Every document is where it belongs.
In the DMS, a document is linked to an order, customer, purchase invoice, bank transaction or maintenance contract. That way you see on the job which papers belong to it, instead of searching through folders.
What a document can be linked to
- OrderDocuments for a job are kept on the job in order management.
- CustomerQuotes, orders, invoices and documents in the DMS belong to the same customer record. You see at a glance what is going on with this customer.
- Purchase invoiceThe scanned document stays linked to the posted purchase invoice.
- Bank transactionDuring automatic reconciliation in Banking, the document is linked to the transaction.
- Maintenance contractContract documents are kept directly on the contract.
What lands in the DMS by itself
- Signed quote
- The customer signs the quote in the customer portal with a mouse or touch screen. The PDF goes straight into the DMS, linked to the right order and archived in line with GoBD (German rules for digital bookkeeping).
- Shop order
- An order in the online shop creates the contract, invoice and DMS entry automatically.
- E-invoice
- Incoming e-invoices go into the DMS automatically.
Related
One file per customer instead of three folders?
Try the WorkOrderAgent free for 20 days, or let us show you how documents and jobs fit together.
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