Summary

The attachments feature is used to attach scanned documents, electronic files, images or files of any format to a database record, such as an Accounts Payable module vendor record (AP> Maintenance> Vendor> Attachment icon). The attachment will be archived on the cloud server and accessible any time the record is opened.

If you have attached documents to GL accounts using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Attachments icon), you can copy those attachments to a new fiscal year when a new chart of accounts is created using the Create New Fiscal Year procedure (GL> Utilities> Create a New Fiscal Year).

Step by Step

1     View the documents attached to a record.

• Open a record and click the Attachments icon   (for example, view the attachments on a receipt in PO> Display> Receipts> Attachment icon). This will open the Attachments Maintenance window.
• The Attachments Maintenance window will display all of the documents and files attached to the selected record.
• Highlight a file and select Save Locally from the Attachment Action icon drop-down menu if you would like to save the file to another location. This will open a window that allows you to select the path where you would like to save the file.
  • Save the file to your workstation if you would like to save a copy of the file locally. This allows you to view, modify or print the file.
• An attachment can also be saved to your desktop or a folder on your desktop by holding down the CTRL+ALT keys while using the mouse to drag the attachment to the desired location.
• Highlight a file and select Open Attachment from the Attachment Action icon drop-down menu if you would like to open the file.
  • You can also simply double-click the attachment to open it.
• Highlight an attachment and press DELETE or click the Delete icon   to delete the attachment. This will remove the document from the Attachments window and delete the archive file on the cloud server.
• Highlight a file if you would like to view or edit the file information.
  • The File Name and File Type fields are read-only and cannot be edited.
• Press INSERT or click the Create icon if you would like to attach a new document. This will create a new line item in the File data grid.

2     Add a new document or file to the record or modify the information on an existing attachment.

• Click the File Name field label to attach a file. This will open a window that allows you to browse through your file system to locate and select the file.
• The File Name and File Type fields will populate with the file information once the file has been selected.
  • These fields are automatically set when the attachment is selected and cannot be edited.
• The Location Reference and Tracking Number fields are both optional fields.
• Enter a description of the attachment in the Description field. This is also an optional field.
• Click the Save icon when complete. This will attach the document to the record. The next time you open the Attachments window from the selected record, the document will display in the window.