Supporting documents are essential to day-to-day accounting and operations, but finding the right invoice, contract, receipt, or purchase order when you need it can be time-consuming. When documents are stored across shared drives, email inboxes, or paper files, users often spend more time searching than working.

Fortunately, Microsoft Dynamics GP includes a built-in Doc Attach feature that allows users to attach and access supporting documents directly from transactions and master records. This month’s tip explains how to configure Doc Attach and highlights best practices for creating a more organized, paperless GP environment.

Tip summary: Store supporting documents directly in Dynamics GP

Doc Attach enables users to electronically link documents, including invoices, purchase orders, contracts, receipts, spreadsheets, and PDFs, to records throughout Dynamics GP.

The feature is available across many areas of the system, including:

• Accounts Payable
• Accounts Receivable
• Purchase Order Processing
• Sales Order Processing
• General Ledger
• Employee records
• Vendor and Customer Cards

By centralizing supporting documentation within Dynamics GP, organizations can reduce paper storage, improve collaboration, simplify audits, and give users faster access to the information they need.

Doc Attach stores documents in a shared network location while maintaining links to those files within Dynamics GP, making centralized file management and backups especially important.

Tip steps: How to configure Doc Attach in Dynamics GP

Step 1: Create a shared document location

Create a shared network folder that all authorized Dynamics GP users can access.

For example:

\\FILESERVER\GPDocAttach

For best results:

• Grant users Read, Write, and Modify permissions.
• Ensure the SQL Server service account has access.
• Include the folder in your organization’s backup and disaster recovery strategy.

Step 2: Enable Doc Attach

Navigate to:

Microsoft Dynamics GP > Tools > Setup > Company > Document Attach

Then:

• Select Enable Document Attach.
• Optionally enable Delete file from Default Location after attachment.
• Enter the shared document path you created.

Step 3: Organize attachment locations

If your organization stores many documents, consider organizing attachments into subfolders by functional area.

Examples include:

• Accounts Payable
• Accounts Receivable
• Purchase Order Processing
• Sales Order Processing

A well-organized folder structure can make ongoing administration and maintenance much easier.

Step 4: Configure user security

Review Dynamics GP security roles and tasks to verify users have the appropriate permissions to:

• Add attachments
• View attachments
• Delete attachments (if permitted)

Many organizations limit deletion rights to accounting managers or system administrators to help maintain document integrity.

Step 5: Test the configuration

Open a vendor record or transaction and click the Attach (paperclip) icon.

Attach a sample document and verify that:

• The file uploads successfully.
• Other authorized users can access the document.
• The attachment opens correctly from within Dynamics GP.

Tip insights: Common uses for Doc Attach

Organizations use Doc Attach to store supporting documentation across many business processes, including:

Accounts Payable

• Vendor invoices
• Receiving documents
• Credit memos
• Payment remittance documentation

Purchasing

• Vendor quotations
• Purchase approvals
• Signed agreements

Sales

• Customer contracts
• Sales agreements
• Signed order forms

General Ledger

• Journal entry support
• Audit schedules
• Financial analysis worksheets

Human Resources

• Employee certifications
• Training records
• Onboarding documentation

Tip best practices

To get the most value from Doc Attach:

• Store documents as PDFs whenever possible.
• Establish consistent document naming conventions.
• Restrict attachment deletion permissions.
• Periodically review storage capacity and folder growth.
• Include attachment folders in disaster recovery planning.
• Train users on document attachment procedures.

Why this tip matters

Doc Attach helps organizations centralize supporting documentation, reduce paper storage, and give users immediate access to the files they need without leaving Dynamics GP. By linking documents directly to transactions and master records, finance and operations teams can improve efficiency, strengthen collaboration, and simplify audit preparation.

Getting the most value from Dynamics GP means taking advantage of built-in features like Doc Attach that streamline everyday workflows. If you’d like help configuring Doc Attach, optimizing document management, or identifying other ways to increase productivity in Dynamics GP, Rand Group is here to help. Contact our team today to learn how we can optimize your GP environment. And be sure to return next month for another Dynamics GP Tip of the Month.