Attach Documents to a Purchase Invoice

Attach Documents to a Purchase Invoice

Sparkrock 365 provides the capability for you to add attachments to a purchase invoice as required. There are two types of attachments that can be added. One type involves non-OCR service attachments and is referred to as the Attachments feature. The other type involves optional OCR service attachments and is referred to as the Incoming Document Files feature.

Note

Note:
The Incoming Document Files feature can be used to attach non-OCR service attachments, but it is not recommended that you use this feature for that purpose. For non-OCR service attachments, it is recommended that you use the Attachments feature.

Flow to purchase transactions

When a purchase invoice is created, attachments may be automatically attached to the invoice. This situation occurs when attachments are added to main records and the flow to purchase transactions feature is used. For example, if an attachment is added to a vendor, and while adding the attachment the Flow to Purch. Trx field is selected, the attachment is automatically attached to any subsequently created purchase invoices that involve that vendor.

When you are working on a document, and you do not want an attachment that was attached because of the flow to transactions feature to be associated with the document, you can delete the attachment. When you delete the attachment, the attachment is only deleted from the document that you are working on. The attachment is not deleted from the main record.

The Flow to Purch. Trx field can only be modified on main records. On attachments that are associated with purchase transactions, the Flow to Purch. Trx field is for informational purposes to indicate that the attachment is associated with a main record.

Add attachments to a purchase invoice with the attachments feature

If you are not using an OCR service, to add attachments to a purchase invoice, use the Attachments FactBox.

To add attachments to a purchase invoice with the attachments feature

1. Choose , enter Purchase Invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to add an attachment, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. On the FactBox pane, on the Attachments tab, in the Documents field, select the link that appears for the value.

   The Attached Documents page opens.

4. Choose Select File.

   The Attach a Document dialog box appears.

5. Choose the one or more files that you want to attach.

6. In Description, specify a description for the attachment.

7. In Attached Date, modify the date and time as required.

8. In Confidential, to specify that this attachment is confidential, select the checkbox.

   The Confidential field can also be set from within an actual document.

   Also, the Confidential field can be used in conjunction with permission sets, so you can manage which users can view attachments.

Preview a purchase invoice attachment that was attached with the attachments feature

After an attachment is added, as required, you can view the attachment.

To preview a purchase invoice attachment that was attached with the attachments feature

1. Choose , enter Purchase Invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to add an attachment, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. On the FactBox pane, on the Attachments tab, in the Documents field, select the link that appears for the value.

   The Attached Documents page opens.

4. Select the document attachment that you want to view, and then choose Preview.

Delete a purchase invoice attachment that was attached with the attachments feature

If required, an attachment can be deleted.

To delete a purchase invoice attachment that was attached with the attachments feature

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to delete an attachment, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. On the FactBox pane, on the Attachments tab, in the Documents field, select the link that appears for the value.

   The Attached Documents page opens.

4. Select the document attachment that you want to delete, and then on the action bar, choose Manage > Delete.

   A dialog box appears.

5. To delete the attachment, choose Yes.

Add an incoming document file to a purchase invoice from the Purchase Invoices page

If you are using an OCR service, to add an Incoming Document File to a purchase invoice, you can use the Incoming Document Files FactBox.

Note

Note:
Only one main attachment can be added. Additional attachments must be added as supporting attachments.

To add an incoming document file to a purchase invoice from the Purchase Invoices page

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice to which you want to add an attachment, and then on the FactBox pane, in the Incoming Document Files FactBox, choose the down arrow.

3. Choose Attach File.

   The Insert File dialog box appears.

4. Choose the file that you want to attach.

   The file is attached.

5. In the Incoming Document Files FactBox, choose the down arrow, and then choose Incoming Document.

   The Incoming Document page opens.

6. Complete the fields as required.

Add an incoming document file to a purchase invoice from a list of incoming documents

If you are using an OCR service, to add an incoming document file to a purchase invoice, you can select the file from a list of incoming documents.

Note

Note:
Only one main attachment can be added. Additional attachments must be added as supporting attachments.

To add an incoming document file to a purchase invoice from a list of incoming documents

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to add an attachment, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. Choose Incoming Document > Select.

   The Incoming Documents page opens.

4. Select the document that you want to attach, and then choose OK.

   The file is attached to the purchase invoice.

Add supporting attachments to an incoming document file

When working with Incoming Document files, only one main attachment can be added. Additional attachments must be added as supporting attachments.

To add supporting attachments to an incoming document file

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice to which you want to add a supporting attachment, and then on the FactBox pane, in the Incoming Document Files FactBox, choose the down arrow.

3. Choose Attach File.

   The Insert File dialog box appears.

4. Choose the file that you want to attach.

   The file is attached as a supporting attachment.

View incoming document files

On the Incoming Document page, you can view the details for the main incoming document. You can also view the details for supporting attachments.

To view incoming document files

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to view the incoming document files, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. Choose Incoming Document > View.

   The Incoming Document page opens.

4. To view the main document, in the Main Attachment field, select the link.

5. To view a supporting attachment, select the line of the attachment that you want to view, and then on the Supporting Attachments section action bar, choose Manage > View File.

Specify that incoming document files are confidential

You can specify that Incoming Document Files are confidential. When you toggle Confidential on, in addition to specifying that the main attachment is confidential, all supporting attachments also become confidential.

Note

Note:
When using the Incoming Document Files feature, you cannot specify that only specific attachments are confidential.

To specify that incoming document files are confidential

1. Choose , enter purchase invoices, and then choose the related link.

The Purchase Invoices page opens.

1. Select the purchase invoice for which you want to view the incoming document files, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

2. Choose Incoming Document > View.

   The Incoming Document page opens.

3. Turn on Confidential.

Replace an incoming document file main attachment

If required, you can replace an Incoming Document File main attachment.

To replace an incoming document file main attachment

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to view the incoming document files, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. On the action bar, choose Prepare > Incoming Document > View.

   The Incoming Document page opens.

4. On the action bar, choose Prepare > Replace Main Attachment.

   A dialog box appears.

5. Choose Yes.

   The Insert File dialog box appears.

6. Choose the file that you want to attach.

   The main attachment is replaced.

7. Update fields as required.

Delete incoming document files

If required, you can delete Incoming Document Files, including the main attachment and supporting attachments.

To delete incoming document files

1. Choose , enter purchase invoices, and then choose the related link.

   The Purchase Invoices page opens.

2. Select the purchase invoice for which you want to view the incoming document files, and then on the action bar, choose Manage > View.

   The Purchase Invoice page opens.

3. Choose Incoming Document > View.

   The Incoming Document page opens.

4. Depending on whether you want to delete only a supporting attachment, perform one of the following steps:

   • To delete only a supporting attachment, select the line of the attachment that you want to delete, and then on the Supporting Attachments section action bar, choose Manage, Delete Line.

   • To delete the main attachment and any supporting attachments, choose Manage > Delete.

See also

Purchase Invoices

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