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iDocuments Administration Guide

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First published on: 11/13/2023/5:01 pm

 

 

Introduction

Vision33 STATEMENT OF CONFIDENTIALITY AND EXCEPTIONS

 

The contents of this document shall remain the confidential property of Vision33 and may not be communicated to any other party without the prior written approval of Vision33. This document must not be reproduced in whole or in part. It must not be used other than for evaluation purposes, except with the prior written consent of Vision33, and then only on the condition that Vision33 and any other copyright notices are included in such reproduction. No information as to the contents or subject matter of this document or any part shall be given or communicated to any third party without the prior written consent of Vision33. We endeavour to ensure that the information in this document is correct and stated fairly but do not accept liability for errors or omissions. The information herein may be changed without notice.

Overview

iDocuments is a cloud-based suite of applications for purchasing, sales, and expenses. It’s configurable to your organisation’s business rules, workflows, and policies and provides business-wide control and visibility.

 

iDocuments's standard framework and tool set is designed to simplify daily business, reduce manual, repetitive tasks, and improve control and visibility.

 

This document summarises the iDocuments administration areas, from implementation to daily operation.

 

Note: The information may vary depending on your applications and modules.

 

ERP integration – iDocuments powered by Saltbox 

Integrating iDocuments with your existing on-premises or cloud-based ERP is powered by Saltbox.

Feedback and questions

Your iDocuments consultant can answer questions, accept feedback, or offer clarification related to this document.

 

You can also contact Vision33 TOTAL Care by emailing support@vision33.com and including ‘iDocuments’ in the subject line.

 

System Configuration Fundamentals

Configuration elements

The iDocuments local administrator is critical for managing the system and has privileges/access rights beyond creating and approving documents. You should allocate these administrative privileges to only a few individuals.

 

These administrative functions include:

• Managing the iDocuments configuration
• Controlling integration with the source ERP
• Activating, updating, and disabling users
• Controlling user access rights
• Configuring and managing approval workflow paths, rules, and limits

 

The diagram below illustrates the iDocuments configuration elements for purchasing, sales, and expenses.

 

iDocuments provides an electronic workflow of documents and automatically routes review and approval requests to the appropriate authoriser.

 

Authorisation limits are determined by a user’s role and group(s); a group is commonly defined as a department.

 

The workflow approval paths and authorisation limits are configured and maintained by the iDocuments system administrator. Each user is assigned a specific role, and roles are commonly based on approval limits.

 

Glossary of Important Terms

Approval workflow	These are the pre-defined paths iDocuments uses to determine how many approvals are required and from which users/roles/groups/functions.
Company settings	There are several system configuration options. They allow you to set up iDocuments according to your company’s processing requirements. This information should be relatively static (i.e., once you configure these settings, you’ll rarely change them).
Document type/transaction type	Interchangeable terms for the processed documents, including purchase order, purchase invoice, expense claim, and sales order.
Groups	A ‘group’ defines a group of users within iDocuments. Users are commonly grouped by department, and each user will be linked to one or more groups. (If multiple groups exist when you create documents, iDocuments will use a default group but offer a drop-down list for you to choose from.)
Local admin	The administrative user is a special role with access to manage system configuration, set up, and maintenance using facilities under the ‘admin’ top-level menu. You should give this role only to experienced, authorised individuals with authority who have been trained in making system configuration changes.
OCR	Optical character recognition processing that extracts information from electronic documents to populate transactions with iDocuments.
PO	Purchase order (transaction type)
PI	Purchase invoice (transaction type)
Role	An approval step can be assigned as a ‘role’ versus an individual user. A role is defined by the organisation according to its structure. Here, all users who are assigned the role will receive approval alerts for their assigned group(s).
SO	Sales order (transaction type)
SI	Sales invoice (transaction type)
UDF	User-defined fields relevant to each marketing document in SAP Business One.

 

System Admin Menu Overview

You’ll see the administration menu option ‘admin’ if the user is set as a local administrator and has a role where the page rights have the admin options selected.

 

At least one user will have this assignment for new implementations, and others can be created as required.

 

The admin menu enables you to manage and control the configuration of and access to iDocuments, including users, roles, groups, page rights, dimensions, approval workflows, system settings, and company settings, using these admin menu options:

• Application configuration
• Audit
• Business rules
• Credit/debit card file setup
• Email message setup
• Group setup
• Licensing
• Map key segment
• Mobile device management
• Notification list
• PI file import setup
• PO file import setup
• Rate setup
• Settings
• UDFs
• User setup

Application Configuration

The application configuration menu contains the main configuration options.

 

The following video demonstrates how to create roles and page rights.

 

 

 

Company Addresses

Admin > Application Configuration > Companies

The companies page allows for integration to be managed and so the details in the ‘modify’ option should NOT be altered without checking with the support or consultancy teams. The addresses can be altered here where new addresses are needed to be used in the system.

 

 

Only the logged-in company can be altered, so if the option does not appear, then that will be the reason.

Once the addresses option is selected, the list of available addresses is shown and these can be altered as needed via the 'modify' option.

 

 

’Add new’ would be selected for any new addresses needed, and then the address type should be selected on the new screen along with the address and the flag to set it as active and available within iDocuments.

• Ship To: used for the purchasing module e.g. on Purchase order Deliver To address
• Bill To: optionally used within the purchasing module e.g. on Purchase order
• Deliver To: Not used

 

Note: there are also settings to allow use of delivery addresses from the finance system, so this screen may only be used for some of the addresses / address types.

Roles

Admin > Application Configuration > Roles

Roles are initially used to define access rights to a company’s documents and reports.

 

Roles can then be assigned to similar user groups with the same access requirements.

 

Note: It’s crucial to rationalise roles to minimise the need for multiple workflows.

 

For example:

• A purchase order (PO) creator has access to the documents they created
• Approvers have access to all documents within groups they need to approve
• Finance approvers have access to all documents.

 

Note: Approval workflows can use ‘role’ instead of named users to reduce the administration required for new users, so check the workflows before creating new roles.

 

 

 

Role name: Because the same role name can be created in multiple companies, we recommend that role names contain a company reference, as that’s the name available when assigning users a role.

 

Self-approval limit: This is the limit allowed across all document types the role can access.

 

Single or rapid: These are the screen options when processing invoices to determine if more space is available for the image.

• Rapid-entry: Typically for AP users processing because the image is available and invoice header data can be checked against the OCR on the same screen.
• Single: Typically for approvers who want to see more data on the screen (e.g., more line information or where the image can be accessed from the attachments tab).
• Approve only: For approvers who want the rapid-entry view with limited functionality.

 

Own, all, or group: This determines what level of transactional data a user sees.

• Own: Users will see only their own created documents (typically standard users)
• All: Users will see all documents in all groups (typically finance approvers)
• Group: Users will see their own documents and those of users in the same groups (typically approvers)

 

Can see purchasing and sales: A role can be allowed to view the different iDocuments modules, in which case you may need a different role (e.g., there may be a single ‘manager’ role, but if that manager isn’t allowed to interact with the other side of the business, you would need two roles, such as ‘sales manager’ and ‘purchasing manager’).

 

Can delete: Typically, this would be an administrative-only function, as deleted transactions are removed from the system (versus being shown with a deleted status).

 

Can see audit: These users would see the audit menu option.

 

Can sync manually: Not used. This option is for the Vision33 presales team as a workaround to not automatically run the sync on a schedule.

 

Is customer or supplier: Not used.

 

Sample roles and settings:

 

Approval workflows

The following video demonstrates how to configure approval workflows in iDocuments.

 

 

 

 

Admin > Application Configuration > Approval Workflow

 

You can configure an iDocuments approval matrix so the typical workflow allows a document to be approved and posted to the finance system.

 

Set up an approval matrix by combining approval workflows with roles, groups, and document types.

 

It’s important to optimise and rationalise this because it enables the system to be more easily configured, understood, and maintained.

 

Note: The number of ‘groups’, ‘roles’, and ‘workflows’ within the workflow matrix will affect the system’s performance when submitting documents.

 

Creating and editing workflows

 

The most efficient way to set up an approval workflow is to ensure it applies to ‘all’ groups. That way, you have only one workflow to maintain.

 

However, if exceptions are needed for different transaction types and groups, you can set those as additional workflows.

 

You must configure the roles, groups, and users before you can select them in any workflow. 

 

In the example below, groups 1-8 have been assigned to the same workflow, approvers are by ‘role’, and there are 7 approval steps, each with a unique approval value.

 

 

If there’s no user assigned to a particular role for a group, the workflow will automatically skip to the next step where there is a user assigned to the role and enabled for the group.

 

In the table, users are indicated by ‘Y’.

 

So, if a user in ‘Group 1’ creates a document, it will be approved at all 7 steps. If a user in ‘Group 2’ creates a document, it will be approved by a supervisor, general manager, CFO, and CEO.

 

Note: If you edit a workflow, any in-progress documents will be reset to ‘draft’ and will need to be resubmitted to restart the approval process with the new workflow settings.

 

 

When you submit the document for approval, the approver receives a notification email. When approved, it will require approval at every step of the workflow setup until it’s approved by the step with the value appropriate to fully approve.

 

 

If rejected, the document is returned to the creator to modify and resubmit. If no longer required, it can be cancelled or deleted.

 

You can selectively enable company settings to affect workflow logic. Frequent settings include:

• Linking approvers to a group or groups so their approval and access rights are limited to those groups.
• To allow approvers to approve documents for groups they aren’t enabled for, set the company setting rule ‘Are Approvals Group Dependent’ to ‘N’.
• Finance approval is an optional approval after the workflow approvals have been completed.
  • The company setting rule for purchase invoices ‘Use Finance PI’ (or a different setting for each required transaction type) allows for a final check, minor alterations, and managing the documents being passed to the finance system.

 

The fields to be populated when creating or editing a workflow are:

 

• Name: Enter a useful workflow name that's easy to find/modify by including the group and/or transaction type.
• Approval workflow description: Normally, this is the same as the 'Name' field, as either can appear on reports.
• Transaction type: Might be ‘All’, but typically, there would be a workflow-per-transaction type.
• Group: Might be ‘All’, but typically, there would be a workflow per group.
• No approval: If selected, that transaction type/group combination requires no approval.
• Active: Multiple workflows can be created for the same transaction type/group combination, so only one should be set as active.
• Out of budget: If budget checking is implemented, this would allow the workflow to trigger only if it's outside the budgeted allowance. Not in use in the Vision33 Public Cloud environment.
• Type: An approver in a workflow route can be a 'named individual’, a ‘role’, or a ‘function’ (preset as originator, project manager, procurement, line manager, cost centres approver, and list of users — see the section below).
  • A workflow may contain multiple approver types.
• Identification: Role name, username, or function name.
• Number: The number of approvers required at that step.
  • The number field for each workflow step allows the administrator to determine how many users in the role at that step are required to approve the document before it progresses to the next approval stage.
    • For example, if there are 5 users in the role and the number entered is 2, then any 2 of the 5 users can approve the document.
• Value: Each approval level in a workflow path must have a unique approval value; it’s impossible to have two or more sequential approval levels with the same approval value.
  • An approval limit is set for each approval step within the workflow.
  • Approval limits must be in ascending order according to approval value.
• Required: Dependent on the settings, but typically the 'required' field set to 'Yes' means the approval will go to that step regardless of the value.
  • If the setting is 'Send PI straight to approval', it would skip any approval step with 'No' set and go to the single approver required.  If ‘start approval at user step’ setting is used, then it will ignore the required flag when the creator is also in the workflow, and start at his user level, continuing from there.
• Delete: Allows you to remove a row from the workflow.

Function-based additions to the workflow

Creator Approval

 

Specific to purchase invoicing, this option routes a purchase invoice back to the purchase order creator for approval if it doesn't match the purchase order and is also outside of tolerance. 

 

Procurement Approval

 

Used in purchasing workflows to offer the opportunity to route a document to a user with the ‘Function’ of ‘Procurement’.

 

This can be added as an additional step at any step of the approval workflow except the last.

 

You must set up the following before you can add it to the approval workflow screen:

• A function called ‘Procurement’
• A role called ‘Procurement’
• User(s) assigned to the role ‘Procurement’
• System setting ‘Use Procurement’ is set to ‘Y’
  • This is currently enabled on the Public Cloud version of iDocuments
• The company setting 'Val to Proc''
  • This sets the monetary value that will act as a trigger to redirect the order
  • Only purchase orders that are equal to or greater than the value set will be subject to this additional workflow step

 

Project Manager Approval

 

This is used in workflows where the ‘Project Management’ function is enabled to offer the opportunity to route a document to a user with the project manager function.

 

This can be added as an additional step at any step of the approval workflow.

 

You must set up the following before you can add it to the approval workflow screen:

• A function called ‘Project Manager’

• Users list screen – users projects – link the project codes from the document lines to the user

 

Line Manager Approval

 

Used in workflows where the ‘Line Manager’ function is enabled to offer the opportunity to route a document to a user with the line manager function.

 

This can be added as an additional step at any step of the approval.

 

You must set up the following before you can add it to the approval workflow screen:

• A function called ‘Line Manager’
• The approver field on the ‘Add Edit User’ screen is populated with a user’s line manager’s name
  • The workflow will reference this field to route the document to the correct approver

 

Cost Centre Approval

 

Used in workflows where the ‘Cost Centre’ function is enabled to offer the opportunity to route a document to a user managing a particular cost centre.  If there are lines for multiple cost centres, then approvals will be directed to other cost centre approvers after the first one is approved.

 

You must set up the following before you can add it to the approval workflow screen:

• The company setting ‘Dimension Code for Project’ to be defined as the one used for cost centre approval
• Users list screen – users cost centre – link the cost centres from the dimension in the company setting to the user

 

 

In this user, a single cost centre is linked to a user or reassigned from anyone currently assigned to that cost centre.

 

List of Users

 

This is used in workflows where the ‘List of Users’ function is enabled to offer the opportunity to route a document to a user that is selected by the originator.

 

This can be added as an additional step at any step of the approval workflow but is typically a single level approval and is determined before submitting.

 

You must set up the following before you can add it to the approval workflow screen:

• Users list screen – groups – link the group codes from the document group to the required users

 

The list is restricted to those approvers that have access to the group selected, and excluding the originator, or the person submitting it. 

If it’s the default group for that user, then it can also show the users’ line manager (from user setup) but only if they are using their default group, which is therefore mostly used for expenses.  Note: for purchase invoices, if a proxy user is submitting them, then they will also be able to select their line manager.

Approval workflow change tracker

Admin > Application Configuration > Approval Workflow Change Tracker

 

This audits the workflow changes, which you can filter/search by group, approvals, document type, and date range.

 

Page rights

Admin > Application Configuration > Page Rights

 

This allows the iDocuments system administrator to define which pages users can access in their role.

 

This ensures users see only the pages relevant to their roles and allows the administrator to restrict access to information (e.g., reports) to more senior roles.

 

 

Select the role from the drop-down list and click on the boxes relevant to the role by module.

 

The copy option allows you to select a role to see those page rights and then select another to copy it to via the right-hand drop-down menu.

 

Use the ‘Copy' button to update.

 

Audit

Admin > Audit

 

This section describes audit menu options.

 

It is specifically sectioned off because it’s accessible from both the admin menu and its own audit menu for use with other roles, such as finance approvers.

Approval history report

Admin > Audit > Approval History Report

 

The approval history report tracks changes.

 

Audit logs

Admin > Audit > Audit Logs

 

Audit logs allow the iDocuments system administrator to monitor specific events and display activities by user, event type, and date.

 

 

These changes are recorded in the audit log:

 

Configuration reports

Admin > Audit > Configuration Reports

 

A series of iDocuments configuration reports include approval workflow reports, which allow you to export your approval workflow configuration to MS Excel.

 

Filter/search by company and report type. User reports can exclude the administrator from the reports to reduce the number of results.

 

Transaction logs

Admin > Audit > Transaction Logs

 

This allows the iDocuments system administrator to monitor and manage transactions, which are searchable by transaction type, event type, and date range.

 

 

Business Rules

Admin > Business Rules

 

This allows you to assign rules to the company.

Analysis codes VAT setup

Admin > Business Rules > Analysis Codes VAT Setup

 

This function is specific to the Infor SunSystems integration.

 

It lets you set up business rules after you’ve defined the iDocuments ‘Dimension Codes Grouped by Document Type’.

 

You can define default dimensions for a selected GL code and set up ‘Cascading Dimensions’ to define the relationship between the dimensions for the selected GL code.

 

Automatic invoice approval rules

Admin > Business Rules > Automatic Invoice Approval Rules

 

This lets you set the standard decisions when processing an invoice that has been matched against the GRN for these 5 options:

• PI > GRN               Allow submit with an extra line, submit within a tolerance or not
• PI < GRN               Allow submit or not
• PI = GRN              Allow submit or not
• PI but no GRN    Trigger awaiting GRN process or not
• PI = GRN              Require approval or not

 

Business partner mandatory fields

Admin > Business Rules > Business Partner Mandatory Fields

 

Not in use in the Vision33 Public Cloud environment.

Editable fields

Admin > Business Rules > Editable Fields

 

This allows you to set line fields as editable at various stages in the approval process.

 

Expenses policy

Admin > Business Rules > Expenses Policy

 

This allows you to enter item or GL codes with a minimum or maximum expense amount by line or claim total.

 

GL-driven OCR rule setup

Admin > Business Rules > GL Driven OCR Rule Setup

 

This allows group purchasing documents to have a specific dimension preset for a given GL code.

 

 

Once you set up a rule for a specific GL code, it will define which of the 5 dimensions the user gets in the selected group/document type when they select the GL account.

 

The system allows you to set up cascading rules; you may set up multiple rules for a selected GL account that governs the relationship between dimensions.

 

For example:

 

 

If the GL is selected with the above rules:

• Dimension 1 will default to ‘Systems’, as only one dimension option has been defined.
• In Dimension 2, two options have been defined:
  • If ‘Licences’ is selected, dimension 4 will default to 100.
  • If ‘Software’ is selected and a specific dimension hasn’t been defined in the rule’s setup, all available group-mapped analysis codes set up in ‘Group Dimensions’ will be available in the dimension 4 field.

Item-driven OCR rule setup

Admin > Business Rules > Item Driven OCR Rule Setup

 

This allows group documents to have a specific dimension preset for a given item.

Mandatory dimensions

Admin > Business Rules > Item Driven OCR Rule Setup

 

This allows you to select available dimensions, where each can be set as mandatory for all marketing dimensions.

 

Note: This can be set at a company level, and if a document type doesn’t require the dimension, it can be set with a dummy default code to satisfy the requirement.

 

Subsistence types

Admin > Business Rules > Subsistence Types

 

This allows you to configure the subsistence processing to add/remove a list of subsistence types.

Document File Setups

Admin > * File Setup

 

Various file set-up screens are available, including for CNT (contracts), credit card, debit card, PI import, PO import, REQ import, and SI import.

 

All set-up screens work the same general way.

 

The import facilities allow you to import an Excel file with a pre-defined format that automatically creates draft transactions for iDocuments users to complete and submit. For example, the credit card file set-up screen can show this process.

Credit card file setup

Admin > Credit Card File Setup

 

If you’re setting up a new template, enter the template name in the credit card type field and add the format from the ‘File Format’ drop-down.

 

To set up or edit a template, select ‘File Format’ from the drop-down list of formats and choose a file to populate the credit card file field and upload.

 

The file you’re importing must be in MS Excel .XLSX format with column headers.

 

 

Now you can map the fields on the import file (in the left-hand column, click the drop-down to display column names) to the required fields in iDocuments expenses.

 

Please ensure all fields are populated, then click ‘Save’.

 

For each expense transaction, you need this information:

• Transaction date
• Expense description
• Currency code
• Exchange conversion rate
• Transaction amount
• Credit card holder’s name
• Credit card/account number (This is used to match the imported transactions to an employee)

Expense credit card import - setting up details on user records

The credit card account reference is added to the user record so expenses relating to each user in the bank import file will be automatically routed to each applicable user based on their account reference.

 

 

Select the credit card link for the user from the ‘Users List’ and add the bank name and credit card number to the user record.

 

Expense credit card import - importing credit card files

When you’ve completed the import file mapping and user setup, you can automatically import credit card files into iDocuments expenses, present them to employees to complete details, such as GL accounts and VAT codes, and submit them for approval (just like normal expense claims).

 

From the expenses main menu

• Select ‘Credit Card Expense Upload’
• Choose the file to upload
• Click ‘Upload’

 

Once the uploaded file is processed, the system will confirm ‘File processed successfully’.

 

 

If the import detects errors while importing the transactions, it will abort and list the failed transactions.

 

You should configure two company settings using the admin menu:

• Default GL for credit cards: This defines the default GL account used for imported transactions.
• CC control account: This is used as the balancing journal line to post the other side of the GL cost from credit card lines on the expense posting.

 

Note: If you use SAP Business One, you should set up currencies for every transaction currency you import. If you don't, the import will fail.

 

Email Message Setup

Admin > Email Message Setup

 

This relates to the email alerts users receive when a document is submitted, approved, or rejected.

 

iDocuments has standard ‘Message Types’ you can select to access the message for editing, but you can edit the email's subject and contents as required.

 

Note: The text in brackets is linked to the document details, such as the approver's name and document reference number, and is automatically populated, so you shouldn’t edit it.

 

Groups Setup

Admin > Groups Setup

 

This allows the iDocuments system administrator to set up groups and manage rules relating to those groups.

 

 

Video: Overview of group configurations for GL, items, and analysis codes

 

 

 

 

Groups

Admin > Groups Setup > Groups

 

This allows the iDocuments system administrator to create, modify, and delete groups.

 

A group is a collection of users with common attributes. They’re usually defined by departments within a company but aren’t necessarily departments.

 

Each user must be linked to one or more groups, and each group has a specific workflow path associated with it, so a user’s group determines their workflow path. If a user is linked to multiple groups, they select from a drop-down list of their groups as applicable to the action.

 

The item codes/GL accounts and dimensions/analysis codes available to users are defined by their group(s).

 

Dimensions can be filtered by group/department.

 

The main selection is which module(s) the group will be used in: purchasing, sales, or expenses.

 

There are additional settings for the project code and recharge box being available to documents for this group.

 

You can default a delivery address at the group level.

 

 

Dimension, GL, items, and project codes can be enabled or disabled at a group level.

 

The following group sections allow for this, but the relevant company setting needs to be activated (e.g., ‘Can Use GL Accounts from Local’ must be set to ‘Y’ for iDocuments to control which GL accounts are shown, or all codes will be available to all users).

Group dimensions

Admin > Groups Setup > Group Dimensions

 

This allows the administrator to select the dimensions available to the users at a group- and transaction-type level.

 

 

iDocuments is set up to link to the nominated dimensions.

 

These dimensions will appear in the ‘Groups Dimensions’ screen after selecting the group and document type.

 

In the example above, iDocuments is linked to the ‘Department’ and ‘Division’ dimensions.

 

Define the dimension codes users can select for each dimension by ticking the applicable items.

 

In the example above, the production group can see the dimensions enabled for purchasing documents, with the first dimension having a default code but 4 others to choose from. The second dimension has no default, but 2 codes to choose from.

 

The example below shows the dimensions displayed on a new purchase order line entry with the first code defaulted.

 

Group GL accounts

Admin > Groups Setup > Group GL Accounts

 

This allows the iDocuments system administrator to link specific GL accounts to specific groups (departments). This will determine which GL accounts are available for users to select from, as defined by their group.

 

The example below shows the GL accounts available to marketing group members on expense documents. You can apply the same settings to purchasing and sales.

 

 

Note: These settings are company-specific and must be set up individually for each company. You must also apply a default GL account.

Group items

Admin > Groups Setup > Group Items

 

This allows the administrator to choose the item codes available to users at group- and transaction-type levels.

 

It allows the greatest granularity in terms of selection for users, but the most administration because items must be selected for each group if a new one is created.

 

It also means that a single GL code (e.g., ‘Stationery’) could be used across multiple items for better reporting of individual items (e.g., items for paper/pens).

Group projects

Admin > Groups Setup > Group Projects

 

This allows the administrator to choose the SAP project codes users can select by group and transaction type.

Group SAP group items

Admin > Groups Setup > Group SAP Item Groups

 

This allows the administrator to choose the SAP item groups users can select items from by group and transaction type.

 

Using this method means all items within that item group are automatically selected, but you can’t unselect individual items for a group.

Group settings - Copy

 

The group screen also has a copy option to allow all the settings (e.g., group GL and group items, workflows, etc.) from an existing group to be copied to a new one. 

 

Note: Ensure that at least one user has access to the group before the copy and that the workflow users also have access to the group to ensure that the workflow and the workflow stages will be copied correctly.

 

Licensing

Admin > Licensing

 

These forms display information relating to applications and licenses purchased.

 

Licensing information is also on the iDocuments systems admin dashboard.

Licensing information

Admin > Licensing > Licensing Information

 

Serialization

Admin > Licensing > Serialization

 

This form is used to load additional licences.

 

Map Key Segments - Segmented Chart of Accounts

Admin > Map Key Segments

 

Not used in the Vision33 Public Cloud environment.

 

This allows the iDocuments system administrator to set up a segmented chart of accounts.

1. To flag a company as having a segmented chart of accounts: Admin > Application Configuration > Companies > Add/Edit Company – tick the ‘Is Segmented Chart’ box.
2. In Settings > Company Settings, select ‘Fixed Segments ID’ – add the segment number separated by a comma (0,1,2, etc.).
3. In Settings > Company Settings, select ‘Show Segments’ – add the segment number separated by a comma (0,1,2, etc.).
4. In Settings > Company Settings ‘Use Fixed Segments’ = Y.
5. In Settings > Company Settings ‘Segment ID for Split’ – This relates to the PO split option and defines which segment you should use when splitting a line. Enter that here.

Other company settings for segmented accounts

• Segment ID for multi-split
• Segment for mileage
• Segment ID for short description
• Segment value for entertainment
• Segment value for subsistence

 

 

In Admin > Group Setup > Groups Segments, map the segments to the groups as you would with groups GL accounts.

Mobile Device Management

Admin > Mobile Device Management

 

This form allows your iDocuments system administrator to bind mobile devices to the application.

 

The screen includes a new version of the device-listing screen and the legacy version, depending on the version(s) being used for at least one user.

 

There are three options for each user: 

• Force the user to re-enter the password
• Remove the binding between the phone and the user
• Send a message to the user via the application

 

For the legacy version, the user needs to authorise any request for bindings via the drop-down (see the separate mobile user guides).

Notification List

Admin > Notification List

 

This allows the iDocuments system administrator to create and publish messages via email and the iDocuments interface.

 

Messages can be targeted to groups or individuals with a date range to give users information (e.g., about the system or policies).

 

PI Import File Setup

Admin > PI Import File Setup

 

This allows the iDocuments system administrator to set up AP invoice file imports.

 

PO Import File Setup

Admin > PO Import File Setup

 

This allows the iDocuments system administrator to set up purchase order file imports.

 

Rate Setup

Admin > Rate Setup

 

This allows the administrator to set up and manage mileage and subsistence rates.

Mileage rates

Admin > Rate Setup > Mileage Setup

 

This allows the administrator to set up the standard mileage rates for the company by vehicle type and rate type (e.g., rates for mileage under or over 10,000 miles).

 

When the user makes a mileage claim, there will be rates available to choose from.

 

The system automatically calculates the amount for the travel distance entered based on the rate selected (as shown below).

 

Subsistence rates

Admin > Rate Setup > Subsistence Rates

 

This allows iDocuments users to claim for subsistence, where an organisation gives a fixed allowance per period spent working away from the office.

 

Variables include time periods, locations, employee rate banding, and expense type rates. Time periods are typically 5 hours, 10 hours, and overnight.

 

An organisation may have bands of subsistence rates related to the employee’s position in the company (e.g., Band A and Band B).

 

An organisation may have a ‘conference’ rate, which relates to a period working away from the office where meals and/or accommodations might be provided separately.

 

You can set multiple subsistence rates by country and city, so (as shown below) different rate bands can be set up for the same subsistence type, where users have different allowances.

 

 

The ‘Subsistence Rates Setup’ form will list the existing subsistence rate setup by subsistence type.

 

You can filter this list by country and city and define new subsistence rates by selecting the country and entering the city name and a date range that hasn’t been set up for the ‘city’ name.

• Select the country from the drop-down list.
  • iDocuments maintains a table of countries with related currencies; rates are then set by country, which also sets a default currency.
• Enter the city description.
  • Subsistence rates are then set at the city level; cities fall under the country in the hierarchy – ‘City’ is a free text field (e.g., ‘London’ or 'Outside of London'). ‘Description of City’ is also used to define rate bands (e.g., London Band A, London Band B).
• Select a new country and enter the city to be presented with the subsistence rates entry form, whereby a date range is entered and a rate for all available subsistence types.
  • Note: If there are already rates set up for the city, a new date range must be entered to set up the new rates.
• Deductions – To incorporate deductions into your subsistence rates, you can manage them when setting up rates.
  • Deductions are entered as negative values and will be deducted from the overall subsistence allowance value.
  • Deductions are used to deduct expenses that have been provided separately, such as meals and/or overnight accommodations.
• Once you’ve defined the values, the rates are saved.

The rates you set up will then be available in the list view.

 

To edit the values before the rates are released to users, update the value in the ‘Subsistence Rate’ field and then save.

Setting up the GL code for subsistence in company settings

Admin > Settings > Company Settings > Subsistence Account

 

System administrators must set the GL code(s) for subsistence in company settings to ensure the popup for subsistence is generated. Then, enter the code(s) as a CSV string.

Settings

Admin > Settings > Company Settings

 

This allows the iDocuments system administrator to configure company-specific settings that define company rules and defaults.

 

 

Note: Ensure you've selected the correct company before adding settings.

User Setup

Admin > User Setup

 

This allows the iDocuments system administrator to create and modify information relating to individual iDocuments users.

Users list

Admin > User Setup > Users

 

 

A user is set up with a profile that reflects their role and group(s) within the workflow. Each user is a member of at least one group, one role, and a company (or companies).

 

Note: When creating users, make sure you’re in the correct company, as some settings are company-specific (e.g., the groups for selection can have the same name in multiple companies).

 

You can create a new user from the menu on the left ‘Add New’ option, which will display the ‘User Add/Edit’ screen. You can modify the user list from the same menu using the ‘Modify’ icon.

 

 

Mandatory fields are shown with a red star next to the field label and are:

• Username: We recommend using the user’s email address.
• First name: User’s first name (used for display when logged in and for reporting).
• Last name: User’s last name (used for display when logged in and for reporting).
• Role: Determines which pages and functions a user can see.
• Language: Determines translated text where available and for localisation options such as US date formats.
• Status: Defaults to ‘Active’ for new users but can be set to ‘Dormant’ to prevent login & licence usage.
  • Can also be used in place of deleting users where they have a history in the system.
• Email: Email address to be used for email alerts

 

Optional fields:

• Approver: This forces a specific approver for this user but overwrites any approval workflow. (We don’t recommend this.)
• Supplier code: Required for the iDocuments expenses module, so when the ERP receives the transaction, it will create an AP invoice to the correct user account.
• Vehicle type: Optional for the iDocuments expenses module to allow a default vehicle type so tax rates are correct when claiming mileage.
• Is secondary admin: Allows an ‘elevated’ user account. That user can create other local administrators, who can then create users, etc.
  • The role used for these users should include administration options.
• Password expiration: Set the time period from the drop-down, if required.
• Enforce password policy: Select to allow the default password policy.
  • For the public cloud environment, this allows 5 failed attempts before introducing a 10-minute wait.
• User must change password at next login: This is a one-time setting; after that, the user can change their password in personal settings.

 

When you create a new user, they'll receive an email with a temporary password that they must update on their first login. Later, it can be updated by the administrator if the user forgets their password.

 

 

You’ll configure new users with their unique single-factor login credentials (username and password), but they can enable two-factor authentication (2FA) from their personal settings by scanning a QR code from an authentication application. 2FA can be enforced at a company level, so users cannot log in without it being enabled.

 

If 2FA is mandatory, administrators can ensure it’s enabled on the user record, where it will show ‘enabled’. It can also be disabled here. For multiple users, you can check the 2FA setting via a configuration report.

 

After entering the details and saving, you’ll return to the main user list and can search for the user via username or full name.

 

Additional settings: Selected from the hyperlinks in the user row.

• Companies: Select the company or companies the user can access.
  • Setting a default is mandatory for expenses, as users can only claim expenses against their default company.
• Groups: Select the groups the user can access.
  • A default is particularly important for those creating expenses.

 

Note: Although there’s a delete option on the main users listing page, you can’t delete a user record if there are transactions associated with it.

 

The user can select some of their own preferences from their personal settings options when selecting their username on any page:

 

 

The display preference option is used to alter the time zone of the document history displays and doesn't affect items such as scan dates on the listing pages or OCR import dates that use the server times.

 

The alerting option allows emails to be sent during work hours only, but this option has been deprecated on the public cloud version and all transaction-based emails are sent immediately.

 

User-Defined Fields (UDFs)

Admin > UDF Selection

 

This facility is only available for integrating iDocuments and SAP Business One.

 

This allows the iDocuments local administrator to select the UDFs setup in SAP and is included on document headers and lines in iDocuments. This lets you select which UDF is relevant to each marketing document.

 

 

 

 

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Last modified: 05/19/2025/11:06 am