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 have been tested to work with Spindle Document Capture.

  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
High volume - Network scanner: Canon Scanfront 400 45ppm 35ppm ADF - 60 sheets 6,000 100/1000BaseTLAN, 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.