26 - How to Attach Documents to a Disbursement

What is Attaching Documents to a Disbursement?

When you create or edit a disbursement authorization, you can attach digital copies of the invoice, receipt, or other paperwork that supports the payment. The documents are stored with the disbursement in M2, so anyone reviewing it later — an auditor, a new treasurer, your Grand Lodge — can see the backup right alongside the payment record instead of having to track down a paper file.

Before You Begin

You’ll need:

Digital copies of the documents you want to attach (a photo of a receipt, a scanned invoice, or a PDF all work)
Local financial write access
A disbursement authorization to attach them to, either one you’re creating now or an existing one

Getting Started / How to Access

Documents are attached directly on the disbursement authorization form — there’s no separate screen for it.

Open a disbursement authorization, either by creating a new one or editing an existing one (see “How to Create a Disbursement Authorization”).
Scroll down to the Documentation section, below the payment details and above the payee’s address.

Attaching a Document

In the Documentation section, click Add Documents.
Choose one or more files from your computer. You can select more than one file at a time.
Each file you choose appears in a list showing its name and file size.
If you attached the wrong file, click the × next to it to remove it before saving.
Finish filling out the rest of the disbursement form, then click Save (or Update if you’re editing an existing disbursement).

The documents are saved along with the disbursement.

Viewing Attached Documents

Open the disbursement authorization (click on it from the Bank Accounts ledger, the Fund ledger, or the Disbursement Authorizations list). If it has documents attached, you’ll see a Documentation section near the bottom showing a thumbnail or file icon for each one.

Click any document to open it in a new browser tab. Documents that are images or PDFs show a small preview thumbnail; other file types show a generic file icon along with the file name and its type.

Removing a Document from a Saved Disbursement

Open the disbursement authorization for editing.
In the Documentation section, find the document in the list and click the × next to it.
Click Update to save the change.

Tips

Attach documentation as you go. It’s easiest to attach the invoice or receipt at the moment you record the disbursement, while the paperwork is still in hand.
A photo works fine. You don’t need a scanner — a clear photo taken with a phone is a perfectly good attachment.
Attach more than one file if needed. If a payment covers several invoices, attach each one rather than combining them into a single image.

Troubleshooting

Q: I don’t see a Documentation section on the disbursement form. A: Make sure you’re on the full disbursement authorization form (not a summary view). If it’s still missing, confirm you have local financial write access.

Q: I attached a document but it’s not showing up after I saved. A: Reopen the disbursement to confirm. If the file still isn’t there, try attaching it again — very large files can occasionally take a moment to finish uploading before the form is submitted.

Q: Can I attach documents to a disbursement that’s already been voided? A: Yes, documents can be attached or removed the same way on any disbursement you can otherwise edit.

How to Create a Disbursement Authorization
How to Edit a Disbursement Authorization
How to View a Bank Account Ledger

Glossary

Local — The individual unit within your organization where members hold their primary membership. Depending on your organization, this might correspond to a lodge, chapter, local committee, or similar body.