Files

File Management

Efficient file management is essential for organizing all your documents in one place. Our system allows you to handle transaction attachments, important files, private documents, and more in a structured way. You can reuse the same document across different transactions without creating multiple copies. For example, if a single payment is made for multiple invoices, one payment receipt file can be linked to all those invoices. This avoids duplication and keeps your files well organized.

File Manager

The File Manager is designed to help you manage all uploaded documents efficiently. Files are grouped based on transaction types, making them easier to browse. You can also search within your existing files to find what you need quickly. Office files open in a Google Docs previewer, while PDF and image files can be viewed using either a quick view or a full view option. The same File Manager can be accessed from any transaction view page, allowing you to pick and attach images or documents with ease.

Uploads

Uploading is simple with the drag-and-drop feature. You can select the transaction type during upload and assign the file to one or more transactions. Files can also be linked to customers, suppliers, employees (including license or family-related documents), and other types of records. Once uploaded, the system automatically organizes the files according to their type and usage.

Frontend Media

Resellers managing website content can store all their frontend files in a special "Frontend" folder. These files can be reused across website pages through the page builder. Common assets like logos, loaders, and general graphics are managed directly from the File Manager for easy access and reuse.

File Manager Guide

The File Manager serves as a central hub for all uploaded documents and attachments. Files can be linked to any transaction or used independently.

Uploading Attachments to a Transaction

When creating or editing a transaction, such as a Sales Invoice or Purchase Order, you can attach documents directly from the transaction view.

Steps to upload:

1. View any transaction.

2. Click the Choose button in the attachments section.

3. Use the dialog to either upload new files or select from existing ones.

4. Once confirmed, the file is automatically linked to the transaction.

Managing Files and Custom Folders

From the Files page, you can view, preview, and manage all uploaded files. You can also create custom folders to categorize general documents such as contracts or tax records.

To create a custom folder:

1. Go to the Files section.

2. Click Upload New File.

3. In the dialog, choose New Folder under Folder Selection.

4. Enter a folder name, select at least one file, and confirm the upload.

Note: Empty folders cannot be created. At least one file must be included during folder creation.

Attachment Management in Transaction Views

When you upload a file from a transaction view, the file is stored in a transaction-specific folder (for example, under Sales Invoice). You can also create custom folders for general-use documents that are not tied to a specific transaction.

If a file is uploaded into a custom folder and later linked to a transaction, it will appear in both locations. However, the physical file is stored only once. This prevents duplication and ensures optimized storage usage.

Key Features

• Files uploaded from a transaction are stored in the respective transaction directory.

• Custom folders can be used to store unrelated or general documents.

• Files can be referenced in multiple locations without creating multiple copies.

• Storage is calculated based on actual file size, not the number of references.