How to Attach Documents to Vouchers

How to Attach Documents to Vouchers

Overview: How to attach document to voucher

Documents can be uploaded and attached to vouchers using the Voucher/Registry Query. This feature can be used to attach copies of invoices not processed via workflow such as expense reports or for supplemental information for invoices processed via workflow.

Items to Note:

v These are not private documents. Once uploaded, they are viewable by the entire company.

v This feature is not intended to be used in place of your Project File requirements.

v You cannot upload to images still in workflow (Type = R). It must be a voucher (Type = V) but it does not have to be posted.

v At this time, only one document can be attached to a voucher. If you need multiple documents, you will need to scan into one file and upload. See Revisions below.

From Enterprise: (Project Management – See below)

1) Click Accounts Payable

2) Click Query

3) Click Registry/Voucher Query

Continue to Step 4

From Project Management:

1) Click Budget & Cost Management

2) Click Job Cost AP & AP Queries & Logs

3) Click AP Invoice Query – All

4) Query the invoice you wish to attach a document and click the icon in the top, right corner.

5) Click Browse and locate file to upload

6) Click Upload & Close

You must now query your invoice again. If you do not close your screen F11, F11, F12 will re-query the invoice.

7) Once the invoice has been queried, an icon will appear on the left-hand side of the item. Double click on the icon and Image Manager will open and your attachment can be viewed.

Uploading Revisions

At this time you cannot upload multiple documents to a voucher. If you need additional information uploaded, you will need to scan all documents into one file and revise the current attachment.

1) Query Invoice you need to revise and click the icon in the top, right corner.

2) Click Browse and locate file to upload

3) Click Upload

4) You will get the pop up box shown above. Click Revision

Do not use Addendum. This is for future use and has no functionality.

5) Click Close

You must now query your invoice again. If you do not close your screen F11, F11, F12 will re-query the invoice.

6) Once the invoice has been queried, an icon will appear on the left-hand side of the item. Double click on the icon and Image Manager will open and your attachment can be viewed.

Note below: If you click on Previous Uploads, it will show all documents that have been attached but you cannot open them from this location. Once a document is revised, it is no longer available.