General Question

Dutchess12's avatar

Is there any way to replace one page of a scanned and saved file with an updated or corrected page?

Asked by Dutchess12 (1575points) April 17th, 2009

When I do my husband’s expense reports I have to scan every individual page of each week’s report. The number of pages can range from 1 to about 12! Well, I have a current report that has 6 pages for last week. Everything is in order, except I’ve had to make minor corrections TWICE now to the main total / calc page (page one), which means I’ve scanned all 6 pages 3 TIMES——1st time was the original, last two for minor corrections….and my scanner takes forever and ever. Well, now I gots to do it again because I transposed some numbers on the main calc page….can I just rescan the main calc page and replace the bad one?

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17 Answers

AlfredaPrufrock's avatar

Can you recreate the form yourself in .xls and do your updates in that? I believe excel has an expense report in their template package.

Dutchess12's avatar

@AlfredaPrufrock I start out with an .xls program…that’s where I enter the receipt totals, explanations, etc. Then I print the spreadsheet and scan it—ANDthe second .xls page, along with the receipts—I scan them so’s we can send one single file to Rick’s boss….however, it’s the .xls front sheet that I have to correct…but as far as I’ve been able to tell, when I do that, to get it all back into one correct, cohesive scan to send to his boss I have to rescan EVERYTHING. The front excel page, the back excel page, the receipts, everything. If I could just correct the one, front excel page, and replace the one in the scan that I’ve already saved….I’d never have anything to complain about again IN MY ENTIRE LIFE!! Until Monday, anyway.

AlfredaPrufrock's avatar

Why don’t you just attach an excel file to an e-mail and send it?

AlfredaPrufrock's avatar

Scan the receipts separately

Offero's avatar

There is a company call PRIMOPDF go to their website, download it for free, and install it. After that, in order to create a PDF document from excel all you have to do is set the print area, and when you go print it chose the Primopdf option which will now be visible. Save the PDF to the C: drive (remember where you put it) and attach it at will. Viola

Jeruba's avatar

Depending on the PDF application you have, you may be able to remove and insert a page. Examine the menus in your software and see if there’s a ‘Document’ pull-down or anything similar with choices such as Insert, Extract, Replace, Delete, and so on. If so, you should be able to scan just the one page and string it together with those that are correct.

But I agree with the others, this is doing it the hard way. Once it is in electronic form to begin with (as it is in Excel), you can transmit it without having to take it out to hard copy and put it back into electronic form again.

Dutchess12's avatar

@Jeruba I agree with you all @AlfredaPrufrock but…the place I’m scanning it to HAS to have it in one file, all six pages. Can’t send one page separately and say, “Replace this.”....but Jeruba, thank you. I’m betting there might be an Extract/Delete?Replace option. Thanks for sending me it the right direction….

Jeruba's avatar

So—if you have the capacity to insert pages, you convert your Excel file to PDF, then scan the receipts, and then concatenate all the PDFs into one file. You should not have to scan the Excel pages. That’s the part that doesn’t make sense.

Also you might think about updating your scanner.

rooeytoo's avatar

I’m not sure I entirely understand the question, but if I do, you just have to save the corrected page with the same name as the original, then the program will ask you if you want to replace the oder file with the same name and in this case you do so you say yes and it is all done and dusted. Is that what you mean???

rooeytoo's avatar

make that older not oder! sorry, next time I’ll wear my glasses when I proof.

Dutchess12's avatar

@Jeruba—I’ve been looking….don’t see anyway to insert or delete pages within a saved scanned file…I don’t know how to convert an Excel page directly to a PDF…but even if I could, how could I attached the scanned receipts to it? I’m pretty computer savvy (not like a geek tho!) but I’m not seeing that…

How’s your mustache hangin, btw!! :)

Dutchess12's avatar

@rooeytoo Oh, I know that about saving over an existing file…the problem is, I have six pages. Two Excel sheets and 4 other pages of receipts and things. The first page of the Excel spreadsheet lists all the receipt amounts, and totals them up, etc. Then I have to scan all 6 pages one at a time into one single scan file which we then send to Rick’s boss. Well, if I hose up my figures on the first Excel sheet (in this case I transposed some numbers) and don’t catch it until after I’ve scanned it, I have to then correct the spreadsheet and rescan ALL of the 6 pages, one at a time again. Yes, it should be easy enough to just send a corrected first page to his boss and tell him to replace the incorrect one, but trust me—it won’t work! We’ve tried it, and the day before we’re to get the expense check we invariably get a call saying the Expense report is wrong…..

Jeruba's avatar

@Dutchess12, if you can concatenate PDFs, it doesn’t matter what’s in them. You could do one PDF of the report and another of the receipts and then merge them into a single PDF. Then to correct an error you would just reuse the original receipts scan and concatenate it with the corrected report.

Check the help or search online to see if there is any way to export from Excel to a PostScript file that can be picked up by Adobe PDF.

Here’s a completely alternative suggestion. If you don’t have a huge number of columns in your spreadsheet, like no more than six or eight, you can export (actually, copy and paste) the Excel columns into a Word file. Then you can import the receipt scans into the same Word file as images. In that case you would transmit the Word file and not a PDF. Or, if you have the latest version of Word, which I think is 2007 (I don’t), you can send the Word file to PDF.

If the office doesn’t care whether the report is actually in Excel because they’re just looking at it and not rolling it up, it shouldn’t matter whether your source file is Excel or Word.

rooeytoo's avatar

I feel like a dope but I am still not getting it, do you send the boss the hard copies? Why do you scan after completing? Excel is editable. Or and this seems too simple, why don’t you proof and balance the whole thing before you scan?

It seems like there should be an easy answer if I could just grasp the question, silly me!!!

Dutchess12's avatar

@Jeruba WTH is “concatanate”???? I don’t see an import or export option at all…I know that I’ve imported Excel files into word files before, but I don’t see that option in Excel….O, I’m just reading the the 2nd half of your suggestions. I love people who use words I don’t understand! Also, the main thing is, I have to print the report off and Rick has to sign it. Hence the scan. ALSO this is a “Company Authorized” Excel expense report…it comes from corporate so….they’d prolly freak out if it came in word….I’ll keep looking tho…

@rooeytoo No, we scan the report and e’mail it to him.

Jeruba's avatar

“Concatenate” = string together as if in a chain. It is a term often used for connecting one electronic element after another, although it preexists computers. My Word suggestion would do everything you need.

If I were in your place and not trying to defend the way I do it now, I might phone the people on the receiving end and ask for suggestions for fulfilling the request both efficiently and in an acceptable way.

Dutchess12's avatar

@Jeruba Problem is, Rick would have to be the one to call them…and he wouldn’t know where to begin to ask them. I’ll try it tho…just send it on through! I’ll see what they say!

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