The program of accounting documents in the organization. New version of ac electronic journal of correspondence. How the application works: main features

(For use in a computer network using the roles (Secretary, Resolution Author, Executive User, Administrator), multi-user version)

Contains program Electronic journal correspondence(client part and database file), user manual, manual for the first launch of the program and a file with a description recent changes programs.

What's new:

Version of the client part of the program 3.4.5

1. In the Destination Directory, the data table is sorted by default in descending order. The last entered Addressees (where the correspondence came from) will be displayed in the table above.
2. In modes " Document file", "Log of incoming documents", "Log of outgoing documents"The line "Case number" has been added to the table of the document search and selection system for additional condition selection by case number in the nomenclature. The search condition is set to "from the list". The value of the "Case number" field can be selected from the reference book by pressing the right mouse button (directly in the "field value" column).

The appearance of the search and selection system in the "Card file of documents" mode:

For more information about using the system for searching and selecting documents of the AC program Electronic Journal of Correspondence, see clause 6.1.

By clicking the right mouse button in the line of the search table with the name of the field "Case number" in the column "Field values" a window will appear for selecting the desired case number from the nomenclature.

3. Fixed error in selecting the value for the case number in the registration card of the outgoing document.
4. Fixed an error when adding the performer of the incoming document, if the date of the resolution of the document is not selected.
5. Changed appearance mode "Users and passwords". This mode is available only for users with the "Administrator" (Admin) role, as well as for the SYSDBA user. For more details about users and roles, see the program user manual p.8.1-8.2. All functional actions in the mode have been moved to the control panel in the "Functions" item.

Version of the client part of the program 3.4.4

1. In the registration card of the incoming / outgoing document (tab " Electronic copies of the document") fixed the error of adding files using drag and drop from other applications (Drag&Drop technology).

2. Added the ability to export electronic documents (tab " Electronic copies of the document") by dragging the selected files with the mouse.

To export from the program files containing electronic copies of documents using the mouse, you must first select the required number of files, then holding the left mouse button, drag the cursor to another program or window and release the mouse button. The selected files will be copied from the program database.

3. In the main menu of the program, the items of the "Control" section have been changed. Removed subsection " Execution control", which contains items for the current and preliminary control of incoming documents. An item has been added in which it is possible to select and control documents for the current date and future periods.

4. In the "Analysis - Electronic copies of documents" mode, the function of opening an electronic document has been changed (to eliminate the conflict in the use of memory in Windows 7-8).

5. Optimized software interface in modes Journal of incoming/outgoing documents. The speed of search and opening of the registration card of incoming/outgoing documents has been increased.

6. The appearance of the program modes and "Printing incoming / outgoing documents" has been changed. Appearance has become uniform for all major window modes, including the following elements: control panel, data table, status bar. The control panel also has similar elements of search, selection of records, search and selection, functions, etc.

Appearance mode:

Appearance of the "Print" mode registers of incoming/outgoing documents":

7. In the "" mode, additional document information is in the drop-down panel, which allows you to display a larger number of documents under control on the monitor screen.

8 Updated the table of the main menu of the program AS Electronic Journal of Correspondence taking into account the removal and addition of menu items (see clause 3).

Version of the client part of the program 3.4.3

1. Fixed error of data filtering in the safety system.
2. Fixed contextual search error inside electronic copies of documents in the "" mode (Branch "Analysis")."
3. Fixed error in reading the "Number of displayed records in the card index" parameter (Menu "View -> Number of displayed records in the card index").
4. Updated the default settings of the document search and selection system.
5. The saved settings of the document search and selection system have been updated.
6. Updated the parameters required for registering the program.
7. Access to the "Scanning documents" mode in the registration card of an incoming and outgoing document is open (tab " Electronic copies of the document").
8. In the directory of standard resolutions, the field "content of a standard resolution" has been increased to 512 characters.

Version of the client part of the program 3.4.2

1. Added an agent for notifying users about new registered incoming documents, about documents with due dates. For users with a role in the "Resolution Author" program, the notification agent informs about new outgoing documents that need to be considered (approved/rejected).

The alert agent is located in the Windows system tray.

It is possible to set the period for notifying the user about events that have occurred, setting the display of the program on the Windows taskbar.

2. Added permissions to add/remove electronic copies of documents to all users of the program. Previously, only a user with the "Secretary" role had such rights.
3. The length of the "Progress" field of the incoming document has been increased from 50 to 256 characters.
4. The length of the "Form registration number" field of the incoming document has been increased from 10 to 20 characters.

Version of the client part of the program 3.4.1

1. The mode "Responsible and executors by departments" is open.

The appearance of the mode is a tree structure, allows you to present staffing organizations in the form of a tree, in which its branches are structural divisions, employees. The number of investments in the branches of the company's personnel structure is not limited.

An example of a company tree structure:

2. The "Location Address" field has been added to the address book.

3. In the registration card of the incoming document, the appearance and arrangement of information has been changed.

4. Field size " Additional Information" of the incoming and outgoing document has been increased to 2048 characters.

5. Updated the default settings of the document search and selection system.

6. In registration card of the incoming document the appearance and arrangement of information has been changed. Registration card of the outgoing document divided into 6 tabs:
- Information about the outgoing document;

- Approval of the document;

Incoming document for removal from control;

Additional Information;

Postage;

- Electronic copies of the document.

7. In registration card of the incoming and outgoing document the "electronic copy of the document" button is moved to a separate tab.

There are various forms of ledgers. Often, accounting programs offer a cumbersome multi-window interface that makes 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, now and then open and close new windows, in which the program functionality is scattered.

A sample register of incoming and outgoing documents - an electronic register presented on our website - has a number of advantages. The characteristic name for the program was not chosen by chance. Convenient MAGAZINE is really convenient: almost all actions related to logging take place in only two windows - the main window and the letter editing window.

AT Convenient MAGAZINE even to make new entries in the associated database tables, there is no need to open a new window, although this option is also provided.

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

Document Registration Program
Handy XP Magazine

• Main window

  
  

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

  The 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 the window for editing this letter.

• 
  

  The letter editing window has all the tools for working with the fields of the relational database tables 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 you start the program, you are given the opportunity to select the database that will be used during work. You can work with the Microsoft SQL Server Compact Edition version 4 format file or directly with Microsoft SQL Server.

  By default, the Microsoft SQL Server Compact Edition format file is selected, which is supplied with the "Convenient Journal" program and is located in the same folder with 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 specified in the database file selection field when starting the program.

• Print window

  
  

  The printout of the log of registration of letters is carried out from the main window of the program.
  When you print an accounting journal, you can select which records to print and center the table on the sheet.

• Main window - Menu

  

  The commands of the toolbar of the main program window are duplicated in the context menu.

  Pressing the right mouse button selects the line in the this moment under the cursor.

• Main window - Search by letter number

  

  The main window has the ability to search and filter messages by incoming number.

  The table will display all letters, the number of which contains the numbers entered in the search field.

• Main window - Search by counterparty

  

  In addition to searching by the incoming number, there is also the possibility of searching for a letter by the name of the client with auto-completion of the search string by the first letters of the entered word.

  The search is optimized and is carried out not for all available clients in the corresponding database table, but only for those with which specific letters are associated.

• Contractors

  
  

  The ability to enter a new record in the database tables is present in the "Edit message" window itself: just enter the required value in the drop-down list field.
  If the entered value does not exist in the database, a save prompt will be displayed and, if confirmed, a 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 of the entered changes greatly simplifies the work with the form of editing the letter.

• Letter editing window - Autocomplete

  

  Autocompletion of the outgoing number has been implemented in the "Editing a letter" window.

  In this case, the outgoing number is built on the basis of the incoming number, taking into account the number assignment rule adopted in the organization.

• Reference books

  

  The window that allows you to edit records in the database table is called from the "Edit message" window by pressing the button located to the right of each field with a drop-down list. 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 related by a foreign key.

• Main window - Export

  
  

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

A program for accounting for incoming and outgoing correspondence and internal documents of the organization.

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

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

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

You can set up the format of the document number as it is customary in your office work

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

Notifications will only be received by authorized officials: notifications are configured for each user. You can also 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 the network mode and the ability to differentiate rights. Access and work with the program "Registration of documents of the organization 4.8" is strictly regulated: three levels of access are implemented depending on the functions allowed to the user - administrative, user and only for viewing (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, there is the possibility of streaming scanning when using a scanner that supports automatic sheet feeding.

The officials responsible for the execution of documents will be notified in time about the receipt of new tasks for them - the program has the functions of sending notifications by e-mail with the ability to link files, store messages and search through 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 documents" function allows you to share documents between executors, eliminating the possibility of viewing and correcting other people's documents.

For daily automatic archiving of file versions of programs by time, you can use the free utility Automatic File Archiving.

For installation free version programs:

*Product support is provided via the Internet.

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

To purchase additional network jobs, send us an application to the address , indicate in it the name of your company, the name of the product (“Registration of documents of the organization 4.8”) and the number of additional jobs, 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.

The price of the program "Registration of documents of the organization 4.8"

Basic version- 1 workplace - Free

from the 2nd to the 5th inclusive - 4000 rubles for 1 workplace
from the 6th to the 10th inclusive - 3000 rubles for 1 workplace
from the 11th to the 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 phone and via the Internet.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4000 rubles. When you turn on the mode "Control room"

For organizations that require increased data storage reliability and access security to information, blocking unauthorized access to data, possible built-in data encryption, the ability to use a web client to view documents and an android application to notify performers about the receipt of documents and control the execution of documents, there are versions of the program Registration of organization documents for Microsoft SQL Server and PostgreSQL.

To purchase the program "Registration of documents of the organization" 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 an application 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 organization documents 4.8 version of MS SQL” or"Registration of organization documents 4.8 PostgreSQL version") and the number of jobs, and we will send you a contract and an 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. payment confirmation (copy or number of payment order, date and amount of payment), and we will send you a registration code and an activation code.
Original documents (agreement, act of acceptance and transfer of use rights, invoice, invoice, license agreement) are sent by mail after payment.

The price of the program "Registration of documents of the organization 4.8 version of MS SQL"

Basic version- 1 workplace - 9000 rubles

Additional workplaces (for network collaboration):
from 2nd to 5th inclusive - 6000 rubles for 1 workplace
from the 6th to the 10th inclusive - 5000 rubles for 1 workplace
from the 11th to the 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

An example of cost calculation for 2 workplaces:
9000+1*6000=15000 rub.

An example of cost calculation for 6 workplaces:
9000+4*6000 +1*5000 =38000 rub.

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

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

* The term of the license is not limited.

"Control room" 1 month is provided free of charge, the cost of a time-limited license is 12,000 rubles.

PostgreSQL is a freely distributed SQL server, which is a worthy alternative to the commercial Microsoft SQL Server, the PostgreSQL DBMS is especially relevant for public institutions within the framework of compliance with the policy of using Russian software products.

The price of the program "Registration of organization documents 4.8 PostgreSQL version"

Basic version- 1 workplace - 10,000 rubles

Additional workplaces (for network collaboration):
from 2nd to 5th inclusive - 7000 rubles for 1 workplace
from the 6th to the 10th inclusive - 6000 rubles for 1 workplace
from the 11th to the 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

An example of cost calculation for 2 workplaces:
10000+1*7000=17000 rub.

An example of cost calculation for 6 workplaces:
10000+4*7000 +1*6000 =44000 rub.

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

*Price includes 1 year of phone and web technical support. When choosing the extended warranty option, the cost of an additional year of support is 20% of the cost of licenses.

* The term of the license is not limited.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4000 rubles. When the mode is turned on "Control room" 1 month is provided free of charge, the cost of a time-limited license is 12,000 rubles.

Among program users State Unitary Enterprise of the City of Moscow "Department for the Reconstruction and Development of Unique Objects", JSCB "Russian Trust Bank", LLC "KB Finance Business Bank", Commercial Bank "RBA", LLC "Multipurpose Processing Company", OJSC "Tsentromashproekt", OJSC "Krasnogorsky Zavod" "Electric motor", GKU RD "Directorate of a single state customer-developer" of the city of Makhachkala and many others.

04.02.2016 Registration of correspondence on the computer has a number of undeniable advantages over conventional non-electronic journals. Here are just a few of them, which greatly simplify the registration of documents and increase the efficiency of the company's internal office work.
1. Unified help system. Initially formed directories (employees, types of correspondence, addressees, etc.) make it possible to use them effectively in the future: they eliminate the ambiguous interpretation of the same values, they 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 in a single card file, unlike different paper magazines during normal registration. This card file can have an unlimited size (compared to ordinary magazines) and store documents for the entire history of the company. This allows you to quickly find required documents in the electronic archive.
3. Ability to store in electronic correspondence file copies of paper documents (scanned, electronic files signed with EDS ( electronic signature). With the collective use of such an electronic journal of correspondence (in the computer network of the 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 EDS within a company, there is the possibility of abandoning 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 possibility of carrying out not only current control, but also preliminary (future periods). Detailed information about the control over 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 the document. In all cases, when printing documents, ready-made templates. This allows you to automatically receive ready-made documents in seconds.
The advantages of electronic journals compared to paper journals are far from complete.
The purpose of this article is to acquaint the reader with the capabilities of the AC "" program when registering incoming / outgoing documents. The advantages described above are also implemented in it.

In a programme Electronic Journal of Correspondence registration of incoming and outgoing documents is carried out in the file of documents. Activation of the mode of electronic file of documents is carried out by selecting the main menu item of the program "Registration - File of documents":

Appearance of the card index of documents AS Electronic Correspondence Journal looks like this:


The interface of the document file cabinet (assignment of individual elements of the file cabinet toolbar, file cabinet context menu, 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 file of documents AS "Electronic Journal of Correspondence" it is necessary to press the button "Functions - New" on the toolbar. The program will open a window for registering the document:

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

For an incoming document, the registration card looks like this:


After entering information about the incoming / outgoing document in 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 filing cabinet.
For more information about registering correspondence in the AC program Electronic Journal of Correspondence, see the User's Guide p.3.2.4-3.2.10 (

At any enterprise with a large turnover, there are always problems with maintaining business documentation, in particular, with its storage and processing. In such organizations, important papers accumulate in as soon as possible Therefore, after some time, the problem of their storage becomes relevant, and a set of additional difficulties accumulate, such as compliance with the necessary conditions for the safety of papers, their proper systematization and archiving.

Of course, the days when official documents accumulated on dusty shelves, lost in a pile of unnecessary waste paper, are long gone. Nowadays, thanks to the development information technologies, for this there are special computer programs and electronic systems. For example, "Registration of documents of the organization 4.2" (can be downloaded at www.araxgroup.ru), which is designed to record incoming and outgoing correspondence and internal documents of the organization. Thanks to its skillful use, the question does not arise of what to do with old orders and instructions and how to ensure their safe storage.

How the application works: main features

With the help of a convenient and intuitive application for an ordinary PC user, you can quickly organize the accounting of relevant documentation at all levels of the company's work and in any format, as well as create the necessary reports. The system provides a full cycle of work with a document: from creation and processing to saving to the archive, so we can say with confidence about the complete automation of the workflow at the enterprise and its conversion into electronic format. Now all the processes directly related to the maintenance of documentation at the enterprise do not require careful and painstaking control over the implementation of certain actions. The program will do everything on its own and remind you of the deadlines for documents.

All relevant papers, as well as incoming / outgoing information, are stored in the Program Document Registration Logs, so finding the necessary document will not be difficult. Printing an electronic document will not cause inconvenience either, because any modern format is available - Word / Writer, Excel / Calc - with the possibility of continuing file work in "native" applications.

Program Benefits

In addition to the possibility of using your own visual template in the form of a card, the program gives the user the following advantages:

• setting alerts for delegates officials individually, with the creation of a calendar reminder;
• regulated access to the program depending on the level of activity - from simple viewing without the right to make changes to administrative control;
• creation of scanned copies of documentation;
• setting access rights to document logs, the ability to enable the visibility mode of only your documents;
• support for a network mode of operation to ensure productive and comfortable work in a team;
• sending notifications via Email or by internal mail programs;
• the ability to store documents of several companies at once;
• implementation of quick analysis, editing and search for individual journal fields - the program will automatically generate the necessary reports;
• integration with the free Asterisk IP telephony server, which allows you to find up-to-date information before picking up the handset.

Thus, the improved utility "Registration of documents of the organization 4.2" will allow you to create a single business space with a simple, secure and reliable management system. And with the help of a special application for Android, you can stay in touch under any circumstances, get acquainted with incoming documents and report on performance, even if only a smartphone is at hand.