Organize attachments with folders

Transactions in Manager can be supported and documented with digital attachments. These can include:

  • Word processing documents
  • Spreadsheets
  • Scanned invoices
  • Scanned receipts

Normally, the attachment is made to the specific transaction to which it relates. But sometimes, attachments do not apply to individual transactions, but to entire projects or accounting periods. In these cases, organize attachments with folders.

Create a folder

Below the left navigation pane, click Customize. Check the box for the Folders tab, then click Update:

In the Folders tab, click New Folder:

Enter a Description of the folder’s contents. Be sure to click Create to save the folder.

Northwind Traders creates a folder for general business documents:

The folder is listed in the Folders tab:

Add an attachment

Click View to see contents of a particular folder. The folder will display much like any Manager transaction form. The display has no accounting function, but provides a way to add, list, and delete attachments consistent with other tabs in the program.

Add an attachment to the folder by either of two methods:

  • Click New Attachment at the bottom of the page. Browse to the file you want to attach and select it according to normal procedures for your operating system.
  • Drag and drop the attachment onto the folder form while you are viewing it.

In the illustration below, two files have been included in the folder:

Attachments will be incorporated into the business’ data file, not stored separately for independent file management. The attachment will not be deleted from its original location. To view an attachment, click on its name while viewing the folder. To delete an attachment, click X after its name. Deleting an attachment from a folder only removes it from the business’ accounting database. It does not delete it from wherever else it may be stored.

Include descriptive information

Descriptive information about a folder can be added using custom fields. Usually, you will want to check the boxes to show the custom field both as a column and on printed documents:

Northwind Traders creates a custom field is named Contents. Both boxes are checked, and the field type chosen is Paragraph text. The 2017 General Business Docments folder is edited to include basic information about categories of documents within it:

The resulting Folders tab listing now includes searchable information about the folder:

And the View screen for the folder includes the same information:

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