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How to Attach Notes and Documents to Particular Transactions in Microsoft Dynamics GP

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In this blog, I wanted to detail the attachment process in Dynamics GP. You can attach supporting documents such as requisitions, packing slips, bill of ladings, images, etc. to master records and many different document types. Some example document types include General Journal entries, PO, Purchase Order Processing transactions, and Payables Management transactions.

Document Attachment Setup and Configuration

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To setup and configure Document Attachments in Dynamics GP

Select Microsoft Dynamics GP – Tools – Setup – Company – Document Attachment Setup

Configuration Options

Check the Allow Document Attachments checkbox to enable attachments
Attachment Location folder storage is specified in the default location
To delete file from Default Location after the attachment is made, mark the Delete file from Default location after attachment checkbox
Enter the Maximum File Size for attachments in Megabytes
To allow the deletion of attachments click the Allow attachments to be deleted checkbox
- Enter a password to be required for deletion in the Delete Password box
Mark to allow documents to flow or attach from each master record to a transaction
- Allow attachments to flow from Customer Maintenance window
  - Mark Flow or Not Flow as the default type when entering attachments for customer records. If you mark Not Flow, the attachment assigned to the customer record will not attach to the transactions you enter for the customer.
Allow attachments to flow from Item Maintenance window
- Mark Flow or Not Flow as the default type when entering attachments for item records. If you mark Not Flow, the attachment assigned to the item record will not attach to the transactions you enter for the item.
Allow attachments to flow from Vendor Maintenance window
- Mark Flow or Not Flow as the default type when entering attachments for vendor records. If you mark Not Flow, the attachment assigned to the vendor record will not attach to the transactions you enter for the
Attribute Defaults is used for user-defined fields – Enter the label for each user-defined field
To send attachments in Email, mark the send attachments in email checkbox
Marking the Send Attachments in Email option enable the attachment to be sent via email from the attachment screen

Note Attachments

While on any screen in Dynamics GP that you would like to attach a note or document, use the following instructions to perform each task.

To Attach a Note:

Select the Note icon next to the field you would like to associate a note to on the transaction. For example: Selecting the note button next to the Journal Entry field on the Financial – General Transaction screen allows you to associate a note to a specific Journal Number. This note will be maintained with the associated record.

Enter the text you would like to associate with the record

Click the Attach button
The button on the Journal Entry screen will change to indicate a note or document is attached

To Print the Note:

Select the Note icon next to the field you want to print the note from
Click the printer icon in the lower left corner of the note screen

Select the device by selecting the checkbox next to the Screen, Printer, and/or File

If printing to the File –
- Enter or browse to the path to save the printed output too
- Select the document format (Text file, Tab-delimited file, Comma-delimited file, HTML file, XML data file)
- Select Append to append to an existing file or Replace to replace and existing file
Click Ok

To Delete a Note:

Select the Note icon next to the field you want to delete the note from
Click the Delete button to remove the note
You will be prompted “Are you sure you want to delete this note?”
Click the Delete button to complete the deletion of the note
Or Click the Cancel button to cancel the deletion of the note

To Get Help for the Note:

Select the question mark in the lower left corner of the window

Document Attachments

While on any screen in Dynamics GP that you would like to attach a note or document, use the following instructions to perform each task.

Attach a Document from File

Select the Note icon next to the field you want to attach a document too
Click the paperclip at the lower middle of the window

This will bring up the document attachment window listing all current documents attached

Select the Attach button at the lower right of the window
Locate the file to attach using the windows explorer window
Click the Open button to attach the file or the Cancel button to cancel the attachment
Click the Ok button to close the window

The paperclip will change to a piece of paper with a paperclip

Click the Attach button on the notes window to return to the transaction

Attach a Document by Scanning the Document

Select the Note icon next to the field you want to attach a document too
Click the paperclip at the lower middle of the window

This will bring up the document attachment window listing all current documents attached

Place the document pages to scan in the scanner
Select the Scan button at the middle lower right of the window to scan the document
Select the type of scan such as color, black and white, etc.
Select the Preview button to preview the scanned document or
Select the Scan button to scan the document
Click the Ok button to close the window
The paperclip will change to a piece of paper with a paperclip

Click the Attach button on the notes window to return to the transaction

To View the Attached Document

Select the document to preview
Click the preview button

To Add Additional Details for the Attached Document

Click the double down arrow icon at the right portion of the screen to view additional details

Enter the appropriate details
Click the double up arrow icon at the right portion of the screen to hide additional details

To View History About the Attached Document

Click the blue arrow between the Date and Time fields

This will show the Attachment Document Status Inquiry window depicting actions taken to the attached document including Attached, Viewed, Printed, and Deleted

Click OK to close the Attachment Document Status Inquiry window

To Delete the Attached Document

Click the Document to delete
Click the Delete button at the right side of the window

You will be prompted “Are you sure you want to delete this note?”
Click the Delete button to complete the deletion of the attachment
Or Click the Cancel button to cancel the deletion of the attachment
When the document is deleted, it will not actually delete the document, it will move the document from the Active tab to the Deleted tab

Document Attachment Tables

CO40100 – Document Attachment Setup
CO00101 – Document Attachment Master
CO00102 – Document Attachment Reference
CO00103 – Document Attachment Properties
CO00104 – Document Attachment Status
CO00105 – Document Attachment E-mail

Reach out to a Dynamics Consultant for help.

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