Uploading Files with the Document Connection
The Document Connection is an optional module in The Business Edge. Document Connection makes it very easy and convenient to upload important documents that are permanently stored in The Business Edge. This eliminates the need to store paperwork in filing cabinets. When you need to view a document you will find it is linked in multiple locations for easy retrieval. There are certain scanned documents that can be attached to outgoing documents like Orders, Invoices and Purchasing documents. The following examples illustrate several common ways that files can be uploaded and associated to records into The Business Edge without leaving your normal flow of work:
Vendor Invoice - A copy of the vendor’s invoice is uploaded to The Business Edge as it is created\posted for payment. These items are on the Toolbar under Documents and Actions or can be accessed in the menus below:
Purchase Order System
P.O. Receipt Routines
Receive P.O.'s & Post A/P
or
Accounts Payable System
A/P Invoice Routines
Enter Vendor Invoices
After entering the header information for the Vendor Invoice, click on ‘Scan Vendor Invoice’ in the Options menu on the right side of the screen.
In order to upload the document you can either Drop the document in your scanner, drag and drop the file from your desktop into the ‘File to Upload’ field or, select the file to be uploaded from the drop down menu if the document is saved on your network and you are using a network scanner.
Click Ok or press Esc and the documentConnection portal will open in your browser and the image is displayed as confirmation.
See the example below. You can then view the scanned documents from a Vendor Inquiry in Images and Inbound Faxes. Here you will see all documents that relate to the Vendor you are viewing. When viewing either open or paid Vendor invoices there is also a button for Images and Inbound Faxes which takes you right to the related document.
Proof of Delivery - The Business Edge has the ability to send P.O.D. documents such as signed packing lists with a customer invoice. To make this possible, the signed packing list or P.O.D. document has to be uploaded before the invoice is sent to the customer.
A common example would be an order that is picked up by the customer. In this case a packing list signed by the customer can be scanned into the system after the order is allocated, and before the invoice is created\posted for payment. This can be accomplished in multiple ways, as part of the normal workflow of allocating an order:
Order & Quote Entry System
Allocate Inventory
After the order has been allocated in the system and the packing list has been printed and signed, click on ‘Scan Proof of Delivery’ on the final screen
Add comments or notes (if desired)
Drop the document in your scanner, drag and drop the file into the ‘File to Upload’ field or, select the file to be uploaded from the drop down menu if you are scanning via a network scanner.
Click Ok or press Esc and the documentConnection portal opens in your browser and the image is displayed as confirmation.
Proof of Delivery (cont.) - The Proof of Delivery can also be scanned in a separate process if the document is signed at a later time. All documentConnection features can be accessed in the toolbar menu at the top of the The Business Edge. In order to scan a proof of delivery from the dC menu:
Click on the dC button in the toolbar.
Select Scan Customer Documents
Select Scan Customer Proof of Delivery
Enter or scan the sales order number and follow the same steps from above to finish the upload.
If you attach the document to the invoice, it is easily accessible should your Customer call and ask for Proof of Delivery. All documents related to the Order can be viewed in the Customer Inquiry under Images and Inbound faxes or in the specific Order Inquiry through Images & Faxes under Options.
Customer PO document - Customer supplied documents such as Customer Purchase Orders, can be uploaded during the Enter & Edit Orders process. After completing the normal process of entering the header information and detail lines for the order, a documentConnection menu is available on the final Enter & Edit Orders screen:
Order & Quote Entry System
Enter & Edit Orders
Add comments or notes (if desired).
Drop the document in your scanner, drag and drop the file into the ‘File to Upload’ field or, select the file to be uploaded from the drop down menu if you are scanning via a network scanner.
Click Ok or press Esc, the documentConnection portal opens in your browser and the image is displayed as confirmation.
If you would like to use the feature that automatically attaches a scanned document to an invoice there is a flag in the Customer Master file that needs to be changed to include the document. The flag is located on the main screen of Enter & Edit Customers under Scanning Options
Scan Product Drawing - Product Drawings can be scanned in a Product Inquiry, Enter & Edit Products or from the Toolbar. Scanned drawings can be attached to line items in documents such as a Purchase Order, RFQ, PPO or Sales Order.
When creating new product codes from Enter & Edit Product, a Product Drawing can easily be added for the new item:
Inventory System
Inventory File Maintenance
Enter & Edit Products
After the new product code is created, click on ‘Scan Drawing’ in the Drawings & Images menu on the right side of the screen.
Enter any desired information for Subject, Comment, Document #, Alternate Document #
Drop the document in your scanner, drag and drop the file into the ‘File to Upload’ field or, select the file to be uploaded from the drop down menu if you are scanning via a network scanner.
Click Ok or press Esc and the file upload will be confirmed when the documentConnection portal opens in your browser and the image is displayed along with any entered information.