Document Management System 5.6A– User Guide
Software Documentation
This document is the software documentation for the Sage Accpac Document Management System module developed by Visionetix Software. All rights reserved. © 2010
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Disclaimer
Visionetix Software (Visionetix) has exercised care to avoid errors but provides no warranty that this document is error or omission free. It is intended for use in relation to the Sage Accpac Document Management System module and no representation or warranty is made or given as to its suitability for any other purpose.
Document authorisation
Project sponsor: Pranesh Ravindra
Document Version: 1.0
Division: ACCPAC
Signature: __________________________
Contents
1. Introducing Document Management System 4
2. New Features in Document Management System 5.6 5
3. Program Installation 6
3.1 Installation Requirements for the DMS Server (ASP.net web components) 6 3.2 DMS Installation Procedure for Server (IIS 7.0) 6 3.3 DMS Installation Procedure for Server (IIS 6.0) 12
3.4 DMS Installation Procedure for Clients 18
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1. Introducing Document Management System
The document management system makes it easy to store and relate original paper documents to Accpac transactions.
Technical Features:
¾ It has the same look and feel as ACCPAC. ¾ Uses ACCPAC Lanpaks.
¾ Uses ACCPAC security. ¾ Tight Integration with Accpac.
¾ Developed using the ACCPAC SDK and ASP.net technologies.
Functional Features:
¾ Integrated Document Management System from standard Accpac interface.
¾ Upload images, PDF, Word and other supported types directly to the DMS database. ¾ Relate digital documents to ACCPAC database transactions.
¾ Retrieve digital documents as they relate to ACCPAC transactions. ¾ Scan paper documents to a digital format directly from Accpac.
2. New Features in Document Management System 5.6
¾ DMS feature is now available on AP vendors and Payment transactions. ¾ DMS documents for payments transactions can also be viewed from the vendor
activity screen.
¾ DMS feature is now available on AR customers and receipts transactions.
¾ DMS documents for receipts transactions can also be viewed from Customer Inquiry screen
¾ From the new customer inquiry screen users can now also view the documents of Order entry, shipment entry and Order entry invoices without drilling down to the order entry module.
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3. Program Installation
3.1 Installation Requirements for the DMS Server (ASP.net web components)
1. Windows 2000 Server or Advanced Server with Service Pack 2, Windows XP Professional or 64-Bit Edition, Windows Vista, Windows 7, Windows Server 2003, Windows Server 2008.
2. MDAC 2.7 or later for Data.
3. Internet Information Services version 6 or later.
4. Microsoft SQL Server 2000 or Microsoft SQL Server 2005.
3.2 DMS Installation Procedure for Server (IIS 7.0)
2. Change the Application Pool Identity to ‘Local System’
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5. Select the option to install the DMS database.
6. You will be required to enter valid SQL server login details and have security rights so that the installer can setup the database.
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3.3 DMS Installation Procedure for Server (IIS 6.0)
1. Run the installer package labeled DMS_Setup.msi. This can be downloaded from http://www.visionetix.com
3. Select the option to install the DMS database.
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5. If you have an earlier version of DMS installed, select “Yes” to upgrade the DMS database.
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7. When the web installation is complete open the Internet Information Services Management Console. Find the DMS virtual folder. Right click the virtual folder and select Properties. Check that the ASP.net version is set to version 2.
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3.4 DMS Installation Procedure for Clients
1. Run the installer package labeled DMS_Setup.msi. This can be downloaded from http://www.visionetix.com
3.5 Activation Process
1. Log in to Accpac as ADMIN user.
2. Select ‘Data Activation’ from Administrative Services.
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3.6 Tables
The activation process will create the following table within the Accpac database for a company that is currently open.
Table Name Description
3.7 DMS Settings
Before the DMS can be used in an Accpac company the settings need to be configured.
DMS Setup
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3.8 DMS Database Configuration
The Configure DMS Server button will open the ASP.net DMS website where you are required to enter the details of your database connection. However, this only needs to be setup once and the details are transferred to each Accpac company that uses the DMS.
Max Filesize – This defines the maximum file size that can be uploaded to the DMS system. File exceeding the limit number will be rejected and a message will be displayed.
4. Security
The Document Management System uses the same security setup in Sage Accpac ERP as
other Sage Accpac ERP Modules.
The Document Management System uses security groups to restrict user access to data.
Use Administrative Services to define security groups for the interface options and assign them to users.
First select the tasks that members of each security group can perform, and then assign individual users to the security groups you have defined. Use Database Setup to turn on security.
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5. DMS Functionality
5.1 DMS Scan Documents
The DMS Scan Documents screen allows the user to scan documents directly from Accpac. These documents can then be related back to Accpac transactions.
Use Scanner Driver – Uses the scanners driver for the scanning interface and settings. Automatic Document Feeder – Scan multiple documents if supported by the scanner. Duplex – Scan both sides of documents.
Convert to File Type – Select the file type to convert the scanned images to. If multiple pages are to be merged select the multi-page option. This is supported by the PDF and TIF file formats.
Save As – Save a copy of the scanned image locally.
Upload to DMS – Upload the scanned images to the DMS Server.
5.2 DMS Attach Documents
The DMS Attach Documents screen allows the user to attach previously saved documents. These documents can then be related back to Accpac transactions.
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5.3 DMS Manage Documents
The Manage Documents screen displays a list of documents attached to a specific Accpac transaction. These documents can be viewed, downloaded or deleted. The edit function allows modification of a document’s filename and its description.
5.4 DMS Show Documents
The Show documents screen allows for documents to be viewed or downloaded.
If there are multiple documents formats the document list screen is displayed from which documents can be selected to view or download.
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5.5 Search Documents
5.6 Delete Documents
The Delete Documents screen allows documents to be deleted by batch number or document range.
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6. DMS Screens
This section lists all the screens on which DMS functionality of scan
documents, attach documents, show documents and manage documents is
available per module.
6.1 Accounts Payable ¾ Invoice Entry ¾ Vendors ¾ Vendor Activity ¾ Payment Entry 6.2 Accounts Receivable ¾ Invoice Entry ¾ Customers ¾ Customer Inquiry ¾ Receipt Entry 6.3 General Ledger ¾ Journal Entry 6.4 Inventory Control ¾ Items ¾ Vendor Details ¾ Bills of Material ¾ Receipts ¾ Shipments ¾ Adjustments ¾ Transfers 6.5 Order Entry ¾ Order Entry ¾ Shipment Entry ¾ Invoice Entry
¾ Credit/Debit Note Entry
6.6 Purchase Order
¾ Requisition Entry ¾ Purchase Order Entry ¾ Receipt Entry
¾ Invoice Entry ¾ Return Entry
