Attach files to Books records

Attachments keep the evidence for a Books record next to it: the supplier's invoice on a bill, the receipt on an expense, the contract on a journal entry. Files are private to Books users and stored encrypted.

Before you start

• Anyone with View Books and reports can download. To upload or remove, you also need the right for the record: Post and reverse journals for journal entries, Manage purchases and payments for bills and expenses, Manage sales documents and payments for sales documents.
• Save the record first. A new, unsaved draft has no attachments.

Steps

1. Open the record: a posted journal entry, a paid expense, a supplier bill or credit note, or a saved quote, order, delivery note, invoice or credit note.
2. Select Attachments.
3. Choose the File. PDF, JPEG, PNG and WebP are accepted; the page shows the Maximum file size.
4. Select Upload attachment.
5. To download a file, select its name.
6. To remove one, open Remove attachment, type a Reason and select Remove attachment.
7. Select Back to document to return.

Good to know

• Attachments never change the figures and never appear on the customer's link or printed document.
• Each download is recorded in the activity log with who opened it.
• Files are downloaded, not shown in the browser, and are not scanned for viruses. Open only files you expect.
• Books checks that a file really is a PDF or picture, whatever its name says.
• Attachment storage shows how much of your Books allowance is used. It counts Books attachments only. Remove files you no longer need to free space.
• There are no versions: to replace a file, upload the new one and remove the old one.
• Removing a file needs a reason, which is kept in the activity log.
• Attachments on a journal entry are not copied to its scheduled copies or reversals.
• Reading a supplier invoice from a photo is a separate feature: see Record a supplier bill.