Document Attachments
During Cash Receipt data entry you have the ability to attach an external document to the cash receipt or cash receipt batch control. Some examples are a pdf image of a statement, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the cash receipt is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to CR. The Batch# and Doc# fields will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on save.
Should you wish to add additional documents to the cash receipt, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document from the cash receipt, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the cash receipt.
Auto attach documents – If you have several documents to be attached in a batch stored in a specific folder you can select Auto Attach from the New Document form. Then in the File Name box identify a document within the folder where the attachments are stored. The system with then automatically attach all documents in that folder that start with the corresponding entry number in the batch. For example, if you have entry numbers 356 and 357 in a batch the system will automatically attach documents that are named 356 xxx and 357 xxx to the appropriate entry in the batch. Note: in order for this procedure to work properly the documents to be attached must be named with the corresponding entry number to which they are to be attached followed by a space then followed by a description of your choice. For example, a document to be attached to entry number 356 in a batch could be named 356 Approval Memo.
If you have multiple documents to attach to cash receipts such as multiple copies of checks deposited there is a Next button available to ease this process. Click on Next to advance the New Document form to the next existing cash receipt.
Another option for attaching several documents to a cash receipt batch is save your documents with the name of Batch#_Doc#. When you are on the Cash Receipt tab and attach your first document, you should also put a checkmark in Auto Attach. Your remaining documents will automatically attach to the corresponding entry without you needing to manually attach each one.
During Cash Receipt data entry you have the ability to attach an external document to the cash receipt or cash receipt batch control. Some examples are a pdf image of a statement, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the cash receipt is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to CR. The Batch# and Doc# fields will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on save.
Should you wish to add additional documents to the cash receipt, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document from the cash receipt, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the cash receipt.
Auto attach documents – If you have several documents to be attached in a batch stored in a specific folder you can select Auto Attach from the New Document form. Then in the File Name box identify a document within the folder where the attachments are stored. The system with then automatically attach all documents in that folder that start with the corresponding entry number in the batch. For example, if you have entry numbers 356 and 357 in a batch the system will automatically attach documents that are named 356 xxx and 357 xxx to the appropriate entry in the batch. Note: in order for this procedure to work properly the documents to be attached must be named with the corresponding entry number to which they are to be attached followed by a space then followed by a description of your choice. For example, a document to be attached to entry number 356 in a batch could be named 356 Approval Memo.
If you have multiple documents to attach to cash receipts such as multiple copies of checks deposited there is a Next button available to ease this process. Click on Next to advance the New Document form to the next existing cash receipt.
Another option for attaching several documents to a cash receipt batch is save your documents with the name of Batch#_Doc#. When you are on the Cash Receipt tab and attach your first document, you should also put a checkmark in Auto Attach. Your remaining documents will automatically attach to the corresponding entry without you needing to manually attach each one.
