Instructions for Naming Scanned Files

1. Use only lower case letter in filenames
2. Dates: Always use this format! (YYMMDD) Unless specified the always use the date the document was scanned
3. DO NOT USE DECIMALS OR PERIODS!
4. DO NOT USE SPACES IN FILENAMES!
5. Use underscores (_) to separate data. Do NOT use dashes. Some data such as invoice numbers use dashes in the actual number
6. Please double check you're the filename for accuracy. It is likely that you will need to find the file in the future as well

File Naming Formats Below

Folder Type Sample Format Notes
AP Bills of Lading bol_wh_ticketnumber_(YYMMDD)  
AP Credit Card Receipts ccr_Lst4_(YYMMDD)_$xxxxx_Merchant (no decimal)
AP Penske Fuel Receipts pfr_(YYMMDD)_transctn#_gallons (no decimal)
AP Vendor Invoices inv_wh_vendr#_inv#_(YYMMDD)  
AP Vendor Credit Memo vcm_wh_vendr#_prchord#_(YYMMDD)  
AP OS & Ds osd_wh_(YYMMDD)_rceiver#_(YYMMDD)  
AP Recycle Paperwork lrp_wh_(YYMMDD)_transfer#  
AP Receiving Paperwork Paperwork Order: rec_wh_vendr#_rceiver#_(YYMMDD)
1. Computer Printed Receiver
2. Handwritten Receiver
3. Packing List
4. Bill of Lading or UPS Label
5. Purchase Order
6. OS&D (if completed)
7. E-mail Correspondence
  
AR Credit Apps cra_wh_(YYMMDD)_custr#  
AR Credit References crf_custr#_ref#_(YYMMDD)  
AR Customer Correspondence cst_custr#_(YYMMDD)_type  
AR Tax Exempt Forms tef_custr#_wh_ST_(YYMMDD)  
AR Returned Checks rck_wh_custr#_$xxxxx_(YYMMDD) (no decimal)
CC Certificates of Insurance coi_vendr#_(YYMMDD)  
CC Deposit Paperwork dep_wh_(YYMMDD)_$xxxxxx)type optional_net (no decimal)
CC Bank Statements bnk_wh_bankname_(YYMMDD) (date = statement date)
CC Petty Cash Paperwork pcp_wh_check#_(YYMMDD)  
CC Unknown unk_BestNameYouCanComeUpWith  
HR Employment/HR Paperwork hrp_wh_(YYMMDD)_last,first_type (no middle names/initials)
HR Time Sheets tcd_wh_(YYMMDD) (date is always a Saturday)