Importing a PANTHEON document to eDocumentation

To eDocumentation, you can import PANTHEON documents as XML with attachments (such as eSLOG). This includes e.g. orders, packing slips, invoices, etc.

To be able to import an electronic PANTHEON document as an XML with attachments, such as an order or an invoice, it must first be converted, or export as eSLOG. When this is done, it can be imported to eDocumentation.

HINT The Slovenian Chamber of Commerce started a project in 2001, at the initiative of companies: e-SLOG "Electronic business of Slovenian economy". The project included experts from more than 90 companies with the goal of preparing and enforcing standards for electronic business of companies, which includes an order, a packing slip, and an invoice in .XML format.

CASE SUMMARY The Tecta company will start digitalising purchase documents and sending them to eDocumentation. To make the process of importing successful, the company follows these steps: Creating a new Archive for Purchasing Defining the Archive and Classification on document type Exporting the Supplier Order as an eSLOG Searching and reviewing the imported order in eDocumentation

1. Creating a new Archive for Purchasing

Warning In Storage within PANTHEON, there is one default Archive. A new Archive can be created if needed. Normally, this is a one-time process. This step can be skipped, if the persons responsible in your company already set it, or you use just the default PANTHEON Archive.

In this case, the purchasing department will start digitalising documents and sending them to eDocumentation. For this purpose, the person responsible creates a new Archive (closet) for Purchasing.

In the menu, the person responsible selects Settings | Program | Document types and a Document Types Register window opens.

The person responsible selects the Archive panel, and clicks the (Insert record) button in the taskbar. The person responsible defines the required settings for it;

• Short name: PUR
• Name: Purchase order
• Classification: Not classified (when importing the document, the person responsible will define whether the document will be classified in Purchase home or Purchase foreign market)
• The person responsible defines the statuses and saves the new Archive, as described in the chapter Creating an Archive.

HINT It is easiest to imagine an archive as a closet. In case of electronic document storage, the archive is a part of Storage, where documents are placed.

2. Defining the Archive and Classification on document type

Warning Defining the Archive and Classification on individual document types is normally a one-type process. This step can be left out, if this is already defined. You do not need to set it every time.

In step two, the person responsible defines the Archive and Classification on individual document types.

In this case, the person responsible is going to define this for Document Type 0210 - Purchase order import.

To do this, the person responsible opens the Document Types register and clicks the Orders | Purchase orders panel.

For the selected document type, the person responsible is going to define:

• Archive: Purchasing (selects the purchase documents archive, created in the previous step)
• Classification: 4122 - Purchasing - Foreign market (selects the corresponding classification, previously created)

HINT Classification of documents enables you to sort and group documents according to their properties, and denotes a group of documents into which it belongs. It is easiest to imagine the classification as a binder into which documents of the same type are placed. To define a classification (binder), into which the documents inside the Archive (closet) will be placed, on a specific document type, the Classification must first be created.

3. Exporting the Supplier Order as an eSLOG

All the terms for correct importing of PANTHEON Purchasing orders to eDocumentation are now fulfilled.

The person responsible can now send the purchase order to eDocumentation when it is created.

Warning To use the eDocumentation service, it must first be activated and certain settings must be defined.

In this case, the person responsible prepared document 21-0210-000072 for purchasing materials for tents, from foreign supplier: ZELT MATERIAL, GmbH.

Th person responsible opens the order by selecting the Orders | Purchase orders | 0210 - Purchase order import.

On the order form, the person responsible finds the desired order via navigation buttons in the toolbar.

Then, the person responsible clicks the (Import/Export Data) button and selects the Export purchase orders as eDocument.

A Export Document as eDocument window appears. In the window, the person responsible defines the required settings:

• ESlog type: ESlog 2.0 (selects the current eSlog document type)
• The person responsible checks the checkboxes:
  • Send to Documentation
  • Export xml
  • Export PDF
  • Export envelope

as the person responsible wants the document to be sent to eDocumentation and in doing so, create an XML, a PDF and an envelope for the selected order.

Warning If, on the Export document as eDocument form, in the Error field, the program alerts a mistake, the error must be fixed before importing to eDocumentation.

Exporting document as an eDocument and thereby sending it to eDocumentation is finished by clicking the Create button.

HINT If you are converting an invoice to XML, set the correct settings in the Units of Measurement Register, column International Unit of Measurement Codes 2. The international code for unit of measurement PCS is H87.

The screen displays the Information about the successful export, which the person responsible confirms by clicking the OK button.

HINT Similarly as you can convert PANTHEON purchase orders to xml, electronic form (by the eSLOG standard), you can convert/export Invoices, Packing slips, etc. This is done through similar features as for orders: Export Issue Document as eDocument , Export Sales Order as eDocument , Export eDocument Packing Slip , Export eDocument Packing Slip for Customer etc.

4. Searching and reviewing the imported order in eDocumentation

Lastly, the person responsible wants to review the list of imported order documents from PANTHEON to eDocumentation.

The person responsible filters the list of documents by Classification: 4122 - Purchasing - Foreign Market (as seen in the image below).

By doing this, the person responsible limits the display to documents with the selected classification.

Lastly, the person responsible reviews the document via the integrated document viewer in eDocumentation.

HINT A similar procedure of additional filtering and sorting the document list is described in the chapter Searching in Documentation.