Managing Missing Attachments in DocuView for Dynamics 365 Finance and Operations

 

Introduction

In today's digital age, data management and document handling are crucial aspects of any business operation. In Dynamics 365 Finance and Operations (D365 FO), the DocuView feature offers a seamless way to attach and manage documents related to various records within the system. However, occasionally, you may encounter the issue of missing attachments, especially when working with transactions like posted general journals. In this blog post, we will explore the steps to add attachments to posted general journals and address the problem of missing attachments in DocuView.

Understanding DocuView in D365 FO

DocuView is a powerful feature in D365 FO that allows users to attach documents and files directly to records such as sales orders, purchase orders, general journals, and more. This feature enhances document management, streamlines business processes, and ensures that important information is readily accessible.

The Challenge: Missing Attachments on Posted General Journals

One common issue that users may encounter is missing attachments on posted general journals. This can be problematic when trying to track and access crucial documents related to financial transactions. Fortunately, this issue can be resolved by following a few straightforward steps.

Adding Attachments to Posted General Journals

To ensure that attachments are not missing on posted general journals, you can follow these steps:

Step 1: Access the Posted General Journal

1. Navigate to the 'General ledger' module in D365 FO.
2. Select 'Journal entries' under the 'Journal setup' section.
3. Locate and open the posted general journal that requires an attachment.

Step 2: Attach the Document

1. Once the journal is open, click on the 'Lines' button to view the journal lines.
2. Select the specific journal line to which you want to attach a document.
3. In the 'Attachments' tab, click on 'Attach file.'
4. Choose the file you want to attach from your computer or network drive.
5. Provide a brief description for the attachment to make it easily identifiable.
6. Click 'OK' to save the attachment.

Step 3: Verify the Attachment

1. After attaching the document, go back to the 'Attachments' tab to ensure that it appears under the journal line.
2. You can view, open, or remove the attachment as needed.

Preventing Missing Attachments

To prevent missing attachments on posted general journals or other records in D365 FO, consider the following best practices:

Adding the ledger journal table as active document table

To be able to do that you have to enter the 'Ledger journal table' as an active document table in the Organization Administration module->Document Management->Active document tables-- and selecting the field 'Always enabled’ for the tables like ledger journal.

 

Conclusion

DocuView in Dynamics 365 Finance and Operations offers an excellent solution for document management and attachment. By following the steps outlined in this blog post, you can easily add attachments to posted general journals and minimize the risk of missing attachments. Furthermore, adopting best practices for document management will help you maintain a well-organized and efficient system, ensuring that your critical documents are always at your fingertips.