Transactions are arguably one of the most important elements in Quickbooks. They list all of your incoming revenue and outgoing expenses. As such, business owners and accountants should include as much information about the respective transaction when using them. But did you also know that you can upload and add attachments to your transactions?
If you’re the owner of a construction company and recently purchased some tools from a local hardware store, for instance, you’ll probably want to keep the receipt for tax purposes. Assuming the expense was business-related — which it was in this example — you can deduct it from your taxes. Using the Quickbooks accounting software, you can scan and attach a copy of the receipt to the respective transaction. While there’s no rule stating that you must perform this task, doing so promotes neat and tidy bookkeeping by keeping all of your records together.
Scanned receipts aren’t the only attachment you can add to transactions; you can also upload contracts, images and bills.
Now that you know a little bit about why you should upload attachments to your Quickbooks transactions, you might be wondering how to do it. There are actually four separate areas in Quickbooks that support attachments, including the actual attachments page, the individual transactions forms, blank feeds page, and the register.
When uploading attachments on the attachments page, simply click the gear icon followed by “Attachments.” From here, you can scan through the directories on your computer or storage device to locate the attachment. After selecting the attachment, drag and drop it into the appropriate field, at which point the attachment will be added to the transaction.
But what if you want to upload an attachment to a new transaction? This is done by clicking the + icon, followed by another + icon, at which point you can scroll down to the “Attachments” section and drag and drop the attachments.
Keep in mind that you can sort attachments by amount. Clicking the “Edit” button allows you to change the amount in the File Name or Notes field. After doing so, you can click on the Name or Note in the header to sort it by that column.
You can also scroll the attachment preview window using your mouse.
Following the steps listed above should allow you to create and upload an attachment to a transaction in Quickbooks.