Supporting Document Dialog Box in Purchasing

Use this dialog box to upload, associate, and view supporting documents with line items for purchase requisitions, requests for price quotes, purchase orders, and receipt of purchase order items in the Purchasing application.

This dialog box also displays in the Create Voucher from PO application and allows you to view, upload, and associate supporting documents for purchase order line items when you create an accounts payable voucher from a purchase order.

Examples of documents that you may want to upload and associate with purchasing items are packing slips, bill of lading, vendor bids, equipment specifications, and images of invoices or equipment.

This dialog box displays all of the documents that you upload for all of the different line items that make up a purchasing transaction. Only the documents with the Select check box selected are actually associated with the specific line item for which you opened the dialog box. Uploading and associating are two separate actions.

The Supporting Document dialog box displays only if Vision has been configured to allow you to upload supporting documents. See your system administrator if it has not been configured. The Deltek Vision Advanced Technical Installation Guide provides a system administrator with the instructions on how to enable FILESTREAM (a Microsoft SQL Server feature) that allows you to store the uploaded documents for Vision transactions.

Location

To display the Supporting Document dialog box in Purchasing, complete the following steps:

1. From the Vision Navigation menu, click Purchasing.
2. Select any of the following from the Purchasing menu:

   Option	Description
   Purchase Requisitions	On the General tab of the Purchase Requisition form, click or in the Document field in the Item grid.
   Request for Price Quote	On the General tab of the Request for Price Quote form, click or in the Document field in the Item grid or the Suggested Vendors grid.
   Purchase Orders	On the Line Items tab of the Purchase Orders form, click or in the Document field in the Line Items grid.
   Receiving	On the Purchase Order Receivings form, click or in the Document field in the Line Items grid.

   After you associate an uploaded document with a purchasing line item, the icon with the blue arrow in Document field of the purchasing line item grid is replaced with the icon with the green check mark to indicate that the line item has an associated document.

   This dialog box also displays in Accounting > Accounts Payable > Create Voucher from PO when you click the icon in the Document field in the Open to Voucher grid on the Vendor Review tab.

Contents

Supporting Documents Grid Toolbar

Field	Description
Upload	Click this option to upload a supporting document to Vision. In the Open dialog box, select one or more files to upload and click Open. To select multiple files press the CTRL key on your keyboard as you mouse click another file in the list. 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. Vision 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.pdf file displays in the grid in 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 View.
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 quickly associate an uploaded file in the grid with all the line items that are entered for a purchasing transaction, select an uploaded file in the grid and click Associate with All 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 Disassociate from All. 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 Delete. 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 Vision, however it 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.

Buttons

Field	Description
OK	Click this button to save your changes and close the Supporting Document dialog box.
Cancel	Click this button to cancel any changes that you made on the Supporting Document dialog box and close the dialog box.
Help	This button opens the help topic for this dialog box.