Filing records (Index) #
Indexing means filing a document with its key details, so it can be found in seconds later. An indexed record is a task like any other: it goes through a short check, and shows up in search, dashboards and reports.
Where records are filed #
| Group | Record types |
|---|---|
| Guest Records | Guest ID & C-Form, Guest Registration Card |
| Audit & Finance Records | Final Audit Report, Night Audit Pack, Bank Reconciliation Statement |
| Licences & Compliance | Licence & Statutory Certificate, Equipment Safety Certificate |
| Contracts & Agreements | Vendor & AMC Contract, Corporate & Travel Agent Agreement |
| HR Records | Staff Personnel File |
| Accounts Payable | Supplier Invoice, Vendor Invoice (Services), Debit / Credit Note, Payment Voucher, Utility Bill |
| Revenue & Receivables | Guest Folio & Tax Invoice, Corporate (City Ledger) Invoice, Card Settlement Report, OTA Commission Statement |
| Banking & Treasury | Bank Statement, Cash Deposit Slip |
| Statutory & Tax Compliance | GST Return Filing, TDS Return & Challan, PF & ESI Challan, Income Tax & Advance Tax Challan |
| Fixed Assets | Asset Purchase & Capitalisation, Asset Disposal / Write-off |
| Payroll | Monthly Payroll Register, Full & Final Settlement |
| Inventory & Cost Control | Month-end Stock Statement, Food & Beverage Cost Report |
| Management & Governance | Monthly Management Accounts, Budget & Forecast, Insurance Policy |
Worked example: filing a supplier invoice #
- Open My Files and press Upload. Choose the scanned document (PDF, JPG or PNG, up to 2 MB by default). Use Add Folder to keep files tidy; Move, Rename and Delete tidy up later.
- Open the uploaded file. The viewer lets you zoom, rotate and highlight.
- Choose Select Document Type → Supplier Invoice.
- Fill in the short document form: Document Title, Document Date and any Notes.
- Fill in the record details (the tags):
- Supplier: Supplier Name, Supplier GSTIN, Invoice Number, Invoice Date
- Matching: PO Number, GRN Number, GRN Accepted Value, Variance vs GRN, Three-way Match (PO / GRN / Invoice)
- Amounts: Taxable Value, GST Rate, CGST, SGST, IGST, GST Amount, Freight / Other Charges, Round Off, Invoice Total, TDS Deducted (194Q), Net Payable
- Payment: Due Date, Payment Status, Paid On, Payment Reference
- Accounting: Expense Head, Department, Booked in Accounts
- Save. The record is filed with the scan attached, and goes to Finance for checking: Filed – Pending Verification → Verify & Archive, or Return for Re-upload if the scan is unreadable.
Finding it later #
Use Search: choose the Accounts Payable group and the Supplier Invoice type, pick a date range, and filter by any detail, such as the invoice number or supplier.