Filing

Filing is used to manage documents as they move through the respective processes of completion such as accounts payable processing or sales order processing.

Filing

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:

  1. Scan the Documents in using Acquire.
  2. Drag and Drop or Copy and Paste a document from your Windows Explorer or email attachments into the Inbox.
  3. Print a document into QCDocs using the QCDocs Printer Driver.
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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.

Filing

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Filing

To enter attributes you simply select the respective field and select from the dropdown menus or enter them into the fields.

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Filing

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).

  1. Select a Document Type from the drop down menu. Type a letter to jump to document types starting with that letter of the alphabet.
  2. Select the edit names button Edit to open up the names database.


  3. 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.

    Filing


  4. 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.


  5. 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)


  6. Enter the amount.


  7. Press update.
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Filing

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.

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.

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Filing

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:

  1. Select the plus button.
  2. Select the relevant tag(s) and select Update.
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Filing

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.

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