DCision ERP allows documents to be associated with transactions or with members of certain permanent lists (Products, Customers, Suppliers) by importing them into a database dedicated to this functionality.
There are many advantages to importing files, here are the main ones:
- Keep information related to Financial or Operational records without having to keep a hard copy.
- Quickly view or print documents related to what the user performs as a task without having to search for them on a network or in a filing cabinet.
- Facilitates backups since only the database needs to be archived and not files on servers.
- Facilitates file access controls because only authorized DCision ERP users have access to view and update files. This avoids having to rely on your technicians to manage complex network permissions.
- Allows you to securely store frames for printing checks with a scanned signature. These frames can only be used for issuing checks to reduce the risk of fraud.
- Assign an image to a product.
Here are some examples of documents that may be interesting to import: Confirmation of a purchase order received by email from a supplier, diagrams of a manufactured product, a user manual for a product purchased or sold, a confidentiality agreement with a customer or supplier, a certificate of quality control of purchased or manufactured batches (lot), the technical specifications accompanying a quote or an order, a signed contract, etc.
How it Works
From the update of a permanent list member, the entry of a document header or one of its lines, a button allows you to open a window asking to identify the document. Document types can be defined and associated with imported files to help in search and consultation thereafter. The user selects the document to import on disk or directly from his scanner. The system then imports the document into the database. The user can thus import several documents if necessary. An entry in the menu allows you to consult the documents and another to update them (Modify the description, Edit, Replace or Delete them). Upon request to edit a document, the system saves it in a temporary folder. The document can then be re-imported to replace the original. By consulting transactions or permanent lists, it is also easy to consult the related documents.
Please do not hesitate to contact us with any questions or for more details.