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The integration with Cegid Docs aims to ensure compliance with legal and taxobligations, as well as simplifying and automating document processing.
This integration supports:
centralised models, which utilise themodules for Purchasing, Sales, Payments and Receipts, Cash and Banks,Internal Documents, Inventory and Accounting;
the most flexible working models, in which only certain modules are used, such as Inventory, Sales and Current Accounts, with the accounts managed on a decentralised basis by an external accountancy firm.
Implementation
Cegid recommends an implementation organised into folders and document flow control supported by document statuses.
Folder Schemes
Module | Smart Folder | Name EN | Name ES | Name PT | Category |
Sales | Sales | Sales | Sales | Sales | Sales, MovementOfGoods, WorkingDocuments, Others |
Purchases | Purchases | Purchases | Purchases | Purchases | Purchases |
Accounting | Accounting | Accounting | Accounting | Accounting | Others |
Current Accounts (Receivables) | Receivables | Receivables | Receipts | Receipts | Receivables |
Current Accounts (Payments) | Payments | Payments | Paid | Payments | Payments |
Treasury | Banks | Banks | Banks | Banks | Banks |
Internal | Others | Others | Others | Others | Others |
Inventory | Inventory | Inventory | Inventory | Inventory | Others |
Document Status
Identification | Status | Description |
3 | New | Default status assigned to documents entered directly into Cegid Docs. This status indicates that the document has not yet been linked to the corresponding document in ERP Evolution. |
4 | Archived | Final status of a document. A document in this state has already been processed for accounting purposes. |
5 | In preparation | The document has already been processed in ERP Evolution in the source module (Purchasing, Sales, Banking, etc.), but has not yet been accounted for. |
13 | Pending status | The document is a draft. The attached PDF or image is not the final document.For example, a credit note that has been sent to the customer and must be returned with a signature. In such cases, when the document is received and linked to the Evolution ERP document, its status is changed to In preparation. |
33 | Reversed | Document already posted, but which was subject to a reversal. |
8 | Inactive | Represents a system state. |
Configuring Document Series
In ERP Evolution, you can configure document series integrated with Cegid Docs via the tab of the same name.
To configure a series to integrate with Cegid Docs, follow these steps:
For example, go to Marketing and Sales | Sales | Resources | Tables | Sales Document;
Select the type of document to configure;
On the Series tab, select the series to configure;
In the Cegid Docs tab, enable the >Integrate with Cegid Docs;
Ensure that the option print-based Document is enabled in scenarios where the document to be digitally archived corresponds to the internally generated document (print):
Enable this for customer invoices, as the document to be archived is the one generated by the printout;
Do not enable for credit notes, as these must be authenticated by the customer after printing and only then archived;
Do not enable for documents whose print to be included in the digital file must originate from another entity, as in the case of purchases, since the document to be archived will be the one sent by the supplier;
Configure the Cegid Docs folder where the document is to be archived;
If you are configuring a Purchasing document, set the Tax Type in Cegid Docs. In the other modules, such as Sales and Receipts, the document’s tax type will be used for this purpose. In modules where this setting is not available, the document classification in Cegid Docs will be Other.
Link documents
Documents can be linked in two ways:
Link a document from your hard drive: when you already have the document on your computer, such as a purchase invoice or a bank statement, the document is entered in the relevant module by attaching the file via the Attachments tab;
Linking a document previously saved in Cegid Docs: in the case of a purchase invoice or bank statement that has already been scanned and archived in Cegid Docs, the document is entered in the relevant module by linking the document already available in Cegid Docs via the Cegid Docs | Link document menu.
If the entity has not been previously defined in the editor (for example, in the Purchasing module), when accessing the Link Documents screen and selecting a document with QR Code that was correctly read during the upload process to Cegid Docs, the application will validate the existence of the entity in the relevant table (in this example, suppliers):
if the entity does not yet exist in ERP Evolution, a button labelled Web Data Query is available next to the VAT No. field, which allows you to create the entity via a form. Once you return to the editor, the newly created entity will be selected automatically. Additional information, such as payment terms, payment method and other supplementary details, must be entered manually;
if the entity already exists, the system selects it automatically. If there are multiple entities with the same VAT number, a list of records for that VAT number will be displayed so that you can select the correct entity.
If you access the Link Documents screen with an entity already selected in the editor:
only documents relating to that entity will be submitted;
it will not be permitted to link documents whose VAT number does not match that of the entity defined in the editor;
in the event of a discrepancy regarding the Document Total, VAT Base or Date, a warning message will be displayed. However, this discrepancy will not prevent the document from being linked.
To view documents without metadata, you must enable the Show Documents without Metadata option on the Link Documents screen.
Please refer to the following article to find out how to upload a document to Cegid Docs in advance or send it by email:
