Connected Documents
Connected Documents - User Guide
1. Overview 📂
The Connected Documents feature is designed to bridge the gap between physical and digital records. It allows you to link and view important attachments—such as purchase invoices, quality certificates, license PDFs, or shipping documents—directly from the transaction page they belong to. No more searching through file folders; everything is just a click away from the ERP.
2. Key Supported Modules 🔗
The Connected Documents index can be accessed from almost all critical modules in the ERP, including:
| Transaction Type | Example Documentation Linked |
|---|---|
| Sales Orders (Order/Order1) | Customer-provided POs, design specification PDFs. |
| Purchase Bills | Scanned vendor invoices, tax calculations. |
| GRN | Vendor packing lists, weight slips. |
| Invoices | E-Way bills, LR (Lorry Receipt) scans, shipping notes. |
| Indents | Technical requisitions, vendor quotes. |
| Journal Vouchers | Supporting expense receipts. |
| Quality Protocols | In-house test reports, vendor CoA (Certificate of Analysis). |
| Import Documents | Bill of Entry (BoE), customs clearance papers. |
3. How to Access 🚀
- Navigate to the Transaction Details page (e.g., Sales Order Details or Purchase Bill Details).
- Look for the “Connected Docs” button or the “View Attachments” link.
- The system will open the Connected Documents Index showing a list of all files linked to that specific transaction ID.
- Each entry includes:
- Label: The description of the document (e.g., “Scan of Vendor Invoice”).
- Doc No: The reference number of the physical document.
- Doc Link: A clickable link to open or download the file.
4. Document Vault (EVault) 🛡️
All your connected documents are securely managed through the EVault (Electronic Vault) system.
- Security: Only authorized users with appropriate role permissions can view or upload documents.
- Version Control: Ensure the latest version of a document is always linked to the transaction.
- Searchability: Use the EVault Index to search for a specific document across the entire company using its label or reference number.
5. Connected Docs vs. Standard Downloads 💡
ℹ️
Is it Different from Exporting?
- Export: Generating a new PDF/Excel from current ERP data (like a “Print Invoice”).
- Connected Docs: Viewing an existing external file that was uploaded (like a “Scanned LR Copy from a Transporter”).
6. Best Practices 💡
- Descriptive Labels: Avoid naming files “Scan1.pdf”. Use descriptive labels like “Vendor_Invoice_A101_Scan” to make it easier for auditors later.
- QA Connectivity: Always link vendor Quality Certificates to the GRN using Connected Docs. This ensures that when a quality issue is found during production, you can instantly pull the vendor’s original analysis report.
- Voucher Uploads: For every manual expense voucher, upload a scan of the original bill. This makes the Audit Trail seamless and saves dozens of hours during financial year-end reviews.