Quickbooks Online Edition-Documentmall Integration Project User Reference Manual

Quickbooks Online Edition-Documentmall Integration Project User Reference Manual

QuickBooks Online Edition-DocumentMall Integration Project – User Reference Manual

INTRODUCTION

This document is meant to be a user reference manual for the integration of DocumentMall & QuickBooks Online edition (QBO), through the use of the AppConnector integration tool. The document is not meant to be a user or operations manual for the QuickBooks product.

  1. Logging On to QuickBooks Online (QBO)

When Logging on to QuickBooks Online (QBO), start up Internet Explorer, and enter the following URL;

When the Log in screen appears, enter the User name & Password for the client’s QBO account. In the case of Ricoh or Karora testing use the Login Name & Password provided.

  1. Selecting QBO Accounts Payable Functions

After Log In the user is presented with the QBO Home Page. To select the Accounts Payable functions supported by this integration the user can;

(1)Select one of the options from the drop down menu under Vendors, OR

(2)Select the Vendors icon from the Money Out section of the Home Page

  1. Selecting Vendor List in QBO

When the Vendor List is selected from the Vendors drop down menu OR the Vendor icon is selected form the Home Page, the following Vendor List screen is presented.

The user can position to a specific section of the Vendor List by selecting a letter or number which represents the First character of the Vendor name. When the Vendor is seen in the Vendor List the user can select it by double-clicking on the item in the list.

When a Vendor is selected from the vendor List the user is taken to the Vendor Summary screen (Section 4).

  1. Vendor Summary - View

When viewingVendor Summary information,the user may select the AppConnector button bar will present at the top of the workstation monitor.

The AppConnector buttons available to the user are provided by 2 buttons (see Section 9.a.1):

  1. Search Documents –Presents a dialog box to select Document Type, Vendor ID, Vendor Name & Document Reference#(see 9.d). When user hits SUBMIT button on dialog box DocumentMall search results are presented in a hitlist.
  2. Import Document –Presents a File Navigate & Selection (see 9.b) window to select a newly scanned document from the scan folder. When user selects the document to insert into DocumentMall and hits OK, a dialog box is presented for the user to enter Document Type, Vendor ID, Vendor Name, Document Reference #, Document Date, Amount & Memo (see 9.c). When the user has completed the dialog information & hits SUBMIT the document & the indexes from the Dialog box will be uploaded to DocumentMall.

  1. Vendor Information – View/Edit

When reviewing or maintaining Vendor Master enable user to check various document types in DocumentMall and allow the user to upload & index new documents from scan folders.

The functions available to the user are provided by 3 buttons (see Section 9.a.2):

  1. Search Documents – Presents a dialog box to select Document Type, Vendor ID, Vendor Name & Document Reference #(see 9.d). When user hits SUBMIT button on dialog box DocumentMall search results are presented in a hitlist.
  2. Import Document – Presents a File Navigate & Selection (see 9.b) window to select a newly scanned document from the scan folder. When user selects the document to insert into DocumentMall and hits OK, a dialog box is presented for the user to enter Document Type, Vendor ID, Vendor Name, Document Reference #, Document Date, Amount & Memo (see 9.c). When the user has completed the dialog information & hits SUBMIT the document & the indexes from the Dialog box will be uploaded to DocumentMall.
  3. Search Vendor Address –This button will use the Vendor Address fromthe screen & perform a Google Map search for the address.

  1. Enter Bills for Vendor

WhilstEntering Bills (Invoices) for a Vendor the user can check any related documents in DocumentMall. The user can also upload & index new documents from a scan folder.

The AppConnector buttons available to the user are provided by 2 buttons (see Section 9.a.1):

  1. Search Documents – Presents a dialog box to select Document Type, Vendor ID, Vendor Name & Document Reference #(see 9.d). When user hits SUBMIT button on dialog box DocumentMall search results are presented in a hitlist.
  2. Import Document – Presents a File Navigate & Selection (see 9.b) window to select a newly scanned document from the scan folder. When user selects the document to insert into DocumentMall and hits OK, a dialog box is presented for the user to enter Document Type, Vendor ID, Vendor Name, Document Reference #, Document Date, Amount & Memo (see 9.c). When the user has completed the dialog information & hits SUBMIT the document & the indexes from the Dialog box will be uploaded to DocumentMall.

  1. Enter Vendor Credits

WhilstEntering Credits (Payments or Returns) for a Vendor the user can check any related documents in DocumentMall. The user can also upload & index new documents from a scan folder.

The AppConnector buttons available to the user are provided by 2 buttons (see Section 9.a.1):

  1. Search Documents – Presents a dialog box to select Document Type, Vendor ID, Vendor Name & Document Reference #(see 9.d). When user hits SUBMIT button on dialog box DocumentMall search results are presented in a hitlist.
  2. Import Document – Presents a File Navigate & Selection (see 9.b) window to select a newly scanned document from the scan folder. When user selects the document to insert into DocumentMall and hits OK, a dialog box is presented for the user to enter Document Type, Vendor ID, Vendor Name, Document Reference #, Document Date, Amount & Memo (see 9.c). When the user has completed the dialog information & hits SUBMIT the document & the indexes from the Dialog box will be uploaded to DocumentMall.
  1. Bill Payment (Pay One Vendor)

WhilstPaying Bills for a Vendor the user can check any related documents in DocumentMall. The user can also upload & index new documents from a scan folder.

The AppConnector buttons available to the user are provided by 2 buttons (see Section 9.a.1):

  1. Search Documents – Presents a dialog box to select Document Type, Vendor ID, Vendor Name & Document Reference #(see 9.d). When user hits SUBMIT button on dialog box DocumentMall search results are presented in a hitlist.
  2. Import Document – Presents a File Navigate & Selection (see 9.b) window to select a newly scanned document from the scan folder. When user selects the document to insert into DocumentMall and hits OK, a dialog box is presented for the user to enter Document Type, Vendor ID, Vendor Name, Document Reference #, Document Date, Amount & Memo (see 9.c). When the user has completed the dialog information & hits SUBMIT the document & the indexes from the Dialog box will be uploaded to DocumentMall.
  1. AppConnector Component Screens

a)AppConnector Button Bar

This is the button bar that presents for the user when various QBO screens appear.

(1)This AppConnector button bar will appear when the QBO screens; Vendor Summary (see 4), Enter Bills (see 6), Enter Vendor Credits (see 7) & Pay Bills (see 8) appear. These buttons allow the user to execute searches for DocumentMall documents & allow the user to upload scanned documents to DocumentMall.

(2)This AppConnector button bar will appear when the QBO screen Vendor Information (see 5) appears. These buttons allow the user to execute searches for DocumentMall documents, use the Vendor address to check the Vendor address against Google Maps & allow the user to upload scanned documents to DocumentMall.

The AppConnector Button Bars will only present themselves when the screens for Vendor Summary, Vendor Information, Enter Bills, Enter Credits & Bill Payment are showing on the desktop.

QBO will operate as normal allowing users to enter & maintain Vendor data and post Bills, Credits & Payments for the vendors. The AppConnector functions & those for DocumentMall will operate outside of QBO, but be readily available to the user through the use of the AppConnector Button Bars.

b)New Document Navigate & Selection

This is the File Navigate & Selection screen that presents to the user after the Import Documents button is selected from the Button Bar. The user can position the cursor on any of the file names presented in the list in the left Navigation window & a preview of the document will appear in the right Preview window. The Preview window can be detached & moved across to a separate monitor if that is the preferred method for processing documents. The user can move back & forth or jump to the first or last file in the list of files in the Navigate window by using the arrow buttons at the bottom of the window.

When the user decides on which file to select for upload to DocumentMall they can select the file by clicking on the box to the left of the file name. The user can then start the upload process by pressing the OK button below the Preview window. The selection will cause a dialog box to appear (see 9.c), which is used to apply indexes to the document/file that was selected.

c)Index New Documents

This is the Document Indexing dialog box that presents to the user after a document is selected & the OK button is depressed on the File Navigate & Selection screen. Indexes are taken from the current QBO screen, or the user may assign their own indexes to a document. When the user hits SUBMIT the document will be uploaded with the indexes to DocumentMall folder.

This is the Date Selection box that pops up for the user to apply the Document Date.

d)Document Search Selection

This is the Document Search Selection dialog box that presents to the user after the Search Documents button is selected from the AppConnector Button Bars. The user can select Document Type (which is provided through a dropdown box), Vendor ID, Vendor Name, Document Reference (which is used for Invoice, Payment or Credit numbers). When the user hits the SUBMIT button the search of DocumentMall is completed & any matching documents are presented to the user for viewing (see 9.e).

e)Document Search Results

This is the screen that appears if there are any documents that match the Search criteria from the Document Search selection dialog box (see 9.d). The user can select a document by clicking on the Box to the left of the File Name or by clicking on the list entry itself. Once a document is selected, the user can view the document indexes (FULL DETAILS - see 9.f), view the document (VIEW – see 9.g) or download the document(DOWNLOAD). EXPOT button not used in this project.


f)Document File Index Information

This is the DocumentMall File Index screen, which presents all of the index details and file attributes.

g)Document View

This is the document view screen, which will display the full contents of the file from DocumentMall.

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