Attach a receipt document to a Beleg

This article shows you how to attach the scanned receipt or invoice document to a Beleg (receipt/expense document) so reviewers have the source evidence. Uploading documents requires the documents:manage permission; viewing them requires documents:view. Both are held by FleetManager and SystemAdmin.

How Beleg documents are stored

Beleg attachments go through the shared DocumentModule, not a separate store. That means every attachment is encrypted, tenant-scoped, and versioned. When you upload a file, the platform records a document with its metadata (file name, content type, size, category, and uploader) and stores the file content as version 1. Uploading a replacement later adds a new version rather than overwriting the old one, and downloads always return the latest version.

Attach a document

1. Open the target Beleg. The Beleg must already exist; uploading against a missing Beleg returns BELEG_NOT_FOUND.
2. In the Documents section, choose the file to upload (for example a PDF or photo of the receipt).
3. Select a document category. A category is required and must match an active system document category.
4. Upload. The file is sent to the DocumentModule with the association type Beleg and the Beleg's ID, then stored and version-tracked.

Note: The category is mandatory. If you leave it blank or pick a value that is not an active system document category, the upload is rejected with the message "Please select a document category" (or a category-validation error). Category values are normalized to lowercase before matching.

View and download attachments

Anyone with documents:view can list a Beleg's attachments and open them. The metadata list shows the file name, content type, size, category, and upload date, newest first. Downloading streams the latest stored version back with its original file name and content type. If the document, the Beleg link, or the stored file cannot be found, the platform returns a generic DOCUMENT_ACCESS_DENIED ("You do not have permission to view this document") rather than revealing whether the file exists.

What gets recorded

• The uploader's user ID and email are stored on the document for the audit trail.
• The first upload creates version 1; each subsequent upload increments the version number.
• Attachments stay linked to the Beleg through its whole lifecycle, including after it is Approved or Paid.

Tip: Attach the receipt before you submit the Beleg. Reviewers rely on the document to confirm the vendor, amounts, and VAT shown on the line items, and a missing receipt is a common reason a Beleg is returned to Needs Clarification.

Attachments and export artifacts are different

Receipt attachments you add here are ordinary Beleg documents. They are separate from export artifacts (the Excel or PDF files produced by the expense export jobs), which the DocumentModule stores under the beleg-export association type and hides from standard document lists. You will not see export files in the Beleg's attachment list.

Related

• Capture a new Beleg and its header fields
• What Belege (receipt/expense) management does
• When you can edit a Beleg: editable states
• Add line items to a Beleg