Attachments
- Michelle Whistlecraft
- IFS Energy & Resources
- Bobby Lo (Unlicensed)
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Check Out our Qbyte Financial Attachments Screen Quick Byte Video!
QUICK BYTE VIDEO | DESCRIPTION |
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Learn more about the functionality of the Attachments screen, a central place for users to manage all attachments. |
Introduction
The Attachments screen (ACTS252) gives Qbyte Financial Users a central place to manage all attachments. The access a user has is determined by the Security Role assigned to them.
Files up to 500 MB can be attached.
Security Roles
Security Role 95 - Attachment Query – Ability to query all attachments from one central screen.
Security Role 96 - Attachment Add – Ability to add attachments to any Entity Type using one central screen.
This includes adding attachments to:
Posted/Unposted/Deferred/Zapped vouchers
Qbyte Metrix Interface vouchers or Qbyte CS Land vouchers that cannot be accessed from the Vouchers Entry screen.
Entity Types that currently do not have an attachment.
Adding attachments does not require the user to have access to the main screen. For example, you can add an attachment in the Attachments screen to a Cost Centre or Business Associate even if your role does not allow you to add a new Cost Centre or Business Associate.
Security Role 97 - Attachment Delete – Ability to delete attachments from any Entity Type using one central screen.
This is the only place in Qbyte Financial that you can delete attachments. This is done by design since the attachments are part of the audit trail and therefore should be managed carefully.
Circumstances that could lead to deleting an attachment:
When an incorrect document gets attached.
An old outdated attachment that is no longer relevant.
Deletion of documents should be done with care; once a document is deleted it can no longer be retrieved.
Accessing the Attachments Screen
From the main menu select Administration → Attachments.
When navigating to the screen the icons on the toolbar will become available depending on the Security Role you have been assigned. All roles can query a previously attached file.
Query an Attachment
1. Select the Entity Type you are investigating.
2. Populate all available parameters to narrow down your search.
3. Page Down to the bottom block to see the attachment.
4. A query on Entity Type will only return all attachments for that Entity Type.
5. A query using any range of ‘like’ characters will return all results matching your search criteria, wildcard (%) is not required when entering search criteria.
6. Each column containing an arrow can be sorted.
7. To clear the sort back to default use the button.
Add an Attachment
1. To add an attachment, navigate to the lower block leaving the Entity Type blank.
2. From the menu toolbar, invoke and a blank line will become available.
3. On the empty row pick the Entity Type from the drop-down menu (attachments can be added to any Entity Type).
4. The Entity ID has a LOV, choose from the list of values or populate with a known Entity ID.
5. The Entity Description is automatically populated from Entity ID information.
6. The Attachment Type has a LOV, choose from list of values available for the Entity ID.
7. Enter a Date or the default will be the current date.
8. Attach your file in the File Description field (the file name must not contain Restricted Special Characters ).
9. To ensure security surrounding attachments, only Allowable File Types will be uploaded.
The File Name will default.
Attachments are automatically saved, and a message will appear:
10. Query on Entity ID Mass Change to see the new attachment.
Delete an Attachment
1. Query the attachment you wish to delete using the Query an Attachment steps.
2. Tab to the row containing the attachment you wish to delete.
The row will be highlighted.
3. Click the Delete icon on the toolbar .
A warning message will appear.
4. Click OK to confirm the delete.
Re-querying your search parameters will not bring back the attachment.
A deleted file cannot be restored.
Four Entity Types provide additional fields to narrow down your search criteria.
Entity Type: Bank Deposit
To query an attachment for Entity Type: Bank Deposit:
You are provided with four menu options to narrow your search: Bank number, Currency code, Deposit Date (yy/mm/dd), and Medium code.
Enter as many fields as required then Page Down to the bottom block to bring up a list of attachments matching your search criteria.
Entity Type: Invoice
To query an attachment for Entity Type: Invoice:
You are provided with four menu options to narrow your search: Business Associate, Invoice Number (you need the exact invoice number), Invoice Date (yy/mm/dd), and Payable/Receivable.
Enter as many fields as required then Page Down to the bottom block to bring up a list of attachments matching your search criteria.
Entity Type: Ownership Master
To query an attachment for Entity Type: Ownership Master:
You are provided with three menu options to narrow your search: Cost Centre, Agreement ID, and Effective Date (yy/mm/dd).
Enter as many fields as required then Page Down to the bottom block to bring up a list of attachments matching your search criteria.
Entity Type: Voucher
To query an attachment for Entity Type: Voucher:
You are provided with four menu options to narrow your search: Organization, Accounting Period (yy/mm), Voucher Type, and Voucher Number.
Enter as many fields as required to narrow down your search then Page Down to the bottom block to bring up a list of attachments matching your search criteria.
Changing Attachment Description
If a File Description is not clear or is confusing, there is the option of changing the description to better describe what the file contains.
1. Query the attachment that requires a change in File Description by narrowing down search criteria.
2. Tab to the File Description field and make your changes.
3. Click the Save icon ( ) on the toolbar.
Re-querying your search parameters will bring back the attachment with the new File Description visible.
Accessing Qbyte Optix reports
A content specific Qbyte Optix report can be launched from any row in the results grid using the Optix button.
Query an Entity Type
Click on the
button to run an Invoice Details report
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