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Attaching a Document to a Transaction

Purpose

It attaches one file to one or more transactions. The file is kept in storage, and each transaction gets its own link to it.

Who does this

Office and billing staff who need to put a document — a receipt, a signed form, a statement — onto a transaction so it c

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Accounting, open the AP or AR list, and use the file action on the transaction.

Before you attach anything

  1. Select the transactions. Check you selected the right ones — the file goes on every row you selected.
  2. Decide whether the same file really belongs on all of them.
  3. Check whether that file is already attached to any of them. Attaching it again can create a second link to the same stored file.

How to attach

  1. Select the transactions.
  2. Use the file action and choose the file.
  3. Wait for the upload to finish.
  4. Wait for the attachment to be registered on the rows.
  5. Refresh every transaction you selected and open the file. This is the only step that proves it worked.

Uploading and attaching are two separate steps. A file can be uploaded successfully and still end up attached to nothing.

Removing a document

  1. Find the transaction the document is on.
  2. Before you delete, check whether any other transaction uses the same file. The same stored file can be linked from several transactions, and deleting can remove it for all of them.
  3. Delete only when no other transaction needs it.
  4. Refresh the transaction and confirm the document is gone.

There is no single undo across the stored file and the transaction links. If you are unsure, stop and ask.

If something goes wrong

Situation What to do
The file uploaded but is not on the transaction The upload succeeded and the attachment did not. Check the transaction before trying again — repeating can leave the stored file behind with no link.
The same document appears twice on a transaction The same file was attached twice. Remove the extra link.
The upload failed Nothing was attached. Fix the problem and try again.
The result is unclear Refresh each transaction and open the document. Do not attach it again first — that can duplicate the link.
You deleted a file another transaction needed The other transaction loses the file as well. Ask for it to be re-attached from wherever it is still held.
The file will not open Check whether it was ever linked. A successful upload on its own does not mean it reached the transaction.

Who owns the next step

Office and billing staff own the document. If the document is the proof for an invoice, check it before the invoice goes out — see Billing and close review.