How to create a ReChive entry

ReChive entries record a communication between your workspace (personal or business) and a third-party. This entry can record either an outgoing or receiving document. Each entry can have multiple files attached initially, and also have multiple files attached as updates.

An example of this system is to create an entry for a received invoice, then attach the payment proof and subsequent receipt as updates. This way, all files related to a single communication is placed in the same place.

Even though entries revolve around the files, you can create an entry and use most of its features without attaching any files.

How to start adding the entry

To start adding a new entry, you have multiple ways to start:

• By clicking on the "Add an entry" button in the overview and entry list tabs. This way, you'll open the form and can start from scratch.
• By scanning a document from the overview tab. If you start by scanning a document, you'll be forwarded to the entry form once the scanning is done. Once forwarded, the rest of the process is similar to the first step.
• By sharing a file to ReChive apps on iOS and Android from another app. The shared files will be attached to the form and the rest of the process is similar to the first approach.
• By duplicating an existing entry. In the pending or all entries tab, you can open the dropdown menu of an entry and select the "Duplicate" option. By duplicating an entry, you would be forwarded to the entry form with all of the metadata of the selected entry, giving you a pre-filled form to work with. The attached files of the original entry, however, is not copied into the new form. This apporach just automatically fill the form and the rest of the process is similar to the first apporach.

Different parts of the entry form

The entry form has different fields, some are required and some are optional. On a mobile device, the form will have a single column, the file input at the top, followed by the rest of the form. On larger devices (iPad, Android tablets, macOS, and desktop browser), the form will have two columns, the right column will hold the file input and list of attached files and the left column holding the rest of the fields.

Entry type

By clicking on the entry type dropdown, you can select the type of the document. The available types are "Invoice", "Receipt", "Contract", "Acknowledgment", "Pay slip" (only for personal workspaces), and finally "Correspondence" which is a blanket type for all other types of documents in the communication.

The fields of the form may be slightly different for each selected type.

Direction

By clicking in the direction dropdown, you can select whether you are creating an incoming document or an outgoing one. For an incoming entry, your workspace will be the receiver and for an outgoing entry, your workspace will be the sender.

Sender or Receiver

In this section, based on the direction of the entry, you will select the sender or the receiver, which we collectively call the third party. Once you click on the dropdown button for the Sender/Receiver, a bottom sheet or modal window (based on the platform) will be opened where you can select the third-party.

There are three types of the third party:

1. Workspace connections: You can select a "Connection" of the workspace as the third-party. You can create a connection both via the workspace tab or directly in the bottom sheet/modal window that appears when you click on the third-party dropdown. For frequent third-parties, it is recommended to create a connection and select it in the form, which allows you ensure the uniqueness of the reference number and filtering the entries by the connection.
2. Workspace members: You select one of the members of the workspace as the third-party. This is specially useful in case of companies that may send or receive communication with their employees. You can filter the entries by the member.
3. One-time third-party: Often you need to create an entry and know that you will not have any other communications with them in the future. For such infrequent and one-off third-parties, it would be tedious to create a new connection and pollute the connection list. So, you can enter the name of the sender/receiver to be used only for this entry. The downside is that you cannot filter the entries by their one-time third-party name.

Reference number/name

The reference number of the entry is a required field which is the unique identifier of the entry and it should match the unique identifier of the document you're adding. As an example, when receiving an invoice, you should enter its reference number in this field.

While saving an entry, the uniqueness of the reference number of an entry will be checked against the other entries of your workspace in two ways based on the direction and the third-party.

1. For outgoing entries (i.e. the documents you have sent to others), all reference numbers should be unique. For example, you cannot send an invoice and a letter with the same reference number, regardless of the receiver. This ensures that any document you generate for a workspace has a unique reference which can be searched.
2. For incoming entries (i.e. the documents you have received from others), the reference should be unique for each third-party. For example, you can receive an invoice from company A and another invoice from company B, both with the reference number of "111". Even though it is rare, there is a non-zero chance that two companies might send you documents with similar reference numbers, so the uniqueness is checked for each third-party. However, you cannot have two entries from company A with identical reference numbers. For one-time third-parties, the reference will not be checked and doesn't need to be unique.

Description

It is meant to provide a short description of the entry. Besides the descriptory aspect of this field, it has no special functionality.

Date of issue

The date of issue, as the name suggests, is the date that the document is issued or generated. The date of issue is required for all entries.

Due date

Due date of the entry indicates the date by which the entry should be taken care or completed. The due date will be used to determine if the entry is overdue and you should be notified or not. Based on the due date, the number of overdue entries in the overview page will be updated.

If you have enabled the email notification for your workspace, you will receive an email notification for this entry on the due date. You will also receive a push notification on your devices that have allowed the notification.

Due dates are especially important while saving invoices as you would need to make the payments before the due date.

Tags

You can create as many tags as you wish and select tags while creating an entry. Tags allow you to categorize and group your entries in a way that would suit your needs and workflow. You can filter entries by their tags.

A good example of using tags is to group your receipts for online subscriptions, services, office costs, etc.

Initial status

You can select the initial status of the entry, whether being "Pending" or "Done".

If you need to take further actions for the entry (such as paying an invoice), you would need to set the initial status as "Pending". If you do not need to take any futher actions (such as saving a letter that does not need any response), you can set the initial status as "Done"

Amount

For invoice and receipts, you would need to enter the total amount of the document. You can choose to either only enter the total amount manually or the breakdown of the items and taxes, in which case the total will be calculated.

By default, the currency of your workspace is selected for the amount. You can, however, select a different currency if needed. The exchange rate will be provided automatically but you can change it manually.

How to attach files

The files section (on the top of the form on iOS and Android, and on the right side on desktop and tablet) will allow you to select files from your device. You can also scan a file directly (on mobile devices) by clicking on the scan button. On desktop, there is a box in the file section where you can drag and drop the files in them.