Discover the Document Attachments feature in Dynamics GP

Managing business documentation can be a daunting task, especially with the increasing number of compliance forms and a remote workforce. Dynamics GP has a solution for this through its document attachment feature, which allows attachments to be added at various levels of detail and interface. The purpose of this feature is to provide an easy way for users to store and access related documents and information in one place, eliminating the need to manage documents separately. In this blog post, we will explore what this feature is, how to use it, and its benefits.

The Document Attachment feature in Dynamics GP allows users to attach and store documents to a transaction or master record, such as a vendor or customer record. These documents can be of any type, including word documents, PDFs, images, and notes. This feature is designed to simplify document management by providing a centralized location for storing and accessing documents. This useful feature provides several benefits including:

1. Centralized document storage – All related documents are stored in one place, making it easy to find and access them
2. Improved efficiency – Users can quickly attach and access documents without leaving the system, improving productivity, and saving time
3. Enhanced collaboration – Users can share documents with other team members, improving collaboration and communication
4. Better audit trails – Document attachments can provide supporting documentation for transactions, providing a clear audit trail

To begin using this tool, you need to enable document attaching in your system. To do this, navigate to Administration >> Setup >> Company >> Document Attachment Setup.

You can use this setup to establish document storage guidelines depending on the size and type of your business. A data storage repository is a common and easy way to organize documents according to your company’s unique requirements. Any valid file or file type can be attached, and optional notes can be added for future reference. For instance, an AP analyst can attach invoice support when entering invoices or payments. Document access can be controlled by limiting the way documents flow from transaction to master record.

For instance, an AP manager may create new vendors, and internal controls will require certain documents before a new vendor record is set up. The documents can be attached to the master record for the vendor and be visible to anyone with this level of access. Still, they should not be visible to the AP analyst due to the sensitive information that may exist on the vendor approval documentation, such as tax ID numbers, names, and addresses. Alternatively, invoice support attached at the transaction level is visible to anyone with inquiry access, if allowed.

If disk space is a concern, files can be deleted from the repository once they have been attached. Additionally, maximum file size can be specified up to 999.99 MB, and document deletion can be password-protected. You can also specify if you allow attachments to be sent out via email.

Now that the Document Attachment feature is setup, users can begin to attach documents to transactions and master records. To do this, users can follow the steps below:

1. Open the transaction or master record you want to attach a document to, such as a Vendor
2. Select the Paperclip attachments icon in the toolbar
3. Select New to add a new attachment
4. Select the document you want to attach from your computer
5. Enter a description for the attachment
6. Select OK to save the attachment

Efficient recordkeeping is essential to the efficiency of any organization. Dynamics GP’s Document Attachment feature streamlines business documentation and provides an organized and accessible solution to document management. If you need help optimizing your Dynamics GP system, Rand Group is an experienced Dynamics GP partner that can assist you. Contact one of our Dynamics GP representatives today to find out more.