Quickly Download Expense Attachments For Invoices in OpenAir
Did you know you could gather all your expense report attachments for download from within an invoice?
There are two options that allow you to do this, and you can enable one or both by modifying each invoice layout you use. Within the invoice layout settings you can select two options:
The ‘Add attachment link to invoice view’ option shows a link to receipt attachments internally when viewing and modifying invoices. It is available in the View link as well as the HTML version.
This internal link will take you to the same download pop-up screen seen when downloading attachments from the expense report, except you’ll see all attachments for all users with expenses included on this invoice.
This option also displays the same link to customers when viewing the version of the invoice emailed from NetSuite OpenAir
When the customer clicks this link, a zip file is made available for download that includes all attachments.
The option to ‘Include attachment download file when generating PDF’ enables a separate link to a zip file containing attachments when you generate the PDF version.
NOTES:
- Only attachments from receipts are included in the invoice. Attachments to Expense Report (Envelope) are ignored. If you want to use this feature, consider hiding the attachments section on the Expense Report.
- If users do not want to add attachments to each individual receipt, they may still add all attachments to one billable receipt to include it in the invoice.
- If users are used to combining scans of receipts for different projects, they will need to separate them before scanning so that they can be added to receipts of the associated projects only.
- It is not possible to display the associated attachments link to the Invoice screen internally without also exposing it on the emailed invoice. If you want to prevent customers from downloading the attachments themselves, only use the PDF option and download the attachments yourself from the PDF download screen.
