The file stack storage allows you to effectively store multiple files in one step. You can file the documents in the stack one after the other while still keeping an overview of the entire stack.
Create a File Stack
You can create a stack and give it a name using the New button. On the Files tab, add the files to be reviewed to the stack using the Add button.
Start Stack Review
The review of the files for any open processes is started using the Start Stack Review button in the ribbon. The following checks are performed:
- whether access rights exist
- whether there are any pending deadlines in the file
- whether there are any pending reminders or appointments in the file; the number of pending reminders or appointments is displayed, but they do not prevent the filing of the document
- if the file has sub-files, it checks whether all sub-files are also completed (you can configure under
Administration > System Administration > General Settingswhether this check is an "informational" soft check or if it should prevent the filing of the document.) - whether all activities are billed
- whether all expenses are billed
- whether there are any draft invoices
- whether there are any outstanding debtor items
- whether the balances in the file account are zero (the EA – expenses balance is not considered)
A checkmark in the Expenses column indicates, for example, that all expenses in the file are billed. If the checkmark is missing, the user must process the unbilled expense to be able to close the file. Using the Check Tax-Free Expenses checkbox, you can set that closing is possible even if there are unbilled tax-free expenses related to the file and/or if the EA – tax-free expenses balance in the file account is not balanced. To use this function, the user must be assigned the functional right 10018 – Check for Tax-Free Expenses in File Storage. The stack review can be performed as often as desired. The review log can be printed. Once a file can be stored, the Perform Storage button becomes active. Clicking the button checks if there are files in the stack that should be closed again after reactivation. For these files, the user must decide whether the storage should occur under the previous old storage number or if a new storage number should be generated. For files being closed for the first time, the system automatically assigns a new storage number according to the settings of the storage number range.
Display Stack Status
The stack status can also be accessed for completed file stacks, and the storage log with the storage number and storage date can be printed again.
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