Setup & Configuration

Media Type Master

The Media Type Master defines categories for files that can be attached to any record in Quasar — customers, vendors, employees, items, invoices, purchase orders, and more. By creating media types, you build a structured document management system directly inside your accounting software, eliminating the need for external file servers or paper filing cabinets. For a step-by-step guide on attaching files to records, see the Quasar Guide. Access from Setup › System › Media Type Master or from the Media Type List.

The Power of Attached Media

Quasar's media system lets you attach any file to any record. Files are uploaded to the Quasar server, stored in organized subdirectories, and accessible from any workstation connected to the server. This transforms Quasar from a transactional system into a complete business record.

Real-World Examples:

Attach To	What You'd Attach	Why It Matters
Vendor Invoice	Scanned PDF of the original vendor invoice	Auditors can verify the source document without digging through filing cabinets. Open the Quasar invoice, click Media, and the original is right there.
Employee	Performance assessments, certifications, signed contracts, training records	HR has a complete personnel file attached directly to the employee record. No separate HR filing system needed.
Customer	Collection letters, signed agreements, credit applications, correspondence	When a customer calls about a dispute, the collection history and signed agreements are one click away on the customer record.
Item	Product photos, spec sheets, safety data sheets (SDS), certificates of origin	Staff can view product specifications and safety information directly from the item record without searching external systems.
Sales Invoice	Signed delivery receipts, customer PO documents, e-invoice XML	Proof of delivery and customer authorization are linked to the exact transaction.
Purchase Order	Vendor quotes, price confirmations, import permits	The purchasing team can trace every order back to the original quote and approval.
Cheque	Scanned cheque images, void/cancel authorization	Bank reconciliation teams can verify cheque details without requesting images from the bank.
General Journal	Supporting worksheets, adjustment calculations, auditor notes	Every journal entry can carry its justification as an attached document.

Fields

Number

A short unique code for this media type (up to 5 characters). Used for quick identification in lookups. Examples: PDF, PHOTO, DOC, CERT, EINV.

Name

The display name of the media type (up to 30 characters). This is what users see when selecting a media type during file upload. Examples: Vendor Invoice PDF, Employee Assessment, Product Photo, Collection Letter.

Description

Extended description (up to 50 characters) explaining the purpose and expected content. Helps users choose the correct type when uploading.

Subdirectory

The folder name under the server's media storage path where files of this type are stored (up to 30 characters). Each media type gets its own folder, keeping the file system organized. Examples: invoices, employee_docs, product_photos, collections. Files are stored as media/<subdirectory>/<filename> on the server.

Is E-Invoice

Check this box if this media type is used for electronic invoice documents. When checked, files attached with this type are treated as e-invoice artifacts in the certification pipeline — for example, signed XML files returned from a PAC (Authorized Certification Provider) during CFDI or BIR compliance processing.

Inactive

Check to mark this media type as inactive. Inactive media types no longer appear in lookups but existing attachments remain available.

How Media Attachment Works

The media attachment system is available on most master and transaction screens through the Media button. The workflow is:

1. Open the Linked Media dialog — Click the Media button on any record (customer, vendor, employee, invoice, etc.).

2. Add a file — Click New Media. A file browser opens for you to select any file from your local computer. The selected file's name is shown with a unique timestamp appended (e.g., invoice_20260503_141500.pdf) to prevent naming collisions.

3. Choose the media type — Select the appropriate media type from the lookup. This determines which subdirectory on the server the file is stored in.

4. Save — The file is uploaded to the Quasar server and a database record links it to the parent record. The file is now accessible from any workstation.

5. View attached files — Click Show Media (or double-click a file in the list) to view it. Text files open in a built-in viewer; all other files (PDFs, images, spreadsheets) open in the system's default application.

6. Delete — Click Delete Media to remove an attached file (with confirmation).

Sample Media Types

Here is a recommended set of media types to get started:

Number	Name	Subdirectory	E-Invoice?
PDF	Scanned Document	scanned_docs	No
PHOTO	Product Photo	product_photos	No
HR	Employee Document	employee_docs	No
COLL	Collection Letter	collections	No
CERT	Certificate / License	certificates	No
SDS	Safety Data Sheet	safety	No
EINV	E-Invoice XML	einvoices	Yes

Related Screens