You can store external business documents in Microsoft Dynamics NAV by attaching the document files to the related incoming document records. If the document, such as a purchase invoice, did not start its existence as an incoming document record, you can still create and connect an incoming document record to it later. You can also attach incoming document files to posted purchase and sales documents and to vendor, customer, and general ledger entries by using the Incoming Document Files FactBox on, for example, the Posted Purchase Invoices window and the Vendor Ledger Entries window.
From the Chart of Accounts and General Ledger Entries windows, you can use a search function to find general ledger entries for posted purchase and sales documents that do not have incoming document records and then centrally link to existing records or create new ones with attached document files. For more information, see How to: Find Posted Documents without Incoming Document Records.
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| You can remove file attachments from non-posted documents at any time by deleting the related incoming document record. If the document is posted, then you must first remove the connection from the incoming document record. For more information, see How to: Remove Incoming Document Records from Posted Documents. |
The following procedures show how to attach a file to an existing purchase invoice that was not created from an incoming document record and how to attach a file to a vendor ledger entry. Attaching a file to posted purchase or sales documents works in a similar way.
To create and connect an incoming document record from a purchase invoice
In the Search box, enter Purchase Invoices, and then choose the related link.
Select the line for a purchase invoice that you want to attach a file to, and then, on the Navigate tab, in the Functions group, on the Incoming Document drop-down, choose Create Incoming Document from File.
Alternatively, select the line for a purchase invoice that you want to attach a file to, and then, in the Incoming Document Files FactBox, choose Attach File.
In the Insert File window, select the file that represents the incoming document in question, and then choose the Open button.
To create and connect an incoming document record from a vendor ledger entry
In the Search box, enter Vendor Ledger Entries, and then choose the related link.
Select a line for a vendor ledger entry that you want to attach a file to, and then, on the Home tab, in the Functions group, on the Incoming Document drop-down, choose Create Incoming Document from File.
Alternatively, select a line for a vendor ledger entry that you want to attach a file to, and then, in the Incoming Document Files FactBox, choose Attach File.
In the Insert File window, select the file that represents the incoming document in question, and then choose the Open button.
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For more information about how to work with fields and columns, see Working with Microsoft Dynamics NAV. For more information about how to find specific pages, see Search. |