After the documents are uploaded, the system will proceed to analyze the data within them. Subsequently, the system will generate a transaction based on the information extracted from the documents.
Currently, the system only supports Dividend Statements, Contract Notes, and Water Bills.
Please note that we are currently working on document types that can be analysed.
Uploading Documents to the Documents Screen
Every entity will have one unique email. Files sent to this email are added to the Entity's Documents page. Users can also use their smartphones to upload documents. From here, supported documents are then auto-categorised from within the Documents screen.
When Dividend Statements, Contract Notes, and Water Bills are uploaded to Simple Fund 360 or Simple Invest 360 they will now be automatically linked to the relevant transactions. These files are automatically attached to the Transaction List and Workpapers regardless of how the documents are uploaded into Simple Fund 360 or Simple Invest 360.
The table below explains the Icon used in the uploading documents process.
This Icon indicates that AI is currently analysing the document
|The Icon indicates that AI has successfully analysed the document.|
|Once a document has been successfully analysed by AI, selecting this icon will display a preview that shows the linked transaction.|
|The Chart Folder Icon indicates that the document will flow into the Workpapers for the relevant financial year.|
Note: Currently, only PDF documents and JPG/JPEG images are supported. Note: zipped files are not supported.
You can locate this unique email given to your entity on the Entity Dashboard.
|From the Main Toolbar, select Fund (or other entity)||
Select Fund/Entity dashboard from the list.
The unique email will be shown on this screen. Click the icon to copy the email.
Simply email the files to this unique email address.
Inputting a Financial Year as the subject of the email will automatically tag submitted documents with that financial year:
- The only formats recognised are "FY20XX" and "FY 20XX".
You will receive a confirmation email stating the document has been received, and additional email notifications if any issues arise during processing.
Note: There are no restrictions on who can send documents to the Entity's unique email. Therefore, please be mindful of sharing this email address to others.
Once documents are uploaded, they can be found on the Documents screen.
BGL Engage enables you to easily upload documents for your entities with a simple tap on your smartphone.
From the App, tap the icon. From here, you can use your phone's camera to take a photo of a document. You can also use the File Upload function to upload files from your phone's photo gallery.
Once you are happy with your photo, the photo will then be instantly converted into a pdf file and saved into the software's Documents screen.
The software will use AI to automatically categorise uploaded documents into folders within the documents screen.
Note: At this time, auto-categorisation is only available for specific types of documents, including dividend statements, contract notes, water bills, invoices and receipts.
Head into the Documents screen, and toggle on the AI-Assisted category.
From here, users can choose to Ignore or Confirm the categorisation.
Selecting the Categorised option, will display all of the documents has been uploaded through SmartDos that will automatically flow into Workpapers.
For the Documents to automatically flow to Workpapers there must be readable transactions as well as the financial year needs to be present.
These documents will appear in the relevant Workpapers once the Workpapers screen has been refreshed.
If a document does not have a financial year or has not been sorted to account it will remain in Uncategorised.
To update the document so that it can appear under the relevant Workpaper folder please follow the two requirements below.
1. Please ensure that the document has a Financial Year, if the document does not have a Financial Year please add one.
2. If the Document has not been sorted into an Account, please select
After selecting the Icon please the folder to which the Document should be attached in the Workpapers.
Then select this will update the Workpapers.
After following either step, the Workpaper in the relevant year must be generated or refreshed for the Document to be attached.
If one of the support documents (Dividend Statements, Contract Notes, and Water Bills) has been successfully uploaded yet a transaction has not been generated on the Transaction List. This may be due to the system having low confidence as to which account to use. To resolve this issue please follow the steps below.
1. Select the document that has not been coded yet,
2. Scroll to the bottom of the page and confirm that the suggested Account Code is correct.
If the suggested Account is incorrect select the Account Codes and manually update the accounts used in the transaction below. If the Account Codes used are correct select 'Attach'.
3. The system will automatically post the transaction on the Transaction list with the document attached.