The Neat Company Neat Receipts Neatdesk Desktop Scanner 315 User's Manual
Contents
1. NeatReceipts Scanner Prompt NOTE During installation you may see one or more Digital Signature Not Found alerts In each case click YES to continue the installation 5 Register online Complete the online registration when prompted OPTIONAL Completing the registration form makes you eligible for free customer support free updates until the next major version is released and a 1 Year Warranty on the NeatReceipts scanner Starting NeatReceipts for the First Time 1 Launch NeatReceipts Click on the NeatReceipts icon on your desktop or go to the Start menu and select it from your list of programs 2 When prompted select a NeatReceipts View Mode e Choose Personal Use Only if you will use NeatReceipts for tracking and organizing personal expenses only e Choose Business and Personal Use if you will use NeatReceipts to track and organize both business and personal expenses NOTE Choosing Personal Use Only hides a number of columns that pertain only to business use such as Total Reimbursable and Total Paid by Company If needed the user mode can be changed later by choosing Personalize gt Rules For more information on Columns by View Mode see Section 8 Appendix gt Columns and Fields Section 2 Getting Started ES NeatReceipts Professional User Guide X Welcome To NeatReceipts How do you plan to use NeatReceipts Personal Use Only You plan to use NeatReceipts for e Organizing personal and2. Get Organized NeATReceirTs NeatReceipts Professional User Guide Welcome to NeatReceipts Professional NeatReceipts Professional is the only all in one combination scanner software that scans and reads receipts and business cards quickly and accurately SCANS e Captures digital images of receipts business cards and almost any other document ANALYZES e Proprietary interface pulls key information from receipts and business cards ORGANIZES Easily exports data to Quicken QuickBooks Microsoft Money Excel Outlook PDF and more Tracks and manages personal and business information Tax Organizer groups tax related receipts for tax preparation Get organized Copyright 2007 NeatReceipts All rights reserved This manual may not be copied photocopied reproduced translated or converted to any electronic or machine readable form in whole or in parts without prior written approval of NeatReceipts NeatReceipts e 1 866 NEATREC e sales neatreceipts com 3401 Market St Ste 120 Philadelphia PA 19104 Guide written and designed by Karin Rex ComputerEase rex karinrex com NeatReceipts Professional User Guide Quick How Dol Install NeatReceipts Scan my first receipt Improve scanned receipt images Delete a receipt image Save a receipt image as a graphic file Find the last few receipts 1 scanned Find a receipt 1 scanned last month Print a receipt image Split a receipt into mul
3. Printing and Sorting Folders 4 2 cbse a 59 Finding Saved Fodder u osa a RAS as 61 Sharing Exporting F ldars lt lt 2 4 uw rires Selene ae RRS wD OS Ee se 64 Importing Folders lt gt a 24V a heme sn A Fri 76 Running Folder REPONMS 12400 ge aaa ic eG ae 76 Personalizing Folder Columns and Fields 0 0000 ea 79 Section 5 Using the Business Card Organizer lt 0 81 About This SECO sss ack aa ee ra A 81 About the Business Card Organizer o oooooo 81 Accessing the Business Card Organizer ooo 81 Exploring the Business Card Organizer Window 4 82 Scanning a Business Card se346 505 bes eho Woe dR Sed ee 83 Working with Business Card Images lt lt 85 Working with Contacts serian 87 PINGING ACOMLACES s sa waite wow ern ewe a SO ode ee Sa eo we ho eed 95 Importing amp Exporting Contacts 24 2224222 2 2 Baer add tae ds 97 Section 6 Using the Tax Organizer 000 eee eee eens 103 ABQUE TIS SSCUOM dss a sacs Hida rad ae Gea HH 103 About the Tax Organizer 4 22 4224 as asia aha aka namen 103 Accessing the Tax Organizer iciorcicra cs a nn 103 Exploring the Tax Organizer WindoW 1 104 Assigning Receipts to Tax Categories o oooooooo o 104 Generating Reports in the Tax Organizer o 107 Working with Reports in the Tax Organizer 108 Working with
4. A AAN E installation issues ee ee ee ee ee ee er ee ee ee ee 162 Section 1 Read This Section First NeatReceipts Professional User Guide About NeatReceipts Professional If you are buried in a pile of receipts as you read this NeatReceipts Professional will help you climb out NeatReceipts Professional can help you maintain an NS official record of both work related and personal EE IAS expenses NeatReceipts Professional TE features the Receipt Organizer p g which is used to organize receipts and finances the Business Card Organizer whichis used to quickly extract and organize contact a information from business cards the Tax 5 Organizer which is used to group tax related receipts o for tax preparation and the Document Organizer which is used for saving non financial papers such as warranties and recipes a A About this User Guide This user guide has been carefully designed to help you install and use the program quickly and easily It s written in a conversational tone to put you at ease Insert deep breath here At times you may even be slightly amused Don t let this worry you it doesn t mean you can t take us seriously it just means that we ve read a few manuals ourselves and know how overwhelmingly indecipherable and boring they can be Our program is different and so is our manual How this User Guide is Organized There are 8 sections in this user guide You are current
5. are here Section 1 Read This Section First Getting Started About This Section Section 2 Getting Started walks you through installing the program connecting the scanner touring the scanner and scanning your first receipt ON Ca O O Q Y Everybody who will be installing the software should read this section as it is important that the installation is completed in the correct order If you have already installed the software using the Quick Start Card you can skip to Section 3 Working with Receipts bInstalling NeatReceipts Professional These instructions will get you up and running with NeatReceipts quickly and easily You will need NeatReceipts software CD NeatReceipts scanner Calibration paper USB cable Restart your computer and log on as the administrator if you have multiple users on your PC Rh 2 Disable anti virus software Temporarily disable any anti virus or security software REQUIRED Exit any applications running on your PC 3 Insert the NeatReceipts CD Follow on screen instructions Section 2 Getting Started NeatReceipts Professional User Guide WARNING Do not plug in scanner until prompted to do so during installation 4 When prompted plug the NeatReceipts scanner into an available USB port on your PC and then click on OK The scanner is always on there is no power switch gt Scanner Installation Y Please plug in your NeatReceipts scanner now
6. does not read vendor names that are stylized text or logos only plain text Keep this in mind when adding vendor names as you must type them exactly as they appear on the receipt names can be found in Section 3 Working with NOTE Additional information on managing vendor Receipts That s it NeatReceipt automatically saves the receipt for you How s that for convenient Section 2 Getting Started
7. household expenses Managing individual tax deductible expenses e Saving documents electronically Business and Personal Use You plan to use NeatReceipts for e All the above PLUS e Organizing business expenses and deductions e Creating and submitting expense reports to others Don t worry you can always change your choice in the Rules section of the Personalize menu Choosing the NeatReceipts View Mode 3 When prompted type your first and last name and click DONE The NeatReceipts Program opens in the Receipt Organizer window 4 View the NeatReceipts Setup Instructor It will have you up and running with NeatReceipts in a manner of minutes Do not skip the Setup Instructor it s worth the time invested Exploring the Receipt Organizer Window The Receipt Organizer window is used to organize receipts and finances for both business and personal expenses Folders let you save and organize scanned receipt images Additionally you can apply profile information and comments to folders in the Information Tabs area Tabs and Grids in the Receipt Organizer The left side of the Receipt Organizer window displays three tabs Scan Find Receipts and Advanced Find The right side of the Receipt Organizer displays the Folders Grid top the Receipts Grid middle and the Information Tabs bottom Each of these areas is described and pictured on the next page Scan Allows you to specify the number of pages to scan default
8. is 1 page through multiple page receipts and zoom delete or rotate a scanned receipt The Scan tab also contains the Image Viewer which displays the currently selected scanned receipt Find Receipts Provides a method for locating saved receipts You can search for receipts based on Receipt Date and Folder Type Section 2 Getting Started NeatReceipts Professional User Guide Advanced Find Provides a method for locating saved receipts and folders In addition to date searches you can search by project amount payment type category vendor tax category client Business amp Personal view only and others Folders Grid Allows you to create and manage Folders By default not all columns are displayed in the Folders grid You can choose to show or hide columns as needed using the Tools menu Receipts Grid Displays a list of receipts in the currently selected Folder s By default not all columns are displayed in the Receipts grids You can choose to show or hide columns as needed using the Tools menu Information Tabs Allows you to supply additional information about a Folder or receipt The fields on the tabs change depending on what is selected in the grids above NeatReceipts Professional Receipt Organizer Copyright 2003 2006 0608 File Edit Image Find Reporting Scam Tools Help del Receipts Tax Reports Business Cards Documents Create New amp Import From E Run Report amp Pers
9. the Tax Assignment Wizard o o 111 NeatReceipts Professional User Guide Section 7 Using the Document Organizer 000008 115 C About This Section a asa aa oe edn cb asa Eine dee 115 About the Document Organizer 00 cu eee eee ee ees 115 ea Accessing the Document Organizer 0 oo o o o 116 Exploring the Document Organizer a 2234 28 414 2 a Hem dees 116 Scanning a DOCUMENT 24 5 e028 Shee AL sa aa aa aan ana 117 a Setting Up Document Folders e g for Recipes 119 A Working with Document Images 2 5 2 844u 2a ir eee wes 119 0 Working with Document Rows 0000 eee oo 124 Clearing Document ROWS 5 2 42 cards ra Heme dr 128 D R d Thi Finding Saved Documents 23 4 2 2 2 4 pena tenes air el 128 ed IS Printing DOCUMENTS u 4 a ani dee bee wae d A ee tens 133 09 S ti Fi t Personalizing Document Grid Columns and Fields 134 ec ion Irs Sharing Exporting Documents lt lt lt 4 ee ae eae 2 0 we 137 Importing Documents 1 ee eee eee eee eee ees 139 bWhy Should I Read This Section First Using the NeatReceipts Copier 2020 22 cazar sas 140 i We know you re excited about using this program who wouldn t be Section 8 Appendix xi ae os 141 but it is important that you take a moment or two to review a few things before you get started Reading this section of the user guide Backing Up and Re
10. e A E Section 3 Working with Receipts lt lt lt lt lt lt oooooooooo oo ADOUE This Section s ssai 45 s dae a ee Sew nike About Scanning Receipts s 240 is a A A Overview of the NeatReceipts Scanning Process o o o Scanning a Receipt 2 lt a Bae an RS A ee a Improving Receipt Images sos tales es e a Dale a Exploring the Scan TaD sidra ias RA eK ew Od Working with Receipt Images kskes dee ae wate dae Working with Receipt ROWS 2 20222 0ee 6 e006 as Sees aoa ede es Cleaning Receipt ROWS 4 ois ce ie Gu se ee eee SES kee bes Finding Saved Receipts x u 034 ua eben AA oe eS Oe Printing Sorting and Splitting Receipts 02666088 e888 ee ee ee Sharing Exporting Receipts sacs sac 24a eda o en Importing RECEIPES hoz 22s cuss ea eres OS be ble SS A ere eS Running Receipt ReportS ass as ect was aan da a AAA Editing Vendor Names and Other Lists lt Personalizing Receipts Grid Columns and Fields Understanding User Rules 2 22 4424 2424 4 s 45 ceed shoes 9 NeatReceipts Professional User Guide Section 4 Mastering Folders 00 000 cee e eee ees 51 About This SCCUOM s se ss na da oe E Dee E a woe ee 51 ADOUCIFOL SES gt 2 4 22 cad Sse See Se a aa Eee oe ee sae ees 51 Creating Expense Reports so sau aaa aan san aaa ana ADDR 53 Working with Folders 6 ak 20a ana oS ERR 80 An A An EA DA 54 Working with the User Profile lt 58
11. ly reading Section 1 Read this First Thank you for following directions The remaining sections are described in the table below Section 2 Getting Started tells you exactly what to do to install the program and scan your first receipt DO NOT SKIP THIS SECTION as it is important that you complete the installation in the correct order Section 3 Working with Receipts gets you into the nitty gritty of scanning receipts including scanning editing personalizing sorting finding printing emailing exporting and more Everyone should review this section Section 4 Mastering Folders covers every aspect of creating and working with Folders including saving finding modifying editing printing deleting sorting emailing and more Review this section to understand how to use the program for everyday management of receipts and finances Section 5 Using the Business Card Organizer reviews how to scan and extract key information from business cards export contact information and work with Action Items Section 1 Read This Section First NeatReceipts Professional User Guide Section 6 Using the Tax Organizer details how to let the NeatReceipts Tax Organizer group tax related receipts Section 7 Using the Document Organizer covers working with documents including scanning editing sorting finding printing combining emailing exporting and more Everyone should review this section Section 8 Appendix contains inf
12. nner connected to your computer you will be asked to select a scanner Be sure to select the appropriate scanner When scanning is complete the image will appear in the Image Viewer and a new receipt row will be added to the Receipts Grid Section 2 Getting Started NeatReceipts Professional User Guide Verify data Add ss Vendor name Each time a receipt is scanned into a Folder a new row is added to the Receipts Grid Where possible key data from the receipt is automatically placed into the appropriate columns within the row NeatReceipts attempts to read the following fields Transaction date Total amount Payment type State sales tax USA Vendor name Category PST QST and GST HST sales tax Canada After each scan you will want to review and verify the data To modify any of the information click in a grid cell and edit as necessary NeatReceipts has a built in vendor database of over 1500 popular stores restaurants and hotels that it can recognize Each vendor name is automatically associated with an expense category such as Restaurant Although NeatReceipts may not have the name of your neighborhood supermarket in its database you can easily add it so that it will recognize it the next time To add a vendor name simply click into the vendor name field and type it in If you enter an expense category for that vendor name it will remember that as well IMPORTANT Note that NeatReceipts currently
13. onalize Find Receipts Advanced Find G Ey Fast Fina No Folders Displayed Folder Type Folder Label Period End Purpose Total Amount Total Reimbursable Client Folders Grid 0 00 0 00 No Receipts Displayed Category Receipt Date Payment Type Sales Tax Amount Reimbursable Tax Category Receipts Grid 0 00 0 00 Information Tabs Information Tabs The Receipt Organizer Window Section 2 Getting Started NeatReceipts Professional User Guide Scanning Your First Receipt Before scanning for the very first time you will need to calibrate your scanner Choose Scan gt Calibrate NeatReceipts Scanner and follow the onscreen instructions Scanning your first single sided receipt involves three simple tasks as shown in the graphic below Create or select la a Folder Scan a receipt int a the Folder Verify data Add Each of the steps outlined in the above graphic are described in detail on the next few pages Note that before scanning a receipt you need to select the container into which the receipt will be scanned stored and organized In NeatReceipts all receipts are scanned into a Folder If there are no folders in the grid one will be created for you when you scan your first receipt Create or select na Folder In the top grid select an existing Folder or create a new one by choosing File gt New gt Folder A Folder is simply an electr
14. onic version of a physical filing receptacle like a drawer in a filing cabinet for example You can use folders to organize any type of expenses For example you can create a Folder to track expenses for a family trip or home improvement project You can manage your business groceries school supplies or medical expenses using separate Folders You can use NeatReceipts to organize your soon to be paperless life in any way you like Section 2 Getting Started NeatReceipts Professional User Guide Scan a receipt in a the Folder Feed the receipt face down into the far right side of the scanner under the document icon You can position the receipt vertically or horizontally For faster scanning position the receipt so that its widest side is being drawn into the scanner usually horizontally as shown below The image will rotate automatically if necessary Faster E For faster scanning position the receipt so that the widest side is being drawn into the scanner as Back of shown by receipt B Receipt Back of Receipt Place receipt face B down when scanning Scanner with Receipts Note that above receipts are pictured face down as they should be positioned prior to scanning Choose Scan gt Scan New Receipt Alternatively you can click on the Scan button E CAN top right corner of the Scan tab or press the Scan button on top of the scanner If you have more than one sca
15. ormation on backing up and restoring the NeatReceipts database checking for software updates and getting help with NeatReceipts Professional Software Conventions NeatReceipts lets you use a variety of conventions for selecting commands including the following e pull down menus e right clicking shortcut menus e icons e buttons As with other programs there is usually more than one way to work so don t be afraid to explore the possibilities Manual Conventions Throughout the manual menu and submenu choices are specified by using a right angle bracket gt to separate each command Help gt NeatReceipts on the Web gt Support would indicate that you would first choose NeatReceipts on the Web from the Help menu and then choose Support from the NeatReceipts on the Web submenu Where Can I Find Additional Information In addition to this user guide there are other ways for you to learn more about this program Help Files Choose NeatReceipts Help from the Help file to access a searchable help database Setup Instructor Choose Help gt NeatReceipts Setup Instructor Troubleshooting A general troubleshooting FAQ can be found by choosing Help gt NeatReceipts on the Web gt Support A Scanning amp Image Troubleshooter can be found by choosing Help gt Scanning amp Image Troubleshooter Support Choose Help gt NeatReceipts on the Web gt Support Updates Choose Help gt Check for Updates User Guide You
16. storing the NeatReceipts Database 141 first will help you get up and running quickly and without making any Finding Missing Key Data in Folders amp Receipts 144 frustrating mistakes Finding Missing a Data in delicia amp Documents u 1c s eee we ws 144 OK I m Reading What s Next Manually Changing Sean Settings 2 225665 5 decos 145 Scannina amp I Troubleshoot 147 First read through the rest of this section to learn how this user guide nnd Me OI en EZ ze is organized By doing this you will know which sections are must NeatReceipts to Plaxo Field Mapping o ooo eee eae 150 reads and which sections you can skip for now NeatReceipts to Outlook Field Mapping 0oooooooo o 150 Then read Section 2 Getting Started to install your software and NeatReceipts Column Mapping Chart oooooooooo 151 scan your first receipt Columns and Fields Alphabetical by Organizer 151 Caring for the NeatReceipts Scanner u un ironia 159 D NOTE If you absolutely positively cannot take the time Pae to read this section and learn how the user guide is What s in the NeatReceipts Box 1 2 sees eee eee ee eens 160 organized feel free to go directly to Section 2 Getting Checking for Software Updates oooooo ooo 160 Started However DO NOT skip section 2 skipping it Getting Help 160 may end up costing you more time later troubleshooting RA
17. tiple transactions Export share a receipt Edit a vendor name Edit a ISt criar a A e E 44 Create a new Folder Find a Folder I created a few months ago Export Share a Folder anaana 64 Run a Folder Report Scan a business card Save a business card as a graphic file Edit contact information Add a Photo TO a Contact u gees SADR SEES AA 93 Find a contact Exchange Contacts with Plaxo Exchange Contacts with MS Outlook 0 0000 eee 99 Assign a Receipt to a Tax Catgory Generate a Report in the Tax Organizer Use the Tax Assignment Wizard Scan a document Find a document Print a document Use the NeatReceipts Copier Backup the NeatReceipts database 0 ee eae 141 NeatReceipts Professional User Guide Table of Contents Section 1 Read This Section First zn nn 0 mn nn nn nn nun Why Should I Read This Section First ern nenn About NeatReceipts Professional eee eee ees About This User Guide cases beeen Gad ede eee ee ee bees Where Can I Find Additional Information o Section 2 Getting Started lt 0ooooooooooomoonn ADOUL This SSCUOM os ea a a o a E o paisa oe Installing NeatReceipts Professional lt lt lt Starting NeatReceipts for the First Time Exploring the Receipt Organizer Window lt Scanning Your First Receipt 2 254 es ere
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