Have you ever scrambled around for a spreadsheet, note, invoice-copy or customer request when researching transactions? Has anyone asked you the situation with an order/invoice/receipt/journal entry, etc? (especially as you head out for a vacation?) Sage MAS 90 and MAS 200 have a feature that allows you to attach documents and memos to your transactions. These can be any kind of documents such as pdf’s, spreadsheets and pictures, or simple text memos and are available for everyone to see.
The attachments do NOT print on the order, PO, Invoice, J/E, etc, nor do they print on the data entry Register for that transaction. Once you add an attachment to a transaction however, it travels with the transaction and is available for display when retrieving the document (AP Invoice, Sales Order/Invoice, J/E, PO, etc) from history Inquiry for that transaction. You can add multiple memos and attachments to the same transaction. You can also add memos and attachments to a transaction from the history Inquiry. Note the memo field to the right of the transaction # (JE, Order, Invoice, Receipt, etc). This is a great way to keep notes on complicated or disputed transactions in the system, rather than scraps of paper on your desk or files on your computer that nobody else can see.
This feature is available for all of the modules using the new Business Framework structure. In version 4.30 that includes AR, AP, GL, SO. Business Framework was added to the Inventory and Purchase Order modules for version 4.40. During data entry, to the right of the browse buttons, there is an icon for memo entry. Click on this icon to add memos and attach documents. Examples: scan a copy of a vendor invoice and attach it to your AP Invoice entry for that invoice. The attached document will then be available when you research the transaction in the future, as an attached copy of the vendor’s invoice. Receiving documents can be scanned and attached to your PO receipts entry, so they are available when researching a particular receipt. A customer’s order-request can be added to a Sales Order/Invoice for documentation of the goods and services ordered. Collection Notes can be added to AR and SO Invoices. It is preferable that you put these attachment documents on your MAS 90/200 server rather your workstation so that they are available to all users, and are backed up with your accounting data. This is a great way to have that documentation attached to the transaction for instant retrieval for everyone to see when researching the transaction, while you are enjoying the holidays or on vacation.