Use the DocMan tab to view, import, export, update and delete documents, pictures and spreadsheets related to purchase orders.
Also see Using document management (DocMan) in the Introduction manual. .
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| title | Opening the DocMan tab |
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To open the DocMan tab: - Select Module > Creditors > Purchase Order Maintenance.
The Set Purchase Order Search Criteria window is displayed.
Tip: You can also access the purchase order functions by clicking  Image Modified . - Search for the purchase order. See Searching for purchase orders (on page ).
- Open the purchase order.
The General tab of the Purchase Order Maintenance window is displayed. - Click the DocMan tab.
The DocMan tab of the Purchase Order Maintenance window is displayed.
 Image Modified |
Purchase Order Maintenance - DocMan tab key fields and buttons
Fields
Field | Description |
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Classification | Classification of the documents to be displayed. Access to documents can be restricted based on user security levels.
Select the classification from the drop-down list to filter the documents displayed. |
Document Type | Type of document. For example: - Microsoft Word Document
- JPG Photo
- Adobe Acrobat File
- Microsoft Excel Spreadsheet.
Note: The document types set up are those that are used at your organisation as defined in the luDocumentType lookup table. See the luDocumentType lookup table
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in the System maintenance manual- .
Select the type of document from the drop-down list to filter the documents displayed.
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Description | Filter the documents to those which have the typed words in the description. |
Source Reference | Filter the documents to those which have the typed words in the source reference. |
Grid area fields
Field | Description |
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Created Date | Date and time the document, spreadsheet or picture was imported into Synergetic. |
Classification | Classification of the document.
Classifications are maintained in the luDocumentClassification lookup table. See Maintaining lookup tables |
in the System maintenance manual. |
Description | Short description of the document. |
Source Code | Source of the document. Typical examples include: - Archive
- Magazine
- Newspaper
- School Photo
- Website.
Document sources are maintained in the luDocumentSourceCode lookup table. See Maintaining lookup tables
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in the System maintenance manual |
Source Date | Date the document was published or received. |
Source Reference | Cross-reference to the source. For example the name, issue date and page of a newspaper where the student's photograph appeared. |
Source Path | Location of the document in the file system or URL.
This field shows the document's original location if the file has been embedded in the Synergetic database. |
Type | Type of document. Typical examples include: - DOC, DOCX (Microsoft Word document)
- JPG (photo using the Joint Photographic Experts Group format)
- PDF (Adobe Acrobat file)
- XLS, XLSX (Microsoft Excel spreadsheet).
Document types are maintained in the luDocumentType lookup table. See Maintaining lookup tables
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in the System maintenance manual |
Seq | Unique number identifying the document. |
Buttons
Button | Description |
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 Image Modified
| Open the highlighted item in the appropriate application to view or change the item. For example, if you highlight a Microsoft Word document and click Image Modified, Microsoft Word is launched to open the document. |
 Image Modified | Import a document, spreadsheet, picture or link an external web page. See: |
in the Introduction manual in the Introduction manual- .
 Image Modified
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 Image Modified | Export a document, spreadsheet or picture.
To copy a document, spreadsheet or picture from the Synergetic database and save it in a Windows folder: - Click
 Image Modified. - Browse for the folder.
- Click
 Image Modified.
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 Image Modified | Open the highlighted document on the DocMan tab and update the information about the document.
Note: You cannot update fields if the document is a photo loaded using Photo Maintenance. |
 Image Modified | Delete the highlighted document from the DocMan tab.
Note: Deleting an embedded record deletes the original document, spreadsheet or picture from the Synergetic database. Deleting a linked document removes the link from the Synergetic database but does not affect the original document. |