This document explains the process of transferring files between your hosted environment and your local computer.
Uploading / Download Files
- Login to your hosted account using your Profit Tools RDP shortcut.
- Open File Explorer and browse to the location of your files. We have setup your Favorites to include the APBatch, ARBatch, Validate, ImageTmp, and Documents folders. Additional folders may be added to your favorites as necessary by browsing to the folder, right-clicking on Favorites, and selecting "Add current location to Favorites".
- You can view all of your Profit Tools folders by browsing to "P:\Profit_Tools" within File Explorer on your hosted session.
- To copy a file to your local computer, right-click on the file, select "Copy" or CTRL+C, go to the location on your local computer where you would like to save the file, right-click or CTRL+V and select "Paste". You can also transfer files from your local computer to your hosted environment by copying and pasting the files. Please make sure to cleanup any unnecessary files on the hosted server.
Uploading Scanned Documents
- Browse to the local folder containing the scanned black and white TIFF images that need to be transferred. Highlight all of the files you need to transfer, right-click on the files, select "Copy" or CTRL+C, browse to your unassigned image folder P:\Profit_Tools\ImageTmp\{username}, right-click and select "Paste" or CTRL+V. Your unassigned image folder should be available under your Favorites in File Explorer.
- Open Profit Tools, go to Imaging, select "View Unassigned", and assign the scanned documents you uploaded.
Image Requirements
The scanned images need to be saved as Black and White (binary) compressed TIF images with a scanned resolution of 200DPI to 300DPI. Image files should only contain 1 image/page per file. This should result in image files generally sized between 30KB and 70KB. Images greatly exceeding this size can cause problems with both the Imaging module and the Invoice Transfer module. The file name is not important as Profit Tools will rename the files as they are assigned. If your 3rd party scanning software can generate unique file names (datestamp, sequential number, etc.), it is suggested that you use these.
Convert PDF Files
Many customers use a 3rd party application to convert PDF's and other file types to black and white TIFF images. You may use the third-party utility below to convert and upload files. Please note that this product is not supported by Profit Tools and assistance from Profit Tools configuring any 3rd party program is a billable technical service.
Setup PDF Creator
PDF Creator - https://www.pdfforge.org/pdfcreator
- Download the free program from the PDF Creator website.
- Launch PDF Creator.
- Select Profiles, enable "Save on Automatic", enter a generic filename option (ex. DateTime:>, set the folder path (ex. C:\Scanned Documents), and uncheck "Open file after saving".
- Select "Convert" from the menu on the left, change the output format to "TIFF", set the color to "Black & White (2 Bit LZW), and set the Resolution (DPI) to "200".
- Select "Send" from the menu on the left, enable "FTP", and select the "+" symbol to add a new FTP account.
- Enter the FTP server address, username, and password provided by Profit Tools Customer Service.
- Uncheck "Don't save password" and select "Save".
Using PDF Creator
Once the PDF Creator setup has been completed, you will be able to right-click on your PDF files, and convert them to black and white TIFF images with PDF Creator. PDF Creator will save a copy of the file locally to the folder you specified and it will also automatically upload the file to your unassigned image folder in Profit Tools if you have configured your FTP settings. You can also manually transfer the converted files to your unassigned image folder by copying and pasting them to the unassigned image folder (see the Uploading Scanned Documents section above).