Add attachments to purchase orders

About attachments

You can use attachments to include information that is associated with an account or record in Sage 200; e.g. a document, image or spreadsheet.

You can either add a copy of the file itself, or add a link to a file or folder (like a shortcut).

• If you add a file, a copy of the file is stored with the account/record on the server.

• If you add a link or a folder, only the location of the file/folder is stored; e.g. it might be a file or folder on your network.

  You can only view attachments from the Self Service web app when the attachments have been added to the account or when linked to a folder or file on your network. You cannot view attachments that are links to folders or files on your desktop, as your browser does not have access to these files.

Add attachments to a purchase order

Open: Purchase Order Processing > Purchase Orders > Enter New Order.

• Select the Attachments tab to include files and documents related to the purchase order.

Add a file

To add a file to the account or record:

1. Click Add File.

2. Select the file(s) that you want to add.

   A copy of the file will be displayed in the list, and will be marked with a status of New. The file will only be added to the account or record when you save it.

Tip: You can also drag-and-drop files from Windows Explorer to add files to the attachments list.

Add a link to a file

To add a link to a file:

1. Click Add Link.

2. Select the file(s) that you want to add a link to.

   A link to the file will be displayed in the list, and will be marked with a status of New. The link will only be added to the account or record when you save it.

Tip: You can also drag-and-drop files from Windows Explorer to add links to the attachments list; hold down the Alt key to create a link (instead of adding the file).

Add a link to a folder

To add a link to a folder:

1. Click Add Folder.

2. Select the folder(s) that you want to add a link to.

   A link to the folder will be displayed in the list, and will be marked with a status of New. The link will only be added to the account or record when you save it.

Tip: You can also drag-and-drop folders from Windows Explorer to add folder links to the attachments list.

View or save a file, link or folder

You can view a file, link or folder from:

• The Attachments tab of the account or record.
• Any workspace that includes an Attachments List.

Delete a file, link or folder

Note: If you delete a file, the file will be removed from the server. If you delete a link or a folder, only the link will be removed and the file or folder that is linked to will remain intact.

To delete a file, link or folder:

1. Select the item to delete.
2. Click Delete.

3. The item will be marked with a status of Deleted.

   Tip: If you do not want to delete an item, select it and click Undelete.

4. You will be asked to confirm that you want to delete the item when you save the account or record.

Set a description for a file, link or folder

You can enter a description for an item in the attachments list:

1. Select the item.
2. Click Set description.

3. Enter the description for the item and click OK.

   The description will be displayed in the Description column.