keys added after each scan.

Keyboard Wedge Mode: The scanner returns the value as it was scanned with all the append keys added after each scan.

Scanner is Off: The scanner returns nothing.

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The Status Menu

You can view the status menu by right clicking the status icon or by right clicking on the main program screen.

System & Scanner Settings: The Settings menu options contain modules for configuring the program and the scanner.

Translation Table: The Translation Table option contains the module for mapping data to the Translation Table.

Map Accounting: The Map Accounting option contains modules for reviewing data in the Translation Table. This module is explained in section 3.4 of this manual.

Return Pattern: The Append menu contains options that select the current append text. The most used strings show up in the menu.

Disable/Enable: The Enable option turns the scanner on. The Disable option turns the scanner off.

Show/Close: The Show option makes the main program screen pop-up. The Close option minimizes the program back to the status icon.

Exit: The Exit option ends the SmartScan Program.

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10. Contacting Baus Systems

Your SmartScan system comes with 60 days of technical support at no additional charge. This means that for 60 days from receipt of the software you have unlimited technical support for SmartScan available via telephone, e-mail, fax and mail.

To contact Baus Systems technical support:

Mailing Address:Baus Systems, LLC4727 44th Ave. SW, Suite 202Seattle, WA 98116

Telephone: (206) 932-9986Fax: (206) 923-0839E-mail: [email protected]: baus-systems.com

Proprietary Notice and Liability Disclaimer

The information disclosed in this document, including all designs and related materials are valuable property of Baus Systems, LLC. Baus Systems, LLC reserves all patent, copyright and other proprietary rights to this document, including all designs, reproduction, use and sales rights thereto except to the extent said rights are expressly granted to others.

The Baus Systems, LLC product(s) discussed in this document are warranted in accordance with the terms of the Limited Warranty Statement. However, actual performance of each such product is dependent upon factors such as system configuration, customer data and operator control. Since implementation by customers of each product may vary, the suitability of specific product configurations and applications must be determined by the customer and is not warranted by Baus Systems, LLC.

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To allow for design and specification improvements, the information in this document is subject to change at any time without notice. Reproduction of this document or portions thereof without prior approval of Baus Systems, LLC is prohibited.

All Baus Systems, LLC product names are trademarks or registered trademarks of Baus Systems, LLC. Windows is a registered trademark of Microsoft, Incorporated. Quickbooks is a registered trademark of Intuit, Incorporated. All other brand and product names are trademarks or registered trademarks of their respective holders. Baus Systems, LLC disclaims any responsibility for specifying which marks are owned by which companies or organizations.

© Copyright, 2002-09Baus Systems, LLC4727 44th Ave. SW, Suite 202Seattle, WA 98116

All Worldwide Rights Reserved.License Agreement and Warranty

Baus Systems, LLC grants you a non-exclusive license to use one copy of this software program on a single computer. You may transfer the software to another single computer provided no copies are retained on any other computer or server. You may also copy the software for the sole purpose of backup in support of its use on a single computer.

Limited Warranty

Baus Systems, LLC warrants the diskette(s) on which the software is recorded to be free from defects in materials and workmanship for a period of 60 days from the date of purchase. If during this 60 day period, a defect in the disk(s) should occur, the disk(s) may be returned for replacement without charge. Your sole remedy in the event of a defect in a disk(s) is limited to replacement of the disk(s) as provided above.

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Except as provided above for media, Baus Systems, LLC makes no warranties, either expressed or implied with respect to the software, its merchantability or its fitness for any particular purpose. This software is provided on an "as is" basis. The entire risk as to performance is with you. In no event shall Baus Systems, LLC be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information or other pecuniary loss) arising out of the use of or the inability to use this product, even if Baus Systems, LLC has been advised of the possibility of such damages. Because some states do not allow the exclusion or limitation of consequential damages, the above exclusion may not apply to you.

clickbook printer (14.0.3.0) · 2016-09-16 · seattle, wa 98116 (206) 932-9986 office (206)...

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