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Txroofer
Level 1

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

I have been looking at this for some time now and have done several searches and I can't find any helpful hints or directions on how to take a pdf or iif attachment from a vendor who emails me invoices into the document center so I can attach them to the bills I am inputting into the system? Up to this point I have been saving them into a separate folder on my computer and then pulling them from the folder, but the vendor doesn't provide a description of the bill in the file name so it is impossible to identify which file is which unless I manually add a description which is super time consuming. 

I'm sure there has to be an easier way and I would love to get some help with this process that is taking way too much time out of my day, but in the end is way better than searching through files for paper copies of invoices. I know if I can get the files into the document center list I would be able to look at the invoices and input them at the same time and then attach them. It's just getting them there that has me stumped and I'm sure I am probably missing something obvious.

In particular I do not know how to use the iif file that this vendor sends me along with the pdf version.

Thank you!

5 Comments
MirriamM
Moderator

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

Hi there, @Txroofer.

 

Let me get the help you need in getting the attachments from the Document Center. 

 

QuickBooks Desktop (QBDT) handles attachments by having them in the same folder area as your company file and other QuickBooks Desktop files. This is to ensure that the program knows where to find the files to link in the program. Thus, you can go into the folders through Windows to find these attachments and make a copy or move it as needed. 

 

Here's how:

  1. Go to the Company menu at the top. 
  2. Choose Documents, then Doc Center.
  3. Double click an attachment to open it through Windows.
  4. If it's an image file, right-click and choose File information.
  5. In the File info sidebar, look for Folder Path.
  6. Follow along that file path in your system. It should lead you to an Intuit folder, where you can then take a deeper dive into the different folders for your product and company file. 
  7. Look for the Attach folder where you'll find all attachments.
  8. From there, tap the paperclip icon on the QuickBooks transaction or item, then right-click.
  9. Select Save Copy to Desktop.

For more insights about QuickBooks Document Center, see this article: QuickBooks Attached Documents: FAQs and common issues.

 

Should you have questions or clarifications about the process above, don't hesitate to leave them in the comment section below. I'll be around to answer it for you. Have a great day.

Txroofer
Level 1

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

My question is how do I get the attachments coming from my vendor in an email in Outlook into the Document Center? They also send me an attachment with an iif extension that I think is for QuickBooks but I'm not sure. 

 

This attachment will usually have multiple individual invoices in the the one attachment.

 

Thank you, 

Kori

Rose-A
Moderator

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

Thanks for getting back to us, Txroofer.

 

To get the attachments sent from your vendor via Outlook, you can save and upload them into Document Center. I'd be glad to show you how.

 

  1. Click Company at the top menu bar.
  2. From the drop-down list, click Documents and choose Doc Center.
  3. Tap on Add and select all the attachments sent from your vendor.

 

To import your IIF extensions, you can follow the outlined steps in this article: Export, import, and edit IIF files.

 

Additionally, you can visit this article to know more about the IIF files in QuickBooks Desktop: IIF Overview: import kit, sample files, and headers. This will provide you more details about how this type of file works in QuickBooks as well as links to view sample files.

 

Get back to us here if you have other questions about managing your attachments QuickBooks. I want to make sure you're able to get all of them into your Document Center. I'm always here to help. Take care and have a good one.

Txroofer
Level 1

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

Ok, I'm sorry to be so dense, but there seems to be a missing step in the process. Are you saying that I need to download the attachment from the email into a file on my desktop first and then when I get to the "ADD" step go to the file and put them into the document center? I was really hoping I could skip that step and bring them right in from the email in Outlook, but maybe that is not possible?

 

Thank you

MichelleBh
QuickBooks Team

Getting Attachments from Outlook into the Document Center in QuickBooks Enterprise Desktop

Thanks for the prompt reply, @Txroofer.

 

Yes, you'll need to download the attachment from the email into a file on my desktop first. After that, proceed to add the file into the document center. 

 

But if you're able to do so, I'd suggest manually upload the attachments. 

 

Please browse this page about the How to Do I Questions about handling company file: Help Articles

 

Let me know if you have follow-up questions. I'm happy to provide details. 

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