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Adding an attachment to transaction entry before posting

  • 1.  Adding an attachment to transaction entry before posting

    Posted 19 days ago
    I am entering an invoice into transaction level entry and I would like to add an attachment of a copy of the invoice before I click post but I get the error message: A batch ID is required to save the record, please enter a batch ID or post the transaction.  We have always entered AP as batches so this is new to me.  Can I add an attachment to the transaction entry before I post it?

    Thank you!

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    Ashley Reisenauer
    Garrison Diversion Conservancy District
    Carrington ND
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  • 2.  RE: Adding an attachment to transaction entry before posting

    GOLD CONTRIBUTOR
    Posted 19 days ago
    Hi Ashley,

    You should be able to attach a document prior to posting (see screenshot below)...
    Can you send a screenshot of your Payables Transaction entry and error message... as well as the steps you took?


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    Gerald Buenafe
    Owner/Consultant
    BTP Technologies LLC
    CHANTILLY VA
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  • 3.  RE: Adding an attachment to transaction entry before posting

    Posted 19 days ago
    We attach our documents by clicking the Attach at the top and attaching it on this screen

    Below is the error I receive when I try to attach it this way.


    We are changing to enter invoices at the transaction level entry as we want to start to use Work Flow, so we need to be able to attach the invoice before we submit it for approval.  


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    Ashley Reisenauer
    Garrison Diversion Conservancy District
    Carrington ND
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  • 4.  RE: Adding an attachment to transaction entry before posting

    SILVER CONTRIBUTOR
    Posted 18 days ago
    Ashley

    GP is trying to save the transaction while it goes to attach the document. Just create a batch "DO NOT POST" or something similar and assign the transaction to that batch, attach your document, then remove the batch assignment and post the transaction. The Batch should stay out there for subsequent use and you should never need to post it. If there are ever any transactions left in there, someone forgot to post their transaction and that should be an indicator to you to resolve that.

    Not automatic, but it works!

    Good luck
    Bill Schulz
    Turnkey Technologies, Inc


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    Bill Schulz
    Turnkey Technologies, Inc.
    St. Charles MO
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  • 5.  RE: Adding an attachment to transaction entry before posting

    SILVER CONTRIBUTOR
    Posted 18 days ago
    Hi Ashley

    To use the workflow you will have to save the transaction and therefore you will need to enter a batch

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    Pierre Deschênes
    Groupe Dynamite
    Montréal QC
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  • 6.  RE: Adding an attachment to transaction entry before posting

    Posted 18 days ago
    We were told if we want the attachment to be sent to the approver through email with workflow that we would need to do the invoice through transaction entry.  If we enter it through a batch, we were told there would be no attachment in the email to the approver.  Is that correct?

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    Ashley Reisenauer
    Garrison Diversion Conservancy District
    Carrington ND
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  • 7.  RE: Adding an attachment to transaction entry before posting

    SILVER CONTRIBUTOR
    Posted 18 days ago
    Yes you need to add the attachment at the transaction level so it would be sent with the email, but you can't use the workflow on a posted transaction and the only way to save a transaction in Dynamics GP is by using a batch.

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    Pierre Deschênes
    Groupe Dynamite
    Montréal QC
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  • 8.  RE: Adding an attachment to transaction entry before posting

    Posted 17 days ago
    Hi Ashley,

    We use workflow for invoice approvals and all transactions are processed in a payables batch with an invoice attached to each (in our case we do one batch per day per accounting staff member).  All the transactions are saved in the batch but each transaction is sent through workflow for approval as an individual invoice (when you click the submit button after attaching the invoice to the transaction).  Every day the staff comes in and attempts to post the batch; all the transactions that are approved will post, those that are not go into batch recovery and you just recover the batch and try again the next day (our users have 3 days to approve).

    Hope that helps!

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    Tori Channell
    Aviagen North America, Inc
    Huntsville AL
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  • 9.  RE: Adding an attachment to transaction entry before posting

    Posted 17 days ago
    That is how we were hoping we could do our entering, still in a batch but submit for approval individually. So this is very helpful  Thank you.

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    Ashley Reisenauer
    Garrison Diversion Conservancy District
    Carrington ND
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    Conference-GPUG_200x200


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