The Document Manager feature can be used to attach documents and files to your records. This feature is available in the following modules:

• Customers
• Suppliers
• Products and services
• Bank accounts
• Nominal codes
• Departments
• Projects

Options available within the Document Manager

You can use the Document Manager to:

• Add free text memos into the Memo fields.
• Add shortcuts to documents held on your PC.
• Import documents into the selected records.
• Add a location to a physical document to the selected record.

You can also amend the appearance of the information held on the Document Manager in the following ways:

• Use large icons
• Use small icons
• Show details
• Use thumbnails
• Show list

The Document Manager window is split into the following two areas:

Attachments window

If the View option is Details, the Attachments window stores the following information about the documents that you have attached:

TIP: To amend the View option, right-click anywhere on the Attachments window, choose View then choose the required format.

Memo window

The Memo window displays the information from the Memo file. If you have upgraded memos from an earlier version of Sage Accounts, they appear here, otherwise a blank memo appears. This is a free text file which holds an unlimited number of alpha numeric characters.

To customise the appearance of the Document Manager

You can amend the appearance of the information held within the Document Manager in the following ways:

• To hide any of the columns that you do not want to view, right-click on the column heading and deselect the relevant heading.
• To select either large or small icons, details, list or thumbnails, right-click anywhere on the Attachments window, choose View, then choose the required setting.
• To arrange the icons, right-click within the main body of the Attachments window, choose Arrange Icons then choose the required setting.
• To create a new shortcut, folder or document, right-click within the main body of the Attachments window, choose New, then choose the required setting and follow the on-screen prompts.

To add an electronic document

1. Open the required record then click the Memo tab.
2. From the Memo window, click Add Attachment then click Electronic Attachment and click OK.
3. Complete the Create New Attachment window as follows, then click OK:

• In the Location box, either enter the path to the required document or click Browse then browse to and select the document.
• In the Attachment Type area, choose to either:
  

  - Leave the file in its current location - This option leaves the file in its current location, but still allows you to access it from within Sage Accounts.
  - Copy the file into the data folder - This option creates a copy of the file in the folder and also leaves a copy in the original location. This means that the file can then be included in the Sage backup.
  - Move the file into the data folder - This option creates a copy of the file in the folder and removes it from the original location.

  NOTE: If you choose to copy the file, any changes to the new document are not reflected in the original document.

  The document is added to the Attachments window using the preferences that you specified.

You have now added an electronic document to the Attachments window.

To add a document filing reference

1. Open the required record then click the Memo tab.
2. From the Memo window, click Add Attachment then click Filing System Reference and click OK.
3. Complete the Create New Filing System Reference window as follows then click OK:

• In the Location box, enter where your paper document is stored. This information updates the Comment column on the Attachments window.
• In the Name box, enter the name that you want to appear for the document on the Attachments window.

  Note: This information is stored in a file with an .txt extension.

  The document information is added to the Attachments window using the preferences that you specified.

You have now added a document reference to the Attachments window.

To view a document from the Memo window

TIP: If you receive the error: 'The attachments folder cannot be found' when opening an attachment after upgrading, read more >

1. Open the required record then click the Memo tab.
2. From the Memo window, either double-click the attachment you want to open or right-click the attachment and choose Open.

You have now viewed a document from the Memo window.

To delete a document