Exact Financials

Linking documents

Linking documents

Introduction

In Exact Financials, documents can be linked to all entities (master data and entries), for instance linking scanned incoming invoices to an incoming invoice and/or purchase entry. This results in zooming options from the accounts payable report to the underlying document containing the original invoice. Other examples of the usage include linking policies, contracts or important information to entities. Documents involving a specific project can be linked to the project's master card. Furthermore, the signed copy of a collection authorization can be linked to a collection arrangement. When linking external documents, reference is possible to a location on a file server or to a URL (for example Exact Synergy documents).

Setting up document linking

In order to be able to link documents, the application needs to be configured.

Settings

No settings apply to this functionality.

Master data

Defining categories

In order to be able to link documents, external categories need to be defined. It is mandatory to choose a category when linking a document to an entity. The selection of the category in fact classifies the document. This simplifies document retrieval. For example, if you link scanned invoices to incoming invoices, you can create the category 'II/Incoming Invoices', or for contracts the category 'CNT/Contracts'.

Categories can be company specific or available in all companies. The latter can be achieved by not assigning a company number to a category. Company specific categories are only available in the company linked to the category. Categories are maintained in [Setup, Documents, External categories, Maintenance]. A category report is available in [Setup, Documents, External categories, Report].

Process

Linking documents

In all maintenance applications (master data and entries) in Exact Financials, documents can be linked by using the data entry matrix. Go to tab 'Documents' in the maintenance application and click the button 'Add'.

Category Code:  External:

Use <Ctrl-B> to select the category code that you want to assign to the document. You can choose from generally available external categories or from company specific external categories.

Sequence Number

A sequence number is automatically assigned to each linked object. The arrows on the right side of the data entry matrix allow you to change the order of the linked documents. If you move a document one position up, the sequence number is decreased by one.

Description

A condense description of the linked document can be entered here.

Path: Full

If not using a file server, enter the full URL here. If a location on a file server has been assigned to the external category, this location will be displayed by default. Only the remaining part of the path needs to be added.

Use Fixed Location

The purpose of this field is to display if a fixed location indicator is used for the selected external category.

Object Type

In this field the IFALL entity, to which a document is linked, is displayed.

Key Field ID 1 through 7

The key fields display the key values of the entity to which a document is linked. For instance, if a document is linked to a main classification, the key ID's 1 and 2 will be filled with the key values of a main classification (company number and main classification code). The displayed key fields are of great help when using EDIS to import entities to which documents are linked. When setting up an EDIS link, key values of the entities involved need to be mapped.

Reviewing documents

In all reports of entities that have documents linked, it is possible to zoom to the linked document by right mouse clicking and choosing 'Document', whereupon an overview is displayed of all documents linked to the entity. Double clicking a line results in opening of the linked document. See [Report Lay-outs].

Information

As soon as documents are linked to entities, the documents can be retrieved in several ways. An example:

Scanned invoices are linked to incoming invoices / purchase entries. The scanned documents can be retrieved in the quick inquiry creditors or in the accounts payable.

 System Manual > Contents > System Set Up > Linking documents