Attach Scanned Documents
You can attach scanned receipts, invoices, letters, or any other supporting documents to your deposits or documents. The scanned documents will then be associated with the deposits for approvers, auditors, or managers to view online.
Documents must be scanned at your agency or agency field location and saved on a local or network hard drive. You then browse for and upload the scanned files in the application. Valid scanned file types include .pdf, .jpg, .gif, .bmp, .png, .tif, and .tiff. The maximum size of file that you can attach is 8MB. Once attached, you cannot delete attachments.
Your agency may need to develop document retention rules. Refer to the State Records Center site for record retention information.
You can attach documents to a deposit on the Deposits screen, or to a Cash Receipts document selected from the Status screen. Once the deposit or document is open, follow the steps below:
1. Click the Attachments tab.
Figure 1 - Attachments tab
2. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. (The file extension .jpeg will not work.)
Figure 2 - Browse for scanned document button
3. Highlight the scanned document file and click Open. The directory path of the document will appear in the Browse Files field.
4. Click Add File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the Attachment Title field.
Figure 4 - Example of document added
5. If desired, change the Attachment Title to something more suitable for the document. Otherwise, leave the default title based on the file name.
6. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change. For more than one file, see below.
7. Click Create Attachment(s). The document will appear in the Attachments area. (Click View if you want to view the attachment.) Once uploaded, attachments cannot be deleted by the user.
Figure 5 - Example of attached document with View
You can add multiple scanned documents in a queue, and then attach them as one document. However, to add multiple documents, each with unique Document Titles, add and create the attachments one at a time as previously described.
1. Add a document as described above, and then repeat the steps to add a second document to the queue. Note the Attachment Title keeps the name from the first document added. This can be changed.
2. Continue adding as many documents as needed.
Figure 6 - Adding multiple documents example
3. The Create Single Attachment check box will affect the Attachment Title of the attached documents:
Figure 7 - Same document title example
Figure 8 - Different document titles example
If you receive a “Page cannot be displayed" error, a “Cannot access a closed file" error, or a server error, your scanned document file size may be too large. The maximum size of file that you can attach is 8MB. Use your scanner/scanning software to reduce the file size or check your scan settings for resolution and file format. Scan pages of multi-page document individually or in groups. If you still get an error message after reducing the file size, trying rebooting your computer to clear any cached memory and then try again.
Several factors must be considered when scanning documents for your agency, – e.g., the type of scanner or multi-function machine you use and its settings, hard disk storage capacity at your agency, and the type of originals (size and color of paper, size and color of print, etc.). Each agency will need to develop their own best practices appropriate for their environment.
Two settings often found on scanners and multi-function machines are:
You should test your own equipment to see which resolution and file format settings create the smallest file size with acceptable visual quality.