QuickBooks Document Center: FAQs And Common Issues

This article will provide you the answers for all the frequently asked questions and the steps to resolve common errors and issues related to the QuickBooks Document Center. You can also contact us at our toll-free QuickBooks Customer Service Phone Number +1800-567-0425 to get an instant solution for all your QuickBooks issues.

QuickBooks Doc Center allows you to organize and keeps your accounts properly documented. You can easily. You can also add or scan a document (related to your customers, vendors or employees) and attach to a transaction at the same place.

You can open the Doc Center by go to Company > Documents > Doc Center.

Frequently Asked Questions (FAQs)

What types of QuickBooks entries can I attach documents to?

Documents can be attached to anything in QuickBooks that has the paperclip icon. It can include various things such as transactions, accounts, customer names, vendor names, employee names, other names, and inventory items.

Company Info can also be attached to the document.

The sales representatives, customer messages, payment methods or shipping methods cannot be attached with documents.

Refer to the following 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

What file types can be attached?

There are no such restrictions related to the file type that can be attached with the document.

Will QuickBooks Backup/Restore backup the attached documents stored locally?

QuickBooks backup is not included in the Attached Documents. You have to create a backup of the Attach folder that can be found in the same location where your QuickBooks company file.

IMPORTANT: To make sure your attachments are properly maintained, you need to Attach the folder into the same location as your restored backup 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.

Will the attachments I add to increase my QuickBooks file size or the time it takes to backup my file?

The attachments don’t get added to your company file size and it also won’t increase your backup duration.

Where are the attached files stored?

The attachments get stored in the Attach Folder which can be found in the same folder where your company file is saved.

Will condense remove old attachments?

Yes, condensing removes old attachments but you will always be asked to confirm this action.

Will verify/rebuild fix attachments?

Verify and Rebuild Utility helps you in resolving the data damage issues but it doesn’t resolve attachments issues.

Can I use QuickBooks Attached Documents in multi-user mode?

Yes, QuickBooks Attached Documents can be used in the multi-user mode.

Can I attach multiple documents to the same transaction?

There is no such limits on the number of attachments per transaction. However, the size of your attachment is determined by your email provider.

Can I share the attachments across multiple company files?

The only way to share attachments with multiple company file is to create a copy of the attachment and use that copy for other files. You have to create a unique copy for each company file.

Can I drag and drop documents from other applications such as GMail, Drop Box, etc?

No, you can’t.

Can I save a copy of an attached document to my desktop?

Yes a copy of an attached document to your desktop by navigating to the Doc Center or clicking on the paperclip icon and then select Save Copy to Desktop.

Can I change the transaction number of an attachment?

No, the transaction number of an attachment can’t change the attached field. If you want to modify a transaction, you have to detach the attachment first and then reattach them after you made all the required changes.

Can I rename an attached file?

The changes in display file can be made as per your requirement but the original attachment can’t be changed at all. The only way to rename the file is to detach it, rename it and then attach it again.

Can I compress the attachments while saving to QuickBooks?

Compressing the attachments is not possible and if you try to do it forcefully, the file may get damaged.

Can I encrypt the attached files?

An encrypted file can be attached by the an attached file can’t be encrypted.

Can I store logical file links in place of physical attachments?

No. you can’t.

Can I use Attached Documents in an Accountant’s Copy?

You can see weather there is an attached document or not but you cannot view the attachments or add new attachments if you are using an Accountant’s Copy.

Can other QuickBooks users access attached documents?

QuickBooks permissions are enforced in the Document Center. A user can only view the attachments for QuickBooks items and transactions for which they have the permission. For example, if there’s a user without permission to view invoices, then that user won’t be able to see attachments associated with invoices.

Is there a limit to the number of files I can attach and store locally?

There is not any limit for how much files you can attach and store on your local system.

Is there a size limit for attachments?

No file size limit is assigned for attachments that you are store on your local system. However, you should have enough space to store those documents.

How do I know my data is safe?

The QuickBooks company files contains and manage all your financial data. You can create a backup of your company file to make sure your data is safe and secure. For further information, you can contact us at our QuickBooks Support Number +1800-567-0425.

Troubleshoot Common Issues

Attached Documents are missing after changing file name or location

While using QuickBooks Attached Documents, an Attached Folder automatically gets created in the folder where your company file is located. When you rename or move your company file to a different folder, the location will break the connection between the document and your company file.

You can resolve this issue by following the below steps:

  • Navigate to the folder that contains your QuickBooks file and then open the Attach the folder.
  • Follow the steps as per your situation:
    • If a folder with new company file is not there then rename the folder to match the new name of your QuickBooks company file.
    • If The folder with new company file is there then you have to perform the following steps:
      • Go to the folder with OLD company file name.
      • Copy and Paste your files from the Inbox folder to the Inbox sub-folder of the new company file name folder.
      • Copy and paste all the files of the Txn folder to the Txn sub-folder of the folder with the new company name.
    • From the Company menu, go to Documents > Repair Attached Documents Links.
    • Click on Repair Links.

Problem scanning or attaching documents through Doc Center

If you tried to scan or attach documents from your Doc Center to the transactions, customers or accounts, but nothing actually happened then you can perform the following steps:

  • Open the Windows Explorer by pressing Windows + E keys.
  • Navigate to the default location of your QuickBooks company file: C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files.
  • Create a new Attach folder.
    • Add “_OLD” at the end of the folder name.
    • Make a new folder and name it Attach.
  • Copy all the files from the old folder and paste it to the new folder.
    • Create a new sub folder in the Attach folder and open it.
    • Create new sub-folders again and name them Inbox and TXN.
    • Paste all the content from the old folders to the new folder.
  • From the Company menu, go to Documents > Repair Attached Documents Links.
  • Click on Repair Links.

Unable to email transactions or send forms (with attachments) using QuickBooks email service

While using the QuickBooks email as Send Form Preference, the select email transaction and attachments is grayed out or not available.

In order to resolve this issue, the Send Form Preferences should be changed to the WebMail or Outlook to select email transaction and attachments.

Get complete information about setting up you email preferences in QuickBooks, you can refer to Set up your email service in QuickBooks Desktop.

Follow The Steps Carefully or Contact Our ProAdvisors

Contact Us For Support

Hopefully, you find this article helpful and you are not clear about all the queries regarding the QuickBooks Document Center. We have provided some frequently asked questions and the resolution for some common issues that you can face. In case if you are not able to resolve your issue or you have some other queries regarding the QuickBooks Doc Center, you can connect with us at our toll-free QuickBooks Support Phone Number +1800-567-0425 for an instant solution for your QuickBooks issues. You can also get answers for your general queries regarding the QuickBooks software.

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QuickBooks Document Center: FAQs And Common Issues

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