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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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User Guide – Document Management System

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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Relate digital documents to ACCPAC database transactions. Scan paper documents to a digital format directly from Accpac. Word and other supported types directly to the DMS database. Introducing Document Management System The document management system makes it easy to store and relate original paper documents to Accpac transactions. Upload images. Technical Features: It has the same look and feel as ACCPAC. Retrieve digital documents as they relate to ACCPAC transactions. Tight Integration with Accpac.User Guide – Document Management System 1. Page 4 of 30 . Uses ACCPAC security. PDF. Export saved documents to a number of formats including Word and PDF. Functional Features: Integrated DMS system inside standard Accpac interface. Uses ACCPAC Lanpaks. Developed using the ACCPAC SDK and ASP.net technologies.

1 Installation Requirements for the DMS ASP.User Guide – Document Management System 2.2 DMS Server Installation Steps 1. 2.7 or later for Data. 4.visionetix. 3.net web components 1. Microsoft SQL Server 2000 or Microsoft SQL Server 2005. Windows 2000 Server or Advanced Server with Service Pack 2. Run the installer package labeled DMS_Setup. Follow the onscreen steps and proceed to the installation folder.msi. This can be downloaded from http://www. Program Installation 2.VX54a. Internet Information Services version 5 or later. Windows Vista. Page 5 of 30 . 2.com 2. Select the Accpac directory to install the module . Windows XP Professional or 64-Bit Edition. or one of the Windows Server 2003 family products. MDAC 2.

You will be required to enter valid SQL server login details and have security rights so that the installer can setup the database. Select the option to install the DMS database. Page 6 of 30 .User Guide – Document Management System 3.

User Guide – Document Management System 4. The ASP.net DMS installation package will be launched. Page 7 of 30 . Select the Start DMS Server setup to launch the DMS ASP.net web server install then press finish. Follow the onscreen instruction to setup the web application.

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User Guide – Document Management System 5. Right click the virtual folder and select properties. Page 9 of 30 . Check that the ASP. Find the DMS virtual folder. When the web installation is complete open the Internet Information Services Management Console.net version is set to version 2.

net account (typically ASPNET). This is so the configuration file can be written to from the DMS ASP. Locate the DMS virtual folder.net website. If the server is hosting other web applications you might want to create a separate application pool for the DMS application.User Guide – Document Management System 6. Page 10 of 30 . Navigate to the root folder of IIS (typically C:\Inetpub\wwwroot). This can improve performance. 7. Go to the folder properties and add the write security rights to the asp.

visionetix. Select no when asked to install the DMS Database and DMS server.User Guide – Document Management System 2. Select the Accpac runtime directory to install the module. Page 11 of 30 .3 DMS Client Installation Steps 1. Run the installer package labeled DMS_Setup.msi.com 2. Follow the onscreen steps and proceed to the installation folder. This can be downloaded from http://www.

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ocx AccpacVX3100.bat ENG\AccpacVX0000ENG.ocx AccpacVX5000.dll ENG\AccpacVX1000ENG.ocx AccpacVX4020.dll VXINIT.dll ENG\AccpacVX5100ENG.ocx AccpacVX3000.User Guide – Document Management System 2.ocx AccpacVX2100.ocx AccpacVX1500.ocx AccpacVX4000.ocx AccpacVX2000.dll ENG\AccpacVX3000ENG.dll VXOPT L.dll ENG\DEP.dll ENG\AccpacVX2100ENG.dll ENG\AccpacVX1500ENG.dll ENG\AccpacVX4020ENG.dll Reg.dll ENG\AccpacVX4010ENG.ocx AccpacVX1700.dll ENG\VX54AENGClient.ocx AccpacVX5100.dll VX.ocx AccpacVX4010.ocx AccpacVX1000.bat roto.DAT ENG\grp.dll ENG\AccpacVX5000ENG.ocx DMSUploadControl.dll ENG\AccpacVX1700ENG.dll ENG\AccpacVX2000ENG.rsc VXACT.dll ENG\AccpacVX4000ENG.dll ENG\VX54AENG.dat UnReg.INI VX.ocx DMSTwainControl.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 Page 13 of 30 .4 VX54A Directory structure File Name AccpacVX0000.dll ENG\AccpacVX3100ENG.ocx DynamicWebTwainCtrl.

4A’ to activate this module. Log in to Accpac. 2. 2.5 Activation Process 1. Select ‘Data Activation’ from Administrative Services. Table Name VXOPT Description Options Page 14 of 30 . Select ‘Document Management System 5.User Guide – Document Management System 2. 3.6 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.

7 DMS Settings Before the DMS can be used in an Accpac company the settings need to be configured. Accpac database setup Enter the database connection details for the Accpac Company.User Guide – Document Management System 2.net server can access this data. This is so the DMS ASP. Page 15 of 30 . 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.

This only needs to be setup once and carries though to each Accpac company that uses the DMS. Max Filesize – This defines the maximum file size that can be uploaded to the DMS system.User Guide – Document Management System 2.8 DMS Database Configuration The ASP. If a file that is larger than this is uploaded it will be rejected and a message will be displayed. This screen is launched from clicking the configure document management link from the setup screen.net DMS website needs to have the database connection details configured. Page 16 of 30 .

Page 17 of 30 . Security The Document Management System uses the same security setup in Sage Accpac ERP as other Sage Accpac ERP Modules. first turn on security for the system database using Database Setup.User Guide – Document Management System 3. The Document Management System uses security groups to restrict user access to data. Use Database Setup to turn on security. and then you assign individual users to the security groups you defined. First select the tasks that members of each security group can perform. Note that to restrict access to the Document Management System. Use Administrative Services to define security groups for the interface options and assign them to users.

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.User Guide – Document Management System 4. Page 18 of 30 .

Page 19 of 30 .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. viewed and managed. attached. Documents can be scanned.

Documents can be scanned.User Guide – Document Management System 4. Page 20 of 30 .4 AP Scan / Attach documents The AP Scan / Attach screen provides a fast way to access the DMS attach and scan functionality. attached. 4.3 AP Vendor Activity The DMS AP Vendor activity screen adds the DMS functionality directly to the main Accpac interface. viewed and managed.

Page 21 of 30 .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. AR DMS Module 5.User Guide – Document Management System 5.

viewed and managed. Page 22 of 30 . Documents can be scanned. attached.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.

attached.4 AR Scan / Attach documents The AR Scan / Attach screen provides a fast way to access the DMS attach and scan functionality. 5. Page 23 of 30 . viewed and managed. Documents can be scanned.3 AR Customer Activity The DMS AR Customer activity screen adds the DMS functionality directly to the main Accpac interface.User Guide – Document Management System 5.

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.User Guide – Document Management System 6. Page 24 of 30 .

Documents can be scanned.2 GL Journal entry The DMS GL Journal entry adds the DMS functionality directly to the main Accpac interface. attached. viewed and managed. 6. Page 25 of 30 .3 GL Scan / Attach Documents The GL Scan / Attach screen provides a fast way to access the DMS attach and scan functionality.User Guide – Document Management System 6.

Use Scanner Driver – Uses the scanners driver for the scanning interface and settings. Duplex – Scan both sides of documents.User Guide – Document Management System 7. These documents can then be related back to Accpac transactions. Convert to File Type – Select the file type to convert the scanned images to. DMS Functionality 7. Page 26 of 30 . 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.1 DMS Scan Documents The DMS Scan Documents screen allows the user to scan documents directly from Accpac. Automatic Document Feeder – Scan multiple documents if supported by the scanner. If multiple pages are to be merged select the multi-page option.

These documents can then be related back to Accpac transactions.User Guide – Document Management System 7.2 DMS Attach Documents The DMS Attach Documents screen allows the user to attach previously saved documents. Page 27 of 30 .

Downloaded or deleted.3 DMS Manage Documents The manage documents screen displays a list of the documents that are attached to an Accpac transactions. Page 28 of 30 . From this screen the documents can be viewed. The edit function allows for the description and filename to be modified.User Guide – Document Management System 7.

Page 29 of 30 .User Guide – Document Management System 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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