Attach Files to Vendor

Nancy Mcmahon
Nancy Mcmahon
Third Anniversary Kudos 1 Name Dropper Participant
in Blackbaud Financial Edge NXT® General Discussions

Is there a way to automatically attach EFT Remittance or Checks to a vendor profile? It seems so manual to download them as PDF separate them and attach them.

Comments

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    Hey Nancy,

    Can I ask the purpose of this ? Any payments for invoices are linked to the invoice , and thus their activity in the database already ? Is it just to have an extra attachment for the attachment?

  • Angela Tuttle
    Angela Tuttle
    Ninth Anniversary Kudos 3 Name Dropper Participant

    I like to add them as well. When the auditors ask for backup we show them everything - the EFT/check copy the check request, invoice and any other supporting backup. We attach everything to the invoice. We attach vendor details to the vendor record everything else is attached tot he invoice it is associated with.

  • Dawn Alonso
    Dawn Alonso
    Sixth Anniversary Kudos 3 Name Dropper Participant

    We keep an Electronic PDF scan of each check run in a shared folder marked “Check Log” for audit purposes. I just scan the entire run before attaching payment backup. The back up is scanned separately and attached to the invoice prior to check runs. While still a bit manual, our CFO has said that transition from paper was a significant time saver at audit time. When providing samples you can download the attachments to send to the auditors. She then snips the check that matches.

    I also attach W-9's, Certificates of Insurance, Contracts to vendor files.

  • Sylvia Cook
    Sylvia Cook
    Kudos 5 Fifth Anniversary Name Dropper Participant

    We keep a scan/electronic file of the cheque run too but saved in a shared folder on our network. Agree that these scans have been very helpful for audits and for when working from home and needing to look up specifics.

  • Irma Adame
    Irma Adame
    Name Dropper First Anniversary Facilitator 1 December 2023 Challenge: Season of Giving

    @Nancy Mcmahon Did you get a final answer to this question? I'd like to know the same thing.

  • Nancy Mcmahon
    Nancy Mcmahon
    Third Anniversary Kudos 1 Name Dropper Participant

    @Irma Adame you can't automatically attach the check remittance. it is also not sent to automatically to the vendor. I download the PDF and send it to the vendor if they ask. This is very disappointing really as my old system used to do it.


  • Irma Adame
    Irma Adame
    Name Dropper First Anniversary Facilitator 1 December 2023 Challenge: Season of Giving

    @Nancy Mcmahon I completely agree, the best solution is for them to add an attachment (media type) to the checks so we can at least upload it there.

  • Irma Adame
    Irma Adame
    Name Dropper First Anniversary Facilitator 1 December 2023 Challenge: Season of Giving

    @Nancy Mcmahon
    I added it to the idea bank, please vote for it. ?

Categories