Action - Document Configuration
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Document Configuration Utility.
Before you start using any Document Entry module, you can configure it as per your requirements by making customizations. AlignBooks supports default configurations of the same but you can easily change to meet your requirements.
To make customization, click on 
tab of respective document. A new window will appear on the right side of your screen which contains the following options;
1. General: Under this field select master document (if it exists) from the drop down list and create a link to this document. This will enable auto pull of the required information. Parent Document is a base or an initial document which helps to avoid the repetition of data punching and saves time and efforts.
For Example: If you are preparing a Sales Debit Note you must have prepared a Sales Invoice. At the time of preparing Debit Note, if you select Sales Invoice as parent document, you will be asked for reference of Invoice and all the values from that Invoice will be auto fetched by the system for preparing the Debit Note and you could make the necessary changes desired. This option helps eliminate the errors and also reduce the time and efforts substantiating our belief “work smarter, not harder”.
Click on 
to save the configuration selected by you.
Click on 
to hide the option.
2. Numeric Configuration
Under this section you can configure your document numbering system and identify different series you would like to maintain for these documents.
Numeric Series: Select from the drop down how you would want to maintain the document numbering. if you would like to maintain consecutive series select “Auto”. Alternatively, if you would like to enter manual series then choose “Manual”.
Reinitialize Series: Select from the drop down the interval at which you would like to restart your document numbers. i.e. to start document series again from “1”. You can select, monthly, yearly or never as an option.
Prefix: Select from the drop down how you want the system to identify the prefix. If you prefer the system to generate Auto Prefix based on criteria given by you select “Auto”; else to decide your own prefix Select “Manual”. If you do not wish to maintain any Prefix, select “Not required”.
Auto prefix can be generated either based on location or based on document category.
Default Prefix:
If your “Prefix” option selection is “Manual”, then you can Enter a default prefix here, if Prefix defined not exist then system will generate the new prefix.
No of Digits:
Enter the Number of Digits for the Number part of Voucher Number. You can enter any number of digits from range of 3 - 6.
Auto prefix based on:
If your “Prefix” option selection is “Auto”, then select from the drop down on how you want to generate the prefix. You can keep this based on “Location” or “Document category” or “Counter”.
Click on to save the configuration selected by you.
Click on to hide the option.
3. Email / SMS :
If you want to fire an Email and / or an SMS to your customer, you can configure the Email / SMS menu from this option;
Email Configuration
Alignbooks gives you the flexibility to send alerts via emails when you create, edit and approve an entry. You can define your own template for each entry separately.
Select from the drop down “Auto Email on”;
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Create; If you would like to send email when you create new entry.
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Edit; If you would like to send email when you edit an entry.
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Approve; If you would like to send email when you approve an entry.
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All; If you would like to send email when you create / edit /approve an entry.
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Not Required; If you do not wish to activate this option.
Subject : Here you may add a default subject on the email to be sent. You can modify this at any point of time.
Message: Here you may add a default message covering the body of the email to be sent. You can modify this at any point of time.
CC: You may add CC (Carbon copy) under this field by simply adding an email id. You may add any number of email ids.
BCC : You may add BCC (Blind Carbon copy) under this field by simply adding an email id. You may add any number of email ids.
Attachment: If you want to attach print out of document with the Email, Select Attachment from the drop down list or select Link if you want to send the link of the print out of document with the Email. The document format attached/link will be Default format selected in Print Configuration of entry. If you do not wish to activate this option Select Not Required.
SMS Configuration
Alignbooks gives you the flexibility to send alerts via emails when you create, edit and approve an entry.
To configure
Select from the drop down “Auto SMS on”;
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Create; If you would like to send SMS when you create new entry.
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Edit; If you would like to send SMS when you edit an entry.
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Approve; If you would like to send SMS when you approve an entry.
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All; If you would like to send SMS when you create / edit /approve an entry.
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Not Required; If you do not wish to activate this option.
Message: Here you may add a default message covering the text of the SMS to be sent. You can modify this at any point of time.
Fixed Numbers (if any): Here you may add all those mobile numbers, you wish to send the SMS alerts.
Click on to save the configuration selected by you.
Click on to hide the option.
4. Approval Configuration
You can create work flow in the system and grant approval rights up to two level for the newly created or edit of an existing entry by relevant approving authority.
To configure;
Select from the drop down “Approval Required”;
Choose “Not required”, if you do not wish to have approval process;
Select “OneLevel”, if you wish to have single approving authority;
Select “TwoLevel”, if you wish to have dual approval authorities.
Auto Approval if Amount Limit: To fasten up the work flow, you may input a value in auto approval whereby no approval would be required if the amount is below the specified limit. If you want to adopt such practice you can easily define a monetary limit for a document type. For example auto approve if amount is <= 1,000/-. In this case documents valuing in excess of 1,000/- only will go for approval based on your selection level for approval required.
User at Level 1 : Select from drop down the user name that you would like to give the authority of 1st level approval.
User at Level 2 : Select from drop down the user name that you would like to give the authority of 2nd level approval.
Click on to save the configuration selected by you.
Click on 
to close the configuration window.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
