Navigation:  Document Management > Document Distribution > Confirm Receipt >

Confirm Receipt

Training Manuals Alphabetical Function List Back Print this Topic Previous topicOne level upNext topic

This tab is applied to confirm receipt of distributed documents.

 

There are 2 categories:

1.                Documents distributed to employees

In this scenario, it is expected of the distributed to employee to personally acknowledge receipt. The employee will receive mail and once the documents have been received, receipt must be confirmed. This is done by physically signing the Receipt and doing an electronic confirmation by selecting the specific distribution records, selecting the date received and specifying the action taken and clicking the "Confirm" button to update the system. Only actions taken pre-linked to the action required via the function Document actions can be selected.

An acting employee can also acknowledge receipt on behalf of an absent employee. Where the Receipt was signed but not electronically confirmed, a Document management administrator can perform the receipt confirmation.

 

2.                Documents distributed to Organisations

In this scenario, it is expected of the distributed to Organisation to acknowledge receipt. This is done by physically signing the Receipt. Electronic confirmation is done by the employee that distributed the documents or a Document management administrator. This is done by selecting the specific distribution records, selecting the date received and specifying the action taken and the name of external person that received the documents. Click the "Confirm" button to update the system. Only actions taken pre-linked to the action required via the function Document actions can be selected.

An acting employee can also acknowledge receipt on behalf of an absent "disturbed by" employee.

 

Both scenarios allows for a number of options to view un-confirmed receipts.

The specific receipt number can be selected

A specific employee name can be selected

A specific distribution ID can be selected

A specific document number can be selected and

Where distributed to an Organisation, a specific organisation or external person can be selected.

 

The above will result in the display of all distribution records as per criteria where receipt has not yet been confirmed.

 

Should a receipt contain a document that has not been distributed, you can request the person that issued it to remove it from the receipt and to re-print the receipt. This is done on the "Receipt details" tab.