Documentation: Uploading, Managing, Tracking

 

Documentation by Section

Uploading Tips and Process

 

There are several places within the application where you can work with the electronic documentation that needs to be imported into the application. These places are listed and summarized below.

The different pages have differing practical uses, which are mainly determined by the type of document they accept. The main Supporting Documentation screen will give you an overview of everything you've uploaded into the application on this particular contract. If you're searching for a specific document, you can find it in the Supporting Documentation overview by using the filters and sorting capacity within that screen.

After the summary below, you will find detailed step-wise descriptions and diagrams for each major process involving documentation uploading, management, and tracking.

Section

Description

Supporting Documentation

 

A comprehensive container for all your uploaded documentation on the contract. It features:

  • Filtering by document type (materials, equipment, travel, tolls, etc.)

  • Sorting by document type, name, and invoice detail fields or attributes

  • Active links to document detail view and reconciled entries screens

  • Separate view of in-process and completed documents

  • Ability to add/upload new document(s) using the Add/Upload Document button (bottom of screen)

Certified Payroll (under Labor Item Summary)

 

A listing of uploaded CP, with:

  • Links to individual documents

  • Status notifications and alerts

  • Access to the add new CP screen

Rental Agreements / Invoices (under Equipment Item Summary)

 

A listing of uploaded rental agreements and invoices for equipment, with:

  • Links to document detail

  • Links to Reconciled entries

  • Ability to add/upload new

Material Invoices / Quotes

 

 

A listing of uploaded material invoices (for sourced material) and quotes (for stock material), with:

  • Links to document detail

  • Links to reconciled entries

  • Billable invoice expense notifications

  • Ability to upload new material documentation

Toll Receipts / E-Z Pass

 

A listing of uploaded tolls and E-Z Pass receipts with:

  • Links to invoice detail

  • Links to reconciled entries

  • Ability  to add new documents

Overnight Travel Invoices

 

 

A listing of uploaded lodging invoices with:

  • Links to invoice detail

  • Links to reconciled entries

  • Ability to add new documents

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The Process of Uploading

Points to remember about document preparation and scanning:

      • The application accepts PDF documents and most common image formats (JPG, PNG, GIF)

      • We recommend scanning documents at a minimum resolution of 300 dots per inch (dpi)

      • For most plain documents such as invoices, black and white or grayscale will be adequate for legibility; but if your original is color, it makes sense to scan in color.

      • Be sure to smooth out any folds or wrinkles in the original, especially if you are using a feed for a multi-page scan.

 

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