Creditors Document Manager

Please revisit this page on 31 March 2022  to see the latest version of the User Manual. Thank you for your patience.

The Creditors Document Manager is used to store any Creditor Documents for example Creditors Invoices. This will allow the user to go back and open them if needed.

The user will be able to book New Documents for example files or images. If any of the Documents change, the user can book in the Revised Document. The Document Manager will keep a record of all the Documents and Images that are being uploaded. 

Storing the Documents electronically will help free up space in the Practice and protect the Documents from data thieves, break-ins or loss of hard copy Documents due to a fire.

  • The contents of this User Manual will consist of the following information:
    • Book New Document
    • Book Revised Document
      • Show Revisions
    • Documents Tab
    • Thumbnail Tab
    • View Document
  • Log In to the GoodX Desktop using your GoodX username and password.
  • From the Navigator, double click on the Creditors Module.


    • The Creditors screen will open.


    • On the Menu bar, click on the Lists menu.


      • From the Lists sub-menu, click on the Creditors option.


    • The Creditors Input Screen will open.


    • Search for the correct Creditor from the list of Creditors. The search will only work once the first two characters of the Creditors name is typed into the search box. 


    • Select the correct Creditor from the list of Creditors, on which the documents will be viewed or uploaded.


    • Click on the Documents button to book a New Document at the bottom left corner of the screen.


    • The Document Manager screen will open.



    Book New Document

    • The user will complete the following information to book in a New Document:

      • Click on the yellow file button to book a New Document OR


      • Click on the camera button to book any Images/Photos.


        • The Open screen will open. 


          • The user can search for the document in the Computers folders to book in.


        • Select the Document to book. 

      • Click on the Open button.


          • The Document name and path will display as follow in the File to book in the field.


      • Click on the (+) Book new document button after the Document was selected to book the Document into GoodX.


        • The new document will display under the Documents tab on the Document Manager screen.



    Book Revised Document

    The user can book in the same document again if there were any changes made on the document. The user will use the Book Revision function for this purpose. This function is also used when documents want to be reviewed and updated to a newer version. 

    Please Note: Refer to the Book New Document section to follow the steps on How to book in a Document.

    • Select the correct document that needs to be reviewed from the list of documents already loaded onto the Creditor's Document Manager.

    • Click on the Book Revision button after the Document was selected to book the Revised Document into GoodX.


    Show Revisions

    • To view the Revisions, the user can use the Show all revisions option under the List Criteria section which is displayed in the top right-hand corner of the screen.
    • The List criteria will be explained below:


      • Process: In which document manager the document will be uploaded.
      • Document type: Type of the document that will be uploaded into the document manager, for example, Creditor invoice, Creditor document.
      • Tick the Show all revisions checkbox.


          • The system will display the original document that was booked (18) and the revised document (19).


            • Revision: The Revision field will display the id for the document that is generated by the system. 
            • Description: The Description field will display the name of the Document like it is saved on the Computer.
            • Extension: The Extension field will display the type of file that is booked. 
            • Date booked: The Date booked field will display the date and time the user booked the document into GoodX.
            • Booked by: The booked by field will display the user name that booked the documents into GoodX.
      • Click on the Refresh List button to refresh the list of documents if any changes were made/new documents booked.



    Documents tab

    After the Documents/Images was uploaded, they will display under the Documents tab on the Document Manager screen.

    • The following information will display under the Document tab:


      • List of documents: The Documents/Images that are booked will all be displayed under the List of Documents tab.
      • Drag a column header here to group by that column: The user can group the documents/images according to a certain column, for example, the user can group the documents according to the extension type or date they were booked in. 
      • Doc. id: The Doc. id field will display the id generated by the system for the document when it is booked. 
      • Latest Revision: The Latest Revision field will display the newest id for the document that is generated by the system. 
      • Description: The Description field will display the name of the Document like it is saved on the Computer.
      • Extension: The Extension field will display the type of file that is booked. 
      • Date booked: The Date booked field will display the date and time the user booked the document into GoodX.
      • Booked by: The booked by field will display the user name that booked the documents into GoodX.


    Thumbnails tab

    After the Images/Photos was booked, they will display under the Thumbnails tab on the Document Manager screen. Thumbnails are smaller versions of images/photos that are used to help users recognise and organise them. Thumbnails serve as an index for images.

    Please Note: Only Images/Photos will display under the Thumbnails tab. 

    • The following information will display under the Thumbnails tab:


      • The Image/Photo name and extension will display under the tab. The user can view the Image/Photo from this screen.


    View Document

    The user can View the Document/Image/Photo at a later stage after it was booked into GoodX.


    • Select the correct document that wishes to be viewed from the list of documents already loaded onto the system. 
    • Click on the View Document (Ctrl+D) button to view the Document/Image/Photo.


    View Image/Photo

      • A pop-up will open. The user needs to confirm how they want to open the file (in which program).


        • Select the applicable application and click on OK.

    View/Download and Print

      • A pop-up will open. The user needs to confirm How they want to open the file (in which program).


        • Select the applicable application and click on OK.
    • Click on the Print button to print out the List of Documents in *pdf format. 


    • Click on the Cancel button to exit and close the Documents Manager screen.

    • Click on the OK button to close the Documents Manager screen after the documents are booked. 



    Last modified: Monday, 28 February 2022, 1:25 PM