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QuickBooksHelp
Intuit
Intuit
posted
‎December 10, 2018 07:41 PM
last updated ‎December 23, 2020 1:56 AM

QuickBooks Document Center: FAQs and common issues

SOLVED•by QuickBooks•QuickBooks Enterprise Suite•9•Updated December 23, 2020

Learn the answers to frequently asked questions and recommended troubleshooting steps for common issues related to QuickBooks Document Center.

QuickBooks Doc Center can help organize and keep your accounts documented. You can add or scan a document (related to your customers, vendors, or employees), then attach it to a transaction, all in one place.

To access the Doc Center, go to the Company menu, then select Documents and then Doc Center.

FAQs

You can attach documents to anything in QuickBooks that has the paperclip icon. This includes many list items such as transactions, accounts, customer names, vendor names, employee names, other names, and inventory items.

You can also attach documents to Company Info.

You cannot attach documents to sales representatives, customer messages, payment methods, or shipping methods.

Here’s a complete list of transactions and items that allow attachments:

customers fixed asset bills estimates invoices
employees items checks paychecks inventory adjustments
vendors company credit card charges purchase orders general journal entries
other names build assembles credit memos sales orders receive payments
chart of accounts item receits deposits transfers sales receipts

There is no restriction on the type of file that can be attached.

No, QuickBooks backup does not include Attached Documents. You should make a manual backup of the “Attach” folder which can be found in the same location as your QuickBooks company file.

Important: To ensure your attachments are maintained, when you restore a backup, paste the "Attach" folder into the same location as your restored company file.

No, attachments do not add to your company file size and will not increase your backup time.

The attachments are located in the Attach folder which is in the same location as your company file.

Yes, however you will be asked to confirm this action before the attachments are removed.

No, verify and rebuild will not resolve attachments issues.

Yes, there is no limit on the number of attachments per transaction. The attachment size, however, is determined by your email provider.

No. The only way to accomplish this is to make a copy of the attachment and use that copy in other company file. You will need to make a unique copy for each company file.

Yes. Navigate to the Doc Center or click the paperclip icon on the QuickBooks transaction or item, then right-click and select Save Copy to Desktop.

No, you cannot change the attached to field. If you need to correct a transaction number, you must first detach any attachments, then reattach them after you have made the change.

No. You can change the display file name to suit your needs, however the original attachment file name cannot be changed. If you need to change the name of a file, you will need to detach it, rename the file, and then re-attach it.

No, there is no way to compress the files when you attach them.

You can attach an encrypted file, but you cannot encrypt a file that is already attached and was not encrypted prior to attaching it.

You can see that there is an attached document. However, you cannot view the attachments or add new attachments if you are using an accountant's copy of QuickBooks.

QuickBooks permissions are enforced in the Document Center. A user will only see the attachments for the QuickBooks items and transactions they have the permission to see. For example, if a user does not have the permission to view invoices, then they would not see any attachments associated with invoices.

There is no limit on the number of files you can attach and store locally.

There is no file size limit for attachments you store locally, however there must be enough space on your local system to store the documents.

Your QuickBooks company file stores and maintains all your data. Learn how to back up your company file to further protect your data. For more information about how we protect your data, visit our Online Security Center.

Troubleshoot common issues

When using QuickBooks Attached Documents, an Attach folder is created and stored in the same location as the QuickBooks company file. Renaming or moving the company file to a different location will break the connection between the Attached Documents and company file.

To fix the problem, re-link the Attached Documents. Here's how:

  1. Browse to the location where your company file is stored and open the Attach folder.
  2. Follow the steps that apply to your situation:
    • If there is NO folder with the new company file name, change the name of the folder to match the new name of the company file.
    • If there is a folder with the new company file name:
      1. Open the folder with the OLD company file name.
      2. Copy and paste the contents of the Inbox folder into the Inbox sub-folder of the folder with the new company file name.
      3. Copy and paste the contents of the Txn folder into the Txn sub-folder of the folder with the new company name.
  3. From the QuickBooks Company menu, select Documents then Repair Attached Documents Links.
  4. Select Repair Links.

If you're trying to scan or attach documents from your Doc Center to your company file's transactions, customers, accounts, etc., and nothing seems to be happening, perform the following steps.

  1. Browse to the location where your company file is stored.
    Default location: C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
  2. Make a new Attach folder.
    1. Rename Attach folder by adding "_OLD" to it.
    2. Create a new folder and name it Attach.
  3. Copy the contents from the old folder.
    1. In the new Attach folder, create a folder that matches the name of the company file. Open the new folder.
    2. Create new sub-folders named Inbox and TXN.
    3. Copy and paste contents over to respective new folders from their old counterparts.
  4. From the QuickBooks Company menu, select Documents then Repair Attached Documents Links.
  5. Select Repair Links.

When using QuickBooks email as Send Forms preference, the option to select email transaction and attachments is grayed out.

To fix this issue, Send Forms preference must be changed to either WebMail or Outlook in order to select email transaction and attachments.

For more details on how to set up your email in QuickBooks using WebMail or Outlook, refer to Set up your email service in QuickBooks Desktop.

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