Attached Documents

Background
Where You Can Attach Documents in AccountEdge
Locations of the Attached Documents
How to Attach a Document
How to Attach an Already Attached Document to Another Record
How to List All Attached Documents
How to List Documents Attached to a Specific Record
How to Show Folder of an Attached Document
How to Detach a Document
Moving Attached Documents to a New Machine

Background

Any type of file can be attached to records in your AccountEdge company file. You could include images, scans of quotes, correspondence, payment receipts, scanned forms, etc.

Where You Can Attach Documents in AccountEdge

Documents can be attached to the following records in AccountEdge:

Accounts Receive Money (Deposits, Receive Retainer, Retainer Deposits)
Cards (Customer, Vendor, Employee and Personal) Receive Payment (Customer Payments)
Items Recurring Transactions
Jobs Retainers
Journal Entry Sales (Quotes, Progress Billing Quote, Orders, Invoices)
Pay Bills (Vendor Payments) Spend Money (Checks, Spend Retainer, Retainer Checks)
Purchases (Quotes, Orders, Bills) Vehicle

When attaching a document, you have the option of just creating a reference link to the document in its current folder, or copying the document to a common AccountEdge Documents folder. In the latter case, the folder can be a shared reference in a multi-user environment. And, a single document can be attached to more than one record.

NOTE: AccountEdge Backups do not include backups of the AccountEdge Documents folder and its contents, nor do they include the backup of linked attached documents. We suggest you make backups on a regular basis, and include the AccountEdge Documents folder and other attached document files in those backups.

Locations of the Attached Documents

AccountEdge Documents folder locations

Product Location Archive the Attached Documents Folder
AccountEdge Pro Mac Documents
  • Open your Documents folder
  • Right-click (control-click) on the AccountEdge Documents folder
  • Select Compress AccountEdge Documents; this will create a compressed, zip archive of the AccountEdge Documents folder
AccountEdge Network Edition /Library/Application Support/AccountEdge NE/
  • Make Finder the active program
  • Select Go > Go To Folder
  • In the window that opens up, type in: /Library/Application Support/AccountEdge NE/
  • Click Go
  • In the new folder window, Right-click (control-click) on the AccountEdge Documents folder
  • Select Compress AccountEdge Documents; this will create a compressed, zip archive of the AccountEdge Documents folder
AccountEdge Pro Windows (Single-user) Documents
  • Open your Documents folder
  • Right-click on the AccountEdge Documents folder
  • Select Send to > Compressed; this will create a compressed, zip archive of the AccountEdge Documents folder
AccountEdge Pro Windows (Multi-user) Same folder as the company file
  • Open the folder where the company file is located
  • Right-click on the AccountEdge Documents folder
  • Select Send to > Compressed; this will create a compressed, zip archive of the AccountEdge Documents folder

How to Attach a Document

To attach a document

  1. Determine the location of the document to attach
  2. Determine which record (or records) you wish to attach the document to (Spend Money, Invoice, Customer Card, etc.)
  3. Open the record
  4. If there are documents attached to the record, there will be a Docs button at the bottom of the record, otherwise there will be an Attach button at the bottom of the record
  5. Click the Attach or Docs button
  6. Indicate whether or not the attachment should be a link to the document in its current location
    • If the attachment is a link, the attached reference will be to the document in its current location
    • Otherwise the document will be copied to the AccountEdge Documents folder
    • This indication is made in this window or the next, depending on the version of AccountEdge
  7. Click the Attach button
  8. Navigate to the document's folder, click on the document, and click Open
  9. If you receive a message indicating the document already exists, you have the option of updating the document, or attaching the existing document
  10. Ater attaching, you'll see the attached document n the left-hand pane of the window, with an indication if the attachment is a link

How to Attach an Already Attached Document to Another Record

To attach a document to another record

  1. Click Lists > Documents to reveal the lists of documents, showing the records and attached document names
  2. Highlight the line item with the name of the document you wish to attach
  3. Click the Reveal button
  4. Identify the file in the subsequent window
  5. In AccountEdge, determine which record (or records) you wish to attach the document to (Spend Money, Invoice, Customer Card, etc.)
  6. Open the record
  7. If there are documents attached to the record, there will be a Docs button at the bottom of the record, otherwise there will be an Attach button at the bottom of the record
  8. Click the Attach or Docs button
  9. Indicate whether or not the attachment should be a link to the document in its current location
    • If the attachment is a link, the attached reference will be to the document in its current location
    • Otherwise the document will be copied to the AccountEdge Documents folder
    • This indication is made in this window or the next, depending on the version of AccountEdge
  10. Click the Attach button
  11. Navigate to the document's folder, click on the document, and click Open
  12. Ater attaching, you'll see the attached document n the left-hand pane of the window, with an indication if the attachment is a link

How to List All Attached Documents

  1. Click Lists from the menu bar at the top of the screen
  2. Click Documents from the drop down to reveal
    • List of documents and the records they are attached to
    • The date and user id of the person who attached the document
    • A Reveal button, which will reveal the folder where the attached documents are located

How to List Documents Attached to a Specific Record

  1. Open the record
  2. Click the Docs button to open the attached documents window
    • The left-hand pane of the window will show a list of attached documents
    • The Link column indicates whether or not the attachment is a link to a document, or a reference to a document in the AccountEdge Documents folder
    • The right-hand side of the windows includes a description field, where you can enter comments
    • The right-hand side of the window also includes a magnifying glass button, which you can click to open the folder where the attached document is located

How to Show the Folder of an Attached Document

  1. Click Lists from the menu bar at the top of the screen
  2. Click Documents from the drop down to reveal the list of attached documents
  3. Highlight the record and document name
  4. Click the Reveal button to open the folder of the attached document

How to Detach a Document

NOTE: detaching a document from a record, does not remove the document from its folder

  1. Open the record where the document is attached
  2. Click the Docs button to open the attached documents window
  3. Highlight the document in the left-hand window
  4. Click the Detach button (detaching a document from a record, does not remove the document from its folder)

Moving Attached Documents to a New Machine

To copy the Attached Documents (AccountEdge Documents):

  1. Create an archive of the folder - the locations are listed above. You can follow the directions on this page to archive the folder.
  2. Copy this archive to the new machine
  3. Navigate to the appropriate folder, depending on the product
  4. Place the archive file in this folder
  5. If an AccountEdge Documents folder exists, rename it to oldAccountEdge Documents folder
  6. Double-click the archive file you created and copied to this machine and location; this will create the AccountEdge Documents folder with your files
  7. If files exist in the oldAccountEdge Documents folder, copy those files to the AccountEdge Documents folder
  8. When you have completed the above step, and you verified your work, delete the oldAccountEdge Documents folder