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Document Management

  • 1.  Document Management

    Posted 24 days ago
    Hello

    I am looking for feedback of business' using gp's document management, pros/cons, specifically for invoicing but other uses as well. We currently use a 3rd party for this but looking to potentially bring back within GP to save or minimize steps especially for approvers outside of the organization.

    Thanks
    Alicia

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    Alicia White
    Papa Murphy's
    Vancouver WA
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Document Management

    GPUG ALL STAR
    Posted 23 days ago
    @Alicia White,

    As an appreciator of Papa Murphy's pizza, I thought that I just had to respond!

    Your question is a little vague. That is, "GP's document management" isn't specific. Are you talking about GP Workflows​? Based on what you said about "approvers outside of the organization," I guessed that that is what you meant. Or is it scanning accounts payable invoices into GP? Is that what the 3rd party does for you?

    Enquiring minds!

    Sincerely,

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Document Management

    Posted 23 days ago
    :-) Who doesn't love pizza!!

    We haven't started using the Invoice Approval WF yet, but it is on the list of things "to do". We are using a 3rd party doc management tool to store our invoices currently and manually getting approvals for invoice payments. The 3rd party tool requires additional logging in and setup, special mail box, separate login for the tool, etc.
    I think I was actually able to find some documentation on the GP Doc Attach feature late yesterday, so would like feedback on pitfalls of using the GP Doc Attach. Some of those that I have seen is you cannot limit what type of files you are allowing to be attached, there is no scanning for virus or corruption prior to uploading, you can limit size but it looks like it might be total size in the database and not individual file size? The only way to look at the documents is from the master record or invoice within GP there is not separate document search, etc.
    I believe the document can be sent as an attachment with the workflow so this would eliminate them having to login to a system, however does the document pass to all approvers, meaning if the level 1 approver approves the document, does the level 2 approver also get the attachment. I thought I was reading where this doesn't always work in a couple GP issue logs?

    Thank you for any input!!
    Alicia

    ------------------------------
    Alicia White
    Papa Murphy's
    Vancouver WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Document Management

    GPUG ALL STAR
    Posted 22 days ago
    @Alicia White,

    I'm going to have to defer to wiser heads than mine on your question. (Hey! Wiser Heads! Chime in!) You already know way more than I do about document attach in GP.

    The reason that there are those 3rd party document management/workflow apps​ is to overcome or supplement the limited capabilities of GP in that area... but all of them require their own setup, maintenance, and workflow processes, oftentimes separate from the GP environment. They have their own way of doing things, too. Our company has looked at several of those products, but we haven't made a decision yet, mainly, I think, because of the extra time it would take with a very limited staff to completely alter our current processes.

    Good luck!

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Document Management

    GPUG ALL STAR
    Posted 15 days ago
    Hi Alicia,
    May we ask what the current document management system is that you're using right now ?
    I know that Kwiktag has a long history of embedding their tools into GP for document management and manages it completely outside of GP for storage, which leaves your companies sleek and lean. As Zubin said, this can quickly grow tremendously over the time and take up a significant portion of your space.
    Data compression isn't the big winner here, as GP takes all kinds of documents and 'dumps' them into SQL. There is no search capabilities, no indexing, nothing, nada. KwikTag scans every document in OCR mode and indexes its content to make it searchable across the whole system.
    You can limit in GP the size of the attachments, and that's per document.. not globaly per company. By default it's set to a way too big size and you shoudl definetly bring that down to avoid abuse if you decide to go this route.
    Hope this helps.

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Document Management

    GPUG ALL STAR
    Posted 14 days ago
    I forgot to mention that Kwiktag also offers in their solution a document management client outside of GP, which means you can also provide access to scanned documents to non-GP users (i.e. HR or Procurement).

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Document Management

    GPUG ALL STAR
    Posted 22 days ago
    Another warning about "rolling back" to GP's native doc attach: consider the volume of documents you will be storing.
    The documents are stored as blobs within the GP SQL database.
    One of our customers scanned W9s, Vendor setup forms, and Invoices for about 4-5 years.
    Their DB grew to 95GB in size.
    Their entire accounting system other than these attachments was only 5GB.
    Nightly backups were painful...
    so yes you can but you might not want to...


    ------------------------------
    Zubin Gidwani
    Founder
    Dynamic Budgets
    San Francisco-Bay Area CA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: Document Management

    Posted 15 days ago
    How am I able to determine how much of our GP SQL database is attributable to documents (attachments, scans, etc.), in terms of size?

    ------------------------------
    Aron Jurmu
    UPHP
    Marquette MI
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    Academy - Online Interactive Learning from Experts


  • 9.  RE: Document Management

    GPUG ALL STAR
    Posted 15 days ago
    @Aron Jurmu,

    I checked our own attachments table in GP (​coAttachmentItems). We use attachments only rarely, and there are only 56 of them, mostly PDF documents. Our coAttachmentItems table is 24.25 MB in size. So about 440 KB each.

    The CO00101 and CO00102 tables are the main reference tables in GP, with coAttachmentItems doing the heavy lifting of actually storing the documents in a table.

    Regards,

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: Document Management

    Posted 14 days ago
    We have been paperless for several years now and use MS 365 for most of our document storage..  A couple years ago we starting attaching pdf's to our transactions in Great Plains and have found it to be very useful when needing to look up information.  Since the backup information is readily available there is less interruptions from other members from our team .  We also attach our vendor documents, (W9, etc)   which has been useful in maintaining the accuracy of the information in our system. This also helps our comptroller with workflow approvals.  She can readily see what the transaction is and make any adjustments if necessary.   The downside is that it does take up space and there isn't a quick way to sort and search your documents.  For that reason I also keep a copy of the documents I've attached on my one drive.  Last year it was useful during our annual audit to readily have access to those documents.  For the most part it  I think it is a great feature to use.

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    Janet Schofield
    Accounts Payable Specialist
    Naval Aviation Museum Foundation
    ------------------------------

    Academy - Online Interactive Learning from Experts


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