Receipt Management

I understand that modifying files can affect the original receipts or documents, jenakason. 

 When you save receipts or documents in QuickBooks, you can choose from three formats: Portable Network Graphic (PNG), JPEG, or PDF. It's important to note that when you save a file in QuickBooks, QuickBooks will not modify the file or change its name from the original. If you're experiencing issues with the file, it's possible that there may be some damage to it. In this case, we can perform some troubleshooting steps to isolate the issue. By following these steps, we can determine whether the problem is with the file or QuickBooks. This can help you resolve the issue and ensure your files are saved and stored correctly.

It is highly recommended that you keep your QBDT up to date with the latest features and improvements to ensure that it runs smoothly and without any issues. This will help prevent any unusual behavior while attaching receipts to QBDT. If you are still experiencing issues even after updating your QBDT, I suggest running the Verify and Rebuild Data Utilities. 

The Verify Data application will scan your company file for any potential data damage that could have resulted in odd behavior while attaching the receipts to the transactions. This tool will then identify and report any errors that may have been found. The Rebuild Data utility can repair damaged data in your company file. However, securing a backup copy of your company file is essential before proceeding with this to avoid any data loss. By following these steps, you can resolve any issues and ensure that your QBDT runs smoothly.
 

To Verify data:

1. Go to the File menu.
2. Scroll down to Utilities.
3. Select Verify Data.
4. Click OK.

To Verify data:

1. Go to the File menu.
2. Scroll down to Utilities.
3. Select Rebuild Data.
4. Click OK.

For more information, please refer to this article on verifying and rebuilding data in QuickBooks Desktop. 

Following this link, you may find additional guidance on managing receipts in QuickBooks Desktop Mac. Also, I'm attaching this article that can guide you in matching your accounts efficiently: Reconcile an account in QuickBooks Desktop for MAC.

I am always available to assist you with any concerns or questions you may have about your receipts. Please leave the necessary details below, and I will get back to you promptly. Have a great day, and stay safe!

I have a folder on my Mac desktop with pdfs of individual invoices. When I go to receipt management or attachments on Quickbooks, when I attach it to the corresponding expense transaction in Quickbooks, it changes the file name from what I have it saved as on my desktop (like stated before, I have every pdf saved as the Vendor name and date). 

Hello there!

I am here to share some troubleshooting steps to ensure that your attachment file name won't be changed after attaching it to your expense transaction in QuickBooks Desktop Mac.

We can try closing and re-opening your QuickBooks for Mac to refresh the software. If the same thing happens, try to verify and rebuild your QuickBooks data. This will help us identify company file data issues as well as resolve those issues found. Follow along below to get this done right away.

1. Go to File, then select Utilities.
2. Click Verify Data, then OK to close all windows. If you see “Your data has failed the integrity check” you need to rebuild your file. If there are no problems with your data, you’re done.
3. Once your data is verified, you can now rebuild your company files, and refer to the next steps.
4. Navigate to the File menu, then choose Utilities.
5. Pick Rebuild Data, then select OK to close all windows.
6. QuickBooks will ask you to make a backup before rebuilding your company file, tap OK.
7. Once finished, hit OK.

Once you’ve verified your data, just rebuild your company file to fix any errors or data damage that's found. Here's how:

1. Go to File, then select Utilities.
2. Click Rebuild Data, then tap OK to close all windows.
3. QuickBooks will ask you to make a backup before rebuilding your company file, select OK. If you don’t want to do a backup, select Cancel to continue rebuilding your company file.
4. If you haven’t set up any backup preferences, QuickBooks will ask you to update them. Select Backup Preferences and edit as needed, then select OK.
5. When the backup's finished, select Show in Finder to locate the backup or hit OK if you’re done.
6. Once the rebuild's finished, press OK.

If the issue persists, I recommend reaching out to our Contact QuickBooks Desktop support. They are equipped with tools that can help you with your concern.

Moreover, I'm adding this helpful article as your reference in sending online invoices in QuickBooks Desktop: Send online invoices in QuickBooks Desktop.

Come back to this post if you have other questions about attaching files to your transactions in QuickBooks Desktop. I'll be here to lend a hand.

When you attach a file to a record in QuickBooks Mac the file will be copied into the attachments folder and renamed to what is known as a GUID - a globally unique identifier.  This GUID is then stored in the QuickBooks record. When you revisit the screen with the attachment QuickBooks uses the GUID to find the file within the attachments folder. 

It doesn't ever rename the original file you attached. 

You can print the attachment with the form.  In the Enter Bills window for instance you'll see in the top right of the toolbar the attachment icon. It starts out as a paperclip but if you attach a file (or several) it will change to a paperclip on a "piece of paper".  If you click on that icon you get a pop over window with the attachments to that bill listed. 

The original file name will appear as the "title" of the attachment. So it is retained there. You can click on that and rename it if you want. 

You can print the attachment by selecting the attachment in that list and clicking on the Printer icon at the bottom of the pop over. 

Does that get what you need?