diff --git a/docs/miscellaneous/whatsapp-scan.md b/docs/miscellaneous/whatsapp-scan.md index 317cde97..686e0f1c 100644 --- a/docs/miscellaneous/whatsapp-scan.md +++ b/docs/miscellaneous/whatsapp-scan.md @@ -1,237 +1,416 @@ --- -title: WhatsApp Scan +title: Whatsapp Scan description: A guide about whatsapp scan for SQL Account slug: /miscellaneous/whatsapp-scan tags: ["SQL Account"] form_name: TfmWhatsappScan --- -Whatsapp Scan feature enables users to manage transactions more efficiently by uploading invoices, bills or receipts through WhatsApp. Images, documents, text and audio files are supported. Users can easily organize and attach these files to various document type within SQL Account. +Whatsapp Scan feature enables users to manage transactions more efficiently by uploading invoices, bills, or receipts through WhatsApp. Images, documents, text and audio files are supported. Users can easily organize and attach these files to various document types within SQL Account. -## Prerequisite +## Pre-requisite 1. [Setup Default Customer and Supplier Account](#setup-default-customer-and-supplier-account) -2. [Registration](#registration) +2. [Setup User Mobile Number](#setup-user-mobile-number) +3. [Registration](#registration) ### Setup Default Customer and Supplier Account :::info[INFO] -New invoices with attached files will be automatically assigned to the default customer or supplier account. +New documents with attached files will be automatically assigned to the default customer or supplier account. ::: -1. Go to **Menu Bar** > **Tools** > **Options...** > **Customer**. +1. Go to **Menu Bar** > **Tools** > **Options...**. ![1](../../static/img/miscellaneous/whatsapp-scan/1.png) -2. Go to **Menu Bar** > **Tools** > **Options...** > **Supplier**. +2. In **Options**, go to **Customer** and choose customer **Default Account**. ![2](../../static/img/miscellaneous/whatsapp-scan/2.png) -### Registration - -1. Go to **Menu Bar** > **Tools** > **Maintain User...** +3. In **Options**, go to **Supplier** and choose supplier **Default Account**. ![3](../../static/img/miscellaneous/whatsapp-scan/3.png) -2. Select target / create **New** user. +### Setup User Mobile Number + +1. Go to **Menu Bar** > **Tools** > **Maintain User...**. ![4](../../static/img/miscellaneous/whatsapp-scan/4.png) -3. Enter mobile number registered with WhatsApp and click **Save**. +2. Create **New** or select the user. ![5](../../static/img/miscellaneous/whatsapp-scan/5.png) -4. Go to **Menu Bar** > ☁️ > **Whatsapp Scan**. +3. Enter mobile number registered with WhatsApp and click **Save**. ![6](../../static/img/miscellaneous/whatsapp-scan/6.png) -5. Click **Register** at the top right corner. +### Registration + +1. Go to **Menu Bar** > ☁️ > **Whatsapp Scan**. ![7](../../static/img/miscellaneous/whatsapp-scan/7.png) -6. Select user that request for Register > Click **OK**. +2. Click **Register** at the top right corner. ![8](../../static/img/miscellaneous/whatsapp-scan/8.png) -7. Click **Copy Link to Clipboard** or **Share** and share URL to user. +3. Select the user that request for register > Click **OK**. ![9](../../static/img/miscellaneous/whatsapp-scan/9.png) -8. Do not **Close** the dialog before user succesfully registered. +4. Click **Copy Link to Clipboard** or **Share** and share URL to the user. ![10](../../static/img/miscellaneous/whatsapp-scan/10.png) -9. After user **received** the link, the user is required to: +5. Wait for the user to register. - 1. Click the link. + ![11](../../static/img/miscellaneous/whatsapp-scan/11.png) - ![11](../../static/img/miscellaneous/whatsapp-scan/11.png) +6. After the user received the link, the user is required to: - 2. Send the pre-filled message with the phone number registered. + 1. Click the link. ![12](../../static/img/miscellaneous/whatsapp-scan/12.png) - 3. Whatsapp replied **You have successfully linked with Testing Company** indicates registration completed. + 2. Send the pre-filled message with the mobile number registered. ![13](../../static/img/miscellaneous/whatsapp-scan/13.png) -10. Dialog show **Registered Successful** indicates user complete the registration. + 3. Whatsapp replied **You have successfully linked with Testing Company** indicates registration completed. - ![14](../../static/img/miscellaneous/whatsapp-scan/14.png) + ![14](../../static/img/miscellaneous/whatsapp-scan/14.png) + +7. Dialog show **Registered Successful** indicates the user complete the registration. + + ![15](../../static/img/miscellaneous/whatsapp-scan/15.png) ## Usage 1. [Upload File to Whatsapp Scan](#upload-file-to-whatsapp-scan) 2. [Group Files (Optional)](#group-files-optional) -3. [Assign DocType to File](#assign-doctype-to-file) +3. [Assign Doc Type and Doc Date to File](#assign-doc-type-and-doc-date-to-file) 4. [Attach File or Folder to New Invoice](#attach-file-or-folder-to-new-invoice) 5. [Attach Files or Folders to Multiple New Document](#attach-files-or-folders-to-multiple-new-document) 6. [Attach File(s) or Folder(s) to Existing Document](#attach-files-or-folders-to-existing-document) -7. [Drag and Drop](#drag-and-drop) +7. [Import Text to Document](#import-text-to-document) +8. [Drag and Drop](#drag-and-drop) ### Upload File to Whatsapp Scan -1. **Snap** a photo / **Choose** the following file type to upload the file. +1. **Snap** a photo or **Choose** the following file type to upload the file. - ![15](../../static/img/miscellaneous/whatsapp-scan/15.png) + ![16](../../static/img/miscellaneous/whatsapp-scan/16.png) 2. A ✅ emoji will be react on file if the upload is successful. - ![16](../../static/img/miscellaneous/whatsapp-scan/16.png) + ![17](../../static/img/miscellaneous/whatsapp-scan/17.png) 3. Click **Refresh** button to review the file uploaded. - ![17](../../static/img/miscellaneous/whatsapp-scan/17.png) + ![18](../../static/img/miscellaneous/whatsapp-scan/18.png) ### Group Files (Optional) :::info[INFO] -Grouping related files allows them to be attached into a same document with only 1 click. +Grouping related files allows them to be attached into a same document. ::: -1. To **Group**, select multiple files (ctrl + left click) then either: +1. To **Group**, select multiple files (Ctrl + Left Click) then either: 1. Click **Folder** button on the panel. - ![18](../../static/img/miscellaneous/whatsapp-scan/18.png) - - 2. Right Click > **Group Files…**. - ![19](../../static/img/miscellaneous/whatsapp-scan/19.png) -2. To **Ungroup**, Select grouped attachment then either: - - 1. Click **Unfolder** button on the panel. + 2. Right Click > **Group Files...**. ![20](../../static/img/miscellaneous/whatsapp-scan/20.png) - 2. Right Click > **Ungroup Files…** +2. Click **Left** and **Right** button to preview files in group. - ![21](../../static/img/miscellaneous/whatsapp-scan/21.png) + ![21](../../static/img/miscellaneous/whatsapp-scan/21.png) -3. Click **Left** and **Right** button to preview files in group. +3. To **Ungroup**, Select grouped attachment then either: - ![22](../../static/img/miscellaneous/whatsapp-scan/22.png) + 1. Click **Unfolder** button on the panel. -### Assign DocType to File + ![22](../../static/img/miscellaneous/whatsapp-scan/22.png) -:::info[INFO] -Based on **DocType**, the following document type will be created with default customer or supplier account. -::: + 2. Right Click > **Ungroup Files...**. -1. Select target file > Click ▼ button > Choose **DocType**. + ![23](../../static/img/miscellaneous/whatsapp-scan/23.png) - ![23](../../static/img/miscellaneous/whatsapp-scan/23.png) +### Assign Doc Type and Doc Date to File -### Attach File or Folder to New Invoice +:::info[INFO] +Based on **Doc Type** and **Doc Date**, the following document type will be created using default customer or supplier account with the pre-selected date. +::: -1. Select file / folder > Right Click > **Create New Document**. +1. Select the file > Click ▼ button > Choose **Doc Type**. ![24](../../static/img/miscellaneous/whatsapp-scan/24.png) -2. System will pop out a message to show how many document is created > Click **OK**. +2. Select the file > Click ▼ button > Choose **Doc Date**. ![25](../../static/img/miscellaneous/whatsapp-scan/25.png) -3. Navigate to following **DocType** to review created document. +### Attach File or Folder to New Invoice - ![26](../../static/img/miscellaneous/whatsapp-scan/26.png) +1. Select file or folder > Right Click > **Create New Document**. -### Attach Files or Folders to Multiple New Document + ![26](../../static/img/miscellaneous/whatsapp-scan/26.png) -1. Select multiple files / folders (ctrl + left click) > Right Click > **Create New Document**. +2. System will pop out a message to show how many document are created > Click **OK**. ![27](../../static/img/miscellaneous/whatsapp-scan/27.png) -2. System will pop out a message to show how many documents is created > Click **OK**. +3. Navigate to following **Doc Type** to review created document. ![28](../../static/img/miscellaneous/whatsapp-scan/28.png) -3. Navigate to following **DocType** to review created documents. +### Attach Files or Folders to Multiple New Document - ![29](../../static/img/miscellaneous/whatsapp-scan/29.png) +1. Select multiple files or folders (Ctrl + Left Click) > Right Click > **Create New Document**. -### Attach File(s) or Folder(s) to Existing Document + ![29](../../static/img/miscellaneous/whatsapp-scan/29.png) -1. Select file(s) / folder(s) > Right Click > **Attach to Existing Document**. +2. System will pop out a message to show how many documents are created > Click **OK**. ![30](../../static/img/miscellaneous/whatsapp-scan/30.png) -2. Select target document > Click **OK** +3. Navigate to following **Doc Type** to review created documents. ![31](../../static/img/miscellaneous/whatsapp-scan/31.png) -3. System will navigate to the attached document, review the attached file(s) in the **Attachments**. +### Attach File(s) or Folder(s) to Existing Document - ![32](../../static/img/miscellaneous/whatsapp-scan/32.png) +1. Select file(s) or folder(s) > Right Click > **Attach to Existing Document**. -### Drag and Drop + ![32](../../static/img/miscellaneous/whatsapp-scan/32.png) -1. Select target document (eg. IV-00001). +2. Select the document > Click **OK**. ![33](../../static/img/miscellaneous/whatsapp-scan/33.png) -2. Click **Edit** > Pin the **Attachments** panel. +3. System will navigate to the attached document, review the attached file(s) in the **Attachments**. ![34](../../static/img/miscellaneous/whatsapp-scan/34.png) -3. Go to **Menu Bar** > ☁️ > **Whatsapp Scan** +### Import Text to Document + +:::info[INFO] +This feature only available in text style with correct format. +::: + +1. Use the template below, copy and paste into WhatsApp, then insert the correct details: + + ``` + Code: + DocDate: + Description: + Phone1: + Address1: + Address2: + Address3: + Address4: + IDType: + IDNo: + TIN: + + ItemCode: + Description: + Description2: + Qty: + UnitPrice: + Disc: + Amount: + ``` + +2. Below is a sample with the correct details filled in: + + ``` + Code:300-A0001 + DocDate:16/7/2025 + Description:Sales Invoice of A Home Furnishing and Service + Phone1:03-34858657 + Address1:1, + Address2:Jalan Setia Dagang AK U13/AK, + Address3:Setia Alam, 40170, + Address4:Shah Alam, Malaysia. + IDType:0 + IDNo:961218-08-8092 + TIN:E1234567 + + ItemCode:BOM-01/Black + Description:Premium PU Leather Ultimate Gaming Chair + Description2:Black + Qty:5 + UnitPrice:700 + Disc:10 + Amount:3490 + ``` + +3. If there is more than one item, feel free to add another section under **ItemCode**, as shown below: + + ``` + Code:300-A0001 + DocDate:16/7/2025 + Description:Sales Invoice of A Home Furnishing and Service + Phone1:03-34858657 + Address1:1, + Address2:Jalan Setia Dagang AK U13/AK, + Address3:Setia Alam, 40170, + Address4:Shah Alam, Malaysia. + IDType:0 + IDNo:961218-08-8092 + TIN:E1234567 + + ItemCode:BOM-01/Black + Description:Premium PU Leather Ultimate Gaming Chair + Description2:Black + Qty:5 + UnitPrice:700 + Disc:10 + Amount:3490 + + ItemCode:BOM-02/Red + Description:Red Premium PU Leather Ultimate Gaming Chair + Description2:Furniture + Qty:10 + UnitPrice:700 + Disc:0 + Amount:7000 + + ItemCode:MF-Bolster + Description:Microfiber Soft Bolster with 100% cotton fabric + Description2:Bedding Accessories + Qty:20 + UnitPrice:199 + Disc:5 + Amount:3975 + ``` + +4. You may also remove any unused labels and keep only the ones you need, as shown below: + + ``` + Code:300-A0001 + DocDate:16/7/2025 + Description:Sales Invoice of A Home Furnishing and Service + Address1:1, + Address2:Jalan Setia Dagang AK U13/AK, + Address3:Setia Alam, 40170, + Address4:Shah Alam, Malaysia. + + ItemCode:BOM-01/Black + Description:Premium PU Leather Ultimate Gaming Chair + Description2:Black + Qty:5 + UnitPrice:700 + Disc:10 + Amount:3490 + + ItemCode:BOM-02/Red + Description:Red Premium PU Leather Ultimate Gaming Chair + Qty:10 + UnitPrice:700 + Amount:7000 + + ItemCode:MF-Bolster + Qty:20 + Disc:5 + ``` + +5. Send the text in WhatsApp. ![35](../../static/img/miscellaneous/whatsapp-scan/35.png) -4. Go to **Menu Bar** > **Window** > **Tile Vertical** +6. Select file(s) > Assign **Doc Type** > Right Click > **Import Text To Document**. ![36](../../static/img/miscellaneous/whatsapp-scan/36.png) -5. **Drag** the selected file(s) from Whatsapp Scan and **Drop** it on the **Attachments** panel. +7. System will pop out a message to show how many documents is created > Click **OK**. ![37](../../static/img/miscellaneous/whatsapp-scan/37.png) -6. Click **Save**. +8. The following details will be automatically filled in to the document. ![38](../../static/img/miscellaneous/whatsapp-scan/38.png) +### Drag and Drop + +1. Select the invoice > Click **Edit**. + + ![39](../../static/img/miscellaneous/whatsapp-scan/39.png) + +2. Pin the **Attachments** panel. + + ![40](../../static/img/miscellaneous/whatsapp-scan/40.png) + +3. Go to **Menu Bar** > ☁️ > **Whatsapp Scan**. + + ![41](../../static/img/miscellaneous/whatsapp-scan/41.png) + +4. Go to **Menu Bar** > **Window** > **Tile Vertical**. + + ![42](../../static/img/miscellaneous/whatsapp-scan/42.png) + +5. **Drag** the selected file(s) from Whatsapp Scan and **Drop** it on the **Attachments** panel. + + ![43](../../static/img/miscellaneous/whatsapp-scan/43.png) + +6. Click **Save**. + + ![44](../../static/img/miscellaneous/whatsapp-scan/44.png) + ## Additional Information -1. [Check Attached File or Folder](#check-attached-file-or-folder) -2. [Share File](#share-file) +1. [Batch Edit Doc Type and Doc Date](#batch-edit-doc-type-and-doc-date) +2. [Check Attached File or Folder](#check-attached-file-or-folder) +3. [Share File](#share-file) + +### Batch Edit Doc Type and Doc Date + +1. Select multiple files or folders (Ctrl + Left Click) > Right Click > **Batch Edit Value**. + + ![45](../../static/img/miscellaneous/whatsapp-scan/45.png) + +2. Select the value you want to change > **Tick** the checkbox to allow the changes to be applied. + + ![46](../../static/img/miscellaneous/whatsapp-scan/46.png) + +3. Make sure all the values you want to change are ticked in the checkboxes > Click **OK**. + + ![47](../../static/img/miscellaneous/whatsapp-scan/47.png) + +4. System will pop out a message to show how many records will change > Click **OK**. + + ![48](../../static/img/miscellaneous/whatsapp-scan/48.png) + +5. Click **OK** to continue. + + ![49](../../static/img/miscellaneous/whatsapp-scan/49.png) + +6. The following values for the selected records will be changed. + + ![50](../../static/img/miscellaneous/whatsapp-scan/50.png) ### Check Attached File or Folder -1. Attached file / folder will been tick in checkbox. +1. Turn on or off in **Filter** button based on your needs. - ![39](../../static/img/miscellaneous/whatsapp-scan/39.png) + ![51](../../static/img/miscellaneous/whatsapp-scan/51.png) -2. Turn on / off in **Filter** button based on your needs. +2. Attached file or folder will be ticked in the checkbox, and the attached Document ID will be displayed under **Doc No**. - ![40](../../static/img/miscellaneous/whatsapp-scan/40.png) + ![52](../../static/img/miscellaneous/whatsapp-scan/52.png) ### Share File -1. Click **Share** button allow to share the file to other user. +1. Select file(s) or folder(s) > Click **Share** button to share the file to other user. - ![41](../../static/img/miscellaneous/whatsapp-scan/41.png) + ![53](../../static/img/miscellaneous/whatsapp-scan/53.png) -2. Choose the following **channel** to share the file. +2. 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