Filing is used to manage documents as they move through the respective processes of completion such as accounts payable processing or sales order processing.
All back office documents generally start in the Accounting Inbox. All documents scanned into QCDocs through Acquire arrive in the Accounting Inbox or a subfolder of the Accounting Inbox. Subfolders can be used to sort documents at the time of scanning. This is especially useful for bookkeeping practices that do scanning on behalf of multiple clients, or organizations with multiple locations.
There are three main ways that you can get documents into QCDocs Filing:
- Scan the Documents in using Acquire.
- Drag and Drop or Copy and Paste a document from your Windows Explorer or email attachments into the Inbox.
- Print a document into QCDocs using the QCDocs Printer Driver.
QCDocs Filing is similar to the file management characteristics of Windows Explorer. You can drag and drop documents and sort documents by column. You can also rearrange the columns to your preference by dragging and dropping the column headers.
- Doc Type - The Document type column shows the type of document so that groups of similar document types can be quickly and easily grouped together.
- Name - The Name column shows the key identifying name associated with that document. The names are generally consistent with the names used in the accounting application although unique names are created and controlled in QCDocs for documents that do not directly correspond to any transactional information in the accounting application.
- Amount - The Amount column shows the dollar amount of the document if there is one. For transactional documents such as bills it is important to remember that this amount should correspond to the amount for this respective bill not a statement total for example which may include overdue bills. For documents such as bank statements users are generally putting in the ending bank balance in the amount column.
- Reference - The Reference Column is where you put key reference identifications for that respective document if required. For example bills would have the invoice #.
- Control - The Control column shows the relationship between associated documents that are linked by control attributes such as Purchase Order number, Sales Order number, Budget Code or Linking Code.
- Notes - The notes column simply identifies an N when there are notes associated with that document and nothing when there are no notes associated with that document.
- Status - The status column shows the relationship between that document and the accounting application. For example bills will show a status of (nothing) ie. not entered, Entered, Entered uncoded, Paid and Paid uncoded. The uncoded reflects the fact that the bill has not yet been coded to the chart of accounts yet.
- Approval - The approval column shows whether or not a document has been approved using QCDocs or not.
- Doc ID - The document ID is the unique QCDocs identification number for each document in the system.
- Date In - The date in date is the date the document first was entered into the system.
To enter attributes you simply select the respective field and select from the dropdown menus or enter them into the fields.
- Refresh - Will update the directory with any changes made to the file director
- Export - Opens a prompt that will allow you to export the selected document to your hard drive as JPG or PDF file.
- Print - Prints the selected document
- Delete Document - Moves the document to the recycling bin where it can be permanently deleted.
- Show History - Shows the history of every change made to the document within QCDocs.
- Send to - Opens a message prompt that will allow you to quickly send a message to another system user with a link to that respective document.
- Merge with - Allows you to append other image documents to the selected document by entering in the other documents Doc ID.
- Expand all folders - Expand all the collapsed folders in the Filing system so that you can easily drag and drop the document into a previously collapsed file directory.
- Move to (Payables Documents Only) - This selection is designed for payables documents to quickly file the respective document into a vendor file.
- Add to Batch - This selection is used to add a bill or expense report into the Batch feature for uploading into the accounting application.
To enter attributes you simply select the respective field and select from the dropdown menus or enter them into the fields. (See Best Practices in Document Naming).
- Select a Document Type from the drop down menu. Type a letter to jump to document types starting with that letter of the alphabet.
- Select the edit names button
to open up the names database. - Press the plus button to expand a name group and double click to select a name.
Type the first letters of the name you are looking for and QCDocs will automatically jump to that name.
- If the name does not exist in the database, double click add new vendor and enter the new name. New vendor names will be added to your accounting application after batch uploading the respective bill or expense report.
- Type in the date or select a date from the calendar. Document dates should correspond to the document date. (E.g. An invoice date for a bill)
- Enter the amount.
- Press update.
Document Links shows the automatic and manually created links between associated documents within QCDocs. Certain documents such as Purchasing documents associated through a common Purchase Order number or Sales Order Documents associated through a common Sales Order number, are automatically linked within QCDocs. For other documents, such as a Contract and an invoice, you can manually create links.
To manually link a document, enter the document ID in the Doc ID field and press the plus button.
- Delete links by selecting the remove button.
- Press the link bills button to call up a list of all bills in the database.
- Add a link to a General Journal Entry in your accounting application by selecting the GJE link button. This allows you to add final approved working papers into QCDocs and associate them with these journal entries to posterity and ease of audit.
- Once you’ve created or edited a link press update to save.
Right click on the link to open a short cut menu. You can select Edit from this menu to jump directly to the linked document.
Top
QCDocs allows users of the system to tag documents for reporting purposes within the QCDocs Corporate Portal Dashboard.
To add a tag to a document:
- Select the plus button.
- Select the relevant tag(s) and select Update.
Document Notes are like sticky notes for any document and allow for an ongoing dialogue about any document within the system. Documents with notes associated with them display an N in the Notes column
Editing the Notes field is as simple as selecting the Notes tab and entering whatever notes that you want into the field. After you’ve added your comments select the update button and the notes will be saved and the document history will be updated.
Since Notes creates a running dialogue on the document best practice is to include your initials so that other users know who added the comment. This can also be determined using document history.
Top