CRM > Entries > Documents
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.
Keep in mind: The Entry button is only enabled if the document type and account type is an input document.
Keep in mind: The Import button is only available if the selected document is an input document.
Keep in mind: The Scan button is only available if the selected document is an input document.
Note: You can only modify the following information if you select an input document.
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.
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 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.
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:
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:
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.
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.
Click to create a new account for the type Suspect, Reseller, Supplier, or Associate. For more information, see Creating new accounts.
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.
Displays the account type of the selected account. You cannot edit this.
Displays the account status of the selected account. You cannot edit this.
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.
Displays the job description of the selected contact person. You cannot edit this.
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.
Click to select a contact person of the selected account to link the selected contact person to the document.
Displays the phone number of the selected account. You cannot edit this.
Displays the fax number of the selected account. You cannot edit this.
Displays the reference number used by the selected creditor account in purchasing. You cannot edit this.
Displays the primary bank account number of the selected account. You cannot edit this.
Displays the chamber of commerce number of the selected account. You cannot edit this.
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.
Displays the country as defined in the selected address type. You cannot edit this.
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.
Displays the address as defined in the selected address type. You cannot edit this.
Displays the postal code as defined in the selected address type. You cannot edit this.
Displays the city based on the postal code. You cannot edit this.
Displays the state as defined in the selected address type. You cannot edit this.
Click to view the selected account’s address on the world map. The map will be displayed in Google.
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.
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 person ID to match the document with the selected 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.
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.
Click to create a new order such as a sales order, service order, or purchase order based on the selected account or document type.
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.
Type or select the relevant Our ref. number to match the document with the selected Our ref. number.
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.
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 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.
Type or select the relevant project number to match the document to the selected 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.
Type or select the relevant payment reference to match the document with the selected 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.
Type or select the relevant serial number of an item to match the document with the selected 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.
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.
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.
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.
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 only available 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 that is allocated to the document.
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.
Click 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 only enabled when the selected document is an input document.
Displays the category of the document if it is an input or output document.
Displays the creator of the document as well as the date and time when the document was created.
Displays the latest modifier of the document as well as the date and time the document was last modified.
Click this to exit.
Click to save the changes made on the selected document.
Note: This is only enabled if the selected document is an input document.
Click to delete the selected document.
Click to initiate a process or 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 documents determine the type of process or 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. If you click Entry, the Sales orders screen is displayed with details of the account already filled in.
Note: The availability of this button depends on the document type and account type of the selected input document.
Click to create an activity based on the information defined in the selected document. On the Activity types page, select an activity type, and then click Select. For more information, see Creating and maintaining CRM activities.
Click this to open the Document: Related screen. In this screen, you can generate an overview of the related documents based on the selected options.
Click to send the selected document as an attachment by e-mail.
Click to print the selected document.
Click to open and view the selected document.
Click to scan a hardcopy document and save it as an input document.
Note: This is only available if the selected document is an input document.
Click to import the -mail messages from Microsoft Outlook as input documents.