InputAccel Index Module

The InputAccel Index module is used as the inbox for contracts being sent in from the field office. It allows high quality scanned images to be used instead of faxes as the source document for input into PSynergy. The Index Module is used as the "source document" to enter a contract into PSynergy and is also used to manually assign the contract number to the scanned image for archiving in Documentum.

The inbox is categorized into Business Units. Only BUs that have contracts in queue will have an entry in the Department panel in the "Open InputAccel Batch" window. In the example below, only PSAUS and PSOFT have contracts waiting to be processed. To simplify the inbox management, an individual user can be set up to see only a certain subset of BUs. (For instance, 3 out of 27 BUs.) In order to filter the BUs in this way, the Index Module must be started from the desktop shortcut rather than the Start menu.

Batches are sorted alphabetically by the name field, not by entry time. The name is typed in by the person scanning the document. The names are simply there to make it easier to find specific contracts. The naming convention is:

Three character revenue stream indicator + Date + Company Name + Contract Amount

(Periods and slashes "/" are not allowed, so a dash "-" or underscore "_"character may be used for the date.)

Using the InputAccel Index Module - Step by Step

1. Start by double-clicking the "IA Index" shortcut  icon on your desktop.

   

2. The first screen will appear for about 5 seconds. It specifies which IA Server you want to connect to. At the current time, the Pleasanton server, PSH_DOCWEB-01, is only production server.

   

3. Next, log in with your Windows NT User ID.

   

4. In order to see the contracts that are in queue, select the "Run Single Batch" button.

   

5. DO NOT choose the "Run All Batches" button, or you will not have any control over which contract you will look at. If you choose this accidentally, simply choose the "Cancel Task" button to return to the previous screen.

   

6. After choosing the "Run Single Batch" button, any waiting contracts will be displayed in the "Open InputAccel Batch" window. If there are numerous contracts, the user may select a BU in the "Department" panel and only contracts for that BU will be displayed. (Department is an InputAccel term that we cannot change.)

   

7. A batch (contract) is opened by double-clicking on it. After opening the contract in the Index module, the user can either print the contract or work directly from the screen image.  By multi-tasking between the open Index window and PSynergy, a user should be able to efficiently enter the data into PSynergy. During input, when PSynergy assigns a new contract number, that number is simply entered into the Contract Number field on the Indexing panel.

8. The width of the "Contract Number" entry field can be changed by dragging on the divider between the light gray pane and the dark gray pane.

   

9. The Contract Number is entered in the field along with the last three (3) digits of the Amendment ID (also known as the Change ID). The Amendment ID is ten digits long, but since it increments from zero, using just the last three digits will help with accurate entry.

   

10. As an additional identifier on the contract there are five different codes that can be appended onto the end of the "Contract Number".

    These codes are:

    	-A	Indicates a Master Agreement
    	-W	Indicates Working Papers
    	-M	Indicates Miscellaneous
    	-PO	Indicates a Purchase Order
    	-PP	Indicates a PrePaid Purchase Order (Training)

    For  example, if a scanned document was a Purchase Order, you would enter "02-XXXXX-000 -PO"

11. Once the Contract Number (and optional code) is entered, the user clicks the “Accept Task” button on the screen and it changes to indicate “No Batch…” The user then clicks the “Stop” button.

    

12. At this point, the user has returned to the starting point where they can start over again by choosing “Run Single Batch” to view the inbox.

    

13. The contract that was just processed no longer displays in the inbox.