A number of modules allow you to upload images of documents such as bank or credit card statements, deposit slips, invoices, spreadsheets, and reports, and attach them to online records you enter to preserve an electronic archive of the original document if you need to verify it or produce it for an audit.
In addition, you can upload electronic or scanned images of vendor bills, customer checks, cash receipts, invoice payments, or other documents for processing or to retain them for your records from the Upload Accounting Document dialog. When you open the Enter Bills or Cash Receipts screens, you are prompted to process any pending unprocessed bills or receipts uploaded from this dialog.
Alternatively, you can use the Mobile Upload feature to transmit an image of a customer check, invoice payment, cash receipt, vendor bill, or IRS Forms W-9 from a smartphone or mobile device for processing.
By default, uploaded documents are stored in type-specific folders for the specific client in the Cloud Cabinet electronic document and storage system. You can review and change the default folders, if necessary, on the Firm Options screen.
Note: You can use the Launch Cloud Cabinet button on the Global Toolbar to open Cloud Cabinet and upload documents directly. If you are a Cloud Cabinet subscriber, you have full access to all Cloud Cabinet features from this icon. If you are not a Cloud Cabinet subscriber, you can use a limited set of features to archive and share client documents and files.
To upload and attach a document, bill, or cash receipt:
1. Scan the document, bill, or receipt according to the instructions for your scanner and save the file to your computer.
2. Upload a scanned image of a vendor bill, cash receipt, or vendor Form W-9 from the Mobile Upload utility on your smartphone or other mobile device, or from the Resources menu:
a. Select Support Docs from the Resources menu and click the Upload Bills\Customer Receipts\Vendor W-9s link to open the Upload Accounting Document dialog.
b. Select the appropriate client and indicate the Document Type.
You can select Bills to Be Paid, Cash Receipts, or Vendor W-9.
Note: You cannot upload images of other documents from this dialog. For other types of documents, either attach the document image to a record or upload the document directly to Cloud Cabinet.
c. Click Select Docs, navigate to the scanned bill, receipt, or document and select it, and click Upload.
Note: When unprocessed bills or cash receipts are pending for the active client, an Unprocessed Bills or Unprocessed Receipts button appears on the Cash Receipts or Enter Bills screen. You can click the button to open an image of the unprocessed bill or payment in a separate window for reference while entering details about the bill or payment on the screen.
3. To upload and attach a document to a record, open the applicable screen and click Attach.
For example, open the Reconciliation screen from the Banking menu to attach a scanned copy of a bank statement, and click the Attach button at the top of the screen.
The Attach Documents dialog appears, displaying a list of all unattached documents saved to the Cloud Cabinet folder indicated in the Folder field.
4. Click the document to attach from the list, or click the Upload button to navigate to a document in another folder and double-click it to add it to the indicated folder Cloud Cabinet.
The selected document appears in the viewing pane.
5. Click Attach Selected to select the document.
The Attach Documents dialog closes and you are returned to the original screen. The Attach button changes to Preview.
6. (Optional) Click Preview to view your document.
The Source Document Preview dialog appears, displaying the scanned document you attached.
7. Click Close to accept the document, or click Detach to remove the document.
The Source Document Preview dialog closes and you are returned to the original screen.
8. Save the original screen to complete the attachment of the document.