Attachments

Throughout the program, attachments can be added to a number of different record types. Any type of file may be attached. The file will be stored in a data file within the accounting system, so for sake of storage space and speed of backing up and restoring, it is a good idea not to attach extremely large files.

When attachments are allowed, a screen like this one will be displayed on the appropriate entry screen:

The list box will display the description, date and type of any files that are currently attached. If the attachment is a bitmap file (a photograph or scanned image) a thumbnail of the image will be displayed to the right. If the attachment is any other type of file, an icon representing the file type will be displayed. Examples include the following:

 PDF Document

 Word Document

 Spreadsheet

 Power Point Presentation

 Text Document

 Web Page

 Other File

Drag and Drop

To add an attachment, click the Insert button or drag an item from Windows Explorer and drop it on the window.

Open

A copy of the attachment can be opened directly from this window. Once the desired attachment is highlighted, click the Open button or just click on the image or icon to the right. A copy of the attachment will open immediately.

Keep in mind that this is only a copy of the attachment. Any changes made while viewing a spreadsheet or other file in this manner WILL NOT BE SAVED in the file attached to the record in the accounting program.

Insert and Change (buttons)

To insert or change an attachment, press the Insert or Change button. The following screen is displayed:

Caption

Enter a descriptive Caption that will be used to identify the Attachment. When an attachment is first inserted, the system will automatically assign a caption based on which record the attachment is being added to. In the image above, this file will be attached to Customer number 6, Pleasant City Chamber of Commerce. Depending on the preference assigned using the Set Defaults button, the system may overwrite this field with the name of the attached file.

Retrieve New File (button)

Press the Retrieve New File button to browse for the desired file. The following browse screen will appear:

Select the desired file. Once the file has been selected, either an associated icon or a thumbnail will be displayed on the screen as shown below.

Notice how the caption has changed to the name of the file retrieved. This is because the preference was changed using the Set Defaults button.

Set Defaults (button)

Press the Set Defaults button and the following screen will come into view. This screen allows the user to define default settings when attaching files to an item.

Default Attachment Type

Select the file type to be displayed by default when selecting an attachment. Select All Files to remove any file type filter.

Caption Preference

Select the description to be displayed for selected attachments.