You can now upload and attach documents to Accounts Payable invoices after they have been paid, ensuring all related records remain complete and accessible. This improves document retention, supports audit readiness, and makes it easier to maintain a full history of AP transactions in one place.
Attach Documents to a Paid Accounts Payable Invoice
Objective
This SOP explains how to add and attach supporting documents to an accounts payable invoice after it has already been paid. Following this process helps keep invoice records complete, supports audit readiness, and maintains a full transaction history in one place.
Key Steps
1. Open the Paid Invoice 0:09
Navigate to the Accounts Payable invoices list.
Locate the invoice you want to update.
Click the eyeball icon to open the invoice details.
Confirm you are viewing the correct invoice before making changes.
2. Access the Documents Section 0:23
In the invoice record, find the new Documents section.
Click Documents to open the attachment area.
Review any existing files already attached to the invoice.
Prepare the new file you want to add before continuing.
3. Add and Upload the Document 0:23
Click + Document.
Select the file from your computer or shared drive.
Click Open to upload the file.
Verify the selected file is the correct supporting document.
4. Save the Attachment to the Invoice 0:23
Click Update to save the attachment.
Confirm the document now appears in the invoice’s document list.
Ensure the file is properly linked to the paid invoice record.
5. Confirm Record Completeness 0:38
Check that the document is attached successfully.
Use the updated invoice record to support document retention and audit readiness.
Keep all related AP transaction records together for easier future reference.
Cautionary Notes
Do not upload the wrong file; once attached, it becomes part of the invoice record.
Make sure you are editing the correct paid invoice before adding documents.
If the document does not appear after clicking Update, refresh the invoice and verify the upload completed successfully.
Follow your organization’s file naming and retention standards when attaching supporting documents.
Tips for Efficiency
Keep supporting files organized in advance so you can upload them quickly.
Use clear, descriptive file names to make future searches easier.
Attach documents as soon as they become available to reduce the chance of missing records.
Review the invoice and attachments together to ensure the AP record is complete before closing out the task.