Receiving Additional Expenses Attached Files in 1C:Accounting for Kazakhstan 3.0 — How to Store Scans and Files for the Document of Additional Expense Receipt

Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).

The supplier sent an act for the transportation and packaging of a batch of goods. You recorded the amount with the document "Receipt of Additional Expenses," and the paper act with the stamp is scanned and stored as a PDF. Six months later, during reconciliation, the counterparty says that the amounts do not match — and you need to quickly retrieve the specific scan related to this line of additional expenses. To ensure that the file is not just sitting in the general folder "Scans_2026," but is firmly attached to a specific document, 1C stores it in the directory "ReceiptOfAdditionalExpensesAttachedFiles". You almost never open this directory directly — you work with it through the paperclip button in the document itself. However, it is useful to understand what this is and how it works: it affects whether you will find the file, who will be able to open it, and whether it will be lost when transferring the database.

1. Purpose

This is a service directory subordinate to the document "Receipt of Additional Expenses". Each element is one attached file (scan of the act, PDF invoice, photo of the waybill, contract in Word, document signed with an electronic digital signature). The file is always linked to a specific owner document and is opened directly from it. This directory does not generate accounting entries or electronic documents (ESF/SNT) — it is about storage and quick access to primary documents.

2. Where to Find

There is no direct interface for a separate menu item — and that’s normal. The working path is:

1. Purchases → Receipt of Additional Expenses → open the required document.
2. In the top command panel of the document, click the "Attached Files" icon (paperclip) or More → Attached Files.
3. A list of files for this specific document will open — this is the directory in a "human-readable" form.

You can open the entire directory (for example, for administration) through the navigation link. Service → Functions for Technical Specialist → Open Navigation Link, or in the address field, paste:

e1cib/list/Directory.ReceiptOfAdditionalExpensesAttachedFiles

2a. How to Know Your Release

Help → About the Program (or the "i" icon in the upper right corner). In the opened window, you will see the platform version (for example, 8.3.24) and the configuration release "Accounting for Kazakhstan" — that same number in the format 3.0.74.2. Instructions for the location of buttons and fields are tied specifically to the release: in another version, the labels may differ.

3. How to Fill

You almost never create a separate "file card" manually from scratch — it is created automatically when adding a file. However, each field has significance.

How to Add a File in Practice (in the window of attached files of the document):

1. Add → From File on Disk — select the prepared scan/PDF.
2. Add → From Scanner — if a scanner (TWAIN) is connected, scan the act directly into the document.
3. Add → From Template — create a new file (for example, Word) from a pre-configured template.
4. Adjust the Name to something meaningful.
5. If necessary — Sign with EDS and/or Encrypt.

4. Analyzed Example

You issued "Receipt of Additional Expenses" No. 14 dated 05.09.2026 for the services of the transport company LLP "Logistic Trans":

• Service amount excluding VAT — 300,000 ₸;
• VAT 16% — 48,000 ₸;
• Total including VAT — 348,000 ₸;
• Distribution by goods in account 1330 proportionally to the cost.

The document has been processed — and it generates entries (these are movements of the owner document, not the file directory):

Now you attach the primary document. Open the document → paperclip "Attached Files" → Add → From File on Disk → select Act_LogisticTrans_14.pdf. An element appears in the directory "ReceiptOfAdditionalExpensesAttachedFiles":

• Name: "Act for Transportation No. 14 dated 05.09.2026";
• Owner: Receipt of Additional Expenses 000000014 dated 05.09.2026;
• Extension: pdf; Author: your user; Storage: in the information database.

Then you click Sign with EDS with your certificate — the flag "Signed with EDS" is set. That's it: the scan of the act for 348,000 ₸ is now inseparable from the document. During reconciliation in six months, you open the document, click the paperclip, and in a second see the signed original.

Important: the directory itself does not create entries and does not participate in VAT/ESF. All amounts, the rate of 16%, and VAT credit — this is the work of the document "Receipt of Additional Expenses." The file merely confirms these amounts with paper.

5. Types of Operations (Methods of Adding)

The directory of attached files does not have "types of operations" in the accounting sense. The methods of filling are practically significant:

• From File on Disk — the most common: attach a prepared scan/PDF/photo.
• From Scanner — scan the paper act directly into the document.
• From Template — create a new file from a template (act, letter in Word/Excel).
• From Clipboard / Drag-and-Drop — drop the file with the mouse into the list window.
• Create Based on Another File — a copy of an existing attachment.

6. What is Formed

Once again directly: this directory does not create accounting entries, ESF, SNT, or movements in tax registers. When adding and saving a file, the following occurs:

• recording of the directory element with a link to the owner (document);
• saving of the content — in the information database (data storage) or in a volume on the disk, if configured;
• indexing of the text of the file for full-text search (the content of PDF/Word can be searched through data search);
• upon signing — saving EDS data (certificate, timestamp), upon encryption — replacing the content with encrypted data.

If you need entries, ESF for the service, or movements in VAT — look at the document "Receipt of Additional Expenses," in the section of its movement report.

7. Print Forms

The file card does not have a separate "print form" — it prints the actual content of the file. From the attached files window, the following is available:

• Open — view the file in the associated program (Acrobat, Word, etc.), from where it can also be printed.
• Save As — export the file back to disk.
• Print (for formats that support direct output).
• View Signatures — EDS card: who and when signed.

8. Frequent Errors

"File not found in the storage volume" — the file was stored in a volume on the disk, and the volume became unavailable (the database was moved, the path changed, no rights to the network folder). Correction: the administrator should check the volume settings (Administration → File Handling Settings → Storage Volumes) and the availability of the directory.

"File is occupied by another user" / lock in the "Editing" column — someone has taken the file for editing and has not released it. Correction: ask the user to close the file, or the administrator can remove the lock through Finish Editing on behalf of that user.

"File size exceeds the allowable limit" — the limit on the maximum size of attachments has been triggered. Correction: increase the limit in the file handling settings or compress the scan (reduce the scanner resolution to 200–300 dpi).

"Failed to decrypt the file" — the file is encrypted, and the required certificate is not in the storage. Correction: open it at the workstation where the owner's private key is installed; without the certificate, the content cannot be restored.

The file does not open from the document — as a rule, the link with the owner is broken or the object is marked for deletion. Check the deletion mark and the "Owner" field.

9. FAQ

Where are the attached files physically stored? By default — inside the information database. If the administrator has configured volumes, the files are stored as separate files in a directory on the disk/server, and only a link remains in the database. Volumes save database size.

Do scans inflate the size of the database? Yes, if stored "in the information database." Many heavy PDFs noticeably increase the database size and slow down its maintenance. For large volumes, use storage volumes on disk.

Can the act be signed with EDS directly in 1C? Yes. The Sign with EDS button is in the attached files window. After signing, the file is protected from changes — to edit, first remove the signature.

Does the file participate in VAT or generate ESF? No. The VAT rate of 16%, credit, and ESF — this is the document "Receipt of Additional Expenses." The attached file only stores the scan of the primary document.

How to find a document by the content of the scan? Through full-text data search (search icon): 1C indexes the text of files, so you can find the necessary attachment and its document by a phrase from PDF/Word.

What happens if a file is marked for deletion? It will stop opening, but physically remain until Administration → Deletion of Marked Objects is run. Until then, deletion is reversible — you can remove the mark.

Can multiple files be attached to one document? Yes, as many as needed: scan of the act, invoice, contract, photo — all will be elements of this directory with a common owner.

Are files transferred when exporting the database to .dt? Files stored in the information database — yes, they are included in the export. Files in volumes on disk do not get included in .dt — volumes need to be copied/moved separately.

Who can open someone else's attached file? Any user with rights to the owner document, unless the file is encrypted. An encrypted file can only be opened by the certificate holder.

Can the entire file directory be opened as a list? Yes, via the navigation link e1cib/list/Directory.ReceiptOfAdditionalExpensesAttachedFiles, but in practice, it is more convenient to work through the paperclip in the document itself.

10. Related Documents

• Owner (on what basis it exists): document "Receipt of Additional Expenses" — without it, the directory element cannot be created.
• Nearby in the procurement chain: "Receipt of Goods and Services," "Supplier Invoice," "Withdrawal from Current Account" (payment to the supplier on account 3310).
• Similar directories of attached files