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Document Management System 5.6A– 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. © 2010 Commercial in Confidence

User Guide – Document Management System 5.6A

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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: Pranesh Ravindra Document Version: 1.0 Division: ACCPAC Signature: __________________________ Date: __________________________


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Contents 1. Introducing Document Management System 4

2. New Features in Document Management System 5.6 5

3. Program Installation 6

3.1 Installation Requirements for the DMS Server (ASP.net web components) 6

3.2 DMS Installation Procedure for Server (IIS 7.0) 6

3.3 DMS Installation Procedure for Server (IIS 6.0) 12

3.4 DMS Installation Procedure for Clients 18

3.5 Activation Process 19

3.6 Tables 20

3.7 DMS Settings 21

3.8 DMS Database Configuration 22

4. Security 23

5. DMS Functionality 24

5.1 DMS Scan Documents 24

5.2 DMS Attach Documents 25

5.3 DMS Manage Documents 26

5.4 DMS Show Documents 27

5.5 Search Documents 28

5.6 Delete Documents 29

6. DMS Screens 30

6.1 Accounts Payable 30

6.2 Accounts Receivable 30

6.3 General Ledger 30

6.4 Inventory Control 30

6.5 Order Entry 30

6.6 Purchase Order 30


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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 Document Management System from 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. New Features in Document Management System 5.6

DMS feature is now available on AP vendors and Payment transactions. DMS documents for payments transactions can also be viewed from the vendor

activity screen. DMS feature is now available on AR customers and receipts transactions. DMS documents for receipts transactions can also be viewed from Customer Inquiry

screen From the new customer inquiry screen users can now also view the documents of

Order entry, shipment entry and Order entry invoices without drilling down to the order entry module.

Supports IIS 7.0


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3. Program Installation

3.1 Installation Requirements for the DMS Server (ASP.net web components)

1. Windows 2000 Server or Advanced Server with Service Pack 2, Windows XP Professional or 64-Bit Edition, Windows Vista, Windows 7, Windows Server 2003, Windows Server 2008.

2. MDAC 2.7 or later for Data. 3. Internet Information Services version 6 or later. 4. Microsoft SQL Server 2000 or Microsoft SQL Server 2005.

3.2 DMS Installation Procedure for Server (IIS 7.0) 1. Create a new application pool ‘DMS’


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2. Change the Application Pool Identity to ‘Local System’

3. Run the installer package labeled DMS_Setup.msi. This can be downloaded from http://www.visionetix.com


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4. Follow the onscreen steps and proceed to the installation folder. Select the Accpac

directory to install the module.


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5. Select the option to install the DMS database.

6. You will be required to enter valid SQL server login details and have security rights so that the installer can setup the database.

7. If you have an earlier version of DMS installed, select “Yes” to upgrade the DMS database.


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8. 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 instructions to setup the web application.


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9. Select application pool ‘DMS’ and follow the onscreen instructions to complete setup.


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3.3 DMS Installation Procedure for Server (IIS 6.0)



directory to install the module.


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3. Select the option to install the DMS database.

4. 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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5. If you have an earlier version of DMS installed, select “Yes” to upgrade the DMS database.

6. 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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7. 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.

8. 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.


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9. 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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3.4 DMS Installation Procedure for Clients



directory to install the module. Select no when asked to install the DMS Database and DMS server.


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3.5 Activation Process

1. Log in to Accpac as ADMIN user. 2. Select ‘Data Activation’ from Administrative Services. 3. Select ‘Document Management System 5.6A’ from the list of applications 4. Click Proceed button on the next screen to activate the module.


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3.6 Tables

The activation process will create the following table within the Accpac database for a company that is currently open. Table Name Description VXOPT Options


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3.7 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 DMS Server button to validate the connection between the DMS server and the Accpac company.


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3.8 DMS Database Configuration The Configure DMS Server button will open the ASP.net DMS website where you are required to enter the details of your database connection. However, this only needs to be setup once and the details are transferred to each Accpac company that uses the DMS. Max Filesize – This defines the maximum file size that can be uploaded to the DMS system. File exceeding the limit number will be rejected and a message will be displayed. Protect Configuration – if enabled the DMS Server configuration file will be encrypted when saved.


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4. 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 assign individual users to the security groups you have 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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5. DMS Functionality

5.1 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. The screen below shows AR Invoice Entry screen and same concept applies to all ‘Scan Documents’ screen in all modules.


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5.2 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. The screen below shows AR Invoice Entry screen and same concept applies to all ‘Attach Documents’ screen in all modules.


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5.3 DMS Manage Documents The Manage Documents screen displays a list of documents attached to a specific Accpac transaction. These documents can be viewed, downloaded or deleted. The edit function allows modification of a document’s filename and its description. The screen below shows AR Invoice Entry screen – manage documents and same concept applies to all ‘Manage Documents’ screen in all modules.


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5.4 DMS Show Documents

The Show documents screen allows for documents to be viewed or downloaded. If there are multiple documents formats the document list screen is displayed from which documents can be selected to view or download. The screen below shows AR Invoice Entry screen – show documents and same concept applies to all ‘Show Documents’ screen in all modules.


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5.5 Search Documents

The Search Documents screen enables a quick search for documents matching a user’s criteria. For example, if you need to search AP invoice documents which have contract in the description, just by entering contract in the description field and clicking on search button as shown in screen below will bring up all documents attached to AP invoices which have contract in the description.


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5.6 Delete Documents

The Delete Documents screen allows documents to be deleted by batch number or document range. As shown in the screen below, all documents will be deleted from AP Invoice batch number 60.


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6. DMS Screens This section lists all the screens on which DMS functionality of scan documents, attach documents, show documents and manage documents is available per module.

6.1 Accounts Payable

Invoice Entry Vendors Vendor Activity Payment Entry

6.2 Accounts Receivable Invoice Entry Customers Customer Inquiry Receipt Entry

6.3 General Ledger Journal Entry

6.4 Inventory Control Items Vendor Details Bills of Material Receipts Shipments Adjustments Transfers

6.5 Order Entry Order Entry Shipment Entry Invoice Entry Credit/Debit Note Entry

6.6 Purchase Order Requisition Entry Purchase Order Entry Receipt Entry Invoice Entry Return Entry Credit/Debit Note Entry


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