track supporting documents directly in vision with tdm · vision document management vs....
TRANSCRIPT
Track Supporting Documents directly in
Vision with TDM
Dennis McGuire
Custom Solution Developer VI-31
©2016 Deltek, Inc. All Rights Reserved 2
Agenda
Transactional Document Management (TDM)
Overview
Attaching Documents to the Info Centers
Uploading Documents to Transactions
Administration of TDM
Transactional Document Management Overview
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 3
©2016 Deltek, Inc. All Rights Reserved 4
What is Transactional Document Management?
Transactional Document Management work within the info center records, AP Vouchers, Expenses, Units, and other transactions.
Vision refers to these attached documents as supporting documents.
Supporting documents display in reports, review screens and approval dialogues.
The files are stored in a FILESTREAM database and does not require an additional tier to support.
Vision Document Management vs. Transactional Document Management
Transactional Document Management
Can be attached to transactions
Images and PDFs can appear in
reports and supporting documents
Files are managed directly within
Vision
Uses SQL FileStream database to
store the files (does not require an
additional server)
©2016 Deltek, Inc. All Rights Reserved 5
Vision Document Management
Allows version control
Only works for Info Center Records
Can apply security to the files
themselves
TDM support timeline
Uploading image for Expenses, Expense Report
and Invoicing (7.1)
See support documents in Vendor Review (7.2)
View supporting document in Project review. Add
the PDF link to the document expense report
(7.3)
Purchasing (7.4)
Expense line approvals (7.5)
AP Invoices (7.5)
Info Centers and Units (7.6)
©2016 Deltek, Inc. All Rights Reserved 6
Transactional Document Management and Info Centers
Dennis McGuire
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Supported Documents
Attach files directly to the Info Center record.
Support in User Defined Info Centers
Can create your own categories to track the files
All files types are supported except:
©2016 Deltek, Inc. All Rights Reserved 8
.EXE .JS .WSH
.PIF Batch Files Power Shell Scripts Extensions
.APPLICATION .CMD Visual Basic Extensions
.MSI .MSP Java File Extensions
.SCR .HTA .WS
.INF .CPL .WSF
.MSC .WSC .REG
Categorizing the Attachments
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Before uploading
documents decide how
you will categorize the
document.
Keep the scope of
documents to only ones
that appear with most, if
not all, projects.
Project Info Center
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The old files tab becomes the new Links tab. All of
the original linked files can be found here.
Each Info Center has
a new Attachments
tab. The grid allows
the upload of multiple
documents
Standard Info Centers
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Units , Accounts, and Text
Libraries do not have the
Attachments tab
User Defined Info Centers
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The Info Center Properties
“Attachments Grids” checkbox adds
the file attachment capability to the
Info Center
The Attachment tab
available in User Defined
Info Centers.
Leverage the Attachment Feature
Projects Ideas
• Tracking Forms
• Safety Form
• Worksite Checklist
• Contracts
Employee
• Resume Document
User Defined Applicant
• Track Applicant Resume Document
©2016 Deltek, Inc. All Rights Reserved 13
Uploading Documents to the Transactions
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 14
Transactions Which Support Transactional Document Management
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Vision allows you to upload supporting documents to
these transactions:
• Purchase Order Transactions
• AP Vouchers
• AP Disbursements
• Expense Reports
• Units (Transaction Center only)
Uploading Documents into Expenses from Billing
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• Documents uploaded in the Transaction
Center cannot be deleted.
• Upload new documents in Interactive Billing
with Role Security access rights
The upload dialogue allows
• upload additional documents
• view the current documents,
• change the description, and
• determine whether the document
is printed with the invoice
Uploading Documents in the Expense Report
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Associate All: Connect the
selected receipts to all of the
available line items.
Select check box: associate the
uploaded document to the
selected line item.
Touch Expense Support
Attach a document directly from the
Touch Expense App.
Conveniently snap a photo of the receipt
and attached directly to the expense
©2016 Deltek, Inc. All Rights Reserved 18
Uploading Documents into Unit Transactions
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With 7.6 you can attached
images to the unit
transactions and have
them flow over to the
invoice
Uploading Documents into Transactions:Uses and Suggestions
Besides receipts you can add additional
information to the invoice, such as:
• Deliverable documents
• Copy of the original contract
• Cover page
Implement Touch Time/Expense and iAccess to
increase usage and convenience for your staff
to upload the required receipts.
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Uploading Documents into TransactionsAP
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Capture a note or
a deliverable site
image by adding
the image to an AP
or Unit transaction
Reporting and Displaying Supporting Documents
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 22
Displaying Supporting Documents on Invoices
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These documents flow into the invoice
based on the options in Billing
Terms\Billing Backup dialog
Reporting supports these file types:
• jpg, gif, png, tif, pdf, doc, docx, xls, xlsx
Converts the file types to PDF
Displaying Supporting Documents on Invoices
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If the Billing backup is enabled in billing terms then
you can choose to review the supporting document
in the preview. Note it will show a link to a
converted PDF version of the uploaded document
Displaying Supporting Documents on Invoices
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Directly from the interactive billing
screen view the supporting documents
available on the invoice.
Invoice Review
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Clicking on the Preview
Invoice button shows the
supporting documentation if
allowed in the billing terms
Project Review
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View all the support
documents in Project
Review by drilling down
on the transaction.
Project Review is a useful
one stop shop for
reviewing project
transactional documents.
Employee Expense Summary Report
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Employee Expense Report Detail
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Employee Expense Posting Log
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Administration of Transactional Document Management
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 31
Administration of TDM
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The Files Administration
provides a useful tool
for searching for a
document.
Filter by application,
person who uploaded,
date uploaded or the
file description.
Administration of TDM
©2016 Deltek, Inc. All Rights Reserved 33
Default max size is
50MB. TDM can support
up to 128MB. For larger
options you will need to
adjust the Web.Config
Non-SaaS clients should
carefully follow the
performance suggestions
outlined in the Technical
Installation Guide
Summary
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 34
©2016 Deltek, Inc. All Rights Reserved 35
Summary
Info Centers can now store important, easy-to-
find documents
Adding Support Documents to transactions is
easy and effective in tracking important
receipt and invoice information
Transactional Document Management can
save time and money.
Please submit a survey for this session via the
mobile app.
©2016 Deltek, Inc. All Rights Reserved 37
Check out these Insight Presentations:
Check out these Insight Presentations
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– VI-47: Streamline Accounts Payable with Vision
– VI-46:Tune Up Your Project Management with
Questions?
Come visit the SilverEdge booth in the Expo Hall to discuss further!
Dennis McGuire
SilverEdge System Software, Inc.
©2016 Deltek, Inc. All Rights Reserved 38