Document Management

 

Working with Document Management in RealBooks

               A. To Configure Document Management                G. To Create Digital File

               B. Drop Box Integration with RealBooks                 H. To View Or Edit Digital File Which Was Created

               C. To Upload Data To Drop Box                               I. Document Creation Process

               D. Transfer Data From Drop Box To RealBooks      J. For Purchase Entry

               E. To Check The Uploaded File                               K. To View The Attached Voucher

               F. To Transfer Data From Folder To Upload Done Folder

               A. To Configure Document Management

               B. Drop Box Integration with RealBooks

               C. To Upload Data To Drop Box

               D. Transfer Data From Drop Box To RealBooks

               E. To Check The Uploaded File

               F. To Transfer Data From Folder To Upload Done Folder

               G. To Create Digital File

               H. To View Or Edit Digital File Which Was Created

               I. Document Creation Process

               J. For Purchase Entry

               K. To View The Attached Voucher

Upload Via Dropbox and Creating Documents Manually

A. To configure document management

STEP 1: Select Settings  Configuration.

STEP 2: Now, select Enable Document/Drop Box to activate it. Click on Activate/Deactivate feature option to confirm.

STEP 3: Then in the same page go to Document. In document set up page under Document Creation you can select Automatic or Manual but here we will work Manually. Leave point 2, 3 and 4 as default. Then click on Configure Document Settings to Save.

B. Drop Box Integration with RealBooks

STEP 1: Go to the Drop Box site “dropbox.com ” and login with your Drop Box account or create a new account and then login.

STEP 2: Select Settings ⇒ Click on Drop Box Settings option.

STEP 3:  You will be taken to Drop Box section. Now click on Link Your Drop Box Account.

STEP 4: A code would be shown. Select and Copy.

STEP 5: Go to RealBooks and Paste the code on the blank space shown. Click on OK to proceed.

STEP 6: As the account will be verified, click on OK.

STEP 7: As you select the first tab, a dropdown list will appear.

STEP 8: Click on the name of the respective Drop Box User name.

STEP 9: Then in Status click on Activated.

STEP 10: In the next tab Under Folder Name click on “abc_upload “.

STEP 11: Now, in Backup Folder Name click on “abc_upload_done “. The folders would appear in your Drop Box.

STEP 12: Click on Save Configurations to save your settings.

C. To Upload Data To Drop Box

STEP 1: As you login to Drop Box folder, your Drop Box data would appear. Click on Apps

STEP 2: Then RealBooks App folder would appear, Click on it.

 

STEP 3: Two folders would appear namely – abc_upIoad and abc_upload_done. Click on abc upIoad folder to upload all documents.

STEP 4: Now click on Upload File and then sect the required data you wish to upload, example- “35, 39” and then click on Open.

STEP 5: Your file will be uploaded. We recommend you to download the DropBox app and scan the bills directly into the Upload Folder.

D.Transfer Data From Drop Box To RealBooks

STEP 1: Go to Settings => Upload from Drop Box

STEP 2: As Auto File Upload From Drop Box would appear click on Upload From Drop Box.

 STEP 3: As confirmation dialogue box appear, click on OK.

 STEP 4: Now again click on OK to redirect the uploaded file reports for checking.

E. To Check The Uploaded File

 STEP 1: Select Reports => Accounts => Documents and Tasks => Uploaded Files.

 STEP 2: In the first box select “ALL” and feed in the date as per your requirement and click on Search. Your data which was uploaded would display.

 F. To Transfer Data From Folder To Upload Done Folder 

STEP 1:  Go to Drop Box App in another tab and select RealBooks App.

STEP 2: The two folders would appear and select abc_upload.

STEP 3: The data uploaded her has automatically moved to abc_upIoad_done folder.

STEP 4: Now click on abc_upload_done folder.

STEP 5: As you select abc_upload_done folder you will receive another folder within it.

STEP 6: The folder name would be according to the date of upload. As you click on it the uploaded document would be displayed.

G.To Create Digital File 

STEP 1:  Select Masters => Digital File => Create.

STEP 2: Fill in the details as per your requirements.

Under File Name- Purchase Voucher

File Number- 0001

File Location- HO

File Initial- 0001

Vtype- You can select as per your requirement or else you can leave it as default

File Status- Let the option be Open

Document Index- If you want to track document’s index in sequence then select Mandatory or else can select Optional

Attach To Voucher- Select Optional so that if you require to attach any voucher in future then you can do it.

STEP 3: Click on save.

H. To View Or Edit Digital File which was Created

STEP 1: Select Masters =>Digital File => View /Edit.

STEP 2: The Purchase Voucher created would be displayed.

I. Document Creation Process

STEP 1: Here we will file the document into Digital File for that select Transactions => Accounts => Document Creation.

STEP 2: Click on Select Image.

STEP 3: A dialogue box will appear in which you can search your File Name and put the date. Then click on Go.

STEP 4: Select the document and then click on Open. You will be able to see the uploaded scan files. You can select one by one or click on box on the top left corner of the dialogue box to make it automatic.

STEP 5: Press Control + Click on document – other page of the same document would be selected. Now on the right hand side fill in the details.

Title- 035

Voucher type- Purchase

Digital Storage- Purchase Voucher

Index No.- 035

Date of upload

Is Transaction to create entry of it or you can leave it blank for just saving the document

STEP 6: Click on Save. The second Voucher will automatically appear and you can similarly work with other vouchers.

J. For Purchase entry

STEP 1: Select Transactions => Inventory => Purchase Cycle => Purchase.

STEP 2: Now click on Attach Document.

STEP 3: The Document Section would appear, select Auto and then click on Open.

Your document would be displayed. Here you can see the number of documents uploaded.

STEP 4: On the right hand side of the column, fill in the required details as per your information.

Under General Tab

Reference No.- 035

Purchase Ledger- Purchase A/C

Party Ledger- Exal Pen.

Under Item Tab

Godown- Main Location

Item Name- Ball Pen

Quantity- 3200

Rate- 5.10

Amount- It would automatically be fed.

STEP 5: Click on Submit and then OK. Once it is saved, the next voucher will be automatically displayed. You can fill in the required data in the same manner.

K. To View The Attached Voucher

STEP 1: Select Reports => Accounts => Daily Reports => Day Book.

STEP 2: It will take you to the Day Book Report section, feed in the required date and then click on Search to see the report. The document which we have created has displayed.

STEP 3: Here you can also see the attachment alongside as a symbol of a Paper Clip. As you click on it, document would be displayed on the right hand side of the screen.

STEP 4: You can also edit the document by clicking on transaction or press Enter, a Purchase Transaction Edit section would pop out along with the document. You can edit.

STEP 5: Click on Submit to save your edit.

 

Upload Via Dropbox and Creating Documents Automatically

A. To configure document management

STEP 1: Select Settings  Configuration.

 STEP 2: Now, select Enable Document/Drop Box to activate it. Click on Activate/Deactivate feature option to confirm.

STEP 3: Then in the same page go to Document. In document set up page under Document Creation you can select Automatic or Manual but here we will work Automatically. Then click on Configure Document Settings to Save.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Upload Directly From RealBooks and Creating Documents Manually


 

Upload Directly From RealBooks and Creating Documents Automatically


 

To Attach Invoice Automatically With Sale Entry