ERP Document Management Module Services

Either at the point the record is created, by dragging the file onto the purchase order or the invoice, or automatically by a rule that reads an identifier and files the document against the matching record. The important part is that the link is a real relationship in the database, not a folder path typed into a note field. Once it exists, the document appears on the record for anyone with rights to see it, and it also appears on anything the record is joined to, so the invoice image is reachable from the purchase order, the goods receipt and the posted journal entry.

Yes. You publish one address, for example accounts payable at your domain, the mailbox is monitored, and every attachment that arrives is filed as an incoming document with the sender, subject and timestamp kept as metadata. That alone removes the step where somebody downloads a PDF to their desktop and forgets it. Reading the numbers off the invoice and matching it to a purchase order is a separate capability. That sits on our Invoice OCR and Data Extraction page, and it works well once email capture is already in place.

One version is current and everything else is retained but marked superseded, so a shop floor terminal can only open the live revision. Each new version records who uploaded it, who approved it, when it took effect and what changed. The classic failure is a production line building to a drawing revision that was replaced three months ago. That is a scrap and safety problem, not an admin one, and it is the single strongest reason to put controlled documents in the ERP rather than on a network share.

Only the roles you grant, and the rule should sit on the document type and the record, not on a folder. Salary letters are visible to HR and the individual, contracts to legal and the contract owner, legal correspondence to a named list. The system should also log reads, not only edits, because in a dispute about a leak the question is who opened the file. If your current answer is that everyone in the company could open the share if they knew where to look, that is the gap.

It varies by document type and by jurisdiction, and several years is the common range. Tax and accounting records, employment records, product safety and test certificates and contract files all sit on different clocks, and a group operating in more than one country will have more than one rule for the same document type. Set the retention period per document class in the system, let it calculate the disposal date at filing, and allow a legal hold to override it. Keeping everything forever is not a safe default, because it grows both storage and liability.

In most jurisdictions a properly evidenced electronic signature is recognised for ordinary commercial documents, with a short list of exceptions such as some property and succession instruments. The distinction that matters is between an image of a signature pasted into a PDF, which proves almost nothing, and a signature backed by identity verification, a timestamp, a tamper-evident hash of the signed document and an audit record. Ask your counsel which of your document types need the higher standard, then configure the two levels separately rather than treating every signature the same.