Before you begin using DocXtensions, you should study the Setup Topic
If you are not automatically linking your documents to Simple Accounting transactions as they are scanned, you can periodically use the Linked Document Scanner to search your DocXtensions folder for unlinked files, quickly select these files and then let Simple Accounting link them for you. This procedure is much faster than linking documents one at a time from the various transaction browse windows.
- If you are organizing documents into subfolders and accidentally place the files in the wrong folders.
- Your files are named with an incorrect or invalid extension (eg. a JPG file accidentally named with a .DOC extension!)
As the old saying goes: ‘Garbage in, garbage out. The scanner has no ability to look inside at the contents of each file. The key to using this function is to put into place procedures that guarantee documents are uploaded with the proper contents and to the proper location.
Automatic Scanning Procedure
- The Automatic Scan Window opens with the following options:
Folder The folder to search. If this is your first time using the scanner, this will open to the Linked Documents folder set in Global Options. However the folder you select is saved along with your other Employee Options. Exclude Already Matched If you check this box, documents which appear to have already been linked are excluded from the results. This option does slow down the scan somewhat. That said, in general, you should leave this box checked to avoid duplicate links. Even a duplicate link does not mean that the document itself is duplicated. It simply means there are two links in Simple Accounting to the same document.
Search Subfolders Select this option if you wish Simple Accounting to search folders inside the selected Document Folder. Check this box if you have organized your documents with separate folders for each transaction. - Press the [Scan] button. After a few seconds, a list of files will appear in a browse box.
- Tag the ones you want to link to the indicated transaction ID.
- Press [Import]
Special Browse Columns
The first four columns of the browse are especially important:
| ! (Tagged) | Is the order tagged for batch printing of invoices, packing slips, quotes? If the order is tagged you’ll see a green check mark. |
| ID | This is the Order ID or Job ID that Simple Accounting has guessed is correct for the found document. This is suggested based on the rules you chose during Setup. If it is incorrect, you can double click on it to edit the ID.
The vast majority of the time, the ID Simple Accounting selects should be correct. If this is not the case, you should immediately check your Setup. |
Special Buttons
| [Tag All] | Tags all documents. |
| View | Preview the document.
You can view the document which is known by Windows. Common examples are JPGs, TIFs. If your system has Adobe Acrobat installed you can view PDFs. |
Security
Documents may be limited to Employees by their assigned Simple Accounting Security Template. Check the Setup document for details. Briefly, each Employee may be limited in the following ways:
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By Transaction Type
Users may only be allowed to scan for and link documents of a particular type such as Sales Orders, A/P Bills or Job Cost transactions.
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By Assigned Employee
Users may only be allowed to scan for and link documents to which they have been assigned, for example, a Sales Order for which they are the Employee ID.
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By Document Type
Users may only be allowed to scan for and link documents of a particular file type, such as PDF, TIF or JPG. Use this to prevent Employees from linking other document types (eg. Word DOC or XLS) to transactions.
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By Transaction Status
Users may only be allowed to scan for and link documents which are currently Open. Use this to prevent users from accidentally linking documents to transactions which have been marked as Void or Locked.
