Document Storage

An image of a document associated with a transaction may be stored by the system or referenced to an external storage facility.

The feature for internal document storage and/or external document referencing is configured on the Organisation profile.

Control- Organisation Profile - Optional Features Tab

There are two options available.

External Document Storage
In this selection a link to a third party external storage facility, such as "Dropbox" can added to the transaction. There is no charge associated with enabling this feature.
Internal Document Storage
With this selection clients may upload their documents to the system and determine the number of years the documents are retained. There is a default of 99 years. There is a chargeable option.

Transaction Types to which a document may be attached

Documents may be attached to the following transaction types:

  1. Bills and Supplier Credit Notes
  2. Payments (all types)
  3. Expense Claims
  4. Mileage Claims
  5. Journals

External Document Storage

Once the external document storage selection is confirmed the following symbol link-16-grey is visible in the header area of the transaction input screen. Click on the symbol and a dialogue box is opened and the user can input the URL link for the stored document.

Once a link has been successfully added the symbol becomes link-16-grey-attachment. Click the symbol to:

View Link
to see the document
Edit Link
to edit or delete the link

Internal Document Storage

Once the internal document storage selection is confirmed the following symbol paperclip-16-grey is visible in the header area of the transaction input screen. Click on the symbol and a dialogue box is opened and the user can to upload the document image file. The file size is then displayed on the screen.

Click SUBMIT and the image is uploaded and displayed. The image can be DELETED if necessary.

Once an image has been successfully uploaded the symbol becomes paperclip-16-grey-attachment Click the symbol to view the image.

Note document images can be up to 2Mb in size and in the following common formats:

  1. .JPG
  2. .JPEG
  3. .TIFF
  4. .PNG
  5. .PDF