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Attach receipts and files to ledger entries

Admin Coordinator

Ledger attachments let Coordinators and Admins attach receipts, invoices, or other supporting documents directly to individual ledger entries. This creates a clear audit trail linking financial transactions to their source documentation.

What Are Ledger Attachments?​

A ledger entry records a financial transaction for a family account — a commission credit, a scholarship debit, a General Fund contribution, or a manual adjustment. Attaching a document to a ledger entry provides:

  • Receipts for expenses paid from a family account.
  • Invoices for services that generated a debit.
  • Supporting notes or scanned forms for manual adjustments.

Attachments are visible to Admins and Coordinators. Family Leads can see that an attachment exists but may not be able to download it, depending on your organization's settings.

Attach a File to a Ledger Entry​

  1. Sign in with a Coordinator or Admin account.
  2. Navigate to the family account. You can do this through Admin > Families or by searching for the family.
  3. Open the family's Ledger tab.
  4. Find the transaction you want to attach a document to and click it to expand the detail row.
  5. Click Attach File.
  6. Select the file from your computer. Supported formats: PDF, PNG, JPG, DOCX, XLSX. Maximum file size: 10 MB.
  7. Optionally add a Note describing what the attachment is.
  8. Click Upload.

The attachment is saved and a paperclip icon appears on the ledger entry row to indicate it has one or more files.

View Attachments on a Ledger Entry​

  1. In the family's Ledger, find the entry with a paperclip icon.
  2. Click the entry to expand the detail row.
  3. The Attachments section shows a list of all files attached, including:
    • File name
    • Upload date
    • Uploaded by
    • Optional note
  4. Click the file name to download and view the file.

Add Multiple Attachments​

You can attach more than one file to the same ledger entry. Repeat the Attach File steps for each additional document.

Remove an Attachment​

  1. Expand the ledger entry with the attachment.
  2. In the Attachments section, click Remove (or the trash icon) next to the file.
  3. Confirm.

The file is permanently deleted. This action cannot be undone.

warning

Removing an attachment also removes it from the audit log. Only remove files if they were attached in error. For record-keeping integrity, prefer retaining original attachments even if superseded.

Bulk Attachment Review​

To review all ledger entries that have or are missing attachments:

  1. Navigate to Admin > Reports > Ledger Attachments.
  2. The report shows:
    • Entries with attachments (and the file count).
    • Entries flagged as requiring an attachment that do not have one yet.
  3. Click any row to jump to that ledger entry.
tip

Use this report during your end-of-season audit to verify that all adjustment entries and large transactions have supporting documentation on file.

Next Steps​