End of Day (EOD) Scan Quick Reference (Article)

EOD Scan Quick Reference

This guide ensures every store processes and scans all required financial documentation correctly each day, keeping Accounts Payable current and maintaining compliance.

• Rename files using the date (MM-DD-YY). Never use the *retain* function — it causes duplicate file names and backend errors that delete scans.

Vendor Invoices – Scanned to Kefron (Accounts Payable)

• Enter or verify each vendor invoice as a RECEIPT in HITS immediately after receiving goods or services.
  • Every purchase, return, or credit must be entered in HITS to ensure accurate accounting.
  • The invoice number in HITS must match the vendor invoice exactly.
  • The total in HITS must equal the vendor invoice total, including FET, freight charges, taxes, and fees.
  • Verify that all work orders tied to outside purchase items have correct parts, costs, and quantities entered.
  • Close the receipt in HITS before scanning — invoices cannot be paid until closed.

EOD Scan Process

• On the scanner home screen, select Gills Invoices (for single-page batches) or Gills Multi-Page (for multi-page invoices).
  • These QuickSets automatically route scanned invoices to Accounting through NetSuite.
  • Load invoice pages face up, preview for clarity, and send.
  • Do not scan $0 vendor transfer invoices or credits (such as rebill transfers or internal restocks).
  • Scan vendor credits and returns the same as regular invoices — these must also be entered and closed in HITS.

Daily Deposit Packet – Scanned to Deposits Inbox

Documents (in order):
1. Daily Closeout Report (HITS)
2. Cash/Check/CC Journal (HITS)
3. First Mile EOD Report (printed copy)
4. Deposit Log Slip (hand-filled carbon copy)
5. Supporting documents (bank receipts, CC batch slips, variance notes)

• Select Gills Daily Deposit QuickSet to scan and send all deposit documents together.
• Load pages face up, preview for clarity and order, rename the file using the deposit date followed by “DD” (e.g., “05-28-25 DD”), and send.
• Close all BATCH tickets in HITS to finalize into invoices, then post the deposit and close the day.

Consistent daily scanning ensures accurate records, smooth audits, and on-time vendor payments.