Attachment overview

Think of an attachment as a group of one more or more files. You can attach multiple files of any type to a record or a transaction as an attachment—including but not limited to scanned images, spreadsheets, and word-processor documents. For example, you might add ten scanned images to a single attachment for an AP supplier invoice.

Each transaction or record can only have one attachment assigned to it. After you add an attachment, you can continue to add or delete individual documents as needed to and from the attachment, to ensure your supporting documents are always up-to-date.

See Add or remove a file from an existing attachment for detailed instructions.

Why use attachments?

You can select or create attachments as supporting documentation on records and many transaction pages; including but not limited to item, AP supplier invoice, AR sales invoice, supplier, customer, and employee expense pages.

Here are a few examples of the value of using attachments:

  • Accounting firms can upload large quantities of hard-copy documents that they receive from their clients.
  • Employees can scan and attach receipts to their expense reports, eliminating the need for paper filings.
  • CPAs can attach engagement letters that outline the objectives of a new project.
  • Controllers can attach spreadsheets and worksheets from different departments to the overall company budget to provide easy access to details for global budget numbers.
  • Auditors can inspect accounting transactions more efficiently if attachments are filed with the specific accounting transactions to which they relate.
  • Warehouse team members can ship items according to specific item packing instructions or reference drawings.
When attachments are added to sales transactions and item records, they are stored in the attachment folder you specify. After adding an attachment, they can be referenced on the original transaction or item record. If you have the required access permission, you can locate the attachments on the Attachments or Attachment folders page (Company > Setup > Attachment folders or Attachments).

Attachment folders and hierarchy

Attachments are stored in folders for easy grouping. Attachment folders show the same names in both the application's main list and the attachment selection dropdown. Make sure you have the appropriate permissions to create attachment folders.

Without permissions to create attachment folders, you can only add attachments to existing folders.

Attachment folders can be top-level folders without subfolders, parent folders with many subfolders, or simply subfolders that might or might not have child folders of their own. Because of this, you can make your folder hierarchy as broad or deep as your business demands.

For example, if you’re working on several projects, create an attachment folder, Projects, and subfolders with the name of specific projects. Then store supporting documents for each project in each project’s attachment subfolder. You might also want to consider creating a folder specifically for your inventory item attachments, or for product line item attachments.

Image key:

Consider the following image. Folder 1 and Folder 2 are top-level folders that are listed in the Attachment folders list. To see the child subfolders of each parent folder, drill down into the parent folder.

Attachment folder hierarchy of folders, subfolders, and files.

Folder Type
1 Parent folder with child subfolders
2 Folder with no subfolders. Each attachment represents one or more individual files.
3 Parent subfolder with child subfolders
4 Subfolder without subfolders
5 Child subfolder
6 Child subfolder

Create auto-numbering for attachments

Use auto-numbering to quickly add attachments with a reference number. Auto-numbering lets you skip the manual process of numbering your attachments, so they are easier to identify within a folder. Set up attachment auto-numbering on the Document sequences for auto-numbering IDs and enable it in the Global settings section on the Company Information page. Then, every time you create an attachment, a new ID is automatically generated.

Enabling auto-numbering requires you to first create the numbering system and then set the numbering to automatically apply to each attachment.

Step 1: Create the numbering system

  1. Go to Company > Setup > Settings and select Add (circle) next to Document sequences.

  2. Enter the required fields, and any other information you want included in your sequence.

    The following fields are required:

    • Sequence ID

      Enter a label for the name of the sequence, such as Attachments.
      It’s important that you name the sequence using words that describe the documents for which you’ll use the sequence.

      This ID cannot be changed after save.

    • Sequence name

    • Sequence status

    • Sequence type

      Cannot be changed after save.

    • Primary sequence

      Cannot be changed after save.

    • Next primary sequence

      Automatically generated, but can be edited.

  3. Select Save.

  1. Go to Company > Setup > Settings and select Add (circle) next to Document sequences.

  2. Enter the required fields, and any other information you want included in your sequence.

    The following fields are required:

    • Sequence ID

      Enter a label for the name of the sequence, such as Attachments.
      It’s important that you name the sequence using words that describe the documents for which you’ll use the sequence.

      This ID cannot be changed after save.

    • Sequence name

    • Sequence status

    • Sequence type

      Cannot be changed after save.

    • Primary sequence

      Cannot be changed after save.

    • Next primary sequence

      Automatically generated, but can be edited.

  3. Select Save.

See the field descriptions for more information about what to enter in each field.

Using leading zeros as part of an ID sequence is not recommended. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zero. Use a character as a prefix to your ID; for example, A0001 for an attachment ID.

Step 2: Set the number to apply automatically

  1. Go to Company > Setup > Configuration > Company.

  2. Select Edit.
  3. In the dropdown for Attachment sequence type under Global settings, select the name of the sequence you created, such as Attachments.

  4. Select Save.

After you save, Intacct automatically generates a unique number for each new attachment you create.

Attachment sharing

Intacct uses shared attachments. When you attach a file to multiple transactions, you're not creating copies. Any changes to the referenced attachment, such as adding a new supporting document, are reflected in both transactions.

  • Sharing attachments in duplicate transactions: The same attachment link is copied to the duplicate transaction; no new attachment instance is created. If you change the attachment, such as removing a supporting document from the attachment, that change is reflected in both transactions.

    If you do not want to use the same attachment when you duplicate a transaction, you can manually remove the attachment link and, if needed, add a different attachment link.

  • Sharing attachments in recurring transactions: The same attachment link is copied into all instances of the recurring transaction. Attach updated document versions separately, instead of overwriting the original, to maintain both.

When you add an attachment to multiple journal entries simultaneously, the attachment shares the same ID across those entries. In this case, any changes to the attachment affect all journal entries using the same attachment ID.