SourceDocs can be a real time saver and can allow you to save important documents to Buyers, Suppliers, PO lines, Shipping Docs and Items/Parts. In this learning path we will help you to understand how to gain value by using SourceDocs.
SourceDocs gives buyers and suppliers the ability to share documentation and picture files by attaching to companies, purchase orders, purchase order lines, and items. Suppliers can use SourceDocs to upload drawings, special instructions, and announcements. Once they are added, an email will be sent to the receipt. For example, if you have a design doc and product image that would be helpful to provide with a PO, you can attach these docs to the item and each time that item is added, your documents will be added as well. Best of all, these attachments can be accessed and organized from your SourceDocs library.
Let’s Take a Look
There are a couple of ways that you will see SourceDocs as you navigate the PO application.
From your Account Details
You can see all of your SourceDocs by clicking on the little arrow next to your name in the top right-hand corner and choosing "SourceDocsTM"
From here you will see a listing of all documents that are being used in the application
From the PO Views
You can get to the PO views by clicking "Purchase Orders" at the top of the page. From there, available SourceDocs will appear in the PO Column, next to the PO number as a paper clip. When you click on the paper clip it will open a new window with your attachments.
Attachments that have been shared with you will appear in the Incoming Docs module at the top of your platform screen.
What Can I Do?
There are some different ways that you can interact with SourceDocs based on whether you are wanting to make the same changes to a lot of documents or just need to make updates one document at a time.
Valid document types:
jpg, jpeg, gif, png, pdf, xls, doc, docx, xlsx, zip, rar, 7z, dwg, txt, idw, tif, dwf, slddrw, sldprt, dxf
File size limitations:
View the History of All Your Documents
Click the History option in the upper right-hand corner of the SourceDocs Library to review the entire history of uploads, deletions, and attachments in the SourceDocs module
Search for Documents
Type in a File Name, Description, or Tag in the Search boxes and click on the magnifying glass icon to search for a particular attachment in your library
Bulk Actions Across Multiple Documents
- Upload Attachments in Bulk - Sometimes it's easiest to drag and drop, with this method you can load all of your files in one movement
- Show Me How - Uploading One or Many Documents
- Attach Documents - Buyers and Suppliers can attach documents based on the actions they would like to perform.
- Buyers Can Attach Documents to - Suppliers | Items | PO Lines
- Suppliers Can Attach Documents to - Buyers | Items | PO Lines | Shipments
- Show Me How - Attaching Documents
- Detach Documents - If you need to remove the association created by attaching documents, it's as easy to un-attach documents as it is to attach them
- Show Me How - Detaching Documents
- Delete Multiple Documents - Want them gone forever, no problem, you can delete one or many documents at a time
- Show Me How - Deleting Documents in Bulk
Single Document Actions
- View Associations - See how the document is connected to buyers, suppliers, items, PO lines and shipments
- Show Me How - Viewing Associations
- Downloading Attachments - Allows you to download and view each attachment
- Show Me How - Downloading Attachments
- Acknowledging Attachments - Sometimes a buyer or supplier will request that you acknowledge seeing a document
- Show Me How - Acknowledging Attachments
- Edit the Document - This allows you to update the description and tags for a document, it will not allow you to replace the document
- Show Me How - Editing a Document
- Delete a Document - There is no undo, so make sure that you want to delete the doc
- Show Me How - Deleting a Document
- View the History for the Document - Need to understand what you document has been through, check out the history to better understand the life of your doc
- Show Me How - Viewing History