Archive entries

The Archive module revolves around the entries you make.

Each Archive entry can hold an unlimited number of files, an unlimited number of updates, and much additional information. Each entry also has an overall status which helps you know about the progress of the entry and if any further actions are needed.

You can enter the Archive page from the drawer on the left side of the page.

When you enter the Archive module, you will directly enter the “Not Complete” tab. In this tab, you will see the list of entries that still require some action or have an unresolved reminder.

Each entry has a unique ID that starts with “#” followed by a numerical value. This unique ID will be automatically assigned to the entry. You can search the entries using their unique IDs from the search bar on the top-right corner of the page.

You can also change the display of the entries by changing the way they are sorted and filtered by using the sort and filter buttons on the top-left corner of the page.

Entry types

Archive entries can have different types depending on their nature.

• Contract: The contracts and agreements you have signed with a partner. The due dates of the contracts are important and you can also set a reminder to renew the contract before it expires.
• Acknowledgment: The acknowledgments you get from or give to any individual or organization after the completion of work. A very common example is the acknowledgment you receive after submitting an application. Acknowledgments do not have any monetary value. If you have made a monetary payment in the process, use receipts.
• Receipts: The receipts you get or give after making a payment. The receipts have a monetary value, differentiating them from acknowledgments.
• Invoices: The invoices you receive from or send to other individuals or organizations for products sold or services rendered. The difference between an invoice and a receipt is that a receipt records the immediate payment upon delivery of the goods or services while an invoice allows the recipient to make the payment on a later date (usually 7 to 30 days). Once an invoice has been paid, usually a receipt is also given. The invoice entries provide a tool to save the subsequent receipts so you wouldn’t need to create another entry for the receipt.
• Correspondence: Any other form of communication that your workspace has with an external entity such as letters, offers, and reminders. All entries (including correspondence entries) allow you to add multiple updates and files to a single entry so you wouldn’t need to create a separate entry for each subsequent letter or update.

Integration with your accounting module

Archive entries are generally divided into two categories:

• communicational (correspondence, contract, and acknowledgment)
• transactional (invoice, receipt)

Vieolo will automatically create an accounting record for your transactional entries and depending on your permissions and knowledge, you can control every aspect of the accounting transaction. This accounting transaction keeps your operational teams and accounting department in sync as every transactional Archive entry will have its corresponding accounting entries.

A communicational entry (especially a contract) may have some monetary value involved but the amount paid or received might be quite complex and require manual accounting entries. Vieolo will not automatically create any accounting entries for the communicational Archive entries.