Documentation/Working with documents
Working with documents
Once a document has been processed, the work happens in the list for its type: find it, look at its status, open it if it needs you, approve it and send it. This section describes that list and what you can do on it.
The list is the workbench
Every document type has its own list, with its own columns and actions. How you work it, though, is the same everywhere:
- Filter to narrow things down: by date, by supplier, by status or by text.
- Read the statuses, which say which documents passed the checks and which need you.
- Open only the ones that do.
- Approve, one at a time or in a batch.
- Send to the ERP, or export.
Anything that takes a while, processing, sending, building a report, carries on in the background and shows in the activity bar, so the list stays usable while it finishes.
Pages in this section
The document list
The columns, sorting, how records load, and how the view is kept.
Searching and filtering
Column filters, date ranges and the quick period buttons.
Document statuses
The fifteen possible statuses, what each means and what to do about it.
Opening and editing a document
The tabs, the original in view, saving, approving and moving between documents.
Batch actions
Approving, deleting, merging, assigning a project, downloading and sending, several at once.
Moving and copying
Shifting a document to another type or making copies, at no cost to your plan.
Downloads and exports
Originals against extracted data, what the selection covers, and totals that do not tie up.
Due dates and payment status
How the date is worked out, where it comes from, and documents with no due date.
Duplicates and waiting to be merged
Two similar-looking notices that mean opposite things, and what to do with each.
The activity bar
Work running in the background, and why you should not repeat an action that is under way.