Document Imaging in Smart-iT

The Document Imaging system standardizes how electronic files, receipts, and images are captured, archived, and referenced across various application modules. Digitizing these source documents reduces reliance on physical filing systems and creates an immediate audit trail attached directly to ledger entries.

System Specifications & Constraints

•File Volume: Unlimited. You can link an infinite number of images or files to a single record.

•Supported File Formats:

•Images: .jpg, .jpeg, .png, .bmp

•Documents: .doc, .docx, .xls, .xlsx, .pdf

Part 1: Module Entry Points

The Document Imaging configuration panel is accessible across the software. Depending on the module, the feature is initiated via a dedicated Doc. Image menu button or an inline Doc/Images data column:

Part 2: Capturing and Uploading Files

Clicking any of the entry points above initializes the Document Images Workspace.

Managing Images and Documents in Smart-It

Adding An Image -- Methods

You can import files into the active workspace using four primary methods:

1.File Selector:Click the File button to open the local operating system file explorer and browse to your file..

2.Clipboard Injection: Copy any image copy to your operating system clipboard, then click the Clipboard button to paste it directly.

3.Direct Scanning: Click the Scan button to pull an image directly from a locally connected hardware scanner or multi-function printer.

4.Drag & Drop: Drag a file directly into the “Drag/Drop File Here” section of the form.

Part 3: Unassociated Documents (Bulk Scanning Workflow)

Unassociated Documents are scanned files that have not yet been linked to a specific transaction or entry. These are useful when documents are received ahead of time and need to be attached later (e.g., scanned supplier invoices awaiting journal processing).

How to Process and Link Unassociated Files

1.Go to: Company > Extra > Scan Documents.

2.Click the Unassociated Documents dropdown menu to review the unlinked file queue. Select the document you intend to process.

3.Preview the document.

4.Click the Associate button to link it to a journal entry.

This workflow is ideal for accounting teams who scan in bulk, then tag documents later during processing.

Part 4: Canvas Management & Context Menus

Right-clicking on any image thumbnail inside the Document Imaging Form displays advanced utility settings:

Layout Ordering

•Move Up / Move Down / Move Top: Changes the display order of attached files.

Note: The file placed at the Top of the list acts as the primary system thumbnail. This image will automatically render inside the Quote layout, Item Lookup cards, and stock search views.

Database Optimization

▪Optimize Scanned Document: Compresses massive, unoptimized high-resolution scanned images down to an efficient database storage footprint without destroying legibility.

Pro Tip: To compress files in bulk rather than individual records, navigate to the batch management utility at: Company > Extra > Document Image Lookup.

SCRI Bot Routing Rules: Intentent Mapping