--- title: "Attached business trip files in 1C:Accounting for Kazakhstan — how to attach a scan of the order and the act to a business trip" country: KZ lang: en author: Сапа Т.И. (https://buhgpt.kz/authors/sapa-ti) date: 2026-09-08 canonical: https://buhgpt.kz/suraqtar/prisoedinennye-fayly-komandirovok-v-1s-buhgalteriya-dlya--en source: BuhGPT --- # Attached business trip files in 1C:Accounting for Kazakhstan — how to attach a scan of the order and the act to a business trip > **TL;DR:** Verified on release 3.0.74.2 "Accounting for Kazakhstan" (edition 3.0). An employee returned from Astana, brought tickets, boarding passes, a hotel invoice, and a business trip order signed by the director. You created a "Business Trip" document, but a month later the tax auth --- Verified on release 3.0.74.2 "Accounting for Kazakhstan" (edition 3.0). An employee returned from Astana, brought tickets, boarding passes, a hotel invoice, and a business trip order signed by the director. You created a "Business Trip" document, but a month later the tax authority requested supporting documents, and the paper originals are already filed away in the archive on another floor. Sound familiar? To avoid this, scanned copies are attached directly to the document in 1C — and they live precisely in the "Organization Business Trips Attached Files" catalog. Open a business trip — all its files are right there. Let's see how it works. 1. Purpose This is a service catalog-storage. It contains files (scans, PDFs, photos, DOCX/XLSX) that you attached to a specific "Organization Business Trip" document. Each catalog element is one file linked to its business trip. The catalog itself does not calculate anything or make postings — it stores attachments and their version history. 2. Where to Find It You don't open this catalog directly from the menu — there is no separate item for it, and that's normal: files are always opened "from the document." - Section "Payroll" (or "HR") → journal "Business Trips" → open the desired business trip → on the document form click "Attached Files" (paperclip icon, usually in the top command panel or in the "More" menu). - The list of files for this particular business trip will open. Buttons: "Add" → "File from Disk" / "Create from Template" / "Scan". If you really need to view the entire catalog as a whole (for example, for cleanup), open it via the navigation link: "Tools" → "Go to Navigation Link" and paste: e1cib/list/Справочник.КомандировкиОрганизацийПрисоединенныеФайлы The list will open completely, but it's still more convenient to work with files from the business trip itself — the context is visible there. 2a. How to Find Out Your Release "Help" → "About" (or the "i" icon in the top right corner). In the window that opens, you'll see the platform version (for example, 8.3.24) and the configuration release — a line like "Accounting for Kazakhstan, edition 3.0 (3.0.74.2)". Compare precisely this number with the instruction header: the attached files interface hardly changes between releases, but the button placement sometimes shifts. 3. How to Fill It Out You almost never manually create a separate "file card" — the file is born the moment you attach it to a business trip. But the card has fields, and it's useful to understand them. Field What it's for What happens if you make a mistake Name (required) The file name in the list, used for searching. By default it takes the name of the source file If you name them "Scan1", "Scan2" — in six months you won't find the right order. Write meaningfully: "Business Trip Order No. 14", "Astana Ticket" Owner (filled in automatically) A link to the business trip document to which the file is attached. It is precisely this field that makes the file a "business trip" file Don't touch it manually. If you open the file through the general list and it's "without owner" — it will hang ownerless, invisible from the document Extension pdf, jpg, png, docx — determines what the file opens with Taken from the source file automatically. If you change it manually — you risk the file not opening Author Who attached the file. Set to the current user Helps understand who uploaded the wrong scan Creation / Modification Date When the file was added and when it was edited Filled in automatically, not needed manually Size The file volume Informational. Huge photos (10–20 MB) bloat the database — compress the scans Comment A free note: "original in folder No. 3", "duplicate" Optional, but saves nerves during an audit Storage (volume / in database) Where the file physically resides — inside the database or in a volume on disk Configured by the administrator once. The size of the database itself depends on this The order of actions in practice: - Open the business trip → "Attached Files". - "Add" → "File from Disk", select the scan. - Check and, if necessary, correct the Name. - The file will be saved immediately and linked to the document. That's all. To edit a Word/Excel document directly from the database: select the file → "Edit" (the file gets "checked out" to you) → make your changes → "Finish Editing". The program will save a new version and keep the old one in history — you can roll back. 4. Worked Example Accountant Aigul attaches documents to manager Sergeev's business trip to Almaty. - Business trip order — Prikaz_14.pdf, 320 KB. - Electronic ticket Astana–Almaty–Astana — Bilet.pdf, 210 KB. - Hotel invoice for 112,000 ₸ with VAT — Schet_gostinitsa.pdf, 180 KB. Aigul opens the document "Sergeev Business Trip dated 09/05/2026", clicks "Attached Files", adds three files from disk, and renames them clearly. Three elements appear in the catalog, and all three have this business trip in the Owner field. Important about postings. The attached files catalog itself does not generate any accounting postings — it only stores scans. Postings are made by the "Business Trip + Advance Report" combination, into which you enter the amounts from these same documents. For clarity, let's show how the hotel invoice of 112,000 ₸ will be reflected when posting the advance report (Kazakhstan VAT 16%): - Cost of services excluding VAT: 112,000 ÷ 1.16 = 96,551.72 ₸. - VAT: 15,448.28 ₸. Dr Cr Amount, ₸ Description 7210 (administrative expenses) 1250/3390 96,551.72 Accommodation during business trip 1420 (VAT recoverable) 1250/3390 15,448.28 VAT on hotel invoice (if ESF is available) The scanned copy of the invoice in the attached files is your documentary confirmation of the CIT deduction and VAT credit. The postings live in the advance report, and the proof is in the attached PDF. 5. Operation Types The attached files catalog has no separate "operation types" like monetary documents do. There is a set of actions on a file: - Add File from Disk — upload a ready file. - Create from Template — generate a new Word/Excel document from a standard template. - Scan — upload directly from the scanner (requires a configured scanner and scanning component). - View / Open — open without changes. - Edit → Finish Editing — editing with saving a new version. - Save As — export the file back to disk. - Version Storage — view and roll back to a previous version. - Mark for Deletion — remove an unnecessary file (it will be deleted permanently via "Deletion of Marked Objects"). 6. What Is Generated Upon Posting The catalog is not posted and does not create postings. When adding a file, the following happens: - An element of the "Organization Business Trips Attached Files" catalog is created with the Owner filled in. - The binary data of the file is written to storage — either inside the information database or in a volume on disk (according to the "Working with Files" setting). - The first version of the file is written to the version storage register (if versioning is enabled). - This catalog does not issue ESF, SNT, or other electronic documents — electronic invoices are generated from sales/receipt documents, not from business trip attachments. 7. Printed Forms The attached file card has no printed form of its own. "Printing" here means opening the file itself and printing it with a regular program (PDF reader, Word). The printed forms you actually need nearby relate to the "Business Trip" document itself: "Order for Business Trip Assignment" (T-9 / T-9a) and "Business Trip Certificate". It's convenient to generate them once, save them to PDF, and immediately attach them to the attached files — so the printed form and its signed scan lie in one place. 8. Common Mistakes "File is occupied by user …" Someone (possibly you yourself in another session) opened the file for editing and didn't finish. Find the file, click "Finish Editing" or "Cancel Editing". If the person is unavailable — the administrator removes the lock via "Release Occupied File". "Maximum file size exceeded" The administrator has limited the attachment volume. Compress the scan (300 dpi b/w is enough for documents) or ask to increase the limit in the file-handling settings. "File storage volume is unavailable" / file won't open Files are stored in a volume on a network drive, and the path is unavailable (no rights, drive disconnected). Check access to the volume directory; this is resolved on the administrator's side, the data is not lost — only the folder is unavailable. The file was attached, but it's not visible in the business trip Most likely, the file was added through the general list via a navigation link without an owner, or linked to another document. Open the file, check the Owner field — it should reference the correct business trip. "Failed to recognize scanner" when clicking "Scan" The scanning component is not installed or no device is selected. Configure the scanner in the settings or simply save the scan to disk and add it via "File from Disk". 9. FAQ How do I attach a scan of an order to a business trip? Open the "Business Trip" document → "Attached Files" button → "Add" → "File from Disk" → select a PDF or photo. The file will be linked to this business trip immediately. Where are these files physically stored? Either inside the information database or in a separate volume on disk — it depends on the "Working with Files" setting. With a large volume of scans, the admin usually moves files to a volume so as not to bloat the database. Can I attach several files at once? Yes. Select several files at once in the explorer when adding — they will all be uploaded and linked to one business trip. How do I replace a file but keep the old version? Select the file → "Edit", make your changes, then "Finish Editing". The previous version will remain in the version history, and you can return to it. Does an attached file affect postings and taxes? No. The catalog only stores scans. Postings, VAT (16%), and CIT deductions are formed by the "Business Trip" and "Advance Report". The file is the documentary confirmation of expenses during an audit. How do I delete an unnecessary file? Select it → "Mark for Deletion". It will disappear permanently after running "Administration" → "Deletion of Marked Objects". The file opens "read-only" and won't let me edit — why? You opened it via "View". To change the content, use "Edit", and upon completion — "Finish Editing", otherwise the file will remain locked to you. Can I open a file directly in 1C without exporting to disk? Yes, by double-clicking the file row — it will open in the external program according to its extension (PDF reader, Word). No separate export is needed. Do scans take up space in the database and how can this be reduced? If files are stored in the database — yes, they take up space. Ask the administrator to move the storage to a volume on disk and compress scans before uploading. Will the file remain if the business trip itself is deleted? Attached files are subordinate to the document. When a business trip is deleted, its attachments lose their owner and are subject to deletion along with it via the marked-objects deletion processing. 10. Related Documents - The main owner — the "Organization Business Trip" document (section "Payroll"/"HR"). Files are always created "from it". - Advance Report — this is where the amounts of business trip expenses (accommodation, tickets, per diem) are transferred; postings and VAT 16% are formed here, while the confirming scans lie in the business trip's attached files. - Order for Business Trip Assignment (T-9) and business trip certificate — printed forms of the business trip, which it makes sense to save to PDF and immediately attach. - Other "Attached Files" — similar service catalogs exist for almost all documents and catalogs in the configuration (for counterparties, contracts, receipts); the mechanism is the same everywhere. How to find out your release: "Help" → "About" — there you'll find the "1C:Enterprise" platform version and the configuration release. Material prepared for "Accounting for Kazakhstan", edition 3.0, release 3.0.74.2. Rates and indicators — per Kazakhstan norms for 2026: VAT 16%, MCI 4,325 ₸, minimum wage 85,000 ₸. --- _BuhGPT — ИИ-помощник для бухгалтеров Казахстана: https://buhgpt.kz_