As a general rule we would advise against using the In Tray as a 'record keeping' practice.

How it works
An invoice can be uploaded or emailed to your AR2024 In Tray. The uploaded invoice can be used as a starting point to create a new Purchase or Spend Money transaction. Or it can be linked to an existing transaction as an attachment.

Sounds good as a concept, however there are a few concerns we have.

The document is not saved in your company file - it is saved in a separate location on a MYOB server. The company file simply has a link to the document - when you click the Attachment button, MYOB uses the link to retrieve and display the document. This is all well and good. However from a practical point of view this may cause some unexpected problems.

For example:

• The online document can only be accessed when this file is online, you cannot access them offline.
• When you backup your online file (and you should do this regularly), the attachments are not included in the backup.
• If your subscription expires or you decide to leave MYOB, you lose the documents.
• You cannot view/save/download the documents in bulk, so if you are leaving MYOB or starting a new file, you need to individually open every transaction that has a document attached and download that document. If you have 10-20, this is no problem, if you have 15,000 this might be a problem.
• If you are ever audited by the ATO, are you going to give the ATO access to your online file so they can access the documents, probably not. So to provide copies of the documents to the ATO, you will need to log in and download them one by one. This might take a very long time.

From a 'record keeping' perspective, we think that you are better off having a protocol for storing your documents electronically on your own computer/server so the files can be accessed anytime, and archived on a year by year basis together with your company file or financial statements/reports saved in PDF format.

Using the In Tray to facilitate transaction processing or receiving bills directly from your Suppliers is fine, as long as you also have an offline copy. Our reservations are around relying on that online document as a means of satisfying your record keeping requirements.