Setup DML (Network Folder) for A/P screens
Scenarios
Note: This tutorial has been updated in October 2024 to include setup required to configure Document Management Link when using the Sage 300 Web Screens
A Sage 300 user needs to store vendor documents in a network folder and display them in Sage 300 Accounts Payable (A/P).
Documents are linked when the transactions are entered in Sage 300 and can be viewed in the AP Invoice entry as well as the AP Vendor activity screen.
Vendor contracts documents are linked to Vendor and AP Invoice screens.
Example: 1- Add vendor documents when entering an invoice in A/P, and rename the document based on the Invoice Number.
Example: 2- Display A/P Invoices in a single folder per vendor, visible from the Vendor Activity screen. Show documents relating to individual invoice when selected in Vendor Activity list.
Example: 3- Contracts with vendors stored in a dedicated folder per vendor, with sub-folders to track prior contracts. All documents displayed when using /Vendor, Vendor Activity and A/P Invoice screens.
Key Steps
1. Determine where the documents will be stored and in what folder structure. Consider the Document Management Process
Files and Documents can be viewed in DML if generated / saved in the appropriate folder manually or can be dragged into the correct folder when viewing a Sage 300 document.
Options include: A folder per document type where file name matches the Sage 300 document number, or a folder per Vendor / Document number combination, or a folder per vendor only and filter based on the document number.
2. Define what screens / fields in Sage 300 will launch Document Management Link (I/M Options - Notes/DML/Extender Tray Tab)
-
Automatically Start the Notes/DML Configure Tray Icon to display Extender Logs and Workflow
-
Add a detail line for "Network Folder" to configure which Sage 300 Fields/Screens display document lists - See Examples below.
Use the F9 / Detail screen to setup Notes Hotkeys as this will show you the required fields for each Notes type. For Documents, the key elements to configure are the Field labels and the folder fields.
- In most cases you would set Notification Method = 'None' and Show Alert = ''Show Alert" to display the Alert Box on all screens that have DML configured.
- Select a meaningful heading to distinguish the various document types, in particular if some screens have multiple document types.
Example 1 - Add Invoice documents when entering AP Invoices.
Configure DML to create a folder per vendor to store AP Invoice documents.
Rename the document as per the Invoice number when adding a new document.
Show only invoice related documents when viewing an existing Invoice, by filtering the documents based on their file names and the A/P invoice number.
Setup details
Screenshot For desktop screen
= Network Folder
=Leave blank for the configuration to apply to all screens that include field labels and
To restrict the configuration to the A/P Invoice Entry screen only, enter:
-
For the Sage 300 Desktop Screens: AP2100 (Roto ID of the A/P Invoice Entry desktop screen). Refer to How to find the RotoID of a Sage 300 screen
-
For the Sage 300 Web Screens: A/P Invoice Entry
If using both Web Screens and Desktop Screens and you want to restrict the configuration to the A/P Invoice Entry screen only, you need two configuration rows.
The details are the same, except the RotoID field. Set it to AP2100 for the Desktop Screens and A/P Invoice Entry for the Web Screens
: VENDOR NUMBER
: DOCUMENT NUMBER
: \\servername\DML31\AP Documents\{value}\{value2}*.*
DML will automatically create a folder per vendor (VALUE), you don't need to create the folders manually
{value2}*.* means that DML will filter by document number and will show all documents starting with the value entered in the Document Number field.
: {value2}.{ext} - when adding a document to the Alert Box, the document will be renamed with the Invoice document number entered on the screen, and keep the original document file extension.
Example: Scanned20210710.pdf will be renamed "Vendor1200-Inv1234567.pdf" when you upload a document for an A/P Invoice INV1234567 for vendor 1200.
Renaming Files Tips.
You can enforce consistent naming of the documents by letting DML rename the files
{value2}.{ext} will rename the files based on the vendor document number and keep the extension of the original document.
If you drag another document for the same document number , you will be prompted to overwrite or set the name based on the current date or add a sequence to make the filename unique.
: Individual Invoice
Enter a meaningful heading, particularly if you have several configuration records for the same screen.
By default, the key values (e.g. the Vendor code or Document Number) do not show in the heading when using the Web Tray as the tray cannot be seen independently of the underlying web screen for the selected record.
If you want it display in the Web Tray, include {value} or {value2} in the heading in I/M Options.
A/P Vendor {value} Documents in the will show when viewing Vendor 1200 on the web screens.
Setup example for Sage 300 users with French language
As screen labels are different, the configuration needs to use the screen labels of the user's language, for example French.
For details, see Setup DML (Network Folder) for A/P screens - Example for French language users
Example 2 - Display All Invoice Documents on A/P Vendor Activity Screen
View vendor documents on AP Vendor Activity
-
View all A/P invoice documents for the vendor
-
Filter for individual invoice when selecting a transaction on Sage grid
Desktop Screens
Configuration to view all Vendor Documents in the Vendor Activity screen.
: AP1500
: VENDOR NO.
: Network folder path: C:\DML30\AP Documents\{value} where {value} will be replaced by the vendor number
Configuration to filter by Document Number when navigating in the list of documents on the Vendor Activity > Documents Tab.
: AP1500,
: VENDOR NO.
: DOCUMENT NUMBER for the individual invoice box
For individual invoice: C:\DML30\AP Documents\{value}\{value2}*.* : filter files based on the document number, in the Vendor folder.
Example 3 - Display Vendor Contracts in a sub-folder per vendor
User wants to view Vendor contracts when viewing A/P Vendors in Sage 300.
Contract documents are saved in a Contracts sub-folder in each Vendor folder
RotoID = A/P Vendor Screen AP1200
Field label = VENDOR NUMBER
This is different from Vendor No in the Vendor Activity screen
If you have users in different languages, you need to create separate row configuration for the different translations.
3. Tray icon configuration
Refresh the Tray icon if you have made any changes on the IM Setup>Options in the current session as the Tray icon reads the current setup when the company is first opened.
Tip: If you have multiple Tray icons, Close the Sage 300 desktop and re-open to refresh the configuration.
4. Configure Alert Box for Users who require access to DML
Select DML User for all users who need access to documents.
DML Licensing is concurrent users. If more users are configured as "DML users" than included in the Information Manager Activation code, the first users who log on to Sage 300 have access to the functionality. Additional users may receive a message about "insufficient licences".
