Transaction Document Management

To upload and associate supporting documents with transaction line items that you enter in Vantagepoint such as line items for accounts payable vouchers and disbursements, expense reports, and transactions entered in the Purchasing application, you must use the Transaction Document Management (TDM) feature with FileStream.

For example, you can upload and attach a file that contain copies of sales receipts for line items on an expense report. You can upload and associate a bid that you received from a vendor with a request for price quote.

You can upload and associate one or more documents for each line item of a transaction. You must upload a document before you can associate it with an item in Vantagepoint.

Supported file types that you can upload include image files, PDF files, Microsoft Word documents, and Microsoft Excel spreadsheets. When you upload these types of documents, a copy of the file is converted to a PDF file for Vantagepoint to store. Vantagepoint does not support the upload of password-protected documents. Before you upload an Excel file, you must format the file so that each Excel page has a defined print area. This ensures that the PDF conversion process will not insert page breaks or change the formatting such that columns are broken.

You can upload, associate, and view supporting documents for line items for the following entries in Vantagepoint:

• Accounts payable vouchers, accounts payable disbursements, unit transactions, and units by projects transactions that are entered in Transaction Entry
• Expense reports
• Accounts payable vouchers, accounts payable disbursements, and employee expenses that display on the Expenses tab in Interactive Billing
• Unit transactions and units by projects transactions that display on the Units tab of Interactive Billing
• Expense items for posted expense report charges in Credit Card Reconciliation in Accounting
• Purchase requisitions, requests for price quotes, purchase orders, and purchase order receipts that are entered in Purchasing
• Accounts payable vouchers that are entered in Create Voucher from Purchase Order
• Inventory item requests that are entered in Inventory
• Vendor invoices that are entered in AP Invoice Approvals

You click the icon in the Documents field in a line item grid, and then you upload and associate supporting documents on the Supporting Document dialog box.

The following are other areas of Vantagepoint where you can view the contents of uploaded supporting documents on the Supporting Document dialog box:

• Vendor Review and Create Voucher from PO in Accounts Payable
• Project Review
• Item Review in Purchasing
• Expense Line Item Approval
• Interactive Billing
• Voucher Review in the Firms hub
• Credit Card Review in the Credit Card application

With the Files Administration utility in Utilities > File Administration in the desktop application, you can search for and view any of the supporting documents that are uploaded for any type of transactions. This utility also confirms that the uploaded files are synchronized between the Vantagepoint and FileStream databases.