Commonly used terms
There are many standard terms that are commonly referred to in Learn ViewPoint Courses. Here are the main ones:
A Master File is like an electronic business card or entry in an address book. As with a conventional business card file or an address book, the Master File is a central data storage area for your business contacts, which you enter, refer to and update as required.
All information entered into a Master File will apply throughout the system. If you intend to work on an existing Master File, you must select the file before any of the menu items related to that file will be displayed. The screens and functions you have access to will depend on your user roles.
Entity Files are Master Files that have been enabled for use in Entity Administrator. Entity Files are set up when you are performing administrative services for the file.
All Billing Files originate as Master Files, which are then enabled for use in Time and Billing (Sales Ledger). Billing Files are set up when you want to keep track of the time spent for services rendered, and charge this time to the client.
Supplier Files are generally created when you want to enter purchase orders received from your suppliers. Supplier Files are created as Master Files first, then enabled for use in the Purchase Ledger.
As with Billing Files and Supplier Files, Account Files originate as Master Files, which are then enabled for use in Accounting. Account Files are created when you use ViewPoint to keep accounts for your clients.
Changes refer to changes made in ViewPoint in terms of new information added or existing information being updated or removed. You can link a change to items such as a form template or workflow, so that as the change occur, these items are triggered.
Matters can be used to indicate specific projects or jobs, and are used in relation to Billing Files in the Sales Ledger. The use of matters can be set on or off in the Configuration section of ViewPoint – Home. If you are using matters, separate invoices will be issued for each matter.
A document holder is used to contain documents that you want to store in Document Manager. The holder can be created in numerous ways and can be placed in the Filing Cabinet or In-tray.
In Document Manager, index fields are used to store details about a document holder to identify it. There are two mandatory index for each document holders but additional index fields can be added.