Documentation
The
Documentation
tab shows all documentation the system will and/or has generated and any documents uploaded to the system by a specified user. This tab also contains features enabling you to send e-mail(s) to outside parties with export documents attached. This is accomplished by clicking Send E-mail
in the upper right corner of the pop-up. Outside documents can be uploaded by clicking Upload Document
. Both of these features are discussed in further detail below.If an invoice has not been
Processed
, the document links in the table will be gray. The system will create all gray documents when Process Shipment
is clicked.
Prior to processing the shipment, select the appropriate document format (PDF, DOC, XLS). If available, add an electronic signature to the document. Once these selections are made, click
Process Shipment
.Clicking
Process Shipment
runs all validation checks, decrements any licenses and purchase orders associated with the invoice, generates the documentation, sets the status of the invoice, locks down invoice fields and readies the invoice for finalization or transmission. Once generated, the documentation can be viewed by clicking the document name.
To un-process a shipment (to make changes), an
Archive
tab appears. This tab notes previously printed documents and corresponding details. To view these documents, click the document name.
Some documents contain custom logos that appear on the document when generated. If a user reprints the documentation after the intial print, the logo associated to the document will print on the new version of the document.
Merging PDF Files Into One Report
To reduce the amount of time opening and printing individual documents, the user can merge multiple .pdf documents into one larger, consolidated .pdf document. This process can only be done after a shipment has been processed.
To merge .pdf files, choose which documents to print in the merge and check the box on the far left. Next, click
Merge PDFs
. Checking the box at the top of the grid will select all documents.A new browser tab will open, displaying a single document representing all selected documents. This document can be printed, e-mailed, or downloaded as a single multi-page document.
Uploading External Documents
To upload documents from outside of the ONESOURCE system, click
Upload Document
.
Click
New
. Enter a title
into the Title field. If needed, supply notes in the “Notes” textbox. To save a title for future use and easy re-entry, click Save title for later use
. Click Browse
to search for a file to upload from the local computer. Once a file is chosen, click Upload and Add
to attach the document to the invoice.To replace a document, click
Replace
. Choose the replacement document from the document drop-down field. Add any notes as needed. Click Browse
to search for a file to upload from the local computer. Once a file is selected, click Upload and Add
to attach the document to the invoice.
Sending E-mails
To send an e-mail directly from the system, click
Send E-mail
.note
When a message sends, it comes from the user e-mail address in the system.
Clicking
Send E-mail
will open the E-mail Shipment
pop-up. The To
, CC
, Subject
and body fields of the e-mail appear. Enter the recipient e-mail address(es) in the To
and CC
fields. Write a subject and e-mail body.
To add a document(s) to the e-mail, click
Attachments
. This shows the document name along with the file format. Select the document(s) to attach, then click Send
.important
Only documents in one of the following statuses will be available to attach to an email: PRINTED, ATTACHED, or DRAFT.
Once an e-mail is sent, the recipient’s e-mail address will be stored in the system and become an available option when the type-ahead feature is used.
To choose an e-mail address, hover over the e-mail address and click
Enter
.Load Template
andInsert Code Snippets
are notable features within the e-mail function. Within the Load Template
list are available e-mail templates that can be used to store the e-mail body along with the To
, CC
, and Subject
.
Code Snippets
Selecting a code snippet from the
Insert Code Snippet
drop-down will populate the snippet into the e-mail body.When the e-mail is sent, the related/queried information (e.g. the product list per that shipment) will appear in place of “@PRODUCTLIST@”.
After filling in all information on the various fields, confirm the template is complete and click
Save
. Any value or list of values (e.g. products shipped) can be configured and added to the drop-down.
E-mail Logs
The
E-mail Logs
show: Sent By
, Sent Date
, E-mail
, and Attached documents
columns. The e-mail will show the recipient name and e-mail contents.
Related Content
-
Export Invoice Management
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