Document Management System 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. 2008

Commercial in Confidence

User Guide Document Management System

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: Document Version: Division: Signature: Date: Pranesh Ravindra 1.2 ACCPAC __________________________ __________________________

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Contents
1. Introducing Document Management System 2. Program Installation 2.1 Installation Requirements for the DMS ASP.net web components 2.2 DMS Server Installation Steps 2.3 DMS Client Installation Steps 2.4 VX54A Directory structure 2.5 Activation Process 2.6 Tables 2.7 DMS Settings 2.8 DMS Database Configuration 3. Security 4. AP DMS Module 4.1 AP Invoice batch list 4.2 AP Invoice Entry 4.3 AP Vendor Activity 4.4 AP Scan / Attach documents 5. AR DMS Module 5.1 AR Invoice batch list 5.2 AR Invoice Entry 5.3 AR Customer Activity 5.4 AR Scan / Attach documents 6. GL DMS Module 6.1 GL batch list 6.2 GL Journal entry 6.3 GL Scan / Attach Documents 7. DMS Functionality 7.1 DMS Scan Documents 7.2 DMS Attach Documents 7.3 DMS Manage Documents 7.4 DMS View Documents 4 5 5 5 11 13 14 14 15 16 17 18 18 19 20 20 21 21 22 23 23 24 24 25 25 26 26 27 28 29

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User Guide Document Management System

1. Introducing Document Management System

The document management system makes it easy to store and relate original paper documents to Accpac transactions. Technical Features: It has the same look and feel as ACCPAC. Uses ACCPAC Lanpaks. Uses ACCPAC security, Tight Integration with Accpac. Developed using the ACCPAC SDK and ASP.net technologies.

Functional Features: Integrated DMS system inside standard Accpac interface. Upload images, PDF, Word and other supported types directly to the DMS database. Relate digital documents to ACCPAC database transactions. Retrieve digital documents as they relate to ACCPAC transactions. Scan paper documents to a digital format directly from Accpac. Export saved documents to a number of formats including Word and PDF.

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2. Program Installation
2.1 Installation Requirements for the DMS ASP.net web components 1. Windows 2000 Server or Advanced Server with Service Pack 2, Windows XP Professional or 64-Bit Edition, Windows Vista, or one of the Windows Server 2003 family products. 2. MDAC 2.7 or later for Data. 3. Internet Information Services version 5 or later. 4. Microsoft SQL Server 2000 or Microsoft SQL Server 2005. 2.2 DMS Server Installation Steps 1. Run the installer package labeled DMS_Setup.msi. This can be downloaded from http://www.visionetix.com

2. Follow the onscreen steps and proceed to the installation folder. Select the Accpac directory to install the module - VX54a.

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3. Select the option to install the DMS database. 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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User Guide Document Management System 4. Select the Start DMS Server setup to launch the DMS ASP.net web server install then press finish. The ASP.net DMS installation package will be launched. Follow the onscreen instruction to setup the web application.

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User Guide Document Management System 5. 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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User Guide Document Management System 6. Navigate to the root folder of IIS (typically C:\Inetpub\wwwroot). Locate the DMS virtual folder. Go to the folder properties and add the write security rights to the asp.net account (typically ASPNET). This is so the configuration file can be written to from the DMS ASP.net website.

7. If the server is hosting other web applications you might want to create a separate application pool for the DMS application. This can improve performance.

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2.3 DMS Client Installation Steps 1. Run the installer package labeled DMS_Setup.msi. This can be downloaded from http://www.visionetix.com

2. Follow the onscreen steps and proceed to the installation folder. Select the Accpac runtime directory to install the module. Select no when asked to install the DMS Database and DMS server.

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2.4 VX54A Directory structure File Name AccpacVX0000.ocx AccpacVX1000.ocx AccpacVX1500.ocx AccpacVX3000.ocx AccpacVX3100.ocx AccpacVX4000.ocx AccpacVX1700.ocx AccpacVX2000.ocx AccpacVX2100.ocx AccpacVX4010.ocx AccpacVX4020.ocx AccpacVX5000.ocx AccpacVX5100.ocx DMSTwainControl.ocx DMSUploadControl.ocx DynamicWebTwainCtrl.dll VX.INI VX.rsc VXACT.dll VXINIT.dll VXOPT L.dll Reg.bat roto.dat UnReg.bat ENG\AccpacVX0000ENG.dll ENG\AccpacVX1000ENG.dll ENG\AccpacVX1500ENG.dll ENG\AccpacVX1700ENG.dll ENG\AccpacVX2000ENG.dll ENG\AccpacVX2100ENG.dll ENG\AccpacVX3000ENG.dll ENG\AccpacVX3100ENG.dll ENG\AccpacVX4000ENG.dll ENG\AccpacVX4010ENG.dll ENG\AccpacVX4020ENG.dll ENG\AccpacVX5000ENG.dll ENG\AccpacVX5100ENG.dll ENG\VX54AENG.dll ENG\VX54AENGClient.dll ENG\DEP.DAT ENG\grp.dat Description Activation screen Options screen DMS AP Vendor Activity DMS AP Invoice Entry DMS AP Invoice Batch List DMS AP Scan / Attach Documents DMS AR Customer Activity DMS AR Invoice Batch List DMS AR Invoice Entry DMS AR Scan / Attach Documents DMS GL Scan / Attach Documents DMS GL Batch List DMS GL Journal Entry DMS Twain Control DMS Upload Control Twain Library Program settings Security file Activation view Activation view Mapping table view OCX batch register Accpac roto file OCX batch unregister Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Language Resource File Server language resources Client language resources Language resource dependency file Program group file

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2.5 Activation Process 1. Log in to Accpac. 2. Select Data Activation from Administrative Services. 3. Select Document Management System 5.4A to activate this module.

2.6 Tables The following tables will be created during the activation process in the same database used by the Accpac Company that is currently logged in. Table Name VXOPT Description Options

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2.7 DMS Settings Before the DMS can be used in an Accpac company the settings need to be configured. DMS Setup Ensure the DMS URL settings are correct then click the configure document management link to ensure that the DMS can be found by the Accpac company. Accpac database setup Enter the database connection details for the Accpac Company. This is so the DMS ASP.net server can access this data.

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2.8 DMS Database Configuration The ASP.net DMS website needs to have the database connection details configured. This only needs to be setup once and carries though to each Accpac company that uses the DMS. This screen is launched from clicking the configure document management link from the setup screen. Max Filesize This defines the maximum file size that can be uploaded to the DMS system. If a file that is larger than this is uploaded it will be rejected and a message will be displayed.

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3. 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 you assign individual users to the security groups you defined. Use Database Setup to turn on security. Note that to restrict access to the Document Management System, first turn on security for the system database using Database Setup.

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4. AP DMS Module
4.1 AP Invoice batch list The AP batch list screen extends the functionality of the standard Accpac AP batch list screen by integrating the DMS functionality.

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User Guide Document Management System 4.2 AP Invoice Entry The DMS AP Invoice entry screen adds the DMS functionality directly to the main Accpac interface. Documents can be scanned, attached, viewed and managed.

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4.3 AP Vendor Activity The DMS AP Vendor activity screen adds the DMS functionality directly to the main Accpac interface. Documents can be scanned, attached, viewed and managed.

4.4 AP Scan / Attach documents The AP Scan / Attach screen provides a fast way to access the DMS attach and scan functionality.

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5. AR DMS Module
5.1 AR Invoice batch list The AR batch list screen extends the functionality of the standard Accpac AR batch list screen by integrating the DMS functionality.

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User Guide Document Management System 5.2 AR Invoice Entry The DMS AR Invoice entry screen adds the DMS functionality directly to the main Accpac interface. Documents can be scanned, attached, viewed and managed.

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User Guide Document Management System 5.3 AR Customer Activity The DMS AR Customer activity screen adds the DMS functionality directly to the main Accpac interface. Documents can be scanned, attached, viewed and managed.

5.4 AR Scan / Attach documents The AR Scan / Attach screen provides a fast way to access the DMS attach and scan functionality.

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6. GL DMS Module
6.1 GL batch list The GL batch list screen extends the functionality of the standard Accpac GL batch list screen by integrating the DMS functionality.

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User Guide Document Management System 6.2 GL Journal entry The DMS GL Journal entry adds the DMS functionality directly to the main Accpac interface. Documents can be scanned, attached, viewed and managed.

6.3 GL Scan / Attach Documents The GL Scan / Attach screen provides a fast way to access the DMS attach and scan functionality.

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7. DMS Functionality
7.1 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.

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7.2 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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7.3 DMS Manage Documents The manage documents screen displays a list of the documents that are attached to an Accpac transactions. From this screen the documents can be viewed, Downloaded or deleted. The edit function allows for the description and filename to be modified.

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7.4 DMS View Documents The View documents screen allows for documents to be viewed, exported or printed.

If there are multiple documents formats the document list screen is displayed.

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