Moving a Document to Another Company

  • 13/09/2023
  • 6 minutes to read

When you have multiple companies set up in Microsoft Dynamics 365 Business Central, you may sometimes want to move a document in Continia Document Capture from one company to another. This could be relevant if you’ve set up Document Capture to import all documents to one particular company, or if somebody by mistake sends a document to the wrong company.

For example, some organizations ask their vendors to send all purchase invoices to the same email address, from which the organizations can then manually distribute the documents to the intended recipient companies. In such cases – and other cases requiring manual transfer – the manual method described below can be used.

As detailed further below, it’s also possible to have incoming documents moved automatically to another company.

For app versions of Business Central, no matter which of the two methods you use, vendor and field recognition is carried out automatically for every document that's moved from one company to another.

Important

You can only move a document from one company to another if both companies use exactly the same document category name. If the respective names of the categories differ even ever so slightly, the transfer will fail.

Moving documents to other companies manually

Note

In order for the following guide to work, you must have more than one company set up in Business Central – otherwise the Move to Company... field won't be available. Also, Document Capture must be installed, activated, and set up correctly in all companies that you want to move documents between.

To manually move a document from one company to another, follow these steps:

  1. Choose the Search icon, enter Document Categories, and then choose the related link.
  2. Select the code of the relevant document category – for example, PURCHASE – to open the document journal.
  3. In the document list, select the document that you want to move. Select the document line – not the number in the No. column, as this will open the document card.
  4. In the action bar, select Actions > Functions > Move to Company...
  5. On the Move to Company page, in the Name column, select the name of the company that you want to move the selected document to.
  6. If the document transfer was successful, a dialog box will confirm that the selected document was moved to the selected company. Select OK to close the dialog box and return to the document journal.

However, if the document transfer was unsuccessful in step 6 above, a dialog box with an error message will appear instead. This may be because Document Capture wasn't activated or set up correctly in the destination company. To resolve this issue, select OK to close the dialog box, and then make sure that Document Capture is activated and fully functional in all relevant companies.

Moving documents to other companies automatically

As an alternative to moving documents manually, you can set up Document Capture to automatically forward incoming documents to the intended recipient companies immediately after import. In order to do so, follow these steps:

To set up automatic forwarding of documents, follow these steps:

  1. Follow this guide to set up a number of company identification texts (free-text keywords that you can map to specific companies).
  2. Make sure that Document Capture has been activated and set up in both of the companies that you want to move documents between.
  3. Choose the Search icon, enter Document Categories, and then choose the related link.
  4. Open the relevant document category. For example, to open the purchase document category, select the PURCHASE line (not the PURCHASE code itself, as this will open the document journal), and then choose Edit in the action bar.
  5. On the OCR Processing FastTab, enable Auto Move to Company by toggling the switch.

Important

The two fields Auto Move to Company and Doc. with Unidentified Company are only visible on the document category card if Document Capture has been activated in more than one company.

See also

Installing the Document Capture App
Setting up Company Identification Texts