Attaching Documents to QuickBooks Entries in Non-Hosted QuickBooks Environments
If you are working in a non-hosted QuickBooks environment, you can use the SmartVault Toolbar to upload and attach documents to QuickBooks entries using the following methods:
• Upload and attach a document stored on a folder on your local computer or on a network folder to a QuickBooks entry.
• Attach a document already stored in a folder in the SmartVault portal to a QuickBooks entry.
• Quickly scan and attach a document to a QuickBooks entry using a Fujitsu ScanSnap scanner or a TWAIN-compliant scanner (most scanners are TWAIN-compliant) connected to your local computer.
Note: The largest document that can be attached 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 attach a document to a QuickBooks entry in a non-hosted environment:
3. Verify that you are signed in to your SmartVault account from the SmartVault Desktop software on your local computer by completing the following steps:
a. On the Start menu, click Start > Programs > SmartVault > SmartVault Launchpad.
b. If the Sign in to your SmartVault account link displays, you are not signed in to your SmartVault account. Click Sign in to your SmartVault account, type the email address and password for your SmartVault account, and then click Sign In.
Once you sign in, the Sign in to your SmartVault account link no longer displays.
c. If the Sign in to your SmartVault account link does not display, you are already signed in to your SmartVault account.
4. 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.
5. Click the Attach paperclip icon.
6. If you want to upload and attach a document stored on a drive on your local computer or on a network drive, complete the following steps:
a. Click Browse.
b. Browse to the location of the document you want to upload, select the document, and then click Open.
c. In the Name field, specify a name for the document.
d. In the Description field, specify a description for the document.
e. Click Accept.
7. If you want to upload and attach a document already stored in a folder in the SmartVault portal, complete the following steps:
a. Click Inbox.
b. Click Browse.
c. Browse to and select the vault or folder that contains the document you want to upload and attach to the QuickBooks entry, and then click Select.
d. Under Document Name, select the name of the document you want to upload and attach.
e. In the Name field, specify a name for the document.
f. In the Description field, specify a description for the document.
g. Click Move.
SmartVault moves the document from its current folder in the portal to the appropriate QuickBooks document folder in the portal under the VaultName\Applications\QuickBooks folder structure and attaches the document to the selected QuickBooks entry.
8. If you want to scan and attach a document using a TWAIN-compliant scanner, complete the following steps.
a. Verify that a TWAIN-compliant scanner is connected to your local computer and turned on. For more information about TWAIN-compliant scanners, see
“Supported Scanners” .
c. Under Scanner, select your TWAIN-compliant scanner from the drop-down list.
d. Place your document into your scanner.
e. Click Scan.
SmartVault scans the document into the SmartVault Inbox.
f. In the Name field, specify a name for the document.
g. In the Description field, specify a description for the document.
h. Click Accept.
9. If you want to scan and attach a document using a Fujitsu ScanSnap scanner, complete the following steps:
a. Verify that your Fujitsu ScanSnap scanner is supported, that your ScanSnap scanner is turned on, and that you have configured a SmartVault Toolbar ScanSnap profile for you ScanSnap scanner. If you want to create full-text searchable PDFs when scanning, ensure you enable Optical Character Recognition (OCR) cap ab il ties after creating your SmartVault Toolbar ScanSnap profile. For more information, see
“Supported Scanners” and
“Creating SmartVault ScanSnap Profiles for Fujitsu ScanSnap Scanners” .
b. In the system tray, click the ScanSnap icon and verify that there is a check mark in front of the SmartVault Toolbar profile.
The following image shows how ScanSnap profiles display in the system tray when you click the ScanSnap icon in the system tray after configuring a SmartVault Toolbar profile for a ScanSnap scanner.
If there is not a check box in front of the SmartVault Toolbar profile, click the SmartVault Toolbar profile to select it.
c. Insert your document into the Fujitsu ScanSnap scanner, then press the Scan button on the scanner.
Note: Since you are using a ScanSnap scanner with a SmartVault Toolbar profile configured, you do not need select a scanner from the drop-down list and click the Scan button on the Attach Documents dialog box in the SmartVault Toolbar. These items are only for TWAIN-compliant scanners. Since you are using a ScanSnap scanner, all you need to do is insert your document into your Fujitsu ScanSnap scanner and then press the Scan button on your scanner.
The Fujitsu ScanSnap scanner scans the document, then displays a default name and description for the document under Attachment Properties at the bottom of the Inbox Folders tab.
d. In the Name field, type a name for the document.
e. In the Description field, type a description for the document.
f. Click Accept.
10. SmartVault uploads the document and attaches it to the selected QuickBooks entry.
