Verified on release 3.4.5.21 "Trade Management for Kazakhstan" (edition 3.4).
You write off goods for internal needs — office supplies for the office, workwear for the warehouse, samples for the sales floor. You've created the "Internal Consumption of Goods" document, the warehouse keeper brought a signed paper act, and the accountant needs a scan for the archive and for a tax audit. Putting it in a separate folder on disk means losing it within a month. The right place is right inside the document. This is exactly what the "Internal Consumption of Goods: Attached Files" catalog stores. It's a service catalog-storage: it doesn't generate ledger entries or issue e-invoices, but it keeps all files attached to a specific write-off document, and they open with a single click from the document itself.
1. Purpose
The catalog stores files attached to "Internal Consumption of Goods" documents: scans of acts, photos, memos, PDF orders, Excel spreadsheets. Each file is rigidly attached to its owner document. The catalog itself is a technical storage; you almost never open it directly, working instead through the "Attached Files" button in the document.
2. Where to find it
The main, correct path is through the document itself:
- Section "Warehouse and Delivery" (or "Inventory and Procurement") → "Internal Consumption of Goods" → open the needed document → in the top command panel click "Attached Files" (paperclip icon). A list of files for that specific document will open.
- Inside — buttons "Add" → "File from Disk", "Scan", "Create from Template".
You can open the entire catalog (all files of all documents at once) via a navigation link. Menu "Tools" (or the main menu) → "Go to Navigation Link" and paste:
e1cib/list/Справочник.ВнутреннееПотреблениеТоваровПрисоединенныеФайлы
Direct access to the list is rarely needed — for cleaning up "heavy" attachments or finding a lost file. In everyday work, go from the document.
2a. How to check your release
"Help" → "About the Program" (or the ℹ icon in the top right corner). The window shows the platform version (e.g., 8.3.25.x) and the configuration release — "Trade Management for Kazakhstan, edition 3.4 (3.4.5.21)". If your number differs, the button placement and field set may not exactly match this instruction.
3. How to fill it in
You usually don't create a separate file card by hand — it's generated at the moment the file is attached. But it's important to understand the card's fields.
| Field | Why it's needed and what happens if it's wrong |
|---|---|
| Name (required) | How the file appears in the list. On upload, the disk file name is inserted by default. Name it meaningfully — "Signed write-off act No. 14," not "IMG_20260923." Otherwise, in six months you won't find the needed scan among a dozen "Scan 1, Scan 2." |
| File (required — the actual data) | Binary content: PDF, JPG, PNG, XLSX, DOCX. Stored either in the database or in disk volumes (depending on the "File Storage" setting). There's no such thing as an empty card without data — it's created together with the file. |
| Owner | Reference to the "Internal Consumption of Goods" document. Set automatically when added from the document. Don't touch it manually — break the link, and the file will "hang" and disappear from the document. |
| Extension | File type (pdf, jpg…). Filled in automatically from the name. It determines what the file opens with on double-click. |
| Author | Who attached the file (current user). Set automatically — useful for figuring out "who uploaded the wrong scan." |
| Creation / modification date | Service marks. Show when the file was added and when it was last edited. |
| Comment | Free-form note: "original is with the warehouse keeper," "re-scanned, first one was unreadable." Not required, but saves time during audits. |
| Editing by | Filled in when you open the file for editing ("Check out for editing"). While your name is there — others see the file is locked. Don't forget to "Finish editing," otherwise a colleague won't be able to change it. |
Step-by-step attachment procedure:
- Open the "Internal Consumption of Goods" document and post it (files can be attached to an unposted document too, but per procedure the document comes first, then the source documents).
- Click "Attached Files."
- "Add" → "File from Disk," select the scan. Or "Scan" if a scanner is connected (set resolution and color mode in the scan settings).
- Edit the Name to something clear.
- If needed, fill in the Comment.
- Close the window. The file is saved and linked to the document.
4. Worked example
The company "Astana-Snab" writes off office supplies for office needs. Document "Internal Consumption of Goods" No. VP-0000014 dated 09/23/2026 has been created:
- A4 paper — 20 packs × 2,000 ₸ = 40,000 ₸;
- Cartridges — 4 pcs × 15,000 ₸ = 60,000 ₸;
- Total written off at cost — 100,000 ₸, expense item "Administrative expenses."
The warehouse keeper and accountant signed the paper act. The accountant scans it to PDF (file Akt_VP14.pdf, 380 KB), opens the document, clicks "Attached Files" → "Add" → "File from Disk," selects the scan, renames it to "Signed act on internal consumption No. 14," and writes in the comment "original in the September folder." Done — the scan is permanently linked to VP-0000014.
What's important to understand about ledger entries. They are not made by the file catalog, but by the "Internal Consumption of Goods" document itself. In our example, posting the owner document generates:
| Dr | Cr | Amount | Description |
|---|---|---|---|
| 7210 (administrative expenses) | 1330 (goods) | 100,000 ₸ | Write-off of office supplies for office needs at cost |
The attached PDF creates no ledger movements — it only stores the source document alongside this entry. VAT on internal consumption for own needs does not accrue (there is no sale), and e-invoices (ESF) and consignment notes (SNT) are not issued for such a document. The 16% VAT rate, deductions, and payroll taxes are not related to this object.
5. Operation types
The file catalog doesn't have separate "operation types" like accounting documents do. In practice, it supports the following actions:
- Attach a file from disk — upload a ready-made scan/document.
- Scan — get a file directly from the scanner.
- Create from template — generate a file from a template (e.g., a memo form).
- Check out for editing / Finish editing — versioned editing of office files without losing the link.
- Save a copy to disk — export the attachment back to a file.
- Store versions — if versioning is enabled, every edit is saved as a separate version with the ability to roll back.
6. What's generated on adding
When a file is attached:
- an item of the "…AttachedFiles" catalog is created with the author, date, and a reference to the owner document;
- the binary data is written either to the database or to a file storage volume on disk (setting "Administration → File Management Settings → Store files in disk volumes") — the latter reduces the database size;
- if versioning is enabled, the first version of the file is recorded.
This catalog does not create ledger entries, accounting register movements, e-invoices, or consignment notes. This is fundamental: it's a storage for source documents, not an accounting document. All entries, cost and inventory registers are generated by the owner document "Internal Consumption of Goods."
7. Printed forms
The attached files catalog has no printed forms of its own. Actions available on the file itself:
- "Open" — view the attachment with the default application (PDF reader, image viewer, Excel/Word);
- "Print" — print the attachment, if the format supports it (PDF, image, office document);
- "Save as…" — export the file to disk.
Printed forms of the act itself (e.g., "Act on Internal Consumption," "Requirement-Invoice") are printed from the owner document "Internal Consumption of Goods," not from here.
8. Common errors
"Maximum file size exceeded." The file is larger than the limit set in the file management settings. Compress the scan (lower DPI, black & white instead of color) or ask the administrator to increase the limit.
"File is checked out for editing by user …." Someone clicked "Check out for editing" and didn't close it. Wait for the colleague to click "Finish editing," or have the administrator remove the lock. Don't forcibly remove the lock while a colleague has the file open — you'll lose their edits.
"Failed to save file to the file storage volume." No access to the volume directory on the server, or it's full. This is an administrator's problem — check permissions on the volume's network folder and available space.
File disappeared from the document. Most often, the file card's Owner field was manually changed or cleared — the link to the document was broken. Find the file via the navigation link in the full list and restore the reference to the correct document.
"Objects marked for deletion cannot be saved." You're trying to work with a file of a document marked for deletion. Remove the mark from the owner document.
9. FAQ
Do I need to create an item of this catalog manually? No. It's created automatically when you attach a file via the "Attached Files" button in the document. Opening the catalog directly is not required in normal work.
Does this catalog generate ledger entries? No. It's a file storage. All entries (Dr expense account, Cr 1330) and register movements are made by the "Internal Consumption of Goods" document.
Is an e-invoice (ESF) issued for internal consumption? No. Writing off goods for own needs is not a sale; e-invoices (ESF) and consignment notes (SNT) are not generated for such a document, so the attached file has nothing to do with them either.
Where are the files physically stored — in the database or on disk? Depends on the "Store files in disk volumes" setting (Administration → File Management Settings). For large scan archives, enable disk volumes, otherwise the database will quickly "bloat."
Can several files be attached to one document? Yes, as many as needed: an act, a memo, a photo, a manager's order. They're all visible in one "Attached Files" list of the document.
How do I edit an attached Word/Excel file without breaking the link? Click "Check out for editing," open, edit, save, and click "Finish editing." The file updates, the link to the document is preserved, and with versioning enabled a new version appears.
How do I restore a previous version of a file? If version storage is enabled, open the file card, go to the version list, and restore the needed one. Without versioning enabled, only the latest version is available.
Is there a limit on file size and format? Format — any (PDF, JPG, PNG, XLSX, DOCX, etc.). Size is limited by the maximum file size setting; if exceeded, compress the scan or ask the administrator to raise the limit.
A file was accidentally deleted — can it be restored? If it's only marked for deletion and the "Deletion of marked objects" processing hasn't run yet — remove the mark. After physical deletion, restoration is only possible from a database backup (or from the disk volume, if the file is still there).
Does an attached file affect month-end closing and cost calculation? No. Only the write-off document itself affects the calculations. The file is just an attached source document for the archive and audits.
10. Related documents
- Owner document: "Internal Consumption of Goods" — the only "parent" of these files. The catalog exists only as an attachment to it; it's not entered separately, "based on" something else.
- Based on "Internal Consumption of Goods," adjustments and related warehouse documents are usually created, and the document itself has attached: the write-off act, requirement-invoice, memo, order/directive for write-off, photos of inventory items.
- The attached files mechanism in the configuration is unified — orders, sales, receipts, and other documents have the same kind of catalogs; the principle of operation is identical to what's described here.
How to check your release: "Help" → "About the Program" — it shows the 1C:Enterprise platform version and the configuration release.
This material was prepared for 1C:Trade Management for Kazakhstan, release 3.4.5.21 (edition 3.4). When updating the configuration, check against the release number in "About the Program."