1. The options in electronic storage
After enabling this function, additional options appear in the program.
1.1 Adding Attachments
After entering such documents as an invoice, an accounting document, etc., there will be the option Add Attachment.
1.2 Preview attachments
An additional link View Attachment appears on the transaction preview screen, if any attachment has been previously attached. You can view document postings, for example, in Journal Entry.
1.3 Preview of attachments attached to a transaction
In the Setup module, there is an Attach Documents function available, which also allows you to see attachments attached to previously entered transactions.
At the top of the screen, select a transaction type to view all previously attached attachments.
There are the following options available in the table:
- preview of transactions in column #
- editing the attachment file by clicking the icon
- viewing the attachment file by clicking the icon
- the possibility to download the attachment file to a local disk by clicking the icon
- deleting the attachment file by clicking the icon
1.4 Adding attachments to previously entered transactions
At the bottom of the screen, in the Attach Documents, you can attach additional attachments specifying the internal transaction number for the transaction type selected above.
The procedure is as follows:
- you need to determine the transaction system number for the selected type
- enter the number in the field Transaction #
- attach a file from your disk
- you can add description of the attachment in the field Description
Attaching additional documents in the Attach Documents in module Setup is an "emergency" solution, which should be used in case when the scans (attachments) were not attached immediately, while entering transactions in the program.
2. Notes
- the total storage capacity of the attached files may be limited depending on the program subscription;
- the basic upload option is available after entering an accounting document, on an additional screen; it is the same for purchase and sales invoices, and other documents;
- the preview of attachments is available in the document booking preview screen; the easiest access to attachments is via Journal Entry;
- you can improve attaching purchase invoices by entering them directly from the mailbox; for this purpose, it is necessary to set up a dedicated mailbox and configure it appropriately in the program;
- you can add several files to one transaction;
- added files can be of any type;
- by default, the maximum size of an attachment is 3MB; the program administrator can increase the allowable size of attachments; for this purpose, please contact us.