Documentation/ Uploading documents/ Merging documents by hand
Merging documents by hand
When the automatic grouping does not spot that some documents are really one, tick them and merge them. It is the answer for pages that arrived separately, at different moments or by different routes.
Document list › tick them › Merge selected
On this page
When you need it
- The sheets arrived separately: two photos uploaded at different times, or one by email and one by hand.
- The automatic grouping does not recognise them as the same original.
- You split a document and want to build the merge again.
- A supplier sends the invoice and its annexe in two goes.
How to do it
- Find the documents you want to merge in the list.
- Tick them. You need at least two.
- Press Merge selected.
- Check the dialog: it lists the documents ticked and lets you take out any that should not be there. At least two have to remain.
- Confirm.
With fewer than two ticked, the application says so and asks for at least two. When it finishes it confirms the documents were merged.
The order they are in
The pages end up in the merged document in the order they were already in, not the order you ticked them. Filter and sort the list before you tick, so the sequence comes out right.
If the result is out of order, split it and merge it again with the list sorted properly.
The automatic one happens at upload
Automatic merging is decided when you upload, with the auto-merge everything tick box, which comes switched on. With it on, a multi-page PDF puts itself back together and only the odd cases are left for you.
There is no Auto-merge button on the list any more. What is left there is Merge selected, merging by hand, which is the one that needs judgement. If a batch went up with the tick box off, this is where you join it.
What to check afterwards
The merged document keeps the totals and taxes it had: they are not worked out again. Go over the header of the result.
In this order:
- All the pages are there, in the right order.
- The header has the right number, date and supplier.
- The totals belong to the whole document and not to one of its pages.
- The lines add up to the net amount.
Which lists offer it
Merging is on the lists for invoices, delivery notes, sales delivery notes and transport invoices.
Merged documents are marked in the list with how many pages make them up. That mark is also where you split them from.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| It will not merge | Fewer than two documents are ticked. | Tick at least two. |
| The merged document is out of order | The pages were in that order in the list. | Split it, sort the list, merge it again. |
| The totals do not add up | They are not recalculated on merging. | Put them right in the header of the merged document. |
| Documents got merged that did not belong together | The wrong ones were ticked. | Split the document: no page is ever lost. |
| The action is not on the list | That document type does not offer it. | It is on invoices, delivery notes, sales delivery notes and transport invoices. |