DMS Help and User Guide
Table of Contents
4.1. Licence Tab
4.2. Sage Users Tab
4.3. Settings Tab
4.4. Indexing Information
4.5. Required Documents
4.6. Storage Tab
4.9. Import/Export Tab
10.1. Split PDF
20. DMS Locations
21. Enable Module
22. Release Notes
24.1. Sicon v18
24.2. Sicon v19
Help and User Guide maintained for Document Management (DMS) 190.0.1 and upwards
The Sicon DMS Help and User Guide will take you through the features and settings for this module. Sicon DMS for Sage 200 is designed to enable users to attach (index) documents to transactions, accounts, orders and stock items while working in Sage 200. Additional documents can be added later through the transaction and order enquiry functions. Documents are automatically referenced using attributes to facilitate search options.
Sicon DMS allows users to attach documents, emails, orders and transactions in Sage, either by using a desktop scanner, browsing from a network location or dragging and dropping from an email. There is no need to re-index a document after scanning; by attaching documents directly into Sage then relevant attributes are applied to each document automatically as each order, ledger or transaction etc. is saved.
Page Size Warning: when scanning directly into Sage, a warning will appear if the size is greater than allowed, but the document can still be scanned in. Our advice would be that an A4 page scan should be between 35 and 75 Kbytes and if there are scanned images much larger than this, to check the scanner settings.
Black & White or Colour: HMRC are happy to see a black and white copy of the original invoice and so there is generally no need to scan images in full colour. However, with modern scanners and image compression software, the colour scan and black and white scans should not be too dissimilar in size.
Drag and Drop: drag and drop a file from a location, e.g. an email attachment – email is Outlook only, not web based email clients such as Gmail. It is also possible to drag and drop from Windows Explorer.
Scanner Recommendations: our recommendation would be the Fujitsu fi-7160 as a fast, reliable and robust scanner for use as a personal desktop scanner. This is the most efficient way to work for high volume users that receive a lot of paper invoices; low volume users can use a shared scanner or network copier to scan images and attach via the file attachment method.
2. HM Revenue & Customs – Document Storage
The HMRC 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, 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 the appropriate details from any particular time can be provided if one of HMRC’s visiting officers asks you to do so. The same rules apply to the storage of electronic invoices as to paper invoices; you must normally keep copies of all the invoices you issue and receive for six years.
Sicon DMS can assist with complying with these regulations; please ensure you adhere to HMRC guidelines when using this product.
Source – Electronic invoicing (VAT Notice 700/63) Published 19th May 2015.
For further HMRC Document Retentions Guidelines, please refer to:
3. Sage Admin Features
For users to be able to access DMS Settings and other features, users will require permissions detailed below; these will need enabling as required for each organisation.
Tools – Split PDF: this permission will allow users to be able to split multi-page PDF documents into single page documents.
Enquiries – POP Receipts and Despatches with No Documents: this permission will allow users to be able to find all receipts and despatches that have not had documents added.
Enquiries – POP Orders and Returns with No Documents: this permission will allow users to be able to find all orders and returns that have not had documents attached.
Enquiries – PL Transactions with No Documents: this permission will allow users to be able to find all PL transactions that have not had documents attached.
Document Search: this will give users the ability to be able to search to find specific attachments within Sage. Users will only be able to view documents as per their permissions set within DMS Settings.
Help & User Guide: this will give users the ability to view the Help and User Guide from within Sage.
Settings: configure to allow users the ability to access DMS settings. As this will allow for users to allocate licences and switch on or off other settings, this would usually just be an Administrator permission.
There are a number of configuration options within the main DMS Settings.
4.1. Licence Tab
A licence string will be supplied in accordance with how many ‘Index and View’ and ‘View only’ licences have been purchased. This will need to be updated on a yearly basis or if the number of licences has changed.
4.2. Sage Users Tab
Once the DMS Licence has been applied, allocate the ‘View and Index’ and ‘View Only’ licences to the Sage users as required. Clicking ‘Update Users’ will add in any users from Sage System Admin that have access to the current Sage Company.
Can Index: whether the user is able to add documents into Sage; either by scanning, dragging and dropping or browsing.
Can Re-Index: whether the user will be able to re-index a document once it has been added.
Can Delete: whether the user is able to delete documents added into Sage. This is usually just an Administrator permission.
Delete on Indexing: selecting this option will delete documents from the location once uploaded; this is useful if documents are being scanned in using a network scanner and then uploaded into Sage from this folder. This is dependent on Windows users file permissions. Usually this would not be switched on initially but can be turned on once the users are confident with the system.
View Rights: determine whether the user is able to view all indexed documents, only those they have indexed themselves, or documents that have been indexed by other users in their Sage Role.
Default Indexing Option: if a particular option is specified, the default option will be performed as soon as the add document screen is opened. This can be set as No Default, Scan, Scan with Options or Attach.
Default Attachment Path: enter a file path if documents will always be added from a specific location – this will remove the need for the user to always browse to a particular location.
4.3. Settings Tab
Scanned File Type: when scanning in documents, to either scan as a PDF or Tiff file.
Default Scan Resolution: this sets the default DPI; increasing this will mean the document size will be greater when stored.
Page Size Warning: when scanning directly into Sage, a warning will appear if the size will be greater than set here, but the document will still be scanned in.
Test Scan Driver: select the driver configured, either Twain or WIA.
Test Scan Source: select from the drop down list the scanner to run the test scan on.
Default Attachment Location: if a location is entered here, then when all users go to add a document, this will be the default location to pick up the attachment from. Make sure that this location is able to be accessed by all users.
Log to File: by default these settings are off but can be enabled if tracking down a problem with DMS. If on, this setting will record events in the Log File.
Log to Windows Event Log (on premise): by default these settings are off but can be enabled if tracking down a problem with DMS. If on, this setting will record events in the Windows Event Log.
Enable Add and View button context menus: by default this will be on and will allow the user to right click on the Add Document button and add a different Document Type; i.e. when adding a document against Sales Order, the default document added would be an Order but another document type can be selected from the list if required.
Convert Tiff files to PDF when opened: this is a work around for a limitation of Windows photo viewer which does not have an option to print a single page of a multi-page file. By converting to PDF, all of the features of the PDF viewer can be used, including printing specific pages.
Enable Document Count Columns: by default this is enabled and will show a count of documents added, e.g. see Supplier Transaction screen against a PL Supplier below. Documents can be added or viewed against an invoice here too by clicking the Add Document or View Document buttons at the bottom of the screen.
Enable Document Count Column in Cashbook Transaction Enquiry: if the document count column should not be visible in the cashbook transaction enquiry, remove the permission here. This can be useful if loading the document count column is causing speed issues in this screen.
Enable Document Count Column in Nominal Transaction Enquiry: if the document count column should not be visible in the nominal transaction enquiry, remove the permission here. This can be useful if loading the document count column is causing speed issues in this screen.
Current User Settings
Clear Company and Roles cache: if a user’s company access or role permission (as set in Sage System Admin) has not changed the user’s Sage interface, clear the cache here to pull through the new permissions.
Reset Tips: this will reset any tips shown so users will see any new tips for new features and hot fix enhancements along with any previously selected to not show.
Advanced Settings: please do not select any of these options – these are to be used only by a Business Partner working with Sicon during the implementation of the DMS module.
4.4. Indexing Information
This tab can be used to show how Modules, Entities, Document Types and Attributes are linked together and what attributes are available under a particular document type.
Modules: Sage and Sicon Add-on modules where DMS can be used to index and view documents. The System modules cannot be edited but additional modules can be added as needed.
Entities: this is a list of entities against which document types can be stored. System entities cannot be edited but additional entities can be added if required.
Document Types: the classification of documents when added to Sage via DMS against a particular entity. System document types cannot be edited but new document types can be added if required; there is a wizard for adding new document types.
Attributes: these are used to automatically reference the documents added to Sage via DMS. System attributes cannot be deleted or edited (apart from the Description attribute which can be marked as mandatory if required), but additional attributes can be added if required.
Adding a New Document Type: it is possible to either use the wizard to create a new document type, or right click on an Entity and click ‘Add New Document Type’.
Enter a name and a friendly name; the name cannot contain spaces but the friendly name can. Pick a template to copy the attributes from and click Save. This new document type will then be visible against the chosen entity when right clicking on Add Docs.
4.5. Required Documents
It is possible to configure certain transaction types to require a document to be attached; for example, Purchase Invoices can be configured to require an attachment while a Purchase Credit can warn if no document has been attached but can be saved without.
Various pop up messages will show to the user depending on the required option if no document has been attached.
Warning prompt but the user is able to continue saving the transaction without adding a document.
Warning prompt and the user is not able to save without attaching a document.
4.6. Storage Tab
This tab will show a breakdown of total documents in the DMS folder stored on the server by clicking on the Calculate DMS Folder Size button.
Documents are stored in the attachments folder per company as assigned against the company within the Sage 200 System Administrator.
This tab can be used to show the number of documents added per Module, Entity and Document Type to ascertain where documents are mainly being added to the Sage module. N.B. as this feature requires .net Framework 4.0 or above, this functionality is only available for Sage 200 2015 and above.
4.8. Web Users & Web Service Tab
These tabs are for Business Partners working with Sicon on DMS integration.
4.9. Import/Export Tab
This tab will allow for DMS settings to be exported from one company and then imported into another. When exporting, a XML file will be produced which can then be imported into another company.
NB: any new document types created will not be exported for reimport, these would need to be set up again.
4.10. Warning when saving Settings
When saving the DMS settings, the below message may appear as a warning. This is stating that there are multiple Companies configured in Sage System Admin to use the same attachments folder. It is advised that all Companies in Sage System Admin are configured to store documents in individual folders, but it is possible to OK and then save through this message.
5. Adding a Document
If the Sage user has been given permission to index, when entering a transaction or using the transaction/order enquiry functionality within Sage and Sicon Add-on modules (locations as defined in DMS Settings), there will be an option available to ‘Add Docs’.
For example, entering a Purchase Invoice within the Purchase Ledger:
Either drag and drop a file directly onto the ‘Add Docs’ button; i.e. a PDF from an email or click ‘Add Docs’ to open the main indexing screen. This will allow you to either:
Scan/Scan with Options: this will scan a document directly from a Desktop Scanner (must have a Twain driver installed).
Attach File: add a document directly from a file source.
Drag and Drop: drag and drop a file directly from a location onto the page from an email or other file source.
Once the document has been added, the options are to:
Save and Close.
Add Security options, Save and Close; this will give the ability to specify which roles have access to view this document as per the user’s permissions (see Settings – Licence).
Tools; if a multi-page PDF has been added, this tools option can split the document into single pages.
Add New to add an additional document to this transaction or enquiry.
Once documents have been added the number of attachments will be displayed.
6. Viewing a Document
Once a transaction has a document indexed against it, select ‘View Docs’.
From here the document can be opened (a PDF could be printed) and if required, it can be emailed from here. Depending on user permissions, they may also be able to Re-Index the document or Delete the document.
If multiple documents have been attached against a single transaction or enquiry, these are displayed in either a list, as icons or in card form.
The Next and Previous buttons can be used to move between documents.
‘Multi Select’ can be ticked if multiple documents need to be opened or emailed out at once; it is possible to either hold down the Ctrl or Shift key to select multiple documents. When in multi select view, the summary window will not be able to be shown.
7. Re-indexing a Document
If a user has permission they will be able to re-index a document already attached; for example, if there is a description that needs to be entered when the document is indexed but this was not done, a user can re-index, enter the description and Save and Close. The majority of the fields cannot be edited as these are System fields and therefore read only.
It is possible to edit the security of a document when re-indexing, for example to restrict what roles have access to view this document. Once changes have been made, click Save.
8. Deleting a Document
If a user has permission, they will be able to delete documents attached onto the system. When viewing a document, the Delete button will be visible. Usually this permission is just given to DMS Admin users to delete a document that has been added incorrectly.
Various enquiries can be run from Sicon DMS.
9.1. PL Transactions with no documents
Select ‘Enquiries’ and then ‘PL Transactions with No Documents’ from the side Sicon DMS menu.
It is possible here to select a particular supplier, transaction type (e.g. invoice or credit note) and date range to show all transactions where no document has been attached.
Once transactions are listed, it is possible to add documents directly onto the invoice; once added, the document can then be viewed. If the search is run again, the invoice which has had a document attached will no longer be visible.
9.2. POP Orders and Returns with No Documents
It is possible here to select a particular supplier, transaction type (e.g. purchase order or purchase return) and the date range to show all orders or returns where no document has been attached.
Once transactions are listed, it is possible to add documents directly onto the purchase order; once added, the document can then be viewed. If the search is run again, the order which has had a document attached will no longer be visible.
9.3. POP Receipts and Despatches with No Documents
It is possible here to select a particular supplier, transaction type (e.g. Purchase Order or Purchase Return) and date range to show all receipts or despatches where no document has been attached.
Once transactions are listed, it is possible to add documents directly onto the receipt; once added, the document can then be viewed. If the search is run again, the receipt which has had a document attached will no longer be visible.
10.1. Split PDF
This tool will split a multi-page PDF document into single PDF files per page. This can be useful if a supplier sends one PDF containing multiple invoices. If a PDF has 10 pages, then once split, 10 individual PDF documents will be created once split.
Select a PDF file to split and then with the Output file, enter the location for where the documents will be created once split. Use the Browse buttons to find the correct location.
11. Searching for a Document
Select ‘Document Search’ from the side Sicon DMS menu.
Select the Entity and if applicable, the Document Type form the drop down list. It is possible to search either against a particular Attribute, e.g. Supplier Account code, or change to Text search and then start typing, e.g. a supplier name. Clicking Find without entering a value against an attribute will return all documents indexed; this could result in a long search time once many documents have been added onto the system. Multiple search filters can be used, for example in the search below all Purchase Invoices for AB Cookers with a document date between 1st August 2018 and 31st August 2018 will be returned.
12. DMS with Disputed Invoices
If an invoice is being marked as disputed when recorded, it is possible to add a document when entering dispute details.
Against the Purchase Ledger Supplier account a new tab will show ‘Disputed Invoices/Credits’ where individual invoices will be listed and show any attachments; if the user has permission they will be able to view the document or attach new documents.
It is also possible to view these documents through the Disputed Invoices screen.
If the disputed invoice is accepted, the document attached originally will post through to the invoice.
13. DMS with Sicon Construction
Documents can be added on supplier and customer applications and supplier valuations.
14. DMS with Sicon Contracts
Documents can be added against contracts.
15. DMS with Sicon Fixed Assets
Documents can be added against a fixed asset, either when initially adding or when amending an asset.
16. DMS with Sicon Job Costing
Documents can be added against a job; N.B. documents can only be added against the job once it has been initially created.
Documents can be viewed against a job by using the option to view the job enquiry and then the DMS tab.
17. DMS with Sicon Service
Documents can be added against a service case; either when viewing or amending, or against equipment.
18. DMS with Sicon Common
Documents can be added against a Job Costing employee; either when creating a new employee or amending an existing one.
19. DMS with Sicon Works Order Processing
DMS documents can be added or viewed when amending a works order.
20. DMS Locations
DMS documents can be added or viewed (permission dependant) in the below locations.
Purchase Batch Invoice
Purchase Batch Credit
Purchase Rapid Invoice
Purchase Order Processing
POP Received Notes
POP Returned Note
POP Invoice Dispute
POP Credit Note Dispute
Sales Batch Invoice
Sales Batch Credit
Sales Order Processing
SOP Despatched Note
SOP Returned Note
SOP Tax Only Invoice
SOP Tax Only Credit Note
Service Manager Case
Service Manager Equipment
Works Order Processing
21. Enable Module
This module will automatically be enabled for a 30-day trial period from the date of installation. After this period, a new module enable string must be entered for continued use of the module.
To enter a new enable string, open the Settings screen from the Sage DMS menu. Select the Licence tab and paste the module enable string provided by Sicon Customer Services, then click the Save button.
22. Release Notes
The Release Notes document below shows which release of the DMS system includes which new features and for which version of Sage these will work.
The version number indicated in the DMS Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software. Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list. If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 188.8.131.52.
It is unlikely that these features will be documented in this help and user guide until the end of the development phase.Document Management- DMS Release Notes