Dynamics GP 2013 – Using the Ole Container to Store Scanned Documents Or Emailed Attachments

In business, we are always looking for ways to be more efficient.  Document storage, online instead of in file folders or in storage bins, is becoming more and more popular, as organizations use electronic messaging to send purchase orders, invoices, confirmations, and even payments. 

The business case for using document management covers several tasks:

• The original document can travel with the transaction for review approval.
• The document is easily retrievable from your desk – no more hunting for a single sheet of paper in filing cabinets – especially if the documents are filed out of order.
• The Audit review becomes much easier, and less costly, if the scanned document is attached to the transactions that the auditors tag for review.  The cost saving is both on the audit time and the time that employees need to spend to find “stuff”.
• Using an attachment on the transaction is a “green” solution.  This eliminates various people needing to have copies of the hard document because it is easy to retrieve and look at the electronic copy.

In Dynamics GP 2013, an overlooked feature that supports the business case (and is a green solution) is the OLE container that sits within the NOTE that is available beside each transaction.

Here are the steps to use this resource.

1.  Create transaction such as a payables transaction.

2. Create PDF file in a shared directory from the scanned invoice.  The scan should not alter the dimensions of the invoice.  (The shared directory should be set up by the IT technical resource, and should have read/write/modify rights for those folks using Dynamics GP.  Incorrect rights will cause lost documents, invisible documents or blurry documents.)

3. Beside the transaction, click on the Note icon.

Picture # 1 – the note icon

4. Click on the paperclip on the bottom of the note section.

5. Open EDIT on the file menu. 

Picture # 2 – Using the OLE edit

6.  Click on INSERT NEW OBJECT

7. Now Click on  CREATE FROM FILE  (See the picture below 10)

8. Browse out to the shared directory, (all users should have read/write/modify rights).

9. Set the location as a link, and display as an ICON.   You should immediately see the document as an icon.

10. Click OK to save the settings

Picture # 3 -  Creating the link

11.  You will now see the icon in the ole container.

12. Click the X to save changes.

13. Click Attach to ensure the OLE link is present.

14. Close the Window.

15. When you open the Note, you will see the Ole link. 

16. Click on the paperclip to open the location.

17. Double click on the link to open the document. 

NOTE:  This method works for PDF and for Word or Excel documents.  Multiple documents can be inserted for the same transaction which works very well for year end journal entries that may have multiple references in Excel, approval memos, and hand written journal entries.

Before you start using the notes and the ole container, remember to work with your IT resource to create the appropriate directories on a shared server, and to make sure that there is enough disk space to support what you want to do.   The notes and the Ole container may not be the best solution for your organization if the company has a large volume of transactions.  Be sure to talk to your reseller about the options available that work with Dynamics GP. 

I hope that this solution helps your organization move another step to being greener and to being more efficient!

Judy Hirst, Senior ERP Consultant for Etelligent Solutions

www.esicanada.com