Our update for June 2016 brings us improvements in ‘Attachments’ and how to automatically copy a ‘Quote to a Purchase Order’, which is a real time-saver.
Attachment for customers and suppliers
We can add attachments to most transactions, quotes, invoices, expenses, bills and even directly from our online banking feeds. With our latest upgrade, you can now attach files to Customer and Suppliers to keep track of important information, contact details, photos, receipts, terms & conditions and contracts.
These are just some examples but the list is endless.
So, let’s walk you through how to do this.
Note: Maximum size is 25MB – you can add as many attachments as you like but not to exceed the 25MB overall size.
Click on Customers from the left-hand side navigation bar. Select a Customer, Customer Details, then Attachments. All that’s required is to drag and drop or add your attachment.
Click on Suppliers from the left-hand side navigation bar, then select a Supplier, Supplier Details, Attachments. Again, all that’s required is to drag and drop or add your attachment.
Show/Hide the attachments column on customers and suppliers, sales and expenses registers
When you add an attachment to any of your transactions, these attachments can be found on the registers for both sales and expenses. See below to choose from the Settings Gear icon, then click on Show More, choose Attachments. **Note: This is on both ‘Sales’ and ‘Expenses’ registers as below.
The attachment will be shown in the column. Click over the number of attachments associated with the transaction and then click on the highlighted blue area – the attachment will open in a new window.
Copy estimate to quote
This gives you the ability to automatically copy an estimate to a purchase order, saving you time and no more manually creating a purchase order once the quote has been accepted. **Note: Only found in the QuickBooks Online Plus version.
Setting this up from your company preferences is required. Click on your Gear Icon, then Settings, Company Settings, Expenses, Purchases orders. Then select Copy quotes to purchase orders and Save.
Once your quote is sent to your client and has been accepted, all that’s required is to click the down menu from Copy to invoice, then Copy to purchase order.
This will automatically produce a purchase order with the exact amount of product items from the quote. Choose your supplier and the quantity. The rate can be edited if required.
Read more on Attachments: https://quickbooks.intuit.com/au/resources/product-updates/quickbooks-online-attachments/
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