DMS Project FAQ’s


Contents


Sicon Additions Frequently Asked Questions

General FAQ's

How long will the project take?
1 day including install and training; subject to network security restrictions and access.

Moving Legacy DMS to a new Sage Configuration

When moving a Legacy DMS install to a new Sage configuration, the following MUST be considered:

  • If are using a new sage configuration database, the company ID numbers may not, and will likely not, be the same
  • The SiconDMS database stores a ForeignID number which is the company id from the sage configuration database, this will now point to the wrong company and documents will be indexed to the wrong company. Historic documents will no longer be visible or be from the wrong company.
  • If the company name is not exactly the same, attached documents will be stored in a different folder to the historic documents.
  • If you run update companies, this just makes it worse if the company names don’t exist as it creates duplicate companies.

When moving to a new sage configuration, before go-live, the companies table in siconDMS database MUST be updated manually to ensure the details are now correct going forwards.  

Seek consultation from Sicon if you are unsure.

Where companies have not considered the above or have not engaged Sicon for assistance and have attempted the move, which has resulted in issues the options available to them are :

Option 1) Restore, and Start again Following above process

Option 2) fix it now as described, go back through the DMS database and change any id numbers in transactions posted since they moved

If this is not something you feel you can do, then we will need to schedule some time to assist you with

How long would this take? This would depend on how much is going on in the database. busy sites with many companies and constant transactions could take a while, small sites with a couple of companies and a couple of people scanning from time to time shouldn’t take long.

What product version will I have installed onto my system?

Our products are in a six monthly cycle, but will receive Hot Fix updates for bug fixes and minor product changes to release versions throughout the year. At the start of the cycle we will review the wish list and known issues and prioritise these into the work plan for the development phase. In addition to this, we often have entirely new features that are being added to the products; these will generally be included in the new features section ahead of time.  At the end of the development cycle, the products are fully tested and documented in the online Help and User Guides before being officially released as a new version.

During the development cycle (between official release versions), there will be pre-release versions available to Business Partners and clients who wish to use new features as they are added. These versions will not have documentation added to the online Help and User Guides for the new features and will not go through the full testing process until the end of the development cycle, but will be suitable for demonstration & testing purposes. They will include selected Wish List items and project specific functionality.  We will install these versions onto live systems where the new features are needed but clients should be aware that there is a small risk associated with using a pre-release version. The risk is small or we would not allow it, but where the benefit outweighs the risk we are happy to work with clients to deliver improvements to the products early (if Customers do not wish to have a pre-release version, they will need to wait for the release version to become available). This version will not be available for Business Partners to download, but will be available where we are working on joint projects and developing specific functionality.

If you would rather wait for an official release, please contact the Project Admin Team to put your installation on hold.


Install

How long will a new DMS installation take?
We will schedule ½ a day to complete the install; subject to network security restrictions and access.

How do you install the module?
DMS can be installed via the Sage 200 Administrator, however ideally this would be installed via the server.


Training

We recommend that only a couple of Superusers attend the training sessions. Our training is on a train the trainer scenario, where our consultants will train the Superusers on how to set up the system and how to use it. The Superusers will then roll out the module to the end users.

How do we connect to carry out DMS training?

We ask that you check with your IT department prior to the initial training session that there will be no firewall issues in using this method of connection. If there are likely to be security issues, please contact your project administrator and we will be happy to find a solution.

Will the product training happen at the same time as a DMS installation?
No. This will be scheduled with the relevant parties after the installation. This allows for any issues found during installation to be resolved and ensure all systems are working as they should be


Scanners

Which scanner would you recommend I use with DMS?
We recommend that you use the Fujitsu Fi-7160, which is Twain and ISIS compatible.  However you can use any Twain compatible scanner with DMS.

Which driver should I use with my scanner?
You need to have a Twain driver.

What if I am using a network scanner?
The network scanner can be any scanner you like, it doesn’t need to be Twain compatible. The user will just need to have their defult as File rather than Scan and be able to access a shared location where the files are being stored. Files will preferably be saved as PDF’s.

Can I use DMS to scan through a Remote Desktop?
You can scan documents via remote desktop applications, but you will need a 3rd party application such as TSSScan: http://www.terminalworks.com/remote-desktop-scanning.

Document Storage

Is DMS an HMRC approved system?
There isn’t such a thing as an HMRC approved system any more. It is the customer’s responsibility to store documents for 6 years.  Please note, it is the responsibility of the customer to inform their local tax office that they are going to use a document management system, whatever it be.

Document Storage Guidelines

The HM Revenue & Customs guidelines state that you must be able to guarantee the authenticity and the integrity of the content of your source documents throughout the storage period by either electronic or procedural means. store all the data related to your invoices, including such evidence as is required to demonstrate that authenticity and integrity has been ensured, and be able to recreate the invoice data as at the time of its original transmission or receipt, and present the invoice data in a readable format.  You must keep history files so that you can find the appropriate details from any particular time in the past if one of HMRC’s visiting officers asks you to do so.  The same rules apply to storage of electronic invoices as to paper invoices. You must normally keep copies of all the invoices you issue and all the invoices you receive for 6 years.

Sicon DMS can assist you in complying with these regulations with regards to the storage of your documents.  Please ensure you adhere to the HM Revenue & Customs guidelines when using this product.

Source – Electronic invoicing, HMRC Reference: Notice 700/63 (22 May 2015)
https://www.gov.uk/government/publications/vat-notice-70063-electronic-invoicing/vat-notice-70063-electronic-invoicing#conditions-for-electronic-storage
 
Document Retention
For further HMRC Document Retentions Guidelines, please refer to: https://lgw.cnsonline.net/web/content/helpdesk/hmrcbestpracticeguides.jsp

What is the maximum file size I can upload?
The maximum file size if 100 kb. You can adjust the default file size in the system settings.  Typical document size 30k-70k bytes (4 drawer filing cabinet = approx. 1 gig storage).

Should I shred the hardcopies of my documents once I have scanned them?
This is entirely up to you. However, we would recommend that you buy flagyl online a Sequential Stamp to number every document you scan. We recommend that you log this reference number against the document in Sage and store numerically in an archive box. This is advisable as the tax office may request original invoices and if you have this system in place, it is far easier to locate these files.

What are my documents saved as in DMS?
The default file type is a PDF, however there is an option in the settings to save your documents as a .tif if this is required.

Should I scan my documents as jpegs?
If you use jpegs as your default file type, you won’t be able to scan multiple pages to one document.

Data Migration

Migrating to the NEW 2017 DMS

NB: every site/project is different – please contact your Project Administrator for a quote based on individual project requirements.

Question Answer
What do we need to do prior to the upgrade? Ensure there is at least enough free space on the hard disk to duplicate the existing document store (during migration the documents are copied across)

If migrating from INVU and having a Sage upgrade, it’s essential to migrate the documents before upgrading sage as new the versions of Sage use a .net framework that is not compatible with the INVU integration. Documents can be migrated on the old version, then Sage upgraded and the relevant version of new DMS installed to continue use.

What is the process? We will install the new version of DMS alongside Legacy DMS or the INVU integration, we will then configure the new DMS system for each Sage company being migrated. We will then run the migration tool for each company which will import and link the documents in the old system into the new version.

Once this has been completed the features and roles for new DMS can be assigned to users to review the data that is imported.

What about testing? We always would advise testing, so after installed we recommend assigning the new dms features to one role ( You would need to run the database scripts for all companies, but could configure New DMS in just one of them afterwards to use in just company).
For a business partners first DMS migration we recommend Sicon to carry out this element , with the business partner shadowing , and thereafter with guidance the business partners should be confident in doing other DMS migrations.
This would be on a chargeable basis.
How much time is required? This dependant on no of companies/documents  for example, a company that had 75,000 documents the number of days was 2 chargeable consultancy time. This would be charged through your Business Partner.
Is there anything else I need to be aware of? The migration will need to be checked after, if anything is missing 2 months after the migration it’s not going to be easy to migrate again.
Is new DMS available for all Sage versions? Sage 200 2011, Sage 200 2013r2 , Sage 200 2015 and Sage 200 2016.
Can we have both Old DMS and New DMS installed whilst reviewing the new version and testing etc.? Yes, if this applies , it may be worth keeping one INVU / legacy DMS licence to view any documents that may not be able to be imported (eg added directly to the document management system outside of the integrations).
Can we have both Old DMS and New DMS linked to WAP at the same time? No, only one version of DMS can be linked to WAP at anyone time.
Other Considerations It may be worth keeping one INVU / legacy DMS licence to view any documents that may not be able to be imported (eg added directly to the document management system outside of the integrations).

NB: every site/project is different – please contact your Project Administrator for a quote based on individual project requirements.

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