The File Management system is a central store for every document in the ERP. Its single-file, multi-link design means one upload can be attached to many transactions, customers or employees without a second copy ever being stored — so a receipt linked to five invoices still costs you one file's worth of space.
Where to find it
Open the Files module, or the Attachments section inside any transaction view.
The File Manager Interface
| Feature | What it does |
|---|
| Categorized Browsing | Files are grouped into folders by origin — Sales Invoices, Purchase Orders, Expense Vouchers. |
| Entity-Specific Storage | Dedicated sections for non-transactional files: customer and supplier profile images, and employee records such as ID proofs, licences and family documentation. |
| Frontend & Media | A folder for website assets — logos, banners, loaders — pulled straight into the page builder. |
| Smart Previewer | Images and PDFs open in the browser in Quick View or Full View. Word, Excel and PowerPoint open through an integrated previewer, so nothing has to be downloaded to be read. |
How to Upload and Create Folders
| Action | How it works |
|---|
| Drag-and-drop uploads | Drag files into the upload zone. Assign the Transaction Type during upload so the file lands in the right directory. |
| Custom folders | For general documents such as lease agreements or tax certificates: click Upload New File, choose New Folder in the folder dropdown, and type the name. |
You cannot create an empty folder. At least one file must be uploaded as the folder is created — so have the first document ready before you start.
Efficient File Reusage (Linking)
| Behaviour | What it means |
|---|
| Linking to transactions | On an invoice or order, use Choose to pick a file already in the manager instead of uploading it again. |
| The one-to-many rule | One payment receipt can be linked to several invoices. It appears in each invoice's folder, but only one physical copy exists on the server. |
| Cross-folder references | Move a file from a custom folder to a transaction and it stays visible in both. Its size counts once towards your usage. |
AI Document Scan
Upload a supplier invoice, receipt or business card and the system reads it, extracts the data and pre-fills the matching entry form. It removes the re-keying step between a document arriving and a transaction existing.
Running a scan
- Open the file and choose Send to AI (scan & extract). Images and PDFs only.
- The AI Document Scan panel opens with what it read.
- Check the extracted data, then click Review.
- The scanned document appears on the left and the pre-filled entry form on the right.
- Verify against the document, correct anything, and submit the form.
You always submit the form yourself. The scan pre-fills, it does not post — which is the point, because an extraction read from a creased photograph should be checked by someone before it becomes a transaction.
What it extracts
| Field | What it reads |
|---|
| Party | The other side of the document — the vendor on a supplier invoice, the customer on your own invoice, the person on a business card — with their tax number, phone, email and address. |
| Document | Number, date, due date, currency, subtotal, tax and total. |
| Lines | Each line item with description, item code, quantity, unit, price and amount. |
| Confidence | How sure the extraction is, from 0 to 1. |
Document types and where each one goes
| Document type | Form it pre-fills |
|---|
| Supplier invoice | Purchase Invoice. |
| Purchase order | Purchase Order. |
| Customer invoice | Sales Invoice. |
| Sales order / Delivery note | Sales Order. |
| Quotation | Quotation. |
| Business card | New Supplier or New Customer form. |
| Receipt, Bank statement, Other | Extracted and stored, with no automatic target form. |
If the type is wrong, change it in the dropdown rather than re-scanning. Re-typing rebuilds the matches and the target form from the stored extraction at no AI cost; Re-scan runs the AI again and consumes credit.
How it matches your data
| What it matches | How |
|---|
| Supplier or customer | By name, then by tax number, against your existing records. |
| Line items | By item code first, then by description, against the item master. Matched lines are marked; unmatched ones are flagged. |
Values shown in red were not carried into the form and must be entered by hand before submitting. Totals and tax are deliberately left to the entry form to compute, so they follow your own tax setup rather than whatever was printed on the document.
Which side of the document you are on
The scan knows your company name, so a bill addressed to you is read as supplier-side and the party is the vendor; a document you issued is read as customer-side and the party is the customer. This is what stops a purchase invoice being pre-filled as a sale.
Scanning on upload
AI-scan documents on upload runs the scan automatically as files arrive, so a batch of invoices is already extracted by the time you work through them.
Limits and cost
| Point | Detail |
|---|
| File types | JPG, PNG, GIF, WebP and PDF. Other formats cannot be scanned. |
| File size | Large images are resized automatically; a PDF over the limit is rejected rather than truncated. |
| Cost | Each scan consumes AI credit. Results are stored, so reopening a scanned file costs nothing — only Re-scan does. |
Privacy and Visibility
| Control | Effect |
|---|
| Visibility Switch | Sets a file Private or Public, from the file sidebar. |
| Secure storage | Sensitive documents such as payroll detail and employee family data are only reachable by users with permission for those modules. |
Management Tools
| Tool | What it does |
|---|
| Infinite Scrolling | A Load More approach keeps the page responsive with thousands of files. |
| Filter Type | Narrows to images only, documents only, or one transaction type. |
| Storage Health | A summary of file count and disk space used, for watching your storage limit. |
Important Note
Because one physical file can be linked in several places, deleting it removes it everywhere it appears. Unlink it from a transaction if you only mean to detach it from that one document.
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