Functions in Documents

Let’s take a look at the functions that can be performed in the Documents module.

Attach Documents to Transactions

The uploaded documents can be attached to transactions within your Zoho ERP organisation.

Create a Transaction from an Uploaded Document

You can select documents from the Files or Folders section to create a transaction. When you do this, the transaction creation page will be pre-filled with data extracted from the document using autoscan. To create a new transaction from an uploaded document:

• Select the Documents icon on the widgets pane.
• Navigate to Files under Inboxes.
• Click on the document you want to move, and in the right pane that appears, select the Add To dropdown.
• Select the type of transaction you want to attach the document to from the dropdown.

You will be redirected to the transaction creation page, which will be pre-filled with data extracted from the document using autoscan. You can verify the information, fill in the remaining details, and save the transaction.

Attach a Document to a New Transaction

To attach a Document to a transaction:

• Go to Sales or Purchases on the left sidebar.
• Create a new transaction (for example, create an invoice).
• Scroll down and click the dropdown next to Upload File and select Attach From Documents.
• In the Documents pop-up, select the document you want to attach and click Attachments.

• Save the transaction.

Attach a Document to an Existing Transaction

You can also attach documents to your existing transactions. To do this:

• Go to Sales or Purchases on the left sidebar.
• Select the transaction (for example, an invoice) to which you want to attach the document.
• Click the Attachment icon in the transaction’s details page.
• In the Attachments pop-up, Click the dropdown next to Upload Your Files and select Attach From Documents.
• In the Documents pop-up, select the document you want to attach and click Attachments.

The document will be attached to the transaction.

Attach Documents to a Customer or Vendor

You can attach documents to a customer or vendor to store all important documents—such as contracts, agreements, or communication records related to the customer or vendor in one place. They can view these attached documents from their respective Portals. To attach a file to a customer or vendor:

• Go to Customers or Vendors on the left sidebar.
• Select the customer or vendor to whom you want to attach the file.
• Click the Attachment icon in the customer’s or vendor’s details page.
• In the Attachments pop-up, Click the dropdown next to Upload Your Files and select Attach From Documents.
• In the Documents pop-up, select the document you want to attach and click Attachments.

The document will be attached to the selected customer or vendor.

Match Documents to Transactions

When you want to attach the relevant document to a transaction, you need not search for the document manually. Zoho ERP provides the best matching documents automatically based on matching criteria such as Vendor Name, Date, and Amount. You can review the suggested matches and attach the relevant documents to the transaction.

Match Documents to Expenses and Bills

While creating a new expense or bill, after you enter the matching criteria such as Vendor Name, Date, and Amount, you can attach the relevant document in the same page with the help of the match documents feature. The best matching documents can be found for existing expenses and bills as well. You can also match a recently uploaded document with the relevant expense or bill in the Documents module. Here’s how:

• Select the Documents icon on the widgets pane.
• Go to Files section under Inboxes.
• Click on the document that you want to match.
• In the right pane that appears, review the transactions in the Matching Transactions section.
• Click Merge on the relevant expense or bill.

Now the document will be attached to the expense or bill.

Match documents to Bank Transactions

When you create a new purchase transaction in the Banking module, you can attach the relevant document with the help of the match documents feature. Here’s how:

• Go to the Banking module on the left sidebar.
• Select the account in which you would like to record the purchase transaction.
• Click the Add Transaction button at the top of the page.
• Select the relevant account from the Money Out tab.
• Enter the matching criteria such as Vendor, Date, and Amount.
• Scroll down to Attach Receipt section.
• Click the dropdown next to Upload File and select Attach From Documents.
• In the Documents pop-up, you can find the best and possible matches.
• Select the document you want to attach and click Attachments.

Now, the document will be attached to the transaction created. Similarly, you can match the relevant document while categorizing an Uncategorized transaction.

Create a New Folder

You can organise and manage your documents into different folders within the Documents module.

To create a new folder:

• Select the Documents icon on the widgets pane.
• Click the + icon next to Folders or click Create New Folder.
• In the New Folder pop-up that appears:
• Enter the Folder Name.
• You can set folder-level permissions for users under Folder Permissions.
• Select All users with permission to access documents if you want to grant access to all users who have the required permissions.
• Select Custom to choose specific users who can view the folder.
• Click Save.

Move a Document from Inbox to a Folder

When a document is attached to a new transaction or matched with an existing one (such as an expense or bill), it will be automatically cleared from the Inbox. Once a document is cleared from the Inbox, it cannot be retrieved. If you want to retain a copy for future use or attach it to multiple transactions, move the document from the Inbox to a folder before attaching it to a transaction. Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to Files under Inboxes.
• Click on the document you want to move, and in the right pane that appears, select Move To on the top.
• Select the folder to which you wish to move the document.

The document will be moved to the folder you select.

Module Permissions

You can choose the level of permission you want to grant to your users. By default, only the admin has full access. Admins must provide access to other users before they can view the tasks assigned to them. To grant access:

• Go to Settings.
• Navigate to Organization Settings.
• Select Roles under Users and Roles.
• Select the role you want to configure permissions for.

• Under Define Role Permission, scroll down to find the Documents section.
• Under the Documents section, you can configure the level of permissions you want to grant to your users.