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Exact Globe+   
 

Maintaining documents

Menu path

Go to CRM ➔ Entries ➔ Documents, define the search criteria and click Refresh. Select the required document type and click Zoom. Then, double-click to select the relevant document from the overview, and click Open.  

Introduction

In Exact Globe, a document can be classified as an input or output document depending on the creation method. An input document is a document that is created and stored in the database by users via the process of scanning, importing from Microsoft Outlook, or selecting files from local directories. As for an output document, it is generally created by the system during various computerized business processes/entries such as the delivery note, payroll slip, sales invoice, and others. At this screen, you can view the detailed information of a selected document and update the information if the selected document is an input document. From this screen, you can also:

  • scan a hardcopy document and save it as an input document
  • import an e-mail message as an input document
  • view the selected document
  • print the selected document
  • send the selected document as an attachment via e-mail
  • obtain an overview of other related documents
  • create activities that are related to the selected document
  • create financial entries that are related to the selected document
  • delete the selected document, or
  • save the changes made to the selected document.

Fields

Note: You can modify the following information only if an input document is selected.

Number

Type or select a document ID to display the content of the selected document. Depending on the file format, contents of the document with the defined document ID is displayed at the Preview section.

Note: The document ID is predefined for each newly created document and it cannot be edited.

Security level

Type or select the security level of the document. By default, it is preset to security level 10Internal.

Subject

Type a subject for the document. This is mandatory.

Type

Select a document type for the document. By default, it is preset to type Miscellaneous.

Note: When a document type is selected, the document security level is adjusted accordingly based on the settings of the selected document type.

Open: Document type

Click this to view and/or modify the settings of a document type at the Document types screen.

Note: The defined settings are used to determine the security level of a document and the availability of fields at the Allocated and Matched sections under the Basics tab when a document type is selected at the Document screen.

File name

Type the file name of the document, or click  to browse your local directories and select the required document. The file size of the document will be displayed at the box next to the file name.

Download

Click this to save the document into a selected location (folder) at the local computer directory.

There are three tabs available at the Document screen. The tabs are:

Buttons

Scan

Click this to scan a hardcopy document and save it as an input document.

Note: This is available only if the selected document is an input document.

Import

Click this to import the e-mail messages from Microsoft Outlook as input documents.

Note: This is enabled only if the selected document is an input document.

Attachment

Click this to open and view the selected document.

Print

Click this to print the selected document.

E-mail

Click this to send the selected document as an attachment via e-mail.

Related

Click this to open the Document: Related screen. At this screen, you can generate an overview of the related documents based on the selected options.

Activity

Click this to create an activity based on the information defined in the selected document. At the Activity types screen, select an activity type, and then click Select. For more information, see Creating and maintaining CRM activities.

Entry

Click this to initiate a process/entry such as entering a sales order, receipt, or purchase order based on the information defined in the selected document. The document type and account type of the selected document will determine the type of process/entry that can be initiated. For example, the selected document is defined with the document type Sales order and is allocated to a debtor account. By clicking Entry, the Sales orders screen is displayed with details of the account already filled in.

Note: The availability of this button is dependent on the document type and account type of the selected input document.

Delete

Click this to delete the selected document.

Save

Click this to save the changes made on the selected document.

Note: This is enabled only if the selected document is an input document.

Close

Click this to exit.

Related documents

     
 Main Category: Attachments & notes  Document Type: Support - On-line help
 Category:  Security  level: All - 0
 Sub category:  Document ID: 09.367.725
 Assortment:  Date: 26-09-2022
 Release:  Attachment:
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