Adding communicational entries

Archive entries with the types of Correspondence, contract, and acknowledgment are considered communicational entries as Vieolo will not create any automatic accounting record for these entries.

A communicational entry usually has no direct monetary value involved and there is no need for an accounting record. However, in some cases (especially a contract) the communication might be about one or more financial transactions. In such cases, a manual accounting entry is required as the transactions might be quite complex.

Adding an entry

To add an entry, navigate to the Archive page of your workspace and click on the add button on the top-right corner of your page. Please note that adding an Archive entry requires separate permission.

At the top of the form, select the type of entry you want to create. Please keep in mind that you cannot change the type of entry afterward.

Every Archive entry is a record of an exchange between your workspace and an external entity. If there are no external entities involved, you can use the Drive module for simple document storage.

Below the entry type, you can choose if the entry is an incoming or an outgoing entry along with the partner involved in the entry. Please note that you cannot change the direction of the entry after saving it.

When you select a partner as the sender or recipient of an entry, you can filter the Archive entries to view all exchanges with a particular partner. If you have not added a partner yet, you can click the “Add a partner” button to quickly add and select a partner for this entry.

You can also select the “Custom” option for the partner which allows you to add a custom name for the partner of this entry. Often, we would not expect to have any other exchanges from an external entity. This can be in the form of a one-time customer or an organization that we know we wouldn’t deal with anymore. In such cases, we can add a custom partner without adding a permanent partner entry. Please note that you cannot filter or search Archive entries by their customer partners.

Each archive entry has to have a reference value which has to be unique for their corresponding partner. For example, two letters from partner “A” cannot have the same reference number of 1 but you can have a letter from partner “A” and another from partner “B”, both having the same reference number.

The sensitivity value of an entry is set to 1 by default which is the lowest possible value. An archive entry with a sensitivity level of 1 is visible to every member with an Archive access level of 1 or higher which means that every member with the permission to access the Archive module will be able to view this entry. If the entry contains sensitive information, you can increase the sensitivity level of the entry.

Every entry must have a date of issue. However, not all entries require a due date. If your entry requires a due date, you can select the necessary due date. If your entry remains unresolved by the selected due date, you will receive an email notifying you about the due date.

Below the dates, you can select whether the entry requires any action. If the entry requires an action, its status will be set to “Pending” and it will appear in the “Not Complete” tab of the Archive. However, if the switch is off, the initial status of the entry will be set to “Done” and the entry will not be displayed in the “Not Complete” tab of the Archive and you won’t receive any notification for its due date.

At the bottom of the page, you can add a tag to the entry which helps you categorize the entry. If you wish to select a tag that has not been added yet, you can add it by clicking the “Add” button. For further management of the Archive tags, you can navigate to the “Tags” tab of the Archive page.

Below the tags, you can set one or multiple reminders for the entry. The reminders are especially useful if you need to prepare a renewal before reaching the due date. You will receive a notification via email on the day of the reminder unless the reminder is resolved before.

Finally, any files associated with the entry can be uploaded via the dashed box on the right side of the page. You can drag and drop the files into the dashed box or select them by clicking the box. The files will be added to the list and will be updated only after saving the entry.

After saving the entry, you can find the entry in the “Not Complete” tab if it has any status other than “Done” or in the “List” tab. To view the details of the entry, you can click on the entry row and will be directed to the detail page of the entry.