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Home > SmartVault Toolbars > SmartVault Toolbar for QuickBooks Desktop > Attaching Supporting Documents to QuickBooks Desktop Transactions

Attaching Supporting Documents to QuickBooks Desktop Transactions

Overview

If you are working in a non-hosted QuickBooks environment, you can use the SmartVault Toolbar to upload and attach documents to QuickBooks entries using the following methods:
  • Upload and attach a document stored on a folder on your local computer or on a network folder to a QuickBooks entry.
  • Attach a document already stored in a folder in your SmartVault account to a QuickBooks entry.
  • Quickly scan and attach a document to a QuickBooks entry using a Fujitsu ScanSnap, Canon imageFORMULA, or a TWAIN-compliant scanner (most scanners are TWAIN-compliant) connected to your local computer.

 

See this link for a full list of supported QuickBooks Desktop transactions for attaching documents.

 

Step 1

  1. Install the SmartVault Desktop Software on your local computer. The SmartVault Toolbar used to attach documents to QuickBooks entries is included in the SmartVault Desktop software. See “Installing the SmartVault Desktop Software” .
  2. Make sure that the QuickBooks company file you are working with has been added to SmartVault. For more information, see “Adding QuickBooks Company Files to SmartVault” .
  3. Verify that you are signed in to your SmartVault account from the SmartVault Desktop software on your local computer. See Signing in to SmartVault.
  4. Open the QuickBooks company file that contains the entry you want to attach the document to, and then select the QuickBooks entry you want to attach the document to.
    • The SmartVault Toolbar displays on the right side of the QuickBooks window.
  5. Click the Attach paperclip icon.

Step 2

You can also drag documents or emails from MS Outlook directly onto the SmartVault Toolbar.
  1. Open the folder on your computer or your MS Outlook mailbox.
  2. Click on the document or email to attach.
  3. Drag the item directly onto the SmartVault Toolbar when you're on a supported QuickBooks Desktop transaction.
  4. Ensure you have an Upload Complete pop-up once the document is uploaded.
 
If you want to attach a document stored in a folder in the SmartVault Portal, complete the following steps:
  1. Click the paperclip icon on the SmartVault toolbar.
  2. Click the orange Inbox button in the Attach dialog.
  3. Select the document from the Inbox, or click the All Folders tab to browse to a folder where you have the document stored.
  4. In the Description field, specify a description for the document.
  5. Select the document and click the Move button.
SmartVault moves the document from its current folder to the appropriate QuickBooks document folder under the VaultName\Applications\QuickBooks\Documents folder structure as found in the Portal.
 
If you want to scan and attach a document using a TWAIN-compliant scanner, complete the following steps.
  1. Verify that a TWAIN-compliant scanner is connected to your local computer and turned on. For more information about TWAIN-compliant scanners, see Supported Scanners.
  2. If you want to create full-text searchable PDFs when scanning, ensure you enable Optical Character Recognition (OCR) capabilities for your scanner. For more information: “Understanding and Creating Full-Text Searchable Documents” .
  3. Under Scanner, select your TWAIN-compliant scanner from the drop-down list.
  4. Place your document into your scanner.
  5. Click Scan.
  6. SmartVault scans the document into the SmartVault Inbox.
  7. In the Name field, specify a name for the document.
  8. In the Description field, specify a description for the document.
  9. Click Accept.
 
If you want to scan and attach a document using a Fujitsu ScanSnap scanner, complete the following steps:
  1. In the system tray, left click the ScanSnap icon and verify that there is a check mark in front of the SmartVault Toolbar profile. (if another profile is selected, click the SmartVault Tooblar profile)
  2. With QuickBooks open to a supported transaction, place the document on the scanner and press the Scan button on the scanner.
  3. In the Upload dialog, you can opt to use the SmartVault auto-naming feature or use your own naming convention. (See Best Practices for Naming)
  4. Click Accept.

Considerations

  • Verify that your Fujitsu ScanSnap scanner is supported, turned on, and that you have configured a SmartVault Toolbar ScanSnap profile for your ScanSnap scanner. If you want to create full-text searchable PDFs when scanning, ensure you enable Optical Character Recognition (OCR) capabilities after creating your SmartVault Toolbar ScanSnap profile. For more information, see “Creating SmartVault ScanSnap Profiles for Fujitsu ScanSnap Scanners” .
     
  • If you are using a ScanSnap scanner, all you need to do is insert your document into your Fujitsu ScanSnap scanner and then press the Scan button on your scanner.
     
  • For a list of supported scanners, see Supported Scanners.
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Last modified
14:09, 31 Jan 2017

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