Attaching documents and notes – Uniconta

Attaching notes

Notes are added to e.g. an item, debtor or creditor using the Attachments/Note button or with the shortcut Alt+N. Select the Add note button and type the desired note in the Notes field and select a note group if needed. The remaining fields are auto-filled when you select the Save button. Version-91It is possible to change the date field.

Email archiving

Version-92It is possible to load an email from the Outlook inbox or from sent mail.

You search for emails either in the inbox or sent mail by date. Select the email and click "Import".

Remove a note

Select the Attachments/Note button
Select the note to remove and select the Delete button

Documents on debtors, creditors and goods

Documents are added using the Attachments/Document button or the shortcut Ctrl+M. When you attach a document or a physical attachment, this document is loaded and saved on the Uniconta server. Watch a short VIDEO about debtor document management in Uniconta. Select the Add button and complete the 5 steps below:

Select Browse
Select the document you want to attach
Select Open to attach the selected document
Fill in any text and select a document group if necessary. Note! Only the first 100 characters in the text field are saved.
Select Save to finish attaching the document.

Sales and purchase order documents

It is also possible to attach documents to sales and purchase orders. You can choose whether these documents should be attached to the emails you send to the customer, such as order confirmations, invoices, etc.

Select the order or purchase to attach the document to
Select the Attachments/Document button or press Ctrl+O
Select the Add button and complete the 7 steps below:
1. Select Browse
2. Select the document you want to attach
3. Select Open to attach the selected document
4. Fill in any text and select a document group if necessary. Note! Only the first 100 characters in the text field are saved.
5. Check the Offer, Invoice, Purchase order etc. boxes depending on which forms the document should be sent on.
6. If you want the document to be attached to the invoice in the invoice archive, check the Save in invoice archive box
7. Select Save to finish attaching the document.

Remove a document

Select the Attachments/Document button
Select the document to remove and select the Edit button
Select the Delete button Note! If you remove an attachment, the clip icon will not disappear until the server is refreshed, but the attachment is removed.

Size of the documents

Maximum size of an attached document is 20 MB. You can easily attach multiple documents, but you should be careful not to attach them indiscriminately. For example, if you attach many documents to an invoice sent to a customer by email, the customer may not be able to receive it due to limitations on the size of emails they can receive in their email system. Please note! If you send invoices via OIOUBL and attach documents to your sales orders, there is a limit to how large the files can be. Read more about this here

Example - Attaching terms and conditions of sale and delivery

For example, if you want a terms and conditions document to be automatically included when you send invoices, you can attach such a document to the email setup.

Select Accounts Receivable/Maintenance/Email setup
Select the email setup to which you want to attach a document. For example, select the email setup with email type = Invoice to attach an extra document when sending invoices by email
Select the Attachments button
Select the Add button
Select a file using the Browse button , insert a URL etc. as described above in the other attachment sections.

Merge two documents

It is possible to merge two PDFs into attachments.

Select the two PDFs to be merged. Hold down the CTRL key and click on the two PDFs with the mouse.

It is possible to choose whether to merge left or right. If you choose left, the left-side document will be the first document in the new merge, whereas if you choose right, the right-side will be the first document in the new file.

Click "Join" and click "Yes" to delete one of the files.

Then 2 files are merged, namely file 2 and 3, and saved in "Unique ID" 3

Use of links

If you check "Allow external links to attachments" under Company/Company information, you can link to your attachments in a browser. This is done via a 128 bit code that Uniconta generates, also known as GUID (Global Unique Identifier). This GUID code can be seen in the "GUID" field

In order to use the attachment, you need the link to the attachment itself. The following applies to all attachments: You need to use the link below and after ? you need to insert the "GUID" code https://web.uniconta.com/document/ViewAttachment?[GUID-koden] The link should look like the link below: https://web.uniconta.com/document/ViewAttachment?76b53e20-ce61-2385-3187-a63f13216c42

Save only the path to the file

You can also choose to have Uniconta save the reference only when files are attached. You may have your own drive or URL where you store your documents and want to view the document from the specified path instead of saving and retrieving from the Uniconta server. The procedure for attaching files is the same as mentioned above, however, the Save only the path to the file field must be selected.

Attaching documents via url

You can also choose to attach documents such as product images using a URL to a website. In that case, you just need to perform the following 3 steps:

Enter or paste a copied Url in the Url field
Fill in any text and select a document group Note! Only the first 100 characters in the text field are saved
Select Save to finish attaching the document