If an attachment is added to a check in QB online is the file stored online or on the computer where the file was originally saved?

Hi eprman,

Hope you’re doing great. I wanted to see how everything is going about your concern yesterday. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

Yes, your reply answered my question. We are a volunteer organization and I am the current treasurer. I manage our accounts using my personal computer and I wanted to be sure the digital copies of receipts that I attached to checks to document the reason for the expense has not stored on my computer. When I am no longer the treasurer those receipts will still be linked to the expense.

Thanks

Why is it that when I use the "write checks" to document a payment and then I use the attachment feature - the invoice that I'm paying does not show up when on my other computer?  I can see them only on the computer I created the "write Checks" on.  I'm using QB Desktop Pro 2020 I also use Qbox to sync across my network. I don't have this issue if I say attach a document under my vendors tab. Thank you for your assistance.

Hello there, @JJWRIGHT.

I'll help you figure out why the invoice (bill) you're paying won't show up on your other computer while using the attachment feature when writing checks in QuickBooks Desktop (QBDT), so you can document your expenses accordingly.

Your invoices (bills) and attachments should show on both of your computers once they're on the same network or file location with your company files. Based on your description of the issue, you may have a different file location for your attachments on your other computer. That's why the invoice (bill) you're paying for isn't showing while using the attachment feature.

To fix this, you'll have to make a copy of the attachment and use that copy or upload it to your other computer. You want to make a unique copy for each computer to avoid confusion.

You can refer to this article to learn the answers to frequently asked questions and recommended troubleshooting steps for common issues related to attaching documents in QBDT: QuickBooks Document Center: FAQs and common issues.

Now that everything is all set, you may also want to check out one of our Help pages as your reference to help you in managing your data and transactions (income and expense) using QBDT: QuickBooks Learn and Support. It includes QuickBooks help articles, Community discussions with other users, and video tutorials, to name a few.

Please keep me posted on how it goes in the comments below. If you have other concerns about managing expense transactions and attaching documents in QBDT, I'm always ready to help. Take care, and have a great day, @JJWRIGHT.

Thanks for the reply - 

I need to corect what what I said.  I said it was on the "network" I don't have a shared network only shares the same internet connection.  I also have an office which is not on the same network.  How can I see the uploaded attachments across all computers and networks, thank you

Thanks for coming back to the thread, @JJWRIGHT.

I can share some insights about the attachments location and how you can share them across networks.

Please know that the attachments are located in a separate folder (Attach folder) which is in the same location as your company file. This is its default location, so you will not be able to access it when you open a different file downloaded on a separate location.

To ensure you have copies of your attachments, make a copy of the attachment, and paste the "Attach" folder into the same location as the other company file. You will need to make a unique copy for each company file.

To find the Attch folder, go to the default location for a QuickBooks Desktop company files. Here is the file path: C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files

Please see these articles to  learn more about the attachments in QuickBooks Desktop:

• QuickBooks Document Center: FAQs and common issues
• Attach documents to transactions in QuickBooks Desktop
   

Please comeback here if you need further assistance with the attachments feature. I'll be right here to help share more insights and information about it.

My questions about attaching invoices electronically to payments in Quickbooks online are:

1) How long are they retained?

2) Is there a limit on the amount of storage we can use?

3) Is there redundancy so that if the cloud storage/server was damaged it could be restored?

4) If I back up my Quickbooks file onto my network drive, does it also save the attachements?

Thanks!

Thanks for hopping into this thread, brenda_lela. I'd be glad to answer all of your queries related to attachments in QuickBooks Online (QBO).

For your first concern, the attachments stay in the cloud storage within QBO as long as you have an active account. Otherwise, you'll have one-year read-only access to your data if you decide to cancel your account.

Secondly, there isn't a storage limit on attachments and other selected data since QBO is a cloud base. Thus, it's unlimited storage for this feature.

Regarding your concern about the redundancy of your data, this option isn't available. What you can do is allow QBO to automatically back up your data online if you're using the QBO Advanced version. Here's how:

1. Go to Settings ⚙.
2. Select Back up company.
3. Sign in to your Intuit account, then click Authorize to proceed.

For your last query, yes, the attachments will be included whenever you save your backups to your online drive. You can see the list of data available to back up from Data you can back up section of this article: Back up and restore your QuickBooks Online Advanced Company.

In addition, check out this article that can efficiently guide you in supervising your account: Learn about QuickBooks Online with how-to videos.

Click the Reply button for follow-up questions about attachments or any QuickBooks concerns. I'll be here to lend a hand. Have a great day!