Having a proof of purchase document against transactions isn’t just handy, it’s important for compliance.
In MYOB you can attach files, like receipts and invoices, directly to your spend money transactions as a reference to come back to, whenever you need.
You can attach PDF, TIFF, JPEG or PNG file types, and the files must be less than 10MB in size.
You can also upload documents into MYOB Business then prefill the details from the uploaded document to help you create a spend money transaction.
Let's take a closer look:
Attach a document within a spend money transaction
Open a spend money transaction by either:
creating a new spend money transaction (Banking menu > Spend money)
opening an existing spend money transaction (Banking menu > Find transactions > click the reference number for the spend money transaction).
In the lower section of the page, attach a document by either:
dragging and dropping the file into the attachment area, or
clicking browse for files to select one or more files.
When you're done, click Record.
The document is attached to the transaction. To view or delete an attached document, see below.
Link an uploaded document to a spend money transaction
If you've uploaded a document into MYOB Business, like a photo of a receipt, you can link it to a spend money transaction. When you do this, MYOB Business "reads" the document and prefills as many details as possible from the document and populates those details into the spend money transaction. This saves time on data entry – all you need to do is check the prefilled details, add anything that's missing, then record.
The document will then be linked to the spend money transaction and listed with the other attachments.
Open a spend money transaction by either:
creating a new spend money transaction (Banking menu > Spend money)
opening an existing spend money transaction (Banking menu > Find transactions > click the reference number for the spend money transaction).
At the top of the transaction, click Prefill from a source document (if you're creating a new transaction) or Link a source document (if you've opened an existing transaction)
Select the uploaded document then click Link.
MYOB will fill in as much information as possible from the document, such as dates, quantities and amounts. If you took a picture of the document using the MYOB Assist app and added a note to it before sending it to Uploads, that note will automatically appear too.
All you need to do is check these details and enter any additional details that are needed.By default the create transactions page opens in split view so you can see the document and the new transaction side-by-side, making it easy to compare. For more details on recording these transactions, see Creating bills and Spend money.
When you're done, click Record. The transaction is saved with the linked document attached.
Download or print an attachment
From the Banking menu, choose Find transactions.
Find the transaction with the attachment.
Click the reference number to open the transaction.
Click the download icon for the attachment. The attachment will be saved in your Downloads folder.
Open the downloaded document to view or print it.
Remove an attachment
Removing an attachment from a spend money transaction unlinks it from the transaction and deletes it permanently. If you need to save a copy, first download or print it as described above.
From the Banking menu, choose Find transactions.
Find the transaction with the attachment.
Click the reference number to open the transaction.
Click the delete icon for the attachment to be deleted.
Click Delete to the confirmation message. The attachment is deleted.