Transaction Level
Attach documents directly to transactions such as: Sales Invoices · Purchase Orders · Delivery Orders · GRNs · Payment Vouchers · Debit/Credit Notes
Document Management Software
Find Documents by What They Say — Not Just What They're Called.
FACT ERP.NG Document Vault keeps business documents connected to the transactions and records they support.
Attach invoices, contracts, certificates, correspondence, and other documents directly to Transactions, Customers, Vendors, Employees, or Company Records — then search by filename or the content inside the document.
Document Vault Workflow
- DOCUMENT
- Transaction /
Master / Company - DOCUMENT VAULT
- Search by
Name or Content - Preview &
Open Record
What Is FACT ERP.NG Document Vault?
Document Vault is FACT ERP.NG's built-in document management system.
Business Record→Supporting Document→One Connected View
Instead of storing supporting documents separately from your ERP, documents can be attached directly to the business record they belong to.
A Sales Invoice can hold its supporting documents. A Customer can hold its contracts and KYC records. An Employee can hold their work permits and certificates.
And because Document Vault can index document contents, users can find information without having to remember exactly where a file was stored.
Store Documents Where They Belong
Four Levels of Document Management
FACT ERP.NG gives businesses several ways to organize documents depending on what they relate to.
Master Level
Store documents against Customers, Vendors and Employees. Examples include contracts, Credit Reports, Annual Accounts, KYC Documents, Passports and Work Permits.
Company Level
Keep company-wide records such as: Bank Statements · Incorporation Documents · Board Resolutions · Licenses · Insurance Certificates
Document Vault Master
Store general corporate documents that do not naturally belong to a specific Transaction or Master Record, including Policies, Consultant Advice and Market Research.
EmployeesContracts · KYC · Certificates
DOCUMENT VAULT
Search Inside Your Documents
Go Beyond the Filename.
Traditional document search depends heavily on knowing what a file is called.
FACT ERP.NG Document Vault can search the text inside uploaded documents, helping users find a document even when they cannot remember its filename or where it was stored.
PDF · Word · Excel · CSV · TXT
"Certificate of Origin"
"Termination Clause"
"ISO 9001"
FACT ERP.NG searches indexed document content for the phrase and returns matching documents.
Search Smarter with Keywords
Document Vault provides additional tools for recurring and more complex searches.
Keyword Search Library
Save frequently used search terms and reuse them instead of typing the same searches repeatedly.
Add Search Result as Keyword
Turn a useful term discovered within a document into a reusable search keyword.
Advanced Conditional Search
Combine multiple conditions to narrow results. For example: "Eviction" AND ("Tenancy" OR "Lease") Search results and extracted keywords can then be reviewed and filtered in structured grids. I would not add a separate graphic here. The actual search UI used above should support both sections.
Preview Documents Without Downloading
Find It. Preview It. Keep Working.
Supported documents and images can be previewed directly inside FACT ERP.NG without downloading them first.
TXT · PDF · JPG · JPEG · PNG · BMP · GIF
This is especially useful when reviewing large numbers of supporting documents for Finance, Compliance, or Audit work.
> Important: Content Search and Document Preview support different file types. A previewable format is not necessarily searchable by its contents.
Attach Multiple Documents at Once
A business transaction often has more than one supporting document.
A Purchase transaction, for example, might include a Purchase Order, Supplier Quotation, Invoice, Delivery Order, Inspection Certificate and payment evidence.
FACT ERP.NG can attach multiple documents in a single attempt, keeping the supporting records together instead of scattered across folders and emails.
Document Security & Access Control
Keep Business Documents Available to the Right People.
Document Vault works within FACT ERP.NG's broader user-security framework.
Legal → Contracts
Finance → Banking
HR → Employee Documents
- Folder Security Rights
- Document Sharing Permissions
- Document Vault Access Rights
- User-Level Security
- Uploaded-By Tracking
DOCUMENT VAULT
Finance
- Banking
- Tax
Legal
- Contracts
- Licenses
Human Resources
- Employee Documents
From Business Number to Supporting Document
See the Result. Then See the Evidence Behind It.
Document Vault connects with the wider FACT ERP.NG system, including the CXO Control Tower.
CXO Control Tower→Report→Transaction→Supporting Document
Management can start with a business result, drill into the underlying transaction and access its supporting documents.
Document Vault also works with Compliance Monitor Guru, helping keep evidence connected to statutory and internal compliance obligations.
Explore CXO Control Tower
Explore Due Date Management
Built for Audits, KYC & Compliance
Document Vault keeps the business record and its evidence connected.
Audits
Move from a transaction to its supporting documents instead of searching through email, local folders and physical files.
KYC & Customer Due Diligence
Keep Company Registration Documents, Credit Reports, Contracts and other KYC records connected to the relevant Customer or Vendor.
Employee Documentation
Store Passports, Identity Documents, Educational Certificates, Visas and Work Permits against Employee Records with controlled access.
Contracts
Store contracts against Customers, Vendors or Document Vault Master and retrieve them through their ERP relationship, filename or document contents.
FAQ
Frequently Asked Questions
What is Document Management Software?
Document Management Software helps businesses securely store, organize, search and retrieve digital documents. FACT ERP.NG goes further by connecting documents directly to ERP Transactions and Master Records.
What is FACT ERP.NG Document Vault?
Document Vault is FACT ERP.NG's built-in document-management system for storing documents against Transactions, Customers, Vendors, Employees, Companies and other business records.
Can FACT ERP.NG search inside documents?
Yes. Document Vault can index and search text inside PDF, Word, Excel, CSV and TXT files, allowing users to find documents by their contents as well as their filenames.
Which file types can I preview?
TXT, PDF, JPG, JPEG, PNG, BMP and GIF files can be previewed directly inside FACT ERP.NG.
Can I store documents that are not linked to a transaction?
Yes. Documents can also be stored against Customer, Vendor, Employee and Company records or within Document Vault Master for more general corporate documents.
Can I upload multiple documents at once?
Yes. Multiple documents can be attached in a single attempt rather than uploaded individually.
Can I control who can access documents?
Yes. FACT ERP.NG provides folder rights, document-sharing permissions, and broader User Security Access Rights to control document access.
Do I need separate Document Management Software?
No. Document Vault is built into FACT ERP.NG, keeping documents and the ERP records they support in the same system.
Why Document Management with FACT ERP.NG?
Connected to Your ERP
Documents stay connected to the Transactions and Master Records they support.
Instant Content Search
Search inside PDF, Word, Excel, CSV and TXT documents — not just filenames.
Multiple Ways to Organize
Store documents against Transactions, Masters, Companies or within Document Vault itself.
Built-In Security
Control document and folder access through FACT ERP.NG User Security Rights.
Easier Audit & Compliance Retrieval
Move from a business record to its supporting evidence without maintaining a separate filing process.
One ERP
Document Vault sits inside FACT ERP.NG rather than operating as a disconnected document-management system.
FACT ERP.NG
Your Business Documents. Connected and Searchable.
Store documents with the records they support. Search by filename or content. Preview them inside FACT ERP.NG. Find the evidence behind a transaction when you need it.
Book a Free Demo