Getting Started
Your complete guide to getting up and running with Acadsys
Welcome to Acadsys! This guide walks you through everything you need to know to start using the system effectively. Whether you're an administrator setting things up or a new user processing documents, follow the path below.
Your First Steps
Sign In & Dashboard
Log in, explore the dashboard, and configure your shortcuts
Learn the basics →
Key Concepts
Document states, roles, approval chains, and GL entries explained
Understand the system →
Setting Up the System
If you're an administrator, configure these before your team starts:
- Company Profile — Set your company name, fiscal year, and base currency
- Users & Roles — Invite team members and assign roles
- Suppliers — Add your supplier master data
- Approval Workflows — Define thresholds and approver chains
- Accounting — Configure GL groups, cost centres, and export mapping
Daily Workflow
For regular users who process documents and handle approvals:
Processing Documents
| Step | Description |
|---|---|
| Upload | Drag-and-drop files or use the Supplier Gate portal |
| Processing | Review AI-extracted data, correct errors, detect duplicates |
| Approval | Submit for review; approvers add comments and approve/reject |
| Detail View | Audit log, GL entries, VAT breakdown, linked items |
Managing Approvals
When you're an approver, check the Approvals tab across any module (Documents, Orders, Requests) to see items waiting for your action.
| Topic | Where to Learn |
|---|---|
| Approving Documents | Sequential and parallel approval steps |
| Sequential vs Parallel Chains | How multi-step approval works |
| Delegation & Substitutes | Forward approvals when you're away |
| Approval Statistics | Monitor team performance |
Working with Financial Documents
| Document Type | Create | Approve | Export |
|---|---|---|---|
| Invoices | Create Invoice | Invoice Approval | Via accounting export |
| Orders | Create Order | Order Approval | Download PDF |
| Requests | Create Request | Request Approval | Convert to Order |
Business Cases
Group related items together for project tracking:
- Overview — Filter and search business cases
- Create — Start a new case with budget and timeline
- Comments — Collaborate with your team
- Close — Archive completed cases
Quick Reference
Document States
| State | Meaning |
|---|---|
| Draft | Created but not submitted |
| Processing | AI/OCR extraction in progress |
| Pending Approval | Waiting for approver action |
| Approved | All approvers have signed off |
| Rejected | Returned for correction |
| Exported | Sent to accounting system |
| Published | Finalised and archived |
Role Capabilities
| Role | Can Do |
|---|---|
| Administrator | Everything — users, settings, workflows |
| Accountant | Process documents, manage GL, trigger export |
| Approver | Review and approve/reject documents, orders, requests |
| Viewer | Read-only access to approved documents |
| Supplier | Submit documents via Supplier Gate portal |
Need Help?
- Roles & Permissions — Full access matrix
- Switching Company — Multi-tenant context
- Edit Profile — Language, notifications, password
- Login Events — View your login history