Manage documents and Folders

You can attach documents to transactions or list items, such as an account, company, customer, invoice, bill, payment received, or vendor.

There are two ways to associate a document - from your Inbox, or from the transaction or list item to which you want to attach the document.

Jump to:


Associate a document from the Inbox

Once you have documents in the Inbox, from the Inbox tab, you can choose to:

  • Select Enter bill to create a new bill
  • Under More actions:
    • Add to existing
      • Bill
      • Vendor credit
      • Vendor document
      • Company document
    • Enter vendor credit
    • New document for
      • Company
      • Account
      • Customer
      • Invoice
      • Payment received
      • Vendor
    • Payment received
    • Mark as spam

Associate a document from an object or transaction

  1. Select the object you wish to attach the document to:
    • Chart of Account
      1. Select Settings
      2. Select Chart of Accounts under Accounting
      3. Select the account
      4. Hover over Details and select Documents
      5. Select Attach a Document
    • Company
      1. Select Settings
      2. Select Profile under Your Company
      3. Hover over Details and select Documents
      4. Select Attach a Document
    • Customer
      1. Select Customers
      2. Select the customer name
      3. Select More actions
      4. Select Documents
      5. Select Attach a Document
    • Invoice
      1. Select Invoices
      2. Select the invoice number
      3. Select the More Actions
      4. Select View Documents
      5. Select Attach a Document
    • Payment Received
      1. Select Payments in
      2. Select the Reference # of the payment
      3. Hover over Details and select Documents
      4. Select Attach a Document
    • Vendor
      1. Select Vendors
      2. Select the vendor name
      3. Select Documents
      4. Select Add Document
    • Existing bill without an attachment - to associate additional documents to a bill that already has a document associated, associate them from the Inbox
      1. Open the bill
      2. Select Edit
      3. Browse or Drag & Drop the document into the document window
      4. Select Save

Access previously associated documents

To access previously associated documents:

  1. Select Documents in the navigation menu
  2. Select the Documents tab to search for previously processed documents
  3. Select the Folders tab to access documents you've filed in folders

Folders

Use folders to help manage and organize your documents in Key CashFlow, and take advantage of unlimited storage.


Create a new folder

  1. Select Documents in the navigation menu
  2. Select Folders
  3. Select New
  4. Enter a folder name and select a parent folder(optional)
  5. Select Save

Edit or delete a folder

  1. Select Documents in the navigation menu
  2. Select Folders
  3. Select the name of the folder to edit or delete
  4. Hover over Details, select Details
  5. Select Edit, or select Delete
    • Any documents in the deleted folder will remain and will still be accessible via the Documents link

Restore a deleted folder

  1. Select Documents in the navigation menu
  2. Select Folders
  3. Select Show Inactive Folders at the bottom of the folders list
  4. Select the correct folder from the list
  5. Select Undelete

Move an existing document from one folder to another

To move an existing document from one folder to another folder:

  1. Select Documents in the navigation menu
  2. Select the document name
  3. Select Edit in the Summary
  4. Select a folder in the drop down menu
  5. Select Save

Delete or restore a document

To delete or restore a document in the documents tab or a folder:

To Delete a document:

  1. Select Documents in the navigation menu
  2. Select the document name
  3. Select the delete icon

To Restore a document:

  1. Select Documents in the navigation menu
  2. Select Refresh list to include inactive Documents at the bottom of the page
  3. Select the document name
  4. Select the un-delete icon

Things to know

  • A document can only be associated with one Account, Company, Customer, Invoice, Payment Received or Vendor
  • If a document needs to be associated in multiple places, it'll need to be uploaded separately to each location
  • A document can't be associated to a bill from the document tab. You'll want to download the document and upload it to the inbox to associate the document to a bill.