Labels
A label is a free mark on a document. Unlike a folder, a document can have multiple labels (up to ten), and none of them impose anything — they do not affect the direction of the document or the output.
When it is Useful
- To indicate what is awaiting approval from a supervisor.
- To differentiate documents for cash reimbursement.
- To mark a center, project, or vehicle.
- To temporarily set aside items that are disputed.
Colors
A label without a selected color derives its color from its name, making it stable and asking nothing upon creation. You can select a custom color in the label management. Choose contrasting colors and preferably keep them to a minimum — labels are recognized peripherally in the listing.
Adding
At a line in the list, in the document window on the Details tab, or in bulk from the selection toolbar. A new label can be created directly while assigning it, with no need to go into settings. An account can accommodate up to one hundred custom labels, and a name can have a maximum of forty characters.
Automatic Labels
Some labels are added by the application itself: the type of document, when it is not a standard invoice (Credit Note, Debit Note, Proforma Invoice, Tax Document for Payment, Simplified Document), the currency code for documents in foreign currency, and Document Not Recognized for files from which the model read nothing.
An automatic label follows the data: when you correct the type or currency in the inspection, it changes accordingly. You can turn it off in the settings (Automatic Labels); a deleted automatic label will stop being added, and it can be restored there as well.
Deletion
Deleting a label will remove it from all documents. The documents themselves will remain. Since this action cannot be undone, it will ask for confirmation and remind you how many documents are affected.
Label or Folder?
Rule: a folder is a place, a label is a property. A document resides in one place but can have as many properties as it wants. If you hesitate, try asking yourself if it would make sense to have something in two places at once — if yes, it is a label.