Attaching Scanned AP Invoices in MAS90/MAS200
If you’d like to go one step further with your “paperless-ness”, you might want to save scanned copies of your AP invoices (attached to the actual invoice in MAS90) and pitch the originals (thus saving a ton of filing cabinet space).
I won’t discuss the actual scan/save portion of this equation, as that varies depending on the software/hardware you are using. We’ll start once you have a scanned copy of an invoice somewhere on your system.
While in AP Invoice Data Entry, you are allowed to attach memos to invoices. (See memo icon right after the invoice number field.)
Simply setup a memo for the invoice (to be consistent, you may want to always use the same memo code, like “INVOICE”) and browse for the “Attachment” to the saved invoice copy. One note – make sure that the scanned invoices are stored on the server and that they are backed up. You are not going to want to move this location, either, unless you want to go back through a whole lot of memos and re-find the files.
Once you’ve updated the invoice, go to Invoice History Inquiry (or access the invoice from the Vendor Maintenance/Inquiry screen). Note the memo button (which will be highlighted if a memo exists).
Note that you still have the drill-down button and can view the scanned invoice (forever and ever, or until you purge Invoice History).
Note that this can also be done on the sales side – you can attach a copy of the customer’s PO to your Sales Order. The memo attachment will “ride through” to both the Sales Order History file AND the Invoice History file.
Unfortunately, nothing similar exists for check copies during Cash Receipts – although you CAN create CUSTOMER memos for the check copies (which actually does make sense, since a particular check can apply to many invoices). In that case, I’d suggest using the check number as the memo code. The only place you will be able to view those will be in Customer Maintenance/Inquiry (any place you can access Customer Maintenance/Inquiry – does not have to be in Accounts Receivable).
via: Beth Bowers – Sage MAS 90 and MAS 200 Consultant – Michigan
© 2009, Beth Bowers. All rights reserved. Formed in 2005. the 90 Minds Consulting Group is a collaboration of 100 Sage partners who independently join together online in a 24 x 7 private communication network to solve difficult issues for their customers. The group is not affiliated with Sage and our collaboration provides for unparalleled member access to early warnings of bugs and other issues which members in turn are encouraged to use to provide an exceptional customer experience.
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