Preparing Documents for Scanning– Tips & Techniques Here are

Preparing Documents for Scanning– Tips & Techniques

Did you know that Accounts Payable now scans all documents for archival? There are a few things you can do to help us

prepare your documents for scanning. These steps will also help to streamline the scanning process and allow us to archive

your documents faster.

A Note About Thermal Receipts

Thermal receipts do not print in the tradional way of ink on paper. Instead, thermal receipts “burn” an images and text

onto the paper using heat from the receipt prinng head. These types of receipts should not be taped or highlighted. Doing

so basically destroys the printed informaon on the receipt.

Here are some ps:

Please Do Not Use Highlighters

 Highlighters will destroy the image on thermal receipts

 Even on ink printed receipts, the highlighter can be picked up by the scanner as “black ink” and black out the data you’ve

highlighted

Please Do Not Staple Receipts

 Staples cause damage and jamming to the scanners

 Please do not staple groups of receipts together. We ask that you follow the “taping receipts” guideline below

Please Carefully Tape Receipts

 Please tape receipts on all four sides to a 8 1/2” x 11” blank white piece of paper. Do not use previously printed scratch

paper that has unrelated prinng on it. Scanners will pick up this unnecessary informaon and include it in the nal im-

age of the document

 Do not tape over any printed informaon on the receipt. This includes text, amounts, or store names. Tape has the ten-

dency to fade the thermal print on receipts over me, making them completely illegible

 Stay at least 1/2 inch from the top, boom and sides of the page

 Always use clear cellophane type oce tape. Please do not use glue scks or staples for securing receipts

 Tape thick items such as card stock (ckets, business cards, taxi receipts, etc.) in the center the blank paper

 Do not write informaon on the back of receipts, such as aendees to a business lunch. Once taped down, any addion-

al informaon wrien on the back will be missed and delay processing

 Do not accordion fold and tape LONG receipts so that the whole receipt will t on a blank piece of paper. Please cut

these into pieces and tape them down to as many blank sheets as necessary. Number them accordingly. Note, you may

trim o unnecessary markeng informaon, such as coupons, sales ads, etc., just make sure not to trim o necessary

informaon

 Do not tape receipts on both sides of a single page. While our scanners will scan both sides of the page at the same

me, the thickness may cause the scanner to jam

 Please take care of your receipts. Try to keep from folding or crunching receipts and be sure not to leave them in direct

sunlight or near a heat source as it will damage all thermal receipt paper