Adding a scanned document to the received invoice

The Adding scanned documents feature is available among general data in every received invoice. It enables saving all linked documents or their photocopies in a document folder. Scanned documents can be invoices, delivery notes, travel orders, etc.

This chapter shows how to upload a previously scanned received invoice to the received invoice 23-1200-000002 that was created in the Creating a received invoice example.

CASE SUMMARY The person responsible wants to add a scanned invoice received from supplier Electricity SLO Europe Plc. to the invoice 23-1200-000002. From the list, the person responsible selects the desired invoice and, using the tool, adds a scanned document from the workstation in the Documents tab. When the document is successfully uploaded, the person responsible checks if the document is visible in the Documents and tasks module. This is done as follows: Opening an invoice Adding a document Checking the uploaded document in the Documents and tasks module

1. Opening an invoice

The person responsible selects Purchases | List of received invoices from the main menu. From the list, the person responsible selects the searched invoice 22-1200-000009 that was created in the Creating a received invoice example.

2. Adding a document

To add documents or attachments to a received invoice, the person responsible selects the Documents tab on the right side of the window.

Clicking the Add attachment button opens the explorer for choosing the document to attach.

In the Explorer, the person responsible finds the scanned file, selects it, and starts the upload by clicking the Open button.

When the document is successfully uploaded, it is visible in the Documents tab.

HINT If a mistake is made while uploading a document, the document can be deleted by clicking the Delete icon.

The scanned document is automatically given a document number, in this case 23-DMS0-000004.

Clicking the document name on the right side of the form opens a preview of the document, where the file can be quickly and easily printed or downloaded to a local disk.

3. Checking the uploaded document in the Documents and tasks module

In the Documents and tasks, module, all uploaded documents are available for checking, searching, and status tracking.

To check the newly uploaded document, the person responsible selects Documents and tasks | Documents from the main menu. The list of recently uploaded documents appears, where the document from this example - 23-DMS0-000004 - is visible among others.

HINT To view use cases for work with documents, see the chapter Documents and tasks in the User manual.