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Actual Function: DocumentDefinition & DossierAssignment
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This is the Document Definition & Dossier Assignment page, where document properties can be added to documents
and where documents can be assigned to Dossiers:
First, document properties must be entered on the left side, which defines the document.
Each document in the PDM app has 7 properties that must be entered first, after which the document must be saved, and only then can documents be assigned to Dossiers. In most cases, document properties can be read from PDF documents.
The 7 document properties are:
Trading Partner Name,
SellBuy,
Procurement Phase,
Document Date,
Order Description,
Document Reference/Sales Invoice ID and
Employee.
-The TradingPartnerName is the name of the concerning trading partner.
-SellBuy indicates whether the document is a Purchase or Sales document.
-ProcurementPhases indicates phases such as: Quotation, Order, Despatch, Receipt, Other and Invoice.
-The DocumentReference/SalesInvoiceID field must be filled with document reference information, but in the case of a SalesInvoice, the SalesInvoiceSerialNumber must be entered here, so that it can be displayed as SalesInvoiceSerialNumber in the relevant overviews later the App.
-In the Employees field, employees are linked to documents. This link is used to enable employees with the function of 'Budget Holder' to approve PurchaseInvoices which are linked to them.
After all document properties have been entered, click the Save button. Only after this you can assign documents to Dossiers.
Documents can be assigned to New Dossiers, which are created upon documents are assignd to them.
To assign documents to a new Dossier, click the Assign Document to new Dossier Button.
The newly created Dossier containing the concerning document will then appear on the right side of the page.
You can also assign documents to existing Dossiers. To do so, Select the existing Dossier, by clicking the Select Existing Dossier link at the bottom of the page. The existing Dossier will then appear at the right side of the page.
Next, click the Assign Document to Selected Dossier button. The concerning document will then be added to the selected Dossier.
You can decide for yourself to which Dossier you assign documents, but it is logical to assign related documents to common Dossiers. For example, you can create amazing quotation-to-invoice Dossiers, which will allow you to review Incoming invoices and the progess ofSales orders.
On this page, you can also remove documents from Dossiers, after which you can assign them to other Dossiers or you can delete them from the PDM App, by clicking the Delete button.
Documents assigned to Dossiers, disappear from the 'Assignable documents' list and appear in the 'Assigned documents' list, but Assigned Documents can also be accessed from the Dossiers to which they are assigned.
Non-Invoice Documents play a secondary role in the PDM app, they are only here for completeness of Dossiers, but play no role in further processes of the PDM app.
Documents that do play a primary role are Incoming and Outgoing invoices:
After Invoices have been assigned to dossiers,
Incoming invoices appear in the following PDM lists/menu options:
-The list of approveable invoices,
-The list of codeable incoming invoices, and
-The overview of incoming invoices.
Outgoing invoices appear in the following PDM lists/menu options:
-The list of codeable outgoing invoices, and
-The overview of outgoing invoices.
This page is also used by employees with the function of 'Budget Holder' or 'Manager', to approve incoming invoices.
Budgetholders can only approve InboundInvoices which are Assigned to them, while Managers can approve any InboundInvoice. InboundInvoices can be Approved here substantiated because all underlying documents are in the dossiers.
When InboundInvoices are Approved they are Numbered as well with an PurchaseInvoice serialnumber. After Approving and Numbering, the InboundInvoices vanish from the Approvable list and appear in the Codable list and in the Overview InboundInvoices.
First, document properties must be entered on the left side, which defines the document.
Each document in the PDM app has 7 properties that must be entered first, after which the document must be saved, and only then can documents be assigned to Dossiers. In most cases, document properties can be read from PDF documents.
The 7 document properties are:
Trading Partner Name,
SellBuy,
Procurement Phase,
Document Date,
Order Description,
Document Reference/Sales Invoice ID and
Employee.
-The TradingPartnerName is the name of the concerning trading partner.
-SellBuy indicates whether the document is a Purchase or Sales document.
-ProcurementPhases indicates phases such as: Quotation, Order, Despatch, Receipt, Other and Invoice.
-The DocumentReference/SalesInvoiceID field must be filled with document reference information, but in the case of a SalesInvoice, the SalesInvoiceSerialNumber must be entered here, so that it can be displayed as SalesInvoiceSerialNumber in the relevant overviews later the App.
-In the Employees field, employees are linked to documents. This link is used to enable employees with the function of 'Budget Holder' to approve PurchaseInvoices which are linked to them.
After all document properties have been entered, click the Save button. Only after this you can assign documents to Dossiers.
Documents can be assigned to New Dossiers, which are created upon documents are assignd to them.
To assign documents to a new Dossier, click the Assign Document to new Dossier Button.
The newly created Dossier containing the concerning document will then appear on the right side of the page.
You can also assign documents to existing Dossiers. To do so, Select the existing Dossier, by clicking the Select Existing Dossier link at the bottom of the page. The existing Dossier will then appear at the right side of the page.
Next, click the Assign Document to Selected Dossier button. The concerning document will then be added to the selected Dossier.
You can decide for yourself to which Dossier you assign documents, but it is logical to assign related documents to common Dossiers. For example, you can create amazing quotation-to-invoice Dossiers, which will allow you to review Incoming invoices and the progess ofSales orders.
On this page, you can also remove documents from Dossiers, after which you can assign them to other Dossiers or you can delete them from the PDM App, by clicking the Delete button.
Documents assigned to Dossiers, disappear from the 'Assignable documents' list and appear in the 'Assigned documents' list, but Assigned Documents can also be accessed from the Dossiers to which they are assigned.
Non-Invoice Documents play a secondary role in the PDM app, they are only here for completeness of Dossiers, but play no role in further processes of the PDM app.
Documents that do play a primary role are Incoming and Outgoing invoices:
After Invoices have been assigned to dossiers,
Incoming invoices appear in the following PDM lists/menu options:
-The list of approveable invoices,
-The list of codeable incoming invoices, and
-The overview of incoming invoices.
Outgoing invoices appear in the following PDM lists/menu options:
-The list of codeable outgoing invoices, and
-The overview of outgoing invoices.
This page is also used by employees with the function of 'Budget Holder' or 'Manager', to approve incoming invoices.
Budgetholders can only approve InboundInvoices which are Assigned to them, while Managers can approve any InboundInvoice. InboundInvoices can be Approved here substantiated because all underlying documents are in the dossiers.
When InboundInvoices are Approved they are Numbered as well with an PurchaseInvoice serialnumber. After Approving and Numbering, the InboundInvoices vanish from the Approvable list and appear in the Codable list and in the Overview InboundInvoices.