How do I add documents and files to Triumph Master Accounts?

Having quick and easy access to key documents from within Triumph is a real time saving feature. Linking documents such as customer contracts and agreements, product brochures, diagrams and handling instructions is easy. With the eCommerce module these documents can also be securely displayed and accessed by your customers.

Note, “Documents on Transactions” is not covered here but will be reviewed in a separate Tips & Tricks post. 

Documents can be added to master accounts for:

  • Debtors
  • Creditors
  • Stock Items
  • Jobs
  • Fixed Assets, and
  • eCommerce

These documents can either be local files like Word Documents, Excel Spreadsheets, Graphics, or PDF’s, or Internet/web based documents such as a web page or a PDF file on a web server.

Local document may be opened and printed directly from Triumph and web documents can be viewed.

Continue on to learn how to;

  • Mange Local Documents
    • Add a document
    • Open and Print a document
    • Remove a document
    • Add multiple files at once
  • Manage Web Documents
    • Add a document
    • Edit a document
    • View a document
    • Remove a document
  • Common Document Options
    • eCommerce Setup (Debtors Accounts and Stock Items only)
  • Manage Statement Documents (Debtor Accounts only)
    • Open and Print a statement
    • Email a statement

Manage Local Documents

In the account maintenance, select the ‘Documents’ tab and the ‘Local’ tab.

  • Link a document
    Click the ‘Link’ button to add a document. This will open a file selection dialog, find the document and click ‘Open’.

    The selected file will now appear in the list of documents.
  • Paste a document
    If you copy a document in Windows, either via File Explorer or in another application, the ‘Paste’ button will immediately be enabled. You can then click ‘Paste’ to add the document, or documents, if more than one was copied.

The pasted file(s) will now appear in the list of documents.

Unlike files that are linked, pasted files are automatically copied into the Triumph documents store. This is the same for any files that are dragged and dropped.

  • Drag and Drop multiple files at once
    Multiple files can be added at once by selected multiple files in the Windows File Explorer and dragging and dropping them into the document list.
  • Open and Print a document
    Click the ‘Open’ button to open the selected document based on the Windows associated file application. You can then print the document from within the associated application, e.g. Adobe or Word.
  • Remove a document
    For documents that are just linked, click ‘Unlink’ to remove the document from the list. This will only remove the link and not the physical file. Pasted and dropped documents, in the Triumph document store, can be removed by clicking ‘Delete’. This will remove the physical file from the store.
  • Copy a document
    To copy a document, select it in the list then click ‘Copy’. This copies it to the Windows Clipboard, and it can then be pasted to other applications, or in the Windows File Explorer.

Manage Web Documents

In the account maintenance, select the ‘Documents’ tab and the ‘Web’ tab.

  • Add a document
    Click the ‘Link’ button to add a document from a web site. This could be like a PDF document or a web page, and is done by entering the full URL and clicking ‘OK’. The best way to enter the URL is to load the page/document in a browser and copy and paste the link.
  • Edit a document
    Select an existing document and click the ‘Edit’ button to update the URL.
  • View a document
    Click the ‘View’ button to load the selected document/page in your browser.
  • Remove a document
    Click ‘Unlink’ to remove a document from the list.

Common Document Options

The following are common options for local and web documents that appear if you have the eCommerce module.

  • eCommerce Document (Debtor Accounts and Stock Items only)
    You can choose if a document is accessible on the web and how it’s displayed.
  • Display document
    An easy way to enable or disable the document being displayed without losing all the setup details.
  • Display Type
    Documents can be displayed in a list on a documents tab, or they can be displayed in their own tab page. When displayed in their own tab page the document will automatically appear when someone clicks on that tab page.
  • Image
    Select an image from the Images folder to display next to your document in the list. For example, if this was a PDF document you might want to display the Adobe PDF image (see below).
  • Heading
    Enter an abbreviated heading or name for this document in the list.
  • Description
    Enter an abbreviated description for this document in the list.
  • Tab Label
    For a document that displays in its own tab, what is the label you want for this tab.
    Click OK to save your changes or Cancel to abandon.

Manage Statement Documents (Debtor Accounts Only)
 
In Debtor Account Maintenance, select the ‘Documents’ tab and the ‘Statements’ tab. This tab lists all the debtor statements that have been produced and saved for this customer.
  • Open and Print a statement
    Click the ‘Open’ button to open the selected statement. You can then print it from within the associated application, e.g. Adobe.
  • Email a statement
    Click the ‘Email’ button to quickly and easily email the selected statement to the customer.

Saved statements can also be viewed and printed online by the customer through the eCommerce customer portal.