Own documents

With the help of documents you can communicate information to your customers and suppliers, for which you can additionally request a read confirmation, or the possibility of confirmation/rejection.

In the overview of your own documents, you can see the documents entered by your organization.
The validity of the documents is displayed in the columns Valid from – Valid to. In addition, the validity is shown by means of a traffic light symbol.

The individual traffic light symbols are displayed for the following conditions:

• Red light: The validity period has expired.
• Yellow traffic light: The validity period expires within one month.
• Green light: The document is still valid for more than one month.
• Grey traffic light: The document has been archived, the validity period is no longer relevant.

In the customer and supplier management, you can also look up organizations to which a document has been assigned in the Documents tab to see whether the organization has already confirmed or rejected the document.

Automatically attach files to orders

File attachments from your own documents can be automatically attached to purchase orders, depending on the supplier.

To be able to use this function, you must first activate the option Automatically attach files to orders. In the Access field, you must activate the Internal and Assigned Companies option; under Assignment, you must activate the All Suppliers, Suppliers or Supplier Categories option.

The files are always attached to a purchase order if there is an assignment of the supplier to a document. The own document must be active and valid in the status.

The files are displayed in the purchase order in the Basic data tab under the heading Miscellaneous (external) in the field: External file(s).

The own documents are only added when sending and can also not be removed manually. Once the purchase order is in the approval workflow or has been sent directly to the supplier, the file is displayed in the External file(s) field.

Hinweis If you create a copy of an existing order by clicking on the Copy record button, your own documents will be appended again automatically. In this case, please delete the duplicate before sending it.

Received documents

Under Document Management → Received Documents you can see documents that have been assigned to you by one of your customers or suppliers in Onventis.

The validity of the documents is displayed in the columns Valid from – Valid to. In addition, the validity is shown by means of a traffic light symbol.

The individual traffic light symbols are displayed for the following conditions:

• Red light: The validity period has expired.
• Yellow traffic light: The validity period expires within one month.
• Green light: The document is still valid for more than one month.
• Grey traffic light: The document has been archived, the validity period is no longer relevant.

To open the documents click on owner, number or title in the desired line. In the new window you can open and save the desired document.