Summary: As a Centime Accounts Receivable (AR) collector, efficient document sharing is crucial for maintaining clear communication and effective record-keeping. This guide outlines uploading, managing, and accessing documents within the Centime system to streamline your work and enhance collaboration.

Required Permissions:

• Customer-Level Documents: Requires “Manage Customer Profiles, Preferences, and View History” permission.

• Invoice-Level Documents: Accessible with any AR permission.

• Central Repository Access: Requires the “Manage Documents and Document Types” permission.

TABLE OF CONTENTS

• Overview 
• Define document types 
• Uploading Documents
  • AR Collectors have two options for uploading documents:
  • Visibility Settings
  • Access and Viewing Documents
• Central Repository
  • Repository Columns
• Conclusion

Overview 

Documents can be uploaded at three levels: the account, the customer, and the invoice.

• Users can add up to 10 documents to the customer level 
• Users can add up to 5 documents at the invoice level 

Users can view, update, or delete any of the uploaded documents.

Define document types 

At a holistic level, Documents can be managed in Settings. 

1. Navigate: Settings >Company profile > Document type 

2. Centime comes with 2 document types: Invoices & Other. To document types, select ADD DOCUMENT TYPE. 
3. Name the document type and select Accounts Receivable. Document for Accounts Payable will be available in a subsequent release.

Centime has a 10MB file size limit per document. 

Uploading Documents

AR Collectors have two options for uploading documents:

1. Document Upload: You can upload documents directly into the customer side panel.

2. Document Details: When uploading, specify the document's name, type, and visibility status.

Visibility Settings

• Internal: Documents are visible only within Centime AR.

• COMING SOON - Shared: Documents are visible to the AR collector and the customer through the customer portal.

Access and Viewing Documents

AR Collectors:

• Access: You can view all documents, regardless of the visibility setting.

  • Navigation: Receivables > Customer or Invoice side panel 

• Centralized View: All documents related to a customer or invoice are centrally located in a document repository.

  • Navigation: Settings > Company profile > Documents 

• Exclusions: Documents will not appear in the KPI side panels or Cashflow side panels of customers.

Central Repository

In the central repository, you can:

• View All Documents: Access documents associated with customers and invoices.

• Filter Documents: Sort and filter by customer, supplier, or invoice.

Repository Columns

• Solution: Indicates the solution type.

• Name: The name of the document.

• Type: The type of document (e.g., invoice, receipt).

• Visibility: Document visibility status (Internal or Shared).

• Relates To: Identify the associated customer or invoice.

• Uploaded By: The AR collector who uploaded the document.

• Action: Available actions (e.g., view, download).

Conclusion

Following these guidelines, you can efficiently manage document uploads, access, and sharing within Centime, improving communication and maintaining accurate records. Please refer to our support resources or contact our helpdesk for further assistance.