WELCOME TO GMS ACCOUNTING ONLINE HELP
The help you need at your fingertips.
You are here: Accounts Payable > Voucher document attachment
Document Attachments
During Voucher data entry, you have the ability to attach an external document to the voucher or voucher batch control. Some examples are a pdf image of an invoice, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the Voucher 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 VR. 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. Locate the document to be attached and double left click on it and click on Save.
Should you wish to add additional documents to the Voucher, 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.
Once a document is attached, the path to this document will appear on the File List tab. Should you wish to view a document already attached, click on the path listed on the File List tab.
Should you wish to “un-attach” a document from the voucher, 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 Voucher.
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.
Note: If you have supplement #327 Complete Purchase Orders installed, there will be an option to Attach Document to PO. If this box is checked the document will also be attached to the applicable Purchase Order.
During Voucher data entry, you have the ability to attach an external document to the voucher or voucher batch control. Some examples are a pdf image of an invoice, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the Voucher 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 VR. 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. Locate the document to be attached and double left click on it and click on Save.
Should you wish to add additional documents to the Voucher, 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.
Once a document is attached, the path to this document will appear on the File List tab. Should you wish to view a document already attached, click on the path listed on the File List tab.
Should you wish to “un-attach” a document from the voucher, 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 Voucher.
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.
Note: If you have supplement #327 Complete Purchase Orders installed, there will be an option to Attach Document to PO. If this box is checked the document will also be attached to the applicable Purchase Order.
