Document Attachments
During General Journal data entry you have the ability to attach an external document to the general journal or general journal 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 general journal 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 GJ. 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 general journal, 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.
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 will 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.
Should you wish to “un-attach” a document from the general journal, 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 general journal.
During General Journal data entry you have the ability to attach an external document to the general journal or general journal 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 general journal 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 GJ. 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 general journal, 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.
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 will 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.
Should you wish to “un-attach” a document from the general journal, 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 general journal.
