Attaching Documents to QuickBooks Entries in Hosted QuickBooks Environments
If you are working in a hosted QuickBooks environment, in order to upload and attach documents to QuickBooks entries you must use the following method:
• First upload the documents to your SmartVault portal using either the SmartVault portal or the SmartVault Inbox included in the SmartVault Desktop software.
• Once the document you want to attach to a QuickBooks entry is uploaded to the SmartVault portal, you can then attach the document to the appropriate QuickBooks entry using the SmartVault Toolbar from within your hosted QuickBooks environment
The two step process for uploading and attaching documents to a QuickBooks entry in a hosted environment is required because most hosted environments do not let you browse to folders on your local computer or on a network share from your hosted environment, and most hosted environments also do not provide a way to directly scan into the hosted environment. For more information about working in hosted environments, see
“Working with QuickBooks” .
Note: The largest document that can be uploaded using the SmartVault Toolbar is 2GB.
If you need to upload a document larger than 2GB, contact SmartVault Support. For more information about contacting SmartVault Support, go to
http://support.smartvault.com/contact-support.
To upload and attach a document to a QuickBooks entry in a hosted environment:
3. From your local computer, upload the documents you want to attach to your QuickBooks entries to your SmartVault portal. You can upload documents to SmartVault using the following methods:
4. After you have uploaded documents to your SmartVault portal, connect to your hosted environment.
5. On your desktop in your hosted environment, double-click the SmartVault icon.
Note: When you double-click the SmartVault icon, the SmartVault Desktop software begins running on your hosted desktop. The SmartVault icon you double-click on your hosted desktop should be similar to the following image.
6. After you double-click the SmartVault icon, in the notification area in the lower right corner of your desktop, right-click the SmartVault icon, and then click Sign In.
The the following image shows the location of the SmartVault icon in the notification area of your desktop.
7. If you are prompted to specify an email address and password in order to sign in to SmartVault after clicking on the SmartVault icon in the notification area in the lower right corner of your desktop, type your SmartVault user ID and password, and then click Sign In again.
The following image shows the SmartVault sign in dialog box.
After you sign in to SmartVault, the SmartVault icon in the notification area changes from gray to green.
8. Open the QuickBooks company file that contains the entry you want to attach the document to, and then select the QuickBooks entry you want to attach the document to.
The SmartVault Toolbar displays on the right side of the QuickBooks window.
9. Click the Attach paperclip icon.
10. Select the Move from Inbox (Inbox) option on the SmartVault Toolbar Attach Documents dialog box. The following image shows this option.
11. On the All Folders tab, click Browse.
12. Browse to the vault or folder where you stored the document you want to attach to the QuickBooks entry in step 3, and then click Select.
13. Under Document Name, select the document you want to attach to the QuickBooks entry, and then click Move.
Note: The Move button is in the lower-right corner of the dialog box.
14. SmartVault attaches the document to the selected QuickBooks entry. SmartVault also moves the document from the vault or folder where it was stored before you attached the document to QuickBooks to the appropriate folder under the VaultName/Applications/QuickBooks folder structure.
15. If you want to view the document after attaching it to the QuickBooks entry, complete the following steps:
a. Double-click the folder icon in the SmartVault Toolbar.
b. Select the document.
c. Click Open.
