Document Configuration:
Before you start using any Document Entry module, you can configure it as per your requirements by making customisations. AlignBooks supports default configurations of the same but you can easily change to meet your requirements.
To make customisation, 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”.
Reinitialise 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.
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”.
Click on 
to save the configuration.
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 estimate.
Select from the drop down “Auto Email on”;
Create; If you would like to send email when you create new estimate
Edit; If you would like to send email when you edit an estimate
Approve; If you would like to send email when you approve an estimate
All; If you would like to send email when you create / edit /approve an estimate
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 estimate document with the Email, check on the box next to the attachment. The document will be attached in the mail system in a default format.
SMS Configuration
Alignbooks gives you the flexibility to send alerts via emails when you create, edit and approve an estimate.
To configure
Select from the drop down “Auto SMS on”;
Create; If you would like to send SMS when you create new estimate
Edit; If you would like to send SMS when you edit an estimate
Approve; If you would like to send SMS when you approve an estimate
All; If you would like to send SMS when you create / edit /approve an estimate
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 “Save” 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 estimate 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 1st level approval.
Click on 
to save the configuration selected by you.
Click on 
to close the configuration window.
Click on estimates through sales module.
You have three ways to prepare a new estimate;
If you have data in an Excel Format, Import data and make the required changes.
Schedule a Document:
If you want to prepare same document with same details repeatedly on any fixed interval, you can create a Schedule for that document and the document will be posted in “Post Recurring Module” of Alignbook. From list of post recurring you will be able to post the document on a Click without undergoing pain of preparing the document again and again. Also this will work as a reminder for you.
Let us understand how we can create a Schedule.
When you will create a new document from any module like Sales, Purchase, Finance etc., you will find “Schedule” icon situated on bottom right corner of that Document.
Once you create a new document, click on “Schedule” to create a Schedule for that Document the system will prompt for schedule details.
Description : Type a Reference Description for you Identification
Interval : Select the frequency of recurrence i.e. Daily, Weekly,Monthly or Yearly.
Start Date : Enter the Recurrence Start Date
End Date : Enter the Recurrence End Date
If the Interval is “Weekly” The System will ask to select the day of week i.e. Monday, Tuesday etc. on which the document has to recur.
If the Interval is “Monthly” The System will ask to enter the day of month i.e. day 1 etc. on which the document has to recur.
If the Interval is “Yearly” The System will ask to enter the month and day of month on which the document has to recur.
Click on to save in post in “Post Recurring” module.
Click on 
to clear the values.
Click on 
to close the Schedule Window.
Print Utility :
Alignbooks provide you the facility to configure your document printing as per choice.
Configure : Click on “ “ aside “Print” Icon of the document, you want to configure, you will find three options:
Preview : Click on Preview to make a preview of the document to be printed.
Export : Click on Export to Export the document in any other document reader.
Configuration : Click on Configuration to Configure your printing setup
-
Enter a document header remark, if you with to print any.
-
Enter a document Footer remark, if you with to print any.
-
Select a Default Format from the drop down list
-
Enter default number of copies required to be printed
-
Check on box, if you want to print Location/Branch address on document.
Print : To print the Document, click on 
Icon.
-
Select a Print Format from the drop down list, the system will show default format set by you.
-
Enter the number of copies you want to print the system will show default numbers set by you
-
Click on “Print” to start printing.
-
Click on “Exit” when your printing is complete.
Import Utility:
While preparing a new document if you want to import data from an Excel Sheet, AlignBooks provides you the facility to so.
On the bottom right corner of every document created through Alignbooks, you will find Icon 
and 
.
Click on to download the Alignbooks Excel format for that particular document
Once you have data in AlignBooks Excel Format, you can Import these data to fill in this document.
Click on to Import Data and select a file from which Data is to be imported.
Open a Document
With this function of Alignbooks, you can open a document created earlier and can use the open document for the below mentioned activities
View : You can view the Information entered in the Document. Click on to close an open Document.
Edit : You can edit and change any value /details entered earlier. After making necessary corrections click on to save the new values.
If you have changed any Value or other details, you will need to Enter a Edit Remark at the Bottom of the Document to keep track of changes made by you and reason for changes made.
Delete : If an opened document is no more required, you can delete the same by Clicking on 
, The document will Permanently be deleted from yourrecords. If you delete a document, you will not be able to retrieve it again.
Cancel : If an opened document is not required for the time being but you do notwant to delete it permanently from your records, Click on .The document will be cancelled for all purpose but it will remain in your list for Restoration.
Restore : When you open a cancelled document, the 
button will be enabled.Click on “Restore” to restore a cancelled document.
History : When you open a Document created earlier you will be able to see the Document History at the Bottom of the document along with User Name, Date on which changes were made and Edit Remark etc..
To open an existing document, click on 
Icon of the Document, the system will ask for some parameters to display a list of documents created by you.
Location : Under this field you should select the location, if you are handling multi locations. System will ask for this information only if you have configured “Multi Locations - ON” in Configuration ->Company Setup->General Setup.
Period From : Enter a Date from which you want to view the list of Purchase Debit Notes.
Period to: Enter a Date up to which you want to view the list of Purchase Debit Notes.
Click on 
.
A list of Documents of that category for selected period will be displayed, with details of Document Number, Date, Party and Amount etc. along with option to Edit against all Documents:
Click on to view a Document. The Document will be opened in Edit mode and all details entered earlier will be displayed. You can choose your action with this document.
Click on 
to close the Open mode and return to a “New Document”.
Copy from a Document:
Under this section you can create a new document by simply copying the existing document of that nature; you may copy values/details from any other Document prepared earlier and make required changes in the new document. This will save your lot of time and efforts.
Click on 
, a new window will appear.
Under this section;
Enter the location (if Applicable) and the date range from which you want to pick a document to be copied then click . A list of existing Documents will appear. Click 
on it to select the document to be copied.
After making required changes, click on to save the new document.
If you want to clear all the values and want to Re-enter the values afresh click on 
.
