Please note: Depending on your country and on your selected xentral package, the availability of modules and features differs - thus, the features described in this article might not be part of the xentral product you are using.
Table of contents
The "Document Scanner" extra module can be used in conjunction with the Android and iOS app "SwiftScan" documents can be scanned on the smartphone and transferred either manually or automatically to Xentral. In doing so, this can already pre-qualify, whether the document should be assigned to an address, liability, etc. In Xentral, the final assignment takes place.
- Scan and assign receipts (supplier invoices, sales slips, travel expenses, contracts)
- Quickly and easily assign to operations in Xentral
- Conveniently via app from smartphone or drag and drop (single and many files)
This is especially important for scanning supplier invoices in payables as well as for address files that are to be quickly stored.
App Center → Document Scanner
SwiftScan Android: https://play.google.com/store/apps/details?id=net.doo.snap&hl=de
Note: It should be noted that the data is run via SwiftScan and according to DSGVO a data contract may have to be signed.
Xentral is the interface where all scanned documents from the app SwiftScan appear. The module can also be used partially without the SwiftScan app.
In the Files tab, you can see all the files that have been uploaded to Xentral but but have not yet been assigned. Also the documents from GetMyInvoices are also displayed here, if the page has been connected.
The "+" icon in the menu column can be used to trigger an assignment of the document to be initiated.
If the assignment has already been made in SwiftScan, the correct tab will be selected immediately. Otherwise, the tabs can be selected manually above and assigned with the arrow above.
The document is then saved there as a file.
Filter Archive (show all)→ Also shows files already assigned via the module.
Via drag & drop a file can be dragged into the gray field at the side, so that it will be loaded into the module.
In the Upload tab, you can search for a file on the hard disk and upload it to the module.
In conjunction with SwiftScan, documents can be scanned and transferred directly via the smartphone. The paid version SwiftScanVIP is mandatory, otherwise the connection via WebDAV cannot be established.
For this, a connection with Xentral must be established. This requires several steps in Xentral and in SwiftScan.
Xentral: Set up WebDAV for the user
In order to connect to SwiftScan, WebDAV must be enabled in the respective user in Xentral. Under Administration → Settings → System → User: Select user, the checkmark must be set for this and a password must be assigned:
Note: Below the password field you can see the address, which is needed for the setup in SwiftScan.
SwiftScan App: Enable Cloud Services (The menu structure in SwiftScan maybe change. Description as of December 2018) (Official support page of SwiftScan: https://swiftscan.zendesk.com/hc/en-us)
The tutorial has been done on an Android device, but the following steps also apply to iOS devices.
- Open the app and click on the three dots in the upper right corner of the home page.
- Select settings.
- Select Cloud Services.
- Click on the "+"-icon on the bottom right.
- Select WebDAV.
- Enter WebDAV credentials.
Here the data from Xentral from the user are to be entered.
- WebDAV address → (URL) address in user below WebDav password
- Username → username in Xentral (normal login name in Xentral)
- Password → webDAV Password for user in Xentral
If a connection could be established, then a confirmation and WebDAV should appear in the settings as "Connected Cloud Service".
SwiftScan App: Set automatic transfer (optional)
If you want SwiftScan to automatically transfer every scanned document to xentral, you can enable the automatic transfer in the preferences settings:
Note from SwiftScan: Automatic upload is only available if the user has upgraded to SwiftScan Pro. Manual Upload is also available for "Free" users.
Note: If the automatic upload does not work, it may be necessary that the folder is changed in a way so that only a "/" appears in the settings.
If the automatic transfer is not activated, a scanned document can also be transferred manually and assigned at the same time.
- Press Release/Send to after scan.
- Select WebDAV/admin (could be hidden under the "More" item).
- Select folder for assignment.
- Transfer the document with "Upload Here".