Registering a document adds a template to your contract. Using the contacts assigned to the particular contract, these documents can then be issued and response times tracked. This is particularly useful when issuing tenders, certificate of completion etc.
1. Ensure you are in Contract Management
2. Open the contract that you wish to register a document to.
3. For example select the contract 50 – Groundworks
4. Click on the Document Registration tab
5. From the column on the left, select which document you would like to create a template for.
6. For example we will select 018 – Project Registration
7. A box will appear asking where you would like to save this document. Save the file according to your business requirements.
8. For example, select C:\Zavanti ERP\Demonstration Document Register\
9. Click on the Register button
10. Enter the value for the contract
11. For example we will enter a value of $15,000
12. Enter a Response Required by Date
13. For example enter a date of 2 weeks from now
14. Enter a Subject for the template
15. For example enter a subject of [Registration of Industrial Shed Project]
16. Select your Supplier Company from the drop down box
17. Select Company 003 – Zavanti ERP Commercial Builder
18. If the system doesn’t do it automatically for you, select your Supplier from the drop down list.
19. Ensure the supplier Groundhogs has been selected. Notice that all the contact details for the supplier will have been updated, including a contact name if specified in the Accounts Payable module.
20. To add more recipients to this document, click on the CC: button.
21. For example we will add Joe Bloggs as a recipient.
22. Highlight the recipient in the left column and click on the CC: button. This works the same as an email where you can directly address the email to a recipient, or add them as a carbon copy (cc). For example click on CC:
23. Click on OK to add the contact to the document.
24. Notice that the contacts details now appear in the box next to the CC: button.
25. Click on Open to merge the fields to your template
26. Click Yes to the merge notification message
27. The Project Registration document will appear with the merge fields. In Microsoft Word click on View, Toolbars, Mail Merge to bring up the mail merge toolbar.
28. Click on the <<ABC>> button to view the results.
29. Please note that customised templates can be set up in Microsoft Word.
30. Close the document without saving the changes.
31. Click OK in Contract Management to save the contract.