Last week we looked at the Attachments feature in QuickBooks Online (QBO). We created a couple of transactions and learned how easy it was to drag a file from our computer to the transaction.
At that point, the file (pdf, picture, etc.) was uploaded and saved. It was also attached to that transaction. This gave us the ability to access that transaction anytime, from anyplace and have that attached file at our fingertips.
Today, let’s look at the Attachments window in QBO.
Access the Attachments window by going to the Gear icon and clicking on Attachments.
Below is a screenshot of the Attachments Window after it has been opened.
Note that attachments already exist in this sample file. Where possible, a thumbnail version of the documents or picture displays in the left-most column.
Other information is displayed. The date the item was uploaded, the transaction it is linked to, which is a particularly valuable piece of information.
Also, notice that above the columns and the list of documents already in the QBO file, is a place to drag and upload new items. Let’s try that.
If we drag a new pdf named Bob’s cc receipt to the QBO Attachments window, here’s what happens.
Dragging the new document into the space labeled “Drag/Drop files here…”, causes it to be displayed in the list with the other items. Only there is no transaction that it is attached to.
One of the helpful features of the Attachments window is that the transaction can be created right from here without navigating to another screen.
In the right-most column is a dropdown. Now, it is labeled “Download”. Click on the arrow and other options appear.
Click on the “Create expense” option, and the normal transaction window for creating an expense opens on the screen.
Enter a few details like the vendor name and the account the transaction should post to.
Note that the receipt is already attached.
At this point, save the transaction and the operation is complete.
Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330