Contents of the Supporting Document Dialog Box in Purchasing

Use the fields and options on the Supporting Documents dialog box in Purchasing to upload or display supporting documents, or to associate them with purchasing line items.

Supporting Documents Grid Toolbar

Field	Description
Upload	Click this option to upload a supporting document. On the Open dialog box, select one or more files to upload and click Open. Each uploaded file is converted to a .pdf file (if it is not already a .pdf file). If you are uploading a Microsoft Excel file, format the file so that each Excel page has a defined print area. This ensures that the PDF conversion process will not insert page breaks or change the formatting such that columns are broken. DPS does not support the upload of password-protected documents. As files are uploading, you may see an "Uploading document..." message in the lower left corner of the dialog box. The uploaded file displays in the grid on the Supporting Document dialog box. Files that are uploaded are associated with a purchasing line item only if the Select check box is selected in the grid. The check box is selected automatically when you initially upload a document. The Supporting Document dialog box always displays a complete list of all uploaded documents for a purchasing transaction, not just the uploaded and associated documents for a specific line item for the transaction. The uploaded documents that are associated with a purchasing line item have the Select check box is selected in the Supporting Document grid. The Upload option is not enabled when a purchase requisition, request for price quote, or purchase order is approved, final printed, or released. (It is enabled for in-progress, submitted, changed, or rejected line items.)
View	To open an uploaded document in the grid and view its contents, click the document's row, and then click this option.
Associate with All	Uploaded documents are associated with a purchasing line item only if the Select check box is selected for the document in the Supporting Documents grid. To associate an uploaded file in the grid with all of the line items that are entered for a purchasing transaction, select an uploaded file in the grid and click this option on the toolbar. This automatically selects the Select check box for this document on the Supporting Document dialog box for each of the transaction's line items. This saves you from having to open the Supporting Document dialog box for each purchasing line item and manually selecting the Select check box. This field does not display or apply when you open the Supporting Document dialog box for a suggested vendor in the Suggested Vendors grid on the Request for Price Quote form in Purchasing.
Disassociate from All	If you associated an uploaded document with one or more of the line items for a purchasing transaction and you want to remove the document from being associated with all the line items, select the document in the grid in the Supporting Document dialog box and click this option. This automatically clears the Select check box for this document on the Supporting Document dialog box for each of the transaction's line items. This saves you from having to open the Supporting Document dialog box for each line item and manually clearing the Select check box. This field does not display or apply when you open the Supporting Document dialog box for a suggested vendor in the Suggested Vendors grid on the Request for Price Quote form in Purchasing.
Delete	To delete an uploaded document and also removed its association with all the items that it is associated with for a purchasing transaction, select the document's row and click this option. If the document is associated with one or more other purchasing line items, you receive a message that lets you know about the associations. You choose whether to continue to delete the document and its association with all line items for the transaction.

Supporting Documents Grid Fields

Field	Description
Select	This check box is selected automatically when you initially upload a document. This indicates that the uploaded document is associated with the purchasing line item. Clear this check box to remove the document's association with the purchasing line item. When you clear the check box, the uploaded document still remains in DPS, but is not associated with the line item. When you initially upload a document, the Associate With New Detail Lines check box in the grid is also automatically selected for the uploaded document. When it is selected for a document, the document will be automatically associated with any new line items that you create for the purchase transaction (the Select check box will be selected automatically for this uploaded document for new line items).
File Name	This field displays the file name of the document that you uploaded.
Description	Enter a description for the uploaded document. This field displays the file name of the uploaded document, which you can change.
Associate With New Detail Lines	Select this check box if you want an uploaded document to be automatically associated with any new line items that you enter for the purchasing transaction. This means that when you open the Supporting Document dialog box for a new line item, the Select check box on the Supporting Document dialog box is automatically selected for the document.