The Document Storage Repository (DSR) is a companion program to the Document Processing System (DPS) and will be available to all sites that have the DPS program installed/established. The DSR will be integrated at specific points within the system to facilitate the storage of any type of document. The initial integration point will only be within Adjustment Notes arising from Credit Claims in Stock Receipt Programs.
Documents in the DSR are not available within the DPS system and vice versa. E.g files related to a Supplier Credit Claim would not be visible within Supplier Maintenance DPS Documents. Instead the DSR documents linked to Adjustment Note arising from Credit Claims can be found attached to the appropriate record within Adjustment Note Maintenance.
DSR Configuration (ACR ONLY)
Within the DPS Configuration screen, there is now support for the new DSR program. In line with these changes, updates have been made to current DPS folder names:
- Renamed ‘Archive Folder’ to ‘DPS Archive Folder’
- Renamed ‘Trash Folder’ to ‘DPS Trash Folder’
Within this same Configuration screen, the following DSR fields have been created:
- DSR Folder: this field shows the location of the DSR Folder within the Google Drive System
- DSR Trash Folder: this field shows the location of the DSR Trash Folder. Any DSR attachments that are deleted will be moved to this folder.
Note: The DSR does not have an Archive folder instead all files uploaded into the DSR will be uploaded into a folder which is then sorted per month (YYYY-MM).
Adjustment Note Entry
The following changes have been created within the Adjustment Note Entry Screen (from Stock Receipting). These changes are to support the new DSR functionality.
A new checkbox called ‘Include Attachments when Adjustment Note is emailed to Supplier’ has been created. Note: this checkbox will be unchecked and disabled if the total size of the uploaded files exceeds 25MB.
Underneath the checkbox is a label that shows the number of documents attached i.e. ‘Documents Attached – 0’. Where 0 is the number of documents stored against the Adjustment Note.
Also, at the bottom of the screen a new button called ‘Documents’ has been created. This button will launch a new ‘DSR Document List’ screen, for managing the files associated with the Adjustment Note.
Please note: that other types of Adjustment Notes created from Purchase Journal Entry, Debtor Allocation and Cash Receipts Entry are not being integrated with the DSR and therefore will not display these changes.
DSR Document List
After selecting the Documents button, a new screen will open and this has been created to manage the DSR attachments. At the moment this screen has only been integrated with Adjustment Notes created from Stock Receipting.
This screen shows the Supplier details and the DSP attachments associated with it. The screen is broken into 3 areas:
- A list of DSR Attachments this Adjustment Note that can be uploaded, downloaded and deleted by the operator. Note: deleting will remove the DSR record and move the file to the DSR Trash folder.
- Preview of the selected DSR Attachment (if “Auto Preview” is ticked). Note: only pdf, bmp, gif, jpg, jpeg and png file types are supported.
The bottom section has three buttons:
- Previous screen – this will return to the previous screen
- Upload Document – this allows the operator upload a new document against the Adjustment Note in question
- ‘Auto Preview’ Checkbox – when ticked on it will auto preview the selected DSR attachment in the preview pane. This setting will be remembered (by Operator) and loaded the next time the operator enters this screen (defaulted to off).
Note: All changes made by the operator in this screen will be committed immediately and will remain as is even if the Adjustment Note is cancelled afterwards.
Adjustment Note Printing / Reprinting
When printing or reprinting an Adjustment note that was created from a Credit Claim, any DSR attachments will be included in the email that is sent to the supplier if either of the following sets of criteria are meet:
- Adjustment Note has “Include Attachments when Adjustment Note is emailed to Supplier” ticked and the “eDocs” checkbox was ticked on for printing.
- Adjustment Note has “Include Attachments when Adjustment Note is emailed to Supplier” ticked and operated selected to print/reprint a single Adjustment Note and set the output to “Email” during the “Printer Selection”.
Display an Adjustment Note
Within Adjustment Note Maintenance, users will notice the same changes to the Display an Adjustment Note screen. Irrespective of whether an Adjustment Note has been printed or not, it will be possible for an operator to update the new checkbox and manage the documents at any time.
