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Document Management System User Guide
Software Documentation
This document is the software documentation for the Sage Accpac Document ManagementSystem module developed by Visionetix Software. All rights reserved. 2008
Commercial in Confidence
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Disclaimer
Visionetix Software (Visionetix) has exercised care to avoid errors but provides no warrantythat 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 orgiven as to its suitability for any other purpose.
Document authorisation
Proj ect sponsor: Pranesh Ravindra
Document Version: 1.2
Division : ACCPAC
Signature: __________________________
Date: __________________________
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Contents
1. Introducing Document Management System 4
2. Program Installation 5
2.1 Installation Requirements for the DMS ASP.net web components 5
2.2 DMS Server Installation Steps 5
2.3 DMS Client Installation Steps 11
2.4 VX54A Directory structure 13
2.5 Activation Process 14
2.6 Tables 14
2.7 DMS Settings 15
2.8 DMS Database Configuration 16
3. Security 17
4. AP DMS Module 18
4.1 AP Invoice batch list 18
4.2 AP Invoice Entry 19
4.3 AP Vendor Activity 20
4.4 AP Scan / Attach documents 20
5. AR DMS Module 21
5.1 AR Invoice batch list 21
5.2 AR Invoice Entry 22
5.3 AR Customer Activity 23
5.4 AR Scan / Attach documents 23
6. GL DMS Module 24
6.1 GL batch list 24
6.2 GL Journal entry 25
6.3 GL Scan / Attach Documents 25
7. DMS Functionality 26
7.1 DMS Scan Documents 26
7.2 DMS Attach Documents 27
7.3 DMS Manage Documents 28
7.4 DMS View Documents 29
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1. I nt roducing Document Management System
The document management system makes it easy to store and relate original paperdocuments to Accpac transactions.
Techni cal Featu res:
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.
Functi onal Featur es:
Integrated DMS system inside 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. Program I nstallati on
2.1 I nstallat ion Requir ement s for the DMS ASP.net w eb compon ents
1. Windows 2000 Server or Advanced Server with Service Pack 2, Windows XPProfessional or 64-Bit Edition, Windows Vista, or one of the Windows Server 2003family products.
2. MDAC 2.7 or later for Data.3. Internet Information Services version 5 or later.4. Microsoft SQL Server 2000 or Microsoft SQL Server 2005.
2.2 DMS Server I nstallat ion St eps
1. Run the installer package labeled DMS_Setup.msi. This can be downloaded fromhttp://www.visionetix.com
2. Follow the onscreen steps and proceed to the installation folder. Select the Accpacdirectory to install the module - VX54a.
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3. Select the option to install the DMS database. You will be required to enter validSQL server login details and have security rights so that the installer can setup thedatabase.
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4. Select the Start DMS Server setup to launch the DMS ASP.net web server installthen press finish. The ASP.net DMS installation package will be launched. Follow
the onscreen instruction to setup the web application.
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5. When the web installation is complete open the Internet Information ServicesManagement 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.
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6. Navigate to the root folder of IIS (typically C:\Inetpub\wwwroot). Locate the DMSvirtual 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 writtento from the DMS ASP.net website.
7. If the server is hosting other web applications you might want to create a separateapplication pool for the DMS application. This can improve performance.
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2.3 DMS Client I nstallat ion St eps
1. Run the installer package labeled DMS_Setup.msi. This can be downloaded fromhttp://www.visionetix.com
2. Follow the onscreen steps and proceed to the installation folder. Select the Accpacruntime directory to install the module. Select no when asked to install the DMSDatabase and DMS server.
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2.4 VX54A Directory str uctur e
File Name Description
AccpacVX0000.ocx Activation screen
AccpacVX1000.ocx Options screen
AccpacVX1500.ocx DMS AP Vendor Activity
AccpacVX3000.ocx DMS AP Invoice Entry
AccpacVX3100.ocx DMS AP Invoice Batch List
AccpacVX4000.ocx DMS AP Scan / Attach Documents
AccpacVX1700.ocx DMS AR Customer Activity
AccpacVX2000.ocx DMS AR Invoice Batch List
AccpacVX2100.ocx DMS AR Invoice Entry
AccpacVX4010.ocx DMS AR Scan / Attach Documents
AccpacVX4020.ocx DMS GL Scan / Attach Documents
AccpacVX5000.ocx DMS GL Batch List
AccpacVX5100.ocx DMS GL Journal Entry
DMSTwainControl.ocx DMS Twain Control
DMSUploadControl.ocx DMS Upload Control
DynamicWebTwainCtrl.dll Twain Library
VX.INI Program settings
VX.rsc Security file
VXACT.dll Activation view
VXINIT.dll Activation view
VXOPT L.dll Mapping table view
Reg.bat OCX batch register
roto.dat Accpac roto file
UnReg.bat OCX batch unregister
ENG\AccpacVX0000ENG.dll Language Resource File
ENG\AccpacVX1000ENG.dll Language Resource File
ENG\AccpacVX1500ENG.dll Language Resource File
ENG\AccpacVX1700ENG.dll Language Resource File
ENG\AccpacVX2000ENG.dll Language Resource File
ENG\AccpacVX2100ENG.dll Language Resource File
ENG\AccpacVX3000ENG.dll Language Resource File
ENG\AccpacVX3100ENG.dll Language Resource File
ENG\AccpacVX4000ENG.dll Language Resource File
ENG\AccpacVX4010ENG.dll Language Resource FileENG\AccpacVX4020ENG.dll Language Resource File
ENG\AccpacVX5000ENG.dll Language Resource File
ENG\AccpacVX5100ENG.dll Language Resource File
ENG\VX54AENG.dll Server language resources
ENG\VX54AENGClient.dll Client language resources
ENG\DEP.DAT Language resource dependency file
ENG\grp.dat Program group file
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2.5 Activat ion Process
1. Log in to Accpac.2. Select Data Activation from Administrative Services.3. Select Document Management System 5.4A to activate this module.
2.6 Tables
The following tables will be created during the activation process in the same databaseused by the Accpac Company that is currently logged in.
Table Name Descript ion
VXOPT Options
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2.7 DMS Settings
Before the DMS can be used in an Accpac company the settings need to be configured.
DMS Set upEnsure the DMS URL settings are correct then click the configure document management linkto ensure that the DMS can be found by the Accpac company.
Accpac database setup
Enter the database connection details for the Accpac Company. This is so the DMS ASP.netserver can access this data.
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2.8 DMS Dat abase Configu rat ion
The ASP.net DMS website needs to have the database connection details configured. Thisonly needs to be setup once and carries though to each Accpac company that uses the DMS.This screen is launched from clicking the configure document management link from thesetup screen.
Max Filesize This defines the maximum file size that can be uploaded to the DMS system.If a file that is larger than this is uploaded it will be rejected and a message will be displayed.
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3. Security
The Document Management System uses the same security setup in Sage Accpac ERP asother 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 assignthem to users.
First select the tasks that members of each security group can perform, and then you assignindividual users to the security groups you 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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4. AP DMS Modu le
4.1 AP I nvoice batch list
The AP batch list screen extends the functionality of the standard Accpac AP batch list screenby integrating the DMS functionality.
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4.2 AP I nvoice Ent ry
The DMS AP Invoice entry screen adds the DMS functionality directly to the main Accpacinterface. Documents can be scanned, attached, viewed and managed.
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4.3 AP Vendor Act ivit y
The DMS AP Vendor activity screen adds the DMS functionality directly to the main Accpacinterface. Documents can be scanned, attached, viewed and managed.
4.4 AP Scan / Att ach docum ents
The AP Scan / Attach screen provides a fast way to access the DMS attach and scanfunctionality.
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5. AR DMS Modu le
5.1 AR I nvoice batch list
The AR batch list screen extends the functionality of the standard Accpac AR batch list screenby integrating the DMS functionality.
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5.2 AR I nvoice Ent ry
The DMS AR Invoice entry screen adds the DMS functionality directly to the main Accpacinterface. Documents can be scanned, attached, viewed and managed.
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5.3 AR Custom er Activit y
The DMS AR Customer activity screen adds the DMS functionality directly to the main Accpacinterface. Documents can be scanned, attached, viewed and managed.
5.4 AR Scan / Att ach docum ents
The AR Scan / Attach screen provides a fast way to access the DMS attach and scanfunctionality.
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6. GL DMS Modu le
6.1 GL bat ch list
The GL batch list screen extends the functionality of the standard Accpac GL batch list screenby integrating the DMS functionality.
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6.2 GL Journ al entr y
The DMS GL Journal entry adds the DMS functionality directly to the main Accpac interface.Documents can be scanned, attached, viewed and managed.
6.3 GL Scan / Att ach Document s
The GL Scan / Attach screen provides a fast way to access the DMS attach and scanfunctionality.
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7. DMS Funct ionali t y
7.1 DMS Scan Documen ts
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 multiplepages 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.
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7.2 DMS Att ach Document s
The DMS Attach Documents screen allows the user to attach previously saved documents.These documents can then be related back to Accpac transactions.
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7.3 DMS Manage Document s
The manage documents screen displays a list of the documents that are attached to anAccpac transactions. From this screen the documents can be viewed, Downloaded ordeleted. The edit function allows for the description and filename to be modified.
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7.4 DMS View Docum ents
The View documents screen allows for documents to be viewed, exported or printed.
If there are multiple documents formats the document list screen is displayed.
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