Registration of organization documents 4.4. Registration of incoming and outgoing correspondence in the AS "electronic correspondence log". To install the free version of the program

There are various forms of log books. Often, accounting software offers a cumbersome multi-window interface, making it difficult to get started with the program.

Working with such a correspondence log forces the user to constantly look for the menu items necessary to perform a particular action, and every now and then open and close new windows throughout which the program’s functionality is scattered.

Sample log of incoming and outgoing documents - electronic journal accounting presented on our website has a number of advantages. The characteristic name for the program was not chosen by chance. Comfortable MAGAZINE really convenient: almost all actions for maintaining a log take place in just two windows - the main window and the letter editing window.

IN Convenient MAGAZINE Even to add new records to related database tables, there is no need to open a new window, although this is also possible.

The structure of the letter editing window reflects the document flow features of a particular institution. On our website you can download the accounting program in the presented form. But the program can also be partially or completely redesigned in accordance with the requirements of your organization.

Document registration program
Convenient XP Magazine

Main window

The main window of the electronic journal for recording incoming and outgoing documents is a table containing the most important information by letters.
Each line of the log allows you to get a complete picture of a specific letter.

Actions that are supposed to be performed with the selected letter are directly accessible in the toolbar and are duplicated in the context menu. Double-clicking the left mouse button on the line with information about the letter opens a window for editing this letter.
The letter editing window has all the tools for working with the fields of tables of the relational database selected in the corresponding dialog when starting to work with the program.

You can enter new values into related database tables without leaving the current window.
When starting the program, you are given the opportunity to select the database that will be used during operation. You can work with the Microsoft SQL Server Compact Edition version 4 file format or directly with the Microsoft SQL Server.

By default, the Microsoft SQL Server Compact Edition file is selected, which is supplied with the Convenient Journal program and is located in the same folder as the UZh.exe executable file. Thus, to start working with the program, you can simply click the “Open” button in this dialog box.

It is also possible to specify the path to the database file in the program shortcut. For example, when using the key -sqlcepath "C:\db\myBase.sdf" the corresponding path will be indicated in the database file selection field when starting the program.
Print window

The letter log is printed from the main program window.
When you print an accounting journal, you can select the records to print and center the table on the sheet.
Main window - Menu

The commands on the toolbar of the main program window are duplicated in the context menu.
When you press the right mouse button, you select the line currently under the cursor.
Main window - Search by letter number

In the main window, the ability to search and filter letters by incoming number is implemented.
The table will display all letters whose numbers contain the numbers entered in the search field.
Main window - Search by counterparty

In addition to searching by incoming number, it is also possible to search for a letter by client name with auto-filling of the search string using the first letters of the entered word.
The search is optimized and is not carried out for all existing clients in the corresponding database table, but only for those with which specific letters are associated.
Counterparties

The ability to enter a new record into the database tables is present in the “Edit letter” window itself: just enter the required value in the drop-down list field.
If the value entered is not in the database, a save prompt will be issued and, if confirmed, the new stock will appear in the database and the contents of the drop-down list will be updated accordingly.
Letter editing window - Fields

Fields changed during editing are marked with a special icon.

Visual control The introduced changes make it much easier to work with the letter editing form.
Letter editing window - Autocomplete

In the "Edit letter" window, auto-completion of the outgoing number is implemented.
In this case, the outgoing number is built on the basis of the incoming one, taking into account the rules for assigning numbers accepted in the organization.
Directories

The window that allows you to edit database table records is called up from the "Edit letter" window by clicking the button located to the right of each drop-down list field. When working with a SQL Server CE database file, you can delete records without any restrictions. When working with SQL Express, you can only delete records that are not linked by a foreign key.
Main window - Export

The program provides export of the entire journal or only selected records to Excel. When printing, it is also possible to select one or more records.

04.02.2016 Registering correspondence on a computer has a number of undoubted advantages compared to conventional non-electronic journals. Here are just a few of them that significantly simplify the registration of documents and increase the efficiency of the company’s internal records management.
1. Unified help system. Initially generated directories (employees, types of correspondence, addressees, etc.) allow them to be used effectively in the future: they eliminate ambiguous interpretation of identical values, are used when searching and selecting documents according to certain criteria (documents for a specific contractor, by type of correspondence, by nomenclature of cases etc.) are used in the final reporting on office work.
2. Incoming and outgoing documents(correspondence) is located in a single file cabinet, in contrast to different paper journals during regular registration. This file cabinet can have an unlimited (compared to ordinary journals) size and store documents for the entire history of the company. This allows you to quickly find necessary documents in the electronic archive.
3. Possibility of storage in electronic correspondence file copies of paper documents (scanned, electronic files signed with digital signature ( electronic signature). When using such an electronic correspondence journal collectively (in computer network company) each employee, in accordance with his access level (role), can have instant access to the required registered incoming/outgoing document, as well as its electronic copy. When using digital signatures within a company, it is possible to abandon conventional paper media, which significantly reduces financial costs.
4. Control over the execution of incoming documents. The efficiency compared to a regular magazine is also obvious. This is the speed of selection of documents under control, the ability to carry out not only current control, but also preliminary control (for future periods). Details about monitoring the execution of incoming correspondence
5. Printing output documents: registers of registered incoming/outgoing correspondence, registers of documents under control (having deadlines), document resolution, registration card, information about the movement of a document. In all cases, when printing documents, use ready-made templates. This allows you to automatically receive ready-made documents in seconds.
The above advantages of electronic journals compared to paper journals are far from complete.
The purpose of this article is to introduce the reader to the capabilities of the AS "" program when registering incoming/outgoing documents. The advantages described above are also implemented in it.

In a programme Electronic correspondence log registration of incoming and outgoing documents is carried out in the document file. Activation of the electronic document file cabinet mode is carried out by selecting the main menu item of the program "Registration - Document file cabinet":

Appearance of the AS document file The electronic correspondence journal looks like:

The interface of the document file cabinet (the purpose of individual elements of the file cabinet toolbar, the file cabinet context menu, the data table) is described in detail in the user manual in paragraphs 3.2.1 - 3.2.3. ().
To register an incoming or outgoing document in the electronic document file of the AS "Electronic Correspondence Journal", you must click on the "Functions - New" button on the toolbar. The program will open a window for document registration:

Depending on the selection of the "Correspondence classification" field, registration of the incoming or outgoing document will continue.

For an incoming document, the registration card has appearance:

After entering information about the incoming/outgoing document into the registration card, to complete the registration of the document, you must click on the “Save F2” button in the toolbar (there is alternative way saving documents - keyboard key F2).
After saving the document, information about it will be reflected in the data table of the electronic file cabinet.
More detailed information for registration of correspondence in the AS Electronic Correspondence Journal program, see User's Guide, paragraph 3.2.4-3.2.10 (

A program for recording incoming and outgoing correspondence and internal documents of an organization.

The software product can be customized to suit the needs of your organization.

Information about all correspondence of your company, as well as internal documents (orders, instructions, etc.) is in one place - Document Logs, and you can always easily find the one you need

All information about each incoming, outgoing or internal document is presented clearly in the Card of the corresponding document

You can customize the format of the document number as is customary in your office work

In the daily bustle of work, you will not forget about the deadline for an unfulfilled document! And you won’t have to sort through a pile of papers in search of such documents either - the program will remind you of them itself

Only authorized officials will receive alerts: alerts are configured for each user. There is also the opportunity to view reminders in the form of a calendar!

To start working with the program, you do not have to manually enter documents for previous years - you can automatically download them from an Excel file.

Convenient team work on documents is provided with support for network operation and the ability to differentiate rights. Access to and work with the program “Registration of Organizational Documents 4.8” is strictly regulated: three levels of access are implemented depending on the functions allowed to the user - administrative, user and for viewing only (without the right to make changes). Additionally, it is possible to fine-tune access to logs for each access level.

Support for working with a scanner will allow you to easily load scanned copies of original documents into the program; it is possible to stream scan when using a scanner that supports automatic sheet feeding.

Officials responsible for the execution of documents will be notified in a timely manner about the receipt of new tasks - the program has functions for sending notifications by e-mail with the ability to link files, store messages and search for them

Maintaining documents of any number of companies in one program: all information on documents is in one place, it is accessible and conveniently presented

The “See only your own documents” function allows you to divide documents between executors, eliminating the possibility of viewing and correcting other people’s documents.

To automatically archive file versions of programs over time on a daily basis, you can use the free Automatic File Archiving utility.

To install the free version of the program:

*Product support is provided online.

License for 1 workplace The standard (non-SQL) version of the program is provided free of charge, without restrictions.

To purchase additional network workstations, send us an application to the address , indicate in it the name of your company, the name of the product (“Registration of organizational documents 4.8”) and the number of additional workstations, and we will send you a contract and an invoice.

Pay the bill in any way convenient for you.

After payment send to the address This email address is being protected from spambots. You need JavaScript enabled to view it.

Price of the program “Registration of organizational documents 4.8”

Basic version- 1 workplace - Free

from 2nd to 5th inclusive - 4000 rubles for 1 workplace
from 6th to 10th inclusive - 3000 rubles for 1 workplace
from 11th to 20th inclusive - 2000 rubles for 1 workplace
from the 21st and more - 1000 rubles for 1 workplace

Price calculator

0+1*4000=4000 rub.

0+4*4000+1*3000=19000 rub.

0+4*4000+5*3000+10*2000+5*1000=56000 rub.

*Price includes 1 year technical support by telephone and via the Internet.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4,000 rubles. When you turn on the "Dispatcher" mode

For organizations that require increased data storage reliability and access security to information, closing unauthorized access to data, possible built-in data encryption, the ability to use a web client to view documents and Android applications for notifying executors about the receipt of documents and monitoring the execution of documents, there is versions of the program Registration of organizational documents for Microsoft SQL Server and PostgreSQL.

To purchase the program "Registration of organizational documents" SQL version:

1. Download the demo version of the program (installation file for MS SQL Server and for PostgreSQL) and install the program.

2. Send us a request to This email address is being protected from spambots. You need JavaScript enabled to view it., indicate in it the name of your company, the name of the product (“Registration of organizational documents 4.8 version MS SQL” or“Registration of organizational documents 4.8 version PostgreSQL”) and the number of jobs, and we will send you a contract and invoice.

3. Pay the bill in any way convenient for you.

4. After payment, send to the address This email address is being protected from spambots. You need JavaScript enabled to view it. confirmation of payment (copy or payment order number, date and amount of payment), and we will send you a registration code and activation code.
Original documents (agreement, act of acceptance and transfer of use rights, invoice, invoice, license agreement) are sent by mail after payment.

Price of the program “Registration of organizational documents 4.8 version MS SQL”

Basic version- 1 workplace - 9000 rubles

Additional workstations (for network collaboration):
from 2nd to 5th inclusive - 6000 rubles for 1 workplace
from 6th to 10th inclusive - 5000 rubles for 1 workplace
from 11th to 20th inclusive - 4000 rubles for 1 workplace
from the 21st and more - 3000 rubles for 1 workplace

To calculate the cost of licenses, you can use Price calculator

Example of cost calculation for 2 jobs:
9000+1*6000=15000 rub.

Example of cost calculation for 6 jobs:
9000+4*6000 +1*5000 =38000 rub.

Example of cost calculation for 25 jobs:
9000 +4*6000 +5*5000+10*4000+5*3000=113000 rub.

When choosing the extended warranty option, the cost additional year support is 20% of the cost of licenses.

* The license period is not limited.

"Control room" 1 month is provided free of charge, the cost of an unlimited time license is 12,000 rubles.

PostgreSQL is a freely distributed SQL server that is a worthy alternative to the commercial Microsoft SQL Server; the PostgreSQL DBMS is especially relevant for government agencies within the framework of compliance with the policy for the use of Russian software products.

Price of the program “Registration of organizational documents 4.8 version PostgreSQL”

Basic version- 1 workplace - 10,000 rubles

Additional workstations (for network collaboration):
from 2nd to 5th inclusive - 7000 rubles for 1 workplace
from 6th to 10th inclusive - 6000 rubles for 1 workplace
from 11th to 20th inclusive - 5000 rubles for 1 workplace
from the 21st and more - 4000 rubles for 1 workplace

To calculate the cost of licenses, you can use Price calculator

Example of cost calculation for 2 jobs:
10000+1*7000=17000 rub.

Example of cost calculation for 6 jobs:
10000+4*7000 +1*6000 =44000 rub.

Example of cost calculation for 25 jobs:
10000 +4*7000 +5*6000+10*5000+5*4000=138000 rub.

*Price includes 1 year of telephone and online technical support. When choosing the extended warranty option, the cost of an additional year of support is 20% of the license cost.

* The license period is not limited.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4,000 rubles. When you turn on the mode "Control room" 1 month is provided free of charge, the cost of an unlimited time license is 12,000 rubles.

Among program users State Unitary Enterprise of the City of Moscow "Office for Reconstruction and Development of Unique Objects", JSCB "Russian Trust Bank", LLC "KB Finance Business Bank", Commercial Bank "RBA", LLC "Multi-profile Processing Company", JSC "Tsentromashproekt", JSC "Krasnogorsk Plant" "Electrodvigatel", State Public Institution of the Republic of Dagestan "Directorate of the Unified State Customer-Developer" of the city of Makhachkala and many others.