Introduction
There's more to accounting than just numbers. QuickBooks allows you to create documents and reports right inside the program.
Despite what many people predicted when computers became ubiquitous, most small businesses are still far from being "paperless offices."
And if you're doing whatever you can to make your accounting files as digital as possible, not everybody else is. As a result, you must continue to work with paper.
And you're still always looking at paper records, saved computer files, or scanned photos that have anything to do with your accounting results. QuickBooks allows you to keep this data close at hand and easily accessible from within the program.
One of the most straightforward, cheapest, and most underutilized document management systems available to small business owners is QuickBooks' Attached Documents feature, which is available at no additional cost in recent versions.
A file may be connected to a transaction or a particular client, provider, or employee when electronic files are associated with them. Bringing up that transaction or party and retrieving it is simple.
Electronic files are located in the same place as the QuickBooks data file, making them suitable for single and multi-user environments. As a consequence, security concerns restrict local or server computing.
Attaching Documents in QuickBooks
You may connect records to various transactions in QuickBooks Online, including general journal entries, accounting records, bills, and credit card charges.
Documents may add to inventory revisions, vendor profiles, and a variety of other areas.
You must submit a document to the QuickBooks Documents Centre before you can add it. Press the paperclip, pick the desired file from the saved documents folder, and double-click it to attach it.
You can connect several documents to the same transaction if required.
You can find documents in your QuickBooks Document Centre by searching for them, or you can reach them by clicking the paperclip next to the transaction.
Documents can add to customer and supplier profiles as well as transactions in QuickBooks Online. This allows for a better record-keeping organization.
It can also assist the accountant in closing the books at the end of the year.
What transactions are allowed to have attachments?
All of the following transactions may have attachments:
Bills
Customers
Cheques
Credit Card
Delayed Charge
Invoices
Credit Note
Suppliers
Estimates
Refund Receipt
Receive Payments
Expenses
Sales Receipt
Supplier Credit
What are file types suitable for attachments?
The file types you can connect are limited to the following to protect the protection of your QuickBooks Online account:
PDF
DOC
GIF
PNG
CSV
XLSX
JPEG
TIFF
XML
How to add Document?
For a supplier profile
Select Expenses, then Suppliers from the left menu.
Then select the desired supplier and click on Supplier Details.
Select Attachments from the drop-down menu at the bottom of the tab.
Pick the file you want to connect from the list, then click Open.
For a Customer profile
Select Sales, and then Customers.
Then select the desired customer and click on Customer Details.
Select Attachments from the drop-down menu at the bottom of the tab.
Pick the file you want to connect from the list, then click Open.
For Transactions
Open the desired transaction.
Select Attachments from the bottom left,
Select the Document you want to attach.
Select Open, then Save and close.
Conclusion
Adding documents in QuickBooks are simple, as explained above.
You don't have to connect a file to a transaction or profile to upload it to the Attachments list.
You may view the specifics of your attachments in attachments, as well as edit, remove, and generate invoices and expenses.
