Documents
- Adding a document
- Bulk PDF upload
- Classification of PDF files
- Viewing/Editing the Agreement
- Viewing/Editing an Invoice
- Viewing/Editing an annex to the Agreement
- Unmapping documents
- Deleting PDF files
Adding a document
Documents can be added in several ways:
- We can use the bulk upload option and upload a few or a dozen files at once as unclassified documents to describe them correctly later
- add directly from the contractor's window.
Documents that are not classified and await classification in the "List of unclassified" tabs are not processed by the system in any way and are not included in summaries and reports. Deleting them in no way affects the values stored in the system.
The document must be attached to the contractor to be analyzed by the system and be visible in reports and other summaries.
Go to the "Documents" menu item and click "Add Document".
Select the required counterparty from the list of counterparty and click the "Add document" button.
Then you need to select the file and classify it.
Finally, you have to click the "Save" button.
Bulk PDF upload
The system enables the batch upload of PDF files to the system.
Mass file upload helps in everyday work with the system.
Please keep in mind 2 things:
Documents that are not classified and await classification in the "List of unclassified" tabs are not processed by the system in any way and are not included in summaries and reports. Deleting them in no way affects the values stored in the system.
The document must be attached to the contractor to be analyzed by the system and be visible in reports and other summaries.
To use this functionality:
Go to the "Documents" menu item and click "List of unclassified".
Then press "Select Files".
In the window that will open, select the required files and confirm your selection.
Then hit the "Upload" button
The files are automatically uploaded to the system.
Attention! If the file already exists in the system, the system will not allow it to be uploaded.
Classification of PDF files
Go to the "Documents" menu item and click "List of unclassified".
Go to the viewing mode by clicking the "Classify" button. You can use the Next and Previous buttons to move from file to file.
In order to classify a document, select the counterparty and the type of document.
Then click the "Save" button.
Document types
There are currently 3 types of documents:
Viewing/Editing the Agreement
Go to the "Documents" menu item and click "Agreement list".
After selecting the desired agreement, click on the agreement number or the edit button.
A preview of the document will open and its data can be edited.
- Number (Document number, if any)
- Description
- Conclusion date (Date of signing the document)
- Commitment date (Date on which the subject of the contract comes into force)
- Expiry date (Date until which the subject of the contract is valid)
- Notice period (notice period in days)
- Indefinite period (Select this option if the contract is signed for an indefinite period or becomes indefinite after its expiry)
To save the changes, you must click the "Save" button.
Viewing/Editing an Invoice
Go to the "Documents" menu item and click "List invoices".
After selecting the required invoice, click on the invoice number or the "Edit" button.
A preview of the document will open and its data can be edited.
- Number (Document number)
- Netto, Brutto, VAT (Actual invoice data)
- Document Date (Invoice issue date, actual invoice data)
- Receipt Date (Date when the document was actually delivered)
- Tags (Words or phrases that will help in the future in finding an invoice. For example: laptop, computer technology, office, Warsaw)
To save the changes, you must click the "Save" button.
Viewing/Editing an annex to the Agreement
The annex is used to change the terms of the contract without editing the contract itself and helps to maintain the proper hierarchy of documents in line with reality.
Go to the "Documents" menu item and click "List annexes".
After selecting the required annex, click on the number or the "Edit" button.
A preview of the document will open and its data can be edited.
- Agreement (Select the agreement to which the annex belongs)
- Number (Document number, if any)
- Description
- Conclusion date (Date of signing the document)
- Commitment date (Date from which the subject of the annex comes into force)
- Change the contract - check the box if the annex changes the terms of the agreement, such as:
- Agreement expiry date (Date until which the subject of the agreement is valid)
- Agreement notice period (Agreement notice period in days)
- Agreement for an indefinite period (Select this option if the contract is indefinite or becomes indefinite after its expiry)
If you select the "Change contract" option, the annex will practically overwrite the contract values.
To save the changes, you must click the "Save" button.
Unmapping documents
If for some reason it is necessary to move the document to an unclassified state, for example, if the document has been incorrectly classified, we have this option in the system.
To unmap a document, make sure the document has no dependencies:
- Relationship Invoice -> Commitment
- Relationship Agreement -> Commitment
- Relationship Agreement -> Agreement annex.
Find the document you want to move to an unclassified state.
Open its Viewing/Editing.
Click the "Unmap" button
Then confirm the action by clicking the "OK" button
After a document is successfully unmapped, the document enters the unclassified state.
It will be in the menu item "Documents" -> "List of unclassified".
Deleting PDF files
To delete a PDF file, you must
Go to the "Documents" menu item and click "List of unclassified".
On the file you want to delete, click the "Delete" button
Then confirm the action by clicking the "OK" button
It is also possible to delete a file from the preview mode.
Go to the viewing mode by clicking the "Classify" button. You can use the "Next" and "Previous" buttons to move from file to file.
On the file you want to delete, click the "Delete" button.
Then confirm the action by clicking the "OK" button