duveka DMS User Guide

Support

E-Mail: support@duveka.de
Tel.: 04541 / 885 9696
Web: www.duveka.de

1. How to save printed documents using duveka DMS

To get started, you need to select the types of documents that will be automatically saved after printing. 1) To do this, type in search field “DMS Setup” and open the page “DMS Setup”.

2. Find “Archiving” field group and select required documents. There is Posted Sales Invoice selected as an example.

Once successfully configured, the duveka DMS can be used. 1) Open list of Posted Sales Invoces as an example

2. On the right side of the screen, you can see the DMS factbox containing information about the related printed documents with the invoice. All rows have zeros, as there are no related documents for the selected invoice.

3. Click on the Print/Send action group on the action bar and select Print…

4. Run report printing by clicking Print

5. Close the report after printing

6. Since you have set up automatic saving of the document after printing, the PDF-files count in the factbox has changed.

7. You can see the documents related to the Posted Invoice by clicking on the number in the factbox.

8. On the opened page you can see the preview of selected document in the right side of the page. It also allows you to print or save the document.

Preview feature also works with images and with mails as well

9. Click on the action “Show document” to see the document without printing or dowloading.

2. Import documents using Drag&Drop feature

duveka DMS allows you to import documents by dragging it with your cursor from another sources.

1. Open list of Posted Sales Invoces as an example

2. On the right side of the screen, you can see the DMS factbox containing information about the related printed documents with the invoice.

3. The factbox have Drag&Drop area, where you can drop your files to import them for selected invoice:

4. You can drag your file into the Drag&Drop area and release mouse button when the dotted line of the area border becomes continuous.

3. Using of “Expected Document” feature

If you want to sign or edit printed documents from Business Central and then store them in Business Central, you can use the “Expected Document” feature. To get started, you need to do some configuration. General configuration: 1) Type in search field “DMS Setup” and open the page “DMS Setup”.

2. Find “No. Series” field group and select number series for Barcode in the field “Barcode Nos”. The numbers in this series will be used to link the edited/signed imported documents to the original documents created when printing.

3. Find “Import Documents” field group. You need to enter Barcode Filename Mask = 111111 and Default Barcode Mask = ?????? as an example.

Document specific configuration: 1) Type in search field “Document Print Setup” and open the page “Document Print Setup”.

2. On opened page create a new line with the following fields: Report ID = 1306, Enabled = Yes, Create expected Document = Yes

Once successfully configured, the Expected Document feature can be used. According to the document specific configuration, expected documents will be created automatically after printing. In addition, you can create an expected document manually.

Step 1. Create Expected Document automatically. 1) Open list of Posted Sales Invoces as an example

2. On the right side of the screen, you can see the DMS factbox containing information about the related printed documents with the invoice. All rows have zeros, as there are no related documents for the selected invoice.

3. Click on the Print/Send action group on the action bar and select Print…

4. Run report printing by clicking Print

5. Close the report after printing

6. Since you have set up automatic creation of the expected document, the number of files under Expected Documents group in the factbox has changed.

7. Click the number in the factbox and see the created expected documents related to the selected Posted Invoice.

Step 2. Create Expected Document manually. 1) Go back to the list of Posted Sales Invoces.

2. On the right side of the screen, you can see the DMS factbox containing information about the related documents to the invoice.

3. Click on the External Document text in DMS factbox and click on the action Expected File.

4. Enter the Barcode and Description values for the Expected document and select its Category. You can use the values from the screenshot as an example. Click OK

5. Check that No. of Files value under Expected Document group in factbox has changed:

6. You can see the expected documents related to the selected Posteed Invoice by clicking on the number in the factbox.

Step 3. Import edited/signed documents 1) While you are in DMS Document List page, click on action “Import ZIP File”.

2. Select prepared .zip-file with edited/signed documents and click OK.

2. During the import process, files are assinged to existing expected documents if barcode matches. You will see the information about imported and assigned files when the import is finished.

3. Go back to Posted Sales Invoice list and check that number of Expected Documents in factbox become 0, and number of stored files become 2:

4. Click on the number of Stored PDF-files and find imported document on the opened page.

Open and Posted Documents inheritance

Your documents and files uploaded for open documents (Orders, Invoices, …) are also stored after the posting. The rules for moving documents after posting are described below.

Sales Documents: 1) Sales Quote -> Sales Order 2) Blanket Order -> Sales Order 3) Sales Order -> Posted Sales Shipment 4) Sales Order -> Posted Sales Invoice 5) Sales Credit Memo -> Posted Sales Credit Memo 6) Sales Return Order -> Posted Return Receipt

Purchase Documents: 1) Purchase Quote -> Purchase Order 2) Blanket Order -> Purchase Order 3) Purchase Order -> Posted Purchase Receipt 4) Purchase Order -> Posted Purchase Invoice 5) Purchase Credit Memo -> Posted Purchase Credit Memo 6) Purchase Return Order -> Posted Purchase Return Shipment

Assembly Documents 1) Assembly Quote -> Assembly Order 2) Assembly Order -> Posted Assembly Order

Archiving Documents 1) Sales Quote -> Archived Sales Quote 2) Sales Blanket Order -> Archived Sales Blanket Order 3) Sales Order -> Archived Sales Order 4) Sales Return Order -> Archived Sales Return Order 5) Purchase Quote -> Archived Purchase Quote 6) Purchase Blanket Order -> Archived Purchase Blanket Order 7) Purchase Order -> Archived Purchase Order 8) Purchase Return Order -> Archived Purchase Return Order