I have scanned PDFs of bills/invoices.
Each invoice needs to be separated into separate PDF documents (and named as indicated below), and the following information from each recorded in ONE excel spreadsheet.
Names/Entities etc do not need salutation (mr/mrs etc)
values do not need a $ sign, but should be a decimal to 2 places without a comma.
The spreadsheet will require the following columns: Same Column Name Please.
Entity -This is the business name or persons name, business name has priority. No Salutations required (ie no MR/MRS etc)
Invoice Date (format DD/MM/YYYY)
Due Amount – just decimal with 2 decimal places, no $
Overdue - just decimal with 2 decimal places, no $
Minimum Pmt - just decimal with 2 decimal places, no $
Due Date (format DD/MM/YYYY)
Reference – full account number, with no spaces.
BPAY Details – (format BPAY: bpay number REF: referencenumber)
Other PMT Details (Only if no BPAY Details)
Entity - this is who the bill is sent to..
Invoice/Issue Date (some statements do not have this, in which case the date can be put as the END PERIOD date. ie credit card statement with a period 22/8/11 - 22/9/11 will have 22/9/11 as the invoice date.
Due Amount, (note, some bills will have an overdue amount or paynow amount, and another payable amount (ie minimum payment for credit card) please separate these, the TOTAL is not necessary. If a bill is an overdue/payment reminder, please put the due amount in the OVERDUE column, not the DUE AMOUNT column.
Overdue amount/pay now amount.
Invoice Number - if available.
BPAY biller code
BPAY reference. THIS MUST BE CHECKED AND RECHECKED.
IF BPAY data not available, there will generally be a bank account deposit to…
please assign each file a filename ie - entity-date-supplier-duedate so they can be tracked.
There are about 29 bills spread over a few scanned files. (note some of them are multiple pages, keep each bill together.)
This will probably be ongoing, with new invoices to be entered regularly. (perhaps twice a week), eventually data entered directly into a database.