Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 15 Current »

This guide has been reviewed against our global client base and classed as relevant to all regions

Available from version 12.159

Configurable option for Enterprise customers
To request this option to be enabled on your system, click here to contact Reapit Support

A configuration option is available which allows PDF documents to be imported in bulk and attached to works order supplier invoices, property inspections & certificates via one central document importer screen

This guide covers:

Document importer basics

1. Access document importer via Tools menu

From main menu:

  • Click name/office (top left)

  • Click Tools and select Import and Attach Documents

    The document importer screen is displayed,
    see next step

2. Document importer screen basics - including creating/viewing supplier invoice

  • Filter options (top left) allow you to switch between Works Orders, Property Inspections & Certificates views
    The initial view shown defaults to the last one in use (e.g. Certificates)

  • The grid in the bottom right panel lists relevant works orders/property inspections/certificates

  • Grid functions can be used:

    • Click the column heading to sort by that column

    • Click to the right of the column heading to filter by column content
      e.g. to group works orders according to whether they have documents uploaded or not - click to the right of the Docs column heading and select Group by Docs

  • Double-click the entry to view the works order/property inspection appointment/certificate record

Invoice column

  • A green tick is displayed to indicate that a supplier invoice has been created

  • A red cross is displayed to indicate no invoice raised

    • Click the red cross to create a new invoice from the works order detail

Docs column

  • A green tick is displayed to indicate that document(s) have been uploaded - hover over the tick to see filename(s) of uploaded documents

  • A red cross is displayed to indicate no documents uploaded

3. Documents to upload

Points to note:

  • Only PDF documents can be uploaded to the importer

  • It is advised to store all the documents for the required upload type (i.e. Works Orders, Property Inspections, Certificates) in one folder for each batch of documents you wish to upload - this allows them to be uploaded in one go, see following sections for more information on how to upload files

Upload supplier invoice documents to works order invoices

Documents uploaded and linked to a works order are uploaded to the associated supplier invoice , not the works order itself

1. View completed works orders with no posted supplier invoice

Select Works Orders filter (top left):

  • Relevant works orders are displayed in the panel bottom right, which has:

    • a status of completed

    • the supplier invoice not posted

    • been marked as completed within the last 3 months
      Use the date fields at the top of the screen to change the date range for the works orders shown

2. Upload documents to the importer & change filename/type

Locate the folder where the PDF documents are stored:

  • Beside Source Folder (top left), click Select (shown in step 1)

  • Browse to where the documents are stored, select folder and click OK

  • All PDF documents in the selected folder are displayed on left
    Files can be re-uploaded - click Source Folder option again and select required/same folder to refresh the document list

  • Select a document on the left to display a preview of it on the right

The filename & type can be changed when it is uploaded:

  • Select required document in files list on left

  • At bottom left, enter New Filename and/or change Document Type

  • The name/type chosen will be used for the selected file when it is uploaded to the works order invoice
    An asterisk (*) is shown to the right of the file to indicate that it will be uploaded using a different name/type

3. Link document to works order invoice

In panel bottom right:

  • Select works order

  • Click link icon to the left of the relevant document

  • The link icon is replaced with an arrow/undo icon allowing you to unlink the document
    The entry in the panel bottom right is also ticked to indicate a document is linked and will be uploaded

If you wish to link more than one document to the selected works order:

  • Continue to click the link icon beside each document to link

More than one document can be linked to the same works order
A document can only be linked to one works order

4. Upload documents to works order invoices in bulk

When documents are linked to a works order, the works order is displayed with a tick beside it in the panel bottom right, indicating that documents are linked and ready to be uploaded

If you have more works orders to link documents to:

  • Select the required works order and continue the process, as outlined in step 3

When all required works orders are linked to documents:

  • An option to delete the original is available, this will delete any successfully uploaded files from the source location (ignore this step if you want to keep the original files in the source location)

    • Tick Delete Original

  • Click Upload (top right)

  • A confirmation message will be displayed - click Yes

  • A confirmation message will be displayed to indicate the upload is complete

  • In the panel on the left, files which have been successfully uploaded will display with a green tick
    If a file could not be uploaded, an error icon will be displayed - hover over the icon for an explanation of why the error occurred, e.g. no supplier invoice created
    Files that weren’t linked to a works order will still show with the link icon beside them

To prevent any duplication of work, to upload & link more documents (or re-attempt failed uploads), close the document importer & re-open to start a new session

Upload property inspection (PI) report documents to PI appointments

The property inspections option is only available when using advanced property inspection functionality (which provides the ability to upload draft and final reports as part of the inspection appointment), as outlined here:
Store documents against property inspection - configuration option

1. View PI appointments to upload draft/final reports

Select Property Inspections filter (top left):

  • The panel (bottom right) will automatically show PI appointments within the date range shown that do not have a final report uploaded against them

  • To change the time frame shown, use the Appt. Date date filters at the top of the screen

  • If you need to re-upload a final report, tick Show entries with final reports

2. Upload documents to the importer & change filename/type

Locate the folder where the PDF documents are stored:

  • Beside Source Folder (top left), click Select (shown in step 1)

  • Browse to where the documents are stored, select folder and click OK

  • All PDF documents in the selected folder are displayed on left
    Files can be re-uploaded - click Source Folder option again and select required/same folder to refresh the document list

  • Select a document on the left to display a preview of it on the right

Before uploading, ensure file name and document type are correct:

  • Use New Filename to enter the correct filename

  • Click Document Type to select Draft PI Report or Final PI Report, as appropriate

It is important that the correct document type is chosen in this step to ensure that the report is filed correctly as a draft or final report

3. Link inspection report document to inspection appointment

In panel bottom right:

  • Select inspection appointment

  • Click link icon to the left of the relevant report document

  • The link icon is replaced with an arrow/undo icon, allowing you to unlink the document

4. Upload report documents to PI appointments in bulk

When a report document is linked to a PI appointment, the PI appointment is displayed with a tick beside it in the panel bottom right, indicating that documents are linked and ready to be uploaded

If you have more PI appointments to link documents to:

  • Select the required PI appointment and continue the process, as outlined in step 3

When all required PI appointments are linked to report documents:

  • An option to delete the original is available, this will delete any successfully uploaded files from the source location (ignore this step if you want to keep the original files in the source location)

    • Tick Delete Original

  • Click Upload (top right)

  • A confirmation message will be displayed - click Yes

  • A confirmation message will be displayed to indicate the upload is complete

  • In the panel on the left, files which have been successfully uploaded will display with a green tick
    If a file could not be uploaded, an error icon will be displayed
    Files that weren’t linked to a PI appointment will show with the link icon beside them

To prevent any duplication of work, to upload & link more documents (or re-attempt failed uploads), close the document importer & re-open to start a new session

From version 12.170+, a configuration option is available which automatically creates an email when a final inspection report is uploaded using the document importer tool, click here for more information: Email copy of final inspection report after upload via document importer - configuration option

Add certificate details & upload certificate document/file

1. Certificates

Select Certificates filter (top left):

  • This screen allows you to add new certificate details and upload the certificate document/file

2. Upload documents to the importer

Locate the folder where the PDF documents are stored:

  • Beside Source Folder (top left), click Select (shown in step 1)

  • Browse to where the documents are stored, select folder and click OK

  • All PDF documents in the selected folder are displayed on left
    Files can be re-uploaded - click Source Folder option again and select required/same folder to refresh the document list

  • Select a document on the left to display a preview of it on the right

The filename can be changed when it is uploaded:

  • Select required document in files list on left and enter New Filename below

  • Document Type is fixed as Certificate

An option to delete the original is available, this will delete any successfully uploaded files from the source location (ignore this step if you want to keep the original files in the source location)

  • Tick Delete Original

3. Add new certificate detail & upload certificate document/file

In panel on left:

  • Select relevant certificate document/file

In panel bottom right:

  • Search for required property (enter first line of address & click search icon)

  • The property search screen will be displayed - double-click the property when found
    The property and landlord details are now displayed in the panel bottom right (shown below)

  • Click Add Certificate

  • Enter new certificate details, as usual

There is no need to click Documents to add the certificate document - it will be automatically uploaded when the new certificate details are saved in the next step

  • Click Save & Exit

  • The certificate details will be added and the selected document will be automatically uploaded

  • In the panel on the left the document will display with a green tick beside it - a Finished uploading message is displayed at the bottom of the screen too

3. Continue uploading & adding certificates

  • Repeat step 2 to continue adding new certificates and uploading certificate details

Multiple certificate documents/files can be added to a single property

  • No labels