System Manager > Basic Features in AccountMate Enterprise

The File Attachments window allows you to attach to various transactions and maintenance records documents stored in any location outside AccountMate Enterprise. You can then view or delete the attached documents later. You can access this window by entering the record's number (e.g., customer #, item #, etc.) in certain Transaction or Maintenance function and clicking the Attachment button (paperclip icon) in the function toolbar.

Note: Once a file is attached to a transaction or maintenance record, AccountMate will update the Attachment button (i.e., change from a paperclip icon to a paperclip icon with an asterisk) to indicate that an attachment has been saved for that particular record.

The File Attachments window displays the name of the user who attached the particular file to the transaction or maintenance record as well as the date and time the file attachment was done, the filename, and any remarks entered with the attachment. It also allows you to view the attached document by double-clicking on the attachment's filename.

Note: To view the attached file, you must have a program that opens the particular file installed in your workstation; otherwise, you cannot view the file. For example, you must install a program that opens spreadsheets if the file attached is a spreadsheet (e.g. MS Excel format).

The file size limit is at 10MB per file attachment. If the file being attached exceeds the file size limit, you will get an error message and cannot proceed to save the file attachment with the maintenance or transaction record.

To attach documents to a particular transaction or maintenance record, proceed as follows:

1.Enter the number of the record to which you want to attach documents. For example, enter the customer # if you want to attach documents to a customer record or an AR invoice record.

2.Click the Attachment button () in the function toolbar to display the [xxx] Attachments window where "xxx" represent the transaction/maintenance record (e.g., Customer, AR Invoice, Inventory).

3.In the File Attachments window, click the Append row to end button to activate a new line in the File Attachments grid.

3.a. In the Open File window that appears, locate the file you want to attach to the transaction or maintenance record.

3.b. Enter in the Remarks field a brief description/remarks you want to enter.

3.c. Repeat this step to attach more documents.

4.Click the [X] button to close the Attach File window.

5.When you are ready, click the Save button to save the transaction with the attachments.

To delete documents from a particular transaction or maintenance record, proceed as follows:

1.Enter the number of the record from which you want to delete documents. For example, enter the AR Invoice # in the AR Invoice Transaction screen if you want to delete attachments from an AR invoice record.

Alternatively, you may access the maintenance record for whom the transaction was created. For example, enter the customer # for whom the AR Invoice transaction was created for.

2.Click the Attachment button () in the function toolbar to display the [xxx] Attachments window where "xxx" represent the transaction/maintenance record (e.g., Customer, AR Invoice, Inventory). If accessing from the maintenance record, click the drop-down list beside the Attachment button; then, select the transaction (e.g. AR Invoice, Advance Billing, Ship Sales Order, etc).

3.In the File Attachments window, click the Delete selected row button to delete the attached file from the File Attachments grid. When a message appears requesting confirmation whether you want to proceed with the deletion, click Yes to confirm. Repeat this step to delete more documents attached to the transaction/maintenance record.

4.Click the [X] button to close the File Attachments window.

5.When you are ready, click the Save button to save the transaction or maintenance record with the changes to the file attachments.

File Attachments Window

File Attachments Window