Steps for Scanning and Attaching a File to a Journal Entry in NIS

The document should already be created in NIS.

Scan the signed tax form(s) – front and back including all schedules - and any other supporting documentation by following the instructions for your scanner. Caution - if you consider any of your documentation to be confidential in nature, you may wish to use filing option 1.

If you are using a copy machine for scanning purposes, the machine should send the document to you via email.

When you receive the email:

• Open the scanned document
• Save this file on a shared or personal drive
• Sign onto NIS through JAS (attachments must be done in JAS)
• Go into General Accounting
• Go into Manage Journal Entries
• Go into Enter Manual Journal Entries
• Go into Journal Entries with Debit/Credit Format
• Type in the Batch Number of the JE you have created, click "Find"
• Highlight the row of the document you will be attaching the support to
• Go to Row-->Attachments
• This will bring up the Media Object Viewer
• Click on the File button on the toolbar (in NIS)
• Click on the radio button "Select Local File"
• Click the Browse button Find the file that you are attaching and click open
• Click Add on the toolbar (in NIS)
• The document will be displayed in the Media Object Viewer
• If there are multiple files you are attaching, follow the same steps above
• To save what you have done click Save on the toolbar (in NIS)
• To view other attachments click on the icons on the left of the Media Object Viewer
• If you need to add comments regarding the document, click on Text on the toolbar and type in your comments. You may receive a message to install a file – if this happens, accept the installation.

To find out if a JE has an attachment:

You may view attachments in either JAS or Citrix

• Go into General Accounting
• Go into Manage Journal Entries
• Go into Enter Manual Journal Entries
• Go into Journal Entries with Debit/Credit Format
• Type in the Batch Number of the JE you are viewing, click Find
• Click the button you see below

If a JE has an attachment you will see the icon shown below in the same column as the above button.

To view the attachments click on the paper clip:

Note - These procedures for scanning and attaching a file to an NIS document were supplied by the Department of Administrative Services, State Accounting. Any specific questions regarding these procedures should be referred to State Accounting.