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.
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:
Note: You can modify the following information only if an input document is selected.
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.
Type or select the security level of the document. By default, it is preset to security level 10 – Internal.
Type a subject for the document. This is mandatory.
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.
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.
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.
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:
In this tab, you can allocate an account to a document and match a document to the relevant resource, purchase order/sales order, or project number. It is also possible to preview the content of the document and add comments to the document.
Type or select an account that is allocated to the document. Details of the selected account are then displayed at the following relevant fields.
Note: This is enabled based on the settings of the selected document type.
Click this to create a new account for the type Suspect, Reseller, Supplier, or Associate. For more information, see Creating New Accounts.
Click this to view and/or modify the details of the allocated account at the account maintenance screen. For more information, see Creating and Maintaining Accounts Receivable and Creating and Maintaining Accounts Payable.
Note: This is enabled only when an account is selected.
The following fields are prefilled based on the details of the selected account. You can only modify the details at the account maintenance screen by clicking Open: Account.
This displays the account type of the selected account and it cannot be edited.
This displays the account status of the selected account and it cannot be edited.
By default, this displays the name of the main contact person of the selected account. Click Select: Contact person if you want to change the contact person.
This displays the job description of the selected contact person and it cannot be edited.
Click this to view and/or modify the details of the selected contact person. For more information, see Creating and Modifying Contact Persons.
Note: This is enabled only if you have clicked the Save button after selecting an account.
Click this to select a contact person of the selected account to link the selected contact person to the document.
This displays the phone number of the selected account and it cannot be edited.
This displays the fax number of the selected account and it cannot be edited.
This displays the reference number used by the selected creditor account in purchasing and it cannot be edited.
This displays the primary bank account number of the selected account and it cannot be edited.
This displays the chamber of commerce number of the selected account and it cannot be edited.
Select Visit, Delivery, Invoice, Postal, or E-mail to display the address details of the selected address type. The following fields are prefilled based on the selected address type.
This displays the country as defined in the selected address type and it cannot be edited.
Click this to display the address details of the address types that have been defined for the selected account. You can see the number of address types that have been defined by moving the mouse pointer to the icon. The number displayed in the bracket indicates the address count.
This displays the address as defined in the selected address type and it cannot be edited.
This displays the postal code as defined in the selected address type and it cannot be edited.
This displays the city based on the postal code and it cannot be edited.
This displays the state as defined in the selected address type and it cannot be edited.
Click this to view the selected account’s address on the world map. The map will be displayed in Google.
Click this to view the directions from the company’s address as defined in Company data settings to the selected account’s address on the world map. The map will be displayed in Google. For more information, see Company Data Settings.
This displays the e-mail address of the selected account and it cannot be edited.
Note: This is available only if the selected address type is E-mail.
This displays the web-site address of the selected account and it cannot be edited.
Note: The availability of the fields is dependent on the settings of the selected document type.
Type or select a resource ID to match the document with the selected resource.
Click this to view and/or modify the details of the resource. For more information, see Creating and Maintaining Resources.
Note: This is enabled only when you have selected a resource to be matched to the document.
Type or select the relevant order/quotation number to match the document to the selected order/quotation.
Note: The options displayed at the selection screen may vary depending on the account and/or document type selected.
Click this to create a new order such as a sales order, service order, or purchase order based on the selected account and/or document type.
Click this to view and/or modify the selected order/quotation.
Note: This is enabled only when you have selected an order/quotation number to be matched to the document.
Type or select the relevant Our ref. number to match the document with the selected Our ref. number.
Click this to view and/or modify the transactions occurred in relevance to the selected Our ref. number.
Note: This is enabled only when you have selected an Our ref. number to be matched to the document.
Type or select the relevant Your ref. number to match the document with the selected Your ref. number.
Click this to view and/or modify the transactions occurred in relevance to the selected Your ref. number.
Note: This is enabled only when you have selected a Your ref. number to be matched to the document.
Type or select the relevant project number to match the document to the selected project.
Click this to view and/or modify the project details. For more information, see Creating and Maintaining Projects.
Note: This is enabled only when you have selected a project to be matched to the document.
Type or select the relevant payment reference to match the document with the selected payment reference.
Click this to view and/or modify the payment transactions which are linked to the selected payment reference.
Note: This is enabled only when you have selected a payment reference to be matched to the document.
Type or select the relevant serial number of an item to match the document with the selected serial number.
Click this to view and/or modify the details of the selected serial number. For more information, see Creating and Maintaining Serial-Batch Numbers.
Note: This is enabled only when you have selected a serial number to be matched to the document.
At this section, you can type comments which are relevant to the document.
This displays the eight frequently used document types in button format for easy selection. The option selected here will overwrite the document type selected previously at Type.
Click this to open the User settings screen. At this screen, you can customize the eight frequently used document types to appear at the document maintenance screen. Select the relevant document types and click OK. The changes will take effect after restarting the software. Click Default if you want to revert back to the default settings.
At this section, you can preview the content of the document. Depending on the file format, it is possible that not all the documents can be previewed here.
Click this to expand the Preview section horizontally. The Allocated, Matched, and Comments sections will be hidden.
In this tab, you can preview the content of the document and make the necessary amendments.
This section displays the contents of the document. Depending on the file format, it is possible that not all the documents can be previewed here.
Click this to modify the content of the selected document with its supporting software.
In this tab, you can obtain the detailed information about a document such as the document expiry date, document category, creator of the document, financial transactions and planning, as well as the records of activities created in relevance to the document.
This section displays all the transactions and planning created in relevance to the selected document.
Note: This function is available only when the selected document is an output document.
Select Document to display an overview of activities that are related to the document or Account to display an overview of activities that are related to the account which is allocated to the document.
Click this to modify the selected activity. For more information, see Creating and Maintaining CRM Activities.
Note: This is enabled only when an activity is selected.
Click this to delete the selected activity.
Type or select an expiry date for the document. If the selected expiry date is before the document creation date, the text Expired will be displayed next to the selected expiry date. Otherwise, the system will calculate the age of the document with the formula: current system date – document creation date, and display the value next to the selected expiry date.
Note: This is enabled only when the selected document is an input document.
This displays the category of the document whether it is an input or output document.
This displays the creator of the document as well as the date and time when the document is created.
This displays the latest modifier of the document as well as the date and time the document was last modified.
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.
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.
Click this to open and view the selected document.
Click this to print the selected document.
Click this to send the selected document as an attachment via e-mail.
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.
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.
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.
Click this to delete the selected document.
Click this to save the changes made on the selected document.
Click this to exit.