Scan and attach documents

This feature is only available from Sage 200cloud Professional Summer 2018 version onwards.

How to

Attach a document file

  1. To attach documents:

    • When you create a purchase invoice or credit note, select Save and Attach.
    • When you enter a nominal journal entry, select Post and Attach.
    • When you produce a VAT return, you'll be prompted to add attachments to the return.

    For details of where else you can attach documents, see Where can I scan and attach documents?

  2. To attach a file:
    • Select Attach File, then browse to the file that you want to attach and click Open.

      Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.

    • Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
  3. Once the file has been added, you can enter a comment or reference in the Description column.

Scan and attach a document

If you have a scanner, you can scan and attach the scanned image. You can scan images directly using a scanner connected to your PC or your network.

  1. When you create a purchase invoice or credit note, select Save and Attach.

    For details of where else you can attach documents, see Where can I scan and attach documents?

  2. Select Scan Using Device.

    Note: This is only available if you have installed a scanner in Windows.

  3. Your current scanner is displayed in Select source.

    If you have more than one scanner installed, you can choose a different scanner.

  4. When you're ready to scan a document, select Start Scan.

    • The document is scanned using your scanner's default settings. To display your scanner's control panel when you scan, select Use advanced settings.
    • To save a copy of the scanned image to the pictures folder for your Windows user, select Save a copy to My Pictures.
    • If you have more than one page to scan, you must scan and attach each page individually. Even if your scanner can scan multiple pages, you should still scan and attach pages individually.

      Alternatively, you could first save the images as files, and then attach the files in a group.

  5. You'll see a preview of the scanned document.

    Tip: To see the image in more detail, click and drag the corners of the window to increase its size.

    • If the scanned image doesn't look right, you can select Rescan to scan the document again.
    • If you're happy with the scanned image, then select OK to add the image as an attachment.

Useful info

Where can I scan and attach documents?

You can attach files and scanned documents when you enter purchase invoices and credit notes, enter sales invoices and credit notes, confirm goods and services received, enter nominal journals, and produce VAT returns.

The attachments can also be viewed and amended when you authorise transactions, use transaction enquiries, or view completed VAT returns.

Purchase Invoice When you enter a supplier invoice, select Save and Attach.
Purchase Credit Note When you enter a supplier credit note, select Save and Attach.
Authorise supplier transactions (Authorisation) Select the transaction, then select Attached Documents.
Nominal Journal Entry

When you enter a journal entry, select Post and Attach.

This feature is only available from Sage 200cloud Professional Winter 2018 version onwards.

View Waiting Postings Select the posting, then select Attached Documents.
Customer Transaction Enquiry

To view or add file attachments for a sales invoice or credit note, select the transaction then select Attached Documents.

This feature is only available from Sage 200cloud Professional Summer 2019 version onwards.

Supplier Transaction Enquiry To view or add file attachments for a purchase invoice or credit note, select the transaction then select Attached Documents.
Nominal Transaction Enquiry

Select Detail to view the transaction detail.

  • For a purchase invoice or credit note, move to the Trader Transactions tab and select Attached Documents.
  • For a sales invoice or credit note, move to the Trader Transactions tab and select Attached Documents.

    This feature is only available from Sage 200cloud Professional Summer 2019 version onwards.

  • For a nominal journal entry, move to the Associated Nominal tab and select Attached Documents.

Confirm Goods Received

Confirm Service / Text Items Received

Select the Attach Documents check box before you select Save.

This feature is only available from Sage 200cloud Professional Summer 2019 version onwards.

Delivery history for purchase orders and returns
  • For purchase orders, view the item line in the order, select Deliveries, then select Attached Documents.
  • For purchase returns, view the item line in the return, select Despatches, then select Attached Documents.
Record Purchase Invoice Post the invoice, and when you enter the invoice details select Save and Attach.
Record Purchase Credit Note Post the credit note, and when you enter the credit note details select Save and Attach.
VAT Analysis
  • When you produce a VAT return, you'll be prompted to add attachments to the return.
  • When you view Completed Period Totals for a VAT return, select Attached Documents.

This feature is only available from Sage 200cloud Professional Winter 2018 version onwards.

Where are the attached files stored?

The attached files are stored in the attachments folder for the company, which is set in System Administration.

The attachments are stored in folders according to the document type, supplier, and the invoice or credit note reference. For example, attachments for purchase invoice 27052 for a supplier with short name CHR001, would be found in the folder attachments\Documents\Purchase Invoice\CHR001\27052\

If you move, rename or delete files in these folders, they will no longer be available as attachments in Sage 200cloud.

Tip: If you use multiple companies with Sage 200cloud, it's good practice to use a separate attachments folder for each company.

What happens when I archive data?

Document attachments are not included when you archive data, and will be removed.

For information on how to archive your data, see Archiving data.