Documents - Managing original PDFs by document type

DMF 090171 ADMINISTRATOR SETUP SET UP ORIGINAL PDF MANAGEMENT

The setup of original PDFs by document type is used to define if an original PDF must be created or if it is required for the following management objects: expense reports, sales and purchase invoices and credit notes.

For the relevant management objects:

  • the original PDF can be required to be able to bill an expense report or book a purchase invoice or credit note;
  • the original PDF can be automatically created when billing an expense report or booking a sales invoice or credit note;
  • the original PDF can be automatically sealed using a RGS*-type certificate.

The setup of original PDFs by document type can be accessed from General setup > Documents > Manage original PDF by document type.

The setup screen displays the setup for the company of the connected user. Original PDFs can also be set up for the ***** company so the setup is available for all companies.

Expense reports

The When billing the expense report: section is used to manage original PDFs and the sealing for expense reports:

Field Description
None Select this option if there is no need to create an original PDF or to check if one exists.
Generating original PDF

Select this option to automatically generate the original PDF when an expense report is billed.

When this option is selected:

  • the expense report can only have one original document;
  • the original document is generated when the expense report is billed (including by going to Edit > Bill and print expense report);
  • the Merge receipts box (only available for the Generating original PDF option) is checked by default when billing one or multiple invoices.
Check existence of original PDF

Select this option to check if there is an original PDF when an expense report is billed.

When this option is selected:

  • the check is made when the expense report is billed;
  • if there is no original PDF, the expense report cannot be billed;
  • the expense report can have multiple original documents;
  • when a PDF document is linked to the expense report, a pop-up offers to add the document as an original PDF.

Note

This option does not affect intra-group rebilling of expense reports.
Sealing

Check this box to sign the original PDF using a security certificate set up on the server.

Reference

For more information about the sealing of the original PDFs, refer to Setting up the sealing of original PDFs.
Lock other linked documents

This box is only displayed if the Generating original PDF option is selected.

If this box is checked, the other documents linked to the expense report will be automatically locked so they can no longer be modified or deleted.

Sales invoices and credit notes

The When booking the sales invoice / credit note: section is used to manage original PDFs and the sealing for sales invoices and credit notes:

Field Description
Generating original PDF

Select this option to automatically generate the original PDF when a sales invoice or credit note is booked.

When this option is selected:

  • the invoice or credit note can only have one original document;
  • the original document is generated when the invoice or credit note is booked and/or is printed (and only at this moment).
Sealing

Check this box to sign the original PDF using a security certificate set up on the server.

Reference

For more information about the sealing of the original PDFs, refer to Setting up the sealing of original PDFs.
Lock other linked documents

This box is only displayed if the Generating original PDF option is selected.

If this box is checked, the other documents linked to the invoice or credit note will be automatically locked so they can no longer be modified or deleted.

Purchase invoices and credit notes

The When booking the purchase invoice / credit note: section is used to manage original PDFs and the sealing for purchase invoices and credit notes:

Field Description
Check existence of original PDF

Select this option to check if there is an original PDF when a purchase invoice or credit note is booked.

When this option is selected:

  • the check is made when the invoice or credit note is booked;
  • if there is no original PDF, the invoice or credit note cannot be booked;
  • the invoice or credit note can have multiple original documents;
  • when a PDF document is linked to the invoice or credit note, a pop-up offers to add the document as an original PDF.
Sealing

Check this box to sign the original PDF using a security certificate set up on the server.

Reference

For more information about the sealing of the original PDFs, refer to Setting up the sealing of original PDFs.

Akuiteo enables you to seal original PDFs electronically using certificates of the RGS* type. Sealing a document ensures the document has not been modified or altered since its creation and since its sealing.

Enable the DOC_ORIG_CACHETAGE application control to activate the sealing and display the Sealing and Directory fields in the Manage original PDF by document type setup screen.

Akuiteo has its own RGS* certificate that is provided directly with the Akuiteo source files.

If you want to use your own RGS* certificate, add the following environment variables in the Tomcat server's setup:

  • pdf.sign.pfxfile - path to the pfx file containing the certificate to sign PDFs
  • pdf.sign.pfxpassword - password of the pfx file

In the Manage original PDF by document type setup screen, the sealing can be set up for the following document types: expense reports, sales invoices and credit notes, purchase invoices and credit notes.

Fill in the following fields:

Sealing

Check the corresponding box for each document type in order to sign the original PDF using a security certificate set up on the server.

The sealing of the document happens when the PDF is marked as an original:

  • For expense reports, it is the report of the expense reports receipt associated with the purchase invoice and marked as an original that is sealed. To automate this process, check the Generating original PDF box for expense reports in the original PDFs setup.
  • For sales invoices and credit notes, the document is sealed when it is marked as an original.
  • For purchase invoices and credit notes, the document is sealed when it is marked as an original. This is done manually for purchase invoices and credit notes and only the originals received by suppliers and added to linked documents can be sealed.

Note

Once the sealing is activated, all objects marked as originals are automatically sealed. However, objects marked as originals before the sealing is activated cannot be sealed automatically: you will have to manually mark them as not original then as original again. For more information, contact your Akuiteo project manager.

Sealed documents can then be archived.

Note

For expense reports, if you want to archive the expense report receipts, you must mark as an original the report of the expense receipts associated with the purchase invoice that includes all the expense report receipts and check that the report includes rebillable and non-rebillable expenses.

Reference

For more information about archiving sealed documents, refer to the Arkhineo batch.
Directory

This field is only displayed if the Sealing option is checked. This field is optional and defines the location where sealed original PDFs are stored for each document type. If no directory is specified, sealed PDFs are stored in the document warehouse.

All documents generated by or created in Akuiteo are stored in a global warehouse of documents. If the sealing is active and a Directory is specified, the documents are now stored and searched in the specified directory.

Important

When a Directory is specified, the documents stored in the warehouse must be moved to the relevant directory for the document type. To do this, create an assistance issue for Akuiteo or contact your project manager before specifying this directory.