Document Management

When using Xena, you can securely store your documents in the right place, precisely where you need them

 

Documents gathered in one place, yet sorted

You will quickly discover that in Xena, there is a document area almost everywhere, for example on Partners, on orders, on vouchers, and on articles. In other words, you have the option to save your documents where they belong.

If needed, you can create document folders on orders and projects to keep various document types separated and organized.

Downloading documents and document folders is easy, either individually using the three dots next to each document or by selecting multiple documents and downloading them as a zip file.

All documents you save in Xena are, of course, protected against unauthorized access, and backups are always available along with all your other data in Xena.

 

 

Relations on documents

All documents in Xena must have at least one relation, such as a partner, an article number, a voucher, or an order.

To see the relations for a document, open the document's details by clicking on it. Then, select the "Relation" tab at the bottom of the screen.

Every instance where the document appears in Xena is linked to one or more relation. For example, this document will be displayed in connection with voucher 4, order 200145, and partner 10036.

You can delete a relation via the relations menu, and you can manually create new relation by pressing the "Create Relation" button.

Here's how to delete a relation to a document in Xena

 

Here's how to create a new relation to a document in Xen

 

 

Version History

In Xena, you can save different versions of a document, so you can see what previous versions looked like. You always see the latest version of a document:

1. Click on the menu for a document and select 'New Version'
2. Find the document to be saved as a new version and press 'Upload'
3. To view previous versions, select 'Versions' in the document's menu

 

If you on the document choose the 'Versions' tab, you can also add a note to each version.

 

 

Connected to Dropbox

Xena is integrated with Dropbox. When you add a new document, you can select the 'Dropbox' tab.

1. Press the 'Select from Dropbox' button.
2. After logging in, choose the documents you want to import into Xena and authorize to close Dropbox again.
3. Once you're back in Xena, press the 'Copy Files to Xena' button.

 

 

Search for Documents

If you need to find a specific document but can't remember where in Xena it's stored, you can use the document overview to search for it. You can find it in the menu Ledger > Document Overview.

Here, you can search for document names or parts of document names. The search also includes the content of PDF documents and OIO invoices. For example, if you want to find creditor invoices where goods were delivered to a specific address, you can simply search for the address or parts of the address.

 

 

No more carrying boxes to the accountant

A voucher is, of course, a document of some kind, and the documen is the basis for your bookkeeping in Xena. When posting via voucher registration, the document is automatically saved to the voucher. If you post via ledger entry, you can manually upload documents to each line.

When your vouchers are linked to documents, all you need to "send" to the accountant for VAT reporting or year-end closing is an invitation to your Xena fiscal. submit' in connection with VAT reporting or year-end closing. No more searching for paper documents in folders - they are all electronically stored in Xena and accessible no matter where you (and your accountant) are located.

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