In Exact Globe+, you can classify a document 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 through the
process of scanning, importing from Microsoft Outlook, or when you select files
from local directories. Output documents are generally created by the system
during various computerised business processes or entries. For example the
delivery note, payroll slip, sales invoice, and others. In this screen, you can
view detailed information of a selected document and update the information if
the selected document is an input document. In this screen, you can also:
The information in this document applies to
product update 502 and higher. If you have versions lower than this, certain
features explained here do not apply.
Note: You can only modify the following information if
you select an input document.
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. You can not edit this.
Security level
Type or select the security level of the
document. By default, it is preset to security level 10 – Internal.
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 to view and/or modify the settings of a
document type on 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
in 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 in the box
next to the file name.
Note: You can select a file name that is up to 255
characters. This is only available for the following menu paths:
- Settings > System > Backup > Restore (Directory and Database directory
fields)
- Assets > Assets > Maintain (click New or Open button and then click Attachment
icon)
Download
Click to save the document into a selected
location (folder) at the local computer directory.
There are three tabs available on the Document screen.
The tabs are:
Basics tab
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. You can preview the content of the document and add
comments to the document.
Allocated section
Account
Type or select an account that is allocated to
the document. Details of the selected account are then displayed in the
following relevant fields.
Note: This is enabled based on the settings of the
selected document type.
New: Account
Click to create a new account for the type Suspect, Reseller, Supplier,
or Associate. For more
information, see Creating new accounts.
Open: Account
Click 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 only enabled 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 when you click 
Open: Account.
Type
Displays the account type of the selected
account. You cannot edit this.
Status
Displays the account status of the selected
account. You cannot edit this.
Contact name
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.
Job description
Displays the job description of the selected
contact person. You cannot edit this.
Open: Contact person
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 only enabled if you have clicked
the Save button after
selecting an account.
Select: Contact person
Click to select a contact person of the selected
account to link the selected contact person to the document.
Phone
Displays the phone number of the selected
account. You cannot edit this.
Fax
Displays the fax number of the selected account.
You cannot edit this.
Code at supplier
Displays the reference number used by the
selected creditor account in purchasing. You cannot edit this.
Bank account
Displays the primary bank account number of the
selected account. You cannot edit this.
Chamber of Commerce number
Displays the chamber of commerce number of the
selected account. You cannot edit this.
Address types
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.
Country
Displays the country as defined in the selected
address type. You cannot edit this.
Count: Addresses-( )
Click 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 when you move the mouse pointer
to the icon. The number displayed in the bracket indicates the address count.
Address 1/Address 2/Address 3
Displays the address as defined in the selected
address type. You cannot edit this.
Postal code
Displays the postal code as defined in the
selected address type. You cannot edit this.
City
Displays the city based on the postal code. You cannot edit this.
Province
Displays the state as defined in the selected
address type. You cannot edit this.
Map
Click to view the selected account’s address on
the world map. The map will be displayed in Google.
Route
Click 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.
E-mail
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.
Web site
This displays the web-site address of the
selected account and it cannot be edited.
Note: This is available only if the selected address
type is E-mail.
Matched section
Note: The availability of the fields is dependent on
the settings of the selected document type.
Person
Type or select a person ID to match the document
with the selected person.
Open: Person
Click to view and/or modify the details of the person. For more information, see Creating and maintaining person.
Note: This is only enabled when you have selected a person
to be matched to the document.
PO/SO
Type or select the relevant order/quotation
number to match the document to the selected order or quotation.
Note: The options displayed at the selection screen
may vary depending on the account or document type selected.
New: Order
Click to create a new order such as a sales
order, service order, or purchase order based on the selected account or
document type.
Open: Order
Click to view and/or modify the selected order
or quotation.
Note: This is only enabled when you have selected an
order or quotation number to be matched to the document.
Our ref.
Type or select the relevant Our
ref. number to match the document with the
selected Our ref. number.
Open: Our ref.
Click to view and/or modify the transactions
occurred in relevance to the selected Our
ref. number.
Note: This is only enabled when you have selected
an Our ref. number to be
matched to the document.
Your ref.
Type or select the relevant Your
ref. number to match the document with the
selected Your ref. number.
Open: Your ref.
Click this to view and/or modify transactions that
occurred in relevance to the selected Your
ref. number.
Note: This is only enabled when you have selected
a Your ref. number to be
matched to the document.
Project number
Type or select the relevant project number to
match the document to the selected project.
Open: Project
Click to view and/or modify the project details. For more information, see Creating and maintaining projects.
Note: This is only enabled when you have selected a
project to be matched to the document.
Payment reference
Type or select the relevant payment reference to
match the document with the selected payment reference.
Open: Payment reference
Click to view and/or modify the payment
transactions that are linked to the selected payment reference.
Note: This is only enabled when you have selected a
payment reference to be matched to the document.
Serial number
Type or select the relevant serial number of an
item to match the document with the selected serial number.
Open: Serial number
Click 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 only enabled when you have selected a
serial number to be matched to the document.
Comments section
In this section, you can type comments that are
relevant to the document.
This displays the eight frequently used document
types in button format for easy selection. The option that you select here will
overwrite the document type you previously selected at Type.
Preview section
In 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.
Expand: Preview
Click this to expand the Preview section
horizontally. The Allocated, Matched,
and Comments sections
will be hidden.
Attachment tab
In this tab, you can preview the content of the
document and make the necessary amendments.
Preview section
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.
Info tab
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.
Transactions & Planning section
This section displays all the transactions and
planning created in relevance to the selected document.
Note: This function is only available when the
selected document is an output document.
Activities section
Related
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 that is
allocated to the document.
Edit
Click to modify the selected activity. For more information, see Creating and maintaining CRM activities.
Note: This is only enabled when an activity is
selected.
Delete
Click to delete the selected activity.
Note: This is only enabled when an activity is
selected.
Info section
Expiry date
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 only enabled when the selected document
is an input document.
Category
Displays the category of the document if it is
an input or output document.
Created by
Displays the creator of the document as well as
the date and time when the document was created.
Modified by
Displays the latest modifier of the document as
well as the date and time the document was last modified.