The following document describes in detail how to connect to the Adest Web system and retrieve documents from the repository and action where required.
Connect to Adest
To connect to Adest, enter the following URL into your internet browser. A login screen will appear. If active directory login is setup you will be automatically logged into the system. Otherwise please enter a username and password.
Disconnect from Adest
To disconnect from the Adest system, click the world logo in the top left hand corner of the screen, select close. Click ok to the message prompted and this will exit the internet browser.
The logout button can also be used for quick access to logout of the web client.
The web user interface is made up of
four main areas. At the top of the screen is the Adest ribbon bar, the modules window to the left, the criteria windows, and the document viewer window.
The Adest ribbon is similar in style to other office applications for ease of use. This allows quick access to the Adest applications most common options and features. The ribbon bar gives access to a number of buttons and tabs depending on the access rights of the user.
The categories tab displays the current category selected for document retrieval. Within this tab is a dropdown button with the available categories to the user to select. A document can only be retrieved from the category in which it resides. Categories are restricted to certain groups within the system.
The historical search is a read only view of all records which are retrieval for that user based on the security access rights in place for the user group.
The action tab displays the Search and the Search Templates buttons. Once search criteria have been entered into the criteria window, the search button is used to retrieve all documents within the system that matches the criteria. For common searches, the Search Templates button is used to view all the available template searches available.
Once the search template button is selected, the search template window is opened. This will show the recently used search templates and also by selecting the triangle button within the available search templates section displays all the available search templates for your user. Select and double click any search template to execute the search.
The criteria tab displays common criteria task options for clearing the search criteria window. This is useful to clear all the fields currently defaulted within the criteria window and you wish to start a new search.
The grid navigation is commonly used to go to and from pages of results. The Search Results will hold 500 records within each page. If a search result contains more than this amount of records the previous and next button is used to go to and from these pages. Use the grouping’s and order by options within the results grid to help manage the results.
The criteria window is used to enter the specific data to be used in the search. By default some data may be already defaulted into certain fields. This is both for ease of use and so that any search is restricted to certain criteria. Common defaults included the current user’s name and department.
Each criteria window contains a number of possible fields to search the document repository. These include drop down fields to select a company name, a document type, or a particular status. Some fields may have data already defaulted as above and if the field is read only will display a red indicator as the operands button.
Change the operand for one or more fields to filter the data retrievable by Equal To, Not Equal To, and Blank. Each field uses Equal To by default, however it can be useful to retrieval all records where a data is not equal to a specific value or is blank.
Wild card options can also be used in the search criteria. If the exact value is not known, place a percentage (%) symbol in front of the value, after, or both. This is useful if the entire value is not known or you wish to return all results which contain a specific value.
A number of other options are available within a date field below. This includes searching for data based on a date range or where the data is less or greater than a specific date.
Use the between option to select a date range in which to filter the data returned in the search.
Select a date by selecting the calendar button on the date field, and select a valid date from the window that appears. Alternatively enter a valid date in the field text box.
Any field that has a magnifying class image denotes that this field is a lookup field. Lookup fields may be restricted to selecting the values from the lookup depending on the security used.
Adest Grid (Results Grid)
The Adest Grid displays the results of the search, once the search button is selected or a search template is executed. Each record is displayed on a separate line and if any line items are present for this record the plus symbol is displayed. Select this button to expand the line items for the selected record. Each line item is displayed as a separate record under the main criteria line.
Header fields can be moved into any order the user wishes. Move a criteria or line item heading by selecting the field and dragging the field to the desired location. If a field is moved to an area that is not allowed, the red stop indicator is displayed.
To group the results of a search by one or more fields, drag the field to the area above the criteria fields.
Once the field is in the grouped by section, all records will now be grouped by that criteria field as below. Expand each grouping with the down arrow to display all the records for the group set.
Multiple grouping can be used by dragging further fields to the group by section and record will be further group by selection.
In the example below all records are grouped by supplier code, and a further grouping on the document type, therefore splitting the results records between invoices and credit notes.
To remove a grouping, hover over or select the field in the grouped by area and an X symbol will appear. Select this button to remove the field from the grouping.
The results displayed in the results grid will refresh based on the current grouping after deletion of any specific grouping.
All records in the results grid can be filtered based on further criteria. It is recommended that you minimise the results returned by using multiple search criteria, however in the case where a further filter is needed. Select the filter icon on the criteria filed required.
The filter dialogue window will appear similar to the screenshot. The first section displays the list of distinct values for the field the filter was selected. Select one of these options to automatically filter all results for the specific value. The results will refresh in the background. Select anywhere on the screen to close the filter window.
This section of the filter window allows for specific filters based on entered criteria. The first field is a dropdown which specifies the operand to be used.
Enter the filter value required and select Match case if you wish the filter to be case sensitive based on the criteria filter value entered.
Another filter option is available to do multiple values to base the filter on. Select the operand “And” or “Or” if you want multiple values to be filtered.
Once the filter criteria are set, select the Filter button to execute the filter and the results displayed will be filtered based on the criteria set.
The following options are available to use as part of a filter. Select the option which would best suit the filter required.
This is useful for filtering results with specific words or ending with specific characters.
When a field has a filter set, the colour of the filter icon changes. This to display that a filter has been applied to the desired field compared to a field that does not have a filter set.
Select the filter icon and select clear filter to remove a filter from a specific field.
The document viewer displays the document related to record selected in the results grid. This is an embedded document viewer. Documents can still be viewed in the standalone viewer by double clicking on the record in the results grid which will open the image in a separate window/tab within the internet browser.
The document viewer header buttons have a number of options.
Refreshes the image displayed in the viewer.
Launches the image in the default PDF application associated with the browser.
Save the image to the local PC. Select a location to save the image to.
Print the image in the document viewer to a local/network printer connected to the client PC.
Select the zoom level for the image. Default is 100 percent.
Use the zoom in and out buttons to quickly zoom in and out of the image.
Display the image to the actual size of the screen.
Fit visible, this displays the whole image to be viewable on the document viewer window.
Fit the image to the width of the window available to the image. This is the default option.
Fit height, which displays the first page of the image to be viewable on the document viewer window.
Use these options to title the viewable pages of multi-page images.
Quick Update Buttons
A tab will appear at the top of the ribbon bar for access to the Adest quick update buttons (QUB). A tab for invoice actions and PO actions depending on weather the Adest PO module is used.
Within the invoice actions tab displays the current options available. Each button has rules against it to ensure the button is only used for the correct action.
This option is used to update the invoice as receipted. This button will only be available when the status of an invoice is set to “To Be Receipted”. This means that when the invoice was indexed into the system there was no receipting data available to match the invoice against. The invoice has been reassigned automatically by the system or manually by AP.
Once the invoice has been fully receipted and approved, select this button to update the Adest system that the invoice has been receipted.
When this option is selected the user will be prompted with the PO number field. If the PO number referenced is blank or incorrect, please adjust to the correct PO number to match the invoice against.
This option is used when you wish to approve an invoice. When an invoice is assigned for approval, the user is given the option to approve this invoice. Once the invoice is approved, the invoice is stamped with the user’s approval and assigned to AP for posting.
This option is used when you wish to reject an invoice. This option will always be available regardless of the status for any invoice currently assigned to the user.
Use this option when for example the invoice has been assigned to you incorrectly or a credit not is to be issued.
When this option is selected, the user is prompted with a mandatory comments field. The user must enter a comment as to why the document is to be rejected. Select update when a comment has been entered or select cancel to undo, and select an alternative action.
The line items on an invoice can be modified if the group access rights have been assigned. By default the purchase order invoice line items cannot be modified, Non PO invoices require coding and therefore can access the line items window to modify.
To access the line items window, right click on the record and select Line Items. The Adest Line Item window will appear as below.
The left pane allows the user to enter values for the required fields to add new line items. The created line items appear in the grid in the right pane window. Below shows a quick view of the supplier’s name and code and the total values that appear at the criteria level of the record. The allocate fields show the remaining value of each field that is still required to be added.
If the total added does not match the value at criteria level, the user will be forced to correct the line items created before saving.
Add a line item
To add a line item, enter the required fields in the input boxes. The lookup values may be read-only and force the user to the select the value from the lookup window.
Once all the required fields have been added, the Add button will be available. Select this button to add the data inputted and a new line is created in the results grid. This line is not saved to the record until the user clicks the ok button and all validation is met.
Delete a line item
To remove a line item created, select the line in the grid and click the Delete button. The user will be prompted with a message to confirm that the line item selected can be deleted. Select No to not remove the line selected.
Update a line item
To update a line item, select the desired line in the grid section. The data for this line will populate in the field input boxes for modification. Modify the desired data and select the update button. The data in the grid will update based on the changes made.
After a selecting a line item in the grid and you want to create a new line item from scratch, select the clear field’s button.
Once this button is selected all the values in the put boxes will be cleared. The previous selected line item is not deleted, the input boxes is cleared to allow manual input of values to create a new line.
In some cases, a value like Net Total or VAT total is a calculation field and cannot be modified as the value in this field is calculated from other values. This is often required due to rounding used by the supplier where values do not necessarily match.
To manually modify this value, select the pause button to allow modification to the calculated fields. Modify the value in the calculation field to the desired value and select the pause button to restrict access to calculated fields once again.