Ned,
Here how we do it:
Phase One:
Use Vantage attachment functionality
Phase Two:
Implement APM (Advanced Print Management)
We have been attaching invoices to the Invoice Entry transaction for 1.5 years. Approx. 20,000 invoices per year. Nomenclature for file name is I"invoice number". "I" means invoice (although I think this was not necessary). We put attachments in subfolders on a network directory. The folder naming nomenclature is based on the name of the Vantage functionality. For example, we thought about putting invoices in a folder called AP (Accounts Payable), but decided to use the Vantage language based on the Vantage function instead. So the Folder is called Invoice Entry. Makes it easier for new employees to pick up this nomenclature. If two invoices come up with the same invoice number (two different suppliers) we just add a suffix for the date. This helps if we need to do searches in the folder, suffix keeps like numbers together instead of a prefix which would scatter them in the list. About 80% of our invoices are sent to us by our suppliers (700 active suppliers) via email (or fax which is converted to an email from our fax server). The suppliers are mandated to do this and only in either .pdf or .tif format. This save a LOT of time scanning the document. All we do is rename it drag and drop to the correct subfolder.
We started adding ALL packing slips from suppliers 6 months ago. Folder is named "Receipt Entry" again to correlate to Vantage functionality not to our department name etc.
We stopped sending paper copies of these transactions for accounting AP and Purchasing files. So we save on copying time and copy costs and paper etc and files space etc.
We plan on adding RFQ's, Drawings, all quality docs etc. during 2009. Working well so far. Auditors have no problem with it.
NOTE: We put security on ALL the folders and sub folders containing the electronic docs. Only small groups of people can even get in the folders, and those that can, can only add, they can not delete or move or change. If a mistake is made to the naming of the doc, or locations etc. there is a person who has security rights to do this.
When we go to Phase Two APM, much of the folders structure and folder nomenclature etc. should not be needed (in theory) because APM is an indexed database structure. As long as fields are populated with the information you want to index and search on ALL documents could conceivable be put into one massive network drive location. For example: imagine all the ways on would want to search for a supplier invoice (by invoice number, by supplier, by po# etc.. As long as the APM doc is indexed and these data points are populated for that doc you can search any way you like. I believe with with APM the vantage attachment functionality is not used. I wish we would have gone straight to APM, but the IT dept. was overloaded and could not put that in place in the beginning.
Matt Sweny
Purchasing Manager
<mailto:matts@...>
________________________________
From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Ned
Sent: Wednesday, February 11, 2009 10:58 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Vantage Document Attachments
I am trying to figure out a systematic way for us to save all our documents
and keep them organized when they are put into Vantage with attachment
references. Things like requests for quotes, drawings, proposals, and other
things like that since quotes, sales orders, invoices, etc can all be
regenerated or printed directly from the system.
I am planning on using an active directory location as the base location to
allow it to be moved in the future, but I am curious what sort of folder
structure some other people are using, or are you using something like APM
to manage any and all documents?
How do some of you do it?
Folder for each company? Folder for some companies and not others?
Standardized file names like "company - date - doc type - doc num.xxx"?
[Non-text portions of this message have been removed]
Here how we do it:
Phase One:
Use Vantage attachment functionality
Phase Two:
Implement APM (Advanced Print Management)
We have been attaching invoices to the Invoice Entry transaction for 1.5 years. Approx. 20,000 invoices per year. Nomenclature for file name is I"invoice number". "I" means invoice (although I think this was not necessary). We put attachments in subfolders on a network directory. The folder naming nomenclature is based on the name of the Vantage functionality. For example, we thought about putting invoices in a folder called AP (Accounts Payable), but decided to use the Vantage language based on the Vantage function instead. So the Folder is called Invoice Entry. Makes it easier for new employees to pick up this nomenclature. If two invoices come up with the same invoice number (two different suppliers) we just add a suffix for the date. This helps if we need to do searches in the folder, suffix keeps like numbers together instead of a prefix which would scatter them in the list. About 80% of our invoices are sent to us by our suppliers (700 active suppliers) via email (or fax which is converted to an email from our fax server). The suppliers are mandated to do this and only in either .pdf or .tif format. This save a LOT of time scanning the document. All we do is rename it drag and drop to the correct subfolder.
We started adding ALL packing slips from suppliers 6 months ago. Folder is named "Receipt Entry" again to correlate to Vantage functionality not to our department name etc.
We stopped sending paper copies of these transactions for accounting AP and Purchasing files. So we save on copying time and copy costs and paper etc and files space etc.
We plan on adding RFQ's, Drawings, all quality docs etc. during 2009. Working well so far. Auditors have no problem with it.
NOTE: We put security on ALL the folders and sub folders containing the electronic docs. Only small groups of people can even get in the folders, and those that can, can only add, they can not delete or move or change. If a mistake is made to the naming of the doc, or locations etc. there is a person who has security rights to do this.
When we go to Phase Two APM, much of the folders structure and folder nomenclature etc. should not be needed (in theory) because APM is an indexed database structure. As long as fields are populated with the information you want to index and search on ALL documents could conceivable be put into one massive network drive location. For example: imagine all the ways on would want to search for a supplier invoice (by invoice number, by supplier, by po# etc.. As long as the APM doc is indexed and these data points are populated for that doc you can search any way you like. I believe with with APM the vantage attachment functionality is not used. I wish we would have gone straight to APM, but the IT dept. was overloaded and could not put that in place in the beginning.
Matt Sweny
Purchasing Manager
<mailto:matts@...>
________________________________
From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Ned
Sent: Wednesday, February 11, 2009 10:58 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Vantage Document Attachments
I am trying to figure out a systematic way for us to save all our documents
and keep them organized when they are put into Vantage with attachment
references. Things like requests for quotes, drawings, proposals, and other
things like that since quotes, sales orders, invoices, etc can all be
regenerated or printed directly from the system.
I am planning on using an active directory location as the base location to
allow it to be moved in the future, but I am curious what sort of folder
structure some other people are using, or are you using something like APM
to manage any and all documents?
How do some of you do it?
Folder for each company? Folder for some companies and not others?
Standardized file names like "company - date - doc type - doc num.xxx"?
[Non-text portions of this message have been removed]