Document attachments

Goal

Attach a file (supplier contract, delivery note PDF, signed quote, proof of payment) to the right record — supplier, GRV, purchase order, or payment — so the paper trail lives next to the transaction.

Where this happens

• In the back office (Core App): open the record (supplier, GRV, purchase order, or payment), then click Documents in the record header or the paperclip button. The Wiki groups this under 'Administration' because only supervisors and franchise admins attach documents. Cashiers do not see this screen.

The Live Core App supports document attachments on supplier profiles, GRVs, purchase orders, and payments (settlements). It does not attach documents to debtors or invoices in v2.1.19.

Prerequisites

• You are signed in as a supervisor or franchise admin.
• The file is on your computer (PDF, image, or scan) and is the final version you want stored.
• You have the right record at hand — supplier name, GRV number, purchase order number, or payment reference.
• The file name does not include private customer payment details (mask the card or account number first).

Steps

1. Open Document Attachments

1. In the back office, open the record the document belongs to:
   • For a supplier: open SUPPLIER MANAGEMENT → Edit Supplier, pick the supplier, then click Documents in the record header (or open the Documents board tab).
   • For a GRV: open STOCK MANAGEMENT → Receive Stock / GRV, open the saved GRV, then click Documents in the record header (or the Documents button in the GRV table row).
   • For a purchase order: open STOCK MANAGEMENT → Purchase Orders, open the PO, then click Documents in the row.
   • For a payment: open the supplier's Settlements tab and click Documents on the payment row.
2. The Document Attachment modal opens with the existing attachments list.

The screen shows the documents already attached to this record.

2. Attach the file

1. Click Upload (the Documents / paperclip button).
2. Pick the file from your computer. PDF, JPG, and PNG are accepted.
3. The attachment is uploaded with the file name as the description. The Core App v2.1.19 modal does not expose a Document Type dropdown or a free-text note field — it stores the file as-is and indexes it by name, type, uploader, and the original record.
4. Wait for the upload to complete.

3. Save and verify

1. The file appears in the Existing Attachments List with description, upload date, and uploaded-by.
2. Double-click the attachment (or click Open / Download) to confirm it opens correctly.
3. If the file is wrong, click Delete and re-upload the correct version.

4. Verify the user can see it

1. Have the supervisor (or the user who needs the document) open the same record from their sign-in.
2. Open the Documents tab and confirm the new file is in the list and opens.
3. If the file is missing, check the security group on Employee Security — the user may not have the document-attachment action.

Expected result

• The file is attached to the right record (supplier, GRV, purchase order, or payment).
• The file opens correctly from the Documents tab on the record.
• Anyone who needs the document can see it from their own sign-in.

Edge cases

• The file will not upload. Check the file size and format (PDF, JPG, PNG). Rename the file to remove special characters and try again.
• You attached the file to the wrong record. Delete the attachment from the wrong record, then attach it to the correct one. Do not leave a copy on the wrong record.
• The customer asks for the document back. The document stays on the record. Send the customer their own copy by email or print; never remove the only copy from Lyt-ning.
• The file has private payment details. Mask or remove the card or account number before uploading. Store the original in your secure archive, not in Lyt-ning.

Related

• How to manage customers
• How to receive stock (GRV)
• Administration
• Support & escalation