SmartVault

SmartVault is a Software-as-a-Service offering that is fully integrated within Acctivate. It provides the ability to scan, store, and send documents to vendors, customers, and partners. The documents are stored "in the cloud" rather than on your PC.

Overview

SmartVault is the leading provider for online document storage and sharing for QuickBooks users. Their product is also fully integrated into QuickBooks, Outlook and popular web browsers.

Setup

SmartVault must be first integrated with QuickBooks. Then, after synchronizing QuickBooks with Acctivate, you can enable SmartVault in Acctivate.

Install SmartVault
The first step is to login to the SmartVault Portal and download and install the SmartVault desktop software. Refer to the SmartVault installation documentation at https://help.smartvault.com/ then proceed to integrating it with QuickBooks.

Integrate SmartVault with QuickBooks
After the installation of the SmartVault desktop software, you will need to integrate SmartVault with QuickBooks. Refer to the instructions found at https://help.smartvault.com/

Enable SmartVault in Acctivate
After SmartVault has been installed and integrated with QuickBooks, perform the following steps:

  1. Login to Acctivate.
  2. Run a synchronization between Acctivate and QuickBooks.
  3. In Acctivate, navigate to the SmartVault tab found in the Company Info section of the Configuration Manager (File → Company → Company Info).
  4. Click Edit.
  5. Click Connect SmartVault.
  6. Save and close the Configuration Manager window.

Usage

Once SmartVault has been setup, you can attach or view documents in the following windows:

  • Enter Business Activity
  • Edit Customer
  • Invoice / Credit Memo
  • Edit Product
  • Enter Purchase Order
  • Enter Sales Quote, Sales Order, Service Order
  • Enter Credit Memos

Attach a document

  1. Open the Acctivate record, e.g., open a sales order in the the Enter Sales Order window.
  2. Click the paperclip icon to attach a document.
  3. A SmartVault window will open, prompting you to choose the source of the document to be attached.
    • Scan: You can use a scanner to scan a document directly into SmartVault.
    • Browse: Use the Browse button to navigate to a document saved on your computer or network.
    • Move from Inbox: Attach a file that is already in the SmartVault inbox.
  4. After making your selection and attaching the file, click "Accept".
  5. You can close the SmartVault window.

View an attachment
If a window has documents attached to it, the paperclip icon will display the number of attachments linked. To view an attachment:

  1. Open the Acctivate record, e.g., open a sales order in the the Enter Sales Order window.
  2. Click the downward arrow next to the paperclip icon and choose View.

When viewing an attachment, you can click the Download button to download the document, or you can double click the document to open it in SmartVault for viewing. If you need to delete a document, click the red X.

Once a document has been saved in SmartVaut, you can delete a copy of the file from your computer, if you wish.