Overview
In Sage Evolution, users can select master records or transactions and attach documents to them. This manual will describe how to attach specific documents to the correct master record or transaction. For the following types of documents, refer to the following chapters to see where you can attach them to the correct items in the Document Attachment Module in Sage Evolution.
Type of document | Where to find in Document Attachment Module | Chapter in this manual |
Purchasing: | ||
Purchase Requisition | Transactions → Purchase Documents | Purchase Documents |
Purchase Order | Transactions → Purchase Documents | Purchase Documents |
Supplier Invoice | Transactions → Purchase Documents | Purchase Documents |
Supplier Invoice for Fixed Assets | Transactions → Purchase Documents Master Records → Fixed Assets | Purchase Documents Fixed Assets |
Payment: | ||
Payment Instructions | Master Records → Suppliers Transactions → Purchase Documents | Suppliers Purchase Documents |
Bank Statement | Transactions → Cashbook Batches | Cashbook Batches |
Supplier Statement | Transactions → Accounts Payable Master Records → Suppliers | Accounts Payable Suppliers |
Cash/Payment Voucher | Transactions → Purchase Documents | Purchase Documents |
Remittance Advice | Master Records → Suppliers Transactions → Purchase Documents | Suppliers Purchase Documents |
2 Uploads in general
At the right of each screen in the Document Attachment Module you will see different icons related to Uploads. Each of them will be explained here. See the image below for an example.
The red bordered icons in the image below, the black and white icons, indicate whether there is a document attached to the customer or not. White icons indicate that there are no documents attached to it and black icons indicate that someone attached at least 1 document to the customer record.
Clicking on the black icon will show this:
Click on the blue icon in the image above to download the uploaded attachment. This will open your file explorer, where you can save the attachment where you want it. The red bordered icon in the image above indicates whether a tag has been given to the attachment. Clicking on it will show the specific tag:
By clicking on the green bordered icon in the image at the right you can scan a document and upload it directly. You will be asked which device you want to use. Click “Ok” to start scanning.
By clicking on the purple bordered icon in the image at the right, you can upload a file to the specific customer. This will open your file explorer, where you can select the file you would like to attach to the customer. This will open your file explorer, where you can select the file you would like to attach to the customer. It will be uploaded and you will see the following screen:
When you selected the correct file, click “open” in order to start the upload process. Click the X button, red bordered in the image above. Now, your document is attached to the selected item/row. You do not have to wait for 100% progress, the upload process will continue anyway. The icon in the Upload column will change to black when the document is uploaded and attached successfully.
3 Purchase Documents
For the following types of documents you can use the Purchase Documents node in the Document Attachment Module in Sage Evolution:
- Purchase Requisition
- Purchase Order
- Supplier Invoice
- Supplier Invoice for Fixed Assets
- Payment Instructions
- Cash/Payment Voucher
- Remittance Advice
When you have documents related to one of the document types in the list above that you would like to attach to a specific Purchase Order record in Sage Evolution, you can go to the “Document Attachment Module” → “Transactions” → “Purchase Documents”. You will see a screen similar to the one below. For this node, there are several ways to search for the correct item you need to attach a document to.
1. Use the Search fields at the top
At the top of the screen, you will see some fields where you can enter dates, specific amounts or a specific supplier account. See the red bordered fields in the image above. Using these fields will filter the items you will see in the overview.
From / To: select the date from to search for items starting from this date and/or the date to in order to search for items up to this date.
Select top: select the maximum number of rows you want to see in your overview.
Supplier account: select the specific supplier account you want to search for in the drop down list.
Example: we search for POs with Supplier CIT001 and between 13/12/2015 to 11/02/2016. We type the dates in the correct fields and we select the supplier in the drop-down list. Then we click “View”. The following screen will be shown for this example:
Now you can search for the correct PO corresponding your Purchase Requisition, by searching for the correct Order Number. See “Uploads in general” how to attach documents to the PO.
2. Use the Search field
Instead of using the search fields at the top, you can also search for specific (parts of) names and words in the search field just above the table. See the image below.
Example 1: we search for our purchase requisition with number PO1212, so we type “PO1212” in the search field and click “Find”. The following screen will be shown for this example:
Example 2: we search for a purchase requisition we submitted with supplier “City Tyres”. We type “City” in the search field and click “Find”. The following screen will be shown for this example:
Now you can search for the correct PO corresponding your Purchase Requisition, by searching for the correct Order Number. See “Uploads in general” how to attach documents to the PO. Click “Clear” to go back to the entire overview containing all existing POs.
3. Use the Auto Filter
You can also search for your PO by using the auto filter. Right click on a random column header and you will see the following screen:
Click “Show Auto Filter Row”. You will notice an empty line has been added just below the header of the table and above your first result in the table. Here, you can enter information that will filter the rest of the table.
Example: we are searching for a purchase requisition we submitted with supplier “City Tyres”. We type “City” in the first row of the column “Account Name”.
4. Open Audit Trail
By clicking on the red bordered icon in the image below, you can open the audit trail for the selected transaction (row).
This will open a new screen, which shows the audit trail journal for the selected row. For example:
4 Fixed Assets
For the following types of documents you can use the Fixed Assets node in the Document Attachment Module in Sage Evolution:
- Supplier Invoice for Fixed Assets
When the fixed asset has been included in the Fixed Asset Module in Sage Evolution, you can attach the Invoice for Fixed Asset to the master record Fixed Asset node in the Document Attachment Module as well. To do this, you will go to “Document Attachment Module” → “Master Records” → “Fixed Assets”. You will see a screen similar to the one below.
1. Use the Search field
Search for the correct Fixed Asset by using the Search Field at the top of your screen. You may type the entire word or just a part of the word, and it will limit your search.
Example: we search for a laptop, so we type in “Laptop” in the search field and click “Find”. The table will only show items that are referring to the word “Laptop”, see the image below for this example. Click “Clear” to go back to the entire overview containing all existing Fixed Assets.
2. Use the Auto Filter
You can also search for your PO by using the auto filter. Right click on a random column header and you will see the following screen:
Click “Show Auto Filter Row”. You will notice an empty line has been added just below the header of the table and above your first result in the table. Here, you can enter information that will filter the rest of the table.
Example: we are searching for a fixed asset, which is a container. We type “Container” in the first line in the column “Asset Description”. This will filter the table immediately based on this description. See the image below for this example.
5 Suppliers
For the following types of documents you can use the Suppliers node in the Document Attachment Module in Sage Evolution:
- Payment Instructions
- Supplier Statements
- Remittance Advice
When you have documents related to one of the document types in the list above that you would like to attach to a specific Supplier record in Sage Evolution, you can go to “Document Attachment Module” → “Master Records” → “Suppliers”. You will see a screen similar to the one below.
1. Use the Search field
Search for the correct Supplier by using the Search Field at the top of your screen. You may type the entire word or just a part of the word, and it will limit your search.
Example: we search for the supplier with “City” in its name, so we type in “City” in the search field and click “Find”. The table will only show supplier records that are referring to the word “City”, see the image below for this example. Click “Clear” to go back to the entire overview containing all existing Suppliers.
2. Use the Auto Filter
You can also search for the correct supplier by using the auto filter. Right click on a random column header and you will see the following screen:
Click “Show Auto Filter Row”. You will notice an empty line has been added just below the header of the table and above your first result in the table. Here, you can enter information that will filter the rest of the table.
Example: we are searching for the supplier with “City” in its name. We type “City” in the first line in the column “Name”. This will filter the table immediately based on this description. See the image below for this example.
6 Cashbook Batches
For the following type of documents you can use the Cashbook Batch node in the Document Attachment Module in Sage Evolution:
- Bank Statement
A bank statement can be attached to a cashbook batch. In order to do this, go to “Document Attachment Module” → “Transactions” → “Cashbook Batches”. You will see a screen similar to the one below.
1. Use the Search fields at the top
At the top of the screen, you will see some fields where you can enter dates, specific amounts or a specific account. See the red bordered fields in the image above. Using these fields will filter the items you will see in the overview.
From / To: select the date from to search for items starting from this date and/or the date to in order to search for items up to this date.
Select top: select the maximum number of rows you want to see in your overview.
Account: select the specific account you want to search for in the drop-down list.
Example: we search for a cashbook batch with account 380100 and between 14/12/2015 to 12/02/2016. We type the dates in the correct fields and we select the account in the drop-down list or we simply type it in. Then we click “View”. The following screen will be shown for this example:
Now you can search for the correct cashbook batch corresponding your bank statement.
2. Use the Search field
Instead of using the search fields at the top, you can also search for specific (parts of) names and words in the search field just above the table. See the image below.
Example: we search for a cashbook batch that was meant for the purchase of rice, so we type “Rice” in the search field and click “Find”. The following screen will be shown for this example:
Now you can search for the correct cashbook batch corresponding your bank statement. See “Uploads in general” how to attach documents to the cashbook batch. Click “Clear” to go back to the entire overview containing all existing cashbook batches.
3. Use the Auto Filter
You can also search for your cashbook batch by using the auto filter. Right click on a random column header and you will see the following screen:
Click “Show Auto Filter Row”. You will notice an empty line has been added just below the header of the table and above your first result in the table. Here, you can enter information that will filter the rest of the table.
Example: we are searching for a cashbook batch with an amount of 340,000.00. We type “340” in the first row of the column “Credit”. See the image below for the result of this example.
4. Open Audit Trail
By clicking on the red bordered icon in the image at the right, you can open the audit trail for the selected transaction (row).
This will open a new screen, which shows the audit trail journal for the selected row. For example:
7 Accounts Payable
For the following type of documents you can use the Accounts Payable node in the Document Attachment Module in Sage Evolution:
- Supplier Statement
A supplier statement can be attached to an accounts payable transaction. In order to do this, go to “Document Attachment Module” → “Transactions” → “Accounts Payable”. You will see a screen similar to the one below.
1. Use the Search fields at the top
At the top of the screen, you will see some fields where you can enter dates, specific amounts or a specific supplier account. See the red bordered fields in the image above. Using these fields will filter the items you will see in the overview.
From / To select the date from to search for items starting from this date and/or the date to in order to search for items up to this date.
Select top select the maximum number of rows you want to see in your overview.
Supplier account select the specific supplier account you want to search for in the drop-down list.
Example: we search for an accounts payable transaction with supplier “City Tyres” and between 14/12/2015 to 12/02/2016. We type the dates in the correct fields and we select the supplier account in the drop-down list. Then we click “View”. The following screen will be shown for this example:
Now you can search for the correct Accounts Payable transaction corresponding your supplier statement.
2. Use the Search field
Instead of using the search fields at the top, you can also search for specific (parts of) names and words in the search field just above the table. See the image below.
Example: we search for an accounts payable transaction that was meant for the purchase of spare parts, so we type “Spare” in the search field and click “Find”. The following screen will be shown for this example:
Now you can search for the correct accounts payable transaction corresponding your supplier statement. See “Uploads in general” how to attach documents to the accounts payable row. Click “Clear” to go back to the entire overview containing all existing accounts payable items.
3. Use the Auto Filter
You can also search for your accounts payable transaction by using the auto filter. Right click on a random column header and you will see the following screen:
Click “Show Auto Filter Row”. You will notice an empty line has been added just below the header of the table and above your first result in the table. Here, you can enter information that will filter the rest of the table.
Example: we are searching for an accounts payable transaction with reference 7775. We type “7775” in the first row of the column “Reference”. See the image below for the result of this example.
4. Open Audit Trail
By clicking on the red bordered icon in the image at the right, you can open the audit trail for the selected transaction (row).
This will open a new screen, which shows the audit trail journal for the selected row. For example:
