Working with the document list

By adding documents to SaldeoSMART, your accountant has faster access to your documents with which they can work. 

1. List of documents

1. To access the document list, select Documents from the main menu :

2. The document list contains a summary of all documents added to the application.

To view a specific document, select the month and year to which it was added and click the Show button.

2. Document list capabilities

From the Document List you can:

✅see a preview of the document with the possibility of editing it by clicking on the name, 
✅check the details of the contractor by clicking on their short name,
✅mark the document as paid,
✅download the file,
✅delete the document - the office client can delete the document if it has not been read yet, then the option "Delete document" will appear under the three dots button in the Actions column . In SaldeoSMART there is no folder or place where deleted documents would be stored.

3. Filters

The document list includes advanced filters that are designed to make working with documents easier. 

In the case of dates, mixed filtering can be applied, e.g. by both the issue date and the date added.

After you set your requirements and click Show, a list of documents that meet the conditions you specified is displayed.

4. Complete set of documents

If you have already added all documents to SaldeoSMART, you can mark the set of documents that you have above the list of documents. Thanks to this, your accountant will see on his side above the list of documents of your company information about the set of documents and additionally will receive a notification about this fact. 

5. Transfers

The automatic transfer generation option allows you to create transfer orders from the document list.

First, display the list of documents for which you want to prepare transfers and select the items for which you will generate transfers. 

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If the document does not contain the contractor's bank account number, complete it - the account is required.

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After selecting the selected documents on the Document List, click Generate transfers . You can generate a batch of transfers in PLN (Elixir) or in a currency (MultiCash). 

In the next step you will be redirected to the transfer order generation subpage:

So that you can generate transfers for documents:

• select the bank account from which transfers will be made,
• will determine the payment date on which transfers will be generated;
• specify for which transfers the selected payment date should be included
• decide whether the invoice should be marked as paid or not after the transfer is generated 
• decide whether to generate a split payment
• decide whether the White List should be verified by the bank

❗The Notes column contains information on whether the data required to make transfers is correct (if so, the message will be displayed in green). If there were errors in the document description (e.g. no bank account number or incorrect bank account format), information will appear that the transfer is impossible (red message).

If you are ready, click the Generate selected or button Generate all

A list with a Transfer Summary will be displayed . To download the file with transfers that you import via your bank account, click Download and save the file with transfers to your disk.

You can then log in to online banking and import your transfers.

6. Operations on the document list

Above the list proper there are several options available for documents.

In this place you can:

• Edit: change selected documents by marking them as paid,
• Download: download documents to Excel, ZIP, CSV, items to CSV, KSEF XML to ZIP,
• Read: read documents collectively by selecting the appropriate cutting policy. This option will be available when the office administrator grants permissions,
• Generate transfers: create transfer orders from the document list,
• Check with the Ministry of Finance: check the account and VAT taxpayer status,
• Summary: see a summary of the values ​​from the documents - the total net value of the documents, the amount of VAT and the value to be paid for each currency separately.

7. Document list appearance

You can customize the document list view as you wish.

You have the option to choose between a compact, compact layout and a comfortable layout.

To enable any of them, use the buttons on the right side of the screen:

In the compact layout, the size of the texts contained in the list (data from documents, column names, etc.) is smaller, which eliminates the need to scroll the view horizontally when working on screens with lower resolutions.

You also have the option to customize the column layout in the document list to your needs:

After clicking the Columns button , you can deselect any number of columns - they will stop appearing on the list until you select them again. If you only want to move a column on the list, click the six-dot symbol and, holding the left mouse button, move the column up or down (the position on the list will change on the left-right axis). You can also restore the default column settings at any time by clicking the button at the bottom of the list 

The column settings are remembered by the browser, so they will not be deleted when you close the program.

 You can anchor the list header, meaning that it will always be visible in the same place.

This makes it very easy to browse the list of documents. To pin, select the pin icon. To unpin, click the icon again.