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Benefits » Document Management
Document Management
Document management allows your business to break free from the limitiations of sending paper documents through the organisation for comments and approvals.
With SMARTEDGE Document Management, you can upload scanned images of your financial documents and assign these digital copies to employees that need to work with the document prior to the document being captured in the company's financial books.
Documents that have not been completed (set to Finished) are listed in the calendar for the user the document is currently assigned to.
Document Management Overview
With SMARTEDGE you can centralise the storage of all business documents on our server. This allows anyone to get access to the documents when they are needed. Documents can be linked to other information in the system, such as financial transactions, sales orders, purchase orders, contracts, leads, customers, suppliers, products, contacts, opportunities and campaigns. This allows you to easily get to the document when you are working on that particular information.
Uploaded Documents
| Document Type | Used For |
|---|---|
| [Unspecified] | A document for which the type has not yet been determined or specified. [Unspecified] documents are listed in the calendar of the Document Owner (the employee the document is assigned to). |
| Airbill | Airbill for air freight of a sales order or a purchase order. |
| Bank Statement | Electronic Bank Statements to be used for Bank Reconciliation. This type should be used for PDF files and not machine readable statements (tab-separated files). |
| Business Document | A general business document that does not fit into any of the other predefined document types. For example this can be Contracts, Customer Profiles, Marketing Material, Requirement Studies, Internal Discussion Papers, Strategy Documents and other files that may or may not be linked to a customer, supplier, order or product. |
| Cash Receipt | Receipt or Cash Invoice to be captured as a financial transaction. |
| Certificate of Origin | Certificate of Origin for products being exported/imported, to be linked to a sales order or a purchase order |
| Costing Sheet | Costing Sheets can be used for manual costings for a sales order. Such files/documents may also be attached to documents created from a Sales Order. |
| Customer Purchase Order | A Purchase Order received from a customer, to be linked to a Sales Order / Quote. |
| Customer Request For Quote | A Request for Quote received from a customer, to be linked to a Sales Order / Quote. |
| Data Import | Files containing either customers, suppliers or products that should be imported into SMARTEDGE |
| Fumigation Certificate | Fumigation Certificate required for import/export of certain goods, to be linked to a sales order or a purchase order. |
| Letterhead | A letterhead is a PDF file that SMARTEDGE merges into produced documents. A letterhead is merged in as the background (bottom) layer of the produced document after the document has been created. You can upload your own set of letterheads to be used with different document types. A letterhead must be a PDF file. |
| Logo | Logo files to be used when creating standard letterheads. If you do not upload a complete letterhead file in PDF, you can upload a logo and create a standard letterhead from your company information |
| Other Financial Document | Any other type of financial documents to be captured as as a transaction. |
| Payment Slip | Payment Slips or Receipts to be captured as a financial transaction. |
| Product Brochure | Product Brochures are multi-page type brochures to be linked to a product. |
| Product Data Sheet | Product Data Sheets are smaller than product brochures. They are usually one-page product descriptions and can be automatically or manually appended to documents created from a Sales Order or a Purchase Order. See also Product Data Sheets in the Produced Document Section below. |
| Shipment Instructions | Shipment Instructions for freight and shipment of a sales order or a purchase order. |
| Supplier Credit Note | Supplier Credit Notes to be captured as a financial transaction. |
| Supplier Invoice | Supplier Invoices to be captured as a financial transaction. |
| Supplier Statement | A statement from a supplier, to be linked to a supplier account. |
| Voice Log | Telephone recordings or other voice files that should be stored for log purposes. |
| Waybill | Waybill used for freight and shipment of a sales order or a purchase order. |
| Work/Job Card | Work Cards can be used for manual costings for a sales order. Such files/documents may also be attached to documents created from a Sales Order. |
Produced Documents
| Document Type | Used For | E-mail Template | E-mail templates or other templates to be used to produce mass e-mails. |
|---|---|
| Bill of Materials | PDF Document produced from a sales order where assemblies are inclueded. |
| Credit Note | PDF Document produced from a sales return. |
| Customer Statement | PDF ocument produced from a customer. Can either be produced in a Mass Statement operation or individually for a customer. |
| Delivery Slip | PDF Document produced from a sales order. |
| Internal Confirmation | PDF Document produced from an internal order. |
| Internal Delivery Slip | PDF Document produced from an internal order. |
| Internal Invoice | PDF Document produced from an internal order. |
| Invoice | PDF Document produced from a sales order. |
| Order Confirmation | PDF Document produced from a sales order. |
| Proforma Invoice | PDF Document produced from a sales order. |
| Purchase Order | PDF Document produced from a purchase order. |
| Purchase Return | PDF Document produced from a purchase return. |
| Quote | PDF Document produced from a sales order. |
| RFQ (Request for Quote) | PDF Document produced from a purchase order. |
| RFQ Acknowledgement | PDF Document produced from a sales order. Used to acknowledge receipt of a Customer Request for Quote. |
All common file types are supported. This means that you can upload PDF files, any Image file, Word and Excel documents, Text files, Voice and Video Files as well as other files that are not executable files. Uploading documents as JPG, GIF or PNG image files allows for encapsulated browsing, in other words you will view the file inside the browser alongside other information. For other documents you need the software for the file type installed on your computer to see the document.
How To Use Document Management
- Upload the document
- Determine and set the Document Type
- Assign the document to an employee
- If needed, add activities, notes and comments to a document
- If required, reassign the document to another employee.
- If applicable, link the document to related data
- For financial documents, capture the transaction for the document
- Access the document when needed from the document explorer or associated data
- Click and review underlying document from transaction reports
Who Sees The Document?
The employee that an open document is currently waiting for will see the document in his or her calendar. Thus, when you have completed an event and reassigned the document to a different user, it will disappear from your calendar and be moved to the next users calendar.
Other employees, provided they have the necessary Privilege and Access Level to see or edit a document, can open the document from the Document Explorer, where all documents are listed in a tree structure with folders.