Purchase Order > Purchase Orders and Quotes > Create Purchase Order and Quote Overview > Purchase Order/Quote by Vendor

The File Attachments page allows you to attach files or add URLs to a transaction or maintenance record. These attachments can be viewed, edited, or deleted at any time.

You can choose to either store the file within AccountMate Enterprise (which creates a copy in the system) or save a reference to its full file path (located outside AccountMate Enterprise). Files that are stored inside of AccountMate Enterprise can only be edited by the user who created the attachment entry or any user that is granted the necessary access right.

When accessing the File Attachments page from this function, you can view all vendor transactions that contain attachments. You can also open an attached document by double-clicking its filename.

Accessing the page from this function displays information such as the name of the user who added the file, the date and time it was attached, the filename, file size, and file type, the name of the user who last modified the entry,

the date and time it was modified, the transaction number associated with the attachment, and any remarks entered with the attachment record.

Note: To successfully view an attached file, the appropriate application for that file type must be installed on the local workstation. If the required software is not installed, the file cannot be viewed or opened. For example, if the attachment is a spreadsheet (e.g., an MS Excel .xlsx file), a spreadsheet application must be installed in order to view it.

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 files or URLs, proceed as follows:

1.Click the Add File button from the grid toolbar to activate a new line in the grid.

1.1. In the Open File window that appears, locate the file you want to attach to a transaction or maintenance record. Select the file and click the Open button to proceed; otherwise, click Cancel. To select multiple files, hold down the CTRL or Shift key while selecting files.

1.2. In the pop-up window that appears, click the button of your choice whether you want to store the selected files in AccountMate or add a reference to the file(s) full path. Click Cancel to discard changes.

1.3. Enter in the Remarks field a brief description or notes you want to save in this attachment record.

1.4. Repeat this process to attach more files.

2.To add a URL, click the Add URL button in the grid toolbar. In the pop-up window that appears, enter the URL you want to add. Click the Add URL button to proceed; otherwise, click Cancel. You may also click the Open Website button to open the URL address entered in the field.

Note: To successfully attach a file or files to a new record, you must first save the transaction or maintenance record.

To filter the attachment entries shown on this page, perform these steps:

1.In the Search field, enter characters contained in the attachment entry you are searching to filter the attachment records. You can use the values entered to make the search either in all fields in the grid, or only in specific columns.

2.The attachment records that meets the selection criteria will be displayed on the grid in this page.

To delete attachments, perform the steps below:

1.In the File Attachments grid, highlight the attachment entry you want to delete by marking its corresponding checkbox; then, click the Delete button from the grid toolbar.

2.In the confirmation window that appears, click Yes to confirm deletion; otherwise, click No.

3.Repeat this step to delete other attachment entries, as needed.

To email the attachment, follow these steps:

1.In the File Attachments grid, highlight the attachment entry you want to email by marking its corresponding checkbox; then, click the Email button from the grid toolbar.

2.In the Compose Email window that appears, enter the recipient/s of the email, as well as the subject and body in their respective fields. Note that the attachment file is already attached to the email. You have the option to attach more files to the email, if needed. When sending URL attachments, these URLs are added to the email body.

3.When you are ready, click the Send button.

Note: To successfully email an attachment, be sure to set up the company's email account. To do this, access the Email Account Setup function.

Attachments Page

Attachments Page

See Also