Features

Feature List

Online document search and display

As part of the document search and display, the system allows the user to select a specific document type from the online archive.  Depending on the security attributes of the user that has logged in, the application may allow the selection of a specific company and/or customer as criteria for document access. 

The following scenarios describe the types of user interactions that occur in the system:

1.1 External user access

In this scenario, a user outside the company accesses the system over a web-browser across the Internet. Upon accessing the system the user is presented with a login screen. The login screen is customized with the company’s logo and a welcome message that is edited in the configuration page of the application. The user then enters a pre-assigned username and password. If accepted, the user is presented with the “Document Search” screen.

Profits Plus™ supports multiple companies within each installation. Furthermore, it is possible that an individual user may have customer accounts at more than one company within a single installation. The application supports this possibility by allowing a single user account association with multiple Profits Plus™ companies. If this is the case, a user must select the correct company from the company list drop-down in the “Document Search” screen before proceeding with any search.

In the case of invoices or payments, the user selects a company if applicable, and may choose to change the default date range of the past three months before submitting the search. The system queries the database and presents the “Document List” screen which contains a list of the invoices or payments that fit the criteria specified by the user.

Each line in the list contains a visual indication as to the presence of an image file for that invoice in PDF format. If a document exists, the user can click a button that opens up a new screen that displays the corresponding image. Since the presented image is in standard web-browser screen, the user can now do whatever she pleases with this image such as printing, faxing or emailing it at this time.

Specifically for payment lookups, users are shown all the invoices that each payment that is recorded within that time period has paid. Each invoice can be viewed as a PDF document if one exists in the image folder. Finally, if a payment is made in the form of a check, as most payments would be, these can be scanned and also saved in a folder so that users can view those as well.

If the user selects statements, the date is not a relevant field, and when the search is submitted, a real-time view of the current statement of the account is presented. Statement views show exactly the same list of transactions in the screen as would be seen by the user if they performed a customer inquiry within the “Accounts Receivable” module in Profits Plus™. These transactions are typically invoices and payments. Just as in the case of the invoice look-up described earlier, all invoices that have valid PDF image files are indicated visually as links on the list entry. These links will also display the invoice images as described earlier.

1.2 Internal user access

In this scenario, a user within the company accesses the system over a web-browser across the Intranet of the company. Upon accessing the system the user is presented with a login screen. The user then enters a pre-assigned username and password.

If accepted, the user is presented with the “Document Search” screen. Since this is an internal user, the “Document Search” screen will be slightly different in that it will contain an area in which the user can select a specific customer record by name for a specific company in the Profits Plus™ system.

Before searching for a specific customer, the user must select the appropriate company from the company list if applicable.

A customer search is performed very simply by typing into the customer search text box. As the user starts typing, the system narrows down the corresponding choices until the displayed list is short enough for the user to select the correct customer. The list also displays the customer number to make the selection process simple and efficient.

Upon selecting the customer, the user selects the type of document to search for within a certain date range if applicable as in the scenario above for external users. From this point onward the two scenarios are the same.

On the “Document Search” screen, depending on the security attributes of the user, she may see three additional links:

1. MVSWeb Configuration
2. Missing Invoices 
3. User Administration

MVSWeb Configuration

An internal user with administration privileges can access this feature to manage the installation specific configuration details such as company lists, welcome message, company logo, and other technical specifications. An end-user does not require access to this part of the application which is typically not changed very frequently.

User administration

An internal user with administration privileges can access this feature to create and manage user records.

It is also used to manage the associations between user accounts and companies in the Profits Plus™ application.

User context recognition 

The system has the ability to automatically determine the context of the specific user logged in by using the data saved in the user administration module. This enables the “Document Search” screen to add the “Company Selection” and “Customer Search” areas as required.

Missing document notification

The system can optionally generate a daily report of all the invoices or checks that exist in the Profits Plus™ system but do not have a corresponding scanned image.

The notification is in the form of a text file attached to an email message. Users can specify the number of days in the past within which to look for missing invoice images.