Scan and attach documents

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 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.
Customer Transaction Enquiry To view or add file attachments for a sales invoice or credit note, select the transaction then select Attached Documents.
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.
  • For a nominal journal entry, move to the Associated Nominal tab and select Attached Documents.

Confirm Receipt (confirm goods received)

Select the Attach Documents check box before you select Save.

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.