How to Attach Documents and Images to System Records in Merchanter

Merchanter allows you to attach files, documents, and images to a variety of system records, including quotes, sales orders, purchase orders, customers, and products. This feature is particularly useful for storing supporting documentation alongside the relevant record — for example, attaching a signed delivery ticket or proof of delivery image to a sales order.

The process for attaching files is the same regardless of which record type you are working with, so once you have mastered it on one record, you can apply the same approach across the system.

Accessing the Attachment Options

To begin, locate the record you wish to attach a file to. In this guide, we will use a sales order as an example, but the same process applies to any system record (Product, Customer, Etc.).

Open the record by double-clicking on it. You will see a series of tabs along the top of the record, including Notes and Activity. Files can be attached using either of these sections.

Adding Files via the Activity Section

The Activity section offers a quicker method for attaching files through drag-and-drop functionality directly from the activity time line.

To use this method, simply drag files from a folder and drop them directly onto the activity timeline. As you hover over the Add Files bar, it will change colour, become bold, and the cursor will display the word "copy," indicating that you can release the file(s) to upload it.

You can also click on the add files bar and a window will open allowing you to navigate to the file(s) you want to upload.

When you release the mouse button, it will be uploaded, and a new note will be created automatically.

Completing the Note Details

Once your files have been uploaded, you can add additional information to the note:

• Subject – Enter a descriptive subject, such as "Signed Delivery Ticket."
• Category – Select an appropriate category from the dropdown list. The system may have several categories set up, such as design documents or delivery documents. by default drag and drop files have the category of File Upload". If no relevant category exists, you can click the New button to create one.
• Details – If you need to add more information, there is a details window where you can enter additional context or notes.
• Alert - you could make this note an alert
• Add Reminder - send a user, group, department a timed reminder about this note.

There is a full guide on Using System Notes in Merchanter that goes into more detail of the notes system features.

Adding More Files

If you need to attach more than the initial files, you can add more files by dropping them onto the Add Files bar or by clicking on it. Clicking the bar will open a browser window where you can navigate to and select the file(s) you wish to attach.

Managing Uploaded Files

Once files have been uploaded, several options are available for managing them:

• Delete – If you have accidentally uploaded the wrong file, click the delete button to remove it.
• Download – If someone needs to take a copy of the file, there is an option to download it.
• View – You can also view the file directly from the system.
• Attach to Document Template – A paper clip icon allows you to attach the uploaded file to one of your document templates if required.

Saving the Note and Files

Once you are happy with the uploaded files and have completed all relevant information in the note, click the Save button to finalise the upload. The note and its attached files will now be stored against the record.

Adding Files via the Notes Section

From the Notes section, click the New Note button. 

Once the note window opens, you will see an option at the bottom to add attachments. This is straightforward and follows the same steps as the method above and also provides a structured way to add files along with accompanying notes. 

Viewing Attached Files

After saving, you will see the note and files in the activity timeline. 

They will also appear in the Notes tab for the record. 

Additionally, if you navigate to your homepage, the note and files will be visible on the company and depot timeline, ensuring your team can see the information and click files to view them or download them.

Attaching Files to Other Record Types

The same procedure applies when attaching files to other system records:

• Quotes – Attach supporting documents or customer correspondence
• Purchase Orders – Store supplier documentation, invoices, or delivery notes
• Customers – Attach contracts, agreements, or identification documents
• Products – Store product images, specifications, or certificates

Simply navigate to the relevant record, open it, and follow the same steps outlined above.

Summary

Attaching files, documents, and images to system records in Merchanter is a straightforward process:

• Open the record you wish to attach files to
• Use either the Notes section (via New Note) or the Activity section (via drag-and-drop)
• Add a subject and category to describe the attachment
• Upload one or more files
• Manage files using the delete, download, view, or attach options as needed
• Save the note to finalise the upload
• View the attachments in the activity timeline, notes tab, and company or depot timeline

Please bear in mind that the more files you store in Merchanter the quicker you will fill up the resource storage. Ten25 support could look at increasing this if required. Additional resource fees would be incurred for this. 

This feature ensures that all relevant documentation is stored alongside the records it relates to, keeping your system organised and your team informed.

Video Guide