Documents

This Help File Page was last Modified on 04/02/2017

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Documents

This Help File Page was last Modified on 04/02/2017

Why are you paying rent, heat, air conditioning, insurance and maintenance for the space where all of your filing cabinets are sitting?

Those costly facilities and services do not even consider the purchase price for the filing cabinets, or the fact that their existence is a fire hazard.

There is a way to phase out these costs and space requirements, while making it easier to find this information when you actually need it!

 

Going Paperless should be your goal and it's simple in Accounts Payable:

Scan the Vendor's Invoices as soon as they arrive.

Scan packing slips as they arrive.

View reports rather than printing them whenever possible (remember, almost all reports can be reprinted any number of times, as needed).

Any report that you feel you must print and save - do so - but after that month is closed which the report addresses, try printing it again.  If they match (the original report and its reprint), never save another copy again because you've proved to yourself that you can get another copy whenever you need it.

Shred immediately (save Employee records, Income and Sales Tax returns, and not much else)!

 

The Documents Icon appears on the Actions Menu on the Vendors Form.

Vendors often have Documents that relate to the information normally collected as part of your normal business operation (such as letters, invoices, packing  slips from inventory received,and copies of Sales Tax exemption certificates, etc.) that you may want to keep on file but be readily accessible with their record.

If the Document to be saved is a Printed Document:

Scan the document if it is not available to you electronically.

If you are operating on a Network, Save the scanned image to a Hard Drive on your File Server to which anyone needing it will have access.

If you operate on a single computer, Save the scanned image to your local Hard Drive.

 

To import this Document Click Documents on the Actions Menu

 

HelpFilesVendorFormDocumentsIconAndMenu

         

The Documents Form offers three option buttons:

1.Add - allows you to add a new Document and attach it to the currently displayed record.

2.Open - opens an existing Document in the Documents list

3.Remove - deletes an existing Document in the Documents list

 

To Add a new Document:

Click Add

 

HelpFilesVendorsDocumentsForm

 

Select a Document to add to the Form using the standard Windows © Explore dialogue.

Documents may be:

Graphics (please save scanned image as a .jpeg),

PDF files,

Native formats like Web Site Links and Windows compatible Help Files, plus

Text Files such as the text files (.txt) format saved by Windows © Word Pad.

Keeping this in mind, locate and Double-Click on the desired Document

 

HelpFilesDocumentAddFile

 

The Add Document Form will be displayed (see above).

File - The Full Windows Path and File Name will be inserted into the File box.

Name - The specific Name of the File - excluding the path to that file - will be inserted in the Name box which you can modify, if needed.

Type - Click either the Link or Document radio button, depending on how you will want to access this file in the future.

Link - This is the preferred method in most cases because it saves the Path to the file, not the File itself.

Document - This option makes a copy of the file and inserts it into your database (now you have two copies - the original and the database insertion - which means you will be using twice the space for this document to be saved).

Generally, it is best to simply log the Link to the file as long as you can be sure that the file will be backed up periodically, just as the database is.

Click OK to save the file and close the Add Document Form.

Click the Close HelpFilesCloseBoxbox at the top right of the Documents Form