Electronic Document Capture

Your quick reference guide
to Spindle Document Capture.

Spindle Document Capture Features

Seamless integration to your ERP to capture, archive and retrieve documents allows you to:

  • Process a variety of incoming documents including:
    • sales orders
    • purchase orders
    • invoices
    • delivery notes
    • goods received notes
    • expenses
    • remittance advices
    • credit notes
    • nominal ledger entries
  • Capture and archive documents from either a file, scan or from the pending tray.
  • Link associated data from ERP to each document such as company name, account reference, account name, order no, order date etc when captured by the pending tray.
  • Link to ERP entry using a barcode. Simply enter order, print barcode label and place on the associated document. When scanned, it will automatically link to the correct entry.
  • View all associated documents directly in Nominal Ledger using the Document Preview button

Batch scanning

Scan documents individually or in batches using a barcode. A barcode is added to the first page of a multi-page document to indicate the beginning of a new document. Spindle Document Capture will split the document when it finds a unique barcode id.

Quick document viewing within ERP

 View documents instantly including:

  • Sales Ledger
  • Purchase Ledger
  • Nominal Ledger
  • Cash Book
  • Stock Control
  • Sales Order Processing
  • Purchase Order Processing
  • Project Accounting

Advanced document search

Allows any employee to search and retrieve documents outside of ERP using the Document Search tool, including:

  • Document number
  • Transaction type
  • Date
  • Member of staff
  • Reference number
  • Project code
  • Nominal code
  • and more…

Pending Tray

  • Holds incoming documents ready for archiving
  • Allows non-ERP users to scan and prepare documents for filing

Mobile capture

  • Instantly capture documents and images from an Apple device (iPhone or iPod touch)
  • Upload to the Pending Tray using a wi-fi/ 3G/ 4G connection

Spindle Professional integration

  • Instantly archive all outgoing documents such as invoices, statements, despatch notes, etc.
  • Link documents to the relevant entry by barcode when they are returned and automatically archive them against the correct job. For example, incoming signed despatch notes.
  • Send invoices to clients and automatically attach archived, signed delivery notes.

Capture and access all file types

  • Attach any file type to documentation, transactions or accounts such as excel spreadsheets, emails or photos of delivered goods or completed services.

API

  • Use Spindle Document Capture API to add capture and retrieval functionality to third party applications

Compatibility

Sage 200 compatibility

  • Sage 200 2016 Extra On-premise and Online
  • Sage 200 2015 Extra On-premise and Online
  • Sage 200 2013 Extra On-premise and Online
  • Sage 200 2011
  • Sage 200 2010

Scanners

Spindle Document Capture works with a range of scanners available on the market. The following scanners are recommended:

  Model Monochrome Speed (300 dpi) Colour Speed (200 dpi) Feeder Suggested Daily Volume (scans) Connectivity
Low volume scanner: Canon DR-C225 25ppm 25ppm ADF - 30 Sheets 1,500 USB 2.0
Medium volume scanner: Canon DR-C240 45ppm 30ppm ADF - 60 sheets 4,000 USB 2.0
High volume scanner: Canon DR-M160II 60ppm 60ppm ADF - 60 sheets 7,000 USB 2.0


Barcode printer compatibility

Tested with Spindle Document Capture

Label printer Speed Method Connectivity
Zebra GK420d up to 5" (127 mm) per second direct thermal/thermal transfer USB, parallel, serial, Wired and Wireless Ethernet
Dymo LabelWriter 330 Turbo up to 32 labels a minute direct thermal USB or Serial port
Dymo LabelWriter 450 up to 51 labels a minute direct thermal USB

Untested with Spindle Document Capture

Label printer Speed Method Connectivity
Dymo LabelWriter 450 Turbo up to 71 labels a minute direct thermal USB

Requirements

Server

  • 1 Ghz Intel-compatible processor
  • 4 GB of memory
  • 3 GB free disk space
  • Internet Explorer 9 or above
  • SQL Server 2008 or above
  • Windows 10, 8, 7, Vista, Server 2012, 2008
  • Microsoft Internet Information Services (IIS) v7 or greater (hotfix KB980368 also required)
  • Windows Authentication role service on IIS
  • Sufficient disk space is required for your document archive (the sizes will vary depending on the type and content)

Client

  • 1 Ghz Intel-compatible processor
  • 2 GB of memory
  • 4 GB free disk space
  • Internet Explorer 9 or above
  • Windows 10, 8, 7, Vista, Server 2012, 2008

Scanner 

A 32-bit TWAIN scanner driver is required for the particular Windows Operating System in order to scan documents using the scan button within Spindle Document Capture. For clients using Terminal Services a TWAIN 32 scanner driver specifically for Windows Server is required.

If you are using a scanner without a 32-bit TWAIN scanner driver, the scanner will need to be able to scan to a folder location or sent as an attachment to an email address.