Document Attachments
Purpose of this document
This document describes the methods for attaching documents to master records, transactions and journals in Ceres. Although only one example is shown of each of the 3 different types of Pages, the method shown for each will be similar across all Pages of that type.
Ceres Object release 6.00.19 is required for the functionality described in this document.
Master Records
- For our example of the master record document attachments we are using the Agency Card Page. If necessary, click on the circle icon with the letter “i” to open the FactBox. Click on “Attachments” to open the attachments FactBox.
- Click on the number representing the total number of documents already attached. If there are already documents attached the system will open the Page shown in step 6.
- If this is the first document attached, click on the “Attach File(s)…”
- Click on the “Choose…” dialog box will open to allow you to choose the document to attach.
- Navigate to the folder containing the document to attach, click on the document and then click open. The document chosen will then be attached to the record.
- The document is then shown attached to the record.
- From the “Edit – Attached Documents” Page you can add additional document, delete documents, and open the documents to review them.
Transactions
- For our example of the transaction document attachments we are using the Purchase Order Page. If necessary, click on the circle icon with the letter “i” to open the FactBox. Click on “Attachments” to open the attachments FactBox.
- Click on the number representing the total number of documents already attached. If there are already documents attached the system will open the Page shown in step 6.
- Click on the “Attach File(s)…”
- Click on the “Choose…” dialog box will open to allow you to choose the document to attach.
- Navigate to the folder containing the document to attach, click on the document and then click open. The document chosen will then be attached to the record.
- The document is then shown attached to the record.
- From the “Edit – Attached Documents” Page you can add additional document, delete documents, and open the documents to review them.
- Once the transaction has been posted you can view, add or delete attachments from the posted document by following the steps above.
Journals
- For our example of the journal attachments we are using the General Journal Page. If necessary, click on the circle icon with the letter “i” to open the FactBox. Click on “Incoming Document Files” to open the attachments FactBox.
- From the options presented, choose “Attach File”.
- From the Insert File Dialog, click “Choose…”
- Navigate to the folder containing the document to attach, click on the document and then click open. The document chosen will then be attached to the record.
- The document is then shown attached to the record.
- Once you have a document attached to a journal, should it become necessary to delete it you highlight the document and then click on “Incoming Document Files”. This will open a list of options.
- Once you have a document attached to a journal, should it become necessary to delete it you highlight the document and then click on “Incoming Document Files”. This will open a list of options.
- Click on Manage and choose Delete to remove the document from the journal.
- Once the journal has been posted, you can view, add, or delete attachments by navigating to one of the journal entries, G/L Registers, or Posted General Journal.
Note: For entries to display in Posted General Journals, the “Copy to Posted Jnl. Lines” field must be toggled for the Journal Batch the entries were posted from
- To view, add, or delete attachments from G/L Registers, find the Register that includes the entries you are looking for then click on Related à Register à General Ledger.
- From the General Ledger Entries Page, click on the down arrow to the right of the Incoming Document Files field and select Attach File. Then follow the steps above to attach a file.
- To view, add, or delete attachments from a Posted General Journals, find the journal that includes the entries you are looking for then
- From the Find Entries Page select Show Related Entries to display the General Ledger Entries. Then follow step 11 above to view, add, or delete an attachment.
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